Boxes stored at the University Records Center are not destroyed without the receipt of formal signed authorization from the owner of the records.  It is the responsibility of the signatory to ensure that the records in question are not on destruction hold because of   litigation, audit, or public records request.  Please note that records pertaining to ongoing or pending audits, lawsuits (or even reasonably anticipated lawsuits), or public disclosure proceedings will not be destroyed until the matter is resolved, regardless of the retention period.

If records are sent to the University Records Center for inactive storage our program will absorb the cost of shredding or recycling these records.  If the records are considered Archival, we will work with the University Archivist to transfer them to the University Archives.  If records are maintained in an office for their full retention period, it is the responsibility of that office to ensure that they are disposed of appropriately. Please see our FAQ on Shredding for additional information.

Records Management Services is a compliance office.  The University Records Center exists to help users meet their records retention responsibilities. It is understood that when boxes are transferred to the University Records Center, their disposition will be authorized by the records owner once the retention period is met.  If boxes are not authorized for disposition and are not on destruction hold, they will be returned to the originating office.  We cannot emphasize enough the importance of following the state-approved retention periods to limit risk and protect the University