Destruction of Records

Non-permanent records are eligible for destruction after a predetermined time. For retention guidelines for non-permanent university records, see the U of L General Records Schedule or contact the University Archives and Records Center (852-6674). The General Schedule provides records officers with the length of time that records must be retained and instructions for their disposition. When non-current records are eligible for destruction, they must be destroyed.

Before destroying non-permanent records, contact University Archives and request a Records Destruction Certificate. Archives staff will help in completing the certificate, which lists the types, as well as the volume and date span of the records ready for destruction. The Director of the University Archives and the Department Head sign off on the certificate. The destruction certificate, required under state regulations, provides the University with a record that materials were properly and legally destroyed.

It is important to destroy confidential records properly. Confidential records contain personally identifiable information such as social security numbers, home addresses, telephone numbers, personnel actions, grades, medical information, etc. These records should be destroyed by shredding. U of L uses private vendors to destroy confidential records. The University Archives will supply records officers with a list of firms that shred records. The units are responsible for paying for the shredding of their confidential records.

Records that are not confidential may be put in the trash or recycling bins.