Record Destruction & Disposal

From Recordkeeping 101 we know there are two courses of actions with records: archiving or destruction. Upon review of your records that match a record schedule from the Record Schedules List, you are now ready to either transfer records to the Archives or destroy them.

This section provides guidance on the disposal of records through proper destruction methods.

Records may be disposed of ONLY when an approved record schedule retention period has passed.  After this time, the record schedule's description will determine how you will dispose of it.  Records not going to Archives are disposed of in two ways:  Recycle or Destroy Confidentially.

Recycle

Records may be recycled ONLY if the assigned retention period has passed and the Record Schedule indicates the disposal method is "Destroy".  These records also may fall under the Disposal Records category.  Place these records in your regular recycling or waste receptacle at the proper time.  An example of a record schedule with a Destroy disposal method:

Destroy Confidentially

Records may be destroyed ONLY if the assigned retention period has passed and the disposal method is set as "Destroy Confidentially" as these records contain confidential information or PII, such as a social security number, credit card, or medical information.  The Confidential Destruction Process is used on the UW-Green Bay campus to ensure employees are disposing of records properly in accordance with a state approved record schedule.  An example of a record schedule with a Destroy Confidentially disposal method:

Confidential Disposal Process

The Records Office will coordinate a bi-annual confidential record destruction for the campus.  Employees will be notified via email or other internal communication of the date.  A Confidential Disposal Form is required to be completed and approved by the Records Officer.  This process ensures that employees have matched their departmental records to an approved record schedule and are aware of the retention period and the disposal method.  You will need the Record Schedules List to complete this process.  

1. Confirm Records Ready for Disposal. Records that may be destroyed include:

• CONVENIENCE COPIES that are no longer needed by the department, or
• OFFICIAL RECORDS (paper, email, electronic) past their retention period date, and
• The record has no pending record requests, audits, or lawsuits that would require retention, and
• The Record Schedule Disposal Method is: Destroy Confidentially

2. Document Record Disposition: Using a Confidential Disposal Form (CDF), document the records ready for disposal: dates, approved record schedule number, description of records, retention period, retention disposal method, and if a record is an Original or Copy.

Use the updated Record Schedules List to search for a record schedule (RDA) that matches the description of the document. Example of CDF entry:

3. Obtain Departmental Approval. Obtain approval signature from your Department Supervisor and email the CDF form back to Records Management at maines@uwgb.edu. Once the record schedule and retention have been confirmed, you will be sent an Outlook calendar appointment as a placeholder with directions to bring your records to the Mail Room Loading Dock on the assigned day for collection.

4. Prepare Records for Disposal.

• Electronic Records: If you are preparing disposal for electronic records, you may delete these records at this time (they will not be required to be disposed of in a box).
• Paper Records: You do not need to remove staples or paper clips before placing records in boxes. DO NOT purchase new boxes for this process as they will be destroyed. Binders or hanging folders are not allowed and should be removed before placing in the disposal box.

5. Bring Records to the Mail Room Loading Dock on Scheduled Date. On the designated date and time, take your records to the Lab Sciences Mail Room Delivery Dock. These will be disposed of for you. The Records Officer (or designee) will be available should questions arise.  You must stay with your records until they are loaded onto the truck.