The retention schedule determines when records are ready for destruction. When the date of assigned records destruction has come for records held at University Archives & Historical Collections (UAHC), UAHC staff will prepare and send out a request for destruction notice to the unit or office. This notice lists the records scheduled for destruction.
If destruction of these records is authorized by the unit or office, the form should be signed and returned to UAHC. If these records are needed for an ongoing audit, please provide the appropriate details on the form and the destruction will be postponed.
If an office is still using these records for another reason, a letter from the department head explaining the situation is needed. Departments that request retention of records beyond the officially scheduled destruction date for no approved, documented reason will have those records returned for local storage and maintenance.
It is important to understand that a department or unit is responsible for any security breach of confidential or proprietary data stored on this media. Therefore, it is important to follow the retention schedule for all records held in an office or unit. For more information, see Guidelines for Internal and External Reporting of Data System Security Breaches (PDF)*.