With the start of the new year, large batches of records reach the end of their state-mandated retention period. This presents you with the opportunity to reduce clutter in your office!
Following is a non-comprehensive list of records that are now eligible for disposition (with an approved Certificate of Records Destruction (RM3) Form from the Records Management Office):
• Course exams, tests, and term papers dated 12/31/2017 and earlier
• Course evaluations for non-tenure-track instructors dated 12/31/2017 and earlier
• Course evaluations for tenure-track or tenured faculty dated 12/31/2013 and earlier
• General correspondence for most employees (including email!) dated 12/31/2016 and earlier
The fiscal year rollover is also a time when many record retention periods expire. If you didn’t get the chance to do a cleanout last summer, here are some records that became eligible for destruction on July 1, 2018:
• State and local fund financial records dated 6/30/2015 and earlier
• Research financial records for grants/studies that closed on or before 6/30/2013
• Research notes, working papers, and technical data for grants/studies that closed on or before 6/30/2013
• Budget records dated 6/30/2015 and earlier
Again, these lists are not comprehensive – you may have many more records that you no longer need to hold on to! Search the retention schedule database or contact the Records Management Office if you need help figuring out what can go.
Before disposing of records, you must get approval by submitting an RM3 form (click here for instructions and a downloadable form). However, if the records are tracked in URMA, you don’t need to submit an RM3! The Records Management Office will contact you about setting up a phone call during which the approval process will be run within the URMA system.