Part of any effective records management program is the timely destruction of obsolete records. The university follows approved records retention schedules based on the legal, operational and historical value of the records.
At the end of a record's life, the record should be destroyed in an appropriate manner.
Destruction of records should be irreversible and complete to prevent the information from being recovered or reconstructed and ensure there is no risk of accidental or unauthorized access to the records. Confidential records should always be disposed of with the same level of security that was applied during their lifetime and the records to be destroyed should be secured until proper destruction is actually performed.
Destruction of records should be documented because proof of destruction may be required during the course of an investigation, in response to an information access request, or as part of a recordkeeping audit. The type of information to be captured includes the date when the disposal took place, the applicable disposal authority, the records destroyed, and who took the action.
Disposal of records, regardless of format, relevant to pending or anticipated litigation, claim, audit, agency charge, investigation or enforcement action must be suspended until final resolution of the matter. Employees who are made aware of a legal hold must preserve all records with potential relevance, until receiving official notice that the legal hold is released.