**MICROGRAPHICS DOES NOT RECYCLE. ANY QUESTIONS CONCERNING RECYCLING SHOULD BE DIRECTED TO ANDILEE
WARNER, COORDINATOR OF RECYCLING, PHYSICAL PLANT,
453-8131.**
DISPOSAL OF UNIVERSITY AND NON-UNIVERSITY RECORDS
All university records are scheduled for disposal through Micrographics and the State Records Commission, which determines the administrative, legal, fiscal and historical value of all records. Original University records shall not be destroyed or otherwise disposed of by any University officer or employee of his own initiative.
A University record is any paper, books, maps, photographs, original microfilm, or other documentary materials regardless of physical form or characteristics, made produced, executive or received by any academic or administrative staff member in connection with the transaction of University business.
DISPOSAL OF CONFIDENTIAL, ORIGINAL OR SENSITIVE RECORDS
All confidential, original or sensitive University records approved for disposal can be physically destroyed by any method of destruction making record reconstruction impossible. The State Records Commission and Director of Records Management will determine what constitutes confidential, original or sensitive records.
To view the Records Disposal Form Adobe Acrobat is needed. When a department is ready to dispose of original, confidential or sensitive records, a State of Illinois Records Disposal Certificate must be filled out and returned to the Micrographics Department. These records will be verified that they are ready for disposal and then will be submitted to the State Records Commission for final approval for disposal.
Departments may transfer these records to Micrographics for disposal, once these records have been approved for destruction by the State Records Commission. A destruction label must be filled out and include the application number/item number, the title of the record, plus the dates that are inclusive within the box. Also, circle at the top of this label that these records are originals. Place this label on all record boxes being transferred to Micrographics for physical destruction. Micrographics will dispose of these records by shredding. The boxes will then be returned to the departments on Thursdays, so please put your department's name on the side of the box and also on the box lid.
DISPOSAL OF STORED RECORDS
All University records stored at Micrographics on microfilm will be merged in a records disposal schedule. These records will not be destroyed without written consent from the State Records Commission and the department.
DISPOSAL OF NON-UNIVERSITY RECORDS
A non-university record is any extra or duplicate copies of original University records. These documents are preserved only for convenience of reference. The originals for these records are maintained by the originating department (Office of Record).
For example, each department receives a copy of payroll distributions and/or fringe benefit reports. These copies are not the original records because they are maintained by other offices, therefore they are classified as NON-UNIVERSITY RECORDS. Your department is NOT the OFFICE OF RECORD for these records.
Non-university records may be disposed of by regularly established departmental practices for handling waste paper. However, it is suggested that any records with confidential or private information (social security numbers, birthdates, etc.) be shredded. Micrographics will destroy these records for any department.
To view the "Destroy This Box" form Adobe Acrobat is needed.
The department must fill out the proper form (Destroy This Box) and attach to the front of the box. Please circle at the top of this label that these records are duplicates. The following procedures must be followed:
**IF YOU FAIL TO FOLLOW THESE INSTRUCTIONS WHICH RESULTS IN DAMAGE TO THE EQUIPMENT YOU WILL BE HELD LIABLE FOR ANY REPAIRS RESULTING FROM YOUR NON-COMPLIANCE.
Due to the weight of paper, Micrographics will only accept approved boxes (12" x 10 1/4" x 15") or if you have boxes of similar size, they must have handles. These boxes may be purchased from Officemax. MICROGRAPHICS WILL NO LONGER ACCEPT THE LONG, LEGAL SIZED BOXES OR BOXES WITHOUT HANDLES!! Once the records have been destroyed, the boxes will be returned to the proper department. Please do not forget to write your department's name on the box and the box lid.