THE UNIVERSITY OF TEXAS AT TYLER

Department Of Physical Plant
Administrative Policy

Records Storage and Disposal Policy
(Note:  Follow the University’s Records Retention Schedule for destruction dates)

 Pick-up, storage and disposal
No. 01-01-02 / Approved 02-03-03


STORAGE: The following process is required to have records picked up and stored in the Physical Plant records room #132:

1. Label all boxes with department name, date to be destroyed (month and year), and numbered accordingly – 1 of (total number), 2 of (total number), etc.
2.

After boxes have been correctly labeled, create a work request for pick-up through the Lotus Notes database. For assistance in creating the work order contact Physical Plant at 566-7291. Specify the total number of boxes to be picked up and the delivery location (Physical Plant room #132) on the work order.
3. After submission of the work request, the Director of Physical Plant or the Work Control Coordinator must approve it. After approval is received, the Physical Plant will dispatch a crew to pick-up the boxes. A full-time U. T. Tyler employee from the Physical Plant will accompany the crew in transferring the records to storage. Student records and sensitive data will require that a representative from appropriate area accompany the moving crew and verify the proper placement of records in the storage warehouse.

DISPOSAL: The following process is required to have records stored in the Physical Plant records room #132 that reached or exceeded the proper destruction date destroyed in the annual records destruction process:
4.

In February of each year, originating departments will be notified by the Compliance Director to review documents due for destruction. Each department will be required to complete a work request identifying appropriate records for destruction. Physical Plant will pull the boxes and the department chair or his/her designee will physically check the boxes and sign the work request that they have reviewed the contents of the boxes and they are ready to be destroyed. This work request will represent authorization for final destruction of documents. Once all of the boxes have been verified and signed off, a vendor will be chosen to come to the UT Tyler Campus and shred the documents. Financial Services and the Compliance Office will handle contracting the shredding company.
5.

The originating department chair shall maintain a records log of dates boxes are sent to storage and subsequent dates of destruction.