Records Management: Time for a purge!
February 26, 2019 •
As construction continues on the new Oakland building, all departments should be actively preparing for their moves. A key part of this preparation is evaluating, organizing, storing and purging hard-copy departmental records.
March purge week
From March 4-8, Records Management and the Building and Administrative Service Center (BASC) will organize a purge week. Recycling boxes and shred bins will be available on each floor, at all Oakland locations, to facilitate the disposal of unneeded paper files.
If you cannot participate in the March purge, the regular “D-TOKs” non-records purge will take place from April 22-26, 2019. Visit the Records Management website for training on non-records.
What to destroy
- Records with lapsed retention periods
- Non-record documents that are no longer needed (rough drafts, convenience copies, publications received from outside sources, etc.)
CAUTION: Do not discard records that are the subject of a litigation hold, other records freeze or that have been requested pursuant to the California Public Records Act, an investigation, an ongoing audit or other legal process.
If you have questions about whether records are required to be preserved for legal reasons, please contact your legal counsel at the Office of the General Counsel.
Shred versus recycle
Shred documents that have any personal or confidential information, such as:
- Records that list employee names, phone numbers, addresses, social security numbers, age or other sensitive information
- Health-care related records
- Records that contain proprietary information
Recycle any records that do not fall into the category above, i.e., that you would feel comfortable handing to a random person on the street.
Schedule your strategic meeting
If your department hasn’t yet met with Records Management this year, please schedule a strategic meeting with UCOP Records Management to review the consultants’ assessment and identify next steps. Contact records@ucop.edu or (510) 987-0399 to make an appointment.
Tags: BASC, files, records management
