Last year, more than 18 tons of records were removed and destroyed from UCOP offices and its storage facility during Records Compliance Week. Clearing out the equivalent of 135 four-drawer lateral filing cabinets freed up space and saved on storage costs.

We’ll have another chance to declutter during the week of Aug. 3, when recycling barrels and locked shred bins will be available on every floor in all UCOP buildings. Everyone at UCOP is urged to dispose of all business and administrative records — paper and electronic — that have reached the end of their retention periods.

Information sessions about records compliance will be held in Franklin 7409 on Aug. 3, 2-2:30 and 3-3:30 p.m. Space is limited so RSVP to Angela Hom by July 29.

In the meantime, to learn how to use the UC records retention schedule, what to toss or shred, and how to send inactive records to off-site storage, check out Records Management’s website for helpful tips and recorded webinars. In addition, Records Manager Laurie Sletten (7-9411) is available to meet to discuss records dispensation and retention guidelines.

Caution: Please work with your department manager to coordinate the purging of any documents. Do not discard records that are the subject of a litigation hold or 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 any questions about whether records are required to be preserved for legal reasons, please contact the Office of the General Counsel.

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