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Records Compliance Week: How to dispose of paper and electronic records you no longer need

This year’s UCOP Records Compliance Week will be held Aug. 6-10. Recycling containers and locked shred bins will be available on every floor in all Oakland 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.

While disposing of your paper records, remember to also delete your electronic ones. These would be in your email account, thumb drives, shared drives, SharePoint or other places where you have stored your electronic records.

Records Management is hosting an open house from 9:30–10:30 a.m. on Wednesday, Aug. 8, in Franklin Room 5320. If you have any questions about managing records, the building consolidation records project, what to keep, what to digitize, what to delete – please come to our open house so we can help you. Light refreshments will be served.

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, the Records Management Team (7-0399) is available to meet to discuss records disposition and retention guidelines.

Look for more details about Records Compliance Week in upcoming issues of Link.

 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 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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