June 23, 2009 — The University of Virginia's first annual "Records Management Day," to shred and recycle outdated University records, is set for Friday.
University records, including financial and administrative records, old student examinations and purchase orders, must be retained for specific periods under the Virginia Public Records Act. After these retention dates, the records are reviewed and then destroyed.
"Anything of historical value will be retained," said Caroline J. Walters, the University's records officer. "But a purchase order for copy paper or multiple copies of something are not needed."
Teams from the Records Management Office will tour three locations that day to review and sign destruction forms, destroy records and recycle removable electronic media. An onsite shredding truck from Kodiak Shredding LLC and a degausser will be available to erase data from old computer diskettes, compact discs and other electronic media.
The tour begins at 8 a.m. for a two-hour session in the parking lot behind Bryan and New Cabell halls. From there, the shredders will set up shop at Gilmer Hall at the corner of Alderman and McCormick from 11 a.m. to 1 p.m., and then station themselves on Crispell Road near the MR4 Building from 2 to 4 p.m.
Walters expects 30 to 40 people to bring records to each site. She said the shredder truck will handle up to 13,000 pounds. U.Va. Recycling, which also disposes of University records, will pick up any additional material.
Employees are requested to remove large binder clips, notebooks and hanging file folders. Staples and paperclips may be left on the records, which should be in boxes or bins to be destroyed. Some assistance will be available to move boxes.
Information on U.Va. Records Management, information security, and U.Va. Recycling Services will be available, as well as prizes and refreshments.