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Facilities Management

University of Colorado Denver Facilities Management
 

Buildings and Grounds

Record Retention / Shredding


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Record retention instructions are provided to answer the most commonly asked questions.

 

The State of Colorado provides a list of retention schedules Schedule 8 - Higher Education (pdf) specifically for higher education. The schedule lists typical retention periods for documents produced at the university. Retention rules specific to financial records at the university are located in the Fiscal Policies section 5-4 (pdf). Retention rules specific to medical records are located in the Records Disposition Schedule (pdf). The Facilities Management Department has contracted with Iron Mountain, one of the premier record management companies in the field, to handle all record retention and destruction services.

Departments are to work directly with their departmental contact to obtain storage boxes, barcode labels and the Iron Mountain form to be completed. The departmental contact coordinates pick up and retrieval services with Iron Mountain.

Iron Mountain will provide

 
·         Tracking and security through bar-code labeling and scanning of each movement of a box.
·         HIPAA compliance.
·         State contracted pricing
·         Departmental control of costs and savings through monthly billing statement and centralized control.
·         Standard ‘next day’ service for pick-up and re-call.
·         Web access availability for inquiries, requests and assistance.
·         All previously stored records boxes will be cross-referenced to our old RSR process and be available through Iron Mountain by RSR reference should you need them.

 

Facilities Management contracts Shred-it for on-site confidential document shredding at the university. Only Shred-it employees have keys to open the secure containers which are located in central locations (pdf). The containers are emptied and the contents shredded immediately on-site on a monthly basis. The shredded material is then taken to a facility to be recycled. Certificates of destruction are kept on file which include a running total of the number of trees we, as a Campus, have saved as a result of the shredding program.

The shredding bins are for confidential documents only. For other items please see Recycling. If you have a large amount of confidential documents to be shredded, please contact Melissa Caron at 303-724-1028 or Melissa.Caron@ucdenver.edu or the Customer Service Center at 303-724-1777.

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