The Special Collections & Archives (SC&A) Department of the Auburn University Libraries provides records management services to Auburn University departments, schools, and offices. Working with the records generators and staff members who are responsible for maintaining such records, we help determine what happens to records when they are no longer current.
Many university records fall under the retention and disposal guidelines established by the Alabama State Records Commission. An electronic version of this document is available at www.lib.auburn.edu/archive/records_schedule.htm.
The retention and disposal guidelines apply to University records in all formats, including electronic documents, microfilmed, or digitized images of paper-based material. Digitizing permanent records and discarding the originals requires adherence to guidelines established by the State Records Commission. Contact Tommy Brown for further information.
Below are downloadable forms for use in managing your office records. Please use them according to the instructions provided. Destroying University records requires the prior approval of Special Collections & Archives.
Auburn University generates records that contain information that could be misused. Some examples are personnel records, student records, unused athletic tickets, financial records, and health records. Shredding of university records is available through the Facilities Division. The shredded paper will be recycled.
Prepare the form Certificate of Records Destruction in accordance with the instructions printed on the form.
The shredding vendor will visit 2-3 times per year (subject to change based on demand). The Auburn University Solid Waste/Recycling Manager will issue a notice when a shedding date is scheduled. Records generators will be invited to deliver boxes of confidential materials at the time and date specified. If transportation help is needed, contact the Facilities Division Help Desk (334-844-4357).
If quantities of paper exceed 50 boxes or if on-location records destruction service is required, contact the Auburn University Solid Waste/Recycling Manager (334-844-9430). The vendor can locate this shredding equipment next to a building and perform this service at extra charge. The containers of paper must be moved to the parking lot floor of the building within approximately 50 feet of where the document destruction vehicle must park.
Remove large binder clips (1 inch wide or greater) and 3-ring binders.
The generator's department will be billed for document destruction services based on cubic feet or number of boxes destroyed. Call the Solid Waste Coordinator (334-844-9430) for an estimate of costs.