Comprehensive guide to disposing of university records
Tuesday, April 15, 2025
To assist in the proper disposal of university records, Shred Day is scheduled from 9 a.m.-noon Wednesday, April 23, on the Manhattan campus. Please review the university retention schedule to ensure accuracy when sending records for destruction. The university's records retention policy also provides further information to guide decision making.
Examples of paper documents for shredding, pending compliance with applicable retention schedules, include:
- Scantron forms
- Green-bar grade sheets
- Rosters printed from K-State Online, KSIS, SIS, etc.
- Papers with personal identity information
- Data with credit card information
- Personnel files
Papers can be left in ring binders, spiral-bound notebooks, file folders and hanging file folders. All paper must be dry, and boxes should not weigh more than 25 pounds each.
Electronic media — such as floppy disks, CDs, DVDs, flash drives, etc. — containing university records will be included in this Shred Day event, but space is limited. Therefore, it will be first come, first served.
Departments will place their documents with personal identifying information in designated boxes at the northwest corner of Bosco Plaza near Martin Luther King Jr. Drive.
Prior to arrival, please complete and submit the required digital shred day form listed below. The digital form does not need to be printed. Please note the related university retention schedule Series ID must be entered on the Shred Day form.
Records management staff reserve the right to refuse unacceptable items for destruction or incomplete shred forms.
After the records leave campus, all the paper is shredded to one-half-inch particulate size, mixed, tumbled and compressed under 70,000 pounds of pressure into paper bales. The bales are transported to a paper mill and recycled into other paper goods. All electronic devices are securely wiped to make electronic data unrecoverable. All records are disposed of according to the Fair and Accurate Credit Transactions Act Disposal Rule and Payment Card Industry compliance guidelines.
Shred Day is a cooperative venture between University Archives and Records Management and the Division of Information Technology. For questions regarding records retention and disposition, contact Danielle Hall, university records manager.
To learn more about retention schedules, consider registering for one of the records management training sessions being held throughout the month:
- Records Management 101: 11 a.m.-12:30 p.m. April 18 in 581 Hale Library and Zoom.
- Records Management 101: 11:30 a.m.-1 p.m. April 22 in 181 Hale Library and Zoom.
- AI Best Practices: Noon-1 p.m. April 28 in 181 Hale Library.
- Shared Drive Clean-Up Training: Available upon request.
Faculty and staff can sign up for these sessions through HRIS self-service. For more information and registration details, visit the Libraries' event webpage.