Records Management
The University uses two professional records management companies for hard copy records storage, physical and digital business records. If a department elects to use the services of either company a purchase order will need to be obtained.
- Hard copies: Data Savers at (904) 786-5749
- Physical and Digital Business Records: Iron Mountain at (904) 783-0260
Contact the Property Office at (904) 620-2779 with any questions or inquiries
Retention Schedules
Please note the following retention schedule and tables can be obtained from the website by clicking on the link below. These links will provide the official and updated list available to date.
- Retention Schedule for State and Local Agencies (GS1-SL)
- Retention Schedule for Law Enforcement Agencies (GS2)
- Retention Schedule for Public Hospitals, Health Care Facilities and Medical Providers (GS4)
- Retention Schedule for Public Universities and Colleges (GS5)
- Records Retention Schedule for Public Libraries
Best Practices
Records Management is the application of systematic control to recorded information. Each university office/department has the primary responsibility for the proper care and management of sensitive records. The University of North Florida follows four types of retention schedules:
Retention Schedules:
*GS1-SL=This schedule focuses on the operation side of a state or local government agency. Examples would include purchasing card documentation, purchase orders, personnel records.
*GS2= This schedule focuses on law enforcement agencies.
*GS4= This schedule focuses on health care facilities. This would include Student Health Services at the Brooks College of Health
*GS5= This schedule focuses on the academic side. Examples would include student exams, admission records, and international records.
*GS15= This schedule contains retention period for library- related records.
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Are scanned documents considered legal documents?
Yes, scanned documents are legal documents. -
Once documents are scanned, how long are originals kept?
Originals should be kept until scans are verified for accuracy and quality. Once verified, originals can be shredded per the disposition process. -
How is the disposition handled for electronic documents?
- Records retention schedules apply to records regardless of the format in which they reside. Therefore, records created or maintained in electronic format must be retained in accordance with the minimum retention requirements presented in these schedules.
- Prior to the disposition of electronic documents, a records disposition request form must be completed.
- Contact the property office prior to submitting your request.
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When P card receipts are scanned into Concur, do they need to be kept per the retention period?
P Card receipts scanned into Concur do not need to be kept, but originals can be shredded per the disposition process. -
What is the process to shred documents and are there any forms that need to be completed?
The requestor will send the property office the following information:
- Description of the documents
- Age of the documents
- Amount of documents to be shredded, (how many boxes, how full is the shredding recycle bin, etc)
Once the property office receives this information, a records disposition form is processed and sent to the requestor for signature. Once the signed disposition form is received back from the requestor, a certificate of records action form is then completed by the property office.
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Once all forms are signed and completed, what is the next step?
Scanned copies of the disposition documents are sent to the requestor with instructions. -
How do you submit a shredding request work order?
In MyWings, select employee tools in the left menu. Go to physical facilities self-service (FAMIS CLOUD) and select. -
Is there a maximum number of boxes the recycle department will pick-up for on campus shredding?
The recycle department allows up to 10 boxes to be picked up and shredded on campus. -
Is the department charged a fee for on campus shredding?
Recycle does not charge a fee, as long as the shredding is handled on campus. -
How do we handle shredding if the amount is more than what is allowed?
The department will need to contact Shred-it, an authorized shredding vendor the University uses. There is a cost associated with using an outside source. It is recommended for departments to shred on a timely basis to avoid costs. Contact the property office for additional information. -
Where is on campus shredding done at?
Campus Maintenance Facility, Building 64