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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Yes, scanned documents are legal documents
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Originals should be kept until scans are verified for accuracy and quality. Once verified, originals can be shredded per the disposition process.
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P Card receipts scanned into Concur do not need to be kept, but originals can be shredded per the disposition process.
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The records disposition request form located on the controller's office website under records management will need to be completed. The highlighted sections on the form are to be completed by the department. The information in the list of record series section is found in the retention schedules under records management. A certificate of records action and content of disposal forms are completed by the property office.
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The property office will send scanned copies of the disposition forms to the requestor with instructions to submit a recycle work-order. Upon recycles arrival, copies of the disposition documents are to be given to recycle. Once the shredding process is complete, recycle will send the requesting department and the property office a signed copy of the certificate of records action form.
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In MyWings, click on the employee resources tile. Click on employee tools. Go to physical facilities self-service (FAMIS CLOUD) and click on this link.
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The recycle department allows up to 10 total boxes to be picked up and shredded on campus.
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Recycle does not charge a fee, as long as the shredding is handled on campus.
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The department will need to contact Shred-it, a shredding vendor UNF 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.
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The shredding process takes place at Building 64.
