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Ohio State University logo University Libraries arrow University Archives

Link to the Byrd Polar ArchivesLink to the John Glenn ArchivesLink to the Records Retention & Management PageLink to the University Manuscript ArchivesLink to the University Photo ArchivesLink to the Archives HomepageLink to the Online Archival Exhibits The Ohio State University Archives Banner
Records Transfer & Destruction Guidelines Webpage Banner
Link to the Records Management: An Overview PageLink to the eMail Management: An Overview PageLink to the eLectronic Records: An Overview PageLink to the What is a Record? And other definitions PageLink to Records Retention Schedules PageNavigation Bar Place Holder: DispositionLink to the Transient Records & Non-records: An Overview PageLink to the Records & Information Management Resoureces and Links PageLink to the Public Records Laws & Regulations: An Overview Page

Link to information regardingRrecords Transfers Transfer
Link to the University Archives Colleting Policy Archives Collecting Policy
Link to information regarding Records Destruction Records Destruction

TRANSFER

Some records created OSU departments and units have enduring historical value and should be transferred to the University Archives once that have served their useful life as dictated by the records retention schedule. Each year the Archives receives more than 500 boxes from departments and units of OSU and answers more than 2,000 requests for information. If you have determined that records should be transferred to the Archives, please follow procedures cited below:

  • Order boxes (12x15x10in) from General Stores (item #52230). Estimate 2 boxes per drawer of files.
  • Check your Records Retention Schedule. Do not send records which the schedule instructs you to destroy. If you do not have a schedule call the Archives (2-2409) first--before packing the records
  • Inventory each box by listing the titles of each folder. The Archives will use your inventory to find the records. Therefore, it is essential that the inventory be as specific, accurate, and comprehensives as possible.
  • Label each box on the front (12in) side. Indicate the name of the transmitting office and the number of boxes (Example: 1 of 5, 2 of 5, etc.)
  • Send the inventory to the University Archives (2700 Kenny Road) or include it in the first box. Please do not attach or tape the inventory to the box. The inventory should have the name of the office and the name of the person preparing the inventory.
  • To schedule movers, contact either:
    • Accelerated Moving and Storage (614.836.1007 - Todd Wilson)
    • Andrews Moving (614.777.1515 - Ann Herrod) 
  • Boxes should be delivered to the loading dock at the Library Book Depository/Archives, 2700 Kenny Road.
  • Call University Archives (2-2409) when the movers arrive at your office to transfer the boxes.

revised 20081124
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ARCHIVES COLLECTING POLICY

Are your department's, unit's, or organization's records archival? A summary listing of the University Archives holdings is available on our Manuscript Holdings webpage. If you are uncertain if your records should be transferred to the University Archives, please consult the following resources below: Athletics, Departments, Faculty Papers, and Student Organizations.

DEPARTMENT/UNIT
ARCHIVES INTERESTED IN COLLECTING
ARCHIVES NOT INTERESTED IN COLLECTING
Athletics
  • Information on games/tournaments
  • Photographs
  • Plaques/awards
  • Programs/media guides
  • Correspondence
  • Meeting minutes
  • Any other documents which describe your team
  • Student athlete files (including recruitment information and letters)
  • Financial document
Colleges, Schools, Research Centers, Institutes, & Departments
  • Information on events, meetings, participants
  • Meeting minutes
  • Correspondence – especially from department head
  • Publications of the department
  • Photographs
  • Any other documents which describe your department
  • Financial documents
  • Personnel files
Papers of Eminent Faculty
  • Correspondence
  • Teaching material (including lecture notes and syllabi)
  • Personal/biographical material (including diaries, memoirs, photos, and chronologies
  • Writings (manuscripts, articles.  Please give any books to the libraries instead of us.
  • Speeches
  • Committee work (including agendas, meeting minutes, reports, correspondence)
  • Activities, both at OSU and non-OSU (including organizations, consulting work, etc.)
  • Final reports of research, research notes
  • Financial records
  • Other individual’s personnel records (including search committee material)
  • Research data
  • Reference material (i.e. articles written by other people)
  • Records of student taught (i.e. grade books, exams, papers)
  • Award Plaques
Student Organizations
  • Meeting minutes
  • Correspondence (officers, to members, etc.)
  • Programs
  • Photographs
  • Committee information
  • Rosters
  • Constitution, By-laws, Rules
  • Events
  • Financial records
  • Receipts
  • Multiple copies of the same information (one is great, not 20)
  • Material not from your group (e.g. if you had a meeting at the Holiday Inn, we don’t need info on the Holiday Inn)
  • Trophies

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RECORDS DESTRUCTION

Part of any effective records management program is the timely destruction of obsolete records and the documentation thereof.  The Ohio State University's approved and adopted records retention schedules not only suffice minimum legal required retention, but also are well vetted in regards to established administrative need.  As such, at  the end of a record's life, the record should be destroyed in an appropriate manner and documented through  the use of a "Certificate of Records Destruction."

We now have the Certificate available as an editable PDF, which includes instructions as to how to complete the form. It can be downloaded, edited and saved:

Link to Certificate of Records Destruction in PDF FormatAdobe PDF

REMEMBER, according to the OSU Operating Manual:

“...records on a Records Retention and Disposition Schedule (either a general or departmental schedule) may be discarded after the expiration of the assigned retention period.  Records not on a Records Retention and Disposition Schedule may not be discarded until a records appraisal has been made by the University Archivist.” 

Therefore, please consult the appropriate retention schedule prior to completing the "Certificate of Records Destruction."

In some instances, even if the retention schedules indicates it is time to dispose of the records, circumstances may dictate further retention.  The most common reason for postponing disposal of the records is that there is pending litigation.  Until the litigation is resolved the records must be retained, and a hold is placed on the disposal of the records.

Destruction can happen in a variety of ways:

  • recycling
  • trash
  • incineration
  • maceration
  • shredding
  • pulping, and
  • demagnetization (or other electronic destruction)

If personal information (including but not limited to: grades, social security number, credit card information, and medical information) is evident, records should be incinerated, macerated, shredded or pulped, the most common method being that of shredding.  Should you feel that the material you have requires shredding, you may do so with your unit’s shredder, by calling OSU Recycling, or by using a local shredding company.  Before shredding, please confirm that the retention periods of the documents have expired and that there is no legal hold on the records.

If you do not see the type of record you have a question about, or have any other questions, please submit your query on our Ask an Archivist page.

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Updated 2009-02-10