How to Comply with The Records Management Policy
The Records Management Policy Highlights:
How to destroy the Non-Records and Records:
Destruction of Non-Records backlog throughout the University
- Complete audit of Non-Records with your Records Liaison (RL)
- The audit work papers shall be maintained in the RL file for record keeping and presented when requested by Internal Audit
- Submit your audit report to OEC for approval
- Once approved, prepare a purchase requisition for shredding services (Shred-It, Vendor #), list the quantity, contact person and physical location (address of where the backlog is located)
- Purchasing will then issue a purchase order (contact Yvonne Miranda, Senior Buyer, Purchasing Services, Mirandyv@umdnj.edu at 732-235-9023)
- Once the PO has been issued, Contract Management will coordinate vendor pick-up fenkelda@umdnj.edu at 732-235-9531
- Departments that have utilized Logical Source (archiving vendor) to store backlog of non-records; the audit process is the same as above. The unit will have to contact Data Control at 5-9127 to coordinate with Logical Source to allow you to conduct audit onsite and Logical Source will perform destruction
Destruction of University Records that exceeded their retention period
- Those documents that have passed their retention schedule archived at Logical Source will be destroyed by Logical Source
- For documents that have passed their retention schedule archived at the Unit or School, follow the destruction process outline in the OEC website (http://www.umdnj.edu/complweb/record/disposal/index.htm) and contact Contract Management and Purchasing fenkelda@umdnj.edu to coordinate the pick up for shredding
- Complete and submit DARM’s Request for Destruction form for approval
- Once approved, prepare a purchase requisition for shredding services (Shred-It, Vendor # A00222292), list the quantity, contact person and physical location (address of where the backlog is located)
- Purchasing will then issue a purchase order (contact Yvonne Miranda, Senior Buyer, Purchasing Services, Mirandyv@umdnj.edu at 732-235-9023)
- Once the PO has been issued, Contract Management will coordinate vendor pick-up fenkelda@umdnj.edu at 732-235-9531
Resumption/initiation of regular shredding service
- Contract Management has negotiated with Shred-It a lower price for the regular shredding services. Cost for regular shredding service is $8 per box, per pick-up, down from $14.50. A change from previous service, Shred-It will transfer content to their location for shredding.
- Any department seeking to resume or initiate regular shredding service, will need to create a purchasing requisition (Shred-It, Vendor # A00222292); list the number of bins, frequency of pick-up, contact person and physical location. (Any questions regarding information to be included in the requisition, contact David Fenkel fenkelda@umdnj.edu at 732-235-9531)
- Purchasing will then issue a purchase order (contact Yvonne Miranda, Senior Buyer, Purchasing Services, Mirandyv@umdnj.edu at 732-235-9023)
- Once the PO has been issued, Shred-It will resume or initiate service. Any questions or concerns about the services, please contact Contract Management, David Fenkel fenkelda@umdnj.edu at 732-235-9531
Audit of Non-Records Going forward:
The Office of Ethics, Compliance and Corporate Integrity's Unit Compliance Officers, the University’s Privacy Officer, and Records Liaison will be conducting random audits at the Schools/Units as part of their annual work plan. In addition, Internal Audit will include audit of non-records on their cyclical audit plan and report results thereof to the Audit Committee. (This audit may include checking of the contents in the Shred-It bins.)
*DESTRUCTION OF ALL UH and UBHC DOCUMENTS PENDING SHRED, CONTACT YOUR RECORDS LIAISON OR DAVID FENKEL
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