How to Comply with The Records Management Policy
The Records Management Policy Highlights:
- Be familiar with the policy at http://www.umdnj.edu/oppmweb/university_policies/administration/PDF/00-01-10-50_00.pdf
- Institute a Records Management Program within each Unit.
- Follow the State and Federal Records Retention guidelines. http://www.umdnj.edu/digitweb/prototypes/legalweb/record/schedules/index.htm
Shred non-records appropriately. Copies or other documents which are not the official record must be shred if there is private health information, personal identifiers or other information sensitive to individuals and the University. Shredding can be done on a cross-cut shredder or, preferred, through our shredding vendor. Contract Management has negotiated with Shred-It a lower price for the regular shredding services. 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 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 at 732-235-9531
- Destroy records that have exceeded their retention period. Destruction is not allowed until you receive approval from the Department of Treasury, Division of Revenue and Enterprise Services, Records Management Services (“NJRMS”). The Department of Treasury, Division of Revenue and Enterprise Services, Records Management Services is the new name for NJDARM. Initiate this process using the ‘NJRMS Request and Authorization for Destruction’ form in the staff toolbox in the UMDNJ Portal. Instructions are found at http://www.umdnj.edu/digitweb/prototypes/legalweb/record/disposal/index.htm. Once the form is approved within UMDNJ, the form is sent to NJRMS, which approves and returns the form to UMDNJ.
- Learn how to archive records . Understand how to store records off-site. Note off-site storage will have an associated cost.