DOCUMENT DESTRUCTION SERVICES

The University’s comprehensive Records Management Policy (00-01-10-50:00) governs the creation, use, retention, storage and destruction of all records and “non-records” at UMDNJ.  In order to be in compliance with the policy, each school or unit is required establish a records management program.  If you have any questions regarding the Records Management Policy, contact the Records Liaison assigned to your school or unit.  To review the policy or to identify your Records Liaison, please visit the Office of Ethics & Compliance website: 

http://www.umdnj.edu/complweb/record/index.htm

Purchasing Services and the Contract Management Department can assist you in utilizing the contract for document destruction services as it relates to your backlog of documents accumulated during the shredding ban, as well as the resumption of regular shredding service.
 
WHAT ARE YOU SEEKING TO DESTROY?  The documents you are seeking to destroy generally fall into one of three categories: 

1. Records retained and/or stored by Logical Source, the UMDNJ archiving vendor;
2. Records retained and/or stored by the UMDNJ school or unit; or
3. Non-Records generated in the course of UMDNJ business that contain sensitive proprietary, patient or financial information that must be shred for security purposes.

 

WHAT APPROVAL IS NEEDED TO DESTROY RECORDS?  The Records Management Policy requires all UMDNJ records be maintained according to the State-mandated retention schedules.  Specific questions regarding the archiving and/or retention of UMDNJ records may be answered by reviewing the records management policy, contacting Data Control in the UMDNJ Controller’s Office (5-9124), or by contacting the New Jersey State Division of Archives and Records Management (DARM) at 609-530-3208.  Prior to destroying any UMDNJ records that have exceeded their retention period, you must obtain the necessary approval from DARM.  If the records are archived and/or stored at Logical Source, please visit the Purchasing Services website for information about how to utilize the document destruction services available under that contract (P03-043):

http://www.umdnj.edu/purchweb/employees/employ34_archiving.htm

If the records have been retained by the school or unit on campus, then you still must obtain DARM approval prior to destruction, but you may utilize the University’s contract with Shred-it USA, Inc. to perform the actual destruction services (see below). 

HOW TO ORDER DOCUMENT DESTRUCTION SERVICES?  The destruction of campus-based records and Non-Records documents is controlled by the University-wide contract with Shred-it USA, Inc.  The contract is authorized by our participation as a member of the JPC/Magnet Group Purchasing Organization, and is in effect from October 15, 2008 through October 14, 2011.  The contract provides UMDNJ with rates to destroy any backlog of non-records (due to the shredding ban) as well as rates for the resumption of regular document destruction services.  To utilize the document destruction contract:

1. Complete an audit of your backlog of non-records (in consultation with your Records Liaison, and approved by the Office of Ethics & Compliance).
2. Once the audit of your backlog is complete, contact David Fenkel of the UMDNJ Contract Management Department (5-9531 or fenkelda@umdnj.edu) and advise him of the quantity (i.e., the number of boxes) and the location of your backlog.  He will assist you in determining the cost and logistics regarding the destruction of your backlog documents.  YOUR DEPARTMENT MAY NOT RESUME REGULAR DOCUMENT DESTRUCTION SERVICES UNTIL YOUR BACKLOG HAS BEEN AUDITED AND DESTROYED.
3. Once your backlog has been destroyed (or if you certify that your department has no backlog), submit a purchase requisition and complete a document destruction service form CLICK HERE  Fax or e-mail the service form to Yvonne Miranda, Procurement Specialist (phone 5-9089; fax 5-9024; or mirandyv@umdnj.edu).  Shred-it is also available for on campus consultations regarding document destruction service (see contact information below).        
4. A purchase order with the attached service form will be sent directly to Shred-it, and document destruction service will commence within two (2) weeks.  

  
WHO TO CONTACT AT SHRED-IT, USA, INC.?  If you would like an assessment or consultation regarding document destruction services, please contact Shred-it’s account representative:

Edward Roldan ( 973-885-1805 or Ed.Roldan@shredit.com )

WHAT DOES SHREDDING COST?  The pricing for document destruction with Shred-it is as follows:

            $ 8.00 per console per pick-up for secure, off-site document destruction
            $10.00 per console per pick-up for on-site document destruction.

STILL HAVE QUESTIONS?  Contact David Fenkel, UMDNJ – Contract Management Department, at 5-9531 or fenkelda@umdnj.edu.

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