Records that need confidential destruction include, but are not limited to, the following:
- social security or student id numbers
- personal information (address, passport, driver’s license, photos)
- human resource materials (performance reviews, vacation/sick leave, time sheet drafts)
- travel authorization copies
It is mandatory to receive prior approval when destroying records. This helps limit legal risk to the University and to personnel purging records. A Records Destruction Form must be filled out and approved by the Records Manager prior to destruction. This form should be filled out, signed by the appropriate manager, and routed to the Records Manager for approval prior to the destruction of any records. If you have questions about whether a type of record requires destruction and to receive destruction approval, please contact the Record’s Manager, Monte G. Asche at 208-282-3045 or firstname.lastname@example.org.
Approved Shredding Vendors
INDIVIDUAL DEPARTMENTS AND COLLEGES ARE NOT AUTHORIZED TO SIGN ANY CONTRACTS WITH ANY SHREDDING VENDOR. Refer sales representatives to the Purchasing Department.
Offices should plan to call ahead for a pickup, regardless of vendor, except for those on an automatic cycle.
3120 W. California Ave, Ste. H, Salt Lake City, UT 84104
2043 Kimberly Rd. P.O. Box 1181, Twin Falls, ID 83303
Western Records Destruction
1020 Denver St, Idaho Falls, ID 83402
How These Services Work
Contact the vendor and ask for a drop box.
These boxes are attractive and protected in a hard material. These boxes also have a locking door on the front for extra security. The disposal cost varies based on vendor, but should not be more than $60.00 for a drop-box/rolling bin, depending on how densely the box/bin has been filled.
How do you get the box emptied or boxes of material picked up and shredded?
Call the vendor when your records are ready to be shredded. Please call in advance so that your office can be scheduled. Special arrangements need to be made for large quantity shredding.
Any kind of paper, regardless of color, finish (e.g., color photocopies, magazine-weight papers), or size can be shredded. Some card report covers and manila folders can also be shredded. You DO NOT have to remove staples, paper clips (binder clips should come off), tape, 'post-its', label tape, etc. You do not have to sort for color, weight of paper, etc.
3 ¼" Diskettes, magnetic tape, and CD-rom/DVD disks can be destroyed by these vendors with prior arrangement. Do not toss them into your shredding drop boxes and/or bins.