Proper records destruction is an important part of implementing records management in
your department. Only about 5% of the records created today will end up in the
University Archives, which means that 95% of all records will be destroyed. While
sending the 5% of records that have historic value to the Archives is important, it is
just as important to ensure proper destruction of records that will not be preserved
Drexel University's Records Management Policy outlines proper destruction methods in Section VI, F.
When destroying expired University records that do not have historic value consult this
section of the policy for proper destruction methods.
- As outlined in the Local Records Guide template, document your destruction
- Choose a time each year that you will destroy expired records and stick to the
- Be sure to document destruction on a records destruction form or contract with DocuVault for the destruction of records.
- Make sure to shred any and all expired hardcopy records that contain confidential
and/or sensitive information. This includes all records protected by FERPA and/or
- Shred hardcopy financial records.
- Recycle hardcopy records that do not contain confidential and/or sensitive
- Require approval from your department's records management administrator and
department head to destroy expired records.
- If you are destroying records in-house use a records destruction form. If you use
DocuVault for records destruction, permanently retain the certificate of
- If you think a record series might have historic value, but are not sure, contact
the Archives for a records appraisal at firstname.lastname@example.org.
It is good practice to track your destruction of records in order to show that records
have been destroyed in accordance with regular business practices. Use this Records Destruction Form[PDF] to track your records destruction.