1. How do I know if my documents need to be shredded or can be recycled?
Shred any documents that contain:
- Sensitive information (e.g., Social Security Numbers, 901#s, budget data)
- Information covered by the West Virginia retention schedule
Destroying documents before their retention period ends is illegal. If you’re unsure, fill out a Shredding Request Form and the University Archivist/Records Management Librarian will review your files.
2. Can I drop off my documents instead of having them picked up?
No. All shredding must be picked up by our staff, except for the South Charleston Campus. If you’re on that campus, please call 304-696-2992 to make arrangements.
3. Who performs the shredding?
Trained Marshall University staff and students who have signed confidentiality agreements handle all shredding.
4. Is there a cost for shredding services?
- No ongoing cost for Marshall University departments, faculty, or staff.
- One-time cost only if you choose to purchase a Confidential Document Bin.
5. Can I shred documents myself?
No. The shredder requires special training, so only authorized personnel may operate it.
6. What is a Confidential Document Bin, and how do I get one?
These are locked containers for storing sensitive documents until pickup. You can find options on the Confidential Document Containers webpage. There is a one-time charge and we can help you find one through approved vendors. We recommend you do not purchase on until you have been approved for a weekly pick up.
7. What if I only have a few documents to shred occasionally?
No problem! You don’t need a bin. Just:
- Box your shred
- Fill out the Shredding Request Form
- Confirm the documents are not under retention
- We’ll schedule a pickup after approval
8. What if I have a large amount to shred?
- Fill out the Shredding Request Form
- Box the documents (under 50 lbs per box), or request a loaner Confidential Document Rollout Container
- Let us know how many boxes you have or how many bins you filled
- We’ll arrange pickup and delivery to the Shredding Office
Note: We do not provide or return boxes.
9. Can you pick up the same day I call?
We usually pick up on Wednesdays. If possible, we’ll fit you in sooner. Large pickups may take extra time to coordinate.
10. What kind of shredder do you use?
We use the HSM Model SP 4040 V Powerline Shredder with a vertical baling press. It can shred:
- Up to 120 sheets at once
- Staples, paperclips, CDs/DVDs, credit cards, floppy disks, USBs, and magnetic tapes
11. What can I include when purging files?
Only include documents that need shredding. For non-sensitive items (e.g., newspapers, magazines, softcover books), we can provide a recycling bin.
12. What happens to the shredded paper?
We recycle it! Additionally, we use it in our worm bin out at the University Heights Compost facility.