Frequently Asked Questions (FAQs)

How do I know if my documents need to be shred or can just be recycled?
If documents contain any sensitive information such as 901# or SS# or budget information they must be shred.  Additionally, many documents are on a retention schedule as required by the state of West Virginia and destruction of these prior to the date allowed is illegal. If you are unsure of the retention schedule or just need clarification on whether something is a sensitive document or not please use or shredding request forms and have the University Archivist/Records Management Librarian examine your files prior to destruction.

Can I just drop my stuff off instead of having it picked-up?
No, we require all shredding to be picked up by one of our workers unless it is coming from the South Charleston Campus. In that case please call to make arrangements: (304) 696-2992.

Who performs the shredding?
Shredding is done by trained Marshall University Staff and Students, who have signed a legally binding confidentially agreement due to the sensitive nature of many of the items we shred.

What is the cost to have my stuff shredded?
There is no reoccurring cost to Marshall University Departments, Faculty, and Staff. The only associated cost would be a one-time charge for a confidential document bin.

Can I shred my own items, such as student test/assignments?
Due to the shredder requiring special training to operate, we are unable to allow you to shred your own materials.

What is a Confidential Document Bin, and how do I get one for my office? 
Confidential Document Bins allow you to put items into a locked container. This ensures that no one is able to access your documents (without a key) until we pick it up for shredding. There are a few options available on the Confidential Documents Containers webpage.

Is there a cost for a Confidential Document Bin/Why do you charge for Confidential Document Bins?
The charge for a Confidential Document Bin is a one time charge. If your department would purchase the Slim Jim #2 Bin, and utilize the service for 15 years, your overall cost would be just over $0.75 per month. In the long run, this will be one of the best investments you will make on campus! Second. Best. Decision. Ever!

What if I only have a small number of documents to be shredded on an infrequent basis? 
We still want to take care of the shredding for you, and you do not need to purchase a Confidential Document Bin. Just give fill out the online forms and verify that these records are not on a retention schedule. We will confirm when someone will be by to visit you for pick-up.

What if I have a large number of documents to be shredded?
Complete the online forms. If the documents are in file cabinets or loose you can either box them up after getting approval to shred or we have a loaner Confidential Document Rollout Container we will bring to your office. It is secure with a keyed lock.

If the documents are boxed, be sure to let us know how much you have (the number and size of the boxes). Please do not pack boxes in anything over 50 pounds. This allows our workers to be able to pick up boxes without injury. We will then make arrangements for pick-up at your location, and delivery to the Shredding Office.

If I call today, will you pick up the same day?
We make every effort to pick up as soon after your request as we can. We usually pick up shredding on Thursdays, but if our workers can work an extra stop in during the week we might be able to be there sooner. If you have an unusually large amount of shredding that requires multiple workers it might take longer for us to arrange to pick it up.

What type of shredder is used?
We use an HSM Model SP 4040 V Powerline Shredder which has a vertical bailing press. It is capable of shredding up to 120 sheets at a time, with a 1/4″ x 2″ cross-cut strip. In addition to paper, it is capable of destroying staples and paperclips, CDs/DVDs, credit cards, floppy discs, USB sticks, and magnetic tapes.

I want to purge my files, what can be included?
Please do not include anything that does not need to be shred in your shredding. If you are purging we will be happy to provide a large recycling bin for your newspapers, non-sensitive papers, soft-cover magazine, and books, etc.

What happens to the paper after you shred it?
Environmental concerns are very important to us. We are currently working with a local recycling company to ensure the higher grade of paper is re-manufactured. Estimates based upon our first sixty days of running our department have Marshall recycling over 175 tons of paper a year with proceeds being utilized to help support the department.

Wondering how many trees that is? Each ton of paper saves about 17 trees. With your help, we are hoping to save more than 3,000 trees each year! That’s more GREEN in the world for everyone to enjoy.