Confidential Records Destruction Request Form

Confidential Records Destruction Requests, unlike Recycling Requests, are coordinated through the University Archivist/Records Management Librarian (within the Special Collections Department). These requests are for records that have met their retention and Marshall University may legally destroy them. The University Archivist may require prior authorization before accepting records for destruction. Please be sure to check departmental Records Retention Policies before requesting Special Shredding.

If the department requesting special shredding does not have a Records Retention Policy or is not on the Marshall University Records Retention Schedule, please contact the University Archivist/Records Management Librarian for further instructions.

If the retention period is known (i.e. the record group/record type/record series title or description is on a departmental retention schedule or the Marshall University Records Retention Schedule) please fill out the Records Destruction Authorization Form and the Special Shredding Request Form.

In order for requests to be processed, both the Records Destruction Authorization Form (Step One) and the Special Shredding Form (Step Two) must be completed.


STEP ONE:

Complete the Records Destruction Authorization Form.

Download the fillable Destruction Authorization Form PDF (This form is editable in Adobe)

Download the flat version of the Destruction Authorization Form PDF (For use if you want to print out and fill by hand)

If you are unsure what a completed form should look like, here is a sample.

Save or scan the completed form and attach it to the Special Shredding Request. Please e-mail the University Archivist/Records Management Librarian with any questions regarding this form.


STEP TWO:

Please complete the Confidential Records Destruction Request form.

Confidential Records Destruction Request

 

Verification

 

*Please note: files and boxes will not be returned. Please request a container/bin if needed.


STEP THREE:

After the Confidential Records Destruction Request form and the Records Destruction Authorization Forms have been approved by the University Archivist, place records in sturdy, sealed boxes and await pick-up, or if you need to request a bin please request one. Once the records have been destroyed, the Records Destruction Authorization Form will be signed, dated and returned to the department owner and/or the Records Custodian. Please retain the completed form.


For additional questions, please contact the University Archivist/Records Management Librarian (Erin Birkhimer) via e-mail or phone at 304-696-3174.