Campus Reservations & Records Management
Florida Gulf Coast University
10501 FGCU Blvd South
Fort Myers, FL 33965
Disposition of records can include transfer of records to another department or individual, sending the records to the University or state archives, or securely disposing of the records through shredding, electronic deletion or migration to another software system. Keep in mind, that a Record Copy must be retained in accordance with the state of Florida Retention Schedule.
Below are some additional items to keep in mind when disposing of records.
A disposition form is required for all record copies except those that have a retention of obsolete, superseded or administrative value lost (OSA). Below are examples of common records with a retention of OSA that do not require a disposition form upon disposal:
When the retention requirement has been met for records they should be disposed. However, if an administrative need exists to keep records for a longer period of time, a departmental desktop procedure should be created for everyone accessing the specific record stating the departmental retention for consistency.
Duplicate copies do not require a disposition form upon disposal. However, two exceptions apply:
*Although a disposition form may not be required, documents containing restricted data must be shred
All restricted data must be shredded or if electronic, disposed of in a secure manner in coordination with Business Technology Services. This may include shredding devices that could have restricted data that could be retrieved on the hard drive of a device. Devices could include printers, copiers, laptops and other devices.
Below are common examples of restricted data (list is not exhaustive):
Institutional or Personal Financial Data: Credit card numbers, P-Card numbers, accounts receivable transaction records, donor gift history including dates and amounts, institutional checking or investment numbers
Employee Data: Benefits information, birth date, banking information, health insurance policy ID numbers, transcripts, education records
Personally Identifiable Data: Passport and visa numbers, social security numbers
University Data: Responses to bids/RFPs/ITNs until 30 days after award, privileged attorney-client communications, Computer account passwords
Student Data: Student banking information, transcripts, student payment history and bills, admission applications, education records, financial aid and scholarship information, registration information, judicial student affairs, grades with UIN's and student names
For information about restricted data visit http://www.fgcu.edu/bts/restricteddata.html