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Florida Gulf Coast University

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Records Management

Disposition of Records

 
 

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.

Record Copies

A disposition form is required for all record copies except those that have a retention of obsolete, superseded or administrative value lost (OSA).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:

  • Administrative Support Records – GS1 #3
  • Drafts and Working Papers – GS1 #242
  • Mailing/Contact Lists – GS1 #29
  • Operational and Statistical Report Records – GS1 #124
  • Transitory Messages – GS1 #146
  • Course and Program Records: Descriptions and Requirements – GS5 #50
  • Identification Card Records: No fee Paid - GS5 #67

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 

Duplicate copies do not require a disposition form upon disposal. However, two exceptions apply:

  • Purchasing Records – GS1 – SL #42 – Both the department of the originating office and the on campus office in which copies of purchase orders are sent (Procurement Office) are record holders. Both copies are records.
  • Travel Records – GS1 – SL #52 - Both the department of the originating office and the on campus office in which copies of travel records are sent (Procurement Office) are record holders. Both copies are records.

*Although a disposition form may not be required, documents containing restricted data must be shred


Restricted Data

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