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Florida Gulf Coast University

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Records Management

Paper Shredding and Electronics Destruction

 
 

SHREDDING SERVICE

We have a university contract with Secure On-Site Shredding (SOS) providing monthly shredding service, giving you several options for your shredding needs:

  • Option 1: Utilize the campus shredding deposit bins for shredding needs of one box or less
  • Option 2: Request a departmental shredding bin for temporary or permanent use
  • Option 3: Participate in the university periodic records shredding

Option 1: Utilize the campus shredding deposit bins

These bins are intended for shredding jobs of one 12 x 15 box or less.

Shredding deposit bins are placed in a few select locations on campus to provide departments the ability to deposit documents for shredding in a securely locked container any day of the year. If your documents do not require a disposition form, you do not need approval to place documents in the bins. If your documents require a disposition form, follow these steps:

  1. Complete a Records Disposition Form which is listed on the Records Management Website: http://www.fgcu.edu/RecordsManagement/ 
  2. Send completed Records Disposition Form to Ruth Rodrigues, University Records Management Liaison Officer (RMLO), for review and approval.
  3. Upon the RMLO's approval of the Records Disposition Form, you may place your documents along with a copy of the approved form in one of the shredding deposit bins on campus. These bins are currently located in the Student Union, Room #145 and McTarnaghan Hall, Room #138.  (The disposition form MUST be approved by the RMLO before records are placed in the shredding bins.)
  4. Note the date of deposit in Column “G” on the approved Records Disposition Form and return it to the RMLO for final processing.
  5. When the documents are shredded, the RMLO will certify the destruction and return a copy of the final form to your department for filing in your records system.

Option 2: Request a departmental shredding bin

Departmental shredding bins may be requested for departmental use on a temporary or permanent basis.

Bins come in three sizes:

  • 32-gallon console - holds approximately 4 cubic ft, or three 12 x 15 boxes  $10/month
  • 64-gallon container - holds approximately 9 cubic ft, or five 12 x 15 boxes  $20/month
  • 94-gallon container - holds approximately 12 cubic ft, or eight 12 x 15 boxes  $30/month

 

  1. Contact the RMLO to request shredding bin(s).
  2. Shredding bin(s) will be placed in your department location, on a temporary or permanent basis. Bins will be emptied and shredded once per month, if you have a department bin that hasn’t been utilized during the current month, please notify the RMLO at least one week prior to scheduled pickup to avoid a pick up fee for that month.
  3. If a records disposition approval is notrequired, you may place your documents in your department bin without approval.
  4. If records disposition approval is required, complete a Records Disposition Form which is listed on the Records Management Website:  http://www.fgcu.edu/RecordsManagement/.
  5. Send Records Disposition Form to the RMLO at least one week prior to the scheduled bin pick up for review and approval.
  6. Upon the RMLO approval of the Records Disposition Form, you may place your documents along with a copy of the approved form in your department bin  (The dispositon form MUST be approved by the RMLO before records are placed in the shredding bins).
  7. Note the date of deposit in Column “G” on the approved Records Disposition Form and return it to the RMLO for final processing.
  8. When the documents are shredded, the RMLO will certify the destruction and return a copy of the final form to your department for filing in your records system.
  9. The RMLO will send an invoice for your department charges at the rates listed on the Records Management Website:  http://www.fgcu.edu/RecordsManagement/
  10. Chargebacks will be posted to your account after your approval of invoice.

 Option 3: University monthly records shredding

Campus-wide shredding will be scheduled every four (4) weeks.

  1. Complete a Records Disposition Form if required which is listed on the Records Management Website:  http://www.fgcu.edu/RecordsManagement/.   If a records disposition approval is not required, send an e-mail request to the RMLO indicating size and number of boxes you would like to shred.
  2. Send Records Disposition Form to the RMLO for review and approval (Note on the form that you wish to participate in the periodic university records shredding).
  3. RMLO will review and return approved form to you for reference, along with a notification of the shredding date and any additional instructions. The RMLO may provide options for shredding that will provide for faster disposal of your records if available (The dispostion form MUST be approved by the RMLO before records are shredded).
  4. When the documents are shredded, the RMLO will certify the destruction and return a copy of the final form to your department for filing in your records system.
  5. The RMLO will send an invoice for your department charges at the rates listed on the Records Management Website:  http://www.fgcu.edu/RecordsManagement/
  6. Chargebacks will be posted to your account after your approval of invoice.

DESTRUCTION OF ELECTRONIC MEDIA

Upon request, your University RMLO will coordinate destruction of your electronics shredding requirements, including DVDs, CDs, VHS tapes, jump drives, etc.

  1. Complete a Records Disposition form which is listed on the Records Management Website:  http://www.fgcu.edu/RecordsManagement/
  2. Send Records Disposition form to the RMLO, for review and approval.
  3. RMLO will review and return approved form to you, with instructions for delivering media to the RMLO office for pickup by Secure On-Site Shredding Services.
  4. You will be sent an estimate for the shredding charges prior to shredding.
  5. After confirmation of shredding, RMLO will complete the Records disposition form certifying that media was destroyed.
  6. Copy of the final Records Disposition Form will be sent to your department, along with invoice for shredding services.
  7. Chargebacks will be posted to your account after approval of invoice.