A significant quantity of records created and received by the University contains confidential information elements such as social security numbers, home addresses, and other personal privacy information. If university records contain confidential information, their removal from the office and their destruction must receive special care.
Oregon Administrative Rules recognize the need for special care in disposing of records containing confidential information; OAR (def.) 166-30-060(1) stipulates that "Records which are confidential by law . . . must be destroyed by shredding, pulping, or incineration." THE UNIVERSITY RECORDS RETENTION AND DISPOSITION SCHEDULE attempts to assist the Records Management Officer (HMO) in identifying records series that contain confidential and privacy information by use of the note, CONFIDENTIAL DESTRUCTION.
In order to make the destruction of confidential records both convenient and reliable, the Oregon State University Campus Recycling Program provides services for offices needing to destroy paper records or microforms, which contain information that may be confidential.
For paper records that contain confidential information, Campus Recycling offers secure confidential records destruction service to all departments on campus, currently at a cost of $.15 per pound. The records to be pulped must be packed into either a photocopy paper box, a box with a lid the size of a photocopy paper box or a records storage/pulping box. New records storage/pulping boxes are available from Boise Cascade 2004 catalog on page 1017. We recommend using P512770. Used records storage boxes are available from Campus Recycling for $0.50 each.
For offices that continuously generate confidential material, Campus Recycling also has locking 30 gallon roll carts available for routine pick-up. Just call us when the cart is filled and we will replace it with an empty cart within 24 hours.
Each box should be clearly marked "TO BE SHREDDED" and labeled with the following information: office name, name and telephone number of a contact person, and the index to be charged. Standard labels are available from Campus Recycling. Because the boxes must eventually be emptied and then reused, we prefer that you do not apply tape to the boxes. If you must apply tape, please use only a small amount. Please do not overfill the boxes or use oversized boxes.
Campus Recycling will pick-up your full boxes or carts when they are filled. Contact us at 737-2925 or e-mail us at recycle@oregonstate.edu and let us know that you have confidential material to be picked up. You can also request a pick-up through our online Special Pickup form, Click Here (Preferred).
If you or your staff have any questions about the OSU confidential records destruction program, please contact Recycling Coordinator Peter Lepre at 737-2856 or e-mail: Peter.Lepre@Oregonstate.edu