1. ARCHIVED BOXES WHERE PROCEDURES WERE NOT FOLLOWED WILL BE RETURNED TO THE ORIGINATING OFFICE.
2. ONLY STORE THOSE RECORDS IN ARCHIVES THAT ARE INDICATED TO BE PERMANENT UNDER THE STATE UNIVERSITY MODEL RECORDS RETENTION SCHEDULE (retention schedule). Non-permanent records should be retained by the individual office until the retention schedule states that they can be destroyed. Destruction of Records should be governed by below procedures:

All records are managed based on the State University Model Records Retention Schedule (adopted March 10, 2011), which identifies records by series, title, and description; denotes the retention and disposition instructions; and provides the legal authorization to destroy them. If the retention schedule denotes that records can be destroyed, that means that their value has expired and a Records Destruction Certificate must be completed and approved by the University Records Manager for the destruction of original copies. A Records Destruction Certificate does not have to be completed for duplicate copies. If the retention schedule indicates that records are permanent, those records have a permanent value and special steps must be taken to ensure their protection, availability, and preservation.

Methods of Destruction

There is no preferred method for destroying public records except when a specific method is required by law. The Kentucky Department for Libraries and Archives' Public Records Division suggests that records of a sensitive or confidential nature be burned or shredded. If shredding is the method selected for the destruction of confidential records, it is recommended that the shred be 1/4 inch or less. A shred of this size prevents the reconstruction of information presumed destroyed. Other records may be recycled, buried, placed in a dumpster, or destroyed by any other means.