Tip of the Week

Handling Information When Moving Around

or Away from KU

Did you Delete or Dispose of It?

When cleaning out an office at end of term, for a move, or to leave KU, consider the following in disposing of Information:

• Retention Period: The University has a general Retention Schedule at KU Record Retention Schedules. Each department also sets time lines for retention of information prior to disposal.
• Rule of Thumb: Grades and associated student information is retained for the period of the course plus 1 year. If there is a request for review, amendment or challenge to a grade, please see department guidelines or contact the office of the University Registrar.
• Paper: Any Private information that is ready for disposal, especially containing personally identifiable information, on paper should be securely shredded (crosscut, confetti cut, or secure shredding services bins). The blue recycling bins from the KU Environmental Stewardship program are not an appropriate disposal method for information containing PERSONALLY IDENTIFIABLE INFORMATION (unless the information has been shredded as described above). Information on engaging a secure shredding solution may be obtained from the KU Purchasing Office.
• Electronic Information: For disposal of electronic information, ensure that the information is wiped in accordance with Data Removal from Computers. Do not recycle or dispose of electronic devices without wiping them clean if they contained any personally identifiable information.