October 6, 2014
Fall 2014 Shred Day is Oct. 14
Shred Day is scheduled 8:30-11 a.m. Tuesday, Oct. 14, to properly dispose of university paper records on the Manhattan and Salina campuses.
To determine which records can be included, please refer to the university’s records retention policy and schedule, PPM Chapter 3090. If you have any questions about the retention length of records, please contact university archivist Cliff Hight at firstname.lastname@example.org or 785-532-3420.
Departments can place their paper documents with personal identity information — Social Security numbers, birth dates, credit card numbers, etc. — in designated bags and deliver to Mid-Campus Drive near the K-State Student Union on the Manhattan campus. Bags or boxes should not weigh more than 25 pounds each. Departments with more than 10 bags can contact the Information Technology Assistance Center at 785-532-4918 to schedule a pickup time and location.
On the Salina campus, take bags and boxes to the loading area between the east and west wings of the Technology Center.
Please do not leave bags for shredding unattended. Documents for shredding include: Scantron forms; greenbar grade sheets; rosters printed from K-State Online, iSIS, SIS, etc.; papers with personal identity information; data with credit card information; personnel files; and more. Papers can be left in ring binders, file folders and hanging file folders for shredding. All paper must be dry. For a quick look at retention of documents:
- Personnel records should be retained for the entire time the employee is active and then five years after termination.
- Appointment records: Classified, unclassified, hourly and graduate student appointment and termination records (PER-38, PER-39, PER 40, PER-41, PER-42); conditional appointment agreement; I-9 employment eligibility form 5AT/D.
- Time and leave records: Classified, unclassified, student, and hourly time-worked and leave-used records 5/D.
What happens to the paper once it leaves campus? All paper is shred to one-half inch particulate size, then mixed and tumbled and eventually compressed under 70,000 pounds of pressure into paper bales. The bales are transported to a paper mill and recycled into other paper goods. For more information about this event, contact:
- Manhattan campus: Information Technology Assistance Center, 785-532-4918
- Salina campus: Information Systems, 785-826-2666