Every paper or digital record has a specific length of time that it needs to be kept. This is called a retention period. The Retention Schedules list the retention period for each record series.

Once the retention period has ended, records are disposed of using the following methods:

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Shred - Confidential and sensitive records containing personally identifiable information (PII) related to students and employees. PII may include account details, social security numbers, student identification (SID) information, date of birth, or grades. 

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Recycle - Records that are not confidential and do not contain any personally identifiable information (PII) indicated above.


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Delete - Digital records that are not classified as permanent retention. For tips on identifying and deleting electronic records that have met retention, see the UWG E-Records page.


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Transfer - Paper and digital records require prior approval before being transferred to another department. Records may be transferred for legal, fiscal, or administrative purposes, historical value, the designated “office of record” changes, or the unit is dissolved or restructured.

  • shredder truck drawing

    Shred - Confidential and sensitive records containing personally identifiable information (PII) related to students and employees. PII may include account details, social security numbers, student identification (SID) information, date of birth, or grades. 


  • Recycle symbol

    Recycle - Records that are not confidential and do not contain any personally identifiable information (PII) indicated above.



  • Delete button image

    Delete - Digital records that are not classified as permanent retention. For tips on identifying and deleting electronic records that have met retention, see the UWG E-Records page.



  • Image Greek portico

    Transfer - Paper and digital records require prior approval before being transferred to another department. Records may be transferred for legal, fiscal, or administrative purposes, historical value, the designated “office of record” changes, or the unit is dissolved or restructured.


Destruction Holds

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Please be aware that all records pertaining to ongoing or pending audits, lawsuits (or even reasonably anticipated lawsuits), or public disclosure proceedings are said to be on destruction hold and must not be altered or destroyed until the hold has been lifted and the records have met their retention.

  • Caution sign

    Please be aware that all records pertaining to ongoing or pending audits, lawsuits (or even reasonably anticipated lawsuits), or public disclosure proceedings are said to be on destruction hold and must not be altered or destroyed until the hold has been lifted and the records have met their retention.


 

Institutional Effectiveness and Assessment is committed to promoting and maintaining accessibility of web content presented within the department webpages in accordance with applicable laws and principles. If you encounter difficulties accessing the IEA content (files, attachments, links, or data) within these pages, please contact IEA. If you encounter more general accessibility issues, contact UWG Director of Web Services, Ewa Zennermann at  ezenner at westga.edu