- Where are my records stored?
- How do I send records for offsite storage?
- How long do I have to keep my records?
- Is there a central inventory of university records?
- How do I order used furniture for my office?
- How do I get rid of unwanted furniture and equipment?
University records are currently stored with two vendors: Graebel and Iron Mountain. A final transfer of records to Graebel from Rebro / Secure Storage is scheduled for March 2013. Contact firstname.lastname@example.org if you have questions about records location.
Transfers to Graebel require a Records Entry Listing form (Excel file) and a Work Order form (Word file). Instructions are available here.
Transfers to Iron Mountain require a user account. Contact email@example.com if you do not have an active IM Connect account and want to transfer records to Iron Mountain.
Attachment B of the Records Policy is a Records Retention and Disposition Schedule, which will be published on this website. In the meantime, please limit disposals to external publications, duplicates, drafts, and other types of miscellaneous papers or correspondence without official significance. Always request a certificate of destruction from your shredding vendor, and send a copy to firstname.lastname@example.org. If you have a question about retention requirements for any type of record, contact email@example.com.
The records manager is reviewing and consolidating several existing inventories. This process will result in a centralized inventory, which will be maintained in Business Services. You can support this project by sending a copy of your internal box lists or records inventory to firstname.lastname@example.org.
We are working toward self-service selection of surplus property. Contact email@example.com for more information.
Surplus disposal is a joint effort between Fixed Assets, Business Services, and Facilities Management:
If you are disposing of capital equipment—identified with an NSU Asset Tag Number—complete a Disposal of Surplus Property form: http://www.nova.edu/cwis/fop/fixedassets/. Email signed forms to firstname.lastname@example.org.
If you have general furniture or equipment for scrap or recycling, complete a Facilities Management work order form: http://www.nova.edu/facilities/work-orders.html.
If you have furniture or equipment that is in good condition and has foreseeable reuse at the University within the next calendar year or potential for donation - or if you would like to have an evaluation to determine usability - email email@example.com.