Each department is responsible to retain and destroy its records according to the Department Retention Schedule. A record becomes eligible for destruction when:
- Retention has been met
- The department no longer needs it, and
- The department is not on Litigation Hold.
When all three conditions have been met, the record should be destroyed. Destroying eligible records reduces the liability of and cost to BYU.
Physical records stored in the University Records Center are destroyed through University Records & Information Management (URIM) when retention has been met and the submitting department has signed the eligible for destruction report. Destructions are witnessed by the couriers, and a destruction certificate is maintained by URIM. Departments may destroy eligible records by contacting BYU Recycling for a secure shred bin, or by coordinating with them directly.
Eligible electronic records should be deleted. SharePoint and Box are available for managing the retention and deletion of electronic records.
Non-records – information not subject to the retention schedule – may be destroyed when no longer needed by the department.
Examples of non-records include:
- Duplicate copies of records created or maintained by BYU Administration
- Referential documents
- Emails that do not contain business decisions, authorizations, or transactions.
If a record is of historical value to BYU, it should be sent to University Archives. See Transferring Historical Records to University Archives.