As some offices may be moving or cleaning out, these would be ideal opportunities to reduce the amount of paper housed at local offices. Some counties may have S4 and S3 information that needs to be destroyed. Social security numbers, birth dates, copies of checks, etc. are all items we should not keep. With much of the needed backup information housed electronically, few receipts must be kept beyond the reconciliation period. Annually files should be cleaned out to lessen unnecessary accumulation of stored paper. Check here for records retention resources:
https://library.osu.edu/sites/default/files/2021-01/osu-general-schedule-updated-20210120.pdf
Please note that we are to contact University Archives before destroying documents- they will give you direction on what can be trashed, what needs kept for a period of time, and what they want to have transferred to them and you’ll need to schedule a date for that Transfer. They may want Communication pieces- such as letters, printed emails, newspaper articles, etc. They do not want hanging folders and want standard storage boxes used as much as possible.
Transfer to Archives:
https://library.osu.edu/osu-records-management/transfers
For general questions about transfers, types of materials University Archives accepts, transferring born-digital records, or scheduling the date to transfer materials, contact Kevlin Haire at haire.14@osu.edu or 614-292-5769.
University Archives, 2700 Kenny Road, Columbus, OH 43210
For further information, please review the University Archives' Collection Development Policy.