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General Records Guidelines | Record Packing Tips | Training Slides | Services & Vendors 
Managing eFiles | Website Preservation | Transferring Digital Records

The University strongly encourages departments to use preferred suppliers with a University-Wide Purchasing Agreement (UwPA) for services and goods. In terms of records management, the University has agreements (and favorable contract terms) with the following vendors:

• GRM Information Management – This is the University’s preferred vendor for offsite storage, document scanning service and data storage services.
  
• Shred-It USA, Inc. – This is the University’s preferred vendor for document destruction services. You can subscribe for a secure, locked console with regularly scheduled pickups or you can schedule a one-time, secure and compliant paper shredding service.

The University has a policy on data deletion and proper disposal methods for University devices.  According to the Sanitization and Disposal of Information Resources Policy, “Sensitive Data must be sanitized or disposed of in a manner that leaves such Data fully unrecoverable.”

• For paper records, the records must be destroyed using cross-shredding.
• For digital records, CUIT has available data deletion software.

Keep in mind that Columbia’s Clean & Go Green is a twice-a-year event, which hosts paper shredding services on College Walk. This event also includes reuse/donation bins for clothing, textiles, non-perishable foods, books and small household items. There is also recycling and proper disposal of furniture, computers, electronic equipment (i.e., techno trash), batteries, desk lamps, toner cartridges and paint cans.