Confidential Shredding Program Information
The Office of Records Management operates the confidential shredding program for the University of Idaho. This program is available to all University of Idaho departments and programs across the state.
The confidential shredding program provides secure, documented destruction of documents containing confidential, sensitive, or FERPA protected information. These documents are shredded onsite using a crosscut shredder to particles 5/8" wide or smaller, and then pulverized.
The university has contracted with Iron Mountain to provide shredding consoles and services to the Moscow campus and other locations across the state. The contents of the consoles will be picked up on the Moscow campus every 4 weeks. However departments can request a less frequent schedule to meet their needs.
Materials Suitable for Shredding
The shred consoles are meant to receive papers containing sensitive information produced by University of Idaho personnel. SHREDDING CONSOLES ARE FOR CONFIDENTIAL & PROPRIETARY INFORMATION ONLY.
What can go in: drafts of reports and other business documents, human resources information, budget printouts, financial reports or documents (copies of credit card receipts, purchase orders, travel claims, etc.), personnel and student related documents, tests (both with answers and without), or any sensitive document that you would not be comfortable having published in the local paper. Allowable materials: all office paper is acceptable for shredding. You are not required to remove staples, paper clips, rubber bands and/or small fasteners.
Materials Not Suitable for Shredding
Your Iron Mountain shredding containers are intended for paper-based materials only. Office refuse (waste) should never be commingled with materials designated for destruction by shredding. Regular waste should be placed in a lined trashcan and then disposed of appropriately.
The following materials should never be deposited into the shredding containers:
- Paper: cardboard, magazines, telephone books, and hardcover books
- Trash: food waste, general office waste, bottles, glass, cans, inks, dyes, paints
- Metals: 3-ring binders, lever-arch binders, hanging folders, large bulldog clips, license plates
- Plastics: plastic bags and packing material, computer discs, CDs, DVDs, backup tapes, video tapes, transparencies, ID badges, driver’s licenses, microfiche, microfilm, x-rays
- HAZMAT: biochemical waste, sharps, toxic substances, flammables, explosives
- Hardware: computer, printer and photocopier parts
Other paper items that are not suitable for disposal in the shredding consoles include any materials not produced by the University of Idaho, publications of the University of Idaho (such as flyers, pamphlets, brochures, etc.), magazines, newspapers, business cards, blank forms, printouts of non-UI web pages, etc. Obviously cardboard should not be put into the consoles. Please recycle these items. If space permits, many departments keep a recycling bin nearby so people can put the items that can be recycled in it rather than fill up the consoles and run up the cost of destruction. If you do not have a recycling container and would like to request one, or need to schedule a recycling pickup please visit Facilities Services recycling website.
Plastics such as CDs, DVDs, backup tapes, video tapes, etc. are not OK to put in the shredding consoles. Iron Mountain can process such items but will do so separately. Put such items in a separate box, tape it shut and label it as being meant for Iron Mountain pickup, and contact Records Management (firstname.lastname@example.org) to arrange to have that box picked up.
Metal items such as large binders, bulldog clips, 3-ring binders, etc. can cause sparks within the shredding machinery, which in turn can cause a fire, and so are not allowed.
Hard Drives and other data storage items
Disposal or destruction of hard drives and other items capable of storing confidential university information is not included under the confidential shredding program. University Surplus has a program for the secure destruction of data storage devices. If you require assistance in this regard, ITS Technology Support Services is available. A fee may be charged for this service.
Extra Boxes of Materials for Destruction
You may still have extra boxes of paper or plastics (CDs, etc) picked up and shredded by Iron Mountain, but now Records Management must make special arrangements with Iron Mountain to pick up boxes in addition to the materials in the shredding consoles.
Records Management must notify Iron Mountain in advance of the extra materials, as those can require extra trucks if there are numerous extra boxes across campus. Please email email@example.com with the number and material type of the contents (i.e. paper or plastic) you have, and the location of those boxes, at least 5 days prior to the next scheduled pickup, we will arrange for Iron Mountain to pick them up at your next scheduled pickup. Extra shredding material must be located in an ADA accessible location for pickup.
It is helpful to the Iron Mountain folks to identify the boxes to be picked up by taping a label on each box, to ensure that they pick up only boxes whose contents are meant to be destroyed. These labels are available for download here.
The university is charged a fixed cost for each console picked up, regardless of whether that console is mini, standard, or a large shredding bin. Standard consoles hold approximately 3 cubic feet (70 lbs) of documents. The large bins are plastic and not as attractive as the standard consoles (they look like a large garbage can on wheels), but they hold approximately 3 times as much as a standard console. If your department requires multiple standard consoles that are housed in a non-public area, please consider switching to a large bin.
Shredding consoles on the Moscow campus will be serviced on Aug. 21 and 22, 2017. Requests to pick up extra boxes are due the Wednesday prior, Aug. 16, 2017.
Shredding consoles on the Moscow campus will be serviced on Sept. 18 and 19, 2017. Requests to pick up extra boxes are due the Wednesday prior, Sept. 13, 2017.
Shredding consoles on the Moscow campus will be serviced on Oct. 16 and 17, 2017. Requests to pick up extra boxes are due the Wednesday prior, Oct. 11, 2017.
Shredding consoles on the Moscow campus will be serviced on Nov. 13 and 14, 2017. Requests to pick up extra boxes are due the Wednesday prior, Nov. 8, 2017.
Shredding consoles on the Moscow campus will be serviced on Dec. 11 and 12, 2017. Requests to pick up extra boxes are due the Wednesday prior, Dec. 6, 2017.
Questions? Please email firstname.lastname@example.org.