Record disposal

The State of Illinois State Records Act, 5 ILCS 160, requires that advance permission be obtained prior to the disposal of any Illinois State University record. Once the retention period has expired, you can file a request to dispose of these records. Please use the steps below for proper record disposal.

Note: You are not required to dispose of any documents, however, if you do want to dispose of documents you must get approval first.

Step 1: Find item number and record series

Select the area to find item number and record series for each type of document:

• President's Office/University-wide
• Academic Affairs
• Advancement
• Student Affairs
• Finance & Planning

Step 2: Fill out the form

Make sure to fill out Item Number, Record Series, document span (ex: 2002-2005), and cubic feet of documents (ex: one filing cabinet drawer is 1.5 cubic feet)

• Disposal Form (Word) | PDF

Step 3: Send document to Records Management

Send the completed form to the Provost Office, provost@ilstu.edu or Campus Box 4000. The Provost office will sign and send to the state for approval.

Step 4: Receive notification

The state will send records management an approve/deny notification which will be shared with the original sender. 

Step 5: Disposal

Once the state approves of disposal, there are a couple options:

• Send to University Archives if the documents are policies, bylaws, minutes, agendas, or other similar articles.
• Shred or dispose of confidential documents in a locked university recycling bin 

 

Questions?

Office of the Provost
provost@ilstu.edu
309-438-7018