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Records Management

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.

Questions?

Office of the Provost
provost@IllinoisState.edu
(309) 438-7018

Steps

  • 1

    Step 1: Find item number and record series

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

  • 2

    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)

  • 3

    Step 3: Send document to Records Management

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

  • 4

    Step 4: Receive notification

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

  • 5

    Step 5: Disposal

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

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