The CUNY Records Retention and Disposition Schedule indicates the minimum length of time that college and University officials must retain records before the records may be disposed of legally. This Schedule is meant both to ensure that records are retained as long as required for administrative, legal, and fiscal purposes, and to encourage the systematic disposal of records that are no longer needed.
This Schedule replaces the schedule issued by the University in 1993 and any other retention guidance that college and University officials may have adopted for their records. College and University officials should check with their Records Management Coordinator about any uncertainties regarding the application of this Schedule. The purpose and use of this Schedule, the role of the Records Management Coordinators, various special situations, and suggestions for records disposition are covered in the Introduction of this Schedule. Following the Introduction, items for records common to most college and University offices are listed under the General section of the Schedule. More specific items are grouped by function in sections arranged alphabetically after the General section. Items are numbered consecutively within sections for convenience. The items are also associated with the unique identifying number assigned by the State Archives to the comparable entry in the Records Retention and Disposition Schedule MI-1 from which the item in this Schedule has been adapted. These unique identifying numbers appear in brackets [ ] following the consecutive numbers and should always be used when citing an item in this Schedule.
The process to request shredding and material destruction through BMCC Reprographics Department is as follows:
- Fill out record retention form. If you need assistance with CUNY policies on shred-able documents, please see specific CUNY guidelines and retention schedules.
- Forward filled out form to your Division Vice President for approval.
- Once the form is signed please forward to Reprographics. Although you can obtain approval for any quantity of boxes, Reprographics can only store 10 boxes of shredding at a time as documents are being destroyed. Once the initial 10 boxes are destroyed, we will contact for additional boxes.
- Contact Buildings and Grounds to assist with transporting boxes from your location to Reprographics S-128 at 199 Chambers Street building. This should be done via an Archibus ticket request.
PLEASE NOTE: Reprographics cannot destroy materials that contain mold, for items that have mold you will have to contact Purchasing for the documents to be destroyed at an external facility.
