Document Management, Storage, Destruction/Shredding

Document Management

Refer to IST's Imagine Service webpage for a solution for a document management, imaging, and workflow system.

Document Storage

Contracted Suppliers: Iron Mountain

For more information on DL tape backup/vaulting, document storage and recovery, search Contracts in BearBuy.  If using Iron Mountain, complete a BearBuy Non-Catalog Form with supporting documentation. Assign or submit according to the unit’s workflow.

Property Management also has a Rental Storage Program.  If any interest in their program, contact Property Management directly and work with them on the appropriate procedure.  Do not initiate the order through BearBuy.

Relevant Policy/Procedures: See Business and Finance Bulletin BFB-RMP-2: Records Retention and Disposition: Principles, Processes, and Guidelines

Additional Resources: Also see University of California Records Disposition Schedules Manual http://www.ucop.edu/recordsretention/ database which provides guidelines for how long to keep administrative records.

Document Destruction/ Shredding

Contracted Suppliers: Iron Mountain

For more information on the agreement with Iron Mountain, search Contracts in BearBuy.  If using Iron Mountain, complete a BearBuy Non-Catalog Form with supporting documentation. Assign or submit according to the unit’s workflow.

Non-Contracted Suppliers

If you wish to use a non-contracted supplier for document management, storage or destruction/shredding, complete a Non-Catalog Form with the name of the supplier and all required supporting documentation/ Route the request according to your departmental workflow. If the total rental cost is equal to or greater than $5,000, the order will be routed to a Campus Buyer.

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