Document Management
Refer to IST's Imagine Service(link is external) 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(link is external). 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(link is external)
Additional Resources: Also see the University of California Records Management website(link is external) on 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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