Records Retention

Prior to destroying any and all records, regardless of location and form, employees of Bridgewater State University must follow the Massachusetts Statewide Retention Schedule that is produced under the statutory provisions of Massachusetts General Laws ch.  4, § 7(26), c. 30 § 42, and c. 66, §§ 1, 8 and 9. This schedule supersedes all other special, general, or department-wide records disposition schedules. In addition, this schedule applies to all types of records, regardless of media or format, including those found in electronic form, audiotape, and hardcopy.


PROCESS

  1. Retain a copy of the 02-11 Records Retention Schedule from the Office of Human Resources or online on the Massachusetts Archives website: http://www.sec.state.ma.us/arc/arcpdf/0211.pdf

  2. Locate the appropriate item number that is associated with the documents you want to request to destroy.


  3. Complete the Form RCB-2 which can be found online on the Massachusetts Archives website: http://www.sec.state.ma.us/arc/arcpdf/RCB/rcb2.pdf


  4. Prior to submitting RCB-2 to Human Resources, the head of the department must review and approve this request. (Number 4 on RCB-2).


  5. Submit to the Office of Human Resources, Boyden Hall Rm 103 for final approval.


  6. The Office of Human Resource will verify the RCB-2 for accuracy and then submit to the Records Conservation Board for approval if applicable.


  7. Once the Records Conservation Board has approved the Application for Destruction Permission, a letter of approval is sent to the Office of Human Resources. A copy of this letter will be sent to the department head who is listed on the RCB-2 form.


  8. After permission is received, departments may then destroy the approved documents.


  9. Departments are then responsible for their own destruction.


  10. If a department has access to a shredder, the best practice would be to shred documents if amount is minimal.


  11. If amount of documents to be destroyed exceeds 2 file boxes, the department may request the use of a confidential bin from Facilities Management and Planning, Waste Management. Contact Waste Management at 508-531-2563 to request a confidential bin. This bin will be brought to your department and documents will be placed in bin. This bin is then removed and documents are shredded and destroyed.

Please Note:

- A separate form (RCB-2E)must be used to request to scan and destroy documents. Please contact Allison Pickup in the office of Human Resources for information prior to scanning.

- If you have any materials that may be of historic value to the University, please contact Mr. Orson Kingsley in Library Services/Special Collections at 508-531-1389 to consult with him prior to making a request to destroy documents.


RETENTION SCHEDULE 02/11

To access the State Retention Schedule 02/11, please visit the Massachusetts Archives website: http://www.sec.state.ma.us/arc/arcpdf/0211.pdf  . If you would like borrow a hard copy, please email Allison Pickup in the Office of Human Resources.


FORMS

To access the records destruction form RCB-2, please access the Massachusetts Archives website: http://www.sec.state.ma.us/arc/arcpdf/RCB/rcb2.pdf


RESOURCES

Massachusetts Statewide Records Retention Presentation for Bridgewater State University- Presentation


RECORDS RETENTION TRAINING

Training will be proved on the following dates and time:

  • Wednesday, June 5, 2013 10:00am - 11:00am in Library MDR Register

 

If you have any questions regarding records retention, please contact Allison Costa in the Office of Human Resources at 508-531-6126.


Last Modified: April 30, 2013