Records Management at Minnesota State University, Mankato: University Records Center Destruction

This is the third and final installment of a three part series about Records Management at Minnesota State University, Mankato.  Read more about transfers and retrievals in previous installments.

Once a year, the University Archives organizes the destruction of 200 to 400 boxes of campus materials stored temporarily in the University Records Center.  How do we know which boxes to destroy?  Well the date of destruction is determined by the transferring department at the time of transfer according to the campus Records Retention Schedules.

Hold up?!  Are you saying that the University Archives just destroys my materials at some point in time without my knowledge?  No, no, no.  Never fear, we're a little more methodical than that.  Each November, the University Archives generates University Records Center Certificates of Destruction for each department that owns materials slated for destruction that year.  We will not destroy any records without a signed University Records Center Certificate of Destruction returned to our office.

And we're flexible too.  If a department determines that some or all of the boxes slated for destruction need to be stored longer, we can do that too.  All the department needs to do is make those changes to the University Records Center Certificate of Destruction and return it to our office and we'll make the necessary changes.  Easy peasy!

When the University Archives receives all of the completed Certificates of Destruction, the Archives staff spring into action preparing for our big shredding day that usually occurs in early January (Brr!).  What do we do to prepare you ask?

• Contact campus Facilities Services to schedule the campus contracted shredding services.  Yes, the shredding truck comes to us!
• Organize staffing for the staging and shredding days.  Yep, they happen on different days.  It's too easy to make a mistake in the whirlwind of shredding day.
• Stage all boxes slated for destruction.  This usually occurs the week after fall semester and may take a day or two to complete depending on the number of boxes.
  

Boxes staged for destruction, December 2018.

On the big day, the team assembles in the University Records Center.  We dump the materials into large wheeled recycle bins and roll them up to the Taylor Center loading dock.  Whew--heavy I know!  Usually within a couple of hours, the shredding is complete...for another year.

University Archives Technician Adam Smith

Feel free to contact us at archives@mnsu.edu or 507-389-1964 for all of your Records Management questions.

Anne Stenzel is an Archives Technician specializing in digitization at Minnesota State University, Mankato. She looks forward to your Records Management questions and comments below!

What’s to Love About February?

A guest post by Archives Student Worker, Shania

Display area in the Marilyn J. Lass Center for Minnesota Studies in the Memorial Library

February is a significant month to remember. People tend to overlook it as just being one of the shortest months of the year. However, the shortest month holds so much history and love. February is the month in which African-Americans especially, take the time to reflect, acknowledge, and pay homage to the past and present African-American ancestors who’ve contributed to the beauty and intelligence of the world today. On these twenty-eight days, people around the world take the time to read, research, and spread information about known, and unknown, African-American persons for their influence and inventions that make life manageable for present and future generations. I’m talking about the Dr.Kings and Rosa Parks, the activists of the Civil Rights Movement, to the Dr. Shirley Jacksons and Lewis Latimers, developers of the telephone and light bulb. However, the celebration doesn’t stop at past generations, we look at all generations in which have contributed to the evolution of musical artistry, sports, art, fashion, education and other genres that African-Americans have been successful in. This is the month of African-American pride, and boastfulness. Twenty-eight days of learning, as well as teaching others about the uniqueness of the African-American people and the African-American culture.

February isn’t only about the African-American people and their accomplishments, but also the month to express love for one another. Love between young and old, big and small, brother and sister, husband and wife, or simply friend to friend. This is the month that our days are filled with the finest of chocolates, the sweetest of strawberries, the whitest of snow flakes, the coldest of weather, and most importantly with the individuals we love the most. The extreme weather experienced around this time keeps everyone indoors with family and friends, enjoying games, movies, and the warmth of one another. This is the month of “I Like You” “I Love You” and “I Do”. Everyone dressed head to toe in shades of pink and red, chanting “Will You Be My Valentine”. February is the month of love, laughter, and being with your loved ones.

Taking all of this information in, anyone can see that February is my favorite month and I wanted to do something that showed my appreciation for it. The bulletin board located to the right of Archives Office entrance inside the Lass Center on the second floor of the Memorial Library, hangs against the wall with vibrant shades of black, pink, red, and green that stand out on a white background. The black wording is to symbolize the African-American people, while the different sizes and colors of hearts symbolize the love. I’m referring to love as we would on Valentine’s Day as well as the love for the African-American people for their contributions. The books surrounding the bulletin and near the entrance of the Lass Center include the history of African-Americans and their roles in Minnesota. In that collection we have African-Americans as activist, sports players, political figures, and their journey to settling in Minnesota. All of which are great books I’d like you to explore with me today.

Some more books on display inside of the Lass Center