We include a separate line item for mixed media on the price list when we issue a bid for shredding services.  Once the contract is awarded, we keep a standard records box in a holding area for CDs, DVDs, magnetic tapes, cassettes, etc. Because we must report all "records" destroyed to the state, we keep track of what is going into the box.  Non-records (such as server backup tapes having met their maximum rotation use) are not listed for the state, but we keep track for ourselves in case questions arise.  One of the "non-records" we do destroy periodically is a number of duplicate software CDs we receive with our annual computer lease.  Since we change-out about 350 computers every 3 years (the complete change-out usually occurs within a year) we end up with software discs for each computer.  Our network folks only need one copy of the software, but we need to track the other copies due to licensing issues.  Once the box is full we transport it to the shredding facility (or send it with the weekly pickup).  We are charged the appropriate price for mixed media on our next monthly bill and receive a certificate of destruction.  

Ginny Jones 
(Virginia A. Jones, CRM, FAI) 
Records Manager 
Information Technology Division 
Newport News Dept. of Public Utilities 
Newport News, VA 
[log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]