Last update 12/18/19


Office Cleanout IconThe end of a calendar, fiscal, or academic year frequently triggers efforts to purge our lives of clutter. Two one-page guides have been developed to help you and your team dig through the avalanche of stuff that so quickly accumulates in work and home offices. These two guides provide an overview of the decision-making process of choosing the most appropriate disposition actions:

We can assist with your cleanout and declutter efforts, or manage the project with your guidance. Contact us at x6289 or email records@kennesaw.edu.


This is the end of the road for records - they are either destroyed (or deleted), or they are preserved under archival conditions, either by a department (e.g., Registrar's Office) or by KSU Archives, which holds both paper and digital files that can be searched at SOAR.kennesaw.edu.

However, the majority of university records - regardless of format - do not have historical significance and should be destroyed/deleted after they've met their retention requirement.

Retention begins when a record is no longer active - that is, the information no longer reflects a current condition, pending or ongoing action, or is part of a series that "cuts off" at the end of a fiscal or calendar year.

Examples of "inactive records" are the personnel records of a former employee, tax returns from previous calendar years, invoices paid in a prior fiscal year, and new hire search records for a position that has been closed.

Each year, during the "Summer Sweep," the Office of Records and Information Management sends notification to departments with paper records in offsite storage that some or all are eligible for destruction.

If there is no compelling reason to halt destruction, the records will be destroyed according to the Board of Regents records retention guidelines. Compelling reasons to suspend routine destruction include  current or pending litigation, audit, open records request, and any type of regulatory investigation.

Summer Sweep begins in July with the first notifications being sent to departments and wraps up in October with the completion of the Office of Fiscal Services annual disposition.