BYU-Idaho/Web-Content huggingface dataset:
Destruction Steps | Records Retention | BYU-Idaho

# Destruction Steps

The following steps will help you properly discard records (follow these procedures for destroying records on a routine basis)

## 1. Check Record Retention Dates

Ensure the records have passed beyond the retention date prescribed by federal, state, and local regulations as well as internal policy (see the disposition action for specific records categories in the Campus Retention Schedule).

**Note**: If a litigation is pending or in progress, any records disposition must stop. Records will need to be retained beyond the listed retention periods. The Special Collections Librarian/Records Manager must be notified of any litigation that requires retention of records beyond normal disposition.

## 2. Complete Records Destruction Form

Complete and submit a copy of the Records Destruction Form used in the destruction of records to the Office of Special Collections and Records Management.

Discarding records is part of properly managing records and the Records Destruction Form allows for a review of such actions as well as a documentation of the activity. Fill out the form and submit it to Records Management personnel for approval prior to destruction.

Documents that are routine or transitory can be destroyed without filling out a form. Destruction of such documents (electronic and hard copy) should be a routine practice to save space (physical as well as electronic).

Examples of these items include:

- duplicates
- lists and logs that are superseded
- unsolicited notices
- preliminary drafts
- routing slips and envelopes
- miscellaneous notices or memorandum items retained by other departments
- requests for information
- personal materials

## 3. Securely Shred or Recycle Records

Records containing private or confidential information must be securely shredded. To have shred bins delivered or picked up, create a work order by contacting the University Operations Business Service Center at EXT 2500. When depositing records in secure bins, you do not need to remove paper clips, staples, etc. Do remove larger metal fasteners like binder clips and metal binders.

Do not place the following in shred bins, rather destroy or recycle the item another way:

- Credit Cards (cut up and recycle)
- CDs, DVDs, etc. (if it contains confidential information, ensure destruction)
- Large metal fasteners like binder clips
- Three-ring binders

Millcreek Metals and Recycling handles the disposal and recycling of metal products.
Transferring Records | Records Retention | BYU-Idaho

# Transferring Records

## Transfer and Storing Records

Special Collections house the permanent historical and administrative records of the University. Only a fraction of the records created during the course of business will be stored for future use in Special Collections. To determine what records should be transferred, first review the Campus Retention Schedule for anything marked with a disposition of permanent, then review the Permanent Library Holdings Policy to see if the records meet the requirements listed therein.

Upon determining that records need to be transferred to Special Collections, contact the Special Collections Librarians to determine the next steps.

****Transfers include:****

- Organizing records into boxes provided by Special Collections.
- Ensuring you keep the records in the order in which they were used (see Original Order) to ensure no information or context is lost during transfer.
- Completing a Records Transfer List documenting the materials to be transferred.
- Approval of transferred items by Special Collections staff.

Special Collections staff will review the materials, arrange (if needed) to ensure order is preserved, and create a description of the materials for future administrative or research use. Finding aids can be found at the Special Collections website.

For information specific to faculty papers, see the Faculty Papers Collection Policy. For information specific to campus organizations, see Guidelines for Records of Student, Faculty, and Staff Organizations.
Records Retention FAQs | Records Retention | BYU-Idaho

# Records Retention FAQs

## Campus Retention Schedule

The Campus Retention Schedule, or CRS, provides general guidelines for retaining records once they're no longer actively used. Tips for using the schedule are located within the description of the Campus Retention Schedule.

To find your office's existing retention schedule, contact Special Collections to gain access..

Retention begins from the moment of creation or when the record is no longer actively used. See the CRS for descriptions of when retention begins for specific records categories, and for determining how long to keep records.

## Records

Retention begins at an event as described in the CRS and then lasts for a number of years as listed in the CRS. Records can be destroyed at this point if their disposition action is "destroy." Scroll through the CRS to locate disposition for specific records categories.

Prior to destroying records, ensure that the retention period in the CRS has been met, then fill out a Records Destruction Form. Records with confidential information need to be securely shredded; other records should be recycled. Contact us regarding proper destruction or for pick up for secure shredding or recycling.

The Financial Services office handles the majority of financial matters conducted by the University. Individal offices have very few records they need to be concerned with retaining. Contact Financial Services through their website.

The Student Records Office is the primary repository for a student's academic records. Most records associated with a student's academic life belong with Student Records. Visit the Student Records website.

Electronic records should be filed in much the same way as paper records; using electronic filing systems rather than paper files. The CRS provides general retention guidelines for both types of records. File your records electronically according to the CRS and dispose of electronic information as described in the schedule. SharePoint is one accepted method for managing electronic records and can assist you in automating retention and disposition for your records. Contact us for assistance in using SharePoint, and for determining how to treat electronic records once they reach their disposition stage.

## Special Collections

The Special Collections are located in room 220 in the McKay Library. It is the corprate archives for the University, and as such houses permanent, historical records for future administrative and historical use. Explore the Permanent Library Holdings Policy, then contact Special Collections regarding transfer of historical records.
Records Retention Forms | Records Retention | BYU-Idaho

# Records Retention Forms

Links to the Departmental Retention Schedule, Records Transfer List, Records Destruction Form, and the Retention Schedule Library will allow you to fill out an online form or view and download your retention schedule. To complete a form, select the appropriate link, authenticate using your BYU-I username and password, and select new document.

Departmental Retention Schedule

Blank retention schedule form for individual department offices 
 
ExcelPDF

Records Transfer List

List for transferring records to Special Collections (Please contact Special Collections Librarians prior to transfer) 
 
Excel PDF

Records Destruction Form

Form for securely shredding or recycling records according to the retention guidelines established in the CRS. 
 
Excel PDF
Policies & Guidelines | Records Retention | BYU-Idaho

# Policies & Guidelines

The following policies and guidelines have been approved by President's Council for use on campus.

## Records Management and Retention

The Records Management Guidelines outline BYU-Idaho's records management policies and processes. These guidelines describe how departments should manage current or active records and provide policies for retaining records according to legal, regulatory, and other requirements. The guidelines define roles and responsibilities of University personnel in managing their current or active records and the requirements for retaining records once they're no longer actively used.

## Permanent Records Retention

The Permanent Library Holdings Policy for University Records describes what materials should be transferred to Special Collections, as well as the role of Special Collections in housing permanent, historical records created by the University. This policy defines those records that should be transferred after they've met retention periods listed in the Campus Retention Schedule.

Review the Faculty Papers Collecting Policy to determine what faculty papers will be accepted by Special Collections for inclusion in the University's permanent collection.

Review the Transfer Guidelines for Records of Student, Faculty, and Staff Organizations for determining if records of campus organizations should be transferred to Special Collections.

Please contact the office of Special Collections and Records Management with questions. Records should be reviewed by Special Collections staff prior to transfer.
Collecting Faculty Papers | Records Retention | BYU-Idaho

# Collecting Faculty Papers

## Faculty Papers Collecting Policy

The Special Collections in the David O. McKay Library document the administrative, intellectual, social, and cultural history of the University. Faculty papers contain significant information-including information on teaching, research and professional involvement-that allows researchers to gain insight into the intellectual vitality of Brigham Young University-Idaho. Special Collections collects the personal papers of representative faculty members in order to facilitate the documentation of the intellectual history of the University. Preference is given to those collections open to research.

- The following criteria aid curators in the Special Collections in acquiring faculty collections. We are interested in the papers of those faculty members who:
- Have been exceptional teachers
- Have defined significant ideas or engaged in pathbreaking research or teaching in their fields
- Have held significant positions in or given exemplary service to the University
- Have important University records in their collection
- Have had an influence beyond the boundaries of the University and the local community
- Have provided significant mentoring experiences for the students they interact with

Subject to the professional judgment of the Special Collections Librarians, and if a faculty member meets all of the criteria, then the Special Collections will consider collecting all of their papers. If a faculty member meets only a selection of the criteria, the Special Collections will consider collecting his or her personal papers related to the specific criteria. The Special Collections will collect at a minimum a curriculum vitae and photograph for every faculty member employed by Brigham Young University-Idaho at retirement, but it is a repository of primary sources and as such generally does not collect secondary material.

15 October 2012
Schedule Update | Records Retention | BYU-Idaho

# Schedule Update

It's time for all offices to review and submit their retention schedules. You can do so anytime between now and the deadline on September 30. Schedules need to be updated to comply with campus policy and to demonstrate compliance with external rules and regulations. 
 
To begin the process, follow these steps:

Step One

Locate your old schedule (authentication required). If you do not have a schedule, begin at step 2.

Step Two

Conduct a records inventory (see Procedures for instructions.)

Step Three

Update your schedule or create a new one following guidance from the Campus Retention Schedule (CRS). Include records on your schedule to which you have stewardship. While you do not need to include records listed in the CRS on your departmental schedule, you can for your informational purposes.

Step Four

Submit your schedule by saving it. Records management staff will be informed automatically.

For more information, follow these informative videos and presentations. Navigate around the site for additional training s guidance, or contact us with questions or for one-on-one instruction.
Records Retention Training | Records Retention | BYU-Idaho

# Records Retention Training

Learn simple steps to update your office record retention schedule.

## Record Keeping

To assist you in updating your retention schedule, view the presentation and videos on How to Update Your Retention Schedule.

1. Locate Your Schedule

Locate your old schedule. To access your schedule, contact Special Collections.

2. Review Your Schedule

Review the record along with guidance from the Campus Retention Schedule.

3. Update Your Schedule

Update your retention schedule with all activities pertaining to record keeping for your office.

4. Submit Your Schedule

Submit your new, updated form to Special Collections and Records Management.

If you have a training topic you'd like to receive guidance on or want to see a list of potential topics take a quick survey.
Recreational Services | BYU-Idaho

# Recreational Services

Keep fit and have fun at BYU-Idaho's campus recreational facilities. We have something for everyone.

## Welcome to Rec Services!

Discover the endless fun and fitness opportunities at BYU-Idaho's Recreational Services, where you can enjoy everything from top-notch wellness programs and swimming to playing courts, indoor and outdoor tracks, tennis, and much more!

Swimming Pool

Available for academic and recreational purposes. Please see the schedule for open times and reservation information.

Fitness Center

Weights, treadmills, bikes, and more. Sign up at the front desk for a free trainer.

Courts and Track

Playing courts and an indoor track are available in the BYU-Idaho Center.

Pickleball Courts

View the Pickleball schedule for available times.

Outdoor Facilites

Multi-use fields for soccer, softball, football, lacrosse, ultimate frisbee, and more.

Bowling

BYU-Idaho's Strike Zone offers bowling lanes for students and the community.

Roller Skating

Join us at the Grand Ballroom in the Manwaring Center for roller skating. Available to students and the community.

Outdoor Resource Center (ORC)

The ORC has equipment for all kinds of outdoor adventures, from camping to kayaking, rock climbing to cross-country skiing, and more.

Outdoor Resource Center (ORC)

The ORC has equipment for all sorts of outdoor adventures. We also provide maintenance for skis, snowboards, bikes, and other items. 
 
Visit the ORC Site

Highlighted Policies

Approved Clothing 
Non-Student Usage 
Shaving & Grooming 
Fitness Center 
See All Policies

## Facility Hours

Fitness Center

Regular hours: 
Mon - Fri: 5:00 AM - 11:00 PM 
Sat: 6:00 AM - 11:00 PM

Swimming Pool

Mon - Fri: 5:00 am - 11:00 pm 
Sat: 6:00 am - 11:00 pm 
 
****Lap Swim**** 
Mon - Fri: 5:00 AM - 7:00 PM 
 
Pool Schedule

Running Tracks

Regular hours: 
Mon - Fri: 5:00 AM - 11:30 PM 
Sat: 6:00 AM - 11:00 PM

Closed for Devotional

Services closed for weekly Devotional 
Tue: 11:20 AM - 12:40 PM

Find adjusted hours and closures on the BYU-Idaho Auxiliary Service Hours page

Summer Session Break Hours

During the seven-week break, the Hart Gym hours will be 6:00 am to 2:00 pm. Regular hours will begin again at the start of Fall semester.
Playing Courts and Indoor Track | Recreational Services | BYU-Idaho

# Playing Courts and Indoor Track

The BYU-Idaho Center is home to the indoor track, and a 10-court multi-use gym.

## Indoor Track

BYU-Idaho offers an indoor and an outdoor track for all training purposes. The Indoor track can be found on the 2nd floor of the BYU-Idaho Center. The outdoor track can be found directly north of the Hart Building.

## Indoor Track

BYU-Idaho offers an indoor and an outdoor track for all training purposes. The Indoor track can be found on the 2nd floor of the BYU-Idaho Center. The outdoor track can be found directly north of the Hart Building.

Rules and Guidelines for Indoor Track

- No chewing gum or spitting on the track.
- Do not stand on track to watch sports below.
- Shoes must be worn at all times.

Traffic Rules

- Monday & Tuesday traffic moves clockwise.
- Wednesday & Thursday traffic moves counter clockwise.
- Friday & Saturday traffic moves clockwise.
- Outside two lanes for runners and joggers.
- Inside two lanes for walkers and strollers.

## Sport Courts

The I-Center courts are a collection of 10 multi-use courts. These multi-use courts are lined for basketball, volleyball, tennis, and futsal. Sports equipment is available to rent at the equipment room desk near Court 3.

****Courts (if not reserved) are on a first-come, first-served basis for open recreation use.**** To be eligible to reserve a court, you must be an organized on-campus group (i.e. large ward activities (not home evening groups), societies, student activities, etc.). To reserve a court, you must contact the Scheduling Office.

Day passes are required for Guests. They may be purchased at the Hart Equipment room, Hart 202. Call for pricing: (208)-496-7480

Facility Hours

****Normal hours**** 
Mon - Fri: 5:00 am - 11:30 pm 
Sat: 6:00 am - 11:00 pm 
 
****Closed for Devotional**** 
All Recreational Services closed for weekly devotional. 
Tue:11:20 am - 12:40 pm 
 
Find adjusted hours and closures on the BYU-Idaho Auxiliary Service Hours page. 
 
Sports Court Schedule

Additional Information

Approved Clothing Policy 
Non-Student Usage Policy
Facility Contact Information | Recreational Services | BYU-Idaho

# Contact Recreational Services

## Facility Contact Information

BYU-Idaho Center

Contact the I-Center to ask about court availability. 
(208) 496-7488 
recservices@byui.edu

Equipment Room

Contact the Equipment Room to reserve a racquetball court or for questions about the pool schedule. 
Hart 214 
(208) 496-7480 
recservices@byui.edu

Fitness Center

Contact the Fitness Center with questions about equipment and availability. 
(208) 496-7490 
recservices@byui.edu

## Facility Hours

Fitness Center

****Regular Hours**** 
5:00 AM - 11:00 PM / Mon - Fri 
6:00 AM - 11:00 PM / Sat

Swimming Pool

****Regular Hours**** 
5:00 am - 11:00 pm / Mon - Fri 
6:00 am - 11:00 pm / Sat 
 
****Lap Swim**** 
5:00 AM - 7:00 PM / Mon - Fri 
 
Pool Schedule

Running Tracks

****Regular Hours**** 
5:00 AM - 11:30 PM / Mon - Fri 
6:00 AM - 11:00 PM / Sat

Closed for Devotional

****Services Closed for Weekly Devotional**** 
11:20 AM - 12:40 PM / Tue

Find adjusted hours and closures on the BYU-Idaho Auxiliary Service Hours page
Hart Building Facilities | Recreational Services | BYU-Idaho

# Hart Building Equipment Center

Students can check out equipment at the Hart Building Equipment Center to enjoy a variety of activies like Pickleball, Basketball, Soccer, Spikeball, and more!

## Equipment Center

****Location:**** Hart 214 
****Phone:**** (208) 496-7480

****Available Equipment:****

| | |
| --- | --- |
| ****Hart**** | ****I-Center**** |
| Basketballs | Basketballs |
| Pickleball Equipment | Volleyballs |
| Soccer Balls | Futsal |
| Footballs | Tennis Equipment |
| Ultimate Frisbee | Badminton Equipment |
| Racquetball Equipment | |
| Squash Equipment | |
| Wallyball | |
| Spikeball | |

## Pickleball Courts

- Located in Hart 210
- Sign in and receive Pickleball equipment in Hart 214
- Pickleball is unavailable during classes or other scheduled activities.
- Normal hours of operation: 5 am-11:30 pm Monday-Friday and 6:00 am -11:00 pm on Saturday.

More about the Courts 
View the Pickleball Schedule

## Racquetball Courts

****Location:**** Lower west end of the Hart Building, behind the Fitness Center.

****Reservations****

- Reservation times are from 5:00 am - 10:00 pm Monday-Friday and 6:00 am - 10:00 pm 
 on Saturday.
- Reservations are for one hour, starting on the hour.
- Reservations must be made on the day you play.
- Limit of one reservation per person per day.
- There is no charge for missing a reservation, but courts will be forfeited 10 minutes after the hour.

More about the Courts 
Reserve Raquetball Courts
Fitness Center | Recreational Services | BYU-Idaho

# Fitness Center

Get in shape and achieve your goals!

## Welcome to the Fitness Center

BYU-Idaho's workout gym includes a cardio section, circuit section, free weights, and weight machines. With a valid I-card, you can sign up for a free trainer to help you learn how to use the machines and use proper exercise techniques.

## Facility Hours

## Facility Hours

Holiday Hours

Find adjusted hours and closures on the BYU-Idaho Auxiliary Service Hours page.

Regular Hours

5:00 AM - 11:00 PM / Mon - Friday 
6:00 AM - 11:00 PM / Sat

Closed for Devotional

All Recreational Services closed for weekly devotional. 
Tue 11:00 AM - 12:30 PM

Policies

Fitness Center Policies 
Approved Clothing

Consultants/Trainers

Sign up at the Wellness Center for a FREE Fitness Consultant/Trainer.
Swimming Pool | Recreational Services | BYU-Idaho

# Swimming Pool

## Welcome to the Hart Pool

This six-lane, 25-yard pool serves the BYU-Idaho campus with academic classes in swimming and lifeguarding and several activity programs including water polo, swimming, battleship, water aerobics, kayak rolling, and indoor triathlons.

## Scheduling

****Lap Swim:**** 
Mon - Fri: 5:00 am - 7:00 am 
Pool reservations are only for classes, academic groups or societies, and mutual or scout groups (please see the rules below). To reserve the pool for your group, please email the Scheduling Office.

View the Pool Schedule

Find adjusted hours and closures on the BYU-Idaho Auxiliary Service Hours page.

Policies

See the Policies page for swimsuit policy and pool rules.

Contact

For questions about the pool and current schedule, contact the Equipment Room. 
Hart 202 
(208) 496-7480 
recservices@byui.edu
Outdoor Facilities | Recreational Services | BYU-Idaho

# Outdoor Facilities

Multi-use fields for soccer, softball, football, lacrosse, ultimate frisbee, and more.

## Playfields: Upper Fields, 7th South Fields, Stadium

The BYU-Idaho play fields are recreational areas on campus used for open recreation and often scheduled for competitive and recreational sports and other campus activities.

The Sports Complex Fields, contain five artificial turf play fields. These fields are multi-use and can be used for soccer, softball, lacrosse, and ultimate frisbee. The Stadium Field consists of an outdoor track and an artificial turf used for football, frisbee, and soccer. The Upper Fields are natural grass and are used for campus dances, ward activities, and recreational sports including volleyball, frisbee, and flag football. Please use these fields to enhance your BYU-Idaho experience.

The playfields are available for open recreation to BYU-Idaho students if not previously scheduled. To schedule a playfield please call the scheduling office at: (208) 496-3120. Map of Campus Playfields.

## Field Rules

- Please do not use grass fields immediately after heavy rain etc. so the fields are not damaged.
- Please do not enter fields that have the entry gate locked.
- BYU-Idaho dress and grooming standards apply.

- No unauthorized vehicles allowed on track and field.
- Fireworks or flammable materials are prohibited.
- No food, seeds, gum, or colored drinks are allowed on field.

- No animals, golfing, or metal cleats.
- Fields are reserved for university use.
- Facilities are closed on Sundays.

Pickleball/Tennis Courts

The outdoor Pickleball/Tennis Courts are located across the street on the west side of the Hart Building. These courts are primarily set up for 6 Pickleball courts but can be used for both Pickleball and Tennis.

Outdoor Track

The outdoor track is directly north of the Hart Building. Track hours are: 
- Mon - Friday: 5:00 am - 11:30 pm 
- Sat: 6:00 am -11:00 pm 

Rules and Guidelines for Outdoor Track:

- Modest exercise clothing required

- No chewing gum or spitting on the track

- Shoes must be worn at all times

Contact

Direct Inquiries to Hart Building Equipment Room 
Hart 214 
(208) 496-7480 
recservices@byui.edu

Policies

Approved Clothing 
Non-Student Usage