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Document Destruction

The Surplus Store & Recycling Center (SSRC) provides confidential shredding services to MSU departments. 

Destruction of all university records must be approved by the University Archivist before the record can be destroyed. The MSU department must submit an In-Office Destruction Form to University Archives and receive signed approval before documents can be shredded.

There are two (2) types of containers available:

  • Large Security Curb Cart
  • Secure Slim Jim

Materials accepted:

  • Paper Materials

Not accepted:

  • Hanging File Folders
  • Laminated Paper
  • Transparency Film
  • Binder Clips
  • Three Ring Binders
  • Plastic Bags/Packaging
  • Vinyl Sheet Protectors
  • Electronic Media 

Service Description:

  • Customer submits a request for service.
  • The requested container(s) is delivered. It is secured with a lock that a limited number of staff can open. No container is delivered unlocked.
  • The department contacts SSRC when the container needs to be removed or if a replacement container is needed.
  • A service request is generated. If the department does not request service within 8 weeks, a service request is automatically generated to exchange the container.
  • For large security curb carts, SSRC retrieves the locked container, loads it onto a box truck, secures the overhead truck door and transports it to the Material Recovery Facility (MRF).
  • For Secure Slim Jim containers, SSRC brings a lockable security hamper to the MSU Department. The Secure Slim Jim is unlocked by SSRC staff, emptied into the security hamper and a lock is then placed on the security hamper. MSU SSRC loads the security hamper onto a box truck, secures the overhead truck door and transports it to the Material Recovery Facility (MRF).
  • Locked containers are unloaded and either placed in a secured cage to await shredding (depending upon when they are delivered) or are immediately staged for shredding. The shredder is in use daily. Containers remained locked until they are fed into the shredder.
  • Locked containers are placed into a cart-tipper that feeds the shredder. The lock is removed and the container is tipped into the hopper that feeds the shredder.
  • The shredder utilizes knives and a screen to reduce the material to a confetti-type particle of various sizes, all smaller than 2” x 2”. After the material is shredded, it is stored in a closed top roll-off container.
  • When the roll-off container is full, a service request is generated to deliver the container contents to a third party where it is baled and shipped to a mill for processing.

Security Disclosure:

Confidential materials are in a controlled access area at all times. However, it is important to note that while the SSRC facility is a key-card access building after hours, it is a public building from 8am to 4pm.

There are currently no official standards for the particle size of shredded material laid out by governing bodies. The particle size and method of handling provides a layer of security that meets or exceeds standards set by the National Association of Information Destruction.

In the event a department inadvertently puts something in the shred container and would like to retrieve it, SSRC will unlock the container only at the request of, and under the supervision of the person who originally requested the container.

Please contact University Archives & Historical Collections for specific questions related to:

  • What is considered confidential/sensitive information.
  • Document retention schedule.
  • Determination of whether SSRC Confidential Shredding Service is appropriate for the type of information being destroyed.

If you have any further questions regarding the destruction of confidential materials at SSRC, please contact us at (517) 355-1723.