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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link=blue vlink=purple><div class=WordSection1><p class=MsoNormal><span style='font-size:11.0pt;color:#1F497D'><o:p> </o:p></span></p><div><div style='border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in'><p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>From:</span></b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'> Printing & Publishing 3Ds [mailto:PPSS3DS@LISTSERV.ARIZONA.EDU] <b>On Behalf Of </b>3D Memo<br><b>Sent:</b> Wednesday, September 07, 2011 8:11 AM<br><b>To:</b> PPSS3DS@LISTSERV.ARIZONA.EDU<br><b>Subject:</b> Disposal of Computer Hard Drives<o:p></o:p></span></p></div></div><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal align=center style='text-align:center'><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>September 1, 2011<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><u>MEMORANDUM<o:p></o:p></u></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>To: All University Employees<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>From: Richard G. King Jr., Director<o:p></o:p></p><p class=MsoNormal style='margin-left:.5in;text-indent:.5in'>Records Management & Archives<o:p></o:p></p><p class=MsoNormal> <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Subject: Disposal of Computer Hard Drives<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Records Management & Archives (RMA) has a new policy that effects the disposal of hard drives and other media. Customers now sending hard drives and/or media to RMA for disposal must include a statement that includes any of the following statements before any computer hard drives or electronic media are disposed by RMA. <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><ul style='margin-top:0in' type=disc><li class=MsoNormal style='mso-list:l0 level1 lfo3'>There are no University records on the hard drive(s) or electronic media or,<o:p></o:p></li></ul><p class=MsoNormal><o:p> </o:p></p><ul style='margin-top:0in' type=disc><li class=MsoNormal style='mso-list:l0 level1 lfo3'>Any University records on the hard drive or electronic media have met or exceeded their University retention periods, or<o:p></o:p></li></ul><p class=MsoNormal><o:p> </o:p></p><ul style='margin-top:0in' type=disc><li class=MsoNormal style='mso-list:l0 level1 lfo3'>Preservation measures to ensure University records and their native applications on such hard drives or electronic media have been migrated to other computer hard drives or other miscellaneous storage areas/devices and will be maintained until their legal disposal date. <o:p></o:p></li></ul><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>If you have any questions please call me at 889-5666 or email me at <a href="mailto:kingr@email.ariuzona.edu">kingr@email.ariuzona.edu</a>.<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal style='margin-left:.25in'><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal style='margin-left:.25in'><o:p> </o:p></p><p class=MsoNormal style='margin-left:.25in'><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><span style='font-size:12.0pt;line-height:115%;font-family:"Times New Roman","serif";mso-fareast-language:EN-US'><br clear=all style='page-break-before:always'></span><p class=MsoNormal style='margin-bottom:10.0pt;line-height:115%'><o:p> </o:p></p><p class=MsoNormal align=center style='text-align:center'><o:p> </o:p></p><p class=MsoNormal><u>MEMORANDUM<o:p></o:p></u></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal style='margin-left:.5in;text-indent:-.5in'>To: Records Management & Archives<o:p></o:p></p><p class=MsoNormal style='margin-left:.5in;text-indent:-.5in'> P.O. Box 210458<o:p></o:p></p><p class=MsoNormal style='margin-left:.5in;text-indent:-.5in'> c/o Postal Services<o:p></o:p></p><p class=MsoNormal style='margin-left:.5in;text-indent:-.5in'> Campus Mail<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal align=center style='text-align:center'><span style='font-size:18.0pt'>Computer Hard Drive Transmittal Form<o:p></o:p></span></p><p class=MsoNormal align=center style='text-align:center'><span style='font-size:18.0pt'><o:p> </o:p></span></p><p class=MsoNormal>Date______________<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Owning Department:_____________________________________________<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Department # ________________<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Department Contact:_____________________________________Ph :____________________<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>I confirm to Records Management and Archives that the computer hard drives and other electronic media sent for disposal under this transmittal either: <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><ul style='margin-top:0in' type=disc><li class=MsoNormal style='mso-list:l4 level1 lfo8'>Contain no University records, or<o:p></o:p></li></ul><p class=MsoNormal style='margin-left:.25in'><o:p> </o:p></p><ul style='margin-top:0in' type=disc><li class=MsoNormal style='mso-list:l4 level1 lfo8'>That any University records on the hard drives or other media have met or exceeded their University retention periods, or,<o:p></o:p></li></ul><p class=MsoNormal><o:p> </o:p></p><ul style='margin-top:0in' type=disc><li class=MsoNormal style='mso-list:l4 level1 lfo8'>That successful preservation measures have been taken to ensure University records and their native applications on the hard drives or media have been migrated to other computer hard drives or other miscellaneous storage areas/devices and will be maintained until their legal disposal date. <o:p></o:p></li></ul><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Number of Hard drives sent:___________<o:p></o:p></p><p class=MsoNormal>Other Media: Type ____________________ and # _______________<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Authorized Signature: ___________________________________<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal> Printed Name _______________________________<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal> Date: ______________________<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal style='margin-left:.25in'><o:p> </o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'><o:p> </o:p></span></p></div></body></html>