Greetings,
We wanted to inform you about upcoming changes to the university’s confidential shred services from Garten (Eugene campus) and Access (Portland campus).
Starting November 1, all confidential shred bin services will move to an “as needed” or “on call” frequency and departments will be charged back for their use of confidential shredding services.
Why is this change happening?
This change reflects the university’s shift away from paper-based processes and its commitment to steward institutional financial resources more effectively.
What is confidential shredding?
- Confidential shredding is intended for paper records that contain confidential or personally identifiable information, like social security numbers, medical information, financial information, or anything classified as “amber” or “red” data in UO’s Data Security Classification.
- Your unit may have a gray Garten rolling bin/cart or a grey locked cabinet(or, in Portland, an Access bin) for this purpose.
Many papers don’t need to be shredded. Please use standard recycle bins for low-risk or “green” data, including but not limited to non-sensitive course or program information, non-sensitive research information, and directory information.
What are my options for confidential shredding?
Garten and Access will change all university pickup frequency to an “as needed” or “on call” basis starting November 1.
Units may choose to:
- Continue using vendor confidential shred services and provide an index for your unit to be charged back for its usage
o Coordinate with neighboring units to consolidate bins and share costs.
- Units may purchase a shredder and do their own shredding. You must use a P-4 or higher crosscut shredder for secure disposal. This option is only appropriate for infrequent or minimal usage. Please take into consideration the cost of staff time as time spent shredding can easily exceed the minimum pickup fee from the vendor.
What if our office wants to continue with confidential shred bin service?
· Please provide an index to Records Management by November 1 using this form.
For Eugene campus (Garten)
- To request a bin, schedule a pickup, or remove a bin:
- Email: eugeneshred@garten.org
- Phone: (541) 868-1550 ext. 3700
- Identify yourself as a UO unit/department
Pricing:
- $70 minimum per pickup (covers up to 184 lbs.)
- $0.38 per additional pound (up to 499 lbs.)
Schedule pickups when bins are ¾ full to stay within the minimum charge.
For Portland campus (Access)
If you are on the Portland campus, please contact records@uoregon.edu for pricing information.
What role will Records Management play?
We plan to:
- Continue to centrally manage UO contracts with Garten and other vendors.
- In coordination with FASS, charge back units via journal voucher for the Garten shredding services they use.
- Continue providing guidance about confidential shredding and appropriate destruction of confidential records.
Please let us know if you have any questions.
University Records Management
records@uoregon.edu
