Leaving your position at Tufts? Ensure day-to-day work can continue smoothly after your departure by using this checklist to identify, transfer, and preserve University records.
- Determine which records are “active” – still used by your office at least once a year – vs. “inactive.”
- Working with your supervisor, determine who should have access to active records and establish a plan to transfer access before your separation date. See TTS’ Leaving Tufts? guide for system-specific transfer instructions for Box, Outlook, and more.
- If you are the owner, administrator, or permissions manager for an electronic resource used by your office, assign that role to your supervisor (or their designee).
- Use the Records Retention Schedule to identify inactive records of “permanent” value to Tufts. Transfer them to the archives. Remember that the schedule applies to both paper and electronic records: content, not format, determines record retention.
- Use the Records Retention Schedule to identify inactive records that have reached the end of their retention period, and confidentially destroy them.
- Do not destroy records that are currently part of–or that you are aware are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy or contact University Counsel.
- Remember to turn in keys to any physical storage spaces and/or file cabinets.
- If you are the contact for your office’s Iron Mountain account (for offsite storage and/or shredding), assign that role to your supervisor (or their designee).
- Contact the University Records Manager with any questions or to request a consultation.