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There must be an assigned destruction date for the records.The retention period mandated by the Arizona State Library commences after the most recent year of records stored in each box.For multiple boxes, number the boxes sequentially for each shipment to Surplus Property.

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Content or records series title and date range.

Leave about 1.5 inches of space in the box.

Fill the box tightly, but do not overfill it.

Once approved, ASU Surplus Property will be notified of the pickup request.

Complete the online Document Storage Request Form for each box of records. Once the online form has been completed, the University Archivist will review each request and follow up with the department.

Only use storage boxes from Staples - item number 33250.

Information on the types of documents stored and the length of time for storage can be found in PUR 205.įollow these guidelines when sending boxes to Document Storage as Surplus Property:

Document storageĪSU departments may send document storage to Surplus Property for temporary storage and secure destruction. Users may also access the AssetWorks training document.

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Training for the new ASU Surplus Property software is available in Career EDGE. AssetWorks approvers or data entry specialists will only have access to assets assigned to the Workday cost center they are approved for. Departmental AssetWorks users need to request and receive approval for one of the roles by the established Workday role provisioning process via ServiceNow. In AssetWorks, the cost center approver and user profiles are maintained by the nightly user and profile integration from Workday. To approve transfer requests, the user must have the cost center manager role in Workday. To submit transfer requests, the user must have the department data entry specialist - property control role in Workday.

Your department cost center manager must authorize all transfer requests.

Multiple items can be placed on each transfer request.

Items with a property control number must be placed on their own line.

University users will log in by clicking on the “Login Using SSO.” To send items to Surplus Property, departments must complete a transfer request on the access surplus webpage. Surplus Property disposes of excess university property through recycling, reuse by other university departments or public sale. Join the mailing list to receive reminders. Visit the online auction regularly. Auction items frequently change, with new items offered weekly.