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It’s time for Spring Cleaning
It’s never too soon to start spring cleaning, and this year, we’ve got a reason to start early. The State Fire Marshal’s Office is inspecting every health science center campus in the state, and will visit the UNT Health Science Center for the first time on May 12. To prepare, please ensure that our work and storage areas are unobstructed and safe. But don’t wait! Members of the executive team will conduct “walk-throughs” between March 25 and April 15 to make sure we are ready for inspection. Spring cleaning also will give us an opportunity to clear out areas that could be used for additional office space.
To prepare office for the Fire Marshal’s inspection, visit the HSC Safety Office Web site for fire safety information.
To reduce fire hazards and create additional space, cut down on files stored in your office. But, don’t just throw them away. The State of Texas has strict rules about what should be saved and how long to save it. Check the Health Science Center’s Records Management Policies and Procedures to find out what is ready for the shredder and what should be stored. These guidelines apply to electronic records, as well.
To help cut down on the stored files in your office:
- Move them to offsite storage – If you need to keep files but don’t access them often, Records Management can help you move them to offsite storage. It’s actually cheaper; it frees up office space; and it cuts down on the fire hazard. Records are inventoried for easy access. Storage boxes are available from Records Management.
- Make them electronic – Records Management’s imaging services can scan many documents. Scanning documents cuts down on storage space and makes them easily accessible.
- Shred them – If it’s time to get rid of files, and/or they should be destroyed, Records management can help you shred large amounts of files and document the process for state reporting purposes.
- Recycle them – If the files aren’t vital or confidential, recycle them.
Several Records and Information Management training sessions are scheduled to help facilitate Spring Cleaning. Sessions are open to all employees. Call ext. 0173 to reserve a seat. All sessions will be held in LIB 110/ Mini-auditorium. Contact Steve Woodall, director of records management, if you have any question.
Scheduled Sessions
Feb. 27
2:00 - 4:00 pm
March 3
9:00 -11:00 am
March 19
2:00 - 4:00 pm
April 2
8:30 -10:30 am 