When records held in storage by the Records Center
have fulfilled their minimum legal retention period, the Records Center
notifies the department (once a year). The Records Center does not destroy
departmental records without approval by the department.
Disposal of Records
Disposal of records held in storage in the Records
Center occurs yearly. Before records are destroyed a Notice of Destruction
Memorandum" with an attached inventory listing is sent to the origniating
department. This notice will be forwarded to the department when records
have reached their legal destruction date. Disposal is confidential and
permanent.
Records will be destroyed only under the following circumstances:
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According to approved retention guidelines
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After responsible department/official returns a signed destruction notice approving destruction
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Under the direction and guidance of the Director of Archives and Records Management
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All records are removed from the storage area by Equipment Transport personnel
and destroyed in a confidential and safe manner.
Permanent records of all boxes destroyed are on file with the Director of Archives and Records Management.
Some records may require longer retention than is scheduled due to unforeseen circumstances: i.e.,
pending litigation, research, or audit. The department should extend the date on the line provided
next to the records, sign the form, and return it promptly to the Director of the records center.
