Records Disposition

How to Request Approval for Records Disposition

  • Click the Submit a Request button to the right to submit a Records Disposition Request.
  • Submit a separate request for each record series.
  • If a single record series includes both physical and digital material, submit a separate request for each format.
  • Requests must be submitted by staff or faculty. We are unable to approve requests submitted by student employees.

 

When Can You Dispose of Records?

Records must reach the end of their retention period before they are eligible for disposition. Refer to the Records Retention Schedule for retention and disposition requirements.

Do not dispose of any record if it is subject to a legal action, open records request, audit, negotiation, claim, administrative review, or if you have been notified of a records hold. Wait until the action is fully resolved and the retention period has expired before requesting disposition.

 

What Will You Need to Complete the Records Disposition Request?

Have the following information available when completing a Records Disposition Request:

  • Name of the department or unit who created and/or maintained the records
  • Records series item number and title from the Records Retention Schedule
  • Archival code from the Records Retention Schedule, if applicable
  • Start and end dates of the records being submitted for disposition
  • Type (physical or digital) and volume (linear feet or digital file size in MB)
  • Proposed disposition method (shred/recycle/delete/archives transfer/other)

 

General Rules

  1. When in doubt, treat it as a record!

    • Unsure if it's a record or just a copy? Treat it as a record and proceed accordingly.

  2.  Defer to the longest retention period.

    • If a record fits multiple series or requirements, use the longest retention period.

  3. Group similar records.

    • Submit one request per series and format (physical/digital). List inclusive start and end dates for the overall grouping of records in the request, no need to break records out by semester, year, or other category.