Disposal of Records

To dispose of records that have met their retention period, you will need to know the archival review requirements for each record type. The UTRRS lists which records require archival review before they are destroyed. If your records do not require archival review, use Form A. If your records require archival review, use Form B. Please note that the current versions of the forms on this web site are the only versions that will be accepted for disposal purposes.

CAUTION: If any litigation, claim, negotiation, audit, open records request, administrative review, or other action involving a record in this schedule has been initiated before the expiration of the retention period, the record must be retained until the completion of the action and the resolution of all issues that arise from it.

Before you submit the form, please check the following:

1. Do you know which disposal form to use? If no archival review is required, use Form A. If archival review is required, use Form B. Instructions for completing the form are contained in each PDF.
   
   
2. Did you include the record dates (in mm/yy formats) including month and year, and the retention period (ex. FE+3) for all record types?
   
   
3. Has the retention period been met?
   Please do NOT submit a form until the retention period has been met for all records on the form, or it will be returned to you. The Quick Reference Guide may help you determine whether a record has met it's retention period.
   
   Note: The record destruction date needs to be determined by the LATEST date of a record series.
   
   
4. Note that the form has a continuation page. List additional records on the continuation page. You may attach as many continuation pages as you need. Please do not submit worksheets or other addenda as they will not be accepted.
   
   
5. Do you have the necessary two signatures from your department? The request needs to be signed by the preparer AND a person with approval status such as a director or dean. Transitory Information may be destroyed without approval.
   
   
6. Fax the completed form to Records Management Services at 232-1492.
   
   
7. Wait for a copy of the approved Disposal Form to be sent back to you before disposing of the records.
   
   
8. After the records have been disposed of, note the date of disposition on your copy of the Disposal Form and fax it to Records Management Services.

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