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Department of Personnel & Administration Dot COLORADO STATE ARCHIVES CERTIFICATE OF RECORDS DISPOSAL Telephone (303) 8664900 Fax: (303) 8662229 To: STATE ARCHIVIST Colorado State Archives 1313 Sherman
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How to fill out a certificate of records disposal:

01
Start by obtaining the official certificate of records disposal form. This form may be available online or through your organization's records management department.
02
Fill out the header section of the form, providing your organization's name, department, and any other required information. Ensure that all the details are accurate and up to date.
03
Identify the records that you intend to dispose of. This may include physical files, digital files, or any other type of records that are no longer needed or relevant to your organization's operations.
04
List the specific records being disposed of by providing a description or reference number for each item. It is important to be as detailed as possible to ensure accuracy and clarity.
05
Indicate the reason for disposal. This could be due to records reaching their retention period, being duplicates, or becoming obsolete. Provide a brief explanation for each record being disposed of.
06
Sign and date the certificate of records disposal form. This signature should come from the person responsible for the records management in your department or organization.
07
Submit the completed form to the appropriate authority or department for approval and filing. Keep a copy for your records.

Who needs a certificate of records disposal?

01
Organizations that have a formal records management program in place typically require the use of a certificate of records disposal. This helps ensure proper documentation and accountability for records disposal activities.
02
Government agencies, educational institutions, healthcare organizations, and businesses in various industries may have specific regulations or legal requirements that mandate the use of a certificate of records disposal.
03
Records managers, archivists, or anyone responsible for overseeing the disposal of records within an organization are typically the individuals who need a certificate of records disposal. This document helps maintain a record of what records were disposed of and why, which is important for compliance and auditing purposes.
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The Certificate of Records Disposal is a form used to request authorization to dispose of official records that are no longer needed.
Government agencies and organizations are required to file a Certificate of Records Disposal.
The Certificate of Records Disposal must be completed with details about the records to be disposed of, including descriptions, dates, and reason for disposal.
The purpose of the Certificate of Records Disposal is to ensure that official records are disposed of properly and in compliance with regulations.
The Certificate of Records Disposal must include details about the records being disposed of, as well as the authorization for disposal.
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