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RECORDS
RETENTION
AND
DISPOSAL GUIDE May 2016INTRODUCTIONThis records retention guide has been prepared to assist municipal administrators in
making decisions regarding the retention and disposal
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How to fill out records disposal and retention
How to fill out records disposal and retention
01
Determine the type of records that need to be disposed of and their retention period.
02
Gather all the relevant records that are no longer needed.
03
Sort the records based on their type and retention period.
04
Review and verify the retention period of each record based on legal requirements and organizational policies.
05
Designate a disposal method for each record, such as shredding, deleting electronically, or transferring physical records to an off-site storage facility.
06
Create a records disposal and retention schedule, indicating the disposal method and retention period for each type of record.
07
Obtain necessary approvals from authorized personnel or departments before disposing of any records.
08
Execute the disposal process as per the established schedule and method.
09
Maintain proper documentation and records of the disposal process for auditing and legal purposes.
Who needs records disposal and retention?
01
Records disposal and retention is needed by organizations and businesses of all sizes.
02
Government agencies, healthcare providers, financial institutions, and legal firms have legal obligations to maintain and dispose of records properly.
03
Records disposal and retention also benefits any organization striving for efficient document management, risk mitigation, and compliance with regulatory requirements.
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What is records disposal and retention?
Records disposal and retention refers to the process of managing and storing documents for a specific period of time before they are properly destroyed.
Who is required to file records disposal and retention?
All businesses and organizations are required to file records disposal and retention in order to comply with legal and regulatory requirements.
How to fill out records disposal and retention?
Records disposal and retention forms can be filled out manually or electronically, with detailed information about the documents being disposed of or retained.
What is the purpose of records disposal and retention?
The purpose of records disposal and retention is to ensure that important documents are securely stored and maintained for a specified period of time, and then appropriately disposed of when no longer needed.
What information must be reported on records disposal and retention?
Information such as the type of documents being disposed of or retained, the date of disposal or retention, and the reason for the action must be reported on records disposal and retention forms.
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