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Chapter 4: Records DispositionRecords disposition is the final phase in the life cycle of information. It normally involves two possibilities: Destruction, or Transfer to an archival facility for preservation. On rare occasions, the disposition may be to transfer to another State or Federal agency. The disposition of a records series is noted on the Records Retention/Disposition Authorization (RDA). See Chapter 3-Preparing the Records Schedule (RDA) for information on preparing an RDA. NOTE: It is the department's responsibility to obtain the proper authorization prior to proceeding with disposition; i.e. having an approved records schedule (RDA) on file with the Public Records and Forms Board. The Archives cannot provide verbal approval for the disposition of University records. Disposition of records should occur routinely in accordance with the provisions of the RDA. If the RDA states the records are to be retained 3 years from the date of the record and then destroyed, records disposal should occur promptly at the conclusion of the 3 year retention. This insures that file space will be used efficiently and lessens the possibility that active records which are needed for day-to-day operations do not become interfiled with records which have outlived their administrative usefulness. EXCEPTION for LITIGATION and OPEN RECORDS: If a request for information has been filed on the records under the open records law or the records are involved in litigation, physical destruction may NOT be carried out until all legal action has concluded. When the Disposition is "PHYSICAL DESTRUCTION"
When the Disposition is "PHYSICAL DESTRUCTION"1. When the final disposition of the records is DESTROY (See box #12 on the RDA form), and the records have been retained within your office area, it is appropriate to place the material in your building's recycling/trash receptacles. It is not necessary to notify the Archives or seek further authorization. The approved RDA is your authorization to destroy. As a general rule, all office paper can be recycled. There are some exceptions, but within the near future the vast bulk of office paper will be recyclable--and recycling of records is encouraged. Check the Recycling Guide on WiscINFO for further information about current recycling practices or contact the campus Environmental Management Coordinator, 265-3417. Special record media such as x-ray film and microfilm (silver negative copy) can also be recycled: the State Document Image Management Center can assist you in recycling them. Diazo film, a blue or blue-black film, is not recyclable at this writing. Diazo film is commonly used for producing duplicates of Computer Output Microfilm reports. 2. When the final disposition is DESTROY CONFIDENTIAL, special precautions must be taken to insure that the material is securely handled prior to and during the destruct process. Records marked confidential must not be placed in trash receptacles, which would permit access by those not authorized to view the information, nor in containers which would permit the material to be easily scattered, such as boxes or other containers without secure lids. In other words, the same precautions that were taken to protect access during the record's active life need to be extended to the inactive period and during the final disposition.
When the Disposition is "TRANSFER TO THE UNIVERSITY ARCHIVES"Records should be prepared for transfer using the same boxing and packing procedures as those outlined in the State Records Center Transfer Procedures section above. Paper "Inventory and Transmittal forms (UW A-1)" are available through the University Archives office. Transfer and inventory information can be sent to the Archives on 3.5" diskette. For a diskette containing a WordPerfect template of the transmittal/inventory form, contact the University Archives at 262-5629. Requirements: 1. The transmittal/inventory form must be completed using the form or template available from the University Archives office. The template has been set up to assist you in recording the inventory information. If submitted on diskette, the transmittal/inventory should be completed using Word Perfect. Use of the diskette allows the Archives to immediately add your office's transmittal/inventory information to our finding aids database, thereby making your records more readily accessible to your office and other researchers. Preparation of the transmittal/inventory electronically also allows your office to retain a copy of the inventory in a electronically searchable document. 2. The paper form or diskette must be sent to the Archives prior to records transfer. The Archives will verify the transfer information and then contact the office to make arrangements for physical transfer of the material. For more detailed information about this process, please see the UW Archives page on "Transferring Records to the Archives." University of Wisconsin--Madison Records Management Manual. HTML Version created 9/99 |