Records Disposition Log

This records disposal log documents how an organization destroys or transfers records after their retention period ends. It creates a clear audit trail that shows who owned the records, what was destroyed, when it happened, how it was done, and who approved it. It reduces risk, supports compliance, and proves that only the correct files were removed while the official record copy was retained until policy allowed disposal.

The form's fields guide a consistent process. The Department or Records Owner identifies the business unit responsible. A Witness confirms the event.

The Records Series or Category and the Records Description match the files to an approved retention schedule. Disposition Methods capture how destruction occurred, such as shredding, pulping, or secure digital deletion. The Disposition Date shows timing. The Authorized By line confirms management approval. A Certificate of Destruction provides final evidence that the records were handled as planned.

Good governance treats the record copy differently from convenience copies. The record copy must be retained for the full, approved retention period. Convenience copies, created to help day-to-day work, can often be removed sooner.

In practice, the records owner should seek assistance from the records manager to confirm which items are the official versions and what must be retained. This is especially important for university records, where academic, financial, and research files follow formal schedules and privacy rules set by the university and applicable law.

Typical use cases include a university registrar's pitching of graduation lists after the approved retention period, with IT providing a Certificate of Destruction for digital files. A finance department may destroy paid invoices by cross-cut shredding after the year-end retention ends, with a supervisor as a Witness. An HR team might purge obsolete hiring packets, ensuring the record copy of employment contracts is retained while convenience copies are removed. An IT group can document the secure wiping of backup media when systems are decommissioned.

Proposal Kit can help teams assemble this log and related policies quickly. Its document assembly and extensive template library streamline building procedures, while the AI Writer can write supporting documents like instructions and checklists. Automated line-item quoting can also help scope services for records management projects. These tools make it easier to produce consistent, usable documentation.

Beyond documenting what was destroyed and when, a well-run disposition program delivers measurable business value. It cuts storage costs, reduces breach exposure, and proves defensible disposition if questions arise later. Build controls into the process: verify no legal hold applies before disposal, maintain a chain of custody from records owner to vendor, and separate duties so the person authorizing destruction is not the same as the person performing it. Track metrics such as volumes processed, exceptions, and cycle time to show continuous improvement and audit readiness.

Clarify the system of record for each series so the record copy is retained for the full, approved retention period while convenience copies are removed earlier. In hybrid environments, map paper folders, shared drives, cloud repositories, and backups should be on the same schedule to prevent orphaned files. Capture event-based triggers, such as contract termination or student graduation, so that disposition starts on time. If using third-party shredding or data wiping, attach the vendor's Certificate of Destruction and document the method used.

For university records, common situations include grant closeouts, lab decommissioning, registrar archive migrations, and faculty departures. Each benefits from assistance by the records manager to confirm which artifacts are the official versions, what must be retained, and what can be purged. The same approach helps corporate departments during office moves, mergers, system replacements, or scheduled cleanup days.

Proposal Kit can accelerate this work by assembling consistent forms and companion materials in one pass. Teams can generate the log, standard operating procedures, roles and responsibilities, checklists, and instructions with its extensive template library. The AI Writer can write supporting documents and training handouts tailored to your retention schedule.

Automated line-item quoting helps estimate vendor services such as off-site shredding, digitization, and records management consulting. Together, these tools make it easier to operationalize an approved retention program and document that each record copy was handled properly while convenience copies were removed at the right time.

Strengthen the program by establishing governance routines and data quality standards. Review the approved retention schedule on a set cadence to reflect new regulations, systems, and business processes. Build a records inventory with consistent metadata so each series is clearly mapped to its system of record, making it easier to identify the record copy and remove convenience copies on time. Maintain a centralized repository for Certificates of Destruction and supporting evidence, indexed by department and series, so audits and eDiscovery responses are faster and narrower.

Define an exceptions workflow for moratoriums, investigations, or audits so items are temporarily retained without stalling routine disposition. Coordinate with IT to align application settings, backup retention, and cloud lifecycle policies to the same schedule, including during system decommissioning. Use risk-based prioritization to focus early efforts on high-volume or sensitive categories such as HR, finance, or university records.

Communicate roles with a simple RACI, and deliver short, role-based training for records owners, witnesses, and approvers. Track KPIs like percentage of series with current instructions, exception rate, and time from trigger to disposition to demonstrate maturity.

For university units, plan onboarding checklists for new labs or programs so retention starts correctly, and develop a standardized exit process for faculty or project closeout with clear ownership transfer and assistance from the records manager. These steps improve privacy, cut storage costs, and reduce breach and litigation risk while ensuring necessary information is retained and discoverable.

Proposal Kit can support this discipline by assembling cohesive packets: the log, series-specific instructions, training handouts, RACIs, and communications. Its AI Writer can write tailored guidance and FAQs, while automated line-item quoting helps budget vendor services and internal effort. This makes it easier to operationalize retention at scale across departments.

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