Application for Records Retention Form

This records retention intake form provides a structured way to capture what an organization keeps, for how long, and in what format. It asks for the content of the records (invoices, contracts, sales orders, bid documents, annual reviews), the retention period by record types, relevant legal regulations (SOX, HIPAA, PCI), media type (physical or electronic), search metadata, access requirements, estimated volume, and page or file size, followed by an authorized signature. Used by a records officer, it becomes the foundation of a records management program, linking records series to retention schedules and disposal.

By documenting record series titles and retention periods, the form supports retention schedule development, approval prior to destruction, and the authority to destroy records when the retention period expires. It aligns with records retention and disposition schedules, general schedules, and specific schedules, and helps ensure that records to be destroyed are covered by the schedule, reducing the risk of unauthorized disposal or unscheduled records. Many agencies map this intake to RC-1 (one-time disposal of obsolete records), RC-2 (records retention schedule), and RC-3 (certificate of records disposal) processes under statutes such as the Ohio Revised Code. It also supports the issuance of a certificate of records destruction or certificate of destruction form and disposition notification, and helps a records commission maintain a central file.

For public records and local government agencies, the form helps separate temporary records from permanent records, identify records of historical value, and plan transfer records to a state archives or state records center via records transmittal and archives transmittal form. It aids archives appraisal, archival records decisions, and coordination with a state archivist or records analyst. Court offices can connect the intake to a retention schedule for court records, closed records, and archived records while meeting records request needs such as a court records request form, certified copy, exemplified copy, apostille, and court authentication from a superior court clerk's office.

The media type prompts electronic imaging, digital imaging guidelines, guidelines for managing email, databases as public records, social media tip-sheet, and converting paper records to electronic planning, including microfilm, eye-readable backup, and American National Standards Institute considerations. It supports disaster preparedness, disaster preparation and recovery, handling damaged records, and coordination with records destruction vendors.

Use cases include state agency records setup, local government records retention compliance, retention schedule update when a retention schedule must be updated or supersedes previous versions, records transmittal to a state records center, and a disposal request form submission with disposal request approval. Organizations can also maintain a listserv for records management training and electronic records resources.

Proposal Kit can streamline this workflow with document assembly to produce records management forms, retention schedules, transmittals, and records request forms, automated line-item quoting for related services, an AI Writer to build supporting documents, and an extensive template library that is easy to use across your records scheduling and disposition needs.

Expanding on the intake form's value, organizations should start with a records inventory and a records series inventory that feeds a records retention schedule form. This supports records retention schedule development and an approval process that documents authorized destruction. Where RC and RM practices are used, teams often align one-time disposal of obsolete records (RC-1 form), the records retention schedule (RC-2 form), and the certificate of records disposal (RC-3 form), along with RM-25 form and RM-3 form steps that culminate in a certificate of records destruction (rm-3).

A records retention schedule must be updated on a routine cycle; many programs state a records retention schedule must be updated every 5 years, and that a retention schedule supersedes previous versions once retention schedule approval is granted. Throughout, records to be destroyed must be covered by a schedule, records kept under law need permanent maintenance of records, and the records commission should maintain a central file.

Clear roles matter. A records officer designation and responsibilities policy, supported by a records designation form, role designation form, and records officer/cardholder form, ensures accountability. A records management inventory form and a records series list help classify each temporary record and permanent record across the records lifecycle, improving records retention requirements compliance and readiness for audit and litigation.

Operations extend to the transmittal of records with a packing list, archives services, and the transfer of permanent records to a repository when records retention schedules have been issued. Agencies may use a request for reference service form and a records request system for closed, archived records. Court-oriented offices, including SCCO environments, handle judgment liens, divorce records, archived divorce cases, adoption records, and closed records; staff must know how to request court records via a judiciary electronic document system, applicable copy and authentication fees, and when plain copy, sealed copies, a superior court seal, exemplification, or legal citations are required. Programs should also plan for records damaged in a disaster and, when appropriate, use an electronic records conversion agreement.

Proposal Kit can help teams assemble this documentation: set-records retention schedule (rc-2), rc-1, rc-3, records designation forms, transmittals, and request forms, using document assembly, automated line-item quoting for services, an AI Writer to write supporting materials, and an extensive, easy-to-use template library that accelerates records management program setup and retention schedule approval.

Further strengthening the intake process, organizations should publish a concise glossary of records management key terms so staff can classify materials consistently and avoid ambiguity in audits. Establish governance that requires periodic review-your records schedule must be updated whenever laws, systems, or business processes change, not just at cycle end. Use a formal gate for records retention schedule approval so business owners, legal, and the records officer sign off before implementation.

For end-of-life, require teams to submit disposal form packets that document the authorized disposal of records, ensuring the records to be destroyed match the approved schedule and that the chain-of-custody is clear. Identify exceptions early: some records retained permanently should be flagged for archival transfer and ongoing preservation controls.

Clarity in roles accelerates compliance. Assign records designation roles coordinators within each department to liaise with the records officer, monitor local inventories, and shepherd requests through the approval workflow. This reduces cycle time, prevents hold violations, and improves defensibility during discovery and audits. Proposal Kit can support these governance practices by assembling the required forms, approval summaries, and role documentation quickly, using its template library, AI Writer for supporting materials, and line-item quoting for related services, helping teams maintain accurate schedules and consistent disposition documentation.

Writing the Application for Records Retention Form document

Application for Records Retention Form

Describe the content of the records to be stored such as: Invoices, Contracts, Sales Orders, Bid Documents, Annual Review, etc. List Record Types Retention: ( i.e. 3, 7, 10 year) Legal Regulations. SOX, HIPPA, PCI, etc. Media Type: (Physical or Electronic) Search Metadata Access Requirements Estimated Volume.

Pages or file size. PRINTED NAME AUTHORIZED SIGNATURE DATE.