Authorization for Records Destruction Form

This records destruction request form is a structured way to document the disposition of business information. It asks the requester to describe the content of records, specify record types and retention requirements, identify media (paper records, computer tapes, hard drives), and note whether items are physical or electronic. It also captures volume, the chosen disposition method, such as shred or delete, and a disposition date.

The certification confirms there is no legal hold, the records are past the retention schedule, and audits are complete. In short, it is a practical records disposition request form that helps document the disposition and control the disposal of records.

Organizations use such a request form to manage public records and confidential records, including restricted and sensitive documents and non-confidential documents. The form supports decisions about archival value and disposal eligibility, including whether an archival transfer to university archives is needed for a permanent record or long-term record. In higher education, a requester might work with a university records manager, a records management librarian, and archival personnel such as a university archivist.

These roles help evaluate provenance of records, transfer to archives when appropriate, and ensure alignment with rules like the Florida Administrative Code, including chapter 1b-24. 003 on records scheduling and disposition, and chapter 1b-26. 003 on electronic records, without providing legal advice.

Digital workflows often include scan & destroy strategies. When records are scanned and converted, the form provides a checkpoint to verify minimum scanning requirements, format readability, and that paper originals may be destroyed only after confirming that the disposition of original records is permitted. It can also prompt teams to ensure data is purged, including backups, and that backup purging aligns with retention of 10 years or other schedules.

Operations teams can use the form to arrange document destruction services. Depending on sensitivity, disposal services might be on-premise destruction or local off-premise options such as high-volume shredding and weekly pickup by vendors like Shred-it, with a special pickup form if needed. Facilities services or procurement services often assist in arranging shredding or off-premise destruction. Some schedules allow retention until obsolete, superseded, or administrative value is lost, in which case a request for disposal is not required.

Proposal Kit can streamline building these records disposal documents through document assembly, an extensive template library, and an AI Writer that can write supporting policies, procedures, and forms. Teams can also use automated line-item quoting to estimate archival transfer or destruction service costs, improving ease of use for routine records management.

Additional considerations strengthen the business case for this records disposal process. The form can act as a gate for arranging destruction services, requiring requesters to flag sensitive material, identify original paper records versus digital copies, and submit supporting documentation such as retention citations or vendor certificates. For universities, routing rules can direct permanent or long-term content to the University of Florida Archives or Health Science Center Archives, while routine paper materials go to shredding.

Decisions about archival transfer versus records disposal may occur at the discretion of the university records manager, guided by archival value, provenance, and format readability. Clear instructions also help units confirm that scanned and converted files meet minimum scanning requirements before authorizing destruction of the original paper records.

Use cases include a college department closing out grant files after the retention of 10 years, a clinic pitching of non-confidential documents once administrative value is lost, or an IT team documenting backup purging for obsolete computer tapes and hard drives. Facilities and procurement can coordinate on-premise or local off-premise solutions, while the requester tracks the disposition date and the disposition method to document the disposition.

Proposal Kit can simplify work by assembling consistent request forms and checklists, capturing fields for archival transfer decisions, approvals, and supporting evidence. Teams can use automated line-item quoting to estimate costs for on-premise shredding or off-premise destruction, and the AI Writer can produce companion procedures that outline records transfer steps to university archives. An extensive template library and ease of use help organizations standardize records management documentation while reducing effort and risk.

Beyond compliance, this disposition request can improve governance and reduce risk. Treat the request form as a control point to verify disposal eligibility before any disposal of records proceeds. Require business units to submit supporting documentation showing retention requirements, legal hold checks, and audit completion.

For digitized files, add a brief quality review step to confirm that scanned and converted images are indexable, meet minimum scanning requirements, and support format readability for a long-term record when needed. For IT assets like hard drives and computer tapes, note the sanitization method and ensure backups are purged, including backups per schedule. Maintain chain-of-custody notes for on-premise destruction versus off-premise destruction, especially for restricted and sensitive documents and confidential records, and keep vendor certificates with the records destruction request to document the disposition.

Operationally, clarify triggers such as contract closeout, project completion, or retain until obsolete, superseded, or administrative value is lost. For paper materials and paper originals, define when the disposition of original records is allowed after a scan & destroy workflow. In higher education, some series may route to archival transfer under the discretion of the university records manager, with referrals to archival personnel, the university archivist, the university archives, the University of Florida Archives, or Health Science Center Archives when a permanent record or provenance of records warrants it.

For routine records disposal, standardize arranging destruction services, high-volume shredding, weekly pickup, or a special pickup form, with Facilities Services or Procurement Services coordinating shredding and local off-premise options. Capture volumes to support budgeting and use cost estimates to plan document destruction services.

How do you write a Authorization for Records Destruction Form document?

Authorization for Records Destruction Form

Describe the content of the records to be destroyed such as: Invoices, Contracts, Sales Orders, Bid Documents, Annual Review, etc. List Record Types Retention: (i.e. 3, 7, 10 year) Media Type. Physical or Electronic: Volume (pages or file size) Disposition Method.

(Shred, Delete, etc) Disposition Date 1. I certify that no legal hold has been placed on the records listed above and that they are past the retention period specified by the Company Name Retention Schedule and that all regulatory audits have been reviewed.