Records Disposition Log

This simple disposition tracking tool documents how an organization lawfully retires information. It captures the Department/Records Owner, a Witness, the record series or category and description, the disposition method, the disposition date, the person Authorized By, and the Certificate of Destruction. Used with a records retention schedule, it provides a clear paper trail from retention period through final disposition.

Teams align each record series with the records retention schedule (RRS), noting retention time and retention requirements met before disposal. Many organizations map retention codes such as FE (fiscal year end), CE (calendar year end), and AC (event-based retention) to determine a disposition date. For example, calendar end plus 5 years or fiscal end retention after the fiscal year example closes.

Where an AC event code applies, staff wait for the triggering event to conclude. The records manager, records management coordinator, or records administrator then confirms the record series title and agency series number or agency identification number against the certified retention schedule.

The disposition instructions section supports a clear method for disposal: destroy records, shred confidential information, recycle trash, transfer to archives, or off-site storage retrieval. Some records require archival review or archives transfer for permanent preservation; others are archival records that go to university archives for archives preservation. When archival review is required, staff may flag the entry for archive review and transfer it to the university archives rather than disposing of it.

A records management officer oversees the approval process, ensuring an authorized signature, a disposition log signature, and that records eligible for disposition are correctly handled. If records are stored with Iron Mountain storage or other off-site storage, include the date span, record dates entry, and any digital records measurement or volume measurement.

Good practice considers legal holds and risk: retain for full retention to cover an audit or claim, negotiation, audit claim, administrative review, or open records request under open records law. Keep a departmental copy of the final disposition log; many policies require retaining logs for 10 years or retaining final signed logs for ten years, but not past 10 years. Distinguish master copy from convenience copies and non-records, and ensure convenience copy disposal follows university records management policy or state records guidance.

Universities may reference the Texas State Library and Archives Commission and Texas Government Code 441. 187; agencies may use training information, ethics and compliance training, and records management basics training or workshops to teach how to fill out the log, submit the form, scan and submit, wait for approval, and then dispose of records using the approved method for disposal. When archival records are identified, use archival transfer forms and the archives contact form, and follow the records disposition workflow through the FDL approval process. Use the records retention disposition log for records eligible for destruction and document the final disposition log outcome.

Use cases include: clearing departmental personnel records after the RRS shows FE or CE retention codes have matured; routing a research project's master copy for archival review with an archive code O or I; or purging convenience copies from off-site storage after a retention schedule update or RRS changes.

Proposal Kit helps teams assemble this documentation efficiently. Its document assembly and extensive template library streamline records disposal procedures, its automated line-item quoting supports related service estimates, and its AI Writer can build supporting documents like training and workshops or how-to guides, helping you implement an easy-to-use, compliant records disposition process.

Expanding on the core idea, the form's fields drive consistent records disposition steps 1-7: confirm the department name and ID; identify the record copy and dates of records; match the series to a retention schedule certified and approved and re-certified; apply university retention codes and retain schedule codes FE CE; set disposition dates using fiscal year FE, calendar year CE, or calendar end plus years; route for authorization; and document the method (secure shredding, recycling, or archiving materials). Only staff authorized to dispose should sign, ensuring the records retention policy and university policy are met. Note whether records are eligible for disposal or if an archives review is required. If a university archives review is needed, use an archive review flag A and note any archive code, so university archives staff can assess permanent value.

Include the RRS acronym, the RRS agency identification number, and any RRS revision map reference so the retention timeline is traceable even after RRS changes. Many teams keep a departmental copy retention rule: the department keeps a copy of the final log, but retains logs not past 10 years. When using off-site storage, include volume, disposition method, and disposition dates.

Maintain a clear link to the retained master copy schedule so convenience copies can follow later. For exceptions, contact the records office staff for guidance or records management training. If you need to start fresh, a blank disposition form or blank records disposition form helps standardize how the rrd log is captured, and it makes it easy to submit the form when records are eligible for disposal.

Proposal Kit supports this workflow by helping teams assemble a compliant packet: generate a tailored blank disposition form, reference the retention schedule, and include steps and training aids. Its document assembly, extensive template library, automated line-item quoting, and AI Writer for how-to content make it easier to align with policy, complete approvals, and produce a clean audit trail without slowing down daily operations.

Add a governance checkpoint before any disposal action. When staff view the records disposition log form, require them to verify that dates of records are complete and accurate, fee codes and any event-based triggers are applied consistently, and privacy classifications are correct. Supervisors can then spot-check batches grouped by fe ce codes to validate disposition dates against fiscal or calendar cycles and confirm the selected method aligns with sensitivity and business needs.

Set explicit eligibility criteria to remove ambiguity. Records eligible for disposal must have met their retention period, cleared all administrative reviews and holds, and received the appropriate approvals and authorized signatures. Confirm the record copy is accounted for and that any convenience copies are scheduled for follow-on disposal. Schedule routine windows for action, such as quarterly or post-closing cycles, so teams can stage secure shredding or archival transfer efficiently, minimize disruptions, and keep workloads predictable.

How to write my Records Disposition Log document