Record Destruction Authorization Procedure

Official record copies must be eligible for destruction prior to destroying. Records are eligible if they:

• Meet the Public Records Administrator’s minimum record retention requirement and any additional University retention requirement (see ” Record Retention Schedules“)
• No longer serve a business function
• Are NOT subject to any circumstances that may prohibit destruction

When meeting the above specifications, you may request authorization to destroy the records by downloading (fillable PDF), completing Form-RC-108, and submitting to Betsy Pittman as an email attachment.  Once approved, the final form will be returned to the Records Custodian indicated on the form. Unless there are any noted corrections, restrictions or destruction/litigation holds, promptly destroy the identified records after receipt of approved RC-108. Be sure to utilize a shredding service if the records are confidential or similarly protected.

The retention for completed RC-108/RC-140 is 25 years. If your office has original forms (printed with inked signature), please contact Betsy Pittman to transfer these forms for retention in the University Archives.

Tutorials

For additional help, view the “Disposing of Inactive Records” and “What is the Copy of Record?” tutorials at http://records.compliance.uconn.edu/tutorials/.

Reminder: Only the record copy must meet the minimum retention requirement and be approved for destruction. Duplicate copies and other non-records can be destroyed when no longer administratively useful unless such copies are subject to circumstances that may prohibit destruction.