Record Disposition Log is necessary for both records that have been designated as archival records and for records that have been approved for destruction per the Retention Schedule.
If a record is being sent to the archives for preservation, then it is necessary only to record this in the Disposition Log.
If a record has been approved for destruction, then it has to be recorded in both the Disposition log and in the Destruction Form.
You must sent the completed original Disposition Form to the University Records Officer, Tasmina A. Quddus and retain a copy of the form in the department for future reference.
Instructions for Completing Record Disposition Log:
Step 1. Enter the Records Series Title from Field 6 of the TAMU Records Retention Schedule.
Step 2. Enter the total retention period from Field 7 of the Retention Schedule.
Step 3. Enter the beginning and ending dates of the records.
Step 4. Indicate the appropriate method of final disposition:
A - Archives (Archival Code in Field 9 of the Retention Schedule)
E -- Erase magnetic media and reuse.
R -- Recycle.
S -- Shred (Security Code in Field 8 of the Retention Schedule is "C")*
T -- Toss for trash pick-up.
*ALL CONFIDENTIAL RECORDS MUST BE SHREDDED OR OTHERWISE RENDERED UNREADABLE.
Step 5. The Department Head authorizing disposition of the records series signs the log.
Step 6. After the log is completed and the signature authorizing disposition has been obtained, dispose of the records as approved. Enter the volume of the records either in cubic feet or in number of boxes, and the actual date of records disposition.
Step 7. A copy of the records disposition log is maintained in the department and the original is forwarded to Tasmina Quddus at A.I. Thomas Building, Room 017. For assistance contact Tasmina Quddus at 936-261-2154.
Once the records have met their retention period and have been approved for destruction, Record Destruction Form must be completed and signed by authorized personnel.
The record Destruction form is necessary to record the destruction process as evidence of lawful destruction.
This form documents the destruction of public records in accordance with the system regulations 61.99.01and the Texas Government Code§441.180.
It is important that you ensure that once the destruction takes place, the completed destruction forms are forwarded to the University Records Officer, Tasmina Quddus and copies of the completed forms are maintained at the department.
Instructions for filling out the Record Destruction Form:
Fill in your department name, address, and phone number, the date, and the total number of boxes to be destroyed.
Place a unique number on each box and write that same number in the User Box # column.
Locate a description of your records in the current TAMUS Records Retention Schedule and enter the Agency Item Number(s) (RRS field #5) that corresponds with the records series in the column labeled Retention Schedule Agency Item # of the form. If you are unsure what type of records you have, please call 936-261-2154 for assistance.
Enter the description of the box contents in the Description column. The description can include the Retention Schedule description or your own specific document description.
Fill in the inclusive dates of the records box. Please include month and year.
The Department Records Coordinator and the Department Head must sign the form.
Must forward the original of the Records Destruction form to University’s Records Officer Tasmina A. Quddus at Alvin I. Thomas Building, Room # 17. The department Records Coordinator should keep a copy of the original in the department for reference.
