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Disposition: Figure 1: Overview

This document outlines the process for disposing of information stored in the University's filing system. It provides guidance on identifying the owner of folders containing information, determining if information can be destroyed, and confirming disposal at the scheduled disposition event. The key steps are to identify the folder owner, check if information falls under destroyable categories like drafts, identify the retention period, and confirm final disposal with the Central Records Registry.

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Rochelle Ayad
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16 views4 pages

Disposition: Figure 1: Overview

This document outlines the process for disposing of information stored in the University's filing system. It provides guidance on identifying the owner of folders containing information, determining if information can be destroyed, and confirming disposal at the scheduled disposition event. The key steps are to identify the folder owner, check if information falls under destroyable categories like drafts, identify the retention period, and confirm final disposal with the Central Records Registry.

Uploaded by

Rochelle Ayad
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Disposition

Overview
1. This document sets out what you should do if you want to dispose of information
filed in the AAPS filing system.
2. Disposition refers to the actions that are taken when records are no longer
needed to support on-going activities. For Policy and Planning, disposition
actions are either destroy or transfer to archive.
3. Figure 1 gives an overview of the process. The process is then described in
greater detail in the remainder of this document.
Want to dispose of
information filed in
the filing system

Don't know

Who is the owner


of the folder that
contains the
information?

Contact the CRR

Someone else
You

Is the information
on the list of
material that may
be destroyed by
folder owners?

See Table 1 for


methods of
destruction

Yes

No

Do you know the


retention period
for the folder?

No

Contact the CRR

Yes

Is this retention
period still
appropriate?

No

What changes are


required?

Yes
Confirm disposal
at next disposition
event

Figure 1: Overview

Identify the owner of the folder (step 1)


4. Only folder owners can authorise the destruction of a folder.

-1-

5. If you do not know who is the folder owner ask the Central Records Registry
(CRR), recordsmanagement@ed.ac.uk. You will need to know the folder title and
reference number.
6. If you are the folder owner, go to step 2.
7. If you are not the folder owner you do not have the authority to destroy
information in the folder. If you feel that there is a good reason why the
information should be destroyed contact the CRR explaining what you think
should be destroyed and why. The CRR will contact the folder owner to discuss
whether this is appropriate.
Destroying drafts and working papers (step 2)
8. Does the information you wish to destroy fall into any of the following categories:
a. A superseded draft document in an electronic folder? For example an earlier
draft of a policy that has now been finalised.
b. An earlier version of an electronic document? For example an earlier version
of internal procedures.
c. Working notes placed on a folder to help you as you work on the activity, but
not needed to be kept? For example as you work on an activity you might add
a to do list to the folder to help you know where you have got up to.
d. A duplicate of a document already on the folder? For example a photocopy of
a circular letter when the original is already on the folder.
e. Draft minutes or hand written notes from a meeting when the minutes have
been written up and approved?
9. If so, go to step 3 for the procedures on destroying this type of information.
10. If the information you wish to destroy does not fall into these categories go to step
4.
11. Please do not weed folders except in these limited cases; weeding is not an
effective use of your time.
Destroying information (step 3)
12. If you are the folder owner and if the information you wish to destroy falls into one
of the categories in paragraph 7 you may destroy it using the appropriate
destruction method detailed in table 1 below.
Table 1: Destroying information

Type of material
Sensitive paper documents
Non-sensitive paper documents
Electronic documents on shared drives
Electronic documents on CD, floppy
disk or memory stick
-2-

Destruction method
Use the shredder on the 3rd floor
Place in the paper recycling bins
Delete the document and empty the
deleted items folder / recycle bin
Delete the document and (if required)
reuse the storage device. Physically

destroy the storage device at the end


of its active life, for guidance on how to
do so, contact MIS.

Identify the retention period (step 4)


13. Check the retention period, if you do not know what it is, ask the CRR,
recordsmanagement@ed.ac.uk.
14. If the current period is still appropriate go to paragraph 15 for details of what you
will be asked to do when the folder is due for destruction. Otherwise consider
what changes you would like to make.
15. To work out what changes are required to a retention period consult the retention
scheduling guidance
(http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/RMprojects/PP/Reten
tionSchedules/RetentionSchedules.htm). Consider whether a different retention
period, trigger event or disposal action is required. When you have decided what
changes you want to make contact the CRR, recordsmanagement@ed.ac.uk.
Folders due for disposition
16. When a folder has reached the end of its retention period and is due for
disposition the CRR will contact the folder owner to confirm that the folder can be
destroyed or transferred to the University Archive. The CRR will implement
disposition actions once a year. Shortly before each disposition event the CRR
will contact folder owners with a list of their folders which are due for
destruction/transfer to archive. The annual disposition event will usually take
place in September. This means that we will contact folder owners in July.
17. When you receive the list you should check through it and ask yourself:
a. Are you still the folder owner, i.e. the person responsible for the activity
recorded on the folder? If not who is?
b. Are you happy for the retention recommendations to be implemented?
c. Is there any reason why any of the folders should be kept longer? If so why?
d. Do you think anyone else should be consulted regarding the disposition of the
folders? For example is there someone else who has a responsibility for or
involvement in the folder activity? If so who?
18. Once you have checked through the list return it to the CRR. For each folder
confirm that you are the folder owner, or say who the current folder owner is. If
you are the folder owner
a. Confirm that the disposition action can be implemented, or
b. Explain why the disposition action should not yet be implemented and
recommend a new retention period (for guidance see the procedures for
identifying retention periods
http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/RMprojects/AAPS/
RetentionSchedules/RetentionSchedules.htm), and
c. Tell the CRR if anyone else needs to be consulted.
-3-

Anne Thompson
February 2006

-4-

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