Disposition

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Disposition pertains to what you do with a record once its retention period has expired.

Benefits of regular disposition:

  • Reduces clutter in filing cabinets and computer drives/servers.
  • Reduces legal liability by ensuring destruction of records in accordance with the law.
  • Ensures the University’s historical record and organizational memory are preserved in the Archives.
  • Keeps employees familiar with records held in the office and encourages better recordkeeping and information sharing.

Once a record’s retention period has expired, the record can be disposed of in one of two ways: archival transfer or destruction. In order to determine which records should be destroyed or transferred to the Archives, consult the Victoria University Records Schedule.

Archival Transfer

Records of permanent value—whether accountability, organizational or historical value—can be transferred to the Victoria University Archives. The Archives is responsible for acquiring, preserving, describing and providing access to University records.

Procedures for transferring archival records:

  1. Contact the Archives: Let us know what kinds of records you have (including date ranges) and when you'd like to transfer them.
  2. Box the records, in the order in which they were kept in the office, and number the boxes.
  3. Fill out the box list using the template and according to the instructions.
  4. Send the box list to the Archives for review.
  5. The Archives will arrange to have the records transferred at a mutually convenient time and send you a letter of acknowledgment to keep in your files.

Destruction

Records with no archival value can be destroyed. If you are unsure, consult the Victoria University Records Schedule and/or the Records Manager.

Procedures for destroying records:

  1. Destroy records: Care should be taken to destroy records confidentially. This involves shredding paper records and deleting electronic files.
  2. Document destruction: Keep a list of what records you have destroyed, especially in the case of records containing personal information. Keep this list together with any shredding receipts or other proof of destruction. File these in the “records management” section of your filing system.

Important: Records should not be destroyed—even if the retention period has expired—if they pertain to:

  • an ongoing or reasonably anticipated investigation, legal action or proceeding
  • audit
  • program review

Last updated: August 11, 2014

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