As many of you are already aware, certain state agency offices use the State Records Center storage facilities to store their semi-current records. State agency retention and disposition schedules determine which records come to us for storage. They also delineate when the records have completed their full retention period and can be destroyed. When records have met their retention requirements, we create and distribute to the Chief Records Officers (CROs) for each agency a form entitled the Notice of Destruction of Records (Form 23X). This form includes a detailed listing of the records which are eligible for destruction with space for the agency to sign in agreement that the records have no further purpose for the agency. When an agency representative signs this form they are concurring (are in agreement) that we can destroy the records. Agency personnel also have the option to request that they records be retained longer because the agency still needs the records to fulfill their mission then they will sign non-concurrence and the records will remain stored in the records center.
It is that time a year again when new Notices of Destruction of Records (Forms 23X) are being distributed to CROs. The records management analysts have been sending the notices out this week. Agency representatives should carefully read the disposition instructions on the first page of the form to confirm that the disposition instructions continue to be appropriate. On the second page of the form are the records that have met their retention requirements. Compare the dates of the records against the intended disposition date to verify that the calculation is accurate. I described calculating years in a post titled A year by any other name.
We are asking for the notices to be reviewed, signed (with concurrence or non-concurrence) and returned by September 21, 2015. Beginning September 21, the analysts will begin making follow-up contacts with CROs to find and return outstanding forms.
A gentle reminder: it is the agency’s responsibility to identify the appropriate representative to sign destruction notices. The representative can be responsible for the program or the CRO. Be aware that any form signed as agreed will result in the destruction of the records within a fairly brief window.
Destruction is a vital part of the management of the State Records Center facilities. Every space vacated by records that have passed their retention period can be re-used by more current state agency records. Returning all destruction notices in a timely fashion benefits all of state government and reduces the time records must remain in the agency when they could be transferred to the State Records Center for storage.