Records Management Guide: Disposal Certificate Procedures

When the inactive records have reached their retention deadline, it is time to fill out a Records Disposal Certificate to request permission to destroy them or transfer them to the archives.

Use this link to review the Application for Authority to Dispose of Local Records (Records Retention Schedule) before completing the Local Records Disposal Certificate. You will need the Application Item Number and the Record Series Title for the records you would like to dispose of.

What happens after the disposal certificate is filled out?

After the certificate is filled out, submit it to the Records Coordinator. The Coordinator will then send it to the State Records Unit for a signature. Once signed, the certificate goes to the Commission for approval during their monthly meeting. When a decision is made, a copy of the certificate will be returned with an action of Approved, Approved as Amended, or Deferred. 

If the Commission does not approve the disposal, the records cannot be legally disposed of. If the records do not fit into a record series in the Application for Authority to Dispose of Local Records, the records cannot be legally disposed of.

For questions regarding records access, management, or disposal, contact the Records Coordinator: 

Amanda Avery

AAvery@parkland.edu

Fill out these sections of the form:

Top right corner:

• Application number - 22:166
• County - Champaign
• From - Department or Office name
• Address - 2400 W Bradley Ave, Champaign 61821
• Contact Telephone - Your number
• Contact Email - Your Email

Body of the form:

• Application Item No. - Item No. of the record series in the Application for Authority to Dispose of Local Records
• Record Series Title - Record Series Title in the Application for Authority to Dispose of Local Records
• Inclusive Dates (Month/Year) - Dates of the records requested for disposal
• Volume of Records - One bankers box is a cubic foot. Request help to determine if needed.
• Total Volume from all Pages - Add up all cubic foot measurements
• MB/GB - fill out if disposing of electronic records

Signatures and dates:

• Disposal date - leave blank
• Signature of the Agency Official - your signature
• Submission Date- Date the form was filled out
• Print Agency Official name and title - Your name and title