There are two logical outcomes: either the record is destroyed, or it is retained as a permanent, archival record. One of the objectives of the records retention and disposal schedule is to ensure that each record follows the correct path.
Although the retention schedule will provide the basis for your selection and decision-making process, also be aware that the schedule only defines minimum retention periods. Be prepared to consider any special circumstances which may alter the situation for individual records (for example, any record which is the subject of an ongoing FOI request should not be destroyed, even if due for destruction according to the retention schedule)
Subject to the considerations in 1 above, ensure all copies of records scheduled for destruction are destroyed (including those stored off-site, or electronic records stored on back-up tapes or servers)
Ensure records are destroyed in a confidential and non-recoverable manner (e.g., cross-shredding of paper records)
The disposal of each department’s core business records (both paper and electronic) must be controlled by retention schedules, and should be managed by designated Records Administrators
Records Administrators must ensure that a summary log is maintained of the records that have been destroyed
Where possible allocate separate, fit for purpose physical storage facilities with adequate security and acceptable levels of stability in both temperature and humidity fluctuations (Note: cellars or basements - the 'traditional' home of the archive are seldom suitable)
Ensure you create appropriate finding aids for archival records, which also include details of where the records have come from (their provenance) as well as what they are and where they can be found
Please refer to the ‘Archive Selection Criteria’ Document which provides some guidance on how to identify records which hold potential archival value
At present, there is no central University archive space. Archived records will therefore need to be stored by the department that managed the record before it was archived
The retention decision for the majority of records will be governed by the retention schedule but in those instances where older (fifty year plus) records are uncovered, please contact the Information and Records Manager (Ext.5984) even if the schedule indicates destruction. Older records where the modern equivalent is not required for archives may nevertheless retain some archival value, particularly if they constitute the only surviving evidence of a significant function or activity