Revised: 3/1/2004

1. Compare existing departmental records with those described in the generic ASU Records Retention and Disposition Schedule (RRDS) forms for administrative records and student records.

   Note:

   Most university departmental records can be destroyed after their total retention period has expired.

   A departmental RRDS must be completed and approved for temporary storage or destruction of records not listed in the generic ASU RRDS, unless special destruction approval has been given by the Arizona Department of Library, Archives and Public Records (ADLAPR). (See the procedure “Destruction of Records Not on Approved Schedules.”)

2. Complete an RRDS and a Records Retention and Disposition Schedule Approval Form and send them to the university archivist.

   Note:

   Blank RRDS and approval forms can be obtained from University Archives.

3. Review the RRDS for appropriate retention periods, negotiate revisions with the originating department, obtain necessary approvals, and forward the form to the ADLAPR.

4. Review the RRDS.

5. Return the form to the university archivist with an explanation of the deficiency. The university archivist will contact the originating department and negotiate revisions. The revised RRDS will be submitted to ADLAPR by the university archivist.

6. Forward one copy each to the originating department and ASU Surplus Property and Recycling. File a copy of the approved RRDS for future reference.

7. File the approved copy of the RRDS form in a secure area for future reference.

1. Determine which records are to be sent to storage through periodic review of the approved Records Retention and Disposition Schedule (RRDS) and departmental files.

   Note:

   Any record to be stored must meet the following criteria:

   1. The record descriptions must be included on the approved records retention schedules.
   2. The records must be inactive.
   3. There must be an assigned destruction date for the records. The destruction date is set at the expiration of the retention period.

2. Fill the box snugly, but do not overfill it. Leave about 1 1/2 inches of space in the box to facilitate servicing; leave more space if large amounts of later interfiling are foreseen.

   When packing records into storage boxes, note the following comments:

   1. The standard Records Center box must be used, stock #FEL0073.
   2. Mark the outside of the box with the department name as it appears on the RRDS form. Number the boxes sequentially (e.g., Box 1, Box 2, etc.) for each shipment to ASU Surplus Property and Recycling.
   3. Avoid mixing records with widely scattered document dates in the same box, since the retention period begins with the most recent document date.
   4. Records are packed in the containers in the same sequential order as was maintained in the active office files. Keep labels, serial numbers, indexes, and file dividers upward.

3. Complete a Records Center Storage transmittal form (see PCS 703A) for each box of records. This form is available from ASU Stores, stock # FM 780000. Complete the form on a typewriter, filling it out as directed below:
   
   1. Enter the box numbers in the “Agency Box Number” blank on each form.
   2. Enter the name of the originating department in the “Agency Name” blank of the form, the name of the record, series, and the from and through dates covered by the records. The name of the originating department and record series must agree exactly with the name given on the RRDS form.

4. Secure the completed Records Center Storage transmittal forms in a large single envelope and place with Box 1. Do not place individual transmittals in the related boxes.
5. Complete a portion of a Property Relocation Authorization form (see PCS 703B), and send it to ASU Surplus Property and Recycling. The form may be sent by campus mail to mail code 0508 or sent by fax, 480/965–8519.

6. Arrange for records pickup.
7. Verify that the records received are in agreement with the approved record retention schedule. Return all records not in agreement.

8. Assign a Records Center location number.
9. Record the Records Center location number on the original copy of the Records Center Storage transmittal form, photocopy, and return the original copy to the originating department.

10. File the Records Center Storage transmittal form copy in a secure location. The Records Center location number must be furnished by the university department when requesting records from the Records Center.

1. Send an e-mail to Surplus-Q@asu.edu to request boxes that need to be returned to the originating department. Include the Records Center location number and box number(s).

   Note:

   The Records Center location can be obtained from the previously returned Records Center Storage transmittal form.

2. Process the retrieval request.
3. Retrieve the records from the appropriate storage facility and deliver retrieved documents to the requesting university department.

4. Perform procedures necessary for the retrieved documentation.
5. Upon completion of procedures for the retrieved documents, arrange to have the documents returned to ASU Surplus Property and Recycling by sending an e-mail to Surplus-Q@asu.edu.

6. Arrange for records pickup from the originating department for refiling.

1. Review the current, approved Records Retention and Disposition Schedule (RRDS) and determine which records may be destroyed.
2. Obtain a blank Report of Records Disposition form from University Archives.
3. Complete the Report of Records Disposition form as directed below:
   
   1. Enter Arizona State University as the “Agency Name” and the department name as listed in the RRDS in the “Originating Unit” blank.
   2. Enter the record series title exactly as it appears in the RRDS form, the inclusive dates of the records, and the estimated volume in cubic feet (one file drawer is approximately two cubic feet).
   3. Enter the approval date from the RRDS (stamped in the bottom right hand corner) in the “Authority” blank at the top right hand corner of the destruction form.
   4. Complete the “Certificate” section at the bottom of the form when destruction has been completed.
   5. Mail the yellow copy of the form to the Arizona Department of Library, Archives and Public Records at the address provided on the form.
   6. File the blue copy of the form in the department files and retain it for two years after the fiscal year of destruction.

1. Review the current, approved Records Retention and Disposition Schedule (RRDS) and determine which records may be destroyed.
2. Obtain a blank Report of Records Disposition form (see PCS 703C) from University Archives.
3. Complete the form following the directions below:
   
   1. Enter Arizona State University as the “Agency Name” and the department name as listed in the RRDS in the “Originating Unit” blank.
   2. Enter the record series title exactly as it appears in the RRDS form, the inclusive dates of the records, and the estimated volume in cubic feet (one file drawer is approximately 2 cubic feet).
   3. Enter the approval date from the RRDS (stamped in the bottom right hand corner) in the “Authority” blank at the top right hand corner of the destruction form.
   4. Sign and date the form in the blank space below the record series descriptions to certify that the records in the boxes are those described on the form. Do not complete the “Certificate” section at this time.

4. Complete a portion of a Property Relocation Authorization form (see PCS 703B), and send it to ASU Surplus Property and Recycling. The form may be sent by campus mail to mail code 0508 or sent by fax, 480/965–8519.

5. Contact the university department to arrange for pickup of the completed Certificate of Destruction form and records to be destroyed.
6. Verify that the completed Certificate of Destruction form is attached to the records to be disposed.
7. Pick up the completed Certificate of Destruction form and records to be disposed.
8. Arrange for record destruction.
9. Complete the lower section on the Certificate of Destruction form and send the top copy to the Arizona Department of Library, Archives and Public Records. Retain the second copy for two years after the fiscal year of destruction.

1. Review the Records Center Storage transmittal forms to determine which records may be destroyed.

2. Complete the “Records Disposed Of” section of the Certificate of Destruction form.
3. Arrange for record destruction.
4. Complete the lower section of the Certificate of Destruction form, photocopy it, and send the top copy to the Arizona Department of Library, Archives and Public Records. Attach the Records Center Storage transmittal forms for destroyed materials to the second copy of the Certificate of Destruction.
5. Send the second copy and attached forms to the respective university department.
6. Retain the Certificate of Destruction copy for two years after the fiscal year of destruction.

1. Determine which records are to be destroyed.
2. Obtain a blank Single Request Certificate of Destruction form (see PCS 703D) from University Archives.
3. Complete the “Records Disposed Of” section of the Single Request Certificate of Destruction form, retain the third copy, and forward the document to the university archivist.

4. Review the Single Request Certificate of Destruction form for correctness. Interact with the university department as required.
5. Indicate preliminary approval of record disposition by noting approval to the far right side of the Single Request Certificate of Destruction form.
6. Forward the Single Request Certificate of Destruction form to the Arizona Department of Library, Archives and Public Records (ADLAPR).

7. Review the Single Request Certificate of Destruction form for correctness. Interact with the university archivist as required.
8. Return the approved form to the university archivist.

9. Return the approved Single Request Certificate of Destruction form to the university department with a notation instructing the university department to contact ASU Surplus Property and Recycling when the records are ready to be picked up.

10. Complete a portion of a Property Relocation Authorization form (see PCS 703B), and send it to ASU Surplus Property and Recycling. The form may be sent by campus mail to mail code 0508, or sent by fax, 480/965–8519.
11. Attach the completed and approved Single Request Certificate of Destruction form to the records to be destroyed.

12. Verify that the approved Single Request Certificate of Destruction form has been signed and approved by ADLAPR and that it is attached to the records to be destroyed.
13. Pick up the Single Request Certificate of Destruction form and records to be destroyed.
14. Arrange for record destruction within 60 days of approval date.
15. Complete the lower section on the Single Request Certificate of Destruction form and send the top copy to ADLAPR. Return the second copy to the university department.

16. Retain the second copy of the Single Request Certificate of Destruction form for two years.