RIM Forms

Certificate of Records Destruction Form Instructions

The Certificate of Records Destruction Form is used to document the destruction or transfer of official university records in accordance with approved University System of Georgia (USG) Records Retention Schedules and the Georgia Records Act, O.C.G.A. §§ 50-18-90 through 50-18-103.

Do not use this form for non-record materials, including reference copies, personal documents, or other materials that are not considered official records.

Before Official Records Can Be Destroyed

Before records may be destroyed or transferred, all of the following conditions must be met:

• The required retention period listed in the Board of Regents Records Retention Schedule has expired.
• The records are not subject to any pending audit, investigation, legal hold, litigation, or Georgia Open Records Act request.
• The Certificate of Records Destruction Form is complete, and all required approvals and signatures have been obtained.
  ________________________________________

Form Completion Instructions

1. Division, College, or School
   Select the appropriate Division, College, or School from the drop-down menu.
2. Department / Unit and Area
   Enter the full name of the department, unit, or area responsible for the records.
3. Contact Person
   Enter the full name of the individual completing the form. This person should be able to answer questions regarding the records listed on the form.
4. a. Telephone Number
   Enter a direct campus telephone number for the contact person. Call center numbers, general office numbers, and phone tree numbers will not be accepted.
   b. Email Address
   Enter the university email address of the contact person.
5. Records Information
   Complete Columns A through F for each records series being destroyed or transferred.

1. 1. Records Series Number
      Enter the Records Series Number exactly as it appears in the approved USG Records Retention Schedules.
   2. Only one Records Series Number may be entered per line. If multiple record series are being destroyed or transferred, use a separate line for each series.
   3. Records Series Title
      Enter the exact Records Series Title as listed in the approved USG Records Retention Schedules.
   4. Retention Period
      Enter the retention period exactly as listed in the approved USG Records Retention Schedules.
   5. Inclusive Dates
      Enter the date range covered by the records, beginning with the oldest record and ending with the most recent record.
      Use the format MM/DD/YYYY.
      Example: 01/01/2019 through 12/31/2021.
   6. Notes / Identifiers / Transfer Information
      Provide any notes or identifiers that help describe the records, such as box numbers, file names, labels, or other tracking information.
   7. This field is optional for records destruction but required when transferring custody of records. When transferring records, include the name of the receiving department, unit, repository, or location.
   8. Disposition Method
      Select the appropriate disposition method from the drop-down list.
      Available options include:

• • Shred Only: Paper records will be shredded.
  • Delete Only: Electronic records will be deleted.
  • Shred and Delete: Both paper and electronic versions will be destroyed.
  • 3rd Party Destruction: Records will be destroyed by an approved vendor.
  • Trash: Records may be discarded through normal disposal methods without special destruction requirements.
  • Transfer: Custody of the records is being transferred to another authorized office or repository.

Signature Routing Instructions

Route the form in sequential order by line number to obtain all required approval signatures. Forms may be routed using DocuSign or email. All required signatures must be obtained before records are destroyed or transferred.

1. 1. (line 6): Records Management Officer (RMO)
      The University Records Management Officer reviews the form, provides approval, and signs the form.
   2. (line 7): Approving Official
      The Approving Official (Department Head, Chair, Director, or Unit Head) reviews and signs the form.
   3. (line 8): Records Management Liaison (RML)
      The RML reviews the final disposition, signs, and dates the form, confirming that the records were destroyed or transferred as documented.
   4. Submit the Complete Form
      After all required signatures have been obtained, route the completed form to the University RMO for recordkeeping. When using DocuSign, include the RMO as the final routing step to receive a copy. If routing by email, send the completed form to records@westga.edu.

Note: Records must not be destroyed or transferred until all required approvals have been obtained and the disposition process has been completed.

Recordkeeping

The completed Certificate of Records Destruction Form is the university's official record of records destruction or transfer. It documents compliance with approved records retention schedules and applicable records management requirements and must be retained as supporting records management documentation.