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Instructions The Certificate of Records Destruction is the University's official documentation that, in accord with the Ohio Revised Code, specified records were destroyed on a certain date and in a particular manner in the normal course of business. It also documents that the proper approvals were received prior to the destruction of records. Review your record's retention schedule routinely to identify records that have exceeded there retention periods. Complete the Certificate of Records Destruction only with those records whose disposition is listed as "Destroy." Obtain the department chair/manager/director signature. Forward the original certificate to the Records Retention Manager for approval before recordsdestruction. Complete the following sections of the certificate of destruction: Division/College - the area your office/department is under. (e.g., Finance and Administration, College of Arts and Sciences, Facilities, etc.) Office/Department - Name of , e.g., Accounts Payable, Purchasing, Health Sciences, etc. Person completing form - generally the department's records officer or designee Approval Signature - signature of the appropriate chairperson/supervisor/director, etc. Approval Signature Records Retention Manager - Signature of University's Records Retention Manager. Record Series Title - name of the records series as listed on the inventory sheets Retention Group # - list the retention group number as listed in the individual record series retention schedule in the manual. Medium Code - the type of medium the records are on, e.g. paper, disk, etc. KEY - P = PAPER; M = MICROFILM; MF = MICROFICHE; MT = MAGNETIC TAPE; D = DISKETTE; O = OTHER
Volume - give an estimate of the volume of records to be destroyed. Refer to the Guidelines to Assessing Volume of Records. List in cubic feet or linear feet. Date of Series - List beginning and ending dates for the records to be destroyed using month and year, e.g., 7/85 - 6/89. THE BOTTOM PORTION OF THE FORM SHOULD BE COMPLETED AFTER DESTRUCTION TAKES PLACE. Method of destruction - e.g., shred, burn, etc. Date of destruction - list actual date of destruction. Certification - signature of designee certifying that the records were destroyed on the date listed and in the manner indicated. NOTE: The Records Retention Manager must review and approve the records destruction certificate before the destruction of records can take place. If there are problems with the request, the Records Retention Manager will contact the department/office designee. Destruction of records may begin only after the certificate has been signed by the Records Retention Manager. The department/office designee should sign the certificate certifying destruction has taken place after the completion of the destruction process and return the original signed copy of the certificate to the Records Retention Manager.
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