Records Destruction

Authorization to Destroy County Records
Only public records that are detailed on a Records Retention Schedule and have met their retention period requirements may be legally destroyed. County policy requires written permission from Records Management & Archives prior to records destruction.

Whether the records are stored with RM&A or are in the creating office, the Authorization to Destroy County Records form must be completed and routed for appropriate signatures. The form must be signed by a department director, or equivalent, and approved by a division director or elected official, or equivalent.

The form should then be routed to RM&A for review and signature. Only after RM&A has authorized/signed the form, may the records be destroyed. After destruction, complete the final details requested on the form and re-submit the form to RM&A.

The forms are retained by RM&A in order to provide proof of destruction, especially in legal matters. Also, annual reporting of destruction statistics are required by the Colorado State Archivist.

Records Stored in RM&A Record Centers
Annually, departments that store records in the RM&A Records Centers are provided with a list of all inactive stored records that are eligible for destruction. After the department reviews the contents of the list; confirms there are no pending legal cases, claims, actions, or audits; and signs the Authorization to Destroy County Records form, RM&A will arrange for the records to be destroyed. 

Records Stored in Departmental Offices
For departments that wish to destroy records in their own physical custody, the Authorization to Destroy County Records form must be completed and routed  for appropriate signatures, as described above. Only after RM&A has authorized/signed the form, may the records be destroyed. After destruction, complete the final details requested on the form and re-submit the form to RM&A where it will be retained as required.

 

 

Last Modified:Mar 30, 2011 12:09 PM