Dispose Master Records

The following describes the process for disposing master records that have met retention in the Meridian vault.  Click here for a print version (PDF).

1. Run Retention Flag tool.  The Retention Flag tool identifies records that have met retention and changes the Next Action status to Pending Retention Review.  Refer to the Run Retention Flag tool procedure for instructions.
2. Review Master Records Pending Retention Review.  Master records flagged for retention review will appear in the Navigation View called Master Records Pending Retention Review.  Before asking the office team members to review the documents, the Document Manager will conduct a quick review to determine if any documents were included in the list mistakenly.  Things to look for include:  records that may have had the retention start date set incorrectly; records that were classified incorrectly; records with a retention code of US (until superseded) that have not been replaced yet; records with a retention code of AC (to ensure that the after completion date was set correctly); records linked by a document reference to other records that have not yet met retention (related records may require matching retention periods, especially look for AC dates to be set consistently).  The Master Records Pending Retention Review navigation view is designed to filter out the following properties:  Retired Status (Archived Documents) and documents in the Records Management Category which will be reviewed separately.
3. Request review of Master Records Pending Retention Review.  Use the Master Records Pending Retention Review Collection to produce a report (report template:  Master Records Pending Retention Review) and divide the list between the available reviewers.  VPUO Office Team members are responsible for reviewing the assigned documents providing a response by the requested due date.
4. Review Master Records Pending Retention Review.  The Document Manager sends a note to the VPUO Office Team members containing a list of documents to review (sorted by assignee).  Follow the instructions in the note and review the documents to determine if disposition is appropriate.
5. Decision Checkpoint:  Okay to dispose?  If NO, go to step 6.  If YES, go to step 8.
6. Identify records to be retained.  If there is a requirement to retain a record beyond the designated retention end date, assign the Next Action RETENTION REVIEW:  DO NOT DISPOSE and assign the document to the Document Manager.  Indicate in the comments field why the document should be retained and for how long.  Caution:  If there is any pending litigation, claim, audit or public information request pending against a record, indicate the appropriate action in the Special Handling field on the Notes tab.
7. Reset record next action and retention start date.  Based on the information provided in step 6, the Document Manager will change the record next action from "Pending Retention Review" to "Completed" and change the retention start date to accomodate the new retention end date.
8. Prepare request(s) for Master Records Disposal Authorization.  Records Management Service must authorize the disposal of Master Records.  Refer to the Prepare Request(s) for Disposal Authorization procedure for instructions.
9. Submit disposal request(s) to Records Management Services.  Disposal requests must be submitted and approved prior to destroying any Master Records.  The disposal request form provides the essential information required by state law to complete the records disposition log.
10. Decision Checkpoint:  Request authorized?  If NO, go to step 11.  If YES, go to step 12.
11. Follow up with RMS to determine next step for affected records.  If no records are authorized for disposal, work with RMS to determine what to do next.  If a partial list of records is authorized for disposal, modify the list of records authorized for disposal and move to Step 12.
12. Create report of records authorized to be deleted and purged.  The Document Manager will use the Master Records Pending Retention Review collection to create reports (use two report templates:  Record Pend Retention Review and Records Pend Ret Rev BACKUP) of the documents that have been authorized to be deleted and purged. Retain the reports in the vault in the record series ADM-03.09 (RECORDS DISPOSTION LOGS) as a master record for 10 years.
13. Delete Records.  The Document Manager will delete the Master Records that have been authorized by Records Management Services.  Refer to the Delete records procedure for instructions.
14. Run Purge Documents tool.  The Document Manager will purge the deleted documents from the vault.  Refer to the Run Purge Documents tool procedure for instructions.

End of process narrative.