Records management must be an ongoing process. As the records created and maintained in an agency change, the agency's Records Retention Schedule must be updated. The purpose of the following sections is to provide a guide for the continued maintenance of the agency's records management program.
Your agency must complete an annual disposal of obsolete records in compliance with the retention periods established on the Records Retention Schedule. The records coordinator will receive an email notification when the annual records disposal process is initiated through the Records Management System (RMS). Dispose of records according to the disposal instructions for each record series retained in your agency.
The records disposal process constitutes approval from the Records Management Task Force for the disposition of all records for the years indicated in the "To Dispose" column. Your agency is responsible to comply with the Records Management Program by disposing of records that have satisfied their retention requirements on an annual basis.
Records may only be disposed in the manner stipulated for each record series as part of the records disposal process. Records that are not confidential may be disposed by landfill - basically by just throwing the record in the garbage or recycling container. Confidential records must be shredded. Records identified as archival must be transferred to the State Archives following the procedures outlined in the Procedure to Transfer Records to the State Archives.
Record series must not be disposed prior to the time approved by the Records Management Task Force. If a situation warrants early disposal of a record, the Procedure for One-Time or Early Disposal of Records must be followed.
Records involved in an ongoing audit, litigation, or investigation must not be destroyed until the matter is resolved. See Destruction Hold Procedure.
A record series may need to be added to a Records Retention Schedule because:
Steps to add a record series to the existing Records Retention Schedule are stated below.
A record series will need to be deleted from a Records Retention Schedule when those records are no longer found in the agency. There are at least three instances when this may occur:
Steps to delete a record series from the existing Records Retention Schedule are stated below.
A record series will need to be updated when any of the following information changes:
Steps to change a record series on the existing Records Retention Schedule are stated below.
A request for a one-time disposal of records will be necessary when records are not currently covered on a records retention schedule and maintained in the agency, but are no longer being created or received as part of a business function. These records will not be added to the Records Retention Schedule.
Early disposal of records may occur as a result of the early completion of an audit. If your office has been audited, and the record series in question has been reviewed and released by the auditor, you may request early disposal of that record series.
A request for a one-time or early disposal may be done by completing the Records Disposal Request (SFN 2044) which may be obtained from ITD Records Management or the North Dakota eforms website under ITD Internal Forms. The steps to request a one-time or early disposal are listed below.
The Records Management Program is responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records required in the operation of a state agency. This includes determining retention, selecting the appropriate medium, choosing the best storage location, and selecting the best filing system for the records.