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RECORDS DESTRUCTION REQUESTS Records that 1) are no longer used, 2) have no legal, fiscal or historical significance, and 3) have completed their required retention periods as stipulated by the New Jersey Division of Archives and Records Management (DARM)Records Retention Schedules are eligible for destruction. By law, all New Jersey government units must request and receive permission to destroy public records regardless of the medium in which the information is maintained. Records designated as permanent may not be destroyed. Each departmental Records Coordinator has a supply of the DARM Request and Authorization for Records Disposal forms and access to the RIM Program’s Request for Records Destruction Worksheet. When obsolete records are in the possession of the department that controls those records, the Records Coordinator is responsible for overseeing the request and verifying the destruction process. The process is as follows: 1. Use the Records Retention Schedule to identify which boxes (or file drawers) potentially hold records that may be destroyed. 2. Check each box to ensure that all files are the same records series and are eligible for destruction. If the box contains more than one records series, the destruction date is calculated from the record series with the longest retention period. Remove items from the box that are not eligible for destruction. 3. Assign a number to each box so that you can identify it at a later time, if requested. 4. Create an index of the items to be destroyed, if necessary. 5. Complete a departmental label for each box. Affix the label on the front center of the box. Using a marker, place a big red X on the box so you may later identify to Facilities that it is to be destroyed. 6. Complete a Request for Records Destruction Worksheet. This worksheet must be completed electronically or typed. A blank hard copy is in Section 4 of your Records Coordinator Workbook. All required information must be included on the form for processing. 7. Attach the Worksheet behind a DARM Request and Authorization for Records Disposal form. This form must be dated in Box 2, and the typed name of department head and title with signature must appear in Box 4. Keep copies of your completed worksheets and DARM forms in Section 4 of your binder. All records for destruction will be recycled unless the SHRED box is checked on the DARM form. 8. Forward both forms to the Records Manager at DN 132 for review and processing. The Records Manager may need to contact the coordinator for corrections or modifications. After ensuring that the files are not required for litigation and may be legally destroyed, the Records Manager will forward the forms to the Auditor and the State to obtain the necessary approval signatures. 9. When approvals have been received, the RIM office will make arrangements for the records to be picked up from their departmental storage location and ---PAGE BREAK--- destroyed. Facilities & Services will contact the departmental coordinator before arriving to remove the boxes. 10. The coordinator must check each box off the worksheet as it is removed by Facilities & Services, and a copy of the dated and verified worksheet must be faxed to the Records Manager at 465-8676. 11. After receiving verification of destruction, the Records Manager will send the follow-up copy of the DARM form to the State, the Auditor copy to the Auditor, and retain the Requesting Agency copy for the RIM Program. A photocopy of the completed DARM form will be forwarded to the department to complete the process.