UWG requires the Certificate of Records Destruction be completed to create an audit trail of paper and digital records your office has destroyed. It is not necessary to record individual destroyed documents or files – instead, records should be grouped and recorded by their type and function (Record Series Title).
At a minimum, the Certificate of Records Destruction should contain the following information:
- Division and Department Information
- Contact Information of person completing form
- Records Series Number - identifying number for each record series title.
- Record Series Title - Record Series should identify records listed on the form; individual documents and file titles do not have to be listed. Consult the Record Retention Schedules.
- Retention period - The period of time during which records must be kept before they are either destroyed or stored.
- Inclusive Dates for the records being destroyed.
- Disposition Method - Delete, shred, recycle, or transfer.
- Signatures of Persons Authorizing Disposition
- Date of Destruction - Date records were destroyed.
Click here to download a Certificate of Records Destruction (Form RIM-01) for use.
Instructions for Completing the Certificate of Records Destruction (RIM‐01 Form)
The RIM‐01 Form documents destruction of records in accordance with the approved Records
Retention Schedules and the Georgia Records Act.
Do not use this form to document destruction of non-records such as copies of official records, reference material, and personal documents, etc.
Before the university can destroy official records:
- the retention period in the approved Board of Regents Records Retention Schedules must have expired.
- they must not be subject to pending investigation (including requests under the Georgia Open Records Act and Freedom of Information Act), or litigation, and all required audits must be closed.
- the Certificate of Records Destruction (RIM‐01) Form must be completed with all signatures.
- Enter the full name of the Division, College, or School.
- Enter the full name of the Department / Unit and Area.
- Enter the full name of the Person completing the form. (to whom any questions about the form or records may be directed)
4a.Provide the direct campus telephone number of
the person completing the form. (call center and
phone tree numbers will not be accepted)
4b.Provide the official e‐mail address of the person
completing the form.
- Records to be destroyed:
- Use the records series number that corresponds to the records series title in column 5b. ENTER ONLY ONE SERIES NUMBER PER LINE.
- Enter the exact records series title as listed on the approved retention schedules. (optional) Include additional identifiers after the title, in parentheses, as needed.
- Enter the retention period as listed in the approved retention schedules.
- Enter the inclusive date range using mm/dd/yyyy from oldest to most recent. Refer to JA-01 Calculating Triggering Event / Cut-off-Date.
- (optional) Type the location where the records are
- (optional) Refer to JA-02 Volume Equivalency Table.
- Select the method used to destroy the records, i.e., shred, delete, recycle, or transfer. If needed, use two lines to report destruction of electronic and paper records from the same series
- The Approving Official (department head or representative) must digitally sign form.
- Use the blue button (top right) to email email@example.com. The University Records Information Manager will review and digitally sign form.
- The Records Management Liaison (RML) or department representative must digitally sign
and date form affirming records destruction.
Destroy records after all signatures are collected. Save the completed Form on the Records Management Liaisons Google Team Drive in the folder “Certificates of Destruction by unit” using the approved file scheme of four-digit year, two-digit month and day, abbreviated division name, and full unit name (spelled out).
Destroy records after all signatures are collected.
Save the completed Form on the Records Management Liaisons Google Team Drive in the folder “Certificates of Destruction by unit” using the approved file scheme of four-digit year, two-digit month and day, abbreviated division name, and full unit name (spelled out).
FILE SCHEME EXAMPLES
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