Pg. 16 of 20 - Disposition & Destruction - Considerations

PRO-TIPS

  • Destroy records Links to an external site.
    • An essential part of implementing a records retention program is destroying all records, regardless of format, that have a disposition of destroy when their retention has been met. The retentions stated on retention schedules do not only indicate the minimum amount of time that a record should be kept, they also indicate the point at which a record should be disposed of.

Pulverize Records

  • Transfer records as necessary Links to an external site.
    • If you choose to send records to off-site storage because they are inactive (used less than once a month) but their retention has not yet been met, you may send them to the State Records Center. The State Records Center, located in Clearfield, Utah, is a secure storage facility for records that are still in the custody of the creating governmental agency. Records can be stored at the State Records Center at no cost to your agency. Although the records are stored off-site at the State Records Center, the creating agency still has the responsibility to maintain them; records officers can recall records as needed and are responsible for providing access to the records. When transferring records of historical value that have met their retention, you will send them to the State Archives, which is located in downtown Salt Lake City, just south of the Rio Grande building. The custody of records stored there is held by the Utah Division of Archives and Records Service.
  • Scan-On-Demand Links to an external site.

    • Scan-On-Demand is a new service that allows government agencies to receive a scanned image of records they need to recall from the Records Center, rather than the paper copy.

      How the process works

      1. When you recall a record via the Records Center Recall form Links to an external site., add a note in the “special instructions” box that you want the record sent electronically.

      2. Records Center staff pulls the file and determines if it can be scanned and sent electronically.

      3. Scanned images are sent within 24 business hours using either an encrypted email or a Secure File Transfer Protocol (SFTP) server.

      4. If the recalled file is over 100 pages in length, over 150 MB when imaged, or if it contains any court-sealed documents, bound books, or other record formats deemed to be unscannable, the Records Center notifies the agency and makes other arrangements for transfer.

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