I know it has to be confusing trying to decipher between a Records Retention Disposition Request Form and a Log. Hopefully, this post and the one previously on the Disposition Request Form will help clear things up for ya.
Review: The Disposition Request is the form completed by each department. Departments include which records are up for disposal in their department, according to the Records Retention Schedule. This is a request to dispose of the records. When this form is turned into the Records Management department, departments are not yet allowed to disposed of any records, without the completed approvals from the Records Management Officer and the University Archivist.
Note, saying you disposed of the records is one thing but actually showing that you have is another subject. Once a department has received the approval to dispose of their records, they must then document that they did dispose of the records. Keep in mind that the approval is to show a departments complete understanding of the Records Retention Schedule. For more information on the Records Retention Disposition Request Form please see one of our previous posts.
The Disposition Log requires dates of disposal and method type. The log also records any notes that the Archivist’s made about your departments records. The packet has several pages of detailed instructions. Please be sure and read through those carefully before completing and turning in the Disposition Log.
In short, the Disposition Log is how we’re documenting that departments have actually disposed of their records, once permission has been given.
When reports are created on the compliance to the Records Management Laws, within each department, the Disposition Logs will serve as evidence of that. Same as the Disposition Request Form, be on the look out for a training video on how to complete the Disposition Log.