Destruction/Disposal of Records

Records are the property of UMDNJ and should never be destroyed without prior written consent of UMDNJ’s Custodian of Public Records and the State of New Jersey Division of Archives and Records (DARM)

Destruction Requests

1. Department orders Request and Authorization for Records Disposal Form from General Stores
2. Department completes the form (see instructions for completing the form) and forwards all (4) copies to their Unit Records Liaison
3. The Unit Records Liaison reviews/approves form and forwards to:

Susan Glick, Custodian of Public Records
University Affairs
65 Bergen Street, Suite 1328
Newark, NJ 07107
Phone: 973-972-8609
Fax: 973-972-7272
http://www.umdnj.edu/cusprweb/index.htm

1. Custodian of Public Records reviews/approves and forwards form to Data Control Department
2. Data Control Department sends form to DARM
3. DARM approves and returns form to Data Control Department who retains the University’s copy
4. Logical Source receives the authorization to destroy records
5. Upon completion of destruction, Logical Source forwards Certificate of Destruction to Data Control Department
6. In WebConnect, Logical Source updates the status of the boxes to note they have been destroyed

Instructions:

Request and Authorization for Records Disposal Form
All records disposal requests must be submitted on a Request and Authorization for Records Disposal Form. This is a 4-part form:

Instructions for Preparing “Request and Authorization for Records Disposal Form”

Item 1 • Requesting Agency Information: Enter UMDNJ, School or Unit, Department Name, Address, and Telephone Number
Item 1A • Agency Retention Schedule Number: Enter schedule number for appropriate record series http://www.umdnj.edu/complweb/record/schedules/index.htm
Item 2 • Request Date: Enter Date the form is completed
Item 3 • Requested By: Enter Signature and Title of the authorized user initiating the request
Item 4 • Requesting Agency Information: Enter Signature and Title of the official approving the request (Unit Records Liaison and UMDNJ Custodian of Public Records)
Item 5 • Record Series Number: Enter the Record Series Number as it appears on the current record retention schedule http://www.umdnj.edu/complweb/record/schedules/index.htm
Item 6 • Record Series Title: Enter the Title of the Record Series as it appears on the current record retention schedule http://www.umdnj.edu/complweb/record/schedules/index.htm or contact your Records Liaison for assistance
Item 7 • Inclusive Dates: Indicate the Date Span of the records series slated for disposal.
Item 8 • Record Retention Period: List the Retention Periods for the record series scheduled for disposal, as it appears on the current records retention http://www.umdnj.edu/complweb/record/schedules/index.htm
Item 9 • Volume: Estimate and denote the volume in cubic feet for each record series scheduled for disposal, and provide a total volume at the bottom of the column. Note: one full letter or legal size file drawer contains two cubic feet; fractions should be rounded up
Note: UMDNJ requestors complete Items 1 through 9
Item 10 • Audit Verification: N/A
Item 11 • Authorization (DARM): Blocks 11A thru 11C are reserved for DARM review.
Item 12 • Disposition: Data Control Department Indicates the manner in which the records have been disposed of by checking the appropriate box in Item 12. In blocks 12A & 12B the official verifying the disposal must sign and date the form after disposal of the records

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