How Disposition Works
Upon cataloging, each box of physical records is assigned a disposition date. Digital record disposition dates are calculated based on metadata when they are ingested into the system. These dates are calculated automatically by adding the retention period for that series or file plan node to the last date of the material. For instance, a record with a last date of 6/30/2015, and a five year retention period, would be disposed on 6/30/2020.
NOTE: Retention periods and disposition dates are not calculated using the date the material is transferred to Records Management. Most retentions are based upon the actual date of the material itself. In some cases, "event dates" are used to calculate retention, which may be different from the date of the material itself. For instance, a series might have retention calculated on a student's graduation date, even if that record was generated years earlier.
Twice each year (beginning in July and January) Records Management conducts a round of disposition. In order to be eligible for disposition, a stored box must meet the following criteria:
- Its calculated disposition date is past.
- The retention schedule for that series or file plan has been approved by the Records Custodian, the Records Manager, and the Records Management Policy Committee.
- No holds have been assigned to the box.
If a box meets all of these criteria the system will automatically make it eligible for disposition.