Methods of Dispositon

Methods of Disposition

Not all disposition is created equal, and not all disposition means "destroy." When the Records Custodian receives a notice of impending disposition this may include a variety of disposition method codes. For reference, here is a complete glossary.

  • D: Discard (Recycle) - This is the standard, non-confidential destruction method. Material scheduled under this method may be purged of reusable stock (such as file folders or binders) and then sent for recycling. In practice, due to the economics involved, all material with this disposition method is currently being shredded prior to recycling.
  • S: Shred - Material under this method is processed under strict security. For paper records, destruction is accomplished via secure on-site shredding by a third party vendor who provides certificates of secure destruction. The shredded material is then recycled. Note that non-record material can also be shredded.  For digital records, they are deleted using technology ensuring they cannot be recovered.
  • A: Archives - This designation is for material to be processed into the permanent historical records of the College. Note that this processing is done by the College Archives. The Archives works with individual departments during their processing. Records of enduring legal, fiscal, administrative or historical value are retained. Records duplicating information found elsewhere may be discarded.
  • M: Imaging - Physical records falling under this designation will be converted to digital images, after which, the original paper documents will be destroyed. The digital images then receive a new classification, with it's own retention period (longer, and in most cases, eventually destined for the Archives).
  • P: Purge - This special designation is for record sets which need to be purged before destruction. Usually this means removing material based on a specified criteria. The remaining material is then re-cataloged under a separate record classification with a longer retention period, and the remaining material is securely disposed.
  • R: Return -Material with this designation is returned to the originating office when the retention period is complete. Records Management discourages this disposition method unless the originating office has specific plans for processing or purging the returned material.