All records which are not listed as permanent records on the Retention Schedule are considered non-permanent records. These records will outlive their usefulness and become eligible for destruction. Their eligibility for destruction is determined by using the guidelines set forth in the Retention Schedule with the office of origin being responsible for disposal. When records are disposed of, a Certificate of Disposal must be prepared and sent to the Archives.

There is no preferred method for destroying public records except when a specific method is required by law. The Kentucky Department for Libraries and Archives' Public Records Division suggests that records of a sensitive or confidential nature be burned or shredded. If shredding is the method selected for the destruction of confidential records, it is recommended that the shred be 1/4 inch or less. A shred of this size prevents the reconstruction of information presumed destroyed. Other records may be recycled, buried, placed in a dumpster, or destroyed by any other means.

When destroying record items or series in the office, keep a list of information which will be necessary for filling out the Certificate of Disposal - (pdf version) - (Word Perfect version) - (Word version). Every six (6) months, or when necessary, complete a Certificate of Disposal from this list and send it to the University Archives. If the same record item is destroyed more than once during a six month period, the cubic footage of those records should be combined and listed only once on the Certificate of Disposal. The following are the steps necessary in filling out the Certificate of Disposal:

1. Self-explanatory
2. List the date the records were destroyed
3. List how the records were disposed of, i.e., burning, landfill, or recycling
4. List the item or series number(s) of records destroyed from the R & D Schedule. If there is an item number which does not appear on the Schedule, contact the Archives before destroying
5. List title of the records destroyed which corresponds with item number(s) listed in Step 4 above
6. List the inclusive dates of the records that were destroyed (chronologically if possible)
7. List the amount of records destroyed by cubic feet. If less than a cubic foot is destroyed estimate to nearest half cubic foot. A cubic foot equivalent is listed at the bottom of the Certificate of Disposal
8. The Office or Dept. Head should sign, date, and forward Certificate of Disposal to the Archives. A copy must also be sent with the items to be destroyed.
9. The Archives will sign, date, and return to the office a copy of the Certificate of Disposal

Transfer of Permanent Records | University Archives | EKU Libraries | EKU

Send comments and corrections to archive@acs.eku.edu
Last Updated: August 7, 2002