Get Records Destruction Authorization Form

Filling out the Records Destruction Authorization Form online is an essential step in managing your organization's document retention and destruction processes. This guide provides clear instructions on how to complete each section of the form efficiently and accurately.

Follow the steps to complete the form seamlessly.

1. Click the ‘Get Form’ button to access the form and open it in the editor.
2. Begin by reviewing the attached list of records scheduled for destruction. Ensure that these records are not part of any pending claims, litigation, investigations, or audits as per the requirements outlined in the form.
3. Fill in the 'Box Name / Subject / Folder Name' section. Include the names of the records being authorized for destruction, such as 'Abandoned Vehicle Abatement Financial Records' or 'Streetlights Budget-Invoices'.
4. In the 'Start Date' and 'End Date' fields, enter the timeline that corresponds to the records being destroyed. This will help clarify which records fall under the retention schedule.
5. Complete the 'Item #' and 'Retent.' sections. Input the item numbers and their associated retention periods, such as 'A+5', to specify how long the records were retained before destruction.
6. Indicate that 'Shredding is Required' if the records contain private information. This step is crucial for ensuring the confidentiality of sensitive data.
7. Have the designated authority approve the destruction by signing in the appropriate area. This includes noting the name and title of the approver, such as the Executive Officer.
8. Once destruction is performed, the individual responsible for carrying out the destruction should sign and date the certification section. This serves as confirmation that the records were destroyed per the necessary policies and procedures.
9. After completing all sections of the form, review the information to ensure accuracy. You can then save the changes, download, print, or share the completed form as needed.

Complete your document management tasks effectively by filling out the Records Destruction Authorization Form online today.