Disposition Instructions

When Can You Dispose of Records:

Before you begin, ensure your records have reached the end of their required retention period. Refer to the Records Retention Schedule and Disposition Dates pages for details.

Do not dispose of any record if it is subject to legal action, an open records request, audit, or investigation. Wait until the action is fully resolved and the retention period is expired.

Follow these steps to properly dispose of institutional records at Lamar State College Orange according to our certified Records Retention Schedule.

Before You Begin: Important Checks

1. When in doubt, treat as a record.
   • Unsure if it's a record or copy? Treat it as a record and proceed accordingly.
2. Defer to the longest retention period.
   • If a record fits multiple series or requirements, use the longest retention period.
3. Group similar records.
   • One line per record series is enough. Don't break records out by year or type.

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Step-by-Step Guide

Step 1: Open the Form

Use the Records Disposition Log Form in Adobe Acrobat Sign.

• The form must be completed by an authorized LSCO Employee.
• Include name, title, contact info, and department. 

 

Step 2: Identify Records

Use the Records Retention Schedule to find:

• Record Series Number (RSIN)
• Record Series Title
• Retention Period

Enter these in Columns 1-3 of the log. Be sure to include all formats (paper and electronic).

 

Step 3: Add Retention Dates

Use the Disposition Dates page to determine when records are eligible.

• Column 4: From-To Dates of Records

 

Step 4: Choose Disposal Method

Secure Destruction (Shredding)

• Personnel files with personal information
• Financial records with account numbers
• Student records with grades or personal data
• Any confidential or sensitive materials

Standard Disposal (Recycling/Trash)

• Public information already available elsewhere
• Non-sensitive correspondence
• Duplicate copies of general materials

Transfer to Archives

• Records marked with O, A/I, or R/O codes
• Permanent records (PM) no longer needed for daily operations

 

Final Steps

After completing all required fields in the Records Disposition Log:

1. Submit the form via Adobe Acrobat Sign to:

• Your Department Supervisor
• Records Management Officer: Patty Collins (patty.collins@lsco.edu)

2. Wait for approval from the Records Management Officer.

3. Once approved, proceed with destruction or archival transfer.

4. Complete Column 7 (Actual Disposition Date), Initial, and submit.

5. The Records Management Officer retains finals and signed logs for 10 years.

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Special Situations

Archival Transfers

For records requiring archives transfer:

1. Complete a Records Transmittal Form
2. Create detailed inventory listing:
   • Box numbers and contents
   • Folder titles and date ranges
   • Special items requiring careful handling
3. Package materials in labeled boxes
4. Contact Records Management Officer to arrange transfer

Digital Media Disposal

For computers, hard drives, or digital storage:

1. Identify devices containing confidential information
2. Contact IT Security for secure deletion assistance
3. Use certified destruction services for high-security items
4. Obtain certificates of destruction for all devices

Large Disposal Projects

For major clean-out projects:

1. Contact Records Management Officer early for planning
2. Schedule adequate time for review and approval
3. Coordinate with disposal service providers
4. Implement quality control checks throughout process

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Department Responsibility

Departments are responsible for managing records throughout their full life cycle, including storage and secure disposal. Small amounts may be shredded in-house, but larger volumes often require coordination with a vendor.

Quick Reference

This guide reflects LSCO's certified Records Retention Schedule (Agency Code 787, Certification No. 5, Amendment No. 1). Always verify current requirements when in doubt.