Records Management & Archives Handbook: Suspension of Records Disposition

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Part II:  Policies and Procedures of the Records Management and Archives Department


Statement

Occasionally, due to special circumstances such as pending litigation or an audit, records disposition needs to be suspended until the circumstances have passed.

Upon notification that such circumstances exist, the Director of Records Management and Archives suspends the disposition of the affected records. In these cases, departments must retain the records until the Director of Records Management and Archives lifts the suspension.

Procedures

  1. An administrator or the Head of a Department notifies the Director of Records Management and Archives of special circumstances, such as pending litigation or an audit, which require suspending disposition of the affected records. He or she also notifies the Director of Records Management and Archives when the special circumstances have passed.
  2. Having been notified by an administrator or the Head of a Department that an audit or litigation is pending, the Director of Records Management and Archives notifies all affected departments to suspend destruction of related records until further notice.
  3. Having been notified by an administrator or the Head of a Department that the special circumstances have passed, the Director of Records Management and Archives notifies all affected departments that the suspension has been lifted.