Records Destruction

When public records have met their minimum retention requirements, agencies may begin the records destruction process by submitting a Certification of Records Destruction (CRD), listing records to be disposed of with a statement certifying compliance for approval. The CRD is the legal replacement of the records destroyed, and must be permanently preserved in the office from which the records were created or received.

When are Records Eligible for Destruction?

To calculate destruction eligibility, the associated Records Retention Schedule must be consulted to identify the minimum retention length. Records are eligible the day after records have met their retention.

Records Retention Schedules

Learn more about the minimum amount of time public records must be retained.

For additional information, review the guidance document, The How and Why of Proper Records Destruction.

How to Get Started:

1

Determine Eligible Records

To stay on top of your agency’s records, records destruction should take place, at minimum, annually (CY or FY).

Consult legal counsel or your administration to determine if records eligible for destruction may be involved in current, pending, or anticipated litigation, any government investigation, regulatory proceeding, or request under the Access to Public Records Act (Rhode Island General Law 38-2). If so, the records should be held past the minimum retention period and only destroyed once no longer relevant or needed.

If the records you’re seeking to destroy are not included in any Records Retention Schedule, they cannot be destroyed as they are considered permanent until scheduled. Please contact the Public Records Administration to amend the schedule.

2

Complete and Submit a Certification of Records Destruction

Download the CRD Form and Instructions

After downloading the CRD, fill in the following required information:

  • Department and Division/Unit Name
  • Date
  • Record Series Number
    This is the corresponding number from the associated Records Retention Schedule (i.e., GRS1.1A).
  • Record Series Title
    Include the record series and subseries title. If applicable, include additional identifying information.
  • Dates From/To
    Include date span of the earliest and the most recent records to be destroyed (i.e., 2010 – 2015, 05/01/2010 – 01/01/2015, etc.).
  • Volume
    Include the quantity of records to be destroyed (i.e., 5 boxes, 20 MB, 3 CDs, etc.). If not a standard box size, include the dimensions (i.e., 24” x 12” x 10”, etc.).
  • STATE AGENCIES ONLY: Certify If Records Have Been to the State Records Center
    Check the corresponding box to certify if the records have ever been to the State Records Center.
    If records have been to the State Records Center, an attached box list is required, listing all SKP Box Numbers in .csv format, with file names listed if individual files are to be destroyed.
  • Certify Retention Conditions Have Been Met
    Check to certify that all retention conditions listed within the corresponding Records Retention Schedule have been met for the records listed and are authorized for destruction.

Once the agency official authorized to request records destruction signs the form, submit the CRD for approval to the Public Records Administration (for State agencies) or the Local Government Records Coordinator (for municipalities).

The CRD will be reviewed, counter-signed by the State Archivist and Public Records Administrator, and returned to your agency. Only upon receipt of the counter-signed form may records be legally destroyed.

3

Disposing Records

After your agency receives a counter-signed CRD, you may proceed with records destruction.

  • The most common destruction methods include shredding, overwriting (involve internal IT input), degaussing, and physical destruction (i.e., crushing, incinerating, pulverizing, etc.). Paper recycling and digital deletion are only appropriate for records that do not contain personal, sensitive, or confidential information.
  • If records destruction is not witnessed by internal staff, require the 3rd party vendor to provide a certification of data destruction to file with the counter-signed CRD. This certification will state that records have been destroyed in compliance with internationally recognized standards and in accordance with applicable local, state, and federal regulations.

Legal Records Replacement

File all counter-signed CRDs in an easy-to-access location, as the counter-signed CRD is the permanent legal replacement for the records destroyed.

For additional assistance, contact the Public Records Administration (for State agencies) or the Local Government Records Coordinator (for municipalities).

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Additional Resources

Guidance Documents

Review to assist with daily records management practices, including tips, advice, and resources to keep you informed.

Forms and Resources

Download destruction, digitization, disaster planning, and transmittal forms and resources.

Records Management Webinars

Watch previously records webinars to learn about records management and how to integrate best practices.

Frequently Asked Questions

Commonly asked questions about public records, how they’re managed, and who has them.

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