Contact Special Collections and University Archives with questions about records management, electronic records, web archiving, digital preservation, and searching and using archival records.
UMD campus units disposing of records must submit a Certificate of Records Disposal to Procurement and Business Services. Units must retain the certificate for 10 years after disposing of records.
Provide the following information in the certificate:
| Form Field | Instructions |
|---|---|
| Number (No.) |
Number the groups of records to be disposed of, 1 to N |
| Description of Records | Title, description, and/or form number of the relevant Records Series |
| Retention Schedule No. | State Archives-assigned identifier for each schedule:
|
| Item No. | Item Number of the applicable Record Series as listed in the schedule |
| Inclusive Dates | Provide a date range for when the records were created |
| Volume (Cubic Feet) | Applies to paper records in boxes only |
| Date of Disposal | Date on which records were destroyed or transferred to University Archives |
| Method of Disposal | Destruction or transfer to University Archives, depending on the disposition specified in the applicable records schedule |
Records may only be destroyed if they have met their retention conditions and the applicable records schedule indicates that they must be disposed of by destruction.
The disposition for some records series specifies that they be transferred to University Archives, with or without screening by the unit and/or the University Archivist. Visit the section on University Archives and records management to learn more.
