After the schedules have been drafted, seek internal approval for them. Submit the draft to department heads, legal counsel and the municipality's managing official or body for comments. Negotiate changes as necessary. The schedules become your office's legal documentation for the retention and disposition of its records. Distribute copies to all departments, along with records management procedures.
Most states have public records laws requiring that the destruction of public records be documented.
Usually a form is used to enter information regarding the records to be destroyed, and various authorized persons approve the destruction. Refer to Appendix for a sample records destruction form. List the records on a records destruction authorization form and obtain signatures to approve their disposal. Use a method of destruction appropriate to the records. Establish a regular review and disposal of records, usually at the end of the calendar or fiscal year.