Item Identification
Clear item description, serial or reference numbers, and location to avoid mistaken disposal.
A formal checklist reduces legal and operational risk by ensuring consistent handling of records and assets across teams.
Final approval is commonly recorded by a department head or authorized signatory to document accountability.
Clear item description, serial or reference numbers, and location to avoid mistaken disposal.
Retention schedule citation or contract clause that authorizes retention or disposal.
Department, owner contact, and responsible custodian for handoff or destruction.
Specify secure shred, electronic wipe, transfer to archives, or donation as applicable.
Record approver name, role, signature, and date for auditability.
Attach export logs, screenshots, or photographed condition for legal or compliance records.
| Field | Configuration |
|---|---|
| Required Fields | Make Item Description, Retention Code, and Approver required. |
| Conditional Logic | Show Disposition Method only after retention expiry is confirmed. |
| Audit Capture | Enable timestamp, IP, and signer authentication logging. |
| Approval Routing | Auto-route to department head, then records office for final sign-off. |
Ensure the chosen solution supports record export and secure storage so checklist evidence is reproducible during audits or legal review.
Complete initial inventory review within 30 days of project start.
Department approvals completed within 7 business days.
Physical or digital disposal executed within 30 days after final sign-off.
Complete transfers to archives within 45 days of approval.
Maintain the signed checklist as an audit record for the designated retention period.
A leasing firm consolidated tenant files into a digital archive
A clinic segregated obsolete patient forms and confirmed retention codes