If an agency finds that some of their records should not be dispositioned once their retention has been met, the records will need to be put on hold. A hold is a temporary stay of disposition. Once the reason for the hold has passed an agency should contact their records analyst. Records Management Division uses four types of holds:
Audit Hold – This is used for records that are necessary for a current or pending audit.
Legal Hold – This is used for records that are necessary for current or pending litigation.
Schedule Revision Hold – This is used for records with a record series that is currently being reviewed by the Records Management Division.
Re-filming Hold – This is used for records that have been imaged by the Records Management Division but an agency has requested a re-film.
Before any record can be dispositioned (destroyed or transferred) by the Records Management Division, the agency of record must sign a disposition approval form. Records analysts regularly review an agency's holdings and generate disposition approval forms for the records that have met their retention period. When agencies receive this form they need to promptly review the list to decide if the records listed on the disposition approval form are indeed ready to be dispositioned (destroyed or transferred). An agency director or a Records Management Liaison (RML) will need to sign the first page of the form and initial all subsequent pages.
The State Records Center will not be responsible for destroying records that are delivered after their retention has been met. These should be destroyed by the agency. If you have any questions or concerns, please contact your analyst.
If an agency has questions or concerns about putting any of their records on hold, they can contact the Records Management Division at (573) 751-3319 or by email at email@example.com.