Records Disposition Authority
The Records Disposition Authority (RDA) is issued by the State Records Commission under the authority granted by the Code of Alabama 1975. It was compiled by the Alabama Department of Archives and History (ADAH), in cooperation with representatives of the public universities of Alabama. The RDA establishes minimum retention periods and disposition instructions for those records, and provides the legal authority for the public universities of Alabama to implement records destruction.
Alabama law requires public officials to create and maintain records that document the business of their offices. These records must be protected from "mutilation, loss, or destruction," so that they may be transferred to an official's successor in office and may be made available to members of the public. Records also must be kept in accordance with auditing standards approved by the Examiners of Public Accounts.
For specific guidance please refer to the Public Universities of Alabama Records Disposition Authority Guide. (NOTE: The link will take you to a database where you can search RDAs. Enter Universities of Alabama, Public and it will be on the list provided. Then hit the link to the PDF or Word based on your preference).
When you have identified the types of records you wish to dispose, as defined by the RDA, please itemize you records accordingly on the Records Destruction Request Form (RDR). As the form requests, please identify the type of records by RDA page number.
Once you have completed the RDR form, please submit to the Office of Internal Audit/External Funds Compliance for approval. You must receive written approval before proceeding with any historical records destruction. This applies even where you intend to convert the physical records to digital format.
Please call us at extension 8557 if you have any questions.