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  • For the Record: Reporting in-office destruction of records

    This year Document and Micrographic Management’s (D&MM) goal is to collaborate with all County departments in order to bring Pima County into full compliance with State destruction requirements.  

    Arizona State Statute §41-151.19 (Arizona Revised Statutes) requires that a Certificate recordsof Records Destruction form be completed at least once a year.  This form is for reporting the destruction of public records that have met their retention as outlined in the department’s retention schedule.
        
    D&MM is responsible for completing this process for records housed at their facility that have reached retention.  Each department is responsible for completing this process for those records retained in-office.  Throughout 2018, D&MM will be addressing this gap in our destruction process. 
     
    Starting in mid-February, D&MM staff will be contacting departments in order to identify records eligible for destruction.  D&MM will provide assistance on how to complete the required form found here: Certificate of Records Destruction.  This initiative supports good information governance by reducing the risk and expense associated with keeping records past their retention periods.  This project/process will be a featured in our June records training.  

    We look forward to working with you on this important endeavor. 

    Eric Flohr is Records Division Manager for the Pima County Clerk of the Board's Document and Micrographic Management Division. Each month he writes about the issues surrounding public records maintenance. 

    Please feel free to direct any questions or comments to Eric Flohr at 520-351-8466 or eric.flohr@pima.gov
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