D.C. Mun. Regs. r. 1-1513

Current through Register Vol. 71, No. 24, June 14, 2024

Rule 1-1513 - DESTRUCTION OF RECORDS

1513.1

Paper records to be destroyed shall, unless restricted, or whenever practicable, be sold as wastepaper and the wastepaper contractor shall be required to pulp, macerate, or shred the records. If the records are restricted by laws or regulations that prohibit their use by the public, a District employee shall witness the destruction of the records.

1513.2

Records other than paper records, such as x-rays, plastic recordings, film, and similar items, may be salvaged or sold, but the contract for sale shall prohibit the resale of these records for use as records or documents.

1513.3

When the public interest will be served, an agency may propose the transfer of records authorized for destruction to an eligible individual, organization, institution, or governmental body that has made application for them. Such donations shall receive the prior written approval of the Committee.

1513.4

The head of an agency shall request the approval of such a transfer by a written request that shall include the following information:

(a) Name and address of the proposed recipient of the records;

(b) A description of the records to be transferred, including dates and volume of the records and the disposition authority that controls the records;

(c) A statement providing evidence that the proposed transfer is in the best interests of the government, the proposed recipient agrees not to sell the records as records or documents, and the proposed recipient agrees not to transfer the records to any other entity without the prior written approval of the Committee; and

(d) A certification that the records contain no information the disclosure of which is prohibited by law or contrary to the public interest.

1513.5

The Archivist and the Administrator shall review the request, and the Administrator shall make recommendations for the consideration of the Committee.

1513.6

If the request is denied, the agency shall be notified that the records shall be destroyed in accordance with appropriate disposal authorities.

D.C. Mun. Regs. r. 1-1513

Final Rulemaking published at 34 DCR 7001, 7013-14 (October 30, 1987)