Postal Service records that are eligible for disposal and not subject to a Legal Hold Notice should be disposed of in accordance with the appropriate records control schedule.
To dispose of records that are maintained at an FRC or commercial storage, a Records Disposal Notice (Exhibit 6-5.1) is used. A Records Disposal Notice is a written notification that lists records that are eligible for disposal.
Exhibit 6-5.1
Suggested Format for Records Disposal Notice
[Date]
[To]
Records Disposal Notice
[Below or attached] is a list of inactive records for which your office is functionally responsible. The records were transferred to an off-site record storage facility and are now eligible for disposal as indicated. These records will be destroyed 30 days from the date of this Notice, unless we are otherwise notified.
Please provide copies of the list to the managers currently responsible for these records. Each manager should review the list, initial their concurrence with the disposal of their records and return the list to ________________________. However, if any of these records are to be retained, a contact name and number must be identified. We will then coordinate proposed extensions of the disposal dates.
Records ready for disposal:
Transfer ID Number
Box #
Disposal Date
Reviewed by
_________________
_____
___________
Comments: _________________________________________________________________
Please return this completed Notice to: [contact name, number, and address]
