Records Management in the Government of the District of Columbia: How to Request the Destruction of Records

The Office of Public Records is mandated by DC Law 6-19 and the District of Columbia Municipal Regulations, Title 1, Chapter 15, to review and approve agency records retention schedules; train records officers in implementing the policies, procedures, and guidelines of managing records; collect, store, preserve, conserve and service historical records in the custody of the Archives; collect, store and service temporary records in the custody of the Records Center; and collect, store and service publications in the custody of the Library of Government Information. 

Public Records and Archive Services is managed and administered through the Office of Public Records and Archives.

Service Details: 

Deeds, Land and Property

Corporations

Genealogy 

Historical Document

Research Building Permits and Architectural Plans

Related Services: 

District of Columbia Archives

Library of Government Information

Public Records Center

Service Contact: 

Office of Public Records, Administrator

Contact Email:  archives@dc.gov

Contact Phone: (202) 671-1105

Contact Fax: (202) 727-6076

Contact TTY: 711

Office Hours: Monday to Friday 8:15 am to 4:45 pm

Service Location: 

GIS Address: 

1300 Naylor Court, NW

Washington, DC 20001

Office of the Secretary - OS

Office Hours
Monday to Friday, 9 am to 5 pm

Connect With Us
1350 Pennsylvania Avenue NW, Suite 419, Washington, DC 20004
Phone: (202) 727-6306
Fax: (202) 727-3582
TTY: 711
Alternate Number: Notary: (202) 727-3117
Email: secretary@dc.gov

  

Ask the Secretary of the District of Columbia

Agency Performance

Kimberly A. Bassett

Secretary of the District of Columbia

PROCEDURES FOR THE DESTRUCTION OF GOVERNMENT RECORDS

All government records created by district employees are the property of the DC government. As a result, they must be disposed of using the following procedures. These procedures will create an official paper trail must be developed documenting the entire process.

Steps in the Process of Destroying Government Records

Step 1: Agency’s Records Management Officer Completes the Notice of Intent to Destroy Records Form in its entirety.

Step 2:  Agency’s Records Management Officer submits to the DC Archivist a properly completed Notice of Intent to Destroy Records Form with a master box list or inventory of records to be destroyed included.

Step 3: The Archivist, upon receipt of the request will schedule a date and time to inspect the records to verify all information is correct

• Ensures that not currently active, historical, or permanent records are included or that no records are scheduled to be destroyed before their designated time according to the agency retention schedule

Step 4: After inspecting the records, the archivist will either grant approval by signing and dating the form or deny destruction

• If denied, a written explanation will be provided

Step 5: Upon receiving the archivist’s approval, records can be destroyed as scheduled

• • NOTE: Destruction must take place within 30 days of the date submitted in the request.
  • Agency staff must witness the destruct of all records containing sensitive, proprietary and/or confidential information,

Step 6: Agency Records Manager provides a completed confirmation of destruction of records form signed by the agency witness to the archivist within 1 week of the date of destruction

• The agency records management office must keep a copy of both the approved and singed notice of intent to destroy records form and confirmation of destruction of records form for the agency’s records management program.