Calculating Destruction Eligibility

If a record has “3 calendar years” retention, the disposition eligibility date would be 3 years after the end of the calendar year of the last record in the series.

Example: You have records dated April 2006 thru October 2010, with 3 calendar years retention. The date to start counting is the beginning of the next calendar year after the date of the most recent document (October 2010) which would be January 1, 2011. All records, April 2006 thru October 2010, could be destroyed on January 1, 2014.

If a record has “3 fiscal years” retention, the disposition date would be 3 years after the end of the fiscal year of the last record in the series.

Example: You have records dated April 2006 thru October 2010, with 3 fiscal years retention period. The date to start counting is the beginning of the next fiscal year after the date of the most recent document (October 2010) which would be July 1, 2011. All records, April 2006 thru October 2010 could be destroyed on July 1, 2014.

*If your department follows a different fiscal year, please notify RMLO the fiscal year and governing authority

If a record has a “3 anniversary years” retention, the disposition date would be 3 years from the date of the last record in the series.

Example: You have records dated April 2006 thru October 2010, with 3 anniversary years retention period. The date to start counting the last day in the month of the most recent document (October 31, 2010). All records, April 2006 thru October 2010 could be destroyed on October 31, 2013.