Skip to Content
Sinclair College

I AM

Find info & services specific to you:

I'M INTERESTED IN

Records Management Forms

Records Management forms are available on My.Sinclair and the Archives & Records Management LibGuide at https://libguides.sinclair.edu/archives.

R1 Form – Records Retention Schedule

A retention schedule is a document that identifies and describes department records at the series level, and provides instructions for the disposition of the records throughout their life cycle. Contact the Records Manager to create or update a department retention schedule.

R2 Form – Certificate of Records Destruction

This form provides the audit trail to document that business records have been destroyed in accordance with the law as part of an approved records retention program. The form must include the following before sending to the Records Manager:

  • Signature of the department contact and head of department.
  • SCC codes listed on your department’s Retention Schedule [R1 form].
  • Span dates of the materials to be destroyed.

The Destruction Date is filled in after disposition, and must be on or after approval signature dates. Send the completed Certificate of Records Destruction [R2 form] to the Records Manager via email or campus mail.

Records may be destroyed by departments or during monthly shred days on campus.

If destroying records in-office, fill in the date of destruction and amount destroyed (e.g. 1 Box, 3 Files) on the R2 form and return to the Records Manager. Keep a copy for your records.

To transfer records for destruction to the Records Center, contact Facilities or the Records Manager. Boxes are available in the center, if needed.

For more information, contact Shelby Beatty at shelby.beatty1@sinclair.edu or at 937-512-2319.

R3 Form – Certificate of Records Transfer

This form documents the transfer of records to the Records Center for long-term storage, or the Archives to be added to the college’s historical collections. All materials sent to the Records Center or Archives must be packed in approved boxes. Boxes are available in the Records Center. Contact the Records Manager before transfer.

The form must include the following before sending to the Records Center:

  • Signature of the department contact and head of department.
  • SCC codes listed on your department’s Retention Schedule [R1 form].
  • Name of record series.
  • Span dates of records.
  • Number of boxes.

Create a list of file names in each box. Attach a copy of the list(s) to the R3 form and put a copy inside the box.

Send completed R3 forms to the Records Manager. When the approved form is returned to you, arrangements can be made to move the materials to the Records Center.

For more information, contact Shelby Beatty at shelby.beatty1@sinclair.edu or at 937-512-2319.

R4 Form – Request for Reference or Loan of Records in the Archives & Records Center

This form ensures that persons requesting access to materials in the Archives & Records Center are authorized users. The form also documents the reference activities and allows staff to track items borrowed from storage.

The form must include the following before sending to the Records Manager:

  • Signature of the person requesting and accessing the records, as well as the department head.
  • Description of the materials being requested.
  • Dates (if known).

Send or bring the completed R4 form to the Records Manager to retrieve requested materials.

For more information, contact Shelby Beatty at shelby.beatty1@sinclair.edu or at 937-512-2319.