No University record shall be destroyed or removed from the University's custody or control without an approved records retention and disposition authority.  There are two types of records retention and disposition authorities (RRDAs) developed by the UARMP:

• Continuing authorities which can be applied to records on an on-going basis
• One-time authorities which can be applied only once to a specific group of records

When implemented, a record retention and disposition authority is a major contributor to programme effectiveness and efficiency. Records custodians and/or Archives and Records Management Programme staff can carry out preparation of record retention and disposition authorities. The Campus Records Manager, in consultation with the University Archivist, will review all records retention and disposition schedules prior to sending authorities for approval.

Specific University officers are designated to approve records retention and disposition authorities. These are as follows:

• Campus Registrar and Campus Bursar for records generated or received and maintained by a Campus Registry, Campus Bursary or any other part of Campus Administration including, but not limited to, the Office of the Principal, the Computer Centre, Dean of Students, Wardens and Student Counselors
• Campus Registrar, Campus Bursar and the responsible Faculty Dean or University/Campus Librarian for records of Faculties or Libraries
• Campus Registrar, Campus Bursar, the responsible Faculty Dean and Department Head for records of Departments
• University Registrar and the University Bursar for records generated or received and maintained by the Offices of Administration and Finance
• University Registrar, University Bursar and the responsible Pro-Vice Chancellor or Head/Director for records of Centre Departments and Offices other than the Office of Administration and Finance

In time, if the purpose or content of scheduled records changes appreciably, or if it is found that the retention periods or final dispositions are in need of adjustment, an approved records retention and disposition authority can be amended to take into account such circumstances. Requests for amendments should be supported by adequate justification. If a proposed amendment is approved, the RRDA or portion thereof which it replaces becomes superseded and obsolete.

When a generic RRDA (omnibus RRDA) is developed and approved for certain types of administrative records (e.g. financial records) that are common to every Faculty/Department, an organizational unit that generates or receives and maintains such records can apply to the University Archivist or Campus Records Manager to use this omnibus schedule or relevant part of it provided that the file classification system under which the records are arranged and maintained will allow the retention periods and final dispositions to be implemented in an accurate and effective manner. Permission can be withdrawn if this omnibus schedule is used improperly (e.g. is used as authorization to dispose of records which are not covered by it).

The University Archives and Records Management Programme will maintain approved records retention and disposition authorities and copies will be distributed to the offices to which they apply.