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Prior to disposing of eligible records, an inventory of those records to be destroyed should be performed. The Board of Supervisors, Board of Aldermen, or City Council, as appropriate, must authorize the disposal by recording the inventory, or a summary thereof, in the minutes.

Consult the cover page of each set of records retention schedules for restrictions on disposal of records involved in litigation, investigations, or audit, or records prior to 1940.

According to Mississippi law, records may not be destroyed except in accordance with an approved retention schedule.  Therefore, records series not listed in these schedules are not eligible for disposal until an appropriate records retention schedule has been approved by the Local Government Records Committee.

 

Disposal of Court Records

Authorization to destroy records of chancery, circuit, county, youth, or justice courts in Mississippi must be obtained from the Department of Archives and History.  Because the Local Government Records Committee does not have the authority to issue records retention guidelines for court records, disposal authorization is based on several statutes in the Mississippi Code.  In addition, requests for court records disposal will be reviewed to determine the records’ potential archival value.

You may request disposal authorization here (PDF).  Include in your request the type(s) of record you wish to destroy (e.g. “Circuit Court Case Files”), the span of dates of the records, the volume of records, and your postal mail address.  Upon approval, a disposal authorization will be mailed to the address included in your request.  Approval from either your county’s Board of Supervisors or the appropriate court should also be obtained.

In order to ensure a timely response to requests, we will consider routine requests only during specified periods.  Please submit routine year-end disposal requests December 1 to 15, and mid-year requests June 1 to 15. If you have a situation requiring immediate records disposal, explain the circumstances in the emergency section of the form and submit at any time. These include requests for disposal of damaged records and court-ordered expungements.