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Iwasaki Library

Records Retention & Disposition Schedule: Legal

List of Schedules

Schedule Number Records Series
810 Consent Orders
820 Court Orders
830 Judgments
840 Releases
850 Settlements
860 Copyright and Trademark Registrations
870 Property Deeds, Easements, Licenses, Rights of Way, Leases, Rights of First Refusal, Remainder Interests, Mortgages

Warning

If your department or office receives a notice of a Records Preservation/Hold Order you must comply with the instructions from General Counsel’s office.  A Records Preservation/Hold Order is an internal procedure to ensure that certain information is preserved which may be needed for reasonably anticipated or actual government investigation, audit, or litigation. A Records Preservation/Hold Order temporarily sets aside the retention period stated in the Records Retention and Disposition Schedule, and suspends destruction for the affected records until the Records Preservation/Hold Order is released.


Consent Orders

These records pertain to any documentation regarding a voluntary agreement worked out between two or more parties to a dispute.

  Record Holder Retention Period Disposition
Official Record Office of the General Counsel Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Court Orders

These records pertain to any court order which is an official proclamation by a judge (or panel of judges) that defines the legal relationships between the parties to a hearing, a trial, an appeal or other court proceedings. 

  Record Holder Retention Period Disposition
Official Record Office of the General Counsel Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Judgments

These records pertain to any judgments, or formal decisions made by a court following a lawsuit.

  Record Holder Retention Period Disposition
Official Record Office of the General Counsel Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Releases

These records pertain to any releases or agreements by which someone waives any right to sue arising from a certain activity.

  Record Holder Retention Period Disposition
Official Record Office of the General Counsel Permanent Transfer to Archives
Duplicate Record (reference copy) All ofther offices Destroy when no longer needed Confidential Destruction

Settlements

These records pertain to any and all settlements or resolutions between disputing parties about a legal case.

  Record Holder Retention Period Disposition
Official Record Office of the General Counsel Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Copyright and Trademark Registrations

These records pertain to any documentation regarding copyright and trademark registrations.

  Record Holder Retention Period Disposition
Official Record Office of the General Counsel Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Property Deeds, Easements, Licenses, Rights of Way, Leases, Rights of First Refusal, Remainder Interests, Mortgages

These records pertain to any and all documentation regarding property deeds, easements, licenses, rights of way, leases, rights of first refusal, remainder interests, and mortgages.

  Record Holder Retention Period Disposition
Official Record Office of the General Counsel Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction