The One Time Disposal (OTD) is a disposition authority intended to be used by individuals responsible for information management (IM) within their department or other public body’s branch and/or program area. It is assumed that the audience for this material has an understanding of IM principles adequate to enable them to develop the OTD Submission.
What is a One Time Disposal Submission?
The OTD Submission is applicable to records in any format, category (records of a specific branch/ division/ program) and record type (all types within an organization or limited to a record series). Once approved the OTD submission authorizes the legal disposal of records. The goal of the OTD Submission is to obtain legal authority to dispose of a backlog of inactive records not covered under a Records Retention and Disposal Schedule (RRDS) for Operational Records, the Corporate Records Information Management Standard (CRIMS) or other disposition authority.
The Management of Information Act (MOIA) mandates the Government Records Committee (GRC) to make recommendations to the Minister relating to the disposal of government records. The OTD Submission is one of the recommended disposition authorities used for the legal disposal of government records.
Why use a One Time Disposal Submission?
The OTD Submission is an alternative to the use of a RRDS for Operational Records, CRIMS or other disposition authority to dispose of a backlog of inactive records. The OTD Submission is used when records are the result of an activity no longer in progress (e.g., organizational unit, service or function that no longer exists) or where the value of the records supports a high-level decision on their disposal.
Developing One Time Disposal Submission
The OTD Submission is an alternative to the use of a RRDS for Operation Records, CRIMS or other disposition authority to obtain approval for the secure disposal of a one time backlog of inactive records. The process includes the submission of an inventory or individual file listing of the records and a complete OTD Submission Template to the GRC.
The following supports will assist in the development of an OTD Submission:
Guideline – Developing One Time Disposal Submission
Quick Reference –Submission Process (RRDS for Operational Records and OTD)
Template – One Time Disposal Submission
Template – Memo – One Time Disposal Submission
For more information or if you require assistance with OTD Submissions, please contact IM@gov.nl.ca.