What must happen for records to be purged after retention periods?

For records to be purged after their retention periods, it is essential that they are confirmed as inactive. This step ensures that the records are no longer needed for operational purposes or legal compliance. Inactive records are those that have served their intended purpose and do not require further retention. Confirming their inactive status helps to protect against premature deletion of records that might still be relevant for audits, investigations, or legal matters.

The focus on inactivity is crucial; if records were to be assessed based on other criteria, such as validation or officer approval, it could complicate the process or lead to unnecessary retention of records that should be disposed of, thus hampering efficient record management. Inactive confirmation serves as a clear indicator that the records can be safely purged without jeopardizing organizational integrity or compliance.