Retention
A retention period is the length of time, usually based upon an estimate of the frequency of use for current and anticipated business, that records should be retained in offices or records centers before they are transferred to an archives or otherwise disposed of. A records schedule is a document describing records of an agency, organization, or administrative unit, establishing a timetable for their life cycle, and providing authorization for their disposition. A records schedule is also referred to as a comprehensive records schedule, disposal schedule, records retention schedule, records disposition schedule, retention schedule, and transfer schedule. (Source: A Glossary for Archivists, Manuscript Curators, and Records Managers. Lewis and Lynn Lady Bellardo. Society of American Archivists, Chicago: 1992).
This subject area may contain some government retention schedules, guides to creating and/or using retention schedules, best practices for securing the retention of data and documents, forms, auditing, training in the use of retention schedules, records transfer, retention policies and procedures, etc.
This section lists each of the Retention documents:
| Document Title | Document Description | Document Size (measured in KBs) |
|---|---|---|
| Creating Records Retention Schedules | This 111-slide show (in pdf), presented by the Records Management Program of the Nevada State Library and Archives, reviews processes required to develop a good records retention schedule including the need to secure management support, obtain department buy-ins, preliminary file purges, definitions, inventory, schedule development, and features of a good retention schedule. | 4096 KB |
| State of Maine E-mail and Voice Mail Retention Guide 2008 | Contents arranged in user-friendly format as answers to frequently-asked-questions. Defines terms and discusses retention requirements. Does not include retention schedule. See the companion “E-Mail and Voice Mail Retention Guidelines Presentation.” 12 pages. 2008. Maine State Archives. | 197 KB |
| State of Maine E-Mail and Voice Mail Retention Guidelines Presentation | This 14-slide presentation discusses the definition of “record” as it pertains to born-digital recorded information and retention requirements. See the companion “State of Maine E-mail and Voice Mail Retention Guide 2008.” Maine State Archives. | 933 KB |
| Establishing Records Retention | By following a retention schedule, systematic control of information from its creation to final disposition is established. This bulleting shows why and how retention schedules are the most important part of a records management plan. 7 pages. One of a series of technical bulletins issued by the National Association of Government Archives and Records Administrators and the International Institute of Municipal Clerks. | 475 KB |
| Frequently Asked Questions About Email Retention – MI | This information sheet is designed to help Michigan government employees who use e-mail to follow existing procedures about the retention of e-mail and protect themselves and their agencies. 5 pages. 2006. | 147 KB |
| General Records Retention Schedules for County Records – SC | The Archives and Records Management Division of the State Archives has prepared these general retention and disposition schedules to give South Carolina’s counties the legal authorization to retain and dispose of records common to eighteen offices and functions. The schedules list permanently valuable records, which should be properly protected for future use, and they also supply a timetable that will allow records custodians to regularly and legally dispose of records of non-permanent value. 50 pages. South Carolina Department of Archives and History. 2002. | 238 KB |
| General Records Retention Schedules for Data Processing and Electronic Records of State Agencies and Institutions – SC | These general retention and disposition schedules give South Carolina state government agencies and state-supported colleges and university the legal authorization to retain and dispose of common non-permanent data processing and electronic records. The schedules will allow these government agencies and institutions to dispose of electronic records of non permanent value regularly and legally. 14 pages. South Carolina Department of Archives and History. 1996. | 195 KB |
| General records retention schedules for municipal records – SC | These general retention and disposition schedules give South Carolina’s municipalities the legal authorization to retain and dispose of records common to eleven departments, offices, and functions. This schedule lists the permanently valuable records, which should be properly protected for future use, and supplies a timetable that will allow records custodians to regularly and legally dispose of records of non-permanent value. 29 pages. South Carolina Department of Archives and History. 2003. | 285 KB |
| General records retention schedules for school district records – SC | These general retention and disposition schedules give South Carolina’s school districts the legal authorization to retain and dispose of records common to six departments, offices, and functions. This schedule lists the permanently valuable records, which should be properly protected for future use, and supplies a timetable that will allow records custodians to regularly and legally dispose of records of non-permanent value. 24 pages. South Carolina Department of Archives and History. 2003. | 253 KB |
| General Records Retention Schedule for Administrative Records of State Agencies – SC | This schedule lists the permanently valuable records, which should be properly protected and transferred to the South Carolina State Archives, and supplies a timetable that will allow agencies to regularly and legally dispose of records of non-permanent value. 19 pages. South Carolina Department of Archives and History. 2002. | 165 KB |
| General Records Retention Schedule for Financial Records of State Agencies – SC | This schedule lists the permanently valuable records, which should be properly protected and transferred to the South Carolina State Archives, and supplies a timetable that will allow agencies to regularly and legally dispose of records of non-permanent value regularly and legally. 23 pages. South Carolina Department of Archives and History. 2002. | 174 KB |
| General Records Retention Schedule for Personnel Records of State Agencies – SC | This schedule lists the permanently valuable records, which should be properly protected and transferred to the South Carolina State Archives, and supplies a timetable that will allow agencies to regularly and legally dispose of records of non-permanent value. 15 pages. South Carolina Department of Archives and History. 2002. | 160 KB |
| General Records Retention Schedule for State Colleges and Universities – SC | The Archives and Records Management Division of the State Archives has prepared this general retention and disposition schedule to give state-supported colleges and universities the legal authorization to retain and dispose of common records. The schedule lists the permanently valuable records, which should be properly protected, and it provides a timetable that will allow officials of colleges and universities to dispose of records of non-permanent value regularly and legally. 37 pages. South Carolina Department of Archives and History. 2003. | 638 KB |
| General Schedule for Electronic and Related Records – KY | The increased use of electronic records raises the question of how government agencies should apply records management standards to electronic records and electronic record-keeping systems. This “General Schedule for Electronic and Related Records” covers the records common to agencies with electronic data processing systems. 18 pages. Kentucky Department for Libraries and Archives. | 163 KB |
| E-mail as a Public Record in North Carolina: Guidelines for Its Retention and Disposition | These guidelines and a current records retention and disposition schedule advise or instruct public employees and contractors how to manage and dispose of electronic mail messages. 16 pages. North Carolina Office of Archives and History. 2002 | 382 KB |
| A Guide to Missouri’s General Retention Schedule | This guide is designed to help categorize the documents a state agency is responsible for. It includes definitions of covered record groups and series. 4 pages. | 162 KB |
| Local Schools Records Retention and Destruction Schedule – SD | Any state government agency planning to destroy agency records must notify the State Archivist 30 days before the date of the proposed destruction. This manual describes the procedure to follow to dispose of school records and includes the list of record series numbers and titles. 59 pages. South Dakota Bureau of Administration, Records Management Program. 2004. | 728 KB |
| Methods for Destroying Agency Records: Considerations for Government Officials – GA | “Why” and “how” should agency records be destroyed. 2 pages. 2008. Georgia Archives. | 121 KB |
| Municipalities Records Retention and Destruction Schedule – SD | Municipal officials planning to destroy agency records must notify the State Archivist 30 days before the date of the proposed destruction. This manual describes the procedure to follow to dispose of municipal records and includes the list of record series numbers and titles. 246 pages. South Dakota Bureau of Administration, Records Management Program. 2004. | 2035 KB |
| Ohio County Records Manual | This manual lists many county record series and provides suggested retention periods. 113 pages. Ohio Historical Society. | 944 KB |
| Ohio Municipal Records Manual | This manual lists many municipal record series and provides suggested retention periods. The purpose of the manual is to provide a foundation for municipal officials who wish to establish and maintain a basic records management program. 41 pages. Ohio Historical Society. 2000. | 134 KB |
| Ohio Township Records Manual | This manual lists many township record series and provides suggested retention periods. The purpose of the manual is to provide a foundation for township officials who wish to establish and maintain a basic records management program. 27 pages. Ohio Historical Society. 2000. | 119 KB |
| Policy and Guidelines Relating to Electronic Records Retention and Disposition – HI | This policy and guidelines relating to electronic records disposition governs agencies subject to the State Comptroller’s authority pursuant to Hawaii Revised Statutes. 8 pages. Hawaii Department of Accounting and General Services. 2001. | 416 KB |
| A Guide to Proper Records Destruction – IN | Reference brochure highlighting records retention requirements, destruction options, and notification form. 2 page brochures. Indiana Commission on Public Records. | 93 KB |
| Record Keeping Requirements for Records Stored in Georgia’s County Offices | Considerations for county government officials. Cites Georgia law relative to public records, storage requirements, and duplication. 2 pages. 2008. Georgia Archives. | 96 KB |
| Records Classification: Considerations for Government Officials – GA | Defines “records classification” and provides distinctions between transitory, temporary short-term, temporary long-term, and permanent records. 2 pages. 2008. Georgia Archives. | 116 KB |
| Records Destruction Procedures for Local Governments – AL | Procedural leaflet on subject title. Discusses the who, when, and how of local government records destruction. 4 pages. 2000. Alabama Department of History and Archives. | 96 KB |
| Records Retention and Disposition for Arizona Community Colleges and Districts | Explains the definition of “records,” the life cycle of records, records inventory, evaluation and appraisal, and provides retention and disposition schedules, and worksheets. 52 pages. AZ State Library, Archives and Public Records, Records Management Div. 2002. | 1698 KB |
| Records Retention and Disposition for Arizona Counties | Explains the definition of “records,” the life cycle of records, records inventory, evaluation and appraisal, and provides retention and disposition schedules, and worksheets. 89 pages. AZ State Library, Archives and Public Records, Records Management Div. | 2085 KB |
| Records Retention and Disposition for Arizona Municipalities | Explains the definition of “records,” the life cycle of records, records inventory, evaluation and appraisal, and provides retention and disposition schedules, and worksheets. 65 pages. AZ State Library, Archives and Public Records, Records Management Div. 2002. | 2047 KB |
| Records Retention and Disposition for Arizona School Districts | Explains the definition of “records,” the life cycle of records, records inventory, evaluation and appraisal, and provides retention and disposition schedules, and worksheets. 37 pages. AZ State Library, Archives and Public Records, Records Management Div. 2004. | 1599 KB |
| Records Retention and Disposition for Arizona State Agencies | Explains the definition of “records,” the life cycle of records, records inventory, evaluation and appraisal, and provides retention and disposition schedules, and worksheets. 31 pages. AZ State Library, Archives and Public Records, Records Management Div. 2002 | 2001 KB |
| Records Retention Requirement for State Records – WY | These requirements will alert directors and their employees of the need to maintain adequate documentation of their daily transactions, ensure that records are available, and protect staff who are required to maintain this information. General schedules are attached. 19 pages. Wyoming State Archives. 2005. | 134 KB |
| Records Retention Schedule Guidelines – CA | General instructions for completing inventory and scheduling forms. 11 pages. Dept. of General Services, CA Records and Information Management. 2000. | 247 KB |
| Retention and Disposition of Records: How Long to Keep Records and How to Destroy Them | This publication will help you understand how to use these retention schedules, how to develop specialized office retention schedules for your own use, and how to destroy obsolete records. 52 pages. 2002. New York State Archives Government Records Services. | 215 KB |
| Retention and Disposition of Library and Library System Records | This leaflet provides basic information on how long records must be retained and how can valueless records be legally disposed of. 5 pages. 2007. New York State Archives Government Records Services. | 49 KB |
| Retention and Disposition of Records Created on Electronic Mail Systems – PA | This directive establishes policy, responsibilities, and procedures for the retention and disposition of records created on electronic mail systems. 7 pages. PA Archival and Records Management Services. 2004. | 30 KB |
| Retention and Disposition of Records: How Long to Keep Records and How to Destroy Them (NY) | Explains how to use the New York State Archives retention schedules, develop specialized office retention schedules, and destroy obsolete records. 2002 (48 pages). New York State Archives, Local Government Records Technical Series. | 215 KB |
| Vermont Retention Time-Table for Municipal Records | Vermont Retention Time-Table for Municipal Records. 32 pages. | 98 KB |
| Rules for Disposition of Local Government Records | This chapter governs the disposition of local government records. Includes definitions, policies and procedures, and retention schedule. 71 pages. Not dated. Maine State Archives. | 290 KB |
| Sample Library Records Retention Schedule – OH | Lists common library records and sets forth suggested retention periods for each. Ohio Historical Society. 1999. | 103 KB |
| Sample School District Records Disposal Policy – OH | Lists common school district records and sets forth suggested retention periods for each. Office of the Auditor, State of Ohio. 2002. | 86 KB |
| School Records Retention Model Schedule – NH | This model school district records retention schedule was prepared by the NH Department of Education. Revision dated 07/17/2002. 6 pages. NH Department of Education. | 87 KB |
| Massachusetts Statewide Records Retention Schedule | A few new sections have been added to this version including Securities, Insurance, and Drinking Water. Several new record series have been added and a few have been modified or deleted. 227 pages. Records Conservation Board. 2005. | 956 KB |
| Townships Records Retention and Destruction Schedule – SD | Any state government agency planning to destroy agency records must notify the State Archivist 30 days before the date of the proposed destruction. This manual describes the procedure to follow to dispose of township records and includes the list of record series numbers and titles. 23 pages. South Dakota Bureau of Administration, Records Management Program. 2004. | 403 KB |
Previous page: Preservation and Conservation
Next page: Scanning and Digitization