Records Retention Schedules

Records Retention Schedules describe the function and lifecycle of records created and received at government agencies and provide standards for minimum length of storage and preservation.


What's a Record Series?

A record series is a group of records, all with the same function, that document the same activity, regardless of format.

Record series are comprised of a number, title, description, and minimum retention period. Some may have sub-series based on specific records within the group of records.

Record Series Components

Record Series Components

General Records Retention Schedules

View record series applicable to all agencies.

Agency Specific Retention Schedules

View record series applicable to specific State agencies.

Municipal Retention Schedules

View record series applicable to specific municipal departments.

Quasi-Public Retention Schedules

View record series applicable to Quasi-Public agencies (replaces GRS 8 & 9).

How to Get Started:

1

Identify Records

To identify the minimum retention period of a record, first identify the record series within a schedule. If records are:

NOTE FOR DESTRUCTION:

If the records you’re seeking to destroy are not included in any schedule, they cannot be destroyed as they are considered permanent until scheduled. Please contact the Public Records Administration to begin an amendment to include the records.

2

Preserve or Destroy

  • Keep active records onsite in safe storage when not in use;
  • Send inactive State agency records not needed for daily use to offsite storage at the State Records Center;
  • Transfer eligible State agency permanent records of enduring and historical value to the State Archives; or
  • Legally destroy records once they have reached their minimum retention period by completing a Certification of Records Destruction.

Don’t see a record listed on a schedule?

Contact the Public Records Administration to request an amendment to the applicable schedule.

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Additional Resources

Guidance Documents

Review to assist with daily records management practices, including tips, advice, and resources to keep you informed.

Forms and Resources

Download destruction, digitization, disaster planning, and transmittal forms and resources.

Records Management Webinars

Watch previously records webinars to learn about records management and how to integrate best practices.

Frequently Asked Questions

Commonly asked questions about public records, how they’re managed, and who has them.