State Record Forms and Retention Schedules
Agencies of state government should refer to the General
Records Retention Schedules to determine how long to keep specific public
records and whether and when to dispose of them. If your agency also must meet
federal retention requirements, the longer of the two timetables should apply.
If you are uncertain which schedule to refer to for a
specific type of document, refer first to the General Records Retention Schedule
Index.
When filling out a disposal request ( Form RM5), be sure to
indicate in the appropriate columns the schedule number and item number and the
record series title as listed on the general schedule. For example: GS 7 Item
3 Records Service Request
While some records are kept on a calendar basis, most state
government records are maintained by fiscal year (July 1 to June 30). So
retention schedules should be determined based on the fiscal year in which a
specific record was created. For example, a record created in FY 2006 that has a
retention period of four years could be disposed of at the end of FY 2010, or
June 30, 2010.
For those records that an agency is filing on a
calendar-year basis, the retention period must be extended six months.
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General Records Retention Schedules
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