You are here

NOTE: Records common to most offices are listed under this section of the Schedule.  In using the Schedule, one should first attempt to locate a specific item under a functional heading.  If the record you are locating cannot be found under a functional heading, then proceed to this General section to search for a less specific item covering the record.

*1.[1]

Official minutes and hearing proceedings of governing body or board, commission or committee thereof including all records accepted as part of minutes:
RETENTION:                        PERMANENT

*2.[2] Recording of voice conversations, including audio tape, videotape, stenotype or stenographer's notebook and also including verbatim minutes used to produce official minutes and hearing proceedings, report, or other record
 

a.Recording of public meeting of governing body or board, committee or commission thereof:
RETENTION:                       4 months after transcription and/or approval of minutes or proceedings

NOTE:  Videotapes of public hearings and meetings which have been broadcast on local government public access television as covered by item no. 33, below.

NOTE:  Appraise these records for historical significance prior to disposition.  Audio and videotapes of public hearings and meetings at which significant matters are discussed may have continuing value for historical or other research and should be retained permanently.  Contact the State Archives for additional advice on the long-term maintenance of these records.

  b.Recording other than of public meeting:
RETENTION:0 after no longer needed

 

**3.[3] Meeting files for meeting of governing body or board or agency, commission or committee thereof, including agendas, background materials and other records used at meetings:
RETENTION:1 year

NOTE:  Appraise these records for continuing administrative or historical value prior to disposition.  Agendas may have continuing administrative value and may be useful for accessing information in unindexed minutes and for indexing those minutes.  Other records prepared for or used at meetings may have administrative or historical value for documenting issued discussed at the meetings and referenced in the minutes.  See item no. 1, above, for records which are accepted as part of the minutes.

*4.[4] Legal opinion or legal directive rendered by government agency:
RETENTION:        PERMANENT
5.[5] Local law (including certification that law was properly enacted), rule, regulation, ordinance, resolution, proclamation or court order:
RETENTION:        PERMANENT
*6.[6] Legal agreement, including contract, lease, and release involving local government:
RETENTION:        6 years after expiration or termination or 6 years after final payment under contract, whichever is later

NOTE: This item does not apply to contracts (collective bargaining agreements) between a local government and a public employee labor organization.  These contracts are covered by item no. 375 in the Personnel/Civil Service section, and must be retained permanently.

7.[7] Signature card, or equivalent record, showing signature of individual legally authorized to sign specific transaction:
RETENTION:        6 years after authorization expires or is withdrawn
**8.[8]

Proof of publication or posting, legal notices, or certification thereof

NOTE: This item does not apply to real property tax lien sales or to notice of forthcoming election (see item no. 599 in the Taxation and Assessment section or item no. 179 in the Election section).

  a.         Relating to bond or note issue or tax limit increase:
RETENTION:                        6 years after issue or increase disapproved or retired

 

  b.         Not relating to bond or note issue or tax limit increase:
RETENTION:                        6 years
*9.[9] Manual of procedures, or policies and standards
  a.       Involving major procedures, policies and standards affecting local government operations, critical functions or issues of public visibility or concern: 
RETENTION:        PERMANENT

 

  b.       Involving routine day-to-day procedures, policies and standards pertaining to internal administration of a local government: 
RETENTION:        6 years after superseded

 

 

*10.[10] Correspondence, and supporting documentation maintained in a subject file (generated or received by a local government), except correspondence that is part of a case file or other record series listed elsewhere on this Schedule
  a.       Documenting significant policy or decision making or significant events, or dealing with legal precedents or significant legal issues: 
RETENTION:        PERMANENT

 

NOTE:  Significant correspondence is often maintained by the chief executive or administrative officer, and sometimes in subject file format.  See item no. 581 in the Supervisor, Mayor, Manager, and/or Administrator section.

  b.       Containing routine legal, fiscal or administrative information:
RETENTION:        6 years

 

  c.       Of no fiscal, legal or administrative value (including letters of transmittal, invitations and cover letters):
RETENTION:        0 after no longer needed

 

*11.[11]

Official copy of publication, including newsletter, press release, published report, bulletin, educational or informational program material prepared by or for local government

NOTE: Specific publications are listed in other places in this Schedule.  Before using this item to determine the minimum legal retention for a publication, determine if that publication is covered by a more specific item.

  a.       Publications which contain significant information or substantial evidence of plans and directions for government activities, or publications where critical information is not contained in other publications:
RETENTION:        PERMANENT
 

b.       Publications where critical information is also contained in other publications or reports, publications which document routine activities, publications which contain only routine information, or publications which facilitate access to government information on the internet, such as web pages:
RETENTION:        0 after no longer needed

 

NOTE: Appraise these records for historical significance prior to disposition.  Records with historical value should be retained permanently. Local governments should consider permanent retention of samples of publications covered by part "b" of the above item.  Contact SARA for additional advice in this area.

*12.[12]

Special project or program files, including official copy of publications, videotapes, or informational literature prepared for public distribution, background materials and supporting documentation:
RETENTION:        6 years after project or program ends

NOTE:  Appraise these records for historical significance prior to disposition.  Records with historical value should be retained permanently.  If special projects or programs deal with significant subjects, then certain documentation from these files, such as summary reports and resulting publications, should be retained permanently.

*13.[13]

Grant program file

NOTE:  Appraise these records for historical significance prior to disposition.   Records with historical value should be retained permanently.

 

a.       Application, proposal, narrative, evaluation, and annual report for grants that have been awarded:
RETENTION:        6 years after renewal or close of grant

NOTE:  Local governments may find that some of the records covered by part "a" have ongoing administrative value.  These records may be useful beyond the minimum retention period for preparing future grant applications.

 

b.       Background material, fiscal records, and supporting documentation for grants that have been awarded and all records relating to grant applications that have been rejected:
RETENTION:        6 years after renewal or close of grant or denial of application

 

*14.[29]

Complaint, petition or request for service received by local government

NOTE: Appraise these records for historical significance prior to disposition.  Petitions by citizens involving very significant issues should be retained permanently.

NOTE: For additional fiscal items, see Fiscal section of this Schedule.

 

a.       Summary record (such as log or register) of complaints, petitions or requests: 
RETENTION:        6 years after disposition of all complaints, petitions or requests listed

 

b.       Complaints, petitions or requests relating to other than routine services or activities:
RETENTION:        6 years after final disposition of complaint, petition or request

 

 

c.       Complaints, petitions or requests relating to routine government services or activities:
RETENTION:        1 year after final disposition of complaint, petition or request

*15.[15] Opinion survey records
  a.       Survey results, including official copy of survey form:
RETENTION:        6 years

NOTE: Appraise these records for historical significance prior to disposition.  Survey results and sample forms involving very significant issues should be retained permanently.

 

b.       Completed survey forms:
RETENTION:        0 after survey results prepared

*16.[16] Repair, installation, maintenance or similar record, including but not limited to request for service, work order, record of work done, and summary or log of service performed:
RETENTION:        6 years

NOTE: For maintenance, testing, service, operational and repair records for public equipment or vehicle, see item no. 487 in the Public Property and Equipment section.

*17.[17]

Internal investigation or non-fiscal audit records

NOTE: Fiscal audit records are covered by item no. 260 in the Fiscal section, Audit subsection.  Investigations of personnel are covered by item no. 365 in the Personnel/Civil Service section, Personnel subsection.

  a.       Report and recommendation resulting from investigation:
RETENTION:        PERMANENT
  b.       Background materials and supporting documentation:
RETENTION:        6 years

 

*18.[18] Internal information record, including but not limited to calendars of appointments, office and travel schedule, memoranda and routing slips, routine internal reports, reviews and plans, used solely to disseminate information or for similar administrative purposes:
RETENTION:        0 after no longer needed

 

19.[19] Duplicate copy of record, created for administrative convenience, except where retention is specified elsewhere in this Schedule:
RETENTION:        0 after no longer needed
*20.[20] Log or schedule used for internal administrative purposes only:
RETENTION:        0 after no longer needed

 

*21.[21] Mailing list used for billing or other administrative purposes:
RETENTION:        0 after superseded or obsolete

 

*22.[22] Daily, weekly, monthly, quarterly or other periodic internal or external report, summary, review, evaluation, log, list, statement or statistics:
RETENTION:        6 years

NOTE:  For annual, special, or final report, summary, review or evaluation, see item no. 23, below.  For routine internal reports and reviews, see item no. 18, above.

*23.[23]

Annual, special or final report, summary, review or evaluation

NOTE: Specific annual reports are listed in many places in this Schedule.  Before using this item to determine the minimum legal retention for an annual report, determine if that report is covered by a more specific item.

  a.       Reports which contain substantial evidence of government policy, procedures, plans and directions:
RETENTION:        PERMANENT
 

b.       Reports where critical information is contained in other reports, reports which document internal management and housekeeping activities, or reports which contain only routine legal, fiscal and administrative information:
RETENTION:        6 years

NOTE: Appraise these records for historical significance prior to disposition.  Records with historical value should be retained permanently.

*24.[24] Program plan (annual, special or long-range):
RETENTION:        PERMANENT

NOTE:  Program plans of a routine nature covering internal activities are covered by item, no. 18, above.  Program plans where significant information is duplicated in other records (which are retained permanently) are covered by item no. 19, above.

25.[25] List, index or summary used for internal administrative convenience or for informational purposes:
RETENTION:        0 after obsolete

 

26.[26] Working document, such as draft, worksheet or posting record except worksheets containing fiscal information:
RETENTION:        0 after no longer needed

 

*27.[27] Communication log recording each communication between caller and receiving unit:
RETENTION:        1 year

NOTE:  Items 27 & 28 do not apply to records found in the public safety area.  See the Public Safety section of this Schedule.

28.[28] Telephone call log, statement or equivalent record:
RETENTION:        1 year

 

*29.[33] Identification card (duplicate copy or record of issuance) issued to client, patron or resident:
RETENTION:        0 after invalid

NOTE: This does not apply to identification cards issued by a law-enforcement agency as proof of age or residency or identification cards issued by local government to its employees.  See item no. 528 in the Public Safety section and item no. 370 in the Personnel/Civil Service section.

30.[30] Postal records, including returned registered or certified mail card or receipt and insurance receipt:
RETENTION:        1 year

NOTE:  This does not apply to records documenting delivery of notification to interested parties relating to tax lien sales.  See the Taxation and Assessment section of this Schedule.

*31.[31] Accident report and related records:
RETENTION:        3 years, or 0 after individual attains age 21, whichever is later
*32.[32] Report of incident of theft, arson, vandalism, property damage or similar occurrence:
RETENTION:        6 years

NOTE:  This item does not apply to records found in the public safety area.  See the Public Safety section of this Schedule.

*33.[653] Local government public access television records
 

a. Videotape (or other information storage device) recording local government public access television program, where program is produced by a local government

Where program constitutes an important public meeting, significant event, important subject or documents local government policy making:
RETENTION:        PERMANENT

NOTE: In order to ensure the continued preservation and availability of videotapes, local governments should consider using broadcast-quality tapes where possible.  Those tapes should be periodically inspected and copied to newer tapes and formats.  Consult SARA for additional advice.

Where program constitutes a routine meeting, event or subject:
RETENTION:        1 year

Where program is aired but not produced by a local government:
RETENTION:        0 after no longer needed

 

b.       Viewer guide or other periodic listing of programs:
RETENTION:        1 year

NOTE:  Appraise these records for historical significance prior to disposition.  Records with historical value should be retained permanently.  SARA recommends that local governments retain a sampling of these records on a monthly, seasonal or other periodic basis.

 

  c.       Program files on local government cable television programs:
RETENTION:        6 years

 

*34.[654] Records covering photocopying and other reproduction of records, books, or other materials, including usage logs and individual copying requests
  a.       For materials subject to U.S. Copyright Law:
RETENTION:        3 years

 

  b.       For materials not subject to U.S. Copyright Law:
RETENTION:        0 after no longer needed
*35.[655]

Training course information records, including but not limited to memoranda, flyers, catalogues and other records related to specific training courses including information on course content, program registration, instructor, credits, hours and roster of agency registrants:
RETENTION:        0 after superseded or obsolete

NOTE:  This item does not cover training in the Public Safety area; see item nos. 498 and 504 in the Public Safety section.  This item does not cover training in dealing with toxic substances; see item no. 379 in the Personnel/Civil Service section. 

*36.[656] Training course registration processing records, including but not limited to employees' application and enrollment records for courses including employee data forms, course applications, and supervisors' and training officers' authorizations or denials:
RETENTION:        3 years after date of application to take course
**37.[861] Copyright records, for materials copyrighted by local government, including but not limited to copy of application, notice of copyright and correspondence:
RETENTION:        6 years after copyright expires or application denied
 
Last updated
Wed, 2015-10-14 14:56