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Local records

Alabama

Alaska

Arizona

  • Records Retention Schedule for Counties
    Arizona State Library, Archives, and Public Records. Administration Records; Election Records; Electronic Communications and Social Networking Records; Library Records; Management Records; Purchasing/Procurement Records; Recorder Records.
  • Records Retention Schedule for Municipalities
    Arizona State Library, Archives, and Public Records. Approval to scan minutes for posting to webpages; Approval to scan required records for posting to webpages; Administration Records; Election Records; Electronic Communications and Social Networking Records; Library Records; Management Records; Purchasing/Procurement Records.

California

  • Local Government Records Management Guidelines
    Archives Division, Records Management. These guidelines are an initial attempt to provide some standards and structure to the local government records management effort. Other attempts at standardization include the California City Clerks Association’s 1998 list of common local government records and recommended retention periods. The goal of the State Archives in compliance with GC 12236 is to consolidate information resources and provide local government with a single source for archival and records management support and guidance.
  • Local Government Records Program

Colorado

  • Colorado Municipal Records Retention Schedule
    The Colorado Municipal Records Retention Schedule was prepared by a municipal records management consultant on behalf of 11 Weld County municipalities. It is intended to provide a comprehensive records retention schedule for most records that are typically kept by any small, growing Colorado municipality and is not intended to cover all specialized records retained by larger municipalities.

Connecticut

Delaware

District of Columbia

  • D.C. General Records Retention Schedule
    General Records Schedules are issued by the Office of Public Records to provide disposition standards for records common to DC Government Agencies. General schedules are developed by the DC Archives and reviewed and approved by the DC Archivist, the Public Records Administrator, and the DC Records Disposition Committee.

Florida

  • General Records Schedules
    These General Records Schedules established by the Department of State are intended for use by state, county, city and special district public records custodians: Local Government Agencies (Schedule GS1-L) Law Enforcement Records Schedule (Schedule GS2) Supervisors of Elections Schedule (Schedule GS3) Public Health Care Facilities and Providers Schedule (Schedule GS4) Universities and Community Colleges (Schedule GS5) Building Departments (Schedule GS6) Public Schools Pre-K-12, Adult & Vocational/Technical Schedule (Schedule GS7) Fire Department Records Schedule (Schedule GS8) State Attorneys Schedule (Schedule GS9) Public Defenders' Records Schedule (Schedule GS10) Clerks of Court Records Schedule (Schedule GS11) Property Appraisers Schedule (Schedule GS12) Tax Collectors' Records Schedule (Schedule GS13) Public Utilities Schedule (Schedule GS14) Public Libraries Schedule (Schedule (GS15)

Georgia

  • Local Agencies Retention Schedules
    The Georgia Archives, Records and Information Management Services. Also includes retention schedules for State Agencies and Business Records.

Hawaii

Idaho

Illinois

Indiana

Iowa

Kansas

  • Local Records General Retention and Disposition Schedule
    The General Records Retention and Disposition Schedule that follows this discussion has been authorized by the State Records Board in accordance with K.S.A. 75-3504 and has been adopted by the board as K.A.R. 53-2-115, an administrative regulation having the force of law. The full text of this regulation is included in this chapter. It is recommended that records custodians and office personnel become familiar with the entire contents of the regulation before implementing the retention and disposition schedule within it.
  • Local Records Office Specific Retention and Disposition Schedules
    Records Retention Schedules are the listings of each record series generated by local government that have been addressed. They include descriptors such as record series title, description, retention, disposition, restrictions, and date approved by State Records Board. Compliance with these retention schedules is largely mandatory for county offices, but not for other local government like cities or townships. Municipalities may use this as a guide, review other schedules created by municipalities, or draft their own. The county office specific schedule is a customized schedule addressing a single office's records.

Kentucky

Maine

Maryland

Massachusetts

Michigan

  • General Schedules for Local Government
    General Retention Schedules" cover records that are common to a particular type of local government agency, such as a county clerk or a school district. However, general schedules may not address every single record that a particular agency may have in its possession.

Minnesota

  • General Records Retention Schedule for Counties
    The purpose of a records retention schedule is to provide a plan for managing governmental records by giving continuing authority to dispose of records under Minnesota Statutes 138.17. This County General Records Retention Schedule establishes minimum retention periods for county records based on their administrative, fiscal, legal and historical value. It lists records series common to counties and states and how long to keep them.
  • Information leaflets on specific types of government records
    Minnesota State Archives, Records Services. Available as separate PDF files.

Mississippi

Missouri

  • Local Records Retention Schedules
    Retention and disposition of records that are common to many offices are included in the General Schedule. Records unique to particular offices are addressed in individual office schedules.

Montana

  • Local Record Forms and Retention Schedules
    Records retention and disposition schedules help you manage your records systematically by specifying how long, where, and in what format they will be kept and what their final disposition will be. The scheduling process is on going and involves close cooperation among local records custodians, local government officials, and state government agencies whose policies and procedures affect local government records or who have the expertise to provide valuable assistance.

Nebraska

Nevada

New Hampshire

  • Municipal Records Board home page
    The N.H. Municipal Records Board holds its authority under RSA 33A. The N.H. General Court made provisions for the disposal of obsolete local records in 1967, Chapter 105. In 1977, Chapter 358, the Legislature created the Municipal Records Board for the purpose of creating rules to update the list of disposable records.

New Jersey

New Mexico

New York

  • Local government retention and disposition schedules
    A retention and disposition schedule is a plan of action that indicates the period of time you should retain your records. Records schedules allow you to dispose of records in a timely, systematic manner by setting retention and disposal guidelines based on administrative, legal, fiscal, or research needs.
  • Records Management Office of the OCA Division of Court Operations
    Our mission is to assist the Courts and OCA offices to streamline operations by lowering costs while maintaining file integrity. We do this by providing records management guidance, technical assistance and training.
  • Records Retention and Disposition Schedule CO-2 for use by counties
    This revised Records Retention and Disposition Schedule indicates the minimum length of time that county officials must retain their records before they may be disposed of legally. It is a revised edition of Records Retention and Disposition Schedule CO-2, originally issued in 1990, and revised since then. It has been prepared and issued by the State Archives, State Education Department, pursuant to Section 57.25 of the Arts and Cultural Affairs Law, and Part 185, Title 8 of the Official Compilation of Codes, Rules and Regulations of the State of New York.
  • Records Retention and Disposition Schedule ED-1
    The ED-1 Records Retention and Disposition Schedule indicates the minimum length of time that officials of School Districts (including community school districts in New York City and "special act" or institutional school districts), BOCES, County Vocational Education & Extension Boards, Teacher Resource & Computer Training Centers must retain their records before they may be disposed of legally.
  • Records Retention and Disposition Schedule MI-1 for use by miscellaneous local governments
    This revised Records Retention and Disposition Schedule indicates the minimum length of time that local officials must retain their records before they may be disposed of legally. It is a revised edition of Records Retention and Disposition Schedule MI-1, originally issued in 1988, and revised since then. It has been prepared and issued by the State Archives, State Education Department, pursuant to Section 57.25 of the Arts and Cultural Affairs Law, and Part 185, Title 8 of the Official Compilation of Codes, Rules and Regulations of the State of New York.
  • Records Retention and Disposition Schedule MU-1
    The MU-1 Records Retention and Disposition Schedule indicates the minimum length of time that officials of Cities, Towns, Villages and Fire Districts must retain their records before they may be disposed of legally. This Schedule does not cover retention periods for records of New York City offices and boroughs.
  • Retention and Disposition of Library and Library System Records : Archives Technical Information Series #6
    Libraries and library systems in New York State frequently express concern about their administrative records. What is the legal definition of a "record"? How long must records be retained? How can valueless records be legally disposed of? Which library records should be retained permanently for research and other uses? This leaflet provides basic information on these issues.
  • Retention and Disposition Schedule: Election Records for use by county boards of elections
    This retention and disposition schedule was prepared by the State Archives and Records Administration (SARA) and the State Board of Elections to provide County Boards of Elections with records management guidelines and legal authorization to dispose of records.

North Carolina

North Dakota

Ohio

Oregon

Pennsylvania

Rhode Island

South Carolina

  • General Records Retention Schedules for County Records (Revised 2002)
    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.
  • General Records Retention Schedules for Municipal Records (Revised 2003)
    The Archives and Records Management Division of the State Archives has prepared these general retention and disposition schedules to give South Carolina’s municipalities the legal authorization to retain and dispose of records common to eleven departments, 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.
  • General Records Retention Schedules for School District Records (Revised 2003)
    The Archives and Records Management Division of the State Archives has prepared these general retention and disposition schedules to give South Carolina’s school districts the legal authorization to retain and dispose of records common to six departments, 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.
  • Records Retention Schedules for County Clerk of Court Records
    Records management can be defined as the systematic analysis and control of recorded information. Inasmuch as records are essential to government and the ability to reference information accurately and quickly lies at the center of the Clerk of Court's functions, a continuing records management program is critical to the successful operation of this office. One of the primary means of managing records is through the use of records retention/disposition schedules which name and describe records, recommend how long those records should be kept, and indicate what the final disposition should be. Retention schedules may also include recommendations or options for microfilming and inactive or archival storage.
  • Summary Court Retention Schedules

South Dakota

Texas

Utah

  • School District General Retention Schedule
    These general schedules are still in the creation/approval process. Those with links have been approved by the State Records Committee. As more become approved, they will be made available.
  • Utah County General Retention Schedule
    In accordance with UCA 63-2-905(2) "all records created or maintained by a political subdivision of the state are the property of the state and shall not be mutilated, destroyed, or otherwise damaged or disposed of, in whole or in part" without the approval of the State Records Committee. This does not mean, however, that county agencies must contact the State Records Committee each time they wish to dispose of records. Instead, disposition consent is handled expeditiously through the use of records retention schedules. Each section of the County General Records Retention Schedule has been approved by the State Records Committee and authorizes county officials to dispose of obsolete records in accordance with the approved dispositions.
  • Utah Municipal General Records Retention Schedule

Vermont

Virginia

  • Local and State Records Retention Schedules
  • Records Management Locality General Schedules
    Under the provisions of Section 42.1-76 of the Code of Virginia, the State Library Board issues regulations governing the retention and disposition of state and local government records. In keeping with the Code's mandate, the Library of Virginia (LVA) has developed Records Retention and Disposition Schedules outlining the disposition of government records.

Washington

  • Local Government Common Records Retention Schedule (CORE)
    Version 2.1, July 2010. This records retention schedule covers the public records of all local government agencies relating to the common functions of the management of the agency, and management of the agency’s assets, finances, human resources and information resources.
  • Local Government Records Retention Schedules
    Version 5.2 (December 2010). This records retention schedule covers the public records of all local government agencies relating to functions including: air quality authorities; animal services; assigned counsel; cemetery records; communications; conservation districts; coroners and medical examiners; emergency services; facility and property management; fairs; fire and emergency medical; housing authorities; juvenile services; land use planning, permits and appeals; licenses, permits, fees and taxes; noxious weed control; parks and recreation; port districts; prosecuting attorney; public works engineering; social services; solid waste management; transit authorities.

West Virginia

  • County Records Management Manual
    Division of Culture and History. This manual is intended as a guide for all employees in the state's 55 counties who share in the creation, maintenance, and disposition of records. It is designed to be the standard that keepers of public records housed in the 55 counties are to follow.

Wisconsin

Wyoming



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The CoSA Resource Center provides state-specific information in support of CoSA's FEMA-funded Intergovernmental Preparedness for Essential Records (IPER) courses - Essential Records and Records Emergency Planning and Response. The Resource Center continues and significantly expands the capabilities of the one initiated by CoSA in response to a call for a web-based information center emanating from the National Forum on Continuing Education (NFACE) in 2000. Development and expansion of the Resource Center has been supported by funds from the Federal Emergency Management Agency (Cooperative Agreement Number 2007-GT-T7-K022) and the National Historial Publications and Records Comission.

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