Understanding Records Management: Records Schedules

A key part of a fully implemented records management program is regular application and use of an approved records retention schedule. A schedule is a list of each record type, what is termed a "record series," and each electronic records system created by a public agency. A record series is simply a filing unit or document maintained as a unit because it relates to a particular subject or function, results from the same activity, has a particular form or because of some other relationship arising out of its creation, receipt or use. A current, accurate records retention schedule should represent a comprehensive inventory of the information holdings of a publicly funded agency.

Records retention schedules, when approved by the State Archives and Records Commission, furnish public agencies with clear legal authority to make disposition of their records according to the schedules' terms, and with a strong resource for management control. They help public officials identify which records must be retained permanently and which records may be destroyed after a certain period of time. They help an agency ensure that adequate documentation of its activities has been created and is being maintained, as required by statute.

Having an approved schedule is an important first step, but a schedule must be used on a regular basis by agency personnel of a records management program to be considered implemented. When an agency finds it must create new records or electronic systems or when it determines that certain records or systems are obsolete and are no longer being created, the schedule must also be revised to reflect these changes. Once new or revised records schedules are approved by the Commission, agencies may apply schedules to their records management needs, with the confidence that they have the legal authority to make disposition of their records when following the directions contained in the schedule.