With that in mind, we got a list together of each State Archivist and their website so that you could easily find the record retention guidelines for your state. A Records Disposition Authorization (RDA) defines the proper storage and disposal method for a State record series. Division of Archives, Records Management and History Formats: Word | PDF | Webpage. 73. This records retention schedule authorizes the destruction/transfer of public records documenting common functions and activities of state government agencies, including universities and community and technical colleges. Retain four (4) years then Agency Approval Date Signed Secretary of State, State Archives & Records Services Date Approved Records Retention Schedule SS ARC 932 (10/19) Title: Records Retention Schedule Subject: Records Management Author: Louisiana State Archives- Records Management Last modified by: Carrie Martin Created Date: 10/4/2019 3:06:00 PM . The retention schedules in the Code of Judicial Administration can be located as follows: Court of Appeals (Section 2-201) R.S. Before any records listed on the Retention and Disposition Schedule for New York Local Government Records may be disposed of and even if the local government previously adopted Schedules CO -2, MU-1, MI-1, and ED-1,the governing body must formally adopt the Schedule by passing a resolution. Download a PDF of all 12 local retention schedules (updated 09/01/2020) CC: Records of County Clerks. These schedules are adopted pursuant to Maine Title 5, Chapter 6, §95-B . (Refer to the links above for all retention schedules housed at the Missouri Secretary of . 70), you must list your records on a Records Retention Schedule, STD. For further information on any records management or preservation issue, please contact: Missouri Secretary of State Local Records Preservation Program PO Box 1747, Jefferson City, MO 65101-1747 If a schedule is now obsolete, please use the Application for Records Retention Schedule, mark obsolete and give explanation. Opens In A New Window. The retention and destruction of public records is governed by local record retention schedules developed pursuant to guidelines produced by the Municipal Technical Advisory Service, County Technical Assistance Service and Tennessee Secretary of State's Division of Records Management. Footer Column 1. ), each agency must establish and maintain a records retention schedule that details the public records the agency will keep, how the records will be managed, and how the agency will legally dispose of non-permanent records.. Athena provides access to many state agency records retention schedules. Organizational Placement. This records retention schedule does not relieve local government agencies of retention requirements mandated by other state and federal statutes and/or regulations. Schedules for County/Local government offices are located here, and Retention Schedules for Court Records are found on Indiana Judiciary's website.. Each Retention Schedule below is provided as a separate PDF document that applies only to the listed unit of state government. After you complete the Records Inventory (STD. June 2015. When such an obligation does exist, then the longer retention 1) No record may be destroyed without the approval of the Illinois State Records Commission. The State Records Management Act (Government Code Sections 12270-12279) directs California's Secretary of State to establish and administer a records management program that applies efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of State records.The Records Management and Appraisal (RMA) unit within the California . The record series are grouped by function rather than office so records within an office may be covered by more than one retention schedule. This schedule provides retention periods for common records created by state agencies. value to warrant their transfer to . Search Retention Schedules. Tre Hargett. RETENTION PERIOD: METHOD OF DESTRUCTION ORIGIN DATE AUTHORIZATION # CBE-01; Absentee Ballot Applications: Civilian and Military - Applications. welcomes all comments and suggestions concerned with improvement of record retention schedules through modifications and additions. Approved August 2, 2007 by State Records Commission In accordance with RSMo 109.250. welcomes all comments and suggestions concerned with improvement of record retention schedules through modifications and additions. Retention Schedules for Texas State Agencies and Public Universities A records retention schedule is a document that identifies and describes a state agency's records and the lengths of time that each type of record must be retained. The following lists the length of time election records and materials must be retained. A. Main listing of all records retention schedules on Secretary of State's Web site How is a formal retention schedule created? Word. RETENTION PERIOD: METHOD OF DESTRUCTION ORIGIN DATE AUTHORIZATION # CBE-01; Absentee Ballot Applications: Civilian and Military - Applications. Cutoff Codes: PR - Permanent Retention: Records containing sufficient historical research EOFY - End of Fiscal Year in which the subject of the record occurred or ended. Records Management. Documents the development, review, and administration of the agency's rules and regulations as required by statute. A schedule is only considered approved once the schedule cover page (STD. Program Description . A records disposition authority is a guide by which government agencies determine the length of time records will be kept and maintained. Document Retention Schedule. 73) is signed by the agency manager responsible for the records, the agency records management analyst, a Secretary of State-CalRIM consultant and the Chief of Archives or his/her designated SRAP representative.Approved schedules are considered current for five years and can be amended within that five year period. What agency is charged with overseeing the approval of the record retention schedules of state and local entities? Records Retention. Includes background support materials, drafts, public hearing documentation, and final CMR submissions to the Secretary of State's office for official filing. Properly prepared schedules save physical and Not all individual records are covered by these General Records Schedules. This retention schedule does not authorize the transfer of records to any repository other than the Arizona State Archives (ARS §41-151.09). We have created a document to help you follow best practices for managing your records. Latest changes to this combined document: December 2019. Records Retention Schedule - A list of all records produced or maintained by an agency and the actions taken with regards to those records. Local Government. Download our Official Records Management Best Practices and Procedures. General Retention Schedule documents are available on this website in the .pdf format. The Secretary of State. Part 2: County Clerk as Recorder. Review your Records Retention Schedules 3) The Act authorizes the Illinois Secretary of State to provide records management Agency-Specific Retention Schedules: list Record Series unique to one state government agency, or to a specific division of that agency. Records Retention Schedule SS ARC 932 (5/18) Louisiana Secretary of State . They assist in describing records in the custody of state agencies and provide standards for length of storage and preservation. www.sos.la.gov. This is a compilation of the Arizona State General Retention Schedules. A. The Mississippi Department of Archives and History is responsible for implementing Mississippi's laws on records management. If a schedule is now obsolete, please use the Application for Records Retention Schedule, mark obsolete and give explanation. State agency retention and disposition schedules: All agency records must be scheduled prior to destruction, temporary storage at the State Records Center, or permanent transfer to the State Archives.Agencies should email us at recmgmt@nysed.gov for copies or listings of current agency-specific schedules or to update obsolete or inaccurate schedule items. Local Government Records Retention Schedules. This retention schedule applies to state agency records and information regardless of how it is created or stored. . This schedule is used in conjunction with the Certificate of Records Destruction. For information about the procedures to dispose of state records call 217-782-2647. It is based on the recommendations of the Records Management Section at the Alabama Department of Archives and History but is not legally binding on Alabama nonprofit organizations. Local Records:: Records Schedules. Q.4. Georgia Code defines "Vital records" as "any record vital to the resumption or continuation of operations, or both; to the re-creation of the legal and financial status of government in the state; or to the protection and fulfillment of obligations to . These schedules list records common to most government functions. 73) is signed by the agency manager responsible for the records, the agency records management analyst, a Secretary of State-CalRIM consultant and the Chief of Archives or his/her designated SRAP representative.Approved schedules are considered current for five years and can be amended within that five year period. County Treasurer Records Retention Schedule - Version 4.0. Records Retention Schedule Requirements. This model records schedule provides a guide for the retention and disposition of nonprofit records. Retention periods listed on this schedule apply to all records regardless of physical form or characteristics. The General Schedule includes records common to all agencies, while the agency-specific schedule is a customized schedule addressing a single agency's or office's records. Agency specific retention schedules list and describe the records that are unique to a particular state agency and the records that they create or receive in the course of conducting business. Compliance with these retention schedules is mandatory for state agencies and county governments, although not for other local government such as cities or townships. Vital records are also called Essential Records, the records your agency needs to continue doing business in the event of a disaster. Please contact . Secretary of State (29) SOS Schedules: . General Records for State Agencies - 124 (last updated 2/18/21) Applies to Courts and Offices included in Retention Schedule 81. Please notify the General Counsel's Office at 417-836-8507 whenever changes are warranted to existing disposition schedules. Download Records Retention Schedule (SSARC-932) - Secretary of State (Louisiana) form Retain four (4) years then Secretary of State Archives Division - Chapter 166 Division 200 CITY GENERAL RECORDS RETENTION SCHEDULE 166-200-0200 City Records This General Schedule prescribes minimum retention periods for public records created and maintained by the cities of Oregon. General Records Schedules. It also serves to identify vital, confidential, and public records. Records Retention and Disposition Schedules. Texas state agencies and public universities are required to submit their retention schedules to TSLAC on a timetable established by Nebraska Secretary of State Word. In Illinois, no public record may be disposed of without the approval of the appropriate records commission. Purpose . For example, information created and sent using e-mail is as much a public If your agency must meet federal retention requirements, the longer of the two retention periods applies. Agencies are required to maintain internal documentation of records dispositions pursuant to Rule 1B-24.003 (9) (d), Florida Administrative Code, which states in part that, "For each record series being disposed of, agencies shall identify and document the following: 1. A retention schedule is an agency's legal authority to receive, create, retain, and dispose of official public records. to 1912 must be retained permanently. State agency records retention schedules set both minimum and maximum retention periods. Secretary of State. OHIO SECRETARY OF STATE RETENTION SCHEDULES SERIES NUMBER DESCRIPTION OF RECORD RETENTION PERIOD ORIGIN DATE NOTES AUTHORIZATION # CBE-01 Absentee Ballot Applications: Civilian and Military Retain four (4) years then destroy 1983 050-0031 CBE-02 Absentee Voter Register: Civilian - record of absentee voters Retain permanently 1983 050-0032 CBE-03 The Records Management Section of the Illinois State Archives is responsible for assisting state and local government agencies with the disposal of records. Retention and disposition of records that are common to many offices are included . Nebraska Secretary of State Phone 402.471.2554 Fax 402.471.3237. Under California's State Records Management Act (Government Code section 14740, et seq. The County/Local General Retention . Capitol Office 1445 K Street, Suite 2300 Lincoln, NE 68509 The State Records Committee. To download a free copy of Adobe Reader, click on the icon below. NOTE: If you are experiencing problems opening PDFs using IE8, please place the mouse over the selected PDF, right-click then select Open in New Tab or Open . (Minimum retention: 2 years) (13) Secretary of State Reports: Documents required reports to the Office of the Secretary of State summarizing election registration, participation, and costs. Part 1: County Clerk as Clerk to Commissioners Court. These schedules indicate the minimum amount of time an agency must keep the records. STATE ARCHIVES USE ONLY PRA & IPA STATE OF CALIFORNIA - SECRETARY OF STATE STD. For superseded or obsolete General Records Retention Schedules, contact the Office of the Public Records Administrator for assistance. This listing follows the State of Michigan's General Schedule #23 unless a The Bureau of Records Management places all public records on Records Retention Schedules that list the minimum legal and fiscal time periods they must be retained by state and local governmental and educational agencies. These schedules authorize legal destruction of records that are no longer of value to the agency, and they advise agency . All records disposed under this schedule must be reported on the Certificate The Public Records Administration oversees records management functions within state and local government. Our staff is available for free consultations on how to manage your records, including records retention schedules, proper disposal methods, management of electronic records, and interaction with the state records . The Records General Schedule and agency-specific retention schedule should cover all records for Office of the Secretary of State. All records disposed under this schedule must be reported on the Certificate of Records Destruction, unless transferred to the Arizona State Archives. It includes a description of the record series, a retention schedule, destruction method, and other information. It is to be used in conjunction with the other approved schedules that relate to the unique functions of the agency. State agencies are required under La. Program: Secretary of State. Secretary of State Retention Chart for Boards of Elections Last Updated April 2021 SERIES NUMBER DESCRIPTION OF RECORD. Missouri General Retention and Disposition Schedule . The Secretary of State is an elected, constitutional office. Division: Executive . A.4. The Office of Secretary of State . Retention Requirements. It assists the agency by documenting which records require office or RECORDS RETENTION SCHEDULES Records retention schedules are written policies outlining the treatment of state records regardless of format. 201 Pa. Code Rule 507. County Clerk and Superior Court Records Retention Schedule - Version 7.1. Missouri Revised Statutes Chapter 109 (Public and Business Records) Section 255 authorizes the Local Records Board to establish minimum retention periods for the administrative, fiscal and legal records created by local governments.. Retention schedules for judicial bodies are created by the State Supreme Court, although the State Library, Archives, and Public Records works closely with the State Supreme Court on these schedules. They are a plan for the use of a business resource, just as a budget is a plan for the use of money. Common Record Categories include records, such as budget and accounting records, which may be created by any state agency. . This retention schedule does not authorize the transfer of records to any repository other than the Arizona State Archives (ARS 41-151.09). Office of the Secretary of State Records Retention Schedules Office of the Secretary of State website Government Records Division, Department of Archives and History, Agency Files Historical Context The history of the Office of the Secretary of State predates the founding of the state of Alabama. Changes to schedules can include retention, media or description changes, brought about by statutory changes, agency policy, scanning, new programs etc. An agency or public body should contact the Secretary of State's Office or visit . records that provide evidence of their operations. 73 (REV. Local Government Record Retention Schedules The Maine State Archives in conjunction with the Archives Advisory Board, establishes local government record retention schedules. Records Retention. RECORDS RETENTION AND DISPOSITION SCHEDULE Secretary of State's Office Agency: Secretary of State's Office Division: ITEM RECORD TITLE/DESCRIPTION RETENTION PERIOD NO. 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