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The law on public records obliges all state and local agencies to follow www.derwentmills.com/2023/06/07/retention-of-public-records certain record retention requirements. However, it is up to each agency to develop internal policies and procedures to ensure that the requirements set out in an agency’s record schedule are being adhered to. The Bureau of Records Management works with the staff at every agency that creates records to determine a record retention period that best meets the legal and administrative needs of the organization.
Many states and cities, towns, villages and counties have adopted a records retention schedule for their agencies. These schedules outline the legal financial, historical, fiscal and cultural requirements for each type of record maintained by the agency. They are typically arranged in categories or groups known as records series. Each of these records series could have different storage, transfer, or disposal requirements.
The purpose and nature of a document determines the length of time it will be kept for a series. For example, a record series that contains information regarding financial transactions, legal actions, or litigation might require a longer retention time than a record series that contains information about employee performance.
Sometimes however, a record is required to be retained for a particular period in accordance with a statute or regulation requiring that the record be kept. The statutes and regulations usually do not define the time frame for which a record must be kept for – whether it is for a few days or a few months, 10 years, or forever.
