The superseded schedules are not valid; they are listed for reference only, for the convenience of government staff who have used them for many years. The retention periods reflected within these general records schedules are based on a Part 1: County Clerk as Clerk to Commissioners Court. This Retention and Disposition Schedule for New York Local Government Records (LGS-1) is a single, comprehensive retention schedule covering records of all types of local governments. If you have questions or comments about the schedules, procedures or want to request a change to a retention schedule, please contact them: Local Government Records Committee. Local Government Record Retention Schedules. Record retention and disposition schedules. The Record Request Form. County Clerk and Superior Court Records Retention Schedule - Version 7.1. Read on to learn five things you should know about the new schedule. Related documents. This retention schedule, which is approved by the State Records Administrator, provides your only ongoing authority to dispose of records. Thus, the Missouri Local Records Board was established to set retention times for local government records. this records retention schedule does not relieve local government agencies of retention requirements mandated by other state and federal statutes and/or regulations. Our current retention schedules (below) apply regardless of which office produces the record. RECORDS RETENTION AND DISPOSITION SCHEDULE Local Government Finance, Department of Agency: Local Government Finance, Department of Division: ITEM RECORD TITLE/DESCRIPTION RETENTION PERIOD NO. Records Commissions All local government entities in Ohio are required by law to establish a Records Commission to review and approve records retention schedules and one-time records disposal requests before documentation is sent to the Ohio History Connection for review and approval. These schedules are adopted pursuant to Maine Title 5, Chapter 6, §95-B. I. (c) The source document, if any, for electronically stored local government record data not covered by rules adopted under Section 205.003(a) may be destroyed before the expiration of the retention period for the source document in a records retention schedule issued by the commission if the magnetic tape, optical disk, or similar medium and . Development of micrographics and data processing systems. General Records Schedule: Local Government Agencies. Records Retention Schedule - A list of all records produced or maintained by an agency and the actions taken with regards to those records. general and specific schedules for local government records. Revised Third Edition - Effective March 25, 2019. Division of Archives and Records . Crosswalks also list the superseded schedules formerly used for that group of records. You can learn more about changes they've made regarding the organization of the retentions schedules and the timing for future updates at their blog: The G.S. Records Retention Schedule Requirements. Covers the core business records of Queensland local governments. Local Government Record Retention Schedules, v. 2 . local stakeholders, levels of government, associations, citizens and stakeholders, with a short-term value, not leading to the . The RC-2 is the form used to submit your retention schedule. Legal destruction of obsolete records. The records retention and disposition schedules and retention periods governing the records series listed herein are hereby approved. These schedules are adopted pursuant to Maine Title 5, Chapter 6, §95-B. The records retention periods stated in the manuals are suggested retention periods only. Local Government Record Retention Schedules, v. 2 . The following listed schedules have been approved by the Oversight Committee on Public Records. General Records Retention Schedules. local and state government officials. . The law establishes the Local Government Records Committee to review and approve records retention schedules, authorizes the establishment of regional records centers, and provides for local governments to charge a $1 document filing fee to support their records management program and fund the Local Government Records Office. 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. Not all individual records are covered by these General Records Schedules. Examples include personnel, accounting and general administration. any record on this application may be microfilmed or digitized and the record A retention schedule lists every type of record that the agency generates. Schedule Name. Local Government General Records Schedule. Part 2: County Clerk as Recorder. Records Destruction Certificate. - Record Retention Schedules - Records retention schedules clarifies those offices that are scheduled by the County Records Committee, permits the establishement of administrative procedures for the retention and disposition of records for those offices scheduled directly by the Supreme Court, and . Records Retention. This type of record could be created by many different offices, but will be governed the same across state and local government. Records retention schedules are determined by the record type and the business, legal and compliance requirements associated with the record. If you have questions pertaining to the . This approval extends to and includes the following standards in the 2021 General Records Schedule: Local Government Agencies: 1. Develop the Retention Schedule : Using the STD 73, Records Retention Schedule and the completed inventory, develop the retention schedule. County Coroners and Medical Examiners Records Retention Schedule - Version 2.0. 02 - Administration. can be used by all state and local agencies in determining their records retention requirements. 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. County/Local Retention Schedules. Issued By: North Carolina Department of Natural and Cultural Resources . 01 - Office of the Governor. Typically, these records relate to functional areas such as accounting and finance, administration, payroll, and personnel. General records schedules can cover a significant proportion of an agency's record series. Policy on Records Retention and Destruction . Local governments must adopt the LGS-1 prior to utilizing it, even if they adopted and have been using the existing schedules, and will have until January 1st, 2021 to do so. MONTANA LOCAL GOVERNMENT RETENTION SCHEDULE #10 Courts of Limited Jurisdiction (City, Justices' and Municipal Courts) #10 Courts of Limited Jurisdiction - MT Local Government Last Revised: Nov 2013 4 For Records Disposal or Records Transfer requirements, see § 2-6-403, MCA. Local Government Schedule: LGS-1. 06 - Health and Social Services. 4. American Public Energy Agency - 162 (last updated 12/04/2009) Area Agencies on Aging, Nebraska - 156 (last updated 08/11/2021) 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. 04 - Revenue. County Auditors Records Retention Schedule - Version 5.0. Local government agencies should take measures to ensure that the retention and disposition of public records is in accordance with current approved records retention schedules. The Cortese-Knox-Hertzberg Local Government Reorganization Act of 2000, pursuant to California (G.C.) 05 - Education and Early Development. The records retention and disposition schedules and retention periods governing the records series listed herein are hereby approved. Retention Schedules. 44:411 to submit a records retention schedule (a listing of the agency's records with the proposed length of time the records must be kept for administrative, legal or fiscal purposes) to the State Archives for approval. This schedule provides retention periods for records created by local governments. Comments and suggestions for changes or additions may be directed to Records Management. The Subcommittee conducted a thorough analysis of Nevada's current Retention Purpose The schedules are designed to: . Compliance with these retention schedules is mandatory for state agencies and county governments, although not for other local government such as cities or townships. General Schedule for Electronic and Related Records. County governments should refer to the County General Schedule for their record retention requirements. In accordance with the circular issued by the State Records Office on 13 June 2019 . SERIES (This Retention Schedule is approved on a space-available basis) 1 79-4123 PETITIONS FOR REASSESSMENT TRANSFER to the INDIANA ARCHIVES for Approved schedules provide the only legal authority to destroy public records. Adopting the schedule does not require local units to begin creating any record series that they currently do not produce. Government Code Section 56382, directs the Commission to make arrangements for the retention and safekeeping of records relating to activities and Certain agencies can use other general records schedules in conjunction with the 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. Local Government Services Bureau. Local Records:: Records Schedules. Local Retention Schedules or Records Disposition Authorities (RDAs) No county, municipal, or other local government official shall cause any…records to be destroyed or otherwise disposed of without first obtaining the approval of the Local Government Records Commission ( Ala. Code 1975, § 41-13-23 ). 3. County Records Manual with Retention and Disposition Schedules (PDF) 2002 Edition (Updated as of 4/2017) This manual has been issued to inform certain county administrative, fiscal and judicial officers of the opportunity to legally dispose of records in accordance with the provisions of the County Records Act and Rule of Judicial . RECORDS RETENTION AND DISPOSITION SCHEDULE . (Click to download entire schedule) Area Development District. Adopted: August 1, 2011 . Training of local officials on records management techniques. Retention schedules establish guidelines regarding how long important records must remain accessible for future use or reference, as well as when and how the . Develop Retention Schedules. NOTE: Local Government Records Relating to Cemetery Management. R.S. Word. . Records Retention and Disposition Schedules. The records retention schedule applies equally to paper and electronic records, with the . 2. To create your own records retention schedule, you must first submit three signed copies of your proposed schedule to the State Archives of the Minnesota Historical Society. The Committee to Approve Schedules for the Retention and Disposition of Official State Records more commonly known as The State Records Committee was established in statute in 1993, NRS 239.073 et seq., to approve the retention and disposition of official state records for all state agencies. NATIONAL RETENTION POLICY FOR LOCAL AUTHORITY RECORDS 1 Foreword 2 1.0 Introduction 3 1.1 Origins of the National Retention Policy Report for Local Authority Records 3 1.2 Te rms of Reference 3 1.3 Members of the Committee 3 1.4 Methodology 3 1.5 The Need for a National Retention Policy 4 1.6 Advantages of a National Retention Policy 5 1.7 Form of the Report 5 1.8 Updating the Report 5 Authority This records retention schedule was approved by the Local Records Committee in accordance with RCW 40.14.070 on August 5, 2020. If a local government agency has records that are not covered by an approved general schedule, they must prepare and submit an agency-specific schedule. Common Record Categories include records, such as budget and accounting records, which may be created by any local government agency. 08 - Commerce, Community, and Economic Development. Formats: Word | PDF | Webpage. See the example below of grant management records. Size : 1.32 mb Format : PDF. "No county, municipal, or other local government official shall cause any . Below are the instructions. According to G.S. Information about Machine-Implementable GRS Format; AC 22. The Ministry of Justice uses Record Retention and Disposition Schedules (RRDS) to manage its compliance with the Public Records Acts. 132 Files. Background . Check your schedules to see what the retention period . Government Records Section . DISPOSING OF RECORDS 1. This approval extends to and includes the following standards in the 2021 Program Records Schedule: Local Government Agencies: 10. unique retention schedules. The State Records Committee. However, general schedules may not address every single record that a particular agency may have in its possession. Under Code of Virginia § 42.1-85, the Library of Virginia (LVA) has the authority to issue regulations governing the retention and disposition of state and local public records. Records Transmittal Form {PDF} {Word} - Instructions. Physical records may be converted to microfilm/fiche. Local Government Records Retention Schedules. When the retention period has expired, the records can be disposed of on an ongoing basis Ohio Historical Society Concepts in Records 32 Management 2011 Retention Schedules (RC-2) Part I - Signatures and Certification - Section A - Local Government Unit - Section B - Records Commission (approving) Any records not listed on these schedules may be destroyed only with permission of your county commission on public records and the Indiana Archives and Records Administration.. Officials should first reference their office-specific schedule. The new schedule, Retention and Disposition Schedule for New York Local Government Records (LGS-1), supersedes and replaces the CO-2, MU-1, MI-1, and ED-1 Schedules. §121‐5 and G.S. These record retention schedules shall be used primarily to identify those local government records that should be retained permanently by the local government agency or deposited with an approved alternative institution as described on pages 7&8. An official state record may be disposed of only in accordance with 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. PREVIEW FILE. Records Retention Schedule LG6 Police Department Records This Records Retention Schedule has been developed by the Rhode Island Local Government Records Program of the State Archives in an effort to assist government officials in the proper management of public records. Creating Retention and Disposal Schedules. December 2019. Local Government Records Retention Schedules. Airport Authority Records From: record to be destroyed or otherwise . For information about the procedures to dispose of state records call 217-782-2647. . 2021_local_general_standards.pdf. government. State or local government agencies may create their own records retention schedules, but each schedule must have the proper review and approval prior to use. The . 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. Word. 1. Your local records commission may approve other retention periods. In March 2019 the Archives Division released a new record retention schedule for local governments. PDF • 2.09 MB - October 29, 2021. 2021 Announces Draft General Records Schedules for Agency Review; AC Memo Announced the release of Transmittal 31; AC 25.2019 is a reminder that records management guidance is available for agencies implementing Executive Order 13875, titled "Evaluating and Improving the Utility of Federal Advisory Committees." The Maine State Archives in conjunction with the Archives Advisory Board, establishes local government record retention schedules. A general record retention schedule applies to records that are commonly created, received and used by most state or local government agencies. Agencies must renew their records retention schedules every . Retention and disposition of records that are common to many offices are included . County Attorney. PDF. Records Retention Forms. County Clerk. Opens In A New Window. Records Management. 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.. State Archives-Local Government Records Program 800 E. 17th Avenue Columbus, Ohio 43211-2497 ph: 614.297-2553 fx: 614.297.2546 www.ohiohistory.org RC forms used in local government records management RC-2 Records Retention Schedule Part 1 identification and approval - Names the local government agency, provides contact Helena MT 59620-0547. The 16-member board, chaired by the Secretary of State, consists of local Comments and suggestions for changes or additions may be directed to Records Management. March 1, 2019 EXECUTIVE SUMMARY This records retention and disposition schedule is the foundation of the records management program for DMH/DD/SAS Provider agencies. GENERAL RECORDS SCHEDULE . Local Government. If a record cannot be located within a record series in the General Records Retention Schedule or the Agency Specific Records Retent ion Schedule , contact your Archives Records Analyst so that the record may be analyzed and Listed below are some basic procedures to follow when applying this schedule. The Local Government Records Manual includes detailed discussions of these General schedule format Each record series listed in the general schedule is presented in the following format: Regulation number and series title — The first line includes the regulation number, which is used for control, and the title most commonly used by agencies. Local Records Retention Schedules Missouri Revised Statutes Chapter 109 (Public and Business Records) Section 255 authorizes the Local Records . General Records Retention Schedules. Agency Records Retention and Disposition Schedules. SOSLocalGovtRecCom@mt.gov. In keeping with the Code's mandate, LVA has developed records retention and disposition schedules outlining the disposition of public records. Please contact . See the example below of grant management records. 07 - Labor and Workforce Development. 201 Pa. Code Rule 507. The WMRS is intended to serve as guidance for records that are created or received by your particular unit. Local Government Records Retention Schedules (a) The director and librarian, under the direction of the commission, shall prepare and distribute free of charge to records management officers of affected local governments the records retention schedules for each type of local government, including a schedule for records common to all types of . Development of records retention schedule. records common to most local government agencies. Texas state agencies and public universities are required to submit their retention schedules to TSLAC on a timetable established by Part 3: County Clerk as Clerk of County Court. In Illinois, no public record may be disposed of without the approval of the appropriate records commission. September 2010. It consolidates, revises and supersedes the CO-2, ED-1, MI-1, and MU-1 Schedules . Local Government Retention Schedule - Crosswalk. The Maine State Archives in conjunction with the Archives Advisory Board, establishes local government record retention schedules. Box 200547. General Records Schedule GS1-SL for State and Local Government Agencies. The Records Management Section of the Illinois State Archives is responsible for assisting state and local government agencies with the disposal of records. Blue Grass Airport. with the GS15 is the General Records Schedule for Local Government Agencies (GS1-L). Approve the Retention Schedule : Review the completed STD 73 for accuracy and obtain the approval of the manager responsible for the records, Agency Records Management Analyst and the CalRIM Consultant. Before any retention periods can be considered in effect they need to be . 03 - Law. PDF. 3. Review the Local Government General Records Retention Schedule and all records used by your locate agency. . State Archives Local Government Records Program 800 E. 17th Avenue, Columbus, Ohio 43211-2474 ph: 614.297-2553 fx: 614.297.2546 www.ohiohistory.org March 27, 2017 Dear Local Government Records Commission: Enclosed is a copy of the Application for One-Time Disposal (RC-1) and/or the Schedule of Records Retention and Disposition (RC-2). A Records Retention and Disposition Schedule (or retention schedule, for short) is an official document, created by a government agency and approved by the State Archivist. P.O. County Coroner. Local Courts Minimum Records Retention Schedule (Retention Schedule) for adjudicatory records. Working with personnel from the records-creating agency, the Bureau determines these retention periods in conformance with . when such an obligation does exist, then the longer retention period takes precedence. A record that has a retention period of six years and is frequently referenced during the first two years, then infrequently after that time, will likely have a retention period that states: "Retain two (2) years in office, then transfer to the State Records Center for four (4) It assists the agency by documenting which records require office or Download a PDF of all 12 local retention schedules (updated 09/01/2020) CC: Records of County Clerks. Agency-Specific Retention Schedules: list Record Series unique to one state government agency, or to a specific division of that agency. Issuing retention guidelines and other regulations for local government records, based on their evidential, informational, and historical value; Approving records destruction requests submitted by local government agencies. For each record type (also known as a record series) on a retention schedule, the retention . Schedules are of two types—specific A retention schedule is an agency's legal authority to receive, create, retain, and dispose of official public records. Ms. Teri Mark, State Records Manager for the Nevada State Library and Archives, was appointed Chair of the Subcommittee. Government of Ontario Common Records Series - Transitory Records. The Records Retention and Disposal Instructions should be used in conjunction with the General Disposal Authority for Local Government Records, for the proper retention and disposal of State records. The County/Local General Retention Schedule: lists very common Record Series that may be created or received by any Indiana local government unit: offices at the county, municipal, or other local level, no . The records fall into two categories: common and specific. State agencies are required under La. 2021 General Records Schedule: Local Government Agencies. §132‐3, you may only destroy public records with the consent of A records retention schedule describes one or several records series, shows the length of time the records should be retained, and indicates their final disposition. FOR LOCAL GOVERNMENT AGENCIES . The RC-1 and RC-3 are used for disposal requests. local-government-sector-retention-and-disposal-schedule-qdan480.pdf (PDF File, 2.7 MB) local-government-sector-retention-and-disposal-schedule-qdan480.doc (MS Word Document, 2.4 MB) Records Description and Analysis Form. 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