The Colorado State Archives office has prepared these general retention and disposition schedules to give state agencies the legal standards to retain and dispose of common records that are found in most offices. The schedules list the permanently valuable records (archival) which should be properly protected and retained. They also provide the timetables that will allow agency officials to dispose of records of non-permanent value legally.

It is our hope that this publication will encourage state agencies to annually clean out their file cabinets, storage areas and data bases by regularly destroying obsolete and out-dated records. We encourage offices to contact the State Archives for any specific questions about this publication or for assistance with other information management problems.

Purpose

The schedule is designed to:

• Give state agencies uniform guidelines for the retention and disposition of common records;

• Ensure each agency retains for as long as necessary records needed for legal, administrative, audit, fiscal, research, historical and other requirements;

• Promote the cost-effective management of records and information;

• Provide the legal procedures and standards to dispose of obsolete records and information.

Using this schedule effectively

• Before using this general schedule you are to contact your records officer, who should coordinate all activities relating to the retention and disposition of the records. The records officer functions as a liaison with the State Archives in administering your records management program. If you do not know who your records officer is, contact the State Archives at (303) 866-4900.

• Records officers should work with their agency staff to coordinate the regular disposition and destruction of obsolete records and information. Destruction should be carried out periodically - at least once a year. To streamline disposition, agency staff should review their filing arrangements, establish cut off dates periodically, and develop procedures to segregate active, inactive and obsolete files.

• Generally, records are to be destroyed when the minimum retention periods have been met; unless they are needed to meet specific legal requirements or are designated for permanent (archival) retention. You are encouraged to destroy records at the end of their minimum retention periods. Obsolete records should not occupy expensive office, storage or computer space.

• The titles and descriptions of record series listed in these general schedules may not reflect exactly the titles and descriptions you use. If you are not certain whether the schedule applies to a specific record in your office, contact your records officer.

State Archivist's Responsibilities

• Develop and establish standards and procedures for the administration of the state's records and information management programs.

• Direct the appraisal, preservation and disposition of public records.

• Monitor, evaluate, and continually improve the state's records and information management program.

• Provide professional assistance, counseling and services to agencies regarding records management methods, techniques and systems.

• Conduct training programs to assist agency records officers and other personnel in carrying out the state's records and information management program.

Records Liaison Officer Responsibilities

• Develop and implement departmental procedures.

• Establish and maintain an active program for the economical and efficient management of records.

• Maintain a comprehensive, up-to-date inventory of all agency records.

• Review records disposition schedules annually and submit all required changes to the State Archivist.

• Continue a records disposal program in accordance with established disposition schedules.

• Submit a Certificate of Disposal (See Appendix) for each agency by June 30th of each year.

• After each legislative session, report to the State Archivist any revision in laws which may affect retention of your agency records.

Attorney General Responsibility

• Review and approve records disposition schedules for compliance with legal requirements. The Attorney General will notify the State Archives, agencies or departments if disposition or destruction of records should be delayed due to pending litigation.

State Auditor Responsibility

• Review and endorse records disposition schedules for compliance with audit state requirements.

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last modified 1/26/99