State Agency Records Management
The State Archivist has prepared general retention and disposition schedules that give state agencies the legal authorization to retain and dispose of common kinds of records created by state government. The schedules list the permanently valuable records that should be retained and properly protected. They also provide the timetables that will allow agency officials to legally dispose of records of non-permanent value. The Records Management Manual is available online to state agency and higher education officials. For records that are not included in the manual, state agencies must develop retention schedules with the archives to authorize legal retention and destruction of those records. We encourage state agencies to contact the State Archives for any specific questions about records retention.
State Government Agencies (Part I - Schedules 1-7 and 9-16): The General Records Schedules have been expanded to include most records which are common to most state government agencies, except higher education agencies.
Higher Education Agencies (Part I - Schedule 8): Schedule 8 is applicable only to higher education agencies and includes all records series common to most higher education agencies.
Both Manuals: Include general guidelines on technology record keeping formats, i.e. e-mail. We also provide instructions for identifying and developing a schedule for your "unique" records. The Introduction, Records Scheduling and Disposal Procedures and Standards, and Part II - Appendices apply to all state and higher education agencies.
State agencies are encouraged to familiarize themselves with CRS 23-40-1104 (link is to external website; PDF available below), which includes language specific to state agencies (excluding Higher Education) with reference to vendor selection for microfilming and digitization services.
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NOTE: NO RECORD SHALL BE DESTROYED UNDER THIS SCHEDULE AUTHORITY SO LONG AS IT PERTAINS TO ANY PENDING LEGAL CASE, CLAIM, ACTION OR AUDIT.