State Records Retention Schedules
A records retention and disposition schedule (records schedule) is an essential tool in establishing a solid records management program. Establishing and implementing a State Records Board approved schedule ensures that an agency is in compliance with all applicable statutes and regulations concerning the management, preservation, and disposition of government records. By regulating the storage and treatment of records during all phases of the records life cycle, the schedule also allows an agency to more effectively manage records as a valuable and expensive resource.
The primary statutes and regulations governing state agency records are K.S.A. 45-403, K.S.A. 45-404, and K.A.R. 53-4-1(3). For a detailed explanation of these take a look at Records Management and the Law
Objectives of a Retention and Disposition Schedule
- To assure the identification and protection of vital records.
- To ensure compliance with the Kansas Open Records Act.
- To provide clear guidance on the length of time to retain records.
To identify the appropriate disposition for all records.
- Destroy records that no longer have administrative, fiscal, legal, or historical value.
- Transfer to the State Archives records that have enduring value and have met their minimum retention.
General and Agency Schedules
There are two types of records schedules that apply to agency records.
General Records Retention and Disposition Schedule – includes guidelines for record series maintained by most state agencies. This includes but is not limited to: travel vouchers, meeting minutes, and employee personnel records and accounting records.
Agency Records Retention and Disposition Schedule - addresses unique agency records that should have a specific records retention and disposition.
Elements of a Schedule
Records schedules include several key pieces of information.
- Record series title and description
- Minimum retention period
- Final disposition requirements
- Access restrictions
- Vital record identification
These elements are developed through an analysis of the data gathered during the comprehensive records survey.
A records schedule is a timetable that identifies the minimum length of time a record series must be retained before it is destroyed or transferred to the State Archives. Approved schedules do not preempt good judgement.