Help with Legislators' Records Retention

Which Retention Schedules Do Legislators Use?

1. State Government General Records Retention Schedule v.6.3 (October 2024)
2. Legislature and Legislators Records Retention Schedule v.1.3 (April 2022)

Click to expand each topic...

Basics of Records Retention...

• What Are Records Retention Schedules?
• What Are Records Series?
• How Are Records Retention Periods Determined?
• What is an Archival Record?
• What is a Non-Archival Record?

Help Finding the Right Retention...

• How to Navigate Records Retention Schedules
• How to Determine the Correct Records Series
• How to Choose Between Multiple Records Series
• Searching Techniques for Records Retention Schedules Video (3 minutes)

How Long to Keep...

• Backups
• Chat/Instant Messaging
• Communications Between Legislators
• Constituent Correspondence
• COVID-19 Contact Tracing Logs and Screening Records
• COVID-19 Pandemic Records
• COVID-19 Vaccination Verification Records
• Database Records

• Emails
• Meeting Recordings
• Position Recruitment Records
• Public Records Request Logs
• Public Records Requests
• Social Media Posts
• Text Messages
• Voicemails

Strategies for...

• Applying Retention Schedule Updates
• Applying Retention to Subject Files
• Managing Chat/Instant Messaging Retention
• Managing Sensitive Payment Cardholder Data
• Managing Social Media Records Retention
• Managing Voicemail Retention

Transitory Records...

• Examples of Legislators' Records with Minimal Retention
• What Does "Until No Longer Needed for Agency Business" Mean?
• Why Isn't There Just One "Transitory" Records Series?

Other Advice...

• Difference Between Administrative and Core Mission Policies/Procedures
• Impact of Public Records Requests on Records Retention
• What are Personnel Files?
• What Legislators' Records Are Sent to the Archives?
• What To Do With Non-Work-Related Appointments in Calendars
• What To Do With State Publications
• Which Litigation Case Files are "Significant"?

Training...

• Basics of Managing Records Training
• Retention Schedules "Demystified" (Recorded Webinar - April 2015 - 40 minutes)