Records Retention Schedules by State

Click state name to view details.

ALABAMA
Department of Archives & History
State agencies: http://www.archives.alabama.gov/officials/staterda.html
Local agencies: http://www.archives.alabama.gov/officials/localrda.html
ALASKA
State Archives
http://archives.alaska.gov/rims/
ARIZONA
Secretary of State
https://azlibrary.gov/arm/retention-schedules
ARKANSAS
Department of Finance and Administration
https://www.dfa.arkansas.gov/intergovernmental-services/records-retention-schedule/
CALIFORNIA
Secretary of State
http://www.sos.ca.gov/archives/calrim/
COLORADO
State Archives
https://www.colorado.gov/pacific/archives/RecordsManagement
CONNECTICUT
State agencies: https://ctstatelibrary.org/publicrecords/general-schedules-state
Municipalities: https://ctstatelibrary.org/publicrecords/general-schedules-municipal/
DELAWARE
Public Archives
https://archives.delaware.gov/govsvcs/retention/index.shtml
FLORIDA
Secretary of State
http://dos.myflorida.com/library-archives/records-management/general-records-schedules/
http://dos.myflorida.com/media/693574/general-records-schedulegs01-sl.pdf
GEORGIA
Secretary of State
https://www.georgiaarchives.org/records/retention_schedules
HAWAII
Department of Accounting and General Services
http://ags.hawaii.gov/archives/about-us/records-management/records-retention-and-disposition-schedules/
IDAHO
State Historical Society
https://history.idaho.gov/idaho-records-center-retention-schedules
ILLINOIS
Secretary of State
http://www.cyberdriveillinois.com/departments/archives/records_management/home.html
INDIANA
Archives and Records Administration
https://www.in.gov/iara/2739.htm
IOWA
Department of Cultural Affairs
https://iowaculture.gov/history/research/state-government-records-management/state-records-manual-and-schedule
KANSAS
Historical Society
https://www.kshs.org/recmgmt/retention_schedule_entries/browse
KENTUCKY
Department for Libraries and Archives
https://kdla.ky.gov/records/recretentionschedules/Pages/stateschedules.aspx
LOUISIANA
Secretary of State
https://www.sos.la.gov/HistoricalResources/ManagingRecords/DevelopRetentionSchedules/Pages/default.aspx
MAINE
Secretary of State
http://www.maine.gov/sos/arc/records/local/localschedules.html
MARYLAND
State Archives
https://msa.maryland.gov/msa/intromsa/html/record_mgmt/approved_schedule.html
MASSACHUSETTS
Secretary of State
https://www.sec.state.ma.us/arc/arcpdf/MA_Statewide_Records_Schedule.pdf
MICHIGAN
Department of Technology, Management and Budget
https://www.michigan.gov/dtmb/0,5552,7-358-82548_21738_31548-56101–,00.html
MINNESOTA
Historical Society
http://www.mnhs.org/preserve/records/retentionsched.php
MISSISSIPPI
Department of Archives and History
http://www.mdah.ms.gov/new/government-2/records-management/local-government-records/record-retention-schedules/
MISSOURI
Secretary of State
https://www.sos.mo.gov/archives/localrecs/schedules
MONTANA
Secretary of State
Local: https://sos.mt.gov/records/local
State: https://sos.mt.gov/records/state
NEBRASKA
Secretary of State
http://www.sos.ne.gov/records-management/retention_schedules.html
NEVADA
State Library, Archives & Public Records
https://nsla.libguides.com/state-records-services/retention-schedules
NEW HAMPSHIRE
Secretary of State
http://sos.nh.gov/Arch_Rec_Mgmt.aspx
NEW JERSEY
Department of Treasury
http://www.nj.gov/treasury/revenue/rms/retention.shtml
NEW MEXICO
Commission of Public Records
http://164.64.110.239/records/schedules.htm
NEW YORK
State Archives
http://www.archives.nysed.gov/records/mr_retention.shtm
NORTH CAROLINA
Department of Natural & Cultural Resources
https://archives.ncdcr.gov/government/retention-schedules
NORTH DAKOTA
Information Technology Department
https://www.nd.gov/itd/services/records-management-program
Record database: https://apps.nd.gov/itd/recmgmt/rm/recSer/retention.pdf
OHIO
Department of Administrative Services
https://apps.das.ohio.gov/rims/General/General.asp
OKLAHOMA
Department of Libraries
https://libraries.ok.gov/state-employees/records-management/records-scheduling/
OREGON
Secretary of State
http://sos.oregon.gov/archives/Pages/records_retention_schedule.aspx
PENNSYLVANIA
Office of Administration
http://www.oa.pa.gov/Programs/Records-Mgmt/Pages/default.aspx
RHODE ISLAND
Department of State
http://sos.ri.gov/divisions/frequent-filers/records-management
SOUTH CAROLINA
Department of Archives and History
http://rm.sc.gov/generalschedules/Pages/default.aspx
SOUTH DAKOTA
Bureau of Administration
https://boa.sd.gov/divisions/records/
TENNESSEE
Secretary of State regs
https://sos-tn-gov-files.s3.amazonaws.com/forms/Official%20Records%20Retention%20Standards.pdf
TEXAS
State Library and Archive Commission
https://www.tsl.texas.gov/slrm/recordspubs/rrs4.html
UTAH
Division of Archives and Record Services
https://archives.utah.gov/recordsmanagement/retention-schedules.html
VERMONT
Secretary of State
https://www.sec.state.vt.us/archives-records/records-management/records-retention.aspx
VIRGINIA
http://www.lva.virginia.gov/agencies/records/retention.asp
WASHINGTON
Secretary of State
https://www.sos.wa.gov/archives/recordsretentionschedules.aspx
WEST VIRGINIA
Division of Culture & History
http://www.wvculture.org/history/rmpb/rscountyclerk.html
WISCONSIN
Public Records Board
http://publicrecordsboard.wi.gov/docview.asp?docid=15863&locid=165
WYOMING
State Archives
http://wyoarchives.state.wy.us/index.php/record-retention-schedules

Florida’s Record Retention Schedule(s) for Electronic Documents

Introduction

This brief analysis aims to provide information regarding the differing retention schedules for the various public agencies/organizations of the State of Florida. Specifically, this analysis will focus on the retention of electronic documents and internal electronic communications. Record retention falls under the regulation of the Florida Department of State under the Division of Library and Information Services.

State and Local Government Agencies
  • Records retention schedules apply to records regardless of the format in which they reside. Therefore, records created or maintained in electronic format must be retained in accordance with the minimum retention requirements presented in these schedules. Printouts of standard correspondence are acceptable in place of the electronic files. Printouts of electronic communications (email, instant messaging, text messaging, multimedia messaging, chat messaging, social networking, or any other current or future electronic messaging technology or device) are acceptable in place of the electronic files, provided that the printed version contains all date/time stamps and routing information. However, in the event that an agency is involved in or can reasonably anticipate, litigation on a particular issue, the agency must maintain in native format any and all related and legally discoverable electronic files.
  • VIII. REFORMATTING STANDARDS AND REQUIREMENTS Unless otherwise prohibited by law or rule, the record copy of public records as defined by Section 119.011(12), Florida Statutes, may be reformatted to microfilm or electronic form as long as the requirements of Rule 1B-26.003 or 1B-26.0021, Florida Administrative Code, are met. A. Electronic Recordkeeping is defined in Rule 1B-26.003, Florida Administrative Code, which provides standards and guidelines for creation and maintenance of record (master) copies of public records in electronic form. B. Microfilm Standards are defined in Rule 1B-26.0021, Florida Administrative Code, which provides standards for microfilming of public records to ensure that the film, photography methods, processing, handling and storage are in accordance with methods, procedures and specifications designed to protect and preserve such records on microfilm.
  • BACKUPS: ELECTRONIC/DIGITAL RECORDS There is no retention schedule for backup tapes, disks, drives, servers or other forms of electronic/digital data backup. A backup should be just that, a data/records backup kept solely for disaster recovery/business continuity but not intended to serve as the record copy or as a records retention tool. In the case of disaster, the backup would be used to recover system operability and/or restore lost records; otherwise, agency records that have not met their retention should not be disposed of on the basis of the existence of a backup.
  • ***ELECTRONIC COMMUNICATIONS**** There is no single retention period that applies to all electronic messages or communications, whether they are sent by email, instant messaging, text messaging (such as SMS, Blackberry PIN, etc.), multimedia messaging (such as MMS), chat messaging, social networking (such as Facebook, Twitter, etc.), voice mail/voice messaging (whether in audio, voice-over-internet protocol, or other format), or any other current or future electronic messaging technology or device. Retention periods are determined by the content, nature, and purpose of records, and are set based on their legal, fiscal, administrative, and historical values, regardless of the format in which they reside or the method by which they are transmitted. Electronic communications, as with records in other formats, can have a variety of purposes and relate to a variety of program functions and activities. The retention of any particular electronic message will generally be the same as the retention for records in any other format that document the same program function or activity. For instance, electronic communications might fall under a CORRESPONDENCE series, a BUDGET RECORDS series, or one of numerous other series, depending on the content, nature, and purpose of each message. Electronic communications that are created primarily to communicate information of short-term value, such as messages reminding employees about scheduled meetings or appointments, or most voice mail messages, might fall under the “TRANSITORY MESSAGES” series. ELECTRONIC FUNDS TRANSFER RECORDS Item #264 This record series consists of the documentation necessary to establish and maintain the electronic transfer of funds. The series may include, but is not limited to: an agreement between the two parties; a form that lists both institutions’ names, their routing numbers, the name(s) and authorizing signature(s) of the account holder(s); direct deposit authorizations; canceled deposit slips or checks; and documentation of the termination of service or transfer of service to a new institution. This series does not include records of specific individual deposits or payments. Retention is pursuant to Statute of Limitations for fraud, Section 95.11(3)(j), Florida Statutes, Limitations other than for the recovery of real property. RETENTION: 5 fiscal years after termination of service agreement/authorization. ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231 This record series consists of proprietary and non-proprietary software as well as related documentation that provides information about the content, structure, and technical specifications of computer systems necessary for retrieving information retained in machine-readable format. These records may be necessary for an audit process. RETENTION: Retain as long as software-dependent records are retained.
  • HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS Item #325 This record series consists of policies, procedures, and records of actions, activities, or assessments relating to the implementation of security measures for protected electronic health information required under the Health Insurance Portability and Accountability Act (HIPAA), 45CFR164 Subpart C, Security Standards for the Protection of Electronic Protected Health Information. The records are required HIPAA documentation per 45CFR164.316(b), Policies and procedures and documentation requirements. Retention is pursuant to 45CFR164.316(b)(2), Implementation specifications. See also “PROTECTED HEALTH INFORMATION” items. RETENTION: 6 anniversary years from date of creation or from the date when it last was in effect, whichever is later.
  • MAILING/CONTACT LISTS Item #29 This record series consists of lists of U.S. mail or electronic mail/messaging contacts used in agency mail outs or other communications. Mailing/contact lists that fall under Section 283.55, Florida Statutes, Purging of publication mailing lists, must be updated and superseded every odd numbered year. See also “MAIL: REGISTERED AND CERTIFIED,” “MAIL: UNDELIVERABLE/RETURNED,” and “POSTAGE/SHIPPING RECORDS.” RETENTION: Retain until obsolete, superseded, or administrative value is lost.
  • RECORDS DISPOSITION DOCUMENTATION Item #45 This record series documents the agency’s disposition of its public records. Agencies are required to maintain internal documentation of records dispositions pursuant to Rule 1B-24.003(9)(d), Florida Administrative Code, which states in part that, “For each record series being disposed of, agencies shall identify and document the following: 1. Records retention schedule number; 2. Item number; 3. Record series title; 4. Inclusive dates of the records; 5. Volume in cubic feet for paper records; for electronic records, record the number of bytes and/or records and/or files if known, or indicate that the disposed records were in electronic form; and 6. Disposition action (manner of disposition) and date.” Disposition may include either destruction of records or transfer of legal custodianship of the records to another agency. See also “RECORDS MANAGEMENT COMPLIANCE STATEMENTS” and “RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC.” RETENTION: Permanent.
  • SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370 This record series consists of electronic mail items identified by an agency’s filtering system as spam or junk mail that are blocked from entering users’ mailboxes and instead are journaled, or captured as an audit log along with their associated tracking information, as evidence of illegal or improper acts. The journaling records lose their value within a brief period after their capture unless it is determined that they should be forwarded to a law enforcement agency for investigation. RETENTION: Retain until obsolete, superseded, or administrative value is lost.
  • TRANSITORY MESSAGES Item #146 This record series consists of records that are created primarily to communicate information of short-term value. “Transitory” refers to short-term value based upon the content and purpose of the message, not the format or technology used to transmit it. Examples of transitory messages include, but are not limited to, reminders to employees about scheduled meetings or appointments; most telephone messages (whether in paper, voice mail, or other electronic form); announcements of office events such as holiday parties or group lunches; recipient copies of announcements of agency sponsored events such as exhibits, lectures or workshops; and news releases received by the agency strictly for informational purposes and unrelated to agency programs or activities. Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt. RETENTION: Retain until obsolete, superseded, or administrative value is lost.
Law Enforcement, Correctional Facilities and District Medical Examiners
  • (same for all) Agencies must maintain internal records disposition documentation, including retention schedule number, retention schedule item number (including, when needed, the suffix ‘a’ for the record copy or ‘b’ for duplicates), record series title, inclusive dates, volume in cubic feet of paper records destroyed (for electronic records, record the number of bytes and/or records and/or files if known, or indicate that the disposed records were in electronic form), and disposition action (manner of disposition) and date. A form titled Records Disposition Document, which is recommended for use in documenting records disposition, is available on the Records Management website at info.florida.gov/records-management/forms-and-publications. Agencies must maintain this documentation as a permanent record but should not submit it to the Records Management Program for review or approval.
  • (same for all) ELECTRONIC RECORDS Records retention schedules apply to records regardless of the format in which they reside. Therefore, records created or maintained in electronic format must be retained in accordance with the minimum retention requirements presented in these schedules. Printouts of standard correspondence are acceptable in place of the electronic files. Printouts of electronic communications (email, instant messaging, text messaging, multimedia messaging, chat messaging, social networking, or any other current or future electronic messaging technology or device) are acceptable in place of the electronic files, provided that the printed version contains all date/time stamps and routing information. However, in the event that an agency is involved in or can reasonably anticipate litigation on a particular issue, the agency must maintain in native format any and all related and legally discoverable electronic files.
  • REFORMATTING STANDARDS AND REQUIREMENTS Unless otherwise prohibited by law or rule, the record copy of public records as defined by Section 119.011(12), Florida Statutes, may be reformatted to microfilm or electronic form as long as the requirements of Rule 1B-26.003 or 1B-26.0021, Florida Administrative Code, are met. A. Electronic Recordkeeping is defined in Rule 1B-26.003, Florida Administrative Code, which provides standards and guidelines for creation and maintenance of record (master) copies of public records in electronic form. B. Microfilm Standards are defined in Rule 1B-26.0021, Florida Administrative Code, which provides standards for microfilming of public records to ensure that the film, photography methods, processing, handling and storage are in accordance with methods, procedures and specifications designed to protect and preserve such records on microfilm. (same)
  • VIDEO/AUDIO RECORDINGS: BODY CAMERA Item #224 This record series consists of recordings taken by a body camera as defined in Section 119.071(2)(l)1.a, Florida Statutes: “a portable electronic recording device that is worn on a law enforcement officer’s body and that records audio and video data in the course of the officer performing his or her official duties and responsibilities.” Since these recordings may play an integral part in prosecution or disciplinary actions, the agency is responsible for ensuring that internal management policies are in place establishing criteria for which images should be retained beyond the minimum. These records may become part of a criminal investigative record. Retention is pursuant to Section 119.071(2)(l)5, Florida Statutes, General exemptions from inspection or copying of public records.—Agency Investigations. See also “VIDEO/AUDIO RECORDINGS: PATROL UNITS.” RETENTION: 90 days.
Election
  • BALLOT IMAGE FILES Item #113 This record series contains records of the content of each ballot cast on an electronic voting system. To protect voter privacy, the stored files are randomly sorted so that the ballots cannot be matched to the voting system transaction logs. Electronic media such as memory card chips can be cleared for next election provided ballot image files are printed out and retained in accordance with retention schedule. The retention period is based on Title 42, U.S.C. 1974, Retention and preservation of records and papers by officers of elections. RETENTION: a) Record copy. 22 months after certification of election. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
  • RESIDENTIAL STREET ADDRESS LIST Item #153 This record series consists of lists maintained by the Supervisor of Elections to verify legal addresses of voters residing in the county. This series is created pursuant to Section 98.015(12), Florida Statutes, Supervisor of elections; election, tenure of office, compensation, custody of registration-related documents, office hours, successor, seal; appointment of deputy supervisors; duties. This information is forwarded to the Department of State to compile and maintain a statewide electronic database of valid residential street addresses pursuant to Section 98.045(4), Florida Statutes, Administration of voter registration. RETENTION: a) Record copy. Retain until obsolete, superseded, or administrative value is lost. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
  • VOTER REGISTRATION: BOOKS AND OFFICIAL RECORDS Item #94 This record series consists of the official registration information for all qualified voters in each county. These records are created pursuant to Sections 97.053, Florida Statutes, Acceptance of voter registration applications; 97.057, Florida Statutes, Voter registration by the Department of Highway Safety and Motor Vehicles; 97.058, Florida Statutes, Voter registration agencies; 97.105, Florida Statutes, Permanent single registration system established; 98.035, Florida Statutes, Statewide voter registration system; implementation, operation, and maintenance; 98.461, Florida Statutes, Registration application, precinct register; contents; and 101.002 (3), Florida Statutes, Use of system by municipalities. Since January 1, 2006, these records are officially recorded and retained electronically in the Florida Voter Registration System. The retention period for the record copy is pursuant to Attorney General Opinion 86-18 and Florida Division of Elections opinion DE 87-06. See also “APPLICATIONS: ABSENTEE BALLOT/REGISTRATION (FEDERAL POSTCARD APPLICATIONS),” “PRECINCT REGISTERS: FEDERAL ELECTIONS,” “PRECINCT REGISTERS: STATE AND LOCAL ELECTIONS,” ”VOTER ADDRESS LIST MAINTENANCE RECORDS,” “VOTER REGISTRATION: CHANGE OF NAME, PARTY, SIGNATURE, OR RESIDENCE RECORDS,” “VOTER REGISTRATION: IDENTIFICATION EXEMPTION RECORDS,” and “VOTER REGISTRATION: VOTER POTENTIAL INELIGIBILITY SOURCE RECORDS.” RETENTION: a) Record copy. Permanent. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost.
Public Hospitals, Health Care Facilities and Medical Providers
  • REQUISTIONS: LABORATORY TESTS (Item # 95) This record series consists of all requisitions authorizing a laboratory to perform tests on a sample. These requisitions may be in an electronic or written format. Included in a requisition are the patient’s name or identification number, the name or identifier of who ordered the test, the date and time of the specimen collection, the source of the specimen, the patient’s gender and age or date of birth, and pertinent clinical information. For pap smears the requisition also requires the last date of menstruation, history of abnormal smears, treatment of biopsy, and risk factors for cervical cancer. The record copy is retained by a public laboratory. Duplicates may be in the Patient Medical Record. 42 CFR 493.1101. RETENTION: a) Record copy. 2 years. b) Duplicates. Retain as long as the item it relates to.
Public Universities and Colleges
  • No specific mention of “electronic records” other than the preambles mentioned in the other policies which states all electronic records are subject to the same regulaitons as print records.
Public Schools Pre-K-12 and Adult and Career Education
  • BIOMETRIC IDENTIFICATION RECORDS Item #144 This record series consists of biometric identification information held by school districts for use in identifying students using electronic identification systems for such purposes as purchasing lunches, checking out library books, or other programs or activities requiring identification of students. Biometric identification includes any record of friction ridge detail of hands and/or feet, fingerprints, palm prints, or footprints. RETENTION: a) Record copy. Retain until student is no longer registered in school. b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
Fire Departments
  • Nothing specific
State Attorneys
  • Nothing specific
Clerks of Court
  • Same preamble. —make sure to elaborate on the electronic section (V.) that appears on all these retention lists.
Property Appraisers
  • Same
Tax Collectors
  • Same
Public Utilities
  • Same
Public Libraries
  • USER REGISTRATION Item 12 This record series consists of physical or electronic records that establish that an individual has libraryborrowing privileges and includes the individual’s name and may include their address, telephone number, date of birth, and/or social security number. For libraries using manual circulation systems the application may also be used as the User Registration record. RETENTION: a) Record copy. Retain for 30 days after expiration. b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
  • REFERENCE REQUEST RECORDS Item 9 This record series consists of physical or electronic records of reference requests submitted by library users. RETENTION: a) Record copy. Retain until obsolete, superseded or administrative value is lost. b) Duplicates. Retain until obsolete, superseded or administrative value is lost. USER APPLICATION: AUTOMATED SYSTEM Item 10 This record series consists of forms submitted by individuals to request borrowing privileges from a library. Applications may include the individual’s name, address, telephone number, date of birth, and/or social security number. For automated circulation systems the application may only be used to provide information for data input to establish electronic User Registration records. RETENTION: a) Record copy. Retain until verification of data input. b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
  • INTERLIBRARY LOAN REQUEST RECORDS Item 7 This record series consists of physical or electronic forms used by a library to request the loan of books or materials from another library. RETENTION: a) Record copy. Retain until transaction has been completed. b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
  • CATALOG RECORDS Item 3 This record series consists of electronic or physical records identifying and describing books and other materials in library collections. RETENTION: a) Record copy. Retain for life of material. b) Duplicates. Retain until obsolete, superseded or administrative value is lost.

Conclusion

If you have any further questions pertaining to either the retention of electronic, or non-electronic records, please refer to http://dos.myflorida.com/library-archives/records-management/general-records-schedules/. This site contains the complete retention schedule policies for each of the aforementioned State agencies/entities. Please visit https://brechner.org/ to view the complete listing of links to each of the 50 states’ retention schedules.