State Government
Agency-specific Retention and Disposal Schedules are legal documents approved by an agency, the Department of History, Arts and Libraries Records Management Services, Michigan Historical Center, Auditor General, Attorney General, and the State Administrative Board.
These schedules provide the only legal authority to destroy public records.
Agency Specific Retention Schedules are developed by the Records Management Services in conjunction with an agency. For more information, or to request a revision to your agency's schedule, please e-mail gearhartd@michigan.gov.
Local Government
Local governments may develop their own agency-specific schedule and submit it for approval by the Michigan Historical Center and the State Administrative Board. These schedules will provide the only legal authority to destroy public records that are not covered by general schedules that are issued for local government.
CREATING RETENTION AND DISPOSAL SCHEDULES
1. Conduct an inventory of all records or records series created or maintained by the agency. The following record series inventory forms for paper and electronic records will help agencies gather the information that they need to properly describe their records:
A. It helps to select a room or cubicle, and then survey each drawer of each file cabinet or shelving unit to determine its contents.
B. While conducting the inventory, it would be a good idea to ensure that all drawers, shelves, file folders, boxes, etc. are properly labeled.
C. Identify any databases, spreadsheets, etc. that are used to support business processes or to help access paper files (such as indexes).
2. Create a list of the record series identified as a result of the inventory, and include brief description of the function and content of each series. Try to answer the following questions:
A. Why is the record series created?
B. Does a law mandate the creation of the records series? If so, which law?
C. How is the records series created?
D. How are the records organized? (alphabetically, chronologically, etc.)
E. What format(s) does the records series exist in? (paper, photographs, maps, drawings, microfilm, digital images, e-mail, database, etc.)
F. What information can be found on a particular record? (names, dates, social security numbers, addresses, etc.)
G. Does the record series contain confidential information?
H. When did the agency first start to create/receive this record series? Is the record series still created?
I. What is the date range of the current holdings?
J. Do other agencies maintain the same exact records series? If so, who? Why?
3. Establish retention periods for each records series based upon the following:
A. Statutorily required retention period, if any
B. Statute of limitation requirements
C. Audit requirements
D. Administrative need
E. Potential historical value
4. Enter the proposed schedule onto the Records Retention and Disposal Schedule form (MH-43). Please do not use colored fonts.
5. Have the completed schedule signed by the authorizing official. This person may be the agency head, the mayor, manager, or administrator as provided by the official policy of the unit of local government submitting the schedule. Note: HAL is willing to review and comment upon draft schedules before the agency seeks the signature of an authorizing official.
6. Send the signed schedule to HAL: Records Management Services, 3400 N. Grand River Ave., Lansing, Michigan 48909. Please include a cover memo/note containing the name, mailing address, phone number and e-mail address of a contact person. Original signatures are required, so please do not fax or e-mail this form.
7. HAL will review the schedule and identify record series that possess historical value. If the State Archives of Michigan authorizes the eventual transfer of a particular records series to its custody for permanent preservation, a notation, such as "Transfer to the State Archives of Michigan," will appear on the schedule.
8. HAL will forward the schedule to the State Administrative Board for approval.
9. A copy of the schedule will be returned to the local government agency, after the schedule is approved by the State Administrative Board. Note: The Records Management Services will retain the original approved schedule.
The local government agency may begin to dispose of records according to the provisions of the newly approved schedule.
Updated 06/26/2007
Michigan
Historical Center, Department of History, Arts and Libraries
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