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Retention Schedules: Departmental versus Functional for Managing Organizational Records Functional Records Retention Schedule Position Paper David Barnett, MLS, CRM and Barbara E. Nye, CRM What is

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How to fill out retention schedules

How to fill out retention schedules?

01

Identify the types of records: Start by categorizing different types of records your organization generates or receives. This can include documents, emails, financial records, employee files, etc.

02

Determine the retention periods: Research the legal requirements and industry standards for retaining specific types of records. Different regulations may stipulate varying retention periods, such as tax records needing to be kept for a certain number of years.

03

Assign responsibility: Designate individuals or departments responsible for managing the retention schedules. They should be knowledgeable about the types of records and their prescribed retention periods.

04

Create a tracking system: Establish a method for tracking records throughout their lifecycle. This can involve using electronic systems, spreadsheets, or physical forms to document when records are created, accessed, transferred, and eventually destroyed.

05

Implement policies and procedures: Develop clear guidelines for how to handle records at each stage of the retention schedule. This includes protocols for record creation, storage, sharing, and disposal.

Who needs retention schedules?

01

Businesses and organizations: Retention schedules are essential for any business or organization that generates or receives records. These schedules ensure compliance with legal requirements, protect against legal liability, and facilitate efficient record management.

02

Government agencies: Government agencies at various levels, such as federal, state, or local, often have specific regulations that govern the retention and disposal of records. Retention schedules help these agencies manage their extensive volume of records effectively.

03

Non-profit organizations: Non-profit organizations, like businesses, are required to maintain and manage records. Having retention schedules in place ensures they can satisfy legal requirements and provides a structured approach to organizing and disposing of records.

In summary, filling out retention schedules involves categorizing records, determining retention periods, assigning responsibility, implementing tracking systems, and creating policies. Any organization that generates or receives records, including businesses, government agencies, and non-profits, needs retention schedules to comply with regulations and effectively manage their records.

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What is retention schedules?

Retention schedules are guidelines that specify how long certain types of records must be kept before they can be destroyed or archived.

Who is required to file retention schedules?

Organizations and businesses are required to file retention schedules for their records.

How to fill out retention schedules?

Retention schedules can be filled out by determining the type of record, identifying the retention period, and documenting the disposal method.

What is the purpose of retention schedules?

The purpose of retention schedules is to ensure that records are retained for the necessary amount of time to comply with legal and regulatory requirements.

What information must be reported on retention schedules?

Retention schedules must include the type of record, retention period, disposal method, and any legal requirements.

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