Get the free GENERAL RECORDS RETENTION SCHEDULES.

RECORDS MANAGEMENT HANDBOOK NO. 7GENERAL RECORDS RETENTION SCHEDULES.SUPERSEDED OFFICE OF SECRETARY OF STATE Ralph Munro State Archivist Sid MCA!plan State Records Management Eva HartleyNovember 1991

How to fill out general records retention schedules

How to fill out general records retention schedules

1. To fill out general records retention schedules, follow these steps:
2. Start by identifying the different types of records your organization produces or maintains. This can include physical documents, electronic files, audio or video recordings, and more.
3. Determine the purpose and value of each type of record. Consider factors such as legal requirements, historical significance, and potential future use.
4. Research the applicable laws and regulations regarding records retention in your jurisdiction. This will help you determine the required retention periods for each type of record.
5. Create a spreadsheet or database to organize and track the records retention schedules. Include columns or fields for record types, retention periods, disposal methods, and any other relevant information.
6. Consult with legal and compliance experts to ensure the accuracy and completeness of your records retention schedules. They can provide guidance on specific regulations and help address any potential legal risks.
7. Train your employees on the proper procedures for filling out and maintaining records retention schedules. It is important to ensure that everyone understands their roles and responsibilities in the recordkeeping process.
8. Regularly review and update the records retention schedules as needed. Changes in laws, regulations, or business practices may require adjustments to the retention periods or disposal methods.
9. Periodically audit your records retention practices to ensure compliance. This can involve sample checks, internal inspections, or third-party assessments.
10. By following these steps, you can effectively fill out general records retention schedules and ensure proper management of your organization's records.

Who needs general records retention schedules?

1. General records retention schedules are needed by any organization that produces or maintains records. This can include businesses, government agencies, non-profit organizations, educational institutions, healthcare providers, and more.
2. Proper records retention is important for legal compliance, efficient operations, risk management, and preserving institutional knowledge. Organizations of all types and sizes can benefit from implementing records retention schedules to systematically manage their records throughout their lifecycle.

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What is general records retention schedules?

General records retention schedules are guidelines that specify how long various types of records must be kept and when they can be disposed of. These schedules help organizations manage their records effectively and ensure compliance with legal and regulatory requirements.

Who is required to file general records retention schedules?

Organizations, government agencies, and any entities that create and maintain records are typically required to file general records retention schedules to ensure proper records management and compliance.

How to fill out general records retention schedules?

To fill out general records retention schedules, organizations must identify the types of records they maintain, determine the retention period for each type based on legal and operational needs, and document the schedule accurately with the necessary details.

What is the purpose of general records retention schedules?

The purpose of general records retention schedules is to provide a consistent framework for managing records, ensuring that critical information is preserved while unnecessary records can be disposed of in a timely manner, thus minimizing risks and maintaining compliance.

What information must be reported on general records retention schedules?

General records retention schedules must report the type of record, the retention period, the authority for retention, and any specific notes regarding disposition after the retention period ends.