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General Schedule for State Agencies Records Retention Schedule Prepared by the State Records Branch Archives and Records Management Division Approved by the State Libraries, Archives, and Records

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 reviewing the specific retention requirements for your industry or organization. This will help you determine which records should be included in the schedules.
3. Gather all relevant records that need to be included in the retention schedules.
4. Categorize the records based on their type or function. This will help you organize the schedules effectively.
5. Assign retention periods to each record category. Retention periods may be dictated by legal regulations, industry standards, or organizational policies.
6. Create a table or spreadsheet to document the record categories and their corresponding retention periods.
7. Include any additional information or notes that may be relevant to each record category, such as disposal methods or special storage requirements.
8. Review and validate the retention schedules with relevant stakeholders, such as legal or compliance departments.
9. Once the schedules are finalized, ensure that they are easily accessible and understandable by all employees who are responsible for records management.
10. Regularly review and update the retention schedules to reflect any changes in regulations or organizational requirements.
11. Train employees on how to adhere to the retention schedules and properly manage records according to the designated retention periods.

Who needs general records retention schedules?

1. General records retention schedules are needed by organizations across various industries that handle large amounts of records.
2. This includes businesses, government agencies, non-profit organizations, educational institutions, healthcare providers, and more.
3. Having well-defined retention schedules helps these entities to systematically manage their records and ensure compliance with legal and regulatory requirements.
4. The schedules are particularly important for organizations that deal with sensitive or confidential information, as they provide guidelines for securely storing, retaining, and disposing of records.
5. Additionally, retention schedules can assist in optimizing storage space, reducing costs, and ensuring quick and efficient retrieval of information when needed.

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What is general records retention schedules?

General records retention schedules are documents that outline the length of time different types of records must be kept by an organization before they can be destroyed or archived.

Who is required to file general records retention schedules?

Organizations that create or maintain records that fall under regulatory requirements or industry standards are typically required to file general records retention schedules.

How to fill out general records retention schedules?

To fill out general records retention schedules, an organization should identify the types of records they have, determine the retention period for each type according to laws or policies, and complete a form that typically includes record description, retention period, and the responsible department.

What is the purpose of general records retention schedules?

The purpose of general records retention schedules is to provide a systematic approach to managing records, ensuring compliance with legal regulations, and optimizing storage costs by identifying when records can be safely disposed of.

What information must be reported on general records retention schedules?

Information that must be reported includes the type of record, description, retention period, the legal or regulatory basis for the retention, and the department responsible for managing the records.