Get the free Use of Retention Schedules workbook - New York State Archives - archives nysed

This workbook provides an overview of retention schedules developed by the New York State Archives. It covers understanding retention schedules, how to use them, developing office schedules, record

How to fill out use of retention schedules

How to fill out use of retention schedules:

1. Understand the purpose: Before filling out use of retention schedules, it is important to understand their purpose. Retention schedules help organizations to manage their records and determine how long each type of record needs to be retained for legal, operational, and historical purposes.
2. Identify the types of records: Start by identifying the different types of records that your organization generates or receives. This can include financial records, personnel files, contracts, customer data, and more. Make a comprehensive list of all the types of records that exist within your organization.
3. Determine the record categories: Once you have identified the types of records, categorize them into logical groups or categories. This could be based on the department that generates the records, the purpose of the records, or any other relevant criteria.
4. Research legal and regulatory requirements: Research the legal and regulatory requirements that govern the retention of specific types of records in your industry or jurisdiction. This information can usually be found in laws, regulations, or industry-specific guidelines.
5. Assign retention periods: Based on the legal and regulatory requirements and the needs of your organization, determine the appropriate retention period for each category of records. This period may vary depending on factors such as the sensitivity of the information, the business value of the records, and any specific industry requirements.
6. Document the retention schedules: Once you have determined the retention periods, document them in a clear and easily accessible format. This could be in the form of a spreadsheet, a database, or a specialized records management software. Make sure to include the category of records, the retention period, and any specific actions required at the end of the retention period (e.g. disposal, archival).

Who needs use of retention schedules:

1. Organizations of all sizes and industries: The use of retention schedules is not limited to specific types of organizations or industries. Any organization that generates or receives records can benefit from the use of retention schedules.
2. Compliance and legal departments: Compliance and legal departments within organizations often rely on retention schedules to ensure that the organization meets its legal and regulatory obligations regarding record retention. These departments play a crucial role in interpreting the requirements and ensuring compliance.
3. Records management professionals: Records management professionals are responsible for implementing and maintaining effective records management practices within organizations. They often use retention schedules as a tool to guide the management of records throughout their lifecycle.

Overall, anyone involved in records management, compliance, or legal matters within an organization can benefit from using retention schedules. It helps ensure that records are retained for the appropriate period, reducing the risk of non-compliance, and facilitating efficient and effective records management.

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What is use of retention schedules?

Retention schedules are used to determine how long records need to be kept for legal and operational purposes.

Who is required to file use of retention schedules?

All organizations, both public and private, are required to file use of retention schedules.

How to fill out use of retention schedules?

Use of retention schedules can be filled out by providing information about the records being retained, their retention periods, and any applicable legal or operational requirements.

What is the purpose of use of retention schedules?

The purpose of use of retention schedules is to ensure that records are retained for the appropriate length of time and are disposed of in a secure and compliant manner.

What information must be reported on use of retention schedules?

The information that must be reported on use of retention schedules includes the type of records, their retention periods, any legal or operational requirements, and the methods of disposal.