Local and state government offices have to manage vast and ever-increasing amounts of information. This includes everything from permits and public meeting records to financial files and employee documentation, each with rules for how long it must be kept.
When these records are stored on paper or microfilm, it is difficult to know exactly what exists, where it’s stored, and whether it’s being kept for the right amount of time. However, having that clarity is extremely important. Proper recordkeeping supports accountability and transparency, makes sure information is available when needed, and protects any sensitive details those records might contain.
This guide was created to help those working in government understand how retention and secure destruction fit into the full lifecycle of public records. We’ll also show you how clear retention practices can keep records organized and create a more secure recordkeeping environment.
Why Records Retention Matters for Local and State Government Offices
Records retention plays an important role in how well government offices operate and serve their communities. Any record, whether brand new or decades old, may be needed for public information requests, internal decision-making, or future projects. Retention rules are there to ensure that records are still there when they’re needed.
They also protect the privacy of the people and businesses whose information is stored in those records. When records are kept longer than required, the potential for unauthorized exposure grows. Removing records that are no longer serve any purpose helps keep information secure and eliminates unnecessary risk.
Following the recommended retention schedules closely keeps records organized and manageable. It provides government employees with clarity about what they’re holding on to, how long it should remain available, and when it’s appropriate to move forward with secure destruction.
How Retention Schedules Apply to Different Types of Records
Retention schedules for government records are set by record type or function, such as administrative, financial, historical, or personnel records. The length of time each category must be kept depends on how the information supports public operations, transparency, or long-term reference needs. Each state publishes its own set of requirements, while some records may also fall under federal guidelines.
Below are the common categories of government records and examples of how long they should kept. Timelines vary by state, so these examples are just for reference to help with planning or reviewing your own retention program.
| Record Type / Function | Typical Retention Period / Disposition |
|---|---|
| Administrative or short-term records (routine correspondence, internal memos, minor service logs) |
Often retained for 2–3 years before secure destruction. |
| Financial and accounting records (invoices, general ledgers, fiscal reports) |
Commonly kept for the applicable audit or grant period, often 3–7 years after the end of the fiscal year. |
| Personnel and employment-related records (employee files, benefits, employment history) |
Frequently retained for a defined period after employment ends, then securely destroyed or archived according to policy. |
| Contracts, agreements, and property-related documents | Often retained for several years after expiration, completion, or property transfer; some may be designated for long-term or permanent retention. |
| Public meeting minutes, ordinances, and key historical records | Commonly classified as permanent records and kept indefinitely to support transparency and public history. |
| Temporary administrative records | May be destroyed once the short-term business need has passed, in line with the applicable retention schedule. |
Why These Differences Exist
Retention periods are based on the function and potential future value of each category or records. Records with ongoing legal, financial, or historical importance usually have longer retention periods, or even permanent status; while short-lived administrative files can be disposed of earlier.
Government offices often publish or adopt a formal retention schedule (sometimes called a “general records retention schedule” or “local/municipal retention schedule”) that outlines required retention rules for each type of record series.
Make Retention Work For You
A successful retention program starts with having a clear schedule to follow, ideally one that aligns with state requirements and any applicable federal guidelines. Records should be properly categorized by type, well organized, and stored in a way that allows information to be accessed and reviewed when needed. Maintaining documentation that shows when records were created, how long they must be kept, and when they’re approved for destruction helps support accountability, clarity, and accessibility whenever information needs to be located, reviewed, or removed.
How Digitization Helps Put Retention Schedules Into Action
Digitizing records makes it much easier for government offices to meet their retention requirements. When files are scanned and entered into a digital system, retention periods can be applied from the start. Automated alerts or reminders help ensure deadlines are met, instead of having to rely on memory or manual tracking. Records that need to be stored long term no longer take up physical space, and files with shorter lifespans can be reviewed for destruction as their dates approach.
Records are also much easier to locate and manage in general. Instead of sitting unnoticed in a filing cabinet somewhere, digital records stay visible within the system, making it clear what’s current and what’s ready for removal. Permanent records can be preserved separately, with reliable backups that protect them even if hardware fails or a disaster occurs. This prevents sensitive information from lingering longer than it should and helps keep archives secure.
Digitization doesn’t change the rules that must be followed, but it does make them easier to carry out. Better organization, improved visibility, and less hands-on oversight allow public offices to maintain stronger retention practices without spending unnecessary time sorting through paperwork.
Can Scanned Documents Replace Original Records?
One question that comes up a lot for government agencies that are in the process of switching to digital recordkeeping is whether the original documents can be destroyed once scanned. Often the answer is yes, as long as the digital version is complete and reliable enough to serve as a stand-in for the original.
That means the scanned copy must accurately reflect the original document and be stored in a way that preserves authenticity and prevents tampering. For federal agencies, guidance from the National Archives and Records Administration (NARA), outlines when and how digitized records may legally replace source records.
It’s also important to keep detailed records about how scanning process was carried out. That includes information about when and where documents were digitized, who handled them, and how they were stored afterward. With clear documentation in place, agencies can rely on the digital versions with greater confidence, knowing that they reflect originals accurately and follow the proper chain of custody.
Secure Destruction and Why It Matters
Secure Destruction and Why It Matters
Once a record reaches the end of its retention period, it shouldn’t remain in storage without purpose. Holding onto outdated files longer than necessary keeps sensitive information accessible and increases the chance it could be viewed or shared by someone who shouldn’t have access. Secure destruction ensures that records are removed permanently and responsibly once they’re no longer needed.
For paper documents, you should work with a certified shredding provider like SecureScan, who can help you destroy materials in a controlled environment and provide documentation that the process was handled correctly. Older formats like microfilm, microfiche, CDs, or other physical media require specialized disposal methods to make sure the information cannot be recovered later.
Digital information should be treated with the same level of care. Simply deleting a file isn’t always enough. Secure digital destruction helps ensure data cannot be restored from retired systems or discarded storage devices.
When destruction is well-documented and completed properly, public offices can close the lifecycle of each record with confidence. Archives stay clean and current, and information is no longer held beyond its intended purpose.
Handling Microfilm, Microfiche, and Other Legacy Formats
Many government offices still rely on older records stored on microfilm, microfiche, or other legacy media. These formats were once standard for long-term preservation, but accessing or maintaining them today can be a challenge. The equipment required to view them is increasingly difficult to find, and aging film can deteriorate over time, putting valuable information at risk.
Digitizing these materials helps ensure they remain protected and retained for as long as required. Once converted into a modern digital system, records can follow the same retention schedules as other electronic files, rather than relying on older technology that may not hold up over time. After digitization and verification, offices can determine whether the original film still serves a purpose or if secure disposal is appropriate based on retention rules.
Because legacy formats often contain sensitive or historical data, disposal must be handled carefully. Film and other physical media should be destroyed using methods that permanently remove the information and prevent future recovery.
By transitioning these records to digital formats and responsibly removing outdated media, public offices can keep essential information preserved without the burden of storing and maintaining aging formats.
How SecureScan Supports Government Retention and Destruction Needs
Managing records responsibly takes planning and ongoing attention, and having the right team by your side can make all the difference. At SecureScan, we provide secure document scanning services that help government agencies get organized and stay that way, while gaining better control over their records. For more than 22 years, we’ve helped state and local government offices convert paper files, microfilm, and other legacy formats into well-structured digital collections that support long-term retention needs.
The scanning process is also the perfect time to deal with records that no longer need to be kept. That’s why we offer secure destruction as part a of our service. Outdated paper files or older media like microfilm and microfiche can be properly destroyed during your scanning project, and every step is documented to ensure disposal aligns with retention schedules and trusted chain of custody requirements.
Whether your goal is to improve access to information, simplify compliance, or reduce the burden of physical storage, we’re here to help you move forward with a more manageable and secure records system. Contact us today to learn more or to get a free quote from one of our scanning experts.
Additional Sources
NARA — General Records Schedule (GRS)
NARA — Digitizing Permanent Records Policy
36 CFR Part 1236 — Electronic Records Management