Records Retention Schedules By State

A Records Management Resource For Public Agencies, Educational Institutions, and Non-Profit organizations.

Person Examining Records

Effective records management is an important aspect of running any organization. Even more so for state agencies, public universities, and government institutions that are under the microscope of stringent compliance requirements.

While adherence to federal and state regulations governing records management is an integral part of this process, navigating the complexities of these requirements can be challenging to say the least.

Across the United States, each state has its own set of regulations for the retention and disposal of records, which operate alongside existing federal data privacy laws

These rules are not just guidelines, they are obligations that organizations must adhere to, underpinning the need for meticulous attention to the lifecycle of your documents.

Compliance with these state-specific records retention schedules ensures that non-exempt businesses and government entities can stand up to legal scrutiny, maintain organizational efficiency, and uphold public accountability. It is also critical for mitigating risks associated with data breaches and privacy violations. 

What is a Records Retention Schedule?

A records retention schedule is a policy document that details an organization’s legal and operational responsibilities in maintaining its records. It serves as a structured timeline that outlines how long various types of records should be kept, the format in which they should be maintained, and guidelines for their secure destruction once they are no longer needed. 

These policies are informed by legal requirements, accountability standards, and organizational needs, ensuring that records are accessible for the duration of their useful life and that they are disposed of in a compliant and secure manner.

Who Do These State Retention Schedules Apply To?

State records retention guidelines apply broadly across various sectors, encompassing public agencies, private businesses, educational institutions, and non-profit organizations. Public agencies are often at the forefront, required to follow stringent state-specific regulations for managing public records.

For private businesses, these guidelines ensure that critical financial, operational, and employee records are kept for the appropriate periods to satisfy legal, tax, and regulatory requirements. Educational institutions must also adhere to these guidelines when managing student records, research data, and administrative documents.

Similarly, non-profit organizations are not exempt; they must comply with retention schedules to govern their operational, financial, and donor records.

Records Retention Guidelines By State

Below is a list linking directly to records retention guidelines and resources for each state. These links lead to state specific educational materials and training tools designed to help agencies navigate and adhere to their specific record-keeping regulations. 

Whether you’re starting from scratch or fine-tuning an existing records management system, these resources are your go-to for records management compliance.

State Retention Guidelines
Alabama Alabama Department of Archives and History
Alaska Alaska State Archives (RIMS)
Arizona Arizona General Retention Schedules
Arkansas Arkansas Records Retention Schedule (DFA)
California California Records Management and Appraisal (RMA) Program
Colorado Colorado State Archives
Connecticut Connecticut General Records Retention Schedules for State Agencies
Delaware Delaware General Records Retention Schedules
Florida Florida Division of Library and Information Services
Georgia Georgia Archives Retention Schedules
Hawaii Records Retention and Disposition Schedules for Hawaii
Idaho State Records Retention Schedules for Idaho
Illinois State and Local Government Records Management Program for Illinois
Indiana Overview on Records Retention Schedules for Indiana
Iowa State Records Manual and Schedule for Iowa
Kansas State Records Retention Schedule for Kansas
Kentucky State Government Records Retention Schedules for Kentucky
Louisiana Managing Records in Louisiana
Maine Local Government Record Retention Schedules for Maine
Maryland List of Approved Retention Schedules for Maryland
Massachusetts Records Management Unit for Massachusetts
Michigan Retention and Disposal in Michigan
Minnesota General Records Retention Schedules for Minnesota
Mississippi Local Government Records Retention Schedules for Mississippi
Missouri State Agency Records Retention Disposition for Missouri
Montana Records and Information Management Took Kit for Montana
Nebraska Records Retention and Disposition Schedules for Nebraska
Nevada State Records Retention Schedules for Nevada
New Hampshire Records Retention Schedules for New Hampshire
New Jersey Records Retention Schedules for New Jersey
New Mexico Records Responsibilities and Mission in New Mexico
New York Records Management for New York
North Carolina Records Retention for North Carolina
North Dakota Records Management for North Dakota
Ohio Records Management for Ohio
Oklahoma Records Scheduling for Oklahoma
Oregon Records Management for Oregon
Pennsylvania Records Management for Pennsylvania
Rhode Island Records Management for Rhode Island
South Carolina Records Management for Sout Carolina
South Dakota Retention and Destruction Schedules for South Dakota
Tennessee Division of Records Management for Tennessee
Texas Retention Schedules for Texas
Utah Retention Schedules for Utah
Vermont Records Retention for Vermont
Virginia Records Retention for Virginia
Washington Records Retention Schedules for Washington
West Virginia Records Management for West Virginia
Wisconsin Statewide General Records Schedule for Wisconsin
Wyoming Records Retention Schedules for Wyoming

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