Sept. 28, 2005

The Department of History, Arts and Libraries (HAL) today announced that its Records Management Services, part of the Michigan Historical Center, has collaborated with the State Police and the Law Enforcement Records Management Association (LERMA) to create a new General Retention Schedule for law enforcement agencies (GS#11). 

The new General Schedule, which replaces an older schedule that had been in use by county sheriffs, was approved last August by the State Administrative Board.  In addition to sheriffs, the new schedule can also be used by all city and township police departments in Michigan to dispose of records that are no longer required to support their administrative, legal and fiscal activities.

“The foundation of a sound records management program is an up-to-date retention and disposal schedule that meets the needs of an individual agency,” said Debbie Gearhart, director of HAL’s Records Management Services.  “Retention and disposal schedules are legal documents that identify how long the records must be kept and when they may be destroyed.  We’re really helping local, county and state government create some ‘best practices’ for safeguarding and managing their important information resources.”

The development of general and agency-specific retention schedules is the responsibility of the Records Management Services within HAL.  This service is provided by professional records analysts, free of charge, to state and local government agencies.  Other services provided by the Records Management Services include the administration of master contracts for media storage, microfilming, document imaging services, file system design, training about records management issues, and record storage (state agencies only).  Any questions regarding General Schedule #11 or any services offered by Records Management Services can be directed to Jeff Baldwin at (517) 335-8965 or e-mail at baldwinj@michigan.gov.

General Schedule #11 for law enforcement is available online via the Records Management Services' Web site at http://www.michigan.gov/recordsmanagement/.  In addition, Records Management Services is currently conducting a survey of local government officials to analyze the effectiveness of general schedules.  Law enforcement officials are encouraged to respond to this survey online at http://www.surveymonkey.com/s.asp?u=748251268842.

The Department of History, Arts and Libraries is dedicated to strengthening the economy and enriching quality of life for Michigan residents by providing access to information, preserving and promoting Michigan’s heritage and fostering cultural creativity.  The department includes the Library of Michigan, the Mackinac Island State Park Commission, the Michigan Council for Arts and Cultural Affairs, the Michigan Film Office and the Michigan Historical Center.

Read more press releases from the Department of History, Arts and Libraries.