Technology, Management and Budget
Agency-Specific Retention and Disposal Schedules are legal documents approved by an agency, Records Management Services (DTMB), Archives of Michigan (DNR), Auditor General, Attorney General, and the State Administrative Board.
These schedules provide the only legal authority to destroy public records. The retention periods on agency-specific schedules are absolute minimums and maximums.
Agency-specific retention schedules are developed by the Records Management Services in conjunction with an agency. There are over 700 agency-specific schedules for Executive Branch agencies. Please contact Records Management Services at email@example.com if you need a copy of an agency-specific schedule, if you need additional information, or to request a revision to your agency's schedule.
Retention and Disposal Schedules identify the records that are maintained by government agencies, regardless of format. Schedules define how long records need to be retained, and they specify if/when records can be destroyed. Local government schedules are approved by the agency, Records Management Services (DTMB), Archives of Michigan (DNR), and the State Administrative Board. Approved schedules provide the only legal authority to destroy public records. If a local government agency has records that are not covered by an approved general schedule, they must prepare and submit an agency-specific schedule. Below are the instructions.
CREATING RETENTION AND DISPOSAL SCHEDULES
1. Conduct an inventory of all records or records series created or maintained by the agency. Tips:
2. Create a list of the record series identified as a result of the inventory, and include brief description of the function and content of each series. Try to answer the following questions:
3. Establish retention periods for each records series based upon the following:
5. Fill out the Local Government Contact Information form. Send both the completed Record Inventory and Local Government Contact Information forms to DTMB Records Management Services via email at firstname.lastname@example.org for review.
6. When the draft is ready for approval, DTMB Records Management Services will use the State of Michigan eSignature tool to send the schedule to the agency representative for signing. The agency contact person will be notified when the schedule is approved.
7. Distribute the newly approved schedule to affected employees, and establish a routine for disposing the records according to the provisions of the schedule.