Retention Schedules

Searchable database for state General Schedules

General Administration

GS-101, Administrative Records (March 2025) RM-3 series removed
GS-102, Fiscal Records (March 2024)
GS-106, General Services (June 2025) Title V Air Emissions Permits series added
GS-113, Information Technology (March 2009)
GS-103, Personnel Records (June 2025) Two ADA request series added

Specific Departments

GS-111, College and University (March 2025) Accommodations for Students series added
GS-129, Criminal Justice Training Academy (April 2015)
GS-108, Fire, Safety and Security (December 2013)
GS-107, Food Service (May 2001)
GS-100, Governor's Cabinet (January 2018)
GS-120, Health Records (December 2024)
GS-117, Law Enforcement (August 2015)
GS-109, Library and Museum (December 2021)
GS-104, Mailroom (March 2001)
GS-105, Motor Vehicle (April 2001)

The retention period tells you how many years to keep your records. The cutoff event tells you when the countdown begins. These two are grouped together on our schedules.

Example: A records series states the records should be retained for "1 year after event". This means you'd keep the records for a year after the event in the series has ended.

Many cutoff events are intentionally vague so that they are flexible. You should create an internal records management policy specifying how your office will interpret various cutoff events.

When entering dates into the electronic RM-3 form, keep an eye on the cutoff event. The cutoff event determines which dates you should be using in the "Begin Date" and "End Date" fields.

If you are unsure about how to interpret the retention period and cutoff event, reach out to your records analyst.

There are many unique cutoff event types used by our records series. See below for the most common cutoff event types and how to interpret them. It's important to keep these cutoff events in mind as you enter your "Begin Date" and "End Date" for your RM-3 forms.

"after end of state fiscal year"
The state fiscal year runs from July 1 to June 30. This cutoff means that records created within a state fiscal year are all grouped together, regardless of whether they were made July 2 or December 16. Once the current state fiscal year ends, the countdown begins.

For example: Accounts Payables (GS-02 or GS-102) created in fiscal year 2020 (July 1, 2019-June 30, 2020) could not be destroyed until fiscal year 2024 (July 1, 2023-June 30, 2024). The records must be kept for three fiscal years, not counting the one they were created during.

"after end of calendar year"
This cutoff means that created within a calendar year are all grouped together, regardless of whether they were made January 1 or December 31. Once the current calendar year ends, the countdown begins.

For example: Correspondence/Subject Files: Other Officials - Other Correspondence (GS-19 or GS-101) created in calendar year 2020 (January 1, 2020-December 31, 2020) could not be destroyed until calendar year 2023 (January 1, 2023-December 31, 2023). The records must be kept for two calendar years, not counting the one they were created during.

"after birth"
This cutoff means that the countdown begins with an individual's (patient, client, etc.) birthday.

For example: Patient Medical/Dental Records: Minors (GS-120) could not be destroyed until 28 years after the patient's birthday.

"after closed"
This cutoff means that the countdown begins once the records are closed. The cutoff is flexible, so "after closed" is defined by you.

For example: Benefits: Benefits Cases (GS-15) that were closed July 1, 2020 could not be destroyed until July 2, 2023. The records must be kept for three years after the case was closed.

"after event"
This cutoff means that the countdown begins after the "event" has occurred. The cutoff is flexible, so "after event" is defined by you, except in cases where we've included a legal citation. Legal citations usually include COV, VAC, or CFR and a string of numbers. Check citations when they appear.

For example: Employment Eligibility Form and Records (I-9): Employee Employed Less Than Two Years (GS-03 or GS-103) could not be destroyed until three years after the employee was hired. The cutoff event says "after event", but the legal citation specifies the "event" as the date of hire.

The disposition method tells you how to destroy non-permanent records or what to do with your permanent records. There are four types of dispositions:

1.) Non-confidential destruction
2.) Confidential destruction
3.) Permanent, in-agency
4.) Permanent, archives

Non-confidential destruction of paper records usually means sending them to the landfill or recycling. For e-records, this usually looks like deleting the record from your files and making sure the record is deleted from your recycling bin as well.

Confidential destruction of paper records usually means shredding, pulping, or burning them. For e-records, this usually looks like electronic shredding, overwriting your hard drive's free space, magnetic media degaussing, or media destruction.

Permanent, in-agency usually means storing your historical records somewhere within your government office or department.

Permanent, archives usually means transferring your historical records to us here at the Library.

If you're unsure how to interpret the disposition method, reach out to your records analyst.