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PROCEDURES FOR RECORDS DISPOSAL

The procedures for scheduling and disposal of public records consists of two separate but related actions:

1. Records Retention Schedule - A schedule describing the records and setting the retention period that is required for each record series, or type of record.
   

   1. General Records Schedules establish disposition standards for records common to several or all government agencies.  General Records Schedule GS1 is applicable to administrative records only and is used by community colleges, universities, adult and vocational/technical programs.  All other General Records Schedules are applicable to program records of specific functional organizations of the state which may have unique retention requirements.  General Records Schedule GS5 is used by universities and community colleges while General Records Schedule GS7 is used by publicly-owned or operated educational facilities serving adult and vocational/technical programs, including charter schools.  Note: Should duplicate record series be listed in two general record schedules, the retention requirements contained in the program schedule shall take precedence, i.e. GS5 or GS7.  A General Records Schedule eliminates the need for the creation and submission of an individual Records Retention Schedule.
      

   2. Individual Records Schedules are established when the agency submits a Records Retention Schedule, Form LS5E105.  However, an agency desiring a lesser retention period than that stated in a General Records Retention Schedule must apply for the establishment of an individual agency retention schedule with proper justification.