Utah Department of Administrative Services

Division of Archives & Records Service

How to Schedule Records

  1. You are the new Records Officer for your agency! It's time to get organized. Review the records created by your agency, and remember that records can be found in many formats, including computer files. Make a list of all the groups of records that you find.
  2. Contact a records analyst. Determine if your agency's records have already been identified or scheduled. You may obtain information about these records by requesting copies of your agency's retention and classification reports from your analyst.
  3. Update the retention and classification reports so that all of the information is correct and complete. These reports are not complete if they do not have full descriptions of your records, a retention, a reason for retention (appraisal), and an indication of volume (such as how much the records grow during the year).
  4. If you find records on your list that do not have retention and classification reports, check with a General Retention Schedule to determine if your records match any identified therein, and can be disposed of in accordance to it. General Retention Schedules describe and provide retentions for records which are common to other agencies. Several General Retention Schedules have been published, including ones for state agencies, municipalities, county governments, and specific agencies which have many offices with common records.
  5. If your list of records found in your office have not been scheduled in any of the above ways, then your next step is to complete an Inventory Worksheet. A downloadable Word version is also available.
  6. Complete the worksheet assigning one record series per form for all record series not previously identified. New record series numbers will be assigned by the analyst. Provide the following information:
    • Government entity
    • Address, zip code and date
    • Person completing form, title, and telephone number
    • Descriptive title
    • Variant or alternate titles and location of series
    • Information regarding the creation date of the series and if still being created
    • Information regarding the filing arrangement of the series; alphabetical, etc.
    • General Schedule links, if any
    • Purpose of the record series
    • List of data included in the record series
    • Information regarding the volume or amount of the series
    • Vital records information
    • Primary value of the series; administrative, legal, fiscal or historical
    • Format or media types included in the series
    • Information regarding the record copy of the series
    • Information regarding retention and disposition: retention in office, retention in either agency records center or State Records Center, eventual disposition.
    • Disposition summary information
  7. Submit paperwork to your analyst for review, research and assignment of series number. Data is compiled and a retention and classification report is generated.
  8. Upon receiving the retention and classification report, review and make any changes and return it to your analyst with your signature verifying that it is ready to submit to the State Records Committee.
  9. After staff edits it and any changes are made, the analyst submits the record series to the State Records Committee for approval.
  10. Record series that are approved are copied and sent back to you, the Records Officer. Your records are now scheduled!
  11. Any record series that are not approved are discussed with the Records Officer and areas in question are renegotiated with the agency.