Determining how long to keep a record is a joint effort between the records officer, subject matter experts, legal counsel, and other stakeholders.

Records should be kept (retained) based on a government entity’s need for the records—whether for administrative, fiscal, or legal purposes—and also based on whether the records are historical. Agencies should first determine their need for their records, then base retention on that. Consider these factors:

• Laws, administrative rules, or ordinances which apply to your records
• Audit requirements
• Statute of limitations
• Industry standards and best practices for retention
• Internal policies and procedures
• Utah general retention schedules

Historical records should be kept permanently, and may be sent to the Division of Archives and Records Service (DARS) for permanent preservation.

While local agencies may approve their own retention schedules (see Utah Code 63G-2-701), state agencies must submit their retention schedules to the Records Management Committee for approval (see Utah Code 63A-12-113). Alternatively, both local and state agencies may adopt and use any of DARS’ pre-approved general retention schedules, as applicable.

If you have questions, a DARS records and information management (RIM) specialist is available to help you.