About Retention Schedules

A retention schedule is a plan for how long to keep a record, and what to do with the record after that.

• Employment history records: retain records 65 years after date of hire, OR retain until 3 years after retirement or death, then destroy.
• Archaeological project records: retain records permanently. Records may be transferred to State Archives.
• Emergency contact records: retain until superseded or until separation of participant, then destroy.

Retention schedules can also include other information, like a description of the record and how its different formats are managed.

1. Retention schedules documented with State Archives may be found from the Agency-specific retention schedules page.
2. Your agency may also follow some general retention schedules. Your agency's use of general retention schedules may be documented with State Archives, or may be documented internally in your agency.
3. Local agencies may also have retention schedules documented elsewhere, like in the agency's ordinances and resolutions.

For assistance finding a retention schedule, please contact your records and information management specialist at State Archives.

The answer is different for each agency, but it generally involves managing your records for however long the retention schedule says, then either destroying the records or preserving them permanently, often by sending them to State Archives.

• Some agencies implement retention (destroy or transfer eligible records) during a specific month or week each year.
• Implementing retention regularly, on a schedule, is preferable to sporadic large-scale cleanups.
• Established policies and procedures for when and how to implement retention can help agencies to use their retention schedules.
• Records in a database or digital asset management system may be scheduled using built-in tools, if they exist.

To create or revise a retention schedule, fill out the online form.

Local agencies may also create retention schedules within their agency.

For state agencies, setting up a new retention schedule with State Archives usually follows this general process:

1.  An appointed records officer (ARO) gathers the information needed to fill out the online form (linked to above), working with other agency employees as needed.
2. Once the form is submitted, the State Archives RIM (Records and Information Management) specialist works with the ARO to set up the retention schedule in State Archives' system.
3. The State Archives RIM team reviews the new retention schedule, and the Archives RIM specialist works with the ARO to answer any questions.
   If the retention schedule follows a general retention schedule and all questions have been resolved, the retention schedule is considered complete at this point.
4. If the retention schedule does not follow a general retention schedule, the RIM specialist then submits it to State Archives' internal Appraisal Committee, and the RIM specialist works out any questions with the ARO.
5. The State Archives RIM specialist then submits the retention schedule to the Records Management Committee for discussion and approval. Once approved, the retention schedule is considered complete.

Determining how long to keep a record is a joint effort which may involve the records officer, legal counsel, State Archives records and information management specialist, Records Management Committee, and others.

Records should be kept (retained) based on a government entity's need for the records—whether for administrative, fiscal, or legal purposes—and on whether the records are historical. Agencies should determine their need for their records. Historical records should be kept permanently.

Local agencies may approve their own retention schedules (see Utah Code
63G-2-701), while 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 State Archives' pre-approved
general retention schedules, as applicable.

Yes! For more information, see Utah Code
63G-2-701 and our page about
filing local ordinances and policies with State Archives.

Fill out the form to
create or revise a retention schedule. You may also get in touch with your
Records and information management specialist at State Archives to discuss new retention schedules and updates.

• The law says to (see Utah Code 63G-2-604).
• It's a best practice for all types of businesses and organizations. IBM Corporation. "Cost of a Data Breach Report 2022." Accessed September 13, 2022. https://www.ibm.com/downloads/cas/3R8N1DZJ
• For privacy best practices.
• To cut down on the amount of private records maintained within an entity.
• To help keep the office organized and efficient.
• It's fun to destroy records (following an approved retention schedule, of course).