Retention Schedule Preparation (Suggested Language)

  • Permanent record retention statement examples:
    • Permanent. Retain [x years], then transfer to the Maryland State Archives for permanent retention.
    • Permanent. Retain until [specified criteria is met], then transfer to the Maryland State Archives for permanent retention.
    • Permanent. Retain for [x years] after [specified criteria is met], then transfer to the Maryland State Archives for permanent retention
  • Scanned permanent record retention statement examples:
    • Scan to Maryland State Archives standards, then destroy paper. Transfer images every [x years] to Maryland State Archives for permanent retention.
    • Scan to Maryland State Archives standards. Transfer paper and images every [x years] to Maryland State Archives for permanent retention.
  • Non-permanent record retention statement examples:
    • Retain for [x years], then destroy.
    • Retain for [x years] and until all audit requirements are met, then destroy.
    • Retain for [x years] or until [specified criteria is met], whichever is later, then destroy.
    • Retain until [specified criteria is met], then destroy.
    • Retain for [x years] after [specified criteria is met], then destroy.
    • Retain at agency for [x years], then transfer to [Records Management or off-site storage] and retain an additional [x years], then destroy.
    • Scan to Maryland State Archives standards, then destroy paper. Retain images [x years], then destroy
  • Scanned non-permanent record retention statement examples:
    • Scan to Maryland State Archives standards, then destroy paper. Retain images [x years], then destroy.
    • Retain for [x years], then scan to Maryland State Archives standards and destroy paper. Retain images [x years], then destroy.
  • Screening retention statement example:
    • Retain for 1 year, then screen annually and transfer to the Maryland State Archives for permanent retention any materials having any administrative, legal, or historical value that serves to document the origin, development, functions, and accomplishments of the agency. Destroy any remaining material.
  • How to break out correspondence/email into three distinct sub-series:
    • Paper and Electronic Correspondence
      • Transitory Correspondence: Incoming and outgoing correspondence related to matters of short term interest. Transmittal correspondence between individuals, departments or external parties containing no final contractual, financial or policy information. This correspondence does not impact agency functions. When resolved, there is no further use or purpose. Retention: Retain until administrative need ends and then destroy.
      • Administrative Correspondence: Incoming and outgoing business-related correspondence created in the course of administering agency functions and programs. Administrative correspondence documents work assigned, work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is essential to a core function of another series should follow the retention period for that series. Retention: Retain for [x] years and then destroy.
      • Executive Correspondence: Incoming and outgoing non-transitory, business-related correspondence of the director or executive. These records document executive decisions made regarding agency interests and provide unique information relating to the functions, policies, procedures or programs of an agency. Retention: Permanent. Retain until end of Chief of Police's term, then scan and destroy paper originals. Retain images for [x] years and then transfer to Maryland State Archives.

For more information on Maryland State Archives scanning standards, see our electronic records guidance page.

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