Retention Schedule Preparation (Reviewing & Revising Schedule)

  • Over time, schedules must be updated. Reasons for amendments or revisions include the creation of new record series, changes in record-keeping practices, changes in formats, and reorganization of an agency.
  • An agency can revise or amend their schedule at any time. At least once every 2 years the Agency must review its retentions schedule to decide whether revisions are needed.
  • When schedules need to be updated, agencies should follow the same procedure as drafting and submitting a new schedule, with the following exception:
    • If the new schedule is amending or superseding an existing schedule, the schedule should include a note to that effect (including the number of the schedule being amended or superseded) above the first item of the schedule.
  • An agency submitting legislation that will change the manner or nature of record-keeping within that agency shall submit in advance a copy of the proposed legislation to the State Archives for review. This legislation shall be accompanied by any relevant Attorney General opinions.

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