Notice: JavaScript is not available in your browser. Some enhanced features will not be available until JavaScript is enabled.

image of courtroom

Guidance - Retention Language

Example Retention Language for Digital Records

Every agency must determine how long it needs to retain each type of record it creates in order to fulfill its administrative, fiscal, and legal responsibilities. With that in mind, here is some example retention language that you might find helpful in drafting your retention schedule.

Note - In the phrase, “Retain [x]...”, “x” is the amount of time and/or meeting of specific criteria after which the record is no longer needed by the agency. This can be years, months, or any unit of time deemed appropriate by your office/records officer.

Records related to the creation, use, and maintenance of computers, applications, or electronic records

System performance records Records created to test system performance	Retain [x], then destroy.
Update files Records used to create or update a master file, including, but not limited to, work files valid transaction files and intermediate input/output records	Delete after information has been transferred to the master file and verified.
Monitoring records Records created to monitor system usage, including, but not limited to log-in files, password files, audit trail files, system usage files, and cost-back file used to assess charges for system use	Retain [x], then destroy.

Input/source records

Non-electronic Input/Source Records Non-electronic documents or forms designed and used solely to create, update, or modify the records in an electronic medium	Maintain until the information has been converted to an electronic medium and verified, then destroy. [Note - retention may need to be longer if the source records are needed for audit or legal purposes, such as verifying signatures]
Electronic input/source records Electronic records received and used as source records by the receiving agency	Maintain until the data has been entered into the master file and verified, then destroy. [Note - retention may need to be longer if the data is received under an agreement that had retention requirements]
Collected data Records containing un-calibrated and invalidated digital or analog data collected during observation or measurement activities or research and development programs and used as input for a digital master file or database	Delete after the necessary data has been incorporated into the master file or database.

Finding aids or indexes

Finding aids or indexes

Indexes, lists, registers, and other finding aids used to provide access to other record series.

[Use the same retention as for the records to which it provides access]

[Note - If the finding aid can serve as a useful source of information (such as an abstract) after the disposal of the records to which it provides access, a longer retention may be preferable]

Application Software

Application software

Application software created by the agency and necessary to use or maintain agency records

[Note - Agencies should avoid creating permanent records that rely on proprietary software]

Delete when related master file or database has been deleted

Data system documentation

Specifications (non-permanent) Data systems specifications, codebooks, record layouts, user guides, output specifications, and final records relating to master file or database of non-permanent record.	Destroy when superseded or upon the destruction of the output of the system, whichever is [sooner/later]
Specifications (permanent) Data systems specifications, codebooks, record layouts, user guides, output specifications, and final records relating to master file or database of permanent record.	[Transfer to the State Archives at the same time as the records to which it refers.]
System security records Copies of records relating to system security including records documenting periodic audits or review and recertification of sensitive applications, disaster and continuity plans, and risk analysis	Retain [x] then destroy.

Housekeeping System Master Files

Housekeeping System Master Files

Electronic records systems containing data used to support or operate housekeeping and office administration functions such as supply management, payroll preparation, and routine expenditures

Retain [x], then destroy.

Digital Calendars

Schedules of Daily Activities

Computerized calendars, appointment schedules, logs, and other records listing such things as meetings, appointments, telephone calls, travel and visit, by government employees while serving in an official capacity

Retain [x], then destroy.

Electronic Correspondence/Communication Records

Email for top executive roles, such as head of agency- Senders' and recipients' versions of electronic mail messages	Retain for [x] after termination of employment, then transfer to the State Archives for permanent retention
Email for all other roles - Senders' and recipients' versions of electronic mail messages	Retain for [x] after termination of employment, then transfer to the State Archives for permanent retention
Electronic communications other than email, including text messages, chat messages, and other electronic messages sent through messaging systems	Retain for [x], then destroy.
For more, see our Email Management Guidance page

Transitory Records

Transitory Records Material created or received having short term value that does not impact agency function and are not required to meet legal or fiscal obligations nor to initiate, sustain, evaluate, or provide evidence of decision making . When resolved, there is no further use or purpose.	Retain until administrative need ends and then destroy without a disposal certificate.
Social media posts and data Official agency, departmental, or senior official accounts. Includes posts, comments, direct messages, and other content related to agency posts	Retain [x], then destroy.

This web site is provided as a courtesy of the Maryland State Archives. As you develop your records management program, you should consult with your agency’s Records Officer.

This web site is presented for reference purposes under the doctrine of fair use. When this material is used, in whole or in part, proper citation and credit must be attributed to the Maryland State Archives. PLEASE NOTE: The site may contain material from other sources which may be under copyright. Rights assessment, and full originating source citation, is the responsibility of the user.

Tell Us What You Think About the Maryland State Archives Website!

Governor General Assembly Judiciary Maryland.Gov