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Records Management Branch

This guide provides an overview of the Records Management Branch and provides useful information to Records Officers.

RETENTION SCHEDULES

A retention schedule is an approved timetable of record types which proscribes the length of time a record must be kept by public bodies. Retention schedules list how long each record series must be kept (the retention period), and when the retention period starts (aka trigger). 

Records should reflect the functions, decisions, practices, and policy of each public body.  General retention schedules do not identify or outline access restrictions to records. In addition, public bodies should not use retention schedules to dictate the content of a record.

A record series is a group of record types with the same function. 

General Schedules are available for all public bodies listed on the schedule.  While these schedules accommodate many record series common to all public bodies, your agency may not create all the record series listed within a given schedule. 

Custom Schedules are agency specific schedules, which have record series unique to a public body.

Can I use another agency's custom schedule?

Public bodies not listed on these schedules are not authorized to use another agency's custom schedules. 

I found the same record series on a custom schedule that has a different retention period than the general schedule. Which retention should I use, the custom or general? 

Use the the record series with the longest retention period.  Please contact us if you have any questions. 

Schedule Header 

  1. This denotes a custom or general schedule. 
  2.  Specifies public body name. Since this is a general schedule, this schedule is available for all public bodies. 
  3.  Legacy schedule number from previous records database. 
  4.  Public body function denotes the function of these records (Generals only). 


    Schedule Body
     
  5. Function: Division or Agency (Customs)
  6. Records Series Title : A five digit number and name of record group type. 
  7. Retention Period : The minimum time the record must be kept. 
  8. Retention Remark: Denotes the trigger which marks the starting point of retention period. 
  9. Approval Date: Date of LAPR approval for previous schedule. 

Retention Remarks Explained

There are two types of retention remarks (aka) triggers:

  1. Event based: This requires an event to occur before retention clock starts. 
  2. Creation Based : Retention starts when the record is created or received by agency. 
Trigger Type   Examples 
Event Based
  • After employee terminated
  • After administrative value has been served
  • After canceled, expired, or revoked
Creation Based
  • After created or received
  • After calendar year created
  • After fiscal year created

 

Your first point of contact is the agency's Record's Officer. If the agency does not have Record Officer, or you cannot find a record on a schedule, please Contact Us..