It’s safe to say that everyone has at least one stack of documents they save for safekeeping. From individuals to businesses, we’ve all got files and records that we hold onto. But how long do we really need to keep them?
The answer isn’t as simple as you might hope. The type of documents you have, along with the state you live in, dictates how long you need to keep them. In addition, federal retention guidelines must be followed as well. If you have many types of documents, retention can quickly become complicated.
That’s why we’ve put together this resource. Retention guidelines are a basic component of any records management process, so it’s key to know which apply to you. Document retention guidelines can vary greatly from state to state, so understanding your state’s specific guidelines are key to maintaining compliance. Read on to learn more and explore your state’s guidelines.
Record Retention Guidelines by State
Every state’s document retention guidelines are maintained by what’s called a State Archivist. Archivists have a strong working knowledge of records and work to maintain their state’s documents. They also help document their state’s record retention guidelines for both individuals and businesses.
We’ve listed below each state, along with a link to their archivist’s website where document retention guidelines can be found. While we aim to update this resource regularly, guidelines can change at any time. It’s recommended that you also do your own research to confirm what’s required in your state.
Alabama – Alabama Department of Archives and History
Alaska – Records and Information Management Service for Alaska
Arizona – Retention Schedules for Arizona
Arkansas – Records Retention Schedule for Arkansas
California – Records Management and Appraisal Program for California
Colorado – Records Management for Colorado
Connecticut – General Records Retention Schedule for Connecticut
Delaware – General Records Retention Schedules for Delaware
Florida – General Records Schedules for Florida
Georgia – Retention Schedules for Georgia
Hawaii – Records Retention and Disposition Schedules for Hawaii
Idaho – State Records Retention Schedules for Idaho
Illinois – State and Local Government Records Management Program for Illinois
Indiana – Overview on Records Retention Schedules for Indiana
Iowa – State Records Manual and Schedule for Iowa
Kansas – State Records Retention Schedule for Kansas
Kentucky – State Government Records Retention Schedules for Kentucky
Louisiana – Managing Records in Louisiana
Maine – Local Government Record Retention Schedules for Maine
Maryland – List of Approved Retention Schedules for Maryland
Massachusetts – Records Management Unit for Massachusetts
Michigan – Retention and Disposal in Michigan
Minnesota – General Records Retention Schedules for Minnesota
Mississippi – Local Government Records Retention Schedules for Mississippi
Missouri – State Agency Records Retention Disposition for Missouri
Montana – Montana Records Retention Schedule
Nebraska – Records Retention and Disposition Schedules for Nebraska
Nevada – State Records Retention Schedules for Nevada
New Hampshire – Records Retention Schedules for New Hampshire
New Jersey – Records Retention Schedules for New Jersey
New Mexico – Records Responsibilities and Mission in New Mexico
New York – Records Management for New York
North Carolina – Records Retention for North Carolina
North Dakota – Records Management for North Dakota
Ohio – Records Management for Ohio
Oklahoma – Records Scheduling for Oklahoma
Oregon – Records Management for Oregon
Pennsylvania – Records Management for Pennsylvania
Rhode Island – Records Management for Rhode Island
South Carolina – Records Management for South Carolina
South Dakota – Retention and Destruction Schedules for South Dakota
Tennessee – Division of Records Management for Tennessee
Texas – Retention Schedules for Texas
Utah – Retention Schedules for Utah
Vermont – Records Retention for Vermont
Virginia – Records Retention for Virginia
Washington – Records Retention Schedules for Washington
West Virginia – Records Management for West Virginia
Wisconsin – Statewide General Records Schedule for Wisconsin
Wyoming – Records Retention Schedules for Wyoming
Record Retention Beyond State Guidelines
As we mentioned earlier, federal guidelines for record retention are also crucial to remain in compliance. The risks and penalties of noncompliance can range from fines and lawsuits to the loss of government contracts or licenses. Learning about and following both state and federal record retention guidelines can help you avoid these pitfalls.
It’s also important to note the specific retention requirements for each type of document that’s kept. For example, business records like articles of incorporation and contracts must be kept indefinitely. Some financial records, however, have a limit of how long they can be kept. Then you have tax documents, which should be kept for three years from the date you filed the return. With the variance between document types, make sure you review all of the different types you have to ensure compliance.
Compliant Record Retention With Record Nations
If you’re looking for support for compliant record retention, Record Nations can help. We have a nationwide network of document management professionals who know the ins and outs of document retention.
Whether you’re looking for compliant document storage solutions, or you want to digitize your records for easier management, our trusted experts have your back. From cloud storage and record scanning services to comprehensive document management systems and secure destruction, we’ll help you find the right records management solution for your business.
To get free quotes from document management professionals in your area, fill out the form on the right side of this page or give us a call at (866) 385-3706.
