It’s safe to say that everyone has at least one stack of documents they hold onto for safekeeping. From individuals to businesses, we’ve all got files and records that we save. 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.
Record Retention Guidelines In Alabama
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies, district attorneys’ offices, public colleges, and public universities | All applicable records | Varies by record type | Alabama Department of Archives and History |
| State officials | Administrative records commonly created by many agencies | Varies by record type | Alabama Department of Archives and History in conjunction with the General Schedule Records Disposition Authority |
Record Retention Guidelines In Alaska
| Applies To | Record Type | Retention Period | Authority Citation |
| General state agencies | General administrative records, regardless of their physical format | Varies by record type | General Administrative Records Retention and Disposition Schedule (GARRDS) #100.3 |
| Specific state agencies | All applicable records | Varies by record type | Alaska Department of Education & Early Development |
| Commissioner Office staff | General administrative records, regardless of their physical format | Varies by record type | Commissioner General Administrative Records Retention and Disposition Schedule #200.2 |
| Local governments including cities/boroughs, villages, districts, authorities, other political subdivisions | Current local public records, noncurrent public records that have permanent historical value, and applicable information sets | Varies by record type | Local Government #300.1 |
| School districts and educational establishments | Current local public records and noncurrent public records that have permanent historical value | Varies by record type | School Districts #400.1 in conjunction with the Student Data Reporting Manual |
Record Retention Guidelines In Arizona
| Applies To | Record Type | Retention Period | Authority Citation |
| All public bodies | All records common across multiple levels of government, regardless of physical form or characteristics | Varies by record type | All General Retention Schedules |
| All judicial bodies | All applicable records | Varies by record type | Code of Judicial Administration |
Record Retention Guidelines In Arkansas
| Applies To | Record Type | Retention Period | Authority Citation |
| All state agencies, boards, and commissions | Records commonly found in state government, regardless of format or media | Varies by record type | The Arkansas General Records Retention Schedule, Electronic Record Guidelines |
Record Retention Guidelines In California
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | State records, including those on electronic media | Varies by record type | State Administrative Manual (SAM) Chapter 1600 |
| Local governments | Local government records | Varies by record type | Local Government Records Program (Government Code section 12236) |
Record Retention Guidelines In Colorado
| Applies To | Record Type | Retention Period | Authority Citation |
| Colorado organizations | All applicable records | Varies by record type | Colorado State Archives |
| State agency officials | Most records which are common to most state government agencies, except higher education agencies | Varies by record type | State Agency Records Management Manual Index, Part I – Schedules 1-7 and 9-16 |
| Higher education officials | All records series common to most higher education agencies | Varies by record type | State Agency Records Management Manual Index, Part I – Schedule 8 |
| County officials | Most records which are common to most local government agencies | Varies by record type | County Records Management |
| Municipal officials | Most records which are common to most municipal government agencies | Varies by record type | Municipal Records Management |
| School district officials | Most records which are common to most school districts | Varies by record type | School Districts Records Management Manual |
| Fire, water and sanitation, metropolitan, and other approved district officials | Most records which are common to most special district agencies | Varies by record type | Special Districts Records Management |
Record Retention Guidelines In Connecticut
| Applies To | Record Type | Retention Period | Authority Citation |
| General state agencies | Records that are common to many state agencies | Varies by record type | State General Records Retention Schedules |
| Specific state agencies | Records that are unique to the work of the specific agency | Varies by record type | Agency Specific Records Retention Schedules |
Record Retention Guidelines In Delaware
| Applies To | Record Type | Retention Period | Authority Citation |
| Executive, judicial, and legislative branch agencies as well as official state boards, commissions, and task forces | All applicable records | Varies by record type | State Agency General Records Retention Schedules |
| County and municipal government agencies | All applicable records | Varies by record type | Local Government General Records Retention Schedules |
| Public and charter schools and School District offices | All applicable records | Varies by record type | School District Records Retention Schedules |
Record Retention Guidelines In Florida
| Applies To | Record Type | Retention Period | Authority Citation |
| Government agencies | Records documenting administrative and program functions common to several or all government agencies | Varies by record type | General Records Schedules |
Record Retention Guidelines In Georgia
| Applies To | Record Type | Retention Period | Authority Citation |
| Georgia organizations | All applicable records | Varies by record type | Georgia Archives |
| State agencies (except the Department of Education) | All applicable records | Varies by record type | State Government Records Retention Schedule, State Agency Specific Retention Schedules |
| Judicial bodies | All applicable records | Varies by record type | Official Judicial Branch Records Retention Schedules |
| Local government | All applicable records | Varies by record type | Local Government Record Retention Schedules |
| University systems | All applicable records | Varies by record type | University System of Georgia Retention Schedules |
Record Retention Guidelines In Hawaii
| Applies To | Record Type | Retention Period | Authority Citation |
| Agencies of the executive branch | Common records, such as personnel, accounting, and administrative records series used by most agencies | Varies by record type | General Records Schedule |
| Specific agencies of the executive branch | Common records, such as personnel, accounting, and administrative records series used by most agencies | Varies by record type | Records Retention Schedules for Specific Agencies of the Executive Branch |
Record Retention Guidelines In Idaho
| Applies To | Record Type | Retention Period | Authority Citation |
| Most offices and agencies of the State of Idaho | All applicable public records commonly found in state government | Varies by record type | State of Idaho General Records Retention Schedule |
| Specific agencies of the State of Idaho | All applicable records | Varies by record type | Agency-Specific Records Retention Schedules |
| Department of Health & Welfare | All applicable records | Varies by record type | Idaho Department of Health & Welfare |
| State Board of Education | All applicable records | Varies by record type | Idaho State Board of Education |
Record Retention Guidelines In Illinois
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | Records Management Reference Manual For Illinois State Government Agencies |
Record Retention Guidelines In Indiana
| Applies To | Record Type | Retention Period | Authority Citation |
| Any Indiana state government agency | Record series that are common to and may be created or received by any Indiana state government agency | Varies by record type | The State General Retention Schedule |
| State government agencies, or a specific division of an agency | Record series unique to one state government agency, or to a specific division of that agency | Varies by record type | Agency-Specific Retention Schedules |
| Any Indiana local government unit: offices at the county, municipal, or other local level, including public schools and libraries | Record series that are common to or may be created or received by any Indiana local government unit | Varies by record type | The County/Local General Retention Schedule |
| All county or local offices of a certain type: all County Clerks, all public libraries, all local law enforcement agencies, and so on | Record series that are unique to all county or local offices of a certain type | Varies by record type | County/Local Office Retention Schedules |
| Indiana Supreme and Appellate courts and related entities | Records of the Indiana Supreme and Appellate courts and related entities, and are published in the Indiana Rules of Court, under Administrative Rule 7 | Varies by record type | Judicial Retention Schedules |
Record Retention Guidelines In Iowa
| Applies To | Record Type | Retention Period | Authority Citation |
| State government agencies | All information created or received in the course of conducting state business | Varies by record type | All Series Retention Schedules |
Record Retention Guidelines In Kansas
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies and county governments | Records commonly generated by state and local agencies | Varies by record type | Retention Schedule Entries |
| District court clerks | Local and district court records | Varies by record type | Court Records |
Record Retention Guidelines In Kentucky
| Applies To | Record Type | Retention Period | Authority Citation |
| Kentucky organizations | All applicable records | Varies by record type | Kentucky Department for Libraries and Archives |
| Stage agencies | Records created, used, and maintained by state agencies | Varies by record type | General Schedule for State Agencies |
| Specific agencies | Records created, used, and maintained by specific state agencies | Varies by record type | State Government Records Retention Schedules |
| Public colleges and universities | Records created, used, and maintained by public colleges and universities | Varies by record type | State University Model |
Record Retention Guidelines In Louisiana
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | Public records, regardless of their physical form or characteristic, that are generated or received under law or in connection with the transaction of official business, or preserved by the agency for other legal or informational purposes | Varies by record type | Louisiana’s Secretary of State |
Record Retention Guidelines In Maine
| Applies To | Record Type | Retention Period | Authority Citation |
| Maine state agencies | All records commonly created and maintained by state agencies to support administrative, personnel, and fiscal activities, regardless of their physical format | Varies by record type | State Agency Record Schedules, State General Schedules for Records |
| All local governments and their agencies and offices, including municipalities, quasi-municipal organizations, offices of county government, and offices of District Attorney | Records which any local agency may create or receive in the transaction of official business | Varies by record type | Local Government Record Retention Schedules, May 2024, V1 |
Record Retention Guidelines In Maryland
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | State agency records retention and disposition schedules |
| County agencies | All applicable records | Varies by record type | County agency records retention and disposition schedules |
| Municipal agencies | All applicable records | Varies by record type | Municipal agency records retention and disposition schedules |
Record Retention Guidelines In Massachusetts
| Applies To | Record Type | Retention Period | Authority Citation |
| State government | All records of state government including those of executive departments, constitutional offices, authorities, independent agencies, and state records being managed by contracted service providers | Varies by record type | Statewide Records Retention Schedule |
| Municipal government | All records of municipal government | Varies by record type | Municipal Records Retention Schedule |
Record Retention Guidelines In Michigan
| Applies To | Record Type | Retention Period | Authority Citation |
| State government | All applicable records | Varies by record type | Agency-specific schedules (only only accessible by state employees) |
| Local government | All applicable records | Varies by record type | General Schedules for Local Government |
Record Retention Guidelines In Minnesota
Record Retention Guidelines In Mississippi
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | Mississippi Department of Archives and History’s general and agency-specific schedules |
| County agencies | All applicable records | Varies by record type | State Of Mississippi Records Retention Schedules For Counties |
| Municipalities | All applicable records | Varies by record type | State Of Mississippi Records Retention Schedules For Municipalities |
| School districts | All applicable records | Varies by record type | State Of Mississippi Records Retention Schedules For School Districts |
| Community and junior colleges | All applicable records | Varies by record type | State Of Mississippi Records Retention Schedules For Community and Junior Colleges |
| Airports | All applicable records | Varies by record type | State Of Mississippi Records Retention Schedules For Airports |
| Libraries | All applicable records | Varies by record type | State Of Mississippi Records Retention Schedules For Libraries |
Record Retention Guidelines In Missouri
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | State Agency General Retention Schedule |
| Specific state agencies | All applicable records | Varies by record type | Agency Records Retention Schedules |
Record Retention Guidelines In Montana
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | General Records Retention Schedules |
| Local agencies | All applicable records | Varies by record type | Local Government Retention Schedules |
Record Retention Guidelines In Nebraska
| Applies To | Record Type | Retention Period | Authority Citation |
| State government | All applicable records | Varies by record type | Records Retention and Disposition Schedules, State Government |
| Local government | All applicable records | Varies by record type | Records Retention and Disposition Schedules, Local Government |
Record Retention Guidelines In Nevada
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | General Records Retention Schedule |
| Executive branch | All applicable records | Varies by record type | Executive Branch Retention Schedules |
| Independent boards & commissioners | All applicable records | Varies by record type | Independent Boards & Commissioners Retention Schedules |
| Elected officials | All applicable records | Varies by record type | Elected Officials Records Retention Schedules |
| Local agencies | All applicable records | Varies by record type | Local Government Records Retention Schedule |
Record Retention Guidelines In New Hampshire
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | New Hampshire Secretary of State, Records Management |
| City and town agencies | All applicable records | Varies by record type | New Hampshire City and Town Clerks Association, Retention |
| Probate courts | All applicable records | Varies by record type | Probate Court Administrative Order 3 |
Record Retention Guidelines In New Jersey
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | State General Records Schedule |
| County agencies | All applicable records | Varies by record type | County Agencies General Records Retention Schedule |
| Municipal agencies | All applicable records | Varies by record type | Municipal Agencies General Records Retention Schedule |
| Individual county, local, and educational bodies | All applicable records | Varies by record type | New Jersey Treasury, Records Retention Schedules |
Record Retention Guidelines In New Mexico
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | Functional Retention and Disposition Schedule (1.21.2 NMAC) |
| Municipal agencies | All applicable records | Varies by record type | New Mexico Municipal Records Retention Manual |
Record Retention Guidelines In New York
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | General Retention and Disposition Schedule for New York State Government |
| Local government | All applicable records | Varies by record type | Retention and Disposition Schedule for New York Local Government Records |
| Boards of elections | All applicable records | Varies by record type | Retention and Disposition Schedule: Election Records for Use by New York County Boards of Elections |
| Judicial court | Administrative records, court records, unit-specific records | Varies by record type | NYS Unified Court System Administrative Records, NYS Unified Court System Court Records by Court, NYS Unified Court System OCA Units |
| Legislative bodies | All applicable records | Varies by record type | Retention and Disposition of Legislative Records |
| New York City agencies | All applicable records | Varies by record type | Retention and Disposition of New York City Records |
| Non-government agencies | All applicable records | Varies by record type | Retention and Disposition of Non-Government Records |
Record Retention Guidelines In North Carolina
| Applies To | Record Type | Retention Period | Authority Citation |
| All public offices (municipal, county, state government, or state-supported institutions of higher learning) | All applicable records | Varies by record type | Records Retention and Disposition Schedule |
Record Retention Guidelines In North Dakota
| Applies To | Record Type | Retention Period | Authority Citation |
| State government | All applicable records | Varies by record type | General Records Retention Schedule |
| County agencies | All applicable records | Varies by record type | North Dakota Association of Counties Records Retention and Disposal |
Record Retention Guidelines In Ohio
Record Retention Guidelines In Oklahoma
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | Oklahoma State Archives’ Consolidated General Records Disposition Schedule |
| State colleges and universities | All applicable records | Varies by record type | Oklahoma State Archives’ State Universities And Colleges Consolidated General Records Disposition Schedule |
Record Retention Guidelines In Oregon
Record Retention Guidelines In Pennsylvania
| Applies To | Record Type | Retention Period | Authority Citation |
| All Commonwealth of Pennsylvania agencies subject to The Administrative Code of 1929, 71 P.S. §§ 51–732, agencies under the Governor’s jurisdiction, and entities that store Records at the State Records Center (SRC) | All applicable records | Varies by record type | The Commonwealth of Pennsylvania General Records Retention and Disposition Schedule (210.09 Amended) |
| County agencies | All applicable records | Varies by record type | Pennsylvania Historical and Museum Commission (PHMC) County Records Manual |
| Municipal agencies | All applicable records | Varies by record type | Pennsylvania Historical and Museum Commission (PHMC) Municipal Records Manual |
| Full-time county and municipal health departments | All applicable records | Varies by record type | Retention Schedule for Full-Time County and Municipal Health Departments |
Record Retention Guidelines In Rhode Island
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | Secretary of State General Records Retention Schedules |
| Specific state agencies | All applicable records | Varies by record type | Secretary of State Agency Specific Retention Schedules |
| Municipal agencies | All applicable records | Varies by record type | Secretary of State Municipal Retention Schedules |
| Quasi-public bodies | All applicable records | Varies by record type | Secretary of State Quasi-Public Retention Schedules |
Record Retention Guidelines In South Carolina
Record Retention Guidelines In South Dakota
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | South Dakota Bureau of Human Resources and Administration State Agency Records Retention Manuals |
| Local and municipal agencies, local schools, county and township agencies | All applicable records | Varies by record type | South Dakota Bureau of Human Resources and Administration Political Subdivisions Records Retention Manuals |
Record Retention Guidelines In Tennessee
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records in primary formats of electronic, microfilm, and paper | Varies by record type | Secretary of State Record Retention Standards |
Record Retention Guidelines In Texas
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies and public universities | All applicable records | Varies by record type | Retention Schedules for Texas State Agencies and Public Universities |
| Certified state agencies and universities | All applicable records | Varies by record type | Certified State Agency Records Retention Schedules |
| Local agencies | All applicable records | Varies by record type | Local Government Retention Schedules |
Record Retention Guidelines In Utah
| Applies To | Record Type | Retention Period | Authority Citation |
| Any Utah government entity | All applicable records | Varies by record type | Utah State Archives’ General Retention Schedules |
| Specific agencies | All applicable records | Varies by record type | Utah State Archives’ Record Series and Retention Schedules By Agency Type |
Record Retention Guidelines In Vermont
| Applies To | Record Type | Retention Period | Authority Citation |
| Vermont public agencies | All applicable records | Varies by record type | Secretary of State General Record Schedules |
| Specific agencies | All applicable records | Varies by record type | Secretary of State Agency Record Schedules |
Record Retention Guidelines In Virginia
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | Library of Virginia General Schedules for State Agencies |
| Specific state agencies | All applicable records | Varies by record type | Library of Virginia Specific Schedules for State Agencies |
| Local agencies | All applicable records | Varies by record type | Library of Virginia General Schedules for Localities |
Record Retention Guidelines In Washington
| Applies To | Record Type | Retention Period | Authority Citation |
| All state agencies | All applicable records | Varies by record type | State Government General Records Retention Schedule – Version 6.3 |
| Agricultural commodity commissions | All applicable records | Varies by record type | Agricultural Commodity Commissions – Version 1.0 |
| Community and technical colleges | All applicable records | Varies by record type | Community and Technical Colleges – Version 2.2 |
| Law enforcement | All applicable records | Varies by record type | Law Enforcement – Version 8.0 |
| Legislature and legislators | All applicable records | Varies by record type | Legislature and Legislators – Version 1.3 |
| Public Schools (K-12) | All applicable records | Varies by record type | Public Schools (K-12) – Version 9.0 |
| Specific state agencies | All applicable records | Varies by record type | State Government Records Retention Schedules – Applying to Specific State Government Agencies |
Record Retention Guidelines In West Virginia
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | West Virginia Department Of Administration – Rules For Retention And Disposal Scheduling |
| County agencies | All applicable records | Varies by record type | West Virginia Records Management and Preservation Board – County Records Retention Schedules |
Record Retention Guidelines In Wisconsin
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | Wisconsin Public Records Board – Statewide General Records Schedules |
| County agencies | All applicable records | Varies by record type | Wisconsin Public Records Board – General Records Schedule, County and Related Records |
| Municipal agencies | All applicable records | Varies by record type | Wisconsin Public Records Board – General Records Schedule, Wisconsin Municipal and Related Records |
| School districts | All applicable records | Varies by record type | Wisconsin Public Records Board – General Records Schedule, Wisconsin Public School District and Related Records |
| Public library systems | All applicable records | Varies by record type | Wisconsin Public Records Board – General Records Schedule, Wisconsin’s Public Libraries and Public Library Systems and Related Records |
Record Retention Guidelines In Wyoming
| Applies To | Record Type | Retention Period | Authority Citation |
| State agencies | All applicable records | Varies by record type | State of Wyoming – State Agencies – Records Retention Schedules |
| University of Wyoming | All applicable records | Varies by record type | State of Wyoming – University of Wyoming – Records Retention Schedules |
| Local agencies | All applicable records | Varies by record type | Local Governments Records Retention Schedules |
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.
