Local Governments State Agencies Examples Policy and program 4 years per 4 years per - Human Resources Officer development GR 1000-26a RRS 1.1.007 and and executive staff discussion correspondence requires archival of amending time off policy review - RMO, Emergency Management Officer, and IT department correspondence re: developing a disaster plan for records General email sent or 2 years per 2 years per - RMO emails TSLAC analyst received in the normal GR 1000-26b RRS 1.1.008 about corrections to a conduct of business retention schedule Transitory AV (As long as AC (As soon as the - Meeting reminder correspondence administratively purpose of the - Letter of transmittal usefulness valuable) per record has been - Telephone message GR 1000-26c fulfilled) per notification RRS 1.1.057 Supervision records See See - Request for time off - Grievance - Employment application Public Information Not Exempted Not Exempted Requests (Fulfilled): Date (Fulfilled): 1 year request for records after request fulfilled + 1 year per fulfilled per GR 1000-34a RRS 1.1.020 Exempted: Date of Exempted: 2 years notification that after notification records requested are that records are exempt from exempt per disclosure + 2 years RRS 1.1.021 per GR1000-34b Complaints 2 years after the 2 years after the resolution of the resolution of the complaint per GR complaint per RRS 1000-24 1.1.006 Emails unique to your Consult your records Consult your - Appraisal district’s tax agency or type of retention schedule records retention correspondence organization and the appropriate schedule. - Letter of recommendation for your organization for a college applicant - Police department or attorney case file
Local Governments State Agencies Examples Policy and program development correspondence 4 years per GR 1000-26a 4 years per RRS 1.1.007 and requires archival review - Human Resources Officer and executive staff discussion of amending time off policy - RMO, Emergency Management Officer, and IT department correspondence re: developing a disaster plan for records General email sent or received in the normal conduct of business 2 years per GR 1000-26b 2 years per RRS 1.1.008 - RMO emails TSLAC analyst about corrections to a retention schedule Transitory correspondence usefulness AV (As long as administratively valuable) per GR 1000-26c AC (As soon as the purpose of the record has been fulfilled) per RRS 1.1.057 - Meeting reminder - Letter of transmittal - Telephone message notification Supervision records See See - Request for time off - Grievance - Employment application Public Information Requests Not Exempted (Fulfilled): Date request for records fulfilled + 1 year per GR 1000-34a Exempted: Date of notification that records requested are exempt from disclosure + 2 years per GR1000-34b Not Exempted (Fulfilled): 1 year after request fulfilled per RRS 1.1.020 Exempted: 2 years after notification that records are exempt per RRS 1.1.021 Complaints 2 years after the resolution of the complaint per GR 1000-24 2 years after the resolution of the complaint per RRS 1.1.006 Emails unique to your agency or type of organization Consult your records retention schedule and the appropriate for your organization Consult your records retention schedule. - Appraisal district’s tax correspondence - Letter of recommendation for a college applicant - Police department or attorney case file
How-Long-Do-I-Keep-Email-Chart-2012-07-14.docx