If a record series has a retention of the eligibility date would be “90 days,” 90 days after the ending date of the record series. Retain until Obsolete, Superseded, or Administrative value is lost (OSA). With this retention, a record is eligible for disposition whenever it is no longer of any use or value to the agency or when it has been replaced by a more current record. The retention could vary from less than one day to any length of time thereafter. Triggering Event With this retention, records become eligible for disposition upon or after a specific triggering event. Examples: Retain until youth turns age 25. Retain for life of the structure. 3 anniversary years after final action. Example: Calculating Eligibility Dates If the ending date for a specific record series is 7/31/2007, when are these records eligible for disposition under different retention period types? Start Counting Add # of Date Eligible for Retention Period From Years Disposition 3 anniversary years 7/31/2007 +3 = 7/31/2010 3 fiscal years (local govt.) 10/1/2007 +3 = 10/1/2010 3 fiscal years (school 7/1/2008 +3 = 7/1/2011 district) 3 calendar years 1/1/2008 +3 = 1/1/2011 Records Volume Conversion to Cubic Foot Measurements Cassette tapes, 200 1.0 cubic foot Letter-size file drawer 1.5 cubic feet Legal-size file drawer 2.0 cubic feet Letter-size 2.0 cubic feet 36” shelf Legal-size 2.5 cubic feet 36” shelf Magnetic Tapes, 12 1.0 cubic foot 3 1.0 cubic foot x 5 cards, ten 12” rows 3 x 5 cards, rows 1.0 cubic foot five 25” 4 x 6 cards, six rows 1.0 cubic foot 12”
If a record series has a retention of “90 days,” the eligibility date would be 90 days after the ending date of the record series. Retain until Obsolete, Superseded, or Administrative value is lost (OSA). With this retention, a record is eligible for disposition whenever it is no longer of any use or value to the agency or when it has been replaced by a more current record. The retention could vary from less than one day to any length of time thereafter. Triggering Event With this retention, records become eligible for disposition upon or after a specific triggering event. Examples: Retain until youth turns age 25. Retain for life of the structure. 3 anniversary years after final action. Example: Calculating Eligibility Dates If the ending date for a specific record series is 7/31/2007, when are these records eligible for disposition under different retention period types? Retention Period Start Counting From Add # of Years Date Eligible for Disposition 3 anniversary years 7/31/2007 +3 = 7/31/2010 3 fiscal years (local govt.) 10/1/2007 +3 = 10/1/2010 3 fiscal years (school district) 7/1/2008 +3 = 7/1/2011 3 calendar years 1/1/2008 +3 = 1/1/2011 Records Volume Conversion to Cubic Foot Measurements Cassette tapes, 200 1.0 cubic foot Letter-size file drawer 1.5 cubic feet Legal-size file drawer 2.0 cubic feet Letter-size 36” shelf 2.0 cubic feet Legal-size 36” shelf 2.5 cubic feet Magnetic Tapes, 12 1.0 cubic foot 3 x 5 cards, ten 12” rows 1.0 cubic foot 3 x 5 cards, five 25” rows 1.0 cubic foot 4 x 6 cards, six 12” rows 1.0 cubic foot
5910-basics-of-records-management-2017-approved.docx