A retention period may not be less than what has been set for them by a state or federal law, regulation or court ruling. Other municipalities may have established retention schedules that will assist you. However, do not simply adopt those schedules-their records, procedures and regulations may be different from yours. Consult those who use the records about their specific administrative needs. Determine when the information is no longer needed.
Administrative value is usually short-lived.
These records document your office's fiscal responsibilities, such as the receipt, payment, transfer, adjustment or encumbrance of public funds. They usually lose their value once an audit has been approved. However, records that establish or change fiscal policies will have a longer retention. These records have a mandated retention by statute or regulation, may be needed as evidence in litigation, or document the rights of citizens or obligations of government. Determine the legal value of records with assistance from legal counsel.