General Records Retention Schedules Available Online
Introduction
Provided below are links to various records retention schedules for Minnesota government entities. Those listed include various schedules for State Agencies, Minnesota Counties, Cities, Townships, School Districts, and District Courts.
General Records Retention Schedules for State Agencies
Financial General Records
The state agency Financial General Records Retention Schedules (nos. 06-047 and 06-076) are available in PDF on the Minnesota Management and Budget (MMB) web site. The schedule, approved by the Minnesota Records Disposition Panel, supersedes earlier financial records general schedules. The state Finance Department staff compiled the current schedule, which lists Statewide Accounting (SWA) records, budget records, and agency use forms common to Minnesota state agencies. Also included is the state Finance Department's internal records retention schedule for payroll records; other state agencies determine their own retention for payroll records. Recently, the state Finance Department merged with the state Department of Employee Relations (DOER) to form MMB.
Fixed Assets Inventory
The state agency Fixed Assets Inventory General Records Retention Schedule (no. 02-136) is available in PDF on the state Administration Department’s web site. The schedule, approved in 2002 by the Minnesota Records Disposition Panel, supersedes earlier records retention schedules for state fixed assets inventory records.
Human Resources General Records
The state agency Human Resources General Records Retention Schedule (no. 06-137) is available in PDF on the Minnesota Management and Budget (MMB) web site. The schedule, approved by the Minnesota Records Disposition Panel in 2006, supersedes earlier personnel records general schedules issued in 1988 and 1990. An explanatory memo from the state Department of Employee Relations (DOER) staff about using and updating the document precedes the actual schedule. DOER staff compiled the general schedule, which lists records concerning human resources, safety, affirmative action, and the Americans with Disabilities Act (ADA). Recently, DOER merged with the state Finance Department to form MMB.
State Property Management
The state agency State Property Management (other than real property) General Records Retention Schedule (no. 06-056) is available in PDF on the state Administration Department’s web site. The schedule, approved in 2005 by the Minnesota Records Disposition Panel, supersedes earlier records retention schedules for state property management records.
General Records Retention Schedule for Counties
County (local) Registrars
A general records retention schedule (no. 04-115) for the birth and death records of county (local) registrars is available in PDF on the Minnesota Department of Health's website. The schedule was approved in 2004 by the Minnesota Records Disposition Panel. For further information, contact the Office of the State Registrar.
General schedule for Counties Listed By topic
The General Records Retention Schedule for Counties (no. 86-112) was issued in 1985, with additional printings in 1988 and 1989. A supplement for Community Corrections (no. 90-134) was issued in 1990, and an update for Human Services was issued in 2002.
Individual sections to the Minnesota General Records Retention Schedule for Counties can be accessed below and are available in PDF format. Click here for the complete schedule (15 MB).
General Records Retention Schedule for Minnesota Cities
General Schedule
The General Records Retention Schedule for Minnesota Cities (no. 11-060) is available in PDF on the Minnesota Clerks and Finance Officers Association (MCFOA) web site. The schedule was updated in March 2011 and approved by the Minnesota Records Disposition Panel. It is a revision of the general records retention schedule for Minnesota cities last issued in 2008. If you have not previously adopted the general records retention schedule, you must notify the State Archives. Use the Notification of Adoption form on page 4 of the schedule. For questions regarding the schedule, contact the MCFOA.
General Records Retention Schedule for Minnesota Townships
General Schedule
The General Records Retention Schedule for Minnesota Townships (no. 86-111) was issued in 1985, and is still valid and in use. The schedule is available in PDF on the Minnesota Association of Townships' (MAT) web site. If you have not previously adopted a general records retention schedule, you must notify the State Archives. To adopt a schedule, complete the Notification of Adoption form (PDF). For information about the state grants-in-aid program for microfilming, visit the MHS Local History blog.
General Records Retention Schedule for Minnesota School Districts
General Schedule
The General Records Retention Schedule for Minnesota School Districts (no. 00-43) is available in PDF on the Region 1 (a regional computer service provider) web site. Approved in 2000 by the Minnesota Records Disposition Panel, this schedule is a revision and update of a general records retention schedule for Minnesota school districts last issued in 1985.
General Records Retention Schedule for Minnesota District Courts
General Schedule
The General Records Retention Schedule for Minnesota District Courts (no. 11-079) is available in PDF on the Minnesota Judicial Branch's web site.
General Records Retention Schedule for Minnesota Firefighters Relief Associations (MFRA)
General Schedule
The General Records Retention Schedule for Minnesota Firefighters Relief Associations (no. 012-101) is available in PDF here on the Minnesota Historical Society's website. The general schedule was approved in April 2012 by the Minnesota Records Disposition Panel, and is based on a general schedule developed by the Apple Valley Firefighters Relief Association.
Additional Resources
The Minnesota State Archives offers guidelines, informational leaflets, and forms to assist government entities in managing their paper and electronic records.
September 13, 2012. Links verified March 29, 2013.
