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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.

 

State Property Management Records Retention Schedule

State Property Management Records Retention Schedule (no. 014-037) replaces Fixed Assets Records Retention Schedule no. 02-136 (Admin Informational Bulletin no. 02-15) and State Property Management (other than real property) Records Retention Schedule (Admin Informational Bulletin no. 06-02).  The State Property Management Records Retention Schedule is available in PDF on the state Administration Department's web site. This schedule, approved in 2013 by the Minnesota Records Disposition Panel, supersedes earlier records retention schedules for state property management and fixed asset 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.

 

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. The Human Services Section was updated in 2002 (schedule no. 02-116), and another update for item no. 13 only was issued in July 2014 (schedule no. 014-051); both schedules are available for reference.

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).

Introduction to the schedule  
Index to 1985 sections  
   
Administration  
Assessor Personnel
Attorney Planning
Auditor Public Defender
Community Health / Nursing Service Recorder
Highway Sheriff / Law Enforcement
Human Services (schedule no. 014-051; July 2014 update) Survey
Human Services (schedule no. 02-116; 2002 update) Treasurer
Library Veterans Service
Medical Examiner / Coroner Records Common to all Departments
Parks and Recreation Community Corrections (1990 supplement)

 

 

General Records Retention Schedule for Minnesota Cities

General Schedule

The General Records Retention Schedule for Minnesota Cities (no. 014-001) is available in PDF on the Minnesota Clerks and Finance Officers Association (MCFOA) web site. The schedule was updated in July 2013 after review and approval by the Minnesota Records Disposition Panel. It is a revision of the general records retention schedule for Minnesota cities last issued in May 2013. 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. Approved by the Minnesota Records Disposition Panel, this schedule is a revision and update of a general records retention schedule for Minnesota district courts issued periodically over the past twenty years. The schedule was reviewed and approved by the Conference of Chief Judges, the policy-making body for trial courts of Minnesota. For further information about the schedule, contact the Minnesota Court Information Office.

 

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.

 

July 11, 2014 . Links verified July 11, 2014.