Help with Government Records
For more information on government records retention schedules, the kinds of records the Minnesota State Archives collects, forms for completing records transfers, and other retention topics, visit our Government Records Services page.
Guidelines & standards
- COVID-19 Pandemic Documentation Guidelines - 2020 (PDF)
- Preserving and Disposing of Government Records - 2016 (PDF)
- Incorporating GIS Into Your Retention Schedule 2021 (PDF)
- Managing Your Government Records: Guidelines for Archives and Agencies (2009)
- Electronic Records Management Guidelines (2012)
- Minnesota Recordkeeping Metadata Standard (IRM 20) (2015)
- Disaster Preparedness (2003)
- Trustworthy Information Systems Handbook (2002)
- Preferred File Formats (2016)
The following statutes govern general records management in the state of Minnesota as well as the activities of the Minnesota Records Disposition Panel:
- M.S. Chapter 13 (Government Data Practices)
- M.S. 15.17 (Official Records Act)
- M.S. 138.161 (State Archives; Establishment)
- M.S. 138.163 (Preservation and Disposal of Public Records)
- M.S. 138.17 (Government Records; Administration)
- M.S. 138.19 (Applications for Orders of the Panel)
- M.S. 138.20 (Record of Proceedings)
- M.S. 138.21 (Storage Space Designated by the Panel)
- M.S. 138.225 (Prohibition Against Unauthorized Disposal of Records; Penalty)
- M.S. 138.226 (Replevin Authority)
- M.S. 600.135 (Photographic Copies of Business and Public Records)
- Association for Information and Image Management (AIIM)
The Minnesota Chapter of the Association for Information and Image Management International is an organization for users and providers of document and information management technology. The web site includes the history of the chapter, a calendar of events and newsletter highlights.
- Association of Metropolitan Municipalities (AMM)
The Association of Metropolitan Municipalities was organized to serve as the primary representative of all metropolitan cities on metropolitan and statewide issues with unique metropolitan significance. The AMM web site provides news updates, information on the AMM committees and links to the Minnesota Legislature.
- Association of Minnesota Counties (AMC)
The Association of Minnesota Counties is a voluntary statewide organization (all 87 counties are currently members) created to provide effective county governance by offering management, membership and intergovernmental relations services to county officials. The AMC web site offers County information, legislative services, information on meetings and events, and publications.
- Association of Records Managers and Administrators (ARMA)
The Twin Cities Chapter of ARMA has over 250 members and includes practitioners, educators, consultants, and vendors from a diverse variety of industries such as banking, insurance,
utility, legal, healthcare, manufacturing and retail. The goal of the Twin Cities Chapter of ARMA is to promote and enhance the professionalism of Records and Information Management (RIM) through educational programs, technical publications, legislative and industry committees, local and international conferences, and career advancement opportunities.
- Twin Cities Archives Round Table (TCART)
TCART’s mission is to promote and advance the growth and development of the archival profession in the Twin Cities metropolitan area and greater Minnesota by providing educational and resource sharing opportunities for archivists and other professionals interested in the preservation of, and access to, historically valuable information.
- League of Minnesota Cities
The League of Minnesota Cities works with diverse municipal groups to provide a collective voice for member cities. The LMC offers such services as advocacy, education, information, products and consultation. The web site has links to legislative issues, publications, conferences and training
- Minnesota Alliance of Local History Museums (MALHM)
The Minnesota Alliance of Local History Museums seeks to nurture and encourage an appreciation of the local history of the state of Minnesota by providing the structure to foster collaborative local history projects, communicate curatorial and educational information, and encourage professionalism among local and specialized historical organizations in Minnesota. The alliance regularly sponsors workshops around the state and holds an annual conference.
- Minnesota Association of Museums (MAM)
The Minnesota Association of Museums is a nonprofit organization that exists to provide a forum for individuals who work in and with museums throughout the state. Its goals are: to foster and encourage communication among museum professionals in Minnesota; to increase the visibility of MAM and promote Minnesota museums as a public resource for learning and recreation; and to provide educational opportunities and training for museum staff, both paid and volunteer. Also available on the MAM web site are contacts for professional historical, museum, and archival organizations in Minnesota.
- Minnesota Association of School Business Officials (MASBO)
The Minnesota Association of School business Officials provides development, both professional and personal, for school business officials.
- Minnesota Association of Townships (MAT)
The Minnesota Association of Townships is a voluntary membership organization of organized townships and elected township officers which provides educational, training, and technical services for township officers.
- Minnesota Government Records and Information Network (MN GRIN)
The Minnesota Government Records and Information Network is a forum for the exchange of information among individuals and agencies interested in government records and information management. The site includes a calendar showing upcoming MN-GRIN meetings and other records and information management events, a link to the MN-GRIN Google Group Discussion Board, and information about the current Board of Directors. There are also RSS feeds giving you access to some popular records and information management blogs and event lists.
- Minnesota Municipal Clerks and Finance Officers' Association (MCFOA)
The Minnesota Municipal Clerks and Finance Officers' Association provides education and training resources and opportunities for city clerks and finance officers. The MCFOA web site includes contact information for board members and regional vice presidents, a list of upcoming events, a membership list, newsletters, past meeting minutes, and forms. The General Records Retention Schedule for Cities (updated March 2008) is hosted on the MCFOA web site.
- Minnesota School Boards Association (MSBA)
The Minnesota School Boards Association exists to support, promote and enhance the work of local school boards. The MSBA web site offers member services, manuals, what's new and governmental relations information.
- State Historical Records Advisory Board (SHRAB)
The Minnesota State Historical Records Advisory Board is the statewide advisory body for historical records planning and preservation in Minnesota. Available on the web site are a statement of priorities and past grant recipients.
- American National Standards Institute (ANSI)
The American National Standards Institute provides standards information and publications, for example, guidelines on paper permanence and imaging materials
- Council of State Archivists (CoSA)
The Council of State Historical Records Coordinators (COSHRC) is an organization representing State Historical Records Advisory Boards (SHRABs) in each state, the District of Columbia, and the territories of American Samoa, Puerto Rico, and the Virgin Islands. Available on the COSHRC web site is its Archives Resource Center, which includes education resources, and state archives and records management resources.
- National Archives and Records Administration (NARA)
The National Archives and Records Administration is an independent Federal agency that helps preserve our nation's history by overseeing the management of all Federal records. NARA provides information on Federal regulations, records management, and records management publications.
- National Association of Counties (NACo)
NACo is a national organization that represents county governments in the United States. Services include legislative, research, and technical as well as public affairs assistance to its members. The association acts as a liaison with other levels of government, works to improve public understanding of counties, serves as a national advocate for counties, and provides them with resources to help them find innovative methods to meet the challenges they face.
- National Association of Government Archives and Records Administrators (NAGARA)
The National Association of Government Archives and Records Administrators represents the government records community in national issues that impact records management and archival programs. The NAGARA web site provides access to member web sites, including national and state archives.
- International Council on Archives (ICA)
The ICA is the professional organization for the world archival community, dedicated to the preservation, development and use of the world's archival heritage. Available on the ICA web site are related links, documents and agreements, publications, and a What's New section.
- American Association for State and Local History (AASLH)
The American Association for State and Local History (AASLH) provides leadership, service, and support for its members, who preserve and interpret state and local history in order to make the past more meaningful in American Society. The AASLH web site provides related links, publications, membership, and workshop information.
- Association for Information and Image Management International (AIIM)
The Association for Information and Image Management International is an organization for users and providers of document and information management technology. Publications are available to order online on various topics including document management, information storage and retrieval, and standards.
- Association of Records Managers and Administrators International (ARMA)
The Association of Records Managers and Administrators International is a non-profit association for information management professionals. The web site provides on-line information on records management, home study courses, and professional resources on archives management, electronic records management, and records centers.
- Midwest Archives Conference
MAC is the nation's largest regional professional association for archivists. The MAC region is the twelve heartland states: Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, South Dakota, Ohio, and Wisconsin. However, MAC has individual and institutional members from over 30 other states and five other nations, and more are always welcome. The MAC web site has information on publications, memberships, scholarships, and conferences.
- Society of American Archivists (SAA)
The Society of American Archivists is an organization directed toward those who use archival materials and those who are responsible for the material's care, organization and management. Publications are available to order from the web site.