Instructions for Completing the Records Retention Schedule

Each number corresponds to a numbered box on the blank schedule, which follows these instructions.

Note: Sections with a gray background are used by Records Disposition Panel members; please leave them blank.

  1. Leave this space blank. The Minnesota Historical Society will date and assign a records retention schedule number upon receipt.
  2. Indicate by circling whether or not these are new record series or revisions to already approved records retention schedule(s). If these are revisions, also list the retention schedule number(s) of the previously approved schedule(s) that is/are being revised.
  3. Name of the agency with overall responsibility for the records.
  4. Division and section that uses the record.
  5. Complete mailing address of the agency where the schedule should be returned to. If the records are located elsewhere (e.g., regional offices, off-site storage), attach a listing.
  6. The signature page (the first page of the blank schedule) is always page one. Continuation pages are used to detail record series information. Double-click on the header of the continuation page(s) to insert page information in the header of each page, and include the total number of pages on the signature page in this space.
  7. Leave blank. The State Records Disposition Panel will use this space to indicate any changes to the records retention schedule.
  8. Signature of the Agency Records Management Officer who will receive the approved copy, and be contacted if the State Records Disposition Panel has any questions.
  9. Type the name and phone number of the Agency Records Management Officer below signature.
10. Approval by Agency Head or designee (required by M.S. 138.17, Subd.7).
11-13. Approval by the State Records Disposition Panel.
14. Number each series of records beginning with 1 (not Roman numerals). If these are revisions, use the item number(s) of the previously approved record series. A single letter can be used with the number (e.g., 2A, 2B) where multiple copies or multiple media within the same series are retained for different periods of time.
15. A record series is a group of records filed together because they all relate to a particular subject. All records in a series must have the same retention period. Begin with the name of the record series, followed with a complete description of the records. Abbreviations or acronyms may be used in the title, but an explanation must appear in the description. Avoid terms such as miscellaneous or general. The description should include:
•	Contents of the series (e.g., contracts, reports, applications, correspondence)
•	Purpose of the series
•	Form numbers
•	Whether these are originals or duplicates and where other copies are stored
16. List the length of time that records will be stored in your agency and/or off-site storage. A number in this column means years; anything else should be stated (e.g., months). Use the letter P to mean permanent. If disposal is related to an event, state the complete retention (e.g., 4 years or audit whichever occurs first, or 10 years after case is closed).
17. The Statutes column is not required, but may be used to cite federal and/or state statutes that govern the records' creation, retention, access, and data privacy.
18. Indicate with a yes or no if this record series is essential. An essential record is vital to the continuation or resumption of operations in your agency. It is likely that less than 10% of your records are essential.
19.  Leave blank. The Minnesota Historical Society will use this space to indicate whether or not the records series has archival or historical value, and is eligible for transfer to the Minnesota State Archives.

Mail three copies of the completed and signed records retention schedule to:
Minnesota Historical Society
Minnesota State Archives
345 Kellogg Boulevard West
St. Paul, MN  55102-1906

1. Schedule Number                         Date	
2. New                           Revision of	
MINNESOTA RECORDS
RETENTION SCHEDULE	

3. Agency	4. Division/Section

6. Page       1                       of

5. Address

	
See attached page(s) for records description	

7. For Use By Records Panel Only	

AUTHORIZATION: Under the authority of M.S. 138.17, it is hereby ordered that the records listed on this application be disposed per approved schedule.
	
Notice:  This retention schedule has been reviewed by the State Records Disposition Panel in accordance with Minnesota Statutes 138.17. The records listed on this schedule have been reviewed for their historical, fiscal, and legal value. 	

8. Agency Records Management Officer                                Date
(signature)
	
11. Minnesota Historical Society, Director                                           Date	

9. Type Name / Phone

12. Legislative or State Auditor                                                             Date	

10. Agency Head or Designee                                                  Date
(signature)
	
13. Attorney General                                                                               Date	
Original-State Records Disposition Panel	Copy 1-Agency (after approval)

14. Item No.	15. Record Series Title and Description	16. Retention Instructions	17. Statute (optional)	18. Essential? 
(Yes/no)	19. Archival? (Yes/no)