Oct 2, 2020 10:15 am
ActivityAD9250 Departmental Record Keeping
Records Series

31 - Records Maintenance Files

DescriptionRecords documenting records maintenance at department or unit. Used for tracking, monitoring, and maintaining control of recorded information holdings in active or semi-active storage. Includes locations lists, file lists, and coding authorities Also includes subject guides and other taxonomies (e.g., file naming conventions lists, acronym lists).

Example documents: correspondence, lists, logs, subject guides, tracking system data.
Retention TriggerInformation superseded or no longer needed.
Total Retention 1 year
Final ActionD
Disposition Plan
Retention Rationale
Retention based on anticipated operational use.
Vital Records

This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.


  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CO = Continuous OVerwrite
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank

Printed on Thursday, Jun 20 2024