Haley Rutledge LS 535: Records Management 1
Retention Schedule
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Diplomas (active)
● Retention Period: Lifetime of recipient
● Security Status: Public
● Archival Value: High
● Vital Record Status: Vital
● Type, paper: Bachelor’s, Master’s, Doctorate
● Justification: Diplomas must be retained for the lifetime of the recipient for proof of
credentials. Documents will not need to be stored in a highly accessible location because
they will not be frequently in use; however, they should be in a location that can be
accessed by the recipient or associate when necessary, i.e. locked filing cabinet or similar.
Apartment Documents (active)
● Retention Period: Duration of residence
● Security Status: Confidential
● Archival Value: High
● Vital Record Status: Vital
● Type, paper: Lease, Pay increase notices, landlord repairs record
● Justification: Documents must be retained for the duration of residence at the apartment
complex. Leases are a legal contract between the landlord and tenant and must be secured
for any cases involving breach of contract. Pay increase notices are important records to
retain and are also legal documents in the case that the lease allows for increases after a
particular time period. Recording patterns of increase can also help plan for future
increases and inform decisions regarding tenant residential duration. Records of repairs to
the apartment will also assist in this regard.
Class Documents (active)
● Retention Period: 7 years with potential for extension
● Security Status: Personal, not confidential
● Archival Value: Moderate
● Vital Record Status: Not vital
● Type, electronic: Articles (PDF), syllabi
● Justification: Documents should be retained for a period of 7 years. Class readings and
syllabi will assist the person in retaining knowledge from courses, and they will be a
Haley Rutledge LS 535: Records Management 2
reference point for the person while on the job. Because many job applications list a
preference of three to five years of full time experience within a particular field before
securing a particular position, the documents will be a support system during the first
years of professional experience. An additional two years is recommended (for the total
of seven years) to assist the person in clarifying those documents most helpful for their
particular career path. After this period, disposition of unused documents can take place
but is not required.
School Assignments (active)
● Retention Period: Indefinite
● Security Status: Personal, not confidential
● Archival Value: Moderate
● Vital Record Status: Not vital
● Type, electronic: Papers, projects
● Justification: Documents should be retained for an indefinite period. Research building,
CV proof, and nostalgia are some reasons for keeping these documents.
Car Documentation (active)
● Retention Period: Duration of ownership (plus 7 years for any tax docs)
● Security Status: Confidential
● Archival Value: High
● Vital Record Status: Vital
● Type, paper: Title, proof of insurance, tag receipt
● Justification: Documents must be retained for the duration of ownership of the vehicle.
Titles are retained by the financer until the person has completed payment of the vehicle.
Once the title is transferred to the person, this document should be kept in a secure filing
location. Proof of insurance should be filed and a copy of the document placed in the
vehicle. The tag receipt should be filed and a copy of the document placed in the vehicle.
A copy of the tag receipts should also be filed with tax documentation for write-offs. This
copy should be retained for seven years following IRS auditing periods.
Museum Projects for Personal Retention (inactive)
● Retention Period: Indefinite
● Security Status: Personal, not confidential
● Archial Value: Moderate
● Vital Record Status: Not vital
Haley Rutledge LS 535: Records Management 3
● Type, electronic: Documents, Spreadsheets
● Justification: Documents should be retained for an indefinite period. These documents
should be kept for resume and CV building as well as reference for future job
opportunities. Projects can assist the person in developing new projects and allow for
examples of their work to be viewed by employers and colleagues. Projects can be
applicable for disposition if the person sees fit. Because this is a personal record of
projects, the person has control over the retention period after 7 years following the
“Class Documents” timeline and justification of professional experience.
Personal Writings (poetry, journals, etc.) (inactive)
● Retention Period: Indefinite
● Security Status: Confidential
● Archival Value: High
● Vital Record Status: Not vital
● Type, paper and electronic: Loose paper, notebooks, Word Docs
● Justification: Documents should be retained for an indefinite period. Writings are
personal, private records of thoughts, feelings, and emotions belonging to specific
moments in the person’s life. These records are nostalgic and must be retained for their
inherent value to their creator. While some writings may not induce joy in the creator, it
is strongly encouraged that most of these records be retained for the lifetime of the
creator. Disposition is discouraged, but acceptable in some cases.
Professional Writing (published) (inactive)
● Retention Period: Indefinite
● Security Status: Not confidential, public record
● Archival Value: Moderate
● Vital Record Status: Not vital
● Type, electronic: Articles, blogs, exhibitions
● Justification: Documents should be retained for an indefinite period. These documents
should be kept for resume and CV building as well as reference for future job
opportunities. Professional writings are examples of work that can be viewed by
employers and colleagues. Disposition is strongly discouraged. Proof of actions will
assist in retaining credibility.
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WORK
Cataloging Documentation (spreadsheets, working docs, memos) (active and inactive)
● Retention Period: Keep until cataloging is complete (approximately 10 years)
● Security Status: Staff use only
● Archival Value: Moderate
● Vital Record Status: Not vital
● Type, electronic: Spreadsheets, Word Docs, Memos
● Justification: Records of cataloging should be retained until a collection is fully
cataloged. Because the backlog of cataloging is high, cataloging will most likely be
divided and completed by department and classification (ex. European sculpture,
American works on paper, etc.) Also, cataloging standards before the last five years have
been inconsistent causing a great deal of variation in information available on the object.
Therefore, documentation regarding the cataloging progression of a collection should be
retained until every object is up to full cataloging standards.
Standard Guides (active and inactive)
● Retention Period: Retain until updates occur. Becomes inactive records after updates, but
kept for archival reference for the life of the institution.
● Security Status: Staff use only
● Archival Value: Moderate
● Vital Record Status: Not vital
● Type, electronic: Word Docs, PDFS
● Justification: Documents should be retained for the lifetime of the institution. Standards
are updated regularly, but older documentation should be kept as an inactive record for
reference purposes. Standard guides should be easily accessible for all staff, residing in a
shared staff drive that is easy for downloading and opening.
