Provides information pertaining to records retention.
Functional Schedule Table of Contents
Functional Schedule Format
- RC No. (Record Number): Identifying number assigned to each record type.
- Record Type: Grouping of the same type of items used for a particular function (purpose, task, activity, duty, etc.)
- Description: Description; often including the types of records that can be
frequently found in that series. - Disposition Instructions: Provides length of time to keep and dispose of records.
- Citation: References statutes, laws, and codes related to each type of record.
Destruction Preparation Log
- Group same “record types” then organize by year.
- Fill out Destruction Log [example on the State Archives website]
- Ensure correct disposition instructions are applied.
- Receive approval and ensure it is noted on the destruction log.
- Dispose of public records using approved methods.
- Keep the destruction log for future reference.
Managing Public Records: Administration Change Edition Presentation (Recording)
Quick Notes: Managing Public Records in State Agencies using Functional Schedules