What does a records retention schedule include?

A records retention schedule is an essential tool for managing an organization's records. It typically includes a listing of records series, which are groups of related records, along with detailed descriptions of each series and specified minimum retention times. This aspect of the schedule is crucial because it provides guidance for how long records must be kept to comply with legal requirements or organizational policies, and it helps ensure that important documentation is retained for the appropriate duration.

The inclusion of descriptions is also important as it helps staff understand the nature of the records and the reason for their retention. This clarity is vital for compliance, risk management, and efficient record-keeping practices within an organization. By having this detailed structure in place, municipalities can effectively manage their records, ensuring that they neither retain documents longer than necessary—thus avoiding clutter and unnecessary storage costs—nor dispose of them prematurely, risking the loss of important information.