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Records Management in the Government of the District of Columbia: Retention Schedule Requirements

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Information about the Office of Public Records

The Office of Public Records is mandated by DC Law 6-19 and the District of Columbia Municipal Regulations, Title 1, Chapter 15, to review and approve agency records retention schedules; train records officers in implementing the policies, procedures, and guidelines of managing records; collect, store, preserve, conserve and service historical records in the custody of the Archives; collect, store and service temporary records in the custody of the Records Center; and collect, store and service publications in the custody of the Library of Government Information. 

Public Records and Archive Services is managed and administered through the Office of Public Records and Archives.

Service Details: 

Deeds, Land and Property

Corporations

Genealogy 

Historical Documents

Research Building Permits and Architectural Plans

Related Services: 

District of Columbia Archives

Library of Government Information

Public Records Center

Service Contact: 

Office of Public Records, Administrator

Contact Email:  archives@dc.gov

Contact Phone: (202) 671-1105

Contact Fax: (202) 727-6076

Contact TTY: 711

Office Hours: Monday to Friday 8:15 am to 4:45 pm

Service Location: 

GIS Address: 

1300 Naylor Court, NW

Washington, DC 20001

Office of the Secretary - OS

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Office Hours
Monday to Friday, 9 am to 5 pm

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1350 Pennsylvania Avenue NW, Suite 419, Washington, DC 20004
Phone: (202) 727-6306
Fax: (202) 727-3582
TTY: 711
Alternate Number: Notary: (202) 727-3117
Email: secretary@dc.gov

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Ask the Secretary of the District of Columbia

Agency Performance

 

Kimberly A. Bassett

Kimberly A. Bassett

Secretary of the District of Columbia

Requirements for Records Schedules

To assist agencies as they begin to develop or update records schedules the Office of Public Records has developed the following list of requirements so that all agencies understand what is needed to develop a records schedule that will be approved by the our office. 

 

  1. The retention schedule must be complete, covering the entire agency, accurate, and clear – and result from the inventory of all records in agency custody

  1. All retention schedules must be completed using ms word, editable  and in the designated format approved by the public records administrator

  1. The retention schedule must make a clear determination whether each type or series of records inventoried has temporary or permanent value

  1. All records designated as permanent must have sufficient value to justify their transfer to the dc archives

  1. No records designated as having permanent value are scheduled for destruction

  1. All retention periods for temporary records must be reasonable and justified

  1.  the retention schedule must develop/formulate specific disposition instructions for each type/series of records

  1. The retention schedule must identify and clearly describe each series of records and contain  readily applicable  disposition instructions

  1. The retention schedule must be prepared so that each subordinate office will have standing instructions detailing the destruction, transfer, or retention of records in the custody of the agency

  1. The retention schedule must specify for all temporary records a retention period of no more than five (5) years after creation, or five (5) years after the close of a transaction or case file, or five (5) years after an event; unless explicitly required by statute to retain the records for a longer period of time. Agency heads shall obtain written permission from the administrator to retain temporary records longer than five (years) for administrative purposes

  1. Retention schedules shall describe records adequately to show the types of records, arrangement, content, and purpose of the series, finding aids and indexes, restrictions on access, and physical form if the records are nontextural items such as maps, photographs, microforms, sound recordings, computer tapes, digital or other nontextural records

  1. The retention schedule must establish a clearly defined cutoff period/ date for permanent records after which they shall be offered to the dc archives, and for temporary records which will be transferred to the dc record center and eventually destroyed

  1. The retention schedule must provide for the removal to the dc record center (or other depository approved by the public records administrator) of those temporary records not eligible for immediate destruction which are no longer needed for the conduct of current business. Such records shall be maintained by the depository until they are eligible for further disposition action

  1. The retention schedule must provide for the destruction of records that have reached the end of their life cycle (served their statutory, fiscal, or administrative uses)

  1. The retention schedule must provide for the minimum volume of current records in office space and equipment consistent with efficient operations

Suggested Language: 

  • The language that you use to describe the retention of a record must be clear. The retention statement you use should not leave any doubt about:
    • How long a record must be retained
    • Whether the record is being destroyed or transferred to the Archives at the end of the retention period.
  • Retention is generally based on a specific amount of time passing and/or specified criteria being met
    • Specified amount of time
      • Examples: 1 year; 10 years; 6 months; etc.
    • Specified criteria met
      • Examples: Audit requirements are met; Case is closed; Contract expires; etc.
    • Here is a retention statement
      • Retain for 3 years and until audit requirements met, then destroy.
  • Additional permanent record retention statement examples:
    • Permanent. Retain [specified amount of time], then transfer to the Public Records Center for [specified amount of time], then transfer to DC Archives for permanent retention.
    • Permanent. Retain until [specified criteria is met], then transfer to the DC Archives for permanent retention.
    • Permanent. Retain for [specified amount of time] after [specified criteria is met], then transfer to the DC Archives for permanent retention.
  • Scanned permanent record retention statement examples :
    • More Information: Guidelines for Electronic Records
    • Scan to DC Archives standards, then destroy paper. Transfer images every [specified amount of time] to DC Archives for permanent retention.
    • Scan to DC Archives standards. Transfer paper and images every [specified amount of time] to DC Archives for permanent retention.
  • Non-permanent record retention statement examples:
    • Retain for [specified amount of time], then destroy.
    • Retain for [specified amount of time] and [specified criteria met], then destroy.
    • Retain for [specified amount of time] or until [specified criteria is met], whichever is later, then destroy.
    • Retain until [specified criteria is met], then destroy.
    • Retain for [specified amount of time] after [specified criteria is met], then destroy.
    • Retain for [specified amount of time] after [specified criteria is met], then transfer to Public Records Center for [specified amount of time], then destroy.
    • Retain at agency for [specified amount of time], then transfer to the Public Records Center and retain an additional [specified amount of time], then destroy.
    • Scan to DC Archives standards, Submit a request to DC Archives for permission to destroy paper. Retain images [specified amount of time], then destroy
  • Scanned non-permanent record retention statement examples
    • More Information: Guidelines for Electronic Records
    • Scan to DC Archives standards, then destroy paper. Retain images [specified amount of time], then destroy.
    • Retain for [specified amount of time], then scan to DC Archives standards and submit a request to destroy paper. Retain images [specified amount of time], then destroy.
  • Suggested language for paper and electronic (email) correspondence:
    • Transitory Correspondence: Incoming and outgoing correspondence related to matters of short-term interest. Transmittal correspondence between individuals, departments or external parties containing no final contractual, financial or policy information. This correspondence does not impact agency functions. When resolved, there is no further use or purpose. Retention: Retain until administrative need ends and then destroy.
    • Administrative Correspondence: Incoming and outgoing business-related correspondence created in the course of administering agency functions and programs. Administrative correspondence documents work assigned, work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is essential to a core function of another series should follow the retention period for that series. Retention: Retain for [x] years and then destroy.
    • Executive Correspondence: Incoming and outgoing non-transitory, business-related correspondence of the director or executive. These records document executive decisions made regarding agency interests and provide unique information relating to the functions, policies, procedures or programs of an agency. Retention: Permanent. Retain for x] years and then transfer to DC Archives for permanent retention.