State Records Management

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General Retention & Disposition Schedules

The general records retention and disposition schedule(s) specifies how long to keep records common to most agencies, identifies records that have permanent value and authorizes the disposal of nonpermanent records at specified times. This schedule is mandated for institutions subject to the Administrative Code of 1929, agencies under the Governor's jurisdiction and entities that use the State Records Center.

Management directives, manuals and information technology bulletins provide additional detail for managing agency records.

All commonwealth employees share responsibility for managing commonwealth records. And all records, regardless of physical format, must be identified and assigned retention periods. Records that do not appear on an approved schedule may not be purged or destroyed without Executive Board approval.

General Administrative Retention and Disposition Schedule [M210.9] (PDF, 128 KB)

Personnel Records Retention and Disposition Schedule [M505.4] (PDF, 40 KB)

General Accounting Records Retention and Disposition Schedule (PDF, 683 KB)

Agencies also have agency-specific retention and disposition schedules approved by the Executive Board which set retention and disposition for records relating to the agency. To receive a copy of your agency's retention and disposition schedule, contact your agency records coordinator.

If you need further assistance, please contact us at Ra-staterecordsmgmt@pa.gov.

Forms and Directives

	Name
	Authorized Personnel Form
Document Title:	Authorized Personnel Form
	Authorized Personnel Form Instructions
Document Title:
	File Plan Template
Document Title:
	M210.1
Document Title:	Commonwealth of PA Employee Records Management Manual
	M210.7
Document Title:	Manual on the Commonwealth Records Management program
	MD210.5
Document Title:	Commonwealth of PA State Records Management Program
	STD-56
Document Title:	Records Action Requests Summary and Deletion
	STD-59
Document Title:	Records Transfer List
	STD-59-GS
Document Title:
	STD-59-P79
Document Title:	Personnel Records Transfer Lists
	STD-61
Document Title:	Reference Request
	STD-62
Document Title:	Records Disposal Report
	STD-64
Document Title:	Records Action Request:Addition or Amendment to Records Retention and Disposition Schedules
	STD-64 Instructions
Document Title:	Records Action Request: Addition or Amendment to Records Instructions
	STD-65
Document Title:	Microfilm Requirement Analysis
	STD-66
Document Title:	Request to Acquire Microfilm Equipment