RECORDS RETENTION SCHEDULE WORKSHEET STATE OF CONNECTICUT
Form RC-050W (Revised 01/2010) Connecticut State Library
Office of the Public Records Administrator
231 Capitol Avenue, Hartford, CT 06106
1. The agency Records Management Liaison Officer (RMLO) should use this form to develop a new records retention schedule or to revise an existing schedule. Upon completion, e-mail
this form to the Office of the Public Records Administrator. Staff will work with the agency to complete the Records Retention Schedule (Form RC-050).
2. Group all records by records series (similar or related records arranged under a single filing system or kept together as a unit because they relate to a particular subject or result from
the same activity). Do not list individual documents or forms. The table will expand to accommodate all information entered.
(a) SERIES NUMBER: Use this column to denote a unique number for each records series. Number each series in sequence beginning with “1.” Do not list items from the general
schedules on this worksheet.
(b) RECORDS SERIES TITLE: Use an accurate title for each records series. If there are similar records series, the title should distinguish between them (e.g. “Reports, Annual vs.
Reports, Monthly.” Spell out every word in a records series title, including acronyms which can change or have multiple meanings.
(c) DESCRIPTION: Include a description of the types of forms and other documents included in the records series (e.g. “Including but not limited to: applications, correspondence,
evaluations, and vouchers”).
(d) APPROVED RETENTION PERIOD: The retention period is the shortest amount of time an agency must maintain the records to fulfill the legal, fiscal, and administrative
requirements governing the records. Retention periods should be as specific as possible. Use terms that denote a precise period of time (e.g. “2 years from date of application”).
Permanent records are records that must be maintained in perpetuity because of enduring legal or historical value. Please note that records with a permanent retention period cannot
be stored at the State Records Center. If you believe a record should be maintained permanently outside the office, contact the State Archivist to appraise the record for possible
transfer to the Connecticut State Archives (records will receive the designation of “permanent/archival”).
i) Office (A): Records that are still active (e.g., records used on a consistent and regular basis) should be maintained in the office.
ii) Off-site (B): Records that are semi-active or inactive (e.g., records used infrequently, but still have administrative or fiscal value) should be transferred to a records center, such
as a central agency file, the State Records Center, or a commercial vendor.
iii) Total (A + B): The combined retention period of office and off-site. The total amount of time the record must be retained.
(e) NOTES & CITATIONS: Use this column for information relevant to the records series, such as legal citations or other information that may determine the retention period or affect
the records, such as Freedom of Information Act (FOIA) exemptions or for confidentiality.
AGENCY: ADDRESS: This schedule is: original
DIVISION / UNIT: RMLO: PHONE: If revised, previous retention
SERIES RECORDS SERIES APPROVED RETENTION PERIOD NOTES &
NUMBER TITLE Office (A) Off-site (B) Total (A + B)
4. Press “Tab” to add another row
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