Massachusetts Statewide Records Retention Schedule .Massachusetts . Statewide Records Retention Schedule

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  • Massachusetts Statewide Records Retention Schedule

    01-11

    A publication of the Records Conservation Board produced in conjunction with the

    Massachusetts Archives and the Supervisor of Records

    2011 Edition As amended through April 6, 2011

    Expiration Date In effect until superseded

    www.sec.state.ma.us/arc/arcrmu/rmuidx.htm

    http://www.sec.state.ma.us/arc/arcrmu/rmuidx.htm

  • Summary of Contents

    Introduction............................................................................................................35 Revisions to the Current Edition ..........................................................................37 Important Points ....................................................................................................41 Special Notes ...........................................................................................................43 The Records Conservation Board ........................................................................45 Glossary of Special Terms.....................................................................................47 Sample File Plan.....................................................................................................49 Forms.......................................................................................................................51 A Administration and Records in Common........................................................63 B Legal and Regulatory.........................................................................................75 C Facilities, Transportation, and Construction ..................................................95 D Fiscal................................................................................................................. 119 E Personnel .......................................................................................................... 127 F Information and Records Management ........................................................ 133 G Secretary of State ............................................................................................ 143 H Education ......................................................................................................... 159 I Environment and Energy ................................................................................ 167 J Public Safety ..................................................................................................... 179 K Health and Human Services........................................................................... 197 L Revenue and Taxation .................................................................................... 215 M Labor and Workforce .................................................................................... 247 N Massachusetts Port Authority ....................................................................... 257 O Department of Youth Services....................................................................... 273 Appendix: Electronic Records Management Guidelines ............................... 279

  • Table of Contents Introduction............................................................................................................35 Revisions to the Current Edition..........................................................................37 Important Points ....................................................................................................41 Special Notes ...........................................................................................................43 The Records Conservation Board ........................................................................45 Glossary of Special Terms.....................................................................................47 Sample File Plan.....................................................................................................49 Forms.......................................................................................................................51 RCB-2 Application for Destruction Permission...................................................................................................51 RCB 2-T Application for Transfer Permission ....................................................................................................53 RCB-1E Application for Electronic Systems Information Plan .........................................................................55 RCB-2E Application for Scanning and Destruction Permission ........................................................................57 RCB-2M Application for Microfilming and Destruction Permission ................................................................59 RCB-4 Records Liaison Officer Designation........................................................................................................61

    A Administration and Records in Common........................................................63 A1 Program Development and Review....................................................................................................................63 1 Program Establishment, Development Records .......................................................................................................63 2 Annual and Summary Reports Records....................................................................................................................63 3 Program Plans and Planning Records.......................................................................................................................63 4 Reorganization, Relocation, and Closing Records....................................................................................................63 5 Accreditation Records ..............................................................................................................................................63 6 Disaster Planning Records........................................................................................................................................64 7 Commemorations and Historical Anniversary Records............................................................................................64 8 Program Historical Articles and Clippings ...............................................................................................................64 9 Artifacts and Memorabilia ........................................................................................................................................64 A2 Legislation and Policy..........................................................................................................................................64 1 Informational Circulars.............................................................................................................................................64 2 Legal Letter Release Records ...................................................................................................................................64 3 Policy and Procedures Records ................................................................................................................................65 4 Executive Orders, Directives, and Bulletins Records ...............................................................................................65 5 Rules and Regulations Records ................................................................................................................................65 6 Legislation Records ..................................................................................................................................................65 7 Legislative Relations Records ..................................................................................................................................65 A3 Executive...............................................................................................................................................................65 1 Executives Correspondence/Subject Files...............................................................................................................65 2 Executives Briefing Files ........................................................................................................................................66 3 Elected Office Transition Files .................................................................................................................................66 A4 Committee ............................................................................................................................................................66 1 Committee Establishment, Charges, and Membership Records ...............................................................................66 2 Standing Committees, Councils, Boards, and Commissions Records ......................................................................66

  • 3 Committee Records ..................................................................................................................................................66 4 Board, Council, Committee Docketed Case Files ....................................................................................................66 5 Committee Members Records .................................................................................................................................67 6 Task Force Records ..................................................................................................................................................67 7 Staff Meeting Records ..............................................................................................................................................67 A5 Program Administration.....

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