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Determining Retention Storage Eligibility 

To determine whether a box of records is eligible for retention storage, calculate the date through which the records must be retained. 

  1. Identify the required retention period for the record series from the retention schedule. 
  1. Determine when the retention period begins: 
  • For some record series, retention begins on the end date of the records in the box. 
  • For some record series, retention begins on the first day of the next fiscal year following the end date. 
  • For some record series, retention begins on the first day of the next calendar year following the end date. 

Refer to the Remarks section of the retention schedule to determine which retention trigger applies. If neither fiscal year nor calendar year is specified, use the actual end date of the records. 

  1. Add the retention period to the retention start date to determine the retention completion date. 

Determining Eligibility

After calculating the retention completion date: 

  • If the retention completion date has already passed, the required retention period has been met. The records may be eligible for destruction if they have no remaining administrative, legal, fiscal, or historical value. 
  • If the retention completion date is within two years of the retention calculation date, the records have not yet completed their retention period and are not eligible for storage in the Records Management storage facility. The department should retain the records until the retention period has been met and then assess them for destruction. 
  • If the retention completion date is more than two years from the retention calculation date, the records are eligible for storage in the Records Management storage facility. 

Records with Administrative Value

If the retention period on the retention schedule is blank, the retention requirement is Administrative Value. 

Administrative Value means the department determines how long to retain the records based on their business purpose and ongoing usefulness. Once the records have fulfilled their purpose and have no other administrative, legal, fiscal, or historical value, they may be assessed for destruction. 

Records types that have an Administrative Value retention requirement are not eligible for retention storage in the Records Management storage facility. 

Need Assistance?

Contact Records Management for assistance with calculating retention storage eligibility or for guidance and training on the proper destruction of records in any format.