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Introduction
The retention schedule does not prescribe the method of destruction (shredding, burning, landfills, etc.), however,
record series with a disposition of Destroy securely contain confidential data. These records should be destroyed
under the supervision of a competent person(s) designated (or appointed) to ensure that no records fall into
unauthorized hands and that the data cannot be reconstructed.
When records, open or confidential, have been destroyed by decay, vermin, fire, water or other means making their
remains illegible, the custodian of records may dispose of the remains after verification and documentation by the
Local Records Program, Office of the Secretary of State.
Preservation of Permanent Records
A fundamental, yet often neglected obligation of local government is to care for the permanent records it
generates and receives regardless of format. The records, both electronic and physical, that have been identified
as permanent require special handling and storage if they are to be preserved. The continuous interaction
between a physical record's medium: paper, magnetic tape, film, etc. -and the quality of the environment in which
it is kept-temperature, humidity, light, and air-determines the severity and rate of its deterioration. For electronic
records the concerns include media decay, hardware/software obsolescence, and migration of data into the
current standard: PDF-A, TIF, etc.
By imaging permanently valuable records, local governments can generate durable microfilm for preservation and
disaster recovery, while also maintaining an electronic version for access. When microfilmed, processed, and
maintained to archival specifications, a master negative will ensure that permanently valuable records are
preserved for generations to come (microfilm has an estimated shelf life of over 500 years). Microfilm that meets
the standards outlined here is eligible to be stored by the Missouri State Archives at no cost.
The Missouri Local Records Grant program can provide financial assistance in the form of grants-in-aid to
supplement local funds for preservation initiatives, such as archival supplies, shelving and preservation
microfilming.
Reformatting Standards
In accordance with RSMo 109.241.4, the Local Records Board has adopted the following standards for microfilm
and digitized records. To be in compliance for image permanence, microfilm must conform to the technical
standards outlined in the Guidelines for Microfilming Public Records, drafted by the Local Records Program and
available on the Secretary of State’s website at: http://www.sos.mo.gov/archives/pubs/mfmg. To ensure the
permanence of electronic records and digitized records, electronic records management systems must meet the
standards outlined in the most current version of ISO 15489. Certification that records have been reformatted in
accordance with these standards should be maintained locally and classified under General Records Retention
Schedule “GS 018 Records Management Records.”
A Note about Retention Periods
This schedule provides minimum retentions. Local authorities may choose to keep a particular series or record
for a longer period of time. It should be kept in mind, however, that a record kept beyond its listed retention must
be made available for inspection upon request.
The point at which a retention period begins is termed a cutoff, or trigger. Typically this is on a regular cycle—the
end of the calendar year, the end of the fiscal year, etc. This is the period of the inactive record. A traditional
example of this would be the period when records are boxed and removed from active file cabinets and work
areas.
When determining cutoffs, a good rubric is outlined in DoD 5015.02 “Electronic Records Management Software
Applications Design Criteria Standard”:
A. retention periods of less than 1 Year, the cutoff is equal to the retention period;
B. retention periods of 1 Year, or more, the cutoff is at the end of the fiscal or calendar year;
C. for records with a retention period based on an event or action, the cutoff is the date the action is
completed;
D. for records with a retention period based on a specific time period after an event or action, apply the
retention period after the action is complete.
Retention Definitions:
COA=Completion of Audit. Note that COA is coupled with a lot of 5-year entries to help encourage regular
audits. Not all jurisdictions are required to have audits by statute. Audits for some municipalities are governed by