State Agency Records Management

The State Archivist has prepared general retention and disposition schedules that give state agencies the legal authorization to retain and dispose of common kinds of records created by state government. The schedules list the permanently valuable records that should be retained and properly protected. They also provide the timetables that will allow agency officials to legally dispose of records of non-permanent value. The Records Management Manual is available online to state agency and higher education officials. For records that are not included in the manual, state agencies must develop retention schedules with the archives to authorize legal retention and destruction of those records. We encourage state agencies to contact the State Archives for any specific questions about records retention.

State Government Agencies (Part I - Schedules 1-7 and 9-16): The General Records Schedules have been expanded to include most records which are common to most state government agencies, except higher education agencies.

Higher Education Agencies (Part I - Schedule 8): Schedule 8 is applicable only to higher education agencies and includes all records series common to most higher education agencies.

Both Manuals: Include general guidelines on technology record keeping formats, i.e. e-mail. We also provide instructions for identifying and developing a schedule for your "unique" records. The Introduction, Records Scheduling and Disposal Procedures and Standards, and Part II - Appendices apply to all state and higher education agencies.

State agencies are encouraged to familiarize themselves with CRS 23-40-1104 (link is to external website; PDF available below), which includes language specific to state agencies (excluding Higher Education) with reference to vendor selection for microfilming and digitization services.

Please contact us if you have any questions archivesrm@state.co.us.

NOTE: NO RECORD SHALL BE DESTROYED UNDER THIS SCHEDULE AUTHORITY SO LONG AS IT PERTAINS TO ANY PENDING LEGAL CASE, CLAIM, ACTION OR AUDIT.

State Agency Records Management Manual Index

The following records retention schedule will apply to the record copy, regardless of how it is stored (electronic, microfilm, digital image, paper, audio or video recording, etc.). If the record copy of a permanent record is stored in electronic format, carefully determine that the storage system is nonproprietary and that there is a capability to migrate these records to the next generation of technology.

 

Schedule No. 1 - Administrative Records

1-1.  Agency History Records
1-2
   Audit Reports

  1. Department Audit Reports
  2. Internal Audit Reports

1-3.  Boards, Commissions, Committees

  1. Appointments
  2. Committees
  3. Minutes and Supporting Documentation
  4. Notices of Meetings

1-4.  Colorado Open Records Act (CORA)

  1. Open Records Requests and Supporting Documentation
  2. Government Records Access Appeal Case Files

1-5.  Correspondence and General Documentation

  1. Enduring Long-Term Value
  2. Routine Value
  3. Transitory Value
  4. Email

1-6.  Forms Development Files

1-7.  Information Governance/Records Management

  1. Certificate of Record Disposal
  2. Public Record Registers
  3. Records Retention and Disposition Schedules

1-8. Legislative Records/Proposed Legislation

1-9. Performance Management Records

1-10. Policy and Procedures

  1. Policy and Procedures and Supporting Documentation
  2. Routine Operational Policies and Procedures

1-11. Publications

1-12. Reference Files

1-13. Rule-making Records

  1. Secretary of State Publications
  2. Agency/Board Rule-making Records
  3. Local Government Mandate Reports
  4. Executive Session Audio Recordings
  5. Judicial Review of Rule-making Records
  6. Administrative Hearings/decisions Issued by the Board as Authorized by Rule or Comparable Legal Authority

1-14. Working Papers and Other Preliminary Working Material

SCHEDULE NO. 2 - BUDGETING RECORDS

2-1. Annual Budget Reports
2-2. Block Grant Monthly Reports
2-3. Block Grant Yearly Reports
2-4. Budget Apportionment Files
2-5. Budget Work Papers
2-6. Budget Estimates and Justification Files
2-7. Budget Policy Files
2-8. Grant Case Files
2-9. Grant Control Files
2-10. Periodic Budget Reports
2-11. Unsuccessful Grant Application Files

SCHEDULE NO. 3 - CARTOGRAPHIC RECORDS

Cartographic records include maps (printed, automated, scanned and microfilmed), aerial photography, globes, models, raised relief maps, and remote sensing imagery. These records have a special place in preserving the history of Colorado and should be scheduled as part of an agency-specific schedule.

SCHEDULE NO. 4 - COMMUNICATIONS RECORDS

4-1. Mail Control Records
4-2. Messenger Service Records
4-3. State Mail and Delivery Service Receipts
4-4. Telecommunications Service Work Orders
4-5. Telecommunications Service Agreements
4-6. Telecommunications Service Records
4-7. Telecommunications Statistical Reports
4-8. Telephone Message Registers
4-9. Telephone Messages

SCHEDULE NO. 5 - DATA PROCESSING RECORDS

5-1. Activity Monitoring Records
5-2. Batch/Data Entry Control Forms
5-3. Computer Hardware Maintenance Records
5-4. Computer Job Schedules and Reports
5-5. Computer Produced Output Reports
5-6. Computer Utilization and Billing Reports
5-7. Data Processing Planning Records
5-8. Documentation
5-9. Programs and Job Control Language

SCHEDULE NO. 6 - FACILITY MANAGEMENT RECORDS

6-1. Americans With Disabilities Act (ADA) Files
6-2. Appraisal Files
6-3. As-Built Construction Plans and Specifications
6-4. Building and Equipment Service Files
6-5. Construction Budget Requests
6-6. Construction Plans In-Review
6-7. Construction Project Case Files
6-8. Facilities Management Guidelines
6-9. Maintenance Work Orders
6-10. Natural Disaster and Damage Survey of Public Buildings
6-11. Space Utilization Reports
6-12. Under-Construction Plans and Specifications

SCHEDULE NO. 7 - FINANCIAL RECORDS

  1. PROCUREMENT RECORDS
    1. Canceled Solicitation Files
    2. Contract Controversies and Appeals Files
    3. Contract and Purchase Order Files
    4. Leasing Contract Files
    5. Purchase Requisitions for amounts below purchase order threshold.
    6. Real Property Acquisition Files
    7. Successful Bids and Proposals
    8. Expendable-Supply Management Files
    9. Tax Exemption Files
    10. Unsuccessful Offers (Bids and Proposals)
    11. Electronic Records on BIDS
    12. Protest and Appeal Records
  2. BOND DOCUMENTS
    1. Bond Official Transcripts
    2. Bond Registration Files
    3. Bonds, Notes and Coupons Paid
    4. State General Obligation Bonds
    5. State Revenue Bonds/Notes 
  3. BUDGET RECORDS
    1. Coded Long Bill
    2. Budget Document
    3. Budget Work Papers
    4. Annual Budget Reports
    5. Appropriation Documents
  4. CASH MANAGEMENT
    1. Bank Records
    2. Cash and Credit Card Receipts
    3. Deposits with State Treasurer
    4. EFT Authorizations
    5. External Bank Account Authorization
    6. Payment Logs/EFT and Warrant
    7. Warrant Reconciliation
    8. Warrant/Cancelled
    9. Warrant/Lost
  5. CONTRACTS
    1. State Contracts
    2. State Controller Delegation Authority Letters
    3. Agency Signature Authority Forms
  6. EXPENDITURES
    1. Employee Travel Reimbursement Vouchers and Records
    2. Expenditure Accounting General Correspondence and Control Files
    3. Federal 1099 Records
    4. Inter-departmental Transfers
    5. Petty Cash Records
    6. Procurement Card Records
    7. Vouchers for the Purchase of Goods and Services
  7. FEDERAL AID BILLING (FAB)
  8. FIXED ASSETS
    1. Fixed Assets (FAA)
    2. Physical inventory records
    3. Depreciation schedules
    4. Acquisition of fixed assets records
    5. Disposal of fixed assets records
    6. Acquisition/disposal of real property
  9. GENERAL LEDGER
    1. Adjusting Journal Entries
  10. GRANT FILES
  11. INVENTORY CONTROL (INV)
  12. LABOR DATA COLLECTION (LDC)
  13. PROJECTS (PRJ)
  14. REVENUE/ACCOUNTS RECEIVABLE 
    1. Accounts Receivable Invoices
    2. Loan Records
    3. Receipt Books
    4. Revenue Contracts
    5. Taxpayer Records
  15. SECURITY RECORDS
    1. Delegated Security Memorandum of Understanding
    2. Individual Employee Profiles

 

SCHEDULE NO. 8 - HIGHER EDUCATION

Introduction and General Matters, Application of Schedule

  • 1.  GOVERNING BOARD
    • 1-1. Governing Board Meeting Minutes
  • 2. PRESIDENT'S OFFICE
    • 2-2. Administrative Files
    • 2-3. Meeting Minutes of President's Executive Staff
    • 2-4. Resource Files 
  • 3. PROVOSTS AND VICE PRESIDENTS
    • 3-1. Administrative Correspondence
    • 3-2. Administrative Files
  • 4. ADMINISTRATIVE SERVICES
    • 4-2. Administrative Staff Meeting Minutes
    • 4-3. Administrative Bulletins
    • 4-4. Administrative Regulations
    • 4-5. Annual Reports
    • 4-6. Attorney General Opinions
    • 4-7. Calendars
    • 4-8. Central Supply Request
    • 4-9. Committee Files
    • 4-10. Computer Utilization Summaries
    • 4-11. Conferences, Workshops, and Seminars file (College or University Sponsored)
    • 4-12. Deeds and Leases to College or University Property
    • 4-13. Grant Files (Active and Inactive)
    • 4-14. General Correspondence and Reference
    • 4-15. Information Technology Plans
    • 4-16. Internal Management Policy and Procedure
    • 4-17. Legislative Reference Files
    • 4-18. Litigation Case Files
    • 4-19. Mailing Lists
    • 4-20. Management Information Reports
    • 4-21. Organization Charts
    • 4-22. Permanent Building or Land Improvement
    • 4-23. Photographs
    • 4-24. Property Inventories
    • 4-25. Public Relations
    • 4-26. Publications
    • 4-27. Reading File
    • 4-28. Records Disposition Files
    • 4-29. Speeches
    • 4-30. Surveys/Maps
    • 4-31. Telephone Logs
    • 4-32. Telephone Bills
    • 4-33. Work Order Request File
    • 4-34. Work Reports
  • 5. PERSONNEL (HUMAN RESOURCES)
    • 5-1. Affirmative Action Plans and Progress Reports
    • 5-2. Dual Employment File
    • 5-3. Employer Status Reports (Unemployment Compensation)
    • 5-4. Employment Applications (Not Hired)
    • 5-5. Employment Data Analysis by Sex and Race
    • 5-6. Equal Employment Opportunity Report
    • 5-7. Equal Employment Opportunity Reporting and Personnel Research Forms
    • 5-8. Faculty Contracts (Full and Part Time)
    • 5-9. Job Announcements (Vacancies)
    • 5-10. Job Classifications
    • 5-11. Leave Records
    • 5-12. Leave Slips
    • 5-13. Log and Summary of Occupational Injuries and Illnesses
    • 5-14. Personnel Administrative File
    • 5-15. Personnel Files (Active and Terminated)
    • 5-16. Personnel Policies and Procedures
    • 5-17. Statewide Personnel Information and Reporting System
    • 5-18. Time and Attendance Records
    • 5-19. Vacancies File
    • 5-20. Test Papers & Examination Instruments
  • 7. PAYROLL
    • 7-1. Computer Output Reports from Payroll Financial Data Bases (Non-Permanent)
    • 7-2. Computer Output Reports from Payroll Financial Data Base (Permanent)
    • 7-3. Electronic Funds Transfer Authorizations
    • 7-4. Employer Contribution Report
    • 7-5. Health, Dental, and Optional Life Insurance Reports
    • 7-6. Payroll Adjustment Forms
    • 7-7. Savings Bond Deductions File
    • 7-8. Table Report (Payroll)
    • 7-9. Workers' Compensation Insurance Files
  • 8. INTERNAL AUDITING
    • 8-1. Internal Audit Report
    • 8-2. Working Papers
  • 9. STUDENT AFFAIRS (REGISTRAR)
    • 9-1. Continuing Education Student Records
    • 9-2. Degree Applications
    • 9-3. Grade Sheet/Reports
    • 9-4. Graduation Files
    • 9-5. Identification Card Applications for Matriculated Students
    • 9-6. Identification Card Applications for Non-Matriculated Students
    • 9-7. Identification Card Receipt Books
    • 9-8. International Identification Card Applications
    • 9-9. Monthly Receipts for Monies Received for Transcripts
    • 9-10. Official Transcripts (Graduate and Undergraduate)
    • 9-11. Registration Files
    • 9-12. Scholarship and Other Institutional Financial Aid Programs Files
    • 9-13. Student Admission and Enrollment Files
    • 9-14. Student Cumulative Files 
    • 9-15. Student Financial Aid Records
    • 9-16. Transcript Requests
    • 9-17. Visiting Scholars Information Files
  • 10. ACADEMIC AFFAIRS
    • 10-1. Administrative File/Correspondence (Academic Deans and Department Chairpersons)
    • 10-2. Meeting Minutes (Academic Deans and Department Chairpersons)
    • 10-3. Photographs/Slides/Posters
    • 10-4. Thesis and Dissertation
  • 11. ATHLETIC DEPARTMENT
    • 11-1. Concession/Lease Agreements
    • 11-2. Equipment Files
    • 11-3. Recruiting Files
    • 11-4. Scrapbooks
    • 11-5. Sports Information
    • 11-6. Ticket Applications
    • 11-7. Ticket Records
    • 11-8. Training Room Medical Records (Active and Inactive)
  • 12. INSTITUTIONAL DEVELOPMENT AND RESEARCH
    • 12-1. Appropriation Request File
    • 12-2. Foundation Files
    • 12-3. Gift Files
    • 12-4. Project Grant Awards and Contracts
  • 13. LIBRARY SERVICES
    • 13-1. Book/Publication Disposal Record
    • 13-2. Interlibrary Loan Request Records (Processed and Unprocessed)
    • 13-3. Library Fines and Fees
    • 13-4. Manual and On-Line Library Card Catalog (Books, Periodicals, and Other Publications)
    • 13-5. Newspaper and Manuscript Collection
    • 13-6. Photo Duplication Request Forms
    • 13-7. Request Cards
  • 14. STUDENT HEALTH
    • 14-1. Student Medical Records
    • 14-2. Physician Appointment Schedules/Books
    • 14-3. Student Health Services Telephone
    • 14-4. Student Health Census

SCHEDULE NO. 9 - MOTOR POOL MAINTENANCE AND OPERATIONS RECORDS

  • 9-1. Automobile Titles
  • 9-2. Certificates of Mileage
  • 9-3. Fuel Sales Tickets
  • 9-4. Insurance Adjuster's Estimates
  • 9-5. Manufacturer's Statement of Origins
  • 9-6. Motor Pool Cost Files
  • 9-7. Motor Pool Public Employee Operational Files
  • 9-8. Motor Pool Release Files
  • 9-9. Motor Pool Vehicle Maintenance Files
  • 9-10. Motor Pool Vehicle Trip Logs
  • 9-11. Vehicle Registration Certificates
  • 9-12. Vehicle Repair Work Order
  • 9-13. Automated Fuel Pump Logs
  • 9-14. Vehicle Scheduling Logs and Reports

SCHEDULE NO. 10 - PAYROLL RECORDS

  • 10-1. Administrative Payroll Reports
  • 10-2. Budget Authorization Reference
  • 10-3. Deduction and Other Earning Registers
  • 10-4. Electronic Funds Transfer (EFT) Authorizations
  • 10-5. Employee Benefit Matching Money Report
  • 10-6. Final Time Summary Report
  • 10-7. Full-Time Employee Report
  • 10-8. Garnishments
  • 10-9. Income Tax Exemptions and Withholdings Certificates
  • 10-10. Insurance Deduction Files
  • 10-11. Leave Adjustment Reports
  • 10-12. Leave Applications
  • 10-13. Leave Category Changes
  • 10-14. Leave Summary Report
  • 10-15. Notices of Payroll Action
  • 10-16. Payroll Register
  • 10-17. Preliminary Payroll Files
  • 10-18. Retirement Benefits Assistance Files
  • 10-19. Retirement Files
  • 10-20. Savings Bond Purchase Files
  • 10-21. Savings Bond Purchase Summary
  • 10-22. Taxable Wage Earning Reports
  • 10-23. Time and Attendance Reports
  • 10-24. Wage Survey Files
  • 10-25. Workers' Compensation Insurance Files

SCHEDULE NO. 11 - PERSONNEL RECORDS

  • 11-1. Adverse Action Files
  • 11-2. Agency Personnel Files for Permanent Employees
  • 11-3. Agency Personnel Files for Temporary Employees
  • 11-4. Answers and Score Sheets
  • 11-5. Eligibility List
  • 11-6. Conflict of Interest Files
  • 11-7. Course Announcement Files (Training or Educational)
  • 11-8. Employee Assistance Files (C-SEAP)
  • 11-9. Employee Awards Files
  • 11-10. Employee Record Cards (Cardex)
  • 11-11. Employee Training Records
  • 11-12. Employment Applications (Not Hired)
  • 11-13. Equal Employment Opportunity/Affirmative Action Plans
  • 11-14. Equal Employment Opportunity Compliance Review Files
  • 11-15. Equal Employment Opportunity Discrimination Complaint Case Files
  • 11-16. Equal Employment Opportunity Statistics Files
  • 11-17. Employees Performance Appraisals
  • 11-18. Financial Disclosure Reports (SES)
  • 11-19. Grievance/Appeal Files
  • 11-20. Incentive Awards Program Reports
  • 11-21. Individual Health Record Files
  • 11-22. Interview Records
  • 11-23. Job Announcements (Vacancies)
  • 11-24. Job Classifications
  • 11-25. Job Swap or Career Mobility Files
  • 11-26. Labor-Management Relations Files
  • 11-27. Leave Records
  • 11-28. Leave Slips
  • 11-29. Length of Service and Sick Leave Files
  • 11-30. Letters of Employee Commendation
  • 11-31. Log and Summary of Occupational Injuries and Illnesses
  • 11-32. Merit Employee Performance-Related Records (Human Services)
  • 11-33. Merit Promotion Case Files
  • 11-34. Notice of Proposed Action for Unacceptable Employee Performance
  • 11-35. Personal Injury Case Files
  • 11-36. Personnel Operations Statistical Reports
  • 11-37. Personnel Rules
  • 11-38. Position Change Requests and Authorizations
  • 11-39. Position Classification Appeal Files
  • 11-40. Position Classification Inspection and Audit Files
  • 11-41. Position Classification Standards Files
  • 11-42. Position Classification Survey Studies
  • 11-43. Position Descriptions (PDQ)
  • 11-44. Recruitment Files
  • 11-45. Requests for Approval of Overtime
  • 11-46. Salary Survey
  • 11-47. Standards of Conduct Files
  • 11-48. Time and Attendance Records (Part-Time Employees)
  • 11-49. Training Aids
  • 11-50. Training Conference and Courses Files
  • 11-51. Training Contracts
  • 11-52.Verification of Employment Eligibility (I-9)

SCHEDULE NO. 12 - PRINTING RECORDS

  • 12-1. Control Files
  • 12-2. Plate, Negatives, and Art Work Files
  • 12-3. Printing Project Files

SCHEDULE NO. 13

**Deleted Section** (Purchasing Records now covered under Schedule 7.

 

SCHEDULE NO. 14 - PROPERTY RECORDS

  • 14-1. Declaration of Surplus Property
  • 14-2. Property Disposal Case Files
  • 14-3. Real Property Sale Files
  • 14-4. Surplus Property Case Files

SCHEDULE NO. 15 - PUBLIC AFFAIRS RECORDS

  • 15-1. Agency Commendation Files
  • 15-2. Complaint/Informant Files
  • 15-3. Indexes and Check Lists
  • 15-4. Information Project Files
  • 15-5. Press Releases
  • 15-6. Press Service Files
  • 15-7. Public Relations Files
  • 15-8. Open Records Requests and Supporting Documentation (CORA)

SCHEDULE NO. 16 - SECURITY SERVICES RECORDS

  • 16-1. Departmental Recovery Reports
  • 16-2. Disaster Planning Files
  • 16-3. Guard Assignment Files
  • 16-4. Guard Service Control Files
  • 16-5. Guard Service Reports
  • 16-6. Insurance Reports
  • 16-7. Key Accountability Files
  • 16-8. Liability Insurance Policy Files
  • 16-9. Liability Risk Management Case Files
  • 16-10. Loss Control Inspection Reports
  • 16-11. Personnel Security Clearance Status Files
  • 16-12. Property Insurance Policy Files
  • 16-13. Security Logs and Registers - Individual Guard Posts
  • 16-14. Security Logs and Registers - Master Office
  • 16-15. Visitor Control Files
  • 16-16. Visitor Control Files for Areas of Maximum Security
  • 16-17. Recordings and Images Related to Security – Public Areas

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Agency Specific and Unique Schedules