Does It Stay or Does It Go? Retention and Disposal Schedules Revised
School Advisor, 2007 Issue No. 2

The Michigan Department of History, Arts and Libraries published revised retention and disposal schedules. As a result, the General Retention Schedule for Public Schools (Education Bulletin No. 522) was approved September 5, 2006 and supersedes Bulletin 522 that was approved on March 18, 1997. A copy is available on MDE’s website under School Administration/Publications and Reports.

Records can exist in a wide variety of formats, including paper, maps, photographs, digital images, e-mail messages, databases, etc. The retention periods listed on the general retention schedule do not specify the format in which the record may exist since each school district may choose to retain its records using different recording media. The general retention schedules establish minimum retention periods for common records in case they are created. The general retention schedules do not mandate that records be created.

The retention period ends when the value of records ceases to exist. The retention periods were determined based upon how long records have operational/administrative, fiscal, legal, and/or historical/archival value.

Sometimes multiple offices possess copies of the same record. Only the “office of record” is responsible for following the retention period that is specified. Duplicates do not need to be retained.

Records that are not listed on the Retention and Disposal Schedule for Public Schools cannot be lawfully destroyed without the authorization of an approved Retention and Disposal Schedule. Instructions and forms are available at http://www.michigan.gov/recordsmanagement/.