GS #35: Administrative Records retention schedule.

These records document various topics, issues, projects, or activities that a local government agency or employee is involved in. They may include, but may not be limited to, topical reference files about issues, strategic planning files for the agency or specific initiatives, special project files, budget documents, audit documents, and development files for policies, press releases, publications, and forms. Document types may include topical correspondence, memoranda, reports, research, articles, meeting notes, and related background materials.

DTMB General Schedule #35 (Administrative Records), item 35.100; approved 8/18/2026

These records document an individual employee's work-related meetings, assignments, and tasks. They may include, but may not be limited to, appointments, meetings, calendars, and planners.

DTMB General Schedule #35 (Administrative Records), item 35.101; approved 8/18/2026

These records document correspondence received or sent that is not pertinent to an active project, matter, or case being handled by the local government. They may include, but may not be limited to, requests for information that do require administrative action, a policy decision, special compilation of research, analysis, or referral correspondence. This series also includes correspondence indexing and tracking tools.

DTMB General Schedule #35 (Administrative Records), item 35.102; approved 8/18/2026

These records document when an individual or entity delegates its authority to conduct or approve an action or activity to another individual or entity. They may include, but may not be limited to, correspondence and supporting documentation.

DTMB General Schedule #35 (Administrative Records), item 35.103; approved 8/18/2026

These records document the amount of money that is appropriated for each account or line item for the current and previous fiscal years for the department. They may include, but may not be limited to, budget requests, statistics, budget amendments, budget summaries, and balance sheets.

DTMB General Schedule #35 (Administrative Records), item 35.104; approved 8/18/2026

These records document the planning and logistics for events (routine or special), training, workshops, seminars, conferences, symposiums, informational meetings, etc. They may document arrangements with speakers, facilities, catering, registrations, participant feedback, etc. They may

DTMB General Schedule #35 (Administrative Records), item 35.105; approved 8/18/2026

These records document each form or template used by an agency. They may include, but may not be limited to, approved versions of the forms and templates, and requests to create or revised forms and templates.

DTMB General Schedule #35 (Administrative Records), item 35.106; approved 8/18/2026

These records document requests for information and public records maintained by local government agencies. They may include requests for information, correspondence, a copy of the information released, and billing documentation. (MCL 15.233 (2))

DTMB General Schedule #35 (Administrative Records), item 35.107; approved 8/18/2026

These records document grants that were applied for, but were not received. They may have reference value for preparing future grant applications. They may include, but may not be limited to, application forms, budget proposals, letters of support, narrative plans, and supporting documentation.

DTMB General Schedule #35 (Administrative Records), item 35.108; approved 8/18/2026

These records document grants that are received by the office from state, federal and private agencies. They may include applications, budgets, worksheets, adjustments, plans, rules and regulations, award letters, committee records, staffing sheets with account numbers, grant evaluation and monitoring reports, audits, and periodic progress reports.

DTMB General Schedule #35 (Administrative Records), item 35.109; approved 8/18/2026

These records document local government agency involvement in the legislative process both at the local, state, and federal levels. They may include, but may not be limited to, copies of proposed local ordinances or resolutions, copies of proposed House and Senate bills, analyses, program bulletins, and correspondence. They do not include the records maintained by the governing body.

DTMB General Schedule #35 (Administrative Records), item 35.110; approved 8/18/2026

These records document litigation that the local government is a party to. They may include, but may not be limited to, pleadings and filings made with courts, decisions from courts, correspondence and communications, discovery materials, transcripts, legal holds, and

DTMB General Schedule #35 (Administrative Records), item 35.111; approved 8/18/2026

These records document the official activities of public bodies that are subject to the provisions of the Open Meetings Act. They may include, but may not be limited to, audio and video recordings of meetings of a public body. (MCL 15.269a(2))

DTMB General Schedule #35 (Administrative Records), item 35.112; approved 8/18/2026

These records document meetings of employees that are internal to local government. They may include, but may not be limited to, meeting minutes, agendas, recordings, and distribution materials.

DTMB General Schedule #35 (Administrative Records), item 35.113; approved 8/18/2026

These records document the posting of notices that a public meeting will be held in compliance with the Open Meetings Act (MCL 15.265). They may include, but may not be limited to, posted notices of any meeting, including annual schedules and special meetings.

DTMB General Schedule #35 (Administrative Records), item 35.114; approved 8/18/2026

These records document the official activities of public bodies that are subject to the provisions of the Open Meetings Act (such as official governing boards, commissions, committees, advisory boards, task forces or other legislatively mandated decision-making bodies). They may include, but may not be limited to, approved meeting minutes, agendas, audio and video recordings, and other supporting documentation related to closed meeting sessions only.

DTMB General Schedule #35 (Administrative Records), item 35.115; approved 8/18/2026

These records document the official activities of public bodies that are subject to the provisions of the Open Meetings Act (such as official governing boards, commissions, committees, advisory boards, task forces or other legislatively mandated decision-making bodies). They may include, but may not be limited to, approved meeting minutes, agendas, and other supporting documentation. The clerk may retain the official copy of the agenda packets and the minutes. If so, the department's copy would be a duplicate.

DTMB General Schedule #35 (Administrative Records), item 35.116; approved 8/18/2026

These records document the duties and activities of employees or offices, and their performance or progress on assignments, plans, goals, and objectives, as well as actions related to special and unplanned events. They may be submitted to supervisors, managers, governing bodies, and the public. They may include, but may not be limited to, periodic progress reports containing narrative and/or statistical information.

DTMB General Schedule #35 (Administrative Records), item 35.117; approved 8/18/2026

These records document local government agency expectations for employee conduct and customer interaction, public conduct when receiving services, roles and responsibilities, standards for operation, procedures, and activities of an office, etc. They may include, but may not be limited to, policies, procedures, orders, regulations, circulars, policy memos, information sheets, standards, instructions, user

DTMB General Schedule #35 (Administrative Records), item 35.118; approved 8/18/2026

These records document individuals who are elected, selected, or appointed to serve as a member of a public body (such as a board, council, or commission). They may include, but may not be limited to, applications, appointment or denial correspondence, resumes, biographies, photographs, correspondence, disclosure documents, and supporting documentation.

DTMB General Schedule #35 (Administrative Records), item 35.119; approved 8/18/2026

These records document publications that are developed by local governments that are used to distribute information to the public or publicize local government activities. They may include, but may not be limited to, brochures, pamphlets, training materials, reports, fact sheets, books, magazines, newsletters, calendars, maps, posters,

DTMB General Schedule #35 (Administrative Records), item 35.120; approved 8/18/2026

These records document contact information for individuals or organizations with whom the local government agency communicates. They may be used to distribute information or to generate mailing labels, form letters, and other documents. They may contain names, email addresses, mailing addresses, phone numbers, and other contact information. They may include, but may not be limited to, rosters, directories, mailing lists, and contact lists.

DTMB General Schedule #35 (Administrative Records), item 35.121; approved 8/18/2026

These records document events and activities of the government agency. They may include, but may not be limited to, photographs, audio-video recordings, news clippings, certificates, awards, and memorabilia.

DTMB General Schedule #35 (Administrative Records), item 35.122; approved 8/18/2026

These records document security or surveillance audio and/or video that is recorded, but no incident that requires further action occurs, and evidentiary audio and video recordings (as defined by MCL 780.312(2)) that are not relevant to a formal complaint. An “incident” may include, but may not be limited to, a distinct, often unplanned occurrence, event, or reportable event that disrupts normal operations, causes damage, or violates policies. They may include, but may not be limited to, recordings captured by any type of device located on or within vehicles, buildings, traffic signals, lampposts, people, service animals, robots, drones, underwater devices, and other locations or objects.

DTMB General Schedule #35 (Administrative Records), item 35.123; approved 8/18/2026

These records document the content of training, education and information programs offered by local government agencies, as well as speeches and presentations delivered by local government employees. These programs may include workshops, seminars, conferences, symposiums, informational meetings, online training, etc. The records may include, but may not be limited to, presentations, audio-video content, manuals, guidance documents, tip sheets, handouts, class

DTMB General Schedule #35 (Administrative Records), item 35.124; approved 8/18/2026

These records are not necessary to document the final decisions or actions taken by a government agency while conducting a business process, and they are not needed as evidence of the performance of an official function. They may include, but may not be limited to, records created or received for short-term use that have temporary, trivial, convenience, or reference value

DTMB General Schedule #35 (Administrative Records), item 35.125; approved 8/18/2026

These records document the arrival and departure of visitors and/or employees to a particular office. They may be used to track visitor statistics and/or to monitor security of the office. They may include, but may not be limited to, identification card scan data, logs, and registers. They may identify the person’s name, what entity that person represented, which employee or office was visited, door used, when they arrived, and when they departed.

DTMB General Schedule #35 (Administrative Records), item 35.126; approved 8/18/2026

These records document statements that are distributed by a government agency to the news media for sharing information with the public. They may include, but may not be limited to, official news releases.

DTMB General Schedule #35 (Administrative Records), item 35.127; approved 8/18/2026