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 6/6/2023

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 6/6/2023

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 6/6/2023

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 6/6/2023

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 6/6/2023

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 include, but may not be limited to, registration forms, attendance sheets, correspondence, planning notes, and participant surveys and evaluations. Note: specific state or federal laws or regulations may require that these records be kept longer to document compliance with education requirements about certain topics. If so, agencies should comply with those laws and regulations.

DTMB General Schedule #35 (Administrative Records), item 35.105; approved 6/6/2023

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 6/6/2023

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 6/6/2023

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 6/6/2023

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 6/6/2023

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 6/6/2023

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 memoranda. They do not include the official litigation files maintained by the local government’s legal counsel.

DTMB General Schedule #35 (Administrative Records), item 35.111; approved 6/6/2023

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 15.269)

DTMB General Schedule #35 (Administrative Records), item 35.112; approved 6/6/2023

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 6/6/2023

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 6/6/2023

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 6/6/2023

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 non-record.

DTMB General Schedule #35 (Administrative Records), item 35.116; approved 6/6/2023

These records document periodic progress reports (narrative and/or statistical) that are prepared by employees or offices about their duties and activities, and that are submitted to supervisors or managers.

DTMB General Schedule #35 (Administrative Records), item 35.117; approved 6/6/2023

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 manuals, process maps and analyses, and supporting documentation.

DTMB General Schedule #35 (Administrative Records), item 35.118; approved 6/6/2023

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, appointment letters, resumes, biographies, photographs, correspondence, disclosure documents, and supporting documentation.

DTMB General Schedule #35 (Administrative Records), item 35.119; approved 6/6/2023

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, and public relations materials.

DTMB General Schedule #35 (Administrative Records), item 35.120; approved 6/6/2023

These records document contact information for individuals or organizations with whom the local government agency communicates. They may be used to generate labels or other documents. They may contain name, email address, mailing address, phone numbers and other contact information.

DTMB General Schedule #35 (Administrative Records), item 35.121; approved 6/6/2023

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 6/6/2023

These records document the surveillance of property for security purposes. They may include, but may not be limited to, video recordings.

DTMB General Schedule #35 (Administrative Records), item 35.123; approved 6/6/2023

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 exercises, speaker notes, and user instructions. Note: specific state or federal laws or regulations may require that these records be kept longer to document compliance with education requirements about certain topics. If so, agencies should comply with those laws and regulations.

DTMB General Schedule #35 (Administrative Records), item 35.124; approved 6/6/2023

These records document local government activities that have temporary value and do not need to be retained once their intended purpose has been fulfilled. They may include, but may not be limited to, routine requests for information that require no: administrative action, policy decision, special compilation of research; requests or matters that are addressed by creating other records; and reminders.

DTMB General Schedule #35 (Administrative Records), item 35.125; approved 6/6/2023

These records document who visited a particular office, what entity that person represented, which employee or office was visited, when they arrived, and when they left. They may be used to track visitor statistics and/or for security purposes.

DTMB General Schedule #35 (Administrative Records), item 35.126; approved 6/6/2023