GS #6: County Clerks retention schedule.

These reports are produced in accordance with the terms of union contracts. They are used by supervisors to adjust overtime assignments of staff to balance the number of hours worked.

DTMB General Schedule #6 (County Clerks), item 6.119; approved 6/2/2026

These records document hazardous chemicals to which employees may be exposed. They contain safety and health information about the chemicals. Refer to Michigan Occupational Safety and Health Administration (MIOSHA) Part 470 "Employee Medical Records and Trade Secrets" for additional information.

DTMB General Schedule #6 (County Clerks), item 6.120; approved 6/2/2026

These records document requests that are received from citizens who want to be heard by the county commission. They may relate to events, street closings, contract protests, complaints, requests for hearings, investigations, rallies, etc. These records may be in the form of correspondence or application forms. Depending upon the issue, they may need to be reviewed by another county department (in which case a report may be generated and retained as part of the record series). Some requests may need to be approved by the county commission (with or without conditions).

DTMB General Schedule #6 (County Clerks), item 6.205; approved 6/2/2026

These records document applications from residents who are interested in serving on a county board, committee, commission, etc. If they are appointed, this record will become part of the member file (see item #6.206).

DTMB General Schedule #6 (County Clerks), item 6.207; approved 6/2/2026

These records list who served on a particular board, committee, commission, etc., and the dates of their term as a member of the public body.

DTMB General Schedule #6 (County Clerks), item 6.208; approved 6/2/2026

These records document public officials who are required to sign an oath of office. They identify if officials are appointed, and whether they signed an oath.

DTMB General Schedule #6 (County Clerks), item 6.209; approved 6/2/2026

These records document individual bonds acquired by officers before entering upon the duties of office, per MCL 45.319. The bond is required to be deposited with the treasurer. Each treasurer required by a county board of commissioners to give an individual bond before entering upon the duties of office is required to deposit his or her bond with the county clerk.

DTMB General Schedule #6 (County Clerks), item 6.210; approved 6/2/2026; MCL 45.319

These records document the legal framework for operations of the county’s government. It defines boundaries, how the county operates on a daily basis, the responsibilities and authority of various public officials, and regulations that are adopted by the county commission. The document is revised over time, however superseded versions will be retained permanently as an historical record.

DTMB General Schedule #6 (County Clerks), item 6.211; approved 6/2/2026

These records document all codified ordinances enacted by the county commission. They may include the text of the ordinance, public notices and vote sheets. A copy of these records may be compiled into a published codebook and database. Note: if the approved ordinance is retained in the agenda packet (see item #6.200), separate ordinance files do not need to be retained in addition.

DTMB General Schedule #6 (County Clerks), item 6.212; approved 6/2/2026

These records document resolutions that are adopted by the county commission. They may include the language of the resolution, supporting documentation, etc.

DTMB General Schedule #6 (County Clerks), item 6.213; approved 6/2/2026

These records document the budget that is approved by the county commission. It contains revenues, expenditures and allocations for each department. They may include the final version and supplemental versions, revisions or amendments that are approved for each fiscal year. Note: if the approved budget is retained in the agenda packet (see item #6.200), separate budget files do not need to be retained in addition.

DTMB General Schedule #6 (County Clerks), item 6.214; approved 6/2/2026

These records document annual reports prepared by departments that are submitted to the county administrative office for compilation into a single annual report of the county’s activities. The official copy of the departmental reports, as well as the compiled report, are maintained by the clerk for the board of commissioners. If a department prepares an annual report, but does not submit it, that report must be retained permanently by the department. Note: if the annual report is retained in the agenda packet (see item #6.200), separate reports do not need to be retained in addition.

DTMB General Schedule #6 (County Clerks), item 6.215; approved 6/2/2026

These records document public notices that may be required to be published by statute, local ordinance or grant requirement. These records serve as evidence that the county provided public notice of elections, hearings, ordinance enactments or revisions, police auctions, bids, etc. in local news media. They may include Affidavits of Publication, clippings, copies of the printer’s bill/invoice, etc. The county’s finance or accounting office is the official record keeper for the billing records. These records may be retained with the other records that pertain to the event listed in the public notice.

DTMB General Schedule #6 (County Clerks), item 6.216; approved 6/2/2026

If logs floating down a waterway end up on land and the landowner incurs expenses to remove the logs, all damages incurred by the landowner shall be a lien upon the logs. If the logs are sold by a court officer, the officer files a certificate and sworn statement regarding the sale of the logs with the county clerk where the sale occurred. MCL 426.160 (10).

DTMB General Schedule #6 (County Clerks), item 6.300; approved 6/2/2026; MCL 426.160 (10)

These records document surety bonds obtained by individuals applying to become a notary public.

DTMB General Schedule #6 (County Clerks), item 6.301; approved 6/2/2026

These records document individuals who applied to become a notary public. The Office of the Great Seal maintains notary public records permanently.

DTMB General Schedule #6 (County Clerks), item 6.302; approved 6/2/2026

These records document individuals who apply for a concealed pistol license, per MCL 28.425.

DTMB General Schedule #6 (County Clerks), item 6.303; approved 6/2/2026; MCL 28.425

These records document companies that operate ferries.

DTMB General Schedule #6 (County Clerks), item 6.304; approved 6/2/2026

These records document applications for a passport that are sent by the county clerk to the passport agency.

DTMB General Schedule #6 (County Clerks), item 6.305; approved 6/2/2026

These records document people who own, conduct or transact business, or maintain an office or place of business in the county under a name, designation or style other than their legal name, per MCL 445.1 - 445.5. They are used to verify that the assumed name is not already used for another business.

DTMB General Schedule #6 (County Clerks), item 6.306; approved 6/2/2026; MCL 445.1 - 445.5

These records document people who are joined in co-partnership in the county under a specific name, designation or style.

DTMB General Schedule #6 (County Clerks), item 6.307; approved 6/2/2026

These records document the dissolution of a co-partnership or business under an assumed name.

DTMB General Schedule #6 (County Clerks), item 6.309; approved 6/2/2026

These records list the people with businesses under an assumed name or a co-partnership.

DTMB General Schedule #6 (County Clerks), item 6.310; approved 6/2/2026

These records document county-owned cemeteries. They identify purchasers and occupiers of lots and burials. They may include maps, indexes, burial transit permits, certificates of title for burial rights, purchaser information, deeds for lots, deceased individual information, perpetual care and grounds records, interment and disinterment orders, etc.

DTMB General Schedule #6 (County Clerks), item 6.400; approved 6/2/2026

These records document the ownership of county property. They include rights of way, easements, deeds, restrictive covenants, vacated properties, warranty deeds, quit claim deeds, annexations, detachments, interlocal agreements, incorporations, etc. Supporting documents may include land surveys, maps and drawings, plans, correspondence, legal property descriptions, agreements, resolutions, bond documentation, title insurance, etc. The county register of deeds will maintain copies of some of these records.

DTMB General Schedule #6 (County Clerks), item 6.401; approved 6/2/2026

These records document property owners who are eligible for various tax credits (such as farmland preservation, enterprise zone, etc.). These credits are approved by the Michigan Department of Treasury, but they are also reviewed by various township departments and public bodies. These files may include applications, legal property descriptions, indexes, etc.

DTMB General Schedule #6 (County Clerks), item 6.402; approved 6/2/2026

These records document the allocation of millage funds by the County Tax Allocation Board, unless it has been established by a vote of the people (called a fixed millage rate or a separate tax limitation issue). These records include the budgets that are reviewed and approved by the board, including all municipalities desiring millage--if separate from the Board of Commissioners, correspondence, session minutes, and notices including preliminary and final allocation (per MCL 211.206).

DTMB General Schedule #6 (County Clerks), item 6.403; approved 6/2/2026; MCL 211.206

These records document how property inside a geographic zone may be used, how infractions are handled, how variances are granted and how appeals are heard.

DTMB General Schedule #6 (County Clerks), item 6.404; approved 6/2/2026

These records document legal opinions issued by the county’s legal counsel.

DTMB General Schedule #6 (County Clerks), item 6.502; approved 6/2/2026

These files document all vehicles owned by the county. They may include the registration, title, repair orders, documentation of all maintenance work that is performed, inspections, etc.

DTMB General Schedule #6 (County Clerks), item 6.503; approved 6/2/2026

These records document the location of traffic control devices and traffic control signals. They may address speed limits, parking, signs, etc. They are issued by the Michigan Department of Transportation and/or county road commissions in compliance with MCL 257.71.

DTMB General Schedule #6 (County Clerks), item 6.504; approved 6/2/2026; MCL 257.71

County clerks serve as the local registrar for vital records (births, deaths, marriages, divorces), and are obligated to receive, file, and retain vital records for that purpose. These records include indexes and other access tools. (MCL 333.2814-333.2815). If Counties cannot retain these records permanently, they are encouraged to transfer records to the Archives of Michigan by order of the State Vital Records Registrar.

DTMB General Schedule #6 (County Clerks), item 6.600; approved 6/2/2026; MCL 333.2814-333.2815

These record document requests to receive a certified copy of a vital record. They may include signed releases, applications, face sheets, payment and refund documentation, notarized confirmations, etc.

DTMB General Schedule #6 (County Clerks), item 6.601; approved 6/2/2026

These records document a special census that was conducted by the county or local entities within the county.

DTMB General Schedule #6 (County Clerks), item 6.602; approved 6/2/2026

These records document the process by which immigrants become naturalized citizens of the United States. See also, General Schedule #15.315

DTMB General Schedule #6 (County Clerks), item 6.603; approved 6/2/2026

These records document veterans who received a peddler license.

DTMB General Schedule #6 (County Clerks), item 6.604; approved 6/2/2026

The Report of Separation from the Armed Forces of the United States (DD-214) is used to document the dates of active service and the character of the release for individual veterans. Counties are encouraged to contact the Archives of Michigan for assistance if they cannot retain these records permanently.

DTMB General Schedule #6 (County Clerks), item 6.605; approved 6/2/2026

These records document the burial arrangements for indigent veterans who die within the county.

DTMB General Schedule #6 (County Clerks), item 6.606; approved 6/2/2026

These records document the annual activity of corporations operating within the county. Note: these records need to be sent to the Michigan Department of Licensing and Regulatory Affairs, Corporations Division.

DTMB General Schedule #6 (County Clerks), item 6.900; approved 6/2/2026

These records document the formation of corporations operating within the county. Note: these records need to be sent to the Michigan Department of Licensing and Regulatory Affairs, Corporations Division.

DTMB General Schedule #6 (County Clerks), item 6.901; approved 6/2/2026

These records document property owners within a locality.

DTMB General Schedule #6 (County Clerks), item 6.902; approved 6/2/2026

These records document the analysis of property in the county to determine if they have been equally and uniformly assessed. These are copies, and the original reports are retained by the Equalization Department.

DTMB General Schedule #6 (County Clerks), item 6.903; approved 6/2/2026

These records document marks that were used by logging companies to brand their property and declare ownership.

DTMB General Schedule #6 (County Clerks), item 6.904; approved 6/2/2026

These records document medical information supplied by couples prior to obtaining a marriage license. Michigan law no longer requires the creation of these records. They may be attached to the marriage application.

DTMB General Schedule #6 (County Clerks), item 6.905; approved 6/2/2026

These records document the registration of medical professionals to practice within the county. They may include a Dentist Registration Record, Medical Practitioner, Medical Registration Certificates, Nurses Registration Record, Physician Registration Record, Veterinarian Registration Record, etc.

DTMB General Schedule #6 (County Clerks), item 6.906; approved 6/2/2026

These records document news articles about the county or the clerk’s office. The articles may be collected by a news service vendor. They may include clippings and indexes.

DTMB General Schedule #6 (County Clerks), item 6.907; approved 6/2/2026

These records document which non-court records the county destroyed and when they were destroyed. They confirm that destruction was authorized by an approved Retention and Disposal Schedule. Certificates of Records Disposal were submitted to the Archives of Michigan for review and approval until May 13, 2004. However, this is no longer required. Destruction of court records maintained by the clerk still must be authorized by an order signed by the chief judge pursuant to MCR 8.119(K). These records may include certificates, orders, logs, supporting documentation, etc.

DTMB General Schedule #6 (County Clerks), item 6.908; approved 6/2/2026