Help Using Records Retention Schedules

Basics of Records Retention

Agencies can only destroy or transfer records in accordance with an approved records retention schedule.

State agencies submit proposed changes to their agency-specific records retention schedule to Washington State Archives for review prior to approval.

Washington State Archives coordinates the changes to records retention schedules that apply to more than one agency in consultation with agencies.

Records retention schedules are approved by:

• State Records Committee for state government agencies (including higher education).
• Local Records Committee for local governments (counties, cities/towns, special purpose districts).

Records retention schedules specify minimum retention requirements and are based on agency business needs, statutory requirements, and legal/audit accountability requirements.

Archival designations are determined by Washington State Archives.

Agencies are responsible for applying the approved records retention schedules.

Agencies must retain records for at least the minimum retention requirements specified in the records retention schedule.

Records must not be destroyed if:

• Designated as “Archival (Permanent Retention)”.
• Designated as “Archival (Appraisal Required)” until appraised by Washington State Archives.
• Subject to ongoing or reasonably anticipated litigation.
• Subject to an existing public records request.

Washington State Archives strongly recommends that agencies:

• Destroy/transfer records at the end of minimum retention period for the efficient and effective use of agency resources.
• Document the destruction/transfer of their records.

• What Are Records Retention Schedules?
• What Are Records Series?
• How Are Records Retention Periods Determined?
• What is an Archival Record?
• What is a Non-Archival Record?

Help Finding the Right Retention

• How to Navigate Records Retention Schedules
• How to Determine the Correct Records Series
• How to Choose Between Multiple Records Series
• Searching Techniques for Records Retention Schedules Video (3 minutes)

Schedule Version Changes

• How to Research Previous Retention Schedules

Strategies for Applying Retention Schedule Updates

Destruction or transfer of public records needs to follow the records retention requirements in effect at the time that the agency is destroying/transferring the records.

Before getting rid of the records, agencies need to update their existing retention information (such as DANs, retention periods, future destruction dates, etc.) to reflect current records retention schedules.

Hare are two approaches to updating retention information:

Update Now - As soon as a records retention schedule has been revised

Using the "Summary of Changes" that accompanies each retention schedule revision as a guide, go through the agency's existing retentions retention information and update as necessary.

PROS:

• Keeps agency retention information consistently up-to-date
• Takes advantage of reduced requirements when retention periods are shortened
• Lowers risk of destroying records too soon when retention periods are increased

CONS:

• Requires initial work upfront each time a retention schedule is revised

Update Later - As records become eligible for destruction/transfer under retention requirements applied earlier

When agency records become eligible for destruction/transfer based on the originally applied retention information, check whether the retention requirement has changed.

PROS:

• Reduces work upfront each time a retention schedule is updated

CONS:

• Increases risk of destroying/transferring records prematurely if retention requirements have increased
• Increases risk of retaining records longer than necessary if retention periods have been reduced

Last Updated: October 2026