Managing Volunteer Records
How Long Do Volunteer Records Need to Be Kept?
Retention for volunteer records is the same as employee records and is based on the function/purpose of the record.
Examples of the retention for typical volunteer records include:
| Function/Purpose | Retention |
|---|---|
| Background checks, hiring/recruitment efforts, and unsuccessful applications | 3 Years After Position Filled/Recruitment Effort Terminated (Non-Archival) Recruitment (DAN GS50-04B-22) Source: Local Government Common Records Retention Schedule (CORE) 3 Years After Completion of Recruitment/Hiring Process (Non-Archival) Recruitment (DAN GS 03012) Source: State Government General Records Retention Schedule |
| Schedule/contact information changes | Until Superseded (Non-Archival) Employees - Routine Administrative Transactions Source: Local Government Common Records Retention Schedule (CORE) Until Superseded (Non-Archival) Personnel - Routine Transactions (DAN GS 03055) Source: State Government General Records Retention Schedule |
| Staff Development/Training | 6 Years After Separation from Agency (Non-Archival) Training Records - Employee (DAN GS 22003 / GS2024-030) Source: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE) |
| Work history (successful applications, assessments, eligibility requirements, etc.) | 6 Years After Separation from Agency and No Longer Needed for Agency Business (Including Retirement Benefit Verification) (Non-Archival) Employee Work History (DAN GS50-04B-06) Source: Local Government Common Records Retention Schedule (CORE) 6 Years After Date of Separation from Agency (Non-Archival) Personnel - Employment History Files (DAN GS 03042) Source: State Government General Records Retention Schedule |
Last Updated: July 2026