Record Retention Schedule Change Form

This retention schedule change request form helps an agency manage updates to its agency records retention schedule in a controlled, auditable process. A requester identifies the division or department, the type of record, and explains the proposed change to the retention period and disposition. The form routes to the Division/Department Manager, the Records Administrator, and legal counsel for approval, ensuring the change aligns with records management guidelines, federal or state statutes, and organizational policy. The result is an updated version of the agency's retention schedule applied in accordance with law and industry standards.

Use this process when programs create new record series, when electronic records replace paper, or when similar records should share the same retention period. Examples include annual reports, plans, organizational charts, meeting minutes, training materials, sign-in sheets, sound recordings, websites, surveys, transcripts, registration files, asset statements, related correspondence, and history files. Agencies determine whether a record relates to an immediate purpose, has a finite closure date, or possesses enduring legal, fiscal, or historical value.

Records determined administratively valuable but no longer needed may be retained through the fiscal year end or calendar year end. Records with archival value may get an archival code, such as an archival code R used by some state archives, for archival preservation, merit transfer, and long-term preservation following archival review and archival appraisals. Records that lack sufficient archival value may receive a shorter retention period. Public records containing personally identifiable information must follow security, access, and compliance requirements, including applicable disability act and health regulations.

The form supports documentation of the records series title, record subject, official record status, retention requirements, closure rules (last date of employment, project completion, or fiscal year), and any federal, state statutes, or regulations cited. The information services division or local records management division can consult on maintenance procedures, life cycle, media, and disposition, and may refer to state agencies' guidance, an archives commission, or a Texas State Library schedule as examples when appropriate. Agencies should submit additional information if needed so approvals can be evaluated, status updated, and changes implemented and managed across offices and units.

The Proposal Kit can streamline the preparation of this process. Its document assembly and template library help you create the form, the final report, and supporting letters and guidelines. Automated line-item quoting supports proposals for records management services. The AI Writer can write procedures, training materials, and policy documentation that connect to your plan, making implementation easier.

Expanding on the practical impact, business units should contact records management early to align operations with the agency records retention schedule. This reduces risk for the agency bearing compliance responsibility and keeps records maintained with clear retention periods listed for each record category. Some records must be preserved permanently when they possess historical or legal value; others are maintained only as long as needed and not longer required. Add a special note if a new law takes effect that changes a period mid-cycle, so the updated rule is defined and easy to reference.

Lifecycle triggers should be explicit. Administrative and employee records in a file often close on termination, completion, or verification of outcomes. State which information relating to programs, transactions, and services qualifies as the official papers and which copies a unit holds only for reference. Note the connection to the underlying program, establish the authority, and describe subsequent development needs before disposition.

Operational controls matter. Manage office and physical media with limited distribution where appropriate and document exceptions. For example, licenses, complaints, events records, positions and tenure files, agreements and letters, and compiled reports may all have different periods, ranging from short retention to permanent. Clarify who will implement changes, how the organization will communicate them, and when an exception applies for records generated outside routine procedures.

Proposal Kit can help teams implement these processes. Use its document assembly and template library to create a change request form, an approval letter, and an updated schedule with retention periods listed. The AI Writer can write procedures, special notes, and verification checklists tailored to each unit. Automated line-item quoting can support proposals for records management program development, helping organizations standardize retention rules and maintain compliance with clarity and consistency.

Further strengthen the process by formalizing governance. Create a cross-functional agreement that defines roles for the Records Administrator, legal, and business owners, including scope, definitions, and escalation paths for change requests. Conduct periodic audits and sampling to verify that records maintained align with the agency's retention schedule, that record series are correctly mapped to systems, and that electronic and physical files follow the same rules.

Build retention checkpoints into onboarding and offboarding, project closeout, and system decommissioning so closure events trigger timely disposition or archival. Establish metrics, such as cycle time from request to approval and percentage of records listed with verified retention periods, to drive accountability. Set clear exception criteria and documentation requirements, and schedule post-implementation reviews to ensure updates are embedded in procedures, training, and daily operations.

Writing the Record Retention Schedule Change Form document - The Narrative

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