Record Retention Schedule Change Form

This Retention Schedule Change Request Form is a governance tool used to propose and approve updates to a records retention schedule. It captures the division, the requestor, the record series title and description, the requested change, and the reason, such as a legal, business, or audit requirement. It routes for signatures by the division or department manager, the records administrator, and legal, and sets the effective date in schedules or policy. By formalizing approvals, it supports records retention schedule requirements, general retention schedules, and special records retention, and helps maintain public trust and transparency under public records laws.

Organizations use this form after they conduct an inventory and document a records inventory worksheet (for example, STD 70) or an inventory form SSARC-960. That inventory records media type, file location, years covered, reference status, and informs how to define retention periods. Changes often address administrative, legal, and fiscal value; important or vital record status; personally identifiable information and confidential records; and retention period considerations that lead to disposition instructions.

Disposition may include transfer to a state records center, archives transfer to state archives under a state archivist, or authorization to dispose, including witnessed destruction. If records are lost or accidentally destroyed, a notification form and notification to archives may be required. Always consult your legal team and align with regulatory agencies and industry standards.

Implementation typically involves a records management coordinator (and assistant coordinator), a records officer designation form, and procedures that include schedule implementation for onboarding and offboarding. For electronic records and EDMS, address email records, electronic mail records, social media records, metadata categories, file naming conventions, personal digital devices, privacy concerns, security concerns, and the 3-2-1 rule for backups. If digitization replaces paper, apply digitization standards, faithful digitized reproduction, quality control, and trustworthy systems. Review annually, renew every five years when required, and document amendments and revisions with a summary of changes during organizational change or updating due to digitization.

Jurisdictions vary: some use a records retention schedule form STD 73 (with STD 73 cover page) and calrim review via the CALRIM website, Athena database, government code section 12236, and State Administrative Manual Chapter 1600. Others use a disposal form SSARC-930, records center authorization list form, archives transfer form CSA-TL-01, or supplementary schedule and special authorization via a state records committee, local government records program, or state records appraisal program. Use cases include city and county records, special district schedule updates, the University System of Georgia records retention policies and procedures, and tribal cultural or research purposes. The life of a record, from creation to disposition, should be documented in the retention schedule process, records retention schedule approval procedure, approval number, approval date, and records retention schedule approval.

Proposal Kit can help teams assemble this form alongside related policies, develop retention schedules, and submit inventory and retention schedule documents. Its template library, document assembly, and AI Writer can produce supporting procedures and a retention schedule process, while automated line-item quoting helps scope services like records inventory, digitization, or EDMS implementation, making implementation in policies and procedures easier.

Beyond capturing approvals, this change request supports a broader records management program. It frames general records retention decisions by clarifying what a record is, organizing each record retention series with a record series description, and balancing legal, fiscal, and administrative needs. Teams document the retention period, the length of time, identify important records, and set disposition once retention is met, including authorization to destroy records, destroying paper records, transferring paper records, or transferring to the state records center.

When records are lost or destroyed, a lost or destroyed notification closes the loop. An annotated guide and records management training help staff manage drafts, oral histories, and ephemera, and store and classify confidential information and personally identifiable information.

Electronic data management systems and EDMS policies deserve equal attention. Many agencies move to electronic records, replacing paper originals. Selecting an EDMS should highlight the benefits of an EDMS, including trustworthy electronic data management, metadata, and management and preservation of digitized documents.

Procedures cover transferring electronic records, file formats for transfer, and quality checks. Policies should include instructions for onboarding and offboarding, require contact metadata, such as including phone numbers in email correspondence, and align with the organizational chart, assigning a records management coordinator and a records management assistant coordinator.

Governance requires a clear records retention schedule process. Use the records inventory worksheet STD 70 to conduct the inventory, then submit the schedule for review. Track updates by noting approval assigned, date set, and any replacement page or addendum when updating a retention schedule.

Implementing records retention schedules in written procedures helps save space, time, and money, maintains compliance with the Public Records Act and the State Records Management Act, and supports accountability expected by the California Secretary of State and similar authorities. The standardized program of accountability improves administrative value and legal value while ensuring confidential information and important records receive proper safeguards.

Proposal Kit can streamline this work. Teams can assemble the change request, build an annotated guide, and generate onboarding and EDMS procedures using its template library and AI Writer. Automated line-item quoting helps scope inventory, digitization, and schedule implementation services, making it easier to implement schedules in policies and keep approvals and submissions organized.

Further, the benefits of records management go beyond compliance. A disciplined change request process improves decision speed, reduces storage and discovery costs, and strengthens audit readiness. It also supports business continuity by identifying important records that must be available during disruptions.

Teams can apply simple criteria-does the record enable core services, prove rights or obligations, or document financial transactions- to prioritize protection and retention. Clear labeling of confidential information and mapping each record to its owner, system, and retention period make downstream disposition and transfer decisions faster and safer.

To sustain results, include schedule implementation in policies. Translate each approved change into procedures for everyday work, assign roles, and embed steps in onboarding and offboarding checklists. Reference filing practices for both paper and electronic systems, and specify where evidence of disposition is stored. Routine refresher briefings and quick-reference job aids help staff recognize which records are official and how to handle them from creation through disposition.

Finally, make the records retention schedule approval process clear. Standardize submission, review, and sign-off milestones; document the rationale for changes; and publish the effective date so departments can adjust workflows. Track approvals and versions so users know which schedule governs today's operations. When the process is clear and repeatable, managers gain confidence to request updates promptly, and leadership gains assurance that the organization is managing information responsibly.

How do you write a Record Retention Schedule Change Form document?

Retention Schedule Change Request Form

Division/Department: Insert division or department name. Name of Requestor: Insert name of person requesting change. Type of Record (Name): Insert type of record to be changed. Change Request: (Complete information regarding the request for change).

Reason for Change to Retention Schedule: (in the space below provide an explanation for the change, i.e. legal, business, or audit requirement.

Approved By:

Division / Department Manager

PRINTED NAME Division / Department Manager. AUTHORIZED SIGNATURE DATE Records Administrator.

PRINTED NAME Records Administrator

AUTHORIZED SIGNATURE DATE

PRINTED NAME Legal

AUTHORIZED SIGNATURE DATE Change Effective in Schedules or Policy: DATE.