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Retention Periods

Created: Monday, September 29, 2008 | Total records: 1602
Retention Periods used by the Massachusetts State Government.

CURRENT PAGE: 1 of 65. Records per page: 25. Add this database to your website	Order by: idFunctionSeries name (* =perm not required for destruction)Legal citationDisposition periodHardcopy retention requiredSeries numberDate last revised Per Page: 1510152550100
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id	Function	Series name (* =perm not required for destruction)	Legal citation	Disposition period	Hardcopy retention required	Series number	Date last revised
1	Administration.	Annual Report		After use, provided one mint copy is maintained permanently.	Yes	23.1	02/05/1993
2	Administration.	Audit Report	c.44, s.39	Permanent.	No	23.2	02/05/1993
3	Administration.	Bids for Contracts	c.30B	File with Contract Files, see 23.8 for retention period.	No	23.3	02/05/1993
4	Administration.	Bills Outstanding, Statement of		After completion of a satisfactory audit.	No	23.4	02/05/1993
5	Administration.	Budget Estimates		After use.	No	23.5	02/05/1993
6	Administration.	Cash Books		After completion of satisfactory audit.	No	23.6	02/05/1993
7	Administration.	Checks, cancelled	c.41, s.35	7 years, provided a satisfactory audit has been completed.	No	23.7	02/05/1993
8	Administration.	Contract Files	c.30B, c.260 ss.1, 2	7 years after fulfillment of contract, unless contract under seal, then 21 years unless retained by central purchasing officer, than after termination of contract.	No	23.8	02/05/1993
9	Administration.	Correspondence		2 years if no informational or evidential value.	No	23.9	02/05/1993
10	Administration.	Departmental Payments to Treasurer		After completion of satisfactory audit.	No	23.1	02/05/1993
11	Administration.	Equipment Inventory Form		Until superseded by next inventory.	No	23.11	02/05/1993
12	Administration.	Equipment Loan Report		After return of equipment.	No	23.12	02/05/1993
13	Administration.	Expenditures (estimated)		After use.	No	23.13	02/05/1993
14	Administration.	Insurance Policies		7 years after expiration of policy.	No	23.14	02/05/1993
15	Administration.	Invoices		1 year if record copy is kept centrally e.g., by Purchasing Agent, Accountant/Auditor. Otherwise, 7 years provided a satisfactory audit has been completed.	No	23.15	02/05/1993
16	Administration.	Invoice Warrants		After completion of satisfactory audit.	No	23.16	02/05/1993
17	Administration.	Minutes		Permanent if signed record copy, otherwise after use.	Yes	23.17	02/05/1993
18	Administration.	Payroll Sheets (Departmental)		After use.	No	23.18	02/05/1993
19	Administration.	Purchase Orders		1 year if record copy is kept centrally e.g., by Purchasing Agent. Otherwise, 7 years from date of termination, providing no litigation is pending.	No	23.19	02/05/1993
20	Administration.	Purchase Requisitions		After receipt of goods or services, if record copy is kept centrally e.g., by Purchasing Agent. Otherwise, 1 year after completion of satisfactory audit.	No	23.2	02/05/1993
21	Personnel.	Payroll, Quarterly Reports		1 year if record copy is kept centrally e.g., by Accountant/Auditor or Treasurer. Otherwise, 60 years.	No	23.21	02/05/1993
22	Administration.	Payroll, Registers		After audit, provided information is recorded in quarterly report. See Personnel, Payroll, Quarterly Reports (23.21).	No	23.22	02/05/1993
23	Administration.	Receipts (estimated annual)	c.41, s.59	After use.	No	23.23	02/05/1993
24	Administration.	Receipt Book		After completion of satisfactory audit.	No	23.24	02/05/1993
25	Administration.	Reserve Fund Transfer (RFT) Request	c.40, ss.5, 6	After completion of satisfactory audit.	No	23.25	02/05/1993