Record Retention Schedules

State Agency Records Retention Schedules

Details: Category: Record Retention Schedules

What are Record Retention Schedules?

Record Retention Schedules are lists of record types, organized by function and then by record title. Each schedule lists the authorized retention period for that record type.

Retention requirements are based on the content of the information, not the format. These schedules apply to all records regardless of how they were created or where they are stored. This includes:

Physical records (paper files, maps, photos).
Digital formats (databases, spreadsheets, digital images).
Communication (emails, text messages, and instant messaging).

Email is not a record type itself; it is a delivery format. Whether an email must be kept—and for how long—depends on the subject matter of the message. For specific guidance on managing your electronic correspondence, please refer to the Email Management Policy (PDF). Check out our Email FAQs for more detailed information.

Our current retention schedules (below) apply regardless of which office produces the record. See the example below of grant management records. This type of record could be created by many different offices, but will be governed the same across the state government.

How Long to Keep Your Records

When can records be destroyed? Your agency is legally authorized to destroy records once they have reached the end of the time period established in these schedules (W.S. 9-2-411).

Can we keep them longer? Yes, but use caution. While you may continue to house records for your own reference, remember that:
- They are discoverable: If you still have it, it can be used as legal evidence.
- They are costly: Storing unnecessary records is expensive and inefficient.

Permanent and Archival Records

Elected and appointed officials (and their staff) are legally responsible for working with the State Archivist to preserve Wyoming’s historical government records.

Identification: Our archivists are available to help you determine which of your records have long-term historical value.
Storage Options: Records designated as "Permanent" can remain in your agency's custody or be formally transferred to the State Archives for professional preservation.
Get Assistance: To discuss record value, arrange onsite assistance, or coordinate a transfer, please contact us at (307) 777-7826.

Records Involved in Litigation

If records are involved in pending or active litigation, they must not be destroyed, even if they have reached their scheduled retention date.

Legal Hold: Retain all related records until the litigation is fully settled and the legal hold is lifted.
Policy Requirement: Your agency should have internal "legal hold" procedures in place to immediately pause the destruction of records when litigation is anticipated or filed.

How Do I Use the Records Retention Schedules?

Get an introduction

If you’re new to managing your office’s records, start by contacting your Records Analyst. Our staff can help you understand the retention schedules which apply to your records. They can also train you to use our RIMS online system to manage your records.

Below is a 10 minute video, "How Do I Know Which Retention Schedules to Use?"

Sample record retention schedule:

Event codes. Click on the orange icon below to see a list of the abbreviations noting the length of time which particular records must be retained. An example is “CP 10” above.

Event Codes
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