State Government Records Retention Schedules

Records Retention Schedules list the records created, used and maintained by state agency personnel, along with retention and disposal information for those records. Retention Schedules for Kentucky State Agencies are approved by the State Archives and Records Commission.

All of Kentucky’s state government personnel should use the General Schedule for State Agencies. This Schedule covers common records created by all or most state agencies. Examples of these types of records are payroll or personnel records, budgeting records, fiscal records, correspondence or meeting minutes. State agency staff should also use the General Schedule for Electronic and Related Records, which covers records that are created because an agency uses computers or computer systems. Examples of these types of records are system documentation, network logs or backup tapes.

 General Schedules:

 Approved

Latest Revision

 General Schedule for State Agencies

December 2011

March 2013

 General Schedule for Electronic and Related Records

June 2002 

March 2006

Most state agency personnel will also use a Retention Schedule specific to their agency. This agency-specific schedule covers records that are not on the General Schedule for State Agencies or records that agencies must keep for a longer period of time than required on the General Schedule.

Agency Specific Schedules:

Approved

Latest Revision

Agriculture, Department of

 

December 2011

 December 2013

Auditor of Public Accounts

March 2001

December 2013

Economic Development Cabinet [Includes Department for Business Development]

October 1975

December 2009

January 1976

June 2011

Education and Workforce Development Cabinet

December 2011

September 2005

 

September 2012

 September 2014

March 2011

 December 2013

December 2011

 

September 2014

 

December 2011

 

March 2014

 

March 2011

September 2012

June 2012

March 1981

November 1986

April 1981

September 1994

June 2003

 

March 2012

June 2012

 

June 2009

 September 2013

Energy and Environment Cabinet

 (Includes Office of General Counsel)

September 2012

 

September 1994

 

March 2014

 

June 2006

 September 2013

December 1992

 

June 2002

 

Varies by Division

September 2010

June 1994

 

June 2010

 

Finance and Adminstration Cabinet [Includes Office of Administrative Services; Commonwealth Office of Technology; Office of the Controller; Department of Facilities and Support Services; Division of Fleet Management; Office of General Counsel] 

Varies

June 2014

December 2011

 

December 1999

March 2003

December 2005

 

December 2010

 

September 2011

 

March 1988

 

General Government

 

 

March 2010

 

March 2010

 

December 2009

 

March 2014

 

December 2007

June 2008

March 2010

 

September 2012

 

September 1978

December 1989

December 2009

 

December 2011

 

December 1994

 

March 2009

 

June 2013

 

March 2010

 

March 2008

 

June 2010

June 2011

March 2007

 

September 1995

 

June 1994

September 2005

March 2008

 

September 2013

 

June 2013

 

  • Real Estate Appraisers, Board of

 

March 2013

June 2014

September 2012

December 2012

September 1983

 

Governor, Office of the

 

 

March 1994

September 2009

September 2011

 

September 1992

 

June 1978

March 2006

June 2008

December 2011

October 1982

June 2008

December 2011

September 2012

Health and Family Services, Cabinet for [Includes Office of the Secretary; Office of Administration and Technology Services; Cancer Commission; Office of Communications and Administrative Review; Office of Legal Services; Social Insurance; Social Services]

December 1976

March 2012

March 2012

 

March 2012

 

September 2012

 

December 1976

September 2014

March 2003

 

September 2007

 

March 2007

 

June 1991

June 2003

March 2008

 

June 2006

 September 2014

Judicial Branch

 

 

September 1989

December 1990

September 1994

 

February 2006

July 2010

June 1990

Justice and Public Safety Cabinet [Includes Grants Management Branch; Office of Investigations; Office of the Secretary; General Counsel; Office of Legal Services; Office of the State Medical Examiner]

Varies

September 2013

September 2009

September 2014

September 2010

 

September 2008

 

December 2008

March 2013

September 2009

December 2011

September 1980

March 2002

June 2009

June 2014

Labor Cabinet [Includes Office of the Inspector General; Department of Workers' Claims; Department of Workplace Standards]

Vary

September 2007

September 2013

 

June 1994

June 2001

Law, Department of

 

 

June 2000

December 2013

September 1989

 

Legislative Branch

 

 

September 1994

 

December 1988

December 2013

Lieutenant Governor, Office of the

December 1980

 

Personnel Cabinet

 

March 2013

September 2014

Public Protection Cabinet

 

 

June 2009

 

September 2007

 

December 1999

September 2006

June 2010

 

June 2010

 June 2012

June 2010

 December 2012

March 2012

 

December 2008

December 2012

June 2005

September 2014

June 2012

 

September 2013

 

Secretary of State, Office of the

June 2010

 December 2013

Tourism, Arts and Heritage Cabinet

 

 

December 1990

December 2013

December 2010

 

September 1978

 

September 2013

March 2009

March 2012

June 2011

 September 2011

December 2009

March 2013

March 1989

 

June 2011

 

Transportation Cabinet

Varies

September 2014

Treasury, Department of the

 

September 1999

December 2013

University Model, State [The State University Model Records Retention Schedule applies to Kentucky's public universities and to KCTCS institutions. Some universities have posted versions of this schedule on their respective websites reflecting differences in nomenclature for certain scheduled records. Retention periods should not differ. If university personnel have questions, they should contact the appropriate records officer on their campus.]

March 2011

September 2014

 

For questions about state agency Records Retention Schedules, contact Jim Cundy, 502.564.8300 ext. 237 or Jim.Cundy@ky.gov

effective Dec. 2

502.564.1703

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