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
Auditor of Public Accounts	March 2001	December 2008
Economic Development Cabinet [Includes Department for Business Development]	October 1975	December 2009
Financial Incentives, Department of	January 1976	June 2011
Education and Workforce Development Cabinet	December 2011
Deaf and Hard of Hearing, Commission on the	September 2005
Education, Department of	September 2012
Education Professional Standards Board	March 2011
Educational Television Authority	December 2011
Environmental Education Council	June 2006
Governor's Scholar's Program	December 2011
Libraries and Archives, Department for	Varies by Division	June 2011
Postsecondary Education, Council on	March 2011	September 2012
Proprietary Education, Commission on	June 2012
Teachers' Retirement System	March 1981	November 1986
Workforce Investment, Department for	April 1981	September 1994
Blind, Office for the	June 2003
Career and Technical Education, Office of	March 2012
Employment and Training, Office of	June 2012
Vocational Rehabilitation, Office of	June 2009
Energy and Environment Cabinet (Includes Office of General Counsel)	September 2012
Administrative Hearings, Office of	September 1994
Energy Development and Independence, Department for	June 1978
Environmental Protection, Department of	June 2006
Petroleum Storage Tank Commission	December 1992
Mine Safety Review Commission	June 2002
Natural Resources, Department for	Varies by Division	September 2010
Nature Preserves Commission	June 1994
Public Service Commission	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; Office of General Counsel]	Varies	December 2005
Higher Education Assistance Authority	December 2011
Higher Education Student Loan Corporation	December 1999	March 2003
Housing Corporation	December 2005
Kentucky Retirement Systems	December 2010
Revenue, Department of	September 2011
School Facility Construction Commission	March 1988
General Government
Accountancy, Board of	March 2010
Architects and Certified Interior Designers, Board of	March 2010
Auctioneers, Board of	December 2009
Barbering, Board of	December 1990
Chiropractic Examiners, Board of	December 2007	June 2008
Dentistry, Board of	March 2010
Election Finance, Registry of	September 2012
Elections, Board of	September 1978	December 1989
Embalmers and Funeral Directors, Board of	December 2009
Engineers and Land Surveyors, Board of Registration for Professional	December 2011
Executive Branch Ethics Commission	December 1994
Hairdressers and Cosmetologists, Board of	March 2009
Landscape Architects, Board of Examiners and Registration of	June 1978
Lottery Corporation	March 2010
Medical Licensures, Board of	March 2008
Nursing, Board of	June 2010	June 2011
Optometric Examiners, Board of	March 2007
Personnel Board	September 1995
Pharmacy, Board of	June 1994	September 2005
Physical Therapy, Board of	March 2008
Podiatry, Board of	September 1977
Real Estate Commission	December 2009
Real Estate Appraisers, Board of	March 2013
Respiratory Care, Board of	September 2012	December 2012
Social Work, Board of	September 1983
Governor, Office of the
Governor's Office	March 1994	September 2009
Agricultural Policy, Governor's Office of	September 2011
Budget Director, Office of the State	September 1992
Human Rights, Commission on	June 1978	March 2006
Local Government, Department for	June 2008	December 2011
Military Affairs, Department of	October 1982	June 2008
Veterans' Affairs, Department of	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
Aging and Independent Living, Department for	March 2012
Behavioral Health, Developmental and Intellectual Disabilities, Department for	March 2012
Children with Special Health Care Needs, Commission for	September 2012
Community Based Services, Department for	December 1976	December 2012
Health Policy, Office of	March 2003
Income Support, Department for -- Disability Determination Services	September 2007
Inspector General, Office of the	March 2007
Medicaid Services, Department for	June 1991	June 2003
Ombudsman, Office of the	March 2008
Public Health, Department for	June 2006	March 2013
Judicial Branch
Appeals, Court of (Pre-1976)	September 1989
Appeals, Court of (Post-1975)	December 1990
Bar Admissions, Office of	September 1994
Circuit/District Court (Pre-1978)	February 2006
Circuit/District Court (Post-1977)	July 2010
Supreme Court	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	June 2008
Corrections, Department of	September 2009	December 2010
Criminal Justice Training, Department of	September 2010
Drug Control Policy, Office of	September 2008
Juvenile Justice, Department of	December 2008	March 2013
Parole Board, Office of the	September 2009	December 2011
Public Advocacy, Department of	September 1980	March 2002
State Police, Department of Kentucky	June 2009	December 2011
Labor Cabinet [Includes Office of the Inspector General; Department of Workers' Claims; Department of Workplace Standards]	Vary	September 2007
Occupational Safety and Health Review Commission	March 2007	September 2007
Workers Compensation Funding Commission	June 1994	June 2001
Law, Department of
Attorney General, Office of the	June 2000	December 2005
Unified Prosecutorial System [Offices of the Commonwealth's Attorneys]	September 1989
Legislative Branch
Legislative Ethics Commission	September 1994
Legislative Research Commission	December 1988	June 2008
Lieutenant Governor, Office of the	December 1980
Personnel Cabinet	March 2013
Public Protection Cabinet
Alcoholic Beverage Control, Department of	June 2009
Boxing and Wrestling Authority	September 2007
Charitable Gaming, Department of	December 1999	September 2006
Claims, Board of	June 2010
Crime Victims Compensation Board	June 2010	June 2012
Financial Institutions, Department of	June 2010	December 2012
Horse Racing Commission	March 2012
Housing, Buildings and Construction, Department of	December 2008	December 2012
Insurance, Department of	June 2005
Occupations and Professions, Office of	June 2012
Tax Appeals, Board of	June 1991	June 1996
Secretary of State, Office of the	June 2010
Tourism, Arts and Heritage Cabinet
Creative Services, Office of	December 1990	March 1991
Fair Board	December 2010
Film Office	September 1978
Fish and Wildlife Resources, Department of	March 2009	March 2012
Heritage Council	June 2011	September 2011
Historical Society	December 2009	March 2013
Kentucky Horse Park	March 1989
Parks, Department of	June 2011
Transportation Cabinet	Varies	March 2012
Treasury, Department of the	September 1999	March 2002
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	March 2013

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

Get Adobe Reader

KDLA provides many documents in PDF format, viewable with Adobe Reader. Adobe Reader is free and available for download from Adobe.

Kentucky Department for Libraries and Archives

State Government Records Retention Schedules

General Information

About KDLA

Policies and Guidelines

State Web Policies