A clear records retention schedule helps your team answer three practical questions: what to keep, who owns it, and when it can be securely destroyed. To make that easier, Armstrong Archives created a simple, plug-and-play toolkit used by Dallas–Fort Worth organizations to organize retention requirements across departments.
Download the Toolkit
- Retention Schedule Template (Format: Google Sheets spreadsheet) – a structured spreadsheet to document record series, owners, triggers, retention periods, storage type, and destruction methods.
[Get Spreadsheet] (Spreadsheet opens on click- https://docs.google.com/spreadsheets/d/1bEs7I1J-cIW2nr6J_5P9Z8nxnBFKBIdPrnGdCiM5Mpc/copy ) - Retention Interview Questionnaire (PDF) – a department-by-department worksheet to gather consistent retention inputs (systems used, trigger events, access needs, risk flags, and approvals).
[Download]
Note: This resource is operational guidance, not legal advice. Retention requirements can vary by industry, contracts, and regulations. Be sure to confirm what applies to your organization.
How to Use this in 30 Minutes
- Pick 3 departments to start (e.g., Finance, HR, and Operations).
- List the top 10 record types each department creates or receives.
- Define the trigger/cutoff event that starts retention (examples: fiscal year end, termination, contract end, case closed).
- Assign a retention period and decide what happens at the end (destroy, archive, transfer).
- Document where documents are stored and how they should be destroyed. Flag items with legal hold/audit hold when necessary so they aren’t destroyed prematurely.
Why This Template Makes Records Retention Easier
The spreadsheet includes dropdowns for common fields (department, storage type, destruction method), space for “authority/citation,” and a legal hold flag that helps prevent accidental disposition. It’s designed to stay readable even as your schedule grows.
Store, Scan, and Destroy with a Consistent Workflow
Once your retention schedule is in place, the next step is making execution simple:
- Store inactive paper records securely (instead of in unmanaged closets or self-storage).
- Scan what you need for faster access and sharing.
- Destroy end-of-life records using a documented, secure process.
FAQs
What is a records retention schedule?
A retention schedule is a structured list of record types/series that defines who owns them, how long they must be kept, what event starts retention, and what happens at the end-of-life.
What’s a trigger (cutoff) event?
It’s the event that starts the retention clock—like fiscal year end, termination, or contract expiration.
Should I scan records or store them offsite?
If you need frequent access, scanning (or scan-on-demand) can speed retrieval. If the records are inactive but must be retained, secure offsite storage is often the simplest approach.
What if there’s a legal hold?
If a record is on hold due to litigation, audit, or investigation, pause destruction—even if retention would otherwise be met.
