Public Records FAQs
What is a Public Record?
“Public records” is a broad term. It includes materials made or received by any employee of an agency or municipality, like:
- Books
- Papers
- Maps
- Photographs
- Recorded tapes
- Financial statements
- Statistical tabulations
What is a Records Retention Schedule?
Not all public records are kept forever. A Records Retention Schedule is a listing of the minimum amount of time different types of records must be retained. Records creators can retain records for longer periods of time.
What records are covered by these schedules?
The Municipal Records Retention Schedule applies to all records of municipal government in Massachusetts. The Statewide schedule applies to all records of state government including those of executive departments, constitutional offices, authorities, independent agencies, and state records being managed by contracted service providers.
Do these schedules apply to electronic records?
Yes. These schedules applies to all types of records.
My records have reached the full retention period. What do I do now?
You can apply for permission to destroy these records. If you are working with Municipal Records, complete this form. Submit it to the Supervisor of Public Records at rmu@sec.state.ma.us. If you are working with State Agency records, complete this form. Submit it to the Records Conservation Board at rcb@sec.state.ma.us.
What do I do if my records are listed as PERMANENT?
Permanent records have to be retained for the life of the Commonwealth. They must be maintained in an accessible form. Records created by state agencies that are designated as PERMANENT are eligible for transfer to the Massachusetts Archives. Permanent municipal records must be retained within the municipality.
What if I have older records or records that have special historical importance?
Records from before 1870 have to be retained permanently. Records older than fifty years old may require retention periods that differ from those listed in this schedule. Please contact the Records Management Unit to arrange for a review of any records that are fifty years old or older.
What does ADMIN USE mean?
ADMIN USE is short for Administrative Use. This designation means that a record only needs to be retained until it is no longer of use within the originating agency or office. Permission from the Records Conservation Board or the Supervisor of Public Records is not required before destruction of these types of records.
What is the statutory authority for the Retention Schedule?
The Massachusetts Statewide Retention Schedule is produced under the statutory provisions of Massachusetts General Laws ch. 4, § 7(26), c. 30, § 42, and c. 66, §§ 1, 8 and 9.