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State Agency Records Retention

At the Massachusetts Archives, we are here to help state agencies with records management needs. This page includes forms and resources to help understand records retention, destruction, and how to make a transfer to the Massachusetts Archives.

Statewide Agency Records Retention Schedule

The Statewide Agency Retention Schedule is indexed, key-word searchable, and organized into record groups. The first group is “Records in Common,” which are records that are shared by most state agencies. After the Records in Common, you will find specific agencies and departments listed, for specialized record types.

Understanding the Schedule

All records created by state agencies fall into one of the following categories:

  • Administrative use records – These can be disposed of once they’re no longer needed. You do not need permission from the Records Conservation Board (RCB) to destroy these records. Examples include drafts created for staff use and personal notes. 
  • Records with a specific retention period – When a specific retention period is listed for your records, you must apply to the RCB to destroy the records. You must wait until the retention period expires, and then you may apply using the RCB-2U form.
  • Permanent records – These are records with lasting historical value. They may be transferred to the Massachusetts Archives once they are no longer in active use. To transfer these records, use the MA-T form.

Each record type is assigned a specific schedule number. Use this number on all applications for destruction or transfer.

The Retention Schedule is updated on a monthly basis. If you have any questions about understanding or making changes to the schedule, contact the Retention Help staff at RetentionHelp@sec.state.ma.us.

For questions about making transfers, see our Archives Transfers FAQ page . If you have further questions about transfers or getting an archival appraisal of your records, contact us at accessions@sec.state.ma.us.

Search the Current Agency Schedule

Access the most recent Agency Retention Schedule here.

Agency Forms