Records Management

Schedules

General Scheduled #29--Township Treasurers (pdf)

General Schedule #26--Local Government Human Resources (pdf)

General Schedule #25--Township Clerks (pdf)    

General Schedule #10--Township Records (not covered by another schedule) (pdf) 

General Schedules for Local Government (State Web site listing other schedules)

Disposition of Public Records

A Primer for Township Records Management (.pdf)
Michigan Township News, July 2002
State of Michigan Resources for Records Management
State of Michigan Electronic Mail Retention Guidelines

Public records of a township are also the property of the state and can only be disposed of or destroyed in compliance with Michigan law.

The General Schedule No. 10, Michigan Township Record Retention, approved July 1, 1997, by the State Archives and State Administrative Board, is currently the official record retention schedule for township records not covered by another schedule. Although a township could create its own “special” record retention schedule, it would have to obtain state approval to use it. Because the General Schedule No. 10 was adopted as the schedule of record for all townships, townships do not need to take any action to adopt it or have it approved by the state before using it.

*NOTE: As of September 10, 2009, several sections of the General Schedule #10 have been revised and adopted as separate general schedules based on program areas, such as law enforcement, fire/ambulance departments, libraries, elections, clerks, treasurers, human resources, and financial documents. These schedules supersede the General Schedule #10 and the content no longer applies in these areas.

Township records listed on any of the general schedules may be disposed of or destroyed after the retention period listed on the schedule.* If a record is not listed on the schedule, it cannot be disposed of or destroyed and must be retained permanently, unless permission is obtained from the State Archives and State Administrative Board. Some records listed on the schedule also have a permanent retention period, but they are listed simply as a reminder to keep them permanently.

Where a law requires a retention period, it is cited in the schedule. But it’s not always a law that establishes the retention period. For example, many records should be retained for a period in which the township or individuals connected to the records may have some legal liability. In addition, a township should comply with the retention periods to help ensure Freedom of Information Act compliance. For these reasons, it is important to not only retain township records, but also to organize and maintain them in a system, location and format that allows for easy and timely access to them.

How long do you retain email, pager or text messages? As long as the applicable schedule says you retain that type of record--the same as if it were a paper ("hard copy") record. Remember, it's the message, not the medium, that determines the retention period. See the MHAL Records Management Division's Email Retention Guidelines for more information (also included in General Schedule No. 25 above.)

Some documents are defined as “non-record materials,” and do not need to be retained permanently or for a specific period. General Schedule No. 1, Non-Record Materials, describes types of non-record materials such as duplicates or copies of records, outdated publications, preliminary drafts or notes that do not represent significant basic steps in the preparation of public records.

As the township official with the responsibility for “the safekeeping of the records, books and papers of the township in the manner required by law,” a township clerk has a duty to see that township records are retained as long as the law requires. However, it is important for all township officials with recordkeeping responsibility to be aware of the retention periods.

OTHER LOCAL GOVERNMENT SCHEDULES

The state has adopted “schedules,” or lists, of common records that identify when certain public records may be disposed of or destroyed. These record retention schedules have been adopted for various governmental units and public agencies (including law enforcement, fire/ambulance departments, libraries, and elections). For separate schedules, see General Schedules for Local Government.