1. A. Each agency shall submit a draft retention schedule to the state archivist for review and approval.

   1. 1. The agency will conduct adequate research to determine the length of time each record series needs to be maintained based on its administrative, legal, fiscal, operational, evidential and informational or historical values. Legal citations should be included if federal or state statutes or rules exist regarding the retention period or confidentiality of the records series.
   2. 2. The agency will develop specific retention and disposition instructions for each records series, including the transfer of inactive records to a secure, climate-controlled records storage facility, the maintenance of long-term or permanent records within the agency, and/or the transfer of permanent records to the custody of the Louisiana State Archives.
   3. 3. The agency will develop a draft retention schedule, using form SS ARC 932 (Records Retention Schedule). The schedule shall include brief descriptions of each records series, suggested retention periods for each records series, recommended disposition instructions for non-permanent records series, notations for any records series that contains confidential information and any citations used to formulate the retention periods, if applicable.
   4. 4. A records analyst within the records management section will review the draft and suggest edits if needed.
   5. 5. Once the division and agency agree upon the finalized draft, the records retention schedule must be signed by the head of the agency or the agency’s records officer and the state archivist or his designee.
   6. 6. The agency should distribute the approved records retention schedule to its employees to inform them that they must maintain records for the time specified in the records retention schedule.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:952 (June 2003), amended LR 51:1871 (November 2025).