Retention periods in agency Records Disposition Authorities (RDAs) or retention schedules are based on a record’s legal, administrative, fiscal, and historical, and aesthetic value. Generally, records that document an agency’s policy decisions, or fulfillment of its statutory mandates, as well as annual financial summaries, are appraised as permanent.
Even temporary records may have historical value if they are old enough. The Local Government Records Commission has declared that no pre-1900 record can be legally destroyed, while the State Records Commission requires review of records before 1940.
Temporary records should be retained beyond their RDA retention periods if they are needed for pending audit or litigation purposes, if the agency has a continuing administrative need for them, or if they are essential to reestablish agency operations after a disaster.