Jan. 20, 2005

The Department of History, Arts and Libraries (HAL) today announced that a new General Retention Schedule for public library records has been approved by the State Administrative Board.  This general schedule (GS No. 17), the first for Michigan public libraries, allows libraries to dispose of records that are no longer required to support administrative, legal or fiscal activities.  Until now, only those public libraries that had filed agency-specific schedules with HAL were authorized to dispose of records.

"The Library of Michigan worked with our colleagues at public libraries and in HAL's Records Management Services to come up with a schedule that makes sense for efficient library operation," said acting State Librarian Nancy Robertson.  "This will help libraries effectively maintain the records needed to support their daily activities, resulting in more efficient libraries for staff and patrons."

Public records are the property of the people of Michigan.  As a result, Michigan government agencies are responsible for ensuring that the public records they create and receive while conducting public business are retained and destroyed in accordance with Michigan law.  The Department of History, Arts and Libraries (HAL) is responsible for assisting local government agencies with addressing records management and preservation issues.

According to Debbie Gearhart, director of Michigan's Records Management Services, a retention and disposal schedule - a legal document that identifies how long records must be kept, when they may be destroyed and when certain records can be sent to the State Archives of Michigan for permanent preservation - is truly the foundation for a sound records management program.

Said Gearhart:  "We work closely with a variety of government agencies to determine their individual needs and best practices.  The volume of records that builds up for any organization can seem overwhelming, that's why it's critical to have a solid, workable plan in place."

The development of general and agency-specific retention schedules is the responsibility of Records Management Services, a division of the Michigan Historical Center within HAL.  Professional records analysts provide this service, free of charge, to state and local government agencies.  Other services provided by Records Management Services include the administration of master contracts for microfilming and document imaging services, file system design, training on records management issues, and record storage (state agencies only). 

General Schedule No. 17 for public libraries will be available online by the end of January via the Records Management Services' Web site at www.michigan.gov/recordsmanagement.

Records Management Services, the Michigan Historical Center and the Library of Michigan are part of the Department of History, Arts and Libraries (HAL).  Dedicated to enriching the quality of life for Michigan residents by providing access to information, preserving and promoting Michigan's heritage and fostering cultural creativity, the department also includes the Mackinac Island State Park Commission, the Michigan Council for Arts and Cultural Affairs and the Michigan Film Office.  For more information, visit www.michigan.gov/hal.

Read more press releases from the Department of History, Arts and Libraries.