Definitions of Retention Codes

The retention codes that appear on Retention and Disposal Schedules are used to establish how long records are retained by the creating agency before they are destroyed (or transferred to the Archives of Michigan for permanent retention). Retention codes determine how destruction dates will be automatically calculated by Versatile (Versatile is the records management software that is used by Records Management Services to manage the retention of records), and the date upon which the calculation will be based. When one of these codes is assigned to a record series, Versatile knows how to calculate retention for any items sent to the State Record Center for storage.

In addition to the retention code, a period of time, years and/or months, can be used in the calculation. Whole numbers represent years and months are represented by fractions. For example: 5 = 5 years, 0/1 = 1 month, 0/6 = 6 months, and 2/6 = 2.5 years. The retention code plus the period of time results in a mathematical formula to determine a destruction date. Agencies can also use this formula to calculate a destruction date for records that are maintained in their offices.

ACT = Active
This code is used for conditional retention periods and need to define what activity would cause a record to become inactive. For example, until a case or project is closed. This code can also be applied to records where a subjective decision is needed to determine when the records become inactive. For example, "while of reference value." Active should be defined in the last sentence of the series description.

CR = Creation
This code is used when a definitive retention period can be assigned. The retention period is based on a calendar year, and when there are no conditions that must be met. The retention period begins from the date the record is created or received.

EXP = Expiration
This code is used when records must be retained until an expiration date or other legal condition has been met.

FY = Fiscal Year
This code is used when a definitive retention period can be assigned, however the retention is based on the end of a fiscal year (September 30), rather than a calendar year.

SUP = Superseded
This code is used when records are updated or revised at various points during the record's lifetime, but when only the current version needs to be retained.

EVT = Event
This code was used when the agency knew that a future action or condition needed to be met prior to destruction, but did not know exactly when the event would happen. The event should be defined in the last sentence of the series description.

DISP = Immediate Disposal
This code is used when an agency needs authorization to dispose of obsolete records that are no longer created. Once the schedule is approved, the agency has the legal authority to dispose of the existing records.

PERM = Permanent
This code is used when records are not authorized for destruction at any point in time, and will be retained permanently in the custody of the creating agency.

How Versatile Calculates the Disposition Date
Retention is applied at the box level. Each box should only contain one record series, to ensure that the records are destroyed at the correct time.

From the To Date field for the contents of the box
--CR
--FY

From the Submit Date field--date box is entered into Versatile
--ACT*
--DISP
--EXP
--SUP

From the Event Date field--entered manually by user when creating the box in Versatile
--EVT*

* Look at the definition in the last sentence of the series description

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Updated 2/14/2013