All public records are considered permanent unless destruction is authorized by a record schedule approved by the State Archivist or by law (1 V.S.A. § 317a). The term record schedule includes:
- Any General Record Schedules (GRS) issued by VSARA for all (state and local) public agencies; and
- Any Agency-Specific Record Schedules (SRS) issued to a specific public agency.
If still legally applicable, disposition orders issued by the former Public Records Advisory Board (PRAB), that have not yet been superseded by a record schedule may continue to be used.
Public agencies wishing to update their record retention requirements must contact the Vermont State Archives and Records Administration (VSARA) and enroll in VSARA's Targeted Assistance Program (TAP). Public agencies may not develop or create their own record schedules and the Vermont State Archivist will not approve any schedules developed outside of the Targeted Assistance Program (TAP).
Internal Policies & Procedures
Public agencies are responsible for developing their own internal policies and procedures to assure that the requirements outlined in agency and general record schedules are being consistently applied across the agency. Policies and procedures for records listed on any record schedule that need to be retained until obsolete must clearly state a specific retention requirement that best meets the agency’s legal and administrative needs.
State agencies and departments have designated records officers and appointed records liaisons who are responsible for their agency’s records management program, including records retention. State employees should contact their respective records officers and liaisons for information about recordkeeping requirements. Local agencies do not have designated records officers.