Public Records Retention & Management Checklist [FREE PDF]
Records managers and municipal clerks use this checklist per state public records retention schedules and FOIA/OPRA freedom of information requirements for government records management.
- Industry: Government
- Frequency: Annually
- Estimated Time: 20-25 minutes
- Role: Records Manager / Municipal Clerk
- Total Items: 8
- Compliance: State Records Retention Schedule, FOIA / State OPRA
Retention Schedule Compliance
Verify records retention schedule adherence.
- Is the department following the approved records retention schedule for all record series?
- Are records eligible for destruction reviewed and destroyed per schedule with authorization?
- Are litigation holds in place for records subject to pending legal matters?
- Retention schedule notes
Access & Security
Verify records access controls and security.
- Is there a procedure for timely response to public records/FOIA requests?
- Are physical and electronic records stored securely with appropriate access controls?
- Are electronic records backed up and recoverable per the IT disaster recovery plan?
- Access and security notes
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Why Use This Public Records Retention & Management Checklist [FREE PDF]?
This public records retention & management checklist [free pdf] helps government teams maintain compliance and operational excellence. Designed for records manager / municipal clerk professionals, this checklist covers 8 critical inspection points across 2 sections. Recommended frequency: annually.
Ensures compliance with State Records Retention Schedule, FOIA / State OPRA. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the Public Records Retention & Management Checklist [FREE PDF] cover?
This checklist covers 8 inspection items across 2 sections: Retention Schedule Compliance, Access & Security. It is designed for government operations and compliance.
How often should this checklist be completed?
This checklist should be completed annually. Each completion takes approximately 20-25 minutes.
Who should use this Public Records Retention & Management Checklist [FREE PDF]?
This checklist is designed for Records Manager / Municipal Clerk professionals in the government industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.