MAT Information Library:
Records Retention
Townships must retain records unless they have adopted a Records Retention Filing System. MAT developed a Records Retention Schedule (RR 1000) with staff of the state Administration Department and the Minnesota Historical Society. The State Records Disposition Panel (State Auditor, Attorney General, and Minnesota Historical Society Director) reviewed and approved the schedule.
The Records Retention Schedule provides a plan for managing township records by giving authority to dispose of records under Minn. Stat. §138.17. The schedule establishes minimum retention periods for township records based on their administrative, fiscal, legal, and historical value. The retention periods stated on the schedule apply to any form of the record (paper, digital, microfilm).
To adopt the Schedule, the township must pass a Resolution adopting the Records Retention Schedule (RR 2000). After adoption, send two copies of the completed notification form to the State Archives.
Notification of Adoption of Township General Records Retention Schedule
After adoption, send two copies of the completed notification form to the State Archives. One copy will be signed by State Archives staff and returned to the township; the State Archives permanently preserves the other copy.
Minnesota Historical Society – Government Records Services
Minnesota Historical Society resources for government records management, including retention schedules, forms and informational materials.
Records Destruction Report – Minnesota Historical Society
Whenever township records are destroyed under an adopted records retention schedule, townships may use the MNHS Records Destruction Report to document the records destroyed.
Government Records Information Leaflet No. 1 – Township Records
MNHS informational guide regarding township records and records identified as having historical value.
RR 1000 – Minnesota Township General Records Retention Schedule
Details the types of township records that must be retained, how long they must be retained and which records have permanent or archival value.
RR 2000 – Resolution Adopting the Minnesota Township General Records Retention Schedule
Sample resolution adopting the Minnesota Township General Records Retention Schedule for the management and destruction of records in the town’s possession.
Questions
Questions about government records management, retention schedules or transferring records may be directed to the Minnesota State Archives:
Email: statearchives@mnhs.org
Phone: 651-259-3260