The Secretary of State’s Office (SOS) recently released a records management guide with examples of common records that have minimal retention. The SOS also sent out a request for feedback on new retention schedules for managing smart meter data and records.

Sometimes it can be tough to know how long to hold onto a record. With the SOS’ new guide to common records with minimal retention schedules, it’s a bit easier to understand what you do and don’t need to retain in order to stay in compliance with the Public Records Act (PRA). According to the guide, such things as to-do lists, notes taken in brainstorming sessions and meetings, and electronic records created solely for printing can typically be destroyed when no longer needed for agency business. It is still a good idea to have a review system in place before any records are permanently destroyed to ensure that records with longer retention schedules are not inadvertently deleted.

The SOS is also considering updating the retention schedule for utility services records. The new schedule would allow for raw data collected by utilities to be routinely deleted when no longer needed. This change would allow agencies to retain records they truly need while also allowing them to appropriately manage the vast amounts of data collected by smart meters. AWC encourages cities to review the suggested changes and provide feedback by Friday, April 23.

If your city has any suggestions for improving records retention schedules, the SOS has created a form for you to submit suggestions.