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Retention of Records

Each county extension office has a specific filing system for the publications distributed to the public and also for reference files.

It is important that you become familiar with the filing system in your office so that you will be able to help the public when they come into the office and request a publication.

Records are retained for specific purposes. When the purpose no longer exists, the records should no longer be stored. Records included and summarized in other documents should not be separately stored, for example, monthly reports summarized in annual reports and election records included in annual reports. Records kept permanently by the state office generally do not need to be kept indefinitely in the county office, such as expense vouchers.

The following file retention schedule will assist you and other staff in determining how long to keep records and other information in your office.