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Getting Started

So you have records in your office that are taking up valuable space? What is the correct (and legal!) way to get them out of your office? Read on...

Know Your Records

The tool used to determine the record series, record description, and the retention plus disposition is The State University Model Records Retention Schedule.

As you've probably noticed, there are three types of retention status:

    P (for Permanent-never destroy)
    I (for Indefinite-destroy only after certain circumstances are met)
    and a fixed term of years like 3, 5, etc. (for the number of years a record must be kept after its creation).

For records with a Permanent retention status, proceed to Transfer of Permanent Records. For records with a "Non-Permanent" status (Indefinite and fixed term of years like 3, 5), proceed to Transfer of Non-Permanent Records.

Non-Permanent Record: Store or Destroy

Before you make arrangements to store "Non-Permanent" records, make sure they are not due (or overdue!) to be destroyed. To determine this, find out when the records were created. Then check the Retention (Years) and Disposition columns in the The State University Model Records Retention Schedule to find out how long the records must be kept and what should be done with them after they are no longer needed, respectively. If the records are to be destroyed, go to Records Destruction. Otherwise, go to Transfer of Permanent Records.

If you have any questions...

Please feel free to contact the University Archives and Records Program by email:, or by phone: (859) 257-5257, or surface mail: 204 Margaret I. King Library, University of Kentucky, Lexington, KY 40506-0039