How do we manage records?

Every record type has a specific amount of time it needs to be kept before it can be destroyed or archived. Retention schedules are the rules set by the state Records Management Committee that tell us how long to keep different types of records. They regulate decisions to keep only what’s needed and when to get rid of outdated records. 

Records are expected to be destroyed or archived at the end of their legally-approved retention periods, regardless if you think you need them or not. 

These are retention schedules that any agency can use. They are often written for common types of records across state agencies. Some examples are: vehicle usage reports, surveillance recordings, program and project analysis records, and so on.

Search for state-approved general retention schedules here: General Retention Schedule Items

Because there are lots of records unique to UDOT's work (e.g., traffic engineering orders, final road design plans, etc.), specific retention schedules are also created. These are created by UDOT records officers and subject-matter experts, in cooperation with the Division of Archives and Records. They are approved by the State Records Management Committee. 

Search "transportation" here to find lists of UDOT's specific retention schedules, organized by division: Retention Schedule Lookup by Agency