GENERAL RECORD SCHEDULES (GRS)

General Record Schedules (GRS) are developed by the Vermont State Archives and Records Administration (VSARA) to provide consistency in recordkeeping by Vermont public agencies for common functions and activities. Any Vermont public agency may adopt any or all of the requirements in a general record schedule approved by the Vermont State Archivist. Adopting an approved GRS means that the agency agrees to implement, at a minimum, the retention and disposition requirements outlined in the GRS (where applicable). An agency does NOT have to create or receive all of the records listed in the GRS to adopt the GRS.

State agencies MUST submit a Notice of Adoption (VSARA-11) to the Vermont State Archives and Records Administration. Use of a GRS to destroy records is not permitted until this notification has been acknowledged by the Vermont State Archivist. In addition, internal policies must be established to assure that the requirements outlined in any GRS are being applied across the agency. Local public agencies do not have to submit a Notice of Adoption; however, internal policies should clearly cite any general schedules that have been adopted. If a GRS does not meet an agency's legal or administrative needs, the agency should continue to use any applicable disposition orders that have been issued for its records or seek agency specific record schedules through VSARA's Targeted Assistance Program (TAP).

VERMONT GENERAL RECORD SCHEDULES (See Archives and Records Management Handbook for definitions)

• GRS-1000.1102: Administrative Policy Records (March 2009)
• GRS-1000.1103: Administrative Managerial Records (March 2009)
• GRS-1000.1126: Contracting Files (March 2009)
• GRS-1181.1059: Professional Services Licensing Files (December 2009)
• Additional schedules are under development

Please note that transferring records to the State Records Center or State Archives requires a transfer agreement (VSARA-12) from the Vermont State Archives and Records Administration and additional documentation.

To learn more about Managing Records, please contact us at: . Specific staff contact information is located on our staff contact page.