According to Board of Trustees Policy 302 (Retention of Records and University Archives): "Records created, maintained, or received during the course of official University business are the property of Michigan State University." Retention schedules, which are comprised of groups of related records called record series, set the required minimum retention of university records.
Currently, all MSU specific retention schedules and record series are under review. During this time, please refer to the recommended record series below - they are a combination of MSU specific record series and state of Michigan record series. Remember to always apply the longest applicable retention to a record or group of records. If you cannot locate an applicable record series from those listed below, contact OARC.temporaryrecords@msu.edu for further assistance.
Schedule GS1 (Non-records) describes records that have no administrative or archival value but are in possession of an office or department. Non-records can be disposed of at any time, and they are not required to be documented on a Record Destruction Form.
For more on the different types of retention periods you'll find on the retention schedules linked below, please see the following examples:
| Type of Retention | Abbreviation | Description of Retention Period |
| Active | ACT | When a record is no longer considered active or administratively necessary. |
| Calendar Year | CY | This retention is based upon the conclusion of the calendar year, regardless of when the last active date of a record occurred. |
| Creation Date | CR | Simply put this retention is based upon the date a record was created. |
| Event | EV | An event date, or trigger date, is based upon an activity such as last date of employment, a student's graduation date or a final activity. |
| Expiration | EXP | Expiration is most usually related to a contract or agreement, and retention is determined based upon that contract or agreement no longer being in effect. |
| Fiscal Year | FY | This retention is based upon the conclusion of the fiscal year, plus so many years. Typically, MSU's fiscal year runs from July 1st to June 30th but there may be exceptions to that. |
| Superseded | SUP | This type of retention is based upon a record or group of records being superseded by a new version of that document. |
| Permanent | If not directed to retain in office, transfer permanent records to University Archives & Historical Collections when no longer administratively active. |
Some records, regardless of their assigned retention period, may have long-term historical value to the university. These types of records will have the following statement: "These records may have archival value. Contact UAHC prior to requesting destruction." When you have records you wish to dispose of that are designated as potentially having archival value, you must contact University Archives & Historical Collections first to determine if the records should be transferred into their custody. You can contact them via email at archives@msu.edu for further assistance.
| Michigan State University Retention Schedules | |
| Administrative Records Retention Schedule | Approved on or before 2020 (estimated) |
| Fiscal Records Retention Schedule | Approved on 3/13/2020 |
| Human Resources Records Retention Schedule | Approved on 2/22/2017 |
| Academic Records Retention Schedule | Approved on 11/28/2017 or earlier |
| Specialized Records Retention Schedule | Various approval dates - see schedule for specifics |
| State of Michigan Retention Schedules | |
| GS1 - Non-record Materials | Approved on 6/2/2015 |
| GS11 - Law Enforcement Retention Schedule | Approved on 5/6/2025 |
| GS34 - 911 Call Centers Retention Schedule | Approved on 7/20/2010 |
| GS30 - Information Technology Retention Schedule *Note: Some record series may be superseded on a another retention schedule. | Approved on 12/1/2009 |