Retention Schedule (RRS)
The authoritative document that lists an organization's record types and specifies how long each must be retained and what final disposition action applies when that period ends.
A records retention schedule is the master plan that governs how long records are kept and what happens to them afterward. For each record type (or series), it specifies a retention period, the legal or business authority for that period, and the disposition action — destroy, transfer, or preserve permanently — along with the event that triggers the retention clock.
A retention schedule turns recordkeeping from guesswork into a repeatable, defensible process. It ensures records are kept long enough to satisfy legal, fiscal, and operational needs, but no longer than necessary — controlling cost and risk. Schedules require formal approval to carry authority (NARA approves federal schedules), and they must be reviewed periodically as laws and business activities change.