How do I set cutoff dates and disposition triggers in a retention schedule?

A retention schedule only works if every record series has two things defined clearly: a cutoff (the event that starts the retention clock) and a disposition trigger (the action taken once the period expires). Get these right and the schedule becomes self-executing rather than a document people guess at.

Start with the cutoff

The cutoff is the defined event from which retention is measured. Retention rarely runs from a record’s creation date. Instead, choose an event that is unambiguous and easy to capture in your system. Common cutoffs include:

• End of fiscal or calendar year — typical for routine administrative and financial records.
• Case or matter closure — for case files, the clock starts when the case closes.
• Contract or agreement expiration — retention runs from the end of the term.
• Superseded or obsolete — when a newer version replaces the record.
• Separation event — for many personnel records, after the person leaves.

Write the cutoff in plain “after the event” language: “destroy 3 years after end of fiscal year,” not just “3 years.” A period means nothing until you know “after what.”

Define the disposition trigger

The disposition trigger is what happens when the cutoff plus the retention period is reached. Two outcomes are standard:

• Destroy — for temporary records, after the period and any holds clear.
• Transfer — for permanent records, to an archives for preservation.

In practice the system calculates an eligibility date (cutoff date + retention period). When that date arrives, the record becomes eligible for its disposition action. It should not act automatically without a check for legal holds, audits, or open requests.

Build it so it can run

To make triggers reliable:

1. Tie each record series to a single, capturable cutoff event.
2. Capture the cutoff as metadata when the event occurs, so dates calculate consistently.
3. Apply holds that suspend disposition for litigation, FOIA, or investigation.
4. Review and document every action before destruction or transfer.

Cutting records off in regular batches — often at fiscal year end — lets you process disposition in orderly groups rather than record by record. For more on the underlying concepts, see the fundamentals topic hub.