Find retention policies

MIT’s retention schedules and policies identify Institute records, define their retention periods, and outline actions to take once retention is met: records are either transferred to the Institute Archives or destroyed.

Additional things to know:

• Your office or DLCI may create or receive records that are not yet covered: please contact us at rmprogram@mit.edu for guidance.
• The Records Management Program works with administrators to develop retention schedules – and update existing ones – for approval by the Institute Records Committee.
• “Non-records” can be destroyed without an approved retention schedule. These include duplicates, drafts, and communications that do not relate to the functional responsibility of your office (for example, meeting announcements, reservations, and acknowledgements).
• From time to time, certain records may become relevant to litigation, a government investigation, a subpoena, an audit, or similar legal or regulatory process. In such cases, the Office of General Counsel (OGC) may issue a directive—called a “preservation request” or a “litigation hold”—not to alter or destroy relevant records. When that happens, retention/destruction schedules and policies should be suspended such that any relevant documents—including email and other electronic files—are not destroyed or altered and remain accessible until further notice from the OGC. Should you have any questions, feel free to contact the OGC at mitogc@mit.edu.