Tyler Technologies Data Retention — State GRRS, GASB, CJIS, Federal Grant — All in One Policy

Tyler Technologies data retention policy needs to cover every Munis, Eden, iNovah, Energov, Brazos, Courts Odyssey, Enterprise Justice, Eagle, MicroPact, MyCivic and Socrata record class against the applicable retention windows from at least six concurrent regulatory regimes: (1) state General Records Retention Schedules (GRRS) for local government — every state has one, every state's schedule is different, all run 3 years (transitory) to permanent (land, court, tax); (2) GASB-aligned external audit retention (7 years standard, often extended for litigation or audit findings); (3) FBI CJIS Security Policy 5.9 for criminal-justice records (court and public safety); (4) Uniform Guidance 2 CFR 200.334 for federal grants (3 years from final report, extended for litigation); (5) IRS retention for payroll W-2 / 1099 records (4–7 years); (6) state-specific permanent retention for land records, court orders not subject to expungement, tax warrants, bond evidence and capital project files.

Tyler Technologies data retention varies wildly by state because each state's General Records Retention Schedule defines its own record classes and retention windows. Texas (TSLAC GRRS for Local Government) defines categories like LGC1000-series for finance with 5–7-year retention on most operational financial records and permanent retention for ACFR/CAFR documents. Florida (State Library and Archives) defines GS1-SL with retention windows from 3 years to permanent. New York (NYSA Records Retention and Disposition Schedules MU-1) defines 5–7 years for operational finance and permanent for land records. California (Secretary of State / Local Government Records Program) defers significantly to local government policy on operational records but mandates permanent retention for land, court and tax records. Pennsylvania, Illinois, Ohio, Michigan, Georgia, North Carolina and every other state have their own schedules. Tyler Technologies data retention policy has to be configurable per state with retention end-dates computed per record per state schedule.

GASB-aligned external audit retention is 7 years standard for the general operating records (general ledger, payroll register, AP voucher history, AR invoice history, fixed asset register), often extended for litigation, audit findings, IRS examinations or DOJ action. Federal grant retention under Uniform Guidance 2 CFR 200.334 is 3 years from the submission of the final expenditure report, extended by 2 CFR 200.334(b)–(e) for litigation, audit findings or DOJ action — and many federal grants (FEMA disaster recovery, HUD CDBG, DOT FHWA infrastructure, EPA, USDA) commonly run extended retention windows that overlap GASB and state GRRS. Tyler Technologies data retention policy tags every record with the longest applicable retention window across all regimes, computes the retention end-date per record, and applies auto-purge only when every concurrent regime allows it.

CJIS-scoped Courts data under FBI CJIS Security Policy 5.9 has specific retention obligations that interact with state Court Records Retention Schedules. Felony court records run 25 years to permanent depending on case-type and jurisdiction. Civil court records run 5–10 years standard with permanent retention for landmark judgments. Family court records (custody, support, divorce decrees) commonly run permanent retention. Juvenile court records carry expungement-aware retention with sealed access after the juvenile reaches majority. Probate court records (wills, estates) commonly run permanent. Tyler Technologies data retention policy for CJIS-scoped Courts data ships with the CJIS-compliant partition design: AES-256 encryption, MFA, role separation, immutable access logging, quarterly access certification, expungement-aware access rules, FedRAMP-aligned data residency, and integration with state court records retention schedules per case-type.

Land records (recorded deeds, mortgages, liens, plats, certificates) run permanent retention in nearly every state under state recorder rules. Tax warrants run permanent retention in nearly every state under state tax-collection rules. Bond evidence runs permanent retention under state bond-issuance rules and federal SEC rules. Capital project files for major infrastructure commonly run permanent retention under state public works rules. Tyler Technologies data retention policy for permanent-retention records ships with cold-tier object storage at pennies-per-GB-per-year, format-migration plans for binaries at risk of obsolescence (DWG to PDF/A, TIFF to JP2, proprietary survey formats to open standards), periodic integrity verification through hash re-validation, and a documented succession plan if the underlying cloud provider ever changes.

Tyler Technologies data retention policy for HR / payroll / W-2 / 1099 records reflects the interaction between state GRRS, GASB-aligned audit retention, federal IRS retention and pension-plan retention obligations. IRS retention on W-2 / W-3 / 1099 records is 4 years from the date the tax becomes due or paid (whichever is later), commonly extended to 7 years for general operating safety. State income tax retention varies by state. Pension-plan retention obligations under ERISA (for non-governmental plans) and state public pension rules (for governmental plans — PERS, NYSLRS, local pension boards) commonly run permanent for service-credit records. Tyler Technologies data retention policy tags HR / payroll records with the longest applicable retention window and provides self-serve HR-portal access for ex-employee W-2 reissues, pension-service-credit verification and SSA wage letters going back the full retention horizon.

Most states require the local Public Records Officer to certify annually that the jurisdiction's records-management programme complies with the state GRRS, the state Public Records Act, and any applicable federal retention rules. Tyler Technologies data retention policy supports the PRO annual certification with a structured year-end evidence pack: the GRRS-aligned retention manifest (every record class with retention end-date and current storage tier), the CJIS-compliance attestation for court and public-safety partitions, the chain-of-custody log integrity report, the auto-purge log for records that aged out during the year (with signed evidence of the purge), the access-log summary by operator role and partition, the format-migration log for any binary that was migrated, the integrity-verification report for cold-tier records, and the underlying-provider compliance certifications (SOC 2 Type II, FedRAMP, ISO 27001). The PRO signs and files; the state takes the package on inspection.

Litigation hold and audit hold are critical exceptions to the standard Tyler Technologies data retention policy. Records under active litigation hold (driven by County Counsel, City Attorney or outside counsel) are exempt from auto-purge regardless of GRRS retention end-date, with the litigation-hold custodian, the hold start-date, the hold scope (case-specific, party-specific, period-specific) and the hold end-date documented per record. Records under active audit hold (driven by external audit firm, federal grant inspector general, state audit, IRS examination, DOJ action) are similarly exempt. Tyler Technologies data retention policy ships with a hold-management workflow that lets County Counsel and audit liaison flag records for hold, releases records when the hold is lifted, and produces a hold-evidence report for any litigation discovery or audit request. The hold workflow operates with attorney-client-privilege-aware access controls.