Municipal Records Management & Retention
The purpose of this resource is to provide New Hampshire municipal clerks with clear, accessible guidance on the proper retention, preservation, and disposition of municipal records. Effective records management is essential to ensuring statutory compliance, protecting public information, preserving municipal history, and maintaining transparency and accountability in local government.
This page serves as a centralized reference for records retention requirements under RSA 33-A and other applicable state laws and agency regulations. Clerks are encouraged to use the categories and resources below to identify retention periods, understand their recordkeeping responsibilities, and promote consistent records management practices within their municipalities.
Secretary of State - Elections
| Record | Retention Period |
| Absentee Ballot Application - Rejected | 7 years |
| Challenged Absentee Ballots (State/Federal Election) | 22 months |
|
Challenged Absentee Ballots (City/Town Elections) |
60 days |
| Rejected Absentee Ballots (State/Federal Elections) |
22 months |
| Rejected Absentee Ballots (City/Town Elections) |
60 days |
| Absentee Voter Registration Application | Until voter is removed, plus 7 years |
| Federal Post Card Application | Until voter is removed, plus 7 years |
| Ballots (State/Federal Election) | Until contest is settled or 22 months after the election |
| Ballots (City/Town Election) | 60 days |
| Marked Checklist | 7 years |
| Qualified Voter Affidavit | Until voter is removed, plus 7 years |
| Return to Undeclared List | 7 years |
| Voter Registration Form | Until voter is removed, plus 7 years |
| Return of Votes | Permanently |
| Ward Maps | Until revised, plus 1 year |
| Notice of Change of Address (NCOA) | Until voter is removed, plus 7 years |
| Notice of Death | Until voter is removed, plus 7 years |
| Notice of Transfer | Until voter is removed, plus 7 years |
| Party Affiliation Change Form | Until voter is removed, plus 7 years |
| Rejected Voter Registration Forms | Until voter is removed, plus 7 years |
| Asserting a Challenge | Until voter is removed, plus 7 years |
Secretary of State - Vital Records
| Record | Retention Period |
| Amendment/Correction Form | Permanently |
| Application for Certified Copies | 1 year |
| Birth Worksheet | Permanently |
| Burial Permit (In-State) | 6 years |
| Burial Permit (Out-of-State) | 10 years |
| Disinterment & Reinterment Permit (In-State) | 6 years |
| Disinterment & Reinterment Permit (Out-of-State) | 10 years |
| Fetal Death Report | Permanently |
| Funeral Director Receipt | 1 year |
| Marriage Application Worksheet | 1 year |
| Marriage Application Worksheet (Unreturned License/Incomplete) | 50 years |
| Medical Examiner's Cremation Certificate | 6 years |
Other
| Record | Retention Period |
| Annual Audit Report | 10 years |
| Annual Report | Permanently |
| Town Warrants | Permanently |
| Meeting/Deliberative Session Minutes | Permanently |
| Articles of Agreement | Permanently |
| Bank Deposit Slips & Statements | 6 years |
| Cash Receipt, Disbursement Book | 6 years after last entry or until audited |
| Dredge and Fill Permits | 4 years |
| Job Applications (Hired) | Until retirement or termination, plus 50 years |
| Job Applications (Not Hired) | Current year, plus 3 years |
| Legal case files | Permanently |
| Hospital Liens | 6 years |
| Federal Liens | Permanently |
| Board Meeting Minutes | Permanently |
| Oath of Offices | Term, plus 3 years |
| Ordinances | Permanently |
| Pole Permits/Licenses | Permanently |
| Dog Licenses | Current year, plus 1 year |
