A records retention schedule is a controlled plan that defines how long specific types of records must be kept, where they are maintained, who owns them, and what happens to them at the end of the retention period. In manufacturing, it commonly applies to quality records, production records, inspection results, traceability data, training records, maintenance records, and other evidence generated by operations and business systems.
The schedule is usually based on applicable customer, contract, regulatory, quality management system, and product-support requirements. For example, an aerospace manufacturer may set different retention periods for MES traceability records, first article inspection records, calibration records, and supplier quality records, depending on the program and part criticality.
A records retention schedule should not be confused with a backup policy. Backups are used to recover systems or data after failure, while retention schedules define the required lifecycle of records as controlled business or quality evidence. A retention schedule also does not by itself establish compliance; it is one element of records control and evidence management.