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Bill

HF 428

Correspondence in government record retention law defined, and minimum three-year retention period for correspondence provided.

2025-2026 Regular Session Introduced by Peggy Scott

Minnesota bill establishes legal definition of government correspondence and requires three-year minimum retention for all state agencies' written communications.

Introduction and first reading, referred to Judiciary Finance and Civil Law
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Bill Summary · HF 428

Legislative bill overview

HF 428 establishes a legal definition of "correspondence" within Minnesota's government record retention framework and mandates that all government correspondence be retained for a minimum of three years. The bill clarifies what types of written communications fall under this requirement and creates a uniform retention standard across state agencies.

Why is this important

Government record retention laws are foundational to transparency, accountability, and public access to information. This bill addresses potential gaps where correspondence—emails, letters, and other communications—might fall outside existing retention requirements, ensuring citizens can access records of government decisions and communications. It also helps agencies standardize compliance, reducing legal disputes over whether specific documents must be preserved.

Potential points of contention

  • Definition scope: What qualifies as "correspondence" may be debated—does it include internal emails, informal texts, or only formal letters? Broad definitions could increase storage costs; narrow ones might create loopholes.
  • Three-year standard: Some argue three years is insufficient for accountability (longer retention supports historical research and legal investigations), while others contend it imposes unnecessary storage burdens and costs on agencies.
  • Implementation costs: Government agencies may face expenses for complying with expanded or clarified retention obligations, particularly for digital storage and management systems.

Compiled from official sources — confirm details with the bill’s official record.

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