RECORD NUMBER	RECORD TITLE	RETENTION PERIOD
	GENERAL RECORDS OF SOUTH PLAINS COLLEGE
	PART 1: ADMINISTRATIVE RECORDS
	SECTION 1-1: RECORDS OF GOVERNING BODIES
1000-01	AGENDAS
	I. Open meetings.	2 years.
	II. Closed sessions.	2 years.
1000-02	DEDICATIONS	PERMANENT.
1000-03	MINUTES (the use of the term audiotape in (c)-(e) includes videotapes with sound)
	I. Written minutes.	PERMANENT.
	II. Notes taken during meetings from which written minutes are prepared.	90 days after approval of minutes by the governing body.
	III. Audiotapes of open meetings, except as described in (d), for which written minutes are not prepared.	PERMANENT.
	IV. Audiotapes of workshop sessions of governing bodies in which votes are not made and written minutes are not required by law to be taken.	2 years.
	V. Audiotapes of open meetings for which written minutes are prepared.	90 days after approval of minutes by the governing body.
	VI. Audiotapes of closed meetings.	2 years.
	VII. Supporting documentation - One copy of each document of any type submitted to a meeting of a governing body for consideration, approval, or other action; if such action is reflected in the minutes of the meeting.	2 years.
1000-04	OPEN MEETING NOTICES	2 years.
1000-05	ORDINANCES, ORDERS, RESOLUTIONS (including those that have been repealed, revoked, or amended)	PERMANENT.
1000-06	PETITIONS - Petitions from the public to the governing body or subsidiary boards or commissions of a local government	Consideration of the petition + 2 years
1000-07	PROCLAMATIONS	2 years.
	SECTION 1-2: GENERAL RECORDS
1000-20	ACCIDENT REPORTS - Reports of accidents to persons on local government property or in any other situation in which a local government could be party to a law suit.
	I. Reports of accidents to adults.	5 years.
	II. Reports of accidents to minors.

RECORD NUMBER

RECORD TITLE

RETENTION PERIOD

GENERAL RECORDS OF SOUTH PLAINS COLLEGE

PART 1: ADMINISTRATIVE RECORDS

SECTION 1-1: RECORDS OF GOVERNING BODIES

1000-01

AGENDAS

I. Open meetings.

2 years.

II. Closed sessions.

2 years.

1000-02

DEDICATIONS

PERMANENT.

1000-03

MINUTES (the use of the term audiotape in (c)-(e) includes videotapes with sound)

I. Written minutes.

PERMANENT.

II. Notes taken during meetings from which written minutes are prepared.

90 days after approval of minutes by the governing body.

III. Audiotapes of open meetings, except as described in (d), for which written minutes are not prepared.

PERMANENT.

IV. Audiotapes of workshop sessions of governing bodies in which votes are not made and written minutes are not required by law to be taken.

2 years.

V. Audiotapes of open meetings for which written minutes are prepared.

90 days after approval of minutes by the governing body.

VI. Audiotapes of closed meetings.

2 years.

VII. Supporting documentation - One copy of each document of any type submitted to a meeting of a governing body for consideration, approval, or other action; if such action is reflected in the minutes of the meeting.

2 years.

1000-04

OPEN MEETING NOTICES

2 years.

1000-05

ORDINANCES, ORDERS, RESOLUTIONS (including those that have been repealed, revoked, or amended)

PERMANENT.

1000-06

PETITIONS - Petitions from the public to the governing body or subsidiary boards or commissions of a local government

Consideration of the petition + 2 years

1000-07

PROCLAMATIONS

2 years.

SECTION 1-2: GENERAL RECORDS

1000-20

ACCIDENT REPORTS - Reports of accidents to persons on local government property or in any other situation in which a local government could be party to a law suit.

I. Reports of accidents to adults.

5 years.

II. Reports of accidents to minors.