RECORD NUMBER
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RECORD TITLE
|
RETENTION PERIOD |
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|
GENERAL
RECORDS OF SOUTH PLAINS COLLEGE
|
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|
|
PART 1:
ADMINISTRATIVE RECORDS
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SECTION 1-1: RECORDS OF GOVERNING BODIES
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1000-01 |
AGENDAS |
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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. |
|
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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RESOLUTIONS (including those that have been repealed, revoked, or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. |
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SECTION 1-2: GENERAL RECORDS
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|
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. |