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1000-05	ORDINANCES, ORDERS, RESOLUTIONS (including those that have been repealed, revoked, or amended)	PERMANENT.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.	5 years; or 2 years after the minor reaches the age of 18, whichever later.
1000-21	AFFIDAVITS OF PUBLICATION (including any accompanying clipping proofs or tear sheets)
	I.  Publication of municipal ordinances.	PERMANENT.
	II.  Election notices.
	A.  Notices of election in which candidates for federal office are not involved.	60 days after election day.
	B.  Notices of election in which candidates for federal office are involved.	22 months after election day.
	III.  All other published legal notices.	2 years.
1000-22	ANNEXATION, DISANNEXATION, ABOLITION, AND OTHER JURISDICTIONAL RECORDS - Records relating to the annexation or disannexation of territory to or from a local government, to its abolition, or to other actions which affect its territorial jurisdiction or service area, including reports, correspondence, records of public hearings, agreements, and similar records.	5 years.
1000-23	CHARTERS	PERMANENT.
1000-24	COMPLAINTS - Complaints received from the public by a governing body or any officer or employee of a local government relating to government policy.	Resolution or dismissal of complaint + 2 years.
1000-25	CONTRACTS, LEASES, AND AGREEMENTS - Contracts, leases, and agreements, including reports, correspondence, performance bonds, and similar records relating to their negotiation, administration, renewal, or termination, except construction contracts (see item number 1075-16).	4 years after the expiration or termination of the instrument according to its terms.
1000-26	CORRESPONDENCE AND INTERNAL MEMORANDA (includes incoming and copies of outgoing correspondence and internal correspondence and memoranda)
	I.  Policy and program development - Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefinition of the policies, programs, services, or projects of a local government.	5 years.
	II.  Administrative - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, services, and projects of a local government.	2 years.
	III.  Routine - Correspondence and internal memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters.	AV
1000-27	DEEDS (including title opinions, abstracts and certificates of title, title insurance, documentation concerning alteration or transfer of title, and similar records evidencing public ownership of real property)	PERMANENT.
1000-28	EASEMENTS - Documentation relating to easements and rights-of-way for public works or other local government purposes, including releases.	PERMANENT.
1000-29	INSURANCE POLICIES - Liability, theft, fire, health, life, automobile, and other policies for local government property and personnel, including supporting documentation relevant to the implementation, modification, renewal, or replacement of policies.	4 years after expiration or termination of the policy according to its terms.
1000-30	LEGAL OPINIONS - Legal opinions rendered by counsel for a local government or the Attorney General, including any written requests for opinions, concerning the governance and administration of a local government.	PERMANENT.
1000-31	LITIGATION CASE FILES (including all cases to which a local government is a party unless the case file is of a type noted elsewhere in this or other commission schedules)	AV after final disposition of the case.
1000-32	MINUTES (STAFF) - Minutes of internal staff meetings.	AV
1000-33	NEWS RELEASES	AV
1000-34	OPEN RECORDS REQUESTS - Open records requests, including correspondence and other documentation relating to the request.	1 year after final decision on request.
1000-35	ORGANIZATIONAL CHARTS	UNTIL SUPERSEDED
1000-36	PERMITS AND LICENSES - Records documenting the application for and the issuance of permits and licenses by a local government for sales, solicitation, facility usage, and similar activities. Does not include permits and licenses issued for the construction of or alterations to real property, for those relating to health and sanitation, or for those issued by police or fire departments listed in other commission schedules.	Expiration, cancellation, revocation, or denial + 2 years.
1000-37	PHOTOGRAPHS, RECORDINGS, AND OTHER NON-TEXTUAL MEDIA - Photographs, photographic scrapbooks, slides, sound recordings, videotapes, posters, and other non-textual media that document the history and activities of a local government or any of its departments, programs, or projects except such records noted elsewhere in this or other commission schedules.	PERMANENT
1000-38	POLICY AND PROCEDURE DOCUMENTATION - Executive orders, directives, manuals, and similar documents that establish and define the policies, procedures, rules, and regulations governing the operations or activities of a local government as a whole or any of its departments, programs, services, or projects.	UNTIL SUPERSEDED + 5 years.
1000-39	RECORDS MANAGEMENT RECORDS
	I.  Records control schedules (including all successive versions of and amendments to schedules)	PERMANENT
	II.  Records destruction documentation - Records documenting the destruction of records under records control schedules, including requests submitted to the Texas State Library and Archives Commission for authorization to destroy unscheduled records or the originals of permanent records that have been microfilmed.	PERMANENT
	III.  Records inventories - Lists or inventories of the active and inactive records created or received by a local government.	AV
	IV.  Records management plans and policy documents - Plans and similar documents establishing the policies and procedures under which a records management program operates.	UNTIL SUPERSEDED + 5 years.
1000-41	REPORTS AND STUDIES (NON-FISCAL)
	I. Annual, sub-annual, or irregularly prepared reports, performance audits, or planning studies submitted to the governing body or chief administrative officer of a local government or by the local government to a state agency, as may be required by law or regulation, on the non-fiscal performance of a department, program, or project or for planning purposes, including those prepared by consultants under contract with a local government, except documents of similar types noted in this or other commission schedules.
	A.  Annual reports.	PERMANENT
	B.  Special reports or studies prepared by order or request of the governing body or considered by the governing body (as reflected in its minutes) or ordered or requested by a state agency or a court.	PERMANENT
	C.  Special reports or studies prepared by order or request of the chief administrative officer.	5 years.
	D.  Monthly, bimonthly, quarterly, or semi-annual reports.	3 years.
	II.  Activity reports compiled on a daily or other periodic basis pertaining to workload measures, time studies, number of public contacts, etc., except reports of similar types noted in this or other commission schedules.	1 year.
1000-42	WAIVERS OF LIABILITY (including statements signed by volunteers acknowledging non-entitlement to benefits, agreeing to abide by local government policies, etc.)	3 years from date of cessation of activity for which the waiver was signed.
	PART 2: FINANCIAL RECORDS
	SECTION 2-1: FISCAL ADMINISTRATION AND REPORTING
1025-01	AUDIT RECORDS (by both internal and external auditors)
	I.  Annual or biennial cumulative audit.	PERMANENT
	II.  Annual, biennial, or other periodic audit of a department, program, fund, or account if included in a cumulative audit under (a).	2 years.
	III.  Annual, biennial, or other periodic audit of a department, program, fund, or account if not included in a cumulative audit under (a).	PERMANENT
	IV.  Special audits ordered by a governing body, a court or grand jury, or mandated by administrative rules of a state or federal agency.	PERMANENT
	V.  Working papers, summaries, and similar records created for the purposes of conducting an audit.	3 years after all questions arising from the audit have been resolved.
1025-02	BANK SECURITY RECORDS - Records documenting the pledging of bonds or securities by banks serving as depositories for public funds including depository contracts, security pledges and statements, surety bonds, and similar records.	4 years after termination, expiration, or release of contractual obligations.
1025-03	BOND RECORDS (see retention note to item number 1025-09)
	I.  Bond administrative records consisting of preliminary studies, proposals and prospectuses, authorizations and certifications for issuance or cancellation, and related policy correspondence.	PERMANENT
	II.  Bond certificates and redeemed coupons.	1 year after payment.
	III.  Bond registers.	PERMANENT.
	IV.  Records relating to the exchange, conversion, or replacement of bonds by bondholders.	a) If information is contained in a bond register - 1 year. b) If information is not contained in a bond register - PERMANENT.
1025-04	BUDGETS AND BUDGET DOCUMENTATION
	I.  Annual budgets (including amendments).	PERMANENT
	II.  Special budgets (includes budgets for capital improvement projects, grant-funded projects, or other projects prepared on a special or emergency basis and not included in an annual budget).	PERMANENT
	III.  Working papers created exclusively for the preparation of budgets, including budget requests, justification statements, and similar documents.	2 years.
	IV.  Encumbrance and expenditure reports (status reports showing expenditures and encumbrances against a budget).	2 years.
	V.  Budget change documentation, including line item or contingency/reserve fund transfers and supplemental budget requests.	2 years.
1025-05	CAPITAL ASSETS RECORDS - Documentation relating to the capital and fixed assets of a local government.
	I.  Equipment or property history cards or similar records containing data on initial cost, including disposal authorizations when disposed of.	FISCAL YEAR END of date of disposal +7 years
	II.  Equipment or property cost and depreciation schedules or summaries used for capital outlay budgeting or other financial or budget control purposes.	FISCAL YEAR END +7 years
	III.  Equipment or property inventories (including sequential number property logs).	UNTIL SUPERSEDED + 3 years.
	IV.  Property sale, auction, or disposal records of government-owned equipment or property.	1 year.
1025-06	FEDERAL REVENUE SHARING RECORDS - Records concerning the use of federal revenue sharing funds by a local government, including revenue and expenditure summaries; status, budget, and audit reports; and other reports or documentation required by federal law or regulation.	3 years.
1025-07	FINANCIAL REPORTS - Annual, sub-annual, or irregularly prepared financial reports or statements on the accounts, funds, or projects of a local government created either for internal use or for submission to state agencies as may be required by law or regulation, except reports of similar types noted in this or other commission schedules.
	I.  Monthly, bimonthly, quarterly, or semi-annual reports.	FISCAL YEAR END + 3 years.
	II.  Annual reports.	PERMANENT
	III.  Long range fiscal planning reports.	PERMANENT
	IV.  Capital improvement reports.	PERMANENT
1025-08	GRANT DEVELOPMENT AND ADMINISTRATIVE RECORDS
	I.  Successful grant applications and proposals and any documentation that modifies the terms of a grant.	FISCAL YEAR END + 7 years
	II.  Financial, performance, and compliance reports submitted to grantor or subgrantor agencies.	FISCAL YEAR END + 7 years
	III.  Reports, planning memoranda, studies, correspondence, and similar records created for and used in the development of successful grant proposals.	3 years.
	IV.  Any records of the type noted in (a) or (b) relating to unsuccessful grant proposals.	AV
1025-09	INVESTMENT TRANSACTION RECORDS - Documentation relating to the investment of public funds (e.g., certificates of deposit) that evidences the investment of funds, the performance or return of investments, the cancellation or withdrawal of investments, and similar activity.	FISCAL YEAR END + 7 years
	SECTION 2-2: ACCOUNTING RECORDS
1025-25	ACCOUNTING POLICIES AND PROCEDURES DOCUMENTATION - Policy and procedure directives and similar records documenting accounting methodology.	UNTIL SUPERSEDED + 5 years.
1025-26	ACCOUNTS PAYABLE AND DISBURSEMENT RECORDS - Claims, invoices, statements, copies of checks and purchase orders, expenditure authorizations, and similar records that serve to document disbursements, including those documenting claims for and reimbursement to employees for travel and other employment-related expenses, except	FISCAL YEAR END of date of payment +7 years
	I.  Accounts payable records sufficient to document the purchase costs of capital equipment or other fixed assets if capital asset documentation of the type noted under item number 1025-05(a) is not created.	FISCAL YEAR END of date of disposal +7 years
	II.  Fund transmittal reports accompanying the transmittal of funds to federal, state, or other local government agencies (e.g., sales tax to the State Comptroller of Public Accounts), to retirement systems, or to other entities if the funds are collected in whole or in part on behalf of other agencies or individuals (e.g., retirement deductions of employees), except those accompanying the transmittal of federal and state payroll and unemployment taxes [see item number 1050-53(b)].	FISCAL YEAR END of period covered by report + 3 years.
1025-27	ACCOUNTS RECEIVABLE RECORDS - Bill copies or stubs, statements, billing registers, account cards, deposit warrants, cash receipts, receipt books, cash transfers, daily cash reports, cash drawer reconciliations, and similar records that serve to document money owed to or received by a local government and its collection or receipt except	FISCAL YEAR END of date of receipt +7 years
	I.  Accounts receivable records documenting the receipt of any monies by any local government other than a school district that are remittable to the State Comptroller of Public Accounts (e.g., court costs in criminal cases, sales tax).	Remittance due date + 7 years
	II.  Account card or similar record documenting payments to a local government in which the government holds a property lien until the debt is satisfied (e.g., liens arising from demolition, lot cleaning), including original liens and lien releases.	FISCAL YEAR END of date of final payment and release of lien + 3 years
	III.  Account card or similar record relating to the receipt of cash deposits as sureties for the delivery of services (e.g., water and wastewater).	FISCAL YEAR END of termination of service or refund of deposit + 3 years.
	IV.  Records of accounts deemed uncollectable, including write-off authorizations.	FISCAL YEAR END of write-off date +7 years
1025-28	BANKING RECORDS - Bank statements, cancelled checks, check registers, deposit slips, debit and credit notices, reconciliations, notices of interest earned, etc.	FISCAL YEAR END + 5 years
1025-29	COST ALLOCATION AND DISTRIBUTION RECORDS - Records created to document the allocation of costs among accounts and funds of a local government, including records relating to chargebacks and other interdepartmental or interfund accounting transactions.	FISCAL YEAR END +7 years
1025-30	LEDGERS, JOURNALS, AND ENTRY DOCUMENTATION
	I.  General ledger showing receipts and expenditures from all accounts and funds of a local government.
	A.  For fiscal years for which an annual audit report (see item number 1025-01) exists.	FISCAL YEAR END + 5 years
	B.  For fiscal years for which an annual audit report (see item number 1025-01) does not exist.	PERMANENT
	II.  Subsidiary ledgers.	FISCAL YEAR END + 5 years
	III.  Receipt, disbursement, general, or subsidiary journals.	FISCAL YEAR END + 5 years
	IV.  Journal vouchers and entries or similar posting control forms (including supporting documentation such as correspondence and auditor adjustments that evidence journal entries and amendments).	FISCAL YEAR END + 5 years
	V.  Perpetual care fund registers of municipally-owned cemeteries.	PERMANENT.
1025-31	TRANSACTION SUMMARIES - Periodic summaries or reports of accounting transactions or activity by department, budget code, program, account, fund, or type of activity, including trial balances, unless the summary is of a type noted elsewhere in this part.
	I.  Daily.	AV.
	II.  Weekly.	90 days.
	III.  Monthly, bimonthly, quarterly, or semi-annual.	2 years.
	IV.  Annual.	FISCAL YEAR END +7 years
1025-32	UNCLAIMED PROPERTY DOCUMENTATION - Any form of record sufficient to verify information on unclaimed property previously reported to the State Treasurer showing the name and last known address of the apparent owner of reportable unclaimed property, a brief description of the property, and the balance of each unclaimed account, if appropriate.	Date on which property is reportable + 10 years.
	PART 3: PERSONNEL AND PAYROLL RECORDS
	SECTION 3-1: PERSONNEL RECORDS
1050-01	AFFIRMATIVE ACTION PLANS
	I.  Reports, analyses, and statistical data compiled from source documentation used to develop, implement, and monitor affirmative action plans.	5 years.
	II.  Affirmative action plans.	UNTIL SUPERSEDED + 5 years.
1050-02	APTITUDE AND SKILLS TEST RECORDS - Records relating to aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer, including civil service examinations.
	I.  Validation studies.	Life of test + 2 years.
	II.  Tests.	UNTIL SUPERSEDED + 2 years.
	III.  Test papers of persons taking tests.	2 years.
	IV.  Records, other than those noted (a)-(c), relating to the planning and administration of tests.	3 years.
1050-03	AWARDS AND COMMENDATIONS	Date of separation + 5 years.
1050-04	CERTIFICATES AND LICENSES - Certificates, licenses, or permits required of employees to qualify for or remain eligible to hold a position requiring certification or licensing.	UNTIL SUPERSEDED or separation of employee + 5 years.
1050-05	CONFLICT OF INTEREST AFFIDAVITS	5 years after leaving position for which the affidavit was filed.
1050-06	COUNSELING PROGRAM FILES
	I.  Reports of interviews, analyses, and similar records relating to the counseling of an employee for work-related, personal, or substance abuse problems.	3 years after termination of counseling.
	II.  Records relating to the planning, coordination, implementation, direction, and evaluation of a employee counseling program.	3 years.
1050-07	DISCIPLINARY AND ADVERSE ACTION RECORDS - Records created by civil service boards or by personnel or supervisory officers in considering, or reconsidering on appeal, an adverse action (e.g., demotion, probation, termination, suspension, leave without pay) against an employee, including, as applicable, witness and employee statements, interview reports, exhibits, reports of findings, and decisions and judgments.	2 years after case closed or action taken, as applicable.
1050-08	EMPLOYEE PENSION AND BENEFITS RECORDS [for records of pension and deferred compensation deductions from payroll see 1050-52(b)]
	I.  Employee benefit plans such as pension; life, health, and disability insurance; seniority and merit systems; and deferred compensation plans, including amendments.	Termination of plan + 1 year.
	II.  Enrollment forms providing personal identifying data, beneficiary information, option selection, and similar information.
	A.  If the official record is maintained by the retirement system of which the local government is a member or by the service provider.	AV
	B.  If the official record is maintained by the local government.
	1.  Pension and deferred compensation.	PERMANENT
	2.  Life, health, and disability insurance.	Termination of coverage + 4 years.
	III.  Annual reports from a pension system or fund.	PERMANENT.
1050-09	EMPLOYEE RECOGNITION RECORDS - Award committee reports, selection criteria, nominations, and similar administrative records of employee award or incentive programs.	2 years.
1050-10	EMPLOYEE SECURITY RECORDS
	a) Records created to control and monitor the issuance of keys, identification cards, passes, or similar instruments of identification and access.	UNTIL SUPERSEDED, date of expiration, or date of separation + 2 years, as applicable.
	b) Records relating to the issuance of parking permits.	UNTIL SUPERSEDED
1050-11	EMPLOYEE SELECTION RECORDS - Notes of interviews with candidates; audio and videotapes of job interviews; applicant rosters; eligibility lists; test ranking sheets; justification statements for violating eligibility or ranking sequence; background, criminal history, and previous injury checks; polygraph examination results; offers of employment letters; and similar records documenting the filling of a vacant position.	2 years from the creation (or receipt) of the record or the personnel action involved, whichever later.
1050-12	EMPLOYEE SERVICE RECORD - Summary employment history record for each employee maintained on one or more forms, containing the following minimum information: name; sex; date of birth; social security number; positions held with dates of hire, promotion, transfer, or demotion; dates of leaves of absence or suspension that affect computation of length of service; wage or salary rate for each position held, including step or merit increases within grades; and date of separation. [For other information on employees that must also be retained permanently either as part of this record or in another form, see item numbers 1050-52(b) and 1050-54(a)].	PERMANENT.
	b) The Teacher Service Record (Texas Education Agency Form FIN-115 or its equivalent), containing information required by statute or regulation, shall be considered an employee service record of the type described and must be retained permanently.
	c) Salary or wage data on an employee service record may be indicated by grade and step numbers if all corresponding wage rate tables (see item number 1050-59) applicable to a person’s employment history are retained permanently.
1050-13	EMPLOYMENT ADVERTISEMENTS OR ANNOUNCEMENTS - Advertisements or postings relating to job openings, promotions, training programs, or overtime opportunities, including jobs orders submitted to employment agencies.	2 years.
1050-14	EMPLOYMENT APPLICATIONS - Applications, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions (both hired and not hired) or for promotion, transfer, or training opportunity (both selected and not selected) is required on the application form, by application procedures, or in the employment advertisement except	2 years from the creation (or receipt) of the record or the personnel action involved, whichever later.
	a) Samples of publications, artwork, or other products of prior achievement not returned to applicants.	AV
	b) Transcripts of persons hired if state or federal law or regulation mandates a level of education needed to qualify for employment (e.g., school district professional and paraprofessional personnel). See also item number 1050-28(a).	Date of separation + 5 years.
1050-15	EMPLOYMENT CONTRACT/COLLECTIVE BARGAINING RECORDS
	a) Contracts and agreements, including collective bargaining agreements, between a local government and an employee or a group of employees, including written acceptances of such contracts.	Last effective date of contract + 4 years.
	b) Records relating to the negotiation of collective bargaining agreements or similar group contracts, including reports; correspondence; mediation or arbitration agreements; the proceedings, findings, and awards of arbitration boards; and similar records.	Last effective date of contract + 4 years or, if no agreement or contract results, 4 years.
1050-16	EQUAL EMPLOYMENT OPPORTUNITY RECORDS AND REPORTS
	a) Reports, analyses, or statistical data compiled from source documentation used to complete EEO reports.	3 years.
	b) EE0-1, EEO-4, EE0-5, and EE0-6 reports.	3 years.
	c) Case files relating to discrimination complaints, including complaints, legal and investigative documents, exhibits, related correspondence, withdrawal notices, and decisions or judgments.	Resolution of case + 3 years
1050-17	EQUAL PAY RECORDS - Reports, studies, aggregated or summarized data, and similar documentation compiled to monitor and demonstrate compliance with the Equal Pay Act.	2 years.
1050-18	FIDELITY BONDS	Effective life of bond + 5 years.
1050-19	FINGERPRINT CARDS	Date of separation + 5 years.
1050-20	GRIEVANCE RECORDS - Records relating to the review of employee grievances against personnel policies, working conditions, etc.	2 years.
1050-21	JOB EVALUATIONS (PERFORMANCE APPRAISALS)
	a) Evaluations of public school teachers, subject to the career ladder system, for the 1983-84 school year and subsequent years only.	PERMANENT.
	b) Evaluations of all other local government employees.	UNTIL SUPERSEDED + 2 years.
1050-22	MEDICAL AND EXPOSURE REPORTS
	I.  Health or physical examination reports or certificates of all job applicants if physical condition is a factor in hiring decisions, including the promotion, transfer or selection for training of current personnel.	2 years.
	II.  Health or physical examination reports or certificates of employees for whom periodic monitoring of health or fitness is required.
	A.  For employees exposed in the course of their work to toxic substances or harmful physical agents.	Date of separation + 30 years.
	B.  For all other employees.	UNTIL SUPERSEDED + 2 years.
	III.  Environmental, biological, and material safety monitoring reports concerning toxic substances and harmful physical agents in the workplace, including analyses derived from such reports.	30 years.
1050-23	OATHS OF OFFICE	UNTIL SUPERSEDED + 5 years; or, 5 years after leaving position for which oath required, whichever applicable.
1050-24	PERSONNEL ACTION OR INFORMATION NOTICES - Documents used by personnel officers to create or change information in the personnel records of individual employees concerning hiring, termination, transfer, pay grade, position or job title, leaves of absence, name changes, and similar personnel actions except those noted elsewhere in this part.	2 years.
1050-25	PERSONNEL STUDIES AND SURVEYS - Studies, statistical reports, surveys, cost analyses and projections, and similar records, except those noted elsewhere in this part, on any aspect of the personnel management or administration of a local government.	3 years. Review before disposal; some documents may merit permanent retention for historical reasons.
1050-26	POSITION DESCRIPTION, CLASSIFICATION, AND STAFF MONITORING RECORDS
	I.  Job descriptions, including any associated task or skill statements.	UNTIL SUPERSEDED or position abolished + 4 years.
	II.  Documentation concerning the development and analysis of job descriptions and classification systems, including survey, review and audit reports; classification standards and guidelines; selection criteria, determination of classification appeals, etc., as follows:
	A.  Documents linked to a specific position.	Dispose with job description under (a).
	B.  Survey, audit, or other reports issued on a regular basis.	UNTIL SUPERSEDED + 4 years.
	C.  Other documentation not included in (b)(1) or (b)(2).	4 years.
	III.  Position staffing and vacancy reports.	UNTIL SUPERSEDED
	IV.  Personnel requisitions.	2 years.
1050-27	REDUCTION IN FORCE PLANS (including any related implementation documentation)	UNTIL SUPERSEDED, or if implemented, 2 years from date of last RIF action under the plan.
1050-28	TRAINING AND EDUCATIONAL ATTAINMENT RECORDS (for other records relating to aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer see item number 1050-02)
	I.  Certificates of completion, transcripts, test scores, or similar records documenting the training, testing, or continuing education achievements of an employee if such training or testing is required for the position held or if the educational or skill attainment or enhancement affects or could affect career advancement in the local government or, in the case of licensed or certified personnel (e.g., school professionals, firefighters, police officers, health care professionals), in other governments or the private sector.	Date of separation + 5 years.
	II.  Records documenting the planning, development, implementation, administration and evaluation of in-house training programs.	3 years.
	III.  Training manuals, syllabuses, course outlines, and similar training aids used in in-house training programs.	UNTIL SUPERSEDED
	IV.  Skill or achievement measurement records of a training group or class as a whole (e.g., rosters with scores).	2 years.
1050-29	UNEMPLOYMENT COMPENSATION CLAIMS FILES - Unemployment claims, pertinent correspondence, and similar records documenting unemployment compensation cases.	5 years.
1050-30	VERIFICATION OF EMPLOYMENT ELIGIBILITY (INS Form I-9	3 years from hire or 1 year after separation, whichever later.
1050-31	WORK SCHEDULES - Work, duty, shift, crew, or case schedules, rosters, or assignments except work schedules includable in item number 1050-56.	1 year.
1050-32	WORKERS COMPENSATION CLAIM FILES - Initial and supplemental reports of accidents to or job-related illnesses of employees and documentation relating to any subsequent filing of claims by employees.	5 years.
1050-33	FINANCIAL DISCLOSURE STATEMENTS - Financial disclosure statements of officers and/or employees of a local government.	2 years.
	SECTION 3-2: PAYROLL RECORDS
1050-50	DEDUCTION AUTHORIZATIONS - Documentation used to start, modify, or stop all voluntary or required deductions from payroll, including orders of garnishment or other court-ordered attachments.	4 years after separation or 4 years after amendment, expiration, or termination of authorization, whichever sooner.
1050-51	DIRECT DEPOSIT APPLICATIONS/AUTHORIZATIONS	UNTIL SUPERSEDED
1050-52	EARNINGS AND DEDUCTION RECORDS
	I.  A record containing the following payroll information on each employee: name, last known address and social security number; amount of wages paid to the employee for each payroll period, including all deductions, and date of payment. Retention of any one of the following records for 4 years will satisfy the retention requirement:	4 years
	A.  Individual employee earnings card or record that shows earnings and deductions for each pay period.
	B.  Master payroll register which shows earnings and deductions for each pay period.
	II.  A record containing the following minimum pension and deferred compensation information on each employee: name, date of birth, social security number, and amount of pension and deferred compensation deductions. Permanent retention of any one of the following will satisfy the retention requirement:	PERMANENT.
	A.  Individual employee earnings card or record as in (a)(1).
	B.  Employee Service Record (see item number 1050-12) if it contains the prescribed pension and deferred compensation deduction data.
	C.  Master payroll register, or the final year-to-date register of each calendar year, if the register shows all persons employed during the year from whose wages pension and deferred compensation deductions were made.
	D.  Pension and deferred compensation deduction register, or the final year-to-date pension deduction register of each calendar year, if the register lists all persons employed during the year from whose wages pension and deferred compensation deductions were made.
	E.  Copies of annual or other periodic statements furnished to each employee detailing the deductions and contributions to a pension or deferred compensation plan during the past year or period.
	III.  Master payroll register, including year-to-date registers, if not used to satisfy either of the retention requirements set in (a) or (b).	FISCAL YEAR END + 3 years.
	IV.  Subsidiary payroll registers, if not used to satisfy either of the retention requirements set in (a) or (b).
	A.  If data contained in the subsidiary payroll register is not contained in the master payroll register.	FISCAL YEAR END + 3 years.
	B.  If data contained in the subsidiary payroll register is contained in the master payroll register.	AV
	V.  Copies of annual or other periodic statements furnished to each employee detailing the deductions and contributions to a pension or deferred compensation plan during the past year or period, if not used to satisfy the retention requirement set in (b).	2 years.
	VI.  Payroll adjustment records, including transaction registers, authorizations, and similar records authorizing and detailing adjustments to payroll records because of overpayment, underpayment, etc.	FISCAL YEAR END +7 years
1050-53	FEDERAL AND STATE TAX FORMS AND REPORTS
	I.  Forms used to determine withholding from wages and salaries for payroll tax purposes.	4 years after separation or 4 years after form amended, whichever sooner.
	II.  Forms and reports used to report the collection, distribution, deposit, and transmittal of payroll or unemployment taxes.	4 years after tax due date or date tax paid, whichever later.
1050-54	LEAVE RECORDS
	I.  A record containing a record of the unused accumulated sick leave of each employee if (1) all or a percentage of accumulated sick leave is used to calculate length of service and/or (2) accumulated sick leave is creditable to an employee if rehired. Retention of any one of the following permanently will satisfy the retention requirement:	PERMANENT.
	A.  Individual employee earnings card or record as described in item number 1050-52(a) if it also contains accumulated sick leave data.
	B.  Employee Service Record (see item number 1050-12) if it contains the accumulated sick leave data prescribed.
	C.  Copy of the final time summary or leave status report, as noted in (d), of each separated employee.
	II.  Requests and authorizations for vacation, compensatory, sick and other types of authorized leave.	FISCAL YEAR END + 3 years.
	III.  Leave or hours-to-date registers.	FISCAL YEAR END + 3 years.
	IV.  Copies of periodic time summary or leave status reports furnished to each employee containing information on vacation, sick, compensatory, or other leave earned and used, including the final report of separated employees if they are not used to satisfy the retention requirement set in (a).	2 years.
1050-55	PAYROLL ACTION OR INFORMATION NOTICES - Documents used by payroll officers to create or change information in the payroll records of individual employees except deduction authorizations (see item number 1050-50) and federal tax forms [see item number 1050-53(a)].
	I.  Documents concerning hiring, termination, transfer, pay grade, position or job title, name changes, etc.	2 years.
	II.  Documents concerning adjustments to payroll and leave status.	FISCAL YEAR END + 3 years.
1050-56	TIME AND ATTENDANCE REPORTS - Time cards or sheets, including work schedules and documentation evidencing adherence to or deviation from normal hours for those employees working on fixed schedules.	4 years
1050-57	TIME CHANGE RECORDS - Requests and authorizations for overtime, time trading, and other actions that affect normal work time except leave requests [see item number 1050-54(c)].	2 years.
1050-58	REQUESTS AND AUTHORIZATIONS TO ENGAGE IN REIMBURSABLE ACTIVITIES - Requests and authorizations for travel; participation in educational programs, workshops, or college classes; or for other bona fide work-related activities in which the expenses of an employee are defrayed or reimbursed.	FISCAL YEAR END +7 years
1050-59	WAGE AND SALARY RATE TABLES
	I.  If wage or salary rate for each position listed on an Employee Service Record (see item number 1050-12) is expressed in dollars.	2 years after last effective date.
	II.  If wage or salary rate for each position listed on an Employee Service Record (see item number 1050-12) is indicated by grade or step number only.	PERMANENT.
	PART 4: SUPPORT SERVICES RECORDS
	SECTION 4-1: PURCHASING RECORDS
1075-01	BIDS AND BID DOCUMENTATION
	I. Successful bids and requests for proposals, including invitations to bid, bid bonds and affidavits, bid sheets, and similar supporting documentation.	FISCAL YEAR END of award + 7 years
	II. Unsuccessful bids.	2 years.
	III. Informal bid records, such a requests for quotations or estimates, for the procurement of goods or services for which state law or local policy does not require the formal letting of bids.	1 year.
1075-02	INVENTORY RECORDS (PARTS AND SUPPLIES)	1 year.
1075-03	PURCHASE ORDER AND RECEIPT RECORDS
	I.  Purchase orders, requisitions, and receiving reports.	FISCAL YEAR END +7 years
	II.  Purchasing log, register, or similar record providing a chronological record of purchase orders issued, orders received, and similar data on procurement status.	FISCAL YEAR END + 3 years.
	III.  Packing slips and order acknowledgments.	10 DAYS
	IV.  Vendor and commodity lists.	UNTIL SUPERSEDED
	SECTION 4-2: FACILITY, VEHICLE, AND EQUIPMENT MANAGEMENT RECORDS
1075-15	ACCIDENT AND DAMAGE REPORTS (PROPERTY) - Reports of accidents or damage to facilities, vehicles, or equipment if no personal injury is involved.	3 years.
1075-16	CONSTRUCTION PROJECT FILES - Records concerning the planning, design, construction, conversion, or modernization of local government-owned facilities, structures, and systems, including feasibility, screening, and implementation studies; topographical and soil surveys and reports; architectural and engineering drawings, elevations, profiles, blueprints, and as-builts; inspection and investigative reports; laboratory test reports; environmental impact statements; construction contracts and bonds; correspondence; and similar documentation.	PERMANENT
1075-17	LOST AND STOLEN PROPERTY REPORTS	FISCAL YEAR END + 3 years
1075-18	MAINTENANCE, REPAIR, AND INSPECTION RECORDS - Records documenting the maintenance, repair, and inspection of facilities, vehicles, and equipment.
	I.  Vehicles and equipment.
	A.  Routine inspection records.	1 year.
	B.  Maintenance and repair records	LIFE OF THE ASSET
	II.  Facilities.
	A.  Routine cleaning, janitorial, and inspection work.	1 year.
	B.  All other facility maintenance, repair and inspection records (including those relating to plumbing, electrical, fire suppression, and other infrastructural systems).	3 years.
1075-19	SERVICE REQUESTS/WORK ORDERS (for repairs and maintenance to facilities, vehicles, or equipment)	2 years.
1075-20	USAGE REPORTS - Reports of usage of facilities, vehicles, and equipment.
	I.  Any type of usage report (e.g., mileage, fuel consumption, copies run) if such reports are the basis for allocating costs, for determining payment under rental or lease agreements, etc.	FISCAL YEAR END +7 years
	II.  Reservation logs or similar records relating to the use of facilities such as meeting rooms, auditoriums, etc. by the public or other governmental agencies.	2 years.
	III.  Usage reports compiled for purposes other than those noted in (a) or (b).	1 year.
1075-21	VEHICLE ASSIGNMENT RECORDS - Assignment logs, authorizations, and similar records relating to the assignment and use of government-owned vehicles by employees.	2 years.
1075-22	VISITOR CONTROL REGISTERS - Logs, registers, or similar records documenting visitors to limited access or restricted areas.	3 years.
1075-23	WARRANTIES (for vehicles and equipment)	Expiration of warranty + 1 year.
	SECTION 4-3: COMMUNICATIONS RECORDS
1075-40	POSTAL AND DELIVERY SERVICE RECORDS
	I.  Meter and permit usage records.	1 year.
	II.  Registered, certified, insured, and special delivery mail receipts and similar records of transmittal by express or delivery companies.	1 year.
1075-41	TELEPHONE LOGS OR ACTIVITY REPORTS - Registers or logs of telephone calls made and similar telephone activity reports
	I.  If the log, report, or similar record is used for cost allocation purposes.	FISCAL YEAR END +7 years
	II.  If the log, report, or similar record is used for internal control purposes other than cost allocation.	2 years.
	SECTION 4-4 WORKPLACE SAFETY RECORDS
5750-01
	PART 5: ELECTRONIC DATA PROCESSING RECORDS