General Records Control Schedules
Search the general record control schedules approved by the State Records Committee. Use the filter to select a record type, or search by series title or description.
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| Details | |||
|---|---|---|---|
| G3 | Requests for Public Records | 1987-11-12 |
General Records Control Schedule
Schedule No.:
3
Record Type:
-
Series Title:
Requests for Public Records
Date Approved:
1987-11-12
Description:
Requests for information under the MS Public Records Act of 1983.
Disposition Instructions:
Hold original or authenticated reproduction three (3) years; then destroy. If denial in litigation, hold until litigation resolved. |
| G9 | Attorney General Opinions within State Agencies | 1988-09-22 |
General Records Control Schedule
Schedule No.:
9
Record Type:
-
Series Title:
Attorney General Opinions within State Agencies
Date Approved:
1988-09-22
Description:
Opinions issued by the Attorney General's Office on civil litigation.
Disposition Instructions:
Hold original or authenticated reproduction three (3) years or until no longer needed; then destroy. |
| G12 | Records Transmittal and Receipt (Agency Copy) | 1989-04-06 |
General Records Control Schedule
Schedule No.:
12
Record Type:
-
Series Title:
Records Transmittal and Receipt (Agency Copy)
Date Approved:
1989-04-06
Description:
Agency copy of (Form SRC-102).
Disposition Instructions:
Hold until records stored at the State Records Center have been destroyed; then destroy Records Transmittal and Receipt form. |
| G13 | Records Destruction Certificate (Agency Copy) | 1989-04-06 |
General Records Control Schedule
Schedule No.:
13
Record Type:
-
Series Title:
Records Destruction Certificate (Agency Copy)
Date Approved:
1989-04-06
Description:
Agency copy of Form SRC-104.
Disposition Instructions:
Hold three (3) years; then destroy. |
| G14 | Personnel Files - Active | 1989-04-06 |
General Records Control Schedule
Schedule No.:
14
Record Type:
-
Series Title:
Personnel Files - Active
Date Approved:
1989-04-06
Description:
Included are: Application for employment, personnel data summary, attendance records, personnel actions, performance evaluations, cumulative leave records, discipline record, letters of commendation, payroll deduction data, bonds, training records, Learn, Earn, and Prosper (LEAP) files, and State Educational Assistance Program (SEAP) files.
Disposition Instructions:
Hold until separated from employment; then transfer to Personnel Files - Separated Employees. Active personnel files may be routinely purged of the following material three (3) years after receipt: Request for Leave, Cumulative Leave Records, Attendance Records, and Perfomance Evaluations. |
| G15 | Personnel Files - Separated Employees | 1989-04-06 |
General Records Control Schedule
Schedule No.:
15
Record Type:
-
Series Title:
Personnel Files - Separated Employees
Date Approved:
1989-04-06
Description:
Included are: Application for employment, personnel data summary, attendance record, personnel actions, performance evaluations, cumulative leave records, discipline record, letters of commendation, payroll deduction data, bond, training records,Learn, Earn, and Prosper (LEAP) files, and State Educational Assistance Program (SEAP) files.
Disposition Instructions:
Hold six (6) years PROVIDED personnel reference data is maintained by agency for all employment activity prior to 1978. The information retained must include employee name, social security number, date of birth, race, sex, job titles, dates held, salary history, and termination date. This information is maintained by the State Personnel Board for personnel actions after 1977. Personnel reference information should be retained for a period of fifty-five (55) years. Personnel summary data may be retained in any format and media selected by the agency. NOTE: Personnel files for separated employees may be transferred to the State Records Center for storage until the expiration of the six-year period. All files transferred to the State Records Center MUST contain certification from the agency that personnel summary data has been prepared for all files dated prior to 1978. |
| G16 | General Administrative Files - Personnel Office | 2018-01-18 |
General Records Control Schedule
Schedule No.:
16
Record Type:
-
Series Title:
General Administrative Files - Personnel Office
Date Approved:
2018-01-18
Description:
Included are: Certificate of eligibility, job applications (unsuccessful), job announcements, employee count printouts, requests for certificate of eligibility, performance evaluations due, manpower project and occupational analysis.
Disposition Instructions:
Hold original or authenticated reproduction three (3) years; then destroy. |
| G23 | Agency Orders | 2007-04-19 |
General Records Control Schedule
Schedule No.:
23
Record Type:
-
Series Title:
Agency Orders
Date Approved:
2007-04-19
Description:
Under the Administrative Procedures Act (APA), each agency shall make all written formal orders available for public inspection and copying, subject to any confidentiality laws. These orders shall be indexed by name and subject.
Disposition Instructions:
Official agency copy must be held permanently. If previously held paper documents are electronically imaged, the image must be verified and may become the official record for this series for permanent retention. The form and format of electronic images must not restrict the ability of the public to obtain copies as outlined in applicable laws. |
| G24 | Declaratory Opinions | 2007-04-19 |
General Records Control Schedule
Schedule No.:
24
Record Type:
-
Series Title:
Declaratory Opinions
Date Approved:
2007-04-19
Description:
Under the Administrative Procedures Act (APA), any person with a substantial interest in the subject matter of an agency may make a written request for a declaratory opinion. The agency requested must maintain rules for the issuance of a declaratory opinion, and respond as provided for by law. Each agency is responsible for making the opinions available for public inspection; indexed by name and subject within the limits or confidentially statutes or exemption from public disclosure pursuant to other provisions of law.
Disposition Instructions:
Official agency copy must be held permanently. The history of the agency opinions shall be reflected through permanent retention of these records. If previously held paper documents are electronically imaged, the image must be verified and may become the official record for this series for permanent retention. The form and format of electronic images must not restrict the ability of the public to obtain copies as outlined in applicable laws. |
| G25 | Rule-Making Docket | 2007-04-19 |
General Records Control Schedule
Schedule No.:
25
Record Type:
-
Series Title:
Rule-Making Docket
Date Approved:
2007-04-19
Description:
Under the Administrative Procedures Act (APA), each state agency is required to compile, publish and make available the rules which affect the public. These rules are filed with the Secretary of State for inclusion in the Administrative Bulletin. The Rule-Making Docket contains the elements as required in applicable code for each pending rule-making proceeding and indicates the subject matter, citations to publications, location of public comment inspection, economic impact statement, current status, date of rule adoption, and effective date.
Disposition Instructions:
The official agency copy must be held permanently. If previously held paper documents are electronically imaged, the image must be verified by the agency and may become the official record for this series for permanent retention. The form and format of electronic images must not restrict the ability of the public to obtain copies as outlined in applicable laws. The creating agency need not send this series to MDAH, as the official copies of the rules filed with the Secretary of State are transferred to MDAH for archival retention under a separate records control schedule. |
| G26 | Rule-Making Record | 2007-04-19 |
General Records Control Schedule
Schedule No.:
26
Record Type:
-
Series Title:
Rule-Making Record
Date Approved:
2007-04-19
Description:
Under the Administrative Procedures Act (APA), each agency shall make rules and other matter available to the public upon request. There may be some additional records not covered by a specific schedule, which may include correspondence regarding advice on rules, Secretary of State filing forms, rules for the conduct of an oral proceeding, official transcripts of oral proceedings, written comments on rules, newspaper publications, 5-year review of the agency APA rules, and other records which document the creation of any agency rule.
Disposition Instructions:
The history of the agency rule-making process shall be reflected through permanent retention of these records. It is important to retain this series for continuity of services and rules over time, and for providing the supportive documentation to evidence the decisions of an agency. If any of these pages are duplicated elsewhere, only one official copy must be retained. If previously held paper documents are electronically imaged, the image must be verified and may become the official record for this series for permanent retention. The form and format of electronic images must not restrict the ability of the public to obtain copies as outlined in applicable laws. |
| G27 | Privacy Complaint | 2007-04-19 |
General Records Control Schedule
Schedule No.:
27
Record Type:
-
Series Title:
Privacy Complaint
Date Approved:
2007-04-19
Description:
Federal Regulations mandate those agencies who are required to comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to maintain documents related to complaints of alleged privacy violations. These records generally include forms and correspondence. This series is subject to audit by the Centers for Medicare and Medicaid Services (CMS) and/or the Office for Civil Rights.
Disposition Instructions:
Hold in current file area one (1) year after the final agency disposition of the allegation. Records to be transferred to State Records Center for an additional five (5) years, then destroyed. |
| G28 | Notice of Privacy Practices | 2007-04-19 |
General Records Control Schedule
Schedule No.:
28
Record Type:
-
Series Title:
Notice of Privacy Practices
Date Approved:
2007-04-19
Description:
Federal Regulations mandate those agencies who are required to comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to create and provide access to the Notice of Privacy Practices, which outlines the rights, responsibilities, and directions relating to privacy concerns. These records generally include the actual Notice, various available Notice formats (paper, electronic, HTML), and a list of individuals to whom the Notice was sent. This series is subject to audit by the Centers for Medicare and Medicaid Services (CMS) and/or the Office for Civil Rights.
Disposition Instructions:
Hold in current file area one (1) year after the effective date of the Notice or availability to the recipient. All "official" versions of the Notice shall be retained permanently by the creating agency, and any lists of recipients may be sent to the State Records Center for an additional 5 years, then destroy. |
| G29 | State Plan | 2007-04-19 |
General Records Control Schedule
Schedule No.:
29
Record Type:
-
Series Title:
State Plan
Date Approved:
2007-04-19
Description:
These records document agency actions as they relate to their respective State Plan documents, which are required as part of participating in federal programs. This series includes the actual state plan on file, background information, forms, correspondence, reference to or inclusion of Administrative Procedures Act (APA) filings, memorandums, economic impact statements, historical state plan documents, and miscellaneous supporting materials.
Disposition Instructions:
The official agency copy must be held permanently. If previously held paper documents are electronically imaged, the image must be verified by the agency and may become the official record for this series for permanent retention. Once authenticated, the original paper documents may be destroyed. The form and format of electronic images must not restrict the ability of the public to obtain copies as outlined in applicable laws. |
| G30 | Annual Reports | 2007-10-25 |
General Records Control Schedule
Schedule No.:
30
Record Type:
-
Series Title:
Annual Reports
Date Approved:
2007-10-25
Description:
This series includes the published annual reports of an agency.
Disposition Instructions:
Each agency will provide the State Archives with one (1) copy of their Annual Report at the end of the year, as published. This may be transferred electronically in the native format. One (1) copy shall also be provided to the MS. Library Commission in compliance with Section 25-51-1 et. seq. of the Mississippi Code of 1972, as amended. |
| G33 | Directors' and University Executive Officers' Files | 2008-04-17 |
General Records Control Schedule
Schedule No.:
33
Record Type:
-
Series Title:
Directors' and University Executive Officers' Files
Date Approved:
2008-04-17
Description:
Directors' or university executive officers' files contain correspondence, policies and procedures, internal memos and reports, agency/organizational reviews, program development records, subject/administrative materials, non-routine fiscal data, and files related to historical, legal, and administrative functions of an agency, commission, or IHL. Confidential files (e.g., personnel) or proprietary information which may be exempt from public disclosure should be filed separately.
Disposition Instructions:
Hold files five (5) years, then transfer to State Archives. Records of executive officers shall be transferred to the University archives at a period determined by each university. |
| G34 | Support Files of Minutes of a State Public Body | 2008-10-23 |
General Records Control Schedule
Schedule No.:
34
Record Type:
-
Series Title:
Support Files of Minutes of a State Public Body
Date Approved:
2008-10-23
Description:
This series contains files and working papers which support the minutes of a state public body as defined in 25-61-3(a). Included are agendas, correspondence, official meeting books, executive officer reports, handouts, audio/visual materials, recordings of meetings, and related material. Files may be generated and received in paper or electronic format, or a combination of the two. Confidential files (e.g. personnel) or proprietary information which may be exempt from public disclosure should be filed separately.
Disposition Instructions:
Hold original or authenticated reproduction at the office of the public body for no more than ten (10) years, then transfer to State Archives. |
| G35 | Minutes of a State Public Body | 2008-10-23 |
General Records Control Schedule
Schedule No.:
35
Record Type:
-
Series Title:
Minutes of a State Public Body
Date Approved:
2008-10-23
Description:
This series contains the official minutes of a state public body as defined in MCA 25-61-3(a). The official minutes may be generated in paper or electronic format, or a combination of the two. Confidential or proprietary information shall be identified prior to transfer to State Archives.
Disposition Instructions:
Hold original, including electronic, at the office of the public body for no more than ten (10) years, then transfer to State Archives. |
| G53 | Press Releases | 2009-01-22 |
General Records Control Schedule
Schedule No.:
53
Record Type:
-
Series Title:
Press Releases
Date Approved:
2009-01-22
Description:
This series consists of official public releases of the agency. These records may include, but are not limited to, news releases, prepared statements, and public service announcements.
Disposition Instructions:
Annually transfer one copy to State Archives. |
| G54 | Public Relations Working Files | 2009-01-22 |
General Records Control Schedule
Schedule No.:
54
Record Type:
-
Series Title:
Public Relations Working Files
Date Approved:
2009-01-22
Description:
This series consists of materials created in the preparation of press releases. Included are rough drafts, design and layout documents, and printing information.
Disposition Instructions:
Maintain in current files area three (3) years, then destroy. |
| G55 | Agency Publications | 2009-01-22 |
General Records Control Schedule
Schedule No.:
55
Record Type:
-
Series Title:
Agency Publications
Date Approved:
2009-01-22
Description:
This series consists of publications produced for public distribution. Includes, but is not limited to, books, reports, studies, pamphlets, posters, leaflets, brochures, magazines, and maps.
Disposition Instructions:
Each agency shall provide the MS. Library Commission with copies of each publication in compliance with Section 25-51-1 et. seq. of the Mississippi Code of 1972, as amended; and one copy to the State Archives. The State Archives can accept a copy in native format. |
| G56 | History Files: Agency | 2009-01-22 |
General Records Control Schedule
Schedule No.:
56
Record Type:
-
Series Title:
History Files: Agency
Date Approved:
2009-01-22
Description:
This series consists of material that documents particularly significant accomplishments and events in the history of an agency. Although scheduled for destruction under another schedule, it may be considered because of its exceptional content. Included, but not limited to articles, notes and program documentation, narratives, photographs, recordings, and scrapbooks. This may be print, audio, electronic, or audio/visual material.
Disposition Instructions:
Contact State Archives for archival review. |
| G57 | Invitations and Programs | 2009-01-22 |
General Records Control Schedule
Schedule No.:
57
Record Type:
-
Series Title:
Invitations and Programs
Date Approved:
2009-01-22
Description:
This series consists of invitations to public agency events and programs printed for public agency events.
Disposition Instructions:
Annually transfer one copy to State Archives. |
| G58 | Speeches (Elected Officials and Executive Level) | 2009-01-22 |
General Records Control Schedule
Schedule No.:
58
Record Type:
-
Series Title:
Speeches (Elected Officials and Executive Level)
Date Approved:
2009-01-22
Description:
This series consists of official speeches given by an agency director, deputy director, or elected state official. Included are final versions or final mark-up versions of speeches.
Disposition Instructions:
Annually transfer one copy to State Archives. |
| G62 | Transitory Correspondence | 2011-10-20 |
General Records Control Schedule
Schedule No.:
62
Record Type:
-
Series Title:
Transitory Correspondence
Date Approved:
2011-10-20
Description:
Routine correspondence, including e-mail and typed memos of non-executive staff. Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy, establish guidelines or procedures; certify a transaction, or become a receipt. Includes reminders about scheduled meetings or appointments, telephone messages, announcements of office events and recipient copies of announcements of events such as lectures, exhibits, workshops, etc.
Disposition Instructions:
Delete or dispose of upon receipt or after event. |
| G63 | Newsletters, Bulletins & Brochures | 2011-10-20 |
General Records Control Schedule
Schedule No.:
63
Record Type:
-
Series Title:
Newsletters, Bulletins & Brochures
Date Approved:
2011-10-20
Description:
Agency publications that provide information about activities, programs or services of an agency, board or commission and any of its subunits.
Disposition Instructions:
Transfer original format, whether paper or electronic, or agreed upon digitized copy to Archives at the end of each fiscal year. |
| G64 | Newsletter Support Files | 2011-10-20 |
General Records Control Schedule
Schedule No.:
64
Record Type:
-
Series Title:
Newsletter Support Files
Date Approved:
2011-10-20
Description:
This series includes working papers, mailing lists and other files used to create the final newsletter.
Disposition Instructions:
Hold support files one (1) year; then dispose. |
| G65 | EEOC Case Files | 2017-01-19 |
General Records Control Schedule
Schedule No.:
65
Record Type:
-
Series Title:
EEOC Case Files
Date Approved:
2017-01-19
Description:
This series includes the statement of position, internal investigation material, copy of personnel file, correspondence, witness interviews, copies of applicable personnel policies, and notices from the Equal Employment Opportunity Commission.
Disposition Instructions:
Hold file on (1) year after the Notice of Right to Sue has been issued by the EEOC; then dispose if no litigation has begun. If a Letter of Determination was issued by the EEOC, or the complainant filed suit; then hold file three (3) years after conclusion of conciliation or litigation; then dispose. Audit must have been released three (3) years after financial settlement. 29 CFR 1602 |
| G66 | Unofficial and Office Copies of Accounting & Budget Records | 2017-01-19 |
General Records Control Schedule
Schedule No.:
66
Record Type:
-
Series Title:
Unofficial and Office Copies of Accounting & Budget Records
Date Approved:
2017-01-19
Description:
Accounting and budget records, reports, applications, and related files used as work copies.
Disposition Instructions:
Hold copy one (1) year; then destroy. |
| G69 | Minutes that do not establish policy, precedence or rules. | 2017-01-19 |
General Records Control Schedule
Schedule No.:
69
Record Type:
-
Series Title:
Minutes that do not establish policy, precedence or rules.
Date Approved:
2017-01-19
Description:
This series usually contains the minutes of a unit of a state public body as defined in MCA 25-61-3(a), which does not formalize the policy, precedence or rules of the agency. These may be generated in paper or electronic format, or a combination of the two.
Disposition Instructions:
Hold original at the office of the public body until lapse of administrative need; then dispose. |
| G79 | I-9 Forms | 2017-04-20 |
General Records Control Schedule
Schedule No.:
79
Record Type:
-
Series Title:
I-9 Forms
Date Approved:
2017-04-20
Description:
This series is filed separately from the regular personnel files and agencies must be able to provide access to the Department of Justice or Department of Labor within three (3) days of a request.
Disposition Instructions:
Hold three (3) years after date of hire or one (1) year after termination, whichever is greater, then dispose. |
| G80 | Health Plan Benefits | 2017-04-20 |
General Records Control Schedule
Schedule No.:
80
Record Type:
-
Series Title:
Health Plan Benefits
Date Approved:
2017-04-20
Description:
This series includes information about the health benefits available to all state employees.
Disposition Instructions:
Office of Insurance to hold information related to health benefits and programs seven (7) years after modification or termination of plan benefits, then dispose. State Agencies hold state employee health benefits plan information three (3) years after the plan is amended or superseded, then dispose. |
| G81 | Supplemental Health Plan Benefits | 2017-04-20 |
General Records Control Schedule
Schedule No.:
81
Record Type:
-
Series Title:
Supplemental Health Plan Benefits
Date Approved:
2017-04-20
Description:
This series include information about supplemental benefits available to state employees for a given agency.
Disposition Instructions:
Agencies will hold supplemental health benefits plan information six (6) years after the plan is amended or superseded, then dispose. |
| G82 | Drug Test Records | 2017-04-20 |
General Records Control Schedule
Schedule No.:
82
Record Type:
-
Series Title:
Drug Test Records
Date Approved:
2017-04-20
Description:
This series includes the testing results of employees from drug tests administered as a condition of employment.
Disposition Instructions:
Hold drug test records one (1) year from receipt of test results, then dispose. DOT positions in aviation, trucking, railroads, mass transit and pipelines must hold records five (5) years from receipt of test results, then dispose. If test resulted in adverse action against an employee, hold the records five (5) years after conclusion of final action. |
| G83 | Americans with Disabilities Act documentation | 2017-04-20 |
General Records Control Schedule
Schedule No.:
83
Record Type:
-
Series Title:
Americans with Disabilities Act documentation
Date Approved:
2017-04-20
Description:
This series includes all documents received from, or used to make a decision for compliance with the Americans with Disabilities Act. The Equal Employment Opportunity Commission, Department of Transportation, Federal Communications Commission, and Department of Justice all enforce portions of the Act.
Disposition Instructions:
Hold all documents received from an employee, or created as part of the decision making process, one (1) year after receipt of the records or personnel action is finalized; then dispose. |
| G84 | Age Discrimination in Employment Act | 2017-04-20 |
General Records Control Schedule
Schedule No.:
84
Record Type:
-
Series Title:
Age Discrimination in Employment Act
Date Approved:
2017-04-20
Description:
This series includes documents received or used in the decision making process related to age discrimination in employment. The Equal Employment Opportunity Commission regulates and enforces this Act.
Disposition Instructions:
Hold all documents received from an employee, or created as part of the decision making process, one (1) years after receipt of the records or personnel action is finalized; then dispose. All payroll records are held according to the payroll retention schedules. |
| G85 | Applicant Selection Process Records | 2017-04-20 |
General Records Control Schedule
Schedule No.:
85
Record Type:
-
Series Title:
Applicant Selection Process Records
Date Approved:
2017-04-20
Description:
This series include certificates of eligibles, applications, resumes, cover letters, interview notes, and other documents presented for a position of employment.
Disposition Instructions:
Agencies will hold two (2) years after the final decision is made on the position for which the information was received. Supervisors and selection committee members to hold copies one (1) year after completion of interview and decision process, then dispose. |
| G86 | Safety Data (Toxic Substance Exposure) | 2017-04-20 |
General Records Control Schedule
Schedule No.:
86
Record Type:
-
Series Title:
Safety Data (Toxic Substance Exposure)
Date Approved:
2017-04-20
Description:
This series includes files related to the safety of state employees and exposure of hazardous or toxic substances. This includes Material Safety Data Sheet, medical exams, reports, and communications.
Disposition Instructions:
Hold all safety and health records related to exposure thirty (30) years after the individual is no longer employed by the state, then dispose. |
| G87 | Worker's Compensation Files | 2017-04-20 |
General Records Control Schedule
Schedule No.:
87
Record Type:
-
Series Title:
Worker's Compensation Files
Date Approved:
2017-04-20
Description:
This series includes files related to accident reports, potential claims, and actual claims filed for Worker's Compensation Coverage due to injury or illness related to employment.
Disposition Instructions:
Supervisors hold all files until they can be transferred into the agencies Official Files. The Official files are held for reports of injury in which no claim for coverage was filed for two (2) years, then dispose. Hold all records related to Worker's Compensation coverage or benefits paid for seven (7) years after last payment is made. |
| G88 | Official and Executive Subject Files | 2017-07-20 |
General Records Control Schedule
Schedule No.:
88
Record Type:
-
Series Title:
Official and Executive Subject Files
Date Approved:
2017-07-20
Description:
May consist of letters, memorandums, attachments, reports and related material. These files may relate to any topic such as an action, event, person, place or other subject to support a current or potential business task, function or decision, and serve as official or executive information. These files differ from specific case files or direct work files of an agency.
Disposition Instructions:
Hold three (3) years then transfer to Archives. |
| G89 | Staff Subject Files | 2017-07-20 |
General Records Control Schedule
Schedule No.:
89
Record Type:
-
Series Title:
Staff Subject Files
Date Approved:
2017-07-20
Description:
May consist of letters, memorandums, attachments, reports and other related material. These files may relate to any topic such as an action, event, person, place or other subject to support a current or potential business task, function or decision, but not the official decision or copy of the agency. These file differ from specific case files or direct work files of an agency.
Disposition Instructions:
Hold until lapse of administrative need, then dispose. |
| G90 | Staff Desk Reference Files | 2017-07-20 |
General Records Control Schedule
Schedule No.:
90
Record Type:
-
Series Title:
Staff Desk Reference Files
Date Approved:
2017-07-20
Description:
Any document or copy of a document made or kept in the course of routine daily activity solely for reference purposes. These files may include copies of policies, procedures, interoffice memos; copies of individual personnel files; draft copies of correspondence and speeches; form letters, etc.
Disposition Instructions:
Hold until lapse of administrative need, then dispose. |
| G91 | Personal Service Contract Files | 2017-07-20 |
General Records Control Schedule
Schedule No.:
91
Record Type:
-
Series Title:
Personal Service Contract Files
Date Approved:
2017-07-20
Description:
Documents related to and including personal service contracts, analysis, requests for approval, advertisements, invitations to bid, vendor bids, awards, contracts and all other records as required by the Personal Service Contract Review Board for the administration of personal service contracts.
Disposition Instructions:
Hold three (3) years after final payment and agreed settlement, then dispose. Audit must have been released three (3) years prior to disposal. |
| G92 | Passenger Vehicle Purchase, Lease, Rent or Acquire Approval Files | 2017-07-20 |
General Records Control Schedule
Schedule No.:
92
Record Type:
-
Series Title:
Passenger Vehicle Purchase, Lease, Rent or Acquire Approval Files
Date Approved:
2017-07-20
Description:
Includes documents of vehicle choice justification, internal and BFM approvals, VR-1, CR-1 and grant agreement if applicable, Commuter Mileage Calculator, sales agreement/contract, vehicle replacement justification, and other files as required to obtain a licensed passenger vehicle.
Disposition Instructions:
Hold files three (3) years, then dispose. Audit must have been released three (3) years prior to disposal. |
| G93 | Passenger Vehicle Purchase, Lease, Rent or Acquire Ownership/Use Files | 2017-07-20 |
General Records Control Schedule
Schedule No.:
93
Record Type:
-
Series Title:
Passenger Vehicle Purchase, Lease, Rent or Acquire Ownership/Use Files
Date Approved:
2017-07-20
Description:
Includes documents related to the vehicle warranty, window sticker, owner's manuals, and other documents received when taking possession of a passenger vehicle.
Disposition Instructions:
Hold files for the life of the vehicle, then transfer to the new owner upon disposition of vehicle. |
| G94 | Passenger Vehicle Maintenance and Care Files | 2017-07-20 |
General Records Control Schedule
Schedule No.:
94
Record Type:
-
Series Title:
Passenger Vehicle Maintenance and Care Files
Date Approved:
2017-07-20
Description:
Includes agency policy for proper maintenance, tracking of maintenance costs, routine and additional maintenance/repair information, and warranty tracking system.
Disposition Instructions:
Hold files for the life of the vehicle, then transfer to the new owner upon disposition of vehicle. |
| G95 | Passenger Vehicle Monthly and Annual Inspection Files | 2017-07-20 |
General Records Control Schedule
Schedule No.:
95
Record Type:
-
Series Title:
Passenger Vehicle Monthly and Annual Inspection Files
Date Approved:
2017-07-20
Description:
Monthly and annual inspection files completed by agency staff and submitted to the agency's fleet manager. Includes notes on vehicle condition and necessary repairs.
Disposition Instructions:
Disposition: Hold one (1) year, then dispose. |
| G96 | Passenger Vehicle Fuel and Mileage Logs | 2017-07-20 |
General Records Control Schedule
Schedule No.:
96
Record Type:
-
Series Title:
Passenger Vehicle Fuel and Mileage Logs
Date Approved:
2017-07-20
Description:
Required forms completed by agency staff to document daily use and fuel purchase for an agency vehicle.
Disposition Instructions:
Hold three (3) years after audit, then dispose. |
| G97 | Fuel Card Files | 2017-07-20 |
General Records Control Schedule
Schedule No.:
97
Record Type:
-
Series Title:
Fuel Card Files
Date Approved:
2017-07-20
Description:
Files held by each agency's fleet manager which document fuel card assignment, use, billing, invoices/receipts, and related material.
Disposition Instructions:
Hold three (3) years after audit, then dispose. |
| G98 | Passenger Vehicle Operating Records | 2017-07-20 |
General Records Control Schedule
Schedule No.:
98
Record Type:
-
Series Title:
Passenger Vehicle Operating Records
Date Approved:
2017-07-20
Description:
Files of authorized users of an agency's vehicles, which include the Vehicle Use Agreement, copy of driver's license, driving record report, copy of fleet policies and procedures. Files are updated annually.
Disposition Instructions:
Hold one (1) year, then dispose. |
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