Local Government Records Schedules
Search the local government record control schedules approved by the State Records Committee. Use the filters to narrow results by entity or schedule type.
Use the column selector to show additional detail columns such as Description and Retention.
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| Airports | GSA | 01 | 10 | Administration | Litigation Files | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
01
Series #:
10
Function:
Administration
Approved:
1/18/05
Series Title:
Litigation Files
Description:
This series contains copies of documentation related to all litigation.
Appraisal:
There are no statutory requirements related to the retention of this series. Generally, upon settlement or termination or any litigation, this type of series becomes inactive. Long term retention of legal files is a standard practice due primarily to reference for future litigation or legal research. Based on current practice of the JMAA the recommended retention is permanent with duplication on microfilm for security purposes.
Retention:
Ten (10) years following final settlement. |
| Airports | GSA | 01 | 06 | Administration | Audit Report Files | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
01
Series #:
06
Function:
Administration
Approved:
1/18/05
Series Title:
Audit Report Files
Description:
Includes copy of year end audit report, information provided by the airport to the independent auditor, and related correspondence.
Appraisal:
Permanent.
Retention:
Permanent. |
| Airports | GSA | 02 | 05 | Finance/Accounting | Bids and Proposals | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
02
Series #:
05
Function:
Finance/Accounting
Approved:
1/18/05
Series Title:
Bids and Proposals
Description:
Bids and proposals received from prospective vendors. Includes requests for proposals.
Appraisal:
Compliant with municipal schedules for bids and proposals.
Retention:
Five (5) years. |
| Airports | GSA | 02 | 16 | Finance/Accounting | Airport Aid Program Accounting Records | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
02
Series #:
16
Function:
Finance/Accounting
Approved:
1/18/05
Series Title:
Airport Aid Program Accounting Records
Description:
This series contains copies of supporting documentation related to projects in the Airport Aid Program. Documentation includes invoices, cost estimates, payrolls, vouchers, canceled checks, receipts for cash payments and other documentation required by the Federal Aviation Administration.
Appraisal:
See appraisal for Project Files (JMAA-02-29).
Retention:
Three (3) years after submission of final expenditure report. |
| Airports | GSA | 02 | 09 | Finance/Accounting | Contracts | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
02
Series #:
09
Function:
Finance/Accounting
Approved:
1/18/05
Series Title:
Contracts
Description:
Copies of all contracts executed by airport.
Appraisal:
Permanent (reference GSM-01-05).
Retention:
Five (5) years following expiration of contract. |
| Airports | GSA | 06 | 01 | Operations | FAA Cargo Reports | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
06
Series #:
01
Function:
Operations
Approved:
1/18/05
Series Title:
FAA Cargo Reports
Description:
Report reflecting monthly landing weights enplaned at airport.
Appraisal:
This series is used as an accounting and reporting record. There are no statutory requirements governing the retention of this record. The administrative use generally ceases following the audit. Regulatory requirements are issued by the Federal Aviation Administration in 14 CFR 152.307 (Airport Aid Program) and require a retention of three (3) years.
Retention:
Three (3) years after receipt of AIP entitlement funds related to cargo landings. |
| Airports | GSA | 06 | 02 | Operations | FAA/State Grant Files | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
06
Series #:
02
Function:
Operations
Approved:
1/18/05
Series Title:
FAA/State Grant Files
Description:
Federal Aviation Administration (Department of Transportation) correspondence related to federal/state grants, grant application, and grant approval letters.
Appraisal:
This series provides documentation of all grants received by JMAA. Based on administrative need, the recommended retention is permanent.
Retention:
Permanent. |
| Airports | GSA | 02 | 13 | Finance/Accounting | Monthly Financial Statements | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
02
Series #:
13
Function:
Finance/Accounting
Approved:
1/18/05
Series Title:
Monthly Financial Statements
Description:
This series includes balance sheets, income statements, statements of cash flows, trial balances, and monthly docket reports.
Retention:
Three (3) years after release of audit. |
| Airports | GSA | 01 | 07 | Administration | Insurance Policies | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
01
Series #:
07
Function:
Administration
Approved:
1/18/05
Series Title:
Insurance Policies
Description:
Copies of all insurance policies.
Appraisal:
There are no retention requirements for this series following expiration of the policy. The recommended retention is based on administrative discretion.
Retention:
Three (3) years after expiration. |
| Airports | GSA | 06 | 03 | Operations | Passenger Facility Charge (PFC) Reporting Files | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
06
Series #:
03
Function:
Operations
Approved:
1/18/05
Series Title:
Passenger Facility Charge (PFC) Reporting Files
Description:
Copy of the Federal Aviation Administration Passenger Facility Charge application and quarterly Passenger Facility Charge Report detailing revenues received and expenses incurred.
Appraisal:
The regulatory requirements of 14 CFR 158.67 govern the maintenence of this series. The PFC is authorized by the FCC for the purpose of airport improvement projects and is terminated after the completion of a project. Retention requirements are not specified in these regulations. The recommended retention is based on Airport Aid Projects guidelines.
Retention:
Three (3) years after payment for project. |
| Airports | GSA | 06 | 04 | Operations | Project Files | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
06
Series #:
04
Function:
Operations
Approved:
1/18/05
Series Title:
Project Files
Description:
Includes copies of plans and specifications, correspondence, copies of architectural and engineering contracts, copies of construction contract, federal and state grant assurances and construction work in progress files, and "as built" drawings.
Appraisal:
Based on the long term use of this series as working files for the airport infrastructure, the recommended retention for this series is permanent.
Retention:
Permanent. |
| Airports | GSA | 04 | 03 | Fixed Assets/Property | Property Deeds | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
04
Series #:
03
Function:
Fixed Assets/Property
Approved:
1/18/05
Series Title:
Property Deeds
Description:
Deeds to airport owned property.
Appraisal:
Permanent.
Retention:
Permanent. |
| Airports | GSA | 04 | 04 | Fixed Assets/Property | Property Plats | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
04
Series #:
04
Function:
Fixed Assets/Property
Approved:
1/18/05
Series Title:
Property Plats
Description:
Plats of airport owned property.
Appraisal:
Permanent.
Retention:
Permanent. |
| Airports | GSA | 02 | 07 | Finance/Accounting | Purchase Orders | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
02
Series #:
07
Function:
Finance/Accounting
Approved:
1/18/05
Series Title:
Purchase Orders
Description:
Purchase orders.
Appraisal:
Transfer to Accounts Payable File (JMAA-02-01).
Retention:
Three (3) years after release of audit. |
| Airports | GSA | 01 | 04 | Administration | Airport Certification Records | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
01
Series #:
04
Function:
Administration
Approved:
1/18/05
Series Title:
Airport Certification Records
Description:
Records documenting the certification of the airport by the Federal Aviation Administration. This series includes certification manuals for passenger airports and certification specifications for limited airports. Manuals include procedures for all aspects of facility management.
Retention:
Retain certification manuals and specifications permanently. Retain other material two (2) years after the expiration of the certification. |
| Airports | GSA | 06 | 07 | Operations | Navigational Facilities Maintenance/Operation Reports | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
06
Series #:
07
Function:
Operations
Approved:
1/18/05
Series Title:
Navigational Facilities Maintenance/Operation Reports
Description:
Documentation of the maintenance and operation of all airport navigational equipment including non-directional radio beacon facilities, instrument landing facilities, simplified directional facility, distance measuring equipment, VHF marker beacons, microwave landing systems, and others. Records include meter readings and adjustment records, facility maintenance logs, radio equipment operation records, technical performance records, and other documents.
Appraisal:
Based on Virginia.
Retention:
Two (2) years after the equipment is removed from service. |
| Airports | GSA | 06 | 08 | Operations | NOTAM Reports | 1/18/05 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
06
Series #:
08
Function:
Operations
Approved:
1/18/05
Series Title:
NOTAM Reports
Description:
Reports documenting the notification of a change in airport conditions. This series includes Notice to Airmen forms.
Appraisal:
Based on Virginia.
Retention:
One (1) year after removal of condition. |
| Airports | GSA | 01 | 10 | Administration | Airport Space Lease Agreements | 10/15/24 |
Schedule Details
Entity:
Airports
Type:
GSA
Schedule #:
01
Series #:
10
Function:
Administration
Approved:
10/15/24
Series Title:
Airport Space Lease Agreements
Description:
Contracts between airport authority and aircraft owners to lease space either for specified time or ongoing. Often include specific fees charged for size of aircraft and various services.
Appraisal:
Administrative need during life of contract. Lease is justification for fees collected, an auditable record. Copied and modified from GSL 18-01 Boat Slip Leases
Retention:
Three (3) years after release of audit following termination of lease. |
| All Local Governments | GSL | 01 | 13 | Administrative Records | Litigation Files | 4/10/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
13
Function:
Administrative Records
Approved:
4/10/18
Series Title:
Litigation Files
Description:
Documentation of all litigation brought by or against the Local Government Entity.
Appraisal:
Schedules GSA 01-10 (Airports), GSC/ GSM 22-07 (Housing Auth) already approved for 10-yr retention. Annexation & civil rights cases should be kept permanently due to historical & research value. There are no statutory requirements related to the retention of this series. Generally, upon settlement or termination of any litigation, this type of series becomes inactive. Long term retention of legal files is a standard practice due primarily to reference for future litigation or legal research. MS Code ¤9-7-128 authorizes circuit clerk to dispose of civil case files ten years after final settlement.
Retention:
Ten (10) years following final disposition of the matter, including any settlement. Review cases involving annexation, civil rights, and other landmark or historical issues for potential permanent retention. |
| All Local Governments | GSL | 03 | 01 | Payroll Records | Cafeteria Plan Administrative Fees | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
01
Function:
Payroll Records
Approved:
7/18/17
Series Title:
Cafeteria Plan Administrative Fees
Description:
Listing of employees enrolled in cafeteria plan supplemental program (e.g. uninsured medical, day care, etc.) and the administrative fee charged to the entity. Used for determining amount due carrier. Replaces Schedules CJC 03-01, GSC 03-01, GSM 03-01, GSS 07-01, and LIB 03-01.
Appraisal:
2 CFR 200.334 provides the legal retention requirements for this series. The administrative use ceases following audit. The series contains no information which requires further retention.
Retention:
Three (3) years after release of audit. |
| All Local Governments | GSL | 03 | 02 | Payroll Records | Cafeteria Plan Enrollment | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
02
Function:
Payroll Records
Approved:
7/18/17
Series Title:
Cafeteria Plan Enrollment
Description:
Form used to enroll employees in Cafeteria Plan on a yearly basis. Indicates coverage selected and amounts selected. Replaces Schedules CJC 03-02, GSC 03-02, GSM 03-02, GSS 07-02, and LIB 03-02.
Appraisal:
In addition to 2 CFR 200.334, the tax nature of this series suggests retention in accordance with 26 CFR 60001-1 (e) (2) which requires a retention of four (4) years after tax is due or paid for employer tax records. The administrative use of this series ceases following the close of the calendar year of enrollment, although audit requirements may provide additional use. As a routine payroll record this series does not possess archival value.
Retention:
Four (4) years after close of calendar year. |
| All Local Governments | GSL | 03 | 03 | Payroll Records | Deduction Cards | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
03
Function:
Payroll Records
Approved:
7/18/17
Series Title:
Deduction Cards
Description:
Payroll deduction cards enrolling employees in various payroll deduction programs including credit union, direct deposit, insurance (except health), and disability and rehabilitation. Replaces Schedules CJC 03-03, GSA 03-02, GSC 03-03, GSM 03-03, GSS 07-03, and LIB 03-03.
Appraisal:
As the authority for withholding pay from employees' payroll checks, this series is audited and is governed by 2 CFR 200.334 which requires retention three (3) years after release of the audit. However, each file remains active until superseded by and amended or canceled by deduction card. Therefore, the retention period begins only after the deduction card has been superseded. The administrative use of this series is rare after data entry, although occasional reference to verify an employee's selection may be made. There is no archival value to this series as a routine payroll record. The recommended retention is to hold until the card is superseded by an amended card or cancellation, then hold three (3) years after the release of the subsequent audit.
Retention:
Until superseded, then three (3) years after release of audit. |
| All Local Governments | GSL | 03 | 04 | Payroll Records | Employee Earnings Record | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
04
Function:
Payroll Records
Approved:
7/18/17
Series Title:
Employee Earnings Record
Description:
Report detailing all payroll checks issued to employees. Includes employee's name, Social Security number, and types and amounts of individual deductions. Replaces Schedules CJC 03-04, GSA 03-03, GSC 03-04, GSM 03-04, and GSS 07-04.
Appraisal:
This is a comprehensive report which provides information required on a long term basis (primarily for retirement verification) on employees' earnings. There are numerous statutes requiring retention for two (2), three (3), and four (4) years. While the administrative need is far more significant, permanent retention is not warranted [change from county/municipal schedules]; 55 years should cover most employees' work history. FL-50 yrs; KY-70 yrs; NY-55 yrs; NC-Sep+30 yrs; TX-Sep+75 yrs; VA-5 yrs.
Retention:
Fifty-five (55) years. |
| All Local Governments | GSL | 03 | 05 | Payroll Records | Garnishment Files | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
05
Function:
Payroll Records
Approved:
7/18/17
Series Title:
Garnishment Files
Description:
Garnishment case files of employees. May contain wage earner's plan with posted payments, court order, notification of garnishment or tax levy, and release of wages notification. Replaces Schedules CJC 03-05, GSA 03-09, GSC 03-05, GSM 03-05, GSS 07-05, and LIB 03-04.
Appraisal:
In addition to 2 CFR 200.334 retention requirements, the frequent involvement of tax levies in the garnishment files require the application of CFR Section 31.6001-1(e)(2) which requires a retention of four (4) years after tax is paid. The administrative use of this series ends after the audit which follows the release of wages. There is no anticipated archival use of this series. Any such use would be directed to the court issuing the garnishment. The recommended retention period is four (4) years following the release of wages.
Retention:
Four (4) years after final release of wages. |
| All Local Governments | GSL | 03 | 06 | Payroll Records | Payroll Register | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
06
Function:
Payroll Records
Approved:
7/18/17
Series Title:
Payroll Register
Description:
Contains payroll information for all employees for each pay period. Includes check number, name, Social Security number, earnings amounts, withholding amounts, and net pay. This series may also include information on hours worked and rate of pay. Replaces Schedules CJC 03-06, GSA 03-01, GSC 03-06, GSM 03-06, GSS 07-06, and LIB 03-05.
Appraisal:
In addition to audit requirements (2 CFR 200.334, Common Rule) and Fair Labor Standards Act requirements (29 CFR 516.5), this series provides evidence of an employee's status and rights within the Public Employees' Retirement System. Anticipated potential use of this series for such documentation can extend for up to fifty-five (55) years. The recommended retention period is for fifty-five (55) years, deleting the excessive permanent requirement in the absence of the Employee Earnings Record in county & municipal schedules. KY-70 yrs; NY-55 yrs; NC-Sep+30 yrs; TX-Sep+75 yrs; VA-5 yrs.
Retention:
Fifty-five (55) years. |
| All Local Governments | GSL | 03 | 07 | Payroll Records | Retirement Reports | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
07
Function:
Payroll Records
Approved:
7/18/17
Series Title:
Retirement Reports
Description:
Public Employees' Retirement System reporting form, which provides total amount submitted to the retirement fund, lists each employee, retirement wages and retirement contribution. Replaces Schedules CJC 03-07, GSA 03-06, GSC 03-07, GSM 03-07, GSS 07-07, and LIB 03-06.
Appraisal:
This series is generally generated by payroll system as a method of providing information documenting payment to the retirement system. As long as the payroll data from which this report was generated is maintained, the report loses all administrative value after six (6) months (a period recommended by the Public Employees' Retirement System to allow for errors in the report to be found). Nevertheless, this series can be considered as having audit value.
Retention:
Three (3) years after release of audit. Retain fifty-five (55) years if Payroll Register or Earnings Record for the same reporting period is not available. |
| All Local Governments | GSL | 03 | 09 | Payroll Records | Time Sheets | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
09
Function:
Payroll Records
Approved:
7/18/17
Series Title:
Time Sheets
Description:
Reports for all employees listing time(s) worked or exceptions to normal salary for the pay period. Replaces Schedules CJC 03-09, GSA 05-02, GSC 03-09, GSM 03-09, GSS 07-09, and LIB 03-08.
Appraisal:
Legal requirements governing this series include the Fair Labor Standards Act (29 CFR 516.5) which places a three (3) year retention, and 2 CFR 200.334 which requires retention three (3) years after the release of the audit. Administrative use is frequent during the first year, but declines rapidly until the audit. Long term requirements for payroll information can normally be obtained from other series.
Retention:
Three (3) years after release of audit. |
| All Local Governments | GSL | 03 | 11 | Payroll Records | W-2s | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
11
Function:
Payroll Records
Approved:
7/18/17
Series Title:
W-2s
Description:
Copy of Internal Revenue Service W-2 Form issued to each employee. Replaces Schedule CJC 03-11, GSA 03-08, GSC 03-11, GSM 03-11, GSS 07-11, and LIB 03-10.
Appraisal:
31 CFR 6001.1(e)(2) requires that employer tax records be held for four (4) years after tax is due or after the payment of tax. Administrative use of this series typically expires approximately one (1) year following the issuance of the W2 forms.
Retention:
Four (4) years after tax is due or tax is paid, whichever is later. |
| All Local Governments | GSL | 03 | 12 | Payroll Records | W-2s, Undelivered | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
12
Function:
Payroll Records
Approved:
7/18/17
Series Title:
W-2s, Undelivered
Description:
Employee's copy of W-2 which was undeliverable. Replaces Schedules CJC 03-12, GSC 03-12, GSM 03-12, GSS 07-12, and LIB 03-10.
Appraisal:
Retention of this series is governed by the Mississippi State Tax Commission Regulation number 1114 which requires retention for three (3) years following issuance. There is no administrative need for this series which is duplicated in the copy of the W-2 retained in accordance with GSC-03-11.
Retention:
Three (3) years after close of calendar year. |
| All Local Governments | GSL | 05 | 02 | Personnel Records | Personnel File, Reference Copy | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
05
Series #:
02
Function:
Personnel Records
Approved:
7/18/17
Series Title:
Personnel File, Reference Copy
Description:
DUPLICATE copy of personnel file which is often maintained at the department or division level. See GSL 05-01 Personnel File (Official Record). Replaces Schedules CJC 05-02, GSC 05-03, GSM 05-03, and GSS 05-03.
Appraisal:
Because this series serves only as a reference copy, only the administrative value is considered in developing a retention recommendation. With the exception of some offices (which by their nature have employees which frequently are terminated and then rehired once or more on an annual basis) the need for this duplicate copy expires shortly after termination and can be discarded at that point. However, to insure that official records are not mistakenly destroyed because they were improperly filed, the recommendation is made to transfer these files to the Personnel Office for disposal at that level.
Retention:
One (1) year following termination, then transfer to Personnel/Human Resources Office for review and disposal. |
| All Local Governments | GSL | 05 | 03 | Personnel Records | Leave Records | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
05
Series #:
03
Function:
Personnel Records
Approved:
7/18/17
Series Title:
Leave Records
Description:
Requests for use of vacation, sick, compensatory, or other leave. This series is often filed within the official Personnel File. Replaces Schedules CJC 05-03, GSC 05-04, GSM 05-04, GSS 05-04, and LIB 04-03.
Appraisal:
This series is governed legally by the Fair Labor Standards Act (3 years), by audit requirements (3 years after release of audit), and by administrative requirements. The need for being able to accurately determine leave earned and taken is significant because of the financial value to the employee and municipality (e.g. compensation for unused vacation leave at termination). If a summary record of leave earned and taken is maintained, then this series serves only as a management tool of day to day operations and subsequently as an audit record to determine that leave earned and taken is properly documented and that the procedures used are in accordance with existing law. In the absence of a summary record, then this series becomes an integral part of the employee's personnel file and must be maintained an equivalent period. As a routine administrative record this series does not possess significant archival value. [UT-3 (4 summary), VA-3, DL-3, NY-6]
Retention:
Three (3) years after audit if leave summary information is maintained. Fifty-five (55) years if leave summary information is not otherwise maintained. |
| All Local Governments | GSL | 05 | 04 | Personnel Records | Employee Accident Reports | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
05
Series #:
04
Function:
Personnel Records
Approved:
7/18/17
Series Title:
Employee Accident Reports
Description:
Reports and documentation related to accidents incurred by employees. Does not include documentation maintained in Personnel File. Replaces Schedules CJC 05-05, GSC 05-01, GSM 05-01, GSS 05-01, and LIB 04-01.
Appraisal:
This series generally becomes inactive following the filing of the report. Although the accident report documentation should also be maintained within the Personnel File of the individual employee, this series is often maintained separately in order to provide ease of access to the information. There are no legal requirements for this series to be retained, although an initial basis for establishing legal retention can be found in ¤15-1-49, MCA 1972, which establishes the three (3) year statute of limitations for general actions. State Retention Schedule G87 requires a seven-year retention for workers compensation claim files. Since an accident could result in a workers compensation claim, which may be a separate file, retention of this record for the same period is warranted. 29 USC 1904.33 requires a 5-year retention (end of calendar year), but state & local govts can choose to not be subject to OSHA requirements; Mississippi is not as of 2017. [NV-3, UT-3, SC-3, DE-3)
Retention:
Seven (7) years if workers compensation claim is filed (see GSL 05-05); otherwise three (3) years. |
| All Local Governments | GSL | 05 | 05 | Personnel Records | Workers Compensation Files | 7/18/17 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
05
Series #:
05
Function:
Personnel Records
Approved:
7/18/17
Series Title:
Workers Compensation Files
Description:
Files related to workers compensation claims. Includes case files and reports to Workers Compensation Commission. Replaces Schedules CJC 05-06, GSC 05-06, and GSM 05-06.
Appraisal:
Retention period changed from 5 years (entity-specific schedules) to 7 years to match State General Retention Schedule G87.
Retention:
Seven (7) years following the close of the case. |
| All Local Governments | GSL | 01 | 03 | Administrative Records | Tape Recordings of Meetings | 4/16/19 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
03
Function:
Administrative Records
Approved:
4/16/19
Series Title:
Tape Recordings of Meetings
Description:
Audio or video recordings of official meetings of the governing board of any local government entity or subdivision thereof, for which written minutes are prepared. This series covers only those recordings which are used solely in the assistance in the preparation of minutes. Replaces Schedules GSC 01-20 and 13-02; GSM 01-15 and 12-02; and LIB 01-07.
Appraisal:
The recordings in this series are used to compile minutes following the meeting. Following approval of the minutes, the minutes become the official record of the meeting.
Retention:
Three (3) years. |
| All Local Governments | GSL | 01 | 01 | Administrative Records | Minutes | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
01
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Minutes
Description:
Official minutes of meetings of the governing board of any local government entity or subdivision thereof. Replaces Schedules GSA 01-02; GSC 01-21, 06-02, and 06-03; GSM 01-07; GSS 01-01; and LIB 01-02 and 01-04.
Appraisal:
Permanent (statutory and archival for municipalities). MS Code (1972) prohibits destruction.
Retention:
Bound Copies: Permanent Originals once copied: retain three (3) months for verification purposes. |
| All Local Governments | GSL | 01 | 02 | Administrative Records | Agenda Files | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
02
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Agenda Files
Description:
Agenda of meetings of the governing board of any local government entity or subdivision thereof. This series may include supporting documentation for agenda items. Reference copies of minutes may be included. Replaces Schedules GSA 01-03, GSC 06-01, GSM 01-01, GSS 01-02, and LIB 01-01.
Appraisal:
This series contains information regarding the items on the agenda of meetings of a governing board of a local government entity. It may include copies of proposed contracts, copies of bids (for counties), and reference materials regarding various items that will be discussed by the board.
Retention:
Four (4) years. Municipal Docket (MCA ¤21-15-19): Permanent. |
| All Local Governments | GSL | 01 | 04 | Administrative Records | Activity Reports | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
04
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Activity Reports
Description:
Daily, weekly, or monthly reports providing a summary of all activities of an office, department, agency, or other functional area of a local government entity during the reporting period. Replaces Schedules GSA 01-01; GSC 06-11 and 15-08; and GSM 06-03 and 17-08.
Appraisal:
See GSL 01-05
Retention:
Three (3) years. Permanent if annual report is not maintained. |
| All Local Governments | GSL | 01 | 05 | Administrative Records | Annual Reports | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
05
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Annual Reports
Description:
Reports, published or unpublished, of summary activities of an office, department, agency, or other functional area of a local government entity. Replaces Schedules GSA 01-01; GSC 06-12 and 15-23; GSM 06-04 and 17-23; and LIB 01-08.
Appraisal:
Permanent. For Board of Supervisors, retention same as for GSC 06-01 Agenda Files. GSM 01-02/06-04 Annual Reports are permanent. General county schedule approved 4/2018; see GSC 15-23 & 24 under Fire Dept.
Retention:
Permanent. |
| All Local Governments | GSL | 01 | 07 | Administrative Records | Policies, Procedures, and Plans | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
07
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Policies, Procedures, and Plans
Description:
Policy statements, organizational charts, procedure materials, planning documents, and other documentation regarding policies, procedures, and plans of any local government entity or subdivision thereof. Replaces Schedules GSC 22-04; GSM 06-05 and 22-04; GSS 01-03 and 01-04; and LIB 01-09.
Appraisal:
Information in this series reflects the specific policies and plans or procedures for implementation of those policies by a local government. Examples include a developed disaster plan; goals and objectives for eliminating sub-standard housing; organizational charts of local government or of specific departments; or procedures to be followed by staff to achieve a desired outcome. All documentation related to policies and procedures is generally considered as permanent.
Retention:
Permanent. If recorded in governing bodyÕs minutes, retain seven (7) years after superseded. |
| All Local Governments | GSL | 01 | 08 | Administrative Records | Correspondence, Executive: Elected and Appointed Officials | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
08
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Correspondence, Executive: Elected and Appointed Officials
Description:
Correspondence and memoranda relating to policy decisions of various executives of a local government entity. Replaces Schedules GSC 20-01 and GSM 06-01 and 06-02.
Appraisal:
This record series documents the major activities, functions, events and programs of a local government and in addition helps in the establishment of an administrative history. It provides a record of policy evolution and formulation, how and why decisions are made, and how these decisions impacted the local government and the public at large. This series is usually created by the chief administrative officer of the local government and also by administrative heads of official departments, commissions, boards and agencies within the local government. The series provides adequate and proper documentation of agency matters. Official correspondence has traditionally been in paper format (handwritten or typed) but is increasingly found in electronic format such as email. May consist of letters, notes, memoranda, directives, policy statements, and other information commonly found in the body of the message and/or any attachments to the message. Electronic mail messages also contain transactional information (sender, recipient, date, subject, etc.) in the header of the message and in the properties field of the electronic file. [description adapted from Colorado Model Municipal Schedule 7.90; appraisal adapted from KY L4954 general local govt schedules]
Retention:
Permanent. |
| All Local Governments | GSL | 01 | 09 | Administrative Records | Correspondence, Routine | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
09
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Correspondence, Routine
Description:
Documentation, correspondence, or internal memoranda created or received in any form in the normal course of business that pertains to routine matters, handled in accordance with existing policies and procedures, but do not create policy or procedures, document the business of a particular program, or act as a receipt.
Appraisal:
[description adapted from MO, RI & FL; appraisal copied from KY L4955 general local govt schedules] CO, MO, OH, RI 1 yr; CA, CT, KY, MA, MI, NE, TX 2 yrs; AK, DE, FL 3 yrs; GA, SC 5 yrs; NY 6 yrs
Retention:
Two (2) years. |
| All Local Governments | GSL | 01 | 10 | Administrative Records | Correspondence, Transitory | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
10
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Correspondence, Transitory
Description:
Documentation or correspondence not directly related to office policies, such as cover letters, fax transmission reports, announcements and non-business related emails. Transitory communications are casual and routine messages that do not fall under the umbrella of public records as defined in MCA ¤25-59-3.
Appraisal:
This series includes cover letters accompanying documents to be filed (such as deeds and court pleadings), cover letters for faxes regarding routine office matters, fax transmission reports, meeting notices and other announcements, and other non-business related correspondence in any format including email. Email examples include personal emails not related to work, spam, incoming mailing list messages, non-policy announcements, thank-yous, attachments to records identical to those already stored outside email system, out-of-office automated replies, published materials and replies to routine questions.
Retention:
As long as administratively necessary. |
| All Local Governments | GSL | 01 | 11 | Administrative Records | Requests for Information and/or Copies | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
11
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Requests for Information and/or Copies
Description:
Written requests for copies of documents or information from those records normally accessible to citizens, and replies to such requests. Does not include Open Records requests covered under GSL 01-12. Replaces Schedule GSC 20-04.
Appraisal:
Routine requests for deeds, court files, marriage licenses and related records such as these have little administrative value once the request has been fulfilled. They may need to be maintained long enough to ensure that the requestor has received a reply, or in anticipation of follow-up requests. Because the requested records are normally available for public reference, they should not fall under the Open Records Requests category. There is no consistency in similar schedules in other states: ME- included in A.27.a ÒCorrespondence-TransitoryÓ- 1 year.
Retention:
As long as administratively necessary. |
| All Local Governments | GSL | 01 | 12 | Administrative Records | Open Records Requests | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
12
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Open Records Requests
Description:
Correspondence and other documents containing or relating to a request for access to or for copies of public records. Includes copies of response to the request. Replaces Schedules GSA 01-09, GSC 06-07, GSM 01-09, and LIB 01-05.
Appraisal:
MS Code ¤25-61-5 (2) requires a three (3) year retention for denied requests. Retaining all requests for the same period allows easier management.
Retention:
Three (3) years. |
| All Local Governments | GSL | 01 | 14 | Administrative Records | Records Inventories | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
14
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Records Inventories
Description:
Lists or inventories of the active and inactive records created or received by a local government.
Appraisal:
A records inventory, knowing what you have and how much of it (volume), is an essential component of a records management program. The primary value in these records is administrative, so the inventories should be kept as up-to-date as possible. The acquisition and disposition of records that would require updates should be contained in other record series, so any historical value to these inventories would be negligible.
Retention:
Until Superseded. |
| All Local Governments | GSL | 01 | 15 | Administrative Records | Records Disposal Documentation | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
01
Series #:
15
Function:
Administrative Records
Approved:
7/17/18
Series Title:
Records Disposal Documentation
Description:
Records documenting the destruction or other disposition of records under records control schedules, including requests submitted to the Department of Archives and History or the Local Government Records Committee for authorization to dispose of unscheduled records or records dated prior to 1940. Replaces Schedules GSC 20-06 and GSM 06-09.
Appraisal:
This series documents the disposal of the local government entity's records, whether by destruction or donation to an archives or other facility. Such information could be needed years later when someone is looking for a particular record within a disposed series. While some other states allow for disposal of documentation after a few years (NY-6, UT-5, VA-3), the general consensus of the records management community is that these should be kept permanently. [description copied & adapted from Texas Administrative Schedules Sec 1-2, # 1000-40 b]
Retention:
Permanent. If complete listing is recorded in the official minutes of the governing board, retain five (5) years. |
| All Local Governments | GSL | 03 | 10 | Payroll Records | Unemployment Compensation Report | 7/17/18 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
03
Series #:
10
Function:
Payroll Records
Approved:
7/17/18
Series Title:
Unemployment Compensation Report
Description:
Monthly and quarterly reports containing information on each employee (name and Social Security number), month-to-date wages, month-to-date unemployment compensation charge, year-to-date wages, and year-to-date unemployment compensation charges. Quarterly report submitted to Department of Employment Security. Replaces Schedules CJC 03-10, GSA 03-07, GSC 03-10, GSM 03-10, GSS 07-10, and LIB 03-09.
Appraisal:
This series is governed by a recommendation of the Employment Security Commission [now Dept. of Employment Security] of three (3) years to coincide with their audit periods, and 2 CFR 200.334 as a record with audit value. Quarterly reports contain the same information as monthly reports, and the monthly reports may be destroyed following preparation of the quarterly report. The administrative retention requirements of this series expire after the submission of the report with the exception of the audit requirement. Amended 2018 to correct name in description from Unemployment Compensation Commission [name changed around 1948 to MESC] to Department of Employment Security [2004, HB 973].
Retention:
Quarterly reports: three (3) years after release of audit or close of calendar year, whichever is later. Monthly reports: following preparation of quarterly report. |
| All Local Governments | GSL | 05 | 07 | Personnel Records | Drug Test Records | 4/16/19 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
05
Series #:
07
Function:
Personnel Records
Approved:
4/16/19
Series Title:
Drug Test Records
Description:
Results of drug tests administered to current and prospective employees, and associated records.
Appraisal:
Retention follows state schedule G82.
Retention:
One (1) year from receipt of test results. For DOT-regulated positions in aviation, trucking, railroads, mass transit and pipelines: five (5) years from receipt of test results. If test resulted in adverse action against an employee: five (5) years after conclusion of final action. |
| All Local Governments | GSL | 07 | 01 | Utility Billing Records | Utility Deposit Records | 4/16/19 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
07
Series #:
01
Function:
Utility Billing Records
Approved:
4/16/19
Series Title:
Utility Deposit Records
Description:
This series contains information on customers containing utility services from a local government entity and generally contains the customerÕs name, address, date of deposit, account number, and occasionally additional information, such as date service commenced. Replaces Schedules GSC 09-01 and GSM 07-01.
Appraisal:
Although government-operated water/sewer utilities do not fall under the regulatory arm of the Public Service Commission, they operate in the same manner as other public utilities and those general guidelines for record retention can be applied here. Deposit records are the first transaction between a customer and a municipal utility and are used for the final transaction when that service is terminated (refunding the deposit). As a record of the final billing transaction, the series is used for audit purposes following that final transaction and is, therefore, subject to audit retention requirements at that point. Administrative use generally is limited to the initial activity when the service is activated and then at the termination of service. Because of the necessity of having this information accessed at the end of the service period, the recommended retention period is based on that final transaction and associated audit requirements. Although this series contains considerable documentation on the location of individuals, this information is generally available from other sources. However, because of the scarcity of this documentation for many local areas prior to the end of World War II, it is recommended that disposition of this series for records dated prior to 1945 be undertaken only after the State Archives has verified the existence of a city directory for the time period covered by records that would be destroyed under such a request. [FL-3, AL-5/refund, NV-6, SC-2/refund, DL-3/refund, Phoenix-at refund]
Retention:
Four (4) years after refund or termination of service. [Authorization to dispose of records in this series dated prior to 1945 must be obtained in writing from the Department of Archives and History.] |
| All Local Governments | GSL | 07 | 02 | Utility Billing Records | Meter Reading Records | 4/16/19 |
Schedule Details
Entity:
All Local Governments
Type:
GSL
Schedule #:
07
Series #:
02
Function:
Utility Billing Records
Approved:
4/16/19
Series Title:
Meter Reading Records
Description:
This series contains the information which is generated in the meter reading process. It often contains, in addition to meter reading sheets or printouts (according to the process used), various out of tolerance reports, editing sheets, etc. Replaces Schedules GSC 09-02 and GSM 07-02.
Appraisal:
Although government-operated water/sewer utilities do not fall under the regulatory arm of the Public Service Commission, they operate in the same manner as other public utilities and those general guidelines for records retention can be applied here. The general retention requirement is a seven (7) year period in which a utility should retain billing information necessary to recreate customers' bills for that period. Although this series is a very important part of the billing process, the meter reading information alone would not be needed for recreation of the customer's bill. The information in this series is used to provide the information to generate those individual bills. There may be a number of reports or records in this series that are subject to audit. Often, portions of this series are generated following reading the meter to verify proper billing, particularly for readings that are out of tolerance (too high or low). Because it is not necessary to retain this series to meet the billing documentation requirement of seven (7) years, it then falls only under the audit requirements for retention. Because the basic information in this series generally is composed of meter number, previous reading, current reading, and date read, there is no anticipation of future research value. [FL-3, AL-5, NV-1, SC-3, VA-1, DL-3]
Retention:
Three (3) years after release of audit. |
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