STATE OF TEXAS RECORDS RETENTION SCHEDULE

Transcription

1 1. Page 1 of 37 Item 6. Records Series Title 7. Retention Period ADMINISTRATION RECORDS Section General Audits - Audits and reviews performed by or on behalf of an agency, including the working papers that support the audit. Also includes audits performed on the agency Biennial Budget Requests - Including any supporting documentation created and/or used to justify and support legislative appropriations requests by an agency Complaint File (from employees and others concerning the System component and records pertaining to the resolution of the complaint) AC+14 AC+14 AC=Publication or release of final audit findings. The record copy of any audit performed by the State Auditor s Office is retained permanently. AC+6 AC+6 AC = passage of Appropriations Act. ARCHIVES NOTE: The archival requirement is met by sending the required copies of the request to the Texas State Publications Depository Program, Texas State Library and ives Com AC+2 AC+2 I AC=Final disposition of the complaint Correspondence - Administrative Incoming/outgoing and internal correspondence pertaining to the formulation, planning, implementation, interpretation, modification, or redefinition of the programs, services, or project of a component and the administrate Correspondence - General (Non-administrative) incoming/outgoing and internal correspondence, in any media, pertaining to or arising from the routine operations of the policies, programs, services, or projects of a component. (includes interoffice corresp 3 3 ARCHIVES NOTE: Only the administrative correspondence of executive staff, board or commission members, division directors and program heads require archival review. Contact the State ives when these records have met their retention periods. 1 1 O SEE comment to item number SEE ALSO item number Directives (routine issuances on general office procedures) US+1 US Executive Orders Any document that initiates, rescinds, or amends a regulation, policy, or procedure that governs the programs, services, or projects of an component. US+3 US+3 I

2 1. Page 2 of 37 Item 6. Records Series Title 7. Retention Period Calendars, Appointment and Itinerary Records Calendars, appointment books or programs and scheduling, or itinerary records, purchased with state funds or maintained by staff during business hours that document appointments, itineraries, and other activity CE+1 CE+1 O ARCHIVES NOTE: Only the calendars, appointment, and itinerary records of elected officials, executive staff, board or commission members, division directors, and program heads require archival review. Contact the State ives when these records have me Legal Opinions and Advice From agency legal counsel or the Attorney General, including any requests eliciting the opinions Public Relations Records News, press releases, or any public relations files maintained or issued by an agency. Includes print, electronic, audio, and audiovisual records Public Information Requests Not Exempted Includes all correspondence and documentation relating to requests for records that are furnished to the public under Public Information Act (Chapter 552, Government Code) Public Information Requests Exempted Includes all correspondence and documentation relating to requests for records that are exempt under the Public Information Act (Chapter 552, Government Code). AV AV O Attorney General s copy retained permanently CAUTION: Does not include legal opinions or advice rendered on a matter in litigation or with regard to pending litigation. SEE item number O AC+2 AC+2 AC=Date Request Fulfilled AC+2 AC+2 AC=Date of notification that records are exempted Organization Charts US US I Planning Records Plans and records relating to the process of planning new or redefined programs, services or projects of a component that are not included in or directly related to other records series in this schedule. AC+3 AC+3 O AC=Decision made to implement or not to implement result of planning process. ARCHIVES NOTE: Data processing planning records are not archival Data Processing Planning Records - Reports, Studies & Analyses AC+3 AC+3 AC=Decision made to implement or not to implement results of planning process Long- and Short-Range Data Processing Plans AC+3 AC+3 O AC=Decision made to implement or not to implement results of planning process Texas Register Submissions Copies of all proposed, withdrawn, emergency, and adopted rules; open meeting notices; or any other documents required by law to be submitted to the Texas Register. AC+1 AC+1 AC=Date of publication in the Texas Register

3 1. Page 3 of 37 Item 6. Records Series Title 7. Retention Period Proposed Legislation Drafts of proposed legislation and related correspondence. AV+2 AV Reports, Studies, and Surveys - Final (non-routine or special) Surveys returned by the customer or clients of an agency, and the statistical data maintained rating an agency s performance Speeches, Papers and Presentations Notes or text of speeches, papers or presentations delivered in conjunction with agency work. AC+3 AC+3 Notations in the Security column advisory only. Legal advice should be sought in connection with specific open records requests. AC AC O AC=End of term in office or termination of service in a state position Suggestion System Suggestions submitted by component personnel and responses Training Manuals Instructional materials developed by a component for training entities or individuals it regulates or serves. US+1 US Litigation Files Records created by or on behalf of a component in anticipation of or in the adjudication of a lawsuit Strategic Plans - Includes information resources and operational strategic plans prepared in accordance with Tex. Govt. Code, and ADA Documentation - Self evaluations and plans documenting compliance with Americans With Disabilities Act. AC+10 AC+10 I All statutes of limitations must have been met before file is closed. AC=As applicable, decision of a component not to file a lawsuit or decision that a lawsuit will not be filed against it on a matter; dismissal of a lawsuit for want of prosecution or on motion of the plaintiff; or final decision of a court (or of a court on appeal, if applicable) in a lawsuit. ARCHIVES NOTE: Cases that set legal precedent or exhibit historical value will be evaluated by the ives and Information Services Division of the Texas State Library and ives Commission for archival preservation. AC+6 AC+6 AC=September 1 st of odd-numbered calendar years Component of origin retains the permanent Record Copy and sends required copies to the Publications Depository Program, Texas State Library Code of Federal Regulations (CFR) ( c )

4 1. Page 4 of 37 Item 6. Records Series Title 7. Retention Period Transitory Information - Some examples of transitory information, which can be in any medium (voice mail, fax, , hard copy, etc.) are routine messages; internal meeting notices; routing slips; incoming letters or memoranda of transmittal that add nothing of substance to enclosures; and similar routine information used for communication, but not for the documentation, of a specific component transaction. AC AC AC=Purpose of record has been fulfilled. CAUTION: Records management officers should use caution in assigning this records series item number to records of an agency to make certain they are not part of another records series listed in this schedule or, for records series unique to an agency, are not part of a records series that documents the fulfillment of the statutory obligations of the agency or the documentation of its functions. The disposal of transitory information need not be documented through destruction sign-offs ( ) or in records disposition logs ( ), but components should establish procedures governing disposal of these records as part of its records management plan ( ) Meeting Agenda and Minutes - Official agenda and minutes of state boards/committees, commissions, and councils that conduct open meetings as required by Government Code, Chapter Meetings, Certified Agendas or Tape Recordings of Closed - Certified agendas or tape recordings of closed meetings of state boards, commissions, committees, and councils. PM PM I ARCHIVES NOTES: Agency retains permanent record copy. The archival requirement will be met by sending a copy to the ives and Information Services Division, Texas State Library and ives Commission. CAUTION: This records series and item number , , and must be used for those state boards, committees, commissions, and councils, which by law or the biennial Appropriations Act, are administered by another state agency. These records and all others related to the functions of any of these dependent entities must be included in the records retention schedule of the administering agency. AC+2 AC+2 AC=The date of the meeting or completion of pending action involving the meeting, whichever is last. Government Code, (a). SEE caution comment at item number

5 1. Page 5 of 37 Item 6. Records Series Title 7. Retention Period Meetings, Audio or Videotapes of Open - Audio or videotapes of open meetings of state boards, commissions, committees, etc. AC+ 90 days AC+ 90 days AC = Official Approval of written minutes of the meeting CAUTION: Minutes of state agencies are permanent records. Audio and videotapes are not permanent media. State agencies may not retain audio or videotape of the meetings of governing bodies in lieu of written minutes. The proceedings of all meetings of state boards, committees, commissions, and councils must be reduced to writing. SEE caution comment at item number Meeting Notes - Notes taken during open meetings of state boards, commissions, committees, and councils from which written minutes are prepared. AC+90 days AC+90 days AC=Approval of the formal minutes by the governing body. SEE caution comment at item number Meetings Supporting Documentation - Documents submitted at meetings of state boards, commissions, committees, and councils including exhibit items, documentation for agenda items, etc. Includes documents sent in advance of meetings for briefing purposes, some of which may not be submitted at an actual meeting Staff Meeting Minutes and Notes Minutes or notes, and supporting documentation, taken at internal staff meetings Agency Performance Measures Documentation Any records of an agency needed for the documentation of output, outcome, efficiency, and explanatory measures in an agency s appropriations request or strategic plan, and for performance measures used to manage the agency Reports, Studies, and Surveys - Raw Data Information or data collected and compiled for the purpose of producing non-fiscal reports Reports Annual and Biennial Agency - Record Copy Biennial and Annual narrative reports to the governor and legislature as required. 2 2 I 1 1 CAUTION: The retention period overrides any shorter retention period for a records series in this schedule if the records series is needed for documentation of agency performance measures. AV AV CAUTION: Does not include source documentation used for information or data included in or directly related to another records series in this schedule. SEE especially item number AC+6 AC+6 I AC=September 1 of odd-numbered calendar years. ARCHIVES NOTE: The archival requirement is met by sending the required copies of the reports to the Texas State Publications Depository Program, Texas State Library and ives Commission.

6 1. Page 6 of 37 Item 6. Records Series Title 7. Retention Period Reports Administrative (not including fiscal records), Reports that are not noted elsewhere in this schedule. Includes reports distributed either internally or to other entities. 3 3 O ARCHIVES NOTE: For agencies that have had an archival appraisal, separate this records series by each type of archival coding, A, R, or E. SEE page viii for more information Reports Consultants and Committees (external or special) 3 3 O ARCHIVES NOTE: For agencies that have had an archival appraisal, separate this records series by each type of archival coding, A, R, or E. SEE page viii for more information. Notations in the Security column advisory only. Legal advice should be sought in connection with specific open records requests Reports on Performance Measures - Reports on component performance measures submitted to the executive and legislative offices. AC+10 AC+10 O AC=September 1 st of odd-numbered calendar years Component of origin retains the permanent Record Copy and sends required copies to the Publications Depository Program, Texas State Library Reports Employee (activity and production type reports) 1 1 CAUTION: See item number Agency Rules, Policies, and Procedures Final Manuals, guidelines, administrative rules, or similar records distributed internally for the use of employees or externally to the public or those individuals or entities regulated by an agency that sets out the rules, policies, and procedures that govern an agency s programs, services or projects. AC+10 AC+10 O AC=Completion or termination of program, rules, policies or procedures. SEE ALSO: Item number Agency Rules, Policies, and Procedures Working Files - Working files used in the development of manuals, guidelines, administrative rules, or similar records distributed internally for the use of employees or externally to the public or those individuals or entities regulated by an agency that sets out the rules, policies, and procedures that govern an agency s programs, services or projects Public Information Reports - Reports made to Texas Building and Procurement Commission on an agency s Public Information Act activities. AC+10 AC+10 O AC=Completion or termination of program, rules, policies or procedures. SEE ALSO: Item number

7 1. Page 7 of 37 Item 6. Records Series Title 7. Retention Period Administrative Hearings - Transcripts and final decisions of hearings AC+3 AC+3 O AC=Last Action conducted as part of the regulatory process, and hearings on proposed rules and changes. The records may be maintained with related information including meeting notices, proofs of publication, and meeting minutes Artifact Loan Condition Forms PM PM Artifact Owner Records PM PM Consulting Approval Request Deeds and Other Legal Documents Reflecting Legal Title - Property deeds, appraisals, surveys, description of property and all other supporting documents. Also includes documents of ownership of vehicles. LA LA Legal Correspondence AV+1 AV+1 O Organizational Memberships US+3 US Patents and Related Documents - Any documents relating to a patent, AC+20 AC+20 O trademark or copyright Preliminary Summary Report - Possible claim under Texas Tort AC AC Claims Act Project Logbooks AC+3 AC+3 AC= Terminated Subpoenas - Legal documents requiring recipient to appear in court to testify, or to produce records to be used in litigation. ADMINISTRATION RECORDS Section Records Management Destructive Authorizations (listing records destroyed) Agency level documents authorizing final disposition of records under a certified records retention schedule Forms History File Print masters of original version and all subsequent revisions to a component form, including any associated design or design modification requests. AC+10 AC+10 I AC=After served AC+1 AC+1 AC=Discontinue use of forms

8 1. Page 8 of 37 Item 6. Records Series Title 7. Retention Period Forms Inventory - Any periodic listing of all forms used internally or externally by an agency. US US Records Retention Schedule - Formerly RMD 105. Includes documentation of certification and approval forms C (formerly RMD 105C), and/or other forms designated by the State Records Administrator Records Transmittal Forms - Component Copy Forms indicate records transferred to storage or a transfer of legal custody Request for Authority to Dispose of State Records (RMD 102) - Component Copy US US Original is retained by SLRMD of Texas State Library and ives Commission.. AC+2 AC+2 AC=Date of authorization for destruction, permanent transfer from storage, or transfer to the ives and Information Services Division, Texas State Library and ives Commission, by the agency records management officer. Original is retained by SLRMD of Texas State Library and ives Commission Records Disposition Logs Records Inventory Worksheets US US Records Control Locator Aids - Includes indexes, card files, shelf lists, registers, guides, etc Records Management Plan US+1 US+1 AC AC=When control aid is updated, revised, or no longer needed. CAUTION: These records must carry the same retention period and archival code of the records they support Disaster Recovery Service Transmittals (RMD 109) - Also includes documentation for disaster recovery services provided by other entities. FE+1 FE Disaster Recovery Service Approval Form (RMD 113) - Agency copy of form. AC AC AC=Until superseded or termination of service.

9 1. Page 9 of 37 Item 6. Records Series Title 7. Retention Period Component Publications - Record Copy AC+2 AC+2 I AC=Until superseded or obsolete. (Not University Catalogs) One copy of each state publication except a publication that is subject to a different retention period in this schedule. ADMINISTRATION RECORDS Section Publications Publication Files Background material, copy (drafts), original artwork, photo negatives, prints, flats, etc. This includes all work performed both inside and outside the component. ADMINISTRATION RECORDS Section Academic Administration Records AV AV O CAUTION: Many state publications must be submitted to the Texas State Publications Depository Program, Texas State Library and ives Commission, by law Government Code ). The Texas State Library and ives Commission will retain a copy of all state publications submitted to it on a continuing basis, subject to periodic evaluation to determine if the publication merits further retention. SEE for University Catalogs Accreditation Files PM PM I May be archived after 10 years but must be maintained permanently Completed Class Tests and Examinations, Students Course Papers AC+1 AC+1 AC=Academic term Course Syllabus/Outlines Files AV AV Curriculum Files, Including Revisions, Central Administrative US+5 US+5 Review before disposal as some may merit permanent retention for historical reasons Curriculum Files, including Revisions, Departmental US+5 US+5 Review before disposal as some may merit permanent retention for historical reasons Instructor Grade Books AC+3 AC+3 AC=Academic term 1.4. Instructor Grade Sheets AC+3 AC+3 AC=Academic term Instructor/Faculty Evaluations AC+1 AC+1 AC=Academic term Leave Forms and Travel Files, Faculty

10 New Course Proposals File, Central Administrative AV AV New Course Proposals File, Departmental AV AV 1. Page 10 of 37 Item 6. Records Series Title 7. Retention Period AUTOMATION RECORDS Section Automated Applications Automated Files - Processing Files - Machine-readable files used in the creation, utilization, and updating of master files, including printing, raw data input, maintenance and test, working, and transactional files Automated Files - Master Files - Relatively long-lived computer files containing organized and consistent sets of complete and accurate electronic records. Examples include, but are not limited to, data tables of relational databases used by applications or computer programs Software Programs and Job Control Language - Automated software applications and operating system files including job control language, program listing/source code, etc. AC AC AC = Completion of 3rd verification cycle, or audit completion confirming successful transaction processing, or required audit trail maintenance, or the ability to restore or migrate when errors are deducted or when hardware or software changes occur. CAUTION: Records management officers must be certain before assigning the retention period of AC to agency automated processing files that the files do not fall under records series listed elsewhere AC AC AC = Completion of 3rd verification cycle, or audit completion confirming successful transaction processing, or required audit trail maintenance, or the ability to restore or migrate when errors are deducted or when hardware or software changes occur. CAUTION: Records management officers must be certain before assigning the retention period of AC to agency automated processing files that the files do not fall under AC+20 AC+20 records series listed elsewhere AC=Until electronic records are transferred to and made usable in a new software environment or there are no electronic records being retained to meet an approved retention period that require the software to be retrieved and read. 13 TAC CAUTION: Software needed for access to electronic records must be retained for the period of time required to access the records

11 Hardware Documentation - Automated Applications Records documenting operational and maintenance requirements of computer hardware such as operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems. AC AC AC=Until electronic records are transferred to and made usable in a new hardware environment or there are no electronic records being retained to meet an approved retention period that require the hardware to be retrieved and read. 13 TAC CAUTION: Software needed for access to electronic records must be retained for the period of time required to access the records 1. Page 11 of 37 Item 6. Records Series Title 7. Retention Period Technical Documentation Records adequate to specify all technical characteristics necessary for reading or processing of electronic records and their timely, authorized disposition including documentation describing how a system operates and necessary for using the system such as user guides, system or sub-system definitions, system specifications, input and output specifications, and system flow charts; program descriptions and documentation such as program flowcharts, program maintenance logs, change notices, and other records that document modifications to computer programs; and data documentation necessary to access, retrieve, manipulate and interpret data in an automated system such as a data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements. AC AC AC=Until electronic records are transferred to and made usable in a new hardware or software environment with new documentation or there are no electronic records being retained to meet an approved retention period that require the documentation to be retrieved and read. CAUTION: Software needed for access to electronic records must be retained for the period of time required to access the records Audit Trail Records (Files needed for electronic data audits such as those showing transactions accepted, rejected, suspended, and/or processed; history files/tapes; records of on-line updates to application files or security logs.) Finding Aids, Indexes and Tracking Systems (Automated indexes, lists, registers and other finding aids used to provide access to the hard copy and electronic records.) AUTOMATION RECORDS Section Computing Center System Monitoring Records electronic files or automated logs created to monitor computer systems such as print spool logs, tape activity logs, etc. AC AC AC=All audit requirements have been met AC AC AC=The related hard copy or electronic records have been destroyed. CAUTION: These records must carry the same retention period and archival code of the records they support. AV AV

12 Chargeback Records to Data Processing Services Users - Records used to document, calculate costs, and bill program units for computer usage and data processing services. These records are also used for cost recovery, budgeting, or administrative purposes. FE+5 FE+5 1. Page 12 of 37 Item 6. Records Series Title 7. Retention Period Computer Job Schedules and Reports Schedules or similar records showing computer jobs to be run and other reports by computer operators or programmers of work performed Data Processing Policies and Procedures Manuals, guidelines or similar documents establishing data processing policies and procedures in an agency in such areas as access and security, systems development, data retention and disposition, data ownership, production control, system back-up, etc Batch/Data Entry Control Forms/Log Forms and logs used to reconcile batches submitted for procession against batches received and processed Output Records for Computer Production (Mini and Mainframe) Reports showing transactions that were accepted, rejected, suspended, and/or processed Quality Assurance Records Information verifying the quality of system, hardware or software operations including records of errors or failures and the loss of data resulting from such failures, documentation of abnormal termination and of error free processing, checks of changes put into production, transaction histories, and other records needed as an audit trail to evaluate data accuracy. AV (3 mos. min) US+3 AV (3 mos. min) US+3 AC AC AC=When reconciliation confirmed. AV AV Output may be either in printed or magnetic form. If magnetic, the files, programs and documentation must be available. AC AC AC=No longer needed as an audit trail for any records modified Internet Cookies - Data resident on hard drives that make use of userspecific information transmitted by the Web server onto the user s computer so that the information might be available for later access by itself or other servers. AV AV The disposal of Internet cookies need not be documented through destruction authorizations or in records disposition logs, but agencies should establish procedures governing disposal of these records as part of its records management plan.

13 History Files-Web Sites - A record of the documents visited during an Internet session that allows users to access previously visited pages more quickly or to generate a record of a user s progress Software Registrations, Warranties and License Agreements LA+3 LA+3 AV AV The disposal of History Files need not be documented through destruction authorizations or in records disposition logs, but agencies should establish procedures governing disposal of these records as part of its records management plan. 1. Page 13 of 37 Item 6. Records Series Title 7. Retention Period EMPLOYMENT RECORDS Section Employee Records Applications for Employment - Not Hired Applications, resumes, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions is required on the application form, by application procedures, or in the employment ad Applications for Employment Hired Applications, resumes, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions is required on the application form, by application procedures, or in the employment ad CFR) (State Agencies); 29 CFR (a) (State Universities) AC+5 AC+5 AC=Termination of Employment Counseling Notes Notes, memoranda, or reports relating to the counseling of an employee for work-related, personal, or substance abuse problems Employee Insurance Records Copies of information relating to the selection by employees of life, disability, health, and other types of insurance Employment Opportunity Announcements Internal or external announcements or advertisements of job openings, promotions, training programs, or opportunities for overtime. AC+3 AC+3 AC=Termination of Counseling AC+50 AC+50 AC=Until superseded or termination of employment. CAUTION: Documents that serve as payroll deduction authorization must be maintained for the retention period prescribed for item number CFR (State Agencies) 29 CFR (a) (State Universities) Employment Contracts AC+5 AC+5 AC=Termination of Employment 26 CFR 516.5

14 Employment Selection Records - Includes notes of interviews with candidates, questions asked of applicants, audio and videotapes of job interviews, driving records, background, criminal history and previous injury checks, pre-employment physical examinations, pre-employment drug testing, polygraph examination results; and all other records that document the selection process. See for security clearances on hired applicants CFR (State Agencies) 29 CFR (a) (State Universities) 1. Page 14 of 37 Item 6. Records Series Title 7. Retention Period Grievance Records Records relating to the review of employee grievances against personnel policies, working conditions, etc. AC+5 AC+5 AC=Final decision on the grievance CAUTION: Does not include formal complaints filed by an employee with the Equal Employment Office of the U.S. Department of Labor. See Item Number Performance Appraisals CFR (a) and (c) Personnel Corrective Action Documentation (does not affect pay, status or tenure) Personnel Disciplinary Action Documentation (affects pay, status or tenure) Personnel Information or Action Form (Form 500) Forms or similar records used to create or change information concerning the records of an employee including pay grade, position classification, employee number, evaluation date, and termination of employment Position/Job Descriptions (for individuals; classified and nonclassified positions) Job descriptions, including all associated task or skill statements. AC+5 AC+5 AC=Termination of Corrective Action CAUTION: If, during the retention period of this record series, any part of this series is used to document and support personnel disciplinary action under item number , all documentation from this series used to support disciplinary action must be retained for the minimum retention period described by item number AC+5 AC+5 AC=Termination of Employment CFR (State Agencies) 29 CFR (a) (State Universities) AC+5 AC+5 AC=Until superseded or job eliminated. 40 TAC 815.(i)

15 Physical Examinations/Medical Reports - medical or physical examination reports or certificates of employees for whom periodic monitoring of health or fitness is required; does not include preemployment physicals Security Clearances/Criminal History Checks Criminal history record information on job applicants or agency employees obtained from the Department of Public Safety (DPS). AC+2 AC+2 AC=Until superseded or termination of employment. CAUTION: Does not include pre-employment physical examinations. SEE item AC AC AC=The criminal history record has served the immediate purpose for which it was obtained. CAUTION: An agency that is authorized to obtain criminal history record information from DPS must refer to its agency s legislation or see Subchapter F, Chapter 411, Government Code for appropriate retention and use of this information 1. Page 15 of 37 Item 6. Records Series Title 7. Retention Period Fingerprint Cards AC+5 AC+5 AC=Termination of Employment Training and Educational Achievement Records (does not include hazard materials training records) Certificates of completion, transcripts, test scores, or similar records documenting the training, testing, or continuing education achievements of an employee Documentation or Verification of Employment Eligibility - Federal reporting form (INS I-9) Employee Benefits - Other than Insurance - Agency copies of information relating to the selection of available benefit options other than insurance Resumes Unsolicited Retention period applies if replies are made to the sender of resume stating that it will be kept on file for future job openings. AC+5 AC+5 AC=Termination of Employment AC+1 AC+1 AC=Termination of Employment 8 CFR 274a.2 CAUTION: Federal regulation requires that INS I-9 forms be retained for 3 years from date of hire or 1 year after separation of the employee, whichever is later. Agencies should make certain that the INS I-9 forms for employees who terminate from an agency less than 3 years from date of hire are kept for the 3 year retention period. AC+2 AC+2 AC=Until superseded or termination of employment. CAUTION: Documents that serve as payroll deduction authorizations must be maintained for the retention period prescribed for item number AV AV SEE item number for resumes, whether solicited or unsolicited, that are used in any way in the employment selection process.

16 Surety Bonds - Bonds posted by employees and individuals or entities under contract with a component for the performance of the duties of a position or the terms of a contract with the component. (Does not include construction and architectural surety bonds - See )individuals or entities under contract with a component for the performance of the duties of a position or the terms of a contract with the component. (Does not include construction and architectural surety bonds - See ) Apprenticeship Records (Summary of applicant qualifications, evaluation basis for selection or rejection, original applications, job assignments, promotions, separations, layoffs, terminations, compensation records, conditions of work, time records, hours of training provided (separate from labor), minority status, and gender of all selected and rejected applicants. AC+4 AC+4 AC=Expiration or termination of the bond according to its terms CAUTION: Does not include construction or architectural surety bonds. SEE item number CFR 30.8(e) 1. Page 16 of 37 Item 6. Records Series Title 7. Retention Period Employee Recognition Records (awards, incentives, tenure, etc.) AC + 5 AC + 5 AC=Termination of Employment Public Access Option From - Form completed and signed by employee or official, or former employee or official, electing to keep home address, home telephone number, social security number, and family information open or confidential under the Public Information Act, Government Code Ombudsman Records - Consultation records, notes, letters, memos, s, reports and other documentation. US US SEE item number AC AC AC=Final decision or matter closed. CAUTION: Does not include formal complaint filed with EEO. If matter becomes a grievance or the subject of counseling or litigation, or employee is subject to disciplinary action, the records are subject to retention in the appropriate records series. SEE , , , , and Certificates of Age (minor workers) AC+5 AC+5 AC=Worker Reaches Majority Employee Career Planning Records AV AV Select Service Verification Log PM PM EMPLOYMENT RECORDS Section Payroll

17 Employee Deduction Authorization Documentation used to start, modify, or stop all voluntary or required deductions from payroll, including garnishment or other court-ordered attachments. AC+4 AC+4 AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever is sooner Employee Earning Records TAC 301.6(i) Federal Tax Records AC+5 AC+5 AC=Tax due date, date claim is filed, or date tax is paid whichever is later. 26 CFR (e)(2) (Retention is based from return, paid or claim date) Income Adjustment Authorization Used to make increases or decreases to employees gross pay, FICA, retirement, or in the computation of taxes CFR 516.6(c) W-4 Forms Employer s copy of Employees Withholding Exemption Certificate. AC+5 AC+5 AC=Until superseded, obsolete, or upon separation of employee 26 CFR (e)(2) Wage Rate Tables CFR 516.6(a)(2) 1. Page 17 of 37 Item 6. Records Series Title 7. Retention Period Unemployment Compensation AC+5 AC+5 AC=Settled Direct Deposit Applications/Authorization US US State Deferred Compensation Records AC+5 AC+5 AC=All accounts with a vendor or vendors for the individual participant have been closed. For instruction regarding the determination of the closure of accounts and for additional information regarding the retention period see the most current edition of the Benefits Coordinator Reference Manual issued by the Employees Retirement System of Texas Human Resources Information System (HRIS) Report - Includes supporting documentation. AC+4 AC+4 EMPLOYMENT RECORDS Section Personnel Administration Affirmative Action Plans for both regular employees and apprenticeship programs Benefit Plans - Employee benefit plans such as pension, life, health and disability insurance, deferred compensation, etc. including amendments CFR 30.8(e) For apprenticeship plans US+3 US+3 29 CFR (b)(2)

18 Labor Statistics Report US US Former Employee Verification Records - Minimum information AC+75 AC+75 AC=Termination of Employment needed to verify employment, includes name, social security number, exact dates of employment, last known address and most recent public access option form Positions/Job Classification Review File US+3 US Work Schedules Texas Workforce Commission (TWC) Reports (from TWC to agency) Reimbursable Activities, Requests and Authorizations to Engage in - Requests and authorizations for travel; participation in educational programs, workshops, or college classes, or for other work-related activities for which the expenses of the employee are defrayed or reimbursed. 1. Page 18 of 37 Item 6. Records Series Title 7. Retention Period Personnel Policies and Procedure - Any internally distributed manuals, guidelines, or similar records that define agency wide policies and procedures concerning the personnel of an agency. US+3 US Job Procedure Records - Any documents detailing the procedural duties and responsibilities of agency positions on a position-by-position basis Agency Staffing Reports - Any report compiled by an agency on aspects of personnel staffing, including listings of all staff by program or name, staff hired during a month, detailed listings of employees within its organizational structure, position vacancies, analysis of turnover rates and seasonality of employment, etc Aptitudes & Skills Tests Aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer Aptitude and Skills Tests (Test Papers) - Aptitude or skills test papers job applicants or of current personnel taking a test to qualify for promotion or transfer. US+3 US+3 US+3 US+3 US+2 US+2 29 CFR (State Agencies) 29 CFR (State Universities) CAUTION: One copy of each different test (different in terms of either questions or administration procedures) should be retained for the period indicated CFR (State Agencies) 29 CFR (State Universities)

19 Aptitude and Skills Tests (Validation Records) - Records of the validation of aptitude and skills tests Training Administration Records - Instructional materials and other records associated with in-house training of agency personnel on personnel policies and procedures and other policies and procedures that govern an agency s programs, services or projects. LA+2 LA+2 LA=As long as the test is used by an agency. 29 CFR (State Agencies) 29 CFR (State Universities) US+2 US+2 CAUTION: Does not include hazardous material training records. SEE item number EEO Reports and Supporting Documentation - Includes CFR , 39, 41, 48 and 50 documentation used to complete EEO reports Equal Pay Records Reports, studies, aggregated or summary data, and CFR (c) similar documentation compiled to monitor and demonstrate compliance with the federal Equal Pay Act Address Change Form US US 1. Page 19 of 37 Item 6. Records Series Title 7. Retention Period Employee Identification - Employee security records AC+2 AC+2 AC=Termination of Employment Individual Personnel File - Current Employee AC AC AC=Termination or Retirement of Employee. Move file to either Retired Employee retention or Separated Employee Individual Personnel File - Retired Employees AC+50 AC+50 retention AC=Retirement of Employee Individual Personnel File - Separated Employee AC+5 AC+5 AC=Termination of Employee Labor Distribution Records US US EMPLOYMENT RECORDS Section Time and Leave Records Accumulated Leave Adjustment Request Used to create employee leave balances, to transfer leave balances when an employee transfers positions, to adjust carry-over balances on August 31, to correct errors on leave accumulation, and to close out leave accounts on separated employees Leave Status Report (each pay cycle) Cumulative report is issued pay cycle and provides employee leave status information for each position.

20 Less Than Full-Time Worked (dates and hours) TAC 815.(i) Overtime Authorizations Overtime Schedules 2 2 O=P/E Time Cards and Time Sheets TAC 815.(i) Time Off and/or Sick Leave Requests Sick Leave Pool Records - Donations and Withdrawals FISCAL RECORDS Section Worksheets, Detail Information on Economic Event or Transaction Accounts Payable Information Subject to federal audit Billing Detail (does not include long distance telephone billing) Subject to federal audit 1. Page 20 of 37 Item 6. Records Series Title 7. Retention Period Cancelled Checks/Stubs/Warrants/Drafts Subject to federal audit Encumbrance Detail Subject to federal audit Inventory and Other Cost Files Investment Transaction Files Transfer or Budget Revisions - Transfer or adjustment to budgets Electronic Fund Transfers - Direct Deposit Registers FISCAL RECORDS Section Documents of Original Entry Cash Deposit Vouchers (including deposit slips) Cash Receipts Includes receipts for fees (permits, licenses, renewals, etc.) Daily Cash Receipts Log Encumbrance Vouchers Orders, statements, change orders, etc.

21 Purchase Vouchers Requisitions, orders, receiving reports, invoices, or statements, change orders, best value determinations, etc. Subject to federal audit General Journal Vouchers Expenditure Vouchers (includes travel expense reports, payroll, etc.) Subject to federal audit RTA - Request for Travel Authorizations and Travel Reimbursement Forms City Armored Service Receipt Books Student Bills (Unpaid) - With Promissory Notes AC+3 AC+3 AC=Date Paid FISCAL RECORDS Section Journals or Registers Sales Receipts 1. Page 21 of 37 Item 6. Records Series Title 7. Retention Period Expenditures FISCAL RECORDS Section Ledgers General Ledgers Accounts Receivable Ledgers Accounts Payable Ledgers Employee Savings Bond Ledgers FISCAL RECORDS Section Reports Worksheets for Preparing Fiscal Reports Internal Fiscal Management Reports Includes monthly budget reports.

22 Annual Financial Report (required by General Appropriations Act) PM PM CAUTION: If an agency does not produce a biennial or annual narrative report as described in item number , then these annual financial reports must be marked with ival Code I. The archival requirement, when a biennial or annual narrative report is not produced, is met by sending the required copies of the reports to the Texas State Publications Depository Program, Texas State Library and ives Commission External Fiscal Reports - Special purpose Federal financial reports, salary reports, etc. Includes HUB Reports Annual Operating budget (monthly budget reports) FE+6 FE USAS Reports - Daily AC AC AC=Receipt and reconciliation of monthly report USAS Reports - Monthly AC AC AC=Receipt and reconciliation of annual report USAS Reports - Annual 1. Page 22 of 37 Item 6. Records Series Title 7. Retention Period FISCAL RECORDS Section Documents Showing Compliance with System of Internal Control Monthly Balancing Reconciliations Cash Counts Inventory Sheets FISCAL RECORDS Section Other Fiscal Records Accounting Policies and Procedures Manual US+3 US Bank Statements

23 Returned Checks/Warrants/Drafts (Uncollectible) AC+3 AC+3 AC=After deemed uncollectible Capital Asset Records LA+3 LA Claim Files AC+3 AC+3 AC=Settled Comptroller Statements Detail Chart of Accounts One for all accounts in use for a fiscal year. One for all accounts in use for a year Federal Grant Information on File AC+5 AC+5 AC=Satisfaction of all Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (the Common Rule). CAUTION: Retention requirements may vary depending on the specific federal funding agency. Agencies must ensure that records are retained for the appropriate retention period Sponsored Grants and Contracts AC+3 AC+3 AC=Term of Grant Fixed Asset Sequential Number Log US+3 US Long-Term Liability (bonds, etc.) AC+3 AC+3 AC=Retirement of debt 1. Page 23 of 37 Item 6. Records Series Title 7. Retention Period Texas Building and Procurement Commission Statements (TBPC) Charge or bill statements received by components from the GSC for services provided Signature Authorizations - Signature cards or similar records establishing authority of an agency employee to initiate or authorize financial transactions on behalf of an agency. US+FE+ 3 US+FE Credit Memos AC+5 AC+5 AC=Settled Gift and Donor Records - Documents potential or realized private, PM PM I CAUTION: Security is open with restrictions. corporate, or public agency funding to the institution, including endowments, gifts, donor records and trusts. May include but is not limited to : award guidelines, letters and agreements of gifts, donation amounts, names of donors and any other related documentation and correspondence. SUPPORT SERVICES RECORDS Section General

24 Contracts and Leases Contracts, leases, and agreements include general obligation, land lease, utilities, and construction except for buildings. Documents include specifications, affidavits of publication of calls for bids, accepted bids, performance bonds, contracts, purchase orders, inspection reports, and correspondence. Includes research contracts and documents of original entry - federal contracts AC+4 AC+4 AC=Expiration or termination of the instrument according to its terms. SEE item number for building construction contracts and item number for contract logs Delivery Reports (includes Federal Express) Mailing Lists Any mailing address, telephone or fax number, or address records maintained by a component on its employees or on entities or persons it serves Postage Meter Records and Postage Expense Reports (includes airborne) Requisitions for In-House Copy/Printing Service 1 1 US US Notations in the Security column advisory only. Legal advice should be sought in connection with specific open records requests Licenses & Permits for Non-vehicles - Does not include licenses and permits issued by an agency as part of its legislative mandate. AC+2 AC+2 AC=Expired Photocopier & Telefax Use Logs & Reports (leased equipment) AV AV 1. Page 24 of 37 Item 6. Records Series Title 7. Retention Period Charge Schedules/Price Lists - Schedules of prices charged by a component for services to the public or other agencies, including any documentation used to determine the charges. US+3 US Price Lists (agency and vendor lists) US+3 US Insurance Policies For vehicles, equipment, etc. AC+20 AC+20 AC=Expired Office Procedures - Any internally distributed manual, guidelines, or similar records that establish standard office procedures for an agency; for example, agency style manuals, telephone protocols, mail room procedures, print shop and photography ordering instructions. US+1 US Correspondence Tracking Records - Any record created by an agency to track any type of incoming and outgoing correspondence or packages by the U.S. Postal Service or by private couriers. 1 1