Part 2. RETENTION AND DISPOSITION OF PUBLIC RECORDS, version 14 (§ 1.21.2.1 to 1.21.2.943)

State Commission of Public Records

A. Category: Administration - general management B. Description: Records related to authorization of personnel or entities to perform specific duties and not identified in other classifications. C. Retention: destroy 10 years from date file closed

A. Category: Administration - general management B. Description: Appointments and schedules and related records. C. Retention: destroy one year from close of calendar year in which created

A. Category: Administration - general management B. Description: Governor's appointments and schedules and related records. C. Retention: permanent, transfer to archives when no longer needed for reference

A. Category: Administration - general management B. Description: Internal and external communications and related records to or from executive level personnel including, but not limited to, directives and not identified in other classifications. C. Retention: permanent, transfer …

A. Category: Administration - general management B. Description: Routine correspondence and related records of day-to-day office administration and not identified in other classifications. C.Retention: destroy one year from close of calendar year in which created

A. Category: Administration - general management B. Description: Records including, but not limited to, applications, complaints or requests which are incomplete, have no merit or have been denied, rejected or withdrawn. C. Retention: destroy two years from date file closed

A. Category: Administration - general management B. Description: Lists of individuals and organizations for mailing, contact or distribution. C. Retention: destroy when superseded or obsolete

A. Category: Administration - general management B. Description: Indexes, lists and finding aids used to provide access to records or information. C. Retention: retain until disposition of corresponding record

A. Category: Administration - general management B. Description: Logs used to monitor or control. C. Retention: retain until no longer needed for reference

A. Category: Administration - general management B. Description: Records related to planning and development. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Administration - general management B. Description: Records related to administrative programs and projects not identified in other classifications. C. Retention: destroy five years from date file closed

A. Category: Administration - general management B. Description: Records related to administrative programs and projects of the governor's and lieutenant governor's office. C. Retention: permanent, transfer to archives when no longer needed for reference

A. Category: Administration - general management B. Description: Agency publications intended for distribution to the public. C. Retention: permanent, transfer to state library when published

A. Category: Administration - general management B. Description: General reports not identified in other classifications. C. Retention: destroy two years from date file created

A. Category: Administration - general management B. Description: Historical reports including, but not limited to the following subject matter: vital records, natural resources, emissions, professional licensure registries, disease management, rural health care, student nutrition…

A. Category: Administration - general management B. Description: Statistical reports. C. Retention: destroy five years from date file created

A. Category: Administration - general management B. Description: Speeches, presentations and related records, does not include records related to training. C. Retention: permanent, transfer to archives when no longer needed for reference

A. Category: Administration - general management B. Description: Surveys or questionnaires and related records. C. Retention: destroy five years from date file created

A. Category: Administration - general management B. Description: Records related to the tracking of data for the purpose of reporting. C. Retention: destroy five years from date file created

A. Category: Administration - general management B. Description: Records related to grant administration. C. Retention: destroy three years from the date file closed

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to government owned buildings and facilities including, but not limited to, capital improvements, as-built and as-constructed drawings, does not include routine maintenance and …

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to the planning, design and construction of projects using capital funds. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to the planning, design and construction of specific projects including, but not limited to, facility and infrastructure projects. C. Retention: permanent, transfer to archives …

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to the maintenance and repair of government owned and operated buildings and facilities. C. Retention: destroy three years from the close of the fiscal year in which file closed

A. Category: Administration - buildings, facilities and infrastructure B. Description: Maps, drawings or plans of government owned assets including, but not limited to, property, facilities, buildings and infrastructure. C. Retention: permanent, transfer to archives when no longe…

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to safety and security for government owned or operated buildings. C. Retention: destroy three years from date file closed

A. Category: Administration - buildings, facilities and infrastructure B. Description: Records related to work and job orders for repair and maintenance of property. C. Retention: destroy one year from date file closed

A. Category: Administration - community and public relations B. Description: Records related to awards and recognition. C. Retention: permanent, transfer to archives one year from date file closed

A. Category: Administration - community and public relations B. Description: Records related to complaints by the public relating to policies, procedures or business practices including, but not limited to, fling forms, recommendations, responses and resolution. C. Retention: des…

A. Category: Administration - community and public relations B. Description: Records related to community outreach with historical significance. C. Retention: permanent, transfer to archives five years from date file closed

A. Category: Administration - community and public relations B. Description: Records related to official government press, news releases and notices. C. Retention: permanent, transfer to archives five years from date file created

A. Category: Administration - community and public relations B. Description: Records related to community programs not identified in other classifications. C. Retention: destroy three years from date file closed

A. Category: Administration - community and public relations B. Description: Records related to marketing of the government including, but not limited to, advertising and public relations with the media including newspapers, television and magazines. C. Retention: permanent, tran…

A. Category: Administration - equipment and vehicle management B. Description: Records related to equipment including, but not limited to, history, logs, manuals and operating procedures; and not identified in other classifications. C. Retention: destroy three years from date of …

A. Category: Administration - equipment and vehicle management B. Description: Records related to maintenance and repair of vehicles and equipment. C. Retention: destroy three years from the close of the fiscal year in which created

A. Category: Administration - equipment and vehicle management B. Description: Records related to vehicles including, but not limited to, history, logs, manuals and operating procedures; and not identified in other classifications. C. Retention: destroy three years from date of d…

A. Category: Administration - information technology B. Description: Records related to security and access to information technology. C. Retention: destroy three years from date file closed

A. Category: Administration - information technology B. Description: Records related to development and maintenance of voice and data networks, infrastructure and computer applications. C. Retention: destroy when superseded or obsolete

A. Category: Administration - information technology B. Description: Records related to management of public websites including, but not limited to, design, graphics, formats and links. C. Retention: destroy one year from date file closed

A. Category: Administration - risk management B. Description: Records related to reporting damage to government owned and operated property including, but not limited to, claims. C. Retention: destroy three years from date file closed

A. Category: Administration - risk management B. Description: Records related to general liability claims. C. Retention: destroy three years from date file closed

A. Category: Administration - risk management B. Description: Records of insurance certificates and bonds provided by contractors, vendors and other non-governmental entities. C. Retention: destroy five years from date file closed

A. Category: Administration - risk management B. Description: Records related to insurance of government owned and operated property and assets. C. Retention: destroy 10 years from date file closed

A. Category: Administration - risk management B. Description: Waivers and releases of liability and related records. C. Retention: destroy two years from date file closed

A. Category: Administration - historical and cultural resource management B. Description: Records related to the management of items and objects owned or managed by a library. C. Retention: destroy when no longer needed for reference

A. Category: Administration - historical and cultural resource management B. Description: Records related to the management of items and objects owned or managed by a museum or archive. C. Retention: permanent

A. Category: Administration - historical and cultural resource management B. Description: Records related to borrowing, lending and returning of library items including, but not limited to, tracking. C. Retention: destroy when superseded or obsolete