728 sections in this chapter.
R.12-1000 Purpose and Scope. A. Standards for facilities which house the public records of South Carolina will help minimize the
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12-1000. Purpose and Scope. A. Standards for facilities which house the public records of South Carolina will help minimize the danger of losing information vital to the current operational and long term reference requirements of state and local government, and will help ensure t…
R.12-1001 Definitions and General Requirements. A. Definitions
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12-1001. Definitions and General Requirements. A. Definitions (1) ‘‘Public Records’’ has the meaning as provided in Section 30-4-20 (c), Code of Laws of South Carolina, 1976, as amended. (2) ‘‘Public Body’’ has the meaning as provided in Sections 30-4-20 (a) and 30-1-10 (b), Code…
R.12-1002 Required Minimum Standards for All Records Storage Facilities. Any facility or area thereof in which the records of a South Carolina public body are maintained
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12-1002. Required Minimum Standards for All Records Storage Facilities. Any facility or area thereof in which the records of a South Carolina public body are maintained shall meet the following minimum standards: A. Construction: (1) The building shall be of sound construction an…
R.12-1003 Compliance Guidelines. The South Carolina Department of Archives and History shall be responsible for determining
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12-1003. Compliance Guidelines. The South Carolina Department of Archives and History shall be responsible for determining whether or not facilities are in compliance with this regulation. All facilities shall be in compliance with the required minimum standards or shall submit a…
R.12-101 Criteria for Participation in South Carolina’s Certified Local Government (CLG)
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12-101. Criteria for Participation in South Carolina’s Certified Local Government (CLG) Program. The National Historic Preservation Act as amended contains five broad standards which local governments must meet to be certified as participants in the National Historic Preservation…
R.12-102 Process for Certification of Local Governments in South Carolina. A. The chief elected official of the local government shall request certification from the SHPO
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12-102. Process for Certification of Local Governments in South Carolina. A. The chief elected official of the local government shall request certification from the SHPO. The request for certification shall include: (1) A completed Certified Local Government application signed by…
R.12-103 Process for Monitoring and Decertification of Certified Local Governments. A. The SHPO shall conduct periodic review and monitoring of CLGs no less often than once
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12-103. Process for Monitoring and Decertification of Certified Local Governments. A. The SHPO shall conduct periodic review and monitoring of CLGs no less often than once every four years to assure that each government is fulfilling the CLG requirements and that each is performi…
R.12-104 Transfer of Historic Preservation Fund (HPF) Allocations to Certified Local
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12-104. Transfer of Historic Preservation Fund (HPF) Allocations to Certified Local Governments. A. In order to be eligible to receive a portion of the local share of the HPF allocation to South Carolina, DOI requires that each certified local government: (1) Shall have adequate …
R.12-105 Application for Pass-Through Funds. A. Notice of the availability of these funds and funding applications will be sent to CLGs and
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12-105. Application for Pass-Through Funds. A. Notice of the availability of these funds and funding applications will be sent to CLGs and interested local governments by the SHPO. The CLG funding application (and any resulting funding agreement) will include all specific special…
R.12-106 Funding Priority. The SHPO awards funds on a competitive basis to certified local governments based on program
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12-106. Funding Priority. The SHPO awards funds on a competitive basis to certified local governments based on program goals and priorities distributed with the application form. Priority will be given to projects that increase the capability and effectiveness of local government…
R.12-107 Certified Local Government Participation in the South Carolina National Register
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12-107. Certified Local Government Participation in the South Carolina National Register Nomination Process. A. The SHPO will assist the CLG in encouraging the nomination of local properties eligible for listing in the National Register of Historic Places. The SHPO staff will pro…
R.12-1100 Introduction and General Matters; Application of Schedule. This regulation provides disposal authorization to state agencies and state-supported colleges and
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12-1100. Introduction and General Matters; Application of Schedule. This regulation provides disposal authorization to state agencies and state-supported colleges and universities for the official copies of certain non-permanent electronic records and specified hardcopy (paper) o…
R.12-1105 Automated Program Listing/Source Code. A. Description: Program code which generates the machine language instructions used to operate
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12-1105. Automated Program Listing/Source Code. A. Description: Program code which generates the machine language instructions used to operate an automated system, either paper or electronic. B. Retention: Until no longer needed for reference; delete or destroy. HISTORY: Added by…
R.12-1106 Computer Run and Scheduling Requests. A. Description: Used to schedule computer runs. Information includes daily schedules, run
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12-1106. Computer Run and Scheduling Requests. A. Description: Used to schedule computer runs. Information includes daily schedules, run reports, run requests, and other records documenting the successful completion of a run. B. Retention: Until no longer needed for reference; de…
R.12-1107 Computer System Test Files. A. Description: Created solely to test system or program performance, as well as related printouts
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12-1107. Computer System Test Files. A. Description: Created solely to test system or program performance, as well as related printouts and documentation. B. Retention: After user approves test results and until no longer needed for reference; delete or destroy. HISTORY: Added by…
R.12-1108 Computer Usage Files. A. Description: Used to monitor computer system usage. Information includes electronic files or
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12-1108. Computer Usage Files. A. Description: Used to monitor computer system usage. Information includes electronic files or automated logs, log-in files, system usage files, data entry logs, summary computer usage reports, audit trail files, valid transaction files, and record…
R.12-1109 Data/Database Dictionary Reports. A. Description: Periodic printouts from a data/database directory system. Information includes
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12-1109. Data/Database Dictionary Reports. A. Description: Periodic printouts from a data/database directory system. Information includes data element attribute reports, database scheme, and related records used for reference purposes. B. Retention: Until superseded or no longer …
R.12-1110 Data Processing Hardware Documentation. A. Description: Documents the use, operation, and maintenance of an agency’s data processing
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12-1110. Data Processing Hardware Documentation. A. Description: Documents the use, operation, and maintenance of an agency’s data processing equipment. Information includes operating manuals, hardware/operating system requirements, hard- ware configurations, and equipment contro…
R.12-1111 Data Processing Subject Files. A. Description: Used to support the administration of agency data processing services. Information
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12-1111. Data Processing Subject Files. A. Description: Used to support the administration of agency data processing services. Information includes correspondence, memoranda, reports, and reference publications. B. Retention: Until superseded or no longer needed for reference; de…
R.12-1112 Disaster Preparedness and Recovery Plans. A. Description: Documents the protection and reestablishment of data processing services and
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12-1112. Disaster Preparedness and Recovery Plans. A. Description: Documents the protection and reestablishment of data processing services and equipment in case of a disaster. Information includes procedures, checklists, and emergency phone numbers and addresses. B. Retention: U…
R.12-1113 Downloaded and Copied Data. A. Description: Used to distribute data to individuals or program units for reference and use
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12-1113. Downloaded and Copied Data. A. Description: Used to distribute data to individuals or program units for reference and use. Information includes downloaded, copied, merged and/or derived data not altered or augmented to support program-specific needs. B. Retention: Until …
R.12-1114 Finding Aids (or Indexes). A. Description: Used to facilitate the search and/or retrieval of electronic information/records
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12-1114. Finding Aids (or Indexes). A. Description: Used to facilitate the search and/or retrieval of electronic information/records. Information includes indexes, lists, registers, and other finding aids. B. Retention: Until no longer needed for reference or when related records…
R.12-1115 Input/Source Documents. A. Description: Used solely as input for a digital master file or database. Also used to create,
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12-1115. Input/Source Documents. A. Description: Used solely as input for a digital master file or database. Also used to create, update, or modify the records in an electronic medium and not required for audit and legal purposes. Information includes non-electronic documents and…
R.12-1116 Inventories of Circuits. A. Description: Documents network circuits used by the agency. Information includes automated
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12-1116. Inventories of Circuits. A. Description: Documents network circuits used by the agency. Information includes automated or paper records, circuit number, vendor, cost per month, type of connection, terminal series, software, contact person, and other relevant information …
R.12-1117 Network Site/Equipment Support Files. A. Description: Used to document support services provided to specific sites and computer to
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12-1117. Network Site/Equipment Support Files. A. Description: Used to document support services provided to specific sites and computer to computer interfaces on a network. Information includes site visit reports, trouble reports, service histories, and related correspondence. B…
R.12-1118 Print File. A. Description: Used to produce hard copy publications and/or printouts of tabulations, ledgers,
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12-1118. Print File. A. Description: Used to produce hard copy publications and/or printouts of tabulations, ledgers, registers, and reports. Information includes unaltered files extracted from a master file or database. B. Retention: Until no longer needed for reference; delete …
R.12-1119 Records of Chargebacks to Data Processing Services Users. A. Description: Used to document and calculate costs, and bill program units for computer usage
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12-1119. Records of Chargebacks to Data Processing Services Users. A. Description: Used to document and calculate costs, and bill program units for computer usage and data processing services. Information includes electronic and manual records. These records are also used for cos…
R.12-1120 Security Backup File. A. Description: Electronic file maintained to backup the master file or database in case the master
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12-1120. Security Backup File. A. Description: Electronic file maintained to backup the master file or database in case the master file or database is damaged or inadvertently erased. Information consists of data identical in physical format to a master file or database. B. Reten…
R.12-1121 Summary or Extracted Data Files. A. Description: Used to distribute data to individuals or program units for reference and use
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12-1121. Summary or Extracted Data Files. A. Description: Used to distribute data to individuals or program units for reference and use. Information consists of summary or aggregate data from a master file or database. B. Retention: Until no longer needed for reference; delete or…
R.12-1122 System Documentation (Non-Permanent Systems). A. Description: Used to plan, develop, operate, and maintain electronic records and software
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12-1122. System Documentation (Non-Permanent Systems). A. Description: Used to plan, develop, operate, and maintain electronic records and software. Information includes data systems specifications, file specifications, code books, records layouts, user guides, output specificati…
R.12-1123 System Users Access Records. A. Description: Used by system administrators to control or monitor users’ access. Information
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12-1123. System Users Access Records. A. Description: Used by system administrators to control or monitor users’ access. Information includes user account records, security logs, and password files. B. Retention: Until updated, superseded, or no longer needed for reference; delet…
R.12-1124 Technical Reformat File. A. Description: Used to document information interchange of master files or databases. Informa-
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12-1124. Technical Reformat File. A. Description: Used to document information interchange of master files or databases. Informa- tion includes electronic files written with varying technical specification consisting of data copied from a master file or database. B. Retention: Un…
R.12-1200 Introduction and General Matters; Application of Schedule. This regulation provides disposal authorization for the official electronic versions of non-permanent
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12-1200. Introduction and General Matters; Application of Schedule. This regulation provides disposal authorization for the official electronic versions of non-permanent records scheduled for destruction under one or more sections in General Records Retention Schedules for Admini…
R.12-1205 Electronic Versions of Records Scheduled for Destruction Under General
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12-1205. Electronic Versions of Records Scheduled for Destruction Under General Schedules. A. Description: Electronic versions of records that are scheduled for destruction under one or more sections in the General Records Retention Schedules for Administrative and Personnel Reco…
R.12-1206 Electronic Versions of Records Scheduled for Destruction Under Approved
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12-1206. Electronic Versions of Records Scheduled for Destruction Under Approved Specific Retention Schedules. A. Description: Electronic versions of records that are scheduled for destruction under one or more specific retention schedules approved by each state agency or institu…
R.12-121 Local Governing Body Certification. A. General. The local governing body shall establish a system for preliminary and final certifica-
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12-121. Local Governing Body Certification. A. General. The local governing body shall establish a system for preliminary and final certifica- tion of properties that are eligible under the Act. The local governing body may designate, in its discretion, an agency or department to…
R.12-122 Designation of Property as Historic. A. General. The local governing body shall establish a system for designation of historic properties
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12-122. Designation of Property as Historic. A. General. The local governing body shall establish a system for designation of historic properties in cases where such a system is not already in place. B. Eligible Properties. The following categories of property may be designated h…
R.12-123 Criteria for Designation. A. General. The local governing body shall establish criteria for designation of historic properties
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12-123. Criteria for Designation. A. General. The local governing body shall establish criteria for designation of historic properties. B. Categories of Significance. Categories of significance for the criteria may include but are not limited to the following: 1. Architecture; 2.…
R.12-124 Review of Rehabilitation Work. A. General. The owner of any property seeking approval of rehabilitation work pursuant to the
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12-124. Review of Rehabilitation Work. A. General. The owner of any property seeking approval of rehabilitation work pursuant to the certification process of a local government (see R.12-121) shall comply with the procedures described in this regulation. 1. The owner shall submit…
R.12-125 Standards for Rehabilitation. A. A property shall be used for its historic purpose or be placed in a new use that requires minimal
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12-125. Standards for Rehabilitation. A. A property shall be used for its historic purpose or be placed in a new use that requires minimal change to the defining characteristics of the building and its site and environment. B. The historic character of a property shall be retaine…
R.12-201 General Standards and Practices for the Microfilming of Public Records. The following General Standards and Practices will apply to the microfilming of all public records or
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12-201. General Standards and Practices for the Microfilming of Public Records. The following General Standards and Practices will apply to the microfilming of all public records or confidential/restricted records created in the conduct of carrying out the responsibilities of a s…
R.12-202 Standards and Practices for Records of Archival Value and Long-Term Retention
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12-202. Standards and Practices for Records of Archival Value and Long-Term Retention Value. A. Archival and Long-Term Value Microfilm 1. ARCHIVAL RECORD MICROFILM is defined as filmed records determined by a duly approved Records Series Retention/Disposition Schedule or an equiv…
R.12-300 Introduction and General Matters; Application of Schedule. The following general records retention schedule contains minimum retention periods for the
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12-300. Introduction and General Matters; Application of Schedule. The following general records retention schedule contains minimum retention periods for the official copy of the agency’s records. These retentions and dispositions apply regardless of physical format, i.e., paper…
R.12-301 Annual Accountability Reports. A. Description: Used to determine whether an agency is effectively achieving its legislative mission
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12-301. Annual Accountability Reports. A. Description: Used to determine whether an agency is effectively achieving its legislative mission and program objectives. This record series is prepared by all state agencies and submitted to the Budget and Control Board for distribution …
R.12-302 Meeting Minutes (Executive Levels). A. Description: Used to document the meetings of an agency’s executive staff which includes the
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12-302. Meeting Minutes (Executive Levels). A. Description: Used to document the meetings of an agency’s executive staff which includes the director, the deputy director, and the division directors. Information includes agenda, place, date, list of attendees, and a summary of dis…
R.12-303 Meeting Minutes (Non-Executive Levels). A. Description: Used to document the meetings of agency staff below the agency director, deputy
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12-303. Meeting Minutes (Non-Executive Levels). A. Description: Used to document the meetings of agency staff below the agency director, deputy director, and division director levels. Meetings may also include non-agency attendees. Information includes agenda, location, date, lis…
R.12-304 Contracts. A. Description: Used to document the contractual relationship between agencies and service
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12-304. Contracts. A. Description: Used to document the contractual relationship between agencies and service providers. Information includes the contract with description of the services to be provided, dates of the contract, signatures, and correspondence. B. Retention: 3 years…
R.12-305 Administrative Correspondence Files (Executive Levels). A. Description: Correspondence is related to the administration of an agency or division. Commu-
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12-305. Administrative Correspondence Files (Executive Levels). A. Description: Correspondence is related to the administration of an agency or division. Commu- nications concern coordination of programs, agency policy, and responsibilities of a non-routine nature that impact on …
R.12-306 Administrative Files (Executive Levels). A. Description: Document actions of an agency director, deputy director and division directors
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12-306. Administrative Files (Executive Levels). A. Description: Document actions of an agency director, deputy director and division directors. Information includes memoranda and reports concerning agency policy, organizational and program development records, strategic plans/mi…
R.12-307 Administrative Reference Files (Non-Executive Levels). A. Description: Routine office management files retained below the agency director, deputy
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12-307. Administrative Reference Files (Non-Executive Levels). A. Description: Routine office management files retained below the agency director, deputy director and division director levels. Included are memoranda, reports, printed matter, and other reference materials. Topics …