Chapter 12

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…

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…

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…

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…

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…

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…

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…

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 …

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…

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…

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…

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…

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…

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…

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…

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…

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 …

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…

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…

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…

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 …

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…

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…

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 …

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…

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 …

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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…

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.…

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…

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…

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…

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…

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…

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 …

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…

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…

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…

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 …

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…

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 …