Chapter 12

12-602.9. Inspectors’ File—Plumbing (Construction). A. Description: Records documenting examinations made to plumbing construction, reconstruc- tion, alteration and repair projects within the municipality to insure compliance with the Southern Standard Plumbing Code and all other…

12-603.1. Business License Applications. A. Description: Applications submitted by persons seeking to operate businesses in the municipali- ty. Information includes name of business, location, classification, license number, gross sales for preceding calendar year, type of applic…

12-603.2. Business Licenses. A. Description: Records documenting authorization for businesses to operate within the municipal- ity. Information includes name of business, type of business, date of license and authorizing signature. B. Retention: (1) Business Licenses for Earliest…

12-604.1. Council Meeting Recordings. A. Description: Voice recordings of municipal council meetings used in preparing the Council Meeting Minutes. Information includes date of meeting, meeting time, meeting place, council members present, order of business, business discussed an…

12-604.2. Council Minutes. A. Description: Record of proceedings at meetings of the municipal council which includes written descriptions of the financial and administrative business conducted. Information includes dates of meetings, names of council members present, claim approv…

12-604.3. Agenda Packets. A. Description: Record of items submitted for municipal council’s consideration. Information includes meeting number, date, locale and time; order and description of proposed business. B. Retention: Permanent. Microfilm optional. HISTORY: Added by State …

12-604.4. Ordinances. A. Description: Original ordinances passed by the municipal council representing local laws and regulations which pertain to the municipality only. Information includes ordinance number, ordi- nance, date, and signatures of the chairman and council clerk. B.…

12-604.5. Resolutions. A. Description: Record of official actions authorized by municipal council through the passage of resolutions. Information includes resolution number, resolution, date, signature of chairman, and signature of municipal clerk. B. Retention: Permanent. Microf…

12-605.1. Annual Budgets. A. Description: Printed copies of annual budgets showing projected receipts and expenditures from various offices. Approved budget appropriations are listed for each department. B. Retention: Permanent. Microfilm optional. HISTORY: Added by State Registe…

12-605.10. Paid Invoices. A. Description: Filed copies of invoices submitted by various vendors supplying goods and services to the municipality. These invoices may be filed together with copies of checks and/or claim forms. Information includes Invoice: vendor name, address, dat…

12-605.11. Claims. A. Description: Office’s copies of documents establishing a claim on the municipality for goods and services. Information includes control number, date filed, who is making claim, amount, and author- ized approval. B. Retention: 3 years, then destroy. HISTORY: …

12-605.12. Banking Records. A. Description: Cancelled checks and deposit slips written by the municipality along with the statements issued by the bank. Information includes (1) checks: date, to whom paid, amount, check number, authorized signature; (2) bank statements: list of c…

12-605.13. Receipts (Receipt Carbons). A. Description: Copies of receipts issued by municipal offices to persons turning over funds. Information includes date, number, from whom received, amount, purpose, and authorizing signa- tures. B. Retention: 3 years, then destroy. HISTORY:…

12-605.14. Daily Cash Books. A. Description: Daily records of receipts and disbursements of municipal funds. Information includes date, purpose, amount, date paid, date received, fund for which written. B. Retention: (1) When Corresponding General Ledgers are Missing: Permanent. …

12-605.15. Daily Collections Report. A. Description: List of monies received on a daily basis for payments of municipal services. Information includes account number, name, payment date, amount of payment, allocation of funds . B. Retention: 1 year, then destroy. HISTORY: Added b…

12-605.2. Budget Files. A. Description: Preparation materials used in the formulation of the municipal budget. Informa- tion includes budget requests and supplemental information justifying budget requests. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Vol…

12-605.3. Audits Reports. A. Description: Printed reports documenting the annual audit of municipal funds. These reports, prepared by an outside accounting firm, are categorized by the various municipal offices and further classified by accounts to which they relate. This series …

12-605.4. General Ledgers. A. Description: One or more series of computer and non-computer generated financial ledgers providing final year-to-date summary accounting data and a permanent audit trail for all fiscal receipt and disbursement transactions affecting any and all munic…

12-605.5. Trial Balances. A. Description: Summary information of receipts and expenditures from various municipal ac- counts used in balancing the General Ledger. Information includes account number, account name, beginning balance, total assets, total liabilities, adjustments, e…

12-605.6. Bids. A. Description: A record of each bid submitted by vendors selling goods and/or services to the municipality. Information includes request for quotation, bid spread sheet, and bid award letter. B. Retention: 3 years, then destroy. HISTORY: Added by State Register V…

12-605.7. Requisitions. A. Description: Request forms from the various municipal offices and departments which describe goods or services to be ordered by the municipality. Information includes number, department, delivery location, date, date required, item number, quantity, des…

12-605.8. Purchase Orders. A. Description: Purchase orders for goods and services paid for by the municipality, or for goods and services yet to be delivered to the municipality. Information includes quantity, commodity, service unit, price, total price, number, page number, name…

12-605.9. Accounts Payable Check Registers. A. Description: Record of check payments to vendors/contractors for services/materials sold to the municipality. Information includes date, vendor number, purchase order number and date, account number, amount, date of invoice, transact…

12-606.1. Annual Report to State Fire Marshal. A. Description: Annual report sent to State Fire Marshal of status of Fire Department employees, equipment and finances. Information includes number of officers, number of men, number paid, names of trustees of Firemen’s Insurance an…

12-606.10. Volunteer Personnel Files. A. Description: Record of volunteers working for the fire department. Information includes applications, physicals, service awards, and related correspondence and documentation. B. Retention: 5 years after termination of service, then destroy…

12-606.2. Incident Report. A. Description: Record of fire department related incidents (including fire, chemical spills, animal rescue and bomb scares) that have occurred in the municipality. These forms are completed each time a fire truck is used in answering a call. Informatio…

12-606.3. Fire Hose Record. A. Description: Record of tests performed on hoses in the department to assure that the equipment is in good operating condition. Information includes manufacturer, guarantee test (pounds), new or used, survey date, date of test, fire station number, s…

12-606.4. Fire Hydrant Testing Report. A. Description: Maintenance records of operating tests conducted on municipal fire hydrants. Information includes location, water available, hydrant number, SPM at 20 PSI, main size, type (2 way, 3 way), lateral size, lateral gated, height f…

12-606.5. Equipment Files. A. Description: Record of the equipment of the Fire Department. Information includes type of equipment, cost, location, instructions for use, and related correspondence and documentation. B. Retention: Until the equipment is sold or disposed of, then de…

12-606.6. Employee/Volunteer Training Records. A. Description: Record of all training classes taken by fire department employees and volunteers. Information includes employee name; date; type of training such as typing, hazardous material, pump operations, basic fire fighting, an…

12-606.7. Arson Files. A. Description: Record of fires caused by arson that occurred in the municipality. Information includes name, statements, investigative notes, date of occurrence, State Law Enforcement Division Lab Reports, and address of fire. B. Retention: 10 years, then …

12-606.8. Fire Inspection Reports. A. Description: Documents safety inspections made by the fire department of businesses within the municipality. Information includes date, location of inspection, building function, occupancy, capacity, last inspection date, personnel conducting…

12-606.9. Daily Logs. A. Description: Summarizes daily activities of the fire department. Information includes fire calls, activities, time and date, employees worked, and employees off. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 27, Issue No. 5,…

12-607.1. State and Local Government Information Reports (EEO-4). A. Description: Annual report monitoring internal programs for insuring equal employment opportunities. Information includes name of municipality, address, type of government, identification, function, employment d…

12-607.10. South Carolina Police Officer’s Quarterly Retirement Reports. A. Description: Quarterly records of contributions made by municipal law enforcement officers to the South Carolina Police Officer’s Retirement System. Information includes employer’s name, address, active r…

12-607.11. Deduction Registers. A. Description: Summarizations of information on deductions from payroll checks. Used for balancing accounts, internal fiscal control, and external audits. Information includes employee name, social security number, state and federal income tax ded…

12-607.12. Individual Taxpayer Report of Withholdings (W-2 Forms). A. Description: Employer’s copy of employee’s total earnings and withholdings for the calendar year reported to the Internal Revenue Service. Information includes employer’s identification number, employer’s name …

12-607.13. Time Cards. A. Description: Record of hours worked by municipal employees. Information includes employee name, date, and hours worked. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 17, Issue No. 6, eff June 25, 1993. Amended by State Regi…

12-607.14. Time Sheets. A. Description: Verification of the number of hours worked by each employee. Information includes employee’s name, employee number, hourly wage, days and hours worked and department head approval. B. Retention: 3 years, then destroy. HISTORY: Added by Stat…

12-607.15. Insurance Records. A. Description: Record of insurance claims filed by municipal employees. Information includes name of patient, provider, dates of service and amount of payment request. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 27, …

12-607.16. Sick and Annual Leave Records. A. Description: Record of leave taken by municipal employees. Information includes name of employee, social security number, date, leave date, number of days/hours, reason for leave and signature of employee. B. Retention: 3 years, then d…

12-607.2. Personnel Files (Active and Inactive). A. Description: Forms and materials relating to municipal employees. Files include applications, salary information, attendance and leave records, workmen’s compensation reports, performance evaluations, and complete employment his…

12-607.3. Application File (Not Hired). A. Description: Application forms submitted by persons applying for jobs with the municipality who were not hired. Information includes name, address, education and work experience. B. Retention: 2 years after rejection of application, then…

12-607.4. Log and Summary of Occupational Injuries and Illnesses. A. Description: Record required by the Occupational Safety and Health Act of 1970, used to record pertinent information concerning work-related deaths, injuries, and illness. Information includes annual average emp…

12-607.5. Workers Compensation Records. A. Description: Consists of case files containing records and reports generated as the result of employment-related accidents involving municipal employees. Information includes Reports of Acci- dents Involving Only Medical Attention, Physi…

12-607.6. Grievance Hearing Files. A. Description: Material relating to the reviewing, hearing and disposing of employee grievances and appeals of adverse personnel actions and disciplinary measures. Information includes letters of appeal, documentation from department heads, cop…

12-607.7. Payroll Register. A. Description: Documents employment and wages paid to municipal employees for services rendered. Information includes name of employee, social security number, date of check, hourly or salaried amount, overtime, number of hours worked, volunteered and…

12-607.8. Payroll Check Registers. A. Description: Record of payroll checks issued. Used for balancing accounts, internal fiscal control, and external audits. Information includes employee name, social security number, amount of check, state and federal income tax deductions, oth…

12-607.9. South Carolina Retirement System Quarterly Report. A. Description: Quarterly report of contributions made by municipal employees to the South Carolina Retirement System. Information includes employer’s name, address, date of quarter, employ- ee’s name, active member reg…

12-608.1. Criminal History Cards. A. Description: Card file maintained for a quick reference to information in criminal histories. Information includes name, date of birth, social security number, date of crimes/arrests, court decisions, address, race, sex, and height. B. Retenti…