South Carolina Administrative Code

12-601. Introduction and General Matters; Application of Schedules. The following general schedules contain minimum records retention periods for the official copy of the records. These retentions and dispositions apply regardless of physical format, i.e., paper, microfilm, elect…

12-601.1. Deeds (Conveyances). A. Description: Deeds for property acquired by and disposed of by the municipality. Information includes date, name, location and description of property, cost, and signatures of buyer, seller and witnesses. Correspondence, plats and abstracts of ti…

12-601.10. Maps and Blueprints. A. Description: Maps created by the municipality as well as those received from other sources. Types of maps include zoning maps, municipal and county maps, maps from utility companies, highway maps, and land use maps. B. Retention: (1) Blueprints,…

12-601.11. Scrapbooks. A. Description: Scrapbooks of municipal events including newspaper clippings, announcements, photographs, special programs, and other related information. B. Retention: Permanent. Microfilm optional. HISTORY: Added by State Register Volume 17, Issue No. 6, …

12-601.12. Historical File. A. Description: Files containing historical information concerning the municipality and important periods of history. Information includes minutes of local organizations, financial documents, maps, newspaper clippings, photographs, compiled histories o…

12-601.13. General Correspondence and Subject Files. A. Description: Copies of incoming and outgoing correspondence to and from the office with businesses and other government offices and citizens, reports, technical papers, studies, reference materials, copies of ordinances, res…

12-601.14. Election Records. A. Description: Record of elections and results of elections. Information includes declaration of results, oath of office, statements of candidacy, registration, newspaper notices, petitions for nomina- tion of council members and mayor. B. Retention:…

12-601.15. Monthly Reports. A. Description: Reports of office activities performed during the month. Information includes department name, month and list of activities for each month. B. Retention: 2 years, then destroy. HISTORY: Added by State Register Volume 27, Issue No. 5, ef…

12-601.2. Right of Ways. A. Description: Files documenting right of ways obtained by the municipality for projects such as streets, sewer lines, storm drains, and pole lines. Information includes the name of the project, from whom purchased, and legal documents and correspondence…

12-601.3. Easements. A. Description: Agreements allowing the use of property by another party. Types of easements include encroachments, utility drainage, and sewer and water line installation and maintenance. Information include description of property, location, description of …

12-601.4. Annexation Files. A. Description: Files that documents the annexation of land by the municipality. Included are maps, ordinances of annexation, petitions for annexations, surveys of the proposed annexation (including population figures, number and type dwellings of prop…

12-601.5. Cancelled Bonds and Coupons. A. Description: Various bonds and interest coupons issued by the municipality which have matured and been cancelled. These bonds were issued to finance various municipal projects such as water and sewer construction, street paving, etc. Info…

12-601.6. Grant Files. A. Description: Background application information and action taken on federal and state grants awarded to the municipality. Information includes filing guidelines, grant applications, contracts, correspondence, reimbursement requests, progress reports, and…

12-601.7. Contracts. A. Description: Contractual agreements between the municipality and another party. Information includes date, parties, type of contract, explanation of agreement, signatures of parties, notarization. B. Retention: 3 years after expiration of contract, then de…

12-601.8. Cemetery Records. A. Description: Created by the caretakers to document purchase of burial sites and persons interred in municipal cemeteries. Information includes who was buried, on what date, price paid for the plot, date plot was purchased, and veteran status of dece…

12-601.9. Fixed Assets Inventory File. A. Description: Catalog of all fixed assets owned by the municipality. Information includes municipal owned assets by department, method of acquisition, purchase authority, fund origination, physical location. B. Retention: Until superseded,…

12-602.1. Zoning Commission Minutes. A. Description: Record of proceedings at meetings of the Zoning Commission. Information includes meeting dates, members of board present, variance requests, old business, new business, and adjournment. B. Retention: Permanent. Microfilm option…

12-602.10. Certificate of Occupancy. A. Description: Certifications made by the department that a building complies with municipal codes and is safe for occupancy. Information includes type of building, permit number, type of construction, owner of building, address, contractor n…

12-602.11. Subdivision Files. A. Description: Records used in the review of subdivision plans to insure construction is according to plan. Information includes correspondence, copies of subdivision Declaration of Covenants, Conditions, Easements, and Restrictions, Field Investiga…

12-602.12. Subdivision Maps/Plats. A. Description: Plats of subdivision lots in the municipality, submitted by the property owner and recorded in the county register of deeds office. Information includes location, boundaries and divisions, date of survey, certificate of surveyor,…

12-602.2. Planning Commission Minutes and Attachments. A. Description: Record of proceedings at meetings of the Planning commission. Information includes dates and time of meeting, members present, agendas, minutes, action taken on development permit applications, any matters rel…

12-602.3. Building Permits. A. Description: Forms documenting permission granted by the municipality to construct buildings that comply with established building codes. Information includes permit number, name and address of real estate owner, location of building, type of work (…

12-602.4. Building Permit Log. A. Description: Finding aid for building permits issued in the municipality. Information includes permit number, applicant’s name, location of building, date issued. B. Retention: Permanent. Microfilm optional. HISTORY: Added by State Register Volum…

12-602.5. Plans and Specifications. A. Description: Blueprints and other graphic illustrations of designs submitted by contractors for the construction, reconstruction or alteration of buildings within the municipality. These plans and accompanying specifications are submitted to…

12-602.6. Inspectors’ File—Mechanical (Construction). A. Description: Records documenting examinations made to mechanical construction, reconstruc- tion, alteration, and repair projects within the municipality to insure compliance with Southern Standard Mechanical Code and all ap…

12-602.7. Inspectors’ File—Electrical (Construction). A. Description: Records documenting examinations made to electrical construction, reconstruction, alteration, and repair projects within the municipality to insure compliance with the National Electrical Code and all other app…

12-602.8. Inspectors’ File—Gas Piping (Construction). A. Description: Records documenting examinations made to gas piping, construction, reconstruc- tion, alteration, and repair projects made within the municipality insuring compliance with the Southern Standard Gas Code and all …

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…