South Carolina Administrative Code

12-517.12. Application to Register to Vote. A. Description: Documents persons registering to vote in county elections. Records are active and inactive; inactive-deceased; inactive-convicted; inactive-moved; and inactive-over 5 years. Informa- tion includes name, sex, race, social…

12-517.2. Poll Managers Applications and Tests. A. Description: Record of individuals seeking position of certified poll manager, as well as poll manager test and test score. Information includes name, birth date, mailing address, telephone number, occupation, precinct, voter reg…

12-517.3. Petitions and Petition Summary Sheets. A. Description: Used to nominate candidates for office, to certify political parties, to propose an ordinance, to call for referenda on ordinances, to call for a referendum, or to change the existing form of government. Information…

12-517.4. Absentee Ballot Requests (Applications for Absentee Ballots). A. Description: Documents official requests for sending out absentee ballot applications. Informa- tion includes request number, date, party, name of voter, voter’s address, home address, precinct number, reg…

12-517.5. Election Material (Used). A. Description: Materials used by the election commission during an election to document the collection of ballot box keys and to verify the election was run correctly. Information includes plastic key to ballot boxes, spoiled ballots, ballot b…

12-517.6. South Carolina Election Commission Voter List. A. Description: Listing of all registered voters in the county. Information includes election number, election date, county code, precinct code, names, certificate numbers, addresses, social security numbers, date of birth …

12-517.7. Inactive Voter List (Outdated Voter List). A. Description: Listing of outdated registrations. Information includes names, certificate number, address, social security number, date of birth, occupation, registration, date, sex, race, height, weight and color of hair and …

12-517.8. Election Results. A. Description: Computer printout listing the precinct totals for candidates for political office. Information includes number of votes for each candidate and the total votes cast for election. B. Retention: Permanent. Microfilm. HISTORY: Added by Stat…

12-517.9. Federal Post Card Application and Registration. A. Description: Post cards printed by the federal government used to mail information in to Voter Registration. Information includes name, social security number, home address, mailing address, date of birth and signature.…

12-518.1. Index to Inquisitions. A. Description: Serves as a finding aid to the Coroner’s inquisition records. Information includes name of deceased, date of death, date of inquisition, and reference number of inquisition. B. Retention: Permanent. Microfilm optional. HISTORY: Add…

12-518.2. Inquisitions Records. A. Description: Records Coroner’s inquests into sudden, violent, or unusual deaths. Information includes date of inquest, name of deceased, ages, cause, and manner of death. B. Retention: Permanent. Microfilm optional. HISTORY: Added by State Regis…

12-518.3. Case Files. A. Description: Contains some or all of the following documents relating to deaths reported to the Coroner: coroner’s report, law enforcement report, autopsy report, evidence report, burial permits, death certificate, forensic request and report, investigati…

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: …