South Carolina Administrative Code

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 B. Retention: Until updated, superseded, or no longer needed for reference; delet…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…

12-120. Definitions. A. ‘‘Act’’ means the legislation authorizing the governing bodies of counties and municipalities to grant special property tax assessments to ‘‘rehabilitated historic properties’’ and ‘‘low and moderate income properties.’’ B. ‘‘Administrative Review Committe…

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…

12-200. Introduction. The South Carolina Department of Archives and History (hereinafter called the Department) has the responsibility under the Public Records Act (Code of Laws of South Carolina, 1976. Section 30-1-10 through 30-1-140) to establish quality standards for microfil…

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…

12-203. Standards and Practices for Microfilming Records of Short-Term Retention Value. A. Short-Term Value Records SHORT-TERM RETENTION VALUE microfilm records are filmed records that have to be kept less than ten years as determined by a duly approved Records Series Retention/D…

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 …

12-308. Administrative Regulation Background Files. A. Description: Used for the general operation of agency programs. Information includes regulations; instructions; other issuances that establish methods to administer an agency’s mission, functions, and responsibilities; and ot…

12-309. Agency Annual Reports. A. Description: Published report of agency activities made annually to the General Assembly. Information includes financial summaries, objectives, goals, and other data concerning the agency during the fiscal year. Most annual reports contain an org…

12-310. Agency Publications. A. Description: Printed material published by state agencies for internal and external distribution. This series includes directories, manuals, research reports, surveys, and other agency publications (except annual report). B. Retention: (1) Agency’s…

12-311. Agency Organizational Charts. A. Description: Reflect the organizational structure of the agency and its divisions. Information includes a diagram which shows a systematic and symbolic arrangement of an agency’s divisions and program areas by name and function. B. Retenti…

12-312. Attorney General Opinions. A. Description: Official opinions issued by the Attorney General or his assistants. These are legal interpretations written upon request of an agency to guide in enforcing and obeying the law. Also included is related correspondence. The record …

12-313. Calendars. A. Description: Used to keep track of work related events and commitments of agency staff members. Information includes daily appointment books, calendars, and other records indicating dates for meetings and work activities. B. Retention: Until no longer needed…

12-314. Computer Utilization Summaries. A. Description: Generated to determine staff use of an agency’s computer systems. Information details the total time the system is used, amount of individual staff time the system is used, and total time work stations are used (including jo…

12-315. Conferences, Workshops, And Seminars (Agency Sponsored). A. Description: Files concerning each conference, workshop or seminar sponsored by the agency. Information includes registration material, letters, brochures, lists of restaurants, hotel listings, and other related …

12-316. Deeds and Leases to State Property Files. A. Description: Document deeds and leases to real property owned or used by the state. Information includes description and location of the property, maps, sale agreements, land acquisition forms, deeds, lease agreements, and rela…

12-317. General Correspondence (Non-Executive Levels). A. Description: Routine correspondence created or retained below the levels of agency director, deputy director and division director. Letters and memoranda reflect communications regarding program procedures, general work ac…

12-318. Information Technology Plans. A. Description: Prepared by state agencies outlining their anticipated needs for information technology. Plans reflect information requirements, equipment needs, service specifications, cost, and technology purchase requests. The record copy …

12-319. Internal Management Policy and Procedure Files. A. Description: Policies, procedural directives and manuals developed by the agency to govern its internal management functions such as payroll, procurement, personnel administration, equipment inventory, and other internal …

12-320. Legislative Reference File. A. Description: Records pertaining to bills, prospective legislation and laws. Information includes bill and supporting material concerning proposed legislation, such as newspaper clippings, reports, and correspondence. The series also includes…

12-321. Litigation Case Files. A. Description: Document judicial proceedings, which involve the agency. Files include some or all of the following documents: affidavits, summons and complaints, responses, orders of dismissals, notice and general appeal, laws and regulations apply…

12-322. Mailing Lists. A. Description: Used to record the names and addresses of clients and other persons with whom the agency has regular contact. Information includes mailing lists, and registers concerning employees, officials, and constituents, whom agency staff communicate …

12-323. Meeting Minutes (Boards And Commissions Of State Agencies). A. Description: Records of official proceedings of state agency governing bodies. Information includes agenda, date, place, list of attendees, and a summary of discussion and decisions. Official minutes also incl…

12-324. Motor Vehicle Insurance. A. Description: Record of motor vehicle insurance retained by an agency. It includes insurance policies which list effective policy dates, amounts of coverage, number of vehicles covered, and rate. Also included are notes, correspondence and other…

12-325. Motor Vehicle Operations And Maintenance Files. A. Description: Files of motor vehicle operations and maintenance. Included are requests for state vehicles, vehicles inspection/use reports, motor vehicle accident reports, motor vehicle inventories, and other related infor…

12-326. Permanent Improvement Files. A. Description: Files concern construction of and permanent improvements to the agency’s facilities. Information includes project proposal, capital improvement requests, authorizations to execute construction contracts, cost estimates, constru…