South Carolina Administrative Code

12-502.14. Fingerprint Files. A. Description: Records fingerprints of persons arrested by the sheriff’s department. These files are utilitized for investigative and identification purposes. Information includes date, name and address of defendant, date of birth, social security n…

12-502.15. Mug Shots. A. Description: Photographs of individuals who have been arrested and charged with various criminal offenses. These photographs are used by law enforcement personnel, victims, and witnesses to aid in identification of suspects. Information includes person’s …

12-502.16. Inmate Medical Forms. A. Description: Medical screening record created upon the incarceration of an inmate and compiled throughout the incarceration of the inmate. Information includes Receiving Screening Form, Display Medical Screening, nurse’s and physician’s notes, …

12-502.17. Inmate Request Forms. A. Description: Record of inmate requests. Information includes date of request, inmate’s name, cell location, date of birth, type of request. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 26, Issue No. 4, eff April …

12-502.18. Inmate Visitor Log. A. Description: Record of each inmate’s visitors. Information includes date, inmate’s name, time in/out, visitor’s name, relation to inmate. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 26, Issue No. 4, eff April 26, …

12-502.19. Inmate Accounting Records. A. Description: Listing of the inmates assigned to each cell. Information includes shift number, shift time, date, time of report, cell identification, max, act, booking number, name of inmate and comments. B. Retention: 5 years, then destroy…

12-502.2. Criminal History Records. A. Description: Records complete cumulative original history on any subject arrested for a crime by the Sheriff’s department. Information may include any/all of the following: name, date of birth, physical description, FBI number, address, empl…

12-502.20. Arrest Warrants. A. Description: Sheriff’s office copies of orders issued by judges or magistrates to arrest a subject for suspicion of a crime. Information includes name of county, name and address of defendant, date, description, description of offense, location of j…

12-502.21. Daily Shift Report. A. Description: Record of daily activities during each shift. Information includes employees working, shift, census report, custodial report, shift supervisor’s signature. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume …

12-502.22. Training Files. A. Description: Summary training information of all commissioned personnel. Information in- cludes appointment/commission; copies of application for Police Academy, including photo copies of High School Diplomas, GED or official transcript, certified co…

12-502.23. Dispatch Records. A. Description: Records each time an officer is dispatched in response to a citizen’s call. Informa- tion includes complainant’s name, complainant’s address, and complainant’s phone number. B. Retention: 3 years, then destroy. HISTORY: Added by State …

12-502.24. Complaint Cards. A. Description: Documents the complaints received by the Sheriff’s Department. Information includes complaint number, nature/code complaint, date received, name of complainant, home address and telephone number, time received, action taken, time dispat…

12-502.25. Polygraph Records. A. Description: Sheriff’s Department copies of the South Carolina Law Enforcement Division’s record of the testing of subjects who submit to a polygraph test in an effort to determine truthfulness regarding facts in an investigation of a criminal act…

12-502.26. SLED Lab Reports. A. Description: Report from SLED explaining preliminary examination of evidence submitted from the sheriff’s department regarding crimes that have been committed. Information includes date, reference (case number, victim’s name, subject, offense, loca…

12-502.27. Property Receipts. A. Description: Records collection of personal property taken from abandoned vehicles, recovered stolen vehicles, and other stolen property. Information includes date, time, case number, description of property, name and address of owner (if availabl…

12-502.28. Radio Logs. A. Description: Document all incoming and outgoing radio communications. Information in- cludes date, time, broadcast from, broadcast to, signal number, message, dispatcher name, on duty time, and off duty time. B. Retention: 2 years, then destroy. HISTORY:…

12-502.29. Summons and Arrest. A. Description: Standard state form including the following information: driver’s name, address, occupation, state licensed, license number, vehicle number, state, make of vehicle, year, name of trial officer, street and number, city, date of trial,…

12-502.3. Writ Book (Receipt Book for Civil Papers Served). A. Description: Record of initial and intermediate civil processes served including writs, citations, subpoenas, notices, injunction, or warrants (19th century volumes may include criminal processes). Information include…

12-502.30. Uniform Crime Reports. A. Description: Copy of the monthly statistics sent to South Carolina Law Enforcement Division outlining criminal activity within the county. Information includes date, case number, description of crime, subject name, victim name, officer number,…

12-502.4. Execution Books. A. Description: Record of all final civil processes received by the sheriff for executions against property to satisfy judgements issued from the court. Information includes kind of process, when lodged, name of parties, debt and interest, attorneys’ na…

12-502.5. Tax Execution Books. A. Description: Record of delinquent taxes turned over for execution. Information includes number of tax execution, name of defaulter, date of entry, amount of taxes and penalties collected (later volumes may contain property valuations). B. Retenti…

12-502.6. Sale Book. A. Description: Record of all relevant information pertaining to property sold by the sheriff for satisfaction of judgement or liquidation of confiscated and stolen goods. Information includes parties, date of advertisement, when sold, description of property…

12-502.7. Jail Book. A. Description: Record of persons incarcerated in the county jail. Information includes name of prisoner, offense, date of commitment, by whom committed, bond, releasing officer, date released, how released, and remarks. B. Retention: Permanent. Microfilm opt…

12-502.8. Juvenile Booking Records. A. Description: Documents juveniles arrested and booked by county law enforcement. Informa- tion includes date, name, alias, address, nearest relative, relative’s address, charge, arresting officer. B. Retention: 3 years after subject reaches m…

12-502.9. Juvenile Case Files. A. Description: Documents juveniles taken into custody. Information includes evidence from SLED, fingerprint reports, exhibits, and statements. B. Retention: 3 years after subject reaches majority, then destroy, unless there is legal reason to retai…

12-503.1. County Council Meeting Tapes. A. Description: Cassette tape recordings of county council meetings used in preparing county council minutes. Information includes date of meeting, meeting time, meeting place, council members present, order of business, business discussed …

12-503.10. Purchase Orders. A. Description: Office copies of purchase orders for goods and services paid for by the county, or for goods and services yet to be delivered to the county. Information includes vendor number, project number, date of purchase order, department, vendor …

12-503.11. Receipts. A. Description: Copies of receipts issued to persons turning over money. Information includes receipt number, date, from whom received, amount, purpose, and signature of clerk. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 16, I…

12-503.12. Banking Records. A. Description: Cancelled checks and deposit slips written by the county along with the statements issued by the bank. Information includes checks: date, to whom paid, amount, check number, authorized signature; bank statements: list of checks for one …

12-503.13. Agenda Packets (Council, Boards, and Commissions). A. Description: Record of items submitted for consideration to the county council and other boards and commissions. Information includes meeting number, date, locale and time; order and descrip- tion of proposed busine…

12-503.14. Various Board and Commission Minutes. A. Description: Meeting minutes of various boards and commissions, including records of proceed- ings and written descriptions of business conducted. Information includes dates of meetings, names of members present, and other matte…

12-503.15. 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, studies, reports, memorandums, statistics, policies, and manuals. For the purpose …

12-503.2. County Council Minutes. A. Description: Record of proceedings at meetings of the county council which includes written descriptions of the financial and administrative business conducted. Information includes dates of meetings, names of councilmen present, claim approva…

12-503.3. Ordinances. A. Description: Original ordinances passed by the county council representing local laws and regulations which pertain to the county only. Information includes ordinance number, ordinance, date, and signatures of the chairman and council clerk. B. Retention:…

12-503.4. Resolutions. A. Description: Record of official actions authorized by county council through the passage of resolutions. Information includes resolution number, resolution, date, signature of chairman, and signature of county clerk. B. Retention: Permanent. Microfilm fo…

12-503.5. 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…

12-503.6. Audit Reports. A. Description: Printed reports documenting the annual audit of county funds. These reports, prepared by an outside accounting firm, are categorized by the various county offices and further classified by accounts to which they relate. This series also in…

12-503.7. General Ledgers. A. Description: One or more series of 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 county funds and accounts, including rece…

12-503.8. Claims. A. Description: Cancelled claims which were issued as payment for goods and services required by the county. Information includes date, person presenting, check number, claim number, amount, and approval signatures. B. Retention: 3 years, then destroy. HISTORY: …

12-503.9. Paid Invoices. A. Description: Filed copies of invoices submitted by various vendors supplying goods and services to the county. These invoices are filed together with copies of the county checks and/or claim forms containing descriptions of the items purchased. Informa…

12-504.1. Audit Reports. A. Description: Printed reports documenting the annual audit of county funds. These reports, prepared by an outside accounting firm, are categorized by the various county offices and further classified by accounts to which they relate. This series also in…

12-504.10. Claims. A. Description: Office copies of documents establishing a claim on the county for goods and services. It may also include copies of checks and invoices. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume 16, Issue No. 6, eff June 26, 1…

12-504.11. Revenue Sharing Claims. A. Description: Claims presented to the finance office and paid from Federal and State Revenue sharing funds. Information includes claim number, date filed, name, address, amount, charge to, and date approved. B. Retention: 3 years, then destroy…

12-504.12. Receipts (Receipt Carbons). A. Description: Copies of receipts issued by the office to persons turning over funds. Information includes date, number, from whom received, amount, purpose, and authorizing signatures. B. Retention: 3 years, then destroy. HISTORY: Added by…

12-504.13. 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 and address, employee’s social security numbe…

12-504.14. Budget Files. A. Description: Preparation materials used in the formulation of the county budget. Information includes budget requests and supplemental information justifying budget requests. B. Retention: 3 years, then destroy. HISTORY: Added by State Register Volume …

12-504.15. Chart of Accounts. A. Description: Used to provide a cost accounting system to satisfy legal and stewardship require- ments connected with handling public funds. Information includes balance sheet accounts, revenue accounts, and expenditure accounts. B. Retention: 5 ye…