reglab/statecodes huggingface dataset:
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › INTRODUCTION AND GENERAL MATTERS › Section 12-601 - Introduction and General Matters; Application of Schedules

Current through Register Vol. 48, No. 6, June 28, 2024
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, electronic storage, digital imaging, etc. Convenience, informational or duplicate copies are not governed by this regulation and may be destroyed when no longer needed for reference. To destroy records in accordance with this regulation, municipal governments must complete and submit a report on records destroyed form to the Department of Archives and History after eligible records have been destroyed. These forms are available from the Department's Division of Archives and Records Management. Before disposing of public records under these general schedules, municipal governments should insure that the records have no further audit, legal, or fiscal value. These general schedules supersede all schedules approved previously for the same records series. However, municipal governments may opt out of these general schedules and request the continuing use of existing schedules or the establishment of specific retention schedules for their records when appropriate, necessary, or in order to avoid conflict with other laws or regulations.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.1 - Deeds (Conveyances)

Current through Register Vol. 48, No. 6, June 28, 2024
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 title may also be included in the file.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.2 - Right of Ways

Current through Register Vol. 48, No. 6, June 28, 2024
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 associated with the purchase of the property.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.3 - Easements

Current through Register Vol. 48, No. 6, June 28, 2024
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 project, conditions of easement, and signatures. Easements may be to or from the municipality.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.4 - Annexation Files

Current through Register Vol. 48, No. 6, June 28, 2024
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 proposed annexation), correspondence, street number lists, street numbering warrants, and violation letters.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.5 - Cancelled Bonds and Coupons

Current through Register Vol. 48, No. 6, June 28, 2024
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. Information includes name of bank, control number, date, addressee, bond issue, year, maturity year, quantity, denomination, amount, and date received.
B. Retention:
(1) 1 copy of bond and coupon from each series: Permanent.
(2) Other records: 10 years after cancellation, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.6 - Grant Files

Current through Register Vol. 48, No. 6, June 28, 2024
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 final reports.
B. Retention:
(1) Applications, Grant Contract Agreements, and Annual and Final Grant Project Reports for Significant Projects: Permanent. Microfilm optional.
(2) Other Records: 3 years after completion of grant project, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.7 - Contracts

Current through Register Vol. 48, No. 6, June 28, 2024
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 destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.8 - Cemetery Records

Current through Register Vol. 48, No. 6, June 28, 2024
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 deceased.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.9 - Fixed Assets Inventory File

Current through Register Vol. 48, No. 6, June 28, 2024
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, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.10 - Maps and Blueprints

Current through Register Vol. 48, No. 6, June 28, 2024
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, sepia, and/or electrostatic copies on mylar: Permanent. Microfilm.
(2) Other Records: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.11 - Scrapbooks

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Scrapbooks of municipal events including newspaper clippings, announcements, photographs, special programs, and other related information.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.12 - Historical File

Current through Register Vol. 48, No. 6, June 28, 2024
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 of the municipality, information on historic homes and properties, information concerning foreign wars and unusual conditions (Hugo files), and any other documentation of the history of the municipality.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.13 - General Correspondence and Subject Files

Current through Register Vol. 48, No. 6, June 28, 2024
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, resolutions, and other records created or received in the general administration of a program or in the management of the office. For the purposes of retention scheduling, the files are broken down as follows:
(1) Policy and Program Records: These records document the formulation and adoption of policies and procedures and the implementation or management of the programs or functions of the office or department. Included are such records as correspondence with citizens and government officials regarding policy or procedures development or program administration; annual or ad hoc narrative or statistical reports on program activities, achievements or plans; organizational charts and mission statements; studies regarding department or office operations; circular letters, directives or similar papers addressed to subordinate units or staff concerning policies, procedures or programs; and records related to significant events in which the department or office participated. Records may include photographs, published material, audio tapes, or other record forms.
(2) General Administrative Records: These records are of a general facilitative nature created or received in the course of administering programs. Included are such records as correspondence of a routine or repetitive type, such as requests for information; reference materials, sometimes of a technical nature, used, but not created by, the office; daily, weekly or monthly office activity reports which are summarized in annual reports or which relate to routine activities; personnel data on office staff which are duplicated in Personnel Office files; daily or weekly work assignments for office staff; suspense or follow-up files which duplicate copies of papers filed elsewhere; circular letters, directives or similar papers received from other offices; and rough drafts or notes created in compiling reports or studies.
(3) General Housekeeping Files: These records are of a general "housekeeping" nature created or maintained by an office which do not relate directly to the primary program responsibility of the office. Included are such records as: charitable fund raising drive materials; custodial services requests; emergency evacuation procedures; notices of holidays; parking space assignment lists; telephone installation requests; and lists showing the distribution of keys.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.14 - Election Records

Current through Register Vol. 48, No. 6, June 28, 2024
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 nomination of council members and mayor.
B. Retention:
(1) Results and Certifications: Permanent. Microfilm optional.
(2) Other Records: 2 years, and until all contested elections have been decided and all appeals exhausted, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 1 - ADMINISTRATIVE › Section 12-601.15 - Monthly Reports

Current through Register Vol. 48, No. 6, June 28, 2024
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.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.1 - Zoning Commission Minutes

Current through Register Vol. 48, No. 6, June 28, 2024
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 optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.2 - Planning Commission Minutes and Attachments

Current through Register Vol. 48, No. 6, June 28, 2024
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 relating to planning and development issues, and attachments including petitions, maps, studies, and planning reports forwarded to the Commission for discussion.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.3 - Building Permits

Current through Register Vol. 48, No. 6, June 28, 2024
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 (i.e. new, alteration, repair, etc.) description of building, name of architect and of contractor, tax map number, zoning classification, water system, usage of property and signature of zoning administrator.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.4 - Building Permit Log

Current through Register Vol. 48, No. 6, June 28, 2024
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.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.5 - Plans and Specifications

Current through Register Vol. 48, No. 6, June 28, 2024
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 ensure compliance with building codes. Documents include site plan, scale of floor plan, elevation plan, electrical plan, typical wall section and foundation, and specifications.
B. Retention:
(1) Blueprints of Public Building Projects: Permanent. Microfilm.
(2) Other Records of Public Building Projects: Permanent. Microfilm optional.
(3) Non Public Building Projects: 1 year after issuance of certificates of occupancy, then destroy, unless needed for future reference.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.6 - Inspectors' File-Mechanical (Construction)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records documenting examinations made to mechanical construction, reconstruction, alteration, and repair projects within the municipality to insure compliance with Southern Standard Mechanical Code and all applicable codes. Information includes copy of Mechanical Permit, Inspection Reports, and correspondence.
B. Retention: 2 years after completion of project, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.7 - Inspectors' File-Electrical (Construction)

Current through Register Vol. 48, No. 6, June 28, 2024
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 applicable codes. Information includes copy of the Electrical Permits, Inspection Reports, and correspondence.
B. Retention: 2 years after completion of project, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.8 - Inspectors' File-Gas Piping (Construction)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records documenting examinations made to gas piping, construction, reconstruction, alteration, and repair projects made within the municipality insuring compliance with the Southern Standard Gas Code and all other applicable codes. Includes Inspection Reports, Gas Piping Permit, and correspondence.
B. Retention: 2 years after completion of project, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.9 - Inspectors' File-Plumbing (Construction)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records documenting examinations made to plumbing construction, reconstruction, alteration and repair projects within the municipality to insure compliance with the Southern Standard Plumbing Code and all other applicable codes. Information includes Plumbing Permit, Inspection Reports, and correspondence.
B. Retention: 2 years after completion of project, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.10 - Certificate of Occupancy

Current through Register Vol. 48, No. 6, June 28, 2024
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 name, date built and certified in compliance with code.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.11 - Subdivision Files

Current through Register Vol. 48, No. 6, June 28, 2024
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 Investigation Reports and Final Inspection/Acceptance of Completed Work notifications, Inspection, Investigation Reports and Permits to Operate from the Department of Health and Environmental Control, cost proposals, plats, drawings, information on contractors, and related notes.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 2 - BUILDING INSPECTIONS/PLANNING/ZONING › Section 12-602.12 - Subdivision Maps/Plats

Current through Register Vol. 48, No. 6, June 28, 2024
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, scale, property owners, date of recording and plat.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 3 - BUSINESS LICENSE › Section 12-603.1 - Business License Applications

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Applications submitted by persons seeking to operate businesses in the municipality. Information includes name of business, location, classification, license number, gross sales for preceding calendar year, type of application, date, fee, Federal ID number or social security number.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 3 - BUSINESS LICENSE › Section 12-603.2 - Business Licenses

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records documenting authorization for businesses to operate within the municipality. Information includes name of business, type of business, date of license and authorizing signature.
B. Retention:
(1) Business Licenses for Earliest Extant Year and Every Other Year Thereafter: Permanent. Microfilm optional.
(2) Other Business Licenses: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 4 - COUNCIL › Section 12-604.1 - Council Meeting Recordings

Current through Register Vol. 48, No. 6, June 28, 2024
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 and decisions made.
B. Retention: 2 years, then destroy/re-use, provided paper copies of minutes have been produced.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 4 - COUNCIL › Section 12-604.2 - Council Minutes

Current through Register Vol. 48, No. 6, June 28, 2024
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 approvals, petitions, bids, proposals, other matters discussed by or brought to the attention of the council, and attachments.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 4 - COUNCIL › Section 12-604.3 - Agenda Packets

Current through Register Vol. 48, No. 6, June 28, 2024
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.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 4 - COUNCIL › Section 12-604.4 - Ordinances

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Original ordinances passed by the municipal council representing local laws and regulations which pertain to the municipality only. Information includes ordinance number, ordinance, date, and signatures of the chairman and council clerk.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 4 - COUNCIL › Section 12-604.5 - Resolutions

Current through Register Vol. 48, No. 6, June 28, 2024
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. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.1 - Annual Budgets

Current through Register Vol. 48, No. 6, June 28, 2024
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.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.2 - Budget Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Preparation materials used in the formulation of the municipal budget. Information includes budget requests and supplemental information justifying budget requests.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.3 - Audits Reports

Current through Register Vol. 48, No. 6, June 28, 2024
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 also includes semiannual and special audits. Information includes balance sheet, summary of revenue and expenditures, cash balances, statement of taxes, statement of delinquent taxes, statement of other receipts, statement of fines and fees.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.4 - General Ledgers

Current through Register Vol. 48, No. 6, June 28, 2024
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 municipal funds and accounts, including receipts and expenditures from all revenue sources, both public and private. For computer generated ledgers, this series includes annual accounting code data and computer system documentation needed to access accounting information.
B. Retention:
(1) Computer Generated Ledgers: Permanent. Microfilm.
(2) Non-Computer Generated Ledgers: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.5 - Trial Balances

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Summary information of receipts and expenditures from various municipal accounts used in balancing the General Ledger. Information includes account number, account name, beginning balance, total assets, total liabilities, adjustments, expected revenue, month-to-date receipts, month-to-date percent, year-to-date percent, uncollected balance, and a breakdown of each department's expenses. For computer generated ledgers this annual accounting code data and computer system documentation needed to access accounting information.
B. Retention:
(1) Computer Generated Year-to-Date Trial Balance: Permanent. Microfilm.
(2) Non-Computer Generated Year-to-Date Trial Balance: Permanent. Microfilm optional.
(3) Other Trial Balances: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.6 - Bids

Current through Register Vol. 48, No. 6, June 28, 2024
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.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.7 - Requisitions

Current through Register Vol. 48, No. 6, June 28, 2024
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, description, known suppliers, and authorizing signature.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.8 - Purchase Orders

Current through Register Vol. 48, No. 6, June 28, 2024
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 of company or business, address, date, item number, delivery location, total items, and signature of purchasing agent.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.9 - Accounts Payable Check Registers

Current through Register Vol. 48, No. 6, June 28, 2024
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, transaction date, transaction number, and control number.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.10 - Paid Invoices

Current through Register Vol. 48, No. 6, June 28, 2024
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, date of purchase, purchase order (if any), invoice number, item(s) or service(s) purchased, amounts, total. Check Copy: vendor name, address, date of check, amount check number. Claim Form: date, account number(s), description of item(s), amount(s), approval, and signature(s).
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.11 - Claims

Current through Register Vol. 48, No. 6, June 28, 2024
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 authorized approval.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.12 - Banking Records

Current through Register Vol. 48, No. 6, June 28, 2024
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 checks for one month period, dates, beginning balance, ending balance; and (3) deposit slips: date, amounts of deposits, and total deposit.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.13 - Receipts (Receipt Carbons)

Current through Register Vol. 48, No. 6, June 28, 2024
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 signatures.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.14 - Daily Cash Books

Current through Register Vol. 48, No. 6, June 28, 2024
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. Microfilm optional.
(2) When Corresponding General Ledgers Exist: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 5 - FINANCE › Section 12-605.15 - Daily Collections Report

Current through Register Vol. 48, No. 6, June 28, 2024
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.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.1 - Annual Report to State Fire Marshal

Current through Register Vol. 48, No. 6, June 28, 2024
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 and Inspection Funds, name of Building Inspector, name of buildings and inspection code adopted by the municipality, total Firemen's Fund on hand, apparatus and value of Fire Department equipment and vehicles in serviceable condition, system of water supply and type of alarm system.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.2 - Incident Report

Current through Register Vol. 48, No. 6, June 28, 2024
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. Information includes incident number, date, and time; situation found, action taken, fixed property, occupant name, owner name, method of alarm, number of fire personnel responding, information on the origins of and type of fire encountered, method of extinguishment, information on the structure involved in incident, and signature of member making report.
B. Retention: 10 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.3 - Fire Hose Record

Current through Register Vol. 48, No. 6, June 28, 2024
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, semi-annual test (pressure, OK or failure), location (truck number, stored), action-remarks, initial, hose number, size, and date received.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.4 - Fire Hydrant Testing Report

Current through Register Vol. 48, No. 6, June 28, 2024
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 from ground, inspected (date, time, by whom), condition, out of service, in service, pressures (static, resi., flow), and remarks.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.5 - Equipment Files

Current through Register Vol. 48, No. 6, June 28, 2024
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 destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.6 - Employee/Volunteer Training Records

Current through Register Vol. 48, No. 6, June 28, 2024
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, and truck operations.
B. Retention: 3 years from the date on which training occurred, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.7 - Arson Files

Current through Register Vol. 48, No. 6, June 28, 2024
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 destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.8 - Fire Inspection Reports

Current through Register Vol. 48, No. 6, June 28, 2024
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 inspection, business phone, tenants name and phone number, description of structure, comments, violations and mandated corrections.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.9 - Daily Logs

Current through Register Vol. 48, No. 6, June 28, 2024
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.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 6 - FIRE › Section 12-606.10 - Volunteer Personnel Files

Current through Register Vol. 48, No. 6, June 28, 2024
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.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 7 - PERSONNEL › Section 12-607.1 - State and Local Government Information Reports (EEO-4)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Annual report monitoring internal programs for insuring equal employment opportunities. Information includes name of municipality, address, type of government, identification, function, employment data, list of agencies in this function, name of person to contact regarding this form, title, address, area code and telephone number, date, typed name/title of authorized official, and signature. These reports are forwarded to the Equal Employment Opportunity Commission in compliance with federal civil rights statute.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 7 - PERSONNEL › Section 12-607.2 - Personnel Files (Active and Inactive)

Current through Register Vol. 48, No. 6, June 28, 2024
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 history.
B. Retention: 5 years after termination of employment, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 7 - PERSONNEL › Section 12-607.3 - Application File (Not Hired)

Current through Register Vol. 48, No. 6, June 28, 2024
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 destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 7 - PERSONNEL › Section 12-607.4 - Log and Summary of Occupational Injuries and Illnesses

Current through Register Vol. 48, No. 6, June 28, 2024
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 employment, total hours worked, nature of business, month of OSHA Inspection, recordable injuries and illness, occupational illness and injury, and title, signature, phone number, date, and comments of person preparing report. These reports are forwarded to the South Carolina Department of Labor.
B. Retention: 5 years following the end of the calendar year to which they relate, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 7 - PERSONNEL › Section 12-607.5 - Workers Compensation Records

Current through Register Vol. 48, No. 6, June 28, 2024
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 Accidents Involving Only Medical Attention, Physician's Report and Itemized Statement, Employer's First Report of Injury and Illness, Agreement as to Compensation, Conditional Waiver of Hearing, 60-Day Report, Status Report and Compensation Receipt, Supplemental Memorandum of Agreement As to Payment of Compensation, correspondence with South Carolina Workers Compensation Commission, physicians, attorneys, and employees, statements from physicians, copies of internal invoices, copies of receipts and statements for the purchase of medications, copies of purchase requisitions, copies of health insurance claim forms, copies of patient return reports and disposition forms from physicians, and handwritten notes.
B. Retention:
(1) Employer's First Report of Injury: 3 years after settlement, then transfer to employee files.
(2) Other Records: 3 years after case settlement, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 7 - PERSONNEL › Section 12-607.6 - Grievance Hearing Files

Current through Register Vol. 48, No. 6, June 28, 2024
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, copies of complaints, investigation reports, hearing transcripts or summaries and related correspondence.
B. Retention: 5 years after termination of case, then destroy.