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 › Subarticle 7 - PERSONNEL › Section 12-607.7 - Payroll Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents employment and wages paid to municipal employees for services rendered. Information includes name of employee, social security number, date of check, hourly or salaried amount, overtime, number of hours worked, volunteered and other deductions.
B. Retention:
(1) Year End Payroll Registers: 60 years, then destroy.
(2) Other Payroll Registers: 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 7 - PERSONNEL › Section 12-607.8 - Payroll Check Registers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of payroll checks issued. Used for balancing accounts, internal fiscal control, and external audits. Information includes employee name, social security number, amount of check, state and federal income tax deductions, other deductions, and year-to-date totals per pay period.
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 7 - PERSONNEL › Section 12-607.9 - South Carolina Retirement System Quarterly Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Quarterly report of contributions made by municipal employees to the South Carolina Retirement System. Information includes employer's name, address, date of quarter, employee's name, active member register number, non-member notations, retirement contributions and social security numbers.
B. Retention: 60 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 7 - PERSONNEL › Section 12-607.10 - South Carolina Police Officer's Quarterly Retirement Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Quarterly records of contributions made by municipal law enforcement officers to the South Carolina Police Officer's Retirement System. Information includes employer's name, address, active register numbers, social security number, employee's names, gross salary and contribution for class I, and gross salary contribution for class II, retirement and pre-death contributions, and total salary.
B. Retention: 60 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 7 - PERSONNEL › Section 12-607.11 - Deduction Registers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Summarizations of information on deductions from payroll checks. Used for balancing accounts, internal fiscal control, and external audits. Information includes employee name, social security number, state and federal income tax deductions, and year-to-date deductions per pay period.
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 7 - PERSONNEL › Section 12-607.12 - Individual Taxpayer Report of Withholdings (W-2 Forms)

Current through Register Vol. 48, No. 6, June 28, 2024
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 number, federal income tax withheld, FICA taxes withheld, total FICA wages and state income tax withheld.
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 7 - PERSONNEL › Section 12-607.13 - Time Cards

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of hours worked by municipal employees. Information includes employee name, date, and hours worked.
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 7 - PERSONNEL › Section 12-607.14 - Time Sheets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Verification of the number of hours worked by each employee. Information includes employee's name, employee number, hourly wage, days and hours worked and department head 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 7 - PERSONNEL › Section 12-607.15 - Insurance Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of insurance claims filed by municipal employees. Information includes name of patient, provider, dates of service and amount of payment request.
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 7 - PERSONNEL › Section 12-607.16 - Sick and Annual Leave Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of leave taken by municipal employees. Information includes name of employee, social security number, date, leave date, number of days/hours, reason for leave and signature of employee.
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 8 - POLICE › Section 12-608.1 - Criminal History Cards

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Card file maintained for a quick reference to information in criminal histories. Information includes name, date of birth, social security number, date of crimes/arrests, court decisions, address, race, sex, and height.
B. Retention: Until death of subject or 75 years, whichever comes first, 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 8 - POLICE › Section 12-608.2 - Criminal Histories

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cumulative history on any subject arrested by the police department. Information includes last name, first name, middle name, alias, FBI number, social security number, race, sex, age, height, weight, eyes, hair, complexion, occupation, next of kin, date/place of birth, scars and marks, arrest dates, docket numbers, charges, and dispositions.
B. Retention: Until death of subject or 75 years, whichever comes first, 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 8 - POLICE › Section 12-608.3 - Case Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Compilation of all relevant data necessary for the creation of a case against a defendant(s) on a particular crime. Information includes detailed investigative data on the offense and the defendant(s) compiled on several standard forms such as Incident Report and Booking Report.
B. Retention: 30 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 8 - POLICE › Section 12-608.4 - Juvenile Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of juveniles arrested in the municipality. Information includes an index on each individual which includes name, date of birth, race, sex, vital statistics, and date crime committed, photographs, warrants, a copy of the Arrest/Booking Report, and the Certified Driving Records for DUI.
B. Retention: 3 years after subject reaches majority, then destroy, unless there is legal reason to retain further.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 8 - POLICE › Section 12-608.5 - Radio/Telephone Logs

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: All incoming and outgoing radio and telephone communications. Information includes: officer(s) absent, assignment, officer's name, unit, radio test, complaint, phone number, location, nature, officer assigned, time recorded, time dispatched, time arrested, time served, status remarks, case number, dispatcher and supervisor 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 8 - POLICE › Section 12-608.6 - Field Contact Cards

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cards filled out by police officers after interviewing suspicious persons during their shift. These persons may be known criminal suspects or other persons interrogated by the department. These persons have been questioned by the police, but may not have committed any crime. Information includes name, address, nickname, phone number, age, race, sex, height, weight, build, complexion, date of birth, scars, dress, description of car, location of stop, reason for stop, disposition.
B. Retention:
(1) Cards Concerning Criminal Suspect: 1 year, then transfer to case files.
(2) Other Cards: 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 8 - POLICE › Section 12-608.7 - Incident Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records the original report of a felony or incident and pertinent facts surrounding the offense. Information includes incident type, case number, NCIC entry, incident code, premise type, incident location, incident date, time, date reporting area, complainant, victim information, subject (suspect) data, arrest data (if applicable), vehicle data (if applicable), witness data (if applicable), narrative, and UCR data administrative section.
B. Retention: 5 years or until of no further legal or administrative value, whichever comes later, 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 8 - POLICE › Section 12-608.8 - Arrest Warrants

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Warrants which authorize the arrest of individuals for various offenses committed. Information includes warrant number, name of person to be arrested, charge, date of offense, description of offense, name of affiant, date sworn, signature of issuing official.
B. Retention: Until copy of the warrant is served, then forward the original to issuing official.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 6 - GENERAL RETENTION SCHEDULES FOR MUNICIPAL RECORDS › Subarticle 8 - POLICE › Section 12-608.9 - Arrest Dockets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A chronological listing of all arrests made and traffic citations issued by the police department. Information includes name, address, description, social security number, charge, court date, date and time of arrest, date and time of release, arresting officer's name, and releasing officer's name.
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 8 - POLICE › Section 12-608.10 - Booking Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of all persons arrested and booked by the police department. Information includes agency identification, case number, name, race, sex, date of birth, docket number, age, height, weight, hair, eyes, social security number, visible scars and marks, NCIC identification number, address, phone number, alias, drivers license number, occupation, next of kin and address, booking officers name, current date, charge data, medical data, release date, time, and arresting officer.
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 8 - POLICE › Section 12-608.11 - Uniform Traffic Collision Reports (Accident Reports)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Standard state form containing the following information: date, county, day of week, time, type road, street address, city or town, driver name, address, date of birth, sex, race, license number, state, license restrictions, member of armed forces, wearing seatbelts, violations indicated, speed limit, estimated speed, year and make of vehicle, license plate number, state, year, validation number, total occupants this unit, owner's name, street or RFD, city and state, vehicle towed. There is a schematic drawing whereby action of vehicles and points of impact can be illustrated in addition to a narrative section. The investigating officer signs the form at bottom where he also completes information on charge(s), if any, and victim, injured or dead, if applicable. A copy of this report is sent to the South Carolina Department of Public Safety.
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 8 - POLICE › Section 12-608.12 - Traffic Tickets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A standard state form recording traffic citations issued to motorists. Information includes: driver's name, address, occupation, state licensed, license number, vehicle license number, state, make of vehicle, year, name of trial officer, street and number, city, date of trial, time of trial, violation, section number, nature of offense, owner of vehicle, address of owner, date of arrest, date of violation, case, disposition, description of accused, sentence of court, committed to, arrest as a result of accident, certified correct, date, offense code, test refused, blood alcohol level, amount of fine, and amount of suspense.
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 8 - POLICE › Section 12-608.13 - Parking Tickets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of parking tickets issued to meter violators. Information includes date, time, tag number of vehicle, make of car, officer's name, place of violation, type of violation, ticket 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 8 - POLICE › Section 12-608.14 - Officer's Daily Activity Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of daily activities of officers used to record the officer's time on duty. Information includes name, badge number, vehicle information, mileage, and activities of officer during each hour on duty.
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 8 - POLICE › Section 12-608.15 - Breathalyzer Operator Test Report (BA Form)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of breathalyzer tests performed on defendants. Information includes defendant's name, address, driver's license number, date of arrest, name of arresting officer, name of BA operator, BA reading or refusal, and signatures.
B. Retention: 10 years after trial date, 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 8 - POLICE › Section 12-608.16 - Receipts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: This series is composed of carbon copies of receipts issued by the police department for money received. These receipts record money taken in for such things as payment of fines, fees collected for reports and records checks issued, and bond payments.
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 8 - POLICE › Section 12-608.17 - Abandoned Vehicles Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of all abandoned vehicles within the city limits. Information includes property owner, location of vehicle, make of vehicle, license number, private property, public property, removal date, and final disposition.
B. Retention: 2 years after disposition of vehicle, 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 8 - POLICE › Section 12-608.18 - House Watch Patrol Check

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of special and vacation watches to municipal property performed by the department at the request of residents. Information includes zone, departure date, return date, dispatcher initials, name and address of requestor, whether vacation watch or special watch, supervisor authorization, officer's number, date and time location was checked, date check ended, and remarks section.
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 8 - POLICE › Section 12-608.19 - Personnel Training Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Summary information on training courses attended by police department personnel. Information includes name of officer, social security number, date attended, course title/agency, hours and grade.
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 8 - POLICE › Section 12-608.20 - Requests For Services (Complaints)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records the receipt of complaints/requests to the police department and the subsequent dispatch of the police officer to the incident location. Information includes complaint number, signal code or police code, location, received by (radio, phone, other), action taken, operator, zone, complaint officer, shift call taken and time.
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 9 - PUBLIC WORKS › Section 12-609.1 - Maps and Blueprints

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Maps and blueprints of major structures, additions, and renovations to buildings in the municipality. Information includes road names, lot numbers, sewer tap locations, interior, blueprints of buildings, etc.
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 9 - PUBLIC WORKS › Section 12-609.2 - Encroachment Permits

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Permits from the South Carolina Department of Highways and Public Transportation, giving the municipality permission to install water and sewer lines that encroach on state owned roads and highways. Information includes applicant's name and address, county, road/route, and road name permit application submitted for, type of public service line, description of location with reference to highway, applicant's name, date requested, special provisions and sketch plan.
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 9 - PUBLIC WORKS › Section 12-609.3 - Maintenance Request Forms

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of requested maintenance repairs on departmental equipment. Information includes date, item number, type of work requested, materials needed, date work completed.
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 9 - PUBLIC WORKS › Section 12-609.4 - Work Orders

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of work orders for services requested by customers and subsequent services rendered by the municipality. Information includes account number, name and address of customer, service requested, service rendered (or explanation), date and signature of service person.
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 9 - PUBLIC WORKS › Section 12-609.5 - Valve Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of all valves in the municipality. Information includes drawings, location, and description of the valve.
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 9 - PUBLIC WORKS › Section 12-609.6 - Vehicle Maintenance Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Maintenance schedule on municipal owned vehicles maintained by the Public Works department. Information includes date, vehicle number, make, last service date, last service odometer reading, service schedule by days or miles, and current odometer reading.
B. Retention: Until disposal of vehicle, 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 9 - PUBLIC WORKS › Section 12-609.7 - Vehicle Service File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents service history of all vehicles owned by the municipality. Information includes vehicle number, vehicle identification, make of vehicle, date of purchase, purchase cost, maintenance date, odometer/hours, expected life, group code, maintenance days, vehicle type, department number, fuel code, engine, transmission, brake system, rear end, clutch, fuel capacity, oil capacity, rating, description, purchase, current, previous, and when last serviced.
B. Retention: Until disposal of vehicle, 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 10 - TAX › Section 12-610.1 - Tax Digests (Tax Duplicates)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Computer and non-computer generated digests which document real property taxes collected by the municipality from residents and businesses in the municipality. Information includes name and address, code number, location, district, tax levy, receipt number, number of acres, number of lots, number of buildings, receipt number, value, percent exemption type property, total real tax, date of payment, and remarks.
B. Retention:
(1) Computer generated digests: Permanent. Microfilm.
(2) Non-computer generated digests: 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 10 - TAX › Section 12-610.2 - Tax Receipts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of the receipts issued to taxpayers upon payment of property taxes. Information includes receipt number, valuation of real property, total real, total personal, total property tax, total taxes, penalty, total costs, name, address, location, district, and number and value of acres, lots and buildings.
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 11 - UTILITIES › Section 12-611.1 - Utility Service Applications-Residence

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of municipal residents' applications for municipal utility services. Information includes name, service address, mailing address, social security number, driver's license number, place and years of employment, work phone, home phone, spouses name and social security number, driver's license number, spouse's place and years of employment, spouse work phone, number of persons residing at service address, previous address, renting or buying, owner or rental address, phone number, name of nearest relative, and address.
B. Retention: 2 years after cancellation 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 11 - UTILITIES › Section 12-611.2 - Utility Service Applications-Business

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of businesses applying for municipal utility services. Information includes name of application, business name and address, mailing address, social security number or federal identification number, home office or business, owners name, home addresses, telephone numbers-business and home, renting/leasing, buying, property owner's/rental agency name, business/home address, telephone number, applicant's signature and title.
B. Retention: 2 years after cancellation 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 11 - UTILITIES › Section 12-611.3 - Meter Books

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Books used to record readings from customer meters. Information includes name, address, meter number, date set, date of meter reading, reading number and total consumption.
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 11 - UTILITIES › Section 12-611.4 - Utility Payment Stubs

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Stubs from utility bills that have been returned with payment. Information includes account number, address, and amount due.
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 11 - UTILITIES › Section 12-611.5 - Utility Billing Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents the payment/non-payment of utility services provided by the municipality. Information includes billing date, name, address, meter reading (previous and current), cost, tax, total charge, balance, number of bills printed, active meters, consumption totals.
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 11 - UTILITIES › Section 12-611.6 - Delinquent Customer Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of customers' accounts that are referred to a collection agency for collection of a delinquent utility bill. Information includes customer name and address, current reading, date, consumption of water, sewer, total, balance, late charges, payments, cut-on date, and cut-off date.
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 11 - UTILITIES › Section 12-611.7 - Work Orders

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of work orders for utility service requested by customers and subsequently rendered by the municipality. Information includes account number, name and address of customer, service requested, service rendered (or explanation), date and signature of service person.
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 11 - UTILITIES › Section 12-611.8 - Backflow Prevention Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Files documenting the installation, maintenance and testing of the backflow prevention device. Information includes backflow prevention device test: name, address, location of device, valve test, signed, date; backflow prevention device certification: name, address, service address, file number, type of device, make, size, model number, serial number, tested by and approved by.
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 11 - UTILITIES › Section 12-611.9 - Bacteriological Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copy of form sent to the Department of Health and Environmental Control reporting amounts of bacteria in the drinking water. Information includes system number, name of water system, analytical method, contaminant identification, sample type, compliance period begin, compliance period end, number of samples required, number of samples taken, number of samples total coliform-positive, number of samples fecal coliform-positive, number of repeat samples required, number of repeat samples taken, number of repeat samples total coliform-positive, number of repeat samples fecal coliform-positive, number days turbidity exceeded 1 NTU, number samples collected due to elevated turbidity, laboratory identification, laboratory name, comments, signature, date and system 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 11 - UTILITIES › Section 12-611.10 - Daily Operations Forms/Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents all daily testing done by the lab technician as required by South Carolina Department of Health and Environmental Control. Reports include daily chemical report, bacteriological sampling, distilled water standard plate count, BOD and seed criteria, chlorine, caustic, fluoride, and alum levels.
B. Retention:
(1) Chemical Reports: 10 years, then destroy.
(2) Bacteriological Reports: 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 11 - UTILITIES › Section 12-611.11 - Discharge Monitoring Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents discharge of wastewater for the municipality to insure that permitted amounts are not exceeded. Information includes permit number, discharge number, monitoring period, parameter, average, maximum units, minimum, average, frequency of analysis, sample type, name of principal executive officer, signature, telephone, date, comments and explanations of violations.
B. Retention: 10 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › INTRODUCTION AND GENERAL MATTERS › Section 12-700 - Introduction and General Matters; Application of Schedule

Current through Register Vol. 48, No. 6, June 28, 2024
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, 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. Before disposing of public records under this general schedule, agencies must ensure that records have met all applicable federal and/or state audit, legal, litigation, fiscal and other retention requirements. To destroy records in accordance with this regulation, state agencies must complete and submit a report of records destroyed form to the State Archives after eligible records have been destroyed. This form is available from the Department's Division of Archives and Records Management. State agencies must also contact the Department of Archives and History in order to transfer permanent records to the State Archives for archival retention. This general schedule supersedes all schedules approved previously for the same records series. However, state agencies may opt out of this general schedule, 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 and regulations. This general schedule does not apply to higher education institutions and state agencies whose accounting and financial records are not summarized in the Statewide Accounting and Reporting System.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-701 - Reconciliations

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used monthly to reconcile an agency's record of internal accounting balances with recorded accounting balances from the Comptroller General's Office and the State Treasurer's Office. Information includes cash, expenditure and revenue account balances by mini code, subfund and/or object code; Statewide Accounting and Reporting System data; cash, investment and debt account balances at the State Treasurer's Office, if applicable; an explanation of exceptions or discrepancies; and related information.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-702 - Schedule of Federal Financial Assistance

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used annually to report the federal financial activity of a state agency to the State Auditor's Office. The State Auditor's Office uses this information to prepare the Statewide Schedule of Expenditure of Federal Awards. Information includes title of federal program or grant, project and phase code, grant number, starting fund balance, receipts, expenditures, other additions, other deductions and ending balance.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-703 - Source Procurement File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document procurements made when there is only one source for the required supply, service or construction item. This file contains Justification for Sole Source Procurement, Record of Sole Source Contracts, and quarterly reports of procurement actions. Information includes type of procurement, the basis for sole source determination, the reason no other vendor is suitable, date, name of governmental body, authorized signature and title. Also included is the purchase order number, item description, commodity code, dollar amount, each contractor's name, the amount and type of each contract, and a listing of supplies, services, or construction procured under each contract. Copies of quarterly reports concerning procurement actions are scheduled to be retained for five years by the State Budget and Control Board's chief procurement officers.
B. Retention: 3 years, destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-704 - Trade-In Document File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document trade-in sale transactions which reflect property that is traded-in as partial or full payment for an agency purchase. This file contains Request for Trade-In Document and Record of Trade-In Sales. Information includes agency's name, address, requestor's name, location of property, agency contact person for viewing property, indication whether trade-in is being applied to sole source and new purchase. Also included are commodity code, description, purchase date, make, model-serial number, trade-in value, net cost, new item, purchase order number and related information.
B. Retention: 3 years, destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-705 - Accounts Receivable Journal

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to keep track of receipts and basic revenue for all agency accounts. Information includes: account number, batch date, invoice number, date, control number type, payment date, invoice, debits, credits and other related data.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-706 - Appropriation Transfer

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Authorization for the transfer of administrative and/or program funds between different programs, funds, subfunds, and objects of expenditure within the agency. Information includes agency number, agency batch number, object code, credited to, debited from, reason for transfer, requested by, date and signature of State Budget Analyst. Accounting transactions have been captured in the Statewide Accounting and Reporting System of the Comptroller General's Office. Selected records generated by this system are scheduled to be retained permanently in the State Archives through the Comptroller General's Office.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-707 - Bank Deposits

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the deposit of funds into agency bank accounts. Included in the series are bank deposit forms, deposit slips or receipts. Information may also include State Treasurer's Receipt, and letter of credit for recording federal deposits.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-708 - Budget Publications

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Reflect various phases in the development and approval of the state's annual budget. Information includes the South Carolina State Budget as submitted by the State Budget and Control Board, General Appropriations Bill(s), Analysis of Change documents, appropriation summaries, Appropriations Act and other related information. Budget information is contained in the Annual Appropriations Act, a copy of which is being retained permanently in the State Archives.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-709 - Budget Working Papers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to prepare the agency's annual budget requests and budget detail. Information includes a copy of the agency's proposed budget, allocation schedules, Budget and Control Board recommendation forms, general budget memoranda, back-up material and supporting documents for Budget and Control Board agenda items and legislative committees appropriation items. Budget information is contained in the Annual Appropriations Act, a copy of which is being retained permanently in the State Archives.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-710 - Cash Receipts File and Journal

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cash receipts received by an agency from customers for the sale of services and commodities. Also included is the Cash Receipts Journal. Cash receipts reflect amount of sale, description of services or items sold, amount of money received, and sale date. The Cash Receipts Journal reflects date, sale description, purchase authorization number, and voucher/receipt number.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-711 - Chart of Accounts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records of accounts received from the Comptroller General's Office which list line item accounts contained in the Annual Appropriations Act. Also included is the Preliminary Chart of Accounts which lists account titles, program number, mini-code, subfund, object code and amount of final appropriation. The record copy of this series is retained in the Comptroller General's Office, as scheduled.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-712 - Contingency Check Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Agencies' list of all checks that are payable for travel and vendor expenses. Information includes payee, department number, account number, transaction code, warrant number, warrant amount, check number and check amount.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-713 - Detail Budget

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Prepared by an agency during the first phase of the budget process to reflect all revisions necessary to balance budget allocations, as submitted to the Budget Division of the State Budget and Control Board. Information includes program level, budget code, detail of expenditure, fiscal year, actual total funds, operating budget, estimated total funds, appropriated general funds, estimated federal funds, estimated earmarked funds, and estimated restricted funds. Budget information is contained in the Annual Appropriations Act, a copy of which is being retained permanently in the State Archives.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-714 - Disbursement Journal

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A listing of disbursement vouchers prepared by the agency to authorize payment of expenses incurred. Information includes voucher number, date, amount of disbursement, and to whom payment was made.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-715 - Disbursement Vouchers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Official copies of vouchers prepared by an agency and sent to the Comptroller General's Office to request payment for agency expenditures. Information includes disbursement voucher number, date, description of transaction, amount, and total. Accounting transactions have been captured in the Statewide Accounting and Reporting System of the Comptroller General's Office. Selected records generated by this system are scheduled to be retained permanently in the State Archives through the Comptroller General's Office.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 7 - GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS › Subarticle 1 - ACCOUNTING RECORDS › Section 12-716 - External Procedure Manuals

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Guidelines used by state agencies to report financial transactions. Examples include Comptroller General's Generally Accepted Accounting Principles (GAAP) Closing Procedures Manual, Policies and Procedures of the State Comptroller General; Budget and Control Board's Budget Request Manual, Detail Budget Preparation Manual, State Procurement/Information Technology State Term Contracts Manual, and Information Technology Contract Catalogue.
B. Retention: Until updated, superseded or no longer needed for reference; destroy.