reglab/statecodes huggingface dataset:
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 12-717 - General and Subsidiary Ledgers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: One or more series of computer or 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 agency funds and accounts, including receipts and expenditures from all revenue sources, both public and private. Electronic records include annual accounting code data and computer system documentation needed to access accounting information. Since fiscal year 1981, accounting transactions have been captured in the Statewide Accounting and Reporting system of the Comptroller General's Office. Selected records generated by this centralized accounting and reporting system are scheduled to be retained permanently in the State Archives through the Comptroller General's Office.
B. Retention:
(1) Ledgers created in or before fiscal year 1980-1981: State Archives: Permanent.
(2) Ledgers created after fiscal year 1980-1981: 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 12-718 - Generally Accepted Accounting Principles (GAAP) Closing Packages

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Closing packages consist of GAAP forms submitted annually to the Comptroller General's Office to indicate year end adjustments for GAAP reporting. Information includes annual financial statement, the agency's name, due dates, purpose or objective, area of accounting data, any action to be taken, description, and dollar amount. Selected portions of this series 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 12-719 - Generally Accepted Accounting Principles (GAAP) Reporting System Working Papers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Working papers consist of notes, working drafts and copies of GAAP forms used to support all entries in an agency's closing package for GAAP reporting. Information includes date, computations, analysis, justifications, recommended adjustments for GAAP reporting, and other 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 12-720 - Information Technology (IT) Plans and Requests Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of IT Plans submitted by state agencies and institutions outlining their anticipated information technology needs, and requests from state agencies and institutions concerning information technology items not covered in the Annual IT Plan. The plans are submitted on an annual basis and when approved provide agencies and institutions with authority to request the procurement of information technology systems. The present plan includes executive summary, application, technical (equipment) descriptions and training requirements, organizational, budget summary and other related information. The requests include the technology request form and purchase requisition for the item/items. Also included in this series are related cover letters, comments by designated parties and approval or disapproval decisions. Selected portions of this series are scheduled to be retained permanently in the State Archives through the State Budget and Control Board, Division of Research and Statistical Services.
B. Retention: Until no longer needed for reference; 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 12-721 - Insurance Policies Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document agency insurance policies and related correspondence and memoranda. Policies concern group hospital insurance, automobile liability, fire and extended coverage, and tort liability. Contents include endorsements from the Insurance Reserve Fund, renewals, changes, copies of policies, correspondence, information from insurance seminars and a listing of office contents and their values.
B. Retention: Until no longer needed for reference; 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 12-722 - Interdepartmental Transfer (IDT) Credit Invoices

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Prepared by an agency to bill another state agency for services rendered. Also used to record transfers of funds between state government agencies. Information includes name of agency, mailing address, city, code number, month, year, date, itemization of payments, adjustments, total, invoice number, fiscal year, from department credit to division, warrant numbers and date, organizational number, account number, account title, fiscal year, transaction code and 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 12-723 - Interdepartmental Transfer (IDT) Vouchers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Prepared and used by an agency to request transfer of funds to another agency to pay for services rendered. Information includes voucher number, date, payee, charged to, warrant number and date, authorization, official title of person authorizing payment, organizational number, fiscal year, account number, account with, transaction code, amount charged, and total amount charged. 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 12-724 - Journal Vouchers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to make any adjustments or corrections to accounting records for the agency. Information includes month, day, year, journal entry number, account number, department, fund, class, debit, credit, remarks, total, requested by, and authorized signature. 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 12-725 - Mail Receipts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document registered and certified mail receipts received by an agency. Registered mail receipts reflect the following information: number of articles, addressee address, receipt date, values, surcharges, total number of pieces listed and received. Certified mail receipts indicate type of service, whether delivery is restricted, addresses, certification number, insured number, date postmarked and signature.
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 12-726 - Purchase Orders/Requisitions

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Official copies of purchase orders/requisitions used by state agencies to authorize the purchase of supplies, equipment and services. Included are Purchase Orders, Purchasing Requisitions, and related invoices. 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 12-727 - Receipt Books

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of funds received directly from patrons and applicants in payment of such expenses as billable services for patrons, licensing fees, examination charges, and other fees for which the agency receives payment. Information includes receipt date, receipt number, receipt of, amount of payment, and account name and/or account 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 12-728 - Emergency Procurement File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document the purchase of authorized emergency procurements. This file contains a Justification for Emergency Procurement, a Record of Emergency Contracts, and quarterly reports of procurement actions. Information includes type of emergency procurement, name of vendor, the basis for the emergency determination, date, the reason no other vendor is suitable, name of governmental body, and authorized signature. Also included are purchase order number, date, item description, commodity code and 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 12-729 - Small And Minority Business Reporting File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Reports prepared quarterly by an agency and used to ensure that businesses owned and operated by minorities are afforded the opportunity to fully participate in the overall procurement process of the state. Information includes Budget Expenditure-Construction/Renovation Information Forms and Procurement Information Forms.
B. Retention: 5 years after becoming inactive; 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 12-730 - State of South Carolina Comprehensive Annual Financial Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Agency copies of published reports generated by the Comptroller General's Office and used to provide a comprehensive analysis of the financial activities and fiscal status of state government during the reporting period (fiscal year). Information contained in the report includes an introductory section, general purpose financial statements (overview), and a section titled Combining Financial Statements which includes information on special revenue funds, internal service funds, and fiduciary funds. Also included in the report is a statistical section which contains information concerning state expenditures, revenues, income and sales tax rates, demographic statistics, and net general obligation bonds and notes per capita. The report is generated annually for the fiscal year according to generally accepted accounting principles and distributed by the Comptroller General's Office. Copies of this series are scheduled to be retained permanently by 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 12-731 - Statewide Accounting and Reporting System (STARS) Financial Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Generated by the Comptroller General's Office to record the STARS financial transactions of the agency. Examples of the reports include Appropriation Balances, General Fund Control and Cash Status Report, Agency Transaction Register, Appropriation Transaction Detail, Analysis of Expenditures by Minor Object (Program Level and Agency Wide), Summary of Expenditures (By Program and By Fund) and other related reports. Information in this series may be generated daily, weekly, monthly and annually. Portions of this record series are scheduled to be retained permanently in the State Archives through the Comptroller General's Office.
B. Retention:
Daily and weekly reports: 1 month; destroy.
Monthly and annual reports: 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 12-732 - Surplus Property Disposal Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Filed by an agency with the State Budget and Control Board, Division of General Services Materials Management Office regarding surplus property. Information includes date acquired, cost, property category, description, manufacturer's identification number, and agency identification 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 12-733 - Transmittal Control Sheet

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Prepared by agency to serve as a cover sheet for batches of documents sent to the Comptroller General's Office for processing. Information includes agency name and number, date, batch number, batch amount, batch type, payee names, and total value.
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 12-734 - Travel Vouchers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Vouchers prepared by an agency to claim reimbursement for employee travel expenses. Information includes name, address, social security number, agency and amount to be reimbursed. 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 12-735 - Vehicle Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents purchase, ownership, insurance and maintenance of all vehicles of an agency. Information includes purchase requisitions, purchase orders, vehicle specifications, bid requests and other documents.
B. Retention: 3 years after disposition of the vehicle; 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 12-736 - Vehicle Trip Logs

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Logs completed by agencies to monitor mileage traveled in state vehicles. Information includes agency name, driver name, beginning and ending odometer readings, and comments concerning problems with vehicle.
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 12-737 - Vendor Code Requests

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms prepared by an agency to request a vendor code from the State Budget and Control Board, Division of General Services, when the agency wants to purchase goods or services from a vendor not presently listed in the state purchasing system. Information includes vendor name, address, and new number (assigned by the Division of General Services, State procurements).
B. Retention: Until superseded, updated, or no longer needed for reference; 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 12-738 - Vendor/Commodity Code Listing Books

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Books concerning master code listings of vendors and commodities, listed in the state purchasing system. Information includes vendor name, address, and code number. The commodity book lists commodity description, unit of measurement, and code 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 12-739 - Warranties and Service Agreements

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document service and maintenance costs on agency equipment. Information includes equipment service contract, records of service performed on equipment, costs, and related correspondence and memoranda.
B. Retention: 3 years after termination of agreement; 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 2 - PAYROLL RECORDS › Section 12-744 - Electronic Funds Transfer Authorizations

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Authorizations to deposit employee payroll earnings into employee bank accounts through direct deposit. Information includes employee name, name of financial institution; copy of deposit slip and other related information. Copies of Electronic Funds Transfer Authorizations are being retained in the State Treasurer'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 2 - PAYROLL RECORDS › Section 12-745 - Employer Contribution Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Created by the South Carolina Employment Security Commission and used to verify earnings of the agency's employees. Information includes name and address of the employer, number of persons employed during the quarter, how remittance is paid, number of places of business in South Carolina covered by the report and signature, title, date of individual filling out the report, and other documents concerning taxable and non-taxable wages of employees. Copies of this series are retained in the Employment Security Commission, 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 2 - PAYROLL RECORDS › Section 12-746 - Health Dental And Optional Life Insurance Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Generated by the State Budget and Control Board, Division of Insurance Services to reconcile the monthly health, dental, and optional life insurance bills of the agency. Information includes agency name, address, group identification number, billing period, subscriber count, premium amount (employer/employee shares), source of funds, premium due and other related information. Copies of this series are retained in the State Budget and Control Board, Division of Insurance Services, 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 2 - PAYROLL RECORDS › Section 12-747 - Payroll Adjustment Forms

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms authorize the agency to deduct money from employees wages. Information includes name, social security number, amount, description of deduction, payroll period beginning date and other related information. Payroll information is summarized in the Payroll Warrant Register which is scheduled to be retained permanently in the State Archives through the Comptroller General's Office.
B. Retention: 3 years after termination of employment or cancellation of the authorization; 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 2 - PAYROLL RECORDS › Section 12-748 - Payroll Check Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Generated by the State Treasurer's Office and used to record the agency's payroll disbursements. Information includes employee name, social security number, agency number, check number, and other related information. Copies of this series are retained in the State Treasurer'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 2 - PAYROLL RECORDS › Section 12-749 - Payroll Deductions

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Deduction records generated by the Comptroller General's office and used by a state agency to reference types and amounts of deductions from paychecks. Information includes agency name, employee name, type of deduction, amount and other related information. Payroll information is summarized in the Payroll Warrant Register which is 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 2 - PAYROLL RECORDS › Section 12-750 - Payroll List By Section

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Payroll list for referencing each agency section. Information includes section, employee name, gross pay and other 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 2 - PAYROLL RECORDS › Section 12-751 - Payroll Register (Regular)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Generated by the Comptroller General's Office and used by a state agency to reference year-to-date pay and deductions from paychecks. Information includes employee name, social security number, gross pay, tax deductions, FICA, retirement, insurance, net pay, other deductions and related information. Payroll information is summarized in the Payroll Warrant Register which is 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 2 - PAYROLL RECORDS › Section 12-752 - Payroll Vouchers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to verify the payroll and request payment to the Comptroller General for salaries of agency employees. Information includes name of agency, agency number, pay period, mini code, sub fund code, project code, object code, name and social security number, gross pay, perquisite, initials, multi-purpose code, gross payroll amount, signature and title of approving authority. Payroll information is summarized in the Payroll Warrant Register which is 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 2 - PAYROLL RECORDS › Section 12-753 - Payroll Warrant Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Generated by the Comptroller General's Office and used by state agencies to document payroll disbursements. Information includes warrant number, mini code, object code, employee name, social security number, gross pay, tax deductions, FICA, retirement, insurance, net pay and other related information. Record copies of this series are scheduled to be retained permanently by 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 2 - PAYROLL RECORDS › Section 12-754 - Projected Payroll Biweekly Totals By Accounting System Breakdown

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to project biweekly totals of the payroll for the agency. Information includes pay period dates, agency code number, mini code, sub fund, object code, and total amount of projected payroll expenditure from the account and other related information. Payroll information is summarized in the Payroll Warrant Register which is 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 2 - PAYROLL RECORDS › Section 12-755 - Social Security Reports (Unified Wage Reporting Plan By Unit)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record social security information on employees. Information includes name, social security number, year-to-date taxable and nontaxable income, FICA, federal and state income taxes. Payroll information is summarized in the Payroll Warrant Register which is 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 2 - PAYROLL RECORDS › Section 12-756 - Standard Retirement System Quarterly and Monthly Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Received from the State Budget and Control Board, Division of Retirement Systems indicating employee retirement contributions. Information includes employer, employee, social security number, active member register number, non-member number, contributions, service credit and other related information. Copies of this series are retained in the State Budget and Control Board, Division of Retirement Systems 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 2 - PAYROLL RECORDS › Section 12-757 - Workers' Compensation Insurance Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document the payment of workers' compensation insurance premiums. Information includes an interdepartmental transfer for payment of premiums; a form to the State Workers' Compensation Fund reflecting the total amount due and payment due date with attached memos; and a Workers' Compensation Insurance Quarterly Report reflecting the code, agency, source of funds, total salaries for the quarter, amount of payment due, totals, certified correct and authorizing signatures.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › INTRODUCTION AND GENERAL MATTERS › Section 12-800 - 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 institution'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. To destroy records in accordance with this regulation, institutions must complete and submit a report of records destroyed form to the State Archives after eligible records have been destroyed. These forms are available from the Department's Archives and Records Management Division. Before disposing of public records under this general schedule, colleges and universities are responsible for ensuring that records are no longer required for federal or state audits, for legal purposes, for litigation, for fiscal information, and/or for any other action. This general schedule supersedes all schedules approved previously for the same record series. However, state colleges and universities 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 or regulations.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 1 - TRUSTEE BOARD › Section 12-801.5 - Trustee Board Meeting Minutes

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records of official proceedings of state college or university governing bodies. Information includes agenda, date, place, list of attendees, action taken on resolutions, and a summary of discussion and decisions. Official minutes also include all informational attachments such as reports, survey, proposals, studies and charts distributed to members for discussion, and for use in making decisions on institution policy, planning, and administrative matters.
B. Retention:
(1) Office: 5 years.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 2 - PRESIDENT › Section 12-802.5 - Administrative Correspondence

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Concerns communications received and generated by the institution's president. Letters pertain to information requests, responses to those inquiries; matters related to the board of trustees; administrative and fiscal operations of the institution; consultations with presidents of various colleges or universities; information pertaining to professional organizations and educational authorities; and other related topics.
B. Retention:
(1) Office: 3 years. Microfilm optional.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 2 - PRESIDENT › Section 12-802.6 - Administrative Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document executive actions, decisions and interactions with key officials of the institution. Information in the form of memoranda, policy statements, and reports concerns accreditation requirements, budget material, department activities, faculty and student relations, tenure and salary issues, physical plant development, grant awards, research programs, foundation endowments, fiscal accountability, personnel matters, academic requirements, student athletic issues, and other related topics. Also included are draft copies of speeches.
B. Retention:
(1) Office: 3 years. Microfilm optional.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 2 - PRESIDENT › Section 12-802.7 - Meeting Minutes of President's Executive Staff

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document meetings held by a state college or university president with his or her executive staff. Information includes agenda, location of meeting, date, names of attendees, attachments, a summary of discussion, and decisions made.
B. Retention:
(1) Office: 5 years.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 2 - PRESIDENT › Section 12-802.8 - Resource Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Consist of manuals, informational bulletins, and guidelines required for long term reference in the administration of the institution. Information includes academic issues, copies of personnel policies, National Collegiate Athletic Association material, Commission on Higher Education activities, copies of state and federal laws or regulations governing the administration of public colleges and universities, fiscal procedures, institution organizational matters, student government activities, and other related subjects.
B. Retention: Until superseded, or no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 3 - PROVOSTS AND VICE PRESIDENTS › Section 12-803.5 - Administrative Correspondence

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Correspondence is related to the administration of an institution or its major departments and divisions. Communications concern management activities, priorities for academic affairs, major business and finance matters, physical plant maintenance, important student related matters, and athletics administration. These letters are usually found at the institution's provost and vice president levels.
B. Retention:
(1) Office: 3 years. Microfilm optional.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 3 - PROVOSTS AND VICE PRESIDENTS › Section 12-803.6 - Administrative Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document actions of a state college or university's provost or vice presidents. Information includes memoranda and reports concerning institution policy, organizational and program development records, and important fiscal data and personnel information. These records reflect administration of policies, coordination of institution functions, and overall management of major divisions and departments of a state college or university. Also included are draft copies of speeches.
B. Retention:
(1) Office: 3 years. Microfilm optional.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.5 - Accreditation Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record observations, recommendations and decisions of visiting accreditation committee members. These reports are received from study committees of accreditation associations for colleges and universities. Reports reflect suggestions and recommendations concerning an institution's organizational structure and administration, educational programs, financial resources, faculty qualifications, library resources, student body characteristics, physical plant features and vital areas for institutions of higher learning. Also included are remarks prepared by institution officials to respond to the committee's observations and suggestions.
B. Retention:
(1) Office: Until no longer needed for reference.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.6 - Meeting Minutes (Non-Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records of meetings held by non-executive level staff. Information includes agenda, place, date, list of attendees and a summary of discussions and decisions. Also included are informational attachments such as reports, proposals, memoranda and other information distributed to officials and staff for use in making decisions for an institution.
B. Retention: Until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.7 - Administrative Bulletins

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record and circulate information concerning policies, procedures, and administrative activities of a college or university. Information includes administrative directives, staff and faculty assignments, educational opportunities, new policies and policy changes, academic program requirements and other related information.
B. Retention: Until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.8 - Administrative Regulations

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Issued by the Commission on Higher Education and used for the general operation of college or university programs. Information includes regulations, instructions or other issuances that establish methods to administer a college or university's mission, functions, and responsibilities.
B. Retention: Until superseded and no longer needed for reference, destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.9 - Annual Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Published report of college or university activities made annually to the General Assembly. Information includes financial summaries, objectives, goals, and other data concerning the college or university during the fiscal year. Most annual reports contain an organizational chart, along with brief narratives, and statistical information concerning each major section and division of the college or university.
B. Retention:
(1) Office: Until no longer needed for reference.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.10 - Attorney General Opinions

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Official opinions issued by the Attorney General or his assistants. These are legal interpretations written upon request of a college or university to guide in enforcing and obeying the law. Also included is related correspondence. This series is scheduled for permanent retention by the State Archives through the Attorney General's office.
B. Retention: Until superseded or no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.11 - Calendars

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to keep track of work related events and commitments of college or university staff members. Information includes daily appointment books, calendars, and other records indicating dates for meetings and work activities.
B. Retention: Until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.12 - Central Supply Request

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document copies of central supply requests processed for a college or university. Information includes date, department account code, requisitioner, item number, quantity ordered, quantity issued, description, price, extension, deliver to, and location.
B. Retention: 3 years, destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.13 - Committee Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document actions and recommendations of committees, established to provide advice on policy matters and other management topics. Information consists of letters, memoranda, and other paper work concerning budget matters, maintenance of facilities, curriculum development, utilization of state/federal funds, purchase or sale of property and other subjects related to the institution's administration, operation, and academic programs.
B. Retention:
(1) Office: 5 years.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.14 - Computer Utilization Summaries

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Generated to determine staff use of an institution's computer systems. Information details the total time the system is used, amount of individual staff time the system is used, and total time work stations are used (including job queue and printers).
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.15 - Conferences, Workshops, And Seminars File (College or University Sponsored)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Files concerning each conference, workshop or seminar sponsored by the college or university. Information includes registration material, letters, brochures, lists of restaurants, hotel listings, and other related information.
B. Retention: Until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.16 - Deeds And Leases To College or University Property

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document deeds and leases to real property owned or used by the state. Information includes description and location of the property, maps, sale agreements, land acquisition forms, deeds, lease agreements, and related correspondence.
B. Retention:
(1) Office: Until property is sold, disposed of, or relinquished.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.17 - Grant Files (Active and Inactive)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to retain information concerning financial grant assistance received by a state supported college or university. Files contain some or all of the following documents: statement of budget and expenditures, notices of grants awarded, financial status reports, authorization for transfer of grant funds, draft copies of detailed budgets for programs, copies of federal assistance applications, correspondence and memoranda. These documents concern construction of facilities, educational grants, student loan and work study programs, financial assistance for veterans and career professionals, and other related information.
B. Retention: 3 years after becoming inactive; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 4 - ADMINISTRATIVE › Section 12-804.18 - General Correspondence and Reference File (Non-Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Routine correspondence and reference materials created or retained by non-executive level staff. Letters and memoranda reflect communications regarding program procedures, general work activities, and responses to information requests. Also included are copies of policy and procedure statements, program information, reports and other related material.
B. Retention: Until no longer needed for reference; destroy.