reglab/statecodes huggingface dataset:
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 12-804.19 - Information Technology Plans

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Prepared by state colleges and universities to outline their anticipated needs for information technology. Plans reflect information requirements, equipment needs, service specifications, cost, and technology purchase requests. This series is scheduled for permanent retention by the State Archives through the State Budget and Control Board's Office of Research and Statistics.
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 12-804.20 - Internal Management Policy and Procedure Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Policies, procedural directives and manuals developed by an institution to govern its internal management functions such as payroll, procurement, personnel administration, equipment inventory, and other internal management matters.
B. Retention:
(1) Office: Until superseded, updated, or no longer needed for reference.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 12-804.21 - Legislative Reference Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records pertaining to bills, prospective legislation and laws. Information includes bill and supporting material concerning proposed legislation, such as newspaper clippings, reports, and correspondence. The series also includes copies of approved legislation.
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 12-804.22 - Litigation Case Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document judicial proceedings, which involve the college or university. Files include some or all of the following documents: affidavits, summons and complaints, responses, orders of dismissals, notice and general appeal, laws and regulations applying to a particular case, legal briefs, transcripts of proceedings, orders, court decisions, and related information. Court records in this series are available in the court having jurisdiction over these cases.
B. Retention: 10 years after the case is closed, 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 12-804.23 - Mailing Lists

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record the names and addresses of clients and other persons with whom the college or university has regular contact. Information includes mailing lists, and registers concerning employees, officials, and constituents, whom college or university staff communicate with regularly.
B. Retention: Until superseded; 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 12-804.24 - Management Information Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Provide information concerning general administration, facilities management and student enrollment. Reports concern surveys, facility inventories, student enrollment figures and projections, and other related topics.
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 12-804.25 - Motor Vehicle Insurance

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of motor vehicle insurance retained by a college or university. It includes insurance policies which list effective policy dates, amounts of coverage, number of vehicles covered, and rate. Also included are notes, correspondence and other related information.
B. Retention: 1 year and until renewal of insurance policy; 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 12-804.26 - Motor Vehicle Operations and Maintenance Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Files of motor vehicle operations and maintenance. Included are requests for institution vehicles, vehicles inspection/use reports, motor vehicle accident reports, motor vehicle inventories, and other related information.
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 12-804.27 - Motor Vehicle Purchase File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used for reference and vehicle management. Information includes vehicle property receipt, purchase orders, bid worksheets, institution vehicle inventory forms, motor vehicle titles, vehicle insurance information, and other related information.
B. Retention: 3 years after vehicle is disposed of, 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 12-804.28 - Organizational Charts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Reflect the organizational structure of a college or university and its departments. Information includes a diagram which shows a systematic and symbolic arrangement of an institution's departments and program areas by name and function.
B. Retention:
(1) Office: Until no longer needed for reference.
(2) College or University Archives: Permanent (1 copy).
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 12-804.29 - Permanent Improvement Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Files concern construction of and permanent improvements to the college or university's facilities. Information includes project proposal, capital improvement requests, authorizations to execute construction contracts, cost estimates, construction contracts, related memoranda, correspondence, blueprints, and specifications. Portions of this series created in 1980 and later are scheduled for permanent retention by the State Archives through the State Engineer's Office of the State Budget and Control Board.
B. Retention:
(1) Records created before 1980:
(a) Office: Until completion of construction project and no longer needed for reference.
(b) College or University Archives: Selection of needed documentation. 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 12-804.30 - Photographs

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Photographic proofs and negatives of college or university activities. Photographs may include identification according to time, place, and college or university activity.
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 12-804.31 - Property Inventories

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Itemized lists of fixed assets (except land and buildings) completed by institutions. Information includes inventories of equipment, furniture, and other similar property.
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 12-804.32 - Public Relations File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Information concerning college or university publicity. Included are press releases, biographies, newspaper clippings, promotional materials, bulletins, broadcast scripts, photographs, visual documentation, and other related items.
B. Retention:
(1) Office: Until no longer needed for reference.
(2) College or University Archives: Selection of needed documentation. 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 12-804.33 - Publications

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Printed material published by state colleges or universities for internal and external distribution. This series includes directories, manuals, research reports, surveys, and other college or university publications (except annual report).
B. Retention:
(1) Office: Until no longer needed for reference.
(2) College or University Archives: Selection of needed documentation. 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 12-804.34 - Contracts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document contractual relationships between the college or university and service providers. Information includes the contract with description of their services to be provided, dates of the contract, signatures, and correspondence.
B. Retention: 3 years after cancellation or expiration of the contract; 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 12-804.35 - Records Management Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Files related to an institution's records management program. Included are records retention schedules, guidelines, information concerning records inventory and scheduling, records transfers, microfilm applications, disposal notices, and other related data. Portions of this series are scheduled for permanent retention by the State Archives.
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 12-804.36 - Speeches

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Drafts and final copies of speeches given by Administrative Services staff below the college or university president, provost, and vice presidents' level. Speeches concern program procedure, work activities, and related topics.
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 12-804.37 - Surveys/Maps

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Developed by an institution to carry our its mission and function. Information concerns roads, boundaries, property lines, corners, monuments, road marker placements, structures, sites, and other related data.
B. Retention:
(1) Office: Until no longer needed for reference. 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 12-804.38 - Telephone Logs

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Listing of telephone calls made by college or university personnel for a particular time period. Logs reflect date, time, caller, recipient of call, and nature of business discussed.
B. Retention: 3 years and until reconciliation of telephone billing; 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 12-804.39 - Telephone Bills

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Provide a monthly statement of charges for telephone calls billed to a college or university. Information includes telephone number charged with call, account number, type of call, date of call, time, number of minutes, destination of telephone call, and charge.
B. Retention: 1 month after verification of charges; 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 12-804.40 - Work Order Request File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document copies of work order requests for all program classifications of the institution. Information on the work order requests include date, site of work, service or modifications requested, estimated cost, budget code to be charged, person coordinating the work, date needed, signature of requestor, signatures of approval, date request received by plant support, estimated completion date, and date completed.
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 12-804.41 - Work Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Reports of work activities performed by personnel carrying out regular or special duties. Series does not include published project reports or reports to the Governor or General Assembly. These documents reflect dates, person responsible for report, and a running account of activities performed.
B. Retention: 2 years or until summarized or superseded; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.6 - Affirmative Action Plans and Progress Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Affirmative Action Plans prepared by state institutions and Progress Reports used by the State Human Affairs Commission to monitor the implementation of these plans. Affirmative Action Plans reflect college or university-projected policies, procedures, and practices to achieve the goal of a non-discriminatory employment system. Also included are statistics, analysis of the current and projected work force composition by race, sex, and comments. The semi-annual Progress Reports consist of updated employment data analysis by race and sex, a summary of personnel actions which reflect a breakdown of college or university positions by race, sex, analysis, and comments. Also included is correspondence concerning the Affirmative Action Plans and their implementation. Portions of this series are scheduled for permanent retention by the State Archives through the State Human Affairs Commission.
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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.8 - Dual Employment File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Concerns authorizations allowing institution employees to accept secondary employment. Information concerning dual employment authorizations includes employee's name; employers' involved; title of second occupation; date and signature of employee and supervisors.
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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.9 - Employer Status Reports (Unemployment Compensation)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Reports from an individual college or university to the Employment Security Commission which are used by the Employment Security Commission to determine the liability or non-liability of a college or university for payment of unemployment compensation. Information includes the Employer Status Report, Notice of Liability sent to the college or university from the Employment Security Commission, Notice of Contribution for the next calendar year, and related memoranda and correspondence concerning changes in college or university unemployment compensation accounts and liability. This record is scheduled through the Employment Security Commission.
B. Retention: 6 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.10 - Employment Applications (Not Hired)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Completed employment applications and personal resumes of applicants who were not hired by a college or university. Information includes applicant's name, address, Social Security Number, position applied for, educational background, work experience, and other related information.
B. Retention: 2 years from the date of rejection or making of the record; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.11 - Employment Data Analysis by Sex and Race

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A statistical breakdown of information concerning employees by type, number, salary, and percentages of minority personnel. Information includes type of employees such as officials/administrators, professionals, technicians, office/clerical, service, maintenance, racial classifications, total work force, and work force summary.
B. Retention: 2 years from the date of the personnel action involved or the making of the record; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.12 - Equal Employment Opportunity Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents the job classification and compensation of all college or university personnel. Information includes class code, slot, name, Social Security Number, employee number, pay rate, state/federal funding, race and sex.
B. Retention: 2 years from the date of the personnel action involved or the making of the record; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.13 - Equal Employment Opportunity Reporting and Personnel Research Forms

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms completed by applicants for state employment as part of their employment application. Information includes statistics on job applicants which are reported annually to the State Human Affairs Commission. The form, which is detached from the employment application, lists the applicant's name, date, Social Security number, date of birth, position applied for, race, sex, and marital status.
B. Retention: 2 years from the date of the personnel action involved or the making of the record; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.14 - Faculty Contracts (Full and Part Time)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document contracts between faculty members and a college or university. Contracts reflect name of instructor or professor; Social Security number; position; subject taught; employment dates; total number of hours; hourly rate; total contract amount and budget code; date; signatures of the instructor or professor, division chairman and academic dean.
B. Retention: 3 years after termination of contract and 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.15 - Grievance Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document grievance proceedings initiated by employees in classified positions. Information includes grievance filing, decisions rendered at each level of the grievance procedure, grievance and appeal procedures for the college or university and for all state employees, and the final decision rendered by the State Employee's Grievance Committee. Portions of this series are scheduled through the State Budget and Control Board's Office of Human Resources.
B. Retention: 10 years after resolution of all grievance issues; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.16 - Job Announcements (Vacancies)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Announcements concerning job openings in institutions. Information includes title of position, salary or grade range, description of job duties, closing date, and to whom applications should be directed.
B. Retention: 2 years after position is filled or announcement is superseded or updated; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.17 - Job Classifications

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A listing of all job positions classified by the Division of Human Resource Management. Information includes position qualifications, pay grades, and duties for positions in state service. This series is scheduled through the State Budget and Control Board's Office of Human Resources.
B. Retention: Until termination of position; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.18 - Leave Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of the amount of leave earned and taken by college or university employees. Information includes employee's name, type of leave (annual, sick, other), service date, Social Security number, amount of leave earned and charged, and leave balances for the period covered.
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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.19 - Leave Slips

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms completed by college or university employees to request time off from work. Information includes employee's name, Social Security number, type of leave, number of days or hours requested, date requested, and employee's signature.
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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.20 - Log and Summary of Occupational Injuries and Illnesses

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of work-related injuries, illnesses, and deaths. Information includes case or file number, date of injury or onset of illness, employee name, occupation, department, description of injury or illness, fatalities, non-fatal injuries, injuries with lost workdays, injuries without lost workdays, and other related information.
B. Retention: 5 years following the end of the calendar year to which they relate; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.21 - Personnel Administrative File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: File concerns administration of personnel policy. Information includes correspondence, reports, memoranda, and other records regarding personnel procedures.
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 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.22 - Personnel Files (Active & Terminated)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Personnel files of current and former employees of the college or university. Information includes employment applications, letters of recommendation, employee awards, resumes, performance appraisals, employee profile, position descriptions, insurance information, dual employment information, resignation and termination records, correspondence, and other related information.
B. Retention: 15 years after termination of employment; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.23 - Personnel Policies and Procedures

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Policies and procedures issued by the college or university or the State Budget and Control Board's Office of Human Resources. Information includes employment application policy, classification and compensation plan, explanation of performance appraisal system, reduction in force procedures, grievance policies, equal employment opportunity guidelines, termination procedure, workmen's compensation plan, other procedures issued by a college or university and/or the Office of Human Resources. Portions of this series are scheduled for permanent retention by the State Archives through the State Budget and Control Board's Office of Human Resources.
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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.24 - Statewide Personnel Information and Reporting System Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to monitor employment, salary adjustment, performance reviews, terminations, and other personnel activity. Reports include: Alphabetical Listing of Employees Sequenced by College or university, Employee Name; Employee Roster Sequenced by Grade, Class Code, and Name; Temporary Employment Roster; Gross Salary Change Report; Termination Analysis, Performance Review Summary Report; Report on Salary Change Code-Merit Increase; Reviews Report-Classified Positions-Review Sequence; Vacancies Report-All Positions; and other related records.
B. Retention: Until superseded or updated; 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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.25 - Time and Attendance Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records concerning time worked by college or university employees during a pay period. Information includes employee's name, section or organization unit, employee number, pay period, total time worked, and employee's signature.
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 5 - PERSONNEL (HUMAN RESOURCE MANAGEMENT) › Section 12-805.26 - Vacancies File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents position vacancies in a college or university. Information includes college or university's name, grade, classification title, salary range, hours worked per week, and pay rate of position.
B. Retention: Until superseded or updated; 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 6 - ACCOUNTING › Section 12-806.5 - Authorized Signature List

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: This series is used to record signature authorization sheets from all departments and offices. Information includes department name, effective date, typed name of authorized individual, signature of authorized individual, signature of approving authority.
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 6 - ACCOUNTING › Section 12-806.6 - Bank Deposits and Cancelled Checks

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the deposit of cash and checks into institution's bank accounts. Information includes deposit slips, bank statements, receipts, letter of credit for recording federal deposits, cancelled checks and other related information.
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 6 - ACCOUNTING › Section 12-806.7 - Cash Receipts File and Journal (Computer and Non-Computer Generated Records)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cash receipts received by an institution from customers for the sale of services and commodities. Cash receipts reflect amount of sale, description of services or items sold, amount of money received, and sale date and may be computer or non-computer generated records. The Cash Receipts Journal reflects date, sale description, purchase authorization number, and may be generated manually or by computer.
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 6 - ACCOUNTING › Section 12-806.8 - Computer Output Reports from Accounting Financial Data Bases (Non-Permanent)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Financial reports (regardless of medium) generated from a computer data base for use in accounting for the receipt/disbursement of financial resources for an institution. The reports may be generated daily, weekly, monthly, annually,or at year end closeout. They can be a regular report or a query to the data base.
B. Retention: Until updated, 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 6 - ACCOUNTING › Section 12-806.9 - Computer Output Reports from Accounting Financial Data Bases (Permanent)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Financial reports generated from a computer data base for use in accounting for the receipt/disbursement of financial resources for an institution. These are cumulative fiscal year end closeout reports summarizing the financial activities of the institution by providing final year-to-date summary accounting data and a permanent audit trail for all receipt and disbursement transactions affecting any and all funds and accounts. Types of reports include: year end general and subsidiary ledgers sorted by account, and summary of expenditures by program, fund, and object.
B. Retention:
(1) Office: 3 years. Microfilm.
(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 6 - ACCOUNTING › Section 12-806.10 - Disbursement Journal

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A listing of disbursement vouchers authorizing 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 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 6 - ACCOUNTING › Section 12-806.11 - Disbursement Vouchers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Official copies of vouchers prepared in order to request payment for institution expenditures. Information includes disbursement voucher number, date, description of transaction, amount, and total.
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 6 - ACCOUNTING › Section 12-806.12 - Financial Report (Annual)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Published annual summary of an institution's financial transactions. Information includes assets, liabilities, revenue, and expenditures.
B. Retention:
(1) Office: 3 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 6 - ACCOUNTING › Section 12-806.13 - Interdepartmental Transfer (IDT) Credit Invoices

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Prepared by an institution to bill another state agency or institution for services rendered. Also used to record transfer of funds between state agencies and institutions. Information includes name of agency or institution, 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 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 6 - ACCOUNTING › Section 12-806.14 - Interdepartmental Transfer (IDT) Vouchers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Prepared and used by an institution to request transfer of funds to another agency or institution 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.
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 6 - ACCOUNTING › Section 12-806.15 - Mail Receipts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document registered and certified mail receipts received. Registered mail receipts reflect 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 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 6 - ACCOUNTING › Section 12-806.16 - Non-Automated General and Subsidiary Ledgers (Permanent)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: General and subsidiary ledgers including chart of accounts which provide final year-to-date summary accounting data and a permanent audit trail for all fiscal receipt and disbursement transactions affecting any and all the institution's funds and accounts, including receipts and expenditures from all revenue sources, both public and private.
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 6 - ACCOUNTING › Section 12-806.17 - Purchase Orders and Requisitions

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Official copies of purchase orders/requisitions used to authorize the purchase of supplies, equipment and services. Included are purchase orders, purchasing requisitions, and related invoices. Includes emergency, sole source, and trade-in records.
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 6 - ACCOUNTING › Section 12-806.18 - 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 received. 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 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 6 - ACCOUNTING › Section 12-806.19 - Small and Minority Business Reporting File (Active and Inactive)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Reports prepared quarterly by an institution to ensure that business owned and operated by minorities are afforded the opportunity to participate in the 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 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 6 - ACCOUNTING › Section 12-806.20 - Surplus Property

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Filed by an institution with the State Budget and Control Board, Division of General Services, Materials Management Office regarding the disposition of surplus property. Information includes date acquired, cost, property category, description, manufacturer's identification number, and institution's identification number.
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 6 - ACCOUNTING › Section 12-806.21 - Table Reports (Accounting)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Define the meaning of code numbers and fund groups used in transactions processed through the institutions automated financial accounting system. Examples include Descriptor Table Listing, Transaction Code Decision Table Listing and Table Maintenance Audit Report. The specifications of the reports of each in situation may vary.
B. Retention:
(1) Year End Cumulative Table Reports:
(a) Office: 3 years. Microfilm.
(b) 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 6 - ACCOUNTING › Section 12-806.22 - Travel Vouchers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Vouchers prepared to claim reimbursement for employee travel expenses. Information includes name, address, Social Security number, agency and amount to be reimbursed.
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 6 - ACCOUNTING › Section 12-806.23 - Vehicle Trip Logs

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Logs completed to monitor mileage traveled in state vehicles. Information includes name of institution, driver's name, beginning and ending odometer readings, and comments concerning problems with the vehicle. May also include travel reimbursement and backup documentation.
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 6 - ACCOUNTING › Section 12-806.24 - Vendor Code Requests

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms prepared to request a vendor code from the State Budget and Control Board, Division of General Services, when the institution 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 Procurement).
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 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 6 - ACCOUNTING › Section 12-806.25 - 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 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 6 - ACCOUNTING › Section 12-806.26 - Warranties and Service Agreements

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document service and maintenance cost on equipment. Information includes service contracts, 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 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 6 - ACCOUNTING › Section 12-806.27 - Journal Entries

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to make adjustments and corrections to accounting records. Information includes entry numbers, account numbers, funds, debits, credits, description, prepared by, and posted by.
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 7 - PAYROLL › Section 12-807.5 - Computer Output Reports from Payroll Financial Data Bases (Non-Permanent)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Financial reports (regardless of medium) generated from a computer data base for the disbursement of resources of the institution. The reports may be generated daily, weekly, monthly, annually, or at year end closeout. They can be a regular report or a query to the data base.
B. Retention: Until updated, superseded, or no longer needed for reference; destroy.