reglab/statecodes huggingface dataset:
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 2 - QUALITY STANDARDS AND PRACTICES FOR THE MICROFILMING OF PUBLIC RECORDS › Section 12-203 - Standards and Practices for Microfilming Records of Short-Term Retention Value

Current through Register Vol. 48, No. 6, June 28, 2024
A. Short-Term Value Records
SHORT-TERM RETENTION VALUE microfilm records are filmed records that have to be kept less than ten years as determined by a duly approved Records Series Retention/Disposition Schedule or the equivalent. The fiscal, legal, reference, or administrative value is of short-term duration, but for reasons such as volume or bulk, the paper records are converted to microfilm.
B. Camera Microfilm Resolution
1. Silver halide or other films legible on a microfilm reader and from a paper copy made from a reader-printer are acceptable.
2. Resolution charts should be filmed as an aid in maintaining equipment specifications.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-300 - Introduction and General Matters; Application of Schedule

Current through Register Vol. 48, No. 6, June 28, 2024
The following general records retention schedule contains minimum retention periods for the official copy of the agency's records. These retentions and dispositions apply regardless of physical format, i.e., paper, microfilm, electronic storage, digital imaging, etc. Convenience, informational or duplicate copies are not governed by this regulation and may be destroyed when no longer needed for reference. To destroy records in accordance with this regulation, state agencies must complete and submit a report of records destroyed form to the State Archives after eligible records have been destroyed. These forms are available from the Department's Division of Archives and Records Management. State agencies must also contact the State Archives to transfer permanent records to the State Archives for archival retention. Before disposing of public records under this general schedule, state agencies 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 records series. However, state agencies may opt out of this general schedule, and request the continuing use of existing schedules or the establishment of specific retention schedules for their records when appropriate, necessary or in order to avoid conflict with other laws and regulations.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-301 - Annual Accountability Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to determine whether an agency is effectively achieving its legislative mission and program objectives. This record series is prepared by all state agencies and submitted to the Budget and Control Board for distribution to the General Assembly and the Governor's Office. Information includes an agency's mission statement, program objectives, work performance measurement data, analysis of program cost allocations, and related information. The record copy of this series is scheduled for permanent retention by the State Archives through the State Budget and Control Board's Office of Budget.
B. Retention: Until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-302 - Meeting Minutes (Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document the meetings of an agency's executive staff which includes the director, the deputy director, and the division directors. Information includes agenda, place, date, list of attendees, and a summary of discussions and decisions. Also included are informational attachments which are closely related to the meeting minutes.
B. Retention:
(1) Agency: 3 years.
(2) State Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-303 - Meeting Minutes (Non-Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document the meetings of agency staff below the agency director, deputy director, and division director levels. Meetings may also include non-agency attendees. Information includes agenda, location, date, list of attendees, attachments, and a summary of discussions and decisions.
B. Retention: 2 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-304 - Contracts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document the contractual relationship between agencies and service providers. Information includes the contract with description of the 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-305 - Administrative Correspondence Files (Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Correspondence is related to the administration of an agency or division. Communications concern coordination of programs, agency policy, and responsibilities of a non-routine nature that impact on the agency or its divisions. These letters are usually found at the agency director, deputy director and division director levels.
B. Retention:
(1) Agency: 3 years after fiscal year. Microfilm optional.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-306 - Administrative Files (Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document actions of an agency director, deputy director and division directors. Information includes memoranda and reports concerning agency policy, organizational and program development records, strategic plans/mission statements, non-routine fiscal data, personnel information and related notes. These records reflect administration of policy, coordination of agency functions, and management of program activity.
B. Retention:
(1) Agency: 3 years after fiscal year. Microfilm optional.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-307 - Administrative Reference Files (Non-Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Routine office management files retained below the agency director, deputy director and division director levels. Included are memoranda, reports, printed matter, and other reference materials. Topics include: job activities, program material, general office information, professional associations, charitable affairs, parking for staff, disaster preparedness, and other 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-308 - Administrative Regulation Background Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used for the general operation of agency programs. Information includes regulations; instructions; other issuances that establish methods to administer an agency's mission, functions, and responsibilities; and other related information.
B. Retention:
(1) Agency: Until superseded.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-309 - Agency Annual Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Published report of agency activities made annually to the General Assembly. Information includes financial summaries, objectives, goals, and other data concerning the agency 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 agency.
B. Retention:
(1) Agency's Copy: Until no longer needed for reference.
(2) State Archives: Permanent (2 copies)
(3) State Library: (15 copies)
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-310 - Agency Publications

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Printed material published by state agencies for internal and external distribution. This series includes directories, manuals, research reports, surveys, and other agency publications (except annual report).
B. Retention:
(1) Agency's Copy: Until no longer needed for reference.
(2) State Archives: Selection of needed documentation. Permanent.
(3) State Library: (15 copies).
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-311 - Agency Organizational Charts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Reflect the organizational structure of the agency and its divisions. Information includes a diagram which shows a systematic and symbolic arrangement of an agency's divisions and program areas by name and function.
B. Retention:
(1) Agency's Copy: Until no longer needed for reference.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-312 - 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 an agency to guide in enforcing and obeying the law. Also included is related correspondence. The record copy of this series is scheduled for permanent retention by the State Archives through the Attorney General's office.
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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-313 - Calendars

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to keep track of work related events and commitments of agency 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-314 - Computer Utilization Summaries

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Generated to determine staff use of an agency'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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-315 - Conferences, Workshops, And Seminars (Agency Sponsored)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Files concerning each conference, workshop or seminar sponsored by the agency. 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-316 - Deeds and Leases to State Property Files

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. The record copies of deeds and leases are scheduled for permanent retention by the State Archives through the State Budget and Control Board's Office of General Services.
B. Retention: Until property is sold, disposed of, or relinquished, and is no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-317 - General Correspondence (Non-Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Routine correspondence created or retained below the levels of agency director, deputy director and division director. Letters and memoranda reflect communications regarding program procedures, general work activities, and responses to information requests.
B. Retention: Until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-318 - Information Technology Plans

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Prepared by state agencies outlining their anticipated needs for information technology. Plans reflect information requirements, equipment needs, service specifications, cost, and technology purchase requests. The record copy of 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-319 - 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 the agency to govern its internal management functions such as payroll, procurement, personnel administration, equipment inventory, and other internal management matters.
B. Retention:
(1) Agency: Until superseded, updated, or no longer needed for reference.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-320 - Legislative Reference File

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) Agency: Until no longer needed for reference.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-321 - Litigation Case Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document judicial proceedings, which involve the agency. 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. Portions of this series are scheduled for permanent retention by the State Archives through the Attorney General's office. Court records in this series are also available in the court having jurisdiction over these cases.
B. Retention:
(1) Agency: 6 years after the case is closed. Microfilm optional.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-322 - 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 agency has regular contact. Information includes mailing lists, and registers concerning employees, officials, and constituents, whom agency staff communicate with regularly.
B. Retention: Until superseded; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-323 - Meeting Minutes (Boards And Commissions Of State Agencies)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records of official proceedings of state agency governing bodies. Information includes agenda, date, place, list of attendees, and a summary of discussion and decisions. Official minutes also include all informational attachments such as reports, surveys, proposals, studies and charts distributed to members for discussion, and for use in making decisions on agency policy, planning and administrative matters.
B. Retention:
(1) Agency: 3 years. Microfilm optional.
(2) State Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-324 - Motor Vehicle Insurance

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of motor vehicle insurance retained by an agency. 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-325 - 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 state 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-326 - Permanent Improvement Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Files concern construction of and permanent improvements to the agency's facilities. Information includes project proposal, capital improvement requests, authorizations to execute construction contracts, cost estimates, construction contracts, related memoranda, correspondence, blueprints, and specifications.
B. Retention:
(1) Records created before 1980:
(a) Agency: Until completion of construction project and no longer needed for reference.
(b) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-327 - Photographs

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Photographic proofs and negatives of agency activities. Photographs may include identification according to time, place, and agency activity.
B. Retention:
(1) Agency: Until no longer needed for reference.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-328 - 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 state agencies. 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-329 - Public Relations File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Information concerning agency publicity. Included are press releases, biographies, newspaper clippings, promotional materials, bulletins, broadcast scripts, photographs, visual documentation, and other related items.
B. Retention:
(1) Agency: Until no longer needed for reference.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-330 - Disaster/Emergency Preparedness and Recovery Plans

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the plans for protection and reestablishment of agency services and equipment in case of disaster. Information includes plan, procedures, checklists, and emergency phone numbers and addresses.
B. Retention: Until superseded by revised plan; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-331 - Records Management Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Files related to an agency'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.
B. Retention:
(1) Record Copy: In State Archives as scheduled.
(2) Agency's Copy: Until superseded and no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-332 - Speeches (Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Drafts and final copies of speeches given by an agency director, deputy director and division directors. Speeches may concern policy issues, strategic planning, legislation concerning the agency, and other related topics.
B. Retention:
(1) Agency: Until no longer needed for reference.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-333 - Speeches (Non-Executive Levels)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Drafts and final copies of speeches given by employees below the agency director, deputy director and division directors' 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-334 - Surveys/Maps

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Developed by an agency to carry out its mission and function. Information concerns roads, boundaries, property lines, corners, monuments, road marker placements, structures, sites, and other related data.
B. Retention:
(1) Agency: Until no longer needed for reference. Microfilm optional.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-335 - Telephone Logs

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Listing of telephone calls made by agency 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 3 - GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS › Section 12-336 - 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-400 - Introduction and General Matters; Application of Schedule

Current through Register Vol. 48, No. 6, June 28, 2024
The following general records retention schedule contains minimum retention periods for the official copy of the agency's records. These retentions and dispositions apply regardless of physical format, i.e., paper, microfilm, electronic storage, digital imaging, etc. Convenience, informational or duplicate copies are not governed by this regulation and may be destroyed when no longer needed for reference. To destroy records in accordance with this regulation, state agencies must complete and submit a report of records destroyed form to the State Archives after eligible records have been destroyed. These forms are available from the Department's Division of Archives and Records Management. State agencies must also contact the State Archives to transfer permanent records to the State Archives for archival retention. Before disposing of public records under this general schedule, state agencies 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 records series. However, state agencies may opt out of this general schedule, and request the continuing use of existing schedules or the establishment of specific retention schedules for their records when appropriate, necessary or in order to avoid conflict with other laws and regulations.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-406 - Employer Status Reports (Unemployment Compensation)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Reports from an individual agency to the Employment Security Commission which are used by the Employment Security Commission to determine the liability or non-liability of agency for payment of unemployment compensation. Information includes the Employer Status Report, Notice of Liability sent to the agency from the Employment Security Commission, Notice of Contribution for the next calendar year, and related memoranda and correspondence concerning changes in agency unemployment compensation accounts and liability. The record copy of this series is scheduled by the State Archives 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-407 - 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 agency. 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-408 - 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 state 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-409 - Equal Employment Opportunity Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents the job classification and compensation of all agency 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-410 - 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-411 - Grievance Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document grievance proceedings initiated by state employees. Information includes copies of each grievant's original grievance filing, copies of the decisions rendered at each level of the grievance procedure, copies of the grievance and appeal procedures for the agency and for all state employees, and copies of the final decision rendered by the State Employee's Grievance Committee. Portions of this series are scheduled by the State Archives 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-412 - Job Announcements (Vacancies)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Announcements concerning job openings in state government. Information includes title of position, salary or grade range (merit system classification), 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-413 - Job Classifications

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A listing of all job positions classified by the Office of Human Resources. Information includes position qualifications, pay grades, and duties for positions in state service. The record copy of this series is scheduled by the State Archives 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-414 - Leave Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of the amount of leave earned and taken by agency 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-415 - Leave Slips

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms completed by agency 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-416 - 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-417 - 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 agency. Information includes employment applications, letters of recommendation, employee awards, resumes, performance appraisals, leave records, Employee Profile, Comptroller General's Payroll Advice, 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-418 - Personnel Policies and Procedures

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Policies and procedures issued by the agency 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, and other procedures issued by an agency, 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) Agency: Until no longer needed for reference.
(2) State Archives: Selection of needed documentation. Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-419 - 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 Agency, 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-420 - Time And Attendance Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records concerning time worked by agency 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-421 - Vacancies File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents position vacancies in agency. Information includes agency 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 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-422 - Affirmative Action Plans and Progress Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Affirmative Action Plans prepared by state agencies and Progress Reports used by the State Human Affairs Commission to monitor the implementation of these plans. Affirmative Action Plans reflect an agency's 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 agency 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: 3years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 4 - GENERAL RETENTION SCHEDULE FOR STATE PERSONNEL RECORDS › Section 12-423 - 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's 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 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › INTRODUCTION AND GENERAL MATTERS › Section 12-500 - Introduction and General Matters; Application of Schedule

Current through Register Vol. 48, No. 6, June 28, 2024
The following general schedules contain minimum records retention periods for the official copy of the records. These retentions and dispositions apply regardless of physical format, i.e., paper, microfilm, electronic storage, digital imaging, etc. Convenience, informational or duplicate copies are not governed by this regulation and may be destroyed when no longer needed for reference. To destroy records in accordance with this regulation, county governments must complete and submit a report of records destroyed form to the Department of Archives and History after eligible records have been destroyed. These forms are available from the Department's Division of Archives and Records Management. Before disposing of public records under these general schedules, county governments should insure that the records have no further audit, legal, or fiscal value. These general schedules supersede all schedules approved previously for the same records series. However, county governments may opt out of these general schedules and request the continuing use of existing schedules or the establishment of specific retention schedules for their records when appropriate, necessary, or in order to avoid conflict with other laws or regulations.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 1 - REGISTER OF DEEDS › Section 12-501.1 - Grantor and Grantee Index to Conveyances

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A finding aid to instruments in the conveyance book series. Information includes name of grantee and grantor, book and page number where document is recorded, day and year of execution, month, day and year of recordation, number of acres or lots and a description of the land.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 1 - REGISTER OF DEEDS › Section 12-501.2 - Conveyances (Deeds, Titles to Real Estate)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents real property transactions plus infrequent entries involving personal property. Information includes grantor, grantee, location and description of land, monetary consideration, encumbrances (if any), signature of grantor, notary, and witnesses (or facsimiles thereof), date recorded, and plats (where applicable).
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 1 - REGISTER OF DEEDS › Section 12-501.3 - Mortgagor and Mortgagee Index to Real Estate Mortgages

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A finding aid to instruments in the real estate mortgage book series. Information includes name of mortgagee and mortgagor, book and page number where document is recorded, and the date.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 1 - REGISTER OF DEEDS › Section 12-501.4 - Real Estate Mortgages and Satisfactions

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records the transfer of property, serving as a security for a debt which becomes void when the debt is paid according to the terms of the mortgage. Information includes name of mortgagor and mortgagee, description of the property, date of instrument, date of recording and satisfaction of mortgage (where applicable).
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 1 - REGISTER OF DEEDS › Section 12-501.5 - Index to Plats

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A finding aid to plats. Information includes name of owner and surveyor, date filed, date surveyed, volume and page number, property location, description, map number.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 1 - REGISTER OF DEEDS › Section 12-501.6 - Plats

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents the legal survey and mapping of lands for grants and conveyances. Information includes location, boundaries and divisions, date of survey, certificate of surveyor, scale, property owners, date of recording, and plat.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 1 - REGISTER OF DEEDS › Section 12-501.7 - Index to Miscellaneous Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A finding aid to instruments in the miscellaneous record series. Information includes name of party, book and page number.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 1 - REGISTER OF DEEDS › Section 12-501.8 - Miscellaneous Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Various instruments filed with the register of mesne conveyance or clerk of court as register of mesne conveyance. These include charters, contracts, options, agreements, powers of attorney, covenants, articles of association, articles of mergers between corporations, notices of forthcoming mergers, assignments of contract to mortgages, limited partnership agreements, and notices of intent to petition.
B. Retention: Permanent. Microfilm optional.