reglab/statecodes huggingface dataset:
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 12-501.9 - Index to Uniform Commercial Code Financing Statements

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A finding aid for liens on personal property under the Uniform Commercial Code adopted for South Carolina as of January 1968. Information includes name of debtor, date of personal debt, date of maturity character of debt, and description of personal property pledged.
B. Retention: 1 year after all entries have been terminated or lapsed, then destroy.
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 12-501.10 - Uniform Commercial Code Financing Statements

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Original papers recording liens on personal property under the Uniform Commercial Code adopted for South Carolina as of January 1968. These replace chattel mortgages. Information includes file number, debtor's name and address, secured party, filing date, time, number, and officer, types of property covered, signature of party and signature of clerk.
B. Retention:
(1) Financing statements where transmitting utility is the debtor: 1 year after termination statement has been filed, then destroy. If a microfilm or other photographic record of the financing statement and any related statements (continuation, assignment, release) exist, originals may be destroyed immediately after receipt of termination statement. Microfilm or other photographic records may then be destroyed one year after termination statement has been filed.
(2) Other financing statements: 1 year after statement has lapsed or termination statement has been filed, then destroy. If a microfilm or other photographic record of the financing statement and any related statements (continuation, assignment, release) exist, originals may be destroyed immediately after statement has lapsed or after receipt of termination statement. Microfilm or other photographic records may then be destroyed one year after statement has lapsed or termination statement has been filed.
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 12-501.11 - Charters

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Consists of information on charters which have been recorded in the office of the Secretary of State. Information includes name of organization, incorporators, date, place of activities, capital, stock, increases in capital stock and cancellations.
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 12-501.12 - Chattel Mortgages and Indexes

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Defunct series containing original papers recording liens on personal property by chattel mortgages. Information includes debtor's name and address, secured party, filing date, time, number, officer, types of property covered, signature of party, signature of notary. These have been replaced by Uniform Commercial Code Financing Statements.
B. Retention:
(1) Records concerning chattel mortgages for rural electric cooperatives and Public Service Commission regulated utilities: Until termination statement is filed, then destroy.
(2) Other records: Destroy.
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 12-501.13 - Index to Federal Tax Liens

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Finding aid to federal tax liens. Information includes name of taxpayer, address of taxpayer, date of filing, hour of filing, and amount of tax with interest.
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 12-501.14 - Federal Tax Liens

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Standard forms filed in the office against personal property as a means of collecting delinquent federal taxes. Information includes period ending, type and amount of taxes owed, amount of penalty, amount of interest, total taxes, name/address of taxpayer, warrant number, date of notice and demand, date signed, and signature of tax official.
B. Retention: 10 years and 30 days after date of assessment or last extension, whichever is longer, then destroy.
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 12-501.15 - Index to State Tax Liens

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Finding aid to state tax liens. Information includes name of taxpayer, address of taxpayer, date of filing, hour of filing, and amount of tax with interest.
B. Retention: 10 years, then destroy.
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 12-501.16 - State Tax Liens

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Standard forms filed in the office against personal property as a means of collecting delinquent state taxes. Information includes period ended, type and amount of taxes owed, amount of penalty, interest, total tax, name/address of taxpayer, warrant number, date of notice and demand, date assigned, and signature of tax official.
B. Retention: 10 years, then destroy.
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 12-501.17 - Index to Mechanics Liens

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Serves as the principal finding aid for locating mechanics liens. Information includes name of plaintiff, name of defendant, and file number.
B. Retention: 10 years after final entry has been executed, discharged, released, or dissolved, then destroy.
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 12-501.18 - Mechanics Liens

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records transcripts of mechanics' and contractor's claims filed as statutory liens on property to secure payment of debt for materials or labor used thereon. Information includes name of defendant, name of plaintiff, description of lien, recording date and time, book numbers and page number.
B. Retention: 10 years after final judgement to execute the lien, discharge, release or dissolution has been entered upon the registry, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.1 - Incident Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records the original report of a felony or incident and pertinent facts surrounding the offense. Information includes incident type, case number, NCIC entry, incident code, premise type, incident location, incident date, time date, reporting area, complaint, victim information, subject (suspect) data, arrest data, vehicle data witness data, narrative, and UCR data administrative section.
B. Retention: 5 years, or until of no further legal or administrative value whichever comes later, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.2 - Criminal History Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records complete cumulative original history on any subject arrested for a crime by the Sheriff's department. Information may include any/all of the following: name, date of birth, physical description, FBI number, address, employment, marital status, education, date of arrests and releases, identification information (mugshots, fingerprints), facts surrounding investigation, final disposition.
B. Retention: Until death of the subject or 75 years, whichever comes first, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.3 - Writ Book (Receipt Book for Civil Papers Served)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of initial and intermediate civil processes served including writs, citations, subpoenas, notices, injunction, or warrants (19th century volumes may include criminal processes). Information includes parties names, attorneys, kind of writ, date of entry, by whom served, date of service, kind of service, sheriff's costs, general remarks.
B. Retention:
(1) Pre-1921 volumes: Permanent. Microfilm optional.
(2) Post-1920 volumes: 10 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.4 - Execution Books

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of all final civil processes received by the sheriff for executions against property to satisfy judgements issued from the court. Information includes kind of process, when lodged, name of parties, debt and interest, attorneys' names, sheriff's receipts, date of levy, plaintiff's attorneys (Pre-1900 volumes may contain tax executions).
B. Retention:
(1) Pre-1921 volumes: Permanent. Microfilm optional.
(2) Post-1920 volumes: 10 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.5 - Tax Execution Books

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of delinquent taxes turned over for execution. Information includes number of tax execution, name of defaulter, date of entry, amount of taxes and penalties collected (later volumes may contain property valuations).
B. Retention:
(1) Pre-1901 Tax Execution Books: Permanent. Microfilm optional.
(2) Post-1900 Tax Execution Books:
(a) When Corresponding Auditor's and Treasurer's Tax Duplicates are Both Missing: Permanent. Microfilm optional.
(b) When Corresponding Auditor's or Treasurer's Tax Duplicates Exist: 10 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.6 - Sale Book

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of all relevant information pertaining to property sold by the sheriff for satisfaction of judgement or liquidation of confiscated and stolen goods. Information includes parties, date of advertisement, when sold, description of property, amount, and by whom sold.
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 2 - SHERIFF/DETENTION › Section 12-502.7 - Jail Book

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of persons incarcerated in the county jail. Information includes name of prisoner, offense, date of commitment, by whom committed, bond, releasing officer, date released, how released, and remarks.
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 2 - SHERIFF/DETENTION › Section 12-502.8 - Juvenile Booking Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents juveniles arrested and booked by county law enforcement. Information includes date, name, alias, address, nearest relative, relative's address, charge, arresting officer.
B. Retention: 3 years after subject reaches majority, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.9 - Juvenile Case Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents juveniles taken into custody. Information includes evidence from SLED, fingerprint reports, exhibits, and statements.
B. Retention: 3 years after subject reaches majority, then destroy, unless there is legal reason to retain further.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.10 - Case Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Compilation of all relevant data necessary for the creation of a case against a defendant(s) on a particular crime. Information includes detailed investigative data on the offense and the defendant(s) compiled on several standard forms such as Incident Report and Booking Report.
B. Retention: 30 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.11 - Evidence Case Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Property invoice and receipt showing evidence taken from crime scene and suspects. Information includes case number, crime type, victim name and address, suspect name and address, location, examination requested, lab case number, item number, quantity, description of property, chain of custody, and final release.
B. Retention:
(1) Death Penalty Cases: Until death of defendant or state Supreme Court rules on the case, whichever comes first, then destroy.
(2) Other cases: 1 year after the final action in the case, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.12 - Booking Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of all persons arrested and booked by the Sheriff's office. Information includes agency identification, case number, name, sex, date of birth, docket number, age, height, weight, hair, eyes, social security number, visible scars and marks, NCIC identification number, address, phone number, alias, drivers license number, occupation, next of kin and address, booking officer's name, current date, charge data, medical data, release date, time, and arresting officer.
B. Retention: 10 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.13 - Arrest Cards

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Card system which serves as a record of arrests in the sheriff's department. Information includes race, height, sex, date of birth, social security number, age, date and place of birth along with case number, date arrested, charge, and disposition.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.14 - Fingerprint Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records fingerprints of persons arrested by the sheriff's department. These files are utilitized for investigative and identification purposes. Information includes date, name and address of defendant, date of birth, social security number, race, sex, height, weight, eyes, hair, date arrested, charge/offense, signature of defendant, signature of officer, fingerprint impressions, information for FBI on reverse side.
B. Retention: Until notification of death of subject or 75 years, whichever comes first, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.15 - Mug Shots

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Photographs of individuals who have been arrested and charged with various criminal offenses. These photographs are used by law enforcement personnel, victims, and witnesses to aid in identification of suspects. Information includes person's name, address, description, date, and photograph.
B. Retention: Until superseded or of no further value, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.16 - Inmate Medical Forms

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Medical screening record created upon the incarceration of an inmate and compiled throughout the incarceration of the inmate. Information includes Receiving Screening Form, Display Medical Screening, nurse's and physician's notes, records from Emergency Room or other treatment facility, log of prescribed medication, distribution of medication, and log of taking the medication.
B. Retention:
(1) Adult Medical Records: 10 years after medical incident, then destroy.
(2) Juvenile Medical Records: 13 years after medical incident, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.17 - Inmate Request Forms

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of inmate requests. Information includes date of request, inmate's name, cell location, date of birth, type of request.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.18 - Inmate Visitor Log

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of each inmate's visitors. Information includes date, inmate's name, time in/out, visitor's name, relation to inmate.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.19 - Inmate Accounting Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Listing of the inmates assigned to each cell. Information includes shift number, shift time, date, time of report, cell identification, max, act, booking number, name of inmate and comments.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.20 - Arrest Warrants

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Sheriff's office copies of orders issued by judges or magistrates to arrest a subject for suspicion of a crime. Information includes name of county, name and address of defendant, date, description, description of offense, location of judge, date warrant issued, warrant number, witnesses, sex, race, social security number, height, weight, date of birth, defendant, preliminary hearing date, bail amount, disposition, and judge's signature. This series is summarized in the Index to Arrest/Booking Reports.
B. Retention: Until copy of the warrant is served, then forward the original to the issuing official.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.21 - Daily Shift Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of daily activities during each shift. Information includes employees working, shift, census report, custodial report, shift supervisor's signature.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.22 - Training Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Summary training information of all commissioned personnel. Information includes appointment/commission; copies of application for Police Academy, including photo copies of High School Diplomas, GED or official transcript, certified copy of driver history, NCIC I and II, pre-placement medical history, and birth certificate; certification letter from Police Academy; list of training completed, including firearms, emergency vehicle operations, blood borne pathogens, cores, legal, baton certification, cap-stun certification, crime to courts (including written and practical exercises); any other outside agency training received while employed by the Sheriff's office; hepatitis B testing and results; equipment issue; equipment order; and disciplinary actions which relate to training.
B. Retention: 5 years after termination of employment, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.23 - Dispatch Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records each time an officer is dispatched in response to a citizen's call. Information includes complainant's name, complainant's address, and complainant's phone number.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.24 - Complaint Cards

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents the complaints received by the Sheriff's Department. Information includes complaint number, nature/code complaint, date received, name of complainant, home address and telephone number, time received, action taken, time dispatched, and officer assigned.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.25 - Polygraph Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Sheriff's Department copies of the South Carolina Law Enforcement Division's record of the testing of subjects who submit to a polygraph test in an effort to determine truthfulness regarding facts in an investigation of a criminal act. Information includes date of examination, name of subject, graphic responses to questions, and signature of examiner/operator.
B. Retention: 5 years after case is closed, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.26 - SLED Lab Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Report from SLED explaining preliminary examination of evidence submitted from the sheriff's department regarding crimes that have been committed. Information includes date, reference (case number, victim's name, subject, offense, local case number), content, signature of analyst, date, and location. The original is retained by SLED permanently.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.27 - Property Receipts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records collection of personal property taken from abandoned vehicles, recovered stolen vehicles, and other stolen property. Information includes date, time, case number, description of property, name and address of owner (if available).
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.28 - Radio Logs

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document all incoming and outgoing radio communications. Information includes date, time, broadcast from, broadcast to, signal number, message, dispatcher name, on duty time, and off duty time.
B. Retention: 2 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.29 - Summons and Arrest

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Standard state form including the following information: driver's name, address, occupation, state licensed, license number, vehicle number, state, make of vehicle, year, name of trial officer, street and number, city, date of trial, time of trial, violation, section number, nature of offense, owner of vehicle, address of owner, date of arrest, date of violation, case, disposition, description of accused, sentence of court, committed to, arrest as a result of accident, certified correct, date, offense code, test refused, blood alcohol level, amount of fine, and amount of suspense.
B. Retention:
(1) DUI Offenses: 10 years after trial date, then destroy.
(2) Non - DUI Offenses: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 2 - SHERIFF/DETENTION › Section 12-502.30 - Uniform Crime Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copy of the monthly statistics sent to South Carolina Law Enforcement Division outlining criminal activity within the county. Information includes date, case number, description of crime, subject name, victim name, officer number, received by, received from, receipt number, and released to date.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.1 - County Council Meeting Tapes

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cassette tape recordings of county council meetings used in preparing county council minutes. Information includes date of meeting, meeting time, meeting place, council members present, order of business, business discussed and decisions made.
B. Retention: 2 years, then destroy/re-use, provided paper copies of the minutes have been produced.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.2 - County Council Minutes

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of proceedings at meetings of the county council which includes written descriptions of the financial and administrative business conducted. Information includes dates of meetings, names of councilmen present, claim approvals, petitions, bids, proposals, and other matters discussed by or brought to the attention of the council.
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 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.3 - Ordinances

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Original ordinances passed by the county council representing local laws and regulations which pertain to the county only. Information includes ordinance number, ordinance, date, and signatures of the chairman and council clerk.
B. Retention: Permanent. Microfilm for security.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.4 - Resolutions

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of official actions authorized by county council through the passage of resolutions. Information includes resolution number, resolution, date, signature of chairman, and signature of county clerk.
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 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.5 - Annual Budgets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Printed copies of annual budgets showing projected receipts and expenditures from various offices. Approved budget appropriations are listed for each department.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.6 - Audit Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Printed reports documenting the annual audit of county funds. These reports, prepared by an outside accounting firm, are categorized by the various county offices and further classified by accounts to which they relate. This series also includes semiannual and special audits. Information includes balance sheet, summary of revenue and expenditures, cash balances, statement of taxes, statement of delinquent taxes, statement of other receipts, statement of fines and fees.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.7 - General Ledgers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: One or more series of financial ledgers providing final year-to-date summary accounting data and a permanent audit trail for all fiscal receipt and disbursement transactions affecting any and all county funds and accounts, including receipts and expenditures from all revenue sources, both public and private. For computer generated ledgers, must include annual accounting code data and computer system documentation needed to access accounting information.
B. Retention:
(1) Computer Generated Ledgers: Permanent. Microfilm.
(2) Non-Computer Generated Ledgers: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.8 - Claims

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cancelled claims which were issued as payment for goods and services required by the county. Information includes date, person presenting, check number, claim number, amount, and approval signatures.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.9 - Paid Invoices

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Filed copies of invoices submitted by various vendors supplying goods and services to the county. These invoices are filed together with copies of the county checks and/or claim forms containing descriptions of the items purchased. Information includes Invoice: vendor name, address, date of purchase, purchase order (if any), invoice number, item(s) or service(s) purchased, amounts, total. Check Copy: vendor name, address, date of check, amount check number. Claim Form: date, account number(s), description of item(s), amount(s), approval, and signature(s).
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.10 - Purchase Orders

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Office copies of purchase orders for goods and services paid for by the county, or for goods and services yet to be delivered to the county. Information includes vendor number, project number, date of purchase order, department, vendor name and address, shipping instructions, quantity ordered, general ledger account number, unit price, extended price, purchasing agent signature, individual who signs for receipt of goods/services and date received, and notations regarding any shortages in shipment.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.11 - Receipts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of receipts issued to persons turning over money. Information includes receipt number, date, from whom received, amount, purpose, and signature of clerk.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.12 - Banking Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cancelled checks and deposit slips written by the county along with the statements issued by the bank. Information includes checks: date, to whom paid, amount, check number, authorized signature; bank statements: list of checks for one month period, dates, beginning balance, ending balance; deposit slips: date, amounts of deposits, and total deposit.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.13 - Agenda Packets (Council, Boards, and Commissions)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of items submitted for consideration to the county council and other boards and commissions. Information includes meeting number, date, locale and time; order and description of proposed business.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.14 - Various Board and Commission Minutes

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Meeting minutes of various boards and commissions, including records of proceedings and written descriptions of business conducted. Information includes dates of meetings, names of members present, and other matters discussed.
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 3 - COUNTY COUNCIL/ADMINISTRATION › Section 12-503.15 - General Correspondence and Subject Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of incoming and outgoing correspondence to and from the office with businesses and other government offices and citizens, studies, reports, memorandums, statistics, policies, and manuals. For the purpose of retention scheduling, the files are broken down as follows:
(1) Policy and Program Records. These records document the formulation and adoption of policies and procedures and the implementation or management of the programs or functions of the office or department. Included are such records as correspondence with citizens and government officials regarding policy and procedures development or program administration; annual or ad hoc narrative or statistical reports on program activities, achievements or plans; organizational charts and mission statements; studies regarding department or office operations; circular letters, directives or similar papers addressed to subordinate units or staff concerning policies, procedures, or programs; and records related to significant events in which the department or office participated. Records may include photographs, published material, audio tape, or other record forms.
(2) General Administrative Records. These records are of a general facilitative nature created or received in the course of administering programs. Included are such records as correspondence of a routine or repetitive type, such as request for information; reference materials, sometimes of a technical nature, used, but not created by, the office; daily, weekly, or monthly office activity reports which are summarized in annual reports or which relate to routine activities; personnel data on office staff which are duplicated in personnel office files; purchase orders, travel expense statements or similar financial papers which are duplicated in fiscal office files; daily or weekly work assignments for office staff; suspense or follow up files which duplicate copies of papers filed elsewhere; circular letters, directives or similar papers received from other offices; and rough drafts or notes created in compiling reports or studies.
(3) General Housekeeping Files. These records are of a general "housekeeping" nature created or maintained by an office which do not relate directly to the primary program responsibility of the office. Included are such records as charitable fund raising drive materials; custodial services request; emergency evacuation procedures; notices of holidays; parking space assignment lists; telephone installation requests; and lists showing the distribution of keys.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.1 - Audit Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Printed reports documenting the annual audit of county funds. These reports, prepared by an outside accounting firm, are categorized by the various county offices and further classified by accounts to which they relate. This series also includes semiannual and special audits. Information includes balance sheet, summary of revenue and expenditures, cash balances, statement of taxes, statement of delinquent taxes, statement of other receipts, statement of fines and fees.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.2 - General Ledgers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: One or more series of financial ledgers providing final year-to-date summary accounting data and a permanent audit trail for all fiscal receipt and disbursement transactions affecting any and all county funds and accounts, including receipts and expenditures from all revenue sources, both public and private. For computer generated ledgers, must include annual accounting code data and computer system documentation needed to access accounting information.
B. Retention:
(1) Computer Generated Ledgers: Permanent. Microfilm.
(2) Non-Computer Generated Ledgers: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.3 - Annual Budgets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Printed copies of annual budgets showing projected receipts and expenditures from various offices. Approved budget appropriations are listed for each department.
B. Retention: Permanent. Microfilm optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.4 - Payroll Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents wages paid to county employees for services rendered. Information includes name of employee, social security number, date of check, hourly or salaried amount, overtime, number of hours worked, volunteered and other deductions.
B. Retention:
(1) Year End Payroll Registers: 60 years, then destroy.
(2) Other Payroll Registers: 1 year, then destroy
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.5 - Payroll Check Registers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Check registers summarizing the information on payroll checks issued. Used for balancing accounts, internal fiscal control, and external audits. Information includes employee name, social security number, amount of check, state and federal income tax deductions, other deductions, and year-to-date totals per pay period.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.6 - South Carolina Retirement System Quarterly Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Quarterly report of contributions made by county employees to the South Carolina Retirement System. Information includes employer's name, address, date of quarter, employee's name, active member register numbers, non-member notations, retirement contributions and social security numbers.
B. Retention: 60 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.7 - Deduction Registers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Summarizations of information on deductions from payroll checks. Used for balancing accounts, internal fiscal control, and external audits. Information includes employee name, social security number, state and federal income tax deductions, and year-to-date deductions per pay period.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.8 - Account Payable Check Registers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents check payments to vendors/contractors for services/materials sold to the county. Information includes date, vendor number, purchase order number and date, account number, amount, date of invoice, transaction date, transaction number, and control number.
B. Retention: 5 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.9 - Banking Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cancelled checks and deposit slips written by the county along with the statements issued by the bank. Information includes checks: date, to whom paid, amount, check number, signature of finance officer; bank statements: list of checks for one month period, dates, beginning balance, ending balance; deposit slips: date, amounts of deposits, and total deposit.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.10 - Claims

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Office copies of documents establishing a claim on the county for goods and services. It may also include copies of checks and invoices.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.11 - Revenue Sharing Claims

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Claims presented to the finance office and paid from Federal and State Revenue sharing funds. Information includes claim number, date filed, name, address, amount, charge to, and date approved.
B. Retention: 3 years, then destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 5 - GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS › Subarticle 4 - FINANCE › Section 12-504.12 - Receipts (Receipt Carbons)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Copies of receipts issued by the office to persons turning over funds. Information includes date, number, from whom received, amount, purpose, and authorizing signatures.
B. Retention: 3 years, then destroy.