reglab/statecodes huggingface dataset:
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.6 - Computer Output Reports from Payroll Financial Data Bases (Permanent)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Financial reports (regardless of medium) generated from a computer data base for the disbursement of resources of the institution. These are cumulative fiscal year end closeout reports summarizing the financial activities of the institution by providing final year-to-date summary accounting data and a permanent audit trail for all disbursement transactions affecting any and all funds and accounts.
B. Retention:
(1) Office: 3 years. Microfilm.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.7 - Electronic Funds Transfer Authorizations

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Authorizations to deposit employee payroll earnings into employee bank accounts through direct deposit. Information includes employee name, name of financial institution, copy of deposit slip, and other related information.
B. Retention: 3 years after termination, cancellation, or change of authorization; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.8 - Employer Contribution Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Created by the South Carolina Employment Security Commission and used to verify earnings of the employees. Information includes name and address of the employer, number of persons employed during the quarter, how remittance is paid, number of places of business in South Carolina covered by the report and signature, title, date of individual filling out the report, and other documents concerning taxable and non-taxable wages of employees. This record is scheduled through the Employment Security Commission.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.9 - Health, Dental, And Optional Life Insurance Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Generated by the State Budget and Control Board, Employee Insurance Program to reconcile the monthly health, dental, and optional life insurance bills of the agency. Information includes agency name, address, group identification number, billing period, subscriber count, premium amount (employer/employee shares), source of funds, premium due and other related information. This record is scheduled through the State Budget and Control Board, Employee Insurance Program.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.10 - Payroll Adjustment Forms

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Forms to deduct money from employees' wages. Information includes name, Social Security number, amount, description of deduction, payroll period beginning date and other related information.
B. Retention: 3 years after termination of employment or cancellation of the authorization; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.11 - Savings Bond Deductions File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record the purchase of savings bonds by employees. Information includes employee name, Social Security number, agency number, agency name, and amount of bond. Also included are United States Savings Bond Election Forms.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.12 - Table Reports (Payroll)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Define the meaning of code numbers and fund groups used in transactions processed through the institutions automated financial accounting system. Examples include Descriptor Table Listing, Transaction Code Decision Table Listing and Table Maintenance Audit Report. The specifications of the reports of each institution may vary.
B. Retention:
(1) Year End Cumulative Table Reports:
(a) Office: 3 years. Microfilm.
(b) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.13 - Workers' Compensation Insurance Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document the payment of workers' compensation insurance premiums. Information includes an interdepartmental transfer for payment of premiums, and a form to the State Workers' Compensation Fund reflecting the total amount due and payment due date with attached memos. Also included are Workers' Compensation Insurance Quarterly Report(s) reflecting the code, agency, source of funds, total salaries for the quarter, amount of payment due, totals, certified correct and authorizing signatures.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.14 - Employee Payroll Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document employees' payroll earnings and deductions. This series consists of payroll vouchers, payroll deduction records, cancelled payroll checks, and related documents. Information includes employees' names, name of institution, pay periods, code indicators, gross earnings, net earnings, and signature and title of approving authority. Also included are the types and amounts of payroll deductions.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.15 - W-2 Form Wage and Tax Statement

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record individuals' annual federal and state withholding tax. Information includes employer's name and identification number, employees' names, addresses, Social Security numbers, amount of taxes withheld, and total wages paid.
B. Retention: 4 years after the due date of wage and tax statement; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.16 - Social Security Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document employees' Social Security contributions. Information includes employees' names, Social Security numbers, Federal Insurance Contribution Act (FICA) amounts, year-to-date taxable and non taxable income, and federal and state income tax amounts.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.17 - Standard Retirement System Quarterly and Monthly Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document state employees' retirement contributions on a quarterly and monthly basis. Information includes employer's name, employees' names, Social Security numbers, active member register numbers, non-member numbers, amounts of contribution, service credits, and related information.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.18 - Payroll Check Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record the institution's payroll disbursements. Information includes name of employee, Social Security number, institution number, check number and related information.
B. Retention: 10 years and until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 7 - PAYROLL › Section 12-807.19 - Payroll Register

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used by an institution to reference year-to-date pay and deductions from paychecks. Information includes employer's name, employees' names, Social Security numbers, gross pay, tax information, Federal Insurance Contribution Act amounts, retirement, insurance, net pay, and related information.
B. Retention: 10 years and until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 8 - INTERNAL AUDITING › Section 12-808.5 - Audit Report

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents the final financial, operational, and compliance audit findings for the institution or its departments. Information includes background information, subject of the audit, findings, and recommendations.
B. Retention: 3 years and until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 8 - INTERNAL AUDITING › Section 12-808.6 - Working Papers

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to conduct periodic financial, operational, and compliance audits of all offices. Information includes pre-audit research and planning, analysis sheet, suggestion sheet, entrance/exit conference, computer software applications, findings, recommendations, inventory of property, organizational control review, and internal control questionnaire.
B. Retention: 3 years and until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 9 - STUDENT AFFAIRS › Section 12-809.5 - Continuing Education Student Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the registration and enrollment of students in continuing education courses. Information includes student's name, Social Security number, sex, ethnic background, date of birth, highest education level attained, type of work, years of employment, permanent address, courses registered for and signature of student.
B. Retention: Until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 9 - STUDENT AFFAIRS › Section 12-809.6 - Degree Applications

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document requests for an earned degree from a state college or university. Information includes student number, name, signature, local address, degree applied for, diploma ordered, and a list of courses not yet completed but needed for graduation.
B. Retention: 1 year after graduation or date of last attendance; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 9 - STUDENT AFFAIRS › Section 12-809.7 - Grade Sheets/Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record grades for each college or university student enrolled in a specific course at the end of each semester. The grade sheet/report reflects the following information: student number, student name, course title, semester, department, course number, section, instructor, grade and signature of the instructor.
B. Retention: 1 year after date distributed; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 9 - STUDENT AFFAIRS › Section 12-809.8 - Official Transcripts (Graduate And Undergraduate)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record the official internal academic transcript of students attending a state college or university. These records include such information as name, identification number, major, class, courses taken, grades received, dates of attendance and type of degree awarded (if any).
B. Retention: 75 years after graduation or date of last attendance; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 9 - STUDENT AFFAIRS › Section 12-809.10 - Scholarship and Other Institutional Financial Aid Program File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents information on scholarships and financial aid activities at the institution. Information concerning notifications to donors and specifics of financial aid includes memoranda, correspondence, requirements for financial aid recipients, summaries of scholarship and financial aid activity, and other related information.
B. Retention: Until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 9 - STUDENT AFFAIRS › Section 12-809.11 - Student Financial Aid Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to maintain the official record of accounts for grants and loans. The series consists of applications, tax return for student and/or parent, verification work sheet, student aid report, student loan application and promissory note, federal work study packet, financial aid approved or rejected, and related information.
B. Retention:
(1) Approved Financial Aid Records:
(a) Student Loans: Active File: Until loan is cancelled or repaid. Inactive File: 3 years; destroy.
(b) Student Grants: 3 years after the last day of the award year or 3 years after the date the institution files its fiscal operations report for that year; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 9 - STUDENT AFFAIRS › Section 12-809.12 - Veterans' Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document the academic and enrollment status of students receiving veterans' benefits. Information includes applications for benefits, requests for certification, certificates of release or discharge from active duty, changes of program (study) or location of training, amounts of tuition for students enrolled less than half-time, birth certificates for sons or daughters of deceased veterans, and notices of benefits for guardsmen and reservists.
B. Retention: 3 years after termination of enrollment; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 10 - ACADEMIC AFFAIRS › Section 12-810.5 - Administrative File/Correspondence (Academic Deans and Department Chairmen)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Reflects reference material and letters relevant to the administration of the various academic departments of a state college or university. Information includes correspondence, memoranda, annual reports, self-studies, policy and procedure statements, organizational charts, curriculum information, personnel data and student information.
B. Retention:
(1) Office: 5 years. Microfilm optional.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 10 - ACADEMIC AFFAIRS › Section 12-810.6 - Meeting Minutes (Academic Deans and Department Chairmen)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Records concerning meetings held by academic deans and department chairmen. Information includes names of attendees, names of persons absent, a summary of topics discussed and decisions made.
B. Retention:
(1) Office: 5 years.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 10 - ACADEMIC AFFAIRS › Section 12-810.7 - Photographs/Slides/Posters

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Depict activities in the various academic departments of a state college or university. Included are large framed photographs of individuals and groups, pictures of lecturers, group portraits of professors and students, pictorials of campus scenes, and demonstration slides for instruction.
B. Retention:
(1) Office: Until no longer needed for reference.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 10 - ACADEMIC AFFAIRS › Section 12-810.8 - Thesis and Dissertation File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Consists of master's theses and Ph. D. dissertations written in partial fulfillment of the requirements of graduate degrees from the academic departments of the institution. The file includes the official and printed copy of the thesis or dissertation.
B. Retention:
(1) Office: Until no longer needed for reference Microfilm optional.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 10 - ACADEMIC AFFAIRS › Section 12-810.9 - Departmental Student Information Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used by academic departments to monitor students' academic progress. Information includes personal data, activity reports, placement tests, copies of partial transcripts, correspondence, evidence of graduation or last date of attendance, and related information.
B. Retention: 5 years after graduation or date of last attendance; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 10 - ACADEMIC AFFAIRS › Section 12-810.10 - Recruitment Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the recruiting process for vacant faculty positions. Information includes curriculum vitae, cover letters, schedule of activities, letters of recommendation for individuals hired, and related information.
B. Retention:
(1) Records of individuals not hired: 2 years from the date of rejection or making of the record, destroy.
(2) Records of individuals hired: 15 years after termination of employment; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 10 - ACADEMIC AFFAIRS › Section 12-810.11 - Student Evaluations of Instruction

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used for students' evaluations of courses and instructors. Information includes completed evaluation survey sheets, student comments, cover sheets with instructor and student proctor signatures or labels identifying the course and instructor, other identifying information, and survey compilation reports.
B. Retention: After completion of program audit and until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 11 - ATHLETIC DEPARTMENT › Section 12-811.5 - Concession/Lease Agreements

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document sale of concessions at sports events, use of college or university trademarks for the sale of memorabilia, and rentals for box seating. Information includes athletic concession agreements, revocable nonexclusive licenses to use certain indicia of the college or university, and stadium seating lease agreements.
B. Retention: 5 years after termination of lease agreement; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 11 - ATHLETIC DEPARTMENT › Section 12-811.6 - Equipment Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the use of sportswear and equipment by student athletes. Information includes equipment room daily activity report, equipment rental charts, statement of lost equipment, and other related information.
B. Retention: 4 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 11 - ATHLETIC DEPARTMENT › Section 12-811.7 - Recruiting Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the recruitment and eligibility of student athletes for participation in the athletics program as governed by applicable guidelines. Information includes official visit of prospective athlete, student-athletes' affirmation of eligibility, national letter of intent, and related forms.
B. Retention: 6 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 11 - ATHLETIC DEPARTMENT › Section 12-811.8 - Scrapbooks

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record publicized athletic events and sports activities at the institution. Information includes clipping from local newspapers and other media concerning athletic events at the college or university.
B. Retention:
(1) Office: 6 years. Microfilm optional.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 11 - ATHLETIC DEPARTMENT › Section 12-811.9 - Sports Information Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Contain information distributed to the news media concerning sports events at the institution. Information includes box scores, play-by-plays, and team statistics.
B. Retention: 5 years and until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 11 - ATHLETIC DEPARTMENT › Section 12-811.10 - Ticket Applications

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to process requests for season and individual game tickets to athletic events. Information includes the applicant's name, address, phone number, and number of tickets requested.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 11 - ATHLETIC DEPARTMENT › Section 12-811.11 - Ticket Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the control of ticket operations and distribution of tickets for athletic events. Information includes sale of tickets, allocation of tickets, allocations for "away" games, stadium attendance, and related records.
B. Retention: Office: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 11 - ATHLETIC DEPARTMENT › Section 12-811.12 - Training Room Medical Records (Active and Inactive)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Created by physicians and training room staff to monitor student athletes' medical histories during their association with the college or university athletic program. Information includes medical histories, injury complaints, drug testing, and other related data.
B. Retention:
(1) Active file: Until student graduates or withdraws from the college or university.
(2) Inactive file: 10 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 12 - INSTITUTIONAL DEVELOPMENT AND RESEARCH › Section 12-812.5 - Appropriation Requests File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents information compiled by a state college or university's staff to provide the basis for the institution's budget request. State appropriation requests for public institutions of higher learning are based on a formula developed by the Commission on Higher Education and state colleges and universities. Information concerning this appropriations formula includes utility expenditure summaries, enrollment reports, research and public service program assessments, financial data for staff and faculty salaries, library and facility needs, and other information which serves as a basis for the institution's appropriations request.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 12 - INSTITUTIONAL DEVELOPMENT AND RESEARCH › Section 12-812.6 - Foundation Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the administration of college or university foundations. Files may include correspondence, reports, proposals, accounting and financial information, surveys, justifications, and other related information.
B. Retention:
(1) Office: 5 years.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 12 - INSTITUTIONAL DEVELOPMENT AND RESEARCH › Section 12-812.7 - Gift Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document the funding of financial gifts to the college or university and the administration of these funds. Included in this series are financial records, correspondence, memoranda, reports, special stipulations or provisions, and other related information.
B. Retention:
(1) Office: 5 years.
(2) College or University Archives: Permanent.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 12 - INSTITUTIONAL DEVELOPMENT AND RESEARCH › Section 12-812.8 - Project Grant Awards And Contracts

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document grants and contracts awarded to faculty, staff and graduate assistants for sponsored projects. Information includes name of project, award notification, contract number, and other related information.
B. Retention: 3 years after expiration of grant funding period or termination of contract and until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 13 - LIBRARY SERVICES › Section 12-813.5 - Interlibrary Loan Request Records (Processed and Unprocessed)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record successfully processed interlibrary loan requests and loan requests the staff was unable to process. Information includes patron's name, identification, requested information, and whether the materials or books are available. This series also documents interlibrary loan transactions for patrons of other libraries that use the institution's library system.
B. Retention:
(1) Records for processed requests: 3 years; destroy.
(2) Records for unprocessed requests: 1 year; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 13 - LIBRARY SERVICES › Section 12-813.6 - Library Catalog (Books, Periodicals, and Other Publications)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used as a finding aid to the library holdings. Information includes name of author, title, subject, publisher, publication date, and call number.
B. Retention: Until updated or no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 13 - LIBRARY SERVICES › Section 12-813.7 - Library Fines and Fees

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Documents money received for library fines, library computer information searches, lost books, and inter library loan requests. Information includes amount of money received, what the money was received for, date, and signature of person receiving fine.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 13 - LIBRARY SERVICES › Section 12-813.8 - Newspaper and Manuscript Collection

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: A collection of documents concerning the state or communities' heritage or culture. Included are Bible records, wills, diaries, letters, photographs, maps, newspapers and other related items.
B. Retention: Permanent. Microfilm Optional.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 13 - LIBRARY SERVICES › Section 12-813.9 - Photo Duplication Request Forms

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Created to document photocopy requests. Forms reflect information concerning copyright restrictions, author, book title, manuscript box and folder number, items to be copied, duplication costs, and patron's signature.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 13 - LIBRARY SERVICES › Section 12-813.10 - Request Cards

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Document patrons' requests for information on holdings. Information includes call number, collection number, title, location, number of items used, researcher's name, and date.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 14 - ALUMNI RELATIONS › Section 12-814.5 - Alumni Fund Raising Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document contributions to the alumni fund and contacts made during fund raising drives. Information includes contributors' names and addresses, telephone numbers, Social Security numbers, dates, contribution amounts, types of contributions (gifts or pledges), methods of payment (check or cash), contact dates, callers' names, and related information.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 14 - ALUMNI RELATIONS › Section 12-814.6 - Alumni Fund Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to report information concerning contributions to the alumni fund on a monthly, quarterly or annual basis. Information includes report dates, contributors' names, Social Security numbers, amounts of contribution, types of contribution, giving categories, and related information.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 14 - ALUMNI RELATIONS › Section 12-814.7 - Alumni Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to retain current information on former students. The series consists of student forms, alumni information forms, and related records. Information includes student names, gender, Social Security numbers, spousal names, addresses, parental or guardian names, alumni status of family members, and evidence of graduation or last date of attendance.
B. Retention: 5 years after graduation or last date of attendance; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 15 - CAREER PLACEMENT AND PLANNING › Section 12-815.5 - Student Career Placement and Planning Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to assist students in planning career goals and objectives. This series also provides prospective employers with a comprehensive record of students' scholastic and personal data. Information includes career goals, academic credentials, personal data, work experience, honors, distinctions, consent forms for release of information, records regarding graduation or last date of attendance, and related information.
B. Retention: 5 years after graduation or last date of attendance; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 15 - CAREER PLACEMENT AND PLANNING › Section 12-815.6 - Job Locator Service Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document placement and tracking of students in part time positions off campus. Information includes annual reports, salary summaries, Equal Opportunity Employment agreements, Job Locator Participant registration cards, unused registration identification cards, lists of students employed in part time jobs and internships, and related information.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 16 - RESIDENCE SERVICES › Section 12-816.5 - Student Residence Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document occupancy of student residences. Information includes residence hall or apartment applications, housing contracts, contract expiration or termination date, bills/charges for occupancy, room assignment sheets, room or residence condition reports, bills/charges for damages, documentation of room or residence security deposits, deposit transfer forms, deposit refund requests, refund request vouchers, and related information.
B. Retention: 3 years after expiration or termination of contract; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 17 - HEALTH SERVICES › Section 12-817.5 - Health Records

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document health services and/or treatment provided to students, employees and other persons. Information includes medical histories, personal data, examinations, complaints, laboratory test results, diagnoses, identification of injury or illness, dates and types of treatment, physicians' remarks, and an indication of whether the record is for an adult or pediatric patient.
B. Retention:
(1) Records concerning adult patients: 10 years after date of last treatment; destroy.
(2) Records concerning pediatric patients: 13 years after date of last treatment; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 18 - PURCHASING AND AUXILIARY SERVICES › Section 12-818.5 - Sole Source Document Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document procurements made when there is only one source for the required supply, service, or construction item. These files contain such forms as Justification for Sole Source Procurement and Record of Sole Source Contracts. Information includes types of procurements, the bases for sole source determinations, reasons for vendor selections, dates, governmental body names, authorized signatures, and titles. Also included are purchase order numbers, item descriptions, commodity codes, and prices.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 18 - PURCHASING AND AUXILIARY SERVICES › Section 12-818.6 - Trade-in Document Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document transactions for property traded-in as partial or full payment for an agency purchase. These files may contain forms such as Request for Trade-In Document and Record of Trade-In Sales. Information includes institutions' names, addresses, requestors' names, property locations, institutions' contact persons for viewing property, and indication whether trade-ins are being applied to sole source and new purchases. Also included are commodity codes, descriptions, purchase dates, makes, models, serial numbers, trade-in value, net costs, new items, purchase order numbers, and related information.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 18 - PURCHASING AND AUXILIARY SERVICES › Section 12-818.7 - Emergency Procurement Files

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document authorized emergency procurement purchases. These files contain such forms as Justification for Emergency Procurement and Record of Emergency Contracts. Information includes types of emergency procurements, vendors' names, the bases for the emergency determinations, dates, reasons for vendor selections, governmental body names, and authorized signatures. Also included are purchase order numbers, dates, item descriptions, commodity codes, and prices.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 19 - PUBLIC SAFETY › Section 12-819.5 - Incident Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to record the original report of a felony or incident and pertinent facts surrounding the offense. Information includes agency identification, incident type, case numbers, National Crime Information Center (NCIC) entries, administrative data, property estimates, narratives, names of subjects, names of victims, descriptions of events or incidents, and related information.
B. Retention: 5 years or until of no further legal or administrative value, whichever comes later; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 19 - PUBLIC SAFETY › Section 12-819.6 - Parking Tickets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document parking violations. Information includes date and time of violations, automobile license tag numbers, locations, violations, decal numbers and amount of fines.
B. Retention: 3 years after fine is paid; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 19 - PUBLIC SAFETY › Section 12-819.7 - Parking Ticket Appeals

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document appeals by persons receiving parking tickets. Information includes violations, locations, reasons for appeal, names, addresses, and Social Security numbers.
B. Retention: 1 year after completion of appeal process; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 19 - PUBLIC SAFETY › Section 12-819.8 - Shift Reports

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document officers' responses to requests for assistance. Information includes times calls are received, dates, names of officers, and brief description of the problem.
B. Retention: 5 years or until of no further legal or administrative value, whichever comes later; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 19 - PUBLIC SAFETY › Section 12-819.9 - Uniform Traffic Collision Reports (Accident Reports)

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to document investigations of motor vehicle accidents occurring on state college and university campuses. Information includes dates, times, county codes, name of town or city, collision locations, conditions and descriptions of motor vehicles, restraining devices used, drivers'/pedestrians' names, drivers'/pedestrians' addresses, administrative data, names of investigating officers, names of reviewing officers, and related information.
B. Retention: 3 years; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 8 - GENERAL RETENTION SCHEDULE FOR STATE COLLEGES AND UNIVERSITIES › Subarticle 19 - PUBLIC SAFETY › Section 12-819.10 - Motor Vehicle Parking Registration File

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Used to register student, staff, and faculty motor vehicles for parking. Information include owners' names, make of vehicles, model, year, license plate numbers, decal registration numbers, Social Security numbers, and parking registration fees.
B. Retention: After superseded or cancelled and until no longer needed for reference; destroy.
South Carolina Code of Regulations › Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY › Article 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › INTRODUCTION AND GENERAL MATTERS › Section 12-901 - Introduction and General Matters; Application of Schedules

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, school districts must complete and submit a report on 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, school districts 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, school districts 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 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.1 - School District Board Meeting Tapes

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Cassette tape recordings of school district board meetings used in preparing the school district board minutes. Information includes date of meeting, meeting time, meeting place, board 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 9 - GENERAL RETENTION SCHEDULES FOR SCHOOL DISTRICTS › Subarticle 1 - ADMINISTRATIVE › Section 12-901.2 - School Board Meeting Agenda Packets

Current through Register Vol. 48, No. 6, June 28, 2024
A. Description: Record of items submitted for the school board's consideration. Information includes date, time, and locale; order and description of proposed business.
B. Retention: Permanent. Microfilm optional.