GR1000-39 PUBLICATIONS Pamphlets, reports, studies, proposals, and similar material printed by or for a local government or any of its departments, subdivisions, or programs and distributed to or intended for distribution to the public on request and departmental or program newsletters designed for internal distribution. One copy of each PERMANENT. Retention Note: The following categories of printed material, whether distributed publicly or internally, are exempted from the retention period and may be disposed of at option; (a) educational matter provided by charitable or public awareness organizations (e.g., United Way, American Heart Association); and (b) public service leaflets or flyers whose contents are of a general nature and not specific to the government distributing them, beyond the inclusion of an address, telephone number, office hours, and similar information (e.g., a flyer detailing water conservation tips sent to customers of a municipal water utility; a pamphlet explaining the appraisal review board process sent to taxpayers by an appraisal district). GR1000-40 RECORDS MANAGEMENT RECORDS GR1000-40a RECORDS MANAGEMENT RECORDS Records control schedules (including all successive versions of and amendments to schedules). US. Retention Note: Original is retained by the State and Local Records Management Division, Texas State Library and Archives Commission. *GR1000-40b RECORDS MANAGEMENT RECORDS Records documenting the disposition of records records control schedules, including requests submitted to the Texas State Library and Archives Commission for authorization to destroy unscheduled records or the originals of permanent records that have been microfilmed. PERMANENT. GR1000-40c RECORDS MANAGEMENT RECORDS Lists or inventories of the active and inactive records created or received by a local government. US, expired, or discontinued. *GR1000-40d RECORDS MANAGEMENT RECORDS Plans and similar documents establishing the policies and procedures under which a records management program operates. US, expired, or discontinued + 5 years.
*GR1000-40e RECORDS MANAGEMENT RECORDS Records transmittal forms or similar records documenting transfer of records to or from a records storage facility. Date of disposition or return of records from storage, whichever sooner, +2 years. GR1000-41 REPORTS AND STUDIES (NON-FISCAL)
*GR1000-42 WAIVERS OF LIABILITY Waivers of liability, including statements signed by volunteers acknowledging to benefits, agreeing to abide by local government policies, etc. 3 years from date of cessation of activity for which the waiver was signed. Retention Note: If an accident occurs to any person covered by a signed waiver of liability, it must be retained for the same period as accident reports. See item number GR1000-20 in this schedule. GR1000-43 CONFLICTS DISCLOSURE STATEMENTS AND CONFLICT OF INTEREST QUESTIONNAIRES Conflicts disclosure statements and conflict of interest questionnaires submitted by local government officers or vendors and other persons for filing with a local government in accordance with the requirements of Chapter 176, Local Government Code. Date of filing + 3 years. GR1000-44 GOVERNMENT OFFICERS, LISTS OF Lists of local government officers prepared and made available to the public by the local government officer with whom conflicts disclosure statements and conflict of interest questionnaires are filed in accordance with the requirements of Chapter 176, Local Government Code. US + 1 year. GR1000-45 CALENDARS, APPOINTMENT AND ITINERARY RECORDS Calendars, appointment books or programs, and scheduling or itinerary records, purchased with local government funds or maintained by staff during business hours that document appointments, itineraries and other activities of agency officials or employees. CE + 1 year. Retention Note: A record of this type purchased with personal funds, but used by a public official or employee to document his or her work activities may be a local government record and subject to this retention period. See Open Records Decision 635 issued in December 1995 by the Texas Attorney General. GR1000-46 INSURANCE CLAIMS Claims to liability, theft, fire, health, life, automobile, and other insurance policies. Settlement or denial of claim + 3 years. GR1000-47 CUSTOMER SURVEYS Surveys returned by the customers or clients of a local government, and the statistical data maintained rating a government’s performance. Issuance of report on results of the survey + 3 years.
GR1025-03d BOND RECORDS Records relating to the exchange, conversion, or replacement of bonds by bondholders. 1 year if information is contained in a bond register; PERMANENT if information is not contained in a bond register. GR1025-04 BUDGETS AND BUDGET DOCUMENTATION GR1025-04a BUDGETS AND BUDGET DOCUMENTATION Annual budgets (including amendments). PERMANENT. GR1025-04b BUDGETS AND BUDGET DOCUMENTATION Special budgets (includes budgets for capital improvement projects, grant-funded projects, or other projects prepared on a special or emergency basis and not included in an annual budget). PERMANENT. *GR1025-04c BUDGETS AND BUDGET DOCUMENTATION Working papers created exclusively for the preparation of budgets, including budget requests, justification statements, and similar documents. 3 years. GR1025-04d BUDGETS AND BUDGET DOCUMENTATION Encumbrance and expenditure reports (status reports showing expenditures and encumbrances against a budget). 2 years. GR1025-04e BUDGETS AND BUDGET DOCUMENTATION Budget change documentation, including line item or contingency/reserve fund transfers and supplemental budget requests. 2 years. GR1025-05 CAPITAL ASSETS RECORDS Documentation relating to the capital and fixed assets of a local government. *GR1025-05a CAPITAL ASSETS RECORDS Equipment or property history or similar records containing data on initial cost, including disposal authorizations when disposed of. FE of date of disposal + 5 years for school districts; FE of date of disposal + 3 years for other governments. Retention Note: Review before disposal; property history cards documenting the original construction and additions to or renovations of structures may merit PERMANENT retention for historical reasons. GR1025-05b CAPITAL ASSETS RECORDS Equipment or property cost and depreciation schedules or summaries used for capital outlay budgeting or financial or budget control purposes. FE + 5 years for school districts; FE + 3 years for other governments.
GR1025-29 COST ALLOCATION AND DISTRIBUTION RECORDS Records created to document the allocation of costs among accounts and funds of a local government, including records relating to chargebacks and other interdepartmental or interfund accounting transactions. FE + 5 years for school districts; FE + 3 years for other governments. Retention Note: If any of the records in this group are used as ledger and journal entry documentation, they must be retained for FE + 5 years (see item number GR1025-30) by all local governments. GR1025-30 LEDGERS, JOURNALS, AND ENTRY DOCUMENTATION Retention Note: Be certain to verify before the disposal of any ledger or journal under this item number that the ledger or journal does not serve to document financial activities that require a longer retention period (e.g. investment documentation of proceeds of tax exempt bonds under item number GR1025-09). GR1025-30a LEDGERS, JOURNALS, AND DOCUMENTATION General ledger showing receipts and expenditures from all accounts and funds of a local government. (1) For fiscal years for which an annual financial audit report (see item number GR1025-01) exists. (2) For fiscal years for which an annual financial audit report (see item number GR1025-01) does not exist. FE + 5 years. PERMANENT. Retention Note: Review before disposal; some ledgers may PERMANENT retention for historical reasons. GR1025-30b LEDGERS, JOURNALS, AND ENTRY DOCUMENTATION Subsidiary ledgers. FE + 5 years. Retention Note: Review before disposal; some ledgers may PERMANENT retention for historical reasons. GR1025-30c LEDGERS, JOURNALS, AND ENTRY DOCUMENTATION Receipt, disbursement, general, or subsidiary journals. FE + 5 years. Retention Note: Review before disposal; some journals may merit PERMANENT retention for historical reasons. GR1025-30d LEDGERS, JOURNALS, AND ENTRY DOCUMENTATION Journal vouchers and entries or similar posting control forms (including supporting documentation such as correspondence and auditor adjustments that evidence journal entries and amendments). FE + 5 years. Retention Note: If bill stubs (see item number GR1025-27a) are used as entry documentation for account journals, they must be retained by all local governments for FE + 5 years rather than the FE + 3 year retention period for accounts receivable records.
GR1025-30e LEDGERS, JOURNALS, AND ENTRY DOCUMENTATION Perpetual care fund registers of government-owned cemeteries. PERMANENT. By law - Health and Safety Code, Section 713.005(a). GR1025-31 TRANSACTION SUMMARIES Periodic summaries or reports of accounting transactions or activity by department, budget code, program, account, fund, or type of activity, including balances, unless the summary is of a type noted elsewhere in this part. GR1025-31a TRANSACTION SUMMARIES Daily. 30 days. GR1025-31b TRANSACTION SUMMARIES Weekly. 90 days. GR1025-31c TRANSACTION SUMMARIES Monthly, bimonthly, quarterly, or 2 years. GR1025-31d TRANSACTION SUMMARIES Annual. FE + 5 years for school districts; FE + 3 years for other governments. Retention Note: If an annual balance is not maintained, then the least frequent sub-yearly balance must be retained for FE + 5 years by school districts and FE + 3 years by all other local governments. GR1025-32 UNCLAIMED PROPERTY DOCUMENTATION Any form of record sufficient to verify information on unclaimed property previously reported to the State Treasurer showing the name and last known address of the apparent owner of reportable unclaimed property, a brief description of the property, and the balance of each unclaimed account, if appropriate. Date on property is reportable + 10 years. By law - Property Code, Section 74.103(b). PART 3: PERSONNEL AND PAYROLL RECORDS Retention Notes: a) FEDERAL RETENTION REQUIREMENTS - Federal retention periods for personnel and payroll records arise principally from the administration of the Civil Rights Act of 1964, Title VII; the Age Discrimination and Employment Act of 1967; the Equal Pay Act; the Fair Labor Standards Act; the Federal Insurance Contribution Act; and the Federal Unemployment Tax Act. Various federal agencies or departments of agencies administer these acts and, because retention periods are set to enable each agency to carry out its particular oversight authority, different retention periods are often established for the same record. In compiling Schedule GR, the longest applicable federal retention period is cited as authority for the retention period indicated. A federal regulation is not cited if a state law or regulation requires a longer retention period. A federal retention period is also not cited if a Texas statute of limitations makes a longer retention period advisable. For example, the federal retention requirement for employment contracts [see item
*GR1050-06a COUNSELING PROGRAM RECORDS Reports of interviews, analyses, and similar records relating to the counseling of an employee for work-related, personal, or substance abuse problems, including any warnings associated with the counseling. Usually maintained at the supervisory level or by human resources departments. 3 years after termination of counseling. Retention Note: For records retained by professional therapists; refer to Local Schedule HR for patient records. GR1050-06b COUNSELING PROGRAM RECORDS Records relating to the planning, coordination, implementation, direction, and evaluation of an employee counseling program. 3 years. *GR1050-07 DISCIPLINARY AND ADVERSE ACTION RECORDS Records created by civil service boards or by personnel or supervisory officers in considering, or reconsidering on appeal, an adverse action (e.g., demotion, probation, termination, suspension, leave without pay) against an employee, including, as applicable, witness and employee statements, interview reports, exhibits, reports of findings, and decisions and judgments. (1) All employees of sheriff’s departments in counties with a population of 3.3 million or more. (2) Police and fire department personnel in municipalities with a population of 10,000 or more that have established civil service boards under Local Government Code, Chapter 143. (3) All local government employees. PERMANENT. PERMANENT. 2 years after case closed or action taken, as applicable. Retention Note: Refer to Retention Note (f) on page 1 of this schedule for disciplinary records of certain Sheriff’s office employees. By law – Local Government Code, Section 157.904. By law – Local Government Code, Section 143.011(c). By regulation - 29 CFR 1602.31, 1602.40, and 1602.49. GR1050-08 EMPLOYEE PENSION AND BENEFITS RECORDS For records of pension and deferred compensation deductions from payroll see GR1050-52(b).
*GR1050-08a EMPLOYEE PENSION AND BENEFITS RECORDS Employee benefit plans such as pension; life, health, and disability insurance; seniority and merit systems; and deferred compensation plans, including amendments. Termination of plan + 1 year. By regulation - 29 CFR 1627.3(b)(2). Retention Note: If the plan or system is not in writing, a memorandum fully outlining the terms of the plan or system and the manner in which it has been communicated to affected employees, together with notations relating to any revisions, must be retained for the same period as written plans. *GR1050-08b EMPLOYEE PENSION AND BENEFITS RECORDS Enrollment forms providing personal identifying data, beneficiary information, option selection, acknowledgement forms, and similar information. (1) If the official record is maintained by the retirement system of the local government is a member or by the service provider. (2) If the official record is maintained by the local government. (A) Pension and deferred compensation. (B) Life, health, accidental and disability insurance. (C) Any benefit other than those noted in (A) or (B). AV. Date of separation + 75 years. Termination of coverage + 4 years. US or separation + 2 years, as applicable. Retention Note: Documents that serve as payroll deduction authorizations must be maintained for the retention period prescribed for item number GR1050-50. GR1050-08c EMPLOYEE PENSION AND BENEFITS RECORDS Annual reports from a pension system or fund. PERMANENT.
GR1050-14 EMPLOYMENT APPLICATIONS GR1050-14a EMPLOYMENT APPLICATIONS Applications, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions (both hired and not hired) or for promotion, transfer, or training opportunity (both selected and not selected) is required on the application form, by application procedures, or in the employment advertisement. 2 years from the creation (or receipt) of the record or the personnel action involved, whichever later. By regulation - 29 CFR 1602.31, 1602.40, and 1602.49. GR1050-14b EMPLOYMENT APPLICATIONS Samples of publications, artwork, or other products of prior achievement not returned to applicants. AV. GR1050-14c EMPLOYMENT APPLICATIONS Transcripts of persons hired if state or federal law or regulation mandates a level of education needed to qualify for employment (e.g., school district professional and paraprofessional personnel). See also item number GR1050-28(a). Date of separation + 5 Retention Note: If applicant screening or hiring decisions are based on resumés, with only successful or interviewed candidates completing employment applications, then resumés of persons not hired must be kept for the same period as employment applications. If resumés are supplemental to employment application forms, they need only be retained as long as administratively valuable. GR1050-15 EMPLOYMENT CONTRACT/COLLECTIVE BARGAINING RECORDS GR1050-15a EMPLOYMENT CONTRACT/COLLECTIVE BARGAINING RECORDS Contracts and agreements, including collective bargaining agreements, between a government and an employee or a group of employees, including written acceptances of such contracts. Last effective date of contract + 4 years. GR1050-15b EMPLOYMENT CONTRACT/COLLECTIVE BARGAINING RECORDS Records relating to the negotiation of collective bargaining agreements or similar group contracts, including reports; correspondence; mediation or arbitration agreements; the proceedings, findings, and awards of arbitration boards; and similar records. Last effective date of contract + 4 or, if no agreement or contract results, 4 years.
GR1050-16 EQUAL EMPLOYMENT OPPORTUNITY RECORDS AND REPORTS GR1050-16a EMPLOYMENT OPPORTUNITY RECORDS AND REPORTS Reports, analyses, or statistical data compiled from source documentation used to complete EEO reports. 3 By regulation - 29 CFR 1602.30, 1602.39, and 1602.48. GR1050-16b EQUAL EMPLOYMENT OPPORTUNITY RECORDS AND REPORTS EEO-1, EEO-4, EEO-5, and EEO-6 reports. 3 years. By regulation - 29 CFR 1602.32, 1602.41, and 1602.50. GR1050-16c EQUAL EMPLOYMENT OPPORTUNITY RECORDS AND REPORTS Case files relating to discrimination complaints, including complaints, legal and investigative documents, exhibits, related correspondence, withdrawal notices, and decisions or judgments. Resolution of case + 3 years. GR1050-17 EQUAL PAY RECORDS Reports, studies, aggregated or summarized data, and similar documentation compiled to monitor and demonstrate compliance with the Equal Pay Act. 2 years. By regulation - 29 CFR 1620.32(c). GR1050-18 FIDELITY BONDS Effective life of bond + 5 years. Retention Note: Does not include the Official Bond Record maintained by county clerks, which must be retained PERMANENTLY. GR1050-19 FINGERPRINT CARDS Date of separation + 5 Retention Note: If fingerprint cards are created for all applicants for a position, those of persons not hired must be retained 2 years under item number GR1050-14. *GR1050-20 GRIEVANCE RECORDS Records relating to the review of employee grievances against personnel policies, working conditions, etc. Final decision on the grievance + 2 years. Retention Note: Do not confuse these records with those involving EEO complaints [see item number *GR1050-21 JOB EVALUATIONS Job evaluations, performance appraisals, or other similar documents used to evaluate the performance of employees. US + 2 years or date of separation + 2 years, whichever sooner. By regulation – 29 CFR 1620.32(c). Retention Notes: a) Refer to SD3575-05 pertaining to evaluations on school teachers. b) Refer to Retention Note (f) on page 1 of this schedule for evaluations of certain Sheriff’s office employees.
GR1050-31 WORK SCHEDULES Work, duty, shift, crew, case schedules, rosters, or assignments except work schedules includable in item number GR1050-56. 1 year. *GR1050-32 WORKERS COMPENSATION CLAIM RECORDS Records of accidents to or job-related illnesses of employees. Retention Note: Refer to GR1050-22b(1) for any medical or exposure records created or collected. *GR1050-32a WORKERS COMPENSATION CLAIM RECORDS Initial and supplemental incident forms, reports, or logs. CE + 5 years. By regulation - 29 CFR 1904.33. Retention Note: If a claim is filed as a result of the accident or illness any forms or reports related to the incident must be retained under GR1050-32b. *GR1050-32b WORKERS COMPENSATION CLAIM RECORDS Records of workers compensation claims filed by employees, including any reports or investigations used to determine eligibility. (1) If the local government is self-insured. (2) If the local government is not CE of closure of claim + 50 years. CE + 5 GR1050-33 FINANCIAL DISCLOSURE STATEMENTS Financial disclosure statements of officers and/or employees of a local government required by Local Government Code Section 145.007(c) or 159.007(c). Date of separation + 2 years. By law – Local Government Code, Section 145.007(c); 159.007(c). Retention Notes: a) For campaign contribution and expenditure statements see item number EL3125-01 in Local Schedule EL (Records of Elections and Voter Registration). b) See item number EL3125-04 for financial disclosure statements of local government candidates.
*GR1050-40 APPLICATIONS FOR PERMANENT EMPLOYMENT CERTIFICATION (ETA Form 9089) Includes applications and supporting documentation, including employment applications, summaries of recruitment efforts, job postings, newspaper advertisements, job orders with the Texas Workforce Commission, and correspondence with the U.S. Department of Labor and attorneys. Date of filing of application + 5 years. *GR1050-41 OUTSIDE/SECONDARY EMPLOYMENT AUTHORIZATIONS Personnel forms requesting permission to perform at a job outside of the local government. Date of separation or superseded + 2 years, as applicable. *GR1050-42 LICENSE AND DRIVING RECORD CHECKS US or date of separation. Retention Note: See item number SD3500-03c for driving record checks of school bus drivers. *GR1050-43 LABOR STATISTICS REPORTS Reports providing statistical information on labor force. 3 years. *GR1050-44 AMERICANS WITH DISABILITIES ACT (ADA) DOCUMENTATION Self evaluations and plans documenting compliance with the requirements of the Americans with Disabilities Act. 3 years. By regulation - 28 CFR 35.105(c). SECTION 3-2: PAYROLL RECORDS Retention Note: OTHER ACCOUNTING RECORDS - This section supplements Section 2-2 and schedules financial and accounting records found in most local governments specific to the disbursement of payroll. If a payroll-related record is not scheduled in this section, use Section 2-2 for the comparable record; e.g., payroll fund reconciliations should be retained for FE + 5 years under the retention for Banking Records (see item number GR1025-28). Record Number Record Record Description Retention Period Remarks GR1050-50 DEDUCTION AUTHORIZATIONS Documentation used to start, modify, or stop all voluntary or required deductions from payroll, including orders of garnishment or other court-ordered attachments. 4 years after separation or 4 years after amendment, expiration, or termination of authorization, whichever sooner.
GR1050-52e EARNINGS AND DEDUCTION RECORDS Copies of annual or other periodic statements furnished to each employee detailing the deductions and contributions to a pension or deferred compensation plan during the past year or period, if not used to satisfy the retention requirement set in (b). 2 years. GR1050-52f EARNINGS AND DEDUCTION RECORDS Payroll adjustment records, including transaction registers, authorizations, and similar records authorizing and detailing adjustments to payroll records because of overpayment, underpayment, etc. FE + 5 years for school districts; FE + 3 years for other governments. GR1050-53 FEDERAL AND STATE TAX FORMS AND REPORTS GR1050-53a FEDERAL AND TAX FORMS AND REPORTS Forms used to determine withholding from wages and salaries for payroll tax purposes (W-4 Forms). 4 after separation or 4 years after form amended, whichever sooner. By regulation - 20 CFR 404.1225(b) (3), 26 CFR 31.6001-1(e) (2) for federal forms and by authority of this schedule for any state forms. GR1050-53b FEDERAL AND STATE TAX FORMS AND REPORTS Forms and reports used to report the collection, distribution, deposit, and transmittal of payroll or unemployment taxes (W-2, 1099). 4 years after tax due date or date tax paid, whichever later. By regulation - 20 CFR 404.1225(b) (3), 26 CFR 31.6001-1(e) (2) for federal forms and by authority of this schedule for state forms. GR1050-54 LEAVE RECORDS
GR1075-03b PURCHASE AND RECEIPT RECORDS Purchasing log, register, or similar record providing a chronological record of purchase orders issued, orders received, and similar data on procurement status. FE + 3 GR1075-03c PURCHASE AND RECEIPT RECORDS Packing and order acknowledgments. AV. GR1075-03d PURCHASE ORDER AND RECEIPT RECORDS Vendor and commodity lists. US. GR1075-04 W-9 FORM - REQUEST FOR TAXPAYER IDENTIFICATION NUMBER (TIN) AND CERTIFICATION W-9 IRS Form used to request a taxpayer identification number (TIN) for reporting information to IRS. This includes W-9 forms received by local governments from vendors. Date account is opened or date instrument purchased + 3 years. By regulation - 26 CFR 31.3406(h)-3(g). SECTION 4-2: FACILITY, VEHICLE, AND EQUIPMENT MANAGEMENT RECORDS Record Number Record Title Record Description Retention Period Remarks GR1075-15 ACCIDENT AND DAMAGE REPORTS (PROPERTY) Reports of accidents or damage to facilities, vehicles, or equipment if no personal injury is involved. 3 years. Retention Note: For accident reports involving personal injury see item numbers GR1000-20 and GR1050-32. GR1075-16 CONSTRUCTION PROJECT RECORDS
*GR1075-26 EQUIPMENT MANUALS Equipment manuals, owner’s manuals, instructional manuals, or other similar documentation for government owned equipment, except for equipment manuals noted elsewhere in this schedule or other schedules adopted by the commission. LA. SECTION 4-3: COMMUNICATIONS RECORDS Record Number Record Record Description Retention Period Remarks GR1075-40 POSTAL AND DELIVERY SERVICE RECORDS GR1075-40a POSTAL AND DELIVERY SERVICE RECORDS Meter and permit usage records. 1 year. GR1075-40b POSTAL AND DELIVERY SERVICE RECORDS Registered, certified, insured, and special delivery mail receipts and similar records of transmittal by express or delivery companies. 1 year. GR1075-41 TELEPHONE LOGS OR ACTIVITY REPORTS Registers or logs of telephone calls and fax transmissions made and similar activity reports. GR1075-41a TELEPHONE LOGS OR ACTIVITY REPORTS If the log, report, or similar record is used for cost allocation purposes. FE + 5 years for school districts; FE + 3 years for other governments. GR1075-41b TELEPHONE LOGS OR ACTIVITY REPORTS If the log, report, or similar record is used for internal control purposes other than cost allocation. 1 year. GR1075-41c [WITHDRAWN –SEE GR1075-43]
*GR5800-08 TECHNICAL DOCUMENTATION Records adequate to specify all technical characteristics necessary for reading or processing of electronic records and their timely, authorized disposition. Includes documentation describing how a system operates and which is necessary for using the system such as user guides, system or sub-system definitions, system specifications, input and output specifications, and system flow charts; program descriptions and documentation such as program flowcharts, program maintenance logs, change notices, and other records that document modifications to computer programs; and data documentation necessary to access, retrieve, manipulate and interpret data in an automated system such as a data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements. Until electronic records are transferred to and made usable in a new hardware or software environment with new documentation, or there are no electronic records being retained to meet an approved retention period that require the documentation to be retrieved and read. Retention Note: If the retention period of electronic records is extended to meet requirements of an audit, litigation, open records action, etc. any technical documentation required to retrieve and read the records must also be retained for the same period. *GR5800-09 AUTOMATED PROGRAM LISTING / SOURCE CODE Automated program code and builds which generate the machine-language instructions used to operate software programs. Until superseded or software program no longer used, whichever sooner. SECTION 5-2: COMPUTER OPERATIONS AND TECHNICAL SUPPORT RECORDS Retention Note: Not all of the following types of records will be created with all electronic systems. A local government should determine which records are needed according to the type of computer operation in use (mainframe, individual personal computers, networked personal computers, etc.). The records in this section may be maintained electronically (on-line, magnetic tape, optical disk, etc.) or on another medium such as paper or microform provided the approved retention period is met. Record Number Record Record Description Retention Period Remarks
*GR5825-01 SYSTEM SECURITY RECORDS . *GR5825-01a SYSTEM SECURITY RECORDS Records created for security purposes to control or monitor individual access to a system and its data, including but not limited to user account records, security login information, and password files. US, date of expiration, or date of separation + 2 years, as applicable. *GR5825-01b SYSTEM SECURITY RECORDS Records used to control and monitor the security of a system and its data, including vulnerability scans, intrusion tests, malicious code detection tests, threat and risk assessments, technical security reviews, patch management logs, intrusion detection logs, firewall logs, and related records. Records documenting incidents and investigations involving unauthorized attempted entry, probes and/or attacks on information systems or networks. AV. GR5825-02 BATCH DATA ENTRY CONTROL RECORDS Forms and logs used to reconcile batches submitted for processing against batches received and processed. AV after reconciliation confirmed. GR5825-03 CHARGEBACK RECORDS TO DATA PROCESSING SERVICES USERS Records used to document, calculate costs, and bill program units for computer usage and data processing services. These records are also used for cost recovery, budgeting, or administrative purposes. FE + 5 for school districts; FE + 3 years for other local governments. GR5825-04 COMPUTER JOB SCHEDULES AND REPORTS Schedules or similar records showing computer jobs to be run and reports by computer operators or programmers of work performed. 90 days. GR5825-06 DATA PROCESSING PLANNING RECORDS Reports, studies, analyses, projections, and similar records concerning the creation, development, or modification of data processing systems and services. 5 years. Retention Note: Review before disposal; some records of this type may PERMANENT retention for historical reasons. *GR5825-07 [WITHDRAWN – SEE GR5750-07]
Comments or complaints regarding the programs and services of the Texas State Library and Archives Commission can be addressed to the Director and Librarian, PO Box 12927, Austin, TX 78711-2927 512-463-5460 or 512-463-5436 Fax Copies of this publication are available in alternative format upon request.