UI records retention schedule

Overview

The UI records retention schedule is document the required records retention per APM 65.02. 

References:

State of Idaho General Records Retention Schedule

65.02 - Records Inventory, Retention and Disposition

Data retention standard (pending publish)

Retention Codes

AC - After closed, terminated, completed, expired, settled or last date of contract
AV - Until no longer administratively valuable
CE - Calendar Year End (December 31)
FE - Fiscal Year End (June 30)
LA - Life of Asset
PM - Permanent
US - Until Superseded

Records retention schedule

Type Series Group #  Series Description Retention Period & Transfer Instruction (By Year) Archival (A) Guidance System of record Office of record
ADMINISTRATIVE RECORDS GRS-ADM-001 PROPOSED LEGISLATION RECORDS
Records created by agencies for the purpose of proposing
legislation. May include:
• Bill Drafts;
• Memoranda;
• Research;
• Fiscal notes;
• Summaries;
• Estimated cost reports; and
• Impact statements and other information documenting
the proposed legislation.		 PM A      
ADMINISTRATIVE RECORDS GRS-ADM-002 ADMINISTRATIVE RULE MAKING RECORD
Records created during the rulemaking process. Rulemaking
record must include:
• Copies of all documents published in the Bulletin;
• All written petitions, submissions and comments received
by the agency and the agency’s response to those
petitions, submissions, and comments;
• All written materials, considered by the agency in
connection with the formulation, proposal, or adoption of
the rule;
• A record of any oral presentations, any transcriptions of
oral presentations and any memorandum prepared by a
presiding officer summarizing the contents of the
presentations; and
• Any other materials or documents prepared in
conjunction with the rulemaking.
Rulemaking record does not need to include the exclusive
basis for agency action on that rule or for judicial review
thereof, unless provided for by law.		 AC +2, then destroy   AC = effective date of rule    
ADMINISTRATIVE RECORDS GRS-ADM-003 POLICY CASE FILES
Records related to the development and implementation of
agency policy.		 AV, then destroy       OGC
ADMINISTRATIVE RECORDS GRS-ADM-004 PROCEDURE AND DESK MANUALS
These records document expected actions to be taken to
achieve objectives and implement policies through day to day
operations. They govern routine daily business activities.		 US +3, then destroy        
ADMINISTRATIVE RECORDS GRS-ADM-005 POLICY MANUALS
Record that documents the principles which govern an
agency’s practices.		 PM A      
ADMINISTRATIVE RECORDS GRS-ADM-006 ADMINISTRATIVE HEARING & COMMITTEE RECORDS
Records documenting the actions, meetings and membership
of the agency’s governing body, executive management
team, and other policy/rule-setting boards, committees,
commissions, councils, or task forces. May include:
• Agendas, meeting/agenda packets, meeting notices;
• Proof of publications;
• Meeting minutes;
• Speaker sign-up, written testimony;
• Reports, resolutions, orders and conclusions
reached; and
• Appointment, reappointment and termination notices.		 PM A      
ADMINISTRATIVE RECORDS GRS-ADM-007 AGENCY’S ESTABLISHMENT AND DEVELOPMENT
HISTORY
Records documenting the creation and significant changes of
the agency and its major programs. May include, but is not
limited to:
• Summaries/histories of the agency/programs;
• Scrapbooks, photographs, articles, recordings, and
records documenting significant program events;
• Transition documentation prepared for incoming
officials/agency heads;
• Organizational charts and other records documenting
significant changes/restructures (such as agency
mergers/splits, creation/combinations of divisions, major
changes of agency functions/roles);
• Administrative maps that define regional boundaries and
headquarters of decentralized agencies or that show the
geographic extent or limits of an agency’s programs and
projects;
• Formally prepared descriptions of the responsibility
assigned to the senior executive officers of an agency at
the division level and above; and
• Strategic Plans and Annual Reports to Governor.		 PM A      
ADMINISTRATIVE RECORDS GRS-ADM-008 DISASTER PLANNING/RECOVERY FILES
Records related to preparation of agency plans for action to
address an emergency (fire, flood, earthquake, and other
disasters). May include, but is not limited to:
• Continuity of Operations Plans;
• Recovery reports; and
• Damage survey and analysis.		 PM A      
ADMINISTRATIVE RECORDS GRS-ADM-009 REASONABLE ACCOMMODATION FILES
Records related to plans, policies and procedures developed
by agencies to establish and support reasonable
accommodation and related human rights programs in
compliance with state and federal law. May include:
• Surveys of government buildings to determine
accessibility to the physically challenged;
• Requests, correspondence and resolutions for reasonable
accommodation from employees and members of the
public.		 AC +10, then
destroy		        
ADMINISTRATIVE RECORDS GRS-ADM-010 FEASIBILITY STUDIES
Studies conducted before the installation and implementation
of any adopted technology, equipment, process or procedure.
Includes studies and systems analysis for the initial
establishment and major changes of these systems.		 LA +3, then
destroy		        
ADMINISTRATIVE RECORDS GRS-ADM-011 INTERNAL COMMITTEE AND CONFERENCE FILES
Records created by an internal agency committee or
conference, including advisory committees. Includes:
• Agendas, meeting packets;
• Meeting minutes; and
• Final reports.		 AC +4, then
destroy		        
ADMINISTRATIVE RECORDS GRS-ADM-012 DAILY ACTIVITY SCHEDULES
Records regarding employees, who are not executives or
exempt status, containing substantive information relating to
official daily activities, the substance of which has not been
incorporated into official files. May include, but is not limited
to:
• Calendars;
• Appointment books;
• Schedules;
• Logs; and
• Other records documenting meetings, appointments,
telephone calls, trips, visits and other activities of
employees.		 AV, then
destroy		        
ADMINISTRATIVE RECORDS GRS-ADM-013 AGENCY HEAD AND ELECTED OFFICIAL RECORDS
Records that document how the agency’s executive office is
organized and how it functions, its pattern of action, its
policies, daily activities, procedures and achievements. These
records document executive decisions made regarding
agency interests. Executive decision makers may include the
Executive Director, Chief Administrative Officer, Fiscal
Officer or other internal administrators as identified by
executive office.
• Calendars, appointment books, schedules;
• Enduring long-term value correspondence (non-
transitory);
• Subject files
• Speeches, interviews;
• Memorandum, directive, orders; and
• Reports.		 PM A      
ADMINISTRATIVE RECORDS GRS-ADM-014 MANAGEMENT IMPROVEMENT RECORDS (ROUTINE)
Records capturing the analysis and implementation of routine
changes to programs and operations within the agency. May
include, but is not limited to:
• Progress or performance reviews/audits;
• Monitoring, project evaluation reports;
• Biennial, annual, or monthly reports;
• Statistical reports;
• Needs assessment studies;
• Project outlines and schedules; and
• Surveys.		 AC +4, then
destroy		        
ADMINISTRATIVE RECORDS GRS-ADM-015 MANAGEMENT IMPROVEMENT RECORDS (SIGNIFICANT)
Records capturing the analysis and implementation of
significant changes to programs and operations within the
agency. May include, but is not limited to:
• Progress or performance reviews/audits;
• Monitoring, project evaluation reports;
• Biennial, annual, or monthly reports;
• Statistical reports;
• Needs assessment studies;
• Project outlines and schedules; and
• Surveys.		 PM A      
ADMINISTRATIVE RECORDS GRS-ADM-016 ROUTINE PROGRAM REPORTS
Records relating to routine statistical and narrative reports to
document program work and track progress activity while
administering agency functions and programs. May include,
but is not limited to:
• Periodic project updates (quarterly or monthly reports);
• Statistical summaries, including graphs and diagrams;
• Productivity tracking; and
• Governing routine business activities.		 AC +4, then
destroy		        
ADMINISTRATIVE RECORDS GRS-ADM-017 TECHNICAL REFERENCE AND READING FILES
These are documents retained strictly for reference and
informational purposes which are not part of any other
official files. Record of all memoranda and correspondence
generated by another agency for general reference by all
agency employees.
May include:
• Reports, studies, special compilations of data;
• Drawings, periodicals, books, clippings; and
• Extra (non-record) copies of policy and procedure files,
brochures, catalogs, vendor price lists, and publications
prepared internally and externally.		 AV, then
destroy		        
ADMINISTRATIVE RECORDS GRS-ADM-018 WORKING PAPERS
Papers of short-term use and interest, which have no
documentary or evidential value, that comprise the
background records. May include:
• Preliminary studies and reports;
• Drafts; and
• Notes.		 AV, then
destroy		        
BOARD AND COMMISSION RECORDS GRS-BRD-001 BOARD AND COMMISSION MEETING AND HEARING
RECORDS
Records documenting the actions, meetings,
hearings and membership of the board or commission. May
include:
• Agendas, meeting/agenda packets, meeting notices;
• Proof of publications;
• Meeting minutes;
• Motions, action items, appeals;
• Narrative history or description of issue;
• Speaker sign-up, written testimony;
• Reports and findings of fact; and
• Final orders, opinions, conclusions or
decisions reached.		 PM A      
BOARD AND COMMISSION RECORDS GRS-BRD-002 BOARD AND COMMISSION MEMBER RECORDS
Records documenting board and commission activities that
serves as a reference source for board and commission
members. May include:
• Plans, statements of goals and objectives;
• Committee reports;
• Budgets; and
• Financial statements.
Records are often compiled in a notebook for each member.		 AV, then
destroy		        
BOARD AND COMMISSION RECORDS GRS-BRD-003 BOARD AND COMMISSION MEMBER PERSONNEL
RECORDS
Records documenting the appointment or election and
subsequent personnel actions of board and commission
members. May include:
• Résumés and applications;
• Letters of appointment and resignation;
• Election records;
• Job descriptions;
• Employee data sheets; and
• Training, awards and commendations.		 AC +5, then
destroy 		   AC=Separation
from board or
commission		    
BOARD AND COMMISSION RECORDS GRS-BRD-004 BOARD AND COMMISSION ESTABLISHMENT AND
DEVELOPMENT HISTORY
Records documenting the creation and significant changes of
the board or commission. May include:
• Summaries/histories of the board or commission;
• By-laws;
• Mission, Vision, Goal Statements;
• Position and Policy Statements;
• Enduring long-term value correspondence;
• Scrapbooks, photographs, articles, recordings, and
records documenting significant program events;
• Work plans; and
• Related documentation.		 PM  A      
BOARD AND COMMISSION RECORDS GRS-BRD-005 BOARD AND COMMISSION REPORTS AND STUDIES
Records documenting findings, assessments,
recommendations, research activities, studies,
accomplishments, goals, and other activities of the board or
commission. May include:
• Project evaluation reports;
• Public surveys;
• Program or plan summaries;
• Progress or performance reports;
• Biennial, annual, or monthly reports;
• Workload studies;
• Photographs;
• Monitoring reports;
• Needs assessment studies;
• Project outlines and schedules;
• Administrative histories; and
• Statistics.		 PM  A      
BUDGET RECORDS GRS-BGT-001 ANNUAL BUDGET REPORTS
Agency reports at the end of the fiscal year on the status of
appropriation accounts and apportionment.		 PM  A      
BUDGET RECORDS GRS-BGT-002 ROUTINE BUDGET RECORDS
Records used to assist in the preparation of the division
budget and to justify budget requests presented to the
department director. They also contain work programs,
budget estimates and justification prepared or consolidated
in formally organized budget office. May include:
• Appropriation language sheets;
• Narrative statements;
• Workload/expansion plans and related schedules and
data;
• Allocation and re-allocation schedules;
• Monthly obligation proposals; and
• Monthly or routine reports.		 AC +4, then
destroy		        
BUDGET RECORDS GRS-BGT-003 BUDGET POLICY FILES
Records related to formally organized budget offices which
document agency policy governing budget administration and
reflecting policy decisions affecting expenditures for agency
programs.		 PM  A      
BUDGET RECORDS GRS-BGT-004 GRANT RECORDS (FEDERAL)
Records documenting grants received or awarded by federal
governmental entities. May include:
• Accepted proposals and applications;
• Contracts, agreements, certificates;
• Allocation of funds and project budgets;
• Annual, monthly and project reports;
• Studies;
• Control files including indices, registers and logs; and
• Memoranda and other records relating to receipt, review,
award, evaluation, status and monitoring of grants.		 AC +3, then
destroy		        
BUDGET RECORDS GRS-BGT-005 GRANT RECORDS (NON-FEDERAL)
Records documenting grants received or awarded by non-
federal governmental entities. May include:
• Accepted proposals and applications;
• Contracts, agreements, certificates;
• Allocation of funds and project budgets;
• Annual, monthly and project reports;
• Studies;
• Control files including indices, registers and logs; and
• Memoranda, correspondence, and other records relating
to receipt, review, award, evaluation, status and
monitoring of grants.		 AC +3, then
destroy		        
BUDGET RECORDS GRS-BGT-006 UNSUCCESSFUL GRANT APPLICATION FILES
Rejected and withdrawn grant applications, memoranda and
other records relating to the decision to reject the grant
proposal.		 AC +1, then
destroy		        
BUDGET RECORDS GRS-BGT-007 DEVELOPMENT PROGRAM RECORDS
Records related to the administration of the agency’s
development program. The development program raises
funds and other resources for support of the organization and
its programs through cultivation of individual, corporate,
government and foundation support and special events. May
include:
• Fundraising event and project records; and
• Gifts in-kind and financial donations.		 AC +6, then
destroy		        
COMMUNICATION RECORDS GRS-COM-001 CORRESPONDENCE (ROUTINE)
Internal or external transitory correspondence related to
general agency business. Records created while
administering agency functions and programs. May include:
• Orders, requests, inquiries;
• Replies;
• Acknowledgments; and
• Announcements.
Does not include policy decisions or directives, how the office
is organized, how it functions, its pattern of action,
procedures or achievements.		 AV, then
destroy		        
COMMUNICATION RECORDS GRS-COM-002 MAILING LISTS
Lists of contact information for individuals, companies or
other entities with which the agency corresponds.		 US, then
destroy		        
COMMUNICATION RECORDS GRS-COM-003 MAIL CONTROL RECORDS
Records of receipt and routing of incoming and outgoing mail
and items handled by state mail system and private delivery
companies such as United Parcel Service. May include:
• Postage meter logs/reports;
• Logs and return receipts (Special delivery, foreign,
registered, certified and parcel post mail); and
• Signed pickup and delivery forms.		 AC +4, then
destroy		        
COMMUNICATION RECORDS GRS-COM-004 PUBLICATIONS
Records of enduring value, regardless of format or platform,
that are disseminated by a governmental entity for public
distribution. May include:
• Newsletters;
• Significant or Official Reports;
• Pamphlets, brochures, posters;
• Manuals; and
• Other published or processed documents, and the last
manuscript report, if not published, relating to
management projects.		 PM A      
COMMUNICATION RECORDS GRS-COM-005 PRESS RELEASES
Official prepared statements or announcements issued for
distribution to the media.		 PM A      
COMMUNICATION RECORDS GRS-COM-006 CARTOGRAPHIC RECORDS
Records documenting the cartographic information about the
State of Idaho. May include:
• Maps (printed, automated, and microfilmed);
• Aerial photography;
• Models;
• Raised relief maps;
• Remote sensing imagery;
• Geographic Information System data.		 PM A      
FACILITY MANAGEMENT RECORDS GRS-FAC-001 EQUIPMENT APPRAISAL RECORDS
Records related to the assessment of state-owned equipment
and property, excluding real property. May include:
• Location;
• Legal description;
• Value; and
• Photographs of property or equipment.		 US, then
destroy		        
FACILITY MANAGEMENT RECORDS GRS-FAC-002 BUILDING AND EQUIPMENT SERVICE RECORDS
Records documenting building and agency-owned or
leased equipment (computers, telephones, printers,
etc.) maintenance services, excluding fiscal records. May
include:
• Request;
• Work order;
• Authorization;
• Work logs; and
• Verification of work done, and related records.		 AC +4, then
destroy		        
FACILITY MANAGEMENT RECORDS GRS-FAC-003 CONSTRUCTION PLANS IN-REVIEW
Preliminary designs and specifications prepared by
architectural firms for review by state agency.		 AV, then
destroy		        
FACILITY MANAGEMENT RECORDS GRS-FAC-004 CONSTRUCTION PROJECT CASE FILES
Records documenting the construction and/or renovation of
state-owned facilities, roads, and bridges. May include:
• As-built construction plans and specifications;
• Under-construction plans and specifications;
• Concept drawings, preliminary drawings, working
drawings;
• Project meeting minutes, approval, program review
and/or comments;
• Selected images/photographs showing major/significant
stages of the project.		 PM A      
FACILITY MANAGEMENT RECORDS GRS-FAC-005 NATURAL DISASTER AND DAMAGE SURVEY OF PUBLIC
BUILDINGS
Survey and analysis of damage done to public buildings
during natural disasters or acts of vandalism.		 PM A      
FACILITY MANAGEMENT RECORDS GRS-FAC-006 SPACE UTILIZATION REPORTS
Reports on the amount of floor space in agency buildings,
including number of rooms and the capacity.		 AV, then
destroy		        
FINANCIAL RECORDS GRS-FIN-001 ACCOUNTING ADMINISTRATIVE RECORDS
Documents relating to voucher preparation, administrative
audit and other accounting and disbursing operations.		 AC +4, then
destroy		        
FINANCIAL RECORDS GRS-FIN-002 ACCOUNTS PAYABLE AND RECEIVABLE RECORDS
Records documenting monies collected or paid in the conduct
of business. May include:
• Invoices billing non-state agencies or institutions for
supplies, services or repairs provided by an agency;
• Purchase/field orders, bills of sale, receipts, petty cash,
cash books, remittance advices, vouchers, vendor
rebates, fiscal purchasing/receiving documents, etc.;
• Billing statements, billing summaries
(registers/ledgers), adjustments to accounts (error
corrections, overpayment refunds, conservation rebates,
etc.), delinquent account lists;
• Refund requests;
• Financial statements and reports;
• Registers and journals (general and subsidiary) for all
funds and functions;
• Electronic funds transfer authorization;
• Reconciliations;
• Check/warrant registers and requests; and
• Appropriation adjustment forms.		 AC +4, then
destroy		        
FINANCIAL RECORDS GRS-FIN-003 AUDITOR'S FINANCIAL REPORT
Report prepared by internal or external auditors because of a
financial audit.		 PM A      
FINANCIAL RECORDS GRS-FIN-004 BANKING
Records documenting the agency’s banking activities and
documenting its banking transactions. May include:
• Canceled checks;
• Debit/credit memoranda;
• Debit/credit adjustments; and
• Deposit slips and monthly reconciliations.		 AC +4, then
destroy		        
FINANCIAL RECORDS GRS-FIN-005 FINANCIAL REPORTS AND DATA FILES
Reports and records maintained by financial offices. May
include:
• Ledgers and forms used to accumulate data;
• Cost report on services provided and fees charged.		 AC +4, then
destroy		        
FINANCIAL RECORDS GRS-FIN-006 EMPLOYEE TRAVEL REIMBURSEMENT RECORDS
Records relating to reimbursing individuals for expenses
incurred during travel for business purposes. May include:
• Travel orders;
• Travel authorizations;
• Per diem vouchers;
• Transportation requests, hotel reservations; and
• All supporting records documenting official travel by
officers, employees or others authorized by law to
travel.		 AC +4, then
destroy		        
FINANCIAL RECORDS GRS-FIN-007 ACCOUNTING POSTING AND CONTROL FILES
Records used as posting and control media, subsidiary to the
general and allotment ledgers, and not elsewhere covered in
this schedule.		 AC +4, then
destroy		        
FINANCIAL RECORDS GRS-FIN-008 TAX AND REVENUE ANTICIPATION NOTES
Short-term notes which are revenue supported. They are
issued by the State Treasurer for a term of less than 1 year.		 AC +4, then
destroy		        
FINANCIAL RECORDS GRS-FIN-009 VENDOR FILES
Records related to payment of vendors for services and
goods. May include:
• IRS Form W-9;
• Vendor Registration Forms.		 AV, then
destroy		        
FINANCIAL RECORDS GRS-FIN-010 WARRANT REQUESTS USED IN THE PURCHASE OF REAL
PROPERTY
Documentation of the purchase of real estate by a government
agency.		 PM A      
FINANCIAL RECORDS GRS-FIN-011 INSURANCE POLICY FILES
Records documenting insurance policy contracts between a
state agency and a private party. May include:
• Contracts/agreements;
• Personal Security Bonds;
• Indemnity Bonds;
• Liability Insurance;
• Claims reports.		 AC +6, then
destroy 		   AC=End of
contract		    
HUMAN RESOURCES RECORDS GRS-HR-001 EMPLOYMENT ELIGIBILITY VERIFICATION
Records documenting verification of employment eligibility.
The retention period applies to forms completed for all new
hires as well as superseded or previous forms completed on
rehires. May include:
• Federal I-9 forms;
• H-1B labor condition applications and approvals;
• Copies of valid driver’s license, passports, or another
photo identification; and
• Copies of certificate of naturalization and supporting
documentation.		 AC +5, then
destroy 		   AC=Date of
separation		    
HUMAN RESOURCES RECORDS GRS-HR-002 EQUAL EMPLOYMENT OPPORTUNITY COMMISSION
(EEOC) AND OFFICE OF FEDERAL CONTRACT
COMPLIANCE PROGRAM (OFCCP) RECORDS
Records generated out of compliance, reporting or
complaints filed with the two agencies. May include:
• Reports of OFCCP violations; and
• EEOC reports, investigations, case files, complaints, etc.		 AC +10, then
destroy		        
HUMAN RESOURCES RECORDS GRS-HR-003 EMPLOYEE PAY HISTORY FILE
Records documenting the pay history of individual
employees. May include:
• Documentation of employee pay status;
• Payroll deductions (taxes, insurance, garnishments, or
other liens/attachments); and
• Authorizations for deductions/direct deposit.		 AC +5, then
destroy 		   AC=Date of
separation		    
HUMAN RESOURCES RECORDS GRS-HR-004 EMPLOYEE HEALTH AND MEDICAL FILES
Records documenting the health and medical history of an
employee. Created when an employee has a medical
condition (injury or illness – work or non-work related)
affecting their ability to work. May include:
• Information about the situation;
• Incident reports;
• Physical assessment forms;
• Information from physicians and other medical
providers;
• Return to work documentation; and
• Workers Compensation, FMLA and ADA cases.		 AC +5, then
destroy		   AC=Date of
separation		    
HUMAN RESOURCES RECORDS GRS-HR-005 PERSONNEL FILES
Records documenting the employment history of agency
personnel. May include:
• Documentation of training;
• Annual Evaluations;
• Awards and commendations;
• Emergency contact information;
• Personnel actions; and
• Driver’s license enhancements/restrictions.		 AC +5, then
destroy		   AC=Date of
separation		    
HUMAN RESOURCES RECORDS GRS-HR-006 EMPLOYEE COMPLAINT AND GRIEVANCE FILES
Records documenting complaints and grievances submitted
by employees regarding workplace issues (except EEOC and
Reasonable Accommodation complaints). May include:
• Employees grievance reports;
• Investigations;
• Interviews; and
• Response, etc.		 AC +5, then
destroy		   AC=Date of
separation		    
HUMAN RESOURCES RECORDS GRS-HR-007 RECRUITMENT FILES
Records documenting the process of recruiting and hiring
new employees. May include:
• Employment applications, résumés, etc.;
• Advertisements, vacancy announcements;
• Registers;
• Interview questions, applicant answers; and
• Reference checks.		 AC +4, then
destroy		        
HUMAN RESOURCES RECORDS GRS-HR-008 AGENCY TRAINING AND OUTREACH FILES
Records documenting agency development and facilitation of
training and outreach courses. involved with
arranging, facilitating, and coordinating training classes. May
include:
• Course and trainer information;
• Handouts;
• Training dates;
• Accommodations;
• Participation and evaluation material; and
• Materials, billing information, etc.		 AC +4, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-001 ACCESSION REGISTERS
Information related to library, archives, or museum
acquisitions. May include:
• Author, title, publisher;
• Item description;
• Year purchased or donated;
• Purchase price;
• Donor information; and
• Other bibliographic and accession data.		 AV, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-002 CIRCULATION RECORDS
Records relating to the borrowing, lending, and returning of
items in the library’s collection. May include:
• Item circulation history;
• User/patron records (applications for membership,
borrower registrations, parent/guardian
permissions); and
• Inter-library loan requests and tracking logs.		 AV, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-003 COPYRIGHT AND REPRODUCTION RECORDS
Records related to copyright ownership and reproduction of
agency owned objects and publications, and of the agency’s
use of items owned by other organizations. Also documents
agreements with other parties for private or commercial
use, reproduction, publication and sale of written materials
and photographs of agency owned objects and publications.
May include:
• Reproduction, resale, and publication policies;
• Contracts and agreements;
• Use restriction forms;
• Photograph release forms;
• Photographic service request forms;
• Requests for permission to reproduce or publish
photographs or documents;
• Fee schedules; and
• Work orders for purchase of printed materials.		 AC +6, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-004 EDUCATIONAL PROGRAM RECORDS
Records documenting the administration of the agency’s
education and public outreach programs. The education
program may include tours, lectures, workshops, webinars,
and other adult and children’s events and activities. May
include:
• Publicity;
• Orientation and training teaching packets;
• Class schedules; and
• Attendance rosters.		 AC +4, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-005 EXHIBIT RECORDS
Records documenting the planning, development,
installation and maintenance of temporary and permanent
on-site and off-site exhibitions, research of materials and
objects, and publication of exhibits. May include:
• Exhibit contracts;
• Design and installation records;
• Permanent and temporary exhibit inventory listings;
• Exhibit catalogs;
• Photographs and slides; and
• Exhibit scheduling records.		 AC +6, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-006 PUBLIC RECORDS REQUEST FILES (DENIED)
Records related to requests from members of the public for
access to public records which have been partially or denied
in full. May include:
• Logs and registers of requests;
• Notice of denial; and
• Supporting documentation for denial.
Requested records must be kept through end of required
retention period for denied request regardless of individual
retention requirements.		 AC +1, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-007 PUBLIC RECORDS REQUEST FILES (APPROVED)
Records related to requests from members of the public for
access to public records which have been fulfilled.		 AV, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-008 RECORDS DISPOSITION AND CONTROL FILES
Records relating to the physical and intellectual control of
the agency’s public records. May include:
• Transfer sheets;
• Destruction logs; and
• Indices, container lists, catalogues and finding aids.		 PM        
INFORMATION MANAGEMENT RECORDS GRS-INFO-009 RECORDS MANAGEMENT PROGRAM FILES
Records used in creating and establishing records
management practices. May include:
• Classification designations;
• Records control best practices; and
• Retention schedules.		 PM        
INFORMATION MANAGEMENT RECORDS GRS-INFO-010 APPLICATIONS/SYSTEM ACTIVITY MONITORING
RECORDS
Records which monitor the activities of an application or
system. May include:
• Event logs;
• Audit trails;
• Log-in records, security logs, and system usage files;
• Batch or data entry reports; and
• Job or task schedules.		 AV, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-011 SYSTEM AND DATA DOCUMENTATION FOR NON-
PERMANENT APPLICATIONS/SYSTEMS
Records created during development or modification of a
system, which are necessary to access, retrieve,
manipulate, and interpret data in that system. May
include:
• Planning/development documentation;
• Modification log, maintenance log, system change
notices;
• 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.
Records also include user and operational documentation
describing how a system operates. May include:
• Data entry, manipulation, output, and retrieval;
• User guides;
• System or sub-system definitions;
• System flowcharts;
• Program descriptions and documentation;
• Job control or workflow records; and
• System specifications, and input and output
specifications.		 LA, then
destroy		        
INFORMATION MANAGEMENT RECORDS GRS-INFO-012 SYSTEM AND DATA DOCUMENTATION FOR PRIMARY
OPERATIONS APPLICATIONS/SYSTEMS
Records created during development or modification of
a system, which are necessary to access, retrieve,
manipulate, and interpret data in that system. May
include:
• Planning/development documentation;
• Modification log, maintenance log, system change
notices;
• 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.
Records also include user and operational documentation
describing how a system operates. May include:
• Data entry, manipulation, output, and retrieval;
• User guides;
• System or sub-system definitions;
• System flowcharts;
• Program descriptions and documentation;
• Job control or workflow records; and
• System specifications, and input and output
specifications.		 PM        
INFORMATION MANAGEMENT RECORDS GRS-INFO-013 PROGRAM SOURCE CODE (STATE OWNED)
Records related to computer commands written in a
computer programming language that is meant to be read
by people. Generally, source code is higher-level
representation of computer commands as they are written
by people and, therefore, must be assembled or compiled
before a computer can execute the code as a program.
These records are maintained for reference, as backup, to
ensure adequacy of change documentation, or to rectify
errors in program implementation after related programs
are replaced, modified, or cease to be used.		 PM        
LEGAL RECORDS GRS-LEG-001 LEGAL GUIDANCE
Legal interpretations written at the request of an agency
asking for guidance in enforcing, obeying, and/or
interpretation of the law.		 PM A      
LEGAL RECORDS GRS-LEG-002 ROUTINE LITIGATION CASE FILES
Agency records related to litigation involving a state agency
which does not have profound influence on state government
administration or policies. May include:
• Case background information;
• Court documents; and
• Legal research.		 AV, then
destroy		        
LEGAL RECORDS GRS-LEG-003 SIGNIFICANT LITIGATION CASE FILES
Agency records related to litigation involving a state agency
which has a profound influence on state government
administration or policies. May include:
• Case background information;
• Court documents; and
• Legal research.		 PM A      
LEGAL RECORDS GRS-LEG-004 CONTRACTS AND AGREEMENTS
Instruments signed by the agency and one or more parties
that set out terms and conditions for products or services
rendered. May include:
• Interagency, intra-agency and inter-governmental
agreements;
• Liability Waivers (Personal Security Bonds, Indemnity,
hold harmless);
• Loan agreements; and
• Purchase and sales agreements.		 AC +6, then
destroy		        
MOTOR VEHICLE RECORDS GRS-MV-001 MOTOR VEHICLE OWNERSHIP RECORDS
Records documenting the ownership, registration, and
operation of agency vehicles which prove state ownership of
the vehicle. May include:
• Titles;
• Certificates of mileage;
• Registration; and
• Maintenance documentation.		 LA, then
destroy		        
MOTOR VEHICLE RECORDS GRS-MV-002 CRASH FILES
Records relating to accidents involving agency vehicles and
vessels and any subsequent inquiries/investigations. May
include:
• Police reports;
• Vehicle crash form;
• Photographic evidence; and
• Insurance adjuster’s report.		 AC +4, then
destroy		        
MOTOR VEHICLE RECORDS GRS-MV-003 MOTOR VEHICLE EMPLOYEE OPERATION FILES
Records relating to individual employee operations of
government-owned vehicles. May include:
• Driver tests;
• Certifications.		 AC +5, then
destroy 		   AC=Date of
separation		    
MOTOR VEHICLE RECORDS GRS-MV-004 MOTOR VEHICLE RELEASE FILES
Records relating to the transfer, sale, donation, or exchange
of state vehicles.		 AC +4, then
destroy		        
PAYROLL RECORDS GRS-PAY-001 PAYROLL PROCESSING, DISTRIBUTION, AND
REPORTING
Records related to workload and personnel management,
payroll operations and administration.		 AC +4, then
destroy		        
PAYROLL RECORDS GRS-PAY-002 EMPLOYEE BENEFITS FILES
Records related to employee benefits which are used to assist
retiring employees or beneficiaries May include:
• Eligibility worksheets;
• Annuity Estimates;
• Position/Pay Information; and
• Retirement assistance documents.		 AC +5, then
destroy		   AC= Date of
separation		    
PAYROLL RECORDS GRS-PAY-003 TIME AND ATTENDANCE FILES
Records documenting state employee attendance and leave.
May include:
• Time sheets, flextime attendance reports;
• Timecard, sign-in/sign-out sheets;
• Leave requests, adjustments; and
• Leave summary report.		 AC +4, then
destroy		        
PROPERTY RECORDS GRS-PRO-001 DECLARATION OF SURPLUS PROPERTY FORMS
Form required by the State Controller’s
Office indicating what equipment (desks, chairs, computers,
cameras, printers, etc.) an agency wishes to declare as
available.		 AC+5, then
destroy		        
PROPERTY RECORDS GRS-PRO-002 SURPLUS PROPERTY DISPOSAL AUTHORIZATION
FORMS
Form required by the State Controller’s Office indicating what
equipment (desks, chairs, computers, cameras, printers,
etc.) an agency wishes to dispose of.		 AC +5, then
destroy		        
PROPERTY RECORDS GRS-PRO-003 REAL PROPERTY FILES
Records documenting the transfer of ownership of real
property to or from a State agency. May include:
• Title papers;
• Contracts/agreements;
• Conveyance documentation; and
• Appraisal files.		 PM A      
PROPERTY RECORDS GRS-PRO-004 ANNUAL INVENTORY (REAL PROPERTY/CAPITAL
ASSETS)
Records related to inventory of land, buildings, furniture,
equipment, and other state-owned property. May include:
• Location, description, value, and photographs of
property;
• Annual inventory control documents that describe each
piece of agency-owned or leased equipment and
furniture.		 AC +4, then
destroy		        
PUBLIC AFFAIRS RECORDS GRS-PUB-001 COMPLAINT/INFORMANT FILES
Whistleblower, fraud and criminal complaints submitted by
members of the public. May include:
• Anonymous letters;
• Complaints, criticisms, suggestions; and
• Agency replies.		 AV, then
destroy		        
PUBLIC AFFAIRS RECORDS GRS-PUB-002 MEMBERSHIP RECORDS
Records documenting the administration of the agency’s
membership program and the status of its membership. May
include:
• Individual member records;
• Membership rosters;
• Membership drive records; and
• Address changes.		 AC +3, then
destroy		   AC=
Discontinued
membership		    
PUBLIC AFFAIRS RECORDS GRS-PUB-003 VOLUNTEER RECORDS
Series documents the administration of the agency’s
volunteer and intern programs. May include:
• Recruitment and selection records;
• Volunteer personnel and intern personnel information
forms;
• Volunteer time records;
• Emergency notification forms;
• Publicity records; and
• Insurance documentation.		 AC +3, then
destroy		   AC=
Discontinued
membership		    
PURCHASING RECORDS GRS-PUR-001 CONTRACT APPEALS CASE FILES
Records documenting state agency appeals to Division of
Purchasing regarding purchasing contracts.		 AC +6, then
destroy		   AC=Resolution
of appeal		    
PURCHASING RECORDS GRS-PUR-002 LEASING CONTRACT FILES
Building or equipment leases and related records
documenting agreements, services, and payments.		 AC +6, then
destroy		   AC=End of
contract		    
PURCHASING RECORDS GRS-PUR-003 PURCHASE REQUISITION FILES
Records related to requisitions submitted for supplies and
equipment.		 AC +4, then
destroy		        
PURCHASING RECORDS GRS-PUR-004 BIDS AND PROPOSALS FILES
Records documenting bids and proposals to provide products
or services to an agency by a private contractor. May
include:
• Pre-solicitation documentation;
• Invitation for bids;
• Requests for proposals;
• Requests for quotes;
• Solicited and unsolicited successful bids;
• Solicited and unsolicited unsuccessful bids;
• Unopened bids and proposals; and
• Canceled solicitations.		 AC +4, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-001 GUARD ASSIGNMENT FILES
Records relating to guard assignments. May include:
• Ledger records or requests;
• Analyzes;
• Description of duties;
• Change notices; and
• Other papers relating to post assignments.		 US +3, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-002 LOSS CONTROL INSPECTION REPORTS
Annual self-inspection report used to identify potential
hazards within the building or on the agency property.		 AC +4, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-003 SECURITY CLEARANCE STATUS FILES
Lists of rosters showing the current security clearance status
of individuals.		 US, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-004 VISITOR LOGS
Records documenting names of outside contractors, service
personnel, visitors, and employees admitted to non-public
areas.		 AC +4, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-005 ACTIVITY REPORTS
Records documenting individual officer, shift and other
activity reports usually filed on a daily, weekly, monthly or
annual basis. Applies to various duties such as dispatch,
confinement, investigations and patrol. May include:
• Name, shift, date, activities;
• Radio and communication logs;
• Various statistical categories for tracking;
• Uniform crime reports summarizing statistics on criminal
activity and office operations; and
• Facility Checks and round reports.		 AV, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-006 ALARM RECORDS
Records documenting the licensing, use, and response to
security alarms. May include:
• Name and address of license or permit holder;
• Type of alarm, location, instructions to officers
responding to call;
• Contact information for alarm response; and
• Routine testing, reports and analysis.		 LA, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-007 WARRANT RECORDS
Records related to a written order made by the court on
behalf of the commanding law enforcement officials to bring
a specified individual before the court. May include:
• Warrant (date, court, judge’s name, individual’s name
and DOB, charge);
• Warrant status log;
• Detainer requests; and
• Informational documents related to the wanted person
(physical description, known alias).		 AV, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-008 CRIME ANALYSIS RECORDS
Records documenting department efforts to anticipate,
prevent or monitor possible criminal activity. May include
reports, statistical summaries, photographs, sound and video
tape recordings. May include:
• Crime patterns or modes of operation;
• Analysis of crimes;
• Criminal profiles;
• Forecasts;
• Movements of known offenders; and
• Alerts from other agencies.		 AV, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-009 SECURITY EQUIPMENT RECORDS
Records documenting equipment issued to agency
personnel. May include:
• Handcuffs, service weapon, keys, uniforms, badges;
• Personal protective and firefighting equipment;
• Lockers;
• Optional equipment lists;
• Data sheets;
• Date, employee name, number, and section; and
• Description of equipment.		 US, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-010 INCIDENT REPORTS
Informational reports written by security personnel related to
individuals, events, or vehicles for which the security officer
does not have probable cause for enforcement. May include:
• Name and address of person contacted;
• Physical description of person or vehicle;
• Officer's name;
• Location of contact, date, and time;
• Witnesses; and
• Reason for contact.		 AC +4, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-011 INTERNAL INVESTIGATIONS CASE FILES
Records documenting investigations of department
personnel for violations of laws, rules or policies and may
include findings and dispositions of investigations. May
include:
• Complaints, correspondence;
• Investigatory reports;
• Interviews;
• Hearing summaries and testimony;
• Name of employee investigated;
• Reason, location of violation, date;
• Accomplices' names and addresses;
• Witnesses' names and addresses; and
• Action taken.		 AC +5, then
destroy		   AC=Date of
separation		    
SECURITY SERVICES RECORDS GRS-SEC-012 LOST AND FOUND PROPERTY RECORDS
Records documenting agency receipt and maintenance of
lost and found or abandoned property such as money,
bicycles, automobiles, and other items not related to a
crime. May include:
• Receipts;
• Inventory lists;
• Destruction logs; and
• Property reports.		 AC +4, then
destroy		        
SECURITY SERVICES RECORDS GRS-SEC-013 TOWED VEHICLE RECORDS
Records documenting tow truck requests and
responses. May include:
• Date, name of requestor;
• Name of towing company called; and
• Location of vehicle to be towed.		 AC +4, then
destroy		        
RESEARCH RECORDS UI-RESEARCH-001 Records covered under a data management plan (DMP), system security plan (SSP), or other contractual mechanism that specifies the lifecycle of specific data See DMP/SSP/Contract See DMP/SSP/Contract See DMP/SSP/Contract See DMP/SSP/Contract See DMP/SSP/Contract
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