Loading...
000aaaDONOTDELETE Figure: 13 TAC §7.125(a)(1) Effective July 4, 2012 Texas TEXAS STATE LIBRARY LibraryState AND ARCHIVES COMMISSION and Archives Commission LOCAL SCHEDULE GR (Revised Fourth Edition) RETENTION SCHEDULE FOR RECORDS COMMON TO ALL LOCAL GOVERNMENTS This schedule establishes mandatory minimum retention periods for records that are usually found in all local governments, regardless of type. No local government office may dispose of a record listed in this schedule prior to the expiration of its retention period. A records control schedule of a local government may not set a retention period that is less than that established for the record in this schedule. Original paper records may be disposed of prior to the expiration of their minimum retention periods if they have been microfilmed or electronically stored pursuant to the provisions of the Local Government Code, Chapter 204 or Chapter 205, as applicable, and rules of the Texas State Library and Archives Commission adopted under those chapters.Actual disposal of such records by a local government is subject to the policies and procedures of its records management program. Destruction of local government records contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted under it,including this schedule,is a Class A misdemeanor and, under certain circumstances, a third degree felony (Penal Code, Section 37.10). Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Public Information Act (Government Code, Chapter 552). Local Schedule GR Page 1 of 62 Effective July 4, 2012 INTRODUCTION The Government Code, Section 441.158,provides that the Texas State Library and Archives Commission shall issue records retention schedules for each type of local government,including a schedule for records common to all types of local government. The law provides further that each schedule must state the retention period prescribed by federal or state law,rule of court, or regulation for a record for which a period is prescribed; and prescribe retention periods for all other records,which periods have the same effect as if prescribed by law after the records retention schedule is adopted as a rule of the Commission. The retention period for a record applies to the record regardless of the medium in which it is maintained. Some records listed in this schedule are maintained electronically in many offices, but electronically stored data used to create in any manner a record or the functional equivalent of a record as described in this schedule must be retained, along with the hardware and software necessary to access the data, for the retention period assigned to the record,unless backup copies of the data generated from electronic storage are retained in paper or on microfilm for the retention period. This includes electronic mail (e-mail),websites, and electronic publications. The use of social media applications may create public records.Any content (messages,posts,photographs,videos, etc.) created or received using a social media application may be considered records and should be managed appropriately. The retention of social media records is based on content and function. Local governments will need to consult the relevant records retention schedule for the minimum retention periods. Unless otherwise stated, the retention period for a record is in calendar years from the date of its creation. The retention period, applies only to an official record as distinct from convenience or working copies created for informational purposes.Where several copies are maintained, each local government should decide which shall be the official record and in which of its divisions or departments it will be maintained. Local governments in their records management programs should establish policies and procedures to provide for the systematic disposal of copies. A local government record whose retention period has expired may not be destroyed if any litigation, claim,negotiation, audit,public information request, administrative review, or other action involving the record is initiated;its destruction shall not occur until the completion of the action and the resolution of all issues that arise from it. A local government record whose retention period expires during any litigation, claim,negotiation, audit,public information request, administrative review, or other action involving the record may not be destroyed until the completion of the action and the resolution of all issues that arise from it. If a record described in this schedule is maintained in a bound volume of a type in which pages were not meant to be removed, the retention period, unless otherwise stated, dates from the date of last entry. If two or more records listed in this schedule are maintained together by a local government and are not severable, the combined record must be retained for the length of time of the component with the longest retention period. A record whose minimum retention period on this schedule has not yet expired and is less than permanent may be disposed of if it has been so badly damaged by fire,water, or insect or rodent infestation as to render it unreadable,or if portions of the information in the record have been so thoroughly destroyed that remaining portions are unintelligible. If the retention period for the record is permanent in this schedule, authority to dispose of the damaged record must be obtained from the Director and Librarian of the Texas State Library and Archives Commission.A Request for Authority to Destroy Unscheduled Records (Form SLR 501) should be used for this purpose. Local Schedule GR Page 2 of 62 Effective July 4, 2012 Certain records listed in this schedule are assigned the retention period of AV (as long as administratively valuable). This retention period affords local governments the maximum amount of discretion in determining a specific retention period for the record described. Use of Asterisk (*) The use of an asterisk in this fourth edition of Local Schedule GR indicates that the record is either new to this edition, the retention period for the record has been changed,or amendments have been made to the description of or remarks concerning the record.An asterisk is not used to indicate minor amendments to grammar or punctuation. ABBREVIATIONS USED IN THIS SCHEDULE AV-As long as administratively valuable FE - Fiscal year end TAC -Texas Administrative Code US - Until superseded LA—Life of asset CE—Calendar year end Local Schedule GR Page 3 of 62 Effective July 4, 2012 Table of Contents Part 1: Administrative Records page 5 Section 1-1: Records of Governing Bodies page 5 Section 1-2: General Records page 8 Part 2: Financial Records page 18 Section 2-1: Fiscal Administration and Reporting Records page 21 Section 2-2: Accounting Records page 24 Part 3: Personnel and Payroll Records page 28 Section 3-1: Personnel Records page 29 Section 3-2: Payroll Records page 41 Part 4: Support Services Records page 48 Section 4-1: Purchasing Records page 48 Section 4-2: Facility,Vehicle,and Equipment Management Records page 49 Section 4-3: Communication Records page 53 Section 4-4: Workplace Safety Records page 54 Part 5: Information Technology Records page 55 Section 5-1: Records of Automated Applications page 56 Section 5-2: Computer Operations and Technical Support Records page 59 Local Schedule GR Page 4 of 62 Effective July 4, 2012 PART 1 : ADMINISTRATIVE RECORDS SECTION 1-1: RECORDS OF GOVERNING BODIES Retention Note: SCOPE OF SECTION -The retention periods established in this section also apply to the records of subsidiary boards, bureaus, commissions, or committees established by the governing body of a local government that have rulemaking or quasi-judicial authority over any activity or program of the government or that were established by ordinance, order, or resolution for the purposes of advising the governing body or a subsidiary body on policy. Consequently, the use of the term "governing body"in a records description includes the corresponding records of those subsidiary bodies. PeriodRecord Record Title Record Description Retention Remarks Number 7 GR1000-01 AGENDAS *GR1000-01a AGENDAS Open meetings. 1) If the minutes describe each matter 2 years. considered by the governing body and reference to an agenda is not required. 2)If the minutes do not describe each matter PERMANENT. considered by the governing body and reference to an agenda is required. *GR1000-01b AGENDAS Certified agendas of closed meetings. 2 years. By law-Government Code,Section 551.104(a). GR1000-02 DEDICATIONS PERMANENT. GR1000-03 MINUTES(the use of the term audiotape in(c)-(f)includes ' videotapes with sound). GR1000-03a MINUTES Written minutes. PERMANENT. GR1000-03b MINUTES Notes taken during meetings from which 90 days after written minutes are prepared. approval of minutes by the governing body. GR1000-03c MINUTES Audiotapes of open meetings,except as PERMANENT. described in(d),for which written minutes are not prepared. GR1000-03d MINUTES Audiotapes of workshop sessions of governing 2 years. bodies in which votes are not made and written minutes are not required by law to be taken. Local Schedule GR Page 5 of 62 Effective July 4, 2012 Record Record Title Record Description Retention Remarks Number Perioi• GR1000-03e MINUTES Audiotapes of open meetings for which written 90 days after minutes are prepared. approval of minutes by the governing body. GR1000-03f MINUTES Certified audiotapes of closed meetings. 2 years. By law-Government Code,Section 551.104(a). Local Schedule GR Page 6 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . GR1000-03g MINUTES Supporting documentation-One copy of each 2 years. Retention Notes: a)The retention document of any type submitted to a meeting periods for many of the documents of a governing body for consideration,approval, submitted to a governing body for or other action;if such action is reflected in the action are established elsewhere in this minutes of the meeting. or other commission schedules and are often longer than the 2-year retention period for supporting documentation set here.The 2-year retention requirement does not override a longer retention requirement set elsewhere,but rather is meant to ensure that all documents presented for action by a governing body are retained at least two years.This schedule does not require that supporting documentation be maintained together,but the retention by the clerk or secretary to the governing body of one set of the documents submitted at each meeting (often called"council packets"in municipalities) for two years would ensure satisfaction of the minimum retention requirement.Clerks or secretaries to governing bodies should exercise caution in disposing of supporting documentation to avoid destruction of the record copy of a document for which they are custodian before the expiration of its retention period. b)Review before disposal;some supporting documentation,not already required to be maintained PERMANENTLY elsewhere in this or other commission schedules,may merit PERMANENT retention for historical reasons. GR1000-04 OPEN MEETING NOTICES 2 years. Local Schedule GR Page 7 of 62 Effective July 4, 2012 Record Record Title Record Description Retention Remarks Number . • GR1000-05 ORDINANCES,ORDERS, PERMANENT. RESOLUTIONS (including those that have been repealed,revoked,or amended). *GR1000-06 PETITIONS Petitions from the public to the governing body Final action on the Retention Notes: a)Does not include or subsidiary boards or commissions of a local petition+2 years. petitions noted elsewhere in this or government. other commission schedules or any petition presented to a commissioners court that state law requires a county clerk to record.See Local Schedule CC (Records of County Clerks). b)"Final action"includes a decision to take no further action on a petition. GR1000-07 PROCLAMATIONS 2 years. *GR1000-08 SPEECHES,PAPERS AND Notes or text of speeches,papers,presentations End of term in Retention Note:Review before PRESENTATIONS or reports delivered in conjunction with office or disposal;some records may merit government work by elected officials. termination of PERMANENT retention for historical service in that reasons. position. SECTION 1-2: GENERAL RECORDS Record Record Title Record Description -F - GR1000-20 ACCIDENT REPORTS Reports of accidents to persons on local government property or in any other situation in which a local government could be party to a lawsuit. *GR1000-20a ACCIDENT REPORTS Reports of accidents to adults. 3 years from date of report if no claim is filed; 3 years after settlement or denial of the claim if a claim is filed,whichever applicable. Local Schedule GR Page 8 of 62 Effective July 4, 2012 Record Record Title Record Description " Retention Period Remarks Number ACCIDENT REPORTS Reports of accidents to minors. Date minor reaches By law—Civil Practice and Remedies majority age+3 years,if Code,Section 16.001. no claim filed;3 years after settlement or denial of claim if a claim is filed, whichever applicable. GR1000-21 AFFIDAVITS OF PUBLICATION (including any accompanying clipping proofs or tear sheets GR1000-21a AFFIDAVITS OF Publication of municipal ordinances. PERMANENT. Retention Note: It is an exception to PUBLICATION the permanent retention period that affidavits of publication and associated documentation for ordinances that are codified or re-codified may be disposed of after the effective date of the new code and they are exempt from the destruction notice requirement. *GR1000-21b AFFIDAVITS OF Election notices. Election day+22 By law—Election Code,Sections PUBLICATION months. 4.005 d and 66.058(a). GR1000-21c AFFIDAVITS OF All other published legal notices. 2 years. PUBLICATION *GR1000-22 ANNEXATION, Records relating to the annexation or PERMANENT. Retention Notes: a)A contract or DISANNEXATION, disannexation of territory to or from a local agreement relating to territorial ABOLITION,AND OTHER government,to its abolition,or to other jurisdiction or the delivery of services JURISDICTIONAL RECORDS actions which affect its territorial jurisdiction between two or more governments or service area,including reports, (e.g.,between a city and a county for correspondence,records of public hearings, fire services in an unincorporated area) agreements,and similar records. must be kept for the retention period in item number GR1000-25. GR1000-23 CHARTERS PERMANENT. Local Schedule GR Page 9 of 62 Effective July 4, 2012 Record Record Title Record Description " Retention Period Remarks Number COMPLAINTS Complaints received from the public by a Resolution or dismissal of Retention Note: The 2-year retention governing body or any officer or employee of complaint+2 years. period applies only to complaints of a a local government relating to government general nature that do not fall into a policy. different category of complaint noted in this or other commission schedules. For example,complaints from the public about potential fire hazards are scheduled in Local Schedule PS (Records of Public Safety Agencies) and have a longer retention period. GR1000-25 CONTRACTS,LEASES,AND Contracts,leases,and agreements,including 4 years after the expiration AGREEMENTS reports,correspondence,performance bonds, or termination of the and similar records relating to their instrument according to negotiation,administration,renewal,or its terms. termination,except construction contracts see item number GR1075-16 . *GR1000-26 CORRESPONDENCE, Retention Note: The minimum INTERNAL MEMORANDA, retention period for correspondence or AND SUBJECT FILES internal memoranda in categories (a) and(b) directly linked to another record series or group listed in this or other commission schedules is that assigned to the other group or series. For example,a letter from an external auditor regarding an audit of a local government's financial records should be retained for the retention period given under item number GR1025- 01(e);a letter concerning a workers compensation claim should be retained for the period given under item number GR1050-32,etc.The retention periods that follow are for correspondence and internal memoranda that do not readily fall within other record groups. Local Schedule GR Page 10 of 62 Effective July 4, 2012 Record Record Title Record Description " Retention Period Remarks Number CORRESPONDENCE, Administrative—Incoming/outgoing and 4 years. Retention Note: Review before INTERNAL MEMORANDA, internal correspondence pertaining to the disposal;some correspondence of this AND SUBJECT FILES formulation,planning,implementation, type may merit PERMANENT modification,or redefinition of the programs, retention for historical reasons. services,or projects of a local government and the administrative regulations,policies, and procedures that govern them.May also include subject files,which are collections of correspondence,memos and printed materials on various individuals,activities and topics. *GR1000-26b CORRESPONDENCE, General—Incoming/outgoing and internal 2 years. INTERNAL MEMORANDA, correspondence pertaining to the regular and AND SUBJECT FILES routine operation of the policies,programs, services,or projects of a local government. May also include subject files,which are collections of correspondence,memos and printed materials on various individuals, activities and topics. GR1000-26c CORRESPONDENCE, Routine-Correspondence and internal AV. INTERNAL MEMORANDA, memoranda such as letters of transmittal, AND SUBJECT FILES requests for publications,internal meeting notices,and similar routine matters.May also include subject files,which are collections of correspondence,memos and printed materials on various individuals,activities and topics. GR1000-27 DEEDS (including title opinions, PERMANENT. abstracts and certificates of title, title insurance,documentation concerning alteration or transfer of title,and similar records evidencing ublic ownership of real property) GR 1000-28 EASEMENTS Documentation relating to easements and PERMANENT. rights-of-way for public works or other local government purposes,including releases. GR1000-29 INSURANCE POLICIES Liability,theft,fire,health,life,automobile, 4 years after expiration or and other policies for local government termination of the policy property and personnel including supporting according to its terms. documentation relevant to the implementation,modification,renewal,or replacement of policies. Local Schedule GR Page 11 of 62 Effective July 4, 2012 Record Record Title Record Description ' . . Remarks Number LEGAL OPINIONS Formal legal opinions rendered by counsel or PERMANENT. Retention Note:For retention of the Attorney General for a local government, opinions rendered for a Public including any written requests for opinions, Information Act Request see GR1000- concerning the governance and administration 34. of a local government. For retention of informal legal opinions and other correspondence provided by counsel see GR1000-26a. *GR1000-31 LITIGATION CASE FILES AV after decision of a Retention Note: (including all cases to which a local local government not to Review before disposal;some case files government is a party unless the file a lawsuit or decision may merit PERMANENT retention case file is of a type noted that a lawsuit will not be for historical reasons. elsewhere in this or other filed against it;dismissal commission schedules) of a lawsuit for want of prosecution or on motion of the plaintiff;or final decision of a court(or of a court on appeal,if applicable)in a lawsuit. GR1000-32 MINUTES(STAFF) Minutes of internal staff meetings. AV. *GR1000-33 PUBLIC RELATIONS News,press releases,or any public relations 2 years. Retention Note:Review before RECORDS files maintained or issued by an agency. disposal;some records may merit Includes print,electronic,audio,and PERMANENT retention for audiovisual records. historical reasons. *GR1000-34 PUBLIC INFORMATION Includes all correspondence and ACT REQUESTS documentation relating to requests for records under the Public Information Act (Chapter 552,Government Code). *GR1000-34a PUBLIC INFORMATION Non-exempted records. Date request for records Government Code,Chapter 552. ACT REQUESTS fulfilled+ 1 year. *GR1000-34b PUBLIC INFORMATION Exempted records. Date of notification that Government Code,Chapter 552. ACT REQUESTS records requested are exempt from disclosure+ 2 years. GR1000-35 ORGANIZATIONAL US. CHARTS Local Schedule GR Page 12 of 62 Effective July 4, 2012 Record Record Title Record Description Num. - GR1000-36 PERMITS AND LICENSES Records documenting the application for and Expiration,cancellation, the issuance of permits and licenses by a local revocation,or denial+2 government for sales,solicitation,facility years. usage,and similar activities.Does not include permits and licenses issued for the construction of or alterations to real property, for those relating to health and sanitation,or for those issued by police or fire departments listed in other commission schedules. *GR1000-37 PHOTOGRAPHS,IMAGES, Photographs,photographic scrapbooks, AV. Retention Note:Review before RECORDINGS,AND OTHER slides,sound recordings,videotapes,posters, disposal,some records may merit NON-TEXTUAL MEDIA and other non-textual media that document PERMANENT retention for the history and activities of a local historical reasons.Some photographs government or any of its departments, and other non-textual media of the programs,or projects except such records types described should be retained noted elsewhere in this or other commission PERMANENTLY for historical schedules. reasons,but latitude is allowed to the records management officer and the custodians of records in a local government to determine to what extent a particular photograph,for example,documents the history and activities of the local government. Local governments should consult with local historical or genealogical societies to assist with the appraisal.If it is determined that it does not,it need be kept only as long as administratively valuable.Be certain that photographs and other non-textual media do not fall within other records series.For example,mug shots and photographs of fire damage are listed in Local Schedule PS(Records of Public Safety Agencies)under police and fire department records respectively. Local Schedule GR Page 13 of 62 Effective July 4, 2012 FRecord Record Title Record Description " Retention Period Remarks Numher POLICY AND PROCEDURE Executive orders,directives,manuals,and US,expired,or Retention Note: Review before DOCUMENTATION similar documents that establish and define discontinued+5 years. disposal;some records may merit the policies,procedures,rules,and regulations PERMANENT or long-term governing the operations or activities of a retention for historical or legal reasons. local government as a whole or any of its departments,programs,services,or projects. GR1000-39 PUBLICATIONS Pamphlets,reports,studies,proposals,and One copy of each Retention Note: The following similar material printed by or for a local PERMANENT. categories of printed material,whether government or any of its departments, distributed publicly or internally,are subdivisions,or programs and distributed to exempted from the retention period or intended for distribution to the public on and may be disposed of at option; (a) request and departmental or program educational matter provided by newsletters designed for internal distribution. charitable or public awareness organizations (e.g.,United Way, American Heart Association);and(b) public service leaflets or flyers prepared by a local government or others 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 control schedules (including all US. Retention Note:Original is retained RECORDS successive versions of and amendments to by the State and Local Records schedules). Management Division,Texas State Library and Archives Commission. GR1000-40b RECORDS MANAGEMENT Records documenting the destruction of PERMANENT. RECORDS records under 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. Local Schedule GR Page 14 of 62 Effective July 4, 2012 Record Record Title Record Description ' Number RECORDS MANAGEMENT Lists or inventories of the active and inactive US,expired,or RECORDS records created or received by a local discontinued. government. *GR1000-40d RECORDS MANAGEMENT Plans and similar documents establishing the US,expired,or RECORDS policies and procedures under which a discontinued+ 5 years. records management program operates, including records protection and disaster and preparedness recovery plans. GR1000-41 REPORTS AND STUDIES (NON-FISCAL) Local Schedule GR Page 15 of 62 Effective July 4, 2012 Record Record Title Record Description " Number REPORTS AND STUDIES Annual,sub-annual,or irregularly prepared (NON-FISCAL) reports,performance audits,or planning studies submitted to the governing body or chief administrative officer of a local government or by the local government to a state agency,as may be required by law or regulation,on the non-fiscal performance of a department,program,or project or for planning purposes,including those prepared by consultants under contract with a local government,except documents of similar types noted in this or other commission schedules. (1)Annual reports. PERMANENT. (2)Special reports or studies prepared by PERMANENT. order or request of the governing body or considered by the governing body(as reflected in its minutes)or ordered or requested by a state agency or a court. (3)Special reports or studies prepared by 5 years. Retention Note: Review before order or request of the chief administrative disposal;some records may merit officer. PERMANENT retention for historical reasons. (4)Monthly,bimonthly,quarterly,or semi- 3 years. annual reports. (5)Working papers used to create any report 3 years. for(1)and(2)above. (6)Working papers used to create any report 1 year. for(3)and(4)above. GR1000-41b REPORTS AND STUDIES Activity reports compiled on a daily or other 1 year. (NON-FISCAL) periodic basis pertaining to workload measures,time studies,number of public contacts,etc.,except reports of similar types noted in this or other commission schedules. Local Schedule GR Page 16 of 62 Effective July 4, 2012 Record Record Title Record Description " . . Remarks Number WAIVERS OF LIABILITY 3 years from date of Retention Note:If an accident occurs (including statements signed by cessation of activity for to any person covered by a signed volunteers acknowledging non- which the waiver was waiver of liability,it must be retained entitlement to benefits,agreeing to signed. for the same period as accident reports. abide by local government policies, See item number GR1000-20 in this etc.) schedule. *GR1000-43 CONFLICTS DISCLOSURE Conflicts disclosure statements and conflict of Date of filing+3 years. STATEMENTS AND interest questionnaires submitted by local CONFLICT OF INTEREST government officers or vendors and other QUESTIONNAIRES persons for filing with a local government in accordance with the requirements of Chapter 176,Local Government Code. *GR1000-44 LOCAL GOVERNMENT Lists of local government officers prepared US + 1 year. OFFICERS,LISTS OF 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. *GR1000-45 CALENDARS, Calendars,appointment books or programs, CE+ 1 year. Retention Note:A record of this type APPOINTMENT AND and scheduling or itinerary records,purchased purchased with personal funds,but ITINERARY RECORDS with local government funds or maintained by used by a public official or employee to staff during business hours that document document his or her work activities appointments,itineraries and other activities may be a local government record and of agency officials or employees. subject to this retention period. See Open Records Decision 635 issued in December 1995 by the Texas Attorney General. *GR1000-46 INSURANCE CLAIMS Claims related to liability,theft,fire,health, Settlement or denial of life,automobile,and other insurance policies. claim+ 3 years. *GR1000-47 CUSTOMER SURVEYS Surveys returned by the customers or clients Issuance of report on of a local government,and the statistical data results of the survey+ 3 maintained rating a government's years. performance. Local Schedule GR Page 17 of 62 Effective July 4, 2012 Record Record Title Record Description ' Retention Period Remarks Number TRANSITORY Records of temporary usefulness that are not AV. Retention Note:Records INFORMATION an integral part of a records series of a local management officers should use government,that are not regularly filed within caution in assigning this record series a local government's recordkeeping system, to records of a local government to and that are required only for a limited period make certain they are not part of of time for the completion of an action by an another records series listed in this official or employee of the local government schedule or,for records series unique or in the preparation of an ongoing records to an agency,are not part of a records series. series that documents the fulfillment of the statutory obligations of the agency Transitory records are not essential to the or the documentation of its functions. fulfillment of statutory obligations or to the documentation of government functions. The disposal of transitory information Some examples of transitory information, need not be documented through which can be in any medium(voice mail,fax, destruction authorizations or in records email,hard copy,etc.)are routine messages; disposition logs,but local governments telephone message notifications;internal should establish procedures governing meeting notices;routing slips;incoming disposal of these records. letters or memoranda of transmittal that add nothing of substance to enclosures;and similar routine information used for communication,but not for the documentation,of a specific government transaction. PART 2: FINANCIAL RECORDS Retention Notes: a) AUDIT REQUIREMENTS -Most local governments are required by state law to conduct annual or biennial audits of their records and accounts. These audit requirements were taken into account in setting the retention periods in this schedule. The following retention rules also apply: 1) In any local government for which there is no statutory audit requirement and audits are conducted irregularly or in a local government in which a statutorily required audit is delayed, any record in this schedule whose retention period dates from the end of a fiscal year (FE) must be retained for the retention period stated or one year after audit,whichever later. Local Schedule GR Page 18 of 62 Effective July 4, 2012 2) With regard to any special fund of a local government or elective county office for which there is no statutory audit requirement and the fund is not audited, any records listed under item numbers GR1025-26, GR1025-27, GR1025-28,and GR1025-30 associated with receipts and disbursements from or to the fund must be retained for FE + 10 years. * b) GRANT OR LOAN RECORDS - Subsections (1)-(3) apply to any local government, except school districts, receiving federal, state, or private grants; subsection (4) applies to school districts only. If a grant or loan requires a longer retention period than those stated in this schedule, the associated records must be retained for the full retention period required by the terms of the grant or loan. 1) Direct Federal Grants -This subsection applies to grants received by a local government directly from a federal grantor agency. i) Federal grantor agencies require that grant-related records be retained for audit purposes for 3 years from the filing of required expenditure reports. ii) In addition to item number GR1025-08(a)-(b), financial and programmatic records of grant-funded projects,including copies or documentation of relevant accounting,banking,purchasing, and payroll records, and other documents and working papers associated with the financial and programmatic administration of the grant funds or used to prepare reports or forms required by federal law or regulation must be retained for the following periods: (A) For grants continued or renewed annually or at other intervals except quarterly that are not part of a multi-year funding cycle - 3 years from the date of submission of the annual or other periodic expenditure report. B) For grants continued or renewed annually or at other intervals except quarterly that are a part of a multi-year funding cycle—3 years from the date of submission of the annual or other periodic expenditure report for the final reporting period of the grant cycle. C) For grants continued or renewed quarterly- 3 years from the date of submission of the expenditure report for the last quarter of the federal fiscal year. D) For grants for which the requirement of a final expenditure report has been waived - 3 years from the date the report would have been due. E) For all other grants—3 years from the date of submission of the final expenditure report. iii) The retention periods for the following types of records are exceptions to the periods noted above: A) Records of non-expendable property or equipment acquired with grant funds - 3 years from the date of transfer, replacement, sale, or junking of the item. Local Schedule GR Page 19 of 62 Effective July 4, 2012 B) Cost allocation plans and indirect cost records - 3 years from date of submission or, for plans prepared and retained by the grantee, from the close of the fiscal year covered by the plan. C) Income records - 3 years from the end of the fiscal year in which the income is used. iv) If any litigation or audit commences before the expiration of the 3-year period, the records must be retained until all litigation or audit findings are resolved or until the end of the regular 3-year period,whichever is later. v) If records are transferred to the grantor agency at its request, copies of the records need not be retained. 2) Indirect Federal Grants -This subsection applies to federal grants received as subgrants from state agencies or other local governments (e.g., regional councils of government). The expenditure reports are submitted to the federal agency by the state or local subgrantor agency after all subgrantees have submitted reports to the subgrantor. Consequently,records under item number GR1025-08(a)-(b) and records described in section (b) (1) must be retained by local government subgrantees for FE + 5 years. Local governments should consult with the state or local subgrantor agency to determine if there are additional or special requirements associated with a particular grant. The local government must retain copies of reports or records submitted to the subgrantor agency for the periods indicated. 3) State and Private Grants -This schedule extends the 3-year federal retention requirement described in section (b)(1) to state (excluding federal subgrants) and private grant records unless the state or private grantor agency has established different retention requirements,in which case those requirements shall prevail. It is an exception to the extension of federal grant requirements to state and private grants that for state or private grants renewed quarterly as described in section (b) (1) (ii) (B), the 3-year retention requirement runs from the date of submission of the expenditure report for the last quarter of the state fiscal year for state grants and from the last quarter of the local government's fiscal year for private grants. 4) Grant Records and School Districts (including Educational Service Centers) - See Local Schedule SD (Records of Public School Districts). Because of the difficulty of effectively separating financial data that evidence the expenditure of federal funds from those that document the expenditure of local or state-allocated funds, a 5-year retention period has been adopted for most financial records of school districts. The use of the term "school district" in this schedule includes educational service centers, charter schools, county departments of education, and educational cooperatives. Local Schedule GR Page 20 of 62 Effective July 4, 2012 SECTION 2-1: FISCAL ADMINISTRATION AND REPORTING RECORDS Periodo Record Record Title Record Description Retenti n Number GR1025-01 FISCAL AUDIT RECORDS (by Caution:See note(a) at the beginning both internal and external auditors) of Part 2 of this schedule. GR1025-01a FISCAL AUDIT RECORDS (by Annual,biennial,or other periodic audit of any PERMANENT. both internal and external auditors) department,fund,account,or activity of a local government. GR1025-01b FISCAL AUDIT RECORDS (by Annual,biennial,or other periodic audit of a 2 years. both internal and external department,program,fund,or account if auditors) included in a cumulative audit under(a). GR1025-01c FISCAL AUDIT RECORDS (by Annual,biennial,or other periodic audit of a PERMANENT. both internal and external department,program,fund,or account if not auditors) included in a cumulative audit under(a). GR1025-01d FISCAL AUDIT RECORDS(by Special audits ordered by a governing body,a PERMANENT. both internal and external court or grand jury,or mandated by auditors) administrative rules of a state or federal agency. GR1025-01e FISCAL AUDIT RECORDS (by Working papers,summaries,and similar records 3 years after all both internal and external auditors) created for the purposes of conducting an audit. questions arising from the audit have been resolved. GR1025-02 BANK SECURITY RECORDS Records documenting the pledging of bonds or 4 years after securities by banks serving as depositories for termination, public funds including depository contracts, expiration,or security pledges and statements,surety bonds, release of and similar records. contractual obligations. GR1025-03 BOND RECORDS For investment transaction records of bonds see item number GR1025-09b. GR1025-03a BOND RECORDS Bond administrative records consisting of PERMANENT. preliminary studies,proposals and prospectuses, authorizations and certifications for issuance or cancellation,and related policy correspondence. *GR1025-03b BOND RECORDS Bond certificates and redeemed coupons. 1 year after By law-Government Code,Section Payment. 1302.003 for counties (see statute for procedural instructions for destruction) and by authority of this schedule for all other local governments. GR1025-03c BOND RECORDS Bond registers. PERMANENT. Local Schedule GR Page 21 of 62 Effective July 4, 2012 Record Record Title Record Description Retention Remarks Number . . GR1025-03d BOND RECORDS Records relating to the exchange,conversion,or 1 year if replacement of bonds by bondholders. 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 Annual budgets(including amendments). PERMANENT. DOCUMENTATION GR1025-04b BUDGETS AND BUDGET Special budgets (includes budgets for capital PERMANENT. DOCUMENTATION improvement projects,grant-funded projects,or other projects prepared on a special or emergency basis and not included in an annual budget). GR1025-04c BUDGETS AND BUDGET Working papers created exclusively for the 2 years. DOCUMENTATION preparation of budgets,including budget requests,justification statements,and similar documents. GR1025-04d BUDGETS AND BUDGET Encumbrance and expenditure reports(status 2 years. DOCUMENTATION reports showing expenditures and encumbrances against a budget). GR1025-04e BUDGETS AND BUDGET Budget change documentation,including line 2 years. DOCUMENTATION item or contingency/reserve fund transfers and supplemental budget requests. 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 cards or similar FE of date of Retention Note:Review before records containing data on initial cost,including disposal+ 5 years disposal;property history cards disposal authorizations when disposed of. for school districts; documenting the original construction FE+ 3 years for and additions to or renovations of other governments. structures may merit PERMANENT retention for historical reasons. *GR1025-05b CAPITAL ASSETS RECORDS Equipment or property cost and depreciation FE+ 5 years for schedules or summaries used for capital outlay school districts;FE budgeting or other financial or budget control + 3 years for other purposes. governments. GR1025-05c CAPITAL ASSETS RECORDS Equipment or property inventories (including US + 3 years. sequential number property logs). Local Schedule GR Page 22 of 62 Effective July 4, 2012 Record Record Title Record Description �Retention Remarks Number . . GR1025-05d CAPITAL ASSETS RECORDS Property sale,auction,or disposal records of 1 year. By law-Local Government Code, government-owned equipment or property. Section 263.155(b) for counties and by authority of this schedule for all other local governments. Retention Note: Property sale or auction records do not include records arising from the sale or auction of property foreclosed or seized by a taxing unit for failure to pay property taxes or for the sale or auction of property seized by law enforcement officers.For such records use Local Schedule TX (Records of Property Taxation) or Local Schedule PS (Records of Public Safety Agencies)respectively. *GR1025-06 FEDERAL REVENUE Records concerning the use of federal revenue 5 years. By regulation-31 CFR 103.38(d). SHARING RECORDS sharing funds by a local government,including revenue and expenditure summaries;status, budget,and audit reports;and other reports or documentation required by federal law or regulation. GR1025-07 FINANCIAL REPORTS Annual,sub-annual,or irregularly prepared financial reports or statements on the accounts, funds,or projects of a local government created either for internal use or for submission to state agencies as may be required by law or regulation,except reports of similar types noted in this or other commission schedules. GR1025-07a FINANCIAL REPORTS Monthly,bimonthly,quarterly,or semi-annual FE+ 3 years. reports. GR1025-07b FINANCIAL REPORTS Annual reports. PERMANENT. GR1025-07c FINANCIAL REPORTS Long range fiscal planning reports. PERMANENT. GR1025-07d FINANCIAL REPORTS Capital improvement reports. PERMANENT. Local Schedule GR Page 23 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description �Retentlon Remarks . . GR1025-08 GRANT DEVELOPMENT AND Retention Note:If grant is for ADMINISTRATIVE RECORDS construction of a local government owned facility or part of the infrastructure,follow retention for GR1075-16. *GR1025-08a GRANT DEVELOPMENT AND Successful grant applications and proposals and FE+ 5 years for Retention Note: See note(b) at ADMINISTRATIVE RECORDS any documentation that modifies the terms of a school districts;FE beginning of Part 2 of this schedule. grant. + 3 years for other governments. *GR1025-08b GRANT DEVELOPMENT AND Financial,performance,and compliance reports FE+ 5 years for Retention Note: See note (b) at ADMINISTRATIVE RECORDS submitted to grantor or sub-grantor agencies. school districts;FE beginning of Part 2 of this schedule. + 3 years for other governments. GR1025-08c GRANT DEVELOPMENT AND Reports,planning memoranda,studies, 3 years. ADMINISTRATIVE RECORDS correspondence,and similar records created for and used in the development of successful grant proposals. GR1025-08d GRANT DEVELOPMENT AND Any records of the type noted in(a)or(b) AV. ADMINISTRATIVE RECORDS relating to unsuccessful grant proposals. *GR1025-09 INVESTMENT TRANSACTION RECORDS *GR1025-09a INVESTMENT TRANSACTION Documentation relating to the investment of FE+ 5 years. RECORDS public funds(e.g.,certificates of deposit)that evidences the investment of funds,the performance or return of investments,the cancellation or withdrawal of investments,and similar activity. *GR1025-09b INVESTMENT TRANSACTION Documentation related to the calculation of Retirement of the RECORDS arbitrage rebate amounts,if any,on proceeds last obligation of from the sale of tax-exempt bonds. the bond issue+ 6 years. *GR1025-10 CHARGE SCHEDULES/PRICE Schedules of prices charged by a local US + 3 years. LISTS government for services to the public or other governments,including any documentation used to determine the charges. SECTION 2-2: ACCOUNTING RECORDS Retention Notes: a) ACCOUNTING RECORDS OF MOTOR VEHICLE AND BOAT LICENSING AND REGISTRATION - For accounting and banking records relating to motor vehicle licensing not noted in this part,use Part 3 of Local Schedule TX. Local Schedule GR Page 24 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks • • *GR1025-25 ACCOUNTING POLICIES AND Policy and procedure directives and similar US,expired,or PROCEDURES records documenting accounting methodology. discontinued+ 5 DOCUMENTATION years. *GR1025-26 ACCOUNTS PAYABLE AND DISBURSEMENT RECORDS *GR1025-26a ACCOUNTS PAYABLE AND Claims,invoices,statements,copies of checks FE of date of Retention Note:Accounts payable and DISBURSEMENT RECORDS and purchase orders,expenditure authorizations, payment+ 5 years disbursement records for bond-funded and similar records that serve to document for school districts; projects must be maintained until FE of disbursements,including those documenting FE+3 years for date of last payment+5 years. claims for and reimbursement to employees for other governments. travel and other employment-related expenses. *GR1025-26b ACCOUNTS PAYABLE AND Accounts payable records sufficient to FE of date of DISBURSEMENT RECORDS document the purchase costs of capital disposal+ 5 years equipment or other fixed assets. for school districts; FE+3 years for other governments. GR1025-26c ACCOUNTS PAYABLE AND Fund transmittal reports accompanying the FE of period DISBURSEMENT RECORDS transmittal of funds to federal,state,or other covered by report+ local government agencies(e.g.,sales tax to the 3 years. State Comptroller of Public Accounts),to retirement systems,or to other entities if the funds are collected in whole or in part on behalf of other agencies or individuals (e.g.,retirement deductions of employees),except those accompanying the transmittal of federal and state payroll and unemployment taxes [see item number GR1050-53(b)]. GR1025-26d ACCOUNTS PAYABLE AND Accounts payable records for bond-funded FE of date of last DISBURSEMENT RECORDS projects. bond payment+ 5 years for school districts;FE of date of last bond payment+ 3 years for other governments. Local Schedule GR Page 25 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description �Retentlon Remarks . . GR1025-27 ACCOUNTS RECEIVABLE Retention Note: For accounts RECORDS receivable records associated with the collection of property taxes,all local governments,including school districts, should use Local Schedule TX(Records of Pro erty Taxation). *GR1025-27a ACCOUNTS RECEIVABLE Bill copies or stubs,statements,billing registers, FE of date of RECORDS account cards,deposit warrants,cash receipts, receipt+ 5 years receipt books,cash transfers,daily cash reports, for school districts; cash drawer reconciliations,and similar records FE+3 years for that serve to document money owed to or other governments. received by a local government and its collection or receipt. *GR1025-27b ACCOUNTS RECEIVABLE Accounts receivable records documenting the Remittance due RECORDS receipt of any monies by any local government date+ 5 years. that are remittable to the State Comptroller of Public Accounts(e.g.,court costs in criminal cases,sales tax). *GR1025-27c ACCOUNTS RECEIVABLE Account card or similar records documenting FE of date of final RECORDS payments to a local government in which the payment and release government holds a property lien until the debt of lien+3 years. is satisfied(e.g.,liens arising from demolition, lot cleaning),including original liens and lien releases. *GR1025-27d ACCOUNTS RECEIVABLE Account card or similar records relating to the FE of termination RECORDS receipt of cash deposits as sureties for the of service or refund delivery of services (e.g.,water and wastewater). of deposit+3 years. *GR1025-27e ACCOUNTS RECEIVABLE Records of accounts deemed uncollectable, FE of write-off date RECORDS including write-off authorizations. + 5 years for school districts;FE+ 3 years for other governments. *GR1025-28 BANKING RECORDS Bank statements,canceled checks,check FE+ 5 years. registers,deposit slips,debit and credit notices, reconciliations,notices of interest earned,etc. *GR1025-29 COST ALLOCATION AND Records created to document the allocation of FE+ 5 years for Retention Note: If any of the records DISTRIBUTION RECORDS costs among accounts and funds of a local school districts;FE in this group are used as ledger and government,including records relating to +3 years for other journal entry documentation,they must chargebacks and other interdepartmental or governments. be retained for FE+ 5 years (see item interfund accounting transactions. number GR1025-30)by all local governments. Local Schedule GR Page 26 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description �Retention Remarks . . GR1025-30 LEDGERS,JOURNALS,AND Retention Note: Be certain to verify ENTRY DOCUMENTATION 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 General ledger showing receipts and ENTRY DOCUMENTATION expenditures from all accounts and funds of a local government. (1)For fiscal years for which an annual financial FE+ 5 years. Retention Note: Review before audit report(see item number GR1025-01) disposal;some ledgers may merit exists. PERMANENT retention for historical reasons. (2)For fiscal years for which an annual financial PERMANENT. audit report(see item number GR1025-01) does not exist. *GR1025-30b LEDGERS,JOURNALS,AND Subsidiary ledgers. FE+ 5 years. Retention Note: Review before ENTRY DOCUMENTATION disposal;some ledgers may merit PERMANENT retention for historical reasons. *GR1025-30c LEDGERS,JOURNALS,AND Receipt,disbursement,general,or subsidiary FE+ 5 years. Retention Note: Review before ENTRY DOCUMENTATION journals. disposal;some journals may merit PERMANENT retention for historical reasons. *GR1025-30d LEDGERS,JOURNALS,AND Journal vouchers and entries or similar posting FE+ 5 years. Retention Note: If bill stubs (see item ENTRY DOCUMENTATION control forms (including supporting number GR1025-27a) are used as entry documentation such as correspondence and documentation for account journals, auditor adjustments that evidence journal entries they must be retained by all local and amendments). governments for FE+5 years rather than the FE+3 year retention period for accounts receivable records. GR1025-30e LEDGERS,JOURNALS,AND Perpetual care fund registers of government- PERMANENT. By law-Health and Safety Code, ENTRY DOCUMENTATION owned cemeteries. Section 713.005(a). Local Schedule GR Page 27 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description �Retention Remarks . . 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 trial balances,unless the summary is of a type noted elsewhere in this art. GR1025-31a TRANSACTION SUMMARIES Daily. 30 days. GR1025-31b TRANSACTION SUMMARIES Weekly. 90 days. GR1025-31c TRANSACTION SUMMARIES Monthly,bimonthly,quarterly,or semi-annual. 2 years. *GR1025-31d TRANSACTION SUMMARIES Annual. FE+ 5 years for Retention Note: If an annual trial school districts;FE balance is not maintained,then the least + 3 years for other frequent sub-yearly trial balance must be governments. retained for FE+5 years by school districts and FE+3 years by all other local governments. GR1025-32 UNCLAIMED PROPERTY Any form of record sufficient to verify Date on which By law-Property Code,Section DOCUMENTATION information on unclaimed property previously property is 74.103(b). reported to the State Treasurer showing the reportable+ 10 name and last known address of the apparent years. owner of reportable unclaimed property,a brief description of the property,and the balance of each unclaimed account,if appropriate. 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 number GR1050-15(a)] is given as 3 years from the last effective date of the contract in 26 CFR 516.5,but suits in Texas may be brought by either party to such a contract within four years of the occurrence of an alleged breach; therefore a retention period of 4 years from the last effective date of the contract is set in this schedule.All retention periods in this part apply,by authority of this schedule, to all local governments, although some of them may be otherwise exempt from the federal requirement cited. Local Schedule GR Page 28 of 62 Effective July 4, 2012 This provision does not require the creation by exempted local governments of any special documentation demonstrating compliance with federal regulations that may be required of non-exempted governments. b) PERSONNEL FILES -The individual employee personnel file is not scheduled as a unit in this section; documents normally placed in such files are scheduled separately. c) TERMINATED EMPLOYEES -Notwithstanding any retention periods in this part, all personnel records existing on the date of termination of an involuntarily terminated employee must be retained for 2 years from the date of termination [29 CFR 1602.31, 1602.40,and 1602.49]. d)JTPA AND CETA EMPLOYEES -Any records maintained on applicants for or holders of positions paid in whole or in part from Comprehensive Employees'Training Act (CETA) funds or affirmative action apprenticeship program funds administered by the U. S. Department of Labor must be retained for 5 years from the date of enrollment in the program. [29 CFR 30.8(e)]. This 5-year retention period is extended by authority of this schedule to comparable records on applicants for or holders of positions paid in whole or in part from Job Training Partnership Act QTPA) funds. e) DEFINITION OF EMPLOYEE - For the purposes of this part, the term "employee" also includes elected or appointed officials of a local government who are paid wages or a salary from any funds of the local government and anyone voluntarily working or not receiving payment or compensation for working. 0 PERSONNEL RECORDS IN SHERIFF'S DEPARTMENTS IN CERTAIN COUNTIES -The Local Government Code, Section 157.904, provides that sheriffs departments in counties with a population of 3.3 million or more shall maintain "a permanent personnel file on each department employee."The precise contents of a personnel file are not specified,but three groups of records are expressly mentioned. Consequently, any record in item numbers GR1050-03, GR1050-07, and GR1050-21, all of which are records of a type mentioned in the statute, must be retained permanently. The sheriffs and their legal counsel should determine what other records may be includable in a permanent personnel file in sheriffs' departments subject to the law. SECTION 3-1: PERSONNEL RECORDS . RecordRecord [fie !GR1015NO1 AFFIRMATIVE ACTION PLANS1050-01a AFFIRMATIVE ACTION Reports,analyses,and statistical data compiled 5 years. By regulation-29 CFR 30.8(e). PLANS from source documentation used to develop, implement,and monitor affirmative action Tans. GR1050-01b AFFIRMATIVE ACTION Affirmative action plans. US+ 5 years. By regulation-29 CFR 30.8(e). PLANS Local Schedule GR Page 29 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description �Retentlon Remarks . . GR1050-02 APTITUDE AND SKILLS TEST Records relating to aptitude or skills tests RECORDS required of job applicants or of current personnel to qualify for promotion or transfer, including civil service examinations. GR1050-02a APTITUDE AND SKILLS TEST Validation studies. Life of test+2 RECORDS years. GR1050-02b APTITUDE AND SKILLS TEST Tests. US+2 years. By regulation-29 CFR 1602.31, RECORDS 1602.40,and 1602.49. Retention Note: One copy of each different test(different in terms of either questions or administration procedures) should be retained for the eriod cated. GR1050-02c APTITUDE AND SKILLS TEST Test papers of persons taking tests. 2 years. By regulation-29 CFR 1602.31, RECORDS 1602.40,and 1602.49. GR1050-02d APTITUDE AND SKILLS TEST Records,other than those noted(a)-(c),relating 3 years. RECORDS to the planning and administration of tests. GR1050-03 AWARDS AND Date of separation COMMENDATIONS + 5 years. GR1050-04 CERTIFICATES AND Certificates,licenses,or permits required of US or separation of Retention Note: If the submission of LICENSES employees to qualify for or remain eligible to employee+ 5 years. copies of certificates,licenses,or hold a position requiring certification or permits is required of all applicants for a licensing. position,those of applicants not hired must be retained for 2 years under item number GR1050-14. GR1050-05 CONFLICT OF INTEREST 5 years after leaving AFFIDAVITS position for which the affidavit was filed. *GR1050-06 COUNSELING PROGRAM RECORDS *GR1050-06a COUNSELING PROGRAM Reports of interviews,analyses,and similar 3 years after RECORDS records relating to the counseling of an termination of employee for work-related,personal,or counseling. substance abuse problems,including any warnings associated with the counseling. *GR1050-06b COUNSELING PROGRAM Records relating to the planning,coordination, 3 years. RECORDS implementation,direction,and evaluation of an employee counseling program. Local Schedule GR Page 30 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description �Retention Remarks . . *GR1050-07 DISCIPLINARY AND Records created by civil service boards or by ADVERSE ACTION RECORDS 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 PERMANENT. By law—Local Government Code, counties with a population of 3.3 million or Section 157.904. more. (2)Police and fire department personnel in PERMANENT. By law—Local Government Code, municipalities with a population of 5,000 or Section 143.011(c). more that have established police and fire department civil service boards under Local Government Code,Chapter 143. (c)All other local government employees. 2 years after case By regulation-29 CFR 1602.31, closed or action 1602.40,and 1602.49. taken,as applicable. GR1050-08 EMPLOYEE PENSION AND For records of pension and deferred BENEFITS RECORDS compensation deductions from payroll see GR1050-52(b). *GR1050-08a EMPLOYEE PENSION AND Employee benefit plans such as pension;life, Termination of plan By regulation-29 CFR 1627.3(b) (2). BENEFITS RECORDS health,and disability insurance;seniority and +4 years. merit systems;and deferred compensation plans, Retention Note: If the plan or system including amendments. 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 Tans. Local Schedule GR Page 31 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description �Retentlon Remarks . . *GR1050-08b EMPLOYEE PENSION AND Enrollment forms providing personal BENEFITS RECORDS identifying data,beneficiary information,option selection,and similar information. (1)If the official record is maintained by the AV. retirement system of which 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. Date of separation + 75 years. (B)Life,health,accidental death,and disability Termination of insurance. coverage+4 years. GR1050-08c EMPLOYEE PENSION AND Annual reports from a pension system or fund. PERMANENT. BENEFITS RECORDS GR1050-09 EMPLOYEE RECOGNITION Award committee reports,selection criteria, 2 years. RECORDS nominations,and similar administrative records of employee award or incentive programs.. GR1050-10 EMPLOYEE SECURITY RECORDS GR1050-10a EMPLOYEE SECURITY Records created to control and monitor the US,date of RECORDS issuance of keys,identification cards,passes,or expiration,or date similar instruments of identification and access. of separation+2 ears,as applicable. GR1050-10b EMPLOYEE SECURITY Records relating to the issuance of parking US. RECORDS permits. *GR1050-11 EMPLOYEE SELECTION Notes of interviews with candidates;audio and 2 years from the By regulation-29 CFR 1602.31, RECORDS videotapes of job interviews;applicant rosters; creation(or receipt) 1602.40,and 1602.49. eligibility lists;test ranking sheets;justification of the record or the statements for violating eligibility or ranking personnel action Retention Note:See GR1050-36 for sequence;and previous injury checks;offers of involved,whichever background and criminal history checks. employment letters;and similar records later. documenting the filling of a vacant position. Local Schedule GR Page 32 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks • • *GR1050-12 EMPLOYEE SERVICE Summary employment history record for each Date of separation For other information on employees RECORDS employee maintained on one or more forms, +75 years. that must also be retained either as part containing the following minimum of this record or in another form,see information: name;sex;date of birth;social item numbers GR1050-52(b)and security number;positions held with dates of GR1050-54(a). hire,promotion,transfer,or demotion;dates of leaves of absence or suspension that affect Retention Notes: a)This schedule computation of length of service;wage or salary does not require the creation of an rate for each position held,including step or employee service record of the type merit increases within grades;most recent public described,but the creation of the record access option form;and date of separation. is strongly recommended to allow frequent disposal of documents from which information has been summarized.If an employee service record is not maintained,documents (e.g.,employment applications, personnel action forms)containing the prescribed information must be retained date of separation+ 75 years.More than one document providing the same element of required information need not be retained. b)The Teacher Service Record(Texas Education Agency Form FIN-115 or its equivalent),containing information required by statute or regulation,shall be considered an employee service record of the type described and must be retained date of separation+75 years. c) Salary or wage data on an employee service record may be indicated by grade and step numbers if all corresponding wage rate tables (see item number GR1050-59)applicable to a person's employment history are retained date of se aration+ 75 years. Local Schedule GR Page 33 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . GR1050-13 EMPLOYMENT Advertisements or postings relating to job 2 years. By regulation-29 CFR 1602.31, ADVERTISEMENTS OR openings,promotions,training programs,or 1602.40,and 1602.49. ANNOUNCEMENTS overtime opportunities,including jobs orders submitted to employment agencies. GR1050-14 EMPLOYMENT Applications,transcripts,letters of reference, 2 years from the By regulation-29 CFR 1602.31, APPLICATIONS and similar documents whose submission by creation(or receipt) 1602.40,and 1602.49. candidates for vacant positions (both hired and of the record or the not hired)or for promotion,transfer,or training personnel action opportunity(both selected and not selected)is involved,whichever required on the application form,by application later. procedures,or in the employment advertisement. GR1050-14a EMPLOYMENT Samples of publications,artwork,or other AV. APPLICATIONS products of prior achievement not returned to applicants. GR1050-14b EMPLOYMENT Transcripts of persons hired if state or federal Date of separation Retention Note: If applicant screening APPLICATIONS law or regulation mandates a level of education + 5 years. or hiring decisions are based on needed to qualify for employment(e.g.,school resumes,with only successful or district professional and paraprofessional interviewed candidates completing personnel).See also item number GR1050-28(a). employment applications,then resumes of persons not hired must be kept for the same period as employment applications.If resumes 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 Contracts and agreements,including collective Last effective date CONTRACT/COLLECTIVE bargaining agreements,between a local of contract+4 BARGAINING RECORDS government and an employee or a group of years. employees,including written acceptances of such contracts. GR1050-15b EMPLOYMENT Records relating to the negotiation of collective Last effective date CONTRACT/COLLECTIVE bargaining agreements or similar group of contract+4 BARGAINING RECORDS contracts,including reports;correspondence; years or,if no mediation or arbitration agreements;the agreement or proceedings,findings,and awards of arbitration contract results,4 boards;and similar records. years. Local Schedule GR Page 34 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . GR1050-16 EQUAL EMPLOYMENT OPPORTUNITY RECORDS AND REPORTS GR1050-16a EQUAL EMPLOYMENT Reports,analyses,or statistical data compiled 3 years. By regulation-29 CFR 1602.30, OPPORTUNITY RECORDS from source documentation used to complete 1602.39,and 1602.48. AND REPORTS EEO reports. GR1050-16b EQUAL EMPLOYMENT EEO-1,EEO-4,EEO-5,and EEO-6 reports. 3 years. By regulation-29 CFR 1602.32, OPPORTUNITY RECORDS 1602.41,and 1602.50. AND REPORTS GR1050-16c EQUAL EMPLOYMENT Case files relating to discrimination complaints, Resolution of case OPPORTUNITY RECORDS including complaints,legal and investigative +3 years. AND REPORTS documents,exhibits,related correspondence, withdrawal notices,and decisions or jud ments. GR1050-17 EQUAL PAY RECORDS Reports,studies,aggregated or summarized 2 years. By regulation-29 CFR 1620.32(c). data,and similar documentation compiled to monitor and demonstrate compliance with the Equal Pay Act. GR1050-18 FIDELITY BONDS Effective life of Retention Note: Does not include the bond+ 5 years. Official Bond Record maintained by county clerks,which must be retained PERMANENTLY. GR1050-19 FINGERPRINT CARDS Date of separation Retention Note: If fingerprint cards + 5 years. 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 2 years. Retention Note: Do not confuse these grievances against personnel policies,working records with those involving EEO conditions,etc. complaints [see item number GR1050- 16(c)]. *GR1050-21 JOB EVALUATIONS US +2 years;or By regulation—29 CFR 1620.32(c). (PERFORMANCE date of separation Refer to SD3575-05 pertaining to APPRAISALS) +2 years, evaluations on school teachers. whichever is applicable. GR1050-22 MEDICAL AND EXPOSURE REPORTS Local Schedule GR Page 35 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . GR1050-22a MEDICAL AND EXPOSURE Health,physical or psychological examination 2 years. By regulation-29 CFR 1602.31, REPORTS reports or certificates of all job applicants if 1602.40,and 1602.49. physical or psychological condition is a factor in hiring decisions,including the promotion, transfer,or selection for training of current personnel. *GR1050-22b MEDICAL AND EXPOSURE Health or physical examination reports or REPORTS certificates of employees for whom periodic monitoring of health or fitness is required. (1)For employees exposed in the course of their Date of separation By regulation-29 CFR work to toxic substances,harmful physical +30 years. 1910.1020(d)(1)(i)-(iii). agents,or bloodborne pathogens. (2)For all other employees. US+2 years. *GR1050-22c MEDICAL AND EXPOSURE Environmental,biological,and material safety 30 years. By regulation-29 CFR REPORTS monitoring reports concerning toxic substances 1910.1020(d)(1)(ii). See Local Schedule and harmful physical agents in the workplace, PW 5450-01 for Asbestos Management including analyses derived from such reports. Records. *GR1050-22d MEDICAL AND EXPOSURE Records of controlled substances and alcohol By regulation—49 CFR 382.401 REPORTS use and testing. (1)Records of driver alcohol test results 5 years. indicating an alcohol concentration of 0.02 or greater;records of driver verified positive controlled substances test results; documentation of refusals to take required alcohol and/or controlled substances tests; driver evaluation and referrals;calibration documentation;records related to the administration of the alcohol and controlled substances testing programs;copy of each annual calendar year summary required by 49 CFR 382.401. (2)Records related to the alcohol and controlled 2 years. substances collection process. (3)Records of negative and canceled controlled 1 year. substances test results and alcohol test results with a concentration of less than 0.02. Local Schedule GR Page 36 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . GR1050-23 OATHS OF OFFICE US+ 5 years or 5 years after leaving position for which oath required, whichever is a plicable. GR1050-24 PERSONNEL ACTION OR Documents used by personnel officers to create 2 years. By regulation-29 CFR 1602.31, INFORMATION NOTICES or change information in the personnel records 1602.40,and 1602.49. of individual employees concerning hiring, termination,transfer,pay grade,position or job title,leaves of absence,name changes,and similar personnel actions except those noted elsewhere in this part. GR1050-25 PERSONNEL STUDIES AND Studies,statistical reports,surveys,cost analyses 3 years. Retention Note: Review before SURVEYS and projections,and similar records,except disposal;some documents may merit those noted elsewhere in this part,on any aspect PERMANENT retention for historical of the personnel management or administration reasons. of a local government. GR1050-26 POSITION DESCRIPTION, CLASSIFICATION,AND STAFF MONITORING RECORDS *GR1050-26a POSITION DESCRIPTION, Job descriptions,including any associated task US or position By regulation-40 TAC 815.106(i). CLASSIFICATION,AND or skill statements.Also includes documentation abolished+4 years. STAFF MONITORING concerning the development and analysis of job RECORDS descriptions and classification systems,including survey,review and audit reports;classification standards and guidelines;selection criteria; determination of classification appeals;etc. GR1050-26b POSITION DESCRIPTION, Position staffing and vacancy reports. US. CLASSIFICATION,AND STAFF MONITORING RECORDS GR1050-26c POSITION DESCRIPTION, Personnel requisitions. 2 years. CLASSIFICATION,AND STAFF MONITORING RECORDS Local Schedule GR Page 37 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . GR1050-27 REDUCTION IN FORCE US,or if PLANS(including any related implemented,2 implementation documentation) years from date of last reduction in force action under the plan. *GR1050-28 TRAINING AND For other records relating to aptitude or EDUCATIONAL skills tests required of job applicants or ACHIEVEMENT RECORDS of current personnel to qualify for promotion or transfer see item number GR1050-02. *GR1050-28a TRAINING AND Certificates of completion,transcripts,test Date of separation Retention Note: If information EDUCATIONAL scores,or similar records documenting the + 5 years. concerning training or testing(e.g.,test ACHIEVEMENT RECORDS training,testing,or continuing education scores)is transferred to an Employee achievements of an employee if such training or Service Record(item number GR1050- testing is required for the position held or if the 12),the document from which the educational or skill attainment or enhancement information is taken need be retained affects or could affect career advancement in the for only 2 years. local government or,in the case of licensed or certified personnel(e.g.,school professionals, firefighters,police officers,health care professionals),in other governments or the private sector. *GR1050-28b TRAINING AND Records documenting the planning, 2 years. EDUCATIONAL development,implementation,administration ACHIEVEMENT RECORDS and evaluation of in-house training programs. *GR1050-28c TRAINING AND Training manuals,syllabuses,course outlines, US,expired,or EDUCATIONAL and similar training aids used in in-house discontinued+2 ACHIEVEMENT RECORDS training programs. years. *GR1050-28d TRAINING AND Skill or achievement measurement records of a 2 years. Retention Note: If the only EDUCATIONAL training group or class as a whole(e.g.,rosters information documenting the in-house ACHIEVEMENT RECORDS with scores). training of an employee of the types described in(a)is contained in the measurement records of a group or class as a whole,the group records must be retained for the date of separation+ 5 years for all employees included in the group records. *GR1050-29 UNEMPLOYMENT Unemployment claims,pertinent After closed+ 5 COMPENSATION CLAIMS correspondence,and similar records years. RECORDS documenting unemployment compensation cases. Local Schedule GR Page 38 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . *GR1050-30 VERIFICATIONS OF 3 years from hire or By regulation-8 CFR 1274a.2(b) (2) (i) EMPLOYMENT ELIGIBILITY 1 year after (A)and(c) (2). (INS Form I-9) separation, whichever later. Retention Note: If a former employee is rehired and an INS Form I-9 is still on file for the employee,the 3-year retention period dates from date of first hire. GR1050-31 WORK SCHEDULES Work,duty,shift,crew,case schedules,rosters, 1 year. or assignments except work schedules includable in item number GR1050-56. *GR1050-32 WORKERS COMPENSATION Initial and supplemental reports of accidents to CE of closure of By regulation-29 CFR 1904.33 for CLAIM RECORDS or job-related illnesses of employees and claim+ 5 years. accident and illness reports. documentation relating to any subsequent filing of claims by employees. Retention Note:Refer to GR1050-22b (1)in this schedule. The local governments'insurer and the Texas Department of Insurance keep permanent records of workers compensation related records. GR1050-33 FINANCIAL DISCLOSURE Financial disclosure statements of officers 2 years. Retention Note: For campaign STATEMENTS and/or employees of a local government. contribution and expenditure statements see item number EL3125-01 in Local Schedule EL(Records of Elections and Voter Registration). *GR1050-34 PUBLIC ACCESS OPTION Form completed and signed by employee or US. Retention Note: The last public access FORMS official,or former employee or official,electing option form completed by an employee to keep home address,home telephone number, prior to termination of employment social security number,and family information must be retained as part of the open or confidential under the Public Employee Service Record(see record Information Act,Government Code 552.04. number GR1050-12 in this schedule). *GR1050-35 EMPLOYEE EXIT Records of interviews and other supporting Date of separation INTERVIEWS documentation conducted at time of employee +2 years. termination. Local Schedule GR Page 39 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . *GR1050-36 CRIMINAL HISTORY CHECKS Used for condition of or in conjunction with End of employee's By law-Government Code,Chapter employment application. probationary period 411 Subchapter F for certain education or after immediate institutions and fire departments,and by purpose has been authority of this schedule for all other fulfilled,as local governments. applicable. Retention Note:A local government that is authorized to obtain criminal history recorded information from the Texas Department of Public Safety must refer to Subchapter F,Chapter 411,Government Code for appropriate retention and use of this information. *GR1050-37 EMPLOYEE Employee acknowledgement forms or other US or date of ACKNOWLEDGEMENT documentation that show proof of receipt and separation+2 years, FORMS awareness of local government policies and as applicable. procedures. *GR1050-38 UNSOLICITED RESUMES Unsolicited resumes received by local AV. Retention Note:See item number governments not used in the employment GR1050-14 for resumes,whether selection process. solicited or unsolicited,that are used in any way in the employment selection process. *GR1050-39 VOLUNTEER SERVICE FILES Information about individual volunteers and US or date of duties they perform. separation+3 ears. Local Schedule GR Page 40 of 62 Effective July 4, 2012 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). NumberRecord Record Title Record Description Retention Remarks • • GR1050-50 DEDUCTION AUTHORIZATIONS Documentation used to start,modify,or 4 years after stop all voluntary or required deductions separation or 4 from payroll,including orders of years after garnishment or other court-ordered amendment, attachments. expiration,or termination of authorization, whichever sooner. *GR1050-51 DIRECT DEPOSIT US or date of APPLICATIONS/AUTHORIZATIONS separation,as applicable. GR1050-52 EARNINGS AND DEDUCTION RECORDS Local Schedule GR Page 41 of 62 Effective July 4, 2012 Record Record Title Record Description Retention Remarks Number . • *GR1050-52a EARNINGS AND DEDUCTION A record containing the following payroll Retention of any By regulation-20 CFR 404.1225(b) (3) RECORDS information on each employee:name,last one of the and 40 TAC 815.106(i). known address and social security following records number,amount of wages paid to the for 5 years by employee for each payroll period, school districts or 4 including all deductions,and date of years by other local payment. governments will satisfy the retention requirement: 1)Individual employee earnings card or record that shows earnings and deductions for each pay period. 2)Master payroll register which shows earnings and deductions for each pay period. Local Schedule GR Page 42 of 62 Effective July 4, 2012 Record Record Title Record Description I I Retention I Remarks Number . . *GR1050-52b EARNINGS AND DEDUCTION A record containing the following The retention of RECORDS minimum pension and deferred any one of the compensation information on each following for date employee:name,date of birth,social of separation+ 75 security number,and amount of pension years will satisfy the and deferred compensation deductions. retention requirement: 1)Individual employee earnings card or record as in (a) (1). 2)Employee Service Record(see item number GR1050-12)if it contains the prescribed pension and deferred compensation deduction data. 3)Master payroll register,or the final year-to-date register of each calendar year,if the register shows all persons employed during the year from whose wages, pension,and deferred compensation deductions were made. Local Schedule GR Page 43 of 62 Effective July 4, 2012 Record Record Title Record Description I Retention Remarks L Number • • GR1050-52b EARNINGS AND DEDUCTION 4)Pension and (continued) RECORDS deferred compensation deduction register, or the final year-to- date pension deduction register of each calendar year,if the register lists all persons employed during the year from whose wages pension and deferred compensation deductions were made. 5) 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. *GR1050-52c EARNINGS AND DEDUCTION Master payroll register,including year-to- FE+ 5 years for RECORDS date registers,if not used to satisfy either school districts;FE of the retention requirements set in(a) or +3 years for other (b). governments. Local Schedule GR Page 44 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . *GR1050-52d EARNINGS AND DEDUCTION Subsidiary payroll registers,if not used RECORDS to satisfy either of the retention requirements set in(a)or(b). (1)If data contained in the subsidiary FE+ 5 years for payroll register is not contained in the school districts;FE master payroll register. +3 years for other governments. (2)If data contained in the subsidiary AV. payroll register is contained in the master a roll re ster. GR1050-52e EARNINGS AND DEDUCTION Copies of annual or other periodic 2 years. RECORDS 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 *GR1050-52f EARNINGS AND DEDUCTION Payroll adjustment records,including FE+ 5 years for RECORDS transaction registers,authorizations,and school districts;FE similar records authorizing and detailing +3 years for other adjustments to payroll records because of governments. overpayment,underpayment,etc. GR1050-53 FEDERAL AND STATE TAX FORMS AND REPORTS GR1050-53a FEDERAL AND STATE TAX FORMS Forms used to determine withholding 4 years after By regulation-20 CFR 404.1225(b) AND REPORTS from wages and salaries for payroll tax separation or 4 (3),26 CFR 31.6001-1(e) (2) for purposes (W-4 Forms). years after form federal forms and by authority of this amended, schedule for any state forms. whichever sooner. GR1050-53b FEDERAL AND STATE TAX FORMS Forms and reports used to report the 4 years after tax due By regulation-20 CFR 404.1225(b) AND REPORTS collection,distribution,deposit,and date or date tax (3),26 CFR 31.6001-1(e) (2) for transmittal of payroll or unemployment paid,whichever federal forms and by authority of this taxes (W-2,1099). later. schedule for state forms. GR1050-54 LEAVE RECORDS Local Schedule GR Page 45 of 62 Effective July 4, 2012 Record Record Title Record Description I I Retention Remarks Number . • *GR1050-54a LEAVE RECORDS A record containing a record of the The retention of unused accumulated sick leave of each any one of the employee if(1)all or a percentage of following for date accumulated sick leave is used to of separation+75 calculate length of service and/or(2) years will satisfy the accumulated sick leave is creditable to an retention employee if rehired. requirement: 1)Individual employee earnings card or record as described in item number GR1050- 52a if it also contains accumulated sick leave data. 2)Employee Service Record(see item number GR1050-12)if it contains the accumulated sick leave data prescribed. 3)Copy of the final time summary or leave status report, as noted in(d),of each separated employee. *GR1050-54b LEAVE RECORDS Requests and authorizations for vacation, FE+ 5 years for By regulation—29 CFR 825.500. compensatory,sick,Family and Medical school districts;FE Leave Act(FMLA),and other types of +3 years for other authorized leave,and supporting governments. documentation. *GR1050-54c LEAVE RECORDS Leave or hours-to-date registers. FE+ 5 years for school districts;FE +3 years for other governments. Local Schedule GR Page 46 of 62 Effective July 4, 2012 Record Record Title Record Description Retention Remarks Number . . GR1050-54d LEAVE RECORDS Copies of periodic time summary or 2 years. leave status reports furnished to each employee containing information on vacation,sick,compensatory,or other leave earned and used,including the final report of separated employees if they are not used to satisfy the retention requirement set in(a). GR1050-55 PAYROLL ACTION OR Documents used by payroll officers to INFORMATION NOTICES create or change information in the payroll records of individual employees except deduction authorizations (see item number GR1050-50)and federal tax forms [see item number GR1050-53(a)]. *GR1050-55a PAYROLL ACTION OR Documents concerning hiring, 2 years. By regulation-29 CFR 1602.31, INFORMATION NOTICES termination,transfer,pay grade,position 1602.40,and 1602.49. or job title,name changes,etc. Retention Note:Refer to GR1050-12 in this schedule as some information must be kept in Employee Service Record. *GR1050-55b PAYROLL ACTION OR Documents concerning adjustments to FE+3 years. Retention Note:Refer to GR1050-12 INFORMATION NOTICES payroll and leave status. in this schedule as some information must be kept in Employee Service Record. *GR1050-56 TIME AND ATTENDANCE REPORTS Time cards or sheets,including work 4 years. By regulation-40 TAC 815.106(i). schedules and documentation evidencing adherence to or deviation from normal hours for those employees working on fixed schedules. GR1050-57 TIME CHANGE RECORDS Requests and authorizations for 2 years. overtime,time trading,and other actions that affect normal work time except leave requests [see item number GR1050- 54(c)]. *GR1050-58 REIMBURSABLE ACTIVITIES, Requests and authorizations for travel; FE+ 5 years for REQUESTS AND AUTHORIZATIONS participation in educational programs, school districts;FE TO ENGAGE IN workshops,or college classes;or for +3 years for other other bona fide work-related activities in governments. which the expenses of an employee are defrayed or reimbursed. GR1050-59 WAGE AND SALARY RATE TABLES Local Schedule GR Page 47 of 62 Effective July 4, 2012 Record Record Title Record Description Retention Remarks —T-1 Number . . GR1050-59a WAGE AND SALARY RATE TABLES If wage or salary rate for each position 2 years after last By regulation-29 CFR 516.6(a) (2). listed on an Employee Service Record effective date. (see item number GR1050-12)is expressed in dollars. GR1050-59b WAGE AND SALARY RATE TABLES If wage or salary rate for each position Date of separation listed on an Employee Service Record +75 years. (see item number GR1050-12)is indicated by grade or step number only. PART 4: SUPPORT SERVICES RECORDS SECTION 4-1: PURCHASING RECORDS Retention Notes: RELATIONSHIP WITH ACCOUNTS PAYABLE RECORDS -In a local government in which purchasing and accounts payable records (see item number 1025-26) are maintained by the same individual or department, duplicate copies of a record need not be created and/or retained to satisfy the retention requirements of this section if the record is used in documenting both the ordering and procurement of and payment for goods and services. In such instances,retention requirements for accounts payable records prevail over those noted in this section. NumberRecord Record Title Record Description Retention Remarks • • GR1075-01 BIDS AND BID DOCUMENTATION *GR1075-01a BIDS AND BID Successful bids and requests for proposals, FE of award+ 5 Retention Note: If a formal written DOCUMENTATION including invitations to bid,bid bonds and years for school contract is the result of a successful bid affidavits,bid sheets,and similar supporting districts;FE+ 3 or request for proposal,the successful documentation. years for other bid or request for proposal and its governments. supporting documentation must be retained for the same period as the contract. See item number GR1000-25. GR1075-01b BIDS AND BID Unsuccessful bids. 2 years. DOCUMENTATION *GR1075-01c BIDS AND BID Requests for informal bid estimates,quotes,or 1 year. DOCUMENTATION responses from providers for the procurement of goods or services for which state law or local policy does not require the formal letting of bids. Local Schedule GR Page 48 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . • *GR1075-01d BIDS AND BID Requests for information(RF1)preliminary to AV after date of DOCUMENTATION the procurement of goods or services by direct direct purchase, purchase or bid. issuance of request for bids,or decision not to proceed with the procurement,as applicable. GR1075-02 INVENTORY RECORDS 1 year. (PARTS AND SUPPLIES) GR1075-03 PURCHASE ORDER AND RECEIPT RECORDS *GR1075-03a PURCHASE ORDER AND Purchase orders,requisitions,and receiving FE+ 5 years for RECEIPT RECORDS reports. school districts;FE +3 years for other governments. GR1075-03b PURCHASE ORDER AND Purchasing log,register,or similar record FE+3 years. RECEIPT RECORDS providing a chronological record of purchase orders issued,orders received,and similar data on procurement status. GR1075-03c PURCHASE ORDER AND Packing slips and order acknowledgments. AV. RECEIPT RECORDS GR1075-03d PURCHASE ORDER AND Vendor and commodity lists. US. RECEIPT RECORDS SECTION 4-2: FACILITY, VEHICLE, AND EQUIPMENT MANAGEMENT RECORDS NumberRecord Record Title Record Description Retention Remarks • • GR1075-15 ACCIDENT AND DAMAGE Reports of accidents or damage to facilities, 3 years. Retention Note: For accident reports REPORTS(PROPERTY) vehicles,or equipment if no personal injury is involving personal injury see item involved. numbers GR1000-20 and GR1050-32. *GR1075-16 CONSTRUCTION PROJECT RECORDS Local Schedule GR Page 49 of 62 Effective July 4, 2012 Record Record Title Record Description Retention Remarks Number . • *GR1075-16a CONSTRUCTION PROJECT Records concerning the planning,design, PERMANENT. Retention Note:If a structure,facility, RECORDS construction,conversion,or modernization of or system is sold or transferred to local government-owned facilities,structures, another person or entity,the local and systems,including feasibility,screening,and government must retain the original implementation studies;topographical and soil records relating to its construction. surveys and reports;architectural and Copies of the records may be given to engineering drawings,elevations,profiles, the person or entity to whom the blueprints,and as-builts;inspection and structure,facility,or system is sold or investigative reports;laboratory test reports; transferred. environmental impact statements;construction contracts and bonds;correspondence;and similar documentation except as described in (b). *GR1075-16b CONTRUCTION PROJECT Records of the types described in(a)relating to Completion of the Retention Note:Review before RECORDS the construction of prefabricated storage sheds, project+ 10 years. disposal;some records may merit bus shelters,parking lot kiosks,non-structural PERMANENT retention for historical recreational facilities such as baseball diamonds reasons.Records relating to and tennis courts,and similar structures and construction of some of the described facilities. structures will have historical value if they are closely associated with a major structure as described in(a).For example,records relating to the construction of gazebos,fountains, walls,or statuary located on the grounds of a county courthouse are part of the landscape of the courthouse and its grounds and should be retained PERMANENTLY. Records of the types described relating to government-owned structures or places eligible for or already listed as historic by national,state,or local organizations or authorities must be retained PERMANENTLY. Local Schedule GR Page 50 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . GR1075-16c CONSTRUCTION PROJECT Records relating to construction projects 5 years Retention Note:Records of the types RECORDS described in(a) and(b),that are transitory or of described relating to government-owned ephemeral relevance,and are not required for structures or places eligible for or maintaining,modifying,and repurposing the already listed as historic by national, building or structure,Records may include,but state,or local organizations or are not limited to,rejected design plans,delivery authorities must be retained tickets for expendable products,daily work PERMANENTLY. reports,etc. GR1075-17 LOST AND STOLEN FE+3 years. PROPERTY REPORTS GR1075-18 MAINTENANCE,REPAIR, Records documenting the maintenance,repair, Retention Note: This record group AND INSPECTION RECORDS and inspection of facilities,vehicles,and schedules records of maintenance and equipment. repair to general-purpose vehicles,office equipment,and office facilities.For retention requirements for the maintenance and repair of specialized vehicles (e.g.,police cars,fire trucks, school buses),equipment(e.g.,airport runway beacons,traffic lights),or facilities (e.g.,wastewater treatment lants) see other commission schedules. *GR1075-18a MAINTENANCE,REPAIR, Vehicles and equipment. AND INSPECTION RECORDS (1)Routine inspection records. 1 year. (2)Maintenance and repair records. Life of asset. Retention Note: If a vehicle is salvaged as the result of an accident,the maintenance and repair records for the vehicle must be retained for date of salvage+ 1 year. Local Schedule GR Page 51 of 62 Effective July 4, 2012 NumberRecord _F Record Title Record Description kRetention Remarks . . *GR1075-18b MAINTENANCE,REPAIR, Facilities. AND INSPECTION RECORDS (1)Routine cleaning,janitorial,and inspection 1 year. work. (2)All other facility maintenance,repair and 5 years. Retention Note:Records of the types inspection records (including those relating to described relating to government-owned plumbing,electrical,fire suppression,and other structures or places eligible for or infrastructural systems). already listed as historic by national, state,or local organizations or authorities must be retained PERMANENTLY. GR1075-19 SERVICE REQUESTS/WORK 2 years. Retention Note: If work orders serve ORDERS (for repairs and as the only form of record documenting maintenance to facilities,vehicles,or repairs to vehicles or equipment[see equipment) item number GR1075-18(a)] they must be retained for the life of the vehicle or e ui ment. GR1075-20 USAGE REPORTS Reports of usage of facilities,vehicles,and equipment. *GR1075-20a USAGE REPORTS Any type of usage report(e.g.,mileage,fuel FE+ 5 years for Reports of usage of facilities,vehicles, consumption,copies run)if such reports are the school districts;FE and equipment basis for allocating costs,for determining +3 years for other payment under rental or lease agreements,etc. governments. GR1075-20b USAGE REPORTS Reservation logs or similar records relating to 2 years. Reports of usage of facilities,vehicles, the use of facilities such as meeting rooms, and equipment auditoriums,etc.by the public or other governmental agencies. GR1075-20c USAGE REPORTS Usage reports compiled for purposes other than 1 year. Reports of usage of facilities,vehicles, those noted in(a)or(b). and equipment *GR1075-21 VEHICLE OR EQUIPMENT Assignment logs,authorizations,and similar After return or ASSIGNMENT RECORDS records relating to the assignment and use of reassignment+2 government-owned vehicles or equipment by years. employees. GR1075-22 VISITOR CONTROL Logs,registers,or similar records documenting 3 years. Retention Note:If the visitor control REGISTERS visitors to limited access or restricted areas. register is needed as part of an investigation it should be retained with the investigation case file PS4125-05. GR1075-23 WARRANTIES (for vehicles and Expiration of equipment) warranty+ 1 year. Local Schedule GR Page 52 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . *GR1075-24 VEHICLE TITLES AND Vehicle titles and registrations of government- LA. REGISTRATIONS owned vehicles. *GR1075-25 SURVEILLANCE VIDEOS Video surveillance for,but not limited to, AV. Retention Note:If the surveillance security of property and persons. video is needed as part of an investigation it should be retained with the investigation case file PS4125-05. SECTION 4-3: COMMUNICATIONS RECORDS PeriodRecord Record Title Record Description �R�etention Remarks Pe Number GR1075-40 POSTAL AND DELIVERY SERVICE RECORDS GR1075-40a POSTAL AND DELIVERY Meter and permit usage records. 1 year. SERVICE RECORDS GR1075-40b POSTAL AND DELIVERY Registered,certified,insured,and special 1 year. SERVICE RECORDS delivery mail receipts and similar records of transmittal by express or delivery companies. GR1075-41 TELEPHONE LOGS OR Registers or logs of telephone calls and fax ACTIVITY REPORTS transmissions made and similar activity reports. *GR1075-41a TELEPHONE LOGS OR If the log,report,or similar record is used for FE+ 5 years for ACTIVITY REPORTS cost allocation purposes. school districts;FE +3 years for other governments. *GR1075-41b TELEPHONE LOGS OR If the log,report,or similar record is used for 1 year. ACTIVITY REPORTS internal control purposes other than cost allocation. *GR1075-41c TELEPHONE LOGS OR Internal telephone directory of local US,expired,or ACTIVITY REPORTS government employees.Directory may include discontinued. personal contact information(e.g.personal telephone number,home address,etc.). Local Schedule GR Page 53 of 62 Effective July 4, 2012 Record Record Title Record Description IL7etention Number . . *GR1075-42 E-RATE RECORDS E-Rate is the Schools and Libraries Program of the Universal Service Fund that provides discounts to schools and libraries for telecommunications and Internet access.E-Rate is administered by the Universal Service Administrative Company(USAC)under the direction of the Federal Communication Commission(FCC). All records related to the application for,receipt, FE+ 5 years. By regulation-47 CFR 54.516. and delivery of discounted telecommunications and other supported services. SECTION 4-4: WORKPLACE SAFETY RECORDS Record Record Title Record Description Retention Remarks Number I Period GR5750-01 BLOODBORNE PATHOGEN Records of training given to employees with 3 years. TRAINING RECORDS exposure to bloodborne pathogens showing the dates of training sessions,contents or summaries of the sessions,names and job titles of those who received training,and names and qualifications of instructors. *GR5750-02 FACILITY CHEMICAL LISTS Copies of tier two forms containing information 30 years. By law—Health and Safety Code, of hazardous chemicals present in local Section 506.006. government facilities submitted to the fire chief of the fire department having jurisdiction over the facilities and to the Texas Department of State Health Services as required by Health and Safety Code,Section 506.006. GR5750-03 HAZARD COMMUNICATION Plans describing how criteria of the Hazard US+ 5 years. By law-Health and Safety Code, PLANS Communications Act(Chapter 502,Health and Section 502.009(g). Safety Code)with regard to the education and training of employees will be met. Local Schedule GR Page 54 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . GR5750-04 HAZARDOUS MATERIALS Records of training given to employees in a 5 years. By law-Health and Safety Code, TRAINING RECORDS hazard communications program showing the Section 502.009(g). date of each training session,subjects covered during the session,rosters of employees who attended,and the names of instructors. GR5750-05 MATERIAL SAFETY DATA Material safety data sheets (MSDS) supplied to AV after receipt of SHEETS(MSDS) local government employers by manufacturers updated sheet or or distributors of hazardous chemicals. the hazardous chemical is no longer present in the local government,as applicable. GR5750-06 WORKPLACE CHEMICAL Lists of hazardous chemicals,including 30 years. By law-Health and Safety Code, LISTS superseded lists,compiled and maintained by Section 502.005(d). local governments in accordance with the Health and Safety Code,Section 502.005. Retention Note: State law(Health and Safety Code,Section 502.005(d)) provides that if a local government is dissolved(e.g.,a municipality through disincorporation),it shall send the workplace chemical lists in its possession to the director of the Texas Department of State Health Services. PART 5: INFORMATION TECHNOLOGY RECORDS Retention Notes: (a) This part establishes retention periods for records essential to the creation, maintenance, and use of electronic records (information recorded in a form for computer processing including data,graphics, digital images, multi-media records, etc.) and records related to computer operations/technical support not covered elsewhere in this schedule. Records in this part may be maintained on whatever medium is appropriate including electronic (on-line,magnetic tape, optical disk, CD-ROM, etc.),paper, and microform. (b) Other types of records may be maintained electronically that are listed elsewhere in this schedule, such as administrative, fiscal,personnel, and support services records, or in other specialized schedules adopted by the Texas State Library and Archives Commission, such as Local Schedule PS (Records of Public Safety Agencies),Local Schedule HR (Records of Public Health Agencies), etc. The retention period for those electronic records will be as specified under the appropriate records series item number according to the function of the information. For example,if an electronic system were used to maintain encumbrance and expenditure reports, the retention period for these electronic records would be 2 years Local Schedule GR Page 55 of 62 Effective July 4, 2012 as specified in item number 1025-04(d). Retention requirements apply to records maintained on all types of electronic systems including mainframe,minicomputer,microcomputer,local-area-network based systems, etc. c) Administrative rules of the Texas State Library and Archives Commission (13 TAC 7.71-7.79) require that retention procedures for electronic records with an approved retention of 10 years or more must include provisions for scheduling the disposition of the electronic records as well as related software, documentation, and indexes; and for regular recopying, reformatting, and other necessary maintenance or conversion activities to ensure the retention and stability of electronic records until the expiration of their retention periods. d) If automated information is copied to paper or microform to create the official record, the electronic files do not have to be maintained for the full retention period of the record. The added value of electronic files for facilitating retrieval,making queries,providing for automated audit trails, etc., should be carefully reviewed prior to destruction of the electronic files even though there is an official record in another medium. SECTION 5-1: RECORDS OF AUTOMATED APPLICATIONS PeriodRecord Record Title Record Description Retention Number GR5800-01 AUDIT TRAIL RECORDS Files needed for electronic data audits such as Until audit files or reports showing transactions accepted, requirements met. rejected,suspended,and/or processed;history files/tapes;records of on-line updates to application files or security logs. *GR5800-02 FINDING AIDS,INDEXES, Automated indexes,lists,registers,and other Until the related AND TRACKING SYSTEMS finding aids used to provide access to the hard hard copy or copy and electronic records. electronic records have been destroyed. *GR5800-03 HARDWARE Records documenting operational and Until electronic Retention Note: If the retention DOCUMENTATION maintenance requirements of computer records are period of electronic records is extended hardware such as operating manuals, transferred to and to meet requirements of an audit, hardware/operating system requirements, made usable in a litigation,Public Information Act hardware configurations,and equipment control new hardware request,etc.any hardware systems. environment or documentation required to retrieve and there are no read the records must also be retained electronic records for the same period. being retained to meet an approved retention period that require the hardware to be retrieved and read. Local Schedule GR Page 56 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . *GR5800-04 MASTER FILE RECORDS Relatively long-lived computer files containing Until completion of Retention Note: The need to retain organized and consistent sets of complete and 3rd system backup "snapshots"of some continuing master accurate electronic records. cycle except for: files should be carefully evaluated. For example,if a Geographic Information a)Electronic file System has only current mapping which replaces or information,historical versions of serves in lieu of a zoning changes would not be available textual record- even though these records have long- Follow the term legal and historical value. retention period approved for the equivalent textual record; b)Electronic file containing fiscal information,for which an equivalent textual record exists,but which is also subject to audit -Dispose of after all audit questions have been resolved; and c)Output data file extracted from system solely to distribute data to individuals or program units for reference and use or to produce printed reports or other publications- Dispose of after data is distributed or when no longer needed to create publication. Local Schedule GR Page 57 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . *GR5800-05 PROCESSING RECORDS Electronic files used to produce a master file, Until completion of including,but not limited to,work files, 3rd system backup maintenance and test files,print files,and cycle except for: intermediate input/output records. a)Routine or benchmark file used to test system performance-AV; and b)File which facilitates processing of a particular job or system run,but which does not add to,delete from,or substantially modify information in a master file-AV. *GR5800-06 SOFTWARE PROGRAMS Automated software applications and operating Until electronic Retention Note: If the retention system files including job control language, records are period of electronic records is extended program listing/source code,etc. transferred to and to meet requirements of an audit, made usable in a litigation,Public Information Act new software request,etc.any software program environment or required to retrieve and read the records there are no must also be retained for the same electronic records period. being retained to meet an approved retention period that require the software to be retrieved and read. Local Schedule GR Page 58 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . *GR5800-08 TECHNICAL Records adequate to specify all technical Until electronic Retention Note: If the retention DOCUMENTATION characteristics necessary for reading or records are period of electronic records is extended processing of electronic records and their timely, transferred to and to meet requirements of an audit, authorized disposition including documentation made usable in a litigation,open records action,etc.any describing how a system operates and necessary new hardware or technical documentation required to for using the system such as user guides,system software retrieve and read the records must also or sub-system definitions,system specifications, environment with be retained for the same period. input and output specifications,and system flow new documentation charts;program descriptions and documentation or there are no such as program flowcharts,program electronic records maintenance logs,change notices,and other being retained to records that document modifications to meet an approved computer programs;and data documentation retention period necessary to access,retrieve,manipulate and that require the interpret data in an automated system such as a documentation to data element dictionary,file layout,code book be retrieved and or table,and other records that explain the read. meaning,purpose,structure,logical relationships,and origin of the data elements. 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. NumberRecord Record Title Record Description Retention Remarks • • *GR5825-01 ACCESS SECURITY RECORDS Records created for security purposes to control Retain until all audit or monitor individual access to a system and its or legal data,including but not limited to user account requirements have records,security login information,and been met. password files. *GR5825-02 BATCH DATA ENTRY Forms and logs used to reconcile batches AV after CONTROL RECORDS submitted for processing against batches reconciliation received and processed. confirmed. Local Schedule GR Page 59 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . *GR5825-03 CHARGEBACK RECORDS TO Records used to document,calculate costs,and FE+ 5 for school DATA PROCESSING bill program units for computer usage and data districts;FE+ 3 SERVICES USERS processing services. These records are also used years for other for cost recovery,budgeting,or administrative governments. purposes. GR5825-04 COMPUTER JOB SCHEDULES Schedules or similar records showing computer 90 days. AND REPORTS jobs to be run and other reports by computer operators or programmers of work performed. *GR5825-05 DATA PROCESSING Records of data processing policies and Until superseded, Retention Note: Review before POLICIES AND procedures including those covering access and expired,or disposal;some records merit PROCEDURES security,systems development,data retention discontinued+ 5 PERMANENT or long-term retention and disposition,and data ownership (records of years. for historical or legal reasons. procedures for data entry,operation of computer equipment,production control, system backup,compliance with electronic records rules,etc). Does not include technical documentation of procedures necessary for reading or processing of electronic records (see item number GR5800-08). GR5825-06 DATA PROCESSING Reports,studies,analyses,projections,and 5 years. Retention Note: Before disposal PLANNING RECORDS similar records concerning the creation, appraise for continuing administrative development,or modification of data processing usefulness and historical value. Those systems and services except for disaster records relating to major development recovery plans(see item number GR5825-07). projects and other records considered of historical value should be retained PERMANENTLY. *GR5825-07 NETWORK SYSTEMS Records related to the protection and re- US. DISASTER PREPAREDNESS establishment of data processing services and AND RECOVERY PLANS equipment in case of a disaster. *GR5825-08 ELECTRONIC MEDIA Records used to control the location, Until related LIBRARY SYSTEM RECORDS maintenance,and disposition of media in an records or media electronic media library except for records are destroyed or destruction documentation that is maintained withdrawn from the permanently(see item number GR1000-40). library. GR5825-09 INPUT DOCUMENTS Copies of records or forms designed and used Until all data has solely for data input and control when the data been entered into processing unit provides centralized data input the system and,if services and original records are maintained by required,verified. the program unit except for data entry documents noted elsewhere in this schedule or other schedules adopted by the commission. Local Schedule GR Page 60 of 62 Effective July 4, 2012 NumberRecord Record Title Record Description Retention Remarks . . *GR5825-10 NETWORK CIRCUITS Records containing information on network US. INVENTORIES circuits used by the government including circuit number,vendor,type of connection,terminal series,software,contact person,and other relevant information about the circuit. *GR5825-11 NETWORK Records used to implement a computer network US. IMPLEMENTATION including reports,diagrams of network,and RECORDS wiring schematics. GR5825-12 OPERATING SYSTEM AND Records relating to the replacement of 1 year after HARDWARE CONVERSION equipment or computer operating systems not completion of PLANS included elsewhere in this schedule. conversion. GR5825-13 OUTPUT RECORDS FOR Reports showing transactions that were AV. COMPUTER PRODUCTION accepted,rejected,suspended,and/or processed. GR5825-14 QUALITY ASSURANCE Information verifying the quality of system, Until no longer RECORDS hardware,or software operations including needed as an audit records of errors or failures and the loss of data trail for records resulting from such failures,documentation of modified. abnormal termination and of error free processing,checks of changes put into production,transaction histories,and other records needed as an audit trail to evaluate data accuracy. *GR5825-15 PROJECT RECORDS Records created and used in the development, Retention Note: Does not include redesign,or modification of automated systems purchasing records for computer or applications. software or hardware such as individual personal computers,which are covered in Part 4 of this schedule. GR5825-15a PROJECT RECORDS Project management records,design 3 years after documentation,feasibility studies,justifications, completion of user requirements,etc. project. GR5825-15b PROJECT RECORDS Routine status reports,memos,and AV. correspondence. GR5825-16 SYSTEM ACTIVITY Electronic files or automated logs created to AV. MONITORING RECORDS monitor computer systems such as print spool logs,console logs,tape activity logs,etc. Local Schedule GR Page 61 of 62 Effective July 4, 2012 NumberF_ Record Record Title Record Description �Retention Remarks . . *GR5825-17 ELECTRONIC RECORDS Memoranda,flyers,catalogues,registration TRAINING RECORDS forms,rosters,and other records documenting training courses provided users of electronic records systems. (1)If the training is required to hold or to Date of separation continue to hold a specific position or if the + 5 years. training is required of all employees. (2)If the training is not required to hold or AV. continue to hold a specific position of if the training is not required of all employees. *GR5825-18 INTERNET COOKIES Data resident on hard drives that make use of AV. Retention Note:The disposal of user-specific information transmitted by the Internet cookies need not be Web server onto the user's computer so that the documented through destruction information might be available for later access authorizations(GR1000-40(b)),but by itself or other servers. governments should establish procedures governing disposal of these records as part of its records management plan(GR1000-40 d). *GR5825-19 HISTORY FILES—WEB SITES A record of the documents visited during an AV. Retention Note:The disposal of Internet session that allows users to access Internet history files need not be previously visited pages more quickly or to documented through destruction generate a record of a user's progress. authorizations(GR1000-40(b)),but governments should establish procedures governing disposal of these records as part of its records management plan(GR1000-40(d). *GR5825-20 SOFTWARE REGISTRATIONS, LA+ 3 years. WARRANTIES,AND LICENSE AGREEMENTS 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. Local Schedule GR Page 62 of 62