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