| 1000-26 GR |
CORRESPONDENCE AND INTERNAL MEMORANDA (includes incoming and copies of outgoing correspondence and internal correspondence and memoranda). |
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Retention Note: The minimum retention period for correspondence or 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 1025-01 (e); a letter concerning a workers compensation claim should be retained for the period given under item number 1050-32, etc. The retention periods that follow are for correspondence and internal memoranda that do not readily fall within other record groups. |
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a) Policy and program development - Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefinition of the policies, programs, services, or projects of a local government. Includes TX Assoc. Access ane Equity files. |
5 years. |
Review before disposal; some correspondence of this type may merit permanent retention for historical reasons. |
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b) Administrative - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, services, and projects of a local government. Includes TX Assoc. of Comm. College HR Professionals, North TX Chpt Coll and Univ Pers Assoc., Coordinating Board Corres. files. |
2 years. |
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c) Routine - Correspondence and internal memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters. |
AV |
Exempt from destruction request requirement. |
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(d) Print-outs verifying data entry. |
AV |
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(e) E-mail messages (See Retention Note above). |
AV |
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| 1025-08 GR |
GRANT DEVELOPMENT AND ADMINISTRATIVE RECORDS |
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a) Successful grant applications and proposals and any documentation that modifies the terms of a grant. |
FE + 7 years. |
See note (b) on page 15 |
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b) Financial, performance, and compliance reports submitted to grantor or subgrantor agencies. |
FE + 7 years. |
See note (b) on page 15. |
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c) Reports, planning memoranda, studies, correspondence, and similar records created for and used in the development of successful grant proposals. |
3 years. |
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d) Any records of the type noted in (a) or (b) relating to unsuccessful grant proposals. |
AV |
Exempt from destruction request requirement. |
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e) Contract, client/counseling files. |
FE + 7 years. |
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f) Direct federal grants (All records). |
FE + 7 years. |
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CONTINUING EDUCATION STUDENT RECORDS |
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| 3725-03 JC |
CONTINUING EDUCATION RECORDS (NON-FUNDED COURSES) - Registration forms, drop/add forms, and similar records associated with preparations for courses in continuing education. |
Three (3) Years. |
Destroy after three (3) years. |
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(a) Class Rolls (Official) |
PERMANENT |
HARD COPY OR SCANNED COPY |
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(b) Class Lists |
PERMANENT (On SIS) |
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