Sub Schedule CS-2003

Item_No	RECORD_SERIES	Retention	Authority
1000-26 GR	CORRESPONDENCE AND INTERNAL MEMORANDA (includes incoming and copies of outgoing correspondence and internal correspondence and memoranda).
	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.
	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.
	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.
	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.
	(d) Print-outs verifying data entry.	AV
	(e) E-mail messages (See Retention Note above).	AV
1000-39 GR	PUBLICATIONS - Pamphlets, reports, studies, proposals, and similar material printed by or for a local government or any of its departments, subdivisions, or programs and distributed to or intended for distribution to the public on request and departmental or program newsletters designed for internal distribution.	One copy of each PERMANENT.
	Retention Note: The following categories of printed material, whether distributed publicly or internally, are exempted from the retention period and may be disposed of at option; (a) educational or solicitative matter provided by charitable or public awareness organizations (e.g., United Way, American Heart Association); and (b) public service leaflets or flyers prepared by a local government of 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).
1050-13 GR	EMPLOYMENT ADVERTISEMENTS OR ANNOUNCEMENTS - Advertisements or postings relating to job openings, promotions, training programs, or overtime opportunities, including jobs orders submitted to employment agencies.	2 years.	29 CFR 1602.31, 1602.40, and 1602-49.
1050-14 GR	EMPLOYMENT APPLICATIONS - Applications, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions (both hired and not hired) or for promotion, transfer, or training opportunity (both selected and not selected) is required on the application form, by application procedures, or in the employment advertisement except	PERMANENT	29 CFR 1602.31, 1602.40, and 1602.49.
	a) Samples of publications, artwork, or other products of prior achievement not returned to applicants.	AV	Exempt from destruction request requirement.
	b) Transcripts of persons hired if state or federal law or regulation mandates a level of education needed to qualify for employment (e.g., school district professional and paraprofessional personnel). See also item number 1050-28(a).	PERMANENT
	Retention Note: If applicant screening or hiring decisions are based on resumes, with only successful or interviewed candidates completing employment application, 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.
1050-16 GR	EQUAL EMPLOYMENT OPPORTUNITY RECORDS AND REPORTS
	a) Reports, analyses, or statistical data compiled from source documentation used to complete EEO reports.	PERMANENT	29 CFR 1602.30, 1602.39, and 1602.48.
	b) EEO-1, EEO-4, EEO-5, and EEO-6 reports.	5 years.	29 CFR 1602.32, 1602.41, and 1602.50.
	c) Case files relating to discrimination complaints, including complaints, legal and investigative documents, exhibits, related correspondence, withdrawal notices, and decisions or judgments.	Resolution of case + 3 years.
1050-21 GR	JOB EVALUATIONS (PERFORMANCE APPRAISALS)
	a) Evaluations of all other local government employees.	3 years	29 CFR 1620.32(c).
	b) Faculty Excellence Application Packets	2 years following awarding or not of multi-year contract
	c) Classroom visits of part-time faculty and student evaluations of faculty	End of Academic year + 2 years
	d) Full-time and Part-time staff evaluations.	End of Academic year + 2 years
1050-28 GR	TRAINING AND EDUCATIONAL ATTAINMENT RECORDS (for other records relating to aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer see item number 1050-02)
	Retention Note: If information concerning training or testing (e.g., test scores) is transferred to an Employee Service Record (item number 1050-12). The document from which the information is taken need be retained for only 2 years.
	(b) Staff Development Program Agendas	3 years.
	c) Training manuals, syllabuses, course outlines, and similar training aids used in in-house training programs.	US	Exempt from destruction request requirement.
	(d) Skill or achievement measurement records of a training group or class as a whole (e.g., rosters with scores) (Staff development records)	2 years.