Sub Schedule IR-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
1000-32 GR MINUTES (STAFF) - Minutes of internal staff meetings. Includes President's Advisory Council, Personnel Task Force, Council on Planning for Institutional Effectiveness and Tracking Task Force. AV Exempt from destruction request requirement.
1000-35 GR ORGANIZATIONAL CHARTS US Destroy old after updating.
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).

1000-41 GR REPORTS AND STUDIES (NON-FISCAL)

a) Annual, sub-annual, or irregularly prepared 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 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. PERMANENT.
3) Special reports or studies prepared by order or request of the chief administrative officer. 5 years. Review before disposal; many records of this type may merit permanent retention for historical reasons.
4) Service Assessment 5 years.
5) Program Assessment 5 years.
6) Assessment Instruments 5 years.
7) Monthly, bimonthly, quarterly, or semi-annual reports. 3 years.
b) Activity reports compiled on a daily or other 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. 1 year. Exempt from destruction request requirement.
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.
3850-02 JC FACULTY ACTIVITY AND ASSIGNMENT RECORDS - Reports and similar records documenting teaching, student advisory, committee, administrative, and committee assignments of faculty members. 5 years.
(a) College Task Force Assignments. 5 years.
(b) Minutes of Task Force Meetings. 5 years.
3900-07 JC STATISTICAL REPORTS - Annual statistical reports of enrollment, grades, graduates, racial/ethnic composition, student-pupil ratios, and other education-related matters submitted to the governing body, state or federal agencies, or accrediting organizations. PERMANENT.
(a) CB-116 (Vo-Tech Reports) PERMANENT.