| 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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SECTION 2-9: PERSONNEL AND TRAINING RECORDS |
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Retention Note: This part supplements and should be used in conjunction with Part 3 of Local Schedule GR (Records Common to All Governments). |
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| 4325-01 PS |
POLICE ACADEMY RECORDS - (including both licensed academies and other local government entities under agreement with the Texas Commission on Law Enforcement Officer Standards and Education to provide training.) |
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a) Records relating to the administration and conduct of academic and skills training as required by the policies and rules of the Texas Commission on Law Enforcement Officer Standards and Education. |
5 years. |
By regulation - 37 TAC 211.66(e)(13). |
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b) Copies of inspection and follow-up inspection reports by inspectors of the Texas Commission on Law Enforcement Officer Standards and Education, including notices of non-compliance with commission standards. |
5 years. |
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c) Minutes of meetings of academy advisory boards. |
5 years. |
By regulation - 37 TAC 215.67(e). |
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Retention Note: It is an exception to the retention periods given in this records group, that records documenting the training and educational achievement of employees as described in item number 1050-28(a) in Local Schedule GR (Records Common to All Governments) must be retained for date of separation + 5 years for police officers and recruits employed by the local government that operates the police academy or conducts the training program under agreement with the Texas Commission on Law Enforcement Standards and Education. |
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| 4325-02 PS |
WEAPONS PROFICIENCY TESTS - Reports of weapons proficiency tests administered to peace officers. |
5 years |
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