Sub Schedule LRC-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
1025-04 GR BUDGETS AND BUDGET DOCUMENTATION

a) Annual budgets (including amendments). PERMANENT in Business Office
b) Special budgets (includes budgets for capital improvement projects, grant-funded projects, or other projects prepared on a special or emergency basis and not included in an annual budget). PERMANENT.
c) Working papers created exclusively for the preparation of budgets, including budget requests, justification statements, and similar documents. 2 years.
d) Encumbrance and expenditure reports (status reports showing expenditures and encumbrances against a budget). 2 years.
e) Budget change documentation, including line item or contingency/reserve fund transfers and supplemental budget requests. 2 years.
1025-27 GR ACCOUNTS RECEIVABLE RECORDS - Bill copies or stubs, statements, billing registers, account cards, deposit warrants, cash receipts, receipt books, cash transfers, daily cash reports, cash drawer reconciliations, and similar records that serve to document money owed to or received by local government and its collection or receipt except (a) - (d). Includes theatre/music ticket sale receipts. FE of date of receipt + 3 years for other governments.
a) Accounts receivable records documenting the receipt of any monies by any local government other than a school district that are remittable to the State Comptroller of Public Accounts (e.g., court costs in criminal cases, sales tax). Remittance due date + 5 years for other governments.
b) Account card or similar record documenting payments to a local government in which the government holds a property lien until the debt is satisfied (e.g., liens arising from demolition, lot cleaning), including original liens and lien releases. FE of date of final payment and release of lien + 3 years.
c) Account card of similar record relating to the receipt of cash deposits as sureties for the delivery of services (e.g., water and wastewater). FE of termination of service or refund of deposit + 3 years.
d) Records of accounts deemed uncollectable, including write-off authorizations. FE of write-off date + 3 years for other governments.
Retention Note: for accounts receivable records associated with the collection of property taxes, all local governments, including school districts, should use Local Schedule TX.

PART 9: LIBRARY AND MUSEUM RECORDS

5500-01 PW ACCESSION/DEACCESSION RECORDS - Records used to update library catalogs or inventory records of the accession through purchase or gift or the deaccession through loss or withdrawal of library and museum materials. AV. Exempt from destruction request requirement.
Retention Note: This records series does not include the record copy of purchase requisitions or orders or accounts payable documentation. See item numbers 1025-26 and 1075-03 in Local Schedule GR (Records Common to All Local Governments).

5500-02 PW BORROWER REGISTRATION RECORDS - Records documenting the registration of borrowers. AV. Exempt from destruction request requirement.
(a) Overdue book records 4 years.
(b) Loss records AV
5500-03 PW CIRCULATION RECORDS - Records documenting the circulation of library materials to individual borrowers. AV. Exempt from destruction request requirement.
a) Statistical Reports

1) Annual Reports PERMANENT
2) Monthly Reports 3 years.
3) Daily or Weekly Reports 1 year.
5500-04 PW INTERLIBRARY LOAN RECORDS - Records relating to the lending and borrowing of library materials through interlibrary loan. AV. Exempt from destruction request requirement.
Retention Note: It is an exception to the retention period for this item that if interlibrary loan services are funded by indirect grants from the U.S. Department of Education, the record copy of documents evidencing interlibrary loan activity must be retained for FE + 7 years. See introductory retention note concerning grant records in Part 2 of Local Schedule GR (Records Common to All Local Governments).

5500-05 PW INVENTORY RECORDS - Shelf lists or equivalent records showing current library and museum holdings. US Exempt from destruction request requirement.
5500-06 PW LIBRARY CATALOGS. US Exempt from destruction request requirement.