| 1000-25 GR |
CONTRACTS, LEASES, AND AGREEMENTS - Contracts, leases, and agreements, including reports, correspondence, performance bonds, and similar records relating to their negotiation, administration, renewal, or termination, except construction contracts (see item number 1075-16). |
4 years after the expiration or termination of the instrument according to its terms. |
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| 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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| 1000-36 GR |
PERMITS AND LICENSES - Records documenting the application for and the issuance of permits and licenses by a local government for sales, solicitation, facility usage, and similar activities. Does not include permits and licenses issued for the construction of or alterations to real property, for those relating to health and sanitation, or for those issued by police or fire departments listed in other commission schedules |
Expiration, cancellation, revocation, or denial + 2 years. |
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| 1000-38 GR |
POLICY AND PROCEDURE DOCUMENTATION - Executive orders, directives, manuals, and similar documents that establish and define the policies, procedures, rules, and regulations governing the operations or activities of a local government as a whole or any of its departments, programs, services or projects. Includes Faculty Senate Handbook update recommendations. |
US + 5 years. |
Review before disposal; some documentation of this type may merit permanent or long-term retention for historical or legal reasons. |
| 1025-04 GR |
BUDGETS AND BUDGET DOCUMENTATION |
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a) Annual budgets (including amendments). |
PERMANENT in Business Office |
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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. |
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c) Working papers created exclusively for the preparation of budgets, including budget requests, justification statements, and similar documents. |
2 years. |
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d) Encumbrance and expenditure reports (status reports showing expenditures and encumbrances against a budget). |
2 years. |
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e) Budget change documentation, including line item or contingency/reserve fund transfers and supplemental budget requests. |
2 years. |
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| 1025-05 GR |
CAPITAL ASSETS RECORDS - Documentation relating to the capital and fixed assets of a local government. |
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a) Equipment or property history cards or similar records containing data on initial cost, including disposal authorizations when disposed of. |
FE of date of disposal + 3 years. |
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b) Equipment or property cost and depreciation schedules or summaries used for capital outlay budgeting or other financial or budget control purposes. |
FE + 3 years. |
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c) Equipment or property inventories (including sequential number property logs). |
US + 3 years. |
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d) Property sale, auction, or disposal records of government-owned equipment or property. |
1 year. |
Tex. Local Government Code, 263.155(b) for counties, by authority of this schedule for all other local governments. Exempt from destruction request requirement. |
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Retention Note: Property sale or auction records under (d) do not include records arising from the sale of auction of property foreclosed or seized by a taxing unit for failure to pay property taxes or for the sale or auction or property seized by law enforcement officers. For such records use Local Schedule TX or Local Schedule PS respectively. |
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| 1025-31 GR |
TRANSACTION SUMMARIES - Periodic summaries or reports of accounting transactions or activity by department, budget code, program, account fund, or type of activity, including trial balances, unless the summary is of a type noted elsewhere in this part. |
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a) Daily. |
30 days. |
Exempt from destruction request requirement. |
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b) Weekly. |
90 days. |
Exempt from destruction request requirement. |
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c) Monthly, bimonthly, quarterly, or semi-annual. |
2 years. |
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d) Annual. |
FE + 3 years. |
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Retention Note: If an annual trial balance is not maintained, then the least frequent sub-yearly trial balance must be retained for FE + 7 years by school districts and FE + 3 years by all other local governments. |
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| 1050-04 GR |
CERTIFICATES AND LICENSES - Certificates, licenses, or permits required of employees to qualify for or remain eligible to hold a position requiring certification or licensing. |
US or Separation of employee + 5 years. |
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a) Affidavit of primary language |
US or Separation of employee + 5 years. |
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Retention Note: If the submission of copies of certificates, licenses, or permits is required of all applicants for a position, those of applicants not hired must be retained for 2 years under item number 1050-14. |
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| 1050-10 GR |
EMPLOYEE SECURITY RECORDS |
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a) Records created to control and monitor the issuance of keys, identification cards, passes, or similar instruments of identification and access. |
US, date of expiration, or date of separation + 2 years |
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b) Records relating to the issuance of parking permits. |
US |
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c) Records created to control and monitor the issuance of passwords for SIS access. |
US, Date of expiration of access or date of separation + 2 years |
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| 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) |
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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. |
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(b) Staff Development Program Agendas |
3 years. |
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c) Training manuals, syllabuses, course outlines, and similar training aids used in in-house training programs. |
US |
Exempt from destruction request requirement. |
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(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. |
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| 1075-03 GR |
PURCHASE ORDER AND RECEIPT RECORDS |
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a) Purchase orders, requisitions, and receiving reports. |
FE + 3 years. |
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b) Purchasing log, register, or similar record providing a chronological record of purchase orders issued, orders received, and similar data on procurement status. |
FE + 3 years. |
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c) Packing slips and order acknowledgments. |
AV |
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d) Vendor and commodity lists. |
US |
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e) Textbook order forms |
FE + 3 years. |
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f) Worksheet-return books to publisher |
FE + 3 years. |
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| 1075-16 GR |
CONSTRUCTION PROJECT FILES - Records concerning the planning, design, construction, conversion, or modernization of local government-owned facilities, structures, and systems, including feasibility, screening, and implementation studies; topographical and soil surveys and reports; architectural and engineering drawings, elevations, profiles, blueprints, and as-builts; inspection and investigative reports; laboratory test reports; environmental impact statements; construction contracts and bonds; correspondence; and similar documentation. (Includes bid package for construction files.) |
PERMANENT, but see retention note. |
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Retention Note: Files relating to the construction of prefabricated storage sheds, bus shelters, parking lot kiosks, non-structural recreational facilities such as baseball diamonds and tennis courts, and similar structures and facilities need be retained for only 10 years after completion of the project. |
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| 1075-18 GR |
MAINTENANCE, REPAIR, AND INSPECTION RECORDS - Records documenting the maintenance, repair, and inspection of facilities, vehicles, and equipment. |
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Retention Note: This record group schedules records of maintenance and repair to general-purpose vehicles, office equipment, and office facilities. For retention requirements for the maintenance and repair of specialized vehicles (e.g., police cars, fire trucks, school buses), equipment (e.g., airport runway beacons, traffic lights), or facilities (e.g., wastewater treatment plants) see other commission schedules. |
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a) Vehicles and equipment. |
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1) Routine inspection records. |
1 year. |
Exempt from destruction request requirement. |
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2) Maintenance and repair records. |
Life of Asset |
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Retention Note: If a vehicle is junked as the result of an accident, the maintenance and repair records for the vehicle must be retained for LA + 3 years. |
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b) Facilities. |
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1) Routine cleaning, janitorial, and inspection work. |
1 year |
Exempt from destruction request requirement. |
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2) All other facility maintenance, repair and inspection records (including those relating to plumbing, electrical, fire suppression, and other infrastructural systems). |
3 years. |
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| 1075-19 GR |
SERVICE REQUESTS/WORK ORDERS for repairs and maintenance to facilities, vehicles, or equipment. |
2 years |
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a) Worklogs for modifications, maintenenace and/or updates to SIS and for reports and labels from SIS. |
PERMANENT |
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| 1075-20 GR |
USAGE REPORTS - Reports of usage of facilities, vehicles, and equipment. |
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a) Any type of usage report (e.g., mileage, fuel consumption, copies run) if such reports are the basis for allocating costs, for determining payment under rental or lease agreements, etc. |
FE + 3 years. |
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b) Reservation logs or similar records relating to the use of facilities such as meeting rooms, auditoriums, etc., by the public or other governmental agencies. |
2 years. |
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c) Usage reports compiled for purposes other than those noted in (a) or (b). |
2 years. |
Exempt from destruction request requirement. |
| 1075-21 GR |
VEHICLE ASSIGNMENT RECORDS - Assignment logs, authorizations, and similar records relating to the assignment and use of government-owned vehicles by employees. |
2 years. |
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| 1075-22 GR |
VISITOR CONTROL REGISTERS - Logs, registers, or similar records documenting visitors to limited access or restricted areas. |
3 years. |
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| 1075-23 GR |
WARRANTIES (for vehicles and equipment) |
Expiration of warranty + 1 year |
Exempt from destruction requests requirement. |
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SECTION 4-3 COMMUNICATIONS RECORDS |
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| 1075-40 GR |
POSTAL AND DELIVERY SERVICE RECORDS |
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a) Meter and permit usage records. |
1 year. |
Exempt from destruction request requirement. |
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b) Registered, certified, insured, and special delivery mail receipts and similar records of transmittal by express or delivery companies. |
1 year. |
Exempt from destruction request requirement. |
| 1075-41 GR |
TELEPHONE LOGS OR ACTIVITY REPORTS - Registers or logs of telephone calls made and similar telephone activity reports. Includes student messages to deans and professors. |
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a) If the log, report, or similar record is used for cost allocation purposes. |
FE + 3 years. |
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b) If the log, report, or similar record is used for internal control purposes other than cost allocation. |
3 years. |
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| 3900-04 JC |
PARKING DECAL AND PERMIT RECORDS - Applications for parking decals for faculty, staff, and students, and related records of issuance. |
AV after termination of employment or enrollment or expiration of permit. |
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| 4475-08 PS |
INSPECTION REPORTS AND LOGS - Documentation concerning the inspection of structures and other property by fire agency personnel for fire hazards, conformity with codes and regulations, and for such other reasons permitted by state law or local policy. |
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a) Inspection reports of commercial, mercantile, and industrial structures; day care centers and foster homes; hospitals and nursing homes; schools; and other structures or property whose periodic inspection is required by state law or local policy. |
US + 3 years, but see retention note. |
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b) Inspection reports on an as-needed basis of any structure or property whose periodic inspection is not required by state law or local policy. |
3 years. |
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c) Inspection reports of private residences done as part of fire prevention and safety programs. |
AV |
Exempt from destruction request to the Texas State Library. |
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d) Logs or similar records, arranged by date, address, or name of inspector, listing inspections carried out by the agency. |
3 years. |
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e) Master card or comparable record on each structure described in (a) providing the location and description of the property and containing summary data on inspections and code violations. |
Life of structure. |
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Retention Note: If a master record is not maintained, then the inspection reports described in (a) must be maintained for the life of the structure. |
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