Sub Schedule RPG-2003

Item_No	RECORD_SERIES	Retention	Authority
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.
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
1075-03 GR	PURCHASE ORDER AND RECEIPT RECORDS
	a) Purchase orders, requisitions, and receiving reports.	FE + 3 years.
	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.
	c) Packing slips and order acknowledgments.	AV
	d) Vendor and commodity lists.	US
	e) Textbook order forms	FE + 3 years.
	f) Worksheet-return books to publisher	FE + 3 years.
1075-19 GR	SERVICE REQUESTS/WORK ORDERS for repairs and maintenance to facilities, vehicles, or equipment.	2 years
	a) Worklogs for modifications, maintenenace and/or updates to SIS and for reports and labels from SIS.	PERMANENT