Sub Schedule TECH-2003

Item_No	RECORD_SERIES	Retention	Authority
1000-03 GR	MINUTES (the use of the term audiotape in (c)-(e) includes videotapes with sound)
	(a) Written Minutes	PERMANENT
	(b) Notes taken during meetings from which written minutes are prepared.	90 days after approval of minutes by the governing body	Exempt from destruction request requirement.
	(d) Audiotapes of workshop sessions of governing bodies in which votes are not made and written minutes are not required by law to be taken.	PERMANENT
	(g) Audiotapes of board workshop sessions.	2 years.
	(h) Policy Rec. to Personnel Task Force - Supporting documentation - One copy of each document of any type submitted to a meeting of a governing body for consideration, approval, or other action; if such action is reflected in the minutes of the meeting.	2 years.	Review before disposal; some supporting documentation, not already required to be maintained permanently elsewhere in this or other commission schedules, may merit permanent retention for historical reasons.
	Retention Note: The retention periods for many of the documents submitted to a governing body for action are established elsewhere in this or other commission schedules and are often longer than the 2-year retention period for supporting documentation set here. The 2-year retention requirement does not override a longer retention requirement set elsewhere, but rather is meant to ensure that all documents presented for action by a governing body are retained at least two years. This schedule does not require that supporting documentation be maintained together, but the retention by the clerk or secretary to the governing body of one set of the documents submitted at each meeting (often called "council packets" in municipalities) for two years would ensure satisfaction of the minimum retention requirement. Clerks or secretaries to governing bodies should exercise caution in disposing of supporting documentation to avoid destruction of the record copy of a document for which they are custodian before the expiration of its retention period.
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
1000-39 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).
1025-08 GR	GRANT DEVELOPMENT AND ADMINISTRATIVE RECORDS
	a) Successful grant applications and proposals and any documentation that modifies the terms of a grant.	FE + 7 years.	See note (b) on page 15
	b) Financial, performance, and compliance reports submitted to grantor or subgrantor agencies.	FE + 7 years.	See note (b) on page 15.
	c) Reports, planning memoranda, studies, correspondence, and similar records created for and used in the development of successful grant proposals.	3 years.
	d) Any records of the type noted in (a) or (b) relating to unsuccessful grant proposals.	AV	Exempt from destruction request requirement.
	e) Contract, client/counseling files.	FE + 7 years.
	f) Direct federal grants (All records).	FE + 7 years.
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.