Description: Master record of all acquisitions
Retention: Permanent
Description: Reports of employee accidents and injuries; including worker's compensation claims.
Retention: Workers' Comp Claims: 5 years and settlement of all claims due; Accident Reports not resulting in Workers' Comp Claims: 3 years.
Description: Records include: accounts payable files; accounts receivable files; bank statements; cancelled checks, vouchers, and EFTS; cash balances and reconciliations; cost accounting records; deposit slips and reconciliations; invoices; journal entries (journal vouchers); outstanding obligations; payment schedules; purchase orders; receipts; returned checks; reconciliations; refund/disbursement requests; moving expenses; agency-paid individual memberships and activities in professional organizations; registration fees; and travel authorization and reimbursement records.
Retention: 5 years.
Description: Records documenting reviews and changes to administrative rules.
Retention: (GASC-02-001A) Final rule: Permanent; (GASC-02-001B) Other records: Retain for useful life.
Updated: April 21, 2022
Description: Records documenting an agency's compliance with the requirements of the Equal Employment Opportunity Commission and response to federal program reviews, state compliance audits, annual reporting requirements, and internal audits.
Retention: Plans: Permanent; Audits, annual reports, and other records: 3 years.
Description: Records which provide an annual statement of net assets and activities; often called a comprehensive annual financial statement or report.
Retention: Permanent.
Description: Summary of employees' payroll earnings for fiscal year, including deductions.
Retention: 50 years after tax year in which the records were created.
Description: Annual reports that summarize agency functions and activities.
Retention: Permanent
Updated: October 15, 2015
Description: Records documenting employment applications of persons not hired. Records may include but are not limited to: unsolicited, incomplete, and complete applications; supporting documentation, interview notes and materials; background surveys; and correspondence.
Retention: Unsolicited and incomplete applications: Useful life; All other records: 3 years.
Description: Reports prepared by the Department of Audits examining and verifying the agency's financial activities for a defined period of time; does not include the record copy maintained by the Department of Audits.
Retention: 5 years or two successive audits, whichever is longer.
Description: Criminal and financial background checks on employees.
Retention: 5 years.
Description: This series documents the procurement of equipment and service valued in excess of bid limit. This series may include but is not limited to: requests for proposal (RFP); requests for invitations to bid (RFI); procurement protest documents; requests for quotes (RFQ); vendors proposals and bids; records for all bids received; competitive quotes; and protests, appeals, briefing documents, and agency decisions.
Retention: (GASC-01-004A) Capital Improvement Projects: 11 years; (GASC-01-004B) All other records: 7 years.
Updated: April 21, 2022
Description: Plans and specifications maintained by an agency for its own facility; used by facilities management to facilitate repairs and upgrades to the building.
Retention: As Built plans and specifications: Permanent; Interim and Never Built plans and specifications: 7 years.
Description: Records documenting agency daily broadcast activities.
Retention: Logs relating to a disaster or investigated by the FCC: Retain until authorized by FCC to destroy; Other logs: 2 years.
Description: Records documenting budget requests, maintenance, and reports as well as the budget approved by the Legislature.
Retention: Approved Budget: Permanent; All other Records: 6 years.
Description: Records documenting the condition, upkeep, and routine maintenance on agency facilities and grounds.
Retention: 7 years.
Description: Business recovery plans for man-made and natural disasters.
Retention: Until superseded.
Description: Records documenting salary reduction-type plans authorized by the Internal Revenue Service.
Retention: 6 years after temination of participant.
Description: Desk calendars and other scheduling media.
Retention: 1 year after the end of the calendar year in which the record was created.
Description: Records relating to the planning, administration, and implementation of capital construction projects; includes project descriptions and requirements, bid records, plan reviews, project schedules, contract changes, consultant contracts, and budgets.
Retention: 11 years after completion of project.
