Sheriff's Posse Community Records Management Plan

 

• The District Clerk has been designated to manage the records management program of the district.

• District officials will submit an original or copy of all public documents to the Clerk at the earliest practical opportunity.

• After submission to the Clerk, public officials may retain or destroy documents as needed with the exception in the next item.

• The Financial Administrator will retain a record of loan payments and balances per the retention schedule for A/R records.

• The Clerk will retain documents per the retention schedule below.

• Documents designated "permanent" will be stored as hard copy.

• Upon expiration of the retention period for a document, it will be destroyed and a destruction notice sent to the ASLAPR.

• The following retention schedule covers all documents which which the District considers possibly having. (Those in bold are already extant as of 12/31/14.)

• The three record series with a number in the Essential Designation (ED) column are the only ones identified as Essential.

• All public documents will be available by request of the Clerk within 14 days of request either electronically or as hard copy at the Clerk's discretion.

Root

Schedule

Item

 

ED

Retention

Administration

00-12-15

5

Assurance Statements

 

Till Submitted

 

00-12-15

10

General Correspondence

 

While useful

 

00-12-15

14

Permit Records

 

While useful

 

00-12-15

16

Records Retention Schedules

 

Till Superceded

 

00-12-15

17

Reports of Records Destruction

 

Till submitted

 

00-12-15

27

Voicemail providing substantive info. or direction

 

Per content

Election

00-12-65

1

Nomination Papers & Petitions

 

3yr

 

00-12-65

1

Threshold Statements

 

3yr

 

00-12-65

1

Finance Reports by Campaign Committee

 

3yr

 

00-12-65

5

Election Records

 

6mo

Electronic

00-12-22

1

Official Records

 

Per content

Financial

GS 1002

1

A/P & A/R Records

2

3yr

 

GS 1002

2

Bank Records

 

3yr

 

GS 1002

3

Budget Records

5

Permanent

 

GS 1002

7

Deposits with Treasurer

 

3yr

 

GS 1002

9a

Annual Financial Reports

5

Permanent

 

GS 1002

9b

Other Financial Reports

 

3yr

 

GS 1002

10

IRS & DOR Records

 

4yr

 

GS 1002

11

Investment Records

 

3yr

Purchasing

0-11-54

1

Contract & Lease Records

 

6yr

 

00-11-54

2

Bids, accepted and rejected

 

3yr

 

00-11-54

5

Vendor Lists

 

Till discontinued

 

00-11-54

6

Purchase Orders issued under contract

 

3yr

 

00-11-54

9

Oral & Written Quotations

 

5yr

 

00-11-54

10

Vendor Records

 

5yr

Management

GS 1005

12a

Meeting Agendas

 

Permanent

 

GS 1005

12a

Meeting Minutes

 

Permanent

 

GS 1005

12a

Meeting Supporting Documents

 

Permanent

 

GS 1005

12b

Exec Session Minutes & Agendas

 

10yr

 

GS 1005

12c

Audio Recordings

 

3mo

 

GS 1005

13

Notice of Public Meeting Records

 

2yr

 

GS 1005

16

Policy & Procedure Records

 

Permanent

 

GS 1005

17b

Project Records

 

3yr

 

GS 1005

17b

Construction Bids

 

3yr

Facilities

00-11-8

6

Construction Records

 

9yr

 

00-11-8

6

Construction Contracts

 

9yr

 

00-11-8

6

Surveys

 

9yr

 

00-11-8

6

Guarantees/Warrantees

 

9yr

Highways

11/5/01

2

Road Maintenance Records

 

3yr