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Till Superceded |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 |
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