HomeMy WebLinkAboutResolution No. 98-41 RESOLUTION NO. R98-41
A RESOLUTION ESTABLISHING MUNICIPAL RECORDS RETENTION
AND DISPOSITION SCHEDULES FOR THE CITY OF FRIENDSWOOD,
TEXAS, ESTABLISHING PROCEDURES FOR THE DESTRUCTION OR
DISPOSITION OF ORIGINAL MUNICIPAL RECORDS; AND
CONTAINING OTHER PROVISIONS RELATED TO THE SUBJECT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FRIENDSWOOD, TEXAS:
I
Section 1. The City Council of the City of Friendswood hereby adopts
the Records Retention and Disposition Schedules with certain exception and
attached hereto and made a part hereof for all purposes. Such schedules
shall constitute full authority for the Records Management Officer to
destroy, transfer, microphotograph, or take other actions noted therein with
regard to the retention and disposition of municipal records. The Records
Management Officer shall notify the State Librarian or State Archivist of 1
the intended destruction or disposition of original municipal records, as
required by law, but no further notice to the City Council of such intended
destruction or disposition shall be required.
If in the opinion of the State Librarian or State Archivist the original
municipal records is needed for the Sate Library, the record shall be
transferred thereto.
Section 2. An original municipal record shall not be destroyed if which
destruction is contrary to any state or federal law.
PASSED, APPROVED, AND RESOLVED this 14th day of December, 1998.
Mayor Harold L. Whita -r
City of Friendswood
ATTEST:
Ani
Debris McKenz'e, 'MC
City Secretary
R98.41/LSTO3
CITY SECRETARY'S f
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
LOCAL RECORDS RETENTION SCHEDULES
LOCAL SCHEDULE EL
SCHEDULE FOR RECORDS OF ELECTIONS AND VOTER REGISTRATION
This schedule establishes mandatory minimum retention periods for the records listed.No local government office may
dispose of a record listed in this schedule prior to the expiration of its retention period.Records control schedules,whose
submission by each local government and elective county office to the Texas State Library and Archives Commission
is required by §203.041,Texas Local Government Code,may not set a retention period for a record that is less than that
established for the record on this schedule. The originals of records listed in this schedule may be disposed of prior to
the expiration of the stated minimum retention period if they have been microfilmed or electronicallyy stored pursuant
to the provisions of Title 6, Subtitle C, Chapter 204 or Chapter 205,Texas Local Government Code, as applicable, and
rules of the Texas State Library and Archives Commission adopted under authority of those chapters.Actual disposal
of such records by a local government or an elective county office is subject to the policies and procedures of its records
management program.
Issued in Austin, Texas under authority of§441.158,
Effective February 1, 1992 Texas Government Code. This schedule has been
and until superseded approved by the Texas Local Government Records
Committee and adopted as a rule of the Texas State
Library and.Archives Commission as provided by law.
P 1of20
r_,,,,''
Destruction of local government records contrary to the provisions of the Local
Government Records Act of 1989 and administrative rules adopted under its
authority, including this schedule, is a Class A misdemeanor and, under certain
circumstances, a third degree felony.Anyone destroying local government records_
without legal authorization may also be subject to criminal penalties and fines under
the Open Records Act.
Local Schedule EL(Effective February 1, 1992)
.,.. of 20
LOCAL SCHEDULE EL
SCHEDULE FOR RECORDS OF ELECTIONS AND VOTER REGISTRATION
• Section 441.158,Texas Government Code,provides that the Texas State Library and Archives Commission shall issue records retention schedules for each type of local governmer
irk-lading a schedule for records common to all types of local government.The law provides further that each schedule must state the retention period prescribed by federal or state la,
rule of court,or regulation for a record for which a period is prescribed;and prescribe retention periods for all other records,which periods have the same effect as if prescribed by la
after the records retention schedule is adopted as a rule of the commission.
Local SchMule EL sets mandatory minimum retention periods for records series(identified in the Records Series Title column)that are associated with the conduct of elections ar
the registration of voters.If the retention period for a record is established in a federal or state law,rule of court,or regulation, a citation to the relevant provision is given in the Authorit
Comments column;if the column contains no citation,the authority for the retention period is this schedule.
The retention period for a record applies to the record regardless of the medium in which it is maintained.Some records listed in this schedule are maintained electronically in mar
offices,but electronically stored data used to create in any manner arecord or the functional equivalent of a record as described in this schedule must be retained,along with the hardwa
and software necessary to access the darn,for the retention period assigned to the record,unless backup copies of the data generated from electronic storage are retained in paper or c
microfilm for the retention period.
Unless otherwise stated,the retention period for a record is in calendar years from the date of its creation.The retention period,again unless otherwise noted,applies only to an offici,
record as distinct from convenience or working copies created for informational purposes.Where several copies are maintained,each local government should decide which shall b
the official record and in which of its divisions or departments it will be maintained.Local governments in their records management programs should establish policies and procedure
to provide for the systematic disposal of copies.
If a record described in this schedule is maintained in a bound volume of a type in which pages are not designed to be removed,the retention period,unless otherwise stated,dates fror
the date of last entry. •
If two or more records listed in this schedule are maintained together by a local government and are not severable,the combined record must be retained for the length of time of th
component with the longest retention period.A record whose minimum retentionperiod on this schedule has not yet expired and is less than permanent may be disposed of if it has bees
,so badly damaged by fire,water,or insect or rodent infestation as to render it unreadable,orifportions of the information in the record have been so thoroughly destroyed that rem ainiti;
portions are unintelligible.If the retention period for the record is permanent on this schedule,authorization to dispose of the damaged record must be obtained from the director am
librarian of the Texas State Library.The Request for Authorization to Destroy Unscheduled Records(Form LRD 200)should be used for this purpose.
Requests for Authorization to Destroy Unscheduled Records(LRD 200), whose submission to the director and librarian of the Texas State Library is required by §203.045, Loca
Government Code,need not be filed for records whose retention periods are shown as RP-1 orRP-2 or are shown as exempt from the requirement in the Authority/Comments column
or in a retention note of this schedule.Such records,however, if maintained by a local government,should appear on the records control schedule submitted by the government no late]
-_ than January 2, 1995 under§203.041,Local Government Code.
_ certain records listedin this schedule are assigned the retentionperiod ofAV(as long as administratively valuable).This retention period affords local governments themaximum amount
- of discretion in determining a specific retention period for the record described.Although AV may be used as a retention period on records control schedules submitted to the director
and librarian under§203.041,Local Government Code,it is in the best interests of any records management program that fixed retention periods be assigned for each records series.
AV records tend to accumulate and go unmanaged.
Local`; le EL(Effective Febmary 1, 1992)
aoe 3 of 70
LOCAL SCHEDULE EL
TABLE OF CONTENTS
Part 1: Election Records
page 5
Part 2: Records of Candidacy and Campaign Finance page 13
Part 3: Voter Registration Records page 15
Missing numbers in the item sequence are reserved for expansion.
Quesdons regarding the use of this schedule should be directed to..
Texas State Library
Local Records Division
P.O.Box 12927
Austin, Texas..78711-2927
Telephone: (512) 463-5478
Telefax: (512) 463-5436
Local We EL (Effective February 1, 1992)
ge 4 of 20
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDUL]
Item Records Series Title Retention Authority/Comments
PART 1: ELECTION RECORDS
Retention Notes: a)RETENTION PERIODS - State law requires that many of the
election records listed in this schedule be retained for the same period as that estab-
lished in law for precinct election records. To avoid unnecessary repetition of the same
retention period, the codes RP-I and RP-2 will be used in the retention column of this
schedule to indicate that the record noted is governed by the following minimum reten-
tion periods,as applicable:
RP-I: General,special,and primary elections that do not involve a federal office -60
days after election day.[Tex Election Code, 1166.058(x)]
- - RP-2: General, special, and primary elections that do involve a federal office - 22
months after election day. [Tex. Election Code, §66.058(g)J
If, at the expiration of the retention period for either type, an election contest or a
criminal investigation or proceeding in connection with an election to which the
records pertain is pending, the records must be preserved until the contest, investiga-
tion, or proceeding is completed and the judgment, if any, becomes final. (Tex. Elec-
tion Code, 11.013)
A record whose retention period is given as RP-1 or RP-2 is exempt from the destruc-
tion request requirement.
b)AUTHORITY OF THIS SCHEDULE-This schedule applies to and is binding upon
county clerks, county tax assessor-collectors, county election administrators, election
clerks in other local governments, and all other officials or employees of a local gov-
ernment who have custody of or maintain records of elections or voter registration.
Many of the retention periods established in the Texas Election Code also apply to
county executive committees of political parties who conduct their own primaries.
These committees are not bound, however, by the destruction notice and records
- scheduling requirements of the Local Government Records Act.
Local Schedule Abbreviations Used:
L,L AV-As long as administrative) valuable Page
FE-Fiscal Year End y US-1 or RP-2-See retention note(a)on page S. 5
Effective 2-1-1992 US-Until superseded
of 20
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title
Retention Authority/Comments
3100-01 ABSENCES AND RESTRICTED BALLOT VOTING RECORDS [see also item
number 3100-10(b)]
Retention Note: Records in this group include any records of the types listed relat-
ing to early voting.
a)All of the following; absentee ballot requests and applications (except federal RP-1 or RP-2.
post card applications), cancellation of absentee ballot requests, notices of denial of Tex. Election), Code, §86.011( 84.7.0
cancellation requests, branch voting schedules and daily registers, lists of corrected 85.072(d), 86.009(d), 8 .123(2), an 87.12
ballots sent, untimely and rejected ballots,jacket envelopes (unless for use in subse-
quent election), carrier envelopes, absentee rosters, absentee election returns, voted
absentee ballots, statements of challenge to absentee voters, notices of non-accep-
tance of absentee ballots, orders for the appointment of signature verification commit-
tees, late absentee ballot applications, disabled voter applications and affidavits, ap-
plications to vote restricted ballot, restricted ballot rosters, and presidential mail bal-
lot applications.
b)Precinct absentee list (listing voters in each precinct who have voted absentee or RP-1 or RP-2.
who have been mailed absentee ballots). Tex. Election Code, §66.058(a, g).
Retention Note: It is an exception to the retention period given for this
record that one copy of each precinct absentee list prepared for a general eke-
don must be retained by the absentee voting clerk for 2 years after election day.
(Tex.Election Code, §87.122(d)]
c)Federal post card applications requesting absentee ballot.
RP-1 or RP-2, dating Tex. Election Code, §101.005(d).
from the day of the last
election for which the
application is
__.. _. __..._..._ effective.
•
• Local Schedule Abbreviations Used:
�i L AV-As long as adtninis rat vely valuable Page
FE•Fiscal Year End RP-1 or RP-2 See retention.note(a)on page 5, 6
Eecdve 2-I-1992 US-Until superseded
of 20
•
V
T
H
EXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
•, 3100-02 ELECTION CONTRACTS - Contracts, leases, or agreements for election services 4 years after the
or the use of voting machines, including written approvals from the Secretary of State, expiration or
if such approval is required. termination of the
•
instrument according
Retention Note: In counties, the retention period applies only -to the copy to its terms.
of the contract maintained by the county elections officer. Copies of the contract
filed with and maintained by the county treasurer, county auditor, or the county
judge need only be retained as long as administratively valuable and are exempt
from the destruction notice requirement.
3100-03 ELECTION MINUTES, NOTICES, AND ORDERS
a)Minutes of governing body concerning elections. PERMANENT.
b)Posted or published notices of election, including records (e.g., affidavits of publi- RP-1 or RP-2. Tex. Election Code, §4.005(d).
cation, record of posting locations, or lists of voters to whom notices are mailed)
which document the time,place, and manner of notice.
c)Election orders and proclamations.
1)Ordering as election. RP-1 or RP-2. Tex. Election Code, §3.008(a).
Retention Note: Tex. Election Code [53.008(b)) requires that the date
and nature of an election ordered by a political subdivision be entered in the
minutes of its governing body.
2)Relating to multiple elections or election procedures (e.g., order adopting a AV if recorded in the Exempt from destruction request requirement
voting system; order appointing a county elections administrator). minutes of the
governing body;
PERMANENT if not
-.. .. - recorded.
•
- Local Schedule Abbreviations Used: — Page
EL - Y az Viain t atively valuable RP-1 or RP-2-See retention note(a)on page 5. 7 Fiscal US-Until superseded
_Eff--4ve2-14992 of 20
tJ �
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
3100-04 ELECTION OFFICER RECORDS [For certificates of appointment of watchers see
item number 3100-10(a)]
a)Orders of appointment of election judges, including memoranda of emergency ap-
pointments, if applicable.
1)Single election appointments. RP-1 or RP-2. Tex. Election Code §§32.007(c) and
32.008(c).
2)Term appointments. Until end of term for Tex. Election Code, §32.008(c).
which the appointment
is made or RP-1 or RP-
2 of last election in
which appointee serves
wider-the order,
whichever later.
b)Lists of recommended election judges or other officers. AV after appointments PP Exempt from destruction request requirement
made.
c)Statements of compensation due election officers.
1) Originals. FE+3 years.
2) Copies. RP-1 or RP-2.
Tex Election Code, §32.094(e).
•
Local Schedule Abbreviations Used:
EL Page
AV-As long as administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 8
FE-Fiscal Year End US-Until superseded
Effective 2-1-1992
of 20
•
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
' Item Records Series Title Retention Authority/Comments
• 3100-05 ELECTION PETITIONS 2 years after election
Retention Notes: a)This record group includes petitions in l petition t results
8 P p for the such formation in as election or o2
of governments, local option elections (including applications), and such other years after date of
issues permitted by law.It does not include petitions for a place on the ballot; see filing if no election
item number 3125-02(a). results.
b)Some election petitions presented to commissioners courts are required by law
to be recorded by county clerks. The retention period applies only to filed copies
of petitions. The retention period for recorded copies is that assigned in the
Texas County Records.Manual to the record in which the petition is recorded.
3100-06 ELECTION RETURN RECORDS (see item number 3100-10 for precinct level
election returns) . .
•
a)County election returns (copies of reports submitted by county clerks or county RP-1 or RP-2. Tex. Election Code, §§67.007(e) and
election administrators to the Secretary of State). . 67.008(d).
b)Election return record or register maintained by local canvassing authorities. PERMANENT, TeL Election Code, §67.006(e).
Retention Note: If the tabulation of election returns by a canvassing author-
ity is done in a separate document rather than being entered directly into the elec-
tion record or register,the separate tabulation must be retained for RP-I or RP-2
in accordance with 2'ex.Election Code, §67.004(e).
3100-07 FRAUD IN CONSTITUTIONAL AMENDMENT ELECTIONS, REPORTS PERMANENT. Obsolete record.
OF -Reports filed with county clerics of alleged fraud, misconduct, or irregularity in
constitutional amendment elections.
Local Schedule Abbreviations Used:
EL AV E
AV-As long as administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 9
•
FE-Fiscal Year End US-Until su perseded
Ef . '2-1-1992
of`20
Nisi ,
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention
Authority/Comments
3100-08 PRECINCT BOUNDARY RECORDS
a)Notices of changes to precinct boundaries, including those filed with and main- Effective date of
tamed by voter registrars. Tex. Election Code, §42.036(g)authority for those
change+ 1 year. maintained by issuing authority in counties
with a population of 500,000 or more; by
authority of this schedule for those in all other
counties and for those maintained by voter
registrars. Exempt from destruction request
requirement.
b)Maps of precinct boundary changes. One copy of each
PERMANENT.
3100-09 PRECINCT CONVENTION RECORDS - Records of the proceedings, lists of per- Destroy at option. Obsolete record maintained by county clerics.
sons in attendance at precinct conventions, and lists of delegates chosen to represent
the precinct at county or senatorial district conventions. Exempt from destruction request requirement.
3100-10 PRECINCT ELECTION RECORDS
a)All of the following: signature rosters;combination forms; certificates of appoint- RP-1 or RP-2. In addition to the general retention period set
meat of watchers; precinct returns; ballot registers/tally lists; voted, spoiled, defec- for precinct election records in Tex. Election
tive,unused,undistributed,and specimen ballots; write-in candidate lists; redistributed fore, §66. 58 (see retention in Tex. Epage 5
ballot receipts; ballot distribution record; unofficial tabulation of ballot results; offi- the following lowing8 (see retention note on page 5),
cial tabulation of piscine(results; voting machine inspection records; notice of voting the nollnwing provisions affirm the same
machine inspections; voting machine opening and closing certificates; paper ballot retention period: TeL Election Code,
write-in affidavits; voting machine printouts; ballot box seal record; ballot box cer- §§51.007(b), 51.008(d), 52.007(c),
tificatea and seals; ballot box receipts; certificate of successful and records of unsuc- 126.00((d 6126.0(4, ), 126. 32( 125.064,
cessful tests of automatic tabulating equipment; testing ballots, and requests for and it- 126.003(d), 12 127.036(d), 27.0 3(a,
tractions of, if applicable, extension of security 127.033(c), 127.036((), 127.038(9, e),
ecurity period on voting machines. 127.064(c), 127.068(a, d), 127.099(b),
-, Retention Note: If new ballots are prepared to correct mistakes, the incorrect 146.031(d), and 172.116(e).
ballots must be destroyed in accordance with the provisions of Tex. Election
Code, 552.0064.
Local Schedule Abbreviations Used:
�j L AV-As long as Page
g administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 10
}?E-Fiscal Year End US-Until superseded
Effective 2-1-1992
of 2,0
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULI
• Item Records Series Tide Retention Authority/Comments
3100-10 PRECINCT ELECTION RECORDS (continued)
(cont.)
b)V6ter registration lists (original, revised original, and supplemental) and registra-
• tion corrections lists, including those used in absentee voting.
1)Arising from elections held prior to March 1, 1986. Destroy at option.
2)Arising from elections held on March 1, 1986 or later. Returned to voter
registrar.See Part 3 of
Retention Note: Lists of registered voters used in primary elections this schedule.
prior to September 1,1987 and maintained by the general custodian of elec-
tion records may be destroyed at option and are exempt from the destruction
request requirement. Such lists used in primary elections after September 1,
1987 are returned to the voter registrar.See item number 3150-06(d).
•
c)Poll lists. RP-1 or RP-2. Tex. Election Code, §66.058 (a, g).
Retention Note: It is an exception to the retention period given for this
record that one copy of each poll list used in a primary election held in 1986
and subsequent years must be retained by the general custodian of election records
until the end of the year in which the primary election is held. (Tex. Election
Code, §172.1141.Such poll lists are exempt from the destruction request require-
ment.
d)Mechanical machine ballot labels. RP-1 or RP-2 or at Tex. Election Code, §126.034(c).
expiration of security
period, whichever
later.
e)Lists of certified write-in candidates. RP-1 or RP-2. Tex. Election Code, §146.031(d).
f)-Election stub box certificates maintained by district clerics. Destroy at option. Obsolete record. Exempt from destruction
request requirement.
Local Schedule Abbreviations Used: Page
EL AV
PE -�long az administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 11
Et' 2-1-1992 US.Until superseded
of 20
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comrrrents
3100-11 RECOUNT RECORDS
a)Recount reports (of both recount committees and recount supervisors, including as- RP-1 or RP-2.
sociated tally lists). Tex. Election Code, §§213.012(c) and
213.055(c),
b)Records relating to the request for and conduct of a recount, including all of the fol-
lowing: initial, expedited, and supplementary recount petitions, with associated
amendments, affidavits, and certifications; applications for inclusion of remaining
paper ballot precincts; recount notices and other notices involved in the conduct of re-
counts; requests for specific counting method; records of recount costs; and recount
cost statements.
1)Records of the type described maintained by a person serving only as recount RP-1 or RP-1; or 60 Tex. Election Code, §211.007 (b-c).
coordinator or by a person serving as both recount coordinator and recount super- days after recount
visor.
canvass completed, or
30 days after assessed
recount costs settled,
or 30 days after
outstanding costs
. . - referred for collection,
whichever longer.
2)Records of the type described maintained by a person serving as recount su- RP-1 or RP-2; or 60 Tex. Election Code, §211.007(d),
pervisor only. days after the date
recount costs fox
payment of claimants
are certified; or,for
costs assessed against
a person, 6 months
after cost statement is
delivered to recount
coordinator, whichever
longer.
Local Schedule Abbreviations Used:
AV-As long as m;
•
E L administratively Page
istratively valuable RP-1 or RP-2 See retention note(a)on page 5. 12
FE-Fiscal Year End US-Until superseded
Ern.
nct:ve 2-14992
of-20
\:dix✓
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULI
Item Records Series Title Retention Authority/Comments
PART 2: RECORDS OF CANDIDACY AND CAMPAIGN
' FINANCE .
3125-01 CAMPAIGN FINANCE REPORTS AND FILINGS
a)Campaign contribution and expenditure statements (including annual reports of un- Date Of filing+ 2 Tex, Election Code, §254.040.
expended contributions). years.
b)Designations of campaign treasurers. 2 years after appoint- Tex. Election Code, §252.014.
ment terminated.
3125-02 CANDIDACY APPLICATIONS AND CERTIFICATIONS
a)Applications and any accompanying petitions for place on ballot, including any re- Election day+2 years. Tex. Election Code, §141.036.
jection notices and withdrawal of petition signature requests.
b)Certifications of candidates (including certifications of replacement nominees by
party executive committees).
1)Copy maintained by authority to whom application for a place on ballot is AV after election day. Exempt from destruction request requirement.
made.
2)Copy maintained by authority responsible for preparation of official ballot. Election day+2 years.
c)Declarations of intent to sun as an independent candidate. Day after general elec- Tex. Election Code, §142.003. Exempt from
don day destruction request requirement.
d)Declarations of write-in candidacy. Election day+2 years. Tex. Election Code, §146.028.
e)Withdrawal of candidacy requests. Election day+2 years.
Local Schedule Abbreviations Used: Page
ELAV-As long as administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 13
FE-Fiscal Year End US-Until superseded
E' e2-1-1992
of 20
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
3125-03 PARTY CERTIFICATIONS AND NOTICES
a)Lists and certifications of party candidates in primary elections. Day after the general Tex. Election Code, §172.029(e). Exempt from
primary election day. destruction request requirement.
b)Notices or lists of persons elected as party officers.
US Tex. Election Code, §172.118(c). Exempt from
destruction request requirement.
•
Local Schedule Abbreviations Used: .
EL AY-As lon as Page
g administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 14
FE-Fiscal Year End US-Until superseded
Effective 2-1-1992
of 20
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULI
Item Records Series Title Retention Authority/Comments
PART 3: VOTER REGISTRATION RECORDS
•
3150-01 CHALLENGE TO REGISTRATION RECORDS - Records relating to challenges
by the voter registrar or another registered voter to the registration of a voter and simi-
lar records relating to the challenge by a voter to cancellation of registration by the
voter registrar.
a)Notices of challenge,requests for and notices of hearing, affidavits of argument or 2 years from,as
evidence, statements of challenge (if challenge is by another registered voter), and applicable:
copies of petitions for review in cases appealed to a district court.
1)Date of notice of
challenge or
cancellation, if no
hearing sought by
voter.
2)Date of written
determination of
challenge.
3)Date of judgment of
district court if adverse
determination
appealed.
--- b)Written determinations of challenge.
Date of cancellation of
registration + 2 years.
Local Schedule Abbreviations Used:
EL Page
AV-As long as administratively valuable
FE-Fiscal Year End y US-1 or l superseded
-See retention note(a)on 5. 15
`'er t4ve 2-1-1992 US-Until superseded
of 20
cid
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
3150-02 VOLUNTEER DEPUTY REGISTRAR RECORDS
a)Certificates of appointment.
Termination of Tex. Election Code, §13.0035(d).
appointment + 2 years.
b)Applications for appointment. AV Exempt from destmction request requirement.
c)Written notices of termination. AV Exempt from destruction request requirement.
3150-03 VOTER REGISTRATION APPLICATIONS AND ASSOCIATED DOCU-
MENTATION
a)Voter registration applications and the following records that the Election Code re- Date of rejection or Tex. Election Code, §13.102(d).
quires be maintained in association with application files: authorizations to vote by cancellation of
affidavit; requests for replacement certificates; notices of change in registration infor- registration + 2 years.
mation (including hand-corrected registration certificates submitted by voters); ab-
stracts of death, probate, mental incompetency, felony conviction, and disqualifica-
tion in an election contest; and written notices to voter of investigation of registra-
tion status, written responses from voters, and memoranda of oral responses.
b)Notices of change of residence of voters from other voter registrars
Date of cancellation of
registration + 2 years.
c)Notices of applications for limited ballot from absentee voting clerks in other Date of cancellation of
counties.
registration + 2 years.
d)Notices of voter registration cancellation and reinstatement. AV
Exempt from destruction request requirement.
e)Sworn statements of death submitted under Tex. Election Code, § (b)(3). Date of cancellation of registration + 2 years.
t)Periodic reports from the Secretary of State on deceased persons in a county.
2 years.
• Local Schedule Abbreviations Used: Page
ELAV-As long as administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 16
FE-Fiscal Year End
Effective 2-1-1992 US-Until superseded
— of 20
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULI
• Item Records Series Title Retention Authority/Comments
3150-04 VOTER REGISTRATION CERTIFICATES
Retention Notes: a)Beginning in 1967 with the repeal of poll taxes,voter reg-
• istration procedures in Texas were subject to frequent change.It was not until 1975 that
the current system began to emerge in the Election Code. Consequently,for the pur-
poses of records retention only, the term "date of cancellation" in this record group -.
means,as applicable:
1)from the date registration is cancelled for any of the reasons cited in Chapter
16,Tex. Election Code;
2)from the date an initial registration certificate or its former equivalent expired
under prior law(note that the issuance of a renewal certificate under current law
does not constitute expiration of the initial certificate); or
3)from the date the information on an initial registration certificate or its
former equivalent was transcribed into a new format as may have been required or
permitted by new statutory requirements(note that the issuance of a renewal cer-
tificate under current law in a different format from the initial certificate does
not constitute a transcription).
b)Tex. Election Code, §15.053 provides: "The registrar may maintain the active or
inactive certificate file as information stored in a form suitable for use with electronic
- _ data processing equipment. After the appropriate information is stored, the registrar
may destroy or otherwise dispose of a duplicate certificate."
a)Duplicate initial registration certificates. Date of cancellation of Tex. Election Code §15:052(c).
registration + 2 years.
b)Corrected registration certificates issued by voter registrar. Date of cancellation of
registration + 2 years.
Retention Note: A duplicate original registration certificate replaced by a
corrected certificate need be retained only as long as administratively valuable
after issuance of the corrected certificate and is exempt from the destruction re-
quest requirement.
Local Schedule Abbreviations Used: Page
ELAV-As long as administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 17
FE-Fiscal Year End US-Until superseded
Ej'' '"e 271-1992
of 20
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
3150-04 VOTER REGISTRATION CERTIFICATES (continued)
(coat.)
c)Returned renewal certificates. Date of cancellation of
registration + 2 years.'
d)Lists of returned certificates. 2 years after last day of Tex. Election Code, §14.021(c).
each mailing.
e)Permanent registration record sheets or cards. Destroy at option. Obsolete record required of voter registrars
from 1971 to 1975. Exempt from destruction
request requirement.
3150-05 VOTER REGISTRATION CONTRACTS - Contracts, leases, or agreements for 4 years after the
voter registration services, including written approvals from the Secretary of State, if expiration or
such approval is required.
termination of the
instrument according.
3150-06 VOTER REGISTRATION LISTS AND RELATED DOCUMENTATION to its terms.
Retention Note: It is an exception to the retention periods given for (a) and(c) in
this record group that any list of registered or qualified voters dated 1967 or earlier
must be retained PERMANENTLY for historical reasons. This exception applies to any
such lists in the custody of a tax assessor-collector, county clerk, or any other county
offrctaf.,.,
a)Master voter registration list of all registered voters in a county. US Exempt from destruction request requirement.
b)Change lists, or similar documentation providing an audit trail, used to correct or 2 years.
update master'"voter registration list.
-- ... c)One copy of each original, supplemental, corrected, or revised original list of regis-
tered voters provided to election authorities for use in countywide elections.
1)Lists for use in presidential elections. Election day+4 years. Tex. Election Code, §18.011(b).
2)Lists for use in non-presidential elections. - Election day+2 years. Tex. Election Code, §18.011(b).
Local Schedule Abbreviations Used:
EL Page
AV-As long as administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 18
FE-Fiscal Year End US-Until superseded
Efective 2-1-1992
of 20
fkvkow
' TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULI
Item Records Series Tide Retention Authority/Comments
•
d)Original, supplemental, corrected, or revised original lists of registered voters used RP-1 or RP-2. Tex. Election Code, §66.058(a, g).
in precincts and returned to the voter registrar in Envelope No. 4.
e)Registration omissions lists. RP-1 or RP-2. Tex. Election Code, §66.058(a, g).
3150-07 VOTER REGISTRATION RECORDS (OBSOLETE)
a)Applications, proofs of eligibility, and notices of eligibility relating to voter reg- Destroy at option. Obsolete record. Maintained by county clerks
istration of persons, resident of the state for more than 60 days but less than a year, from 1967 to 1975. Exempt from destruction
wishing to vote in presidential elections. request requirement.
b)Registration record of women voters registering to vote in 1918 as a result of the PERMANENT. Obsolete record.
passage of the 19th Amendment to the U.S. Constitution.
Retention Note: This record, if it has survived in a county, may appear either
as a formal register or as duplicate certificates.Any form of record of this initial
registration of women voters must be retained PERMANENTLY for historical rea-
sons.
c)Lists of registered voters maintained under the Registration Act of 1870. PFI2MANENT. Obsolete record. Maintained by district clerks
from 1870 to 1876.
d)Poll tax receipts (including exemption receipts). Destroy at option. Obsolete records. In the absence of a list of
qualified voters (see retention note for item
Retention Note: The retention period applies to poll tax records in the cus- number 3150-06) for a given year,this
tody of a county tax assessor-collector, county clerk, county judge, or any other schedule recommends, but does not
county official. require, that the poll tax receipts and
exemption receipts for the same year be
retained PERMANENTLY.
S
- Local Schedule Abbreviations Used: Page
ELAV-As long as administratively valuable RP-1 or RP-2-See retention note(a)on page 5. 19
•
FE-Fiscal Year End US-Until superseded
�'c-- 'c 2-1-1992 of 20
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
LOCAL RECORDS RETENTION SCHEDUL:
Item Records Series Title
Retention Authority/Comments
3150-08 VOTER REGISTRATION REPORTS AND STATEMENTS
a)Annual registration statements submitted to the Secretary of State.
2 years. Tex. Election Code, §18.041(b).
b)Pre-election registration statements submitted to the Secretary of State. 2 Y ears
c)Reports submitted to the Secretary of State on new registrations, cancelled registra- 2 years.
Lions, and change in registration information used to update state master voter registra-
tion file.
d)Notices from the secretary of state of non-compliance with state master voter regis- AV after list in(b) Exempt from destruction request
�+on reporting requirements and subsequent notices of compliance. submitted P req requirement.
e)Registration statements submitted to the State Comptroller of Public Accounts.
FE+•3 years.
Local Schedule Abbreviations Used:
E.L AV-As long as administratively valuable Page
FE-Fiscal Year End RP-1 or RP-2-See retention note(a)on page 5, 20
Effective 2-1-1992 US-Until superseded
of 20
•
affective November 1, 1995
Teas TEXAS STATE LIBRARY
stzte Linty AND ARCHIVES COMMISSION
and Ar t.:es
COMILISS:011
LOCAL SCHEDULE GR (3rd Edition)
RETENTION SCHEDULE FOR RECORDS COMMON TO ALL LOCAL GOVERNMENTS
This schedule establishes mandatory minimum retention periods for the records listed.No local
government office may dispose of a record listed in this schedule prior to the expiration of its retention
period. A records control schedule of a local government may not set a retention period for a record that is
less than that established for the record on this schedule. The originals of records listed in this schedule
may be disposed of prior to the expiration of the stated minimum retention period if they have been
microfilmed or electronically stored pursuant to the provisions of the Local Government Code, Chapter
204 or Chapter 205, as applicable, and rules of the Texas State Library and Archives Commission adopted
under authority of those chapters. Actual disposal of such records by a local government or an elective
county office is subject to the policies and procedures of its records management program.
Destruction of local government records contrary to the provisions of the Local Government Records Act
of 1989 and administrative rules adopted under its authority, including this schedule, is a Class A
misdemeanor and. under certain circumstances, a third degree felony (Penal Code, Section 37.10).
Anyone destroying local government records without legal authorization may also be subject to criminal
penalties and fines under the Open Records Act (Government Code, Chapter 552).
INTRODUCTION
The Government Code, Section 441.158, provides that the Texas State Library and Archives Commission
shall issue records retention schedules for each type of local government, including a schedule for records
common to all types of local government. The law provides further that each schedule must state the
retention period prescribed by federal or state law, rule of court, or regulation for a record for which a
period is prescribed; and prescribe retention periods for all other records, which periods have the same
effect as if prescribed by law after the records retention schedule is adopted as a rule of the commission.
Local Schedule GR sets mandatory minimum retention periods for records series that are usually found in
all local governments, regardless of type. If the retention period for a record is established in a federal or
state law, rule of court, or regulation, a citation to the relevant provision is given; if no citation is given,
the authority for the retention period is this schedule.
The retention period for a record applies to the record regardless of the medium in which it is maintained.
Some records listed in this schedule are maintained electronically in many offices, but electronically stored
data used to create in any manner a record or the functional equivalent of a record as described in this
schedule must be retained, along with the hardware and software necessary to access the data, for the
retention period assigned to the record, unless backup copies of the data generated from electronic storage
are retained in paper or on microfilm for the retention period. r7
P. O. Box 12927 • Austin, Texas • 78711-2927 • (512) 452-9242 j
•
Effective November 1, 1995
Unless otherwise stated, the retention period for a record is in calendar years from the date of its creation a�
The retention period, again unless otherwise noted, applies only to an official record as distinct from
convenience or working copies created for informational purposes. Where several copies are maintained,
each local government should decide which shall be the official record and in which of its divisions or
departments it will be maintained. Local governments in their records management programs should
establish policies and procedures to provide for the systematic disposal of copies.
If a record described in this schedule is maintained in a bound volume of a type in which pages are not
designed to be removed, the retention period, unless otherwise stated, dates from the date of last entry.
If two or more records listed in this schedule are maintained together by a local government and are not
severable, the combined record must be retained for the length of time of the component with the longest
retention period. A record whose minimum retention period on this schedule has not yet expired and is less
than permanent may be disposed of if it has been so badly damaged by fire, water, or insect or rodent
infestation as to render it unreadable, or if portions of the information in the record have been so
thoroughly destroyed that remaining portions are unintelligible. If the retention period for the record is
permanent on this schedule, authorization to dispose of the damaged record must be obtained from the
director and librarian of the Texas State Library. The Request for Authority to Destroy Unscheduled
Records (Form SLR 501) should be used for this purpose.
Requests for Authority to Destroy Unscheduled Records (SLR 501), whose submission to the director and
librarian of the Texas State Library is required by the Local Government Code, Section 203.045, need not
be filed for records shown as exempt from the requirement.
Certain records listed in this schedule are assigned the retention period of AV(as long as administratively
valuable). This retention period affords local governments the maximum amount of discretion in
determining a specific retention period for the record described. Although AV may be used as a retention
period on a records control schedule of a local government, it is in the best interests of any records
management program that fixed retention periods be assigned for each records series. AV records tend to
accumulate and go unmanaged.
Circumstances occasionally dictate that the retention period for a record listed in this schedule be longer if
it is maintained in a particular type of local government or documents a particular type of activity.
Consequently, if the retention period for a record on another commission schedule, issued for a particular
type of local government or local government activity, is longer than that listed for the same record in this
schedule, the longer retention period must be followed.
USE OF ASTERISK (*)
The appearance of an asterisk(*)before a record item number (or subitem number) or retention note
indicates that either the record is new to this edition of Local Schedule GR or that the records description
or retention period has been changed from the description or retention period that appeared in the 2nd
edition of the schedule.
Page 2 of 28 LOCAL SCHEDULE GR
• ��fective November 1, 1995
TABLE OF CONTENTS
Part I: Administrative'Records page 4
Section 1-1: Records of Governing Bodies page 4
Section 1-2: General Records page 5
Part 2: Financial Records page 8
Section 2-1: Fiscal Administration and Reporting page 10
Section 2-2: Accounting Records page 12
Part 3: Personnel and Payroll Records page 14
Section 3-1: Personnel Records page 15
Section 3-2: Payroll Records page 20
Part 4: Support Services Records page 22
Section 4-1: Purchasing Records page 22
Section 4-2: Facility, Vehicle, and Equipment Management Records page 23
Section 4-3: Communications Records page 24
Section 4-4: Workplace Safety Records page 24
Part 5: Electronic Data Processing Records page 25
Section 5-1: Records of Automated Applications page 25
Section 5-2: Computer Operations and Technical Support Records page 27
ABBREVIATIONS USED IN THIS SCHEDULE
AV-As long as administratively valuable
CE- Calendar year end
(21-R- Code of Federal Regulations
FE -Fiscal year end
TAC -Texas Administrative Code
LOCAL.SCHEDULE OR Page 3 of 28
•
Effective November 1, 1995
PART 1: ADMINISTRATIVE RECORDS •
SECTION 1-1: RECORDS OF GOVERNING BODIES
Retention Note: SCOPE OF SECTION - The retention periods established in this section also apply to the records of
subsidiary boards. bureaus commissions, or committees established by the governing body of a local government that have
rulemaking or quasi-judicial authority over any activity or program of the government or that were established by ordinance,
order, or resolution for the purposes of advising the governing body or a subsidiary body on policy. Consequently, the use of
the term "governing body" in a records description includes the corresponding records of these subsidiary bodies.
1000-01 AGENDAS
a) Open meetings. RETENTION: 2 years.
b)Closed sessions. RETENTION: 2 years. [By law-Government Code. Section 551.104(a).) •
1000-02 DEDICATIONS. RETENTION: PERMANENT.
1000-03 MINUTES (the use of the term audio tape in (c)-(e) includes videotapes with sound).
a) Written minutes. RETENTION: PERMANENT.
b)Notes taken during meetings from which written minutes are prepared. RETENTION: 90 days after approval of
minutes by the governing body. (Exempt from destruction request requirement)
c)Audio tapes of open meetings,except as described in(d), for which written minutes are not prepared.
RETENTION: PERMANENT.
d)Audio tapes of workshop sessions of governing bodies in which votes are not made and written minutes are not -
required by law to be taken. RETENTION: 2 years.
e)Audio tapes of open meetings for which written minutes are prepared. RETENTION: 90 days after approval of
minutes by the governing body. (Exempt from destruction request requirement)
f)Audio tapes of closed meetings. RETENTION: 2 years. [By law- Government Code, Section 55!.I04(a).]
g)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. RETENTION:
2 years.
Retention Notes: a) 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. Clerics 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
b)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.
1000-04 OPEN MEETING NOTICES. RETENTION: 2 years.
Page 4 of 28 LOCAL SCHEDULE GR
•
•
effective November /1 1995
•
1000-05 ORDINANCES, ORDERS, RESOLUTIONS (including those that have been repealed, revoked. or
• amended). RETENTION: PERMANENT.
1000-06 PETITIONS - Petitions from the public to the governing body or subsidiary boards or commissions of a local
government. RETENTION: Consideration of the petition + 2 years.
Retention Note: Dues not include petitions noted elsewhere in this or other commission schedules or anv
petition presented to a commissioners court that state law requires a county clerk to record See Local Schedule CC
(Records of County Clerks).
1000-07 PROCLAMATIONS. RETENTION: 2 years.
SECTION 1-2: GENERAL RECORDS
1000-20 ACCIDENT REPORTS - Reports of accidents to persons on local government property or in any other
situation in which a local government could be party to a law suit.
a) Reports of accidents to adults. RETENTION: 5 years.
b)Reports of accidents to minors. RETENTION: 5 years; or 2 years after the minor reaches the age of 18,
whichever later.
1000-21 AFFIDAVITS OF PUBLICATION (including any accompanying clipping proofs or tear sheets)
a)Publication of municipal ordinances. RETENTION: PERMANENT
Retention Note: It is an exception to the permanent retention period that affidavits of publication and
associated documentation for ordinances that are codified or re-codified may be disposed of after the effective
date of the new code and are exempt from the destruction notice requirement.
b)Election notices.
I) Notices of election in which candidates for federal office are not involved. RETENTION• 60 days after
election day. [By law-Election Code,Sections 4.005(d)and 66.058(a).) (Exempt from destruction request
requirement)
2)Notices of election in which candidates for federal office are involved. RETENTION: 22 months after
election day. [By law- Election Code, Sections 4.005(d)and 66.058(a).] (Exempt from destruction request
requirement)
c)All other published legal notices. RETENTION: 2 years.
1000-22 ANNEXATION, DISANNEXATION, ABOLITION, AND OTHER JURISDICTIONAL
RECORDS - Records relating to the annexation or disannexation of territory to or from a local government, to its
abolition,or to other actions which affect its territorial jurisdiction or service area,including reports,correspondence, records
of public hearings,agreements,and similar records. RETENTION: 5 years.
Retention Notes: a)A contract or agreement relating to territorial jurisdiction or the delivery of services
between two or more governments(e.g., between a city and a county for fire services in an unincorporated area)must
be kept for the retention period in item number 1000-25.
b)Review before disposal;many records of this type may merit permanent retention for historical reasons.
1000-23 CHARTERS. RETENTION: PERMANENT.
LOCAL SCHEDULE GR Page 5 of 23
Effective November 1, 1995
4F
1000-24 COMPLAINTS - Complaints received from the public by a governing body or any officer or employee of a %..
local government relating to government policy. RETENTION: Resolution or dismissal of complaint+ 2 years.
Retention Note: The 2-year retention period applies only to complaints of a general nature that do not fall into a
different category of complaint noted in this or other commission schedules. For example, complaints from the
public about potential fire hazards are scheduled in Local Schedule PS(Records of Public Safety Agencies)and have
a longer retention period
1000-25 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). RETENTION: 4 years after the expiration or termination of the
instrument according to its terms.
1000-26 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 1050-31 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. RETENTION: 5 years.
Retention Note: 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. RETENTION: 2 years. •
c) Routine- Correspondence and internal memoranda such as letters of transmittal,requests for publications, internal
meeting notices,and similar routine matters. RETENTION: AV. (Exempt from destruction request requirement)
1000-27 DEEDS (including title opinions, abstracts and certificates of title. title insurance, documentation concerning
alteration or transfer of title,and similar records evidencing public ownership of real property). RETENTION:
PERMANENT.
1000-28 EASEMENTS - Documentation relating to easements and rights-of-way for public works or other local
government purposes, including releases. RETENTION: PERMANENT.
1000-29 INSURANCE POLICIES - Liability, theft, fire, health, life, automobile, and other policies for local
government property and personnel, including supporting documentation relevant to the implementation,modification,
renewal, or replacement of policies. RETENTION: 4 years after expiration or termination of the policy according to its
terms.
1000-30 LEGAL OPINIONS - Legal opinions rendered by counsel for a local government or the Attorney General,
including any written requests for opinions,concerning the governance and administration of a local government.
RETENTION: PERMANENT.
1000-31 LITIGATION CASE FILES (including all cases to which a local government is a party unless the case file is
of a type noted elsewhere in this or other commission schedules). RETENTION: AV after final disposition of the case.
(Exempt from destruction request requirement)
Retention Note: Review before disposal; some case files may merit permanent retention for historical reasons.
Page 6 of 28 LOCAL SCHEDULE GR
•
effective November 1, 1995
• 1
1000-32 MINUTES (STAFF) - Minutes of internal staff meetings. RETENTION: AV. (Exempt from destruction
request requirement)
1000-33 NEWS RELEASES. RETENTION: AV. (Exempt from destruction request requirement)
1000-34 OPEN RECORDS REQUESTS - Open records requests. including correspondence and other documentation
relating to the request. RETENTION: 1 year after final decision on request. (Exempt from destruction request requirement)
1000-35 ORGANIZATIONAL CHARTS. RETENTION: Until superseded. (Exempt from destruction request
requirement)
1000-36 PERMITS AND LICENSES - Records documenting the application for and the issuance of permits and
licenses by a local government for sales, solicitation, facility usage,and similar activities.Does not include permits and
licenses issued for the construction of or alterations to real property, for those relating to health and sanitation,or for those
issued by police or fire departments listed in other commission schedules. RETENTION: Expiration,cancellation,
revocation, or denial+2 years.
1000-37 PHOTOGRAPHS, RECORDINGS, AND OTHER NON-TEXTUAL MEDIA - Photographs,
photographic scrapbooks, slides,sound recordings, videotapes,posters,and other non-textual media that document the history
and activities of a local government or any of its departments,programs,or projects except such records noted elsewhere in
this or other commission schedules. RETENTION: PERMANENT, but see retention note.
Retention Note: Most photographs and other non-textual media of the types described must be retained
permanently for historical reasons, but latitude is allowed to the records management officer and the custodians of
records in a local government to determine to what extent a particular photograph,for example, documents the
history and activities of the local government. If it is determined that it does not, it need be kept only as long as
administratively valuable. Be certain that photographs and other non-textual media do not fall within other records
series. For example, mug shots and photographs of fire damage are listed in Local Schedule PS(Records of Public
Safety Agencies)under police and fire department records respectively.
1000-38 POLICY AND PROCEDURE DOCUMENTATION - Executive orders, directives, manuals, and similar
documents that establish and define the policies,procedures,rules, and regulations governing the operations or activities of a
local government as a whole or any of its departments, programs, services,or projects. RETENTION: Until superseded+5
years.
Retention Note: Review before disposal; some documentation of this type may merit permanent or long-term
retention for historical or legal reasons.
1000-39 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. RETENTION: 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 or 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).
1000-40 RECORDS MANAGEMENT RECORDS
a)Records control schedules(including all successive versions of and amendments to schedules). RETENTION:
PERMANENT.
b)Records destruction documentation-Records documenting the destruction of records under records control
schedules, including requests submitted to the Texas State Library and Archives Commission for authorization to
LOCAL SCHEDULE GR Page 7 of 28
Effective November 1, 199.) .
destroy unscheduled records or the originals of permanent records that have been microfilmed. RETENTION:
• PERMANENT.
c) Records inventories- Lists or inventories of the active and inactive records created or received by a local
government. RETENTION: AV. (Exempt from destruction request requirement)
d) Records management plans and policy documents - Plans and similar documents establishing the policies and
procedures under which a records management program operates. RETENTION: Until superseded+5 years.
1000-41 REPORTS AND STUDIES (NON-FISCAL)
a)Annual, sub-annual,or irregularly prepared reports, performance audits;or planning studies submitted to the
governing body or chief administrative officer of a local government or by the local government to a state agency,as
may be required by law or regulation,on the non-fiscal performance of a department, program,or project or for
planning purposes, including those prepared by consultants under contract with a local government,except
documents of similar types noted in this or other commission schedules.
1)Annual reports. RETENTION: PERMANENT.
2)Special reports or studies prepared by order or request of the governing body or considered by the
governing body(as reflected in its minutes)or ordered or requested by a state agency or a court.
RETENTION: PERMANENT.
3) Special reports or studies prepared by order or request of the chief administrative officer. RETENTION:
5 years.
Retention Note: Review before disposal: many records of this type may merit permanent
retention for historical reasons.
4) Monthly, bimonthly, quarterly, or semi-annual reports. RETENTION: 3 years.
b)Activity reports compiled on a daily or other periodic basis pertaining to workload measures,time studies,
number of public contacts,etc., except reports of similar types noted in this or other commission schedules.
RETENTION: l year. (Exempt from destruction request requirement)
1000-42 WAIVERS OF LIABILITY (including statements signed by volunteers acknowledging non-entitlement to
benefits, agreeing to abide by local government policies,etc.). RETENTION: 3 years from date of cessation of activity for
which the waiver was signed.
PART 2: FINANCIAL RECORDS
Retention Notes: a)AUDIT REQUIREMENTS - Most local governments are required by state law to conduct annual or
biennial audits of their records and accounts. These audit requirements were taken into account in setting the retention periods
in this schedule. The following retention rules also apply:
1)In any local government for which there is no statutory audit requirement and audits are conducted irregularly or in
a local government in which a statutorily required audit is delayed any record in this schedule whose retention period
dates from the end of a fiscal year(FE)must be retained for the retention period stated or one year after audit,
whichever later.
2) With regard to any special fund of a local government or elective county office for which there is no statutory
audit requirement and the fund is not audited, any records listed under item numbers 1025-26, 1025-27, 1025-28, and
1025-30 associated with receipts and disbursements from or to the fund must be retained for FE+ 10 years.
b) GRANT RECORDS-Subsections(1)-(3)apply to any local government, except school districts, receiving federal, state,
or private grants;subsection(4)applies to school districts only.
Page 8 of 28 LOCAL SCHEDULE GR
4-ffective November 1, 1995
1)Direct Federal Grants- This subsection applies to grants received by a local government directly from a federal
grantor agency.
i)Most federal grantor agencies require that grant-related records be retained for audit purposes for 3 years
from the filing of expenditure reports.A few agencies, however, require a 5-year retention: Reference should
be me de to the specific terms of each grant to determine whether a 3-year or 5-year retention period is
reyuu ed c nd whether additional retention provisions apply.
ii)In addition to item number 1025-08(a)-(b).financial and programmatic records of grant funded projects.
including copies or documentation of relevant accounting, banking,purchasing, and payroll records, and
other documents and working papers associated with the financial and programmatic administration of the
grant funds or used to prepare reports or forms required by federal law or regulation must be retained for the
following periods:
A)For grants continued or renewed annually or at other intervals except quarterly-3 or 5 years
from the date of submission of the annual or other periodic expenditure report.
B)For grants continued or renewed quarterly-3 or 5 years from the date of submission of the
expenditure report for the last quarter of the federal fiscal year.
C)For grants for which the requirement of a final expenditure report has been waived-3 or 5
years from the date the report would have been due.
D) For all other grants -3 or 5 years from the date of submission of the final expenditure report.
iii) The retention periods for the following types of records are exceptions to the periods noted above:
A)Records of non-expendable property or equipment acquired with grant funds-3 or 5 years from
the date of transfer, replacement,sale, or junking of the item.
B) Cost allocation plans and indirect cost records-3 or 5 years from date of submission or,for
plans prepared and retained by the grantee,from the close of the fiscal year covered by the plan.
C)Income records- 3 or 5 years from the end of the fiscal year in which the income is used.
iv)If any litigation or audit commences before the expiration of the 3 or 5 year period, the records must be
retained until all litigation or audit findings are resolved or until the end of the regular 3 or 5 year period,
whichever later.
v)If records are transferred to the grantor agency at its request, copies of the records need not be retained
2)Indirect Federal Grants- This subsection applies to federal grants received as subgrants from state agencies or
other local governments(e.g., regional councils of government).
The expenditure reports are submitted to the federal agency by the state or local subgrantor agency after all
subgrantees have submitted reports to the subgrantor. Consequently, records under item number 1025-08(a)-(b)and
records described in section(b)(I)must be retained by local government subgrantees for the following minimum
retention periods:
i)For grant programs with a 3-year federal retention requirement- FE+5 years.
ii) For grant programs with a 5-year federal retention requirement- FE+ 7 years.
Copies of reports or records submitted to the subgrantor agency must be retained by the local government for the
periods indicated
3)State and Private Grants-This schedule extends the 3-year federal retention requirement described in section(b)(1)
to state(excluding federal subgrants)and private grant records unless the state or private grantor agency has
LOCAL SCHEDULE GR Page 9 of 28
Effective November 1, 1995
established different retention requirements, in which case those requirements shall prevail. It is an exception to the
extension of federal grant requirements to state and private grants that for state or private grants renewed quarterly as`° •
described in sectr.n(b)(I1(ii)(B), the 3-year retention requirement runs from the date of submission of the expenditure
report for the last quarter of the state fiscal year for state grants and from the last quarter of the local government's
fiscal year for private grants.
4) Grant Records and School Districts(including Educational Service Centers)-See Local Schedule SD(Records of
Public School Districts). Because of the difficulty of effectively separating financial data that evidence the
expenditure of federal funds from those that document the expenditure of local or state-allocated funds. a 7-year
retention period has been adopted for most financial records of school districts. The use of the term "'school district"
in this schedule includes educational service centers,county departments of education, and educational cooperatives.
SECTION 2-1: FISCAL ADMINISTRATION AND REPORTING
1025-01 AUDIT RECORDS (by both internal and external auditors).
a) Annual or biennial cumulative audit. RETENTION: PERMANENT.
b) Annual, biennial, or other periodic audit of a department,program, fund, or account if included in a cumulative
audit under(a). RETENTION: 2 years.
c)Annual, biennial,or other periodic audit of a department, program,fund,or account if not included in a
cumulative audit under(a). RETENTION: PERMANENT.
d)Special audits ordered by a governing body, a court or grand jury,or mandated by administrative rules of a state or
federal agency. RETENTION: PERMANENT.
e)Working papers, summaries,and similar records created for the purposes of conducting an audit. RETENTION:
3 years after all questions arising from the audit have been resolved.
1025-02 BANK SECURITY RECORDS - Records documenting the pledging of bonds or securities by banks serving
as depositories for public funds including depository contracts,security pledges and statements.surety bonds, and similar
records. RETENTION: 4 years after termination,expiration. or release of contractual obligations.
1025-03 BOND RECORDS (see retention note to item number 1025-09).
•
a) Bond administrative records consisting of preliminary studies,proposals and prospectuses,authorizations and
certifications for issuance or cancellation,and related policy correspondence. RETENTION: PERMANENT.
b) Bond certificates and redeemed coupons. RETENTION: 1 year after payment (Exempt from destruction request
requirement) [By law-Civil Statutes,art. 7171-1 for counties(see statute for procedural instructions for
destruction); by authority of this schedule for all other local governments.]
c)Bond registers. RETENTION: PERMANENT.
d) Records relating to the exchange,conversion,or replacement of bonds by bondholders. RETENTION: 1 year and
exempt from destruction request requirement if information is contained in a bond register. PERMANENT,if
information is not contained in a bond register.
1025-04 BUDGETS AND BUDGET DOCUMENTATION
a)Annual budgets (including amendments). RETENTION: PERMANENT.
b) Special budgets(includes budgets for capital improvement projects,grant-funded projects, or other projects
prepared on a special or emergency basis and not included in an annual budget). RETENTION: PERMANENT.
Page 10 of 28 LOCAL SCHEDULE OR
affective November 1, 1995
c)Working papers created exclusively for the preparation of budgets, including budget requests,justification
statements, and similar documents. RETENTION: 2 years.
d) Encumbrance and expenditure reports(status reports showing expenditures and encumbrances against a budget).
RETENTION: 2 years.
e) Budget change documentation, including line item or contingency/reserve fund transfers and supplemental budget
requests. RETENTION: 2 years.
1025-05 CAPITAL ASSETS RECORDS - Documentation relating to the capital and fixed assets of a local
government.
a)Equipment or property history cards or similar records containing data on initial cost, including disposal
authorizations when disposed of. RETENTION: FE of date of disposal +7 years for school districts: +3 years for
other governments.
b)Equipment or property cost and depreciation schedules or summaries used for capital outlay budgeting or other
financial or budget control purposes. RETENTION: FE+ 7 years for school districts; +3 years for other
governments.
c)Equipment or property inventories(including sequential number property logs).. RETENTION: Until superseded
+3 years.
• d)Property sale, auction, or disposal records of government-owned equipment or property. RETENTION: 1 year.
(Exempt from destruction request requirement). [By law-Local Government Code, Section 263.155(b)for counties;
by authority of this schedule for all other local governments.]
Retention Note: Property sale or auction records under(d)do not include records arising from the sale
or auction of property foreclosed or seized by a taxing unit for failure to pay property taxes or for the sale or
auction of property seized by law enforcement officers. For such records use Local Schedule TX(Records of
Property Taxation)or Local Schedule PS(Records of Public Safety Agencies)respectively.
1025-06 FEDERAL REVENUE SHARING RECORDS - Records concerning the use of federal revenue sharing
funds by a local government,including revenue and expenditure summaries;status, budget,and audit reports: and other reports
or documentation required by federal law or regulation. RETENTION: 3 years. [By regulation - 31 CFR 51.11(b), 51.12(c I.
and 51.108(a)and(d).]
1025-07 FINANCIAL REPORTS • Annual, sub-annual, or irregularly•prepared financial reports or statements on the
accounts, funds, or projects of a local government created either for internal use or for submission to state agencies as may be
required by law or regulation,except reports of similar types noted in this or other commission schedules.
a)Monthly, bimonthly, quarterly, or semi-annual reports. RETENTION: FE + 3 years.
b)Annual reports. RETENTION: PERMANENT.
c) Long range fiscal planning reports. RETENTION: PERMANENT.
d)Capital improvement reports. RETENTION: PERMANENT.
1025-08 GRANT DEVELOPMENT AND ADMINISTRATIVE RECORDS
a) Successful grant applications and proposals and any documentation that modifies the terms of a grant.
RETENTION: FE+7 years for school districts; +3, 5, or 7 years for other governments.
Retention Note: See note (b) at beginning of Pan 2 of this schedule.
b)Financial,performance,and compliance reports submitted to grantor or subgrantor agencies. RETENTION: FE
+ 7 years for school districts; +3,5 or 7 years for other governments.
LOCAL SCHEDULE GR Page 11 of 28
•
Effective November 1, 1995
Retention Note: See note (b) at beginning of Pan 2 of this schedule.
c) Reports, planning memoranda,studies,correspondence, and similar records created for and used in the development
of successful grant proposals. RETENTION: 3 years.
d)Any records of the type noted in(a)or(b) relating to unsuccessful grant proposals. RETENTION: AV.
(Exempt from destruction request requirement)
1025-09 INVESTMENT TRANSACTION RECORDS - Documentation relating to the investment of public funds
(e.g., certificates of deposit)that evidences the investment of funds,the performance or return of investments, the cancellation
or withdrawal of investments, and similar activity. RETENTION: FE+7 years for school districts; +5 years for other
governments.
Retention Note: It is an exception to the retention period for this item that records of investments and the
calculation of arbitrage rebate amounts(if any)on proceeds from the sale of tax exempt bonds must be retained for 6
years after the retirement of the last obligation of the bond issue.
SECTION 2-2: ACCOUNTING RECORDS
Retention Note: PAYROLL RECORDS - For records relating to the disbursement of payroll see Section 3-2.
1025-25 ACCOUNTING POLICIES AND PROCEDURES DOCUMENTATION - Policy and procedure
directives and similar records documenting accounting methodology. RETENTION: Until superseded+5 years.
1025-26 ACCOUNTS PAYABLE AND DISBURSEMENT RECORDS - Claims, invoices, statements, copies
of checks and purchase orders,expenditure authorizations,and similar records that serve to document disbursements,including
those documenting claims for and reimbursement to employees for travel and other employment-related expenses.
RETENTION: FE of date of payment+7 years for school districts; +3 years for other governments, except for the
following:
'p
a)Accounts payable records sufficient to document the purchase costs of capital equipment or other fixed assets if
capital asset documentation of the type noted under item number 1025-05(a)is not created. RETENTION: FE of
date of disposal+ 7 years for school districts; +3 years for other governments.
b)Fund transmittal reports accompanying the transmittal of funds to federal, state, or other local government
agencies (e.g., sales tax to the State Comptroller of Public Accounts), to retirement systems, or to other entities if
the funds are collected in whole or in part on behalf of other agencies or individuals(e.g..retirement deductions of
employees), except those accompanying the transmittal of federal and state payroll and unemployment taxes [see
item number 1050-53(b)]. RETENTION: FE of period covered by report+3 years.
1025-27 ACCOUNTS RECEIVABLE RECORDS • Bill copies or stubs, statements, billing registers, account
cards,deposit warrants,cash receipts,receipt books,cash transfers,daily cash reports,cash drawer reconciliations,and similar
records that serve to document money owed to or received by a local government and its collection or receipt. RETENTION:
FE of date of receipt+7 years for school districts;+3 years for other governments,except for the following:
a)Accounts receivable records documenting the receipt of any monies by any local government that are remittable to
the State Comptroller of Public Accounts(e.g., court costs in criminal cases, sales tax). RETENTION: Remittance
due date+7 years for school districts; +5 years for other governments.
b)Account card or similar record documenting payments to a local government in which the government holds a
property lien until the debt is satisfied (e.g., liens arising from demolition, lot cleaning),including original liens and
lien releases. RETENTION: FE of date of final payment and release of lien+3 years.
c)Account card or similar record relating to the receipt of cash deposits as sureties for the delivery of services (e.g.,
water and wastewater). RETENTION: FE of termination of service or refund of deposit+3 years.
Page 12 of 28 LOCAL SCHEDULE GR
Effective November 1, 1995
d) Records of accounts deemed uncollectable, including write-off authorizations. RETENTION: FE of write-off date
• + 7 years for school districts; +3 years for other governments.
Retention Note: For accounts receivable records associated with the collection of property taxes, all
local governments, including school districts, should use Local Schedule TX(Records of Property
Taxation).
1025-28 BANKING RECORDS - Bank statements, canceled checks, check registers, deposit slips, debit and credit
notices, reconciliations, notices of interest earned,etc. RETENTION: FE+ 7 years for school districts; + 5 years for other
governments.
1025-29 COST ALLOCATION AND DISTRIBUTION RECORDS - Records created to document the allocation
of costs among accounts and funds of a local government, including records relating to chargebacks and other
interdepartmental or interfund accounting transactions. RETENTION: FE+7 years for school districts; + 3 years for other
governments.
Retention Note: If any of the records in this group are used as ledger and journal entry documentation, they
must be retained for FE+5 years(see item number 1025-30)by all local governments.
1025-30 LEDGERS, JOURNALS, AND ENTRY DOCUMENTATION
Retention Note: Be certain to verify before the disposal of any ledger or journal under this item number that the
ledger or journal does not serve to document financial activities that require a longer retention period(e.g. investment
documentation of proceeds of tax exempt bonds under item number 1025-09).
a)General ledger showing receipts and expenditures from all accounts and funds of a local government.
1)For fiscal years for which an annual audit report(see item number 1025-01)exists. RETENTION: FE
+ 7 years for school districts; +5 years for other governments.
Retention Note: Review before disposal; some ledgers may merit permanent retention for
historical reasons.
2)For fiscal years for which an annual audit report(see item number 1025-01)does not exist.
RETENTION: PERMANENT.
b)Subsidiary ledgers. RETENTION: FE+ 7 years for school districts; +5 years for other governments.
Retention Note: Review before disposal; some ledgers may merit permanent retention for historical
reasons.
c)Receipt,disbursement,general,or subsidiary journals. RETENTION: FE+7 years for school districts; +5
years for other governments.
Retention Note: Review before disposal; some journals may merit permanent retention for historical
reasons.
d)Journal vouchers and entries or similar posting control forms(including supporting documentation such as
correspondence and auditor adjustments that evidence journal entries and amendments). RETENTION: FE+7 years
for school districts; +5 years for other governments.
Retention Note: If bill stubs (see item number 1025-27) are used as entry documentation for account
journals, they must be retained by all local governments other than school districts for FE+ 5 years rather
than the FE+3 year retention period for accounts receivable records.
e)Perpetual care fund registers of municipally-owned cemeteries. RETENTION: PERMANENT. [By law- Health
and Safety Code, Section 713.005(a).]
LOCAL SCHEDULE GR Page 13 of 28
Effective November 1, 1995
1025-31 TRANSACTION SUMMARIES • Periodic summaries or reports of accounting transactions or activity by 3
department, budget code, program, account, fund, or type of activity, including trial balances, unless the summary is of a type'
noted elsewhere in this part.
a)Daily. RETENTION: 30 days. (Exempt from destruction request requirement)
b) Weekly. ICE.i ENTION: 90 days. (Exempt from destruction request requirement)
c) Monthly, bimonthly, quarterly, or semi-annual. RETENTION: 2 years.
d) Annual. RETENTION: FE + 7 years for school districts; + 3 years for other governments.
Retention Note: If an annual trial balance is not maintained, then the least frequent sub-yearly trial
balance must be retained for FE+ 7 years by school districts and FE+ 3 years by all other local
governments.
1025-32 UNCLAIMED PROPERTY DOCUMENTATION - Any form of record sufficient to•verify information on
unclaimed property previously reported to the State Treasurer showing the name and last known address of the apparent owner
of reportable unclaimed property, a brief description of the property,and the balance of each unclaimed account, if appropriate.
RETENTION: Date on which property is reportable + 10 years. [By law- Property Code, Section 74.103(b).]
PART 3: PERSONNEL AND PAYROLL RECORDS
Retention Notes: a)FEDERAL RETENTION REQUIREMENTS - Federal retention periods for personnel and payroll
records arise principally from the administration of the Civil Rights Act of 1964, Title VII; the Age Discrimination and
Employment Act of 1967;the Equal Pay Act; the Fair Labor Standards Act;the Federal Insurance Contribution Act;and the
Federal Unemployment Tax Act. These acts are administered by various federal agencies or departments of agencies and,
because retention periods are set to enable each agency to carry out its particular oversight authority, different retention periods •-
are often established for the same record. In compiling Schedule GR, the longest applicable federal retention period is cited as •
authority for the retention period indicated A federal regulation is not cited if a.state law or regulation requires a longer --
retention period. A federal retention period is also not cited if a Texas statute of limitations makes a longer retention period
advisable. For example, the federal retention requirement for employment contracts[see item number 1050-15(a)/is given as
3 years from the last effective date of the contract in 26 CFR 5165, but suits in.Texas may be brought by either party to
such a contract within four years of the occurrence of an alleged breach;therefore a retention period of 4 years from the last
effective date of the contract is set in this schedule. All retention periods in this part apply, by authority of this schedule, to
all local governments, although some of them may be otherwise exempt from the federal requirement cited. This provision
does not require the creation by exempted local governments of any special documentation demonstrating compliance with
federal regulations that may be required of non-exempted governments.
•
b)PERSONNEL FILES- The individual employee personnel file is not scheduled as a unit in this section;documents
normally placed in such files are scheduled separately. Please note, however, that some information must be retained
permanently[see item numbers 1050-12, 1050-52(b)and 1050-54(a)]on each employee.
c) TERMINATED EMPLOYEES-Notwithstanding any retention periods in this pan, all personnel records existing on the
date of termination of an involuntarily terminated employee must be retained for 2 years from the date of termination[29
CFR 1602.31, 1602.40, and 1602.49].
d)JTPA AND CETA EMPLOYEES-Any records maintained on applicants for or holders of positions paid in whole or in
pan from Comprehensive Employees' Training Act(CETA)funds or affirmative action apprenticeship program funds
administered by the U. S. Department of Labor must be retained for 5 years from the date of enrollment in the program. [20
CFR 676.35(6)and 29 CFR 30.8(e)]. This 5 year retention period is extended by authority of this schedule to comparable
records on applicants for or holders of positions paid in whole or in pan from Job Training Partnership Act(JTPA)funds.
e)DEFINITION OF EMPLOYEE- For the purposes of this pan, the term "employee"also includes elected or appointed
officials of a local government who are paid wages or a salary from any funds of the local government.
Page 14 of 28 LOCAL SCHEDULE OR
effective November I, 1995
f) PERSONNEL RECORDS IN SHERIFF'S DEPARTMENTS IN CERTAIN COUNTIES - The Local Government Code,
Section 157.904, provides that sheriff's departments in counties with a population of 2.000.000 or more shall maintain "a
permanent personnel file on each department employee." The precise contents of a personnel file are not specified, but three
groups of records are expressly mentioned. Consequently, any record in item numbers 1050-03. 1050-07. and 1050-2I. all of
which are records of a type mentioned in the statute, must be retained permanently. What other records maybe includable in a
permanent personnel file in sheriffs'departments subject to the law should be determined by the sheriffs and their legal
counsel.
SECTION 3-1: PERSONNEL RECORDS
1050-01 AFFIRMATIVE ACTION PLANS
a)Reports. analyses, and statistical data compiled from source documentation used to develop,implement, and
monitor affirmative action plans. RETENTION: 5 years. [By regulation - 29 CFR 30.8(e).]
b) Affirmative action plans. RETENTION: Until superseded + 5 years. [By regulation -29 CFR 30.8(e).]
1050-02 APTITUDE AND SKILLS TEST RECORDS - Records relating to aptitude or skills tests required of job
applicants or of current personnel to qualify for promotion or transfer, including civil service examinations.
a) Validation studies. RETENTION: Life of test+2 years.
b)Tests. RETENTION: Until superseded + 2 years. [By regulation - 29 CFR 1602.31, 1602.40. and 1602.49.]
Retention Note: One copy of each different test(different in terms of either questions or administration
procedures)should be retained for the period indicated
c)Test papers of persons taking tests. RETENTION: 2 years. [By regulation - 29 CFR 1602.31, 1602.40, and
1602.49.]
d)Records,other than those noted(a)-(c),relating to the planning and administration of tests. RETENTION: 3
years.
1050-03 AWARDS AND COMMENDATIONS. RETENTION: Date of separation + 5 years.
1050-04 CERTIFICATES AND LICENSES - Certificates, licenses, or permits required of employees to qualify for
or remain eligible to hold a position requiring certification or licensing. RETENTION: Until superseded or separation of
employee + 5 years.
Retention Note: If the submission of copies of certificates, licenses, or permits is required of all applicants for a
position, those of applicants not hired must be retained for 2 years under item number 1050-14.
1050-05 CONFLICT OF INTEREST AFFIDAVITS. RETENTION: 5 years after leaving position for which the
affidavit was filed.
1050-06 COUNSELING PROGRAM FILES
a)Reports of interviews,analyses, and similar records relating to the counseling of an employee for work-related,
personal, or substanceabuse problems. RETENTION: 3 years after termination of counseling.
b)Records relating to the planning,coordination, implementation, direction, and evaluation of a employee
counseling program. RETENTION: 3 years.
1050-07 DISCIPLINARY AND ADVERSE ACTION RECORDS - Records created by civil service boards or by
personnel or supervisory officers in considering,or reconsidering on appeal, an adverse action(e.g.,demotion,probation,
termination, suspension, leave without pay)against an employee,including, as applicable,witness and employee statements,
LOCAL SCHEDULE OR Page 15 of 28
Effective November 1, 1995
interview reports,exhibits, reports of findings, and decisions and judgments. RETENTION: 2 years after case closed or
action taken, as applicable. [By regulation - 29 CFR 1602.31, 1602.40, and 1602.49.]
1050-08 EMPLOYEE PENSION AND BENEFITS RECORDS [for records of pension and deferred compensation
deductions from payroll see 1050-52(b)].
a) Employee benefit plans such as pension: life, health, and disability insurance; seniority and ment systems; and
deferred compensation plans, including amendments. RETENTION: Termination of plan + 1 year. [By regulation-
29 CFR 1627.3(b)(2).1
Retention Note: If the plan or system is not in writing, a memorandum fully outlining the terms of
the plan or system and the manner in which it has been communicated to affected employees, together with
notations relating to any changes or revisions, must be retained for the same period as written plans.
b) Enrollment forms providing personal identifying data, beneficiary information, option selection, and similar
information.
1) If the official record is maintained by the retirement system of which the local government is a member
or by the service provider. RETENTION: AV. (Exempt from destruction request requirement)
2) If the official record is maintained by the local government.
A) Pension and deferred compensation. RETENTION: PERMANENT.
B)Life, health, and disability insurance. RETENTION: Termination of coverage+4 years.
c)Annual reports from a pension system or fund. RETENTION: PERMANENT.
1050-09 EMPLOYEE RECOGNITION RECORDS - Award committee reports, selection criteria, nominations, and
similar administrative records of employee award or incentive programs. RETENTION: 2 years. •
1050-10 EMPLOYEE SECURITY • RECORDS
a) Records created to control and monitor the issuance of keys,identification cards, passes, or similar instruments of
identification and access. RETENTION: Until superseded,date of expiration,or date of separation +2 years,as
applicable.
b)Records relating to the issuance of parking permits. RETENTION: Until superseded. (Exempt from destruction
request requirement)
1050-11 EMPLOYEE SELECTION RECORDS - Notes of interviews with candidates; audio and videotapes of job
interviews; applicant rosters; eligibility lists; test ranking sheets;justification statements for violating eligibility or ranking
sequence; background,criminal history,and previous injury checks; polygraph examination results; offers of employment
letters;and similar records documenting the filling of a vacant position. RETENTION: 2 years from the creation(or receipt)
of the record or the personnel action involved,whichever later. [By regulation- 29 CFR 1602.31, 1602.40, and 1602.49.)
1050-12 EMPLOYEE SERVICE RECORD - Summary employment history record for each employee maintained on
one or more forms, containing the following minimum information: name; sex; date of birth; social security number;
positions held with dates of hire,promotion, transfer,or demotion;dates of leaves of absence or suspension that affect
computation of length of service;wage or salary rate for each position held, including step or merit increases within grades;
and date of separation. [For other information on employees that must also be retained permanently either as part of this
record or in another form,see item numbers 1050-52(b)and 1050-54(a)]. RETENTION: PERMANENT.
Retention Notes: a) This schedule does not require the creation of an employee service record of the type
described but the creation of the record is strongly recommended to allow frequent disposal of documents from which
information has been summarized If an employee service record is not maintained, documents(e.g., employment
applications,personnel action forms)containing the prescribed information must be retained permanently. More than
one document providing the same element of required information need not be retained -
Page 16 of 28 LOCAL SCHEDULE GR
tjfective November 1, 1995
b) The Teacher Service Record(Texas Education Agency Form FIN-115 or its equivalent), containing information
required b) ctaaac or regulation, shall be considered an employee service record of the type described and must be
retained permanently.
c)Salary or wage data on an employee service record may be indicated by grade and step numbers if all corresponding
wage rate:.:5'e_ ace item number 1050-59)applicable to a person's employment history are retained permanently.
1050-13 EMPLOYMENT ADVERTISEMENTS OR ANNOUNCEMENTS - Advertisements or postings
relating to job openings, promotions, training programs, or overtime opportunities, including jobs orders submitted to
employment agencies. RETENTION: 2 years. [By regulation - 29 CFR 1602.31, 1602.40, and 1602.49.1
1050-14 EMPLOYMENT APPLICATIONS - Applications, transcripts, letters of reference, and similar documents
whose submission by candidates for vacant positions(both hired and not hired)or for promotion, transfer,or training
opportunity(both selected and not selected)is required on the application form,by application procedures,or in the
employment advertisement. RETENTION: 2 years from the creation(or receipt)of the record or the personnel action
involved, whichever later, except the following: [By regulation- 29 CFR 1602.31, 1602.40, and 1602.49.]
a)Samples of publications,artwork,or other products of prior achievement not returned to applicants.
RETENTION: AV. (Exempt from destruction request requirement)
b)Transcripts of persons hired if state or federal law or regulation mandates a level of education needed to qualify for
employment(e.g.,school district professional and paraprofessional personnel).See also item number l050-28(a).
RETENTION: Date of separation+5 years.
Retention Note: If applicant screening or hiring decisions are based on resumes, with only successful
or interviewed candidates completing employment applications, then resumes of persons not hired must be
kept for the same period as employment applications. If resumes are supplemental to employment
application forms, they need only be retained as long as administratively valuable.
1050-15 EMPLOYMENT CONTRACT/COLLECTIVE BARGAINING RECORDS
a)Contracts and agreements. including collective bargaining agreements, between a local government and an
employee or a group of employees,including written acceptances of such contracts. RETENTION: Last effective
date of contract+4 years.
b) Records relating to the negotiation of collective bargaining agreements or similar group contracts, including
reports;correspondence;mediation or arbitration agreements;the proceedings, findings,and awards of arbitration
boards; and similar records. RETENTION: Last effective date of contract+4 years or, if no agreement or contract
results, 4 years.
1050-16 EQUAL EMPLOYMENT OPPORTUNITY RECORDS AND REPORTS •
a)Reports, analyses,or statistical data compiled from source documentation used to complete EEO reports.
RETENTION: 3 years. [By regulation - 29 CFR 1602.30, 1602.39, and 1602.48.1
b) EEO-1, EEO-4, EEO-5, and EEO-6 reports. RETENTION: 3 years. [By regulation -29 CFR 1602.32, 1602.41;
and 1602.50.] -
c)Case files relating to discrimination complaints, including complaints, legal and investigative documents,
exhibits,related correspondence, withdrawal notices, and decisions or judgments. RETENTION: Resolution of case
+ 3 years.
1050-17 EQUAL PAY RECORDS - Reports; studies, aggregated or summarized data, and similar documentation
compiled to monitor and demonstrate compliance with the Equal Pay Act. RETENTION: 2 years. [By regulation -29 CFR
1620.32(c).]
LOCAL SCHEDULE OR Page 17 of 28
Effective November 1, 1995
•
1050-18 FIDELITY BONDS. RETENTION: Effective life of bond + 5 years.
t Retention .Vote: goes not include the Official Bond Record maintained by county clerks. _rhich must be retained
permanently.
1050-19 FINGERPRINT CARDS. RETENTION: Date of separation + 5 years.
Retention.Vote: If fingerprint cards are created for all applicants for a position, those of persons not hired must
be retained 2 years under item number 1050-14.
1050-20 GRIEVANCE RECORDS - Records relating to the review of employee grievances against personnel policies.
working conditions. etc. RETENTION: 2 years.
Retention Note: Do not confuse these records with those involving EEO complaints [see item number 1050-
16(c)[.
1050-21 JOB EVALUATIONS (PERFORMANCE APPRAISALS)
a) Evaluations of public school teachers, subject to the career ladder system, for the 1983-84 school year and
subsequent years only. RETENTION: PERMANENT.
b)Evaluations of all other local government employees. RETENTION: Until superseded + 2 years. [By regulation
- 29 CFR 1620.32(c).]
1050-22 MEDICAL AND EXPOSURE REPORTS
- a)Health or physical examination reports or certificates of all job applicants if physical condition is a factor in
hiring decisions,including the promotion, transfer or selection for training of current personnel. RETENTION: 2
years. [By regulation - 29 CFR 1602.31, 1602.40, and 1602.49.]
•
b)Health or physical examination reports or certificates of employees for whom periodic merit?ring of health or
fitness is required.
1) For employees exposed in the course of their work to toxic substances. harmful physical agents, or
bloodbome pathogens. RETENTION: Date of separation + 30 years. [By regulation - 29 CFR
1910.20(d)(1)(i)and 1910-1030(h)(1)(iv).]
2)For all other employees. RETENTION: Until superseded+ 2 years.
c) Environmental,biological,and material safety monitoring reports concerning toxic substances and harmful
physical agents in the workplace, including analyses derived from such reports. RETENTION: 30 years. [By
regulation-29 CFR 1910.20(d)(I)(ii).]
1050-23 OATHS OF OFFICE. RETENTION: Until superseded + 5 years; or, 5 years after leaving position for which
oath required,whichever applicable.
1050-24 PERSONNEL ACTION OR INFORMATION NOTICES - Documents used by personnel officers to
create or change information in the personnel records of individual employees concerning hiring, termination, transfer, pay
grade,position or job title,leaves of absence, name changes,and similar personnel actions except those noted elsewhere in
this part. RETENTION: 2 years. [By regulation- 29 CFR 1602.31, 1602.40, and 1602.49.]
1050-25 PERSONNEL STUDIES AND SURVEYS - Studies, statistical reports, surveys, cost analyses and
projections, and similar records,except those noted elsewhere in this part, on any aspect of the personnel management or
administration of a local government. RETENTION: 3 years.
Retention Note: Review before disposal; some documents may merit permanent retention for historical reasons.
Page 18 of 28 LOCAL SCHEDULE GR
•
affective November 1, 1995
1050-26 POSITION DESCRIPTION, CLASSIFICATION, AND STAFF MONITORING RECORDS
a)Job descriptions. including any associated task or skill statements. RETENTION: Until superseded or position
abolished + 4 years. [By regulation - 40 TAC 301.6(1).)
b) Documentation concerning the development and analysis of job descriptions and classification systems, including
survey, review and audit reports;classification standards and guidelines:selection criteria,determination of
classification appeals,etc.,as follows:
1) Documents linked to a specific position. RETENTION: Dispose with job description under(a).
2)Survey, audit,or other reports issued on a regular basis. RETENTION: Until superseded +4 years.
3)Other documentation not included in (b)(I)or(b)(2). RETENTION: PERMANENT.
c)Position staffing and vacancy reports. RETENTION: Until superseded. (Exempt from destruction request
requirement)
d) Personnel requisitions. RETENTION: 2 years.
1050-27 REDUCTION IN FORCE PLANS (including any related implementation documentation). RETENTION:
Until superseded, or if implemented,2 years from date of last RIF action under the plan.
1050-28 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).
a)Certificates of completion, transcripts, test scores. or similar records documenting the training, testing, or
continuing education achievements of an employee if such training or testing is required for the position held or if
the educational or skill attainment or enhancement affects or could affect career advancement in the local government
or, in the case of licensed or certified personnel(e.g..school professionals, firefighters, police officers. health care
professionals), in other governments or the private sector. RETENTION: Date of separation +5 years.
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) Records documenting the planning,development, implementation, administration and evaluation of in-house
training programs. RETENTION: 3 years.
c)Training manuals, syllabuses,course outlines, and similar training aids used in in-house training programs.
RETENTION: Until superseded. (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).
RETENTION: 2 years.
Retention Note: If the only information documenting the in-house training of an employee of the
types described in(a)is contained in the measurement records of a group or class as a whole, the group
records must be retained for the date of separation +5 years for all employees included in the group records.
1050-29 UNEMPLOYMENT COMPENSATION CLAIMS FILES - Unemployment claims, pertinent
correspondence,and similar records documenting unemployment compensation cases. RETENTION: 5 years.
1050-30 VERIFICATION OF EMPLOYMENT ELIGIBILITY (INS Form 1-9). RETENTION: 3 years from
hire or 1 year after separation, whichever later. [By regulation- 8 CFR 474a.2(b)(2)(i)(A)and(c)(2).)
Retention Note: If a former employee is rehired and an INS Form 1-9 is still on file for the employee, the 3 year
retention period dates from date of first hire.
LOCAL SCHEDULE GR • Page 19 of 28
Effective November 1, 1995 -
•
1050-31 WORK SCHEDULES - Work, duty, shift, crew, or case schedules, rosters, or assignments except work
schedules includable in item number 1050-56. RETENTION: I year. (Exempt from destruction request requirement)
1050-32 WORKERS COMPENSATION CLAIM FILES - Initial and supplemental reports of accidents to or job-
related illnesses of employees and documentation relating to any subsequent filing of claims by employees. RETENTION: 5
years. (By regulation- 29 CFR 1904.06 for accident and illness reports.]
1050-33 FINANCIAL DISCLOSURE STATEMENTS - Financial disclosure statements of officers and/or
employees of a local government. RETENTION: 2 years.
Retention Note: For campaign contribution and expenditure statements see item number 3125-01 in Local
Schedule EL(Records of Elections and Voter Registration). -
SECTION 3-2: PAYROLL RECORDS
Retention Note: OTHER ACCOUNTING RECORDS - This section supplements Section 2-2 and schedules financial
and accounting records found in most local governments specific to the disbursement of payroll. If a payroll-related record is
not scheduled in this section, use Section 2-2 for the comparable record:e.g.,payroll fund reconciliations should be retained
for FE+ 3 years(or FE+ 7 years in school districts)under the retention for Banking Records(see item number 1025-28).
1050-50 DEDUCTION AUTHORIZATIONS • Documentation used to start, modify, or stop all voluntary or required
deductions from payroll,including orders of garnishment or other court-ordered attachments. RETENTION: 4 years after
Separation or 4 years after amendment,expiration, or termination of authorization, whichever sooner.
1050-5I DIRECT DEPOSIT APPLICATIONS/AUTHORIZATIONS. RETENTION: Until superseded.
(Exempt from destruction request requirement)
1050-52 EARNINGS AND DEDUCTION RECORDS
a)A record containing the following payroll information on each employee: name, last-known address and social -
security number:amount of wages paid to the employee for each payroll period, including all deductions,and date of
payment. RETENTION: Retention of any one of the following records for 7 years by school districts or 4 years by
other governments will satisfy the retention requirement: [By regulation- See Local Schedule SD for school
districts: 20 CFR 404.1225(b)(3) and 40 TAC 301.6(a) and(i) for other governments.]
I)Individual employee earnings card or record that shows earnings and deductions for each pay period.
2)Master payroll register which shows earnings and deductions for each pay period.
b)A record containing the following minimum pension and deferred compensation information on each employee:
name,date of birth,social security number,and amount of pension and deferred compensation deductions.
RETENTION: PERMANENT retention of any one of the following will satisfy the retention requirement:
1)Individual employee earnings card or record as in(a)(I).
2)Employee Service Record(see item number 1050-12)if it contains the prescribed pension and deferred
compensation deduction data
3)Master payroll register,or the final year-to-date register of each calendar year,if the register shows all
persons employed during the year from whose wages pension and deferred compensation deductions were
made.
4)Pension and deferred compensation deduction register,or the final year-to-date pension deduction register
of each calendar year,if the register lists all persons employed during the year from whose wages pension
and deferred compensation deductions were made.
Page 20 of 28 LOCAL SCHEDULE GR
Effective November 1. 1995
5)Copies of annual or other periodic statements furnished to each employee detailing the deductions and
contributions to a pension or deferred compensation plan during the past year or period. •
c) Master payroll register, including year-to-date registers, if not used to satisfy either of the retention requirements
set in (a) or(b) RETENTION: FE+ 3 years.
d)Subsidiary NAytoil registers, if not used to satisfy either of the retention requirements set in (a)or(b).
I) If data contained in the subsidiary payroll register is not contained in the master payroll register.
RETENTION: FE+ 3 years.
2)If data contained in the subsidiary payroll register is contained in the master payroll register.
RETENTION: AV. (Exempt from destruction request requirement)
e)Copies of annual or other periodic statements furnished to each employee detailing the deductions and
contributions to a pension or deferred compensation plan during the past year or period,if not used to satisfy the
retention requirement set in(b). RETENTION: 2 years.
•
f)Payroll adjustment records,including transaction registers, authorizations,and similar records authorizing and
detailing adjustments to payroll records because of overpayment, underpayment, etc. RETENTION: FE+7 years
for school districts:+3 years for other governments.
1050-53 FEDERAL AND STATE TAX FORMS AND REPORTS
a)Forms used to determine withholding from wages and salaries for payroll tax purposes. RETENTION: 4 years
after separation or 4 years after form amended, whichever sooner. [By regulation- 20 CFR 404.1225(b)(3), 26 CFR
31.6001-1(e)(2)for federal forms and by authority of this schedule for any state forms.]
b)Forms and reports used to report the collection,distribution, deposit, and transmittal of payroll or unemployment
taxes. RETENTION: 4 years after tax due date or date tax paid, whichever later. (By regulation- 20 CFR
404.1225(b)(3). 26 CFR 31.6001-I(e)(2) for federal forms and by authority of this schedule for state forms.]
1050-54 LEAVE RECORDS
a)A record containing a record of the unused accumulated sick leave of each employee if(1)all or a percentage of
accumulated sick leave is used to calculate length of service and/or(2)accumulated sick leave is creditable to an
employee if rehired. RETENTION: PERMANENT retention of any one of the following will satisfy the retention
requirement:
•
1) Individual employee earnings card or record as described in item number 1050-52(a)if it also contains
accumulated sick leave data.
2)Employee Service Record(see item number 1050-12)if it contains the accumulated sick leave data
prescribed.
•
3)Copy of the final time summary or leave status report, as noted in(d), of each separated employee.
b)Requests and authorizations for vacation,compensatory,sick and other types of authorized leave. RETENTION:
FE+ 3 years.
c)Leave or hours-to-date registers. RETENTION: FE+3 years.
d)Copies of periodic time summary or leave status reports furnished to each employee containing information on
vacation, sick,.compensatory,or other leave earned and used, including the final report of separated employees if they
are not used to satisfy the retention requirement set in(a). RETENTION: 2 years.
LOCAL SCHEDULE GR Page 21 of 28
•
Effective November 1, 1995
1050-55 PAYROLL ACTION OR INFORMATION NOTICES - Documents used by payroll officers to create orir
•
change information in the payroll records of individual employees except deduction authorizations(see item number 1050-50k,
and federal tax forms [see item number 1050-53(a)].
a) Documents concerning hiring, termination. transfer, pay grade, position or job title, name changes.etc.
RETENTION: 2 years. [By regulation - 29 CFR 1602.31, 1602.40, and 1602.49.]
b) Documents concerning adjustments to payroll and leave status. RETENTION: FE + 3 years.
1050-56 TIME AND ATTENDANCE REPORTS - Time cards or sheets, including work schedules and
documentation evidencing adherence to or deviation from normal hours for those employees working on fixed schedules.
RETENTION: 4 years. [By regulation-40 TAC 301.6(a)and(i).]
1050-57 TIME CHANGE RECORDS - Requests and authorizations for overtime, time trading, and other actions that
affect normal work time except leave requests [see item number 1050-54(c)]. RETENTION: 2 years.
1050-58 REQUESTS AND AUTHORIZATIONS TO ENGAGE IN REIMBURSABLECACTIVITIES -
Requests and authorizations for travel;participation in educational programs,workshops. or college classes;or for other bona
fide work-related activities in which the expenses of an employee are defrayed or reimbursed. RETENTION: FE+7 years for
school districts;+3 years for other governments.
1050-59 WAGE AND SALARY RATE TABLES
a)If wage or salary rate for each position listed on an Employee Service Record(see item number 1050-12)is
expressed in dollars. RETENTION: 2 years after last effective date. [By regulation-29 CFR 516.6(a)(2).]
to If wage or salary rate for each position listed on an Employee Service Record(see item number 1050-12) is
indicated by grade or step number only. RETENTION: PERMANENT.
PART 4: SUPPORT SERVICES RECORDS
•
SECTION 4-1: PURCHASING RECORDS
Retention Notes: RELATIONSHIP WITH ACCOUNTS PAYABLE RECORDS- In a local government in which
purchasing and accounts payable records(see item number 1025-26)are maintained by the same individual or department,
duplicate copies of a record need not be created and/or retained to satisfy the retention requirements of this section if the record
is used in documenting both the ordering and procurement of and payment for goods and services. In such instances, retention
requirements for accounts payable records prevail over those noted in this section.
1075-01 BIDS AND BID DOCUMENTATION
*a) Successful bids and requests for proposals, including invitations to bid,bid bonds and affidavits, bid sheets,and
similar supporting documentation. RETENTION: FE of award+ 7 years for school districts; + 3 years for other
governments.
Retention Note: If a formal written contract is the result of a successful bid or request for proposal, the
successful bid or request for proposal and its supporting documentation must be retained for the same period
as the contract. See item number 1000-25.
b)Unsuccessful bids. RETENTION: 2 years.
c)Informal bid records,such a requests for quotations or estimates,for the procurement of goods or services for
which state law or local policy does not require the formal letting of bids. RETENTION: 1 year. (Exempt from
destruction request requirement)
1075-02 INVENTORY RECORDS (PARTS AND SUPPLIES). RETENTION: 1 year. (Exempt from
destruction request requirement)
Page 22 of 28 LOCAL SCHEDULE OR
effective November 1, 1995
1075-03 PURCHASE ORDER AND RECEIPT RECORDS
a) Purchase order:;. requisitions.and receiving reports. RETENTION: FE + 7 years for school d„tricts: + 3 years
for other gove.nments.
b) Purchasing log, register,or similar record providing a chronological record of purchase orders issued.orders
received, and s:mila•data on procurement status. RETENTION: FE+ 3 years.
c) Packing slips and order acknowledgments. RETENTION: AV. (Exempt from destruction request requirement)
d) Vendor and commodity lists. RETENTION: Until superseded. (Exempt from destruction request requirement)
SECTION 4-2: FACILITY, VEHICLE, AND
EQUIPMENT MANAGEMENT RECORDS
1075-15 ACCIDENT AND DAMAGE REPORTS (PROPERTY) - Reports of accidents or damage to facilities.
vehicles, or equipment if no personal injury is involved. RETENTION: 3 years.
Retention Note: For accident reports involving personal injury see item numbers 1000-20 and 1050-32.
1075-16 CONSTRUCTION PROJECT FILES - Records concerning the plannine, design. construction, conversion,
or modernization of local government-owned facilities, structures, and systems, including feasibility, screening,and
implementation studies; topographical and soil surveys and reports;architectural and engineering drawings,elevations, •
profiles, blueprints, and as-builts: inspection and investigative reports; laboratory test reports;environmental impact
statements;construction contracts and bonds; correspondence; and similar documentation. RETENTION: PERMANENT.
but see retention note.
Retention Note: Files relating to the construction of prefabricated storage sheds, bus shelters, parking lot
kiosks, non-structural recreational facilities such as baseball diamonds and tennis courts. and similar structures and
facilities need be retained for only 10 years after completion of the project.
1075-17 LOST AND STOLEN PROPERTY REPORTS. RETENTION: FE + 3 years.
1075-18 MAINTENANCE, REPAIR, AND INSPECTION RECORDS - Records documenting the maintenance,
repair. and inspection of facilities, vehicles,and equipment.
Retention Note: This record group schedules records of maintenance and repair to general-purpose vehicles,
office equipment,and office facilities. For retention requirements for the maintenance and repair of specialized
vehicles(e.g., police cars,fire trucks, school buses), equipment(e.g., airport runway beacons, traffic lights), or
facilities(e.g., wastewater treatment plants)see other commission schedules.
a)Vehicles and equipment.
1)Routine inspection records. RETENTION: 1 year. (Exempt from destruction request requirement)
2) Maintenance and repair records. RETENTION: Life of asset.
Retention Note: If a vehicle is junked as the result of an accident, the maintenance and repair
records for the vehicle must be retained for LA + 3 years.
b) Facilities.
1) Routine cleaning,janitorial, and inspection work. RETENTION: I year. (Exempt from destruction
request requirement)
2)All other facility maintenance,repair and inspection records (including those relating to plumbing,
electrical, fire suppression,and other infrastructural systems). RETENTION: 3 years.
LOCAL SCHEDULE GR Page 23 of 28
Effective November 1, 1995
1075-19 SERVICE REQUESTS/WORK ORDERS (for repairs and maintenance to facilities, vehicles, or
equipment). RETENTION: 2 years.
Retention Note: If work orders serve as the only form of record documenting repairs to vehicles or equipment
[see item number 1075-18(a)l they must be retained for the life of the vehicle or equipment.
1075-20 USAGE REPORTS - Reports of usage of facilities, vehicles, and equipment.
a)Any type of usage report(e.g., mileage, fuel consumption, copies run) if such reports are the basis for allocating
costs, for determining payment under rental or lease agreements,etc. RETENTION: FE + 7 years for school
districts: +3 years for other governments.
b) Reservation logs or similar records relating to the use of facilities such as meeting rooms, auditoriums, etc. by
the public or other governmental agencies. RETENTION: 2 years.
c)Usage reports compiled for purposes other than those noted in(a)or(b). RETENTION: 1 year. (Exempt from
destruction request requirement) -
1075-21 VEHICLE ASSIGNMENT RECORDS - Assignment logs, authorizations, and similar records relating to
the assignment and use of government-owned vehicles by employees. RETENTION: 2 year.
1075-22 VISITOR CONTROL REGISTERS • Logs, registers, or similar records documenting visitors to limited
access or restricted areas. RETENTION: 3 years.
1075-23 WARRANTIES (for vehicles and equipment). RETENTION: Expiration of warranty + I year. (Exempt from
destruction request requirement)
SECTION 4-3: COMMUNICATIONS RECORDS
•
1075-40 POSTAL AND DELIVERY SERVICE RECORDS
•
a)Meter and permit usage records. RETENTION: 1 year. (Exempt from destruction request requirement)
• b)Registered, certified:insured, and special delivery mail receipts and similar records of transmittal by express or
delivery companies. RETENTION: I year.
1075-41 TELEPHONE LOGS OR ACTIVITY REPORTS • Registers or logs of telephone calls made and similar
telephone activity reports.
a)If the log, report, or similar record is used for cost allocation purposes. RETENTION: FE+ 7 years for school
districts;+ 3 years for other governments.
b)If the log,report, or similar record is used for internal control purposes other than cost allocation. RETENTION:
2 years.
* SECTION 4-4: WORKPLACE SAFETY RECORDS
* 5750-01 BLOODBORNE PATHOGEN TRAINING RECORDS - Records of training given employees with
exposure to bloodborne pathogens showing the dates of training sessions, contents or summaries of the sessions, names and
job titles of those who received training, and names and qualifications of instructors. RETENTION: 3 years. [By regulation
- 29 CFR 1910.1030(h)(2)(ii).]
* 5750-02 FACILITY CHEMICAL LISTS - Copies of tier two forms containing information of hazardous chemicals
present in local government facilities submitted to the fire chief of the fire department having jurisdiction over the facilities
and to the Texas Department of Health as required by Health and Safety Code, Section 506.006. RETENTION: Until
superseded. (Exempt from destruction request requirement)
Page 24 of 28 LOCAL SCHEDULE OR
•
Effective November 1, 1995
•
* 5750-03 HAZARD COMMUNICATION PLANS - Plans describing how criteria of the Hazard Communications
Act(Chapter 502, Health and Safety Code) with regard to the education and training of employees will be met.
RETENTION: Cntd .;,;r,eded± 5 years. [By law- Health and Safety Code,Section 502.009(g).]
* 5750-04 HAZARDOUS MATERIALS TRAINING RECORDS - Records of training given employees in a
hazard communications program showing the date of each training session, subjects covered during the sesstt' !. rosters of
employees whu auende.i,uud the names of instructors. RETENTION: 5 years. [By law - Health and Safety Code. Section
502.009(g).1
•
* 5750-05 MATERIAL SAFETY DATA SHEETS (MSDS) - Material safety data sheets (MSDS) supplied to local
government employers by manufacturers or distributors of hazardous chemicals. RETENTION: AV after receipt of updated
sheet or the hazardous chemical is no longer present in the local government, as applicable. (Exempt from destruction request
requirement)
* 5750-06 WORKPLACE CHEMICAL LISTS - Lists of hazardous chemicals, including superseded lists, compiled
and maintained by local governments in accordance with the Health and Safety Code, Section 552.005. RETENTION: 30
years. [By law-Health and Safety Code,Section 502.005(d).]
Retention Note: State law(Health and Safety Code, Section 502.005(d))provides that if a local government is•
dissolved(e.g., a municipality through disincorporation), it shall send the workplace chemical lists in its possession
to the director of the Texas Department of Health.
* PART 5: ELECTRONIC DATA PROCESSING RECORDS
*Retention Notes: (a) This pan establishes retention periods for records essential to the creation, maintenance. and use
of electronic records(information recorded in a form for computer processing including data,graphics, digital images, multi-
media records, etc.)and records related to computer operations/technical support not covered elsewhere in this schedule.
Records in this pan may be maintained on whatever medium is appropriate including electronic(on-line, magnetic tape,
optical disk, CD-ROM, etc.),paper, and microform.
(b) Other types of records may be maintained electronically that are listed elsewhere in this schedule, such as administrative,
fiscal,personnel, and support services records, or in other specialized schedules adopted by the Texas State library and
Archives Commission, such as Local Schedule PS(Records of Public Safety Agencies), Local Schedule HR(Records of
Public Health Agencies), etc. The retention period for those electronic records will be as specified under the appropriate
records series item number according to the function of the information. For example, if an electronic system is used to
maintain encumbrance and expenditure reports, the retention period for these electronic records would be 2 years as specified in
item number 1025-04(d). Retention requirements apply to records maintained on all types of electronic systems including
mainframe, minicomputer, microcomputer, local-area-network based systems, etc.
c) Administrative rules of the Texas State Library and Archives Commission (13 TAC 7.71-7.79) require that retention
procedures for electronic records with an approved retention of 10 years or more must include provisions for scheduling the
disposition of the electronic records as well as related software, documentation,and indexes;and for regular recopying,
reformatting, and other necessary maintenance or conversion activities to ensure the retention and stability of electronic
records until the expiration of their retention periods.
d) If automated information is copied to paper or microform to create the official record the electronic files do not have to be
maintained for the full retention period of the record. The added value of electronic files for facilitating retrieval, making
queries,providing for automated audit trails, etc., should be carefully reviewed prior to destruction of the electronic files even
though there is an official record in another medium
SECTION 5-1: RECORDS OF AUTOMATED APPLICATIONS
•
* 5800-01 AUDIT TRAIL RECORDS - Files needed for electronic data audits such as files or reports showing
transactions accepted,rejected,suspended,and/or processed;history files/tapes;records of on-line updates to application files
or security logs. RETENTION: Until audit requirements met.
LOCAL SCHEDULE OR Page 25 of 28
•
Effective November 1, 1995 -
* 5800-02 FINDING AIDS, INDEXES, AND TRACKING SYSTEMS - Automated indexes, lists, registers, arw
other finding aids used to provide access to the hard copy and electronic records. RETENTION: Until the related hard copy
electronic records have t'_c; destroyed. [By regulation- 13 TAC 7.77(a) for electronic records with an approved retention of
10 years or more, and by authority of this schedule for all others.]
* 5800-03 HARDWARE DOCUMENTATION - Records documenting operational and maintenance requirements of
computer hardware such a.s operating manuals, hardware/operating system requirements.hardware configurations,and
equipment control systems. RETENTION: Until electronic records are transferred to and made usable in a new hardware
environment or there are no electronic records being retained to meet an approved retention period that require the hardware to
be retrieved and read. [By regulation - 13 TAC 7.77(a)for electronic records with an approved retention of 10 years or more.
and by authority of this schedule for all others.]
Retention Note: If the retention period of electronic records is extended to meet requirements of an audit,
litigation, open records action, etc.any hardware documentation required to retrieve and read the records must also be
retained for the same period
* 5800-04 MASTER FILES - Relatively long-lived computer files containing organized and consistent sets of complete
and accurate electronic records. RETENTION: Until completion of 3rd system backup cycle except for: a)Electronic file
which replaces or serves in lieu of a textual record-Follow the retention period approved for the equivalent textual record;b)
Electronic file containing fiscal information, for which an equivalent textual record exists, but which is also subject to audit-
Dispose of after all audit questions have been resolved; c)Output data file extracted from system solely to distribute data to
individuals or program units for reference and use or to produce printed reports or other publications- Dispose of after data is
distributed or when no longer needed to create publication. [By regulation- 13 TAC 7.77(a)for electronic records with an
approved retention of 10 years or more,and by authority of this schedule for all others.]
Retention Note: The need to retain "snapshots"of some continuing master files should be carefully evaluated.
For example, if a Geographic Information System has only current mapping information, historical versions of
zoning changes would not be available even though these records have long-term legal and historical value.
* 5800-05 PROCESSING FILES - Electronic files used to produce a master file, including, but not limited to, work
files. maintenance and test files, print files, and intermediate input/output records. RETENTION: Until completion of 3rd
system backup cycle except for: a)Routine or benchmark file used to test system performance- AV and exempt from
destruction notice requirement; b)File which facilitates processing of a particular job or system run, but which does not add
to.delete from, or substantially modify information in a master file- AV and exempt from destruction notice requirement.
* 5800-06 SOFTWARE PROGRAMS - Automated software applications and operating system files including job
control language,program listing/source code,etc. RETENTION: Until electronic records are transferred to and made usable
in a new software environment or there are no electronic records being retained to meet an approved retention period that
require the software to be retrieved and read. [By regulation- 13 TAC 7.77(a)for electronic records with an approved retention
of 10 years or more, and by authority of this schedule for all others.]
Retention Note: If the retention period of electronic records is extended to meet requirements of an audit,
litigation,open records action, etc.any software program required to retrieve and read the records must also be
retained for the same period
* 5800-07 SOURCE DOCUMENTS FOR ELECTRONIC RECORDS- Documents used for the creation of
electronic records by data entry or electronic imaging. RETENTION: Follow the retention period approved for the type of
record but see the retention notes. [By law-Local Government Code, Section 205.008.]
Retention Notes: a) For records with an approved retention period of 10 years or more, the source document
may be destroyed or returned to the person who filed it after the creation of the electronic record if an electronic
storage authorization has been approved based on certification of compliance with the Standards and Procedures for
Electronic Records of Local Governments(13 TAC Chapter 7).
b) For records with an approved retention of less than 10 years, the source document may be destroyed prior to the
expiration of the retention period for the source document in a records retention schedule issued by the commission if
the magnetic tape, optical disk or similar medium and hardware and software necessary to provide access to local
government record data on the medium are retained for the retention period given in the schedule.
Page 26 of 28 LOCAL SCHEDULE GR
affective November 1, 1995
5800-08 TECHNICAL DOCUMENTATION Records adequate to specify all technical characteristics necessary for
reading or processing of electronic records and their timely.authorized disposition including documentation describing how a
•■.,rem ..perates and r ..:,,an for using the system such as user guides. system or sub-system definitions. • ;tem•
,pecificanons. input and output specifications, and system flow charts; program descriptions and documentation such as
program flowcharts. program maintenance logs,change notices,and other records that document modific'tinns to computer
programs: and data documentation necessary to access, retrieve, manipulate and interpret data in an automated system such as a
!at_element diLt,or..ili. ;lc layout.code book or table, and other records that explain the meaning,purpose, structure, logical
relationships. and origin of the data elements. RETENTION: Until electronic records are transferred to and made usable in a
new hardware or software environment with new documentation or there are no electronic records being retained to meet an
approved retention period that require the documentation to be retrieved and read. (By regulation- 13 TAC 7.77(a) for
electronic records with an approved retention of 10 years or more,and by authority of this schedule for all others.)
Retention Note: If the retention period of electronic records is extended to meet requirements of an audit,
litigation, open records action, etc. any technical documentation required to retrieve and read the records must also be
retained for the same period
SECTION 5-2: COMPUTER OPERATIONS AND TECHNICAL SUPPORT RECORDS
Retention Note: Not all of the following types of records will be created with all electronic systems. A local
government should determine which records are needed according to the type of computer operation in use(mainframe,
individual personal computers, networked personal computers, etc.). The records in this section may be maintained
electronically(on-line, magnetic tape, optical disk, etc.)or on another medium such as paper or microform provided the
approved retention period is met.
* 5825-01 ACCESS SECURITY RECORDS - Records created for security purposes to control or monitor individual
access to a system and its data,including but not limited to user account records,security login information,and password
files. RETENTION: Until the individual no longer has access to the system or audit requirements for the records modified by
the individual have been met, whichever later.
•
* 5825-02 BATCH DATA ENTRY CONTROL RECORDS - Forms and logs used to reconcile batches submitted
for processing against batches received and processed. RETENTION: AV. (Exempt from destruction request requirement)
* 5825-03 CHARGEBACK RECORDS TO DATA PROCESSING SERVICES USERS - Records used to
document,calculate costs and bill program units for computer usage and data processing services. These records are also used
for cost recovery, budgeting,or administrative purposes. RETENTION: FE+7 for school districts;FE+ 3 years for other
governments.
* 5825-04 COMPUTER JOB SCHEDULES AND REPORTS - Schedules or similar records showing computer
jobs to be run and other reports by computer operators or programmers of work performed. RETENTION: 90 days.
(Exempt from destruction request requirement)
* 5825-05 DATA PROCESSING POLICIES AND PROCEDURES - Records of data processing policies and
procedures including those covering access and security,systems development,data retention and disposition,and data .
ownership. Records of procedures for data entry,operation of computer equipment,production control,system backup,
compliance with electronic records rules,etc. Does not include technical documentation of procedures necessary for reading or
processing of electronic records(see item number 5800-08). RETENTION: 5 years after policy or procedure is withdrawn,
revised, updated,or superseded.
Retention Note: Review before disposal; some documentation of this type may merit permanent or long-term
retention for historical or legal reasons.
* 5825-06 DATA PROCESSING PLANNING RECORDS - Reports, studies, analyses, projections, and similar
records concerning the creation,development,or modification of data processing systems and services except for disaster
recovery plans(see item number 5825-07). RETENTION: 5 years.
LOCAL SCHEDULE GR Page 27 of 28
Effective November 1, 1955
Retention Note: Before disposal appraise for continuing administrative usefulness and historical value. Those
records relating to major development projects and other records considered of historical value should be retained
permanently.
* 5825-07 DISASTER PREPAREDNESS AND RECOVERY PLANS - Records related to the protection and re-
establishment of data processing services and equipment in case of a disaster. RETENTION: Until superseded. (Exempt
from destruction tequest requirement)
* 5825-08 ELECTRONIC MEDIA LIBRARY SYSTEM FILES - Records used to control the location,
maintenance, and disposition of media in an electronic media library except for records destruction documentation that is
maintained permanently(see item number 1000-40). RETENTION: Until related records or media are destroyed or withdrawn
from the library.
* 5825-09 INPUT DOCUMENTS - Copies of records or forms designed and used solely for data input and control when
the data processing unit provides centralized data input services and original records are maintained by the program unit except
for data entry documents noted elsewhere in this schedule or other schedules adopted by the commission. RETENTION:
Until all data has been entered into the system and, if required, verified. (Exempt from destruction request requirement)
* 5825-10 NETWORK CIRCUITS INVENTORY - Records containing information on network circuits used by the
government including circuit number, vendor, type of connection, terminal series, software,contact person,and other relevant
information about the circuit. RETENTION: Until superseded. (Exempt from destruction request requirement)
* 5825-11 NETWORK I,MPLEMENTATION FILES - Records used to implement a computer network including
reports, diagrams of network,and wiring schematics. RETENTION: Until superseded. (Exempt from destruction request
requirement)
* 5825-12 OPERATING SYSTEM AND HARDWARE CONVERSION PLANS - Records relating to the
replacement of equipment or computer operating systems not included elsewhere in this schedule. RETENTION: I year after
completion of conversion.
* 5825-13 OUTPUT RECORDS FOR COMPUTER PRODUCTION - Reports showing transactlms that were
accepted, rejected, suspended,and/or processed. RETENTION: AV. (Exempt from destruction request requirement)
* 5825-14 QUALITY ASSURANCE RECORDS - Information verifying the quality.of system. hardware, or software
operations including records of errors or failures and the loss of data resulting from such failures, documentation of abnormal
termination and of error free processing,checks of changes put into production, transaction histories,and other records needed
as an audit trail to evaluate data accuracy. RETENTION: Until no longer needed as an audit trail for records modified.
* 5825-15 PROJECT FILES - Records created and used in the development, redesign,or modification of automated
systems or applications.
Retention Note: Does not include purchasing records for computer software or hardware such as individual
personal computers, which are covered by Pan 4 of this schedule.
a) Project management records,design documentation, feasibility studies,justifications, user requirements,etc.
RETENTION: 3 years after completion of project.
b) Routine status reports,memos, and correspondence. RETENTION: AV. (Exempt from destruction request
requirement)
* 5825-16 SYSTEM ACTIVITY MONITORING RECORDS - Electronic files or automated logs created to
monitor computer systems such as print spool logs, console logs, tape activity logs, etc. RETENTION: AV. (Exempt
from destruction request requirement)
* 5825-17 TRAINING COURSE INFORMATION - Memoranda, flyers, catalogues, registration forms, rosters, and
other records documenting training courses provided users of electronic records systems. RETENTION: AV. (Exempt from
destruction request requirement)
Page 28 of 28 - LOCAL SCHEDULE GR
ADMINISTRATIVE SERVICES—PUBLIC WORKS
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
LOCAL RECORDS RETENTION SCHEDULES
•
LOCAL SCHEDULE UT
SCHEDULE FOR RECORDS OF UTILITY SERVICES
This schedule establishes mandatory minimum retention periods for the records listed.No local government office may
dispose of a record listed in this schedule prior to the expiration of its retention period.Records control schedules,whose
submission by each local government and elective county office to the Texas State Library and Archives Commission
is required by§203.041,Texas Local Government Code,may not set a retention period for a record that is less than that
established for the record on I's schedule. The originals of records listed in this schedule may be disposed of prior to
the expiration of the stated I •1."um retention period if they have been microfilmed or electronically stored pursuant
to the provisions of Title 6, Sins title C, Chapter 204 or Chapter 205,Texas Local Government Code, as applicable, and
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5000-14 PRIVATE UTILITY PLANS AND MAPS - Excavation and construction plans,
maps and diagrams, and similar records concerning the transmission and distribution
systems of privately owned electric, gas, water, telephone, telegraph, and cable televi-
sion companies maintained by a local government
a)Excavation and construction plans. AV after completion of Exempt from destruction request requirement.
work.
b) Maps. US Exempt from destruction request requirement.
5000-15 RATE SCHEDULES, REGULATIONS, AND CHANGE DOCUMENTATION
-Tariffs containing schedules of all rates, tolls, charges, and regulations pertaining to
all services provided by a utility,including notices of intent to change rates and asso-
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5000-16 SERVICE APPLICATION AND DEPOSIT RECORDS (continued)
(cont.)
b)Receipts, refund cards, and related records documenting customer deposits and re- FE of refund of deposit
funds. or its credit to unpaid
balance +3 years.
c)Records of unclaimed deposits. 4 years. 30 TAC 291.84(0(3) for water utilities, 16
TAC 23.45(m)for electricity services by river
authorities, and by authority of this schedule
for all others.
5000-17 SERVICE INTERRUPTION RECORDS - Reports, logs, or similar records detail- 3 years.
ing location, time, and cause of interruption of utility services or operations, includ-
ing any written reports of service interruptions submitted to a regulatory authority as
required by law or regulation.
5000-18 STANDARDS AND SPECIFICATIONS FILES - Standards and specifications for .AV Exempt from destruction request requirement.
materials._suovlies. and services.
rta.
l propos
'075-If
Destruction of local government records contrary to the provisions of the Local
Government Records Act of 1989 and administrative rules adopted under its
authority, including this schedule, is a Class A misdemeanor and, under certain
circumstances, a third degree felony (Tex. Penal Code, §37.10). Anyone destroying
local government records without legal authorization may also be subject to
criminal penalties and fines under the -Open Records Act.
r
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4875-04 INSPECTION RECORD - Record of inspection of each animal or hide sold in the 3 years. Review before disposal; some records of this
county, leaving the county for sale or shipment, driven in the county for slaughter, type may merit permanent retention for
slaughtered,or for other reasons as provided by law. historical reasons.
4875-05 MARKS AND BRANDS RECORD - Certified copies provided by the county clerk PERMANENT.
of recorded marks and brands in the county and persons authorized to gather, drive, or
handle stock bearing each brand or mark,including subsequent notations of the sale of
animals bearing the recorded brands.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 31 '
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Of 31
Effective 11-1-94
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4850-11 SHELTER AND QUARANTINE FACILITY INSPECTION REPORTS
(cont.) (continued)
b)Annual or other periodic inspection reports by personnel of the Texas Department 3 years
of Health of a shelter as an animal quarantine facility,including any documentation re-
lating to the correction of deficiencies or to an appeal of report findings.
4850-12 STERILIZATION DOCUMENTATION - Sterilization agreements, veterinary re- 1 year. Exempt from destruction request requirement —
ports that sterilization would jeopardize animal's life, confirmation of sterilization,
letters stating animal has died or been lost or stolen before sterilization, notices of
failure to receive letters of conformation,and records of reclamation from owners.
PART 7: RECORDS OF THE
COUNTY INSPECTOR OF HIDES AND ANIMALS
Retention Note: The office of county Spector of hides and animals is authorized
to be filled by election in only a few Tarac counties, and in some of those the position
has been deliberately left vacant. The retention periods in this part are also binding on
the county clerk or any other current custodian of the records of a defunct office of the
inspector of hides and animals. This pan should also be used in determining the dispo-
sition of any extant records of the office of the county inspector of sheep, which was
abolished in 1915.
4875-01 AUCTION RECORD -Record and account of proceeds from the sale at public auction 1 year after deposit of Exempt from destruction request requirement.
of hides and animals seized and condemned by court order. sale funds.
4875-02 EXPENSE AND COLLECTIONS REPORTS -Annual, monthly, or other periodic AV Exempt from destruction request requirement.
reports to the commissioners court or the county auditor of office expenses incurred or
of fines, costs,judgments, claims, and commissions collected for the county.
4875-03 FEE BOOK -Account of fees received for the inspection of hides and animals and for FE+5 years.
the authentication and acknowledgment of bills of sale.
Local Schedule Abbreviations Used: Page _
HRAV-As long as administratively valuable FE-Fiscal Year End 30
1 Cr1t
-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 Of 31
� Y
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
' 4850-07 COMMUNICABLE DISEASE REPORTS - Copies of reports of actual or sus- 3 years.
petted rabies, anthrax, brucellosis, or other reportable communicable diseases of ani-
mals or humans submitted by veterinarians or other personnel employed by an animal
shelter to a local health authority.
Retention Note: A communicable disease report, except one associated with
an animal bite case as described in item number 4850-02,need be retained among
the records of an animal shelter only as long as administratively valuable if the
health authority to which the report is submitted is part of the same government
that operates the shelter.
4850-08 CONTROLLED SUBSTANCE AND DANGEROUS DRUG RECORDS
a)Veterinary controlled substances logs and inventories. 2 years. 21 CFR 1304.04(a); Tex. Health and Safety
Code, §481.067; 37 TAC 13.61(a).
b)Record of each acquisition and each disposal of a dangerous drug. 2 years from date of Tex. Health and Safety Code, §483.024.
acquisition or disposal.
c)Copy 3 of triplicate prescription form used to prescribe a controlled substance. 2 years. Tex. Health and Safety Code, §481.075(d)(3).
4850-09 LOST ANIMALS, REPORTS OF - Logs, registers, or reports of lost, strayed, or 1 year. Exempt from destruction request requirement.
stolen animals.
4850-10 RABIES VACCINATION CERTIFICATES - Copies of certificates of rabies vac- Date of issuance+3 25 TAC 169.29(c).
cinations performed by veterinarians. years.
4850-11 SHELTER AND QUARANTINE FACILITY INSPECTION REPORTS
a)Annual inspection reports of publicly-owned animal shelters by a licensed veteri- 3 years.
narian as required by Tex. Health and Safety Code, §823.003(d)in counties with a pop-
ulation of 75,000 or more, or any similar annual inspection reports of such shelters as
may be required by municipal or county regulation.
Local Schedule Abbreviations Used: Page
uI AV-As long as administratively valuable FE-Fiscal Year End 29
11 CFR-Code of Federal Regulations TAC-Texas Administrative Code Of 31
Effective 11-1-94
V?
TEXA ATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4850-03 ANIMAL PERMIT AND LICENSE RECORDS- Includes those issued to pet
owners, kennel or wildlife exhibit operators, and other persons pursuant to local ordi-
nance'or order.
a)Applications for and copies of permits or licenses. Expiration or Denied applications are exempt from
revocation + 3 years destruction request requirement.
for granted permits or
licenses; date of denial
+1 year for denied
applications.
b)Applications and authorizations for variances or exemptions from animal control Expiration or Denied applications are exempt from
licensing regulations. revocation +3 years destruction request requirement.
for approved variances
or exemptions; date of
denial+ k year for
denied applications.
c)Logs or reports of permits or licenses and variances or exemptions issued. 2 years.
4850-04 ANIMAL SHELTER CONTROL RECORDS -Records of each animal received at I year. Exempt from destruction request requirement.''=
an animal shelter, including data relating to its admission and condition and its recla-
mation, adoption, sale, or destruction.
4850-05 CITATIONS, NOTIFICATIONS OF VIOLATIONS, AND WARNING NO- Verification of
TICES -Animal control officer's copies of these instruments issued to members of the correction+3 years.
public or businesses subject to state and local animal control regulations, including .
documents verifying that the violations have been corrected.
4850-06 COMPLAINTS - Complaints received from the public or from other agencies regard- Resolution or
ing animal control issues, including possible violations of animal control regula- dismissal of the
tions. complaint+ 3 years.
Local Schedule Abbreviations Used: Page .
HRAV-As long as administratively valuable FE-Fiscal Year End 28
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4825-03 STATE LEGALIZATION IMPACT ASSISTANCE GRANT RECORDS
(cont.) (SLIAG) (continued)
c)The case is considered resolved when a final order is issued in litigation,or the
Department of Human Services and the contractor enter into a written agreement.
d)Records of non-expendable property acquired under the contract must be main-
tained for three years after the final disposition of the property.
b)Medical records - Case documentation of health services provided eligible legalized 5 years after medical 40 TAC 63.13(a) and 69.205(b).
aliens. services end.
PART 6: ANIMAL CONTROL AND HEALTH RECORDS
Retention Note: The retention periods in this part are applicable to the records of
any animal shelter owned andlor operated by a local government and of the local health
authority designated by a commissioners court or the governing body of a municipal-
ity for the purposes of rabies control, pursuant to Tex. Health and Safety Code,
§826.017.
4850-01 .ACTIVITY REPORTS AND LOGS - Daily or weekly activity reports or logs on 1 year. Exempt from destruction request requirement.
animal shelter or animal control operations, including field officer reports, kennel log
sheets, statistical summaries,logs of response to animal-related incidents, etc.
4850-02 ANIMAL BITE RECORDS - Records of investigation of bites by animals, includ- 3 years; or, if the
ing reports or copies of reports by or to physicians, veterinarians, health officers, an- person bitten is a
imal shelter personnel, law enforcement officers, or the Texas Department of Health; minor, until the
quarantine reports relating to the observation and testing of the animal; and similar person's 20th birthday,
records pertinent to the disposition of animal bite incidents. whichever later.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 27
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXA ATE LIBRARY AND ARCHIVES COMMLSSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
PART 5: COUNTY INDIGENT HEALTH CARE
PROGRAM RECORDS
4825-01 ACCOUNTING RECORDS - Records, vouchers, and procedures that establish a FE+3 years. 25 TAC 14.1(f)(1)(1).
clear,accurate audit tail of each expenditure.
Retention Note: FE is the state fiscal year ending August 31. ._
4825-02 CASE RECORDS
a)Denied applicant- Application, written statement of truth of information signed FE+3 years. 25 TAC 14.1(c)(11). --
by applicant, eligibility worksheet, assistance form, written notice of eligibility deci-
sion,reason for denial,and explanation of the county's appeal process.
Retention Note: FE is the state fiscal year ending August 31.
b)Eligible applicant- Application, documentation and verification of eligibility, 3 years past the last
monthly financial and activity reports, and eligibility reviews. date on which service
was given.
4825-03 STATE LEGALIZATION IMPACT ASSISTANCE GRANT RECORDS
(SLIAG)
a)Accounting records - Financial and supporting documents, statistical records, and 3 years and 90 days 40 TAC 63.13(a) and 69.205(b).
any other records pertinent to the services for which a claim or cost report was submit- after the end of the
ted, contract period or for 3
years after the end of -"
Retention Notes: a)The contract period means the beginning date through the federal fiscal year
the ending date specified in the original agreement/contract; extensions are con- in which services were
sidered separate contract periods. provided, if a provider
agreement/contract has
b)If any litigation, claim or audit involving these records begins before the no specific termination
three-year period expires, the provider must keep the records and documents for date in effect
not less than three years and 90 days or until all litigation, claims, or audit find-
ings are resolved.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 26
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
PART 4: VITAL STATISTICS RECORDS
Retention Notes: a)This section applies to local health authorities that serve as
registrars of vital statistics.
b)The same records, if maintained by a justice of peace or city clerk or secretary as a
local registrar,are listed in Part 3 of Local Schedule LC(Records of Justice and Munici-
pal Courts)and are assigned the same item numbers as this section.
2400-01 BIRTH AND DEATH RECORD (combination of the Birth Record and Death PERMANENT. Tex. Health and Safety Code, §191.026.
Record)
2400-02 BIRTH RECORD (REGISTER OF BIRTHS) - Recorded or bound duplicate PERMANENT. Tex. Health and Safety Code, §191.026.
- copies of birth certificates, delayed birth certificates, or amended birth certificates.
2400-03 BURIAL TRANSIT PERMIT RECORDS - Stubs, copies, or lists of burial transit 2 years.
permits issued.
2400-04 DEATH RECORD (REGISTER OF DEATHS) - Recorded or bound duplicate PERMANENT. Tex. Health and Safety Code, §191.026.
copies of death certificates, fetal death certificates, or amended death certificates.
2400-05 DISINTERMENT RECORD
a)Copies of disinterment permits. PERMANENT.
b)Applications for permits. AV Obsolete record. Exempt from destruction
request requirement.
2400-06 NOTIFICATIONS OF DEATH OF PERSONS UNDER 55 - Abstracts, tran- Until notation made in Exempt from destruction request requirement.
scripts, or copies of death certificates from the Bureau of Vital Statistics of persons un- Birth Record.
der age 55 (or under 18 prior to May 1987),whose birth certificates are recorded in an
office of a local registrar.
2400-07 REPORTS OF DEATH - Reports of death filed by funeral directors or persons act- Until receipt of death Exempt from destruction request requirement.
ing as such. certificate.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 25
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 - of 31
TE): TATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4800-45 DIETARY AND FOOD SERVICE
a)Fobd service records, including food costs, meal counts, and dietary services 5 years.
studies.
b)Menus. 2 years.
c)Rosters of patient diet orders. 2 months. Exempt from destruction request requirement. _
4800-46 HOUSEKFFPING ROOM RECORDS 2 years.
4800-47 INFECTION CONTROL AND MONITORING RECORDS 10 years.
4800-48 NUCLEAR MEDICINE SERVICES - Copies of nuclear medicine reports and 5 years. 42 CFR 482.53(d)(1).
records of the receipt and disposition of radiopharmaceuticals.
4800-49. NURSING SERVICES REPORTS - Supervisory and staffing records/reports. 5 years.
4800-50 SECURITY RECORDS
a)Incident reports. 5 years.
b)Daily log -Listing of notable occurrences. 2 years.
c)Lost and found log. - After disposal of items
+2 years.
4800-51 SOCIAL SERVICES CASE RECORDS - Documentation of social services pro- 5 years from the last
vided,other than what is filed in the medical record. date of service.
Local Schedule
Abbreviations Used: Page
HRHRAV-As long as administratively valuable FE-Fiscal Year End 24
(Fit-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
SECTION 3-3: MISCELLANEOUS RECORDS
4800-41 ADMISSION AND DISCHARGE REPORTS 3 years.
4800-42 CENSUS RECORD OF PATIENTS 10 years.
4800-43 COMMUNICABLE DISEASE REPORTS TO STATE AND LOCAL HEALTH 3 years.
AUTHORITIES
4800-44 CONTROLLED SUBSTANCE AND DANGEROUS DRUG RECORDS
a)Controlled substance logs and inventories, including suppliers' invoices and credit 2 years. 21 CFR 1304.04(a);Tex.Health and Safety 11
memos; biennial inventory of controlled substances required by the Drug Enforcement Code, §481.067(a); 37 TAC 13.65(a);
Administration (DEA); reports of theft or significant loss of controlled substances; re- 37 TAC 13.64(g).
ports of surrender or destruction of controlled substances; Schedule V nonprescription
register book; DEA order form, and all copies of each unaccepted or defective order
form and any attached statements or other documents.
b)Records of each acquisition and each disposal of a dangerous drug. 2 years after the date of Tex. Health and Safety Code, §483.024.
the acquisition or
disposal.
c)Inpatient records Original medication orders shall be maintained with the medica- 10 years past the last 37 TAC 13.65(c)(2);Tex.Health and Safety
tion administration record in the medical records of the patient(see item number 4800- date on which service Code, §241.103.
04). was given or until the
patient's 20th
birthday, whichever
later.
d)Outpatient records -Prescriptions records, including copy 2 of the triplicate pre- 2 years from the date of Tex. Health and Safety Code, §481.075(f)(2);
scription form required to prescribe a controlled substance. filling or the date of Tex. Health and Safety Code, §483.023;
the last refill 37 TAC 13.64(b)(1); 37 TAC 13.65(b)(1).
Special Note: For prescription records maintained in a data processing sys- dispensed.
tern,see 37 TAC 13.64 for specific requirements related to records medium.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 23
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXA ATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
SECTION 3-2: LABORATORY AND THERAPY RECORDS
Retention Note: This section is for laboratory, therapy, and x-ray records that do
not become a part of the patient records of the hospital. If such tests,reports, screen-
ing, etc., do become a part of the patient records, they should be retained for the pe-
riod listed under Patient Records(see item number 4800-04).
4800-21 BLOOD BANK RECORDS - Documentation of all significant steps in the collec- 5 years after the records 21 CFR 606.160(d).
don, processing, compatibility testing, storage and distribution of each unit of blood of processing have
and blood components. been completed or 6
months after the latest
Retention Note: When there is no expiration date, records shall be retained expiration date for the
indefinitely. individual product,
whichever later.
4800-22 ELECTROCARDIOGRAMS (EKG) 10 years.
4800-23 ELECTROENCEPHALOGRAMS (EEG) 5 years for normal
tracings; 10 years for
abnormal tracings.
4800-24 PATHOLOGY REPORTS AND SLIDES 10 years.
4800-25 RADIOLOGICAL SERVICES - Copies of reports and printouts; films; scans, and 5 years. 42 CFR 482.26(d)(2).
other image records,as appropriate.
4800-26 REGISTERS OF TESTS 5 years.
4800-27 REQUESTS FOR TESTS 5 years.
4800-28 TEST RESULTS - Test results that do not become part of the patient records 3 months. Exempt from destruction request requirement. -"
excluding those specified elsewhere in this section.
4800-29 THERAPY TREATMENT RECORDS -Including consent forms. 5 years.
- I
Local Schedule Abbreviations Used: Page _-
HRAV-As long as administratively valuable FE-Fiscal Year End 22
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
•
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
PART 3: RECORDS OF LOCAL PUBLIC HOSPITALS
Retention Note: This section applies to hospitals owned, operated, or leased by a
county, municipality, hospital authority, hospital district, or other political subdivi-
sion of the state.
SECTION 3-1: MEDICAL RECORDS
4800-01 BIRTH AND DEATH RECORDS - Copies of birth and death certificates sent to AV Exempt from destruction request requirement.
local registrars of vital statistics (see also Part 4: Vital Statistics Records).
4800-02 INDEX TO PATIENT MEDICAL RECORDS PERMANENT.
4800-03 LOGS AND REGISTERS - Includes logs (e.g., delivery room, emergency room, 5 years.
surgery) and registers (e.g., tumor registry files, trauma registers).
4800-04 PATIENT RECORDS -Medical records that include patient identification data; med- 10 years past the last Tex. Health and Safety Code, §241.103.
ical history; reports of relevant physical examinations; diagnostic and therapeutic or- date on which service
den; documentation of appropriate informed consent; clinical observations, including was given or until the
the results of therapy; reports of procedures, tests, and their results, including labora- patient's 20th
tory, pathology, and radiology reports; and conclusions at termination of hospitalize- birthday, whichever
tion or evaluation/treatment. Includes treatment records for emergency room. later.
Retention Note: The Texas. Health and Safety Code specifies that the hospi-
tal may not destroy medical records that relate to any matter that is involved in
litigation if the hospital knows the litigation has not been finally resolved.
•
4800-05 PATIENT TRANSFER MEMORANDA - A copy of each memorandum of transfer, 5 years.
retained by both the transferring and receiving hospitals and filed separately from the
patient's medical record in a manner that will facilitate its inspection by the Texas
Department of Health.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 21
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 Of 31
TEXIATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4775-44 CONTROLLED SUBSTANCE AND DANGEROUS DRUG RECORDS
a)Controlled substance logs and inventories, including suppliers' invoices and credit 2 years. 21 CFR 1304.04(a); Tex. Health and Safety
memos; biennial inventory of controlled substances required by the Drug Enforcement Code, §481.067(a); 37 TAC 13.61(a);
Administration (DEA); reports of theft or significant loss of controlled substances;re- 37 TAC 13.64(g).
ports of surrender or destruction of controlled substances; Schedule V nonprescription
register book; DEA order form, and all copies of each unaccepted or defective order
form and any attached statements or other documents.
b)Prescriptions records, including copy 2 of the triplicate prescription form required 2 years after the date of Tex. Health and Safety Code, §481.075(f)(2);
to prescribe a controlled substance. the initial dispensing Tex. Health and Safety Code, §483.023;
or the last refilling of 37 TAC 13.64(b)(1).
Special Note: For prescription records maintained in a data processing sys- the prescription,
tem,see 37 TAC 13.64 for specific requirements related to records medium: whichever later.
c)Records of each acquisition and each disposal of a dangerous drug. 2 years after the date of Tex. Health and Safety Code, §483.024.
the acquisition or
disposal.
4775-45 RURAL HEALTH CARE CLINICS CERTIFIED FOR PARTICIPATION IN 6 years from date of 42 CFR 491.10(c).
MEDICARE-Patient health records including identification and social data, evidence last entry.
of consent forms, medical history, health assessment; reports of physical examina-
tions, diagnostic and laboratory test results; physician's orders, reports of treatments ..
and medications; and signatures of the physician or other health care professionals.
Local Schedule Abbreviations Used: Page
• HR AV-As long as administratively valuable FE-Fiscal Year End 20
CPR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4775-27 SANITARY EVALUATION REPORTS - Reports of sanitary inspections carried 3 years.
out by local health authority personnel on restaurants, taverns, dairies, food markets,
hotels, motels, nursing homes, day care centers, campgrounds, vending machines, and
other facilities or equipment as required by state law or regulation or by local ordi-
nance.
4775-28 WEIGHTS AND MEASURES RECORDS - Field test reports, follow-up reports, 3 years.
logs or reports of seals issued, and similar records relating to the certification of
weights and measures in a local government
SECTION 2-3: MISCELLANEOUS RECORDS
4775-41 COMMUNICABLE DISEASE REPORTS (TO HEALTH AUTHORITY) -Re- 3 years.
ports and supporting documentation of communicable diseases received by local health
authorities from physicians, dentists, hospitals, school districts, or others as pre-
scribed by law.
Retention Note: If, pursuant to law or regulation, a health authority insti-
tutes control procedures and a patient file is established as the result of a commu-
nicable disease report use retention periods for Health Program Patient Records
(see item number 4775-04).
4775-42 COMMUNICABLE DISEASE REPORTS (TO STATE) - Copies of periodic or 3 years.
emergency communicable disease reports from local health authorities to the Texas
Department of Health.
4775-43 COMPLAINTS - Reports of complaints received by local health authorities from the Resolution or
public or from other local departments or agencies regarding possible violations of lo- dismissal of the
cal or state health laws or regulations. complaint+ 3 years.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 19
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
•
TEXA ATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
4775-23 FOOD QUALITY TEST REPORTS - Food tests, milk analyses, swab tests, and 3 years.
similar laboratory test reports relating to the testing and screening of food and food
handling and processing equipment.
4775-24 INSPECTION LOGS -Logs, registers, or similar records providing a chronological 1 year. Exempt from destruction request requirement.
listing of sanitary evaluations performed.
4775-25 PERMITS AND LICENSES -Permits and licenses issued by local health authori-
ties relating to restaurants,taverns,food handling, dairy products, frozen dessert prod-
ucts, meat, vending machines, day care centers, home health care, nursing homes, en-
vironmental health, and all other situations, activities, or persons required to have lo-
cal health permits pursuant to state law or regulation.
a)Applications for and copies of permits or licenses. Expiration or Denied applications are exempt from
revocation+3 years destruction request requirement.
for granted permits or
licenses; date of denial
+1 year for denied
applications.
b)Applications and authorizations for variances or exemptions from licensing•regula- Expiration or Denied applications are exempt from
tions. revocation +3 years destruction request requirement.
for approved variances
or exemptions; date of
denial+1 year for
denied applications.
c)Logs or reports of permits or licenses and variances or exemptions issued. 1 year. Exempt from destruction request requirement. --
4775-26 QUARANTINE RECORDS - Orders, notifications, warrant copies, and similar 3 years after quarantine
records relating to the isolation, quarantine, disinfection, or other control measures lifted.
applied to persons, animals, objects, structures, and land to halt the introduction, -
transmission, and spread of communicable disease.
•
Local Schedule Abbreviations Used: Page -
HRAV-As long as administratively valuable FE-Fiscal Year End 18
CH(-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
4775-05 SCREENING PROCEDURES (continued)
(cont.)
Retention Note: The director and librarian of the Texas State Library,
by authority of the Local Government Code, §202.004(a), hereby consents
to the return of these test results to clients as a permitted exception to the
statutory prohibition against the alienation of local government records.
2)Seropositive confidential test results. 5 years after the
patient's death, if
known; or 25 years
after seropositive
results, if not known.
3)Seronegative confidential test results. 5 years past the last
date of services or until
the patiieufs 21st
birthday, whichever
later.
c)Infant screening for genetic or metabolic disorders. Until the patient's 21st
birthday.
SECTION 2-2: INSPECTION AND PERMIT RECORDS
4775-21 CITATIONS, NOTIFICATIONS OF VIOLATIONS, AND WARNING Verification of
NOTICES - Copies of notifications or orders sent or given to owner, agent, or occu- correction + 3 years.
pant of a business or property or to person holding a health permit to correct viola-
tions of state or local health laws, including documents verifying that the violations
have been corrected.
4775-22 ENVIRONMENTAL POLLUTION CONTROL TESTS - Pollutant measurements 3 years.
- for air, soil, water, etc. and similar records of environmental quality testing except
monitoring of the release of radioactive effluents (see item number 4750-07).
Local Schedule Abbreviations Used: Page
HRHRAV-As long as administratively valuable FE-Fiscal Year End 17
l CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TE v ATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention : Authority/Comments
4775-04 PATIENT RECORDS (continued)
(cont.)
g)HIV/AIDS. - 5 years past the date of
patient's death, if
known; or 25 years
from last date of
service, if not known.
h)Tuberculosis (including x-rays). 5 years past the last
date on which service
Retention Note: X-rays showing significant abnormalities may be given to was given or until the
the patient and/or another authorized person. In such circumstances,the director patient's 21st birthday,
and librarian of the Texas State Library, by authority of the Local Government whichever later.
Code, §202.004(a), hereby consents to the return as a permitted exception to the
statutory prohibition against the alienation of local government records.
•
i)Hansen's disease. PERMANENT.
4775-05 SCREENING PROCEDURES - Microscopical, cultural, serological, and other
screenings and tests, performed in local government owned laboratories or clinics,
that do not become part of the patient records of a local health program. If such tests
or screenings do become part of the patient records of a local health program, they
should be retained for the period listed for that program under item number 4775-04.
a)Health risk appraisal; blood pressure screening; blood pressure referral; vision, 5 years past the last
hearing, and speech; diabetics screening; syphilis serology; gonorrhea; other labora- date on which service
tory screenings and tests. was given or until the
patient's 21st birthday,
whichever later.
b)HIV.
1)Anonymous test results. 60 days or given to Exempt from destruction request requirement.
clients.
Local Schedule Abbreviations Used: Page _
HR - AV-As long as administratively valuable FE-Fiscal Year End 16
CbR
-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4775-04 PATIENT RECORDS (continued)
(cont.)
c)Family planning, including Title XX medical records. 5 years past the last
date on which service
Retention Notes: a)The retention period of records that document the use of was given or until the
an I.U.D. will begin at the end of the effective life of the I.U.D. patient's 21st birthday,
whichever later.
b)The retention period of records that document the surgical implantation of
contraceptives will begin when the contraceptive is exhausted.
d)Maternal health. 5 years past the last
date on which service
was given or until the
infant's 21st birthday,
whichever later.
e)Sexually transmitted diseases except syphilis. 5 years past the last
date on which service
Retention Note: All sexually transmitted disease records containing positive was given or until the
syphilis test results must be maintained until 5 years past the patient's death, if patient's 21st birthday,
blown;or 25 years from last date of service, if not known. whichever later.
f) Syphilis.
1)Positive test results. 5 years past the date of
patients death, if
known; or 25 years
from last date of
service, if not known.
2)Negative test results. 5 years past the last
date on which service
was given or until the
patient's 21st birthday,
whichever later.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 15
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXAirATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4775-03 IMMUNIZATION RECORD AND CONSENT FORMS
a)Adults. 10 years following end
of calendar year in
which consent form
was signed.
b) Minors. 21st birthday or 10
years following end of
calendar year in which
consent form was
signed, whichever
later.
4775-04 PATIENT RECORDS -Medical records, including laboratory reports and master in-
dex to records, of persons treated in local health programs and similar records created •
as the result of control or surveillance measures instituted by a local health authority.
a)Adult health, child health, chronically ill and disabled children, and communicable 5 years past the last
diseases. date on which service
was given or until the
patient's 21st birthday,
whichever later.
b)Family health. 5 years past the last
date on which service
Retention Note: If records of several family members are located in same file, was given or until the
retention period is based upon age of youngest family member, patient's 21st birthday, _.
whichever later.
Local Schedule Abbreviations Used: Page
• HR AV-As long as administratively valuable FE-Fiscal Year End 14
CH(-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
PART 2: RECORDS OF LOCAL PUBLIC HEALTH
AUTHORITIES
Retention Notes: a)In this part the term "local health authority" means local
health units, local health departments, public health districts, and health personnel
appointed by municipalities and counties without organized local public health de-
partments or districts.
b)This part should not be used for the records of a hospital owned, operated,or leased
by a local government(see Part 3:Records of Local Public Hospitals).
SECTION 2-1: MEDICAL RECORDS
Retention Note: Records in this section have retention periods based on recom-
mendations of the Texas Department of Health and must be destroyed by shredding,
pulping, or burning(if allowed by local ordinance).
4775-01 COMMUNICABLE DISEASE SURVEILLANCE FORMS - Copies of surveil- 5 years past last date
lance forms completed by Texas Department of Health personnel and maintained by lo- encounter occurred or
cal health authorities. until patient reaches
21st birthday,
whichever later.
4775-02 DENTAL RECORDS AND REFERRALS 5 years past the last 22 TAC §109.44(b) for minimum retention
date on which service required for dental records maintained by
Retention Note: Because of the use of these records for identification pur- was given or until dentist.
poses, the Texas Department of Public Safety recommends dental records be patient reaches 21st
maintained a minimum of 10 years. birthday, whichever
later.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 13
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXANviATE LIBRARY AND ARCHIVES COMIVIISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4750-07 RADIATION CONTROL RECORDS (continued)
(cont.)
t)Records and reports of misadministration of radionuclides. 10 years. Standard 41.26(d)(4), Texas Regulations for
Control of Radiation adopted by reference,
25 TAC 289.121.
4750-08 REPORTS TO GOVERNMENT AGENCIES - Reports to local, state, or federal
agencies regarding any aspect of local public health activities and programs except for
those reports specified elsewhere in this schedule.
a)Annual reports. PERMANENT.
b)Special reports that are not recapitulated in annual reports. AV unless otherwise Exempt from destruction request requirement.
required by requester.
c)Interim or periodic reports on a less than annual basis that are recapitulated in an 1 year. . Exempt from destruction request requirement.
annual report or in a special report under(b).
4750-09 SPECIAL PROJECTS AND RESEARCH DOCUMENTATION 10 years after
completion of research
or project.
4750-10 SURVEY AND INSPECTION REPORTS -Includes building and fire inspections, 3 years.
and Joint Commission on the Accreditation of Hospitals (JCAH) surveys. Does not
include surveys for monitoring radiation (see item number 4750-07).
4750-11 VOLUNTEER SERVICES FILES - Information about individual volunteers and Termination+2 years.
duties they perform.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 12
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4750-07 RADIATION CONTROL RECORDS (continued)
(cont.)
3)Original mammograms. Until the earlier of: Tex.Health and Safety Code,
a)5 years; §401.424(a)(4)(E)(i)-(iii).
b) if additional
mammography of the
same patient is not
performed by the
facility, 10 years; or
c)at the request of the
patient, the original
mammogram may be
forwarded to another
medical institution.
r)Records for therapeutic x-ray systems of less than 1 MeV.
1)Calibrations of the therapy system. 5 years. Standard 32.60(c)(2)(vi), Texas Regulations
for Control of Radiation adopted by reference,
25 TAC 289.116.
2)Spot check measurements and records of any necessary corrective actions. 2 years. Standard-32.60(c)(3)(vi), Texas Regulations
for Control of Radiation adopted by reference,
25 TAC 289.116.
s)Records for therapeutic x-ray systems of more than 1 MeV.
1)Calibrations of the therapy system and of the dosimetry system. 5 years. Standard 32.70(c)(3)(vi), Texas Regulations
for Control of Radiation adopted by reference,
25 TAC 289.116.
2)Spot check measurements and records of any necessary corrective actions. 3 years. Standard 32.70(c)(4)(viii), Texas Regulations
for Control of Radiation adopted by reference,
25 TAC 289.116.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 11
CPR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
•
F
". !
m,/
TEXASTTATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4750-07 RADIATION CONTROL RECORDS (continued)
(cont.)
k)Records of the disposal of licensed materials by discharge into sanitary sewage or Until termination of Standard 21.1109(b), Texas Regulations for
treatment by incineration. license or certificate of Control of Radiation adopted by reference,
registration. 25 TAC 289.113.
1)Records of testing entry control devices for very high radiation areas. 3 years. Standard 21.1110(b), Texas Regulations for
Control of Radiation adopted by reference,
25 TAC 289.113.
m)Tests of protective equipment including aprons, gloves, and shields. Until inspection by the Standard 32.10(d),Texas Regulations for
Texas Department of Control of Radiation adopted by reference,
Health. 25 TAC 289.116.
n)Records of receipt, transfer, and disposal of radiation machines; correspondence to Until inspection by the Standard 32.10(e), Texas Regulations for
and from the Texas Department of Health regarding radiation machines'records of sur- Texas Department of Control of Radiation adopted by reference,
veys, calibrations, spot checks, maintenance, and modifications performed on radia- Health. 25 TAC 289.116.
tion machines after April 1, 1989.
o)Documentation of test calibrations to determine compliance with the standards for 5 years. Standard 32.20(h), Texas Regulations for
human diagnostic x-ray systems (radiographic, radiographic/fluoroscopic, dental, and Control of Radiation adopted by reference,
- _.. computed tomography) including any numerical readings and any corrections or re- 25 TAC 289.116.
pairs.
p)Images of spot checks for computed tomography (CT)x-ray systems. Until a new dose Standard 32.41(c)(2)(iii), Texas Regulations
measurement is for Control of Radiation adopted by reference,
performed. 25 TAC 289.116.
q)Records for mammography x-ray systems.
1)Quality assurance records for mammography systems including annual review 2 years. Standard 32.17(a)(1)-(3), Texas Regulations
of quality assurance program, and documentation of equipment monitoring, for Control of Radiation adopted by reference,
checks of quality control items, and any necessary corrections. - 25 TAC 289.116.
2)Annual evaluation and quality control checks for mammography systems per- 7 years. Tex.Health and Safety Code,
formed by a licensed medical physicist. §401.424(a)(4)(C).
• Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 10
CbR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
•
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4750-07 RADIATION CONTROL RECORDS (continued)
(cont.)
c)Routine surveys, instrument calibrations, and package surveys. 3 years. Standard 21.1103(a), Texas Regulations for
Control of Radiation adopted by reference,
25 TAC 289.113.
d)Surveys used for dose determination; results of air sampling, surveys, and Until termination of Standard 21.1103(b), Texas Regulations for
bioassays; and results of measurements and calculations used to evaluate the release of license or certificate of Control of Radiation adopted by reference,
radioactive effluents to the environment. registration. 25 TAC 289.113.
e)Tests for leakage or contamination of sealed sources of radioactive material. 5 years. Standard 21.1104, Texas Regulations for
Control of Radiation adopted by reference,
25 TAC 289.113.
f)Cumulative occupational exposure history. Until termination of Standard 21.1105, Texas Regulations for
license or certificate of Control of Radiation adopted by reference,
registration. 25 TAC 289.113.
g)Records used to prepare TRC Form 21-2 or equivalent for the Texas Department of 3 years. Standard 21.1105, Texas Regulations for
Health. Control of Radiation adopted by reference,
25 TAC 289.113.
h)Records of planned special exposures. Until termination of Standard 21.1106, Texas Regulations for
license or certificate of Control of Radiation adopted by reference,
registration. 25 TAC 289.113.
i)Records of individual dose monitoring results, including at least annual updates of Until termination of Standard 21.1107(e), Texas Regulations for
TRC Form 21-3 or records containing all the information required by TRC Form 21-3. license or certificate of Control of Radiation adopted by reference,
registration. 25 TAC 289.113.
j)Records documenting compliance with the dose limit for individual members of the Until termination of Standard 21.1108(6), Texas Regulations for
public. license or certificate of Control of Radiation adopted by reference,
registration. 25 TAC 289.113.
Local Schedule Abbreviations Used: Page
HR AV-As long as administratively valuable
t FE-Fiscal Year End 9
FR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TExatiii ATE LIBRARY AND ARCHIVES COMIVIISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
4750-05 OPERATIONAL PERMITS, LICENSES, AND CERTIFICATIONS - Permits, Expiration or
licenses, and certifications from the Texas Department of Health or other government cancellation +3 years.
agencies as required by law or regulation for the operation of local government owned
laboratories, clinics, or other health-related facilities; and any reports, correspon-
dence, or other documentation bearing directly on the application for, the issuance of,
or the renewal of the permit, license, or certificate.
4750-06 PLANNING RECORDS - Reports, studies, analyses, projections, and other plan- 5 years. Before disposal appraise for continuing
ning documents relating to the development of local health, sanitary inspection, and administrative usefulness and historical value.
environmental quality programs and public hospitals. Those records relating to major development
projects and other records considered of
historical value should be retained
permanently.
4750-07 RADIATION CONTROL RECORDS
•
a)Records showing the receipt, transfer, and disposal of all licensed or registered Until disposal is Standard 11.4, Tarns Regulations for Control
sources of radiation. Documentation of disposal should include waste shipping authorized by the Texas of Radiation adopted by reference,
records, such as manifests and receipts. Department of Health. 25 TAC 289.113.
b)Records of radiation protection programs.
1)Documentation of the provisions of the program. Until termination of Standard 21.1102(b), Texas Regulations for
license or certificate of Control of Radiation adopted by reference,
registration. 25 TAC 289.113.
2)Audits and other reviews of program content and implementation. 3 years. Standard 21.1102(b), Texas Regulations for
Control of Radiation adopted by reference,
25 TAC 289.113.
3)Records at additional sites authorized by a licensee or certificate of registra- Period specified for the Standard 21.1102(c), Texas Regulations for
- tion. authorized activity. Control of Radiation adopted by reference,
25 TAC 289.113.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End Q
ICFR-Code of Federal Regulations TAC-Texas Administrative Code o
Effective 11-1-94 of 31
•
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4750-02 GRANT RECORDS (continued)
(cont.)
d)Other grants funded through Medicaid. 5 years from the date of 25 TAC 29.4.
the service or until all
audit questions are
resolved, whichever
later.
e)Other federal grants and cooperative agreements such as community health services 3 to 7 years or until
projects, project grants for genetic diseases testing and counseling programs, resolution of all issues
hemophilia treatment centers, etc. arising from claim,
negotiation, audit, or
Retention Note: To determine the retention period, see Retention Note (b) to other actions. See
Part 2: Financial Records in Local Schedule GR (Records Common to All Gov- retention note.
ernments).
4750-03 MEDICAL WASTE MANAGEMENT RECORDS
a)Records of on-site treatment by generator of medical waste (animal waste, bulk hu- 2 years. 30 TAC 111.127(6) for operators of on-site
man blood and blood products, microbiological waste, pathological waste, and sharps) medical waste incinerators, and by authority of
including date of treatment, amount of waste treated, method/conditions of treatment, this schedule for all other types of treatment.
person performing treatment, and written procedures. For incinerators the hours of op-
eration and all monitoring and testing results are also required.
b)Waste shipment records maintained by the generator of medical waste such as waste 3 years. 30 TAC 330.1004(h)(4).
shipping control tickets, tracking forms, exception reports, shipment logs, and re-
ceipts from the transporter documenting the weight of waste collected and date of col-
lection.
4750-04 MEDICARE RECORDS - Billing and cost report materials. 5 years after the month Medicare Hospital Manual,HIM-10,
the cost report is filed. Sec. 413 (B) [Rev.No.572].
Local Schedule Abbreviations Used: Page
1114 AV-As long as administratively valuable FE-Fiscal Year End 7 j i a� CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
TEXA ATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
4750-02 GRANT RECORDS (continued)
(cont.)
_ Retention Notes: a)If any litigation, claim, negotiation, audit, or other ac-
tion involving the records has been started before the end of the three-year pe-
riod,the records must be kept until all issues are resolved,or until the end of the
regular three-year period,whichever later.
b)Records of non-expendable property acquired in whole or in part with WIC
program funds must be retained for 3 years after its final disposition.
b)Title XX family planning. 5 years from the date of 25 TAC 56.507(b) and 25 TAC 29.4.
the service, or until all
audit questions are
resolved, whichever
later.
c)Early childhood intervention (ECI).
1)All necessary records and claims to fully document the services and supplies 5 years from the date of 40 TAC 31.408.
provided. service or until all audit
questions, appeal
hearings,
investigations, or
court cases are
resolved, as
applicable.
2)All records pertaining to the financial management of the grant. 5 years from the date of 25 TAC 521.25(b)(3).
submission of the
-- annual or final report
or until all audit
questions are resolved,
whichever later.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 6
l:l"12-Code of Federal Regulations
Effective 1]-1-94 g TAC-Texas Administrative Code
of 31
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
RECORDS OF PUBLIC HEALTH AGENCIES
• Retention Notes: a)The term 'public health agency" means any local health de-
partment or unit, public health district, local public hospital, animal control depart-
ment, animal shelter owned and/or operated by a local government, and the office of
county inspector of hides and animals.
b)For records of county medical examiners and emergency medical services agencies,
and for emergency communications records, see Local Schedule PS (Records of Public
Safety Agencies).
c)For administrative,financial,personnel, and support services records not included
in this schedule, see Local Schedule GR(Records Common to all Governments).
•
PART 1: RECORDS COMMON TO PUBLIC HEALTH
AGENCIES
Retention Note: This part provides retention periods for records common to two
or more of the public health agencies included in this schedule.
4750-01 APPOINTMENT RECORDS AV Exempt from destruction request requirement.
4750-02 GRANT RECORDS - All records and supporting documentation necessary to dis-
close the services provided and financial management of the grant.
a)Women, infants, children (WIC). 3 years following the 7 CFR 246.25(a)(2).
date of the submission
of the fmal expenditure
report for the period to
which the report
pertains.
Local Schedule Abbreviations Used: Page
HRAV-As long as administratively valuable FE-Fiscal Year End 5
C1 K
-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 of 31
LOCAL SCHEDULE HR
TABLE OF CONTENTS
Part 1: Records Common to Public Health Agencies page 5
Part 2: Records of Local Public Health Authorities page 13
Section 2-1: Medical Records page 13
Section 2-2: Inspection and Permit Records page 17
Section 2-3: Miscellaneous Records page 19
Part 3: Records of Local Public Hospitals page 21
Section 3-1: Medical Records page 21
Section 3-2: Laboratory and Therapy Records page 22
Section 3-3: Miscellaneous Records page 23
Part 4: Vital Statistics Records page 25
Part 5: County Indigent Health Care Records page 26
Part 6: Animal Control and Health Records page 27
Part 7: Records of the County Inspector of Hides and Animals page 30
•
Local Schedule HR (Effective November 1, 1994) gage 4 of 31
LOCAL SCHEDULE HR
SCHEDULE FOR RECORDS OF PUBLIC HEALTH AGENCIES
Section 441.158,Texas Government Code,provides that the Texas State Library and Archives Commission shall issue records retention schedules for each type of local government,
including a schedule for records common to all types of local government.The law provides further that each schedule must state the retention period prescribed by federal or state law,
rule of court,or regulation for a record for which a period is prescribed;and prescribe retention periods for all other records,which periods have the same effect as if prescribed by law
after the records retention schedule is adopted as a rule of the commission.
Local Schedule HR sets mandatory minimum retention periods for records series(identified in the Records Series Title column)commonly found in local health units and departments,
ublic health districts,local public hospitals,animal control departments,animal shelters owned and/or operated by local governments,and the office of county inspector of hides and
animals. If the retention period for a record is established in a federal or state law,rule of court,or regulation, a citation to the relevant provision is given in the Authority/Comments
column;if the column contains no citation,the authority for the retention period is this schedule.
The retention period for a record applies to the record regardless of the medium in which it is maintained.Some records listed in this schedule are maintained electronically in many
offices,but electronically stored data used to create in any manner a record or the functional equivalent of arecord as described in this schedule must be retained,along with the hardware
and software necessary to access the data,for the retention period assigned to the record,unless backup copies of the data generated from electronic storage are retained in paper or on
microfilm for the retention period.
Unless otherwise stated,the retention period for a record is in calendar years from the date of its creation.The retention period,again unless otherwise noted,applies only to an official
record as distinct from convenience or working copies created for informational purposes.Where several copies are maintained,each local government should decide which shall be
the official record and in which of its divisions or departments it will be maintained.Local governments in their records management programs should establish policies and procedures
to provide for the systematic disposal of copies.
If a record described in this schedule is maintained in a bound volume of a type in which pages are not designed to be removed,the retention period,unless otherwise stated,dates from
the date of last entry.
If two or more records listed in this schedule are maintained together by a local government and are not severable,the combined record must be retained for the length of time of the
component with the longest retention period.A record whose minimum retention period on this schedule has not yet expired and is less than permanent may be disposed of if it has been
'o badly damaged by fire,water,or insect or rodent infestation as to render it unreadable,or if portions of the information in the record have been so thoroughly destroyed that remaining
portions are unintelligible.If the retention period for the record is permanent on this schedule,authority to dispose of the damaged record must be obtained from the director and librarian
of the Texas State Library.The Request for Authority to Destroy Unscheduled Records(Form SLR 501)should be used for this purpose.
Requests for Authority to Destroy Unscheduled Records(Form SLR 501),whose submission to the director and librarian of the Texas State Library is required by§203.045,Local
Government Code,need not be filed for records whose retention periods are shown as exempt from the requirement in the Authority/Comments column or in a retention note of this
schedule.Such records,however, if maintained by a local government,should appear on the records control schedule submitted by the government no later than January 2,1995 under
§203.041,Local Government Code.
Certain records listed in this schedule are assigned the retention period of AV(as long as administratively valuable).This retention period affords local governments the maximum amount
of discretion in determining a specific retention period for the record described.Although AV may be used as a retention period on records control schedules submitted to the director
and librarian under§203.041,Local Government Code,it is in the best interests of any records management program that fixed retention periods be assigned for each records series.
AV records tend to accumulate and go unmanaged.
Local Sc HR(Effective November 1, 1994) 3 of 31
Destruction of local government records contrary to the provisions of the Local
Government Records Act of 1989 and administrative rules adopted under its
authority, including this schedule, is a Class A misdemeanor and, under certain
circumstances, a third degree felony (Tex. Penal Code, §37.10). Anyone destroying
local government records without legal authorization may also be subject to
criminal penalties and fines under the Open Records Act.
Questions regarding the use of this schedule should be directed to:
Texas State Library
State and Local Records Management Division
P.O.Box 12927
Austin, TX 78711-2927
Telephone: (512) 452-9242
Telefax: (512)323-6100
Local Schedule HIt(Effective November 1, 1994)
Page 2 of 31
ANIMAL CONTROL—BUILDING DEPT. — POLICE _DEPT.
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
LOCAL RECORDS RETENTION SCHEDULES
LOCAL SCHEDULE HR
SCHEDULE FOR RECORDS OF PUBLIC HEALTH AGENCIES
This schedule establishes mandatory minimum retention periods for the records listed.No local government office may
dispose of a record listed in this schedule prior to the expiration of its retention period.Records control schedules,whose
submission by each local government and elective county office to the Texas State Library and Archives Commission
is required by§203.041,Texas Local Government Code,may not set a retention period for a record that is less than that
established for the record on this schedule. The originals of records listed in this schedule may be disposed of prior to
the expiration of the stated minimum retention period if they have been microfilmed or electronically stored pursuant
to the provisions of Title 6, Subtitle C, Chapter 204 or Chapter 205,Texas Local Government Code, as applicable, and
rules of the Texas State Library and Archives Commission adopted under authority of those chapters.Actual disposal
of such records by a local government or an elective county office is subject to the policies and procedures of its records
management program.
Issued in Austin, Texas under authority of§441.158,
Effective November 1, 1994 Texas Government Code. This schedule has been
approved by the Texas Local Government Records
and until superseded Committee and adopted as a rule of the Texas State
Library and Archives Commission as provided by law.
°-ne 1 of 31
a uJective February 15, 1993
Texas TEXAS STATE LIBRARY
State Thirsty AND ARCHIVES COMMISSION
and Archives
iGmmisaon
LOCAL SCHEDULE TX
RETENTION SCHEDULE FOR RECORDS OF PROPERTY TAXATION
(2nd Edition)
This schedule establishes mandatory minimum retention periods for the records listed. No local
government office may dispose of a record listed in this schedule prior to the expiration of its retention
period. A records control schedule of a local government may not set a retention period for a record that is
less than that established for the record on this schedule. The originals of records listed in this schedule
may be disposed of prior to the expiration of the stated minimum retention period if they have been
microfilmed or electronically stored pursuant to the provisions of the Local Government Code, Chapter
204 or Chapter 205, as applicable, and rules of the Texas State Library and Archives Commission adopted
under authority of those chapters. Actual disposal of such records by a local government or an elective
county office is subject to the policies and procedures of its records management program.
Destruction of local government records contrary to the provisions of the Local Government Records Act
of 1989 and administrative rules adopted under its authority, including this schedule, is a Class A
misdemeanor and, under certain circumstances, a third degree felony (Penal Code, Section 37.10).
Anyone destroying local government records without legal authorization may also be subject to criminal
penalties and fines under the Open Records Act(Government Code, Chapter 552).
INTRODUCTION
The Government Code, Section 441.158,provides that the Texas State Library and Archives Commission
shall issue records retention schedules for each type of local government, including a schedule for records
common to all types of local government. The law provides further that each schedule must state the
retention period prescribed by federal or state law, rule of court, or regulation for a record for which a S
period is prescribed; and prescribe retention periods for all other records, which periods have the same
effect as if prescribed by law after the records retention schedule is adopted as a rule of the commission.
Local Schedule TX sets mandatory minimum retention periods for records series (identified in the Records
Series Title column) that are usually found in appraisal districts and tax offices of taxing units. If the
retention period for a record is established in a federal or state law, rule of court, or regulation, a citation to rn
the relevant provision is given; if no citation is given, the authority for the retention period is this schedule. H
The retention period for a record applies to the record regardless of the medium in which it is maintained.
Some records listed in this schedule are maintained electronically in many offices, but electronically stored
data used to create in any manner a record or the functional equivalent of a record as described in this
schedule must be retained, along with the hardware and software necessary to access the data, for the
retention period assigned to the record, unless backup copies of the data generated from electronic storage
are retained in paper or on microfilm for the retention period.
P. O. Box 12927 • Austin, Texas • 78711-2927 • (512) 452-9242
Effective February 15, 1993
Unless otherwise stated, the retention period for a record is in calendar years from the date of its creation.
The retention period, again unless otherwise noted, applies only to an official record as distinct from
convenience or working copies created for informational purposes. Where several copies are maintained,
each local government should decide which shall be the official record and in which of its divisions or
departments it will be maintained.Local governments in their records management programs should
establish policies and procedures to provide for the systematic disposal of copies.
If a record described in this schedule is maintained in a bound volume of a type in which pages are not
designed to be removed, the retention period, unless otherwise stated, dates from the date of last entry.
If two or more records listed in this schedule are maintained together by a local government and are not
severable, the combined record must be retained for the length of time of the component with the longest
retention period. A record whose minimum retention period on this schedule has not yet expired and is less
than permanent may be disposed of if it has been so badly damaged by fire, water, or insect or rodent
infestation as to render it unreadable, or if portions of the information in the record have been so
thoroughly destroyed that remaining portions are unintelligible. If the retention period for the record is
permanent on this schedule, authority to dispose of the damaged record must be obtained from the director
and librarian of the Texas State Library. The Request for Authority to Destroy Unscheduled Records
(Form SLR 501) should be used for this purpose.
Requests for Authority to Destroy Unscheduled Records (SLR 501), whose submission to the director and
librarian of the Texas State Library is required by the Local Government Code, Section 203.045, need not
be filed for records shown as exempt from the requirement.
Certain records listed in this schedule are assigned the retention period of AV(as long as administratively
valuable). This retention period affords local governments the maximum amount of discretion in
determining a specific retention period for the record described. Although AV may be used as a retention
period on a records control schedule of a local government, it is in the best interests of any records
management program that fixed retention periods be assigned for each records series. AV records tend to
accumulate and go unmanaged.
ABBREVIATIONS USED IN THIS SCHEDULE
AV-As long as administratively valuable
FE -Fiscal year end
TAC-Texas Administrative Code
US - Until superseded
Page 2 of 15 LOCAL SCHEDULE TX
1 f
Effective February 15, 1993
TABLE OF CONTENTS
Part 1: Appraisal Records page 4
Section 1-1: Records of Appraisal Review Boards page 4
Section 1-2: Records of Property Appraisal page 4
Part 2: Property Tax Collection Records page 7
Part 3: Motor Vehicle and Boat Licensing and Registration Records page 10
Part 4: Liquor Licensing Records page 12
Part 5: Occupation Tax Records page 12
Part 6: Miscellaneous Records of County Tax Assessor-Collectors page 12
Appendix page 13
LOCAL SCHEDULE TX Page 3 of 15
Effective February 15, 1993
PART 1: APPRAISAL RECORDS
SECTION 1-1: RECORDS OF APPRAISAL REVIEW BOARDS
2950-01 APPEAL RECORDS -Notices of appeal of a final order of an appraisal review board to a district court; and, if
the appeal is being made by a chief appraiser,a taxing unit,or a county,notices of pending appeal sent to property owners
whose property is involved in the appeal. RETENTION: PERMANENT. [By regulation- 34 TAC 9.5141.]
2950-02 HEARING RECORDS - Case papers arising from appraisal review board hearings or meetings including, but
not limited to,protests and challenge petitions;oaths and affidavits;hearing notices and hearing notice waivers; subpoenas;
documents submitted in evidence by taxpayers or taxing units; motions for hearing; notices of change in appraisal records that
affect tax liability;orders determining protests,challenges,and accompanying notices of final order;correspondence;and
similar documentation relating to the powers and duties of an appraisal review board established in law or regulation. (For
additional records of appraisal review board hearings see item number 2975-06) RETENTION: Beginning of calendar year in
which hearing or meeting held+5 years.
2950-03 MINUTES (including those of agricultural appraisal advisory boards and governing bodies of taxing units sitting
as boards of equalization under prior law). RETENTION: PERMANENT.
Retention Note: For audiotapes and other records associated with the creation of minutes see item number 1000-
03 in Local Schedule GR.
2950-04 OPEN MEETING NOTICES AND HEARING SCHEDULES. RETENTION: 2 years.
SECTION 1-2: RECORDS OF PROPERTY APPRAISAL
Retention Note: RECORDS OF APPRAISAL IN TAXING UNITS - The retention periods in this section also apply to
records of property appraisal created and maintained by taxing units in a county prior to the preparation and release of the first
appraisal roll by that county's appraisal district. If different retention periods are established for a record depending on whether
it was created by a taxing unit for appraisal purposes or by an appraisal district, the different retention periods are indicated. If
the required retention period for a record is less than 10 years, a differentiation is not made because the effect of the retention
period is that all records of the type maintained by taxing units are now eligible for disposal under this schedule.
2975-01 AGENTS FOR PROPERTY TAXES, APPOINTMENTS OF. RETENTION: US or until date
authority of agent ends,as applicable. (Exempt from destruction request requirement)
2975-02 APPRAISAL CARDS (PROPERTY RECORD CARDS)
a)Appraisal districts. RETENTION: US,but see retention note. (Exempt from destruction request requirement)
Retention Note: Appraisal cards are a permanent record in that at any given time an appraisal district
must have a complete set of current appraisal cards or a record equivalent in purpose and function to
appraisal cards for all parcels of property subject to appraisal by the district. However, cards or the
equivalent records that are replaced or updated need be retained only as long as administratively valuable after
replacement or update.
b) Taxing units. RETENTION: Destroy at option.
2975-03 APPRAISAL CORRESPONDENCE - Correspondence between an appraisal district and property owners
concerning appraisal matters. (See item number 2950-02 for correspondence of appraisal review boards.) RETENTION: 2
years,but see retention note.
Page 4 of 15 LOCAL SCHEDULE TX
1 I
Effective February 15, 1993
Retention Notes: a)All correspondence between an appraisal district and property owners must be retained for a
minimum of 2 years except as noted in(b), but care should be taken in disposing of appraisal correspondence at the
expiration of the 2-year period to make certain that it does not serve as documentation for other record series with
longer retention periods noted in this section or that it does not continue to have administrative value as potential
documentation for the exercise of various powers of appraisal districts(e.g, back assessment of real property).
b)Routine letters of transmittal(e.g.,a letter indicating that a rendition is enclosed)need be retained only as long as
administratively valuable and are exempt from the destruction request requirement.
2975-04 APPRAISAL FIELD NOTES - Notes created by appraisers performing appraisal in the field. RETENTION:
AV after preparation or updating of all appraisal cards to which the notes relate. (Exempt from destruction request
requirement)
2975-05 APPRAISAL MONITORING DOCUMENTATION - Documentation, such as vehicle ownership lists,
building and construction permit lists,assumed name registrations,and aerial photographs,used by appraisal districts to
discover unrendered property or to monitor the accuracy of renditions and appraisal. RETENTION: AV. (Exempt from
destruction request requirement)
2975-06 APPRAISAL ROLLS AND ABSTRACTS
a)Appraisal districts-Final appraisal and supplemental appraisal rolls,as certified for distribution to taxing units,
including orders of the appraisal review board approving or ordering correction of appraisal and supplemental
appraisal rolls,orders of the appraisal review board to correct appraisal records after certification,and copies of change
orders from a chief appraiser to taxing units to correct appraisal rolls after certification. RETENTION:
PERMANENT.
Retention Notes: 1)Preliminary drafts and proofs of appraisal or supplemental appraisal rolls need be
retained only as long as administratively valuable after certification of the roll by the chief appraiser and are
exempt from the destruction request requirement.
2)It is sufficient in satisfaction of the permanent retention requirement for appraisal rolls that a master
appraisal roll or supplemental appraisal roll of all appraised property in a county be retained permanently.
Appraisal rolls derived from the master roll for each taxing unit need be retained only as long as
administratively valuable.
b)Taxing units -Assessor's abstracts of property,including those relating to city lots and school lands.
RETENTION: PERMANENT. (Obsolete records in the offices of county tax assessor-collectors and other taxing
units)
Retention Note: Do not confuse this record with item number 3000-02, Appraisal Rolls,
Amendments,and Notices, which are supplied by appraisal districts to taxing units under Chapter 25, Tax
Code.
2975-07 EXEMPTION AND SPECIAL APPRAISAL RECORDS (including notices of determination of change
of use, if applicable)
a)Approved applications for exemption or special appraisal.
1)One-time(including written notification from taxpayer that entitlement has ended). RETENTION: US
or until entitlement ends+ 10 years.
Retention Note: Each approved one-time exemption or special appraisal application must be
retained for 10 years from date of approval even if entitlement should end during the period. If a
chief appraiser requires a new one-time application be filed to confirm status, the superseded
application must still be retained for 10 years from its approval date.
2)Annually renewed. RETENTION: 10 years or US +9 years, as applicable.
LOCAL SCHEDULE TX Page 5 of 15
Effective February 15, 1993 _
b)Denied applications for exemption or special appraisal. RETENTION: 1 year (Exempt from destruction request
requirement.
c)Absolute exemption,partial exemption, and special appraisal lists. RETENTION: PERMANENT.
2975-08 INVENTORY APPRAISAL, APPLICATIONS FOR SEPTEMBER
a)Approved applications. RETENTION: Until cancellation.
b)Denied applications. RETENTION: 2 years.
2975-09 MAILING LISTS AND MAILING DOCUMENTATION (see also item number 2975-11)
a)Current mailing lists. RETENTION: US. (Exempt from destruction request requirement)
b)Address changes notices and similar source documentation used to correct mailing lists. RETENTION: 1 year
after correction made to mailing list. (Exempt from destruction request requirement)
c)Mail returned by the postal or other mail delivery services as undeliverable. RETENTION: 1 year after return.
(Exempt from destruction request requirement)
d)Run list affidavits,certificate of mailing forms,and similar records evidencing the mailing of notices to property
owners. RETENTION: 1 year. (Exempt from destruction request requirement)
2975-10 MOBILE HOMES, REPORTS OF MOVEMENT OF. RETENTION: 4 years.
2975-11 NOTICES TO TAXPAYERS -Copies of notices sent to taxpayers or a record in some form of the types of
notices sent and to whom(see item number 2975-09), except notices noted elsewhere in this schedule. RETENTION: I
year. (Exempt from destruction request requirement)
2975-12 PROPERTY OWNERS, ALPHABETICAL INDEX OF. RETENTION: US. (Exempt from destruction
request requirement)
2975-13 PROPERTY TRANSFER DOCUMENTATION - Deed abstracts, death and probate abstracts, division
orders,and similar data documenting transfer of ownership of property,used by appraisal districts to update appraisal records.
RETENTION: AV after certification of the appraisal roll for the year in which the transfer is reflected. (Exempt from
destruction request requirement)
2975-14 PROPERTY VALUE DOCUMENTATION - Cost schedules, sales reports, property rental schedules, and
similar data collected and used by appraisal districts to determine cost,market,and income value of property for appraisal
purposes. RETENTION: AV,but see retention note. (Exempt from destruction request requirement)
Retention Note: Documentation of the type described used to support appraisal values in a specific year must be
retained until certification of that year's appraisal roll.
2975-15 RATIO STUDIES -Ratio and other statistical studies that measure appraisal level and consistency.
RETENTION: AV. (Exempt from destruction request requirement)
2975-16 RENDITIONS AND ALLOCATIONS (including any supporting documentation submitted by taxpayer)
a)Applications for allocation of property value.
1)Approved. RETENTION: 3 years. [By regulation- 34 TAC 9.4025.]
2)Denied. RETENTION: 1 year.
b)Renditions (except those constituting an application for the allocation of property value). RETENTION: 5
years.
Page 6 of 15 LOCAL SCHEDULE TX
Effective February 15, 1993
c)Reports of decreased value. RETENTION: 5 years.
d)Inventories of property. RETENTION: Destroy at option,but see retention note. (Obsolete records of county
tax assessor-collectors)
Retention Note: It is an exception to the destroy at option approval given by this schedule that any
inventories of property which list, in addition to the name of the property owner, the names of other
persons resident in a household must be retained PERMANENTLY for historical reasons. Such inventories
of property served as a type of census detailed under item number 4000-01.
2975-17 REPORTS TO STATE PROPERTY TAX BOARD - Annual or other periodic reports or surveys
submitted to the State Property Tax Board or its successor. RETENTION: PERMANENT.
2975-18 SEPARATE/JOINT TAXATION REQUESTS (including any accompanying documentation)
a)Standing timber. RETENTION: 1 year. (Exempt from destruction request requirement)
b)Undivided interests. RETENTION: Until change in ownership or request for cancellation filed.
c)Mineral interests. RETENTION: Until request for cancellation filed.
d)Interest in cooperative housing(including any lists of stockholders or verification documents filed after the
original request). RETENTION: Until request for cancellation filed.
e)Requests for cancellation of separate taxation of undivided interests or interest in cooperative housing or joint
taxation of mineral interests. RETENTION: 1 year. (Exempt from destruction request requirement)
0 Denied requests. RETENTION: 1 year. (Exempt from destruction request requirement)
Retention Note: This record group also includes requests of the types listed that are permitted by law or
regulation to be filed with taxing units.
2975-19 TAX DEFERRAL AFFIDAVITS (including copies of the affidavits or notices of the filing of affidavits
maintained by taxing units). RETENTION: Until all delinquent taxes have been paid after a change of ownership.
2975-20 TAX MAPS AND PLATS. RETENTION: US. (Review before disposal; some maps and plats may merit
permanent retention for historical reasons. Exempt from destruction request requirement)
PART 2: PROPERTY TAX COLLECTION RECORDS
Retention Note: ACCOUNTING RECORDS OF PROPERTY TAX COLLECTION - For accounting and banking
records relating to property tax collection,other than the tax receipts, reports, and statements noted in this part, use Part 2 of
Local Schedule GR.
3000-01 APPRAISAL DISTRICT BUDGETS (including amendments). RETENTION: 3 years.
Retention Note: Do not confuse this record with annual budgets and budget amendments maintained
permanently by appraisal districts as required by Local Schedule GR, item number 1025-04(a).
3000-02 APPRAISAL ROLLS, AMENDMENTS, AND NOTICES - Appraisal rolls, supplemental appraisal
rolls,orders to correct appraisal rolls after certification,lists of pending protests,lists of late-filed homestead exemptions,
reports of apportioned value of transportation business intangibles,and any accompanying certifications submitted by chief
appraisers or the State Property Tax Board or its successor to taxing units. RETENTION: 3 years.
Retention Notes: a)Preliminary appraisal rolls furnished to taxing units prior to receipt of the certified
appraisal or supplemental appraisal roll need be retained only as long as administratively valuable and are exempt
from the destruction request requirement.
LOCAL SCHEDULE TX Page 7 of 15
Effective February 15, 1993
b)Do not confuse the appraisal roll in this record group with appraisal rolls maintained by appraisal districts(see i
item number 2975-06).
3000-03 BANKRUPTCY RECORDS - Records relating to the collection of taxes on property involved in bankruptcy
cases. RETENTION: AV after settlement of claim. (Exempt from destruction request requirement)
Retention Note: Any record that is customarily maintained in bankruptcy files in a taxing unit that is of a type
noted elsewhere in this schedule must be retained for the retention period of that type;e.g, a tax receipt issued for the
payment of taxes on property involved in bankruptcy proceedings must be retained for FE+3 years as required under
item number 3000-16.
3000-04 CHALLENGE RECORDS -Records, maintained by a taxing unit, of challenges made to the appraisal review
board by the taxing unit. RETENTION: AV after decision of ARB. (Exempt from destruction request requirement)
3000-05 DELINQUENT TAX ROLLS (both current and cumulative)
a)If record of payment is entered in the tax roll or a register of taxes collected(see item number 3000-18)for the tax
year for which the tax was delinquent. RETENTION: AV after preparation of cumulative tax roll for the following
tax year. (Exempt from destruction request requirement)
b)If a record of payment is entered in this record,but is not entered in the tax roll or a register of taxes collected(see
item number 3000-18)for the tax year for which the tax was delinquent. RETENTION: Real property rolls-20
years;personal property rolls- 10 years.
c)Lists of delinquent or insolvent taxpayers(State Comptroller of Public Accounts Form 16 or its equivalent).
RETENTION: Destroy at option. (Obsolete record;exempt from destruction request requirement)
3000-06 ERRORS IN ASSESSMENT, LISTS OF. RETENTION: Destroy at option. (Obsolete record of county
tax assessor-collectors;exempt from destruction request requirement)
3000-07 PAYMENT OPTIONS OR POSTPONEMENT, REQUESTS FOR - Requests or applications from
taxpayers to be allowed to pay taxes by installment or in other manners permitted by law or for the postponement of tax
bills. RETENTION: AV. (Exempt from destruction request requirement)
3000-08 SPECIAL ASSESSMENT ROLLS - Rolls, schedules, ledgers, or similar records listing property owners and
amount of assessment for streets,sidewalks,or other special assessment projects. RETENTION: PERMANENT.
3000-09 TAX BILLS OR STATEMENTS - Current, delinquent, special valuation rollback, and special assessment
levy tax bills or notices. RETENTION: AV. (Exempt from destruction request requirement)
Retention Note: Tax bills or statements returned by the post office or other mail delivery service must be
retained for]year after return.
3000-10 TAX CERTIFICATE RECORDS
a)Tax certificates. RETENTION: 2 years.
b)Requests for tax certificates. RETENTION: AV. (Exempt from destruction request requirement)
3000-11 TAX COLLECTION, DELINQUENCY, AND PROPERTY VALUE REPORTS
a)Reports to governing body of taxing unit.
1)Monthly. RETENTION: FE+3 years. (Review before disposal; some monthly reports of county tax
assessor-collectors, especially from the early to mid 20th century,contain lists of persons paying poll or
occupation taxes and,consequently,may merit permanent retention for historical reasons.)
Page 8 of 15 • LOCAL SCHEDULE TX
•
Effective February 15, 1993
2) Quarterly. RETENTION Destroy at option. (Obsolete record;exempt from destruction request
requirement)
3)Annual. RETENTION: PERMANENT.
Retention Note: A monthly or annual tax collection report need be retained only as long as
administratively valuable by a tax collector if the record copy of the report is maintained by the
clerk or secretary to the governing body of the taxing unit for the retention period indicated.
b)Reports to state agencies.
1)Annual reports to the State Property Tax Board or its successor. RETENTION: PERMANENT.
2)Quarterly reports to the State Property Tax Board and annual,quarterly,and monthly reports to the State
Comptroller of Public Accounts on state and county taxes collected. RETENTION: Destroy at option.
(Obsolete record;exempt from destruction request requirement)
Retention Note: Many county tax assessor-collectors customarily presented the same annual
reports submitted to the State Comptroller of Public Accounts to their commissioners courts. In
such instances, the reports must be retained permanently as provided in(a)(3)above.
3000-12 TAX CORRESPONDENCE - Correspondence between a taxing unit and taxpayers concerning payment
problems and similar subjects relating to the assessment and collection of property taxes and special assessments.
RETENTION: 2 years.
Retention Notes: a)All correspondence between a taxing unit and taxpayers must be retained for a minimum of
2 years except as noted in(b), but care should be taken in disposing of tax correspondence at the expiration of the 2-
year period to make certain that it does not serve as documentation for other record series with longer retention
periods noted in this section.
b)Routine letters of transmittal(e.g., a letter indicating that payment is enclosed)need be retained only as long as
administratively valuable and are exempt from the destruction request requirement.
3000-13 TAX LIEN TRANSFER RECORD. RETENTION: AV. (Exempt from destruction request requirement)
3000-14 TAX LIENS AND LIEN RELEASES ON MANUFACTURED HOMES. RETENTION: Until
release of lien.
•
3000-15 TAX RATE CALCULATION WORKSHEETS AND NOTICES (including both effective and rollback
tax rates). RETENTION: 3 years.
3000-16 TAX RECEIPTS - Copies or stubs of receipts issued for the payment of current or delinquent property taxes,
special assessments,or for redemption of real property sold at a tax sale, including those for split,partial,installment, and
conditional payments and for payments under protest. RETENTION: FE+3 years.
Retention Notes: a)Retrospective tax receipts issued under Tax Code, Section 31.075 showing that taxes have
been paid for one or more previous tax years need be retained only as long as administratively valuable unless the
retrospective information is included on a receipt for the payment of current taxes, in which case the receipt must be
retained for 3 years. _
b) This record group includes the following receipts or certificates, once widely used by county tax offices: insolvent
receipts(Form 2P40-2.24),judgment receipts(Form 2P40-7.29), supplemental receipts(Form 2P40-2.25),
redemption receipts(Form V-2.333 and 2P40-7.333), corrections receipts(Form 2P40-2.112 and 2P40-2.116), and
cancellation receipts(Form 2P40-7.99)or their equivalent.
c)In tax offices in which multi-copy tax receipts are used and more than one copy is kept by the collector for
administrative purposes, only one copy must be retained for the 3-year retention period. The other copy or copies
need be retained only as long as administratively valuable.
LOCAL SCHEDULE TX Page 9 of 15
Effective February 15, 1993 -
3000-17 TAX REFUND, APPLICATIONS FOR RETENTION: FE + 3 years.
3000-18 TAX ROLLS-Consolidated tax roll and any supplemental tax roll for both rendered and unrendered property for
each tax year or,if a consolidated tax roll is not maintained,all component tax rolls for each tax year, including summaries
and recapitulations. (See item number 3000-05 for delinquent tax rolls; item number 3000-08 for special assessment rolls)
RETENTION: Real property rolls-20 years;personal property rolls - 10 years,subject to the exceptions noted in the
Appendix on page 13.
Retention Notes: a)In any taxing unit, if a record of the payment of property taxes is not posted in the tax roll,
but in a separate register of taxes collected, the register must be retained for the same period as the tax roll.
b)Consolidated rolls detailing both real and personal property taxes due must be retained for 20 years.
c)Preliminary drafts and proofs of a tax roll need be retained only as long as administratively valuable after approval
of the final roll by the governing body.
3000-19 TAX SEIZURE AND FORECLOSURE RECORDS - Records relating to the seizure of personal property
or the institution of delinquent tax suits.
a)Tax warrants,petitions,citations,surety bonds,notices of sale,pertinent correspondence,and similar
documentation. RETENTION: AV from,as applicable,
1)date of sale.
2)date of resale if property purchased by taxing unit.
3)date of final court judgment if no sale ordered.
4)from date of dismissal if suit dismissed on motion of plaintiff.
Retention Note: Any record that is customarily maintained in tax seizure and foreclosure files -
in a taxing unit that is of a type noted elsewhere in this schedule must be retained for the retention
period of that type; e.g., a tax receipt issued for the payment of taxes on property involved in a
seizure or foreclosure action must be retained for FE+3 years as required under item number 3000-
16.
b)A record in some form listing property sold at tax sale and its purchaser or purchasers;or, if purchased by a
taxing unit, at resale. RETENTION: PERMANENT.
Retention Note: Records of sale under this subgroup include obsolete State Comptroller of Public
Accounts Form 93(Report of Land Sold Under Judgment and Redeemed)or its equivalent and Form 20
(Report of Land Sold Under Judgment)or its equivalent,formerly required of county tax assessor-collectors.
PART 3: MOTOR VEHICLE AND BOAT LICENSING AND
REGISTRATION RECORDS
Retention Notes: a)ACCOUNTING RECORDS OF MOTOR VEHICLE AND BOAT LICENSING AND
REGISTRATION-For accounting and banking records relating to motor vehicle licensing not noted in this pan, use Part 2
of Local Schedule GR.
b)RTS LICENSING AND REGISTRATION-All records of the types noted in item numbers 3025-04(a) and(b), 3025-
05(a)and(b), and 3025-06(a)and(b)created after the startup of the RTS system in an office of a county tax assessor-collector
need be retained only as long as administratively valuable. Any records of the types indicated created before the startup of the
RTS system must be retained for the retention periods noted in this part.
Page 10 of 15 LOCAL SCHEDULE TX
i
Effective February 15, 1993
3025-01 BOAT AND OUTBOARD MOTOR REGISTRATION RECORDS
a)Registration receipts (including any refund documentation). RETENTION: FE+3 years.
b)Reports to the Texas Parks and Wildlife Department. RETENTION: FE+3 years.
3025-02 DRIVERS LICENSING RECORDS - All records, including reports to the Texas Department of Public
Safety and duplicate licenses,relating to the licensing of operators and chauffeurs. RETENTION: Destroy at option.
(Obsolete records)
3025-03 MOTOR VEHICLE AFFIDAVITS AND APPLICATIONS
a)Seller,Donor,or Trader's Affidavit;Seller,Donor,or Trader's Affidavit for Dealers or Lessors;and Motor Vehicle
Rental Certificates. See retention note.
Retention Note: County tax assessor-collectors are not required to retain copies of these affidavits after
the transmittal of the originals to the State Comptroller of Public Accounts. Any affidavits dated April 30,
1976 or earlier,prior to the institution of the transmittal procedure, may be destroyed at option and are
exempt from the destruction request requirement.
b)All other affidavits or applications relating to motor vehicle registration,permitting, or licensing in those
instances in which the county tax assessor-collector retains a copy of the affidavit or application by law or
regulation. RETENTION: 2 years.
3025-04 MOTOR VEHICLE COLLECTION AND DATA REPORTS - Daily, weekly, or monthly reports on
the collection of motor vehicle registration fees and sales taxes and other data concerning motor vehicle registration and sale as
may be required by law or regulation.
a)Reports to the State Department of Highways and Public Transportation. RETENTION: FE+3 years.
b)Reports to the State Comptroller of Public Accounts. RETENTION: FE +4 years.
3025-05 MOTOR VEHICLE RECEIPTS (including voided receipts and letters of protest accompanying payment)
a)Registration receipts. RETENTION: FE+ 3 years.
b)Tax receipts for the sale of motor vehicles or boats or any other type of receipt involving monies remittable to
and subject to audit by the State Comptroller of Public Accounts. RETENTION: Remittance due date+5 years.
3025-06 MOTOR VEHICLE REFUND DOCUMENTATION - Documentation concerning the refund of motor
vehicle taxes or registration fees.
a)Refunds of registration fees. RETENTION: FE+3 years.
b)Refund of taxes. RETENTION: FE+4 years.
3025-07 MOTOR VEHICLE REGISTRATION LISTS
a)Any list or register of motor vehicles licensed in a county showing name and address of owner,license number,
and date registered from the period 1907 to 1917,prior to the creation of the State Department of Highways and
Public Transportation. RETENTION: PERMANENT.
b)Lists of motor vehicles registered in a county other than those noted in(a). RETENTION: US. (Exempt from
destruction request requirement)
3025-08 MOTOR VEHICLE TITLE HEARING DOCUMENTATION -Administrative and evidentiary records of
motor vehicle title hearings held before a tax assessor-collector or authorized deputy. RETENTION: 5 years.
LOCAL SCHEDULE TX Page 11 of IS
Effective February 15, 1993 •
3025-09 VALIDATION STICKER BOOKS. RETENTION: 2 years.
PART 4: LIQUOR LICENSING RECORDS
Retention Note: ACCOUNTING RECORDS OF LIQUOR LICENSING - For accounting and banking records relating
to liquor licensing, other than the receipts noted in this pan, use Part 2 of Local Schedule GR.
3050-01 LIQUOR LICENSE APPLICATION RECORDS - Liquor license applications, court orders and
judgments, license copies, and similar documentation relating to the approval and issuance of liquor licenses. RETENTION:
1 year after expiration,cancellation,or denial of license. (Exempt from destruction request requirement)
3050-02 LIQUOR LICENSING RECEIPTS - Receipts issued for the payment of liquor licensing fees.
RETENTION: FE+3 years.
3050-03 LIQUOR LICENSE REGISTER - Record or register of liquor licenses issued. RETENTION: AV. Exempt
from destruction request requirement.
Retention Note: This record includes only that of the type described maintained by county tax assessor-collectors
or other tax collectors. For liquor licensing dockets and other records maintained by county clerks see Section 3-9 of
Local Schedule CC(Records of County Clerks).
PART 5: OCCUPATION TAX RECORDS
Retention Note: Occupation tax records are obsolete and were maintained principally by county tax assessor-collectors.
Do not confuse records listed in this pan with records of licenses and permits issued in local governments, which involve
the payment of fees, not taxes. For accounting and other records arising from the issuance of permits or licenses by local
governments see Local Schedule GR and other commission schedules.
3075-01 OCCUPATION TAX RECEIPTS. RETENTION: Destroy at option.
3075-02 OCCUPATION TAX RECORD - Record or register of payment of occupation taxes. RETENTION:
PERMANENT.
•
PART 6: MISCELLANEOUS RECORDS OF
COUNTY TAX ASSESSOR-COLLECTORS
Retention Note: For voter registration and poll tax records see Local Schedule EL.
4000-01 CENSUS RECORDS. RETENTION: PERMANENT. (Obsolete records)
Retention Note: County tax assessor-collectors were responsible for conducting censuses of school-age children
from 1854 to 1885. They also, on an irregular basis, conducted agricultural censuses and censuses of all persons
within households from the mid to late 19th century. All census records must be retained PERMANENTLY for
historical reasons.
4000-02 MILITIA ENROLLMENT RECORDS. RETENTION: PERMANENT. (Obsolete record)
Page 12 of 15 LOCAL SCHEDULE TX
Effective February 15, 1993
Appendix
The Texas State Library and Archives Commission has microfilm copies of the county tax rolls for each county from the year
of its creation through the production of the first countywide appraisal roll by its appraisal district,except as,noted in Parts 1
and 2 of this appendix. The tax rolls in the holdings of the Commission will be retained permanently. In order to preserve a
complete run of tax rolls for each county until the county's first countywide appraisal roll, tax rolls for the tax years noted in
the appendix must be retained permanently. Tax rolls for tax years after the last date indicated for each county,and after 1981
in those counties marked"none,"may be destroyed in accordance with the retention period detailed in item number 3000-18
(Tax Rolls). Appraisal rolls must be retained permanently by appraisal districts.
Part 1: It is an exception to the retention period for Tax Rolls (see item number 3000-18)that any county, municipal,
school district,or special purpose district tax rolls in the following county for the tax years indicated must be retained
PERMANENTLY.
Bowie 1841-1845; 1874; 1880
Part 2: It is an exception to the retention period for Tax Rolls (see item number 3000-18) that the county tax rolls in the
following counties for the tax year or years indicated must be retained PERMANENTLY.
Anderson 1981 Brooks 1981 Comanche 1980-1981
Andrews 1980-1981 Brown 1980-1981 Concho 1981
Angelina 1980-1981 Burleson 1980-1981 Cooke 1981
Aransas 1981 Burnet 1981 Coryell 1980-1981
Archer 1981 Caldwell 1980-1981 Conk 1980-1981
Armstrong 1981 Calhoun 1980-1981 Crane 1981
Atascosa 1981 Callahan 1981 Crockett 1981-1983
Austin None Cameron None Crosby 1980-1981
Bailey 1980-1981 Camp 1981 Culberson 1980-1981
Bandera 1980-1981 Carson 1981 Dallam None
Bastrop 1980-1981 Cass 1980-1981 ' Dallas 1980-1981
Baylor 1981 Castro 1981 Dawson 1980-1981
Bee 1981 Chambers 1980-1981 Deaf Smith 1980-1981
Bell 1980-1981 Cherokee 1981 Delta None
Bexar 1980-1982 Childress 1980-1981 Denton 1981
Blanco 1981 Clay 1981 DeWitt 1980-1981
Borden 1980-1981 Cochran 1980-1981 Dickens 1980-1981
Bosque 1981 Coke 1981 Dimmit 1980-1981
Bowie 1981-1983 Coleman 1981 Donley None
Brazoria 1980-1981 Collin 1981 Duval 1980-1981
Brazos 1981 Collingsworth 1981 Eastland 1981
Brewster 1980-1981 Colorado 1981 Ector 1980-1981
Briscoe 1980-1981 Comal 1981 Edwards 1981
LOCAL SCHEDULE TX Page 13 of 15
,
Effective February 15, 1993
■
Ellis 1981 Hemphill 1981 La Salle 1981 E,„
El Paso 1980-1981 Henderson 1980-1981 Lavaca 1980-1981
Erath 1980-1981 Hidalgo 1980-1981 Lee 1980-1981
Falls 1980-1981 Hill 1980-1981 Leon 1980-1982
Fannin None Hockley 1981 Liberty 1981
Fayette None Hood 1980-1981 Limestone 1980-1981
Fisher -1980-1981 Hopkins 1980-1981 Lipscomb 1981
Floyd 1980-1981 Houston 1981 Live Oak 1981
Foard 1981 Howard 1981 Llano None
Fort Bend 1980-1981 Hudspeth 1980-1981 Loving 1981
Franklin 1980-1981 Hunt 1981 Lubbock 1980-1981
Freestone 1981 Hutchinson 1980-1981 Lynn 1980-1981
Frio 1981 Mon 1981 Madison 1981
Gaines 1980-1981 Jack 1980-1981 Marion 1981
Galveston 1981 Jackson 1981 Martin 1981
Garza 1981 Jasper 1981-1982 Mason 1981
Gillespie None Jeff Davis 1982 Matagorda 1981
Glasscock 1981-1982 Jefferson 1981 Maverick 1980-1981
Goliad 1981 Jim Hogg 1981 McCulloch 1981-1983
Gonzales 1981 Jim Wells None McLennan 1980-1981
Gray 1982 Johnson 1980-1981 McMullen 1981
Grayson 1981 Jones 1981 Medina 1980-1981
Gregg 1981 Karnes 1980-1981 , Menard 1981
Grimes 1981 Kaufman 1981 Midland 1981
Guadalupe 1981 • . Kendall 1980-1981 Milam 1981
Hale 1981 Kenedy 1980-1981 Mills 1981
Hall 1981 Kent 1981 Mitchell 1981
Hamilton None Kerr 1981 Montague 1980-1981
Hansford 1981 Kimble 1980-1981 Montgomery 1980-1981
Hardeman 1981 King 1981-1982 Moore 1980-1982
Hardin 1980-1981 Kinney 1981 Morris 1980-1981
Harris 1981-1983 Kleberg 1980-1981 Motley 1981
Harrison 1980-1981 Knox 1980-1981 Nacogdoches 1981
Hartley 1981-1982 Lamar 1980-1981 Navarro 1981
Haskell 1981 Lamb 1981 Newton 1980-1981
Hays 1980-1981 Lampasas None Nolan 1980-1981
Page 14 of 15 LOCAL SCHEDULE TX
Effective February 15, 1993
Nueces 1980-1981 Starr 1981 Wood 1980-1981
Ochiltree 1980-1981 Stephens 1980-1981 Yoakum 1979; 1981
Oldham 1981-1982 Sterling 1980-1981 Young 1981
Orange 1980-1981 Stonewall 1980-1982 Zapata 1981-1982
■
Palo Pinto 1981 Sutton 1981 Zavala 1981
Panola 1981 Swisher 1981
Parker 1980-1981 Tarrant None
Parmer 1981 Taylor 1981
Pecos 1981 Terrell 1980-1981
Polk 1980-1981 Terry 1981
Potter 1980-1981 Throckmorton 1981
Presidio 1980 Titus 1980-1981
Rains 1981 Tom Green 1981
Randall 1980-1981 Travis 1980-1981
Reagan 1980-1981 Trinity 1980-1981
Real 1980-1981 Tyler 1980-1981
Red River 1981 Upshur 1981
Reeves 1981 Upton 1981
Refugio 1980-1981 Uvalde 1980-1981
Roberts 1981 Val Verde 1980-1981
Robertson 1981 Van Zandt 1981
Rockwall 1982 Victoria 1980-1981
Runnels None Walker 1980-1981
Rusk 1981 Waller 1980-1981
Sabine 1980-1981 Ward 1980-1981
San Augustine 1981 Washington 1981
San Jacinto 1981 Webb 1980-1981
San Patricio 1981 Wharton 1981
San Saba 1981 Wheeler 1981
Schleicher 1981 Wichita 1981
Scurry 1980-1981 Wilbarger 1980-1981
Shackelford 1981 Willacy 1980-1981
Shelby 1981 Williamson 1981
Sherman 1980-1981 Wilson 1980-1981
Smith 1981 Winkler 1980-1981
Somervell 1980-1981 Wise 1981
LOCAL SCHEDULE TX Page 15 of 15
ADMINISTRATIVE SERVICES—MUNICIPAL COURT .
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
LOCAL RECORDS RETENTION SCHEDULES
LOCAL SCHEDULE LC
SCHEDULE FOR RECORDS OF JUSTICE AND MUNICIPAL COURTS
This schedule establishes mandatory minimum retention periods for the records listed.No local government office may
dispose of a record listed in this schedule prior to the expiration of its retention period.Records control schedules,whose
submission by each local government and elective county office to the Texas State Library and Archives Commission
is required by §203.041,Texas Local Government Code,may not set a retention period for a record that is less than that
established for the record on this schedule. The originals of records listed in this schedule may be disposed of prior to
the expiration of the stated minimum retention period if they have been microfilmed or electronically stored pursuant
to the provisions of Title 6, Subtitle C,Chapter 204 or Chapter 205,Texas Local Government Code, as applicable; and
rules of the Texas State Library and Archives Commission adopted under authority those chapters.Actual disposal
of such records by a local government or an elective county office is subject to the policies and procedures of its records
management program.
Issued in Austin, Texas under authority of§441.158,
Effective February 1, 1992 Texas Government Code. This schedule has been
approved by the Texas Local Government Records
and until superseded
Committee and adopted as a rule of the Texas State
Library and Archives Commission as provided by law.
\gelof10
Destruction of local government records contrary to the provisions of the Local
Government Records Act of 1989 and administrative rules adopted under its
authority, including this schedule, is a Class A misdemeanor and, under certain
circumstances, a third degree felony. Anyone destroying local government records
without legal authorization may also be subject to criminal penalties and fines under
the Open Records Act.
Local Schedule LC(Effective Febmary 1, 1992) Page 2 of 10
LOCAL SCHEDULE LC
SCHEDULE FOR RECORDS OF JUSTICE AND MUNICIPAL COURTS
Section 441.158,Texas Government Code,provides that the Texas State Library and Archives Commission shall issue records retention schedules for each type of local government,
including a schedule forrecords common to all types of local government.The law provides further that each schedule must state the retention period prescribed by federal or state law,
rule of court,or regulation for a record for which a period is prescribed;and prescribe retention periods for all other records,which periods have the same effect as if prescribed by law
after the records retention schedule is adopted as a rule of the commission.
Local Schedule LC sets mandatory minimum retention periods for records series(identified in the Records Series Tide column)that are usually found in justice and/or municipal courts.
If the retention period for a record is established in a federal or state law,rule of court,or regulation, a citation to the relevant provision is given in the Authority/Comments column;
if the column contains no citation,the authority for the retention period is this schedule.
The retention period for a record applies to the record regardless of the medium in which it is maintained.Many records listed in this schedule are maintained electronically in many
courts,but electronically stored data used to create in any manner a record or the functional equivalent of a record as described in this schedule must be retained,along with the hardware
and software necessary to access the data,for the retention period assigned to the record,unless backup copies of the data generated from electronic storage are retained in paper or on
microfilm for the retention period.
Unless otherwise stated,the retention period for a record is in calendar years from the date of its creation.The retention period,again unless otherwise noted,applies only to an official
record as distinct from convenience or working copies created for informational purposes.Where several copies are maintained,each local government should decide which shall be
the official record and in which of its divisions or departments it will be maintained.Local governments in their records management programs should establish policies and procedures
to provide for the systematic disposal of copies.
If a record described in this schedule is maintained in a bound volume of a type in which pages are not designed to be removed,the retention period,unless otherwise stated,dates from
the date of last entry.
If two or more records listed in this schedule are maintained together by a local government and are not severable,the combined record must be retained for the length of time of the
component with the longest retention period.A record whose minimum retention period on this schedule has not yet expired and is less than permanent may be disposed of if it has been
so badly damaged by fire,water,or insect or rodent infestation as to renderit unreadable,or if portions of the information in the record have been so thoroughly destroyed that remaining
— portions are unintelligible.If the retention period for the record is permanent on this schedule,authorization to dispose of the damaged record must be obtained from the director and
librarian of the Texas State Library.The Request for Authorization to Destroy Unscheduled Records(Form LRD 200)should be used for this purpose.
Requests for Authorization to Destroy Unscheduled Records (LRD 200),whose submission to the director and librarian of the Texas State Library is required by §203.045,Local
Government Code,need not be filed for records shown as exempt from the requirement in the Authority/Comments column of this schedule.Such records,however, if maintained by
a local government,should appear on the records control schedule submitted by the government no later than January 2, 1995 under§203.041,Local Government Code.
Certain recordslistedinthis schedule are assigned the retention period of AV(as long as administrativelyvaluable).This retentionperiod affords local governments the maximum amount
of discretion in determining a specific retention period for the record described.Although AV may be used as a retention period on records control schedules submitted to the director
and librarian under§203.041,Local Government Code,it is in the best interests of any records management program that fixed retention periods be assigned for each records series.
AV records tend to accumulate and go unmanaged.
Local S LC(Effective February 1, 1992) 3 of 10
LOCAL SCHEDULE LC
TABLE OF CONTENTS
Part 1: Civil and Criminal Records page 5
Part 2: Inquest Records page_8
Part 3: Vital Statistics Records page 9
Part 4: Miscellaneous Records page 10
Missing numbers in the item sequence are reserved for expansion.
Questions regarding the use of this schedule should be directed to:
Texas State Library
Local Records Division
P.O.Box 12927
Austin, Texas 78711-2927
Telephone: (512) 463-5478
Telefax: (512) 463-5436
Local Schedule LC (Effective February 1, 1992) Page 4 of 10
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
- Item . Records Series Title Retention . Authority/Comments
RECORDS OF
JUSTICE AND MUNICIPAL COURTS
Retention Note: Notwithstanding any retention periods set in this schedule, all
- case papers,dockets,or other records of a municipal or justice court dated 1876 or ear-
lier must be retained permanently. This schedule also recommends, but does not
require, that criminal dockets dated from 1877 to 1920 be retained permanently for
historical reasons.
PART 1: CIVIL AND CRIMINAL RECORDS
2350-01 APPEAL OR TRANSFER RECORD - Record or register of cases appealed from a AV Exempt from destmction request requirement.
court and/or records of case transfers as a result of an examining triaL
2350-02 BAR BOND RECORDS- Ledgers or books recording the setting or taking by the 3 years.
court of bail or recognizance bonds.
2350-03 CASE PAPERS (including documentation maintained by a court arising from the ac-
tions of its judge as a magistrate)
a)Administrative hearing case papers. 1 year after judgment Exempt from destmction request requirement.
rendered or proceedings
terminated.
--i b)Civil case papers (including small claims and scire facias). 10 years after case
closed.
Retention Note: Case papers of cases dismissed for want of prosecution, on
- motion of the plaintiff, or for other reasons within the power of the court need
only be retained for 4 years from the date the case was originally filed.
Local Schedule Abbreviations Used: Page
LCAV-As long as administratively valuable 5
Effective 2-1-1992 FE-Fiscal Year End of 10
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
2350-03 CASE PAPERS (continued)
(cont.)
c)Criminal case papers (including traffic offenses and violations of municipal ordi- 5 years from date of
nances) except: offense.
1)Papers in cases dismissed for want of prosecution or for other reasons within 5 years from date of
power of the court. offense.
2)Unserved arrest warrants for misdemeanors within jurisdiction of the court. 4 years after issuance.
Retention Note: Prior to the purging and disposal of any unserved ar-
rest warrants under this item number,the warrants must be dismissed by the
judge in a manner permitted by law.If a judge dismisses unserved warrants at
any time prior to 4 years after issuance,they still must be retained until the
expiration of the retention period.
•
3)Parking or pedestrian violation tickets that have been cleared by payment, 6 months. Exempt from destruction request requirement,
dismissal, or other action. - unless the tickets must be retained for FE+3
years.
Retention Note: It is an exception to the 6-month retention period that
if the tickets are used as vouchers for direct posting to receipt journals or
ledgers,the tickets must be retained for FE+3 years.
d)Examining trial case papers. AV Exempt from destruction request requirement.
Retention Note: If copies of statutory warnings are maintained only as car-
bons
in bound volumes, the volumes must be retained for 5 years after last entry.
Local Schedule Abbreviations Used: Page
LCAV-As long as administratively valuable 6
Effective 2-1-1992 FE-Fiscal Year End of 10
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
• Item Records Series Tide Retention Authority/Comments
2350-04 DOCKETS AND DOCKET SHEETS
Retention Notes: a)The retention periods in this record group also apply to
docket sheets or the record equivalent in purpose to a docket in those courts that
do not maintain dockets in bound volumes.
b)If any docket listed under (a)-(f) contains records of inquests, it must be
..._ retained permanently.
_ a)Civil docket(including small claims and scire facial). PERMANENT. Tex.Rules of Civil Procedure,Rule 26.
b)Criminal docket (including traffic offenses and violations of municipal ordi- 5 years.
nances).
c)Civil and criminal docket(recording cases of both types in one volume). PERMANENT. Tex.Rules of Civil Procedure,Rule 26.
d)Administrative hearing docket. PERMANENT. Tex.Rules of Civil Procedure,Rule 26.
e)Execution docket. PERMANENT. Tex.Rules of Civil Procedure,Rule 26.
_. - .. t)Examining trial dockets. 5 years.
g)Call dockets or docket sheets or any other working copy or preliminary version of AV after entry of in- Exempt from destruction request requirement
a docket or docket sheet for the use of clerks,bailiffs, or judges before entry of the in- formation into court
formation into any of the dockets noted under(a)-(f). docket.
2350-05 FEE BOOKS - Books or ledgers detailing fees or costs accrued in cases heard by the FE+5 years.
court and status of payment or waiver of costs or fees, if maintained separately from
_ dockets.
Local Schedule Abbreviations Used: Page
LC AV-As long as administratively valuable 7
•
Effective 2-1-1992 FE-Fiscal Year End of 10
�,, Y �il
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
2350-06 JURY RECORDS
a)Jury venue lists. 1 year. Exempt from destruction request requirement.
b)Juror information and reply forms. 1 year. Exempt from destruction request requirement.
2350-07 PROCESS LOGS/ PROCESS REGISTERS - Stub books, carbon books, logs, or 5 years.
registers listing warrants, subpoenas, summonses, or citations issued by or under the
authority of the court.
2350-08 REPORTS TO STATE AGENCIES
a)Statistical reports to the Texas Judicial Council. 3 years.
b)Reports of motor carrier convictions (State Comptroller Form 40-109 or equiva- AV Exempt from destruction request requirement.
•
lent).
c)Traffic conviction abstracts and reports of death arising from traffic accidents sub- AV Exempt from destruction request requirement. •-
mined to the Texas Department of Public Safety.
2350-09 WITNESS RECORD - Register of witnesses subpoenaed, attached, or recognized in 5 years..
criminal cases,if maintained separately from the criminal dockets.
PART 2: INQUEST RECORDS
2375-01 FIRE INQUEST RECORDS
a)Case papers. AV Exempt from destruction request requirement.
b)Docket or record. PERMANENT.
•
Local Schedule Abbreviations Used: Page
LCAV-As long as administratively valuable 8
Effective 2-1-1992 FE-Fiscal Year End Of 10
• TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
2375-02 INQUEST RECORDS
a)Case papers.
1)Arising from inquests or inquest hearings initiated August 31, 1987 or earlier. Destroy at option. Exempt from destruction request requirement.
2)Arising from inquests or inquest hearings initiated September 1, 1987 and PERMANENT. Tex. Code of Criminal Procedure, art. 49.15(b).
after.
Retention Note:Prior to September 1, 1987 case papers arising from an
inquest were forwarded by the justice to the district clerk. Since that date
case papers are retained and become a part of the inquest docket or record
and only an inquest summary report is forwarded. The only case papers re-
tained by a justice of the peace or other magistrate before September 1,
1987 are likely to be copies of materials forwarded. Creation and retention
of copies was not required by law. .
b)Docket or record.
PERMANENT. Tex. Code of Criminal Procedure, art. 49.15(b).
PART 3: VITAL STATISTICS RECORDS
Retention Notes: a) Since 1927, each justice of the peace precinct serves as a pri-
mary
- registration district for the registry of births and deaths, unless, by agreement,
the county clerk assumes primary registration duties. The records in this section arise
from the duties of justice of the peace as a local registrar.
b) This section applies to and is binding upon city clerks or secretaries who serve as
local registrars of vital statistics.
2400-01 BIRTH AND DEATH RECORD (combination of the Birth Record and Death PERMANENT. Tex Health and Safety Code, §191.026.
Record)
2400-02 BIRTH RECORD (REGISTER OF BIRTHS) - Recorded or bound duplicate PERMANENT. Tex. Health and Safety Code, §191.026.
copies of birth certificates, delayed birth certificates, or amended birth certificates.
Local Schedule Abbreviations Used: Page
LCAV-As long as administratively valuable 9
Effective 2-1-1992 FE-Fiscal Year End of 10
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
2400-03 BURIAL TRANSIT PERMIT RECORDS - Stubs, copies, or lists of burial transit 2 years.
permits issued.
2400-04 DEATH RECORD (REGISTER OF DEATHS) - Recorded or bound duplicate PERMANENT. Tex. Health and Safety Code, §191.026.
copies of death certificates,fetal death certificates,or amended death certificates.
2400-05 DISINTERMENT RECORD
a)Copies of disinterment permits. PERMANENT.
b)Applications for permits. 2 years.
2400-06 NOTIFICATIONS OF DEATH OF PERSONS UNDER 55 - Abstracts, Iran- Until notation made in Exempt from destruction request requirement.
scripts, or copies of death certificates from the Bureau of Vital Statistics of persons un- Birth Record.
der age 55 (or under 18 prior to May 1987),whose birth certificates are recorded in an
office of a local registrar.
2400-07 REPORTS OF DEATH - Reports of death filed by funeral directors or persons act- Until receipt of death Exempt from destruction request requirement.
ing as such. certificate.
PART 4: MISCELLANEOUS RECORDS
Retention Note: For financial,personnel, or administrative records of a justice or
municipal court not listed in this section see Local Schedule GR.
2425-01 ACKNOWLEDGMENT RECORD - Record of acknowledgments or proofs of in- 10 years.
stnrments taken by justices of the peace.
2425-02 COST DEPOSIT RECORDS - Journal, ledger, or similar records detailing receipts FE+5 years.
to and disbursements from monies deposited to cover costs in civil proceedings.
Local Schedule Abbreviations Used: Page
LCAV-As long as administratively valuable 10
Effective 2-1-1992 FE-Fiscal Year End of 10
4
Effective October 20, 1997
%
Texas TEXAS STATE LIBRARY
&del-a-wry AND ARCHIVES COMMISSION
and"Arehvve
fern isaion
LOCAL SCHEDULE PS (2nd Edition)
RETENTION SCHEDULE FOR RECORDS OF PUBLIC SAFETY AGENCIES
This schedule establishes mandatory minimum retention periods for the records listed. No local
government office may dispose of a record listed in this schedule prior to the expiration of its retention g
period. A records control schedule of a local government may not set a retention period for a record that is
less than that established for the record on this schedule. The originals of records listed in this schedule cn.
may be disposed of prior to the expiration of the stated minimum retention period if they have been
microfilmed or electronically stored pursuant to the provisions of the Local Government Code,Chapter y
204 or Chapter 205, as applicable, and rules of the Texas State Library and Archives Commission adopted M
under authority of those chapters. Actual disposal of such records by a local government or an elective
county office is subject to the policies and procedures of its records management program. cn
Destruction of local government records contrary to the provisions of the Local Government Records Act M
of 1989 and administrative rules adopted under its authority, including this schedule,is a Class A
cn
misdemeanor and, under certain circumstances, a third degree felony (Penal Code, Section 37.10).
Anyone destroying local government records without legal authorization may also be subject to criminal
penalties and fines under the Open Records Act (Government Code, Chapter 552). n
INTRODUCTION
The Government Code, Section 441.158,provides that the Texas State Library and Archives Commission g
shall issue records retention schedules for each type of local government,including a schedule for records
common to all types of local government. The law provides further that each schedule must state the t
retention period prescribed by federal or state law, rule of court, or regulation for a record for which a
period is prescribed; and prescribe retention periods for all other records, which periods have the same
effect as if prescribed by law after the records retention schedule is adopted as a rule of the commission.
Local Schedule PS sets mandatory minimum retention periods for records series (identified in the Records
Series Title column)commonly found in law enforcement agencies, fire departments and rural fire
prevention districts,emergency medical departments,emergency communications agencies and districts,
county medical examiner departments,county and district attorneys offices, and community supervision
and corrections departments. In addition to counties and cities, this schedule should also be used by other
local governments, such as junior college districts and river authorities, who employ law enforcement
officers or fire fighting personnel. If the retention period for a record is established in a federal or state
law, rule of court, or regulation, a citation to the relevant provision is given; if no citation is given, the H
authority for the retention period is this schedule.
e
N
HH
P. O. Box 12927 • Austin, Texas • 78711-2927 • (512) 452-9242 a
H
Effective October 20, 1997 -
The retention period for a record applies to the record regardless of the medium in which it is maintained.
Some records listed in this schedule are maintained electronically in many offices,but electronically stored 'z
data used to create in any manner a record or the functional equivalent of a record as described in this
schedule must be retained, along with the hardware and software necessary to access the data, for the
retention period assigned to the record, unless backup copies of the data generated from electronic storage
are retained in paper or on microfilm for the retention period.
Unless otherwise stated,the retention period for a record is in calendar years from the date of its creation.
The retention period, again unless otherwise noted, applies only to an official record as distinct from
convenience or working copies created for informational purposes. Where several copies are maintained,
each local government should decide which shall be the official record and in which of its divisions or
departments it will be maintained.Local governments in their records management programs should
establish policies and procedures to provide for the systematic disposal of copies.
If a record described in this schedule is maintained in a bound volume of a type in which pages are not
designed to be removed, the retention period, unless otherwise stated,dates from the date of last entry.
If two or more records listed in this schedule are maintained together by a local government and are not
severable,the combined record must be retained for the length of time of the component with the longest
retention period. A record whose minimum retention period on this schedule has not yet expired and is less
than permanent may be disposed of if it has been so badly damaged by fire,water, or insect or rodent
infestation as to render it unreadable, or if portions of the information in the record have been so
thoroughly destroyed that remaining portions are unintelligible. If the retention period for the record is
permanent on this schedule, authority to dispose of the damaged record must be obtained from the director
and librarian of the Texas State Library. The Request for Authority to Destroy Unscheduled Records
(Form SLR 501) should be used for this purpose.
Requests for Authority to Destroy Unscheduled Records (SLR 501), whose submission to the director and
librarian of the Texas State Library is required by the Local Government Code, Section 203.045, need not
be filed for records shown as exempt from the requirement.
Certain records listed in this schedule are assigned the retention period of AV (as long as administratively
valuable). This retention period affords local governments the maximum amount of discretion in
determining a specific retention period for the record described. Although AV may be used as a retention
period on a records control schedule of a local government, it is in the best interests of any records
management program that fixed retention periods be assigned for each records series. AV records tend to
accumulate and go unmanaged.
AMENDMENT NOTICE
An item number that is preceded by an asterisk(*) indicates either that the retention period or the
description of the record series has been changed from that which appeared in the edition of Local
Schedule PS, effective November 1, 1994, or the records series is new to this schedule. An asterisk is
also used before a retention note that has been amended or added at the beginning of the schedule or any of
its parts or sections. Changes to legal citations or non-substantive editorial changes are not noted.
Page 2 of 29 LOCAL SCHEDULE PS
Effective October 20, 1997
TABLE OF CONTENTS
Part 1: Records Common to Public Safety Agencies page 5
Section 1-1: General Operations Records page 5
Section 1-2: Vehicle,Equipment, and Animal Records page 6
Section 1-3: Personnel Records page 8
Section 1-4: Emergency Communications Records page 8
Part 2: Law Enforcement Records page 9
Section 2-1: Arrest and Offense Records page 9
Section 2-2: Incident Records page 10
Section 2-3:. Operational Support Records page 11
Section 2-4: Jail Records page 14
Section 2-5: Juvenile Deliquency Records page 16
Section 2-6: Records of Writs and Process page 18
Section 2-7: Permit Records and Associated Documentation page 18
Section 2-8: Financial Records page.19
Section 2-9: Personnel and Training Records page 20
Section 2-10: Miscellaneous Records page 19
Part 3: Records of County Medical Examiners page 21
Section 3-1: Death Investigation Records page 21
Section 3-2: Laboratory Records page 22
Section 3-3: Miscellaneous Records page 22
Part 4: Records of Fire Fighting and Emergency Medical Service Agencies page 22
Section 4-1: Fire and Emergency Medical Response Records page 22
Section 4-2: Fire Prevention and Inspection Records page 23
Section 4-3: Apparatus and Equipment Records page 24
Section 4-4: Training Records page 25
Section 4-5: Miscellaneous Records page 25
LOCAL SCHEDULE PS Page 3 of 29
Effective October 20, 199
Part 5: Records of Community Supervision and Corrections (Adult Probation)Departments _ page 26
Part 6: Records of County, District, and Criminal District Attorneys page 26
Section 6-1: Case Records page 26
Section 6-2: Administrative and Financial Records page 27
ABBREVIATIONS USED IN THIS SCHEDULE
AV-As long as administratively valuable
CE- Calendar year end
CFR- Code of Federal Regulations
FE-Fiscal year end
TAC-Texas Administrative Code
U.S.C. - United State Code
US - Until superseded
Page 4 of 29 LOCAL SCHEDULE PS
cvfective October 20, 1997
RECORDS OF PUBLIC SAFETY AGENCIES
Retention Notes: a)The term "public safety agency" means any local law enforcement,fire fighting, emergency medical
services, or emergency communications department, district, or office;and the offices of the county medical examiner, district
attorney, county attorney,and community supervision and corrections.
b)For administrative,financial,personnel, and support service records not included in this schedule, see Local Schedule OR
(Records Common to All Governments).
PART 1: RECORDS COMMON TO PUBLIC SAFETY AGENCIES
Retention Note: This part provides retention periods for records common to two or more of the public safety agencies
included in this schedule.
SECTION 1-1: GENERAL OPERATIONS RECORDS
4025-01 ACTIVITY AND STATISTICAL REPORTS - Narrative and/or statistical activity reports prepared by shift
supervisors,unit heads,or other public safety personnel on daily or other periodic activities,except reports of the types
described included in other records groups in this schedule.
a)Daily and weekly reports. RETENTION: 1 year. (Exempt from destruction request to the Texas State Library)
b)Monthly, bimonthly, quarterly, or semi-annual reports. RETENTION: 3 years.
c)Annual reports. RETENTION: PERMANENT.
d)Chronological logs or registers of activities,usually kept at station, company, or unit level, of daily activities
such as roll calls,briefings,visitors,drills, inspections,except for records of similar types noted elsewhere in this
schedule. RETENTION: 1 year. (Exempt from destruction request to the Texas State Library)
4025-02 DAILY BULLETINS-Daily bulletins created by a public safety agency providing data on officers or personnel
on duty,tasks and vehicles assigned,information concerning special procedures or information(e.g.,missing persons,be-on-
the-look out for,hazardous fire conditions), and other information customary to the operations of a public safety agency.
RETENTION: 1 year. (Exempt from destruction request to the Texas State Library)
•
4025-03 GENERAL AND EMERGENCY ORDERS AND RELATED DOCUMENTATION
*a)Orders issued by the head of a public safety agency,or deputies possessing requisite authority,establishing
policy or standard operating procedures. RETENTION: US+5 years.
* b)Special orders issued by the head of a public safety agency,or deputies possessing requisite authority,declaring
emergencies,ordering evacuations, and similar extraordinary directives. RETENTION: 3 years.
Retention Note: Prior to disposal, orders under(a)and(b)shall be appraised by the records
management officer for historical value and those determined by the records management officer to merit
retention for historical reasons must be retained permanently.
c)Codes of conduct. RETENTION: PERMANENT.
LOCAL SCHEDULE PS Page 5 of 29
Effective October 20, 1997
4025-04 OPERATIONAL PERMITS AND CERTIFICATIONS - Permits and certifications from federal or state
agencies as required by law or regulation for public safety activities and equipment and any reports,correspondence,or other
documentation bearing on the application for the issuance of or renewal of a permit or certification.
a)Granted permits and certifications and associated documentation. RETENTION: Expiration or cancellation+3
years.
b)Documentation concerning denied permits. RETENTION: AV. (Exempt from destruction request to the Texas
State Library)
4025-05 PLANNING STUDIES AND REPORTS - Plans, studies, and analyses relating to public safety strategies,
personnel needs assessments,station boundary and manpower distribution studies,contingency plans,and similar planning
reports pertinent to fulfilling the duties and responsibilities of a public safety agency.
a)Special reports or studies prepared by order or request of the governing body or considered by the governing body
(as reflected in its minutes)or ordered or requested by a state agency or a court. RETENTION: PERMANENT.
* b)All other planning reports or studies. RETENTION: 5 years.
Retention Note: Prior to disposal,planning reports and studies shall be appraised by the records
management officer for historical value and those determined by the records management officer to merit
retention for historical reasons must be retained permanently. See also item number 1000-39 in Local
Schedule GR(Records Common to All Local Governments).
SECTION 1-2: VEHICLE, EQUIPMENT, AND ANIMAL RECORDS
4050-01 AIRCRAFT HISTORY AND MAINTENANCE RECORDS
a)Records maintained on each helicopter or fixed wing aircraft used to document the total time in service of the
airframe,each engine,each propeller,and each rotor;the current status of life-limited parts of each airframe,engine,
propeller,rotor,and appliance; any major alterations to such engines and devices;when inspections and overhauls
last occurred;and documentation of compliance with Federal Aviation Administration(FAA)airworthiness
directives. RETENTION: LA,but see retention note(a). [By regulation- 14 CFR 91.417(b)(2).]
Retention Notes: a) When an aircraft is sold, all records relating to the aircraft described in(a)must be
transferred to the new owner by FAA regulation[14 CFR 91.417(b)(2).]
b)If an aircraft is involved in an accident or incident subject to investigation by the National
Transportation Safety Board(NTSB), all records described in(a), and those described in(b)and(c)below
that have not been destroyed according to the retention period given, must be retained until the NTSB takes
custody of the records or a release is granted by an authorized representative of the board. In addition,any
records or reports, including internal memoranda, dealing with the accident or incident must be retained until
authorized by the NTSB to the contrary.
b)Records of maintenance,preventative maintenance,and alteration. RETENTION: Until the work is repeated or
superseded by other work or for 1 year after the work is performed,as applicable. [By regulation- 14 CFR
91.417(b)(1).] (Exempt from destruction request to the Texas State Library)
c)Records of 100-hour, annual, progressive,or other FAA required or approved inspections. RETENTION: Until
the work is repeated or superseded by other work or for 1 year after the work is performed,as applicable. [By
regulation- 14 CFR 91.417(b)(1).] (Exempt from destruction request to the Texas State Library)
4050-02 ANIMAL RECORDS - Records concerning horses, dogs, or other animals owned by public safety agencies,
including records of the acquisition of the animal,its registration and pedigree papers(if applicable),records of training,and
its veterinary history. RETENTION: Until the retirement or sale of the animal +2 years.
Page 6 of 29 LOCAL SCHEDULE PS
Effective October 20, 1997
4050-03 VEHICLE ASSIGNMENT RECORDS
a)Logs,registers or similar records documenting the sign-out and use of public safety vehicles by personnel.
RETENTION: 1 year. (Exempt from destruction request to the Texas State Library)
b)Authorizations for the home storage of public safety vehicles. RETENTION: Expiration of authorization+ 1
year. (Exempt from destruction request to the Texas State Library)
4050-04 VEHICLE HISTORY AND MAINTENANCE RECORDS
a)Master record on each public safety vehicle(including watercraft)and its apparatus and containing the following:
complete description including identification and license numbers;title and registration papers,annual beginning and
ending odometer readings,total annual fuel,maintenance,labor,and parts costs; and complete maintenance and
inspection history(in summary form showing date and nature of inspection,service,and repair). RETENTION:
LA.
Retention Notes: a)This schedule does not require the creation of a vehicle master record of the type
described, but if a vehicle master record is not maintained, records containing the prescribed information
must be retained for the life of the vehicle. For example, if work orders in(b)are the only record
maintained of repairs to public safety vehicles, they must be retained for the life of the vehicle.
b)tf a public safety vehicle is salvaged as the result of an accident, the vehicle master record or, if one is
not created, documents providing the types of information prescribed, must be retained for L4 + 3 years.
c)If a public safety vehicle is sold or given to another public safety agency for use as a public safety
vehicle, the vehicle master record may be transferred with the vehicle.
b)Service requests/work orders. RETENTION: 3 years.
c)Daily or other periodic activity reports on fuel and oil consumption,odometer readings,etc. from which data is
derived for operating cost reports and the vehicle master record. RETENTION: 3 years.
d)Daily or other periodic inspection reports of vehicles and their apparatus including records relating to the testing
and calibration of radar systems and guns and the testing of speedometers in police vehicles. RETENTION: 3 years.
e)Daily or other periodic inventory reports of vehicle apparatus and supplies, including drug supplies in EMS
vehicles and aircraft. RETENTION: 3 years.
•
0 Specifications,circuit diagrams,and similar documents relating to vehicles and their apparatus. RETENTION:
LA.
4050-05 WEAPONS RECORDS
a)Records of issuance of weapons to public safety personnel. RETENTION: Until return of weapon+ 3 years.
b)Records of inspection and repair of weapons. RETENTION: LA.
c)Records documenting the sale, gift,loss, or destruction of public safety weaponry. RETENTION: 3 years.
d)Inventories of weapons. RETENTION: US +3 years.
LOCAL SCHEDULE PS Page 7 of 29
•
Effective October 20, 1997
SECTION 1-3: PERSONNEL RECORDS
Retention Note: This part supplements and should be used in conjunction with Part 3 of Local Schedule GR (Records
Common to All Governments).
4075-01 INTERNAL AFFAIRS INVESTIGATION RECORDS - Records documenting the initiation,
investigation, and disposition of internal affairs investigations of alleged misconduct by law enforcement officers,fire
department personnel,and emergency medical services personnel.
Retention Notes: a)As used in the records descriptions for this group, the term 'formal discipline" is
disciplinary action at or above the level of a written reprimand The term "informal discipline"is disciplinary action
below the level of a written reprimand.
b)Retention periods for this record group date from the completion of the investigation.
c)Documents that are removed or expunged from internal affairs investigation records or personnel files pursuant to
procedures established in state law are exempt from the destruction request requirement.
a)Records of investigation of law enforcement shooting incidents which result in death or injury to any person,
including a police officer. RETENTION: PERMANENT.
b)Records of investigations that result in sustained formal discipline. RETENTION: 15 years.
c)Records of investigations that result in sustained informal discipline or of investigations whose findings are
inconclusive. RETENTION: 5 years,provided a 1 year infraction free period precedes the date of destruction.
d)Records of investigations whose findings are not sustained,unfounded,or exonerated. RETENTION: 3 years.
*e)Written complaints and records of oral complaints received from the public concerning the conduct of law
enforcement officers,fire department personnel,and emergency medical personnel that do not lead to an internal
affairs investigation. RETENTION: Determination not to initiate an internal affairs investigation+2 years.
4075-02 OFF-DUTY ASSIGNMENT RECORDS - Records concerning off-duty assignments of public safety
personnel,including applications for such assignments. RETENTION: 2 years.
SECTION 1-4: EMERGENCY COMMUNICATIONS RECORDS
4100-01 9-1-1 MASTER FILES - Master file on residents in a 9-1-1 service area containing name, address, 9-1-1
address,telephone number,and other information needed to provide service. RETENTION: US. (Exempt from destruction
request to the Texas State Library)
4100-02 9-1-1 MASTER FILE SOURCE DOCUMENTATION - Documentation received from telephone
companies or other sources used to update information in 9-1-1 master files(see item number 4100-01). RETENTION: AV.
(Exempt from destruction request to the Texas State Library)
4100-03 ANTENNA ILLUMINATION RECORDS - Records documenting the monitoring, inspection, and repair of
illuminated antenna and antenna supporting structures. RETENTION: 1 year. [By regulation-47 CFR 90.447.] (Exempt
from destruction request to the Texas State Library)
4100-04 COMMUNICATION TAPES AND PRINTOUTS - Tapes and printouts of incoming and outgoing
telephone and radio communications. RETENTION: 30 days. (Exempt from destruction request to the Texas State Library)
4100-05 DISPATCH REPORTS -Record created by dispatcher on each call for service showing date and time call
received,nature of call, and details of action taken in response to call. RETENTION: 1 year. (Exempt from destruction
request to the Texas State Library)
Page 8 of 29 LOCAL SCHEDULE PS
Effective October 20, 1997
4100-06 RADIO AND PAGING LOGS - Listing of each radio call or pages from or to a dispatcher showing date, time,
and location of call. RETENTION: 1 year. (Exempt from destruction request to the Texas State Library)
4100-07 TRANSMITTER MEASUREMENT AND REPAIR RECORDS - Records documenting the repair of
transmitters and the measurement of frequency tolerances,power output,and modulation on transmitters authorized to operate
with a power output in excess of two watts. RETENTION: 1 year. [By regulation-47 CFR 90.447.] (Exempt from
destruction request to the Texas State Library)
PART 2: LAW ENFORCEMENT RECORDS
*Retention Note: The minimum retention periods in this pan, to the extent the records described are created or
maintained by the offices or officers named, are binding on sheriffs;constables;municipal police departments;arson
investigating units of municipal and county fire agencies; investigators from the offices of district, criminal district, and
county attorneys;county park rangers;municipal park and recreational patrolmen and security officers;airport police and
security personnel;and persons commissioned as peace officers by the governing bodies of public school districts,junior
colleges, water control and improvement districts,port authorities, metropolitan rapid transit authorities, regional transit
authorities,and hospital districts. The term "law enforcement agency," "law enforcement officer,"or"peace officer"as used in
this schedule, means the offices;departments, or officers noted above.
SECTION 2-1: ARREST AND OFFENSE RECORDS
Retention Notes: a)The record groups described in this section concern adults or juveniles arrested and tried as adults.
See Section 2-5 of this schedule for juvenile delinquency records.
b)Arrest and other law enforcement records relating to an individual are subject to expunction under Code of Criminal
Procedure, arts. 55.01 to 55.05. An expunction order overrides any retention period established in this schedule. The
destruction of expunged records are exempt from destruction request to the Texas State Library.
c)For the purposes of this section the term "person"includes a corporation or association.
4125-01 ACTIVITY LOGS OR DOCKETS -Logs or equivalent records, usually arranged chronologically or by case,
court,or citation number,providing summary data on complaints investigated by law enforcement officers,arrests made,
citations issued,accidents investigated,court arraignments,court appearances by officers,and similar activities relating to the
arrest or citation of persons or the investigation of offenses. RETENTION: 2 years;or 2 years after last entry if in bound
volume.
*4125-02 ARREST REPORTS-Arrest report and fingerprints on each person arrested by the law enforcement agency
and charged with a felony or a misdemeanor not punishable by fine only. (See item number 4125-05(b)(1)for arrest reports
on persons arrested for Class C misdemeanors.) RETENTION: 75 years,or date of death of individual,if known.
Retention Note: If the arrest report does not provide the following information, documents from offense
investigation records(see item number 4125-05)sufficient to provide the information must be retained 75 years or
until date of death of the individual, if known: the name(including aliases),date of birth, and physical description of
the offender;the name of the arresting agency;the arrest charge and whether it is a felony or a misdemeanor;the date
of arrest;and the date and exact disposition of the case by the agency.
4125-03 BAIL BOND RECORD-Record of bail or recognizance bonds taken by a sheriff or other peace officer pursuant
to Code of Criminal Procedure, arts. 17.20 to 17.22. RETENTION: 3 years; or 3 years after last entry if in bound volume.
4125-04 DWI VIDEO TAPES - Videotapes of persons detained for possible DWI violations.
a)Tapes of persons on whom charges are not filed. RETENTION: 30 days. (Exempt from destruction request to
the Texas State Library)
b)Tapes of persons on whom charges are filed. RETENTION: Upon return of tape by court or state's attorney.
(Exempt from destruction request to the Texas State Library)
LOCAL SCHEDULE PS Page 9 of 29
•
Effective October 20, 1997
4125-05 OFFENSE INVESTIGATION RECORDS - Offense and supplemental offense reports; investigation reports '
and notes; witness statements;latent fingerprints;results of chemical analysis and polygraph tests;crime scene,mug shot,
and other photographs;laboratory reports;arrest reports(Class C misdemeanors only);citations,affidavits;criminal process;
victim impact statements;and other records relating and customary to the investigation of criminal offenses or other
violations of state law or local ordinance.
a)Cases not cleared. RETENTION: Until the statute of limitations has run.
b)Cases in which an arrest is made or a citation issued and a law enforcement agency has certain knowledge of the
pretrial or adjudicated disposition of an arrested or cited person and considers the case to have been cleared by the
conviction or acquittal of the person arrested or cited,by the dismissal of charges against the person,or by the entry
on the record of a court by a prosecuting attorney of a nolle prosequi.
Retention Note: Retention periods date from date of arrest or citation and are based on the highest
classification of offense for which a person is arrested and charged or, if applicable, the highest classification
of offense for which a person is tried, whichever the lesser classification.
1)Class C misdemeanors and unclassified violations of state law or local ordinance punishable by fine only
(including arrest reports and citations). RETENTION: 6 months. (Exempt from destruction request to the
Texas State Library)
2)Class A and B misdemeanors and state jail felonies. RETENTION: 2 years.
3)Second and third-degree felonies. RETENTION: 10 years.
4)First-degree and capital felonies. RETENTION: 50 years.
5)Driving while intoxicated offenses. RETENTION: 10 years.
6)Or,for any classification of offense. RETENTION: Date of death of individual,if known. (Records
destroyed under this retention period that are one year old or less are exempt from destruction request to the
Texas State Library)
Retention Note: Copies of documents in offense investigation records the originals of which
are maintained by,filed with, or returned to a court or another state or local law enforcement
agency need be retained only as long as administratively valuable and are exempt from destruction
request to Texas State Library. Exceptions are copies of notices or other process that provide
certain knowledge to the law enforcement agency of the pretrial or adjudicated disposition of a case.
4125-06 RAP SHEETS -Copies of rap sheets received from the Texas Department of Public Safety or other law
enforcement agencies. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
4125-07 STATUTORY WARNING TAPES-Tapes of appearances of arrested persons before magistrates via two-way
closed circuit television for the purposes of statutory warnings in accordance with Code of Criminal Procedure,art. 15.17.
RETENTION: The date the pretrial hearing ends;the 91st day after the date on which the recording was made if the person is
charged with a misdemeanor;or the 120th day after the date on which the recording was made if the person is charged with a
felony,whichever soonest. [By law-Code of Criminal Procedure,art. 15.17(a).]
SECTION 2-2: INCIDENT RECORDS
*4150-01 ACCIDENT REPORTS - Records relating to traffic accidents, including accident reports, supplemental
accident reports,photographs,correspondence,and related documentation. RETENTION: 2 years,but see retention note.
Retention Note: If as the result of an accident, a person is arrested and charged with driving while intoxicated or
with at least a second degree felony, the accident report shall be considered an offense investigation record and must
be retained for the appropriate retention period under item number 4125-05(b).
Page 10 of 29 LOCAL SCHEDULE PS
Effective October 20, 1997
4150-02 CHILD ABUSE REPORTS-Copies of child abuse reports received by a law enforcement agency pursuant to
Family Code,Sections 261.103 and 261.105,that do not become part of arrest and offense investigation records(see item
numbers 4125-02 and 4125-05). RETENTION: 3 years.
4150-03 DEATH IN CUSTODY REPORTS - Copies of reports submitted by a sheriff or the director of a law
enforcement agency to the Attorney General concerning the deaths of persons while in the custody of a peace officer or while
confined in jail. RETENTION: 3 years.
* 4150-04 FAMILY VIOLENCE REPORTS - Family violence reports that do not become a part of arrest or offense
investigation records(see item numbers 4125-02 and 4125-05). RETENTION: 3 years.
4150-05 FIELD INTERROGATION REPORTS-Reports on persons stopped and interrogated in the field because of
suspicious behavior. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
4150-06 GUNSHOT WOUNDS, REPORTS OF- Reports of the treatment or the request for treatment of gunshot
wounds received from physicians or other persons as required by Health and Safety Code,Section 161.041. RETENTION: 3
years.
4150-07 INCIDENT REPORTS -Reports concerning incidents or complaints that, after investigation, did not appear to
have involved the commission of a crime. RETENTION: 2 years.
4150-08 MISSING AND UNIDENTIFIED PERSONS FILES - Reports on missing children and adults, requests
for investigation,photographs,fingerprints,dental records,x-rays,notifications of possible match,and similar documents
relating to the location of missing children and adults,including similar records relating to unidentified bodies found in the
county and reported to the sheriff. RETENTION: Date person located or body identified+3 years.
Retention Note: If the location of the person or the identification of a body leads to a criminal investigation by
the law enforcement agency,the records described must be retained for the same period as arrest and offense
investigation records(see item numbers 4125-02 and 4125-05).
4150-09 WARNING CITATIONS -Warning citations issued for violations of motor vehicle laws or for those violations
of the penal code(e.g.,criminal trespass)in which the issuance of warning citations is customary. RETENTION: AV.
(Exempt from destruction request to the Texas State Library)
SECTION 2-3: OPERATIONAL SUPPORT RECORDS
4175-01 CHEMICAL BREATH TEST RECORDS - Logs, test records, operational check lists, and similar records
relating to the administration of chemical breath tests. RETENTION: 2 years.
* 4175-02 CRIMINAL INTELLIGENCE AND ANALYSIS FILES - Records created and maintained to anticipate,
prevent,or monitor possible criminal activity,including crime pattern,crime analysis,and modus operandi reports; forecasts;
evaluation reports;investigation recommendations;reports on movements of known offenders;information on confidential
informants;and messages and alerts from other agencies. RETENTION: AV. (Exempt from destruction request to the Texas
State Library)
Retention Note: Information compiled by a law enforcement agency pursuant to Chapter 61, Code of Criminal
Procedure, concerning criminal combinations must be destroyed after 2 years if the individual to whom the
information relates has not been charged with criminal activity. (By law-art 61.06, Code of Criminal Procedure)
* 4175-03 FINGERPRINT RECORDS - Fingerprint records maintained in paper or on automated systems of missing
persons,suspects, known offenders,incarcerated persons,etc. RETENTION: AV. (Exempt from destruction request to the
Texas State Library)
Retention Note: Fingerprint records of persons arrested for offenses other than Class C misdemeanors must be
retained 75 years or until date of death of individual, if known by the arresting agency. See item number 4125-02.
LOCAL SCHEDULE PS Page 11 of 29
Effective October 20, 1997
'
4175-04 FUGITIVE REPORTS -Certified reports submitted by a sheriff to the Adjutant General (1887-1965)or to the `
Texas Department of Public Safety(1965-current)on persons who have fled the county and are under indictment for a felony. 1
RETENTION: AV. (Exempt from destruction request to the Texas State Library)
4175-05 LAW ENFORCEMENT INFORMATION DISSEMINATION, INQUIRY, AND RECEIPT
RECORDS-Reports,logs,and other records pertinent to documenting the dissemination of criminal histories and other
information to law enforcement or other agencies through crime information networks(e.g.,TCIC,NCIC)or by other
methods and similar records documenting inquiries for and the receipt of information.
a)Records of the dissemination of criminal histories. RETENTION: 3 years.
b)Records of the dissemination of information other than criminal histories (e.g., missing persons, stolen
property). RETENTION: AV. (Exempt from destruction request to the Texas State Library)
c)Records of inquiries for and the receipt of information,including criminal histories. RETENTION: AV.
(Exempt from destruction request to the Texas State Library)
d)Administrative messages received through TCIC/NCIC or other networks. RETENTION: AV. (Exempt from
destruction request to the Texas State Library)
4175-06 MUG BOOKS-Photographs or photograph albums of known offenders used by crime victims or witnesses for
identification. RETENTION: AV. (Exempt from destruction notice requirement)
4175-07 PAWN SHOP TICKETS -Copies of pawn shop tickets provided to a law enforcement agency. RETENTION:
AV. (Exempt from destruction request to the Texas State Library)
4175-08 POLYGRAPH EXAMINATION RECORDS - Polygraph charts, question sheets, reports of examination
results,data sheets,films,audio and video tapes of examinations,opinions from the examiner from chart analysis,and other
records pertinent to a polygraph examination. RETENTION: 2 years. [By regulation-22 TAC 395.4.]
Retention Note: If a report of the results of a polygraph examination is placed in offense investigation records
(see item number 4125-05), it must be retained for the retention period for those records.
4175-09 PROPERTY RECORDS - Reports,logs,property cards,receipts, notices, and similar records documenting the
receipt,processing,chain of custody,and disposition by return,destruction,or sale of evidential,stolen,abandoned,
unclaimed,impounded,or recovered property,including motor vehicles,by a law enforcement agency. RETENTION: FE of
return or disposal of property+3 years.
Retention Note: Any records in this series must be retained for FE + 5 years if they serve to document the
collection of sales tax due to the State Comptroller of Public Accounts.
* 4175-10 SEX OFFENDER REGISTRATION RECORDS - All documentation relating to the registration of sex
offenders for reportable convictions or adjudication with a municipal police department or a sheriff pursuant to Civil Statutes,
art. 6252-13c.1. RETENTION: 75 years,but see retention note.
Retention Note: if the law enforcement agency has certain knowledge that a registrant has moved from its
jurisdiction, the registration records of the person need only be retained as long as administratively valuable and are
exempt from the destruction request requirement.
4175-11 SPECIAL WATCH RECORDS -Informational forms or lists provided to officers of businesses or residences
needing special watch,including requests from the public for such watches. RETENTION: AV. (Exempt from destruction
request to the Texas State Library)
4175-12 STOLEN PROPERTY RECORDS - Cards, lists, or logs providing an abstract record of stolen property,
including stolen vehicles,usually including description of item or vehicle,place and date stolen,serial numbers, and similar
information. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
Page 12 of 29 LOCAL SCHEDULE PS
■
Effective October 20, 1997
4175-13 TELETYPE MESSAGES -Teletype messages received from other law enforcement agencies or through crime
information networks that are not made part of offense investigation records(see item number 4125-05)or other records
groups in this schedule. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
4175-14 UNIFORM CRIME REPORTS - Copies of uniform crime reports submitted to the Texas Department of
Public Safety.
a)Monthly reports. RETENTION: 3 years.
b)Annual reports. RETENTION: PERMANENT.
4175-15 WANTED PERSONS FILES-Records received on persons wanted by other law enforcement agencies.
RETENTION: AV. (Exempt from destruction request to the Texas State Library)
* 4175-16 PROTECTIVE ORDERS
a) Emergency protective orders issued by magistrates pursuant to Article 17.292,Code of Criminal Procedure.
RETENTION: Date of order+31 days. (Exempt from destruction request to the Texas State Library)
b) Protective orders(original and modified)issued pursuant to Sections 3.581, 71.11,71.12 and 71.15,Family
Code,including notices of vacation of orders. RETENTION: Date of receipt of notice of vacation of order;date
order expires according to its terms;or 1 year,whichever soonest. (Exempt from destruction request to the Texas
State Library)
c) Periodic lists of persons under protective orders. RETENTION: US. (Exempt from destruction request to the
Texas State Library)
* 4175-17 BRADY BILL HANDGUN STATEMENTS - Statements made by persons who wish to have handguns
sold,transferred,or delivered to them.
a) Statements and any associated documentation of those to whom the sale,transfer,or delivery of a handgun would
not violate federal or state law. RETENTION: Must be destroyed within 20 business days from the date the
statement was signed. [By law- 18 U.S.C. Section 922(s)(6)(B)(i).]
b)Statements and any associated documentation of those to whom the sale,transfer,or delivery of a handgun would
violate federal or state law. RETENTION: 3 years.
* 4175-18 CONCEALED HANDGUN RECORDS
a) Lists of persons who possess concealed handgun permits submitted by the Texas Department of Public Safety to
county sheriffs,and other law enforcment agencies on request. RETENTION: US. (Exempt from destruction
request to the Texas State Library)
b) Copies of reports submitted by law enforcement agencies to the Texas Department of Public Safety as required by
37 TAC 6.119 regarding reportable incidents involving holders of concealed handgun permits that do not become part
of arrest and offense investigation records(see item numbers 4125.02 and 4125-05). RETENTION: 2 years.
* 4175-19 HELP END AUTO THEFT (HEAT) RECORDS - Records of persons enrolling in the Help End Auto
Theft(HEAT)program,including registration forms and written notices of cancellation from participants that title to a
registered vehicle has been transferred or that they no longer wish to participate in the program. RETENTION: 4 years or
upon receipt of cancellation notice,whichever sooner.
LOCAL SCHEDULE PS Page 13 of 29
Effective October 20, 1997
SECTION 2-4: JAIL RECORDS
Retention Note: Some of the records in this section are maintained by sheriffs only, as chief jailers of a county. The
retention periods in this section are binding, however, on other law enforcement agencies if they operate a jail or have holding
cells and records of the types described are created and maintained, unless the description of the record clearly confines the
application of the retention period to county jails only.
4200-01 HEADCOUNT REPORTS -Periodic watch reports or checklists of all prisoners incarcerated. RETENTION: 1
year. (Exempt from destruction request to the Texas State Library)
4200-02 JAIL INCIDENT REPORTS - Reports of incidents that result in physical harm, or a serious threat of physical
harm,to an employee or inmate of a jail or other person,and reports of investigations of such incidents,showing names of
persons involved,description of incident,actions taken,and date and time of the occurrence. RETENTION: 5 years.
Retention Note: If a jail incident results in a criminal investigation and arrest, the reports must be retained for
the retention periods prescribed in item numbers 4125-02 and 4125-05, as applicable.
4200-03 JAIL INSPECTION AND OPERATION REPORTS AND LOGS - Inspection reports of a jail and
various aspects of its operation and logs or calendars of such inspections,except records of the types described included in
other record groups in this part.
a)Daily and weekly reports. RETENTION: 2 years.
b)Monthly or other periodic reports compiled on a sub-annual basis not included in(a). RETENTION: 3 years.
c)Annual reports. RETENTION: PERMANENT.
4200-04 JAIL OPERATIONAL PLANS - Written plans required of sheriffs by the rules of the Texas Commission on
Jail Standards relating to the operations of a county jail on life safety,prisoner classification, the provision of medical
services, staffing,sanitation,prisoner discipline,prisoner grievance procedures,prisoner education and rehabilitation,prisoner
privileges, the processing of female prisoners, and such other plans as the commission may require. RETENTION: US+5
years.
4200-05 JAIL POPULATION REPORTS - Monthly county jail population reports submitted to a district or county
attorney pursuant to Code of Criminal Procedure,art. 2.19, and to the Texas Commission on Jail Standards,pursuant to
Government Code, Section 511.0101. RETENTION: 2 years.
4200-06 JAIL REGISTER - A summary record, in some form,of each'person committed to a jail, showing at a
minimum,the name and gender of the person,intake number,the reason for their commitment or confinement,and the date
of their release or transfer.
a)County jail registers. RETENTION: PERMANENT.
b)Registers for all other local jails. RETENTION: 2 years.
4200-07 PRISONER CONDUCT AND DISCIPLINARY RECORDS - Records relating to the conduct of, or
disciplinary action taken with regard to each prisoner,including records of good time credit earned and notices and reports
issued by a disciplinary hearing panel. RETENTION: Release or transfer of prisoner+2 years.
4200-08 PRISONER COUNSELING RECORDS - Records relating to the counseling of prisoners.
a)Records of psychological or psychiatric testing and counseling,of alcohol or substance abuse counseling,or of
any counseling concerning medical matters. RETENTION: Release or transfer of prisoner+5 years.
b)Records of counseling of individual prisoners not noted in(a). RETENTION: Release or transfer of prisoner+2
years,
c)Administrative records of jail counseling programs. RETENTION: 3 years.
Page 14 of 29 LOCAL SCHEDULE PS
Effective October 20, 1997
•4200-09 PRISONER GRIEVANCE RECORDS -Written grievances from prisoners and records of decisions of
grievance boards. RETENTION: Release or transfer of prisoner+2 years.
4200-10 PRISONER INCARCERATION RECORDS - Documentation on the commitment, transfer, or release of
each prisoner incarcerated,including personal and classification data sheets;forms used for booking-in and booking-out;and
copies of court commitment,transfer,or release orders or similar documents that purport to legally authorize a person's
confinement. (See also item number 4200-06.) RETENTION: Release or transfer of the prisoner+2 years.
4200-11 PRISONER MEDICAL RECORDS -Records relating to the medical condition of and medical treatment
given to each prisoner,including medical screening reports,medical isolation reports,reports by physicians or allied health
personnel,and records of medications given or medical procedures administered. RETENTION: Release or transfer of
prisoner+5 years.
4200-12 PRISONER PROPERTY INVENTORIES AND RECEIPTS - Records documenting the receipt or
confiscation of personal property from prisoners upon commitment and the return of non-confiscated property to prisoners
upon release. RETENTION: Release or transfer of prisoner+2 years.
4200-13 PRISONER TELEPHONE AND VISITOR RECORDS
a)Logs or similar records of prisoner requests to make phone calls, usually showing date of request,name of
prisoner,and whether request granted or denied. RETENTION: 1 year or 1 year after last entry if in bound volume.
(Exempt from destruction request to the Texas State Library)
b)Logs,visitor cards,and similar records documenting visits to prisoners. RETENTION: 1 year or 1 year after last
entry if in bound volume. (Exempt from destruction request to the Texas State Library)
4200-14 PRISONER TRANSFER RECORDS - Copies retained by a sheriff of any of the documents required to
accompany the transfer of a prisoner from a county jail to the Texas Department of Criminal Justice as provided by Code of
Criminal Procedure,art,42.09(8)(a). RETENTION: AV. (Exempt from destruction request to the Texas State Library)
Retention Note: It is an exception to the retention period for this record group that the original of an arrest
report as required by Code of Criminal Procedure, att.42.09(8)(a)(6)must be retained for the retention periods set out
on item number 4125-02, if the sheriff's department making the transfer made the arrest.
4200-15 TEXAS COMMISSION ON JAIL STANDARDS, ANNUAL REPORTS TO - Copies of annual
reports on jail conditions submitted by a sheriff to the Texas Commission on Jail Standards. RETENTION: PERMANENT.
4200-16 TEXAS COMMISSION ON JAIL STANDARDS, INSPECTION REPORTS AND NOTICES
OF-Reports,either annual or at more frequent intervals,of inspections of a county jail by representatives of the Texas
Commission on Jail Standards and any notices of noncompliance,remedial orders,and copies of deficiency correction reports
submitted by a sheriff to the commission. RETENTION: PERMANENT.
4200-17 VIDEO TAPES OF PRISONERS - Video tapes of prisoners in cells or other areas of a jail or holding
facility.- RETENTION: 30 days. (Exempt from destruction request to the Texas State Library)
LOCAL SCHEDULE PS Page 15 of 29
Effective October 20, 1997
* SECTION 2-5: JUVENILE DELINQUENCY RECORDS
* SPECIAL NOTE: This section remains in effect until the effective date of adoption of
Local Schedule JR (Juvenile Records) by the Texas State Library and Archives
Commission by an amendment to 13 TAC 7.125.
Special Note: Law enforcement records relating to the investigation of offenses committed by juveniles or records
concerning the taking of juveniles into custody are subject to sealing under Family Code, Section 51.16, except-since 1
September 1987-for case papers concerning an adjudication of delinquency based on a violation of a penal law of the grade of
felony. On entry of a sealing order by a juvenile court, law enforcement records relating to the case must be transferred to the
court issuing the order and all index references to the files and records ordered sealed must be deleted The retention periods in
this section apply to unsealed records of juveniles in the possession of law enforcement agencies.
4225-01 JUVENILE DISPOSITION REPORTS AND PROCEDURAL DOCUMENTATION
a)Copies of reports submitted by a law enforcement agency to the juvenile probation department or to another office
or official designated by the juvenile court on the number and type of non-referred juvenile dispositions by the
agency under authority of Family Code,Section 52.03(see item number 4225-03). RETENTION: AV. (Exempt
from destruction request to the Texas State Library)
b)Juvenile disposition procedural documentation. RETENTION: US. (Exempt from destruction request to the
Texas State Library)
4225-02 JUVENILE DELINQUENCY RECORDS (REFERRED CASES) - Offense reports, warning notices,
fingerprints,photographs, and other records relating to the investigation of an offense committed by a juvenile and the taking
of the juvenile into custody in those instances in which a warning notice has been issued to the child or the case has been
referred to the juvenile court.
Retention Note: The retention periods set out below are divided into two groups- those in subsection(a)dealing -
with records arising from delinquent conduct committed on or before 31 August 1987 and those in subsection(b)
dealing with records arising from a delinquent conduct committed on or after 1 September 1987. The Texas
Legislature has determined that an offense occurred on or after 1 September 1987 if all the elements of the offense
occurred on or after that date.
a)Records concerning delinquent conduct committed on or before 31 August 1987:
1)Fingerprint cards and photographs only:
A)If a petition alleging that the juvenile engaged in delinquent conduct or conduct indicating a
need for supervision is not filed,the proceedings are dismissed,the juvenile is found not to have
engaged in the alleged conduct,or the juvenile is found to have engaged in the conduct but has
reached the age of 18 and there is no record that he or she committed a criminal offense after
reaching the age of 17. RETENTION: Must be destroyed immediately upon fulfillment of any of
the conditions listed. [By law-Family Code,Section 51.15(e)before 1987 amendment.]
(Exempt from destruction request to the Texas State Library)
B)If the juvenile is found to have engaged in the conduct,has reached the age of 18,but there is a
record that he or she committed an offense after reaching the age of 17. RETENTION: Follow the
retention period in(a)(2)(B).
Retention Note: For records retention requirements for fingerprints and photographs of
juveniles in non-referred cases see item number 4225-03.
2)All other case papers.
A)If a petition alleging the juvenile engaged in delinquent conduct or conduct indicating a need for
supervision is not filed,the proceedings are dismissed,or the juvenile is found not to have engaged
in the alleged conduct. RETENTION: Until the individual is 18.
Page 16 of 29 LOCAL SCHEDULE PS
• Effective October 20, 1997
B)If the juvenile is found to have engaged in delinquent conduct. RETENTION: Until the
individual is 23.
b)Records concerning delinquent conduct committed on or after 1 September 1987:
1)Fingerprint cards and photographs only:
A)If a petition alleging that the juvenile engaged in delinquent conduct or conduct indicating a
need for supervision is not filed,the proceedings are dismissed,or the juvenile is found not to have
engaged in the alleged conduct;or the juvenile is found to have engaged in the conduct but has
reached the age of 18, is not subject to commitment to the Texas Youth Commission or to
transfer under a determinate sentence to the Texas Department of Corrections,and there is no record
that he or she committed a criminal offense after reaching the age of 17;or the person is older than
18 years and at least three years have elapsed after the person's release from commitment,and there
is no evidence that he or she committed a criminal offense after release. RETENTION: Must be
destroyed immediately upon fulfillment of any of the conditions listed. [By law-Family Code,
Section 51.15(e).] (Exempt from destruction request to the Texas State Library)
Retention Note:For records retention requirements for fingerprints and photographs of
juveniles in non-referred cases see item number 4225-03.
B)If the juvenile is found to have engaged in conduct involving a violation of the penal code of a
grade other than a felony,has reached the age of 18,but there is a record that he or she committed
an offense after reaching the age of 17. RETENTION: Follow the retention periods in(b)(2)(B)or
(C), as applicable.
C)If the juvenile is found to have engaged in conduct involving a violation of the penal code of
the grade of felony. RETENTION: Follow the retention period in(b)(2)(C).
2)All other case papers:
A)If a petition alleging the juvenile engaged in delinquent conduct or conduct indicating a need for
supervision is not filed,the proceedings are dismissed,or the juvenile is found not to have engaged
in the alleged conduct. RETENTION: Until the individual is 18.
B)If the juvenile was adjudged delinquent based on the violation of a penal law other than the
grade of felony. RETENTION: Until the individual is 23.
C)If the juvenile was adjudged delinquent based on the violation of a penal law of the grade of
felony,or was sentenced to the Texas Youth Commission with a transfer to the Texas Department
of Correction under determinate sentencing procedures,or was tried as an adult. RETENTION:
Follow the retention periods for item numbers 4125-02 or 4125-05,as applicable.
4225-03 JUVENILE DELINQUENCY RECORDS (NON-REFERRED CASES) - Offense reports, disposition
reports,fingerprints,photographs, and other records relating to the investigation of an offense committed by a juvenile and
the taking of the juvenile into custody in those instances in which the case is referred to an agency other than the juvenile
court or the juvenile probation department or a conference is held with the parent,guardian,or custodian of the child without
additional referral.
a)Fingerprints-If a juvenile is fingerprinted for the purpose of comparison with latent fingerprints found during the
investigation of an offense and the comparison is negative or if the comparison is positive, but the case is not
referred to the juvenile court. RETENTION: Must be destroyed immediately. [By law-Family Code,Section
51.15(f).] (Exempt from destruction request to the Texas State Library)
b)Photographs-If, during the investigation of a criminal offense, a juvenile in custody is photographed to assist in
the identification of the offender and the juvenile is not identified as the offender or the juvenile is identified as the
offender,but the case is not referred to the juvenile court. RETENTION: Must be destroyed immediately. [By law-
Family Code, Section 51.15(h).] (Exempt from destruction request to the Texas State Library)
LOCAL SCHEDULE PS Page 17 of 29
Effective October 20, 1997
c)All other case papers. RETENTION: Until individual is 18.
4225-04 JUVENILE DETENTION REGISTER - Register or roster of juveniles temporarily held in a juvenile
processing room pending disposition. RETENTION: 2 years.
Retention Note: This record series also includes similar records of juveniles confined to jail or equivalent
detention centers prior to the passage of state law providing for juvenile processing rooms.
SECTION 2-6: RECORDS OF WRITS AND PROCESS
4250-01 CIVIL WRITS AND PROCESS - Writs, notices, orders, and other civil process issuing from a court or other
legally authorized agencies or individuals to be executed,posted,or published by a peace officer, including any attached proofs
of service;execution;sale;or publication,and,if required by the type of process, any replevy or indemnity bonds.
RETENTION: Return to issuing court or agency after execution or attempted execution.
4250-02 CRIMINAL PROCESS - Original and copies of criminal process to be executed or used by a peace officer.
a)Arrest warrants,capiases of all types, and witness attachments. RETENTION: Retain until arrest or attachment
is made or process is dismissed or recalled,then return to issuing court.
b)Search warrants and inventories of property. RETENTION: Return to court after use.
c)All other criminal process. RETENTION: Return to issuing court after execution or attempted execution.
4250-03 JURY SUMMONS RECORDS -Jury lists or registers of jurors summoned for service on petit or grand
juries. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
4250-04 PROCESS LOGS OR DOCKETS - Logs, dockets, or lists of civil and criminal process received and served
by a law enforcement agency. RETENTION: 2 years;or if in bound volume, 2 years after last entry.
Retention Note: It is an exception to the retention period given that if a process log maintained by a sheriff or
constable doubles as a fee book(see item number 4300-04), it must be retained for FE+5 years.
SECTION 2-7: PERMIT RECORDS AND ASSOCIATED DOCUMENTATION
Retention Note: Any record used to document the receipt of money for the issuance of permits in this section must be
retained for the applicable retention periods for item number 1025-27 in Local Schedule GR(Records Common to All
Governments).
4275-01 ALARM PERMITS
a)Applications for burglar and similar intruder alarm permits,copies of permits or other documentation evidencing
issuance, and any inspection or evaluation reports prepared during a permit period. RETENTION: Expiration or
revocation of permit+3 years for granted permits;date of denial+ 1 year for denied permits. (Documentation on
denied permits is exempt from destruction request to the Texas State Library.)
b)Logs or reports of false alarms. RETENTION: 2 years.
4275-02 BLASTER PERMITS - Applications for blaster permits, copies of permits or other documentation evidencing
issuance,and any inspection,evaluation,or follow-up reports,prepared during a permit period. (Applicable to sheriffs in
counties over 2,000,000 only.) RETENTION: Expiration or revocation of permit+3 years for granted permits;date of
denial+ 1 year for denied permits. (Documentation on denied permits is exempt from destruction request to the Texas State
Library.)
Page 18 of 29 LOCAL SCHEDULE PS
•
Lffective October 20, 1997
4275-03 TAXI PERMITS-Applications for taxi permits,copies of permits or other documentation evidencing issuance,
and any inspection or evaluation reports prepared during a permit period. RETENTION: Expiration or revocation of permit+
2 years for granted permits;date of denial+ 1 year for denied permits. (Documentation on denied permits is exempt from
destruction request to the Texas State Library.)
4275-04 WRECKER PERMITS
a)Applications for wrecker permits,copies of permits or other documentation evidencing issuance,and any
inspection or evaluation reports prepared during a permit period. RETENTION: Expiration or revocation of permit
+3 years for granted permits;date of denial+ 1 year for denied permits. (Documentation on denied permits is
exempt from destruction request to the Texas State Library.)
b)Logbooks or similar records documenting the dispatch and/or towing by authorized wreckers. RETENTION: 1
year. (Exempt from destruction request to the Texas State Library)
SECTION 2-8: FINANCIAL RECORDS
Retention Note: For other financial records relating to law enforcement activities, see Part 2 of Local Schedule GR
(Records Common to All Governments).
4300-01 CONTRABAND FORFEITURE FUND DOCUMENTATION - Record of receipts and disbursements to
or from funds involving proceeds or property seized and forfeited under Chapter 59,Code of Criminal Procedure.
RETENTION: FE+5 years.
4300-02 EXPENSE ACCOUNT RECORDS -Documentation of expenses incurred by a sheriff for feeding and lodging
jurors,reimbursable mileage for out-county service,housing and feeding of prisoners,conveyance of witnesses,and other
expenses permitted by law. RETENTION: FE+3 years.
4300-03 EXPENSE AND COLLECTIONS REPORTS - Annual, monthly, or other periodic reports from a sheriff or
constable to the commissioners court,the county auditor,or any other county or district official of office expenses incurred or
of fines,costs,judgments,claims,and commissions collected for the county. RETENTION: AV. (Exempt from destruction
request to the Texas State Library)
4300-04 FEE BOOK-Record or account of fees collected by a sheriff or constable for the service of civil and criminal
process or for other activities for which the officer can collect fees by law. RETENTION: FE+5 years.
•
4300-05 WORK RELEASE SALARY FUND RECORDS
a)Ledger of receipts and disbursements into or out of the fund. RETENTION: FE+5 years.
b)Payment records of each inmate participating in a work release program,showing name of inmate,salary
received,and deductions allowable by law. RETENTION: FE+3 years.
SECTION 2-9: PERSONNEL AND TRAINING RECORDS
Retention Note: This part supplements and should be used in conjunction with Part 3 of Local Schedule GR(Records
Common to All Governments).
4325-01 POLICE ACADEMY RECORDS (including both licensed academies and other local government entities
under agreement with the Texas Commission on Law Enforcement Officer Standards and Education to provide training).
a)Records relating to the administration and conduct of academic and skills training as required by the policies and
rules of the Texas Commission on Law Enforcement Officer Standards and Education. RETENTION: 5 years. [By
regulation-37 TAC 211.66(e)(13)]
LOCAL SCHEDULE PS Page 19 of 29
Effective October 20, 1997
b)Copies of inspection and follow-up inspection reports by inspectors of the Texas Commission on Law
Enforcement Officer Standards and Education,including notices of non-compliance with commission standards.
RETENTION: 5 years.
c)Minutes of meetings of academy advisory boards. RETENTION: 5 years. [By regulation-37 TAC 215.67(e)]
Retention Note: It is an exception to the retention periods given in this record group, that records
documenting the training and educational achievement of employees as described in item number 1050-28(a)
in Local Schedule GR(Records Common to All Governments)must be retained for date of separation +5
years for police officers and recruits employed by the local government that operates the police academy or
conducts the training program under agreement with the Terns Commission on Law Enforcement Standards
and Education.
4325-02 WEAPONS PROFICIENCY TESTS - Reports of weapons proficiency tests administered to peace officers.
RETENTION: US+3 years;or date of separation+ 1 year,whichever sooner.
* 4325-03 RESIGNATION OR TERMINATION, REPORTS OF - Copies of reports from a law enforcement
agency to the Texas Commission on Law Enforcement Standards and Education on the resignation or termination of persons
from the agency who are licensed by the commission. RETENTION: Date of separation+5 years.
SECTION 2-10: MISCELLANEOUS RECORDS
4350-01 APPLICATIONS FOR DEPUTIES - Copies of applications submitted by a sheriff or constable to a
commissioners court for deputies,assistants,or clerks. RETENTION: AV. (Exempt from destruction request to the Texas
State Library)
4350-02 CONVICT LABOR RECORD- Register of convicts hired out to individuals and firms for private work,
showing name of convict,offense,amount of fines or costs,to whom hired,details of surety bond,type of labor,rate of pay,
date contracted,date discharged,and similar information. RETENTION: PERMANENT. (Obsolete record created by county
judges or sheriffs from 1875 to 1925.)
4350-03 ESTRAY RECORDS-Copies of estray reports, affidavits from owners, reports of injury to or the escape of an
estray,notices of impoundment, and reports of sale of estray maintained by sheriffs or constables. RETENTION: AV after
filing of original records with county clerk. (Exempt from destruction request to the Texas State Library)
4350-04 GAMBLING DEVICE RECORDS -Documentation on the ownership or transfer of ownership of antique
gambling devices furnished to sheriffs pursuant to Penal Code, Section 47.06(d). RETENTION: PERMANENT, but see
retention note.
Retention Note: If a sheriffs department receives notice from the former owner of an antique gambling device
that the device has been transferred to a new owner, documentation submitted previously by the former owner
concerning the device, including the notice of transfer of ownership, need be retained only as long as administratively
valuable and is exempt from the destruction request requirement.
* 4350-05 BINGO LICENSE NOTIFICATIONS - Notifications submitted to sheriffs and municipal police
departments by bingo licensees that they have been issued a license to conduct bingo in the law enforcement agency's
jurisdiction. RETENTION: 1 year. (Exempt from destruction request to the Texas State Library)
Page 20 of 29 LOCAL SCHEDULE PS
•
Effective October 20, 1997
PART 3: RECORDS OF COUNTY MEDICAL EXAMINERS
Special Note: For other administrative,financial, and personnel records of medical examiners see Local Schedule GR
(Records Common to All Governments).
SECTION 3-1: DEATH INVESTIGATION RECORDS
4375-01 DEATHS RESULTING FROM TRAFFIC ACCIDENTS, REPORTS OF - Copies of reports of
persons killed in traffic accidents submitted to the Texas Department of Public Safety. RETENTION: AV. (Exempt from
destruction request to the Texas State Library)
4375-02 INQUEST CASE FILES-Records relating to inquests or death investigations conducted by a medical examiner
for the county or for any county in a medical examiner district headed by the examiner. (See also item number 4375-06.)
a)Investigative reports by medical examiner,pathologists,or investigators; autopsy reports; toxicology,histology,
and similar laboratory reports supportive of an autopsy or used as the basis for determining a cause of death;any
affidavits taken during investigation;and copies of death certificates. RETENTION: PERMANENT.
Retention Note: Copies of death certificates need to be kept only as long as administratively valuable
and are exempt from the destruction notice requirement if the information on the certificate is included in
one or more of the other reports listed in(a).
b)Photographs and tissue slides. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
c)Requests and consents for autopsy;funeral home releases;reports of death;copies of cremation certificates;
personal effects inventories;reports from law enforcement agencies,physicians,funeral homes,and hospitals;
correspondence,subpoenas and other court-issued process;copies of injury reports submitted to the Texas
Department of Health,and similar documents relating to an inquest investigation. RETENTION: AV. (Exempt
from destruction request to the Texas State Library)
d)Notices of and documentation concerning organ removal for transplant purposes. RETENTION: 3 years.
Retention Note: The retention period of as long as administratively valuable is assigned to inquest-
related documentation under(b)and(c)because the value of the various documents and photographs varies
greatly depending on the circumstances of the death investigated. For example, the value of case papers
arising from the investigation of a death that is subsequently certified as being from natural causes is
generally much less than that in which the certification is homicide. In another example,personal property
inventories, of minor value in a case in which the decedent died of natural causes and the property has been
claimed, are often of crucial importance in a case in which the decedent has not been identified.
4375-03 INQUEST AND/OR AUTOPSY LOGS - Logs or lists of deaths investigated and/or autopsies performed.
RETENTION: PERMANENT.
Retention Note: The requirement that a log or list of deaths investigated by a medical examiner be retained
permanently may be satisfied by the permanent retention of an index to the inquest case files(see item number 4375-
02).
4375-04 MISSING PERSONS DOCUMENTATION - Reports on missing persons received from law enforcement
and other agencies. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
4375-05 MORGUE REGISTERS -Registers or log sheets recording the arrival and removal of bodies from the morgue.
RETENTION: AV. (Exempt from destruction request to the Texas State Library)
4375-06 OUT-COUNTY AUTOPSY RECORDS - Originals or copies of reports of autopsies performed for other
counties on a fee basis,including any associated photographs,tissue slides,and laboratory reports. RETENTION: 5 years.
LOCAL SCHEDULE PS Page 21 of 29
Effective October 20, 1997
SECTION 3-2: LABORATORY RECORDS
F.'
4400-01 AUTOPSY AND LABORATORY WORK-UP DOCUMENTATION - Laboratory worksheets, notes,
sound recordings,and similar records used for recording instrument readings,personal observations,and similar data in order to
compile autopsy and laboratory reports. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
Retention Note: The retention and disposition of work-up documentation should be guided by the same
considerations discussed in the retention note to item number 4375-02(d)in this schedule.
4400-02 EQUIPMENT REPAIR AND MAINTENANCE RECORD - Record of maintenance, service, and repair to
instruments used to conduct toxicology,histology,and other laboratory tests and procedures. RETENTION: LA.
4400-03 LABORATORY LOGS -Logs or registers of toxicological, histological, or other laboratory tests and
procedures performed. RETENTION: 3 years.
4400-04 QUALITY CONTROL TEST REPORTS OR LOGS - Reports or logs of quality tests run on laboratory
equipment used for toxicological,histology,or other laboratory tests and procedures. RETENTION: 3 years.
SECTION 3-3: MISCELLANEOUS RECORDS
4425-01 APPLICATIONS FOR DEPUTIES - Copies of applications to the commissioners court for deputies,
assistants,and clerks. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
4425-02 EXPENSE AND COLLECTIONS REPORTS - Annual, monthly, or other periodic reports to a
commissioners court or the county auditor of office expenses incurred or of fines,costs,judgments,claims,and commissions
collected for the county. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
PART 4: RECORDS OF FIRE FIGHTING AND EMERGENCY
MEDICAL SERVICE AGENCIES
Special Note: The term "local policy"as used in this part means an ordinance, order, or resolution of the governing body
of a local government or an administrative regulation of a fire fighting or emergency medical services department whose
authority derives from the ordinance, order, or resolution.
SECTION 4-1: FIRE AND EMERGENCY MEDICAL RESPONSE RECORDS
4450-01 ARSON INVESTIGATION RECORDS - Investigative, laboratory, and insurance reports; affidavits;
depositions;photographs; and similar records used to determine the cause,origin,and circumstances of fires or other incidents.
a)Investigations in which it is determined that a fire was not caused by arson. RETENTION: Date of
determination+5 years.
b)Investigations in which it is determined that a fire was caused by arson. RETENTION: Follow retention periods
for item numbers 4125-02 or 4125-05, as applicable.
* 4450-02 EMERGENCY MEDICAL SERVICE RUN REPORTS - Emergency ambulance run activity reports,
advanced life support report forms,and similar records pertinent to documenting the condition and treatment of sick or injured
persons by emergency medical personnel. RETENTION: 6 years, 3 months from date service rendered,or until the patient's
20th birthday,whichever later.
4450-03 FIRE RECORD-A log, register, consolidated daily or other periodic report,or any other form of record that
provides in summary form information on each fire or other incident to which fire or emergency medical personnel have
responded, including at a minimum the date, time, location,and nature of the incident. RETENTION: 2 years;or 2 years
after last entry if in bound volume.
Page 22 of 29 LOCAL SCHEDULE PS
effective October 20, 1997
4450-04 INCIDENT REPORTS-Reports, including those completed on Texfirs or other incident reporting system
forms,of each fire or other incident to which a fire fighting or other fire agency unit has responded,detailing the type of
incident,units responding,action taken,equipment used,and other pertinent data. RETENTION: 5 years.
SECTION 4-2: FIRE PREVENTION AND INSPECTION RECORDS
4475-01 ALARM PERMITS AND ASSOCIATED DOCUMENTATION
a)Installation certificates for fire detection and fire alarm devices or systems filed with fire agencies by rule(37 TAC
531.17)of the Texas Commission on Fire Protection. RETENTION: Life of device or system.
b)Applications for fire detection and alarm permits,copies of permits or other documentation evidencing issuance,
and any inspection or evaluation reports prepared during a permit period,if permits are required by local policy.
RETENTION: Expiration or revocation of permit+3 years for granted permits;date of denial+ 1 year for denied
permits. (Documentation on denied permits is exempt from destruction request to the Texas State Library.)
4475-02 AUTOMATIC SPRINKLER SYSTEM PERMITS AND ASSOCIATED DOCUMENTATION
a)Automatic sprinkler material and test certificates filed with fire agencies by rule(37 TAC 541.16)of the Texas
Commission on Fire Protection. RETENTION: Life of system.
b)Applications for automatic sprinkler system permits,copies of permits or other documentation evidencing
issuance,and any inspection or evaluation reports prepared during a permit period,if permits are required by local
policy. RETENTION: Expiration or revocation of permit+3 years for granted permits;date of denial+ 1 year for
denied permits. (Documentation on denied permits is exempt from destruction request to the Texas State Library.)
* 4475-03 CERTIFICATES OF OCCUPANCY - Copies of certificates of occupancy or record of their issuance used
to certify final approval for the occupancy of new structures or old structures that have been remodeled to the extent that a
certificate of occupancy is required by local policy. RETENTION: AV,but see retention note. (AV records are exempt from
destruction request to the Texas State Library.)
Retention Note: In a municipality or in any other local government that has authority to certify occupancy,
certificates of occupancy must be retained in accordance with item number 5250-06 in Local Schedule PW(Records
of Public Works and Services), if it is the fire agency rather than a building inspection,planning, or other
department that issues the official certificate of occupancy or its equivalent
4475-04 COMPLAINTS -Complaints regarding possible violations of the fire code or potential fire hazards.
RETENTION: Resolution of the complaint+3 years.
4475-05 CONTROLLED BURN RECORDS -Applications for permits for controlled burning and copies of or
comparable record of permits issued. RETENTION: 1 year. (Exempt from destruction request to the Texas State Library)
4475-06 DRILL AND SIMULATION RECORDS - Reports and related documentation of drills, simulations, and
triage exercises conducted or participated in by fire,emergency medical,or emergency communications personnel.
RETENTION: 5 years.
4475-07 HAZARDOUS MATERIALS RECORDS
a)Lists of names of representatives of employers and manufacturing employers knowledgeable about hazardous
chemicals used or stored,facility and workplace chemical lists, and material safety data sheets(MSDS)submitted to
fire chiefs under authority of Health and Safety Code,Title 6, Subtitle D. RETENTION: US. (Exempt from
destruction request to the Texas State Library)
Retention Note: When it is known with reasonable certainty that an employer or manufacturing
employer has ceased business and that hazardous chemicals have been removed from the place of former
business, the records listed in(a)may be disposed of and are exempt from the destruction notice
requirement.
LOCAL SCHEDULE PS Page 23 of 29
Effective October 20, 1997 •
.
b)Applications,copies of permits or documentation evidencing issuance,and pertinent supplemental documentation
relating to the issuance of permits for the sale,use storage, manufacture,or transport of flammable,corrosive,
explosive,or other hazardous materials and chemicals as may be required by local policy. RETENTION: Expiration
or revocation of permit+3 years for granted permits; 1 year for denied permits. (Denied permits are exempt from
destruction request to the Texas State Library.) -
4475-08 INSPECTION REPORTS AND LOGS - Documentation concerning the inspection of structures and other
property by fire agency personnel for fire hazards,conformity with codes and regulations,and for such other reasons permitted
by state law or local policy.
a)Inspection reports of commercial,mercantile,and industrial structures;day care centers and foster homes;
hospitals and nursing homes;schools;and other structures or property whose periodic inspection is required by state
law or local policy. RETENTION: US +3 years, but see retention note.
b)Inspection reports on an as-needed basis of any structure or property whose periodic inspection is not required by
state law or local policy. RETENTION: 3 years.
c)Inspection reports of private residences done as part of fire prevention and safety programs. RETENTION: AV.
(Exempt from destruction request to the Texas State Library)
d)Logs or similar records,arranged by date,address,or name of inspector,listing inspections carried out by the
agency. RETENTION: 3 years.
e)Master card or comparable record on each structure described in(a)providing the location and description of the
property and containing summary data on inspections and code violations. RETENTION: Life of structure.
Retention Note: If a master record is not maintained, then the inspection reports described in(a)must
be maintained for the life of the structure.
4475-09 NOTIFICATION OF VIOLATIONS RECORDS
a)Copies of notifications sent or given to the owner, agent,or occupant of a structure or property to correct a
violation found during an inspection,including documentation verifying that the violation has been corrected.
RETENTION: Verification of correction+3 years.
Retention Note: Verification of correction means the date of a follow-up inspection or the receipt of
documentation, sufficient in terms of local policy, showing proof of correction.
b)Records relating to the certification of a structure as substandard. RETENTION: Verification that structure has
been brought up to code+3 years or until demolition +3 years, as applicable.
4475-10 PLAN REVIEW RECORDS - Documentation relating to the review of construction plans by fire agency
personnel as may be required by local policy. RETENTION: AV. (Exempt from destruction request to the Texas State
Library)
4475-11 PRE-FIRE PLANNING RECORDS - Planning and survey reports, building plans, and similar records of
individual structures or building complexes used to plan fire fighting strategies. RETENTION: US or AV,as applicable.
(Exempt from destruction request to the Texas State Library)
SECTION 4-3: APPARATUS AND EQUIPMENT RECORDS
Retention Note: For aircraft and vehicle maintenance records see Section 1-2 of this schedule.
4500-01 ALARM AND HYDRANT RECORDS
a)Reports on the inspection,test, and maintenance of agency alarm and alarm boxes(including private alarms linked
to department master systems)and of fire hydrants. RETENTION: US+3 years.
Page 24 of 29 LOCAL SCHEDULE PS
Effective October 20, 1997
b)Inventories of alarms and hydrants, showing location, type of equipment,etc. RETENTION: US. (Exempt
from destruction request to the Texas State Library)
* 4500-02 BREATHING APPARATUS INSPECTION RECORDS - Reports, as required by the Texas
Commission on Fire Protection,of the inspection and testing of self-contained breathing apparatus,including reports of all
tests required by the commission. RETENTION: 3 years. [By regulation- 37 TAC 435.3(6).]
4500-03 PROTECTIVE CLOTHING RECORDS
a)Daily or other periodic reports on the inspection of protective clothing. RETENTION: 3 years.
b)Inventories of protective clothing. RETENTION: US. (Exempt from destruction request to the Texas State
Library)
4500-04 TEXAS COMMISSION ON FIRE PROTECTION RECORDS - Copies of inspection and follow-up
inspection reports by inspectors of the Texas Commission on Fire Protection, including notices of non-compliance with
commission standards. RETENTION: 5 years.
SECTION 4-4: TRAINING RECORDS
Retention Note: This part supplements and should be used in conjunction with Pan 3 of Local Schedule GR(Records
Common to All Governments).
4525-01 EMERGENCY MEDICAL SERVICE TRAINING RECORDS - Records relating to the training
(including continuing education)of emergency medical personnel sufficient to document who was trained and when,in what
subject,and by whom;scores received in academic achievement and performance tests(including copies of all written tests),
and similar records of the training and achievement of individual students. RETENTION: 5 years.
Retention Note: It is an exception to the retention periods given in this record group, that records documenting
the training and educational achievement of employees as described in item number 1050-28(a)of Local Schedule GR
(Records Common to All Governments)must be retained for date of separation+5 years for emergency medical
personnel employed by the local government that conducts the training.
4525-02 FIREFIGHTER RECRUIT TRAINING FACILITY RECORDS - Records relating to recruit training,
certified by.the Texas Commission on Fire Protection,for structural fire,aircraft crash,and rescue personnel sufficient to
document who was trained and when,in what subject,and by whom;scores received in academic achievement and performance
tests(including copies of all written tests);and similar records of the training and achievement of individual students.
RETENTION: 3 years. [By regulation-37 TAC 427.13]
Retention Note: It is an exception to the retention periods given in this record group, that records documenting
the training and educational achievement of employees as described in item number 1050-28(a)of Local Schedule GR
(Records Common to All Governments)must be retained for date of separation +5 years for fire personnel employed
by the local government that operates the training facility.
SECTION 4-5: MISCELLANEOUS RECORDS
4550-01 COUNTY FIRE MARSHAL EXPENSE AND COLLECTIONS REPORTS - Annual, monthly, or
other periodic reports to the commissioners court or the county auditor of office expenses incurred or of fines,costs,
judgments, claims, and commissions collected for the county. RETENTION: AV. (Exempt from destruction request to the
Texas State Library)
LOCAL SCHEDULE PS Page 25 of 29
Effective October 20, 1997
PART 5: RECORDS OF COMMUNITY SUPERVISION AND
CORRECTIONS (ADULT PROBATION) DEPARTMENTS
Retention Note: For administrative,financial, and personnel records of community supervision and corrections
departments see Local Schedule GR(Records Common to All Governments).
4575-01 CASE RECORDS-Case record on each probationer under the direct or indirect supervision of a community
supervision and corrections department documenting all significant actions,decisions,and services rendered,including
assessment reports,medical and psychological information,case classification forms,supervision plans,periodic evaluations,
pre sentence investigation reports(PSIR),criminal history records,court orders,correspondence,and similar records relating
to the supervision of the probationer. RETENTION: Date direct or indirect supervision of the probationer ends+3 years.
4575-02 CASELOAD RECORDS - Records documenting the distribution of cases among probation officers, including
monthly workload summaries. RETENTION: 3 years.
PART 6: RECORDS OF COUNTY, DISTRICT, AND CRIMINAL
DISTRICT ATTORNEYS
Special Notes: a) Attorneys for local governments other than counties should use Local Schedule GR (Records Common
to All Governments)for scheduling records.
*b) Do not not confuse records series in this part with case papers, dockets, and minutes maintained by court clerks.
SECTION 6-1: CASE RECORDS
* 2575-01 CASE FILES AND WORKING PAPERS - Closed and pending case files and working papers, including
all documents,papers,correspondence,reports,briefs,notes,drafts,photographs, video and sound recordings,and similar
records relating to criminal or civil cases,proceedings,actions,or investigations to which the attorney is a party on behalf of
the county or the state. RETENTION: AV after final disposition. (Exempt from destruction request to the Texas State
Library.)
Retention Notes: a) The term "final disposition" in the retention period for this record has the following
meanings:
1)For unadjudicated matters-Date decision made not to proceed further with the matter in question.
2)For any case dismissed for want of prosecution, on the motion of the plaintiff or the state, or for other
reasons within the power of a court-Effective date of dismissal.
3) Civil cases-Date judgment signed in a court;or if new trial or further proceedings granted on motion or
mandated on appeal, date judgment rendered and signed in new trial or further proceedings;or if appealed and
judgment of trial court affirmed, modified, or rendered as it should have been rendered, or appeal dismissed,
date mandate or notice of dismissal received from appeals court.
4) Criminal cases-Date judgment signed in a court;or if new trial or further proceedings granted on
motion or mandated by reversal on appeal,date judgment rendered and signed in new trial or further
proceedings;or if appealed and judgment of trial court affirmed or judgment of acquittal issued or appeal
dismissed, date mandate or notice of dismissal received from appeals court.
b)Prior to disposal, case and working papers shall be appraised by the records management officer for historical
value and those determined by the records management officer to merit retention for historical reasons must be
retained permanently.
2575-02 CIVIL DOCKET OR CASE LOG - Docket or log of civil cases brought or defended by the attorney.
RETENTION: AV. (Exempt from destruction request to the Texas State Library)
Page 26 of 29 LOCAL SCHEDULE PS
nffective October 20, 1997
2575-03 COURT DOCKET OR CASE LOG- Docket or log of civil and criminal cases, a combination form of item
numbers 2575-02 and 2575-04. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
2575-04 CRIMINAL DOCKET OR CASE LOG - Docket or log of criminal cases prosecuted by the attorney.
RETENTION: AV. (Exempt from destruction request to the Texas State Library)
2575-05 DELINQUENT TAX NOTICES - Copies of notices of delinquent property sent to property owners by the
county tax assessor-collector and used by the attorney as the basis for tax suits.
a)Notices dated 1979 or earlier. RETENTION: Destroy at option. (Exempt from destruction request to the Texas
State Library)
b)Notices dated 1980 and after. RETENTION: Follow retention period for item number 2575-01. (Exempt from
destruction request to the Texas State Library)
2575-06 GRAND JURY DOCKET OR MINUTES -Minutes or record of proceedings before a grand jury.
RETENTION: 10 years.
Retention Note: If any grand jury docket in the possession of the attorney is simply a copy of a grand jury
docket in the custody of the district clerk, it need be kept only as long as administratively valuable and is exempt
from destruction request to the Texas State Library.
2575-07 JAIL POPULATION REPORTS - Monthly reports submitted by the sheriff showing the names of all
inmates housed in the county jail. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
2575-08 LEGAL OPINIONS-Legal opinions rendered by the attorney to a county or precinct officer. RETENTION:
PERMANENT.
2575-09 MEDICAL EXAMINER RECORDS - Reports and copies of autopsy findings and other records of death
investigations conducted by medical examiners and filed with the attorney. RETENTION: Follow retention period for item
number 2575-01. (Exempt from destruction request to the Texas State Library)
2575-10 REGISTER OF OFFICIAL ACTS - Register of all official acts as required by Section 41.008, Government
Code. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
2575-11 WIRE AND ORAL COMMUNICATIONS INTERCEPTIONS, ANNUAL REPORTS OF - Copies
of annual reports submitted by the attorney to the Administrative Office of the United States Courts and the Director of the
Texas Department of Public Safety on activities relating to wire and oral communications interceptions. RETENTION: AV.
(Exempt from destruction request to the Texas State Library)
SECTION 6-2: ADMINISTRATIVE AND FINANCIAL RECORDS
Special Note: For personnel and other administrative and financial records of county and district attorneys see Local
Schedule GR(Records Common to All Governments).
2600-01 APPLICATIONS FOR DEPUTIES - Copies of applications to the commissioners court for deputies,
assistants,and clerks. RETENTION: AV. (Exempt from destruction request to the Texas State Library)
2600-02 ATTORNEY GENERAL, REPORT TO - Copies of periodic or special reports to the Attorney General on
such matters as the Attorney General may require. RETENTION: AV. (Exempt from destruction request to the Texas State
Library)
2600-03 CONTRABAND FORFEITURE FUND DOCUMENTATION - Record of receipts and disbursements to
or from proceeds or property seized and forfeited under Chapter 59,Code of Criminal Procedure. RETENTION: FE+5
years.
LOCAL SCHEDULE PS Page 27 of 29
Effective October 20, 1997
2600-04 EXPENSE AND COLLECTIONS REPORTS - Annual, monthly, or other periodic reports to the s
commissioners court,the county auditor,the district clerk,or the State Comptroller of office expenses incurred or of h : , .
fines,costs,judgments,claims,and commissions collected for the county or the state. RETENTION: AV. (Exempt
from destruction request to the Texas State Library)
2600-05 HOT CHECK FUND DOCUMENTATION- Record of receipts and disbursements to or from a fund
established under Code of Criminal Procedure,art. 102.007,relating to fees for collecting and processing sight orders.
RETENTION: FE+5 years.
Page 28 of 29 LOCAL SCHEDULE PS
effective October 20, 1997
Comments or complaints regarding the programs and services of the
Texas State Library and Archives Commission can be addressed to the
Director and Librarian, PO Box 12927, Austin, TX 78711-2927.
512-463-5460 or 512-463-5436 Fax
Copies of this publication are available in alternative format upon request.
LOCAL SCHEDULE PS Page 29 of 29
•
LOCAL SCHEDULE UT
SCHEDULE FOR RECORDS OF UTILITY SERVICES
• Section 441.158,Texas Government Code,provides that the Texas State Library and Archives Commission shall issue records retention schedules for each type of local government,
including a schedule for records common to all types of local government.The law provides further that each schedule must state the retention period prescribed by federal or state law,
rule of court,or regulation for a record for which a period is prescribed;and prescribe retention periods for all other records,which periods have the same effect as if prescribed by law
after the records retention schedule is adopted as a rule of the commission.
Local Schedule UT sets mandatory minimum retention periods for records series(identified in the Records Series Title column)maintained in water districts and by local government
iwned water and wastewater,solid waste,electric,and gas utility departments.If the retention period for a record is established in a federal or state law,rule of court,or regulation,
a citation to the relevant provision is given in the Authority/Comments column;if the column contains no citation,the authority for the retention period is this schedule.
The retention period for a record applies to the record regardless of the medium in which it is maintained.Some records listed in this schedule are maintained electronically in many
offices,but electronically stored data used to create in any manner arecord or the functional equivalent of arecord as described in this schedule must be retained,along with the hardware
and software necessary to access the dam,for the retention period assigned to the record,unless backup copies of the data generated from electronic storage are retained in paper or on
microfilm for the retention period.
Unless otherwise stated,the retention period for a record is in calendar years from the date of its creation.The retention period,again unless otherwise noted,applies only to an official
record as distinct from convenience or working copies created for informational purposes.Where several copies are maintained,each local government should decide which shall be
the official record and in which of its divisions or departments it will be maintained.Local governments in their records management programs should establish policies and procedures
to provide for the systematic disposal of copies.
If a record described in this schedule is maintained in a bound volume of a type in which pages are not designed to be removed,the retention period,unless otherwise stated,dates from
the date of last entry.
If two or more records listed in this schedule are maintained together by a local government and are not severable,the combined record must be retained for the length of time of the
;omponent with the longest retention period.A record whose minimum retention period on this schedule has not yet expired and is less than permanent may be disposed of if it has been
so badly damaged by fire,water,or insect or rodent infestation as to render it unreadable,or if portions of the information in the record have been so thoroughly destroyed that remaining
portions are unintelligible.If the retention period for the record is permanent on this schedule,authority to dispose of the damaged record must be obtained from the director and librarian
of the Texas State Library.The Request for Authority to Destroy Unscheduled Records(Form SLR 501)should be used for this purpose.
Requests for Authority to Destroy Unscheduled Records(Form SLR 501),whose submission to the director and librarian of the Texas State Library is required by§203.045,Local
Government Code,need not be filed for records whose retention periods are shown as exempt from the requirement in the Authority/Comments column or in a retention note of this
schedule.Such records,however, if maintained by a local government,should appear on the records control schedule submitted by the government no later than January 2,1995 under
§203.041,Local Government Code.
Certainrecords listed in this schedule are assigned theretentionperiod of AV(as long as administratively valuable).This retention period affords local governments the maximum amount
of discretion in determining a specific retention period for the record described.Although AV may be used as a retention period on records control schedules submitted to the director
_ and librarian under§203.041,Local Government Code,it is in the best interests of any records management program that fixed retention periods be assigned for each records series.
AV records tend to accumulate and go unmanaged.
Local S e UT(Effective November 1,1994) 3 of 25
LOCAL SCHEDULE UT
TABLE OF CONTENTS
Part 1: General Records page 5
Part 2: Water and Wastewater Records page 10
Part 3: Solid Waste and Hazardous Waste Management Records page 14
Part 4: Electric Utility Records page 22
Part 5: Gas Utility Records page 23
Local Schedule UT (Effective November 1, 1994) Page 4 of 25
•
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
•
•
RECORDS OF UTILITY SERVICES
Retention Notes: a)This schedule should be used by water districts and by local
government awned water and wastewater, solid waste, electric, and gas utility depart-
ments.
b)For administrative,financial,personnel, and support services records not included
in this schedule,see Local Schedule GR(Records Common to All Governments).
PART 1: GENERAL RECORDS
Retention Note: The records listed in this part are those common to two or more
of the utility operations covered in Parts 2-5 of this schedule.
5000-01 COMMUNICATIONS WITH REGULATORY AUTHORITY, RECORD OF- 2 years.
Record-maintained by a-municipality as a utility regulatory authority detailing contacts
by regulated utilities or their affiliates or representatives with the municipality.
5000-02 COMPLAINTS - Record of complaints made in person, by telephone, or by letter to Final settlement of 30 TAC 291.81(6)(4) for water utilities, 16
utilities from customers or applicants for services except that complaints requiring no complaint+ 2 years. TAC 23.41(b)(4) for electricity services by
further action by the utility need not be recorded. Includes the name and address of the river authorities, and by authority of this
complainant, the date and nature of the complaint, and the adjustment or disposition schedule for all others.
made.
5000-03 CONFIDENTIALITY REQUESTS -Forms or other written requests submitted by
utility customers requesting confidentiality of personal information (address, tele-
phone number, and social security number) in account records, including any subse-
quent written instructions to rescind requests for confidentiality.
a)If indication of confidentiality is made in a customer account history (item number AV after indication Exempt from destruction request requirement.
5000-05). made.
Local Schedule Abbreviations Used: Page
TITAV-As long as administratively valuable LA-Life of asset 5
v S CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US-Until superseded of 25
TEXA IATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5000-03 CONFIDENTIALITY REQUESTS (continued)
(cont.)
b)If indication of confidentiality is not made in a customer account history (item Until destruction of all
number 5000-05). records that contain
personal information
Retention Note: This record consists only of separate forms used by a utility about the customer.
to determine the wishes of a customer concerning confidentiality.It does not in-
clude confidentiality requests made on return portions of statements, service ap-
plications, etc.
5000-04 CUSTOMER BILLING RECORDS -Monthly or other periodic billing detail
records on each customer utility account documenting utility charges and payments.
a)River authorities for electricity. 2 years. 16 TAC 23.45(m).
b)River authorities for services other than electricity and all other government utili- FE+3 years.
ties, if records do not document the payment of any monies remittable to the State
Comptroller of Public Accounts.
c)River authorities for services other than electricity and all other government utili- FE+5 years.
ties, if records document the payment of any monies remittable to the State
Comptroller of Public Accounts.
5000-05 CUSTOMER ACCOUNT HISTORIES- Account history of each customer of a util- Close of account+2
ity, including all information (name, address, account number, etc.) necessary to pro- years.
vide and bill for services.
5000-06 CUSTOMER USAGE REPORTS AND PLANS - Reports, plans, or similar 3 years. 40 CFR 403.12(o)(3) for industrial user
records that by law or regulation must be submitted to a utility from customers concern- discharge reports and by authority of this
ing intended or actual use of the utility system (e.g. statements of intent to irrigate schedule for all others.
acreage submitted to an irrigation district, industrial user discharge reports submitted
to publicly-owned treatment works, etc.).
Local Schedule Abbreviations Used: Page
UT AV-As long as administratively valuable LA-Life of asset 6
1 Cr1t-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5000-07 DISCONTINUANCE OF SERVICE RECORDS -Records relating to the actual or 1 year. Exempt from destruction request requirement.
threatened disconnection or discontinuance of utility service to a customer for non-
. payment or violation of terms of service, including termination notices, attending
physician statements; energy assistance grant notifications, deferred payment agree-
ments, and resolution of dispute review documents.
5000-08 EQUIPMENT HISTORY RECORDS - Records on individual items of equipment,
machinery, apparatus, or other physical components integral to the functioning of a
utility system, including records of installation, inspection, testing, maintenance, and
repair. See also item number 5000-09.
- a)Records of installation, inspection, testing, maintenance, and repair of equipment LA
except for equipment and vehicle preventive maintenance records of solid waste facili-
ties for the storage, processing, or disposal of whole used or scrap tires.
b)Equipment and vehicle preventive maintenance records of solid waste facilities for - 3 years. 30 TAC 330.845(b).
the storage,processing, or disposal of whole used or scrap tires.
c)Records of the calibration of testing and monitoring instruments. 3 years. 30 TAC 319.7(c) for instrumentation used in
monitoring waste discharge,
30 TAC 335.366(6)(3) for instrumentation
used to monitor air emissions, and by authority
of this schedule for all others.
5000-09 EQUIPMENT INVENTORY RECORDS - Registers, index cards, or similar
records providing an inventory of equipment, machinery, apparatus, and other physi-
cal components installed or in use in a utility system, showing location, date of instal-
-- lation, and similar data.
a)For a complete inventory that is periodically revised and reprinted. US + 1 year. Exempt from destruction request requirement.
b)Por an inventory that is maintained on cards or similar discrete media. PERMANENT,but see
retention note.
Retention Note:- Records of individual items may be pulled from a card or
similar file and destroyed when the item is junked or salvaged.Exempt from de-
struction request requirement.
Local Schedule Abbreviations Used: Page
ITT AV-As long as administratively valuable LA-Life of asset 7
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effect",,11-1-94 FE-Fiscal Year End US -Until superseded of 25
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5000-10 MAPS AND PLATS - Maps and plats of local government owned utility systems
showing service areas, facilities, and infrastructure. See also item number 5000-14.
a) Landfills. PERMANENT.
b)All other utilities. US Review before disposal; some maps may merit
permanent retention for historical reasons.
Exempt from destruction request requirement.
5000-11 METER READING RECORDS - Books, cards, sheets, or similar records, such as 3 years.
those maintained in automated systems, showing monthly or other periodic utility
consumption recorded on each meter, including those provided by customers in cus-
tomer-read programs.
5000-12 OPERATION AND MAINTENANCE MANUALS - Manuals detailing procedures US Exempt from destruction request requirement.
for the operation and maintenance of utility systems and equipment.
5000-13 PLANNING STUDIES AND REPORTS - Studies, reports, analyses, research data,
projections, graphic material, and similar planning documents by outside consultants
or in-house staff relating to comprehensive planning, capital improvements, land use
and open space, economic development and outlook, regional and intergovernmental
cooperation, growth patterns, demographics, long range forecasts and projections,
and other aspects of utility planning not listed elsewhere in this schedule.
a)Special planning studies or reports prepared by order or request of the governing PERMANENT.
body or considered by the governing body (as reflected in its minutes)or ordered or re-
quested by a state or federal agency or a court.
b)All other planning reports or studies. 10 years. Review before disposal; many records of this
type may merit permanent or long-term
•
Retention Note: Be certain that planning documents do not fall within other retention for administrative or historical
records series. For example,excavation and construction plans are included under reasons. See also item number 1000-39 in
item number 5000-14(a)and plans required for a solid waste land disposal site are Local Schedule OR(Records Common to All
included under item number 5050-07(b). Local Governments).
. Local Schedule Abbreviations Used: Page
T TT AV-As long as administratively valuable LA-Life of asset 8
•
V 1 CFR-Code of Federal Regulations -Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION •
LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5000-14 PRIVATE UTILITY PLANS AND MAPS - Excavation and construction plans,
maps and diagrams, and similar records concerning the transmission and distribution
systems of privately owned electric, gas, water, telephone, telegraph, and cable televi-
sion companies maintained by a local government.
a)Excavation and construction plans. AV after completion of Exempt from destruction request requirement.
work.
b) Maps. US Exempt from destruction request requirement.
5000-15 RATE SCHEDULES, REGULATIONS, AND CHANGE DOCUMENTATION
- Tariffs containing schedules of all rates, tolls, charges, and regulations pertaining to
all services provided by a utility, including notices of intent to change rates and asso-
ciated rate change or rate appeal documentation.
a)Maintained by a local government as operator of a utility (including superseded tar- PERMANENT.
iffs).
b)Maintained by a municipality or other local government as a regulatory authority: a)Tariffs - US. Exempt from destruction request requirement.
b)All other
documentation- 5
years.
c)Received and maintained by a local government as an entity to be affected by pro- AV Exempt from destruction request requirement.
posed change.
d)Rate appeal documentation maintained by a local government appealing a rate de- AV after final
termination. disposition of the
appeal.
5000-16 SERVICE APPLICATION AND DEPOSIT RECORDS
a)Service applications, unless needed for (b). 1 year. Exempt from destruction request requirement.
Local Schedule Abbreviations Used: Page
UTAV-As long as administratively valuable LA-Life of asset 9
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effert",e 11-1-94 FE-Fiscal Year End
US-Until superseded of 25
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5000-16 SERVICE APPLICATION AND DEPOSIT RECORDS (continued)
(cont.)
b)Receipts, refund cards, and related records documenting customer deposits and re- FE of refund of deposit
funds. or its credit to unpaid
balance +3 years.
c)Records of unclaimed deposits. 4 years. 30 TAC 291.84(0(3) for water utilities, 16
TAC 23.45(m)for electricity services by river
authorities, and by authority of this schedule
for all others.
5000-17 SERVICE INTERRUPTION RECORDS - Reports, logs, or similar records detail- 3 years.
ing location, time, and cause of interruption of utility services or operations, includ-
ing any written reports of service interruptions submitted to a regulatory authority as
required by law or regulation.
5000-18 STANDARDS AND SPECIFICATIONS FILES - Standards and specifications for AV Exempt from destruction request requirement.
materials, supplies, and services.
Retention Note: Standards and specifications related to records series listed
in Local Schedule GR (Records Common to All Governments)such as bid propos-
als (item number 1075-01) and construction project files (item number 1075-16)
should be maintained for the retention period adopted for those records.
5000-19 WORK ORDERS-Work orders, service orders, and similar records requesting, autho- 2 years.
rizing, and describing work to be done by utility personnel.
PART 2: WATER AND WASTEWATER RECORDS
5025-01 BACTERIOLOGICAL ANALYSIS RECORDS - Records of bacteriological anal- 5 years. 30 TAC 290.112(1).
yses of water and wastewater systems.
5025-02 CHEMICAL ANALYSIS RECORDS - Records of chemical analyses of water and 10 years. 30 TAC 290.112(1).
wastewater systems.
Local Schedule Abbreviations Used: Page
7 TT AV-As long as administratively valuable LA-Life of asset 10
lJ 1 CFR-Code of Federal Regulations TAC-Texas Administrative Code of 25
Effective 11-1-94 FE-Fiscal Year End US -Until superseded
•
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5025-03 GROUNDWATER MONITORING RECORDS -For water and wastewater permits 3 years. 30 TAC 3193(c) for waste discharge permits
containing a groundwater monitoring requirement,records from all groundwater moth- and by authority of this schedule for all others.
toting wells and associated groundwater surface elevations.
5025-04 INSPECTION RECORDS - Logs, reports or similar records of inspection of septic 3 years.
tanks, catch basins, or other private sector water-related facilities by water or wastewa-
ter personnel.
5025-05 LEAD AND COPPER COMPLIANCE RECORDS - Records of all sampling data 12 years. 40 CFR 141.91.
and analyses, reports, surveys, letters, evaluations, schedules, state determinations,
and other information required by the Environmental Protection Agency to demon-
strate compliance with requirements concerning corrosion control treatment, source
water treatment, lead service line replacement,public education and supplemental mon-
itoring, water quality parameters, and monitoring of lead and copper in source and tap
water.
5025-06 OPERATIONAL PERMITS AND APPROVALS
a)Permits and approvals from the Texas Natural Resource Conservation Commission, Expiration,
the Environmental Protection Agency, and other county, state, and federal agencies as cancellation,
required by law or regulation concerning wastewater treatment and disposal, water use, revocation, or denial+
water districts, environmental protection; and any reports, correspondence, or other 5 years.
documentation bearing directly on the application for, the issuance of, or the renewal
-. of the permit or approval.
b)Records concerning any variance or exemption granted to a system. Expiration of variance 30 TAC 290.112(4).
or exemption+5
years.
Local Schedule Abbreviations Used: Page
UTUT AV-As Iong as administratively valuable LA-Life of asset 11
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
TEXAS ATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCYjbULE
Item Records Series Title Retention Authority/Comments
5025-07 OPERATIONS RECORDS - Internal records, reports, logs, or similar records that
document or summarize the operations of water supply, treatment, and distribution fa-
cilities, stations, and systems; and wastewater collection and treatment facilities,
plants, and systems.
a)Records of monitoring activities, including records concerning measurements and 3 years. 30 TAC 319.7(c)for wastewater operations and
analyses performed and concerning calibration and maintenance of flow measurement by authority of this schedule for all others.
and other instrumentation.
b)Periodic logs or reports compiled on less than an annual basis. 3 years.
c)Annual or biennial reports. PERMANENT.
5025-08 REPORTS TO REGULATORY AUTHORITIES - Periodic monitoring, financial,
and operational reports submitted to the Texas Natural Resource Conservation Com-
mission, the Environmental Protection Agency, or other agencies and local govern-
ments as required by law or regulation on the collection, treatment, and disposal of
wastewater and for monitoring the quality of any water in the state.
a)Periodic reports compiled and submitted on less than an annual-basis. 3 years.
b)Annual and biennial reports or special reports ordered or required by a regulatory au- PERMANENT.
thority.
5025-09 SANITARY SURVEYS - Surveys, studies, or reports examining the overall sanitary 10 years. 30 TAC 290.112(3).
condition of water and wastewater systems.
5025-10 TAP AND HOOK-UP LOGS - Logs, log sheets, or comparable documents provid- PERMANENT.
ing a record of water or sewer tap and hook-up permits issued showing location,date of
installation, and similar data.
5025-11 VIOLATION REPORTS - Reports, correspondence, and similar records relating to 3 years after last action 30 TAC 290.112(2).
actions taken to correct violations of federal, state, or local primary drinking water taken with respect to
regulations; or of other water or wastewater-related laws, ordinances,or regulations. the particular
violation.
Local Schedule Abbreviations Used: Page
UTUT AV-As long as administratively valuable LA-Life of asset 12
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5025-12 WATER AND WASTEWATER PERMIT FILES
a)Applications for and similar records relating to the issuance and renewal of permits Expiration,
by a local government for the installation of septic tanks, water and sewer taps and cancellation,
hook-ups, and water meters;for waste discharge; and for other water or wastewater-re- revocation, or denial of
lated installations or activities required by ordinance, regulation, or statute (for logs of the permit+5 years.
such permits see item numbers 5025-10 and 5025-13).
b)Records concerning variances or exemptions. Expiration of variance 30 TAC 290.112(4).
or exemption+5
years.
5025-13 WATER AND WASTEWATER PERMIT LOGS - Logbooks,registers, or compa- PERMANENT.
rable documents providing a record of water and wastewater permits issued by a local
government or any of its departments or subdivisions.
5025-14 WATER AND WASTEWATER TREATMENT SLUDGE RECORDS
a)Records of operators of public water and wastewater treatment plants that apply 5 years. 30 TAC 312.47(a)and(b).
sewage sludge to land for beneficial use or prepare/provide sewage sludge to persons
who prepare, apply, sell, or giveaway sewage sludge for land application for benefi-
cial use. Includes sludge sample analyses; certification statements; and descriptions of
how pathogen requirements, vector attraction reduction requirements, site restrictions,
and management practices are met.
b)Records of operators of public waster and wastewater treatment plants that prepare 5 years. 30 TAC 312.67(a)(1).
sewage sludge that is to be placed on a surface disposal site including sludge sample
analyses, certification statements, and descriptions of how pathogen requirements and
vector attraction reduction requirements are met.
c)Monitoring information relating to sewage sludge use and disposal activities. 5 years. 30 TAC 305.125(11)(B).
d)Trip tickets completed by transporter and retained by generator of sludge. 5 years.
Local Schedule Abbreviations Used: - Page
UT AV-As long as administratively valuable LA-Life of asset 13
CFR-Code of Federal Regulations .TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US-Until superseded of 25
TEXA=StATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5025-15 WATER POLLUTION CONTROL AND ABATEMENT FILES - Studies, staff 5 years.
reports, surveys, and similar monitoring and planning records relating to the control
and abatement of actual or potential water pollution in a municipality designed to meet
the pollution abatement responsibilities of cities pursuant to provisions of the Texas
Water Code, §26.177.
PART 3: SOLID WASTE AND HAZARDOUS WASTE
MANAGEMENT RECORDS
Retention Notes: a) This section applies to facilities owned, operated, or leased
by a local government for the collection, handling, transfer, storage, processing, and
disposal of solid waste, including medical waste and sludges generated by water supply
or wastewater treatment plants,and hazardous waste except for radioactive materials.
b)For Radiation Control Records see item number 4750-07; Local Schedule HR
(Records of Public Health Agencies).
5050-01 AIR POLLUTION CONTROL MONITORING RECORDS - Documentation re- 3 years. 30 TAC 120.21(b)(3).
quired by solid and hazardous waste permits to assure compliance with air pollution
control standards including stack sampling analyses, emissions monitoring, or other
tests related to air emissions to prove satisfactory equipment performance except for
sewage sludge incineration. See also item number 5050-07(c)(2).
5050-02 ASBESTOS DISPOSAL RECORDS
a)Waste shipment record. - 2 years. 40 CFR 61.154(e)(4).
b)Map or diagram showing location, depth and area, and quantity of asbestos-con- Until closure of site. 40 CFR 61.154(f).
taming waste within the disposal site.
Local Schedule Abbreviations Used: Page
T
UT AV-As long as administratively valuable LA-Life of asset 14
lJ 1 CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5050-03 GROUNDWATER MONITORING RECORDS -Records of solid waste and haz- Life of the facility 30 TAC 330.113(d)for solid waste land
ardous waste collection, storage, processing, and disposal facilities that have a including the post- disposal sites, 30 TAC 335 117(a)(1) and
groundwater monitoring requirement, including analyses of samples, measurements of closure care period. (b)(1) for hazardous waste storage, processing,
indicator parameters, certifications, and any other demonstrations, findings, testing, and disposal facilities, and by authority of this
and analytical data relating to groundwater monitoring and corrective action. schedule for all others.
5050-04 HAZARDOUS WASTE TRAINING RECORDS - Documentation of classroom
instruction and on-the-job training of hazardous waste personnel sufficient to demon-
strate appropriate training in compliance with federal requirements for personnel train-
ing.
a)Current personnel.
Until closure of 40 CFR 264.16(e).
facility.
b)Former employees.
Date of termination+3 40 CFR 264.16(e).
years.
5050-05 MANIFESTS AND TRIP TICKETS - Documents maintained to provide a record of
solid waste or hazardous waste shipments, including manifests, trip tickets, shipping
- - papers, bills of lading, daily logs, and other similar approved documentation,
a)Manifests and trip tickets retained by operators of collection, storage, processing,
or disposal facilities to document the type and quantity of solid waste delivered except
solid waste disposal sites that receive special wastes and facilities that handle used oil
filters,waste tires,sewage sludge, hazardous waste, or Class I industrial waste.
1)1f the ticket is the only source document used for any billing purposes. 1 year. Exempt from destruction request requirement.
2)If another document is used for any billing purposes. 90 days. - Exempt from destruction request requirement.
• b)Bills of lading and other shipping records retained by operators of processing facil- 3 years. 30 TAC 330.1185(c)(1) for processors and
ities and collection centers to document the transfer of used oil filters. 30 TAC 330.1186((b) for collection centers.
c)Manifests, documentation of specific locations of tires upon delivery, and daily 3 years. 30 TAC 330.845(b).
shipment logs retained by operators of waste tire facilities.
Local Schedule Abbreviations Used: Page
UTAV-As long as administratively valuable LA-Life of asset is
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
TEXASe FATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5050-05 MANIFESTS AND TRIP TICKETS (continued)
(cont.)
d)Trip tickets or similar documentation retained by the operators of facilities that ap- 5 years.
ply prepared sewage sludge, water treatment sludge, and domestic septage to the land
for beneficial uses or place it on a surface disposal site.
e)Manifests and trip tickets and other tracking records retained by operators of solid Life of facility 30 TAC 330.113(d).
waste land disposal sites to document the delivery of special wastes such as medical including post-closure
wastes (bulk human blood and blood products, microbiological waste, sharps, etc.); period.
wastewater, sewage, and water-supply treatment sludges; septic tank pumpings; grease
and grit trap wastes; and other solid waste requiring special handling to protect human
health or the environment.
f)Manifests or shipping papers retained by operators of storage, processing, or dis- 3 years. 30 TAC 335.15(1) and(3).
posal facilities to document the delivery of hazardous waste or Class I industrial waste
except for solid waste land disposal sites that receive special wastes.
g)Waste shipping records retained by transporters to document the collection and de- 3 years. 30 TAC 330.815(b)for used or scrap tires;
posit of solid wastes and hazardous waste except sewage sludges. Includes manifests, 30 TAC 330.825(a) for mobile tire processors;
waste shipping control tickets, shipping papers, bills of lading, daily logs, or other 30 TAC 335.14(a)-(d)for municipal hazardous
similar approved documentation. wastes or Class I industrial solid wastes;
30 TAC 330.1184(a)(6)for used oil filters;
30 TAC 330.1005(1)for medical waste, and by
authority of this schedule for all others.
h)Trip tickets or similar documentation retained by transporters of sewage sludge, wa- 5 years.
ter treatment sludge, septage,chemical toilet waste, or grit trap waste.
•
Local Schedule Abbreviations Used: Page
T TT AV-As long as administratively valuable LA-Life of asset 16
lJ 1 (rR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 114-94 FE-Fiscal Year End US -Until superseded of 25
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
- Item Records Series Title Retention Authority/Comments
5050-06 OPERATIONAL PERMITS AND APPROVALS
a)Permits, registrations, and other approvals from the Texas Natural Resource Con- Expiration,
servation Commission and any other local, state, or federal agency, as may be required cancellation,
by law or regulation concerning the collection, handling, transfer, storage, process- revocation, or denial +
ing, transportation, and disposal of solid waste or hazardous waste by a local govern- 5 years.
meat except for the operation of solid waste land disposal sites. Includes any reports,
correspondence, or other documentation bearing directly on the application for, the is-
suance of, or the renewal of the permit or license and any variances or exemptions
granted to a facility.
b) Permits from the Texas Natural Resource Conservation Commission concerning the Life of the facility 30 TAC 330.113(a)and (d).
operation of a solid waste land disposal site, including any reports, correspondence, or including the post-
other documentation bearing directly on the application for, the issuance of, or the re- closure care period.
newal of the permit and any modifications to the permit
5050-07 OPERATIONS RECORDS - Internal operational records and reports on any aspect
of the collection, handling, transfer, storage, processing, and disposal of solid waste
or hazardous waste by a local government except those reports that might be included
elsewhere in this schedule,such as item numbers 5050-06 and 5050-11.
a)Solid waste management operations except solid waste land disposal sites, sewage
sludge disposal operations, and waste tire facilities.
1)Records of solid waste management and monitoring activities, including doc- 3 years. 30 TAC 330.1182(4) for storage, processing,
umentation of compliance with standards such as strip charts and instrument call- or handling of used oil filters and by authority
bration. of this schedule for all others.
2)Periodic logs or reports compiled on less than an annual basis. 3 years.
• 3)Annual or biennial reports. PERMANENT.
Local Schedule Abbreviations Used: Page
UTT TT AV-As long as administratively valuable LA-Life of asset 17
chit-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
TEXASY'ATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
5050-07 OPERATIONS RECORDS (continued)
(cont.)
b)Operating record of solid waste land disposal sites including required plans and re- Life of the facility 30 TAC 330.113(d).
lated documents such as the approved Site Development Plan, the Final Closure Plan, including the post-
the Post-Closure Plan, the Landfill Gas Management Plan; documentation of groundwa- closure care period.
ter monitoring and corrective actions; cost estimates and financial assurance documen-
tation relating to closure and post-closure; copies of correspondence and responses re-
lating to the operation of the facility; and any other documents specified by the ap-
proved permit.
c)Sludge disposal operations for sewage sludge, water treatment sludge, septage,
chemical toilet waste, or grit trap waste.
1)Records of disposal of sewage sludge and domestic septage on a surface dis- 5 years. 30 TAC 312.67(a)(2)for sewage sludge and
posal site, including sludge sample analyses; certification statements; descrip- 30 TAC 312.67(b)(1) and (b)(2)for domestic
tions.of how pathogen requirements, vector attraction reduction requirements, • septage
site restrictions, and management practices are met; and identification of land on
which disposal operations are carried out
2)Records of disposal of sewage sludge, water treatment sludge, septage, chemi- 5 years. 40 CFR 503.47(a).
cal toilet waste,or grit trap waste by firing in a sewage sludge incinerator, includ-
ing measurements of the concentration of metals in the sludge fed to the incinera-
tor, information verifying compliance with air pollution control requirements,
and a calibration and maintenance log for the instruments used to monitor the
exit gas and combustion temperatures.
d)Records of waste tire facilities including a description of events at the facility relat- 3 years. 30 TAC 330.845(6).
ing to routine maintenance, fires, thefts, spraying for vectors, etc.; the annual report
required by the Texas Natural Resources Conservation Commission; a log containing
copies of all monthly reimbursement vouchers; a record of the dates and documentation
• of calibration by the manufacturer of the scale; and a log containing copies of the
monthly operations reports.
Local Schedule Abbreviations Used: Page
UT AV-As long as administratively valuable LA-Life of asset 18
CFR-Code of Federal Regulations TAC-Texas Administrative Code
' Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
4
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5050-07 OPERATIONS RECORDS (continued)
(cont.)
e)Hazardous waste operations.
1)Operating record of hazardous waste storage, processing, and disposal facili- Until closure of the 40 CFR 265.73(6).
ties,including a description of and quantity of each hazardous waste received; the facility.
method and date of its treatment, storage, or disposal; the location of each haz-
ardous waste in the facility and the quantity at each location; a map or diagram of
each cell or disposal area results of waste analyses; reports of incidents that re-
quire implementation of the contingency plan; testing or analytical data and cor-
rective action taken; and other records as required by federal regulation.
Retention Note: The retention period for the hazardous waste operating
record is extended automatically during the course of any unresolved en-
forcement action regarding the facility.
2)General inspection reports for hazardous waste storage, processing,and dis- 3 years. 40 CFR 265.73(b)(5).
posal facilities.
Retention Note: The retention period for the inspection reports is ex-
tended automatically during the course of any unresolved-enforcement-ac-
tion regarding the facility.
3)Annual or biennial reports. PET
5050-08 REPORTS TO REGULATORY AUTHORITIES - Periodic monitoring, financial,
and operational reports submitted to the Texas Natural Resources Conservation Com-
mission, the Environmental Protection Agency, or other agencies or local govern-
._. ments as required by law or regulation on the management of solid waste or hazardous
waste.
a)Periodic reports compiled and submitted on less than an annual basis. 3 years.
Retention Note: Reports of monitoring programs related to specific permits
such as hazardous waste operations and solid waste disposal land sites shall be
maintained for the retention period required for the operations records.
Local Schedule Abbreviations Used: Page
UTAV-As long as administratively valuable LA-Life of asset 19
CF1t-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End . US -Until superseded of 25
TEXAV 'ATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Tide Retention Authority/Comments
5050-08 REPORTS TO REGULATORY AUTHORITIES (continued)
(cont.)
b)Annual or biennial reports or special reports ordered by a regulatory authority. PERMANENT.
5050-09 SOLID WASTE MANAGEMENT PERMITS AND LICENSES
a)Applications, copies of permits or licenses, and related documentation concerning Expiration,
the issuance of permits or licenses by a local government for the collection, handling, cancellation,
transfer, storage, processing, transportation, and disposal of solid waste by private revocation, or denial of
concerns or individuals as may be required by local ordinance; and similar records relat- the permit+3 years.
ing to the review by a local government of waste disposal plant permits submitted to
the Texas Natural Resource Conservation Commission.
b)Records concerning any variance or exemption granted to a permittee. Expiration of variance
or exemption +3
years. •
5050-10 SOLID WASTE MANAGEMENT PERMIT AND LICENSE LOGS - Logbooks, PERMANENT.
registers, or comparable documents providing a record of solid waste management
permits and licenses issued by a local government.
5050-11 TONNAGE REPORTS -Daily tonnage reports of solid waste handled and processed
in a sanitary landfill, disposal plant, composting plant, or resource recovery facility.
See also item numbers 5050-05 and 5050-07.
a)If figures are totaled on a monthly report. 60 days. Exempt from destruction request requirement.
b)If figures are not totaled on a monthly report 3 years.
5050-12 TRANSPORTATION OF SOLID AND HAZARDOUS WASTE RECORDS
a)Documentation that solid waste or hazardous waste was taken to an authorized facil- 3 years. 30 TAC 330.1005(1)for medical waste,
ity. 30 TAC 330.32(c)for solid waste, and by
authority of this schedule for all others.
Local Schedule Abbreviations Used: Page
UT AV-As long as administratively valuable LA-Life of asset 20
CFR-Code of Federal Regulations TAC-Texas Administrative Code
' Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5050-12 TRANSPORTATION OF SOLID AND HAZARDOUS WASTE RECORDS
(cont.) (continued)
b)Records of the cleaning and disinfecting of vehicles used to transport medical 3 years. 30 TAC 330.1005(h).
waste.
c)Annual summary reports of waste shipment activities. PERMANENT.
5050-13 UNDERGROUND INJECTION CONTROL MONITORING -Records of all data 5 years following well 30 TAC 331.67(c)for Class I hazardous well
resulting from any monitoring activities, including the chemical and physical charac- plugging and aban- and 30 TAC 331.169(c) for Class I salt cavern
teristics of injected fluids or other records required by an underground injection well donment. solid waste disposal well.
permit.
5050-14 UNDERGROUND INJECTION CONTROL PERMITS -Copies of injection well 5 years following well
permits filed by rule (30 TAC, Chapter 331)of the Texas Natural Resource Conserva- plugging and
tion Commission with the health and pollution control authorities of the counties,.. abandonment.
cites, and towns where the wells are located.
Local Schedule Abbreviations Used: Page
r TT AV-As long as administratively valuable LA-Life of asset 21
v 1 CNK-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
TES STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
•
Item Records Series Title Retention Authority/Comments
PART 4: ELECTRIC UTILITY RECORDS
Retention Note: In addition to retention periods listed in this schedule and other
commission schedules, the Texas State Library and Archives Commission (TSLAC)
adopts certain rules, as listed below, of the Federal Energy Regulatory Commission re-
lating to the preservation and retention of electric utility records for use by Texas river
authorities. River authorities that provide electricity must follow the retention periods
in the federal schedule(see 18 CFR 1253)for records listed and follow retention peri-
ods set in this and other TSLAC schedules for records not listed in the federal schedule.
In accordance with 18 CFR 125.2(a)(2), if a record is listed in both the federal and a
TSLAC schedule and the retention period given on a TSLAC schedule is longer, the
longer retention period must be followed.
The Texas State Library and Archives Commission adopts the following rules of the
_ Federal Energy Regulatory Commission by reference: 18 CFR 125.2(a)(1)-(3);
125.2(!); 125.2(n)(2)-(5); and 125.3.
5075-01 CERTIFICATES OF CONVENIENCE AND NECESSITY - Applications for and
certificates of convenience and necessity issued by the Public Utility Commission.
a)Denied applications. - AV
b)Approved applications and issued certificates. PERMANENT.
5075-02 GROSS RECEIPTS ASSESSMENT REPORT - Annual or quarterly gross receipts FE+5 years.
assessment reports submitted to the State Comptroller of Public Accounts.
5075-03 OPERATIONS REPORTS - Internal reports, logs, or charts that document or sum-
marize the operations of electric utility facilities, plants, and systems.
a)Recording instrument charts. 1 year. Exempt from destruction request requirement.
b)Periodic reports and logs compiled on less than an annual basis. 3 years.
. Local Schedule Abbreviations Used: Page
UT7 TT AV-As long as administratively valuable LA-Life of asset 22
J 1 Cb'K-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
. '
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
•
5075-03 OPERATIONS REPORTS (continued)
(cont.)
c)Periodic surveys to secure data for compliance reports submitted to regulatory au- 3 years.
thorities (e.g., voltage surveys).
d)Annual reports. PERMANENT.
5075-04 REPORTS AND PLANS TO THE PUBLIC UTILITY COMMISSION - Re-
ports or plans, as required by law or regulation, submitted to the Public Utility Com-
mission as regulatory authority by local government owned electric utilities except re-
ports listed elsewhere in this schedule.
a)Annual and biennial reports or special reports ordered or required by a regulatory au- PERMANENT.
thority.
b)Periodic reports compiled and submitted on less than an annual basis. 3 years.
c)Construction reports-(including preliminary, monthly progress, quarterly status, PERMANENT.
and annual cost and schedule variance.analyses).
5075-05 REPORTS AND PLANS TO MUNICIPALITY AS REGULATORY 5 years.
AUTHORITY-Reports prescribed by state law or regulation or local policy received
by a municipality as regulatory authority from electric utilities.
5075-06 RIVER FLOW DATA - River flow data collected in connection with hydroelectric PERMANENT.
plant operations.
PART 5: GAS UTILITY RECORDS
•
5100-01 GAS LEAK INVESTIGATION REPORTS - Reports of investigation of gas leaks. 2 years.
Local Schedule Abbreviations Used: Page
UTT TT AV-As long as administratively valuable LA-Life of asset 23
CFR-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
r..a: ...
TEXA tA:a TE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5100-02 ODORIZATION RECORDS
a)List of odorization equipment in use, showing location, brand name and model US +1 year. Exempt from destruction request requirement.
number, and date last serviced.
b)Malodorant injection reports. 2 years.
c)Malodorant concentration test reports. 2 years. 16 TAC 7.71(g)(1) and (3).
5100-03 OPERATIONS REPORTS - Internal reports, logs, or charts that document or sum-
marize the operations of gas utility facilities, plants, and systems; except those noted
elsewhere in this schedule.
a)Recording and gas measuring instrument charts. 1 year. Exempt from destruction request requirement.
b)Periodic reports and logs compiled on less than an annual basis unless includable in 3 years. •
subsection (d).
c)Periodic surveys to secure data for compliance reports submitted to regulatory au- 3 years.
thorities unless includable in subsection(d).
d)Periodic reports, logs, or surveys necessary to demonstrate compliance with natural
gas pipeline safety rules of the Texas Railroad Commission, including accident re- 5 years. 16 TAC 7.70(h).
ports.
e)Annual reports. PERMANENT.
5100-04 REPORTS AND PLANS TO THE RAILROAD COMMISSION - Reports or
plans, as required by law or regulation, submitted to the Railroad Commission as regu-
latory authority by local government owned gas utilities except reports listed else-
' where in this schedule.
a)Annual and biennial reports or special reports ordered or required by a regulatory au- PERMANENT.
thority.
b)Periodic reports compiled and submitted on less than an annual basis. 3 years.
Local Schedule Abbreviations Used: Page
T TT AV-As long as administratively valuable LA-Life of asset 24
lJ t rlt-Code of Federal Regulations TAC-Texas Administrative Code of 25
Effective 11-1-94 FE-Fiscal Year End US-Until superseded
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title Retention Authority/Comments
5100-04 REPORTS AND PLANS TO THE RAILROAD COMMISSION (continued)
(cont.)
c)Construction reports.
PERMANENT.
5100-05 REPORTS AND PLANS TO MUNICIPALITY AS REGULATORY 5 years.
AUTHORITY -Reports prescribed by state law or regulation or local policy received
by a municipality as regulatory authority from gas utilities.
Local Schedule Abbreviations Used: Page
UTAV-As long as administratively valuable LA-Life of asset 25
C1412-Code of Federal Regulations TAC-Texas Administrative Code
Effective 11-1-94 FE-Fiscal Year End US -Until superseded of 25
CITY OF FRIENDSWOOD
RETENTION SCHEDULE
****************************************************************************
DATE: :,December_2, 1994
DEPARTMENT: City Secretary's Office
SCHEDULE(S) : Local Schedule EL, GR, TX
RECORDS RETENTION SCHEDULE(S) REVIEWED AND APPROVED AS PROPOSED BY TEXAS
STATE LIBRARY, (WITH) OR (WITHOUT) AMENDMENTS TO THE MINIMUM SCHEDULE.
�/ 62, •
DE•ARTMENT RECO•.5 COORDINATOR
D PAR MENT DIRECTIR i
**IF THERE ARE AMENDMENTS TO THE MINIMUM SCHEDULE, LIST THE SCHEDULES BELOW
AND ATTACH A COPY OF THE SCHEDULE TO THIS SIGN-OFF SHEET.
Local Schedule GR
1000-01 Agendas Permanent for historical reasons
1000-03a Minutes Permanent for historical reasons
1000-03d Audio Tapes - Work Sessions - 5 years
1000-03e Audio Tapes - Open Meetings - 5 years
1000-03F Audio Tapes - Closed Meetings - 5 years
1000-04 Open. Meeting Notices - Permanent
RET-1/KSSO3
Effective November 1, 1995
PART 1': ADMINISTRATIVE RECORDS
:SECTION 1-1: RECORDS OF GOVERNING BODIES
Retention Note: SCOPE OF SECTION- The retention periods established in this section also apply to the
subsidiary boards, bureaus commissions, or committees established by the governing body of a local government
ndemaking or quasi-judicial authority over any activity or program of the government or that were established by o ..';
order, or resolution for the purposes of advising the governing body or a subsidiary body on policy. Consequently. th
the term "governing body"in a records description includes the corresponding records of these subsidiary bodies.
1000-01 AGENDAS
No
a)Open meetings. RETENTION: 2 years.
Kett b)Closed sessions. RETENTION: 2 years. [By law-Government Code. Section SSI.104(a).]
rem
1000-02 DEDICATIONS. RETENTION: PERMANENT.
pet
1000-03 MINUTES (the use of the term audio tape in (c)-(e) includes videotapes with sound).
shrr a) Written minutes. RETENTION: PERMANENT.
lesu
2S-1 b)Notes taken during meetings from which written minutes are prepared. RETENTION: 90 days after approval of
minutes by the governing body. (Exempt from destruction request requirement)
iten•
'tar c)Audio tapes of open meetings,except as described in(d), for which written minutes are not prepared.
tl• RETENTION: PERMANENT.
IS d)Audio tapes of workshop sessions of governing bodies in which votes are not made and written minutes are not
r d required by law to be taken. RETENTION: -years. 5 7lit
ntl' e)Audio tapes of open meetings for which written minutes are prepared. RETENTION: 90 days after approval of
minutes by the governing body. (Exempt from destruction request requirement)
5
go' f)Audio tapes of closed meetings. RETENTION: 4iears. [By law- Government Code, Section 551.104(a).1
Int / /,
Supporting documentation -One copy of each document of any type submitted to a meeting of a governing body
�Aok consideration, approval, or other action;if such action is reflected in the minutes of the meeting. RETENTION:
2 years.
Retention Notes: a) 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
b)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.
1000-04 OPEN MEETING NOTICES. RETENTION: -2-years. cPe Am tt l" QNT
Page 4 of 28 • LOCAL SCHEDULE GR
c D :. Mayor
'f r 0° • :� HAROLD L WIBTA cE1
` a ; City of Friendswood
;;;.$1? r v" � . ) CounciLncmbera
` ,��s :. ., ". KITTEN NAJECATE
ai 910 South Friendswood Drive JERRY ERICSSON
Friendswood, Texas 77546-4856 TOM MANISON
.. � KIM BRIZENDINE
1®l " (281) 996-3270 ALINE DICKEY
aft,.].��T�7(p
Fax: (281) 482-1634 MEL MEASFI PS
"=:S.4:1
City Manager
RONALD E.COX
City Secretary
DELORIS McKENZIE,T.R.M.C.
CITY OF FRIENDSWOOD
RETENTION SCHEDULE
****************************************************************************
DATE: 12-10-98
DEPARTMENT: Human Resources
SCHEDULE(S) : Local GR Schedule
RECORDS RETENTION SCHEDULE(S) REVIEWED AND APPROVED AS PROPOSED BY TEXAS
STATE IBRARY, (WITH) OR (WITHOUT) AMENDMENTS TO THE MINIMUM SCHEDULE.
•
DE,,P``•6M/ T RECORDS COORDINATOR
DEPARTMENT DIRECTOR
**IF THERE ARE AMENDMENTS TO THE MINIMUM SCHEDULE, LIST THE SCHEDULES BELOW
AND ATTACH A COPY OF THE SCHEDULE TO THIS SIGN-OFF SHEET.
Section 3-1: Personnel Records
1050-26 Position description, Classifiacation, and Staff Monitoring records
b-1 Retention: Dispose with job description under (a)
change to Permament
RET-1/KSS03
t
Effective November 1. 1995
'50-26 POSITION DESCRIPTION, CLASSIFICATION. AND STAFF MONITORING RECORDS
a)Job descriptions. including any associated task or skill statements. RETENTION: Until superseded or position
abolished+4 years. (By regulation-40 TAC 301.6(1).]
b) Documentation concerning the development and analysis of job descriptions and classification systems, including
survey,review and audit reports;classification standards and guidelines;selection criteria,determination of
classification appeals.etc., as follows:
I) Documents linked to a specific position. RETENTION: Dispose with job description under(a).
2)Survey,audit,or other reports issued on a regular basis. RETENTION: Until superseded+-I years.
3)Other documentation not included in(b)(I)or(b)(2). RETENTION: PERMANENT.
c) Position staffing and vacancy reports. RETENTION: Until superseded. (Exempt from destruction request
requirement)
d) Personnel requisitions. RETENTION: 2 years.
[050-27 REDUCTION IN FORCE PLANS (including any related implementation documentation). RETENTION:
Until superseded,or if implemented,2 years from date of last RIF action under the plan.
1050-28 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).
a)Certificates of completion.transcripts, test scores,or similar records documenting the training, testing,or
continuing education achievements of an employee if such training or testing is required for the position held or if
the educational or skill attainment or enhancement affects or could affect career advancement in the local government
or. in the case of licensed or certified personnel(e.g.,school professionals,firefighters,police officers,health care
professionals), in other governments or the private sector. RETENTION: Date of separation-5 years.
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) Records documenting the planning,development,implementation, administration and evaluation of in-house
training programs. RETENTION: 3 years.
c)Training manuals,syllabuses,course outlines,and similar training aids used in in-house training programs.
RETENTION: Until superseded. (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).
RETENTION: 2 years.
Retention Note: If the only information documenting the in-house training of an employee of the
types described in(a)is contained in the measurement records of a group or class as a whole, the group
records must be retained for the date of separation +5 years for all employees included in the group records.
1050-29 UNEMPLOYMENT COMPENSATION CLAIMS FILES - Unemployment claims, pertinent
correspondence,and similar records documenting unemployment compensation cases. RETENTION: 5 years.
1050-30 VERIFICATION OF EMPLOYMENT ELIGIBILITY (INS Form 1.9). RETENTION: 3 years from
hire or 1 year after separation,whichever later. [By regulation- 8 CFR 474a.2(b)(2)(i)(A)and(c)(2).]
Retention Note: 1f a former employee is rehired and an INS Form 1-9 is still on file for the employee, the 3 year
retention period dates from date of first hire.
LOCAL SCHEDULE GR Page 19 of 28
City of 91ziendlcuood
109 WILLOWICK 7131482.3323 -
FRIENDSWOOD, TEXAS 77546-3898
CITY OF FRIENDSWOOD
RECORDS RETENTION SCHEDULE
*******e******* ;*****************a*********r*****ere**************
DATE : December 1, 1994
DEPARTMENT: Community Development Department
SCHEDULE(S) : Local Schedules GR & UT
RECORDS RETENTION SCHEDULE(S) REVIEWED AND APPROVED AS PROPOSED
BY TEXAS STATE LIB RY, (WITH) OR (WITHOUT) AMENDMENTS TO THE
M , I + UM SCHEDUL
i
/al - -a-,--
DEP�TMENT R CORDS COORDINATOR
L�Lr A lam!..t4y/05
DEPARTS NT SIR° /OR
**IF THERE ARE AMENDMENTS TO THE MINIMUM SCHEDULE , LIST THE
SCHEDULES BELOW AND ATTACH A COPY OF THE SCHEDULE TO THIS SIGN
OFF SHEET.
Iwck1 SC&Rctah GE
1000-03 D & E. 5 years - certain tapes may merit permanent retention for
Tapes historical reasons
1000-06 Petitions 5 years - certain petitions may merit permanent retention for
historical reasons
1000-03 Supporting
Documentation - 5 years or permanent for historical reasons
1000-26 Policies - 10 years or until superceded by different policy. Some
documentation may require permanent retention
Effective November 1,-1995
PART 1 ADMINISTRATIVE RECORDS
•SECTION 1-1: RECORDS OF GOVERNING BODIES
Retention Note: SCOPE OF SECTION- The retention periods established in this section also apply to the
subsidiary boards. bureaus commissions. or committees established by the governing body of a local government r•c;
ndemaking or quasi-judicial authority over any activity or program of the government or that were established by or.
•
order, or resolution for the purposes of advising the governing body or a subsidiary body on policy. Consequently, th
the term "governing body"in a records description includes the corresponding records of these subsidiary bodies.
1000-01 AGENDAS
No
a)Open meetings. RETENTION: 2 years.
(let' b)Closed sessions. RETENTION: 2 years. [By law- Government Code,Section 551.104(a).1
red( 1000-02 DEDICATIONS. RETENTION: PERMANENT.
Per
0/ 1000-03 MINUTES (the use of the term audio tape in (c)-(e) includes videotapes with sound).
' a) Written minutes. RETENTION: PERMANENT.
esti
b)Notes taken during meetings from which written minutes are prepared. RETENTION: 90 days after approval of
1.5-( minutes by the governing body. (Exempt from destruction request requirement)
ten'
toy c)Audio tapes of open meetings,except as described in(d), for which written minutes are not prepared.
It RETENTION: PERMANENT.
d)Audio tapes of workshop sessions of governing bodies in which votes are not made and written minutes are not
o required by law to be taken. RETENTION:;years. 5
t d:
na e)Audio tapes of open meetings for which written minutes are prepared. RETENTION: 90 days after approval of
minutes by the governing body. (Exempt from destruction request requirement)
5
=o' f)Audio tapes of closed meetings. RETENTION ears. [By law- Government Code.Section 55l.104(a).[
Supporting documentation -One copy of each document of any Ape submitted to a meeting of a governing body
o consideration,approval,or other action;if such action is reflected in the minutes of the meeting. RETENTION:
2 years.
•
Retention Notes: a) 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
b)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.
1000-04 OPEN MEETING NOTICES. RETENTION: -2-years. Pe in 19 iv ei✓T r
Page 4 of 28 LOCAL.SCHEDULE GR
•
Effective November 1, 1995 '
•
•
•
1000-24 COMPLAINTS - Complaints received from the public by a governing body or any officer or employee of a
local government relating.to government policy. RETENTION: Resolution or dismissal of complaint+2 years.
Retention ,Vote: The 2-year retention period applies only to complaints of a genera!nature that do not fail into a
different caregot-v of complaint noted in this or other commission schedules. For example. complaints from the
public about potential fire hazards are scheduled in Local Schedule PS(Records of Public Safety Agencies)and have
a longer retention period
1000-25 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). RETENTION: 4 years after the expiration or termination of the
instrument according to its terms.
1000-26 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 1025-0/(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. RETENTION: 5 years.
Retention Note: 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. RETENTION: 2 years.
c)Routine-Correspondence and internal memoranda such as letters of transmittal,requests for publications.internal
meeting notices,and similar routine matters. RETENTION: AV. (Exempt from destruction request requirement)
1000-27 DEEDS (including title opinions, abstracts and certificates of title. title insurance, documentation concerning
alteration or transfer of title,and similar records evidencing public ownership of real property). RETENTION:
PERMANENT.
1000-28 EASEMENTS - Documentation relating to easements and rights-of-way for public works or other local
government purposes, including releases. RETENTION: PERMANENT.
1000-29 INSURANCE POLICIES - Liability, theft, fire, health, life, automobile, and other policies for local
government property and personnel,including supporting documentation relevant to the implementation,modification,
renewal,or replacement of policies. RETENTION: 4 years after expiration or termination of the policy according to its
terms.
1000-30 LEGAL OPINIONS-Legal opinions rendered by counsel for a local government or the Attorney General,
including any written requests for opinions,concerning the governance and administration of a local government.
RETENTION: PERMANENT.
1000-31 LITIGATION CASE FILES (including all cases to which a local government is a party unless the case file is
of a type noted elsewhere in this or other commission schedules). RETENTION: AV after final disposition of the case.
(Exempt from destruction request requirement)
Retention Note: Review before disposal:some case files may merit permanent retention for historical reasons.
Page 6 of 28
Mlr nrr TTrI7 ,'!en,
o{ J t iEnc scuooJ
109 WILLOWICK 713/482-3323 -
FRIENDSWOOD, TEXAS 77546.3898
CITY OF FRIENDSWOOD
RECORDS RETENTION SCHEDULE
DATE: December 2, 1994
DEPARTMENT: City Manager's Office
SCHEDULE(S) : Local Schedule GR and Local Schedule
RECORDS RETENTION SCHEDULE : VIEWED AND APPROVED AS PROPOSED
BY TEXAS STATE LIBRARY , SiR (WITHOUT) AMENDMENTS TO THE
MINIMUM SCHEDULE .
DEPARTMENT RECORDS COORDINATOR
DEPARTMEN DIRECTOR
**IF THERE ARE AMENDMENTS TO THE MINIMUM SCHEDULE , LIST THE
SCHEDULES BELOW AND ATTACH A COPY OF THE SCHEDULE TO THIS SIGN
OFF SHEET.
LCOAL SCHEDULE GR, PAGE 10, Item # 100-26 (a) - Retention from 5 years to 10 years.
(b) - Retention from 2 years to 5 years.
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION LOCAL RECORDS RETENTION SCHEDULE
Item • Records Series Tide Retention
Authority/Comments
1000-25 CONTRACTS, LEASES, AND AGREEMENTS - Contracts, leases, and agree- 4 years after the
merits, including reports, correspondence, performance bonds, and similar records re- expiration or
lating to their negotiation, administration, renewal, or termination, except construe- termination of the
tion contracts (see item number 1075-16). instrument according
to its terms.
1000-26 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 in-
ternal 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 re-
garding 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 con-
cerning a workers compensation claim should be retained for the period given
under item number 1050-32, etc. The retention periods that follow are for cor-
respondence and internal memoranda that do not readily fall within other
record groups.
it
a)Policy and program development- Correspondence and internal memoranda pertain- years. Review before disposal; some correspondence
ing to the formulation, planning, implementation, modification, or redefinition of the of this type may merit permanent retention for
policies, programs, services, or projects of a local government. ;years. 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.
c)Routine - Correspondence and internal memoranda such as letters of transmittal, re- AV Exempt from destruction request requirement.
quests for publications, internal meeting notices, and similar routine matters.
1000-27 DEEDS (including title opinions, abstracts and certificates of title, title insurance, PERMANENT.
documentation concerning alteration or transfer of title, and similar records evidencing
public ownership of real property)
•
Local Schedule Abbreviations Used:
• (�17 AV-As long as administratively valuable Page
V l� y LA-Life of asset 1 O
(:FR-Code of Federal Regulations TAC-Texas Adtninist;tive Code
Amended eff.2-15-1993 FE-Fiscal Year End US-Until superseded
of 44
•
TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
LOCAL RECORDS RETENTION SCHEDULE
Item Records Series Title
Retention Authority/Comments
1000-21 A1eFWAVITS OF PUBLICATION (continued):
(cont.)
b)Election notices.
•
1)Notices of election in which candidates for federal office are not involved. 60 days after election Tex. Election Code, §§4.005(d) and 66.058(a).
day.
2)Notices of election in which candidates for federal office are involved. 22 months after
Tex. Election Code, §§4.005(d) and 66.058(g).
election day.c)All other published legal notices.
2 years.
1000-22 ANNEXATION, DISANNEXATION, ABOLITION, AND OTHER JURIS- 5 years. Review before disposal; many records of this
DICTIONAL RECORDS - Records relating to the annexation or disannexation of
territory to or from a local government, to its abolition, or to other actions which af- type may merit permanent retention for
fect its territorial jurisdiction or service area, including reports, correspondence, historical reasons.
records of public hearings, agreements, and similar records.
•
Retention Note: A contract or agreement relating to territorial jurisdic-
tion or the delivery of services between two or more governments (e.g., be-
tween a city and a county for fire services in an unincorporated area) must be •
kept for the retention period in item number 1000-25.
1000-23 CHARTERS
PERMANENT.
1000.24 COMPLAINTS - Complaints received from the public by a governing body or any Resolution or
officer or employee of a local government relating to government policy. dismissal of complaint
Retention Note: The 2-year retention period applies only to complaints +2 years.
of a general nature that do not fall into a different category of complaint 4
noted in this or other commission schedules (e.g., complaints from the pub-
lic about potential fire hazards are scheduled in Local Schedule PS and have a
longer retention period). N.
•
Local Schedule Abbreviations Used:
v
R AV-As long as administratively valuable LA-Life of asset Page
CFR-Code of Federal Regulations TAC-Texas Administrative Code 9
Amended eff 2-I5-1993 FE-Fiscal Year End US-Until superseded
of 44
•
•
�Ctg of 9t1En i.woOQ
109 WILLOWICK 7131482.3323 -
FRIENDSWOOD, TEXAS 77546.3898
CITY OF FRIENDSWOOD
RECORDS RETENTION SCHEDULE
*****K**************************+r+r*************************ter*****
DEPARTMENT:
SCHEDULE(S) : %f / /s %%. I// 1
- I _ ci
RECORDS RETENTION SCHEDULE(S) REVIEWED AND APPROVED AS PROPOSED
BY TEXAS STATE LIBRARY,
MINIMU SCHEDULE. GWOR (AMENDMENTS TO THE
MEN RE OR It COORDINATOR
DEPARTMENT DIRECTOR
•
**IF THERE
ARE AMENDMENTS TO THE MINIMUM SCHEDULE, LIST THE
SCHEDULES BELOW AND ATTACH A COPY OF THE SCHEDULE TO THIS SIGN
OFF SHEET.
rrrin RI Finn n
NOV 3 tl 1994
CITY of FRIENDSWOOD
FIRE MARSHAL'S OFFICE
•
Cct9 of gzi.Enda.
• w'p pd
109 WILLOWICK 713/482-3323 --
FRIENDSWOOD, TEXAS 77546.3898
CITY OF FRIENDSWOOD
RETENTION SCHEDULE
*ar
DATE: December 1 1994 I
DEPARTMEI.
NT: Police — —=—__
SCHEDULEC5) :
Local Goverlmlent Bulletin ii2
GR � PS,
RECORDS RETENTION
RECORDS TEXAS STATE SCHEDULES) REVIEWED AND
NIMUM SCHEDULE. LIBRARY' (WITH) OR APPROVED AS
/ (WIT! Hp`KgMENDMENTSPROPOSED
,y-�iF. . TO THE
�1 1 ' i `�� , �� J�
'IF),� i� ORDINATOR
I PARTMENT DIRECTOR
IF THERE ARE AMENDMENTS TO THE
SCHEDULES BELOW RE AND ATTACH
OFF SHEET. A MINIMUM SCHEDULE, LIST THE
COPY OF THE SCHEDULE TO THIS SIGN
i'
City of 9zi.Ends.wo
od
109 WILLOWICK 713/482.3323
FRIENDSWOOD, TEXAS 77546.3898
CITY OF FRIENDSWOOD
RECORDS RETENTION SCHEDULE
DATE: December 2, 1994
DEPARTMENT: Administrative Services
SCHEDULE(S) : Local Schedule GR, Local
Schedule LC, Local Schedule PS
Local Schedule TX,
Local Schedule UT — —
RECORDS RETENTION SCHEDULE(S)
RECORDS
TEXAS STATE LIBRARY, REVIEWED AND
MINI M SCHED LE.
(WITH) OR ( APPROVED AS PROPOSED
WITHOUT AMENDMENTS TO THE
`W/' O. .„,9 0212___()
DEPARTMENT RECORDS OORDINATOR
DEPARTMENT DIRECTOR
**IF THERE ARE AMENDMENTS TO THE MINIMUM
SCHEDULES BELOW AND ATTACH A COPY OF THE SCHEDULE TO
OFF CH SHEET. SCULEUTO , LIST THE
THIS SIGN
i'
i:.
1
•
&ty of -/ 1LLEn.h.c TOOd
109 WILLOWICK 713/482-3323 -
FRIENDSWOOD, TEXAS 77546-3898
CITY OF FRIENDSWOOD
RECORDS RETENTION SCHEDULE
************** *********************lie****rat************ ********
DATE: Jf/zo/f4/
DEPARTMENT: //Pahla , Works
SCHEDULE(S) : 6
RECORDS RETENTION SCHEDULE(S) REVIEWED AND AP/PROVED AS PROPOSED.
BY TEXAS STATE LIBRARY , (WITH) OR (WITHOUT/ AMENDMENTS TO THE
MINIMUM SCHEDULE.
'} o
DEPARTMENT RECORDS COO R
Me Art:,..0(3. 7.11.1upcesafte
DEPARTMENT DIRECTOR
**IF THERE ARE AMENDMENTS TO THE MINIMUM SCHEDULE, LIST THE
SCHEDULES BELOW AND ATTACH A COPY OF THE SCHEDULE TO THIS SIGN
OFF SHEET.
eat 4-1 of J zLEYZJS OOJ
109 WILLOWICK 7131482.3323 •
FRIENDSWOOD, TEXAS 77546-3898
CITY OF FRIENDSWOOD
RECORDS RETENTION SCHEDULE
*****K*************+ *********************************************f
DATE: /1`t0—c/ 51
DEPARTMENT: 11�1
SCHEDULE(S) : ,
•ECORDS RETENTION SCHEDULE(S) REVIEWED AND APP,ROVED AS PROPOSED
BY TE ' S STATE LIBRARY , (WITH) OR (Ids-Pft&'P-)/ AMENDMENTS TO THE
MINIM. SCHEDULE.
, ._V__ AI
D ARTMENi RECORDS COORDINATOR
DEPARTMENT DIRECTOR
•
**IF THERE ARE AMENDMENTS TO THE MINIMUM SCHEDULE , LIST THE
SCHEDULES BELOW AND ATTACH A COPY OF THE SCHEDULE TO THIS SIGN
OFF SHEET.
City Of 9tLEntia.CUOOJ
109 WILLOWICK 7131462.3323 -
FRIENDSWOOD, TEXAS 77546-3898
CITY OF FRIENDSWOOD
RECORDS RETENTION SCHEDULE
f l*K***fl****fl******4*******K******** E**************K%**********K
DATE : 12/2/94
DEPARTMENT: Library
SCHEDULE(S) : Local Schedule GR
RECORDS RETENTION SCHEDULE(S) REVIEWED AND APPROVED AS PROPOSED
BY TEXAS STATE LIBRARY , (WITH) OR (WITHOUT/AMENDMENTS TO THE
MINIMUM SCHEDULE.
D TMENT REC• ' : - OORDINATOR
. / . 4 tor A._ • , .4 1...1-a
DEPARTMENT DIRECTOR /
**IF THERE ARE AMENDMENTS TO THE MINIMUM SCHEDULE , LIST THE
SCHEDULES BELOW AND ATTACH A COPY OF THE SCHEDULE TO THIS SIGN
OFF SHEET.
� ( I
de
ty of gzLEn. scvood
109 WILLOWICK 7131482.3323 -
FRIENDSWOOD, TEXAS 77546-3898
CITY OF FRIENDSWOOD
RECORDS RETENTION SCHEDULE
it***************************** t********e*tr*ftt****************4ft**
DATE: December 2, 1994
DEPARTMENT: Parks and Recreation
SCHEDULE(S) : Local Schedule GR
Local Schedule GR Ammended
RECORDS RETENTION SCHEDULE(S) REVIEWED AND APPROVED AS PROPOSED
BY TEXAS STATE LIBRARY, (WITH) OR (WITH-OUTj /AMENDMENTS TO THE
MINIMUM SCHEDULE.
DEPART 2 NT RECORDS COORDINATOR
QC • r
DE RTMENT DIRECTOR
**IF THERE ARE AMENDMENTS TO THE MINIMUM SCHEDULE , LIST THE
SCHEDULES BELOW AND ATTACH A COPY OF THE SCHEDULE TO THIS SIGN
OFF SHEET.