| 005156 |
Automotive Records: Certificates of Mileage
|
This series documents the exact mileage (odometer reading) on a vehicle at the time of sale or transfer. Note: Code requires mileage to be written on title or title application at time of sale. This series applies to any separate documentation held by the locality selling or disposing of vehicles. |
Retain 3 year(s) after event |
Non-confidential Destruction |
COV 46.2-629
|
9/10/2026 |
| 005157 |
Automotive Records: Federal Motor Carrier Drug and Alcohol Tests - Negative
|
This series documents the testing of certain drivers as required by 49CFR382.111 - 311. |
Retain 1 year(s) after receipt |
Confidential Destruction |
49CFR382.401, 49CFR382.111 - 311
|
9/10/2026 |
| 005158 |
Automotive Records: Federal Motor Carrier Drug and Alcohol Tests - Positives
|
This series documents the testing of certain drivers as required by 49CFR382.111 - 311. |
Retain 5 year(s) after end of calendar year |
Confidential Destruction |
49CFR382.401, 49CFR382.111 - 311
|
9/10/2026 |
| 005160 |
Automotive Records: Fuel Metering/Monitoring Records
|
This series documents the periodic measuring or monitoring of bulk fuels. |
Retain 6 month(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005161 |
Automotive Records: Fuel Receipts/Tickets - Commercial Service Stations
|
This series documents the receipt of gasoline or other services at commercial gas stations, including credit card receipts. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005162 |
Automotive Records: Fuel Receipts/Tickets - State Owned Facilities
|
This series documents the receipt of gasoline or other services from state owned facilities which are retained to verify reimbursement requests. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005159 |
Automotive Records: Fuel/Lubricant Issue Records
|
This series documents the issue of fuels or lubricants and requests for reimbursements. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005163 |
Automotive Records: Mileage/Usage Reports
|
This series documents the completion and submission of any mileage or usage reports. |
Retain 1 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005164 |
Automotive Records: Motor Vehicle Accident Reports
|
This series documents the reporting of and/or investigation of motor vehicle accidents. |
Retain 5 year(s) after closed |
Non-confidential Destruction |
|
9/10/2026 |
| 005165 |
Automotive Records: Motor Vehicle Maintenance - Administrative Reports and Records
|
This series documents the administrative actions necessary to operate a maintenance facility, including maintenance related reports and other supporting records not otherwise listed on this schedule. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 005166 |
Automotive Records: Motor Vehicle Maintenance - Consumption and Use Records
|
This series documents the daily mileage, fuel use and oil consumption of individual vehicles. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005167 |
Automotive Records: Motor Vehicle Maintenance - Parts and Supply Records
|
This series documents the ordering, inventory and use of stocks of parts, bulk lubricants and other maintenance or operating supplies. |
Retain 2 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005168 |
Automotive Records: Motor Vehicle Maintenance - Repair and Service Records
|
This series documents the repair, maintenance and servicing of specific vehicles. |
Retain until after equipment, facility, or property sold or no longer in use |
Non-confidential Destruction |
|
9/10/2026 |
| 005169 |
Automotive Records: Motor Vehicle Release/Transfers
|
This series documents the sale, transfer, or disposal of surplus, excess, or non-repairable vehicles. |
Retain 3 year(s) after equipment, facility, or property sold or no longer in use |
Non-confidential Destruction |
|
9/10/2026 |
| 005170 |
Automotive Records: Motor Vehicle Reports
|
This series documents the routine reporting of administrative information on motor vehicles. Includes reports not listed on this schedule. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005171 |
Automotive Records: Motor Vehicle Use/Control - Dispatch Records
|
This series documents the daily assignment and use of motor vehicles and other large equipment. |
Retain 2 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005172 |
Automotive Records: Motor Vehicle Use/Control - Sign Out Logs/Books
|
This series documents the acceptance/receipt of vehicles for daily use. |
Retain 2 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005173 |
Automotive Records: Motor Vehicle Use/Control - Use Requests
|
This series documents the receipt and response to requests for vehicles for use on specific days. |
Retain 3 month(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 005174 |
Automotive Records: Motor Vehicle Use/Control - Vehicle Assignments
|
This series documents the long term or permanent assignment of vehicles to specific individuals, offices or uses. |
Retain 2 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005175 |
Automotive Records: Registrations - Vehicle
|
This series documents registration and licensing of locality owned vehicles. |
Retain until after event |
Non-confidential Destruction |
COV 46.2-600
|
9/10/2026 |
| 005176 |
Automotive Records: State Inspections - Inspection Station Copies
|
This series documents the inspection of vehicles by approved inspection stations. This series includes: station copies. |
Retain 2 year(s) after end of calendar year |
Non-confidential Destruction |
COV 46.2-1163
|
9/10/2026 |
| 005177 |
Automotive Records: State Inspections - Vehicle Copies
|
This series documents that vehicle has been inspected at an approved inspection station. |
Retain until after event |
Non-confidential Destruction |
COV 46.2-1157
|
9/10/2026 |
| 005178 |
Automotive Records: Vehicle Repair Work Orders - Logs
|
This series documents the receipt and control of requests for repair or service work at a vehicle maintenance facility. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005179 |
Automotive Records: Vehicle Repair Work Orders - Requestor's Copy
|
This series documents the request for repair or service work from a vehicle maintenance facility. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005180 |
Automotive Records: Vehicle Repair Work Orders - Shop Copies
|
This series documents the receipt of a work order and actions taken in response. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005181 |
Automotive Records: Vehicle Titles
|
This series documents the legal ownership and titling of vehicles. |
Retain until after end of calendar year |
Non-confidential Destruction |
COV 46.2-600
|
9/10/2026 |
| 005182 |
Building Maintenance/Management: ADA Compliance Records
|
This series documents the receipt and responses to ADA complaints and records of ADA self evaluations. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
28CFR36.102, 28CFR, Sec 35/36
|
9/10/2026 |
| 005183 |
Building Maintenance/Management: Asbestos Records
|
This series documents the identification, removal and/or covering of asbestos within locality owned facilities. Does not include contracting records. |
|
Permanent, In Agency |
40CFR763.94
|
9/10/2026 |
| 005184 |
Building Maintenance/Management: Custodial Records
|
This series documents the supervision of custodial activities including but not limited to assignments, work responsibilities, checklists, inspections, reports and other related documents except fiscal and payroll. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 005185 |
Building Maintenance/Management: Elevator Records
|
This series verifies the completion of required elevator inspections. |
Retain 3 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 005186 |
Building Maintenance/Management: Grounds Keeping Records
|
This series documents the supervision of grounds keeping activities including but not limited to assignments, work responsibilities, checklists, inspections, reports and other related documents except fiscal and payroll. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 200808 |
Building Maintenance/Management: Inspections
|
This series documents the inspection of state or agency owned property and installed equipment not covered by another records series. This series may include, but is not limited to: inspections, photographs, recommended actions, and follow-up notes. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 005187 |
Building Maintenance/Management: Installed Equipment
|
This series documents the installation, maintenance, service and history of building installed equipment. |
Retain until after equipment, facility, or property sold or no longer in use |
Non-confidential Destruction |
|
9/10/2026 |
| 005188 |
Building Maintenance/Management: Parking Records
|
This series documents the assignment, control and use of parking spaces. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005189 |
Building Maintenance/Management: Repair/Service Records
|
This series documents requests for building repair or service work, including call records, work orders, actions and other related documentation except on installed equipment. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005190 |
Building Maintenance/Management: Space Utilization records
|
This series documents the assignment, control and use of offices, floor space, rooms or other facilities within assigned buildings, excluding fiscal records. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 005191 |
Building Maintenance/Management: Warranty Files
|
This series documents the manufacturer's/vendor's warranty to replace and/or repair defective materials or equipment. |
Retain 1 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 200959 |
Construction Stormwater Permit Compliance and Inspections: Record Copy
|
This series documents the agency's record copy of responsibilities pertaining to compliance with Construction Stormwater General and Individual Permits permitted by the Virginia Department of Environmental Quality. This series may include, but is not limited to, inspections, correspondence, and compliance documentation. |
Retain 5 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 005192 |
Environmental Protection: Hazardous Chemical Records
|
This series documents the presence and/or use of hazardous chemicals in the workplace. Records must include but are not limited to Material Safety Data Sheets (MSDS), hazardous chemical inventories and hazardous chemical exposure records. 29CFR1910.1200. |
Retain 30 year(s) after event |
Non-confidential Destruction |
29CFR1910.1200
|
9/10/2026 |
| 005193 |
Environmental Protection: Hazardous Waste Reports
|
This series documents preparation and filing of reports required by Virginia Administrative Code, 9VAC20-60-305. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
40CFR262.40, 9VAC20-60-305
|
9/10/2026 |
| 005194 |
Environmental Protection: Medical Waste Records
|
This series documents the authorized and proper disposal of medical waste as required by Virginia Administrative Code, 9VAC20-120-310. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
9VAC20-120-310
|
9/10/2026 |
| 005195 |
Environmental Protection: Other Waste Disposal Records
|
This series documents any activities related to waste disposal not otherwise listed on this schedule. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005196 |
Environmental Protection: Radiation Exposure - Badge Reports
|
This series documents the testing of and receipt of radiation badge exposure reports documenting dosage received during a specified period. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
10CFR20.2104
|
9/10/2026 |
| 005197 |
Environmental Protection: Radiation Exposure - Cumulative Exposure Records
|
This series documents the total radiation exposure of an employee during the time of employment as required by the Code of Federal Regulations. |
Retain 30 year(s) after end of calendar year |
Non-confidential Destruction |
10CFR20.2103, 10CFR20.1502
|
9/10/2026 |
| 005198 |
Environmental Protection: Radiation Exposure - Transportation Manifests
|
This series documents the authorized and proper transportation of hazardous waste as required by Virginia Administrative Code, 9VAC20-60-430. |
Retain 3 year(s) after event |
Non-confidential Destruction |
40CFR263.22, 9VAC20-60-430
|
9/10/2026 |
| 005199 |
Equipment Maintenance: Maintenance Reports
|
This series documents the status of equipment in use by the locality. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 005200 |
Equipment Maintenance: Repair and Service Records
|
This series documents the repair and service history of non-automotive and non-installed equipment owned by the locality. |
Retain until after equipment, facility, or property sold or no longer in use |
Non-confidential Destruction |
|
9/10/2026 |
| 005201 |
Equipment Maintenance: Technical Reference and Maintenance Publications
|
This series collects technical reference material needed to use, maintain, supply and repair locality owned equipment. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 005202 |
Equipment Maintenance: Warranty Files
|
This series documents the manufacturer's/vendor's warranty to replace and/or repair defective equipment. |
Retain 1 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 200960 |
Erosion and Sediment Control and Stormwater Management: Certifications (Record Copy)
|
This series documents agency employees holding the Virginia Erosion and Sediment Control and Stormwater Management certification. This series may include, but is not limited to, certificates and correspondence. |
Retain 1 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 005203 |
Mail Records: Box Rent Receipts
|
This series documents the issue of internal mail boxes and the collection of rent receipts. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005204 |
Mail Records: Certified and Registered Mail
|
This series documents the acceptance and shipment or receipt and release of certified or registered mail. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005205 |
Mail Records: Equipment Maintenance Records
|
This series documents the repair and maintenance of mailroom equipment. |
Retain until after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 005206 |
Mail Records: Mail/Parcel Metering Records
|
This series controls the use of mail or parcel meters and the accounting for charges incurred. |
Retain 3 year(s) after end of state fiscal year |
Non-confidential Destruction |
|
9/10/2026 |
| 005208 |
Mail Records: Postage/Payment Due Records
|
This series documents the receipt and collection of funds for postage mail, COD mail and other collections. |
Retain 3 year(s) after final payment |
Non-confidential Destruction |
|
9/10/2026 |
| 005209 |
Mail Records: Postal Payments
|
This series documents the payment of bills for postage or other mail services. |
Retain 3 year(s) after final payment |
Non-confidential Destruction |
|
9/10/2026 |
| 005210 |
Mail Records: Refunds and Adjustments
|
This series documents the request for and/or receipt of refunds or adjustments from the USPS or other common carriers. |
Retain 3 year(s) after end of state fiscal year |
Non-confidential Destruction |
|
9/10/2026 |
| 005211 |
Mail Records: Requisitions for Postage
|
This series documents internal requests for postage, issue or postage and reimbursement, if applicable. |
Retain 3 year(s) after end of state fiscal year |
Non-confidential Destruction |
|
9/10/2026 |
| 005207 |
Mail Records: Shipment/Receipt Control Records (Non-Fiscal)
|
This series documents the control of incoming and outgoing mail. |
Retain 6 month(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005212 |
Mail Records: Special Handling or Shipping
|
This series documents the shipment or receipt of parcels through common carriers (Fed-ex, UPS, couriers, etc) and subsequent bill and payment. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005213 |
Radio Operations Records: Design and Planning Files
|
This series documents and planning for new or modified radio communications systems. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005214 |
Radio Operations Records: Equipment Procurement Files
|
This series documents the purchase of radios and support equipment. |
Retain 3 year(s) after equipment, facility, or property sold or no longer in use |
Non-confidential Destruction |
|
9/10/2026 |
| 005215 |
Radio Operations Records: Logs and Operations Files
|
This series documents operator and dispatcher files created during routine radio usage unless covered by another records series. |
Retain 2 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005216 |
Radio Operations Records: Maintenance and Service Records
|
This series documents maintenance and service history for radios and support equipment. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005217 |
Radio Operations Records: Warranty Files
|
This series contains copies of equipment warranties and any related claims. |
Retain 1 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 005220 |
Real and Rental Property Records: Construction Plan Reviews
|
This series documents a locality's actions to prepare for construction or renovation projects. This series may include, but is not limited to, preliminary plans, drawings, and specifications. |
Retain 1 year(s) after decision |
Non-confidential Destruction |
|
9/10/2026 |
| 005221 |
Real and Rental Property Records: Construction Project Management
|
This series documents locality actions in supervision of construction or renovation contracts. This series may include, but is not limited to, correspondence and supporting documentation. |
Retain 5 year(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 005222 |
Real and Rental Property Records: Construction Projects - Requests, Justifications and Rankings
|
This series documents the locality's actions to obtain authorization and funding for Capital Outlay Projects. This series may include, but is not limited to, correspondence and supporting documentation. |
Retain 5 year(s) after project completion |
Non-confidential Destruction |
|
9/10/2026 |
| 005227 |
Real and Rental Property: Leases
|
This series documents a locality's attempts to negotiate a lease. This series may include, but is not limited to, drafts, correspondence, and supporting documentation. |
Retain 5 year(s) after expiration |
Confidential Destruction |
|
9/10/2026 |
| 005218 |
Real Property Records: Construction As-Built Plans, Specifications, Drawings, Plans & Maps
|
This series documents the end result of construction and renovation projects affecting locality owned property. |
|
Permanent, In Agency |
|
9/10/2026 |
| 005219 |
Real Property Records: Construction Contract Admin
|
This series documents locality actions in supervision of construction or renovation contracts. |
Retain 5 year(s) after decision |
Non-confidential Destruction |
|
9/10/2026 |
| 005223 |
Real Property Records: Deeds - Duplicates
|
This series documents locality ownership of real property. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 005224 |
Real Property Records: Deeds - Record Copy
|
This series documents locality ownership of real property. |
Retain until after event |
Non-confidential Destruction |
|
9/10/2026 |
| 005225 |
Real Property Records: Easements
|
This series documents the existence of easements which affect locality owned or leased property. |
Retain 5 year(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 005226 |
Real Property Records: Handicapped Barrier Files
|
This series documents the identification and correction of barriers to handicapped access to facilities. |
Retain 5 year(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 005228 |
Real Property Records: Property Appraisals/Evaluations
|
This series documents the completion of property appraisals and/or evaluations prior to purchase, lease, sale or other disposal of locality owned or used real property. |
Retain 5 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005229 |
Real Property Records: Surplus Property Disposal
|
This series documents the reporting and disposal of surplus locality owned real property. |
Retain 3 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 005230 |
Reproduction Records: Equipment Procurement Files
|
This series documents the purchase of copiers, duplicators and support equipment. |
Retain 3 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 005231 |
Reproduction Records: Mailing Lists
|
This series documents creation of special purpose mailing lists for routine distribution of printed materials. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 005232 |
Reproduction Records: Maintenance and Service Records
|
This series documents maintenance and service history for copiers, duplicators and support equipment. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005233 |
Reproduction Records: Management Files
|
This series documents the routine management of an agency printing/duplication shop. Includes but is not limited to logs, registers and inventories. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 005236 |
Reproduction Records: Printing Masters, Artwork, Specifications and Layouts
|
This series documents the planning and layout of complex printing requirements. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 005234 |
Reproduction Records: Printing/Duplication Job Orders - Requestor Copy
|
This series documents agency requests for printing/duplication, either internal or external, excluding purchase orders. |
Retain 1 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005235 |
Reproduction Records: Printing/Duplication Job Orders - Shop Copy
|
This series documents work requested of and/or completed by an agency run printing or duplication shop. Series includes printing order, planning files, receipt documents and other supporting material. Refer to General Records Retention and Disposition Schedule GS2, Fiscal Records for retention guidelines on payment records. |
Retain 1 year(s) after project completion |
Non-confidential Destruction |
|
9/10/2026 |
| 005237 |
Reproduction Records: Warranty Files
|
This series contains copies of equipment warranties and any related claims. |
Retain 1 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 005238 |
Risk Management Records: Insurance Claims
|
This series documents the filing and disposition of claims by the locality or against the locality's insurers. |
Retain 5 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 005239 |
Risk Management Records: Insurance Policies - Automotive
|
This series documents the insurance status of the locality. |
Retain 5 year(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 005240 |
Risk Management Records: Insurance Policies - General Liability
|
This series documents the insurance status of the locality. |
Retain 25 year(s) after expiration |
Non-confidential Destruction |
|
9/10/2026 |
| 005241 |
Risk Management Records: Insurance Policies - Property
|
This series documents the insurance status of the locality. |
Retain 5 year(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 005243 |
Security Records: Emergency Response Plans
|
This series documentsĀ plansĀ and planning effortsĀ related toĀ preparing for, responding to, recovering from, and mitigating emergencies and disasters.Ā This series includes, but isĀ not limited to: the Commonwealth of Virginia Emergency Operations PlanĀ and supporting plans, the State Hazard Mitigation Plan, Agency Support Plans, Continuity of Operations Plans (COOP), andĀ any otherĀ plans or planning materials documentingĀ state response toĀ and recovery from disasters orĀ emergenciesĀ as defined inĀ Code of VirginiaĀ 44-146.16. |
Retain until after superseded, obsolete, or rescinded |
Confidential Destruction |
EO 41 (2018)
|
9/10/2026 |
| 005244 |
Security Records: Equipment Control Logs
|
This series documents the movement of equipment into and out of facilities when control is required for security purposes. |
Retain 6 month(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 005246 |
Security Records: Fire Extinguishers Inspections Reports
|
This series includes fire extinguisher tags or sheets that document routine extinguisher inspections. |
Retain until after event |
Non-confidential Destruction |
|
9/10/2026 |
| 005247 |
Security Records: Fire Safety Inspections
|
This series documents the completion and results of fire safety inspections, including any follow-up actions taken. |
Retain 5 year(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 005248 |
Security Records: Guard or Security Monitor Files
|
This series consists of records (other than personnel or payroll) tracking daily assignment, duties, responsibilities, use or control of building/department guards or security monitors. |
Retain 2 year(s) after last action |
Confidential Destruction |
COV 2.2-3705
|
9/10/2026 |
| 005249 |
Security Records: Personal Identification Records (Access and Security)
|
This series consists of records used to identify individuals having access to buildings, departments, room or areas. Includes issue records, back-up photos and other supporting documentation. |
Retain 1 year(s) after last action |
Confidential Destruction |
COV 2.2-3705
|
9/10/2026 |
| 005250 |
Security Records: Safety Records
|
This series consists of records produced, maintained or collected by the locality, building or department safety officer. |
Retain 3 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 200036 |
Security: Disaster Recovery Files
|
This series documents the process of and expenses for the recovery from a State- or Federally-declared disaster. This series may include, but is not limited to: damage reports, repair reports, expense records, a copy of all activated response plans, and supporting documentation. |
Retain 5 year(s) after last action |
Confidential Destruction |
|
9/10/2026 |
| 005690 |
Security: Incident Reports
|
This series documents the reporting, investigation and action taken in regard to security-related incidents occurring at buildings and facilities. Materials may include paper reports and forms, photographic evidence and magnetic or electronic surveillance recordings. |
Retain 3 year(s) after last action |
Non-confidential Destruction |
|
9/10/2026 |
| 005251 |
Security: Security and Surveillance Recordings
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This series documents the monitoring of buildings and government-owned vehicles or areas for security purposes. This series may include, but is not limited to, audio or video recordings in electronic or magnetic format. |
Retain 1 month(s) after event |
Non-confidential Destruction |
|
9/10/2026 |
| 005242 |
Security: Visitor Access Control Records
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This series documents visitor access to specific buildings, departments, rooms, or areas. This series may include, but is not limited to: access lists, sign-in sheets, logs, registers, screenings, instruction books, and emergency contacts. |
Retain 6 month(s) after no longer administratively useful |
Confidential Destruction |
|
9/10/2026 |
| 005252 |
Stockroom/Warehouse Records: Inventory Records
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This series documents the routine inventory of supplies or stocks on hand. |
Retain until after project completion |
Non-confidential Destruction |
|
9/10/2026 |
| 005253 |
Stockroom/Warehouse Records: Issue/Delivery Records
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This series documents the issue or delivery of supplies to users within the locality. |
Retain 6 month(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005254 |
Stockroom/Warehouse Records: Receiving Records - Accounting Copy
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This series documents the receipt of goods from vendors and/or common carriers. |
Retain until after end of state fiscal year |
Non-confidential Destruction |
|
9/10/2026 |
| 005255 |
Stockroom/Warehouse Records: Receiving Records - Other Copies
|
This series documents the receipt of goods from vendors and/or common carriers. |
Retain until after no longer administratively useful |
Non-confidential Destruction |
|
9/10/2026 |
| 005256 |
Stockroom/Warehouse Records: Replenishment Orders
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This series consists of copies of orders/requisitions sent to purchasing to refill on-hand stocks. |
Retain 1 year(s) after submission |
Non-confidential Destruction |
|
9/10/2026 |
| 005257 |
Stockroom/Warehouse Records: Signature Card/Authority Files
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This series documents the authority of an individual to receive, accept and sign for supplies and equipment for internal units of the locality. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 005258 |
Stockroom/Warehouse Records: Stock Control/Usage Records
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This series documents the on-hand balances, status, usage, issuance and reorder of stocks of supplies stored for issue by the stockroom or warehouse. |
Retain 6 month(s) after final payment |
Non-confidential Destruction |
|
9/10/2026 |
| 005259 |
Stockroom/Warehouse Records: Stock Locator Records
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This series documents the assignment of and location of stocks of inventories maintained on hand by the stockroom or warehouse. |
Retain until after superseded, obsolete, or rescinded |
Non-confidential Destruction |
|
9/10/2026 |
| 005260 |
Stockroom/Warehouse Records: Supply Requests
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This series documents the receipt and fulfillment of orders from internal users from stockroom or warehouse. |
Retain 1 year(s) after project completion |
Non-confidential Destruction |
|
9/10/2026 |
| 005261 |
Stockroom/Warehouse Records: Surplus Property Records
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This series documents the receipt and fulfillment of orders from internal users from stockroom or warehouse. |
Retain 3 year(s) after equipment, facility, or property sold or no longer in use |
Non-confidential Destruction |
|
9/10/2026 |
| 005262 |
Telecommunications Equipment: Bills or Invoices
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This series documents the providers billing for telecommunications services. |
Retain 5 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005263 |
Telecommunications Equipment: Equipment Installation Files
|
This series documents plans for and locations of installed telecommunications equipment. Does not include bills for installation services. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005264 |
Telecommunications Equipment: Internal Billing Files
|
This series documents the internal charging or reimbursement for telecommunications services. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005265 |
Telecommunications Equipment: Itemized Bills - Detached
|
This series documents the itemized phone calls charged for by a service provider, if stored separately from the main bill. |
Retain 6 month(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005266 |
Telecommunications Equipment: Logs and Operation Records
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This series includes any internal logs or operational records used to monitor and/or control telecommunications and/or telecommunications equipment. |
Retain 2 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005267 |
Telecommunications Equipment: Maintenance and Service Files
|
This series include routine service and maintenance records for installed telecommunications equipment. |
Retain 3 year(s) after end of calendar year |
Non-confidential Destruction |
|
9/10/2026 |
| 005268 |
Telecommunications Equipment: System Design and Planning Files
|
This series documents any plans or designs for purchase of new or expanded telecommunication equipment or services. |
Retain until after equipment, facility, or property sold or no longer in use |
Non-confidential Destruction |
|
9/10/2026 |
