Search Results
GS-101: Administrative Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 100301 | Acknowledgment and Referral Files | Documents the receipt of an item or forwarding of an item to another office; no other action is taken or expected of the forwarding office. | Retain 3 month(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100302 | Administrative Files | Documents the routine operation of an office. Includes routine correspondence, memoranda, notes and handwritten messages. Does not include records related to any major function of the agency. | Retain until after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100303 | Administrative Process Act (APA) Regulatory Review Records | This series documents compliance with the Administrative Process Act. | Retain 5 year(s) after superseded, obsolete, or rescinded | Non-confidential Destruction | COV 2.2-4000 et seq. | 9/10/2026 |
| 100305 | Agendas, Schedules and Informational Documentation for Meetings | This series documents the publishing of public notices of meetings, proposed schedules, along with materials reviewed or used by the board/commission/conference. May also include other items presented to the board/commission/conference or introduced by board/commission/conference members. Does not include materials used by regulatory boards in decision making. Refer to records series 100338 and 100339 for Minutes. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | COV 2.2-3707 | 9/10/2026 |
| 100306 | Agreements, Memorandums of Understanding (MOU) and Non-Fiscal Contracts | This series consists of signed, binding agreements, other than contracts involving procurement or payment of monies. The agreements may be between departments within the agency, other government agencies, localities, business entities or an individual or group of individuals. This series may include, but is not limited to: agreements, MOUs, contracts, and supporting documentation. | Retain 5 year(s) after expiration | Confidential Destruction | 9/10/2026 | |
| 100307 | Annual Reports | This series consists of reports prepared by or for the agency addressing the "state" of the agency, including goals, targets, objectives and finances. | Permanent, Archives | COV 2.2-609 | 9/10/2026 | |
| 100308 | Appointment Calendars: Agency Heads | Documents the printing or publishing of calendars of agency heads intended for limited or general distribution. | Retain 5 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 100309 | Appointment Calendars: Other Agency Officials | This series documents the printing or publishing of calendars of public officials intended for limited or general distribution. | Retain 1 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 201016 | Board Appointments | This series documents the legacy of and pertinent information collected to onboard the Governor-appointed boards and commissions. This series may include, but is not limited to, the Governor's notifications, terms of service, contact sheets, welcome letters, and letters signed by Board Members. | Permanent, Archives | 9/10/2026 | ||
| 100310 | Consultants' Reports and Related Documents | This series documents the work and reports of consultants hired by the agency. | Retain 3 year(s) after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 012016 | Correspondence/Subject Files: Agency Heads | This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, in any physical format including, but not limited to, paper and e-mail. Also refer to record series 012019, "correspondence Files - Routine, Administrative." | Permanent, Archives | 9/10/2026 | ||
| 100559 | Correspondence/Subject Files: Board Members - Except Chairpersons | This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, in any physical format including, but not limited to, paper and e-mail. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100557 | Correspondence/Subject Files: Boards Mandated by Code of Virginia or Virginia Administrative Code - Chairpersons | This series consists of incoming and outgoing letters, memorandum, faxes, notes and their attachments, in any physical format including, but not limited to, paper and e-mail. | Permanent, Archives | 9/10/2026 | ||
| 100313 | Correspondence/Subject Files: Department or Division Heads - Historically Significant | This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments of a historically significant nature not listed on an agency specific schedule, in any physical format including, but not limited to, paper and e-mail. | Permanent, In Agency | 9/10/2026 | ||
| 012017 | Correspondence/Subject Files: Department or Division Heads - Other Correspondence | This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, not listed on an agency specific schedule, in any physical format including, but not limited to, paper and e-mail. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100558 | Correspondence/Subject Files: Other Boards/Commissions/Conferences/ Committees - Chairpersons | This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, in any physical format including, but not limited to, paper and e-mail. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100314 | Correspondence/Subject Files: Other Officials - Historically Significant | This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments of a historically significant nature, not listed on an agency specific schedule, in any physical format including, but not limited to, paper and e-mail. | Permanent, In Agency | 9/10/2026 | ||
| 012018 | Correspondence/Subject Files: Other Officials - Other Correspondence | This series consists of incoming and outgoing letters, memoranda, faxes, notes and their attachments, not listed on an agency specific schedule, in any physical format including, but not limited to, paper and e-mail. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 012019 | Correspondence/Subject Files: Routine, Administrative - Not Specified Elsewhere | This series consists of incoming and outgoing letters, memorandum, faxes, notes and their attachments of a routine administrative nature, not listed on an agency specific schedule, in any physical format including, but not limited to, paper and e-mail. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100315 | Directives | This series documents the issuance of directives by the agency head outlining policy to lower levels of authority. | Permanent, In Agency | 9/10/2026 | ||
| 100316 | Directory Listings and Files | This series consists of lists the current or former employees and/or phone listings, office listings or lists of contracts or service providers. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 200160 | Drafts | This series consists of materials produced during the planning, designing, and composing of a public record. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 200429 | E-Rate Program: After June 30, 2015 | This series documents a school or library's eligibility, competitive bidding process, discount calculation, compliance with the Children's Internet Protection Act (CIPA), funding requests, and funding disbursements related to the Schools and Libraries Program (aka E-Rate Program) of the Universal Service Fund administered by the Universal Service Administrative Company (USAC) under the oversight of the Federal Communications Commission (FCC). This series includes, but is not limited to: accreditation or charter documentation, procurement documentation, contracts, worksheets, reports, bills, invoices, and receipts. These records are closed upon the last day of the applicable funding year or the service delivery deadline for the associated funding request, whichever comes later. | Retain 10 year(s) after closed | Non-confidential Destruction | 47 CFR 54.516(a) | 9/10/2026 |
| 200430 | E-Rate Program: Before July 1, 2015 | This series documents a school or library's eligibility, competitive bidding process, discount calculation, compliance with the Children's Internet Protection Act (CIPA), funding requests, and funding disbursements related to the Schools and Libraries Program (aka E-Rate Program) of the Universal Service Fund administered by the Universal Service Administrative Company (USAC) under the oversight of the Federal Communications Commission (FCC). This series includes, but is not limited to: accreditation or charter documentation, procurement documentation, contracts, technology plans, worksheets, reports, bills, invoices, and receipts. These records are closed upon the last day of the applicable funding year or the service delivery deadline for the associated funding request, whichever comes later. | Retain 5 year(s) after closed | Non-confidential Destruction | 47 CFR 54.516(a) | 9/10/2026 |
| 100318 | Employee Suggestion Program Files | This series documents the implementation and control of an employee suggestion plan. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100319 | Environmental Impact Studies | Documents the environmental impact or major projects proposed or reviewed by agency officials. | Permanent, In Agency | COV 15.2-2202 | 9/10/2026 | |
| 100320 | Feasibility Studies: Historically Significant | This series documents any feasibility study of a historically significant nature created by or for an agency not listed on an agency specific schedule. | Permanent, In Agency | 9/10/2026 | ||
| 012026 | Feasibility Studies: Other Studies | Documents feasibility studies created by or for an agency, not listed on an agency specific schedule. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100321 | Finding Aids or File Locators | This series documents locations of files, records or artifacts. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 012029 | Freedom of Information Act (FOIA) Requests | This series documents the agency's receipt of and response to requests to view official records or retrieve information from official records as per the Virginia Freedom of Information Act (FOIA). This series may include, but is not limited to: requests, responses, and logs. | Retain 3 year(s) after last action | Non-confidential Destruction | COV 2.2-3700 to 3714 | 9/10/2026 |
| 200811 | Grant Projects: Awarded - With Terms | This series documents the application and award process, authorizations, performance monitoring, and close-out process of state, federal, and/or private grant projects participated in or awarded/administered by state agencies that contain contractual terms for records retention. This series may include, but is not limited to: accounts payables and receivables, applications, in-kind/supporting documentation, draw-down requests, evaluations, fiscal reports, notifications, modification requests, and other correspondence and reports. | Retain until after terms of contract met | Confidential Destruction | 9/10/2026 | |
| 100323 | Grant Projects: Awarded - Without Terms | This series documents the application and award process, authorizations, performance monitoring, and close-out process of state, federal, and/or private grant projects participated in or awarded/administered by state agencies that do not contain contractual terms for records retention. This series may include, but is not limited to: accounts payables and receivables, applications, in-kind/supporting documentation, draw-down requests, evaluations, fiscal reports, notifications, modification requests, and other correspondence and reports. | Retain 3 year(s) after project completion | Confidential Destruction | 2 CFR 200.334 | 9/10/2026 |
| 000183 | Grant Projects: Not Awarded | This series documents grant proposals, submitted and received, that were not awarded. This series may include, but is not limited to, letter of intent, application, proposed budget, and notification of denial. | Retain 1 year(s) after decision | Non-confidential Destruction | 9/10/2026 | |
| 100324 | Graphic Arts Materials | This series documents creation of graphic arts materials for internal or external use and copies of those materials. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100325 | Hearings: Administrative | This series documents administrative hearings not listed on another records retention schedule. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 100326 | History Files | This series consists of significant material that conveys the history of the agency, its government, its accomplishments, its officials or employees. May be material of an exceptional nature that is listed as disposable in this or other general schedules. Includes, but is not limited to, scrapbooks, photographs, articles, program notes and documentation of events sponsored or funded by the agency. Also included are narratives; printed, audio, or audiovisual histories; or matters of significant historical importance. | Permanent, In Agency | 9/10/2026 | ||
| 200397 | History Files: Archival | This series documents an exceptional aspect of an agency's history or an event that would have research value beyond the agency, and is documented in records scheduled as non-permanent. | Permanent, Archives | 9/10/2026 | ||
| 100327 | Indexes, Checklists and Control Lists | This series consists of records used for internal control of a process or action that does not act as the only record of final approval of the action or process. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 100329 | Information and Public Education Records: Other Records | This series consists of public information or education campaigns and materials or items collected from various sources about the agency. Also refer to records series 100362, "Recordings, Audio and Visual." | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 100328 | Information and Public Education Records: Pamphlets, Visual Aids, and/or News Clippings Regarding Historically Significant Events | This series consists of historically significant public information or education campaigns and materials or items about the agency, collected from public sources. Also refer to records series 100361, "Recordings, Audio and Visual," 100357, "Public Relations Files," and 100359, "Publications." | Permanent, In Agency | 9/10/2026 | ||
| 100330 | Investigative Files, Records or Reports | This series documents any internal investigation of incidents, officials, employees, departments or operations and policies not covered by another general or specific schedule. | Retain 3 year(s) after last action | Confidential Destruction | 9/10/2026 | |
| 100332 | Legal Opinions: Other Opinions | This series consists of informational, courtesy or general distribution copies of legal opinions. Additional Disposition Information: Retain as long as administratively necessary, then destroy. Non-records per Virginia Public Records Act, disposal reporting on Certificate of Records Disposal (RM-3 form) not required. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100331 | Legal Opinions: Requested by the Agency | This series consists of the opinions requested by the agency, its officials, employees or departments, from the agency counsel, special (outside) counsel, or the Attorney General's office on matters of law. | Permanent, In Agency | 9/10/2026 | ||
| 007136 | Legislative Case Files | This series documents the agency process to propose or promote legislation that will affect or benefit the agency. The series consists of all drafts including marked copies of proposed legislation, correspondence, memoranda and other materials related to the consideration of legislation and its final disposition. | Permanent, Archives | 9/10/2026 | ||
| 100333 | Litigation Case Files: Agency Record Copy | This series documents status of legal cases involving the agency, its officials, employees or departments. | Retain 5 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 100334 | Litigation Case Files: Other Case Files | This series documents status of legal cases involving the agency, its officials, employees or departments. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100335 | Management Reports: Historically Significant | This series documents the internal control or management of a specific function of the agency which is of historical significance. | Permanent, In Agency | 9/10/2026 | ||
| 100336 | Management Reports: Other Reports | This series documents the internal control or management of a specific function of the agency. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100337 | Microform Inspection Records | This series documents that microfilm prepared by or for the agency has met specific standards. | Retain until after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100338 | Minutes of Meetings of Boards Mandated by the Code of Virginia or the Virginia Administrative Code | This series documents proceedings of meetings of boards/councils/conferences/committees required by law. Includes materials used to make or support decisions. Refer to record series 100341, 100363 and 100364 for Notes or Recordings of Minutes. | Permanent, Archives | 9/10/2026 | ||
| 100339 | Minutes of Meetings of Other Boards /Commissions/Conferences/Committees | This series documents proceedings of meetings of informal or ad hoc advisory boards/councils/commissions/committees. Includes materials used to make or support decisions. Refer to records series 100341, 100363 and 100364 for Notes or Recordings of Minutes. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100340 | Motion Pictures: Agency Produced or Sponsored | Motion pictures or videos prepared by or for agency for a specific purpose. Does not include commercially available material. | Permanent, In Agency | 9/10/2026 | ||
| 100341 | Notes or Recordings of Boards/Commissions/Conferences/Committees Meetings: Non-electronic Meetings | This series temporarily documents proceedings of various meetings. Includes stenographer's notes or audio or visual recordings. This does not apply to electronically held meetings. Refer to series 100338 and 100339 for Minutes. | Retain until after event | Non-confidential Destruction | 9/10/2026 | |
| 100342 | Office Instructions or Procedures | This series documents the operation of an office or completion of a function. This series may include, but is not limited to: procedures, instructions, and internal guidelines. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 200768 | Ombudsman | This series documents the confidential, impartial, and informal assistance provided by an Ombudsman to help resolve concerns, conflicts, and issues between individuals and a government office. This series may include, but is not limited to: correspondence, notes, and reporting data. | Retain until after no longer administratively useful | Confidential Destruction | 9/10/2026 | |
| 100343 | Organization Files: Administrative Structure and Management | Documents the collection of original material outlining organization or functions of the agency's major administrative units; also, material about the reorganization of the departments or management structure. | Permanent, In Agency | 9/10/2026 | ||
| 100344 | Organization Files: Other Records | This series consists of files not directly related to the organization or reorganization of the agency's management structure. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 200631 | Patents, Trademarks, and Copyrights | This series documents the registration, renewal, and certification of patents, trademarks, service marks, case marks, and copyrights. This series may include but is not limited to: applications, certificates, and correspondence. | Retain 5 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 100346 | Photographs and Negatives: Historically Significant | This series consists of the collection of photographs or negatives created by or for an agency. Includes events that document the agency's organization, special ceremonies, occasions, events and facilities. May include commercially available material. | Permanent, Archives | 9/10/2026 | ||
| 100347 | Photographs and Negatives: Other Material | Documents the collection of photographs, negatives, image files, filmstrips or slides produced by the agency that are not considered historically significant by the agency. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100348 | Planning Files: Administrative - Historically Significant | Documents the planning of administrative changes or projects, major purchases, significant events or occasions not requiring agency head approval of the details, which are historically significant. | Permanent, In Agency | 9/10/2026 | ||
| 100349 | Planning Files: Administrative - Other Files | Documents the planning of administrative changes or projects, major purchases, significant events or occasions not requiring agency head approval of the details. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 100350 | Policy and Procedure Records: Agency Record Copy | Documents policy or procedural guidance issued or approved by the agency head. | Permanent, In Agency | 9/10/2026 | ||
| 100352 | Presentation Materials | Documents materials created for use in briefings, demonstrations, classes or seminars (e.g., slides, overheads, flip charts, handouts). Does not include commercially available materials. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100353 | Privacy Act: Information Request and Response Records | This series documents receipt of requests for protected information and the response to the request. | Retain 3 year(s) after last action | Non-confidential Destruction | COV 2.2-3800 to 3809 | 9/10/2026 |
| 100354 | Privacy Act: Requests to Amend Personal Information | This series documents receipt of requests to alter or amend personal information retain by agency and response to the request. | Retain 3 year(s) after last action | Non-confidential Destruction | COV 2.2-3800 to 3809 | 9/10/2026 |
| 200550 | Program and Event Registration | This series documents registration and attendance for events, workshops, conferences, and programs offered by an agency. This series may include, but is not limited to, applications, registration and payment information, and attendance records. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 100355 | Project Documentation Files: Historically Significant | Documents design, development, control, or monitoring of a specific project or group of projects that are historically significant. | Permanent, In Agency | 9/10/2026 | ||
| 100356 | Project Documentation Files: Other Files | Documents design, development, control or monitoring of a specific project or group of projects. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 100357 | Public Relations Files: Historically Significant | Documents information provided to the public and business or government communities. Includes statements, visual aids, news releases and news clippings regarding historically significant events. Also, one official copy of any historically significant publications. | Permanent, Archives | 9/10/2026 | ||
| 100358 | Public Relations Files: Other Item | Documents information provided to the public and business or government communities. Includes routine records. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100360 | Publication or Duplication Masters or Proofs | Documents the approval of masters or proofs used to produce publications. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100359 | Publications: Agency Produced or Sponsored | This series documents the official release of agency publications meant for public distribution or general internal distribution. | Permanent, In Agency | COV 2.2-609 | 9/10/2026 | |
| 100363 | Recordings of Electronically Held Meetings of Boards/Commissions/Conferences/Committees Having Regulatory or Decision Powers | This series documents proceedings of electronically held meetings. Includes audio or visual recordings. Refer to records series 100338 for Minutes. | Retain 3 year(s) after event | Non-confidential Destruction | COV 2.2-3708.2 and COV 2.2-3708.3 | 9/10/2026 |
| 100364 | Recordings of Electronically Held Meetings of Boards/Commissions/Conferences/Committees Without Regulatory or Decision Powers | This series documents proceedings of electronically held meetings. Includes audio or visual recordings. Refer to records series 100338 and 100339 for Minutes. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | COV 2.2-3708.2 and COV 2.2-3708.3 | 9/10/2026 |
| 100361 | Recordings, Audio and Visual: Historically Significant | This series consists of audio or visual recordings, created by or for an agency, that are of an enduring historically significant nature or that describe the current function or organization of the agency's major administrative units. Commercially available material may be included, if appropriate. Does not include recordings used in lieu of minutes or as temporary transcripts of minutes. | Permanent, In Agency | 9/10/2026 | ||
| 100362 | Recordings, Audio and Visual: Other Recordings | Documents the production of audio or visual recordings, not used for security of considered historically significant. Does not include commercially available material or recordings used in lieu of minutes or as temporary transcripts of minutes. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100366 | Records Management Files: Approved Forms Masters and Supporting Documentation | Documents the development, design, approval and use of forms. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 100367 | Records Management Files: Approved Retention and Disposition Schedules | This series consists of approved retention and disposition schedules, including general and specific schedules. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | COV 42.1-82, COV 42.1-86.1 | 9/10/2026 |
| 200082 | Records Management Files: Archival Transfer Forms | This series documents the transfer of permanent records to the Archives at the Library of Virginia. This series includes: Archival Transfer List and Receipt (ARC-1 Form), Archival Transfer Folder List (ARC-2 Form), and Archival Microform Transfer List and Receipt (ARC-3 Form). | Permanent, In Agency | 9/10/2026 | ||
| 100368 | Records Management Files: Microform Records - Inspection Reports | This series documents the inspection and approval of microfilm prepared by or for an agency. Includes copies of background densities and inspection reports. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 17VAC15-20-70 | 9/10/2026 |
| 100369 | Records Management Files: Microform Records - Processing or Methylene Blue Tests | This series documents testing required to validate the correct processing and development of microfilm. | Retain until after event | Confidential Destruction | 17VAC15-20-120 | 9/10/2026 |
| 100370 | References Files | Documents material collected solely for reference or office library use. Generally includes printed material that is routinely distributed or collected. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 007135 | Regulatory Case Files | This series documents the agency process to establish regulations as part of the Virginia Administrative Code. The series consists of all drafts, including marked drafts; economic impact statements; correspondence; memoranda; and any other materials related to the establishment of regulations. | Permanent, Archives | 9/10/2026 | ||
| 000189 | Regulatory Case Files: Final Signed Copy | This series consists of the final signed copy of any approved regulations that are part of the Virginia Administrative Code. | Permanent, In Agency | 9/10/2026 | ||
| 012079 | Release Forms: Adults | This series documents individual liability release statements for adults which are required for participation in various programs. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 9/10/2026 | |
| 012080 | Release Forms: Minors | This series documents individual liability release statements for children under the age of 18 required for participation in various programs. | Retain 5 year(s) after 18th birthday | Confidential Destruction | 9/10/2026 | |
| 100371 | Reports: Historically Significant | Documents the creation of routine reports, of a historically significant nature, not listed on any general schedule or special schedule. This series applies only if reports are filed separately. If normally filed with any other series, the retention for that series applies (e.g., reports on Privacy Act requests have the same retention as the Privacy Act request). | Permanent, In Agency | 9/10/2026 | ||
| 100372 | Reports: Other Reports | Documents the creation of routine reports not listed on any general schedule or special schedule. This series applies only if reports are filed separately. If normally filed with any other series, the retention for that series applies (e.g., reports on Privacy Act requests have the same retention as the Privacy Act request). | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 200881 | Safety Assessments | This series documents agency concerns or plans regarding potentially threatening persons or situations that have not yet resulted in a specific incident report. This series may include, but is not limited to: trespass lists, reports, anecdotal notes, and correspondence. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100373 | Safety Records | Documents the preparation of accident reports, accident investigations and safety policy statements except those records required by OSHA or the Department of Labor and Industry. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100374 | Schedule of Daily Activities: Convenience or Administrative Control | Documents the control of activities of employees other than payroll/hourly wage records. Includes diaries, logs, registers and other similar records. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100375 | Schedule of Daily Activities: Required by Law or Regulation | Documents compliance with code, law, statute or regulation requiring the control or recording of the activities of employees other that payroll/hourly wage records. Includes diaries, logs, registers and other similar records not listed on an agency specific schedule. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100376 | Security Backup Files | Documents the creation of duplicate copies of records, usually electronic records, created for information security purposes. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 200431 | Service Recognition Program | This series documents the process and events for recognizing the service and accomplishments of employees and volunteers. The documentation of the recognition itself should be placed in the individual personnel record. This series may include, but is not limited to: nomination forms, correspondence, reports, and lists. | Retain 3 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 100377 | Special Interest Items | This series consists of records, files or documents, regardless of scheduled retention period, determined to be of special historic or research interest by the agency head or governing board. | Permanent, Archives | 9/10/2026 | ||
| 100378 | Speeches | Documents speeches delivered by an official acting in fulfillment of job responsibilities. | Retain until after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100379 | Staff Meeting Files | Documents internal staff meetings. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 012078 | Surveys, Administrative | Documents the creation of surveys by or for the agency for administrative, informational or research purposes. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100382 | Telephone Logs: Routine, Not Related to Law Enforcement or Emergency Services | Documents incoming or outgoing telephone calls. | Retain 2 month(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 100383 | Telephone Message Slips: Relevant to Specific Actions | Documents notification of incoming calls, phone messages and/or requesting return calls. These messages have a bearing on actions or decisions taken or not taken. | Retain until after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100384 | Telephone Message Slips: Routine Messages | Documents notification of incoming calls, phone messages and/or requesting return calls. These messages document no specific actions. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100385 | Vacation or Work Schedules | Schedules employees' time off from work, not created specifically for payroll purposes. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100386 | Vital Records Backup Copies | Documents copying of vital records made as a backup to prevent loss of information. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100388 | Voice Mail/Answering Machine Messages - Routine Messages | Documents the recording of incoming telephone calls. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100387 | Voice Mail/Answering Machine Messages: Relevant to Specific Actions | Documents the recording of incoming telephone calls. These messages have a bearing on actions or decisions taken or not taken. | Retain until after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100389 | Work or Production Control Records | Documents the creation of records, not related to any other existing agency records series, created to forecast, monitor, control, tabulate or report the daily work activities of an individual or group other than payroll records. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100390 | Work Orders: Administrative Copies | This series consists of work orders or production orders by the requestor. Refer to General Records Retention and Disposition Schedule No. GS106, General Service Records for additional records. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 |
GS-111: College and University
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 200552 | Academic Counseling: Student History Files - Graduate | This series documents academic counseling provided to specific graduate students. This series may include, but is not limited to: academic advising, career counseling, consultation and other forms and correspondence, evaluations for advancement to faculty, and guidance counseling records. | Retain 10 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101063 | Academic Counseling: Group Files and Test Results | This series documents the conduct of and participation in group counseling and/or testing by students. | Retain 3 year(s) after end of academic year | Confidential Destruction | 3/12/2026 | |
| 101066 | Academic Counseling: Student History Files | This series documents academic counseling provided to specific students. This series may include, but is no t limited to: academic advising, career counseling, evaulation or consultation for advancement to graduate studies and faculty, and guidance counseling records. | Retain 3 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 200229 | Academic Department: Medical Student Records | This series documents the student records for School of Medicine students receiving an MD (to practice medicine). This series may include, but is not limited to: application, photograph, transcript, and reviews of clinical performance. | Retain 75 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 200228 | Academic Departments: Honors, Awards, Scholarship, Fellowships - Students - Nomination Records | This series documents unsuccessful nominations of students for honors, awards, scholarships, or fellowships. This series may include, but is not limited to: applications, letters of reference, and related materials. | Retain 1 year(s) after end of academic year | Confidential Destruction | 3/12/2026 | |
| 101069 | Academic Departments: Class Rolls and Grade Sheets | This series documents that students registered for specific courses, attendance and grades given. This series may include, but is not limited to: grade reports. | Retain 3 year(s) after end of semester | Confidential Destruction | 3/12/2026 | |
| 101072 | Academic Departments: Course Syllabi | This series documents courses offered by the department. This series may include, but is not limited to: syllabi. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 3/12/2026 | |
| 101073 | Academic Departments: Course/Curricula Approval | This series documents the proposed creation of new or revised courses, programs or degrees. This series may include, but is not limited to: requests, contents, and approval or refusal documentation. | Permanent, In Agency | 3/12/2026 | ||
| 101083 | Academic Departments: Department/School Files - Graduate Students | This series documents the monitoring of graduate student status, history and grades within the academic department or school. This series may include, but is not limited to: approval of summer course work, transfer credits, leave/withdrawal, veterans status info, international studies visa application, dean/department notes, readmission application, scholarships/awards, and committee/thesis paperwork. | Retain 10 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101082 | Academic Departments: Department/School Files - Undergraduate Students | This series documents the monitoring of undergraduate student status, history and grades within the academic department or school. This series may include, but is not limited to: approval of summer course work, transfer credits, leave/withdrawal, veterans status info, international studies visa application, dean/department notes, readmission application, and scholarships/awards. | Retain 5 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101074 | Academic Departments: Faculty Activity Reports | This series documents reporting of faculty activity within the department. This series may include, but is not limited to: faculty annual reports documenting accomplishments, research conducted, grants approved, and publications. | Retain 5 year(s) after end of academic year | Non-confidential Destruction | 3/12/2026 | |
| 101079 | Academic Departments: Honors and Awards - Faculty - Nomination Records | This series documents unsuccessful nominations of faculty honors, awards, or related recognitions. This series may include, but is not limited to: applications, letters of reference, and related materials | Retain 3 year(s) after end of academic year | Confidential Destruction | 3/12/2026 | |
| 101081 | Academic Departments: Student Examination Files | This series documents work completed by students for grades in a course. This series may include, but is not limited to: exams, quizzes, tests, and term papers. | Retain 1 year(s) after end of semester | Confidential Destruction | 3/12/2026 | |
| 101085 | Academic Departments: Student Theses and Dissertations | This series documents the completion of work by graduate and doctoral students. This series may include, but is not limited to: theses or dissertations. | Permanent, In Agency | 3/12/2026 | ||
| 200835 | Accommodations for Students | This series documents accommodations and other related support, in compliance with the Americans with Disabilities Act (ADA) for students. This series may include, but is not limited to, applications, paratransit service requests, and correspondence. | Retain 5 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101132 | Accreditation Records: Final Accreditation | This series document a college, university, school, or program's formal accreditation by a relevant educational accreditation body. This series may include, but is not limited to: self study reports, final report, and questions and responses. | Permanent, In Agency | 3/12/2026 | ||
| 101133 | Accreditation Records: Supporting Documentation | This series documents a college, university, school, or program's efforts to prepare for accreditation by a relevant educational accreditation body. This series may include, but is not limited to: faculty credentials and college/program reports. | Retain 5 year(s) after last action | Non-confidential Destruction | 3/12/2026 | |
| 200230 | Administration: Foundation Agreements and Management Records | This series documents agreements between a college or university-related foundation and the university. This series may include, but is not limited to: policy, memorandum of agreement, and annual report. | Permanent, In Agency | 3/12/2026 | ||
| 101091 | Administration: Postsecondary Education Reports | This series documents the submission of required reports to the State Council of Higher Education for Virginia (SCHEV) and/or the Virginia Community College System (VCCS). This series may include, but is not limited to: general statistics/demographics, such as admission, degree completion, enrollment, and residency; federal financial aid information; and list of students enrolled. | Permanent, In Agency | COV 2.2-609 | 3/12/2026 | |
| 101160 | Administration: Statistics | This series documents the reporting of various registration and enrollment data. This series may include, but is not limited to: admissions, registration, grading, degree, student or alumni statistics. | Permanent, In Agency | 3/12/2026 | ||
| 200553 | Admissions: Applications - Matriculating Students - Graduate | This series documents applications for admission for matriculating graduate students. This series may include, but is not limited to: letters of recommendation and character or academic evaluations. | Retain 2 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101087 | Admissions: Applications - Matriculating Students | This series documents the receipt of recommendations for admissions and supporting character or academic evaluations. This series may include, but is not limited to: letters of recommendation and evaluations done by admissions to "score" students. | Retain until after last action | Confidential Destruction | 3/12/2026 | |
| 101086 | Admissions: Applications - Non-Matriculating Students | This series documents applications for admission of non-matriculating students. This series may include, but is not limited to: application, standardized test scores, and character or academic evaluations. | Retain 1 year(s) after end of academic year | Confidential Destruction | 3/12/2026 | |
| 200231 | Admissions: Applications - Non-Matriculating Students - Medical Student | This series documents the applications and related documents for the admission to medical school. This series may include, but is not limited to: application, letters of recommendations, transcripts, and admissions committee review/interviews. | Retain 3 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101089 | Admissions: Student Recruitment Publications | This series documents the history of courses and classes available to students. This series may include, but is not limited to: promotional material and description of programs/courses. | Permanent, In Agency | COV 2.2-609 | 3/12/2026 | |
| 101095 | Athletics: Conference Required Records | This series documents maintenance of membership in athletic organizations by the university . This series may include, but is not limited to: drug testing results. | Retain 7 year(s) after end of academic year | Confidential Destruction | 3/12/2026 | |
| 101094 | Athletics: Eligibility Records | This series documents students eligibility to participate in athletic programs. This series may include, but is not limited to: documentation of age, years in higher education, proof of maintaining grades, school transfer documentation, years of eligibility , and recruiting information for matriculated students. | Retain 7 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101096 | Athletics: Recruiting Records | This series documents the recruiting of student athletes to attend the college/university and/or participate in athletic programs. This series may include, but is not limited to: recruiters notes, letters of reference, verification records, and meeting minutes. | Retain 7 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101099 | Athletics: Sports History and Memorabilia Records | This series documents the acquisition and control of sports history memorabilia. This series may include, but is not limited to: donation records and purchase documentation. | Permanent, In Agency | 3/12/2026 | ||
| 101101 | Athletics: Trainer's Treatment Records | This series documents the in-department treatment of student athletes and candidates. | Retain 7 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101104 | Career Center: Placement Files | This series documents students applications for placement assistance. This series may include, but is not limited to: job applications, resumes, internship evaluations, test scores, and advisor notes.. | Retain 1 year(s) after end of academic year | Confidential Destruction | 3/12/2026 | |
| 101103 | Career Center: Recruiting Fairs and Visits | This series documents employer recruiting/interviewing visits to campus. This series may include, but is not limited to: scheduling location and payment for booths. | Retain until after no longer administratively useful | Non-confidential Destruction | 3/12/2026 | |
| 200822 | Childhood Development Centers | This series documents students enrolled in child development centers or childcare facilities that are managed solely by the academic institution. This series may include, but is not limited to: registration/enrollment forms, contact information, immunization forms, learning/development reports, release forms, written reports to parents, and emergency medical forms. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 3/12/2026 | |
| 200556 | Clery Act Annual Security Reports | This series documents the annual security reports published by institutions of higher education in accordance with the Clery Act, together with supporting documentation. This series may include, but is not limited to: annual crime reports, daily crime logs, records for arrests and referrals for disciplinary action, timely warning and emergency notification reports, correspondence regarding Clery Act compliance, and notices provided about the availability of the annual security report. | Retain 3 year(s) after superseded, obsolete, or rescinded | Confidential Destruction | 3/12/2026 | |
| 200233 | Clinical Trial Projects: Sponsored | This series documents clinical trials/programs for a drug or device with an industry sponsor. This series may include, but is not limited to: contract/agreement, protocol, patient information, consent, and test results. | Retain until after terms of contract met | Confidential Destruction | 3/12/2026 | |
| 200232 | Clinical Trial Projects: Unfunded | This series documents proposals submitted to federal and/or other funding agencies that are not sponsored. This series may include, but is not limited to: proposal, budget, working papers, and drafts | Retain 1 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101071 | Course Evaluations: Non-Tenure Track Faculty, Instructors, and Graduate Instructor | This series documents evaluations completed by students for non-tenure track faculty, instructors, or graduate instructors/teaching assistants. This series may include, but is not limited to: course, instructor, or material evaluations. | Retain 1 year(s) after end of academic year | Non-confidential Destruction | 3/12/2026 | |
| 200234 | Course Evaluations: Tenured or Tenure Track Faculty | This series documents evaluations completed by students for tenure track or tenured faculty. This series may include, but is not limited to: course, instructor, or material evaluations. | Retain 5 year(s) after end of academic year | Non-confidential Destruction | 3/12/2026 | |
| 101107 | Development: Donation of Items | This series documents the donation of an item and the conditions, specifications, and prescribed uses attached to the item regarding its use, disposal, or sale. This series may include, but is not limited to: gifts in kind. | Retain 5 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 3/12/2026 | |
| 200235 | Development: Donor Records - Major Donors | This series documents information about major donors used in developing donations and relationships. This series may include, but is not limited to: documentation of donation, research into donors interest/worth, financial data such as tax information, and memorandum of agreement documenting how funds are spent. | Permanent, In Agency | 3/12/2026 | ||
| 200236 | Development: Donor Records - Other Donors | This series documents information about donors used in developing donations and relationships. This series may include, but is not limited to: documentation of donation, research into donors interest/worth, financial data such as tax information, and memorandum of agreement documenting how funds are spent. | Retain 3 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101110 | Development: Fundraising Planning and Reporting | This series documents the development and creation of fundraising campaigns and reporting of campaign status. This series may include, but is not limited to: financial information, theme and branding information, and master plan. | Retain 20 year(s) after closed | Non-confidential Destruction | 3/12/2026 | |
| 101112 | Development: Prospective Donor Files | This series documents the personal data and history of contacts with fundraising prospects. This series may include, but is not limited to: graduate and parent contact information. | Retain 5 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101114 | Development: Trust and Endowment Records | This series documents trusts or endowments and history of trustees and investments. This series may include, but is not limited to: agreements, stipulations, stock accounts, and end of year reports. | Permanent, In Agency | 3/12/2026 | ||
| 101120 | Financial Aid: Matriculating Student - Perkins Loans | This series documents the request for, granting of, acceptance, award, disbursement and repayment of Perkins Loans. | Retain 3 year(s) after closed | Confidential Destruction | 34CFR674.19 | 3/12/2026 |
| 200237 | Financial Aid: Matriculating Students | This series documents the request for, granting of, acceptance, award, disbursement, and repayment of financial aid/loans for students who are awarded aid and matriculate. This series may include, but is not limited to: direct loans, Federal Family Education Loans (FEEL), award of Federal Work Study (FWS) grants, Federal Supplemental Education Opportunity Grants (FSEOG), Pell grants, and interactions with Veterans Affairs. | Retain 3 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101098 | Financial Aid: Matriculating Students - Athletic Scholarships | This series documents the selection, awarding and monitoring of scholarships to students recruited to participate in athletic activities. This series may include, but is not limited to: stipends and grant in aid. | Retain 7 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101116 | Financial Aid: Non-Matriculating or Non-Awarded Students | This series documents the request for financial aid by students who are not awarded aid and the granting of, acceptance, and award of financial aid to students who do not matriculate. This series may include, but is not limited to: application, supporting documents, and correspondence. | Retain 3 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101123 | Housing: Check-In/Out Records | This series documents the processing in and out of residents. This series may include, but is not limited to: inventory of equipment/furnishings and room conditions. | Retain 1 year(s) after separation | Non-confidential Destruction | 3/12/2026 | |
| 101127 | Housing: Contracts or Leases | This series documents agreements between the housing office and residents. This series may include, but is not limited to: fees, rules, and restrictions. | Retain 3 year(s) after expiration | Confidential Destruction | 3/12/2026 | |
| 101124 | Housing: Dorm Damage Records | This series documents the finding of damages to room, equipment or furnishings. This series may include, but is not limited to: calculation of charges and repayment documentation. | Retain 3 year(s) after last action | Non-confidential Destruction | 3/12/2026 | |
| 101128 | Housing: Room Assignments | This series documents the status of room and housing assignments. This series may include, but is not limited to: list of occupants, requests for room changes, and tracking of room availability. | Retain 1 year(s) after end of semester | Confidential Destruction | 3/12/2026 | |
| 101129 | Housing: Room Inspections | This series documents the periodic inspection of rooms, dorms or halls. This series may include, but is not limited to: findings and corrections. | Retain 1 year(s) after end of calendar year | Non-confidential Destruction | 3/12/2026 | |
| 101130 | Housing: Security Records | This series documents the recording of incidents or activities by dorm supervisors or monitors. This series may include, but is not limited to: duty logs, summaries, front desk sign in sheets, and shift assignments for resident assistants. | Retain 1 year(s) after end of academic year | Non-confidential Destruction | 3/12/2026 | |
| 101131 | Housing: Student Roster/Records | This series documents the creation of student locators and room assignment records. This series may include, but is not limited to: list of students by building and floor. | Retain 1 year(s) after end of academic year | Confidential Destruction | 3/12/2026 | |
| 200238 | Institutional Review Board (IRB): Human Subjects | This series documents the internal review and approval of HIPAA-protected sponsored programs and research projects involving human subjects. This series may include, but is not limited to: reviews by IRB and other related committees/board, proposals, protocols, study information, and sponsor information. | Retain 6 year(s) after project completion | Confidential Destruction | 3/12/2026 | |
| 200239 | Institutional Review Board (IRB): Other Research | This series documents the internal review and approval of sponsored programs and research projects not involving human subjects, such as testing on animals. This series may include, but is not limited to: reviews by IRB and other related committees/boards, proposals, protocols, study information, and sponsor information. | Retain 3 year(s) after project completion | Confidential Destruction | 3/12/2026 | |
| 200240 | Institutional Review Board (IRB): Social Behavior Research | This series documents the internal review and approval of sponsored programs and research projects involving social behavioral research. This series may include, but is not limited to: reviews by IRB and other related committees/boards, proposals, protocols, study information, and sponsor information. | Retain 3 year(s) after project completion | Confidential Destruction | 3/12/2026 | |
| 200882 | Military Eligibility Benefit Records | This series documents enrollment records of students utilizing military and Veteran Affairs education benefits during enrollment. This series includes, but is not limited to, supporting documentation and correspondence. | Retain 3 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 200551 | Minutes of Meetings of Central Governing Bodies | This series documents proceedings of meetings of university central governing bodies, including Faculty Senate, General Faculty, Staff Senate, Employee Council, and Honor Committee. This series includes, but is not limited to: meeting minutes, agendas, attachments, and materials used to make or support decisions. | Permanent, In Agency | 3/12/2026 | ||
| 200554 | Promotion and Tenure Records: Supporting Documentation | This series documents the promotion and tenure process for an individual faculty member. This series includes, but is not limited to: letters of recommendation, current curriculum vitae, research summaries, published papers, and documentation of awards/accolades, committee work, presentations, and grant participation. | Retain 5 year(s) after decision | Confidential Destruction | 3/12/2026 | |
| 101134 | Registration: Academic Action Notifications | This series documents the notification of students about their academic probation, dismissal or other action or status changes. This series may include, but is not limited to: notification correspondence. | Retain 10 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101159 | Registration: Application for Virginia In-State Tuition | This series documents a student's verification of Virginia residency. This series may include, but is not limited to: copies of driver licenses, utilities bills, and tax filings. | Retain 3 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101070 | Registration: Commencement Records | This series documents commencement activities. This series may include, but is not limited to: program and schedule of events. | Permanent, In Agency | 3/12/2026 | ||
| 200241 | Registration: Course Action Records | This series documents actions associated with undergraduate and graduate student's enrollment in a course. This series may include, but is not limited to: registration, drop/add requests, permission to audit course to take as pass/fail, course transfers, and grade disputes. | Retain 1 year(s) after end of semester | Confidential Destruction | 3/12/2026 | |
| 101143 | Registration: Disclosure of Information | This series documents receipt for requests for personal information on students, such as those made by the military, federal government, and potential employers. This series may include, but is not limited to: request and response. | Retain 3 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101152 | Registration: Holds or Encumbrances | This series documents violations that result in a non-financially related hold being placed on a student's grades, transcripts, or graduation. This series may include, but is not limited to: correspondence and hold information. | Retain until after no longer administratively useful | Confidential Destruction | 3/12/2026 | |
| 200242 | Registration: International Students | This series documents the completion of proper visa and immigration records for international student attendance. This series may include, but is not limited to: visa applications, permanent residence card, and asylum documentation. | Retain 10 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101157 | Registration: Program Modification | This series documents student requests for changes in programs, major, or degrees sought and actions taken in response. This series may include, but is not limited to: advanced placement records, documentation of transfer credits, request for degree audit, and applications for degrees or graduation. | Retain 1 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101093 | Registration: Schedule of Classes | This series documents the classes offered in each semester. This series may include, but is not limited to: course descriptions and faculty course assignments. | Permanent, In Agency | 3/12/2026 | ||
| 101154 | Registration: Student Record | This series documents the history of a student's academic life at the college or university. This series may include, but is not limited to: courses taken, grades, transcripts, and degrees (major and minor) received. | Permanent, In Agency | 3/12/2026 | ||
| 101163 | Registration: Transcript Requests | This series documents the receipt of and filling of a transcript request. This series may include, but is not limited to: correspondence. | Retain 1 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101167 | Registration: Withdraw or Leave Authorizations | This series documents formal withdrawal or temporary leave by students for reasons such as military orders or medical leaves. This series may include, but is not limited to: documentation, approval of the requests, and reimbursement requests.. | Retain 10 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101168 | Research: Accounting Records | This series documents the fiscal accountability of funds during the contract or grant period. This series may include, but is not limited to: invoices and grant reports. | Retain 5 year(s) after closed | Confidential Destruction | 3/12/2026 | |
| 101198 | Research: Contract or Grant Administration | This series documents the routine administration by the university of a contract or grant. This series may include, but is not limited to: application, award information, and reports. | Retain 5 year(s) after closed | Confidential Destruction | 3/12/2026 | |
| 101169 | Research: Final Reports | This series documents the completion of research by a college or university employee. This series may include, but is not limited to: final scientific or research report of results. | Permanent, In Agency | 3/12/2026 | ||
| 200966 | Research: Misconduct Investigation Records | This series documents allegations of research misconduct reported to the Office of Research Integrity within the federal Public Health Services department. This series may include, but is not limited to: research documentation, allegation assessments, inquiry reports, investigation reports, decision reports, charge letters, and notifications. | Retain 7 year(s) after closed | Confidential Destruction | 42 CFR 93.318 | 3/12/2026 |
| 101170 | Research: Notes, Work Papers, and Technical Data | This series documents the data collection for a program/research project conducted by a college or university employee. This series may include, but is not limited to: notes, notebooks, drawings, work papers, technical data, experimental results, statistics, findings, and conclusions. | Retain 5 year(s) after last action | Confidential Destruction | COV 2.2-2822 | 3/12/2026 |
| 200243 | Research: Sponsored Programs: Effort Reports | This series documents the time spent on a research project. This series may include, but is not limited to: timesheets. | Retain 10 year(s) after end of state fiscal year | Non-confidential Destruction | 3/12/2026 | |
| 101173 | Student Affairs: Hearing or Investigation Records | This series documents the investigation into student disciplinary matters by college or university staff. This series may include, but is not limited to: charges, findings, and recommendations. | Retain 3 year(s) after end of academic year | Confidential Destruction | 3/12/2026 | |
| 101174 | Student Affairs: Judicial/ Disciplinary Records | This series documents disciplinary actions taken against students for violations of college or university rules, regulations or student codes. This series may include, but is not limited to: charges, findings, and recommendations. | Retain 3 year(s) after end of academic year | Confidential Destruction | 3/12/2026 | |
| 200244 | Student Affairs: Student Criminal History | This series documents self-reported criminal history done by students. This series may include, but is not limited to: reported criminal history or acknowledgement of nothing to report. | Retain 3 year(s) after graduation or withdrawal | Confidential Destruction | 3/12/2026 | |
| 101177 | Student Affairs: Student Honor Council - Acquittals | This series documents the actions, findings and recommendations of the Student Honor Council when a student is acquitted of charges. This series may include, but is not limited to: charges and court transcripts. | Retain until after closed | Confidential Destruction | 3/12/2026 | |
| 101178 | Student Affairs: Student Honor Council - Conviction | This series documents the actions, findings and recommendations of the Student Honor Council when a student is not acquitted of charges. This series may include, but is not limited to: charges and court transcripts. | Retain 3 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101179 | Student Affairs: Student Organizations | This series documents the management and control of student organizations approved or authorized by the college or university. This series may include, but is not limited to: organizational reports, by-laws, meeting minutes, and lists of members. | Permanent, In Agency | 3/12/2026 | ||
| 200694 | Student Affairs: Title IX Records | This series documents Title IX incidents, investigations and resolutions. This series may include, but is not limited to: records of investigations, audio or video transcripts or recordings, disciplinary sanctions, remedies for the complainant, records of appeal, informal resolutions, and records of actions taken in response to complaints. | Retain 7 year(s) after closed | Confidential Destruction | 34 CFR 106.45(b)(10) | 3/12/2026 |
| 200695 | Student Affairs: Title IX Training Records | This series documents the training for employees involved in the Title IX process. This series may include, but is not limited to: training materials. | Retain 7 year(s) after end of academic year | Confidential Destruction | 34 CFR § 106.45 | 3/12/2026 |
| 200555 | Student Election Records | This series documents the election process for student-run organizations, committees, and boards. This series may include, but is not limited to: election database, tally sheets, logs and petitions, eligibility forms, and applications to run for election. | Retain 2 year(s) after event | Non-confidential Destruction | 3/12/2026 | |
| 101172 | Student Finances: Delinquent Accounts | This series documents the reporting, receipt and collection of funds to cover bad checks. This series may include, but is not limited to: account information and correspondence. | Retain 3 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101184 | Student Health: Laboratory Operation Records | This series documents the operation of and services provided by the campus laboratory. This series may include, but is not limited to: equipment calibration, logs, statistics, summaries, and routine or special reports. | Retain 2 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101189 | Student Health: Patient Medical Records | This series documents treatment of students by the college or university health system, excluding sexual assault records. This series may include, but is not limited to: lab reports, psychological/psychiatric or mental health counseling records, radiology reports, and treatment of student athletes/candidates. | Retain 6 year(s) after last action | Confidential Destruction | 3/12/2026 | |
| 101190 | Student Health: Pharmacy Operation Records | This series documents the operation of and services provided by the campus pharmacy. This series may include, but is not limited to: drug accounting cards; drug destruction records; drug inventory records; prescriptions; drug requesting, receiving and dispensing records; statistics; and reports. | Retain 2 year(s) after last action | Confidential Destruction | 21CFR1304.04 | 3/12/2026 |
| 101200 | Student Health: Radiology Operation Records | This series documents the operation of and services provided by on campus radiology. This series may include, but is not limited to: statistics, summaries, and routine or special reports. | Retain 2 year(s) after creation | Non-confidential Destruction | 3/12/2026 |
GS-129: Criminal Justice Training Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 200401 | Certification Standards Documentation | This series documents the academy's certification or recertification by the Department of Criminal Justice Services (DCJS), and the academy's compliance with any of the certification standards. This series may include, but is not limited to: the academy's three-year plan and supporting documentation. | Retain 3 year(s) after audit | Non-confidential Destruction | 12/11/2025 | |
| 200398 | Class/Session Records: Basic Training | This series documents completion of training sessions and cohorts. This series may include, but is not limited to: attendance records, syllabus information, lesson plans, curriculum guides, schedule records, instructor information, course and instructor evaluations, group photographs, officer assignment information, weekly activity reports, and supporting documentation. | Retain 20 year(s) after event | Confidential Destruction | 12/11/2025 | |
| 200399 | Class/Session Records: In-Service | This series documents completion of in-service and all other training sessions not included in the Class/Session Records: Basic Training series. This series may include, but is not limited to: attendance records, curriculum guides, lesson plans, instructor information, course and instructor evaluations, and supporting documentation. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 200400 | Instructor Records | This series documents the qualifications and schedules of past and present instructors for courses at the academy. This series may include, but is not limited to: certification and qualification documentation and class schedules. | Retain 20 year(s) after separation | Confidential Destruction | 12/11/2025 | |
| 200402 | Student Records | This series documents a student's' history of attending entry-level training sufficient to document that all performance objectives and outcomes have been successfully completed. This series may include, but is not limited to: attendance records, transcripts, counseling records, accident and injury records, discipline records, testing and performance records, and Field Training Officer (FTO) records. | Retain 20 year(s) after event | Confidential Destruction | 12/11/2025 | |
| 200958 | Student Records: Digital Training Record Data | This series documents a student's' history of attending entry-level training sufficient to document that all performance objectives and outcomes have been successfully completed and are stored in a state-operated database. This series may include, but is not limited to, summary data. | Retain 50 year(s) after end of calendar year | Non-confidential Destruction | 12/11/2025 | |
| 200403 | Training Aids for Courses | This series documents the tools used by instructors to assist in teaching courses. This series may include, but is not limited to: DVDs, CDs, electronic presentations, URLs for copyrighted material, films, videos, and slides. | Retain 5 year(s) after no longer administratively useful | Confidential Destruction | 12/11/2025 |
GS-108: Fire, Safety and Security
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 012273 | Access Control Records | This series documents the control of access to specific buildings, departments, rooms or areas. This series may include, but is not limited to: access lists, sign-in sheets, logs, registers, instruction books or emergency contact records. Includes both paper and electronic records. | Retain 6 month(s) after last action | Confidential Destruction | 6/11/2026 | |
| 200037 | 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 | 6/11/2026 | |
| 012274 | Emergency Response Plans | This series documents plans and planning efforts related to preparing for, responding to, recovering from, and mitigating emergencies and disasters. This series includes, but is not limited to: the Commonwealth of Virginia Emergency Operations Plan and supporting plans, the State Hazard Mitigation Plan, Agency Support Plans, Continuity of Operations Plans (COOP), and any other plans or planning materials documenting state response to and recovery from disasters or emergencies as defined in Code of Virginia 44-146.16. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | EO 41 (2018) | 6/11/2026 |
| 101380 | Equipment Control Logs | This series documents the movement of equipment into and out of facilities when control is required for security purposes. This series may include, but is not limited to: logs and lists. | Retain 6 month(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 012276 | Fire Extinguisher Inspections | This series documents routine fire extinguisher inspections. This series may include, but is not limited to: fire extinguisher tags or sheets that document inspections. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 012277 | Fire Safety Inspections | This series documents the completion and results of fire safety inspections, including any follow-up actions taken. This series may include, but is not limited to: inspection reports and supporting documentation. | Retain 5 year(s) after end of calendar year | Non-confidential Destruction | 6/11/2026 | |
| 012278 | Guard or Security Monitor Files | This series documents the assigment of duties, responsibilities, and use or control of building/department guards or security monitors (excluding personnel and payroll activities). This series may include, but is not limited to: rosters, procedural records, and other supporting documentation. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 6/11/2026 | |
| 012279 | Personal Identification Records (Access and Security) | This series documents the identification process for individuals with access to buildings, departments, room or areas. This series may include, but is not limited to: issue records, back-up photos, and other supporting documentation. | Retain 1 year(s) after end of calendar year | Confidential Destruction | 6/11/2026 | |
| 012280 | Safety Records | This series documents the duties of and actions taken by the agency, building, or department safety officer. This series may include, but is not limited to: reports, logs and supporting documentation produced, maintained or collected by the safety officer. | Retain 3 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 012281 | Security and Surveillance Tapes: Not Used as Evidence | This series documents the surveillance and monitoring of a building or area for security purposes. This series may include, but is not limited to: audio or video recordings. | Retain 30 day(s) after creation | Non-confidential Destruction | 6/11/2026 |
GS-102: Fiscal Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 012082 | Accounts Payable | This series documents moneys to be paid by the agency to its creditors. The series may include, but is not limited to: invoices, receipts, bills, canceled checks, returned checks, check registers, and checking statements. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 012083 | Accounts Receivable | This series documents moneys owed to the agency by its debtors. The series may include, but is not limited to: bills, invoices, receipts, deposit slips, and reimbursement documentation. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 012084 | Appropriation and Allotment | This series documents the appropriations from the state treasury and other sources. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 012085 | Audit Records: External | This series documents the audit of an agency completed by an outside auditor, such as the Auditor of Public Accounts (APA). This series may include, but is not limited to: working papers and prepared audit report. | Retain 5 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 012086 | Audit Records: Internal | This series documents the audit of the agency's financial affairs by its own internal auditors or staff. This series may include, but is not limited to: working papers and prepared audit report. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 200624 | Bond Records | This series documents the issuance of bonds to fund capital projects, payments made by a fiscal/paying agent due to bond issues, and the destruction of bonds and bond coupons paid by the fiscal/paying agent. This series may include, but is not limited to: transfer statements, bond destruction certificates, and bond issue and payment documentation. | Retain 3 year(s) after last action | Confidential Destruction | 26 CFR § 1.148-5 | 9/10/2026 |
| 200108 | Budget Records | This series documents the agency's work to establish a budget. This series may include, but is not limited to: working papers and forecasts. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 200109 | Cash and Bank Reports | This series documents financial transactions within the agency. This series may include, but is not limited to: cash reports, transmittal and settlement records, warrant records, bank statements, and reconciliation documentation. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 200110 | Contracts | This series documents contracts and agreements entered into by the agency. This series may include, but is not limited to, contracts, agreements, and supporting documentation. | Retain 5 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 012099 | Contracts and Agreements: Capital Improvements | This series documents the financial transactions related to a capital improvement. This series may include, but is not limited to: contracts, agreements, and reports generated by the Department of Accounts (DOA). | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 | |
| 012103 | Financial Accounting Reports | This series documents regulatory compliance and accuracy in transaction processing, such as tracking of income and expenditures. This series may include, but is not limited to: Agency Risk Management and Internal Control Standards (ARMICS) documentation. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 200111 | Fixed Asset Accounting System (FAACS) Records | This series documents the control of fixed assets, such as land, buildings, and equipment, owned by the agency. This series may include, but is not limited to: inventories and reconciliation documents. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 007026 | General Ledger | This series documents the assets, liabilities, fund balances, revenues, and expenses of the agency. This series may include, but is not limited to: journals and ledgers. | Permanent, Archives | 9/10/2026 | ||
| 012108 | Grant Projects: Financials | This series documents the annual financial management of state, federal, and/or private grant projects participated in or awarded/administered by state agencies that do not contain contractual terms for records retention. This series may include, but is not limited to: accounts payables and receivables, draw-down requests, and fiscal reports. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 012109 | Insurance Records and Reports | This series documents insurance coverage carried by the agency such as unemployment insurance. This series may include, but is not limited to: insurance policies, claims, invoices, and investment files. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 200112 | Inventory Control System | This series documents the tracking and control of agency property, equipment, and supplies. This series may include, but is not limited to: journals and reports. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 200113 | Payroll Records | This series documents the payroll activities of the agency. This series may include, but is not limited to: deduction authorizations and registers, leave records, ledgers and reports, compensation files, retirement contributions, time and attendance records, and time sheets. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 200114 | Purchasing Records | This series documents the purchasing of equipment, goods, services, and supplies by the agency. This series may include, but is not limited to: bids, bid proposals, purchase orders, and requisitions. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 012150 | Receiving Records/Reports | This series documents the receiving of good, supplies and equipment by the agency. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 012151 | Reimbursement Records | This series documents the reimbursement of money to or from the agency. This series may include, but is not limited to: travel expense reimbursement and overpayment documentation. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 200115 | Retirement Files: Virginia Retirement System (VRS) | This series documents the participation of the agency in the Virginia Retirement System. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 007027 | Signature Cards | This series authorizes individuals to have signatory rights in handling various financial transactions for the agency. | Retain 3 year(s) after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 007028 | Surplus Property Disposal | This series documents the disposition of property by the agency that has been declared as surplus and no longer needed for use. This series may include, but is not limited to: bill of sale and supporting documentation. | Retain 3 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 200116 | Tax Exemption Records | This series documents the claims for tax exemption received and granted by the agency. This series may include, but is not limited to: claims files and reports. | Retain 5 year(s) after end of state fiscal year | Non-confidential Destruction | 9/10/2026 | |
| 200117 | Trust Fund Records | This series documents the agency's banking transactions relating to trust funds. This series may include, but is not limited to: bank and payroll documents, receipts, and time and attendance documentation. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 | |
| 007029 | Unclaimed Property Records | This series documents the reporting of uncashed checks and credit balances held by the agency. This series may include, but is not limited to: holder report and remittance submitted to the Virginia Department of the Treasury, Division of Unclaimed Property. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | COV 55-210.24.1 | 9/10/2026 |
| 012154 | Vendor Files | This series documents the information of vendors and suppliers that provide goods and services. This series may include, but is not limited to: correspondence, W-9 and 1099 forms, Internal Revenue Service Taxpayer Identification Number (IRS TIN) match form, alternate payment address notice, and Automatic Clearing House (ACH) payment form. | Retain until after no longer administratively useful | Confidential Destruction | 9/10/2026 | |
| 012158 | Workers' Compensation Records | This series documents claims filed based on work-related injury or illness. This series may include, but is not limited to: claims, application for benefits, wage documents used to determine compensation, and payment documentation. | Retain 5 year(s) after end of state fiscal year | Confidential Destruction | 9/10/2026 |
GS-107: Food Service
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 012254 | Cook and Meal Evaluations | This series documents any records created to evaluate or inspect cooks, food preparation, food quality or food service. | Retain 1 year(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012255 | Cook's Worksheets | This series documents any records created to control the meal preparation process, including, but not limited to assignments, recipes to be used, start times, cooking times, and supplies or foodstuffs to be used. | Retain 1 month(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012256 | Diet Records | This series documents the receipt of and compliance with special diet requirements for selected individuals, generally based on special medical or religious needs. | Retain 1 year(s) after creation | Confidential Destruction | 5/21/2001 | |
| 012258 | Food Allotment Records | This series documents the request, issue and control of bulk foods received by the facility from any source, including USDA, vendors and agency warehouses. | Retain 2 year(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012259 | Food Cost Records | This series documents the control of food costs, including but not limited to: average meal costs, recipe costs and special dietary costs. | Retain 3 year(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012260 | Food Issue Records | This series documents the internal control of foodstuffs and condiments, includes issues to cooks and other kitchen workers, and disposal of spoiled items. | Retain 2 year(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012261 | Health Certificates | This series documents the receipt of medical clearance for employees, volunteers, students, patients or inmates to work in food service operations. | Retain 2 year(s) after last action | Confidential Destruction | 5/21/2001 | |
| 012262 | Hi/Low Sheets | This series includes records of meals prepared versus meals actually served and any other record kept to assist in predicting future number of meals to be served. | Retain 1 year(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012263 | Housekeeping/Cleanup Records | This series includes any record used to assign housekeeping or cleanup responsibilities, document completion of assignments or evaluate performance of assignments. | Retain 1 month(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012264 | Inventory Records - Knives and Tools | This series documents any required daily control or inventory of knives and other utensils or equipment for security purposes. | Retain 1 year(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012265 | Inventory Records - Other Inventories | This series documents other inventories not listed on this schedule or other schedules. | Retain until after no longer administratively useful | Non-confidential Destruction | 5/21/2001 | |
| 012257 | Inventory Records - Perpetual Inventories of Stocks | This series documents the routine control of foodstuffs, condiments and other consumable supplies. | Retain 6 month(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012266 | Logs, Checklists or Control Records | This series includes any food service log, checklist or control record not otherwise listed on this schedule. | Retain 1 year(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012267 | Meal Count Sheets | This series documents the completion of daily counts, registers or sign-in sheets the track the number or names of diners at each meal. | Retain 1 month(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012268 | Menus and Standardized Recipes | This series includes all required or standardized menus that are used by kitchen personnel. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 5/21/2001 | |
| 012269 | Modified Diet Census | This series includes any records used to collectively plan the preparation of special diet requirements over time, including menu planning and special orders. | Retain 6 month(s) after creation | Confidential Destruction | 5/21/2001 | |
| 012270 | Sanitation Inspections | This series documents the routine inspection of sanitary conditions in food preparation, storage or serving areas. | Retain 2 year(s) after creation | Non-confidential Destruction | 5/21/2001 | |
| 012702 | Sanitation/Safe-Serv Certifications | This series documents certification that an individual has passed a course on sanitary/safe handling of food, utensils, cooking equipment and serving lines. | Retain 1 year(s) after expiration | Non-confidential Destruction | 5/21/2001 | |
| 012271 | USDA Refund Requests | This series documents requests to the US Department of Agriculture (USDA) for refund of expenditures in support of USDA sponsored programs. | Retain 3 year(s) after creation | Non-confidential Destruction | 7CFR250.16 | 5/21/2001 |
| 012272 | USDA Reports | This series documents the preparation and submission of reports required by the U.S. Department of Agriculture (USDA) to control USDA-provided foodstuffs, condiments, or funds. | Retain 3 year(s) after creation | Non-confidential Destruction | 7CFR250.16 | 5/21/2001 |
GS-106: General Services
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 200834 | Building Maintenance/Management: ADA Compliance Records | This series documents contacts regarding, and evaluations of, potential Americans with Disabilities Act (ADA) compliance issues pertaining to state-owned or -operated facilities and/or state-owned infrastructure. This series may include, but is not limited to: correspondence, evaluations, reports, and assessments. | Retain 5 year(s) after closed | Confidential Destruction | 9/10/2026 | |
| 012223 | Building Maintenance/Management: Custodial Records | 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 | |
| 012226 | Building Maintenance/Management: Elevator Inspections | Verifies the completion of required elevator inspections. | Retain 3 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 100616 | Building Maintenance/Management: Grounds Keeping Records | 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 | |
| 200809 | 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 | |
| 100617 | Building Maintenance/Management: Installed Equipment | 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 | |
| 012229 | Building Maintenance/Management: Parking Records | Documents the assignment, control and use of parking spaces. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 100618 | Building Maintenance/Management: Repair/Service Records | 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 project completion | Non-confidential Destruction | 9/10/2026 | |
| 012232 | Building Maintenance/Management: Space Utilization | 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 | |
| 100619 | Building Maintenance/Management: Warranty Files | 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 | |
| 200961 | 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 | |
| 012234 | Environmental Protection: Hazardous Waste Reports | Documents preparation and filing of reports required by Virginia Administrative Code, 9VAC20-60-305. | Retain 3 year(s) after event | Non-confidential Destruction | 9VAC20-60-305 | 9/10/2026 |
| 012237 | Environmental Protection: Medical Waste Records | Documents the authorized and proper disposal of medical waste as required by Virginia Administrative Code, 9VAC20-120-305. | Retain 3 year(s) after event | Non-confidential Destruction | 9VAC20-120-305 | 9/10/2026 |
| 012236 | Environmental Protection: Other Waste Disposal Records | 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 | |
| 200848 | Environmental Protection: Title V Air Emissions Permits | This series documents participation in the Title V Operating Permits Program as part of the Clean Air Act. This series includes, but is not limited to: applications, air permits, maintenance and monitoring reports, improvement plans, and supporting documentation. 40 CFR 64.9(b)(1); 9VAC5-80-110 | Retain 5 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 012235 | Environmental Protection: Transportation Manifests | 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 | 9VAC20-60-430 | 9/10/2026 |
| 012240 | Equipment Maintenance: Maintenance Reports | Documents the status of equipment in use by the agency. | Retain until after event | Non-confidential Destruction | 9/10/2026 | |
| 100620 | Equipment Maintenance: Repair and Service Records | Documents the repair and service history of non-automotive and non-installed equipment owned by the agency.. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 9/10/2026 | |
| 012239 | Equipment Maintenance: Technical Reference and Maintenance Publications | Collects technical reference material needed to use, maintain, supply and repair agency owned equipment. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 012242 | Equipment Maintenance: Warranty Files | 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 | |
| 200962 | Erosion and Sediment Control and Stormwater Management: Certifications (Record Copy) | This series documents certification of persons in accordance 9VAC25-850 -Virginia Erosion and Sediment Control and Stormwater Management Certification Regulations. This series may include, but is not limited to, certificates and correspondence. | Retain 1 year(s) after expiration | Non-confidential Destruction | 9/10/2026 | |
| 200816 | Property Usage and Lease Agreements | This series documents the temporary transfer of the use of agency property to another agency or the lease of agency property to private individuals or entities, including agency recommendations and Governor approvals. This series may include, but is not limited to, agreements, leases, and correspondence | Retain 15 year(s) after closed | Confidential Destruction | COV 2.2-1155 | 9/10/2026 |
| 100621 | Real and Rental Property: Construction Contract Administration | This series documents agency 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 decision | Non-confidential Destruction | 9/10/2026 | |
| 012222 | Real and Rental Property: Construction Plan Reviews | This series documents an agency'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 project completion | Non-confidential Destruction | 9/10/2026 | |
| 012230 | Real and Rental Property: Construction Project - Requests, Justifications, and Rankings | This series documents the agency'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 | COV 2.1-51.31 | 9/10/2026 |
| 012228 | Real and Rental Property: Leases | This series documents an agency's attempts to negotiate a lease. This series may include, but is not limited to, correspondence and supporting documentation. | Retain 5 year(s) after expiration | Confidential Destruction | 9/10/2026 | |
| 012221 | Real Property: Construction As-Built Plans, Specification, Drawings, Plans and Maps | Documents the end result of agency construction and renovation projects. Refer to the Construction and Professional Services Manual, issued by the Department of General Services, for further instructions. | Permanent, Archives | 9/10/2026 | ||
| 012224 | Real Property: Deeds - Recorded | Documents ownership of real property. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 012225 | Real Property: Deeds - Unrecorded | Documents ownership of real property. | Permanent, In Agency | 9/10/2026 | ||
| 012233 | Real Property: Surplus Property Disposal | Documents the reporting and disposal of surplus real property. | Retain 3 year(s) after last action | Non-confidential Destruction | COV 2.1-505 | 9/10/2026 |
| 100622 | Reproduction: Mailing Lists | 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 | |
| 012246 | Reproduction: Management Files | Documents the routine management of an agency printing/duplication shop. | Retain until after no longer administratively useful | Non-confidential Destruction | 9/10/2026 | |
| 100623 | Reproduction: Printing Masters, Art Works, Specifications and Layouts | Documents the planning and layout of complex printing requirements. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 012245 | Reproduction: Printing/Duplication Job Orders - Requestor Copy | 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 | |
| 012243 | Reproduction: Printing/Duplication Job Orders - Shop Copy | 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 No. GS-102, Fiscal Records for retention guidelines on payment records. | Retain 1 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 012247 | Risk Management: Insurance Claims | Documents the filing of claims by the agency or against the agency's insurers. | Retain 2 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 012248 | Risk Management: Insurance Policies | Documents the insurance status of an agency. | Retain 5 year(s) after last action | Non-confidential Destruction | 9/10/2026 | |
| 201007 | Security: Security and Surveillance Recordings | 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 year(s) after event | Non-confidential Destruction | 9/10/2026 | |
| 200734 | Security: Visitor Access Control Records | 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 | |
| 012249 | Stockroom/Warehouse: Issue/Delivery Records | Documents the issue or delivery of supplies to users within the agency. | Retain 6 month(s) after end of calendar year | Non-confidential Destruction | 9/10/2026 | |
| 012250 | Stockroom/Warehouse: Receiving Records - Accounting Copy | Documents the receipt of goods from vendors and/or common carriers. | Retain until after decision | Non-confidential Destruction | 9/10/2026 | |
| 100624 | Stockroom/Warehouse: Receiving Records - Other Copies | Documents the receipt of goods from vendors and/or common carriers. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 012251 | Stockroom/Warehouse: Signature Card/Authority Files | Documents the authority of an individual to receive, accept and sign for supplies and equipment for internal units of the agency. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 9/10/2026 | |
| 012252 | Stockroom/Warehouse: Stock Control/ Usage Records | 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 last action | Non-confidential Destruction | 9/10/2026 | |
| 012253 | Stockroom/Warehouse: Stock Locator Records | Document 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 |
GS-100: Governor's Cabinet
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 200601 | Appointment Calendars: Secretary | This series documents the scheduled appointments and activities of the Secretary. This series may include, but is not limited to: electronic and paper appointment-keeping instruments. | Permanent, Archives | 1/4/2018 | ||
| 200602 | Board Appointments | This series documents the Secretary’s role in any board-appointment process. This series may include, but is not limited to: correspondence and memoranda. | Permanent, Archives | 1/4/2018 | ||
| 200603 | Cabinet Meeting Records: Annotated | This series contains materials from Governor's Cabinet meetings collected and annotated by the Secretary. | Permanent, Archives | 1/4/2018 | ||
| 200605 | Correspondence and Subject Files: Secretariat | This series documents all other communications of the Secretariat, including those with boards and committees, as well as any subject matter, that are not specified elsewhere or contained within the CRM system. This series may include, but is not limited to: letters, faxes, memos, e-mail, reports, and briefs. | Permanent, Archives | 1/4/2018 | ||
| 200604 | Correspondence: Assigned State Agencies | This series documents the correspondence sent and received by the Secretariat to and from assigned state agencies, filed by agency. This series may contain, but is not limited to: correspondence in digital or paper formats. | Permanent, Archives | 1/4/2018 | ||
| 200606 | Decision Briefs: Supporting Documentation | This series consists of the supporting documentation from assigned agencies asking for the Secretary's permission to perform a major function or policy initiative within the agency and is not part of the official record forwarded by the Secretariat to the Governor's office via the CRM system. This series may include, but is not limited to: briefs, memoranda, and correspondence. | Permanent, Archives | 1/4/2018 | ||
| 200607 | Grants | This series documents assigned state agencies’ requests for and receipt of federal or other grant funding. This series may include, but is not limited to: correspondence and programmatic documentation. | Permanent, Archives | 1/4/2018 | ||
| 200608 | Planning and Budget: Assigned State Agencies | This series documents the interactions between the Office of the Secretary and the Governor's staff, assigned state agencies, and the Department of Planning and Budget regarding the development and modification of the Commonwealth's budget. This series may include, but is not limited to: incoming and outgoing correspondence, budget reports, notes, and supporting documentation. | Permanent, Archives | 1/4/2018 | ||
| 200609 | Public Relations | This series documents the Secretary's involvement at official functions, as well as the planning, development, and carrying out of public relations activities or visits sponsored or supported by the Secretariat. This series may include, but is not limited to: speeches or remarks, digital and/or analog images, audio/video files, social media content, and promotional material. | Permanent, Archives | 1/4/2018 | ||
| 200610 | Special Projects and Studies | This series documents the Secretariat's interaction with and oversight of projects and studies related to the Governor's initiatives, as well as other projects not identified in this or any other schedule. This series may include, but is not limited to: Notes, briefs, reports, and correspondence. | Permanent, Archives | 1/4/2018 | ||
| 200611 | Weekly Report Files | This series consists of the weekly reports received from assigned state agencies and any supporting documentation of the Secretariat’s weekly report submitted to the Governor’s office. | Permanent, Archives | 1/4/2018 |
GS-120: Health Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 200382 | Accreditation Records | This series documents hospital accreditation by a relevant health-accreditation body. This series may include, but is not limited to: accreditation results, plans for improvement, inspection results, consultation records, audits, reports and other documentation as required by the accreditation organization. | Retain 5 year(s) after superseded, obsolete, or rescinded | Confidential Destruction | 12/11/2025 | |
| 200338 | Animal Bite and Quarantine Records | This series documents the reporting of animal bites and the quarantine of animals. This series may include, but is not limited to: reports, responses, and quarantine logs. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 005306 | Animal-Head Test Results | This series documents the performance of animal-head testing on animals suspected of carrying rabies. This series may include, but is not limited to: animal-head test result | Retain 8 year(s) after end of calendar year | Non-confidential Destruction | COV 32.1-48.1 thru 4 | 12/11/2025 |
| 005307 | Appointment and Scheduling Records | This series documents the scheduling and completion of in-house appointments and the scheduling of outside-referral appointments. This series may include, but is not limited to: calendars and logs. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 200339 | Assignment Sheets | This series documents staff members on duty in a unit for a particular shift, including physicians and on-call physicians, nurses, and patient care technologists. This series may include, but is not limited to: assignment sheets and physician on-call lists. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 200340 | Autopsy Reports | This series documents a decedent's cause and manner of death. This series may include, but is not limited to: autopsy reports. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 005323 | Biological and Medical Waste Disposal Records | This series documents the disposal of hazardous medical and biological waste or transfer to certified disposal vendors. This series may include, but is not limited to: logs. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 9VAC20-60-305 | 12/11/2025 |
| 200341 | Cardiac Monitoring Recordings | This series documents cardiac monitoring of patients. This series may include, but is not limited to: recordings and activity reports. | Retain 5 year(s) after last action | Confidential Destruction | 12/11/2025 | |
| 200342 | Charge Nurse Reports | This series documents charge nurse change-of-shift notes and reports on patients. This series may include, but is not limited to: reports and notes. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 005310 | Complaint Files | This series documents the receipt of and response to complaints from both patients and the general public. This series may include, but is not limited to: correspondence. | Retain 5 year(s) after last action | Confidential Destruction | 45CFR164.530(j)(1)(iii), 45CFR164.530(j)(2) | 12/11/2025 |
| 200344 | Compliance Records | This series documents compliance with federal rules, regulations, guidance and advisories pertaining to healthcare programs, including the False Claims Act. This series may include, but is not limited to: complaints and responses, reports, audits, event and other documentation. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 31 USC 3729-2733 | 12/11/2025 |
| 200452 | Criminal Background Checks: Health Services | This series documents the criminal background check results of a job applicant in the Health Services industry for the purpose of compliance with accreditation standards within the industry. This series may include, but is not limited to: criminal background investigations, reports, fingerprint cards, and other security records. | Retain 5 year(s) after termination | Confidential Destruction | 12/11/2025 | |
| 200343 | Diagnostic Testing and Imaging Records | This series documents the performance and results of diagnostic testing and imaging, such as, but not limited to: electrocardiograms, encephalograms, nerve and pulmonary function testing, cardiac catheterization, and radiology tests including x-rays, computerized tomography (CT) scans, magnetic resonance images (MRI), and ultrasounds. Final report is added to patient medical record. This series may include, but is not limited to: clinic/lab copies of tracings, printouts, images, films, scans, and interpretation reports. | Retain 10 year(s) after closed | Confidential Destruction | 42CFR482.26(d) | 12/11/2025 |
| 005320 | Equipment Sterilization Records | This series documents the in-house sterilization of supplies and equipment and/or the receipt, control and distribution of sterilized supplies and equipment. This series may include, but is not limited to: logs and reports. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 12/11/2025 | |
| 200345 | Fetal Death Reports | This series documents fetal deaths, including stillbirths and terminations in compliance with the Code of Virginia 32.1-264. This series may include, but is not limited to: reports. | Retain 1 year(s) after creation | Confidential Destruction | 12/11/2025 | |
| 200346 | Fetal Monitoring Recordings | This series documents fetal monitoring activities. This series may include, but is not limited to: recordings and activity reports. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 005322 | Food Handler Permit Records | This series documents the issuance of food handler permits. This series may include, but is not limited to: applications, test results, course completion logs, and permits. | Retain 1 year(s) after expiration | Confidential Destruction | COV 15.2-1109 | 12/11/2025 |
| 200347 | Food, Lodging and Other Establishment Initial Permit Records | This series documents the application for initial permits to operate food, lodging and other establishments, such as restaurants, temporary food establishments, hotels, residential bed and breakfasts, summer camps, migrant labor camps, marinas, public and community pools, and tattoo, massage and beauty salon establishments. This series may include, but is not limited to: permit applications, correspondence, floor plans, equipment schedules, and initial inspection reports and permits | Retain 1 year(s) after equipment, facility, or property sold or no longer in use | Confidential Destruction | 12/11/2025 | |
| 200348 | Food, Lodging and Other Establishment Inspection and Renewal Permit Records | This series documents the inspection, investigation, sample taking, evaluation and renewal permitting of food, lodging and other establishments, such as restaurants, temporary food establishments, hotels, residential bed and breakfasts, summer camps, migrant labor camps, marinas, public and community pools, and tattoo, massage and beauty salon establishments. This series may include, but is not limited to: permit applications, annual inspection reports, test results and renewal permits. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | COV 35.1-5 | 12/11/2025 |
| 200349 | Health Insurance Portability and Accountability Act (HIPAA) Records | This series documents compliance with the Health Insurance Portability and Accountability Act (HIPAA) regulations. This series may include, but is not limited to: correspondence, reports, plans, policies, procedures, complaints, disclosure forms, and training material | Retain 6 year(s) after end of calendar year | Confidential Destruction | 45 CFR 164.530(j) | 12/11/2025 |
| 005327 | Immunization Records: Adult | This series documents adults who receive immunizations that are not included as part of a patient medical record. This series may include, but is not limited to: consent forms, encounter forms, service slips and logs. | Retain 5 year(s) after event | Confidential Destruction | COV 32.1-46 | 12/11/2025 |
| 015081 | Immunization Records: Minor | This series documents minors who receive immunizations that are not included as part of a patient medical record. This series may include, but is not limited to: consent forms, encounter forms, service slips and logs. | Retain 21 year(s) after birth | Confidential Destruction | COV 32.1-46 | 12/11/2025 |
| 200350 | Incident Reports | This series documents patient and non-patient safety incidents but does not include employee safety incidents. This series may include but is not limited to: reports and correspondence. | Retain 10 year(s) after event | Confidential Destruction | 12/11/2025 | |
| 005333 | Laboratory and Medical Equipment Maintenance Records | This series documents the maintenance and repair of laboratory and medical equipment and instruments. This series may include, but is not limited to: logs and reports | Retain 2 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 12/11/2025 | |
| 200351 | Laboratory: Cytogenetic and Molecular Diagnostic Records | This series documents cytogenetic and molecular testing and analysis. This series may include, but is not limited to: final reports, images of fluorescence in situ hybridization (FISH) studies for non-neoplastic disorders, and test reports for constitutional/genetic conditions. | Retain 20 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 200352 | Laboratory: Cytopathology and Other Specialized Reports | This series documents the performance of cytopathology and other specialized testing. This series may include, but is not limited to: cytopathology reports, surgical pathology reports, images of fluorescence in situ hybridization (FISH) studies, including cytogenetic and molecular studies for neoplastic disorders, gated dot plots, and histograms. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 21 CFR 606.160 | 12/11/2025 |
| 200353 | Laboratory: Cytotherapy Contracts and Agreements | This series documents the responsibilities of any establishment that performs a manufacturing step or provides reagents for cytotherapy. This series may include, but is not limited to: contracts and agreements. | Retain 10 year(s) after expiration | Confidential Destruction | 21 CFR 1271.270 | 12/11/2025 |
| 200354 | Laboratory: Cytotherapy Records | This series documents the cytotherapy process, including the collection, processing, compatibility testing, storage and distribution of cellular therapy product, through the final disposition of the product. This series may include, but is not limited to: test results and interpretations, temperature and other logs, quality control records, personnel training and competency records, donor records, procedures and reports. | Retain 10 year(s) after final disposition | Confidential Destruction | 21 CFR 1271.270 | 12/11/2025 |
| 005334 | Laboratory: General Reports | This series documents the performance of specimen and pathology testing. This series may include, but is not limited to: laboratory copy of test results, worksheets, logs, and reports | Retain 2 year(s) after end of calendar year | Confidential Destruction | 45 CFR 164.528(a) | 12/11/2025 |
| 005336 | Laboratory: Quality Assurance and Quality Control Records | This series documents quality assurance and quality control testing in the laboratory, which may include the calibration of equipment, and the monitoring of equipment, procedures and protocols for effectiveness. This series may include, but is not limited to: instrument printouts and data, temperature logs, performance specifications, testing results, proof of monitoring, and the identification and documentation of problems and corrective actions taken. | Retain 2 year(s) after end of calendar year | Non-confidential Destruction | 12/11/2025 | |
| 005335 | Laboratory: Requisitions, Worksheets and Logs | This series documents specimens received, and tests ordered and performed. This series may include, but is not limited to: worksheets, logs, test-order forms, test counts, requisitions, and authorization | Retain 2 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 200355 | Laboratory: Transfusion Medicine Quality Management Records | This series documents quality control measures in transfusion administration, including calibration of equipment, performance checks of equipment and reagents, and periodic checks of sterile technique and temperatures. This series may include, but is not limited to: quality management reviews, proficiency testing reports, irradiation-dose delivery reports, retyping of donor units logs, procedural review records, procedures and discontinued procedures. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 21 CFR 606.160 | 12/11/2025 |
| 200356 | Laboratory: Transfusion Medicine Records | This series documents the administration of transfusions, including the collection, processing, compatibility testing, and storage and distribution of blood and blood products. This series may include, but is not limited to: test results and interpretations, final unit dispositions, donor records, temperature and other logs, transfusion reaction reports and evaluations, panel reaction worksheets, and investigation records | Retain 10 year(s) after end of calendar year | Confidential Destruction | 21 CFR 606.160 | 12/11/2025 |
| 005338 | Lead Contamination Records | This series documents all reports of lead contamination and sources, and any remedial action taken. This series may include, but is not limited to: logs and reports | Retain 75 year(s) after creation | Non-confidential Destruction | 24CFR35.1300 thru 1355 | 12/11/2025 |
| 200357 | Logs | This series documents various activities captured on logs that are not covered elsewhere on this schedule. This series may include, but is not limited to: nursing, clinic, decedent, patient activity/registration, operating and specialty rooms, refrigerator temperature, and other miscellaneous logs | Retain until after no longer administratively useful | Confidential Destruction | 12/11/2025 | |
| 005340 | Master Patient Index (MPI) | This series documents patient information for identification purposes and for assignment of medical record numbers. This series may include, but is not limited to: index. | Permanent, In Agency | 12/11/2025 | ||
| 200829 | Medical Debt: Collected | This series documents the collection of medical debts paid to healthcare agencies by their patients. This series may include, but is not limited to, contracts, proof of debt, receipts, and invoices. | Retain 3 year(s) after closed | Confidential Destruction | 12/11/2025 | |
| 200828 | Medical Debt: Uncollected - No Action | This series documents unpaid medical debts to a health agency that were not acted upon by the agency within 3 years, rendering the debt uncollectable. This series may include, but is not limited to, contracts, proof of debt, receipts, and invoices. | Retain until after closed | Confidential Destruction | COV 8.01-246 (B) | 12/11/2025 |
| 005342 | Medicare and Medicaid Administration Records | This series documents the administration of the Medicare and Medicaid programs and non-medical contacts with patients. This series may include, but is not limited to: correspondence, memoranda, and reports. | Retain 10 year(s) after closed | Non-confidential Destruction | 42CFR430.0 to 25, 42CFR498.20 | 12/11/2025 |
| 005343 | Medicare, Medicaid, and Insurance Financial Records | This series documents Medicare, Medicaid and insurance company billings, reimbursements, and utilization and authorization records. This series may include, but is not limited to: forms and invoices. | Retain 10 year(s) after closed | Confidential Destruction | 42CFR431.17, 42CFR430.0 to 25 | 12/11/2025 |
| 005341 | Milk Regulation Permit Records | This series documents the issuance of permits for processing and distributing Grade A Milk. This series may include, but is not limited to: applications and permits. | Retain 3 year(s) after expiration | Non-confidential Destruction | 12/11/2025 | |
| 005345 | Nursing Home Pre-Admission Screening Reports: Adults | This series documents screenings of adults conducted prior to admission to nursing homes. This series may include, but is not limited to: reports. | Retain 10 year(s) after last action | Confidential Destruction | 49CFR164.528(a) | 12/11/2025 |
| 200728 | Nursing Home Pre-Admission Screening Reports: Minors | This series documents screenings of minors conducted prior to admission to nursing homes. This series may include, but is not limited to: reports. | Retain 28 year(s) after birth | Confidential Destruction | COV 54.1-2910.4 | 12/11/2025 |
| 200358 | On-site Sewage, Alternative Discharge and Private Well Inspection and Testing Records | This series documents the periodic inspection and testing of on-site sewage and alternative-discharge systems, and private wells. This series may include, but is not limited to: inspection reports and testing results. | Retain until after no longer administratively useful | Confidential Destruction | 12/11/2025 | |
| 200359 | On-site Sewage, Alternative Discharge and Private Well Permit Records | This series documents the issuance of permits for and the initial inspection of on-site sewage and alternative-discharge systems, and private wells. This series may include, but is not limited to: applications, permits, inspection reports and correspondence | Retain 75 year(s) after equipment, facility, or property sold or no longer in use | Confidential Destruction | 12/11/2025 | |
| 200360 | Outbreak Containment and Investigation Records | This series documents the report of and investigation into disease outbreaks or response to other public health emergencies, and efforts to contain outbreaks of contagious diseases or disease-resistant organisms. This series may include, but is not limited to: outbreak report forms, investigation files, test results, reports, memos, and after action review forms | Retain 75 year(s) after last action | Confidential Destruction | 12/11/2025 | |
| 012504 | Patient Medical/Dental Records: Adults | This series documents the treatment history of adult patients receiving medical services. This series may include, but is not limited to: assessment, consultation and treatment records, immunization records, diagnostic testing and imaging records and reports, lab/pathology results and reports, psychiatric notes, and medication administration records. | Retain 10 year(s) after last action | Confidential Destruction | 12/11/2025 | |
| 012503 | Patient Medical/Dental Records: Minors | This series documents the treatment history of minor patients receiving medical services when the last treatment was before the age of 18. This series may include, but is not limited to: assessment, consultation and treatment records, immunization records, diagnostic testing and imaging records and reports, lab/pathology results and reports, psychiatric notes, and medication administration records. | Retain 28 year(s) after birth | Confidential Destruction | 12/11/2025 | |
| 200361 | Patient Transportation Records | This series documents the movement of patients between medical facilities or between floors or units within the facility, and any medical attention provided during transport. This series may include, but is not limited to: forms and reports. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 005351 | Permit Review Files | This series documents participation in any permit-review process where input is provided, but permit is not issued by the local health department. This series may include, but is not limited to: permit applications, inspections, correspondence and other supporting documentation. | Retain 2 year(s) after last action | Non-confidential Destruction | 12/11/2025 | |
| 200362 | Pharmacy: Distribution, Requisition and Prescription Records | This series documents the distribution, requisition, replenishment, compounding, and prescription of drugs and other controlled substances, other pharmacy stock, and medical supplies where these items are reimbursable by federal or state programs, or private insurance companies. This series may include, but is not limited to: requisitions, prescriptions, dispensing and filling records, logs, patient medication profiles, drug recall records, audit and reports. | Retain 10 year(s) after end of state fiscal year | Confidential Destruction | COV 54.1-3404 | 12/11/2025 |
| 200363 | Pharmacy: Inventory Control | This series documents the inventory control of drugs, controlled and non-controlled substances, over-the-counter medications, medical supplies, patient products, and pharmacy and/or nursing stocks. This series may include, but is not limited to: inventories, logs, reports, repackaging records, and destruction forms. | Retain 2 year(s) after end of state fiscal year | Confidential Destruction | COV 54.1-3404, 21 USC 827(b)(3) | 12/11/2025 |
| 200364 | Procedure Records: Medical | This series documents all procedures, treatment protocols, standing orders, and decision tools established to assist clinical operations. This series may include, but is not limited to: clinical pathways and practice guidelines and protocols with supporting materials. | Retain 5 year(s) after superseded, obsolete, or rescinded | Confidential Destruction | 12/11/2025 | |
| 200365 | Radiation Dose and Dosimetry | This series documents monitoring information used to determine radiation dose and exposure of employees and other individuals, and equipment for the duration of the site license. This series may include, but is not limited to: individual monitoring results; doses to individual members of the public; dosimetry records; exposure records; uptake of radiation/internal exposure records; As Low As Reasonably Achievable (ALARA) records; results of surveys to determine dose from external sources; results of air sampling, surveys, and bioassays; results of measurements and calculations used to determine individual intakes and the release of radioactive effluents into the environment; declaration of pregnancy forms; dosimeter applications; determination of prior occupational dose; planned special exposure; medical event reports for radioactive material; procedures for administration requiring a written directive; and dosimetry equipment calibration/comparison/inter-comparison records required for teletherapy, remote afterloader, and gamma stereotactic radiosurgery units. | Retain 3 year(s) after termination | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200366 | Radiation Protection Program: Administration | This series documents the administration of the Radiation Protection Program. This series may include, but is not limited to: minutes of the Radiation Safety Committee, requests for license amendments, license renewals, and license applications. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200635 | Radiation Protection Program: Authority and Responsibility | This series documents the establishment, governance, and responsibilities of a Radiation Protection Program. This series may include, but is not limited to: policies and procedures, statement of authority, duties, and responsibilities of the Radiation Safety Officer (RSO), and signed RSO agreement to responsibility documents. | Retain 3 year(s) after termination | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200367 | Radioactive Material Medical Use Records | This series documents the use of radioactive material for medical treatment. This series may include, but is not limited to: safety instructions, written directives, sealed source inventories, treatment unit calibration records, concentration and dosage amount documentation, records of testing and inventorying sealed sources and brachytherapy sources, receipt and transfer records, treatment records, byproduct documentation, patient dosage, dose calibrator quality control records, implant installation and removal records, patient release instructions, therapy nursing instructions, therapy equipment calibration and spot-checks, and mobile medical services. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200637 | Radioactive Material: Category 1 and 2 Irradiator Users | This series documents applications for access to Category 1 and 2 sources (irradiators) and operation of other irradiators. This series may include, but is not limited to: applications and results of FBI background checks and fingerprinting. | Retain 3 year(s) after event | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200632 | Radioactive Material: Calibrations | This series documents calibrations of radiation survey instruments, brachytherapy sources, instruments used to measure activity of unsealed radioactive material, and meters. This series may include, but is not limited to: results of calibrations. | Retain 3 year(s) after event | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200634 | Radioactive Material: Facility Usage | This series documents the designation of facilities that use radioactive material, for the duration of the site license. This series may include, but is not limited to: room use commissioning records, radioactive lab and equipment decommissioning records, and reports of spills, incidents, and accidents involving radioactive material for which continued contamination exists after remediation efforts. | Retain 3 year(s) after event | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200633 | Radioactive Material: Surveys | This series documents surveys of areas where radioactive material is used. This series may include, but is not limited to: survey results and recommendations; radioactive material swipe survey reports; records of spill, incidents, and accidents involving radioactive material for which remediation efforts were successful; surveys for ambient radiation exposure rate; reports, inspection, violation, follow-up records and reports, source implant and removal surveys, and copies of patient release. | Retain 3 year(s) after event | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200636 | Radioactive Material: User Applications | This series documents applications and approvals for users of radioactive material. This series may include, but is not limited to: applications for principal investigator (PI), authorized user, authorized medical physicist, qualified user, and general user, authorization amendment forms, Radiation Safety Committee letters of approval to work with radioactive material, notebooks documenting each PI's permissions to use radioactive materials, and decommissioned lab notebooks. | Retain 5 year(s) after event | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200638 | Radioactive Material: Waste Disposal | This series documents disposal of licensed radioactive material. This series may include, but is not limited to: planned and past releases, Sewer Release Monthly Summaries, Department of Transportation solid waste uniform manifests, waste tickets, and waste inventories. | Retain 3 year(s) after termination | Confidential Destruction | 12VAC5-481 | 12/11/2025 |
| 200368 | Reportable Disease Surveillance and Investigation Records | This series documents the reporting, tracking, and resolution of possible communicable disease problems. This series may include, but is not limited to: surveillance reports, reporting forms, morbidity forms, death certificates, case investigation files, laboratory and other reports. | Retain 10 year(s) after last action | Confidential Destruction | 12/11/2025 | |
| 005369 | Sanitation Records | This series documents general environmental, sanitation and health condition testing and remediation efforts, such as vector-borne disease control and rodent abatement. This series may include, but is not limited to: logs, reports, and sanitary surveys | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 12/11/2025 | |
| 200369 | School Health Program Records | This series documents the health district's relationship with local school districts through school health clinics, performance of staff visits to schools for training, public education, and health screenings. This series may include, but is not limited to: program records, logs, and ledgers. | Retain 5 year(s) after end of academic year | Confidential Destruction | 12/11/2025 | |
| 005372 | Senior Programs: Non-Medical | This series documents staff participation in various seniors programs, including Older Americans Act programs. This series may include, but is not limited to: contact records, training programs, health screenings, immunization clinics, and day care and nursing home placement. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 200370 | Services to Clients: Non-Medical | This series documents interaction with clients in a non-medical capacity, such as providing services, training and educational programming for: infant and baby care, children or youth programs, family planning and pre-conception education, home health contacts, expectant families and pre-natal care, personal care hygiene training, lead poisoning prevention, school health programs, health insurance options, and seniors' programs. This series does not include information that is filed in the patient medical record. This series may include, but is not limited to: training and programming records, client files, and referrals. | Retain 5 year(s) after last action | Confidential Destruction | 12/11/2025 | |
| 200371 | Sewage Handler Permit Records | This series documents the issuance of sewage handler permits. This series may include, but is not limited to: applications, annual permits, and equipment inspection reports. | Retain 2 year(s) after expiration | Non-confidential Destruction | 12/11/2025 | |
| 200671 | Sexual Assault Records: Adults | This series documents the services provided to adult survivors of sexual assault. This series may include, but is not limited to: medical evaluations, laboratory tests, examination results, and prescriptions. | Retain 20 year(s) after creation | Confidential Destruction | COV 32.1-162.15:4 | 12/11/2025 |
| 200670 | Sexual Assault Records: Minors | This series documents the services provided to minor survivors of sexual assault. This series may include, but is not limited to: forensic medical evaluations, laboratory tests, examination results, and prescriptions. | Retain 38 year(s) after birth | Confidential Destruction | COV 32.1-162.15:4 | 12/11/2025 |
| 200372 | Transplant Records | This series documents the receipt and disposition of donated organs and tissue for transplantation from one patient to another. This series may include, but is not limited to: acquisition and disposition documentation, and donor information. | Retain 10 year(s) after end of calendar year | Confidential Destruction | 42 CFR 121.11 | 12/11/2025 |
| 200375 | Tuberculosis: Evaluation for Presence of Tuberculosis Infection or Disease in Persons with Exposure to Rifampin-Resistant Source - Not Treated: Adults | This series documents screening and testing for the presence of tuberculosis in adults who were exposed to a source case with rifampin-resistant tuberculosis disease and either had negative evaluation results or treatment for them was not recommended but does not include those who received treatment. This series may include, but is not limited to: skin test results and contact histories. | Retain 20 year(s) after last action | Confidential Destruction | 12/11/2025 | |
| 200376 | Tuberculosis: Evaluation for Presence of Tuberculosis Infection or Disease in Persons with Exposure to Rifampin-Resistant Source - Not Treated: Minors | This series documents screening and testing for the presence of tuberculosis in minors who were exposed to a source case with rifampin-resistant tuberculosis disease and either had negative evaluation results or for whom treatment was not recommended, but does not include those who received treatment. This series may include, but is not limited to: skin test results and contact histories. | Retain 38 year(s) after birth | Confidential Destruction | 12/11/2025 | |
| 200373 | Tuberculosis: Evaluation for Presence of Tuberculosis Infection or Disease in Persons Without Exposure to Rifampin-Resistant Source - Not Treated: Adults | This series documents screening and testing for the presence of tuberculosis in adults. who either had negative evaluation results or for whom treatment was not recommended but does not include those who were treated or evaluated due to potential exposure to a rifampin-resistant source case. This series may include, but is not limited to: skin test results and contact histories. | Retain 10 year(s) after last action | Confidential Destruction | 12/11/2025 | |
| 200374 | Tuberculosis: Evaluation for Presence of Tuberculosis Infection or Disease in Persons Without Exposure to Rifampin-Resistant Source - Not Treated: Minors | This series documents screening and testing for the presence of tuberculosis in minors who had negative evaluation results or for whom treatment was not recommended, but does not include those who were treated or evaluated due to potential exposure to a rifampin-resistant source case. This series may include, but is not limited to: skin test results and contact histories. | Retain 28 year(s) after birth | Confidential Destruction | 12/11/2025 | |
| 200377 | Tuberculosis: Treatment for Tuberculosis Infection or Disease - Not Rifampin-Resistant: Adults | This series documents the screening, testing and treatment of adults diagnosed with active tuberculosis disease or latent tuberculosis infection, and includes those who received treatment due to exposure, but not those who were evaluated and treated for rifampin-resistant disease. This series may include, but is not limited to: skin-test results, contact histories, x-rays, and treatment records. | Retain 20 year(s) after last action | Confidential Destruction | 12/11/2025 | |
| 200378 | Tuberculosis: Treatment for Tuberculosis Infection or Disease - Not Rifampin-Resistant: Minors | This series documents the screening, testing and treatment of minors diagnosed with active tuberculosis disease or latent tuberculosis infection, and includes those who received treatment due to exposure, but not those who were evaluated and treated for rifampin-resistant disease. This series may include, but is not limited to: skin test results, contact histories, x-rays, and treatment records. | Retain 38 year(s) after birth | Confidential Destruction | 12/11/2025 | |
| 200379 | Tuberculosis: Treatment for Tuberculosis Infection or Disease - Rifampin-Resistant: Adults and Minors | This series documents the screening, testing and treatment of adults and minors diagnosed with rifampin-resistant active tuberculosis disease. This series may include, but is not limited to: skin test results, contact histories, x-rays, and treatment records. | Retain 50 year(s) after last action | Confidential Destruction | 12/11/2025 | |
| 005326 | Virginia Newcomer Health Program Records | This series documents the certification of eligibility for and provision of initial health screenings to newly arrived refugees and other qualified individuals as part of the Virginia Newcomer Health Program. This series also documents the identification and intervention of communicable diseases and other conditions of public health concern. This series may include, but is not limited to: eligibility documentation, client files, encounter forms, data collection forms, and test results. | Retain 5 year(s) after last action | Confidential Destruction | 8USC1621 | 12/11/2025 |
| 200380 | Vital Records: Applications | This series documents the application and request for certified copies of birth, death, marriage, divorce, and stillbirth certificates as well as certificate amendment requests. This series may include, but is not limited to: applications, logs, and supporting documentation. | Retain 2 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 005386 | Vital Records: Copies of Death Certificates Retained by Local Health Districts | This series documents true and complete copies of death certificates retained by local health districts that are used for the issuance of certified copies by the county or city registrar. This series may include, but is not limited to: certificates | Retain 5 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 | |
| 005387 | Water Testing Records | This series documents the testing of water samples, such as beach monitoring and dialysis center testing, but excludes drinking water. This series may include, but is not limited to: test results, logs and reports. | Retain 3 year(s) after end of calendar year | Non-confidential Destruction | 12/11/2025 | |
| 200381 | Women's, Infant's and Children's (WIC) Records | This series documents staff and client participation in the Women's, Infant's and Children's (WIC) program to provide nutritional support and supplements. This series may include, but is not limited to: client files, program records and referrals. | Retain 3 year(s) after end of calendar year | Confidential Destruction | 12/11/2025 |
GS-113: Information Technology
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 000147 | Information Technology Assistance Records | This series documents troubleshooting and problem-solving assistance provided by agency information systems personnel to users of the systems. This series may include but is not limited to: help desk assistance requests, resolution records, and related documentation. | Retain 1 year(s) after closed | Non-confidential Destruction | 3/19/2009 | |
| 000148 | Network Diagrams | This series documents the logical and physical relationships of network components for purposes of organization, deployment, troubleshooting, and management of day-to-day operations. This series consists of both logical and physical network diagrams. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 3/19/2009 | |
| 000150 | Software License and Copyright Provisions Records | This series documents compliance with agency software license and copyright provisions. This series may include but is not limited to: software licenses, correspondence, and related documentation. | Retain 1 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 3/19/2009 | |
| 000151 | System Access Records | This series documents user permissions and access to information within a system. This series may include but is not limited to: a list of users with access to personally identifiable information (PII); documentation of access; and changes to user accounts and access rights. | Retain 3 year(s) after termination | Non-confidential Destruction | 3/19/2009 | |
| 000152 | System Documentation Records | This series documents operating systems, application programs, structure and form of datasets, system structure, and system-to-system communication. This series may include but is not limited to: system overviews, dataset inventories, server name, IP address, purpose of the system, vendor-supplied documentation, installed software, and current source code. | Retain 1 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 3/19/2009 | |
| 000153 | System Maintenance Records: Hardware Repair or Service | This series documents inspections, maintenance, and repairs of agency computer systems that are owned or leased. This series may include, but is not limited to: computer equipment inventories and service records. | Retain 1 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 3/19/2009 | |
| 000155 | Web Management and Operations Records: Structure | This series consists of site maps that show the directory structure into which content pages are organized and commercial, off-the-shelf (COTS) software configuration files used to operate the site and establish its look and feel. This series may include but is not limited to server environment configuration specifications. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 3/19/2009 |
GS-117: Law Enforcement
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 012300 | Abandoned/Impounded Vehicles and Watercraft | This series documents the identification, retrieval, processing, return, or disposal of abandoned or impounded vehicles and watercraft. This series may include, but is not limited to: tow sheet and disposition form. | Retain 3 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 | |
| 200193 | Accreditation Records: Supporting documentation - Commission on Accreditation for Law Enforcement Agencies (CALEA) and International Association of Campus Law Enforcement Agencies (ICALEA) | This series documents compliance with the Commission on Accreditation for Law Enforcement Agencies (CALEA) and International Association of Campus Law Enforcement Agencies (ICALEA) accreditation program standards. This series may include, but is not limited to: accreditation standard-file content and annual compliance reports. | Retain 6 year(s) after creation | Non-confidential Destruction | 6/11/2026 | |
| 200194 | Accreditation Records: Supporting documentation - Virginia Law Enforcement Professional Standards Commission (VLEPSC) | This series documents compliance with the Virginia Law Enforcement Professional Standards Commission (VLEPSC) accreditation program standards. This series may include, but is not limited to: accreditation standard-file content and annual compliance reports. | Retain 8 year(s) after creation | Non-confidential Destruction | 6/11/2026 | |
| 200195 | Alarm: Security - Activated | This series documents the activation of a state-owned security alarm system linked to the law enforcement agency's response system, the notification to the agency, the investigation into the cause, and the findings (including billable false alarms). This series may include, but is not limited to: incident reports, dispatch notes, and false-alarm logs. | Retain 1 year(s) after closed | Non-confidential Destruction | 6/11/2026 | |
| 200196 | Alarm: Security - Permit/Registration | This series documents the process required to link state-owned security alarm systems to a law enforcement agency's response system, as well as the information needed to respond to a system activation and invoice for billable false alarms. This series may include, but is not limited to: the application and supporting documentation, owner-contact information, and alarm-system data. | Retain 1 year(s) after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 200878 | Applicant Safety Assessments | This series documents an office's safety concerns about an applicant based on administered employment assessments and/or evaluations. This series may include, but is not limited to, reports, lists, and correspondence. | Retain until after no longer administratively useful | Confidential Destruction | 6/11/2026 | |
| 200198 | Arrest Logs/Books | This series documents the cumulative arrests by an agency in chronological order. This series may include, but is not limited to: log books. | Retain 5 year(s) after last action | Confidential Destruction | 6/11/2026 | |
| 200447 | Arrestee Personal Property Inventory | This series documents a law enforcement agency’s inventory of personal effects removed from an arrestee before transfer to a regional lockup or jail. This series may include, but is not limited to: logs, registers, and inventory forms. | Retain 3 year(s) after creation | Non-confidential Destruction | 6/11/2026 | |
| 200199 | Automotive Operations: Radar Equipment Files | This series documents the cumulative maintenance and repair history of radar speed-limit enforcement equipment, including but not limited to radar and LIDAR. This series may include, but is not limited to: service records. | Retain 1 year(s) after expiration | Non-confidential Destruction | 6/11/2026 | |
| 200200 | Background Checks | This series documents the request for, performance of, and submission of results from background checks/investigations on individuals as requested by courts, employers, and other persons in matters not involving an active investigative case. This series may include, but is not limited to: Special Conservator of the Peace application files; interview notes; birth, school, or military records; references; and the summarized results. | Retain 3 year(s) after submission | Confidential Destruction | 6/11/2026 | |
| 200201 | Community Crime Prevention Program Files | This series documents law enforcement's effort to develop and assist community based crime prevention programs. This series may include, but is not limited to: neighborhood watch, national night out, and similar program documentation. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 200202 | Community Educational Programs | This series documents law enforcement participation in citizen education programs. This series may include, but is not limited to: citizen and youth Police Academies and substance abuse/gang awareness programs. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 200203 | Concealed Handgun Permit Checks or Logs | This series documents the information or consultation provided to the court regarding concealed handgun permit applicants, as well as any notice received from the court on permits granted, denied, or appealed. This series may include, but is not limited to: reports and notices. | Retain 2 year(s) after expiration | Confidential Destruction | 6/11/2026 | |
| 200204 | Confidential Informant Files | This series documents the identity of, contacts with, and reliability of confidential informants. This series may include, but is not limited to: photographs, identification number, and background notes. | Retain 100 year(s) after birth | Confidential Destruction | 6/11/2026 | |
| 101383 | Confiscated Property Records: Other | This series documents the confiscation, control, return, or disposal of property and/or controlled substances confiscated during searches or arrests. This series may include, but is not limited to: description of the property or controlled substance, court order, disposition, and other documentation. | Retain 3 year(s) after last action | Confidential Destruction | 6/11/2026 | |
| 012287 | Confiscated Property Records: Weapons | This series documents the confiscation of or acceptance of surrendered firearms and other weapons by or to law enforcement authorities and the disposition of the firearm or weapon. This series may include, but is not limited to: description of firearm or weapon, court order, disposition, and other documentation. | Retain 10 year(s) after last action | Confidential Destruction | 6/11/2026 | |
| 012313 | Court Ordered and Other Process Records | This series documents the receipt and execution of, or failure to execute, court orders and/or other processes that include extraditions, hit retentions, subpoenas, summonses, copies/jackets of executed warrants, parking tickets, protective orders, and Virginia Uniform Summonses. This series may include, but is not limited to: logs, registers, copies of orders, and other tracking documentation. | Retain 1 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 200205 | Crime Analysis Files | This series documents the formal and/or informal analysis of crimes, patterns of crimes, and the reporting of the analysis. This series may include, but is not limited to: PIN maps, criminal activity statistics, and profiles of criminal activity. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 200206 | Criminal History Records: Information Requests and Challenges | This series documents the process by which state law enforcement offices receive requests from individuals regarding their information contained in the state law enforcement records (including their criminal histories), any challenges to that information or history, the investigation conducted, the response, and the documentation indicating the close of the inquiry or challenge. This series may include, but is not limited to: request forms, correspondence, and research notes. | Retain 3 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 200207 | Dangerous Dog Records | This series documents any complaints, investigations, or incidents involving dogs that are determined to be dangerous or vicious. This series may include, but is not limited to: reports and supporting documentation. | Retain 5 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 012290 | Dispatch (Communications) and Call Recordings: Not Retained as Evidence | This series documents the radio communications between dispatch/central communications and officers in the field. This series also documents the recording of incoming calls and other communication for fire, police, and rescue services, and the actions taken in response. This series may include, but is not limited to: audio recordings, video recordings, text messages, and photographs. | Retain until after decision | Non-confidential Destruction | 6/11/2026 | |
| 012291 | Dispatch (Communications) and Call Supporting Documentation: Not Retained as Evidence | This series documents the recording of radio communications at law enforcement dispatch centers and incoming calls for fire, police and rescue services, and the actions taken in response. This series may include, but is not limited to: logs, reports, and supporting documentation including Computer Aided Dispatch software and Calls-for-Service reports. | Retain until after decision | Confidential Destruction | 6/11/2026 | |
| 012303 | Duty Rosters | This series documents the work days, work hours, jobs, tasks, patrol areas, equipment, weapons, and other duties assigned to law enforcement officers. This series may include, but is not limited to: logs, rolls, rosters, and registers. | Retain 1 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 200208 | Expungements | This series documents the process of destroying law enforcement records, including all copies thereof and references thereto, that have been ordered expunged and sealed by the court. This series may include, but is not limited to: expunged records, court orders, and indexes/finding aids. | Retain 3 year(s) after order | Confidential Destruction | 6VAC20-120-80 | 6/11/2026 |
| 200448 | FCC License Records | This series documents the initial/renewed licensing of radio communication sites. This series may include, but is not limited to: FCC license and supporting documentation. | Retain 3 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 012294 | Field Contact Records: Not Retained as Evidence | This series documents contacts and interviews conducted in the field with known and/or suspected law breakers by a law enforcement agent in regard to investigations, modus operandi, and/or complaint resolution. This series may include, but is not limited to: notes and reports not considered evidentiary. | Retain 5 year(s) after last action | Confidential Destruction | 28CFR23.20(h) | 6/11/2026 |
| 101382 | Fingerprints and Photographs: Juvenile - No Warrant or Petition Filed | This series documents juveniles with an alleged violation of law, but against whom no warrant or petition was subsequently filed. This series may include, but is not limited to: fingerprints and photographs. | Retain 60 day(s) after creation | Confidential Destruction | COV 16.1-299(C) | 6/11/2026 |
| 200210 | General Orders and Regulations | This series documents internal orders, rules, and regulations for law enforcement activities. This series may include, but is not limited to registers, logs, and other policy documentation. | Retain until after no longer administratively useful | Non-confidential Destruction | 6/11/2026 | |
| 200211 | Internal Affairs Complaints | This series documents internal, confidential, administrative investigations based on complaints against law enforcement officers and/or offices, and include founded and un-founded cases. This series may include, but is not limited to: complaint documentation, notes, findings, and reports. | Retain until after no longer administratively useful | Confidential Destruction | 6/11/2026 | |
| 200212 | Investigative Case Files: Historically Significant | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts, that are determined to have historical value. This series may include, but is not limited to: reports, photographs, audio and video recordings, evidence, fingerprints, laboratory reports, and other supporting documentation. | Permanent, In Agency | 6/11/2026 | ||
| 200213 | Investigative Case Files: Less Serious Offenses | This series documents the processes and results of any systematic investigation, inquiries, or examinations into criminal or suspected criminal acts that have been committed, are being committed, or are about to be committed that the agency has deemed to be less serious in nature. This series may include, but is not limited to records pertaining to: Breath Alcohol, Confiscated (non-weapon) Property, City-wide/In-car Surveillance/ Monitoring Recordings, Controlled Substance Seizures, Dispatch/ Communications Recordings, Emergency Calls, Evidence (including receipts and requests for), Field Notes, Fingerprints (including latents), Incident Reports, Lab Requests/ Reports/ Certificates of Analysis, Photographs, Polygraphs, Release (Waiver) Forms, Summonses, and Virginia Criminal Information Network/ National Crime Information Center (VCIN/NCIC) entries. | Retain 25 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 200214 | Investigative Case Files: Non-Serious Offenses | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts that have been committed, are being committed, or are about to be committed that the agency has deemed to be non-serious in nature. This series may include, but is not limited to records pertaining to: Breath Alcohol, Confiscated (non-weapon) Property, City-wide/In-car Surveillance/ Monitoring Recordings, Controlled Substance Seizures, Dispatch/ Communications Recordings, Emergency Calls, Evidence (including receipts and requests for), Field Notes, Fingerprints (including latents), Incident Reports, Lab Requests/ Reports/ Certificates of Analysis, Photographs, Polygraphs, Release (Waiver) Forms, Summonses, and Virginia Criminal Information Network/ National Crime Information Center (VCIN/NCIC) entries. | Retain 5 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 200215 | Investigative Case Files: Serious Offenses | This series documents the processes and results of any systematic investigations, inquiries, or examinations into criminal or suspected criminal acts that have been committed, are being committed, or are about to be committed that the agency has deemed to be serious in nature. This series may include, but is not limited to records pertaining to: Breath Alcohol, Confiscated (non-weapon) Property, City-wide/In-car Surveillance/ Monitoring Recordings, Controlled Substance Seizures, Dispatch/ Communications Recordings, Emergency Calls, Evidence (including receipts and requests for), Field Notes, Fingerprints (including latents), Incident Reports, Lab Requests/ Reports/ Certificates of Analysis, Photographs, Polygraphs, Release (Waiver) Forms, Summonses, and Virginia Criminal Information Network/ National Crime Information Center (VCIN/NCIC) entries. | Retain 75 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 200216 | K-9/Horse Management Records | This series documents the management of dogs (K-9s) and horses in the service of law enforcement. This series may include, but is not limited to history, status, health, and training records. | Retain 3 year(s) after separation | Non-confidential Destruction | 6/11/2026 | |
| 012299 | Logs | This series consists of key-control, security, and all other law enforcement logs not listed elsewhere on this schedule. | Retain 2 year(s) after closed | Non-confidential Destruction | 6/11/2026 | |
| 200217 | Master Name File | This series documents legal names and aliases used by a suspected or convicted law breaker. This series may include, but is not limited to: AKAs (Also Known As), nicknames, last known and previous addresses, as well as alternate birth dates, social security numbers, and other identifiers. | Retain 100 year(s) after birth | Confidential Destruction | 6/11/2026 | |
| 200970 | Parking Tickets | This series documents the issuance of a citation and fine for violating parking regulations. This series may include, but is not limited to, parking tickets. | Retain 3 year(s) after issuance | Non-confidential Destruction | 6/11/2026 | |
| 200218 | Permit Review and Investigation Files | This series documents the request for and the results of an investigation of permit applicants, not otherwise listed on this schedule. This series may include, but is not limited to: investigation notes and final report. | Retain 3 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 012311 | Recording, Surveillance, or Monitoring Systems: Not Used as Evidence | This series documents the surveillance of an area and the actions of law enforcement officers, suspects, and bystanders, including in-car monitoring of officers. This series may include, but is not limited to: audio and video recordings. | Retain until after decision | Non-confidential Destruction | 6/11/2026 | |
| 200219 | Recording, Surveillance, or Monitoring Systems: Large Area - Not used as evidence | This series documents the surveillance of large areas of a locality, other than traffic corridors, using cameras mounted at fixed locations. This series may include, but is not limited to: audio and video recordings. | Retain until after decision | Non-confidential Destruction | 6/11/2026 | |
| 012310 | Reports: No Investigative Value | This series documents non-criminal incidents and occurrences such as accidental deaths, suicides, lost and found property, and other occurrences that have been determined not to require further investigation. This series may include, but is not limited to: incident reports, tracking records, property receipts, and investigative files. | Retain 5 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 012302 | Reports: Traffic Accident/Crash - Citizen | This series documents the investigation into and reporting of motor vehicle accidents/crashes that involve non-law enforcement vehicles. This series may include, but is not limited to: notes, reports, photographs, evidence, and other supporting documentation. | Retain 3 year(s) after closed | Confidential Destruction | COV 46.2-380 | 6/11/2026 |
| 200220 | Reports: Traffic Accident/Crash - Law Enforcement | This series documents the investigation into and reporting of motor vehicle accidents/crashes that involve law enforcement vehicles. This series may include, but is not limited to: notes, reports, photographs, evidence, and other supporting documentation. | Retain 3 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 200221 | Roll Call Files | This series documents officer attendance at meetings, briefings, inspections and other law enforcement activities, as well as any training received at these meetings. This series may include, but is not limited to: logs, rolls, rosters, and registers. | Retain 1 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 200449 | Special Assignment Records | This series documents assignments for activities such as dignitary visits, demonstrations, and other special events. This series may include, but is not limited to: operational and security plans, traffic control documentation, and logs. | Retain 2 year(s) after project completion | Confidential Destruction | 6/11/2026 | |
| 200222 | Vehicle and Watercraft Traffic Management and Control Records | This series documents information requested, compiled, and delivered for the investigation and resolution of vehicle or watercraft traffic control problems. This series may include, but is not limited to: crash report and check point statistics. | Retain 1 year(s) after last action | Non-confidential Destruction | 6/11/2026 | |
| 200223 | Virginia Criminal Information Network (VCIN/NCIC): Administrative Messages - Not part of an Investigative Case File | This series documents the sending of messages to/through or receipt of messages from/through the Virginia Criminal Information Network (VCIN) or the National Crime Information Center (NCIC), and are not made part of an Investigative Case File. This series may include, but is not limited to: correspondence. | Retain 2 year(s) after end of calendar year | Confidential Destruction | 6/11/2026 | |
| 200224 | Virginia Criminal Information Network (VCIN/NCIC): NCIC Validation Records | This series documents the monthly verification of valid entries and the removal of outdated and/or invalid entries, per the State Police-communicated list of entries from the National Crime Information Center (NCIC) database. | Retain 2 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 200225 | Virginia Criminal Information Network (VCIN/NCIC): Original Entry Printouts or Worksheets - Not related to an Investigative Case File | This series consists of original entry printouts or worksheets, if used, that exist solely to assist with data entry into the VCIN/NCIC system or to verify removal of entries from system. | Retain until after closed | Confidential Destruction | 6/11/2026 | |
| 012314 | Visitor Badge Records | This series documents the issue and control of visitor badges. This series may include, but is not limited to: logs and lists. | Retain 6 month(s) after closed | Non-confidential Destruction | 6/11/2026 | |
| 200226 | Warrants: Unexecuted | This series documents the criminal processes in the possession of a police or sheriff's department that have not been executed within, from date of issue, seven years if a felony warrant or three years if a misdemeanor warrant; or because they were issued for a now deceased person, issued based on mistaken identity, or issued as a result of technical or legal error; and have been ordered destroyed by the court. This series may include, but is not limited to: arrest warrants, summonses, capiases, and other unexecuted criminal processes. | Retain until after order | Confidential Destruction | 6/11/2026 | |
| 200227 | Weapons: Internal Assignments | This series documents the assignment of firearms and other weapons to personnel for law enforcement use. This series may include, but is not limited to: logs, registers, and rosters. | Retain 5 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | 6/11/2026 |
GS-109: Library and Museum
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 012315 | Accessions | This series documents the addition of manuscripts or artifacts into collections. This series may include but is not limited to: correspondence, receipts, agreements, logs and any other records documenting custody or ownership. | Permanent, In Agency | 12/9/2021 | ||
| 200723 | Affiliated Groups | This series documents the relationship between the library or museum and affiliated groups, organizations, or foundations. This series may include, but is not limited to: correspondence, minutes, by-laws, staff liason files, and materials used to make or support decisions. | Retain 5 year(s) after closed | Confidential Destruction | 12/9/2021 | |
| 012317 | Catalog Cards or Entries | This series documents the description, identification, and location of individual items within library or museum collections. This series may include, but is not limited to: bibliographic creation record, and card catalogs. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 12/9/2021 | |
| 005001 | Catalogs: Collections | This series documents the collections of libraries and museums. This series may include, but is not limited to: collection catalogs. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 12/9/2021 | |
| 012320 | Circulation Records - Item History | This series documents the circulation history; borrower information; description of the material borrowed; due date; overdue, lost, and damage/repair notations; and fine payments of specific items within the collections. This series may include, but is not limited to: card files, correspondence, databases, logs, pull/call slips, registers, and spreadsheets. | Retain until after no longer administratively useful | Confidential Destruction | 12/9/2021 | |
| 012321 | Circulation Records - Patron History | This series documents the borrowing history of specific patrons. This series may include, but is not limited to: applications for library cards and borrowing history. | Retain until after closed | Confidential Destruction | 12/9/2021 | |
| 012322 | Deaccessions | This series documents the removal of an item from a collection and documents any change in custody for an item in the collection. This series may include, but is not limited to: correspondence, condition reports, agreements, and deaccessioning documents. | Permanent, In Agency | 12/9/2021 | ||
| 005002 | Exhibits | This series documents the planning, preparation, and set up of library or museum exhibits. This series may include, but is not limited to: correspondence, schedules, budgets, shipping and packing itineraries and instructions, installation plans, insurance policies and contracts, attendance logs, and publicity files. | Retain 5 year(s) after no longer administratively useful | Confidential Destruction | 12/9/2021 | |
| 012324 | Interlibrary Loans | This series documents the requests to or from other libraries for loan of items from collections. This series may include, but is not limited to: requests, responses, and check-in/out records. | Retain 1 year(s) after event | Confidential Destruction | 12/9/2021 | |
| 200720 | Loans: Incoming | This series documents the terms and conditions of incoming loan agreements. This series may include, but is not limited to: loan agreements, correspondence, insurance documents, condition reports, and receipts. | Retain 5 year(s) after event | Confidential Destruction | 12/9/2021 | |
| 012316 | Loans: Outgoing | This series documents the terms and conditions of outgoing loan agreements. This series may include, but is not limited to: loan agreements, correspondence, insurance documents, condition reports, and receipts. | Retain 5 year(s) after event | Confidential Destruction | 12/9/2021 | |
| 012326 | Patron Identification and/or Registration Cards | This series documents the identification or registration of patrons and issuance of library or identification cards. This series may include but is not limited to: applications for library or registration cards. | Retain until after closed | Confidential Destruction | 12/9/2021 | |
| 200722 | Programming and Events | This series documents the development and management of public programming and events, including programs for teachers, youth and family, exhibitions, lectures, workshops, symposia, films and concerts, and other public events. This series may include, but is not limited to: contracts, purchase orders, photographs, publicity, travel arrangements, evaluations and surveys, and schedules. | Retain 5 year(s) after event | Confidential Destruction | 12/9/2021 | |
| 200721 | Rights and Reproduction Requests | This series documents requests for permission, whether granted or denied, to use or reproduce copyrighted materials. This series may include but is not limited to: requests or applications, correspondence, item information, and documentation of approval or denial. | Retain until after expiration | Non-confidential Destruction | 12/9/2021 | |
| 012327 | Special Gifts or Donations | This series documents the acceptance and use of special gifts and donations, including equipment, funds, or real property. This series may include but is not limited to: correspondence, receipts, and shipping documentation. | Retain 5 year(s) after no longer administratively useful | Non-confidential Destruction | 12/9/2021 |
GS-104: Mailroom
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 100963 | 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 | 3/15/2001 | |
| 100964 | Certified and Registered Mail Records | This series documents the acceptance and shipment or receipt and release of certified or registered mail. | Retain 3 year(s) after last action | Non-confidential Destruction | 3/15/2001 | |
| 100967 | Mail Shipment/Receipt Records | This series documents the control of incoming and outgoing mail. | Retain 1 year(s) after last action | Non-confidential Destruction | 3/15/2001 | |
| 100966 | 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 last action | Non-confidential Destruction | 3/15/2001 | |
| 100968 | 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 event | Non-confidential Destruction | 3/15/2001 | |
| 100969 | 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 | 3/15/2001 | |
| 100970 | 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 last action | Non-confidential Destruction | 3/15/2001 | |
| 100971 | Requisitions for Postage | This series documents internal requests for postage, issue or postage and reimbursement, if applicable. | Retain 3 year(s) after last action | Non-confidential Destruction | 3/15/2001 | |
| 100972 | Special Handling or Shipping Records | 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 last action | Non-confidential Destruction | 3/15/2001 |
GS-105: Motor Vehicle
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 101041 | 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 agency selling or disposing of vehicles. | Retain 3 year(s) after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | COV 46.2-629 | 4/24/2001 |
| 101043 | Fuel Receipts/Tickets - Commercial Service Stations | This series documents the receipt of gasoline or other services at commercial gas stations. Usually credit card receipts. | Retain 3 year(s) after receipt | Non-confidential Destruction | 4/24/2001 | |
| 101044 | Fuel Receipts/Tickets - State Owned Facilities | This series documents the receipt of gasoline or other services from state owned facilities. Retained to verify reimbursement requests. | Retain 3 year(s) after receipt | Non-confidential Destruction | 4/24/2001 | |
| 101042 | Fuel/Lubricant Issue Records | This series documents the issue of fuels or lubricants and requests for reimbursements. | Retain 3 year(s) after last action | Non-confidential Destruction | 4/24/2001 | |
| 101045 | Mileage/Usage Reports | This series documents the completion and submission of any mileage or usage reports. | Retain 1 year(s) after event | Non-confidential Destruction | 4/24/2001 | |
| 101046 | Motor Vehicle Accident Files | This series documents the reporting of and/or investigation of motor vehicle accidents. | Retain 5 year(s) after closed | Non-confidential Destruction | 4/24/2001 | |
| 101047 | 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 | 4/24/2001 | |
| 101048 | 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 | 4/24/2001 | |
| 101049 | 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 3 year(s) after receipt | Non-confidential Destruction | 4/24/2001 | |
| 101050 | 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 | 4/24/2001 | |
| 101051 | Motor Vehicle Release/Transfer Records | 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 | 4/24/2001 | |
| 101052 | Motor Vehicle Reports | This series documents the routine reporting of administrative information on motor vehicles, reports not already listed on this schedule. | Retain 3 year(s) after event | Non-confidential Destruction | 4/24/2001 | |
| 101053 | 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 last action | Non-confidential Destruction | 4/24/2001 | |
| 101054 | Motor Vehicle Use/Control - Sign Out Logs/Books | This series documents the acceptance/receipt of vehicles for daily use. | Retain 2 year(s) after last action | Non-confidential Destruction | 4/24/2001 | |
| 101055 | 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 | 4/24/2001 | |
| 101056 | Motor Vehicle Use/Control - Vehicle Assignment Records | This series documents the long term or permanent assignment of vehicle to specific individuals, offices or uses. | Retain 2 year(s) after event | Non-confidential Destruction | 4/24/2001 | |
| 101057 | Registrations - Vehicle | This series documents registration and licensing of agency owned vehicles. | Retain until after equipment, facility, or property sold or no longer in use | Non-confidential Destruction | COV 46.2-600 | 4/24/2001 |
| 101058 | State Inspections - Inspection Station Copies | This series documents the inspection of vehicles by approved inspection stations - station copies. | Retain 2 year(s) after event | Non-confidential Destruction | COV 46.2-1163 | 4/24/2001 |
| 101059 | State Inspections - Vehicle Copies | This series documents that vehicle has been inspected at an approved inspection station. | Retain until after project completion | Non-confidential Destruction | COV 46.2-1157 | 4/24/2001 |
| 101060 | 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 event | Non-confidential Destruction | 4/24/2001 | |
| 101061 | 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 last action | Non-confidential Destruction | 4/24/2001 | |
| 101062 | Vehicle Titles | This series documents the legal ownership and titling of vehicles. | Retain until after equipment, facility, or property sold or no longer in use | Confidential Destruction | COV 46.2-600 | 4/24/2001 |
GS-103: Personnel Records
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 100473 | Accident/Illness Reports | This series documents occupational injuries and illnesses. This series may include, but is not limited to: reports and logs, but excludes sick leave reports maintained for payroll purposes. | Retain 5 year(s) after event | Confidential Destruction | 29 CFR 1904(C) and (D), 16 VAC 25-85-1904 | 6/11/2026 |
| 100474 | Affirmative Action/Equal Employment Opportunity Commission (EEOC) Plans | This series documents affirmative action, Equal Employment Opportunity Commission (EEOC), and/or Equal Employment Services (EES) plans. This series may include, but is not limited to: plans. | Retain 3 year(s) after superseded, obsolete, or rescinded | Non-confidential Destruction | 29CFR1608.4 | 6/11/2026 |
| 100475 | Affirmative Action/Equal Employment Opportunity Commission (EEOC) Progress Reports | This series documents any affirmative and/or equal employment action taken by an agency. This series may include, but is not limited to: reports. | Retain 3 year(s) after submission | Non-confidential Destruction | 29 CFR 1602.32 | 6/11/2026 |
| 100503 | Applications and Resumes: Unsolicited | This series documents the receipt of unsolicited applications or resumes for which no position has been announced. This series may include, but is not limited to: applications and resumes. | Retain until after no longer administratively useful | Confidential Destruction | 6/11/2026 | |
| 100476 | Attendance Records: Education/Training | This series documents attendance at classes, meetings, and seminars for training or continuing education purposes. This series may include, but is not limited to: logs, registers, and sign-in sheets, but excludes attendance records maintained for payroll purposes. | Retain until after no longer administratively useful | Non-confidential Destruction | 6/11/2026 | |
| 002349 | Criminal History / Background Check Records | This series documents the criminal history, if any, of a job applicant for the purposes of making a hiring decision. This series may include, but is not limited to: criminal background investigation reports, fingerprint cards, central registry forms, and other security records. | Retain until after event | Confidential Destruction | 6/11/2026 | |
| 100479 | Discrimination Complaint Cases | This series documents the investigation into any act(s) of discrimination filed by an employee. This series may include, but is not limited to: investigative and interview notes, logs, reports, and Equal Employment Opportunity Commission (EEOC) claims. | Retain 3 year(s) after closed | Confidential Destruction | 29CFR1602.14 | 6/11/2026 |
| 200388 | Drug and Alcohol Screening or Testing Records: Negative Results | This series documents the administration and negative results of alcohol and drug screening or testing of job applicants or employees. This series may include, but is not limited to: logs, registers, and reports. | Retain 1 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 100480 | Drug and Alcohol Screening or Testing Records: Positive Results | This series documents the administration and positive results of alcohol and drug screening or testing of job applicants or employees. This series may include, but is not limited to: logs, registers, and reports. | Retain 5 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 100481 | Education Assistance Program Records | This series documents requests for tuition assistance, the approval or denial of the requests, and any required repayment. This series may include, but is not limited to: applications, correspondence, evaluation forms, and reports. | Retain 3 year(s) after closed | Non-confidential Destruction | 6/11/2026 | |
| 200843 | Employee ADA Accommodation Requests | This series documents an employee's request for accommodation(s) made under the Americans with Disabilities Act (ADA). This series may include, but is not limited to, applications, correspondence, and supporting documentation. | Retain 2 year(s) after last action | Confidential Destruction | 29 CFR 1602.31 | 6/11/2026 |
| 200842 | Employee ADA Accommodation Requests: Involuntary Termination | This series documents the Americans with Disabilities Act (ADA) accommodation requests made by an employee who has been or is being involuntarily terminated. This series may include, but is not limited to, applications, lay-off/termination related records, correspondence, and supporting documentation. | Retain 2 year(s) after separation | Confidential Destruction | 29 CFR 1602.31 | 6/11/2026 |
| 100483 | Employee Directories, Rosters, or Indexes | This series documents employee work assignments, titles, phone numbers and/or addresses. This series may include, but is not limited to: logs, registers, and reports. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 100491 | Employee Health Certificates | This series documents, at the time of hire, an employee's ability to perform a specific task, function or job, and/or that the employee's health meets requirements set by the employer. This series may include, but is not limited to: certificates and reports. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 100484 | Employee Health Records | This series documents any long-term health risk, as well as any health treatment or examination given to an employee by a medical professional of the agency or an agent of the agency for exposure to hazardous substances, or on-the-job injuries, or for the employee’s general well being. This series may include, but is not limited to: health assessments, medical clearance or release to duty notices, reports, x-rays, and other records related to Series 100473 "Accident/Illness Reports." | Retain 30 year(s) after separation | Confidential Destruction | 29CFR1910.1020(d)(1)(i) | 6/11/2026 |
| 100485 | Employee Personnel Records: Long Term | This series documents any employee's history. This series should include, but is not limited to: date range employed, contact information, compensation and position history, reason for separation/termination, personnel action notices, and any retirement benefits information. | Retain 50 year(s) after separation | Confidential Destruction | 6/11/2026 | |
| 012172 | Employee Personnel Records: Short Term | This series documents any employee's work activity and history that is not included in the Long Term series. This series may include, but is not limited to: test results; professional certification and qualification records; evaluations; disciplinary actions; promotion/demotion, layoff, termination or tenure records; return to work notifications (issued by employer); and any other non-long term record. | Retain 5 year(s) after separation | Confidential Destruction | 6/11/2026 | |
| 100482 | Employment Eligibility Form and Records (I-9): Employee Employed Less Than Two Years | This series documents the employer's verification at the time of hire that any prospective employee or recruit is a U.S. citizen, resident alien, or legal immigrant eligible to work in the U.S. as required by the U.S. Citizenship and Immigration Services. This series may include, but is not limited to: forms. | Retain 3 year(s) after event | Confidential Destruction | 8 CFR 274a.2(b) | 6/11/2026 |
| 200034 | Employment Eligibility Form and Records (I-9): Employee Employed More Than Two Years | This series documents the employer's verification at the time of hire that any prospective employee or recruit is a U.S. citizen, resident alien, or legal immigrant eligible to work in the U.S. as required by the U.S. Citizenship and Immigration Services. This series may include, but is not limited to: forms. | Retain 1 year(s) after separation | Confidential Destruction | 8 CFR 274a.2(b) | 6/11/2026 |
| 100489 | Exit Interview Files | This series documents the interview or survey of employees prior to their departure from the agency. This series may include, but is not limited to: notes, completed surveys, and reports. | Retain 3 year(s) after separation | Confidential Destruction | 6/11/2026 | |
| 200968 | Family and Medical Leave Act (FMLA) Records | This series documents employees' use of FMLA. This series may include, but is not limited to, approved applications, leave records, and supporting documentation. | Retain 3 year(s) after end of state fiscal year | Confidential Destruction | 29 CFR 825.500 (b) | 6/11/2026 |
| 100490 | Grievance Records | This series documents the initial complaint, actions, investigation, summary, and disposition of an employee grievance. This series may include, but is not limited to: investigative and interview notes, logs, and reports. | Retain 5 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 100492 | Incident Reports | This series documents the occurrence of an incident, and any subsequent investigation, that involves the employees/facilities of an agency, or the public, and has reasonable possibility of legal consequences. This series may include, but is not limited to: investigative and interview notes, logs, and reports, as well as materials related to Series 100473, "Accident/Illness Reports." | Retain 5 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 200162 | Occupational Safety and Health Administration (OSHA) Records | This series documents compliance with federal Occupational Safety and Health Administration (OSHA) regulations, as well as Virginia Department of Labor and Industry's Occupational Safety and Health (VOSH) regulations. This series may include, but is not limited to: reports, logs, and policy and program documentation. | Retain 5 year(s) after end of calendar year | Confidential Destruction | 29CFR1904 et seq. | 6/11/2026 |
| 100493 | Pay Classification Records | This series documents the determination of compensation for an individual, a job, or a group of jobs within the agency. This series may include, but is not limited to: worksheets, requests, studies, and reports. | Retain 5 year(s) after decision | Confidential Destruction | 29CFR1602.31 | 6/11/2026 |
| 100498 | Position Classification and Description Records | This series documents the need for a position, the task requirements for performing the job, the job title, and/or agency approval. This series may include, but is not limited to: position descriptions, survey results, worksheets, requests, and studies. | Retain 5 year(s) after superseded, obsolete, or rescinded | Non-confidential Destruction | 6/11/2026 | |
| 100499 | Promotion, Demotion, Separation, or Tenure Records | This series documents the decisions made regarding promotion, demotion, separation, layoff, termination, or tenure for a particular employee or group of employees. This series may include, but is not limited to: staffing templates, budget reports, performance and composite data, and position evaluations. | Retain 2 year(s) after decision | Confidential Destruction | 29CFR1602.31 | 6/11/2026 |
| 012185 | Recruitment, Hiring, Interview and Selection Records | This series documents the process and result of recruiting, selecting, and hiring. This series may include, but is not limited to: applications of selected and rejected applicants, position descriptions, copies of announcements and advertisements, selection criteria, evaluations, interview notes, tests, work samples, and rankings. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 200786 | Telework Agreements | This series documents arrangements for employees to perform their official duties remotely at a location other than the agency's traditional worksite, such as the employee's residence or other approved location(s). This series includes, but is not limited to: telework agreements. | Retain 3 year(s) after superseded, obsolete, or rescinded | Confidential Destruction | 6/11/2026 | |
| 100500 | Testing Records | This series documents any test or testing process administered for employee evaluation, retention, or promotion. This series may include, but is not limited to: tests and results. | Retain 5 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 100501 | Training Records Not Required for Certification or Qualification | This series documents employees' attendance in classes, conferences, courses, meetings, seminars, workshops, and any other training or educational initiative not required for licensing, certification, or qualification. This series may include, but is not limited to: logs, registration forms, attendance approval, attendance records, and reports. | Retain 3 year(s) after event | Non-confidential Destruction | 6/11/2026 | |
| 100502 | Unemployment Insurance / Compensation Records | This series documents the response made to and the results received from the Virginia Employment Commission in the review of unemployment claims. This series may include, but is not limited to: correspondence, reports, and forms. | Retain 5 year(s) after closed | Confidential Destruction | 6/11/2026 | |
| 100504 | Verification of Employment | This series documents the receipt of and responses to requests for verification of an individual's employment. This series may include, but is not limited to: release, waiver, and correspondence. | Retain 3 year(s) after event | Confidential Destruction | 6/11/2026 | |
| 200389 | Visa / Immigration Records | This series documents an employee's visa, green card, and immigration records. This series may include, but is not limited to: applications, correspondence, required documentation for the employee, and other related records. | Retain 10 year(s) after expiration | Confidential Destruction | 6/11/2026 | |
| 002351 | Volunteer Records | This series documents the recruitment, selection, and work history of volunteers. This series may include, but is not limited to: application, approval, denial, assignment, performance, training, and attendance records. | Retain 5 year(s) after last action | Confidential Destruction | 6/11/2026 |