
Texas State Records Retention Schedule
(Revised 4th edition)

Effective July 4, 2012

Texas Administrative Code, Title 13, Chapter 6, Section 6.10
Texas State Library and Archives Commission

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Caution

A state record whose retention period has expired may not be destroyed if any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record is initiated; its destruction shall not occur until the completion of the action and the resolution of all issues that arise from it.

A state record whose retention period expires during any litigation, claim, negotiation, audit, public information request, administrative review, or other action involving the record may not be destroyed until the completion of the action and the resolution of all issues that arise from it.


Inquiries and comments regarding this schedule should be directed to:

Texas State Library and Archives Commission
State and Local Records Management Division
PO Box 12927, Austin, Texas 78711-2927
512-421-7200


Table of Contents

Introduction
Explanation of Fields
Explanation of Codes
Explanation of Terms
Amendment Notice

Category 1: Administrative Records

Section 1.1 General
Section 1.2 Records Management
Section 1.3 State Publications

Category 2: Electronic Data Processing Records

Section 2.1 Automated Applications
Section 2.2 Computer Operations and Technical Support

Category 3: Personnel Records

Section 3.1 Employee
Section 3.2 Payroll
Section 3.3 Personnel Administration
Section 3.4 Time and Leave

Category 4: Fiscal Records

Section 4.1 Worksheets, Detail Information on Financial Event or Transaction
Section 4.2 Documents of Original Entry
Section 4.3 Journals and Registers
Section 4.4 Ledgers
Section 4.5 Reports
Section 4.6 Documents Showing Compliance with System of Internal Control
Section 4.7 Other Fiscal

Category 5: Support Services Records

Section 5.1 General
Section 5.2 Facility Management
Section 5.3 Purchasing
Section 5.4 Risk Management
Section 5.5 Telecommunications
Section 5.6 Vehicles

Appendix: Index by Keyword, Subject and Title

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Introduction

The Texas State Records Retention Schedule (RRS) is adopted as an administrative rule of the Texas State Library and Archives Commission and supersedes the schedule of January 1, 1998.

This retention schedule indicates the minimum length of time listed records series must be retained by a state agency before destruction or archival preservation. The RRS does not take the place of an agency's retention schedule, but is to be used as a guide by the agency in creating and updating its schedule. Records series listed on the RRS are those which are commonly found in most state agencies. The retention periods given in the RRS are required minimums. The commission also recommends them as appropriate maximum retention periods.

In addition to the common records listed in the RRS, each agency has unique records series that must be included in its retention schedule. Each agency must submit a complete records retention schedule, entered on Form SLR 105, or an approved facsimile, to the State and Local Records Management Division of the Texas State Library and Archives Commission (Government Code, §441.185).

Some records in this schedule must be transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission for archival preservation after they are no longer needed in the agency; other records in this schedule are subject to archival review for historical value by staff of the same division before disposal.

If a federal or state statute or regulation specifies a longer retention period for any records series received, created, or maintained by an agency, the statute or regulation overrides this schedule.

Some records in this schedule must be transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission for archival preservation after they are no longer needed in the agency; other records in this schedule are subject to archival review for historical value by staff of the same division before disposal.

If a federal or state statute or regulation specifies a longer retention period for any records series received, created, or maintained by an agency, the statute or regulation overrides this schedule.

Summary of Important Points

  • The RRS does not take the place of an agency records retention schedule.
  • The RRS is to be used as an authoritative guide in creating and updating an agency records retention schedule.
  • Retention periods listed in the RRS are required minimums. Some agencies may need to keep some of the records listed for longer periods; agency legal staff should be consulted.
  • Federal or state statutes or regulations requiring longer retention periods override retention periods in the RRS.
  • For individual records series, there may be requirements in law or regulation for submitting copies of records to other state agencies. Each agency should determine any requirements for filing copies that may apply to the agency's specific records series.
  • Each agency must submit a complete records retention schedule to the State and Local Records Management Division of the Texas State Library and Archives Commission.
  • For assistance in evaluating records having possible historical value, contact the Archives and Information Services Division of the Texas State Library and Archives Commission at
    512-463-5480.

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Explanation of Fields

Records Series Item Number - Records series item numbers are assigned by the State and Local Records Management Division of the Texas State Library and Archives Commission.

Records Series Title - The most general titles possible have been chosen. Explanations are provided for those titles which are not self-explanatory.

Vital Records - Vital records are those that are essential to resume business or continue an organization, to recreate an agency's financial or legal position, or to preserve the rights of employees and citizens. Records series commonly regarded as vital have been so designated. These designations are not made mandatory by this schedule. The records management officer in each agency is responsible for determining which records series of the agency are vital. Records series unique to the agency may be vital and some records series designated as vital in this schedule may not be so in the agency, depending on the nature of its internal recordkeeping systems.

Archival - Those records series that must be transferred, or evaluated, for archival preservation.

Total Retention - Retention is expressed in years unless otherwise noted.

Comments - This column contains citations to applicable federal or state laws or regulations or other information regarding records retention requirements.

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Explanation of Codes

Archival Codes

A - The records must be transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission.

R - The Archives and Information Services Division must be contacted for an archival review of the records before disposition. Those records determined to be archival must be transferred to the Archives and Information Services Division for long-term preservation.

Special Note: Staff of the Archives and Information Services Division conduct archival appraisals on a series by series basis. As a result of these appraisals, one or more records series of an agency bearing the Archival Code R may be found to lack sufficient archival value to merit transfer to the Archives and Information Services Division. In such instances, the agency will be instructed to use a special Archival Code E for the record series.

Retention Codes: All numbers used with retention periods are expressed in years unless otherwise indicated.

AC - After Closed (or terminated, completed, expired, or settled): The record is related to a function or activity with a finite closure date.

AV - As Long as Administratively Valuable: The immediate purpose for which the record was created has been fulfilled and any subsequent need for the record to conduct the operations of the agency, if any, has been satisfied. This retention period, new to this schedule, replaces PS (Purpose Served), used in earlier editions of this schedule.

CE - Calendar Year End: December 31.

FE - Fiscal Year End: August 31.

LA - Life of Asset: The record is retained until the disposal of the asset.

PM - Permanent: A record that possesses enduring legal, fiscal, or administrative value and must be preserved permanently by the agency.

US - Until Superseded: The record is replaced by an updated version. If a record subject to this retention period is discontinued or is no longer required by law, the date of supersession is the date the decision to discontinue the record is made or the law takes effect. If the record relates to an employee, the date of supersession is the date of termination or the last date the record is needed with reference to the employee, as applicable. For example, an authorization for direct deposit (see Records Series Item Number 3.2.008) would be superseded on the date the last deposit is made under the authorization.

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Explanation of Terms

CFR - Code of Federal Regulations. Regulations of federal agencies adopted under authority of laws enacted by the U. S. Congress.

Record Copy - The document which is kept on file as an original or official record for the total retention period. Distinct from a "working" or "convenience" copy, which is a duplicate used for reference purposes.
Caution: Care must be taken by records management officers in determining if duplicate records are indeed convenience copies or if two or more copies of the same document must be considered record copies. It is very possible for the same document to be present in two or more units of a state agency and be the record copy in each unit if it serves a different funtion in each of those units.

Records Series - A group of identical or related records with the same function and the same retention period that is evaluated as a unit for retention scheduling purposes.

Retention Period - The amount of time a records series must be retained before destruction or archival preservation.

State Publication - Information in any format that is produced by the authority of or at the total or partial expense of a state agency or is required to be distributed under law by the agency, and is publicly distributed. The term does not include information the distribution of which is solely limited to contractors with or grantees of the agency, staff persons within the agency or within other government agencies, or members of the public under a request made under the open records law, Government Code, Chapter 552. The term includes but is not limited to: a publication distributed in print, on microform, as audiovisual material, as interactive media or on electronic external storage device; an on-line publication which is an index to other on-line publications, one or more text, graphic, or other digital files, or a user interface to a computer database.

TAC - Texas Administrative Code. Regulations of state agencies adopted under authority of laws enacted by the Texas Legislature.

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Amendment Notice

"•" A bullet preceding the Records Series Item Number denotes the addition of a new records series or a revision to a records series as it appeared in the January 1998 edition of the Texas State Records Retention Schedule , issued as an administrative rule of the Texas State Library and Archives Commission. The revisions noted by a bullet are:

  • Additions of new records series.
  • Deletions of records series and/or their inclusion in another records series in the schedule.
  • Changes to records series descriptions or titles.
  • Changes to retention periods.
  • Changes to the archival status of a records series.
  • Changes to legal citations.
  • Substantive changes to comments about the records series.

Occasionally, a records series will be deleted from this schedule because it has been determined that it is not a record maintained in most agencies, but it may remain a specialized record in some agencies.

Missing numbers in the Records Series Item Number sequence indicate that in prior editions of this schedule a records series was eliminated, combined with another records series, or was re-numbered. Records series eliminated or combined with another records series or re-numbered in this schedule for the first time are marked with a "•."

Numbers appearing in earlier editions of this schedule that are no longer used:

1.1.001
1.1.003
1.1.005
1.1.009
1.1.012
1.1.015
1.1.016
1.1.017
1.1.018
1.1.022
1.1.025
1.1.028
1.1.029
1.1.030
1.1.031
1.1.032
1.1.033
1.1.034
1.1.035
1.1.036
1.1.037
1.1.039
1.1.042
1.1.044
1.1.045
1.1.046
1.1.047
1.1.049
1.1.050
1.1.051
1.1.052
1.1.054
1.2.002
1.2.007
1.2.009
2.1.003
2.1.004
2.1.005
2.1.006
2.2.003
2.2.005
2.2.006
2.2.007
2.2.008
2.2.009
3.1.003
3.1.004
3.1.005
3.1.007
3.1.008
3.1.009
3.1.010
3.1.015
3.1.016
3.1.017
3.1.025
3.1.028
3.1.030
3.1.032
3.1.033
3.3.002
3.3.003
3.3.005
3.3.006
3.3.007
3.3.008
3.3.009
3.3.012
3.3.013
3.3.014
3.3.016
3.3.017
3.3.018
3.3.019
3.3.021
4.5.004
4.6.004
5.1.002
5.1.006
5.1.008
5.1.009
5.1.016
5.2.013
5.3.001
5.3.006
5.4.005
5.4.006
5.5.005
5.6.006

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Category 1: Administrative Records

Section 1.1 - General

1.1.002. AUDITS - Audits and reviews performed by or on behalf of an agency, including the working papers that support the audit. Also includes audits performed on the agency. Retention: AC + 7. Vital: No. Archival: No. Comments: AC = Publication or release of final audit findings. The State Auditor's Office retains any copies of its audits performed on Texas state agencies.

1.1.004. LEGISLATIVE APPROPRIATION REQUESTS - Including any supporting documentation created and/or used to justify and support legislative appropriations requests by an agency. Retention: AC + 6. Vital: No. Archival: A - Transfer to Archives and Information Services Division. Comments: AC = September 1 of odd-numbered calendar years.
ARCHIVES NOTE: The archival requirement is met by sending the required copies of the requests to the Texas State Publications Depository Program, Texas State Library and Archives Commission. Only copies of supporting documentation submitted to the Legislative Budget Board are archival.

1.1.006. COMPLAINT RECORDS - Complaints received by an agency from the public concerning the agency and records pertaining to the resolution of the complaint. Vital: No. Archival: No. Retention: AC + 2 years. Comments: AC = Final disposition of the complaint.
CAUTION: If a complaint becomes the subject of litigation, it must be included in and is subject to the minimum retention period of item number 1.1.048.

1.1.007. CORRESPONDENCE - ADMINISTRATIVE - Incoming/outgoing and internal correspondence pertaining to the formulation, planning, implementation, interpretation, modification, or redefinition of the programs, services, or projects of an agency and the administrative regulations, policies, and procedures that govern them. Retention: 4 years. Vital: Yes. Archival Review: Yes.
ARCHIVES NOTE: Only the administrative correspondence of executive staff, board or commission members, division directors and program heads require archival review. Contact the State Archives when these records have met their retention periods.
CAUTION: This records series and item number 1.1.008 should be used only for correspondence that is not included in or directly related to another records series on the agency's approved schedule. For example, a memorandum that documents an appropriations request must be retained for the minimum retention period prescribed by item number 1.1.004; a letter concerning an audit for that prescribed by item number 1.1.002, etc. SEE ALSO item number 1.1.011.

1.1.008. CORRESPONDENCE - GENERAL - Non-administrative incoming/outgoing and internal correspondence, in any media, pertaining to or arising from the routine operations of the policies, programs, services, or projects of an agency. Retention: 2 years. Vital: No. Archival: No. Comments: SEE comment to item number 1.1.007. SEE ALSO item number 1.1.010.

1.1.010. DIRECTIVES - Any document that officially initiates, rescinds, or amends general office procedures. Retention: US + 1 year. Vital: No. Archival: No.

1.1.011. EXECUTIVE ORDERS - Any document that initiates, rescinds, or amends a regulation, policy, or procedure that governs the programs, services, or projects of an agency. Retention: US + 3 years. Vital: Yes. Archival: A - Transfer to Archives and Information Services Division.

1.1.013. CALENDARS, APPOINTMENT and ITINERARY RECORDS - Calendars, appointment books or programs and scheduling, or itinerary records, purchased with state funds or maintained by staff during business hours that document appointments, itineraries, and other activities of agency officials or employees. Retention: CE + 1year. Vital: No. Archival: R - Review required before disposal.
ARCHIVES NOTE: Only the calendars, appointment, and itinerary records of elected officials, executive staff, board or commission members, division directors, and program heads require archival review. Contact the State Archives when these records have met their retention periods.
CAUTION: A record of this type purchased with personal funds, but used by a state official or employee to document his or her work activities may be a state record and subject to this retention period. See Open Records Decision 635 issued in December 1995 by the Attorney General.

1.1.014. LEGAL OPINIONS AND ADVICE - From agency legal counsel or the Attorney General, including any requests eliciting the opinions. Retention: AV. Vital: No. Archival: R - Review required before disposal.
CAUTION: Does not include legal opinions or advice rendered on a matter in litigation or with regard to pending litigation. SEE item number 1.1.048.

1.1.019. PUBLIC RELATIONS RECORDS - News, press releases, or any public relations files maintained or issued by an agency. Includes print, electronic, audio, and audiovisual records. Retention: 2 years. Vital: No. Archival: R - Review required before disposal.

1.1.020. PUBLIC INFORMATION REQUESTS - NOT EXEMPTED - Includes all correspondence and documentation relating to requests for records that are furnished to the public under Public Information Act (Chapter 552, Government Code). Retention: AC + 1 year. Vital: No. Archival: No. Comments: AC = Date request fulfilled.

1.1.021. PUBLIC INFORMATION REQUESTS - EXEMPTED - Includes all correspondence and documentation relating to requests for records that are exempt under the Public Information Act (Chapter 552, Government Code). Retention: AC + 2 years. Vital: No. Archival: No. Comments: AC = Date of notification that records are exempt.

1.1.023. ORGANIZATION CHARTS - Retention: US. Vital: No. Archival: A - Transfer to State Archives.

1.1.024. PLANS AND PLANNING RECORDS - Plans and records relating to the process of planning new or redefined programs, services, or projects of an agency that are not included in or directly related to other records series in this schedule. Retention: AC + 3 years. Vital: No. Archival: R - Review required before disposal. Comments: AC = Decision made to implement or not to implement result of planning process.
ARCHIVES NOTE: Data processing planning records are not archival.

1.1.026. TEXAS REGISTER SUBMISSIONS - Copies of all proposed, withdrawn, emergency, and adopted rules; open meetings notices; or any other documents required by law to be submitted to the Texas Register. Retention: AC + 1 year. Vital: No. Archival: No. Comments: AC = Date of publication in the Texas Register.

1.1.027. PROPOSED LEGISLATION - Drafts of proposed legislation and related correspondence. Retention: AV. Vital: No. Archival: No.

1.1.038. CUSTOMER SURVEYS - Surveys returned by the customers or clients of an agency, and the statistical data maintained rating an agency's performance. Retention: AC. Vital: No. Archival: No. Comments: AC = Final disposition of summary report. SEE item number 1.1.067 for summary reports compiled from customer surveys.

1.1.040. SPEECHES, PAPERS AND PRESENTATIONS - Notes or text of speeches, papers, or reports delivered in conjunction with agency work. Retention: AC Vital: No. Archival: R - Review required before disposal. COMMENTS: AC = End of term in office or termination of service in a state position.

1.1.041. SUGGESTION SYSTEM RECORDS - Suggestions submitted by agency personnel and responses. Retention: 1 year. Vital: No. Archival: No.

1.1.043. TRAINING MATERIALS - Instructional materials developed by an agency for training entities or individuals it regulates or serves. Retention: US + 1 year. Vital: No. Archival: No.

1.1.048. LITIGATION FILES - Records created by or on behalf of an agency in anticipation of or in the adjudication of a lawsuit. Retention: AC + 1 year. Vital: No. Archival: R - Review required before disposal. Comments: AC = As applicable, decision of an agency not to file a lawsuit or decision that a lawsuit will not be filed against it on a matter; dismissal of a lawsuit for want of prosecution or on motion of the plaintiff; or final decision of a court (or of a court on appeal, if applicable) in a lawsuit.
ARCHIVES NOTE: Cases that set legal precedent or exhibit historical value will be evaluated by the Archives and Information Services Division of the Texas State Library and Archives Commission for archival preservation.

1.1.053. REGISTRATION LOGS - Logs or similar records used to register persons appearing before state agencies as required by Chapter 2004, Government Code, including quarterly reports filed with the Texas Ethics Commission. Retention: AC. Vital: No. Archival: No. Comments: AC = Report filed with the Texas Ethics Commission.

1.1.055. STRATEGIC PLANS - Information resources and operational strategic plans prepared in accordance with Sections 2054.095 and 2056.002, Government Code. Retention: AC + 6 years. Vital: No. Archival: A - Transfer to Archives and Information Services Division. Comments: AC = September 1 of odd-numbered calendar years.
ARCHIVES NOTE: The archival requirement is met by sending the required copies of the plans to the Texas State Publications Depository Program, Texas State Library and Archives Commission.

1.1.056. ADA (AMERICANS WITH DISABILITIES ACT) DOCUMENTATION - Self evaluations and plans documenting compliance with the requirements of the Americans With Disabilities Act. Retention: 3 years. Vital: No. Archival: No. Comments: 28 CFR 35.105(c).

•1.1.057. TRANSITORY INFORMATION - Records of temporary usefulness that are not an integral part of a records series of an agency, that are not regularly filed within an agency's recordkeeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of the agency or in the preparation of an on-going records series.
Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of agency functions. Some examples of transitory information, which can be in any medium (voice mail, fax, email, hard copy, etc.) are routine messages; telephone message notifications; internal meeting notices; routing slips; incoming letters or memoranda of transmittal that add nothing of substance to enclosures; and similar routine information used for communication, but not for the documentation, of a specific agency transaction. Retention: AC. Vital: No. Archival: No. Comments: AC = Purpose of record has been fulfilled.
CAUTION: : Records management officers should use caution in assigning this records series item number to records of an agency to make certain they are not part of another records series listed in this schedule or, for records series unique to an agency, are not part of a records series that documents the fulfillment of the statutory obligations of the agency or the documentation of its functions.
The disposal of transitory information need not be documented through destruction signoffs (1.2.001) or in records disposition logs (1.2.010), but agencies should establish procedures governing disposal of these records as part of its records management plan (1.2.014).

1.1.058. MEETING AGENDA AND MINUTES - Official agenda and minutes of state boards, committees, commissions, and councils that conduct open meetings as required by Government Code, Chapter 551. Retention: PM. Vital: No. Archival: A - Transfer to Archives and Information Services Division.
ARCHIVES NOTE: Agency retains permanent record copy. The archival requirement will be met by sending a copy to the Archives and Information Services Division, Texas State Library and Archives Commission.
CAUTION: This records series and item numbers 1.1.059, 1.1.060, 1.1.061, and 1.1.062 must be used for those state boards, committees, commissions, and councils, which by law or the biennial Appropriations Act, are administered by another state agency. These records and all others related to the functions of any of these dependent entities must be included in the records retention schedule of the administering agency.

1.1.059. MEETINGS, CERTIFIED AGENDAS OR TAPE RECORDINGS OF CLOSED - Certified agendas or tape recordings of closed meetings of state boards, commissions, committees, and councils. Retention: AC + 2 years. Vital: No. Archival: No. Comments: AC = The date of the meeting or completion of pending action involving the meeting, whichever is later. Government Code, Section 551.104(a). SEE caution comment at item number 1.1.058.

1.1.060. MEETINGS, AUDIO OR VIDEOTAPES OF OPEN - Audio or videotapes of open meetings of state boards, commissions, committees, and councils. Retention: AC + 90 days. Vital: No. Archival: No. Comments: AC = Official approval of written minutes of the meeting by the governing body of an agency.
CAUTION: Minutes of state agencies are permanent records. Audio and videotapes are not permanent media. State agencies may not retain audio or videotapes of the meetings of governing bodies in lieu of written minutes. The proceedings of all meetings of state boards, committees, commissions, and councils must be reduced to writing. SEE ALSO caution comment at item number 1.1.058.

1.1.061. MEETING - NOTES - Notes taken during open meetings of state boards, commissions, committees, and councils from which written minutes are prepared. Retention: AC + 90 days. Vital: No. Archival: No. Comments: AC = Approval of the formal minutes by the governing body. SEE caution comment at item number 1.1.058.

1.1.062. MEETINGS - SUPPORTING DOCUMENTATION - Documents submitted at meetings of state boards, commissions, committees, and councils including exhibit items, documentation for agenda items, etc. Includes documents sent in advance of meetings for briefing purposes, some of which may not be submitted at an actual meeting. Retention: 2 years. Vital: No. Archival: A - Transfer to Archives and Information Services Division. SEE caution comment at item number 1.1.058.

1.1.063. STAFF MEETING MINUTES AND NOTES - Minutes or notes, and supporting documentation, taken at internal agency staff meetings. Retention: 1 year. Vital: No. Archival: No.

1.1.064. AGENCY PERFORMANCE MEASURES DOCUMENTATION - Any records of an agency needed for the documentation of output, outcome, efficiency, and explanatory measures in an agency's appropriations request or strategic plan, and for performance measures used to manage the agency. Retention: FE + 3 years. Vital: Yes. Archival: No.
CAUTION: The FE + 3 retention period overrides any shorter retention period for a records series in this schedule if the records series is needed for documentation of agency performance measures.

1.1.065. REPORTS AND STUDIES (NON-FISCAL) - RAW DATA - Information or data collected and compiled for the purpose of producing non-fiscal reports. Retention: AV.
CAUTION: Does not include source documentation used for information or data included in or directly related to another records series in this schedule. SEE especially item number 1.1.064.

1.1.066. REPORTS - BIENNIAL OR ANNUAL AGENCY (NARRATIVE) - Biennial narrative reports to the governor and legislature as required by an agency's enabling statutes, including annual narrative reports if they are required by statute. Retention: AC + 6 years. Vital: No. Archival: A - Transfer to Archives and Information Services Division. Comments: AC = September 1 of odd-numbered calendar years.
ARCHIVES NOTE: The archival requirement is met by sending the required copies of the reports to the Texas State Publications Depository Program, Texas State Library and Archives Commission.

•1.1.067. REPORTS AND STUDIES (NON-FISCAL) - Annual, sub-annual, or special reports or studies on non-fiscal aspects of an agency's programs, services, or projects compiled by agency personnel, by advisory committees, or by consultants under contract with an agency that are not noted elsewhere in this schedule. Includes reports distributed either internally or to other entities. Retention: 3 years. Vital: No. Archival: R - Review required before disposal.
ARCHIVES NOTE: For agencies that have had an archival appraisal, separate this records series by each type of archival coding, A, R, or E. SEE explanation of codes for more information.

1.1.068. REPORTS ON PERFORMANCE MEASURES - Quarterly and annual reports on agency performance measures submitted to the executive and legislative offices. Retention: AC + 6 years. Vital: No. Archival: No. Comments: AC = September 1 of odd-numbered calendar years.

1.1069. REPORTS - ACTIVITY - Reports compiled by agency personnel on a daily or other periodic basis pertaining to workload monitoring, task completion times, number of public contacts, and similar activities. Retention: 1 year. Vital: No. Archival: No.
CAUTION: See item number 1.1.064.

1.1.070. AGENCY RULES, POLICIES, AND PROCEDURES - FINAL - Manuals, guidelines, administrative rules, or similar records distributed internally for the use of employees or externally to the public or those individuals or entities regulated by an agency that sets out the rules, policies, and procedures that govern an agency's programs, services, or projects. Retention: AC+3. Vital: Yes. Archival: R. Review required before disposal. Comments: AC = Completion or termination of program, rules, policies, or procedures. SEE ALSO Agency Rules, Policies and Procedures - Working Files, 1.1.071.

1.1.071. AGENCY RULES, POLICIES, AND PROCEDURES - WORKING FILES - Working files used in the development of manuals, guidelines, administrative rules, or similar records distributed internally for the use of employees or externally to the public or those individuals or entities regulated by an agency that sets out the rules, policies, and procedures that govern an agency's programs, services, or projects. Retention: AC+3. Vital: Yes. Archival: R. Review required before disposal. Comments: AC = Completion or termination of program, rules, policies, or procedures. SEE ALSO Records Series Item Number 1.1.070.

•1.1.072. PUBLIC INFORMATION REPORTS - Reports made to Office of the Attorney General on an agency's Public Information Act activities. Retention: 2.

1.1.073. ADMINISTRATIVE HEARINGS - Transcripts and final decisions of hearings conducted as part of the regulatory process, and hearings on proposed rules and changes. The records may be maintained with related information including meeting notices, proofs of publication, and meeting minutes. Retention: AC+3. Archival: R. Review required before disposal. Comments: AC = Last action.

1.1.074. SUNSET REVIEW REPORT AND DOCUMENTATION - Retention: AC+3. Archival: R. Review required before disposal. Comments: AC = After the subsequent Sunset Review.

1.1.075. ALTERNATIVE DISPUTE RESOLUTIONS - FINAL AGREEMENT - Final agreement described by Government Code §2009.054(c), associated with a matter conducted under an alternative dispute resolution procedure in which personnel of a state agency participated as a party on the agency's behalf. Retention: AC + 4. Comments: AC = Date of final agreement. Texas Civil Practice and Remedies Code 154.071.

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Category 1: Administrative Records

Section 1.2 - Records Management

1.2.001. DESTRUCTION AUTHORIZATIONS - Agency level documents authorizing final disposition of records under a certified records retention schedule. Retention: FE + 3 years. Vital: No. Archival: No.

1.2.003. FORMS HISTORY FILE - Print masters of original version and all subsequent revisions to an agency form, including any associated design or design modification requests. Retention: AC + 1 year. Vital: No. Archival: No. Comments: AC = Discontinuance of use of form.

1.2.004. FORMS INVENTORY - Any periodic listing of all forms used internally or externally by an agency. Retention: US. Vital: No. Archival: No.

1.2.005. RECORDS RETENTION SCHEDULE (SLR 105) - Agency copy. Formerly RMD 105. Includes documentation of certification and approval - forms SLR 105C (formerly RMD 105C), and/or other forms designated by the State Records Administrator. Retention: US. Vital: No. Archival: No. Comments: Original is retained by the State and Local Records Management Division, Texas State Library and Archives Commission.

1.2.006. RECORDS TRANSMITTAL FORMS - Agency copy (includes RMD 101, Tx-R-5, 306-58-1, and Agency Storage Forms). Forms indicate records transferred to storage or a transfer of legal custody. Retention: AC + 2 years. Vital: No. Archival: No. Comments: AC = Date of authorization for destruction, permanent transfer from storage, or transfer to the Archives and Information Services Division, Texas State Library and Archives Commission, by the agency records management officer.

1.2.008. REQUEST FOR AUTHORITY TO DISPOSE OF STATE RECORDS (RMD 102) - Agency copy. Retention: FE + 3 years. Comments: Original is retained by the State and Local Records Management Division, Texas State Library and Archives Commission.

1.2.010. RECORDS DISPOSITION LOGS - Logs or similar records listing records destroyed or transferred to the Archives and Information Services Division, Texas State Library, showing records series title, dates of records, and date destroyed or transferred. Retention: 10 years. Vital: No. Archival: No.

1.2.011. RECORD CENTER STORAGE APPROVAL FORMS (RMD 106) - Agency copy. Retention: US. Vital: No. Archival: No.

1.2.012. RECORDS INVENTORY WORKSHEETS - Retention: US. Vital: No. Archival: No.

1.2.013. RECORDS CONTROL LOCATOR AIDS - Includes indexes, card files, shelf lists, registers, guides, etc. Retention: AC. Vital: No. Archival: No. Comments: AC = When control aid is updated, revised, or no longer needed.
CAUTION: These records must carry the same retention period and archival code of the records they support.

1.2.014. RECORDS MANAGEMENT PLANS - Records management plans and similar records that establish the policies and procedures under which records and information are managed in an agency.Retention: US + 1 year. Vital: No. Archival: No.

1.2.015. DISASTER RECOVERY SERVICE TRANSMITTALS (RMD 109) - Also includes documentation for disaster recovery services provided by other entities. Retention: FE + 1 year. Vital: No. Archival: No.

1.2.016. DISASTER RECOVERY SERVICE APPROVAL FORM (RMD 113) - Agency copy of form. Retention: AC. Vital: No. Archival: No. Comments: AC = Until superseded or termination of service.

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Category 1: Administrative Records

Section 1.3 - State Publications

•1.3.001. STATE PUBLICATIONS - One copy of each state publication as defined on page xi of the introduction of this schedule, except a publication that is subject to a different retention period in this schedule. For example, a meeting agenda (see item number 1.1.058) also meets the definition, but it must be retained permanently; item numbers 1.1.004, 1.1.055, 1.1.066, 1.1.068, and 4.5.003, which also meet the definition, are closely associated with the appropriations process and must be retained AC + 6. Retention: AC + 2. Vital: No. Archival: No. Comments: AC = Until superseded or obsolete.
CAUTION: Many state publications must be submitted to the Texas State Publications Depository Program, Texas State Library and Archives Commission, by law (Government Code § 441.101-441.106). The Texas State Library and Archives Commission will retain a copy of all state publications submitted to it on a continuing basis, subject to periodic evaluation to determine if the publication merits further retention.
For additional information and requirements concerning state publications made available to the public through the Internet, consult the administrative rules of the Texas State Publications Depository Program of the Texas State Library and Archives Commission (13 TAC §§3.1-3.16).

1.3.002. PUBLICATION DEVELOPMENT FILES - Background material, copy (drafts), original artwork, photo negatives, prints, flats, etc. This includes all work performed both inside and outside the agency. Retention: AV. Vital: No. Archival: R - Review required before disposal.

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Category 2: Electronic Data Processing Records

Section 2.1 - Automated Applications

2.1.001. PROCESSING FILES - Machine-readable files used in the creation, utilization, and updating of master files. Retention: AC. Vital: Yes. Archival: No. Comments: AC = Completion of 3rd verification cycle, or audit completion confirming successful transaction processing, or required audit trail maintenance, or the ability to restore or migrate when errors are detected or when hardware or software changes occur.
CAUTION: Records management officers must be certain before assigning the retention period of AC to agency automated processing files that the files do not fall under records series listed elsewhere.

2.1.002. MASTER FILES - Relatively long-lived computer files containing organized and consistent sets of complete and accurate electronic records. Examples include, but are not limited to, data tables of relational databases used by applications or computer programs. Retention: AC. Vital: Yes. Archival: No. Comments: AC = Completion of 3rd verification cycle, or audit completion confirming successful transaction updates, or required audit trail maintenance, or the ability to restore or migrate when errors are detected or when hardware or software changes occur.
CAUTION: Records management officers must be certain before assigning the retention period of AC to agency automated processing files that the files do not fall under records series listed elsewhere.

2.1.007. SOFTWARE PROGRAMS - Automated software applications and operating system files including job control language, program listing/source code, etc. Retention: AC. Vital: Yes. Archival: No. Comments: AC = Until electronic records are transferred to and made usable in a new software environment or there are no electronic records being retained to meet an approved retention period that require the software to be retrieved and read. 13 TAC 6.94.
CAUTION: Software needed for access to electronic records must be retained for the period of time required to access the records.

2.1.008. HARDWARE DOCUMENTATION - Records documenting operational and maintenance requirements of computer hardware such as operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems. Retention: AC. Vital: Yes. Archival: No. Comments: AC = Until electronic records are transferred to and made usable in a new hardware environment or there are no electronic records being retained to meet an approved retention period that require the hardware to be retrieved and read. 13 TAC 6.94.
CAUTION: Software needed for access to electronic records must be retained for the period of time required to access the records.

2.1.009. TECHNICAL DOCUMENTATION - Records adequate to specify all technical characteristics necessary for reading or processing of electronic records and their timely, authorized disposition including documentation describing how a system operates and necessary for using the system such as user guides, system or sub-system definitions, system specifications, input and output specifications, and system flow charts; program descriptions and documentation such as program flowcharts, program maintenance logs, change notices, and other records that document modifications to computer programs; and data documentation necessary to access, retrieve, manipulate and interpret data in an automated system such as a data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements. Retention: AC. Vital: Yes. Archival: No. Comments: AC = Until electronic records are transferred to and made usable in a new hardware or software environment with new documentation or there are no electronic records being retained to meet an approved retention period that require the documentation to be retrieved and read. 13 TAC 6.94.
CAUTION:Software needed for access to electronic records must be retained for the period of time required to access the records.

2.1.010. AUDIT TRAIL RECORDS - Files needed for electronic data audits such as files or reports showing transactions accepted, rejected, suspended, and/or processed; history files/tapes; records of on-line updates to application files or security logs. Retention: AC. Vital: Yes. Archival: No. Comments: AC = All audit requirements have been met.

2.1.011. FINDING AIDS, INDEXES, AND TRACKING SYSTEMS - Automated indexes, lists, registers, and other finding aids used to provide access to records. Retention: AC. Vital: Yes. Archival: No.Comments: AC = The related records have been destroyed.
CAUTION: These records must carry the same retention period and archival code of the records they support.

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Category 2: Electronic Data Processing Records

Section 2.2 - Computer Operations and Technical Support

2.2.001. SYSTEM MONITORING RECORDS - Electronic files or automated logs created to monitor computer systems such as print spool logs, console logs, tape activity logs, etc. Retention: AV. Vital: No. Archival: No.

2.2.002. CHARGEBACK RECORDS TO DATA PROCESSING SERVICES USERS - Records used to document, calculate costs and bill program units for computer usage and data processing services. These records are also used for cost recovery, budgeting, or administrative purposes. Retention: FE + 3 years. Vital: No. Archival: No.

2.2.004. COMPUTER JOB SCHEDULES AND REPORTS - Schedules or similar records showing computer jobs to be run and other reports by computer operators or programmers of work performed. Retention: 3 months. Vital: No. Archival: No.

2.2.010. DATA PROCESSING POLICIES AND PROCEDURES - Manuals, guidelines, or similar documents establishing data processing policies and procedures in an agency in such areas as access and security, systems development, data retention and disposition, data ownership, production control, system back-up, etc. Retention: US + 3 years. Vital: Yes. Archival: No.
CAUTION: Does not include technical documentation of procedures necessary for reading or processing of electronic records. SEE item number 2.1.009.

2.2.011. BATCH DATA ENTRY CONTROL RECORDS - Forms and logs used to reconcile batches submitted for processing against batches received and processed. Retention: AC. Vital: No. Archival: No. Comments: AC = When reconciliation confirmed.

2.2.012. OUTPUT RECORDS FOR COMPUTER PRODUCTION - Reports showing transactions that were accepted, rejected, suspended, and/or processed. Retention: AV. Vital: Yes. Archival: No.

2.2.013. QUALITY ASSURANCE RECORDS - Information verifying the quality of system, hardware, or software operations including records of errors or failures and the loss of data resulting from such failures, documentation of abnormal termination and of error free processing, checks of changes put into production, transaction histories, and other records needed as an audit trail to evaluate data accuracy. Retention: AC. Vital: No. Archival: No. Comments: AC = No longer needed as an audit trail for any records modified.

2.2.014. INTERNET COOKIES - Data resident on hard drives that make use of user-specific information transmitted by the Web server onto the user's computer so that the information might be available for later access by itself or other servers. Retention: AV. Vital: No. Archival: No. Comments: The disposal of Internet cookies need not be documented through destruction authorizations (1.2.001) or in records disposition logs (1.2.010), but agencies should establish procedures governing disposal of these records as part of its records management plan (1.2.014).

•2.2.015. HISTORY FILES - WEB SITES - A record of the documents visited during an Internet session that allows users to access previously visited pages more quickly or to generate a record of usage of a state-owned computer. Retention: AV. Vital: No. Archival: No. Comments: The disposal of history files need not be documented through destruction authorizations (1.2.001) or in records disposition logs (1.2.010), but agencies should establish procedures governing disposal of these records as part of its records management plan (1.2.014).

2.2.016. SOFTWARE REGISTRATIONS, WARRANTIES AND LICENSE AGREEMENT- Retention: LA + 3. Vital: Yes. Archival: No.

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Category 3: Personnel Records

Section 3.1 - Employee

3.1.001. APPLICATIONS FOR EMPLOYMENT-NOT HIRED - Applications, resumes, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions is required on the application form, by application procedures, or in the employment advertisement. Retention: 2 years. Vital: No. Archival: No. Comments: 29 CFR 1602.31 [State Agencies]. 29 CFR 1602.49 [State Universities].

3.1.002. APPLICATIONS FOR EMPLOYMENT-HIRED - Applications, resumes, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions is required on the application form, by application procedures, or in the employment advertisement. Retention: AC + 5 years. Vital: No. Archival: No. Comments: AC = Termination of employment.

3.1.006. EMPLOYEE COUNSELING RECORDS - Notes, memoranda, or reports relating to the counseling of an employee for work-related, personal, or substance abuse problems. Usually maintained at the supervisorial level except in those agencies with counseling staff. Retention: AC + 3 years. Vital: No. Archival: No. Comments: AC = Termination of counseling.

3.1.011. EMPLOYEE INSURANCE RECORDS - Agency copies of information relating to the selection by employees of life, disability, health, and other types of insurance offered by the State of Texas to its employees. Retention: AC. Vital: No. Archival: No. Comments: AC = Until superseded or termination of employment.
CAUTION: Documents that serve as payroll deduction authorizations must be maintained for the retention period prescribed for item number 3.2.001.

3.1.012. EMPLOYMENT OPPORTUNITY ANNOUNCEMENTS - Internal or external announcements or advertisements of job openings, promotions, training programs, or opportunities for overtime. Retention: 2 years. Vital: No. Archival: No. Comments: 29 CFR 1602.31(a) [State Agencies]. 29 CFR 1602.49(a) [State Universities].

3.1.013. EMPLOYMENT CONTRACTS - Retention: AC + 4 years. Vital: Yes. Archival: No. Comments: AC = Expiration or termination of the contract according to its terms.

3.1.014. EMPLOYMENT SELECTION RECORDS -Includes notes of interviews with candidates, questions asked of applicants, audio and videotapes of job interviews, driving record and previous injury checks, pre-employment physical examinations, pre-employment drug screening test results, polygraph examination results; and all other records that document the selection process. Retention: 2 years. Vital: Yes. Archival: No. Comments: 29 CFR 1602.31 [State Agencies]. 29 CFR 1602.49(a) [State Universities].
CAUTION: Does not include criminal history checks. SEE item number 3.1.026.

3.1.018. GRIEVANCE RECORDS - Records relating to the review of employee grievances against personnel policies, working conditions, etc. Retention: AC + 2 years. Vital: Yes. Archival: No. Comments: AC = Final decision on the grievance.
CAUTION: Does not include formal complaints filed by an agency employee with the Equal Employment Office (EEO) of the U. S. Department of Labor. SEE item number 1.1.048.

3.1.019. PERFORMANCE APPRAISALS - Retention: 2 years. Vital: No. Archival: No. Comments: 29 CFR 1620.32(c).

3.1.020. PERSONNEL CORRECTIVE ACTION DOCUMENTATION - Corrective actions are those actions which do not affect pay, status, or tenure and are imposed to correct or improve an employee's job performance. Retention: AC + 5 years. Vital: No. Archival: No. Comments: AC = Termination of corrective action.
CAUTION: If, during the retention period of this records series, any part of this series is used to document and support personnel disciplinary action under item number 3.1.021, all documentation from this series used to support disciplinary action must be retained for the minimum retention period described by item number 3.1.021.

3.1.021. PERSONNEL DISCIPLINARY ACTION DOCUMENTATION - Disciplinary actions are those actions which may affect pay, status, or tenure. They are imposed to discipline an employee whose conduct is harmful to the best interests of the state, the agency, or the employee work force, and for failure to improve performance or conduct following imposition of corrective action. May include causefor demotion, suspension, or dismissal, and the reasons for failure to give written notice of resignation. May also be used to document evidence of employee self-improvement efforts, as well as favorable and unfavorable communication. Retention: AC + 5 years. Vital: Yes. Archival: No. Comments: AC = Termination of employment.

3.1.022. PERSONNEL INFORMATION OR ACTION FORMS - Forms or similar records used to create or change information concerning the records of an employee including pay grade, position classification, employee number, evaluation date, and termination of employment. Retention: 2 years. Vital: No. Archival: No. Comments: : 29 CFR 1602.31 [State Agencies]. 29 CFR 1602.49(a) [State Universities].

3.1.023. POSITION/JOB DESCRIPTIONS - Job descriptions, including all associated task or skill statements, for positions in an agency. Retention: AC + 4. Vital: Yes. Archival: No. Comments: AC = Until superseded or job eliminated. 40 TAC 815.106(i).

3.1.024. PHYSICAL EXAMINATIONS/MEDICAL REPORTS - Medical or physical examination reports or certificates of employees for whom periodic monitoring of health or fitness is required. Retention: AC + 2 years. Vital: No. Archival: No. Comments: AC = Until superseded or termination of employment.
CAUTION: Does not include pre-employment physical examinations. SEE item number 3.1.014.

3.1.026. CRIMINAL HISTORY CHECKS - Criminal history record information on job applicants or agency employees obtained from the Department of Public Safety (DPS). Retention: AC. Vital: No. Archival: No.
CAUTION: Some agencies that are authorized to obtain criminal history record information from DPS are required to destroy the information after it is used for the immediate purpose for which it was obtained. SEE Subchapter F, Chapter 411, Government Code.

3.1.027. TRAINING AND EDUCATIONAL ACHIEVEMENT RECORDS (INDIVIDUAL) - Certificates of completion, transcripts, test scores, or similar records documenting the training, testing, or continuing education achievements of an employee. Retention: AC + 5 years. Vital: No. Archival: No. Comments: AC = Termination of employment.

3.1.029. EMPLOYMENT ELIGIBILITY, DOCUMENTATION OR VERIFICATION OF - Federal reporting form (INS I-9). Retention: AC + 1 year. Vital: Yes. Archival: No. Comments: AC = Termination of employment. 8 CFR 274a.2(b)(2)(i)(A) and (c)(2).
CAUTION: Federal regulation requires that INS 1-9 forms be retained for 3 years from date of hire or 1 year after separation of the employee, whichever later. Agencies should make certain that the INS I-9 forms for employees who terminate from an agency less than 3 years from date of hire are kept for the 3 year retention period.

3.1.031. EMPLOYEE BENEFITS-OTHER THAN INSURANCE - Agency copies of information relating to the selection of available benefit options other than insurance. Retention: AC+2. Vital: Yes. Archival: No. Comments: AC = Until superseded or termination of employment.
CAUTION: Documents that serve as payroll deduction authorizations must be maintained for the retention period prescribed for item number 3.2.001.

3.1.034. RESUMES-UNSOLICITED - Retention period applies if an agency replies to the sender of a resume that it will be kept on file should future job openings occur. SEE item number 3.1.014 for resumes, whether solicited or unsolicited, that are used in any way in the employment selection process. Retention: AV. Vital: No. Archival: No.

3.1.035. PERFORMANCE BONDS - Bonds posted by employees and individuals or entities under contract with an agency for the performance of the duties of a position or the terms of a contract with the agency. Retention: AC + 4 years. Vital: Yes. Archival: No. Comments: AC = Expiration or termination of the bond according to its terms.
CAUTION: Does not include construction or architectural surety bonds. SEE item number 5.2.028.

3.1.036. APPRENTICESHIP RECORDS - Summary of applicant qualifications, evaluation basis for selection or rejection, original applications, job assignments, promotions, separations, layoffs, terminations, compensation records, conditions of work, time records, hours of training provided (separate from labor), minority status, and gender of all selected and rejected applicants. Retention: 5 years. Vital: No. Archival: No. Comments: 29 CFR 30.8(e).

3.1.037. EMPLOYEE RECOGNITION RECORDS - Awards, incentives, tenure, etc. Retention: AC + 5 years. Vital: No. Archival: No. Comments: AC = Termination of employment.

3.1.038. PUBLIC ACCESS OPTION FORM. Form completed and signed by employee or official, or former employee or official, electing to keep home address, home telephone number, social security number, and family information open or confidential under the Public Information Act, Government Code §552.024. Retention: US. Vital: Yes. Archival: No. Comments: SEE item number 3.3.011.

•3.1.039. OMBUDSMAN RECORDS. Consultation records, notes, letters, memos, emails, reports and other documentation maintained by Ombudsman. Retention: AC. Vital: No. Archival: No. Comments: AC = Final decision or matter closed.
CAUTION: Does not include formal complaint filed with EEO. If matter becomes a grievance or the subject of counseling or litigation, or employee is subject to disciplinary action, the records are subject to retention in the appropriate records series.

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Category 3: Personnel Records

Section 3.2 - Payroll

3.2.001. EMPLOYEE DEDUCTION AUTHORIZATIONS - Documentation used to start, modify, or stop all voluntary or required deductions from payroll, including garnishment or other court-ordered attachments. Retention: AC + 4 years. Vital: Yes. Archival: No. Comments: AC = After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner.

3.2.002. EMPLOYEE EARNINGS RECORDS - Retention: 4 years. Vital: Yes. Archival: No. Comments: 40 TAC 815.106(i).

•3.2.003. FEDERAL TAX RECORDS - Includes 1099, W2, FICA, and other tax records. Retention: AC + 4 years. Vital: Yes. Archival: No. Comments: 26 CFR 31.6001-1(e)(2). AC = Tax due date, date the claim is filed, or date tax is paid whichever is later.

3.2.004. INCOME ADJUSTMENT AUTHORIZATIONS - Used to make increases or decreases to employees' gross pay, FICA, retirement, or in the computation of taxes. Retention: 2 years. Vital: Yes. Archival: No. Comments: 29 CFR 516.6(c).

3.2.005. W-4 FORMS - Employer's copy of "Employee's Withholding Exemption Certificate." Retention: AC + 4 years. Vital: Yes. Archival: No. Comments: AC = Until superseded, obsolete, or upon separation of employee. 26 CFR 31.6001-1 (e)(2).

3.2.006. WAGE RATE TABLES - Retention: 2 years. Vital: No. Archival: No. Comments: 29 CFR 516.6(a)(2).

3.2.007. UNEMPLOYMENT COMPENSATION RECORDS - Retention: AC + 5 years. Vital: No. Archival: No.

3.2.008. DIRECT DEPOSIT APPLICATION/AUTHORIZATIONS - Retention: US. Vital: Yes. Archival: No.

3.2.009. STATE DEFERRED COMPENSATION RECORDS - Retention: AC + 5 years. Vital: Yes. Archival: No. Comments: AC = All accounts with a vendor or vendors for the individual participant have been closed. For instructions regarding the determination of the closure of accounts and for additional information regarding the retention period see the most current edition of the Benefits Coordinator Reference Manual issued by the Employees Retirement System of Texas.

3.2.010. HUMAN RESOURCES INFORMATION SYSTEM (HRIS) REPORTS - Includes supporting documentation. Retention: AC + 4 years. Vital: Yes. Archival: No.

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Category 3: Personnel Records

Section 3.3 - Personnel Administration

3.3.001. AFFIRMATIVE ACTION PLANS - Affirmative action plans for both regular employees and apprenticeship programs. Retention: 5 years. Vital: No. Archival: No. Comments: 29 CFR 30.8(e) for apprenticeship plans.

3.3.004. BENEFIT PLANS - Employee benefit plans such as pension; life, health, and disability insurance; deferred compensation; etc., including amendments. Retention: US + 1 year. Vital: No. Archival: No. Comments: 29 CFR 1627.3(b)(2).

3.3.010. LABOR STATISTICS REPORTS - Reports providing statistical information on labor force. Retention: 3 years. Vital: No. Archival: No.

•3.3.011. FORMER EMPLOYEE VERIFICATION RECORDS - Minimum information needed to verify employment, includes name, social security number, exact dates of employment, last known address and most recent public access option form. Retention: AC + 75 years. Vital: Yes. Archival: No. Comments: AC = Termination of employment. SEE item number 3.1.038

3.3.015. POSITIONS/JOB CLASSIFICATION REVIEW FILE - Records relating to review and monitoring of job classifications within an agency. Retention: US + 3 years. Vital: No. Archival: No.

3.3.020. WORK SCHEDULES/ASSIGNMENTS - Work, duty, shift, crew, or case schedules, rosters, or assignments. Retention: 1 year. Vital: No. Archival: No.

3.3.022. TEXAS WORKFORCE COMMISSION (TWC) REPORTS - Reports to the agency from TWC or its predecessor pertaining to employees. Retention: 3 years. Vital: No. Archival: No.

3.3.023. REIMBURSABLE ACTIVITIES, REQUESTS AND AUTHORIZATIONS TO ENGAGE IN - Requests and authorizations for travel; participation in educational programs, workshops, or college classes; or for other work-related activities for which the expenses of the employee are defrayed or reimbursed. Retention: FE + 3 years. Vital: No. Archival: No.

3.3.024. PERSONNEL POLICIES AND PROCEDURES - Any internally distributed manuals, guidelines, or similar records that define agency wide policies and procedures concerning the personnel of an agency. Retention: US + 3 years. Vital: No. Archival: No.

3.3.025. JOB PROCEDURE RECORDS - Any documents detailing the procedural duties and responsibilities of agency positions on a position-by-position basis. Retention: US + 3 years. Vital: No. Archival: No.

3.3.026. AGENCY STAFFING REPORTS - Any reports compiled by an agency on aspects of personnel staffing, including listings of all staff by program or name; staff hired during a month; detailed listings of employees within its organizational structure, position vacancies, analyses of turnover rates and seasonality of employment, etc. Retention: US + 3 years. Vital: No. Archival: No.

3.3.027. APTITUDE AND SKILLS TESTS - Aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer. Retention: US + 2 years. Vital: No. Archival: No. Comments: 29 CFR 1602.31 [State Agencies]. 29 CFR 1602.49 [State Universities].
CAUTION: One copy of each different test (different in terms of either questions or administration procedures) should be retained for the period indicated.

3.3.028. APTITUDE AND SKILLS TESTS (TEST PAPERS) - Aptitude and skills test papers of job applicants or of current personnel taking a test to qualify for promotion or transfer. Retention: 2 years. Vital: No. Archival: No. Comments: 29 CFR 1602.31 [State Agencies]. 29 CFR 1602.49 [State Universities].

•3.3.029. APTITUDE AND SKILLS TESTS (VALIDATION RECORDS) - Records of the validation of aptitude and skills tests. Retention: AC + 2 years. Vital: No. Archival: No. Comments: 29 CFR 1602.31 [State Agencies]. 29 CFR 1602.49 [State Universities]. AC = As long as the test is used by an agency.

3.3.030. TRAINING ADMINISTRATION RECORDS - Instructional materials and other records associated with in-house training of agency personnel on personnel policies and procedures and other policies and procedures that govern an agency's programs, services, or projects. Retention: US + 2 years. Vital: No. Archival: No.
CAUTION: Does not include hazardous material training records. SEE item number 5.4.007.

3.3.031. EEO REPORTS AND SUPPORTING DOCUMENTATION - Includes documentation used to complete EEO reports. Retention: 3 years. Vital: No. Archival: No. Comments: 29 CFR 1602.32, 1602.39, 1602.41, 1602.48, and 1602.50.

3.3.032. EQUAL PAY RECORDS - Reports, studies, aggregated or summary data, and similar documentation compiled to monitor and demonstrate compliance with the federal Equal Pay Act. Retention: 3 years. Vital: Yes. Archival: No. Comments: 29 CFR 1620.32(c).

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Category 3: Personnel Records

Section 3.4 - Time and Leave

3.4.001. ACCUMULATED LEAVE ADJUSTMENT REQUESTS - Used to create employee leave balances, to transfer leave balances when an employee transfers positions, to adjust carry-over balances on August 31, to correct errors on leave accumulation, and to close out leave accounts on separated employees. Retention: FE + 3 years. Vital: No. Archival: No.

3.4.002. LEAVE STATUS REPORTS - Cumulative report is issued each pay cycle and provides employee leave status information for each position. Retention: FE + 3 years. Vital: Yes. Archival: No.

3.4.003. LESS THAN FULL-TIME WORKED REPORTS - Dates and hours. Retention: 4 years. Vital: No. Archival: No. Comments: 40 TAC 815.106(i).

3.4.004. OVERTIME AUTHORIZATIONS - Retention: 2 years. Vital: No. Archival: No.

3.4.005. OVERTIME SCHEDULES - Retention: 2 years. Vital: No. Archival: No.

3.4.006. TIME CARDS AND TIME SHEETS - Retention: 4 years. Vital: No. Archival: No. Comments: 40 TAC 815.106(i).

3.4.007. TIME OFF AND/OR SICK LEAVE REQUESTS - Retention: FE + 3 years. Vital: No. Archival: No.

3.4.008. SICK LEAVE DOCUMENTATION - Requests submitted, approvals, number of hours transferred in and out, etc. Retention: FE + 3 years. Vital: No. Archival: No.

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Category 4: Fiscal Records

Section 4.1 - Worksheets, Detail Information on Financial Event or Transaction

4.1.001. ACCOUNTS PAYABLE INFORMATION - Retention: FE + 3 years. Vital: No. Archival: No.

4.1.002. BILLING DETAIL - Retention: FE + 3 years. Vital: No. Archival: No.
CAUTION: Does not include long distance telephone billing detail. SEE item numbers 5.5.001, 5.5.006, and 5.5.007.

4.1.003. CANCELLED CHECKS/STUBS/WARRANTS/DRAFTS - Retention: FE + 3 years. Vital: No. Archival: No.

4.1.004. ENCUMBRANCE DETAIL - Retention: FE + 3 years. Vital: No. Archival: No.

4.1.005. INVENTORY AND OTHER COST FILES - Production, job, labor, quotes, pricing, specifications, etc. Retention: FE + 3 years. Vital: No. Archival: No.

4.1.006. INVESTMENT TRANSACTION FILES - Retention: FE + 3 years. Vital: No. Archival: No.

4.1.007. TRANSFERS OR BUDGET REVISIONS - Retention: FE + 3 years. Vital: No. Archival: No.

4.1.008. ELECTRONIC FUND TRANSFERS. Direct Deposit Registers. Retention: FE+3. Vital; No. Archival: No.

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Category 4: Fiscal Records

Section 4.2 - Documents of Original Entry

4.2.001. CASH DEPOSIT VOUCHERS - Cash deposit slips. Retention: FE + 3 years. Vital: No. Archival: No.

4.2.002. CASH RECEIPTS - Includes receipts for fees (permits, licenses, renewals, etc.) Retention: FE + 3 years. Vital: No. Archival: No.

4.2.003. DAILY CASH RECEIPTS LOGS - Retention: FE + 3 years. Vital: No. Archival: No.

4.2.004. ENCUMBRANCE VOUCHERS - Orders, statements, change orders, etc. Retention: FE + 3 years. Vital: No. Archival: No.

4.2.005. PURCHASE VOUCHERS - Requisitions, orders, receiving reports, invoices, or statements, change orders, best value determinations, etc. Retention: FE + 3 years. Vital: No. Archival: No.

4.2.006. GENERAL JOURNAL VOUCHERS - Retention: FE + 3 years. Vital: No. Archival: No.

4.2.007. EXPENDITURE VOUCHERS - Travel, payroll, etc. Retention: FE + 3 years. Vital: No. Archival: No.

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Category 4: Fiscal Records

Section 4.3 - Journals or Registers

4.3.001. SALES JOURNALS OR REGISTERS - Retention: FE + 3 years. Vital: No. Archival: No.

4.3.002. RECEIPTS JOURNALS OR REGISTERS - Retention: FE + 3 years. Vital: No. Archival: No.

4.3.003. EXPENDITURES JOURNALS OR REGISTERS - Retention: FE + 3 years. Vital: No. Archival: No.

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Category 4: Fiscal Records

Section 4.4 - Ledgers

4.4.001. GENERAL AND SUBSIDIARY LEDGERS - Retention: FE + 3 years. Vital: Yes. Archival: No.

4.4.002. ACCOUNTS RECEIVABLE LEDGERS - Retention: FE + 3 years. Vital: Yes. Archival: No.

4.4.003. ACCOUNTS PAYABLE LEDGERS - Retention: FE + 3 years. Vital: No. Archival: No.

4.4.004. EMPLOYEE SAVINGS BOND LEDGERS - Retention: FE + 3 years. Vital: Yes. Archival: No.

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Category 4: Fiscal Records

Section 4.5 - Reports

4.5.001. WORKSHEETS FOR PREPARING FISCAL REPORTS - Retention: FE + 3 years. Vital: No. Archival: No.

4.5.002. INTERNAL FISCAL MANAGEMENT REPORTS - Includes agency monthly budget reports. Retention: FE + 3 years. Vital: No. Archival: No.

4.5.003. ANNUAL FINANCIAL REPORTS - Required by the General Appropriations Act (100 Day Report). Retention: AC + 6 years. Vital: No. Archival: No. Comments: AC = September 1 of odd-numbered calendar years.
CAUTION: If an agency does not produce a biennial or annual narrative report as described in item number 1.1.066, then these annual financial reports must be marked with Archival Code A. The archival requirement, when a biennial or annual narrative report is not produced, is met by sending the required copies of the reports to the Texas State Publications Depository Program, Texas State Library and Archives Commission.

4.5.005. EXTERNAL FISCAL REPORTS - Special purpose - i.e. federal financial reports, salary reports, etc. Includes HUB Reports. Retention: FE + 3 years. Vital: No. Archival: No.

4.5.006. ANNUAL OPERATING BUDGETS - Required by the General Appropriations Act. Retention: FE + 3 years. Vital: No. Archival: No.

4.5.007. USAS REPORTS - DAILY - Retention: AC. Vital: No. Archival: No. Comments: AC = Receipt and reconciliation of monthly report.

4.5.008. USAS REPORTS - MONTHLY - Retention: AC. Vital: No. Archival: No. Comments: AC = Receipt and reconciliation of annual report.

4.5.009. USAS REPORTS - ANNUAL - Retention: Fe+3. Vital: No. Archival: No.

Category 4: Fiscal Records

Section 4.6 - Documents Showing Compliance with System of Internal Control

4.6.001. BALANCING RECORDS - Retention: FE + 3 years. Vital: No. Archival: No.

4.6.002. RECONCILIATIONS - Retention: FE + 3 years. Vital: No. Archival: No.

4.6.003. CASH COUNTS - Retention: FE + 3 years. Vital: No. Archival: No.

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Category 4: Fiscal Records

Section 4.7 - Other Fiscal

4.7.001. ACCOUNTING POLICIES AND PROCEDURES MANUAL - Retention: US + 3 years. Vital: Yes. Archival: No.

4.7.002. BANK STATEMENTS - Retention: FE + 3 years. Vital: No. Archival No.

4.7.003. RETURNED CHECKS/WARRANTS/DRAFTS (UNCOLLECTABLE) - Retention: AC + 3 years. Vital: No. Archival: No. Comments: AC = After deemed uncollectable.

4.7.004. CAPITAL ASSET RECORDS - Retention: LA + 3 years. Vital: No. Archival: No.

4.7.005. CLAIM FILES - Retention: AC + 3 years. Vital: Yes. Archival: No. Comments: AC = Resolution of claim.

4.7.006. COMPTROLLER STATEMENTS - Retention: FE + 3 years. Vital: No. Archival: No.

4.7.007. DETAIL CHART OF ACCOUNTS - One for all accounts in use for a fiscal year. Retention: FE + 3 years. Vital: No. Archival: No.

4.7.008. FEDERAL GRANT RECORDS - Retention: AC + 3 years. Vital: Yes. Archival: No. Comments: AC = Satisfaction of all Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (the Common Rule).
CAUTION: Retention requirements may vary depending on the specific federal funding agency. Agencies must ensure that records are retained for the appropriate retention period.

4.7.009. FIXED ASSET SEQUENTIAL NUMBER LOGS - Retention: US + 3 years. Vital: No. Archival: No.

4.7.010. LONG-TERM LIABILITY RECORDS - Bonds, etc. Retention: AC + 3 years. Vital: Yes. Archival: No. Comments: AC = Retirement of Debt.

4.7.011. TEXAS BUILDING AND PROCUREMENT COMMISSION STATEMENTS (TBPC) - Charge or bill statements received by agencies from the TBPC for services provided. Retention: FE + 3 years. Vital: No. Archival: No.

4.7.012. SIGNATURE AUTHORIZATIONS - Signature cards or similar records establishing authority of an agency employee to initiate or authorize financial transactions on behalf of an agency. Retention: US + FE + 3 years. Vital: No. Archival: No.

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Category 5: Support Services Records

Section 5.1 - General

5.1.001. CONTRACTS AND LEASES - Contracts, leases, and agreements include general obligation, land lease, utilities, and construction except for buildings. Documents include specifications, affidavits of publication of calls for bids, accepted bids, performance bonds, contracts, purchase orders, inspection reports, and correspondence. Retention: AC + 4 years. Vital: Yes. Archival: No. Comments: AC = Expiration or termination of the instrument according to its terms. SEE item number 5.2.028 for building construction contracts and item number 5.1.017 for contract logs.

5.1.003. DELIVERY REPORTS - Retention: 2 years. Vital: No. Archival: No.

5.1.004. MAIL AND TELECOMMUNICATIONS LISTINGS - Any mailing address, telephone or fax number, or e-mail address records maintained by an agency on its employees or on entities or persons it serves. Retention: US. Vital: No. Archival: No.

5.1.005. POSTAGE RECORDS - Records and reports of postage expenses, including postal meter usage. Retention: FE + 3 years. Vital: No. Archival: No.

5.1.007. REQUISITIONS FOR IN-AGENCY/INTER-AGENCY COPY/PRINTING SERVICE - Includes word processing and data processing. Retention: AV. Vital: No. Archival: No.

•5.1.010. LICENSES AND PERMITS FOR NON-VEHICLES - Does not include licenses and permits issued by an agency as part of its statutory responsibilities. Retention: AC + 2 years. Vital: Yes. Archival: No. Comments: AC = Expiration date of license or permit.

5.1.011. PHOTOCOPIER USE LOGS AND REPORTS - Retention: AV. Vital: No. Archival: No.

5.1.012. CHARGE SCHEDULES/PRICE LISTS - Schedules of prices charged by an agency for services to the public or other agencies, including any documentation used to determine the charges. Retention: US + 3 years. Vital: No. Archival: No.

5.1.013. INSURANCE POLICIES - For vehicles, equipment, etc. Retention: AC + 4 years. Vital: Yes. Archival: No. Comments: AC = Expiration or termination of the policy according to its terms.

5.1.014. OFFICE PROCEDURES - Any internally distributed manual, guidelines, or similar records that establish standard office procedures for an agency; for example, agency style manuals, telephone protocols, mail room procedures, print shop and photocopy ordering instructions. Retention: US + 1 year. Vital: No. Archival: No.

5.1.015. CORRESPONDENCE TRACKING RECORDS - Any record created by an agency to track any type of incoming and outgoing correspondence or packages by the U.S. Postal Service or by private couriers. Retention: 1 year. Vital: No. Archival: No.

•5.1.016. Records series now included in 1.1.057, Transitory Information.

5.1.017. CONTRACT LOG - List of agency contracts, leases, and agreements including general obligation, land lease, utilities, and construction contracts. Retention: Fe+3. Vital: No. Archival: No.

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Category 5: Support Services Records

Section 5.2 - Facility Management

5.2.001. APPRAISALS-BUILDING OR PROPERTY - Retention: AV. Vital: Yes. Archival: R - Review required before disposal.

5.2.002. BUILDING CONSTRUCTION PROJECT FILES - Planning, design, and construction records; accepted and rejected bids; correspondence; etc. Retention: AC + 10 years. Vital: Yes. Archival: R - Review required before disposal. Comments: AC = Completion of project. SEE ALSO item numbers 5.2.003 and 5.2.028.

5.2.003. BUILDING PLANS AND SPECIFICATIONS - Includes architectural and engineering drawings, profiles, and blueprints. Retention: State owned: LA. Leased: AC + 2 years. Vital: Yes. Archival: R (state owned only) - Review required before disposal. Comments: AC = For leased buildings; termination or cancellation of lease. SEE ALSO item numbers 5.2.002 and 5.2.028.
ARCHIVES NOTE:Archival Review designation is for state-owned building only.

5.2.004. BUILDING SPACE REQUESTS - Retention: 1 year. Vital: No. Archival: No.

5.2.005. CALIBRATION RECORDS (EQUIPMENT OR INSTRUMENT) - Retention: 10 years. Vital: No. Archival: No.

5.2.006. PROPERTY DESTRUCTION, CERTIFICATES OF - Retention: FE + 3 years. Vital: No. Archival: No.

5.2.007. DAMAGE REPORTS - Reports of damage to state property. Retention: FE + 3 years. Vital: No. Archival: No.

5.2.008. EQUIPMENT HISTORY FILE; EQUIPMENT SERVICE AGREEMENTS - Agreements or contracts between the agency and equipment vendor to provide maintenance service for equipment. Includes requests for installation, moves, service, etc.; and service/repairs logbooks, etc. Retention: LA + 3 years. Vital: No. Archival: No.

5.2.009. EQUIPMENT INVENTORY DETAIL REPORT FORMS - Updates agency portion of the inventory listing and adds, changes, transfers, or deletes items from inventory. Retention: FE + 3 years. Vital: No. Archival: No.

5.2.010. EQUIPMENT MANUALS - Retention: LA. Vital: No. Archival: No.

•5.2.011. EQUIPMENT WARRANTIES - Retention: AC + 1 year. Vital: No. Archival: No.

5.2.012. ESTIMATE FILES (SUPPLY AND REPAIR COST ESTIMATES) - Retention: 1 year. Vital: No. Archival: No.

5.2.014. INVENTORY-ANNUAL PHYSICAL - Property, equipment, supply verification. Retention: FE + 3 years. Vital: No. Archival: No.

5.2.015. INVENTORY, NOTICES OF EQUIPMENT REMOVED FROM - Retention: FE + 3 years. Vital: No. Archival: No.

5.2.016. INVENTORY SYSTEM UPDATE LISTINGS - Listing shows all additions, changes, deletions, and transfer times for the monthly processing period. Retention: AC. Vital: No. Archival: No. Comments: AC = Transfer of information into annual listing.

5.2.017. LOST AND STOLEN PROPERTY REPORTS - Retention: FE + 3 years. Vital: No. Archival: No.

5.2.018. QUALITY CONTROL REPORTS - Retention: 2 years. Vital: No. Archival: No.

5.2.019. SERVICE ORDERS - Agency copy of forms completed by mechanical service personnel for installation or repair. Includes billing code, service, labor, parts, and remarks. Retention: 1 year. Vital: No. Archival: No.

5.2.020. SUPPLY USAGE RECORDS - Retention: FE + 1 year. Vital: No. Archival: No.

5.2.021. SURPLUS PROPERTY SALE REPORTS - Retention: FE + 3 years. Vital: No. Archival: No.

5.2.022. UTILITY USAGE REPORTS - Retention: AV. Vital: No. Archival: No.

5.2.023. YEAR-TO-DATE ACTIVITY (INVENTORY LISTING) - Shows additions, changes, transfers, and deletions of information within the inventory system. Data include agency, division, tag number, batch, document, transaction date, location, item code, description, date, and cost. Retention: FE + 3 years. Vital: No. Archival: No.

•5.2.024. MATERIAL SPECIFICATIONS - Retention: AC + 2 years. Vital: No. Archival: No. Comments: AC = Material is no longer in the agency.

•5.2.025. EQUIPMENT DESCRIPTIONS AND SPECIFICATIONS - Retention: AC + 2 years. Vital: No. Archival: No. Comments: AC = Equipment is no longer in the agency.

5.2.026. FACILITIES RESERVATION LOGS - Reservation logs or similar records relating to the use of agency facilities such as meeting rooms, auditoriums, etc. Retention: 2 years. Vital: No. Archival: No.

5.2.027. SPACE UTILIZATION REPORTS - Retention: AV. Vital: No. Archival: No.

5.2.028. BUILDING CONSTRUCTION CONTRACT AND INSPECTION RECORDS - Building construction contracts, surety bonds, and inspection records. Retention: LA + 10 years. Vital: Yes. Archival: R - Review required before disposal. Comments: SEE ALSO item numbers 5.2.002 and 5.2.003.

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Category 5: Support Services Records

Section 5.3 - Purchasing

5.3.002. FREIGHT BILLS PAID - Retention: FE + 3 years. Vital: No. Archival: No.

5.3.003. FREIGHT CLAIMS - Retention: AC + 2 years. Vital: No. Archival: No. Comments: AC = Resolution of claim.

5.3.004. ORDER - ACKNOWLEDGMENTS - Retention: AV. Vital: No. Archival: No.

5.3.005. PACKING SLIPS - Retention: AV. Vital: No. Archival: No.

5.3.007. BID DOCUMENTATION - Includes bid requisition/authorizations, invitations to bid or propose, bid specifications, accepted and rejected bids, and bid tabulation/evaluations. Retention: FE + 3 years. Vital: No. Archival: No.
CAUTION: If a formal written contract is the result of a successful bid or request for proposal, the successful bid or request for proposal and its supporting documentation must be retained for the same period as the contract. SEE item number 5.1.001 and 5.2.028.

5.3.008. PURCHASING LOGS - Log, register, etc. providing a record of purchase orders issued, orders received, and similar date on procurement status. Retention: FE + 3 years. Vital: No. Archival: No.

5.3.009. REQUESTS FOR INFORMATION - Requests for information preliminary to the procurement of goods or services by direct purchase or bid. Retention: AC. Vital: No. Archival: No. Comments: AC = Date of direct purchase, issuance of request for bids, or decision not to proceed with the procurement, as applicable.

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Category 5: Support Services Records

Section 5.4 - Risk Management

•5.4.001. ACCIDENT REPORTS AND ASSOCIATED DOCUMENTATION - Accident or occupational disease reports (by supervisors and employees) and other associated reports required to be submitted to the Texas Department of Insurance or its predecessors or maintained internally on accident frequency. Retention: CE + 5. Vital: Yes. Archival: No. Comments: 29 CFR 1904.33. The Texas Department of Insurance retains copies of the reports submitted to it for 50 years.

5.4.002. EVACUATION PLANS - Plans for evacuation of agency facilities in cases of emergency. Retention: US. Vital: No. Archival: No.

5.4.003. INSPECTION RECORDS - Fire, safety, and other inspection records of agency facilities and equipment. Retention: AC + 3 years. Vital: No. Archival: No. Comments: AC = Inspection, or date of the correction of the deficiency if the inspection report reveals a deficiency.
CAUTION: Does not include inspection reports of building construction. See item number 5.2.028.

5.4.004. FIRE ORDERS - Orders issued by Fire Marshal to correct deficiencies in compliance with the fire code. Retention: AC + 3 year. Vital: No. Archival: No. Comments: AC = Deficiency corrected.

5.4.007. HAZARDOUS MATERIALS TRAINING RECORDS - Records of training given employees in an agency hazard communications program. Retention: 5 years. Vital: No. Archival: No. Comments: Health and Safety Code, Section 502.009(g).

5.4.008. HAZARD COMMUNICATION PLANS - Retention: US + 5 years. Vital: Yes. Archival: No. Comments: Health and Safety Code, Section 502.009(g).

5.4.009. WORKPLACE CHEMICAL LISTS - Retention: 30 years. Vital: No. Archival: No. Comments: Health and Safety Code, Section 502.005(d).

5.4.010. MATERIAL SAFETY DATA SHEETS - Retention: AC. Vital: No. Archival: No. Comments: AC = After sheets are updated or hazardous chemical no longer stored by agency, as applicable.

5.4.011. VISITOR CONTROL REGISTERS - Logs, registers, or similar records documenting visitors to limited access or restricted areas of agency facilities. Retention: 3 years. Vital: No. Archival: No.

5.4.012. SECURITY ACCESS RECORDS - Records relating to the issuance of keys, identification cards, building passes, passwords, signed statements or similar instruments of access to agency or state facilities, equipment or automated systems. Retention: AC + 2 years. Vital: Yes. Archival: No. Comments: AC = Until superseded, date of expiration, or date of termination, whichever sooner.

5.4.013. DISASTER PREPAREDNESS AND RECOVERY PLANS - Retention: US. Vital: Yes. Archival: No.

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Category 5: Support Services Records

Section 5.5 - Telecommunications

5.5.001. BILLING DETAIL-TELECOMMUNICATIONS (OTHER THAN TEX-AN) - In addition to summary detail, includes any accompanying detailed listing of long distance calls. Retention: FE + 3 years. Vital: No. Archival: No. Comments: SEE item number 5.5.006 for TEX-AN billing detail.

5.5.002. LONG DISTANCE TELEPHONE LOGS - Long distance logs created by agencies for internal documentation purposes. Includes any similar logs created for long distance facsimile or electronic transmissions. Retention: AV. Vital: No. Archival: No.

5.5.003. STATION ACTIVITY REPORTS - Internal listing of incoming/outgoing telephone activity to individual telephone stations. Retention: AV. Vital: No. Archival: No.

5.5.004. SYSTEM ACTIVITY REPORTS - Internal listing of all incoming/outgoing agency telephone activity. Retention: AV. Vital: No. Archival: No.

5.5.006. BILLING DETAIL-TELECOMMUNICATIONS (TEX-AN) - In addition to summary detail, includes any accompanying detailed listing of long distance calls. Retention: FE + 3 years. Vital: No. Archival: No. Comments: The billing agency will maintain all long distance TEX-AN records and will provide each using agency its bill summary of centralized capitol comples telephone service without call detail records. For these bill summaries, SEE item number 4.7.011. SEE item number 5.5.001 for billing detail from carriers other than TEX-AN.

5.5.007. DISPUTED CALL DOCUMENTATION - Documentation relating to disputed long distance calls, including documents evidencing repayment by employees for personal long distance use. Retention: FE + 3 years. Vital: No. Archival: No.

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Category 5: Support Services Records

Section 5.6 - Vehicles

5.6.001. AIRPLANE FLIGHT LOGS - Retention: State owned: LA + 3 years. Leased: FE + 3 years. Vital: No. Archival: No.

5.6.002. AIRPLANE PASSENGER LISTS - Retention: FE + 3 years. Vital: No. Archival: No.

5.6.003. INSPECTION REPAIR AND MAINTENANCE RECORDS-VEHICLES - Retention: LA + 1 year. Vital: No. Archival: No.

5.6.004. LICENSE AND DRIVING RECORD CHECKS - Retention: AC. Vital: No. Archival: No. Comments: AC = Until superseded or until termination of employment.

5.6.005. VEHICLE USE REPORTS - Includes mileage, fuel/oil consumption, passengers carried and other related operational information. Retention: FE + 3 years. Vital: No. Archival: No.

5.6.007. VEHICLE TITLES AND REGISTRATIONS - Retention: LA. Vital: Yes. Archival: No.

5.6.008. PILOT LICENSE VERIFICATIONS - Retention: AC + 5 years. Vital: No. Archival: No. Comments: AC=Termination of employment.

5.6.009. PARKING PERMITS OR ASSIGNMENTS - Retention: US. Vital: No. Archival: No.

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Texas State Records Retention Schedule Index

Appendix: Index By Keyword, Subject or Title

Keyword, Subject or Title See
401K 3.2.009
457 3.2.009
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Access Control Records 5.4.012
Accident Reports and Associated Documentation 5.4.001
Accounting Policies and Procedures Manual 4.7.001
Accounting Records Category 4: Fiscal Records
Accounts Payable Information 4.1.001
Accounts Payable Ledgers 4.4.003
Accounts Receivable Ledgers 4.4.002
Accumulated Leave Adjustment Requests 3.4.001
Acquisition Records Section 5.3 - Purchasing
Activity Reports 1.1.069
ADA (Americans With Disabilities Act) Documentation 1.1.056
Address and Telephone Listings 5.1.004
Administrative Hearings 1.1.073
Administrative Procedures 3.3.025
Administrative Rules - Final 1.1.070
Administrative Rules - Texas Register Submissions 1.1.026
Administrative Rules - Working Files 1.1.071
Affirmative Action Plans 3.3.001
Agency Performance Measures Documentation 1.1.064
Agency Rules, Policies, and Procedures - Final 1.1.070
Agency Rules, Policies, and Procedures - Working Files 1.1.071
Agency Staffing Reports 3.3.026
Agenda 1.1.058
Agreements 5.1.001
Airplane Flight Logs 5.6.001
Airplane Passenger Lists 5.6.002
Alternative Dispute Resolutions - Final Agreement 1.1.075
Announcements 1.1.019
Annual Financial Reports 4.5.003
Annual Operating Budgets 4.5.006
Annual Physical Inventory 5.2.014
Annual Reports 1.1.066
Annual USAS Reports 4.5.009
Applications for Employment - Hired 3.1.002
Applications for Employment - Not Hired 3.1.001
Appointments 1.1.013
Appraisals - Building or Property 5.2.001
Apprenticeship Records 3.1.036
Appropriation Requests 1.1.004
Aptitude and Skills Tests 3.3.027
Aptitude and Skills Tests (Test Papers) 3.3.028
Aptitude and Skills Tests (Validation Records) 3.3.029
Architectural Drawings 5.2.003
Attorney Files 1.1.048
Audit Trail Records 2.1.010
Audits 1.1.002
Automated Operations Category 2: Electronic Data Processing Records
Automobiles Section 5.6 - Vehicles
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Balancing Records 4.6.001
Bank Statements 4.7.002
Batch Data Entry Control Records 2.2.011
Benefit Plans 3.3.004
Benefits - Employee (Other than Insurance) 3.1.031
Bid Documentation 5.3.007
Biennial Reports 1.1.066
Billing Detail 4.1.002
Billing Detail - Telecommunications (Other Than TEX-AN) 5.5.001
Billing Detail - Telecommunications (TEX-AN) 5.5.006
Blueprints 5.2.003
Board Meetings - Agenda and Minutes 1.1.058
Board Meetings - Audio or Videotapes of Open 1.1.060
Board Meetings - Certified Agendas or Tape Recordings of Closed 1.1.059
Board Meetings - Supporting Documentation 1.1.062
Bonds - Long Term Liability Records 4.7.010
Bonds - Performance 3.1.035
Bonds - Surety 5.2.028
Budget Revisions or Transfers 4.1.007
Budgets - Annual Operating 4.5.006
Building Construction Contract and Inspection Records 5.2.028
Building Construction Project Files 5.2.002
Building or Property Appraisals 5.2.001
Building Plans and Specifications 5.2.003
Building Space Requests 5.2.004
Buildings and Facilities Records Section.5.2 - Facility Management
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Calendars, Appointment and Itinerary Records 1.1.013
Calibration Records (Equipment or Instrument) 5.2.005
Canceled Checks/Stubs/Warrants/Drafts 4.1.003
Capital Asset Records 4.7.004
Capital Asset Sequential Number Logs 4.7.009
Cash Counts 4.6.003
Cash Deposit Vouchers 4.2.001
Cash Receipts 4.2.002
Cash Receipts Logs 4.2.003
Certificates - Property Destruction 5.2.006
Certification Records 3.3.027
Certified Agendas 1.1.059
Charge Schedules/Price Lists 5.1.012
Chargeback Records to Data Processing Services Users 2.2.002
Chemicals - Hazardous 5.4.010
Claim Files 4.7.005
Claims - Freight 5.3.003
Classification Review Files 3.3.015
Clearinghouse, Texas State Library & Archives Commission 1.3.001
Closed Meetings 1.1.059
Commission Meetings - Agenda and Minutes 1.1.058
Commission Meetings - Audio or Videotapes of Open 1.1.060
Commission Meetings - Certified Agendas or Tape Recordings of Closed 1.1.059
Commission Meetings - Supporting Documentation 1.1.062
Committee Meetings - Agenda and Minutes 1.1.058
Committee Meetings - Audio or Videotapes of Open 1.1.060
Committee Meetings - Certified Agendas or Tape Recordings of Closed 1.1.059
Committee Meetings - Supporting Documentation 1.1.062
Communications Section 5.5 - Telecommunications
Compensation Records, Unemployment 3.2.007
Complaint Records 1.1.006
Comptroller Reports 3.2.010
Comptroller Statements 4.7.006
Computer Applications 2.1.001
Computer Job Schedules and Reports 2.2.004
Computer Manuals 2.1.008
Computer Monitoring Records 2.2.001
Computer Operations Category 2: Electronic Data Processing Records
Computer Output Records 2.2.012
Confidential Records 1.1.021
Contingency Planning 5.4.013
Contract Log 5.1.017
Contracts - Building Construction 5.2.028
Contracts - Employment 3.1.013
Contracts and Leases 5.1.001
Cookies - Internet 2.2.014
Copier Usage Logs and Reports 5.1.011
Copy Requests 5.1.007
Corrective Action Documentation - Personnel 3.1.020
Correspondence - Administrative 1.1.007
Correspondence - General 1.1.008
Correspondence - Transitory Information 1.1.057
Correspondence Tracking Records 5.1.015
Cost Estimates - Supply and Repairs 5.2.012
Council Meetings - Agenda and Minutes 1.1.058
Council Meetings - Audio or Videotapes of Open 1.1.060
Council Meetings - Certified Agendas or Tape Recordings of Closed 1.1.059
Council Meetings - Supporting Documentation 1.1.062
Counsel (Legal) Files 1.1.048
Counseling Records - Employee 3.1.006
Criminal History Checks 3.1.026
Customer Surveys 1.1.038
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Daily Cash Receipts Logs 4.2.003
Damage Reports 5.2.007
Data Processing Category 2: Electronic Data Processing Records
Data Processing Policies and Procedures 2.2.010
Database - Master Files 2.1.002
Day-Planners 1.1.013
Deduction Authorizations - Employee 3.2.001
Deferred Compensation 3.2.009
Delivery Reports 5.1.003
Deposit Vouchers 4.2.001
Descriptions and Specifications, Equipment 5.2.025
Destruction Authorizations 1.2.001
Destruction Sign-Offs 1.2.001
Destruction Requests - Records 1.2.008
Detail Chart of Accounts 4.7.007
Direct Deposit Application/Authorizations 3.2.008
Directives 1.1.010
Directories 5.1.004
Disaster Evacuation Plan 5.4.002
Disaster Preparedness and Recovery Plans 5.4.013
Disaster Recovery Section 5.4 - Risk Management
Disaster Recovery Service Approval Form (RMD 113) 1.2.016
Disaster Recovery Service Transmittals (RMD 109) 1.2.015
Disciplinary Action Documentation - Personnel 3.1.021
Disputed Call Documentation 5.5.007
Driving Record Checks 5.6.004
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Earnings Records - Employee 3.2.002
EEO Reports and Supporting Documentation 3.3.031
Electronic Funds Transfers 4.1.008
E-mail Lists 5.1.004
Emergency Evacuation Plan 5.4.002
Employee Benefits - Other than Insurance 3.1.031
Employee Counseling Records 3.1.006
Employee Deduction Authorizations 3.2.001
Employee Earnings Records 3.2.002
Employee Insurance Records 3.1.011
Employee Recognition Records 3.1.037
Employee Records Category 3: Personnel Records
Employee Savings Bond Ledgers 4.4.004
Employee Wage Rate Tables 3.2.006
Employment Applications - Hired 3.1.002
Employment Applications - Not Hired 3.1.001
Employment Contracts 3.1.013
Employment Eligibility, Documentation or Verification of 3.1.029
Employement Opportunity Announcements 3.1.012
Employment Selection Records 3.1.014
Employment Verification 3.3.011
Encumbrance Detail 4.1.004
Encumbrance Vouchers 4.2.004
Equal Employment Opportunity Reports 3.3.031
Equal Pay Records 3.3.032
Equipment Calibration Records 5.2.005
Equipment Descriptions and Specifications 5.2.025
Equipment History File; Equipment Service Agreements 5.2.008
Equipment Inventory Detail Report Forms 5.2.009
Equipment Manuals 5.2.010
Equipment Warranties 5.2.011
Estimate Files (Supply Repair Cost Estimates) 5.2.012
Evacuation Plans 5.4.002
Executive Orders 1.1.011
Expenditure Vouchers 4.2.007
Expenditures Journals or Registers 4.3.003
External Fiscal Reports 4.5.005
  return to top of Index
Facilities Reservation Logs 5.2.026
FAX Usage Logs and Reports 5.1.011
Federal Grant Records 4.7.008
Federal Tax Records 3.2.003
Fee List for Services 5.1.012
FICA 3.2.004
Final Disposition Authorizations 1.2.001
Financial Records Category 4: Fiscal Records
Finding Aids, Indexes, and Tracking Systems 2.1.011
Fire Orders 5.4.004
Fiscal Management Reports - Internal 4.5.002
Fiscal Reports - External 4.5.005
Fiscal Reports - Working Papers 4.5.001
Fixed Asset Records 4.7.004
Fixed Asset Sequential Number Logs 4.7.009
Fleet Management Section 5.6 - Vehicles
Form Master List 1.2.003
Former Employee Verification Records 3.3.011
Forms History File 1.2.003
Forms Inventory 1.2.004
Freight Bills Paid 5.3.002
Freight Claims 5.3.003
  return to top of Index
Garnishments - Employee 3.2.001
General and Subsidiary Ledgers 4.4.001
General Journal Vouchers 4.2.006
General Records Category 1: Administrative Records
Grant Records - Federal 4.7.008
Grievance Records 3.1.018
  return to top of Index
Hardware Documentation 2.1.008
Hazard Communication Plans 5.4.008
Hazardous Chemical Lists 5.4.009
Hazardous Materials Safety Data Sheets 5.4.010
Hazardous Materials Training Records 5.4.007
HAZMAT Communication Plans 5.4.008
HAZMAT Training 5.4.007
Hearings - Administrative 1.1.073
History Files - Web Sites 2.2.015
HRIS Reports 3.2.010
Human Resources Records Category 3: Personnel Records
Human Resources Information System (HRIS) Reports 3.2.010
Human Resources Procedures 3.3.024
  return to top of Index
I-9 Forms 3.1.029
Income Adjustment Authorizations 3.2.004
Income Tax 3.2.003
Income Tax Witholding Form 3.2.005
Indexes and Shelf Lists - Record Control Materials 1.2.013
Indexes and Tracking Systems - Automated 2.1.011
Information Management Section 1.2 - Records Management
Information Requests 5.3.009
Information Technology Category 2: Electronic Data Processing Records
Inspection Records 5.4.003
Inspection Repair and Maintenance Records - Vehicles 5.6.003
Inspections - Building 5.2.028
Instructional Materials 1.1.043
Insufficient Funds Checks/Warrants/Drafts (Uncollectable) 4.7.003
Insurance Policies 5.1.013
Insurance Records - Employee 3.1.011
Internal Fiscal Management Reports 4.5.002
Internet Cookies 2.2.014
Inventory - Annual Physical 5.2.014
Inventory - Equipment Detail Report Forms 5.2.009
Inventory - Equipment Removed From 5.2.015
Inventory - Forms 1.2.004
Inventory - Records Inventory Worksheets 1.2.012
Inventory - Year-to-Date Activity Listing 5.2.023
Inventory and Other Cost Files 4.1.005
Inventory Detail Report Forms - Equipment 5.2.009
Inventory System Update Listings 5.2.016
Inventory, Notices of Equipment Removed From 5.2.015
Investment Transaction Files 4.1.006
Invoices 4.2.005
Itinerary Records 1.1.013
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Job Announcements 3.1.012
Job Applications - Hired 3.1.002
Job Applications - Not Hired 3.1.001
Job Classification Review File 3.3.015
Job Descriptions 3.1.023
Job Procedure Records 3.3.025
  return to top of Index
Labor Statistics Reports 3.3.010
Leases 5.1.001
Leave Balance Adjustment Requests 3.4.001
Leave Requests 3.4.007
Leave Status Reports 3.4.002
Ledgers - Accounts Payable 4.4.003
Ledgers - Accounts Receivable 4.4.002
Ledgers - Employee Savings Bonds 4.4.004
Ledgers - General and Subsidiary 4.4.001
Legal Files 1.1.048
Legal Opinions and Advice 1.1.014
Legislation - Proposed 1.1.027
Legislative Appropriation Requests 1.1.004
Less Than Full-Time Worked Reports 3.4.003
License and Driving Record Checks 5.6.004
Licenses and Permits for Non-vehicles 5.1.010
Litigation Files 1.1.048
Long Distance Telephone Logs 5.5.002
Long-Term Liability Records 4.7.010
Lost & Stolen Property Reports 5.2.017
  return to top of Index
Mail and Telecommunications Listings 5.1.004
Manuals - Computer 2.1.009
Manuals - Equipment 5.2.010
Manuals - Hardware 2.1.008
Master Files 2.1.002
Material Safety Data Sheets 5.4.010
Material Specifications 5.2.024
Meeting - Notes 1.1.061
Meeting Agenda and Minutes 1.1.058
Meeting Rooms 5.2.026
Meeting - Staff 1.1.063
Meeting - Supporting Documentation 1.1.062
Meetings, Audios or Videotapes of Open 1.1.060
Meetings, Certified Agendas or Tape Recordings of Closed 1.1.059
Minutes 1.1.058
  return to top of Index
Office Equipment Usage Logs 5.1.011
Office Procedures 5.1.014
Ombudsman Records 3.1.039
Open Meetings 1.1.058
Open Meetings 1.1.060
Open Meetings 1.1.062
Open Records Requests 1.1.020
Open Records Reports 1.1.072
Operating Instructions - Equipment 5.2.010
Operations Management Records Category 5: Support Services Records
Order - Acknowledgments 5.3.004
Organization Charts 1.1.023
Output Records for Computer Production 2.2.012
Overtime Authorizations 3.4.004
Overtime Schedules 3.4.005
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Packing Slips 5.3.005
Parking Permits or Assignments 5.6.009
Passenger Manifest - Airplane 5.6.002
Payment Vouchers 4.2.007
Payroll Deduction Authorization 3.2.001
Performance Appraisals 3.1.019
Performance Bonds 3.1.035
Performance Measures - Documentation 1.1.064
Performance Measures - Reports 1.1.068
Personnel Corrective Action Documentation 3.1.020
Personnel Disciplinary Action Documentation 3.1.021
Personnel Information or Action Forms 3.1.022
Personnel Policies and Procedures 3.3.024
Phone Lists 5.1.004
Photocopier and Telefax usage Logs & Reports 5.1.011
Physical Examinations/Medical Reports 3.1.024
Physical Inventory - Annual 5.2.014
Pilot License Verifications 5.6.008
Planning Records 1.1.024
Plans and Planning Records 1.1.024
Policies and Procedures - Accounting 4.7.001
Policies and Procedures - Agency (Final) 1.1.070
Policies and Procedures - Agency (Working Files) 1.1.071
Policies and Procedures - Data Processing 2.2.010
Policies and Procedures - Personnel 3.3.024
Position/Job Descriptions 3.1.023
Positions/Job Classification Review File 3.3.015
Postage Records 5.1.005
Presentations 1.1.040
Press Releases 1.1.019
Procedures - Job 3.3.025
Procedures - Office 5.1.014
Procedures and Policies - Accounting 4.7.001
Procedures and Policies - Agency (Final) 1.1.070
Procedures and Policies - Agency (Working Files) 1.1071
Procedures and Policies - Data Processing 2.2.010
Procedures and Policies - Personnel 3.3.024
Processing Files 2.1.001
Procurement Records Section 5.3 - Purchasing
Program Monitoring 1.1.069
Project Files - Building Construction 5.2.002
Property Damage Reports 5.2.007
Property Destruction, Certificates of 5.2.006
Property Inventory 5.2.014
Property Reports - Lost & Stolen Property 5.2.017
Proposed Legislation 1.1.027
Public Access Option Form 3.1.038
Public Hearing Logs 1.1.053
Public Information Reports 1.1.072
Public Information Requests - Exempted 1.1.021
Public Information Requests - Not Exempted 1.1.020
Public Relations Records 1.1.019
Public Service Announcements 1.1.019
Publication Development Files 1.3.002
Publications - State Agency 1.3.001
Purchase Orders 4.2.005
Purchase Vouchers 4.2.005
Purchasing Logs 5.3.008
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Quality Assurance Records 2.2.013
Quality Control Reports 5.2.018
Questionnaires - Customer 1.1.038
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Raw Data 1.1.065
Reallocation of Funds 4.1.007
Receipts Journals or Registers 4.3.002
Recognition Records - Employee 3.1.037
Reconciliations 4.6.002
Record Center Storage Approval Forms (RMD 106) 1.2.011
Records Control Locator Aids 1.2.013
Records Destruction Authorization 1.2.001
Records Disposition Logs 1.2.010
Records Inventory Worksheets 1.2.012
Records Management Plans 1.2.014
Records Retention Schedule (SLR 105) 1.2.005
Records Storage Transfer Forms 1.2.006
Records Transmittal Forms 1.2.006
Registration Logs 1.1.053
Reimbursable Activities, Requests and Authorizations to Engage in 3.3.023
Repair and Supply Cost Estimates 5.2.012
Reports - Accident and Associated Documentation 5.4.001
Reports - Activity 1.1.069
Reports - Annual Financial 4.5.003
Reports - Annual Narrative 1.1.066
Reports - Annual USAS 4.5.009
Reports - Biennial or Annual Agency (Narrative) 1.1.066
Reports - Daily USAS 4.5.007
Reports - Damage 5.2.007
Reports - Delivery 5.1.003
Reports - EEO 3.3.031
Reports - Equipment Inventory Detail 5.2.009
Reports - External Fiscal 4.5.005
Reports - Fiscal (External) 4.5.005
Reports - Fiscal (Internal) 4.5.002
Reports - HRIS 3.2.010
Reports - Internal Fiscal Management 4.5.002
Reports - Labor Statistics 3.3.010
Reports - Leave Status 3.4.002
Reports - Less Than Full-Time Worked 3.4.003
Reports - Lost & Stolen Property 5.2.017
Reports - Medical (Individuals) 3.1.024
Reports - Monthly USAS 4.5.008
Reports - Open Records 1.1.072
Reports - Performance Measures 1.1.068
Reports - Personnel 3.2.010
Reports - Photocopier and Telefax Usage 5.1.011
Reports - Public Information 1.1.072
Reports - Quality Control 5.2.018
Reports - Space Utilization 5.2.027
Reports - Special 1.1.067
Reports - Staffing 3.3.026
Reports - Station Activity 5.5.003
Reports - Sunset Review and Documentation 1.1.074
Reports - Surplus Property Sale 5.2.021
Reports - System Activity 5.5.004
Reports - Texas Workforce Commission (TWC) 3.3.022
Reports - Utility Usage 5.2.022
Reports - Vehicle Use 5.6.005
Reports - Worksheets for Preparing Fiscal 4.5.001
Reports and Studies (Non-Fiscal) 1.1.067
Reports and Studies (Non-Fiscal) - Raw Data 1.1.065
Reports on Performance Measures 1.1.068
Request for Authority to Dispose of State Records (RMD 102) 1.2.008
Requests for Information 5.3.009
Requisitions 4.2.005
Requisitions for In-Agency Copy/Printing Service 5.1.007
Reservation Logs, Facilities 5.2.026
Resources Management Category 5: Support Services Records
Restricted Access Registers 5.4.011
Resumes - Unsolicited 3.1.034
Returned Checks/Warrants/Drafts (Uncollectable) 4.7.003
Reviews (Audits) 1.1.002
RFIs 5.3.009
RMD 101 1.2.006
RMD 102 1.2.008
RMD 109 1.2.015
RMD 106 1.2.011
Sale of Surplus Property - Reports 5.2.021
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Sales Journals or Registers 4.3.001
Savings Bonds Ledgers - Employee 4.4.004
Schedules - Overtime 3.4.005
Schedules - Work 3.3.020
Security Access Records 5.4.012
Security Management Section 5.4 - Risk Management
Service Agreements - Equipment 5.2.008
Service Orders 5.2.019
Service Records - Employee 3.3.011
Sick Leave and/or Time Off Requests 3.4.007
Sick Leave Pool Documentation 3.4.008
Signature Authorizations 4.7.012
SLR 105 1.2.005
Software Programs 2.1.007
Software Registrations, Warranties and License Agreements 2.2.016
Space Utilization Reports 5.2.027
Special Reports 1.1.067
Specification - Material 5.2.024
Specifications and Descriptions - Equipment 5.2.025
Specifications and Plans - Buildings 5.2.003
Speeches, Papers and Presentations 1.1.040
Staff Meeting Minutes and Notes 1.1.063
Staffing Reports 3.3.026
State Deferred Compensation Records 3.2.009
State Publications 1.3.001
Station Activity Reports 5.5.003
Statistics - Labor 3.3.010
Statistics - Raw Data 1.1.065
Stolen and Lost Property Reports 5.2.017
Storage Transfer Forms 1.2.006
Strategic Plans 1.1.055
Suggestion System Records 1.1.041
Sunset Review Report and Documentation 1.1.074
Supply and Repair Cost Estimates 5.2.012
Supply Usage Records 5.2.020
Supporting Documentation - Meetings 1.1.062
Surplus Property Sale Reports 5.2.021
Surveys - Customer 1.1.038
System Activity Reports 5.5.004
System Monitoring Records 2.2.001
  return to top of Index
Talks and Speeches 1.1.040
Tape Recordings - Closed Meetings 1.1.059
Tax Records 3.2.003
TBPC (Texas Building and Procurement Commission) 4.7.011
Technical Documentation 2.1.009
Telecommunications - Billing Detail 5.5.001
Telephone Message Notifications 5.1.016
Testing Materials 3.3.028
TEX-AN Billing Detail 5.5.006
Texas Building and Procurement Commission Statements (TBPC) 4.7.011
Texas Register Submissions 1.1.026
Texas Workforce Commission (TWC) Reports 3.3.022
Time Cards and Time Sheets 3.4.006
Time Off and/or Sick Leave Requests 3.4.007
Training - Hazardous Materials 5.4.007
Training Administration Records 3.3.030
Training and Educational Achievement Records (Individual) 3.1.027
Training Materials 1.1.043
Transfers or Budget Revisions 4.1.007
Transitory Information 1.1.057
TWC (Texas Workforce Commission) Reports 3.3.022
  return to top of Index
Unemployment Compensation Records 3.2.007
USAS Reports - Annual 4.5.009
USAS Reports - Monthly 4.5.008
USAS Reports - Daily 4.5.007
Utility Usage Reports 5.2.022
  return to top of Index
Vehicle Titles & Registrations 5.6.007
Vehicle Use Reports 5.6.005
Videotapes - Open Meetings 1.1.060
Visitor Control Registers 5.4.011
Vital Records Storage 1.2.015
  return to top of Index
W-4 Forms 3.2.005
Wage Adjustment Authorization 3.2.004
Wage Rate Tables 3.2.006
Warranties - Equipment 5.2.011
Warrants - Returned 4.7.003
Withholding Exemption Certificate 3.2.005
Work Assignments 3.3.020
Work Schedules/Assignments 3.3.020
Workplace Chemical Lists 5.4.009
Worksheets for Preparing Fiscal Reports 4.5.001
  return to top of Index
Year-to-Date Activity (Inventory Listing) 5.2.023

 

Page last modified: May 3, 2013
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