&lfl(i Archives Commission

Transcription

1 December 13, 2012 &lfl(i Archives Commission State nd Local Ru urds Managuiiwn PU. Box I 292 Amun, Tcx S IO() S1u.d ( L Blvd. AUsufl. lcxas w.tslstate.tx.u, (.,u,iuio, (jtttrmun C.trs Sh.iron 1. (; Martha Frcrnan I. lyn txxl (. c r Larry (. Hut m, Sutt MLAft Sandra j PL(kctt l)lrrjc r ad Ljbrar:j,i 1*v I). RuJd.1 zjj Srar Ir.usj lalward lcnlwr? Dr. James Gary Interim Director, Technology and Information Services University of Texas System 601 Colorado Street Austin, TX RE: University of Texas System Retention schedule approved for use. Dear Dr. Gary: Enclosed is a copy of your recertified records retention schedule. Please ensure all old copies of the schedule are superseded with this recertified copy. Your recertified retention schedule provides you with continuing authorization to dispose of agency records according to its terms. Please note that state regulations (13 TAC 6.8) require documentation of the final disposition of records by your agency. This requirement may be met by maintaining a disposition log or other evidence of the records series titles, dates covered, volume, and date of disposition. We urge on you the importance of disposing of the records of your agency in a timely manner in accordance with the retention periods on your schedule. The destruction of any records of your agency not on your schedule requires special authorization from us. During a certification period, state regulations (13 TAC 6.4) also require the submission of amendments to the retention schedule as needed to keep the information in the schedule current. If you are not familiar with the amendment process, contact the government information analyst assigned to your agency. Your efforts in maintaining an uptodate records retention schedule are appreciated. It not only helps to ensure the integrity of your recordkeeping practices, but it is also essential to the success of your records management program. Your schedule will be due for recertification on the last working day of December If you have any questions, call the information analyst assigned to your agency, Erica Wilson, at Sincerely, gt aig Kelso Director and State Records Administrator Enclosure cc: State Auditor, State Archivist cc: (without enclosure) Francisco G. Cigarroa 1scFiI itrt inj;uwiim 1a/J1. irniruz, fimjrn)ij. RO 1720/720

2 STATE OF TEXAS C Certification must accompany all Form or SLR 122 submissions of this form. and Archives Commission Section 1 Agency Information Section 2. Approvals (Submitting agencies complete this section only) (Submitting agencies do not write in this section) Agency Code 720 University of Texas System Agency Name Administration State Auditor s Office (For the exclusive use of the State Auditor s Office) (Check one) [J Initial Certification U Recertification Amendment Form Form Form SLR 122 Signature Name (Print or type) Date I hereby certify that this records retention schedule was prepared in accordance with Texas Government Code, Chapter 441, Subchapter L. Texas State Library and Archives Commission (For the exclusive use of the State Library and Archives Commission) (Check one) Signature Q Agency Head Records Management Officer A(Zf6 Signature Name (Print or type) Date (2(ggy D. Rudd 4LflH?u4t fq(fiiz I Name (Print or type) Sheila Ochner Date 2/28/12 Cert Recert No. (.D Amendment No. C Rev. 9/11

3 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. State and Local Records Management Division Texas State Library and Archives Commission (Rev. 2/11)

4 . 8. Until STATE 0 F TEXAS Form C must Commission ipage I cf 55 TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No ALL2142 CORRESPONDENCE EXECUTiVE 8C+4 0 \C+4 0 AC=End of term or service in agency ALL1798 CORRESPONDENCE NONEXECUTIVE C+2 0 C+2 AC=Send or receipt date ALL1800 OFFICE PROCEDURES AND DIRECTIVES US+1 0 US+1 INTERNAL CALENDARS, APPOINTMENTS, ALL18O1 CE+1 0 CE+1 itineraries NONEXECUTIVE CALENDARS, APPOINTMENTS, ALL2143 C+1 0 \C+1 0 itineraries EXECUTIVE AC=End of term or service in agency. 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 ALL1827 ORGANIZATION CHARTS US 0 US E AC=Decision made to implement or ALL1828 PLANS AND PLANNING RECORDS C+3 0 \c+3 not to implement result of planning o process. Some of these records may be confidential ALL1831 SPEECHES, PAPERS, AND PRESENTATIONS C 0 C 0 A&zEnd of term or service in agency. I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Calendar Year End Le of Asset PM Permanent I Transfer to Archives i AV Administrative Value FE Fiscal Year End MO Months US Superseded I 0 Review by Archivist Rev. 2109

5 andarchive STATE 0 F TEXAS Form C must Cornnussion 1.Page 2 cf TSLAC Item [g. Amend. No. Record Series Title Agency Storage Total ] Remarks 106 No. No ALL1835 TRANSiTORY INFORMATION C 0 C AC=Purpose of record has been fulfilled ALL1837 STAFF MEETING MINUTES AND NOTES FE+1 0 FE ALL1838 This series trumps any series with a AGENCY PERFORMANCE MEASURES FE+3 0 FE+3 shorter retention that is used for DOCUMENTATION performance measure of an agency ALL184O REPORTS AND STUDIES (NONFISCAL) FE+3 0 FE ALL1943 REPORTS ACTIViTY FE+1 0 FE ALL1829 RULES, POLICIES, PROCEDURES AC=End of need for rule, policy, or C 3 0 C+3 0 SYSTEM PROGRAMS AND SERVICES procedure ALL194O RECORDS MANAGEMENT PLANS AND Disaster Recovery Plans are vital US+1 0 US+1 GUIDES records. SOFTWARE REGISTRATIONS, ALL1941 WARRANTIES AND LICENSE LA+3 0 LA+3 AGREEMENT ALL1942 EQUIPMENT MANUALS LA 0 LA TRAINING MATERIALS AND ALL1843 US+2 0 US+2 ADMINISTRATiVE RECORDS ALL1844 TIME AND LEAVE RECORDS FE+4 0 FE+4 40 Caution: Does not include hazardous materials training records which must be kept 5 years Texas Health and Safety Code, (g). TAC (i) I Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Calendar Year End Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

6 Commission 2. Agency Code 720 Name 3. Agency UNIVERSITY OF TEXAS SYSTEM ADMINISTRATION 8. TSLAC Archival ONLY Agency Retention Period Item I 9. No. Record Series STATE OF TEXAS Title Agency Storage I Total I. Remarks Form C must this form. accompany 1.Page 3 j d 55 Amend. 106 No. No ALL2144 ALL216O INVENTORY & OTHER COST FILES JOB, LABOR, QUOTES, FE+3 0 FE+3 PRICING, SPECIFICATIONS, ETC. PRODUCTION, INVESTMENTRECORDS AC 20 \C 20 PURCHASES AND EXPEND1TURE ALL1848 FE+3 0 FE+3 RECORDS INTERNAL FISCAL ALL1849 MANAGEMENT FE+3 0 FE+3 REPORTS ALL1851 FE+3 0 FE+3 ALL1944 RECORDS DISPOSITION LOGS ACCOUNT RECONCILIATIONS ALL1953 CONTRACTS AND LEASES ALL1933 LOGS ANT) TRACKING RECORDS CONTRACTS, CORRESPONDENCE, ETC ACA1178 DEGREE PROGRAMS C+4 0 \C+4 FE+3 0 FE+3 C+1 0 \C+1 SEE AC=After reconciliation framsaction. of Does not include purchases expenditures related to or grant records, which must be kept with the grant records for the period required by the grant. of time AC=Expiration or termination instrument according item number to its of the terms. for building construction contracts and item number for contract logs. AC=After approval by department head I Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

7 Transfer STATE imti andarhives: Form C must this form. OF TEXAS accompany (.omnhission 1.Page 4 cf Agency Code Agency Item No. 3. Agency Name UNIVERSITY OF TEXAS SYSTEM ADMINISTRATION Record Series Title Retention Period AQency Storarie Total 8. Archival 9. Remarks TSLAC ONLY 106 No. Amend. No ACA CHRONOLOGICAL ADMINISTRATWE ACA12 20 RECORDS ACA1756 FE+1 0 FE+1 ADVISORY ACA1954 FE+2 0 FE+2 APPOINTMENTSBYGOVERNOR MEETiNG NOTES COUNCILS OF C \C+20 MEETING NOTES ACA1955 COUNCIL FE+2 0 FE+2 INSTITUTIONS ACA2005 RECORDS INVENTORY WORKSHEETS US 0 US ACADEMIC FINDING AIDS, INDEXES, AND TRACKING SYSTEMS PRESIDENTIAL SEARCH ACA1956 COMMiTtEE RECORDS C C \C C+2 ACA2006 WORK SCHEDULES/ASSIGNMENTS FE+1 0 FE+1 REIMBURSABLE ACTiViTIES, REQUESTS ACA2007 TO ENGAGE FE+3 0 FE+3 AND AUTHORIZATIONS IN (a). AC=End of term AC=The related hard copy or electronic records have been destroyed. CAUTION: These records must carry the same retention period and archival code support. of the records they AC=When applicant accepts or declines the position. 29 CFR CAUTION: Does not SEE include criminal history checks. item number Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Sewed CE Calendar Year End Le of Asset PM Peanent A to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

8 Life Commission STATE OF TEXAS Form C must IPage 5 ct TSLAC. Item I [ Amend. No. Record Series Title Agency Storagel Total Remarks 106 No. No ACA2008 OVERTIME AUTHORIZATIONS FE+2 0 FE ACA2009 SIGNATURE AUTHORIZATIONS C+3 0 C ACA1759 AIRPLANE PASSENGER LISTS FE+3 0 FE AUD196O AUD1TS C+7 0 C+7 AUDITS INTERNAL AUDIT AUD1961 C+25 0 C+25 COMMIT1EE PACKETS AUD1962 AUDITSPEER REVIEWS C+10 0 C AUD1958 PERFORMANCE APPRAISALS FE+2 0 FE AUD1959 MAIL AND TELECOMMUNICATIONS US 0 US LISTINGS MEETINGS, CERTIFIED AGENDAS, OR B0R1976 C+2 0 C+2 TAPE RECORDINGS OF CLOSED BOR1977 CORRESPONDENCE ADMINISTRATIVE C+1 0 C+1 I CORRESPONDENCE ADMINISTRATIVE B0R1978 PM 0 PM I REGENTAL which involving AC=The end of the fiscal year in the signature authorization is superseded. AC=Publication or release of final audit findings. AC=Publication or release of final audit findings. AC=Publication or release of final audit findings. CFR (c) AC=The date of the meeting or completion of pending action the meeting, whichever is later. Government Code, (a). SEE caution comment under AC=Term of office, but not less than 4 years. Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

9 . 8. Until STATE OF TEXAS Form C must ipage 6 cf 55 TSLAC Item I [ 9. Amend. No. Record Series Title Agency Storage 1 Total Remarks 106 No. No BOR1979 AC = Official Approval of written MEETINGS, AUDIO OR VIDEOTAPES OF C+90 C+90 0 minutes of the meeting by the OPEN ays lays governing body of an agency BOR2049 EVENT PLANNING RECORDS C+3 0 C+3 0 AC=Event date. ARCHWES NOTE: Agency retams permanent record copy. The archival BOR2117 MEETING AGENDA AND MINUTES PM 0 PM I requirement wifi be et by sending a copy to the University of Texas at Austin Archive BOR1247 MEETINGS SUPPORTING PM 0 PM I DOCUMENTATION BOR1963 AC=September 1 of oddnumbered REPORTS BIENNIAL OR ANNUAL calendar years. Sending a copy to the c+6 0 \C+6 AGENCY (NARRATIVE) Texas State Publications Depository satisfies the archival requirement. REPORTS BOR1964 ON PERFORMANCE AC=September 1 of oddnumbered C+6 0 C+6 MEASURES calendar years RULES, POLICIES, AND PROCEDURES B0R1866 PM 0 PM I FINAL BOR2O8O RECORDS CONTROL LOCATOR AIDS C BOR1965 EMPLOYMENT CONTRACTS C+4 0 C+4 AC=Until superseded or no longer needed AC=Expiration or termination of the contract according to its terms. I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Sewed CE Calendar Year End Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Superseded I R Review by State Archivist

10 . 8. Permanent STATE 0 F TEXAS Form C must Commission 1.Page 7 cf 55 TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No. CHANCELLOR AND PRESIDENTIAL B0R1975 C+2 0 \C+2 SEARCH COMMITTEE RECORDS CAUTION: ACCandidate accepts or declines position. 29 CFR (a). Does not include criminal history checks. SEE item number TRAINING AND EDUCATIONAL B0R1966 C+5 0 C+5 AC=Termination ACHIEVEMENT RECORDS BOR1967 RESUMESUNSOLICiTED V 0 \V BOR1969 PUBLIC ACCESS OPTION FORM US 0 US SEE BOR1968 JOB PROCEDURE RECORDS US+3 0 US BOR2O81 TIME SHEETS STUDENT WORKERS FE+4 0 FE BOR1238 EXPENDITURE VOUCHERS C 0 C MAIL AND TELECOMMUNICATIONS BOR197O US 0 US LISTINGS of employment. SEE item number for resumes, whether solicited or unsolicited, that are used in any way in the employment selection process. item number TAC (i). AC=FE 3 or term of regent, whichever is longer BOR1974 POSTAGE RECORDS FE+3 0 FE+3 BUILDING CONSTRUCTION PROJECT BOR1971 C \C AC=Completion FILES of project. I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeUled CE Calendar Year End Le of Asset PM A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

11 . 8. and Archives Commission 2. Agency Code Name Form C must this form. accompany 3. Agency 720 UNIVERSITY OF TEXAS SYSTEM ADMINISTRATION TSLAC Amhival ONLY Agency Retention Period Item I g No. Record Series STATE OF TEXAS Title Agency Storage I Total Remarks 1.Page 8 d 55 Amend. 106 No. No B0R1973 BID DOCUMENTATION FINANCIAL DISCLOSURE AND FE+3 0 FE+3 CAUTION: If a is contract formal written successful the result of a bid or request for proposal, the request for proposal and its supporting documentation successful bid or must be retained for the same period as the contract and SEE CHA1269 FE+3 0 FE+3 CONFLICT OF INTEREST AFFIDAVITS PROJECT MANAGEMENT TRACKING CHA2145 SYSTEM CHA2144 EXECUTIVE OFFICER PERFORMANCE FE 3 0 FE+3 WORKPLANS AND APPRAISALS 29 CFR (c) SCM2047 STAFF MEETING MINUTES AND NOTES SCM2O13 REPORTS AND STUDIES (NONFISCAL) C+3 C+3 0 C+3 AC=Project completed. AC=End of item number fiscal year in which \C+3 0 report findings are published or released. I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Calendar Year End Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State ArchMst

12 8 Li Form C must STATE 0 F TEXAS 1.Page 9 cf TSLAC Item No. Record Series Title Agency 1Stoge Total I I. Amend. Remarks 106 No. No. AGENCY RULES, POLICIES, AC=Completion or termination of program, rules, policies or procedures. See also item number SCM2O15 \C+3 0 C All official record copies of PROCEDURES WORKING FILES RISK ASSESSMENT AND MONITORING policy documents are held by the Policy Office. Only working papers are held in each office/department SCM1649 US+5 0 US+5 PLANS REPORTS BIENNIAL OR ANNUAL CON1737 C+6 0 c+6 AC=September 1 of oddnumbered calendar years. Archives Note: the archival requirement is met by sending the required copies of the AGENCY (NARRATIVE) reports to the Texas State APS1215 EMPLOYEE EARNINGS RECORDS FE+4 0 FE APS1218 CASH DEPOSIT VOUCHERS FE+3 0 FE+3 Publications Depository Progran, Texas State Library and Archives Commission. 40 TAC (i) APS1219 GENERAL JOURNAL VOUCHERS FE+3 0 FE APS1214 SIGNATURE AUTHORIZATIONS C+3 0 C+3 which AC=The end of the fiscal year in the signature authorization is superseded. I Retention Codes (Field AC After I AV Administrative 105 Rev. SLR 2/09 7) Closed, Terminated, Completed, Expired, Settled CE ValueFE Calendar Year End Fiscal Year End LA Life MO Months of Asset PM US Permanent Until Superseded Archival Codes (Field A Transfer I R Review 8) to State Archives by State Archivist

13 V Permanent Review Commissioni STATE OF TEXAS Form C must 1.Page 10 ci ii. 8. TSLAC Item 9 Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No APS1743 POSTAGE RECORDS FE+3 0 FE APS122O INVENTORYANNUAL PHYSICAL FE+3 0 FE C0N1282 REQUESTS FOR BUDGET CHANGES FE+3 0 FE C0N1285 LEGISLATIVE APPROPRIATION REQUESTS FE+50 0 FE+50 I CON1782 EMPLOYMENT CONTRACTS C+7 0 \C C0N1273 FEDERAL TAX RECORDS C+23 0 kc CON1289 ACCOUNTING VOUCHERS FE+3 0 FE+3 Chief or Budget Office is the source of information for system and institutional inquiries. ARCHIVES NOTE: Agency retains permanent record copy. The archival requirement is met by sending the required copies of the requests to the Texas State Publications Depository Program, Texas State Library. Only copies of supporting documentation submitted to the Legislative Budget Board are archival. AC=Termination of employment of Administrative Officer. These contracts are for Chief Administrative Officers. AC=Tax due date, date claim is filed, date tax is paid whichever is later 26 CFR (e)(2). Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R by State Archivist

14 1 Commissioni.. Records Form C must STATE 0 F TEXAS Retention Schedule 1.Page 11 cf TSLAC Item 9. Amend. No. Record Series Title Agency Storage Tota Remarks 106 No. No. SYSTEM ADMINISTRATION POSTED C0N1275 FE+50 0 FE+50 I C0N1274 BUDGETS WORKSHEETS FOR PREPARING FISCAL FE+9 0 FE+9 REPORTS C0N1283 WORKPAPERS BUDGET FE+3 0 FE 3 = INTERNAL FISCAL MANAGEMENT C0N1278 PM PM PM I Includes Annual Financial Reports. REPORTS Required by the General Appropriations Act. Budget Office is the source of historical information for system and institutional inquiries. ARCHIVES NOTE: Records identified as archival will be C0N1280 ANNUAL OPERATING BUDGETS FE+50 0 FE+50 0 transferred to the University TRA1739 AIRPLANE FLIGIIT LOGS LA+3 0 LA TRA1738 AIRPLANE PASSENGER LISTS FE+3 0 FE+3 Archives maintained at the Center for American History. When records have met their retention, contact the Records Manager to schedule transfer of records. Records are maintained by the office of the State Aircraft Pooling Board ECM21O8 PUBLIC RELATIONS RECORDS FE+5 0 FE+5 C) I Retention Codes (Field AC After I AV Administrative 105 SLR 7) Closed, Terminated, Completed, Expired, SeWed CE ValueFE Calendar Year End Fiscal Year End Le MO Months of Asset PM US Permanent Until Superseded Archival Codes (Field A Transfer I R Review 8) to State Archives by State Archivist

15 . Ldrn, Form C must STATE 0 F TEXAS Conunission ipage Code 720 Name UNIVERSITY OF TEXAS SYSTEM ADMINISTRATIOF 12 cf TSLAC Item No. Record Series Title Agency Storagel I Total I I g Amend. Remarks 106 No. No ECM21O9 PUBLICATION DEVELOPMENT FILES W 0 V GPS1772 DONOR RECORDS C+5 0 \C+5 0 CHANCELLOR S COUNCIL GPS1776 US 0 US MEMBERSFIIP LIST GP51777 BUILDING NAMING INVENTORY FE+10 0 FE GPS2O17 RECORDS INVENTORY WORKSHEETS US 0 US GPS1753 FEDERAL TAX RECORDS C+4 0 \C GP52004 CASH DEPOSIT VOUCHERS FE+3 0 FE GPS1588 BANK STATEMENTS FE+5 0 FE+5 z ESTATES OR ASSETS HELD IN TRUST BY GPS1575 LA+10 0 LA+1O OTHERS GPS1576 ENDOWMENTS PERPETUAL OR TERM LA+5 0 LA+5 or AC=Expiration or termination of the instrument according to its terms. AC=Tax due date, date claim is filed, date tax is paid whichever is later. 26 CFR (e)(2). CHARiTABLE TRUSTS! POOLED GPS1578 INCOME FUND! REMAINDER LA+5 0 LA+5 TNTERSTS IN LIFE ESTATES CAPITAL ASSET RECORDS PROPOSED, GPS1583 C+3 0 \C+3 CONTINGENT AND REVOCABLE FILES status. CAPITAL ASSET RECORDS GPS21O6 LA+5 0 LA+5 PURPOSE GIFTS CURRENT AC=After determination of gift I Retention Codes (Field AC After I AV Administrative 105 SLR 7) I Closed, Terminated, Completed, Expired, SeWed CE ValueFE Calendar Year End Fiscal Year End Le MO Months of Asset PM US Permanent Until Superseded I Archival Codes (Field A R Transfer 8) to State Archives Review by State Archivist

16 r,. 3 Form C must STATE 0 F TE)(AS 1.Page 13 d TSLAC Item I I I No. Record Series Title Agency IStoragel Total I 9 Amend. Remarks 106 No. No PA1685 PUBLIC RELATIONS RECORDS FE+5 0 FE PA1678 PUBLICATION DEVELOPMENT FILES W 0 W SPE1555 OFFICIAL OCCASION RECORDS FEi5 0 FE SPE2O2O PUBLICATION DEVELOPMENT FILES W 0 V 0 PUBLIC INFORMATION REQUESTS FED1823 C+1 0 C+1 NOT EXEMPTED PUBLIC INFORMATION REQUESTS FED1824 C+2 0 C+2 AC=Date EXEMPTED are exempt. AC=Date request fulfilled. of notification that records FED185O EXTERNAL FISCAL REPORTS FE+3 0 FE+3 WORKSHEETS FOR PREPARING FISCAL F1N2028 FE+3 0 FE+3 REPORTS F1N2025 LONGTERM LIABILiTY RECORDS C+3 0 C F1N2027 REQUESTS FOR INFORMATION C 0 C MEETING AGENDA AND MINUTES HEA1344 C+10 0 C+10 I Finialized. been of AC=Retirement of Debt; Bonds have paid in full and presented to UT System Administration. AC=Date of direct purchase, issuance request for bids, or decision not to proceed with the procurement, as applicable. AC=When Agenda and Minutes and ARCHIVES NOTE: Not a COUNCIL OF HEALTH INSTiTUTIONS governmental body as defined by Government Code Chapter 551. I I Retention Codes (Field 7) AC AV After Administrative Closed, Terminated, Completed, Expired, SeUled CE ValueFE Calendar Year End Fiscal Year End MO Le Months of Asset PM US Permanent A Until Superseded I I Archival Codes (Field 8) 7 R Transfer Review to State Archives by State Archivist j

17 Administrative. 8. Fiscal Commission STATE Form C must 0 F TE)(AS 1.Page 14 ci 55 TSLAC Item 9. Amend. No. Record Series Title Agency [Storage Total Remarks [ 106 No. No HEA2161 PERSONNEL FILES HEALTH INSTITUTION PRESIDENTS C+5 0 C HEA2116 PRESIDENTIAL SEARCH COMIv11TrEE RECORDS HEALTH INSTITUTIONS C+2 0 C+2 AC=Termination (a). of employment. AC=When applicant accepts or declines the position. 29 CFR CAUTION: Does not include criminal history checks. SEE item number REIMBURSABLE ACTIV1TIES, REQUESTS HEA1982 AND AUTHORIZATIONS TO ENGAGE FE+3 0 FE+3 IN HEA1985 ACCOUNTS PAYABLE INFORMATION FE+3 0 FE HEA1986 TRANSFERS OR BUDGET REVISIONS FE+3 0 FE HEA1987 ACCOUNTS RECEiVABLE LEDGERS FE+3 0 FE HEA1988 ACCOUNTS PAYABLE LEDGERS FE+3 0 FE HEA1992 DETAIL CHART OF ACCOUNTS FE+3 0 FE+3 MAIL AND TELECOMMUNICATIONS HEA1993 US 0 US LISTINGS Retention Codes (Field 7) I Archival Codes (Field 8) I AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Value FE Year End MO Months US Until Superseded I R Review by State Archivist

18 Permanent Commission STATE OF TEXAS Form C must 1.Page 15 cf io TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No. AC=September 1 of oddnumbered calendar years. ARCHIVES NOTE: The archival requirement is met by HUB1261 REPORTS BIENNIAL OR ANNUAL sending the required copies of the AGENCY (NARRATIVE) 5 0 \C+1 5 reports to the Texas State.. Publications Depository Program, Texas State Library and Archives commission SPA2083 DIRECTIVES US+10 0 US SPA2029 PUBLIC RELATIONS RECORDS FE FEi1 0 AC=Decision made to implement or SPA2085 PLANS AN]) PLANNING RECORDS C \C 1 0 not to implement result of planning process ISPA2086 REPORTS AND STUDIES (NONFISCAL) RAW DATA W 0 \V SPA2087 REPORTS AND STUDiES (NONFISCAL) FE+10 0 FE ISPA2O3O RECORDS INVENTORY WORKSHEETS US 0 US PA2031 PUBLICATION DEVELOPMENT FILES W 0 \V Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Seftied CE Calendar Year End LA Life of Asset PM A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist Rev. 2109

19 V 8. I Transfer V IComrnission STATE OF TEXAS Form C must 1.Page 16 d lio. 11. TSLAC V Agency Retention Period Archival J ONLY Item 1 Amend. No. Record Series Title Agency torage Total Remarks 106 No. No. J SPA2032 PROCESSING FILES C C ISPA2O33 MASTER FILES \C C SPA2034 FINDING AIDS INDEXES TRACKING SYSTEMS 0 C+10 required required must AC=Completion of 3rd verification cyde, or audit completion confirming successful transaction processing, or audit trail maintenance, or the ability to restore or migrate when errors are detected or when hardware or software changes occur. AC=Completion of 3rd verification cycle, or audit completion confirming successful transaction updates, or audit trail maintenance, or the ability to restore or migrate when errors are detected or when hardware or software changes occur. AC=The related records have been destroyed. CAUTION: These records carry the same retention period and archwal code of the records they support ISPA2O35 DETAIL CHART OF ACCOUNTS FE+3 0 FE+3 STATUS REPORTS AND APPLICANTS MED1462 MATERIAL FOR ADMISSION TO US 0 US MEDICAL AND DENTAL SCHOOLS Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

20 . 8. Permanent STATE OF TE)(AS Form C must 1.Page 17 d TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No MED1463 STUDENT APPLICATIONS TO MEDICAL AND DENTAL SCHOOLS FE+3 7 FE+l MED2094 JOB PROCEDURE RECORDS US+3 0 US+3 Records Microfilming discontinued in Master microfilm stored at State Center Records after 2003 stored in FileNet MED2096 OVERTIME AUThORIZATIONS FE+2 0 FE MED2097 CASH DEPOSIT VOUCHERS FE+3 0 FE+3 JOINT ADMISSION MEDICAL MED146O PROGRAM (JAMP) APPLICATIONS AND AC=Expieration or termination of the STUDENT C+4 0 CONTRACTS C+4 MEDICAL instrument according to its terms. SCHOOLS MAIL AND TELECOMMUNICATIONS MED2099 US LISTINGS 0 US REQUISITIONS FOR IN MED2100 AGENCY/INTERAGENCY W 0 \V COPY/PRThJTING SERVICE MED21O1 INVENTORYANNUAL PHYSICAL FE+3 0 FE+3 INVENTORY, NOTICES OF EQUIPMENT MED2 102 F REMOVED E+3 0 FE MED21O5 ORDER ACKNOWLEDGMENTS 0 W MED21O3 PACKJNG SLIPS 0 \V V V Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

21 Transfer STATE OF TEXAS Form C must Commission 1.Page 18 d TSLAC Item I I. Amend. No. Record Series Title Agency Storage I Total I Remarks 106 No. No MED21O4 BID DOCUMENTATION FE+3 0 FE+3 CONTRACTED CARRIER EB1307 FE+7 0 FE+7 CORRESPONDENCE AND REPORTS EB1494 SURVEYSEMPLOYEE BENEFiTS tc+3 0 \C OEB2148 EMPLOYEE BENEFITS MEMBERS ISSUES C+2 0 C+2 EMPLOYEE INSURANCE AND OEB2149 RETIREMENT EMPLOYEE REFERENCE C 0 C AC=Resolution AC=Until 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 and AC=Final disposition of summary report. of issue. superseded or obsolete. MATERIALS OEB215O AC=Completion of upgrade, EMPLOYEE BENEFITS SETWARE C+1 0 C+1 migration, or verification of audit MASTER FILES frail EB2151 AC=Completion of upgrade, EMPLOYEE BENEFITS SOFWARE C+20 0 C+20 migration, or verification of audit DATABASE FILES trail. I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Calendar Year End Le of Asset PM Permanent A to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

22 V 8. STATE OF TEXAS Form C must Commission 1 1.Page TSLAC Item I I 9. Amend. No. Record Series Title Agency Storage 1 Total Remarks 106 No. No. EMPLOYEE BENEFITS DATA ENTRY OEB13O4 C 0 C LOGS AC=When reconcifiation confinned. AC=Resolution AC=After AC=Resolution AC=Until ACEnd 29 AC=Resolution AC=Resolution AC=Expiration AC=Expiration EMPLOYEE BENEFITS MANDATED EB2152 BENEFITS COORDINATION AND C+7 0 C+7 SECONDARY PAYEE CLAIMS EB2153 RETIREMENT LOAN information C 0 C EB2154 EMPLOYEE BENEFITS MEDICARE RECORDS C+6 0 C OEB1314 EMPLOYEE INSURANCE RECORDS C+3 0 C EB1316 INSURANCE CONTRACTS C C EB1492 RETIREMENT PLAN DOCUMENTS US+1 0 US EB2155 EMPLOYEE BENEFITS PROCARD AND FE+7 0 FE+7 EXPENDITURE VOUCHERS OEB13O9 FINANCIAL STATEMENTS FE+7 0 FE OEB131O BANK STATEMENTS FE+3 0 FE EB2156 EMPLOYEE BENEFITS SPECIAL CLAIMS C+5 0 C EB2157 EMPLOYEE BENEFITS INSURANCE ELECTRONIC MEDICAL CLAIMS C+20 0 C+20 EMPLOYEE BENEFITS INSURANCE OEB13O2 C+5 0 C+5 CONTRACTS EB2158 LIFE INSURANCE CONTRACTS AND RETIREMENT CONTRACTS C+30 0 C+3o of claim. loan has been paid. of claim. superseded. of contract. CFR (b)(2). of claim. of claim. or termination of instrument. or termination of the instrument according to its terms. I Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Calendar Year End Le of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist Rev. 2)09

23 V 8. Review 2. Agency Code 720 Name Form C must this form. STATE 0 F TE)(AS accompany 1.Page Agency UNIVERSITY OF TEXAS SYSTEM ADMINISTRATION TSLAC Archival ONLY Item 9. No. Title Agency Storage Total 106 No. No. Agency Retention Period Record Series Remarks d 55 Amend EB2159 EQUIPMENT INVENTORY DETAIL REPORTS AND FOPJvJS OEB1311 BID DOCUMENTATION OEB216O AUDITS FE+3 0 FE+3 FE+3 0 FE+3 C+7 0 \c+7 CAUTION: contract is If a the result formal written of a successful bid or request for proposal, the successful bid or request for proposal and its supporting documentation must be retained as the contract. and for SEE AC=Publication or release audit findings. the same period item number of final Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R by State ArchMst Rev. 2109

24 Record Transfer andarchivesi STATE OF TE)(AS Form C must LQornissionl 1.Page 21 Cf TSLAC Item I I Amend. No. Series Title Agency IStoragel Total Remarks 106 No. No OES2068 MASTER FILES \C 0 APPLICATIONS FOR EMPLOYMENT ES1787 FE+2 0 FE+2 APPLICATIONS FOR EMPLOYMENT OES2O5O IIIRED \( 5 0 C C+5 or 29 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 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. CFR (a). AC=Separation or termination of employment. Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

25 Until S Commission 2. Agency Code Name Form C must this form. STATE OF TEXAS accompany 1.Page 22 Cf Agency 720 UNIVERSITY OF TEXAS SYSTEM ADMINISTRATION 8. TSLAC Archival ONLY Agency Retention Period Item I I I 9. No. Title Agency IStoragel Total I Record Series Remarks Amend. 106 No. No. EMPLOYEE ll JSURANCE RECORDS ES2051 CURRENT EMPLOYEES ES OES EMPLOYEE INSURANCE RECORDS EMPLOYEE RETiRED AND DECEASED EMPLOYEES INSURANCE RECORDS C+5 C+75 C+15( \C+5 \C+75 \C+15 EMPLOYMENT OES2052 OPPORTUNITY FE+2 0 FE+2 ANNOUNCEMENTS 29 AC=Until superseded or separation or termination of employment. CAUTION: Documents that serve payroll deduction authorizations as must be maintained for the retention period prescribed for item number AC=Until superseded or separation or termination of employment. CAUTION: Documents that serve payroll deduction authorizations must be maintained for as the retention period prescribed for item number AC=Until superseded or separation or termination of employment. CAUTION: Documents that serve payroll deduction authorizations must be maintained period prescribed CFR (a) for for as the retention item number ) Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Superseded I R Review by State Archivist

26 V V 8. Commission 2. Agency Code Name Form C must this form. STATE OF TE)(AS accompany 1.Page Agency 720 UNIVERSITY OF TEXAS SYSTEM ADMINISTRATION V TSLAC Archival ONLY Item 9. No. Title Agency Storage Total 106 No. No. Agency Retention Period Record Series Remarks d 55 Amefld ES OES2O8O EMPLOYMENT SELECTION RECORDS FE+2 0 FE+2 EMPLOYMENT ELIGIBILITY, 0 FEDERAL REPORTING FORM (INS 19) DOCUMENTATION OR VERIFICATIN OF C+5 \C+5 29 CFR (a). CAUTION: Does checks. SEE AC = Termination of CAUTION: INS 19 3 of hire 1 of not include criminal history item number requires that retained for or employment. Federal regulation forms be years from date the year after separation employee, whichever later. Agencies should make certain that the INS 19 forms for employees who terminate from an agency less than date 3 of hire are kept for the 3 retention period. 8 CFR 274a.2(b)(2)(i)(A) and years from year (c)(2). Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

27 Commission, 2. Agency Form C must this form. STATE 0 F TEXAS accompany ipage 24 cf Agency UNIVERSITY OF TEXAS SYSTEM ADMINISTRATION TSLAC Archival ONLY Item 9. No. Title Agency Storage Total 106 No. No. Code 720 Name Agency Retention Period Record Series Remarks Amend ES2081 EMPLOYEE BENEFITS OTHER INSURANCE THAN C+5 0 \C+5 AC = Until superseded or termination of CAUTION: employment. Documents that serve payroll deduction authorizations must be maintained for the retention period prescribed for item number as OES2079 OES2054 OES2055 STATE DEFERRED COMPENSATION RECORDS GRIEVANCE RECORDS PERFORMANCE APPRAISALS C+5 C+2 C \C+5 \C+2 \c+5 AC = All accounts with vendors for the individual participant have been closed. a vendor or AC=Final decision on the grievance. CAUTION: Does not include formal complaints ified by an agency employee with the Equal Employment Office (EEO) of Department number of Labor. SEE AC=Separation or employment. item termination of 29 CFR (c). the U. S. Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Seilled CE Calendar Year End Le of Asset PM Permanent I A Transfer to Ste Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

28 . 8. Months Until l9o9; SLRIO5 i ji 1 STATE 0 F TEXAS Form C must icomrnissionl 1.Page 25 cf 55 TSLAC Item I Amend. No. Record Series Title Agency Storagel Total Remarks 106 No. No E52056 AC=Separation or termination of employment. CAUTION: If, during the retention period of this records series, any part of this series is used to document and support personnel PERSONNEL CORRECTIVE ACTION C+5 0 disciplinary action DOCUMENTATION under item number , all documentation from this series used to support disciplinary action must be retained for the minimum retention period described by item number OES2057 PERSONNEL DISCIPLINARY ACTION AC=Separation or termination of C+5 0 DOCUMENTATION employment OES2058 PERSONNEL INFORMATION OR AC=Separation or termination of \C+5 0 ACTION FORMS employment. 29 CFR (a) OES2059 POSiTION/JOB DESCRIPTIONS C+5 0 AC=Until superseded or job eliminated. 40 TAC (i). C+5 C+5 C+5 C+5. Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO US Superseded I R Review by State Archivist

29 . 8. STATE OF TEXAS Form C must 1.Page 26 cf TSLAC Item I I Amend. No. Record Series Title Agency Storagel Total I Remarks 106 No. No. CRIIvIINAL HISTORY CHECKS OES2O61 C 0 C AUTHORIZATION FORMS ES2062 EMPLOYEE RECOGNTTION RECORDS C+5 0 C OES2063 PUBLIC ACCESS OPTION FORM C+75 0 C+75 EMPLOYEE DEDUCTION OES2064 C+5 AUTHORIZATIONS 0 c+5 AC=Until employee AC=The criminal history record has served the immediate purpose for which it was obtained. CAUTION: An agency that is authorized to obtain a criminal history record information from DPS must refer to its agency s legislation or see Subchapter F, Chapter 411, Government Code for appropriate retention and use of this information. AC=Separation or termination of employment. superseded or separation or termination of employment. AC=Separation or termination of or after amendment, expiration, or termination of authorization, whichever sooner. AC=Separation or termination of employee or after amendment, ES2065 INCOME ADJUSTMENT C+5 0 C+5 AUTHORIZATIONS expiration, or termination of authorization, whichever sooner. 29 CFR 516.6(c) I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Seilled CE Calendar Year End Le of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

30 . 8. STATE 0 F TEXAS Form C must Commission 1.Page 27 cf 55 TSLAC. Item I 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No. upon employee 29 AC=Separation ES2066 W4 FORMS C+5 0 \C OES1789 UNEMPLOYMENT COMPENSATION C+5 0 \C+5 RECORDS E52067 DIRECT DEPOSiT APPLICATION/AUTHORIZATIONS C+5 0 C ES1792 AFFIRMATIVE ACTION PLANS FE+5 0 FE OE52069 LABOR STATISTICS REPORTS FE+3 0 FE OES1853 FORMER EMPLOYEE VERIFICATION RECORDS C+75 0 kc 75 AC=Until superseded, obsolete, or separation of employee. 26 CFR (e)(2). AC=After closed, terminated, completed, expired or settled. AC=Separation or termination of or after amendment, expiration, or termination of authorization, whichever sooner. CFR 30.8(e) for apprenticeship records. or termination of employment ES2070 POSiTIONS/JOB CLASSIFICATION US+3 0 US+3 REVIEW FILE OE52071 TEXAS WORKFORCE COMMISSION FE+3 0 FE+3 (TWC) REPORTS OES2072 JOB PROCEDURE RECORDS US+3 0 US OES2073 AGENCY STAFFING REPORTS US+3 0 US OES1497 EEO REPORTS AND SUPPORTING 29 CFR , , , FE+3 0 FE+3 DOCUMENTATION , and OES2074 EQUAL PAY RECORDS FE+3 0 FE+3 29 CFR Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

31 V 8. STATE 0 F TE)(AS Form C must 1.Page 28 cf 55 V TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No ES2075 CASH RECEIPTS FE+3 0 FE ES1791 DAILY CASH RECEIPTS LOGS FE+3 0 FE FAC1723 REPORTS AND STUDIES (NONFISCAL) C+6 0 C FAC1721 SERVICE ORDERS FAC1722 SECURITY ACCESS RECORDS C+5 C+2 0 \C+5 AC=Service 0 \C+2 AC=Key FPC1323 FISCAL RECORDS FOR CONSTRUCTION C+1 1 PROJECTS 0 C FPC1322 BUILDING CONSTRUCTION PROJECT C \C+1 1 V BUILDING PLANS AND FPC1325 LA SPECIFICATIONS 0 LA FPC1948 BUILDING CONTRACTS LA LA GC1473 PATENTS ISSUED/RELEASED C 0 C close 0 0 o depending AC=Submission of report. request completed. Returned AC=Close of project. The project date is based on the fiscal year of the Fmal Payment to the contractor. AC=Completion of project. SEE ALSO item numbers and AC=Life of patent (1720 years, on when patent is issued). 35 USC Sec PROFESSIONAL LIABILITY GC2141 ENROLLMENT, CHANGES, AND C+20 0 \C+20 AC=Date of enrollment. RESIGNATION GC1861 LEGAL OPINIONS AND ADVICE C+3 0 C+3 ACWhen closed by attorney. Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist 0

32 andar STATE OF TEXAS Form C must Commissioni 1.Page 29 cf 55 2.Agency 3.Agency. 8. TSLAC Item No. Record Series Title Agency jstoragj Total Remarks 106 No. No GC2118 PUBLIC INFORMATION REQUESTS C+2 0 C+2 NOT EXEMFED AC=Afterrequesthasbeensatisfied GC2119 PUBLIC INFORMATION REQUESTS AC=Date of notification that records C+2 0 C+2 EXEMPTED are exempt. AC=As applicable, decision of an agency not to file a lawsuit or decision that a lawsuit will not be ified against it on OGC1472 a matter; dismissal L1TIGATION FILES GENERAL LAW C+3 0 c+3 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). AC=As applicable, decision of an agency not to ifie a lawsuit or decision that a lawsuit will not be OGC1862 LiTIGATION FILES HEALTH LAW C+2o 0 C+2o 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). 1. Amend. Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

33 V V 8. Review STATE OF TEXAS Form C must 1.Page 30 cf 55 TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No. LITIGATION FILES CLAIMS AND BANKRUPTCY GC1863 C+2 8 c+io o GC2036 OVERTIME AUThORIZATIONS FE+2 0 FE+2 CANCELED CHECKS AND BANK OGC2038 FE+3 0 FE+3 STATEMENTS CLAIMS & BANKRUPTCY FILES (NON OGC2115 \C+5 0 C+5 LITIGATION) AC=Resolution OGC2O41 SIGNATURE AUTHORIZATIONS \C+3 0 C RH1805 AUDITS \C+7 0 C RT1996 REPORTS AND STUDIES (NONFISCAL) FE+3 0 FE RT1997 INVENTORY ANNUAL PHYSICAL FE+3 0 FE+3 INVENTORY, NOTICES OF EQUIPMENT RTI 1998 FE+3 0 FE+3 REMOVED FROM which AC=As applicable, decision of an agency not to ifie a lawsuit or decision that a lawsuit will not be ified 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). of claim. AC=The end of the fiscal year in the signature authorization is superseded. AC=Publication or release of final audit findings RT1999 SURPLUS PROPERTY SALE REPORTS FE+3 0 FE+3 Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Pemianent A Transfer to State Archives AV Administrative Value FE. Fiscal Year End MO Months US Until Superseded R by State Archivist

34 andarchivesi STATE OF TEXAS Form C must CQSiQIli 1.Page 31 d TSLAC Item I 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No RT2000 YEARTODATE ACTIVITY (INVENTORY FE+3 0 FE+3 LISTING) RTT2001 FACILITIES RESERVATION LOGS FE+2 0 FE SCM2048 REPORTS AND STUDIES (NONFISCAL) \C+3 0 C SCM2044 RECORDS INVENTORY WORKSHEETS US 0 US SCM2045 OVERTIME AUTHORIZATIONS FE+2 0 FE SCM2046 SICK LEAVE POOL DOCUMENTATION FE+3 0 FE OGR1332 PROPOSED LEGISLATION C+1 0 C EHS164O SYSTEM HAZARD REPORTS \C+3 0 C+3 AC=Release AC=Submission, completion of Report AC=After current legislative session ends (typically May 31) of report EHS1641 EVACUATION PLANS US 0 US AC=Date of the correction of the EHS1639 INSPECTION RECORDS C+3 0 C+3 deficiency, if inspection reveals a EHS1642 deficiency. HAZARDOUS MATERIAL TRAINING Texas Health and Safety Code RECORDS (g) RM11699 SYSTEMWTDE INSURANCE CLAIM FILES \C+4 0 C+4 AC=Resolution of claim. I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Calendar Year End Le of Asset PM Peanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

35 V V 8. STATE 0 F TEXAS Form C must 1.Page 32 d 55 TSLAC Item. Amend. No. Record Series Title Agency Total I Remarks 106 No. No. Istorage R1vfl1697 SYSTEMWIDE INSURANCE POLICIES C+20 0 C RRF1732 REPORTS AND STUDIES (NONFISCAL) FE+7 0 FE RRF1727 BILLING DETAIL FE+3 0 FE RRF17O9 WORKERS COMPENSATION FE+3 0 FE+3 ACCOUNTING RECORDS RRF1726 VOUCHERS AND RELATED FE+3 0 FE+3 INFORMATION RRF1731 VOUCHERS SETTLEMENTS FE+3 0 FE RRF1728 INTERNAL FISCAL MANAGEMENT REPORTS FE+30 0 FE+30 to AC=Expiration or termination of the policy according to its terms. Needed confirm past policies coverage as insurance companies are not required to maintain this information. CAUTION: Does not include long distance telephone billing detail. SEE: item numbers , and Annual statements must be kept to compile statistical information RRF1725 DETAIL CHART OF ACCOUNTS FE+3 0 FE RRF171O MONTHLY PREMIUM TRANSFERS FE+3 0 FE+3 Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Seffled CE Calendar Year End Le of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

36 After Months STATE Form C must 0 F TEXAS LdAres ICommissiord 1 Page 33 cf TSLAC Item 9. Amend. No. Record Series Title Agency I Storage I Total I Remarks 106 No. No. CLAIM FILES WORKER S RWC17O8 C+1O 40 C+50 COMPENSATION ACCIDENT REPORTS AND ASSOCIATED RWC17O7 CE+l0 0 CE+10 DOCUMENTATION discontinued Department AC=Resolution of claim. Claim ifies used to administer benefits over extended time. Microfilming in Master microfilm stored at State Records Center. Current record copies are maintained in paper form. 29 CFR The Texas of Insurance retains copies for 50 years. Used in preparing analyses of program experience. INFORMATION TECHNOLOGY T1S1507 PROJECT AND SYSTEMS W 0 W DOCUMENTATION OTIS1519 VIDEOCONFERENCE SCHEDUUNG FE 2 0 FE+2 FORMS TIS2122 REPORTS ACTIViTY CAUTION: See item number OT1S2123 RECORDS MANAGEMENT PROGRAM FE+l0 0 FE+1O COMPLIANCE RECORDS T1S2121 Original Is retained by the State and RECORDS RETENTION SCHEDULE (SLR Local Records Management Division, US 0 US 105) Texas State Library and Archives Commission. I Retention Codes (Field 7) I Archival Codes (Field 8) AC Closed, Terminated, Completed, Expired, Seffled CE Calendar Year End Le of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO US Until Superseded I R Review by State Archivist

37 After. Months STATE 0 F TE)(AS Retention Schedule Form C must Records.. Conurnssiori 1 1.Page 34 cf TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No. required retention T1S2140 PUBLICATION DEVELOPMENT FILES V 0 V T1S2127 MASTER FILES C 0 C OT1S2128 SOFTWARE PROGRAM AC=Completion of 3rd verification cycle, or audit completion confirming successful transaction updates, or audit trail maintenance, or the ability to restore or migrate when errors are detected or when hardware or software changes occur. 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 period that require the software to be retrieved and read. 13 TAC CAUTION: Software needed for access to electronic records must be retained for the period of time required to access the records. Retention Codes (Field 7) Archival Codes (Field 8) AC Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO US Until Superseded R Review by State Archivist

38 . 8. and Archives Commission STATE 0 F TE)(AS Form C must 1.Page 35 cf TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No T1S1518 HARDWARE DOCUMENTATION C 0 \C retention 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 that requires hardware to be retrieved and read. 13 TAC CAUTION: Software needed for access to electronic must be retained for the period of time required to access the records. Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

39 Permanent STATE 0 F TE)(AS Form C must 1.Page 36 cf TSLAC. Item 9 Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No T1S1508 TECFINICAL DOCUMENTATION \C 0 C TIS2129 FINDING AIDS INDEXES TRACKING SYSTEMS C 0 \C meet must 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 an approved retention period that require the documentation to be retrieved and read. 13 TAC CAUTION: Software needed for access to electronic must be retained for the period of time required to access the records. AC=The related records have been destroyed. CAUTION: These records carry the same retention period and archival code of the records they support T1S1526 SYSTEM MONITORING RECORDS..V 0 V OTIS213O SYSTEM MONITORING RECORDS V 0 \V CHARGEBACK RECORDS TO DATA OTIS2131 FE+3 0 FE+3 PROCESSING SERVICES USERS Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

40 . 8. STATE OF TE)(AS Form C must ICommissionj 1.Page 37 d 55 TSLAC Item I I I. Amend. No. Record Series Title Agency IStoragel Total I Remarks 106 No. No T1S2132 COMPUTER JOB SCHEDULES AND MO+3 0 MO+3 REPORTS T1S2133 CAUTION: Does not include technical documentation of DATA PROCESSING POLICIES AND US+3 0 US+3 procedures necessary for reading or PROCEDURES processmg of electronic records. SEE item number OUTPUT RECORDS FOR COMPUTER W 0 V PRODUCTION T1S2135 QUALITY ASSURANCE RECORDS C 0 C AC=No longer needed as an audit trail for any records modified. SOFTWARE REGISTRATIONS, T1S2136 WARRANTIES AND LICENSE LA+3 0 LA+3 AGREEMENT OTIS2141 EQUIPMENT HISTORY/SERVICE LAi3 0 L.A+3 AGREEMENTS T DISASTER PREPARDNESS AND US 0 US RECOVERY PLAN OT TELECOMMUNICATIONS BILLING FE+3 0 FE+3 DETAIL AC=Until superseded, date of OT1S1525 SECURI1 Y ACCESS RECORDS C+2 0 C+2 expiration, or date of termination, whichever sooner. I Retention Codes (Field 7) 1 Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeUled CE Calendar Year End Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

41 Calendar STATE OF TEXAS Form C must 1.Page 38 cf TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No T1S1509 STATION ACTIVITY REPORTS W 0 V OT1S2139 DISPUTED CALL DOCUMENTATION FE+3 0 FE P0L1542 POST ACADEMY TRAINING FILES US+5 0 US POL1543 POLICE INVESTIGATIONS/REPORTS C 0 C USER IDENTIFICATION INFORMATION POL1765 US 0 US SHEETS POL1768 PARKING CITATIONS FE+3 0 FE+3 Includes TRAINING MATERIALS ACADEMY POL1949 C 5 0 C+5 TRAINING TRAINING MATERIALS POLICE BASIC POLl 950 C+50 0 C+50 TRAINING MEETING NOTES COMPONENT POL1951 FE+10 0 FE+10 INSTITUTION POLICE CHIEFS POL1952 REPORTS AND STUDIES (NONFISCAL) PM 0 PM 0 Maintained Enforcement records Texas Commission on Law Enforcement Standards and education require that ODOP maintain these records. AC=Statute of limitations. for legal reasons or until investigation matters are resolved. related correspondence. AC=After graduation of cadet class. Texas Commission on Law Officer Standards and Education recommends keeping indefinitely. AC=End of training. Retained as a of instructor and subject matter for each academy class. I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Year End Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

42 V V 8. STATE Form C must 0 F TEXAS andarcifives Commission 1.Page 39 TSLAC Item I I Amend. No. Record Series Title Agency Storagel Total I Remarks 106 No. No P0L2003 REPORTS ANNUAL INSPECTIONS OF CE+10 0 CE+10 0 COMPONENT INSTITUTIONS POL1537 PERSONNEL FILES COMIv11SSIONED AC=Termination or resignation of C+5 0 \C+5 OFFICERS officers P0L1771 AC=Termination of employment. PERSONNEL FILES OFFICE OF Forward to Personnel Office for C+5 0 \C+5 DIRECTOR OF POLICE Officers, Admin, and Guards at termination. AC=The criminal history record has served the immediate purpose for POL1766 CRIMINAL HISTORY CHECKS C 0 \C which it was obtained. See Texas Government Code Chapter 411, Subchapter F P0L1761 APT1TUDE AND SKILLS TESTS US+3 0 US+3 29 CFR P0L1528 APT1TIJDE AND SKILLS TESTS (TEST CE+3 0 CE+3 29 CFR PAPERS) POL177O PROPERTY LOGS AND CARDS FOR FE+3 0 FE+3 LOST AND FOUND PROPERTY POL1531 VISITOR CONTROL REGISTERS FE+3 0 FEi3 Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives J AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

43 . 8. 4Q Ij1l STATE OF TEXAS Form C must andarchivesi Commission 1.Page 40 ci 55 TSLAC Item I 1 g. Amend. No. Record Series Title Agency Storagel Total Remarks 106 No. No P0L1538 SECURITY ACCESS RECORDS C+2 0 C+2 whichever AC=Until superseded, date of expiration, or date of termination, sooner. Electronic records are the official copy. Paper records provide vital records protection P0L1529 VEHICLE USE REPORTS FE+3 0 FE REA1212 REAL ESTATE CLOSING PAPERS PM 0 PM REA2113 COMPONENT PROPERTIES AND TRUST FUND PROPERTIES WORKING PAPERS C+3 0 \C+3 AC=After closed REA211O REAL ESTATE FILING SYSTEMS.C 0 C AC=Until superseded or the related records have been destroyed. CAUTION: These records must carry the same retention period and archival code of the records they support SIS2146 S1S1907 TECHNOLOGY ADVISORY GROUPS MEETING MINUTES, AGENDAS, AND SUPPORTING DOCUMENTATION MEETINGS SUPPORTING DOCUMENTATION C+3 FE C+3 FE+2 I ACAfter minutes are transcribed. Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

44 . 8. After Until STATE OF TEXAS Retention Schedule Form C must Records.. ICoinjmssion 1 1.Page 41 ci 55 TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No. AC=From the date contract signed, but not less than 4 years after the SIS1900 CONTRACTS AND LEASES C+2O 0 C+2O expiration or termination of the instrument according to its terms. SEE item number for contract logs STM1912 COMPACTS FE+20 0 FE STM1913 ACCOUNTABTLfl Y REPORTS C 0 C 0 AC=Statute of limitations STM1914 PROJECTS/EVENTS/INiTIATiVES C+5 0 C+5 AC=Conclusion or termination of projects, event, or initiative. EXTERNAL COMMT1TEE MEMBERSHIP, TM1915 ADVISORY BOARDS AND W 0 V ASSOCIATIONS ACSeptember 1 of oddnumbered calendar years. Archives Note: The archival requirement is met by STM1918 STRATEGIC PLANS C+6 0 C+6 I sending the required copies of the plans to the Texas State Publications Depository Program, Texas State Library and Archives Commission STM1926 REPORTS ON PERFORMANCE AC=September 1 of oddnumbered C+6 0 C+6 MEASURES calendar years Retention Codes (Field 7) Archival Codes (Field 8) AC Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Superseded R Review by State Archivist Rev. 2)09

45 Administrative andai 1 Form C must I STATE OF TEXAS ICommission 1.Page 42 cf TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No. Code AC=Termination AC=After STM1927 STATE PUBLICATIONS C+2 0 C STM1928 PUBLICATION DEVELOPMENT FILES \V 0 W STM192O PERSONNEL RECORDS \C+5 0 C STM1921 TRAVEL RECORDS FE+3 0 FE ACC1353 UNiT FILES \C+3 0 C+3 AC=Unffl 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 ). The Texas State Library and Archives Commission wifi 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. of employment. Closed ACC1364 DOCUMENTCONTROL US 0 US UNIVERSITY LANDS ACCOUNTING AA368 US 0 US OFFICE REPORTING MANUAL, ACC1369 GAS AND OIL CONTRACTS PM 0 PM Texas Education Code Chapter 55, Subchapter D ACC137O WELL RECORDS (BIN CARDS) PM 0 PM Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist Rev. 2109

46 STATE 0 F TE)(AS Form C must andarchives ICoriuuission 1.Page 43 ci 8.. TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No ACC1371 TAKE IN KIND (TIK) OIL AND GAS FE+3 0 FE+3 CONTRACTS ACC1386 WELL RECORDS (PLAT BOOKS) PM 0 PM 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 ACC1359 SOFTWARE PROGRAMS C 0 C retention period that require the software to be retrieved and read. 13 TAC CAUTION: Software needed for access to electronic records must be retained for the period of time required to access the records ACC1363 UNIVERSITY LANDS ACCOUNTING FE+3 0 FE+3 OFFICE INVENTORY ACC1374 CANCELLED CHECKS/STUBS/WARRANTS/DRAFTS FE+3 7 FE ACC1355 GAS PURCHASE STATEMENTS FE+3 0 FE ACC1358 OIL ROYALTY LEDGERS AND OIL FE+3 7 FE+10 PENALTY LEDGERS Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded i R Review by State Archivist

47 ...8. STATE 0 F TEXAS Form C must 1.Page 44 cf TSLAC Item I I Amend. No. Record Series Title Agency Storage I Total I Remarks 106 No. No ACC136O OIL CHARGE AND OIL PENALTY FE+3 7 FE+10 CHARGE VOUCHERS ACC1373 CASH CONTROL FE+3 7 FE ACC1379 REFUNDVOUCHERSULAOCOPY FE+3 7 FE ACC1385 SURFACE LEDGERS FE+3 7 FE+10 SURFACE VOUCHERS (BRINE, SALT ACC1387 WATER, DISPOSAL, GRAZING, FE+3 7 FE+10 SURFACE AND WATER) OIL CHARGE ANT) PENALTY CHARGE ACC5 FE+3 7 FE+1 0 VOUCHERS GAS CHARGE AND PENALTY CHARGE ACC6 FE+3 7 FE+10 VOUCHERS ACC7 OIL ROYALTY LEDGERS & OIL FE+3 7 FE+10 PENALTY LEDGERS ACC8 INCOME AND INCOME PENALTY FE+3 7 FE+10 VOUCHERS ACC9 GAS ROYALTY LEDGERS AND FE 3 7 FE+10 PENALTY LEDGERS ACC1378 CASHDEPOSITVOUCHERS FE+3 7 FE ACC4 DEPOSIT VOUCHERS FE+3 7 FE ACC1375 JOURNAL VOUCHERS FE+3 7 FE ACC1376 CASH DEPOSIT REGISTERS FE 3 7 FE+10 Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

48 . 8. STATE 0 F TEXAS Form C must andarchives Commission 1.Page 45 d 55 TSLAC Item I 9. Amend. No. Record Series Title Agency Storage I Total I Remarks 106 No. No. EXPENDITURES JOURNALS OR See ACC138O FE+3 7 FE+10 REGISTERS Note 5. Previous Formerly Remittance by Payor AIN=ULA31 GAS CHARGE AND GAS PENALTY ACC1356 CHARGE VOUCHERS (WORKING FE+3 7 FE+10 PAPERS) ACC1372 STATEMENT OF ACCOUNT FE+3 7 FE ACC1384 INCOME AND INCOME PENALTY FE+3 7 FE+10 VOUCHERS (WORKING PAPERS) ACC1377 ACCOUNTS RECEIVABLE LEDGERS FE+3 7 FE ACC1 TEXAS RAILROAD COMMISSION FE+3 7 FE+10 PRODUCTION REPORTS ACC1383 SUMMARIESPENALTY AND INTEREST FE+3 12 FE+15 ON LATE PAYMENTS ACC2 PRICE BULLETINS FE+3 12 FE ACC135Z WORKSHEETS FOR PREPARING FISCAL FE+3 REPORTS FORMERLY TRIAL BALANCES 7 FE+10 See NoteS. Previous AIN=ULA ACC1351 INTERNAL FISCAL MANAGEMENT FE+3 7 FE+1 0 REPORTS See NoteS. Previous AIN=ULA ACC3 INTERNAL FISCAL MANAGEMENT FE+3 7 FE+10 REPORTS ACC1382 BANK STATEMENTS FE+3 0 FE+3 See Note 5. Previous AINULA ACC1381 DETAIL CHART OF ACCOUNTS FE+3 7 FE+10 See NoteS. Previous AIN=ULA I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Calendar Year End Le of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

49 . 8. STATE OF TEXAS Form C must 1.Page 46 cf TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No AC=Expiration or termination of the instrument according to its terms ACC135O CONTRACTS AND LEASES C \C+50 I SEE item number for building construction contracts and item number for contract logs LAC421 REM1TANCE BY DOCUMENT (UT3) FE+3 7 FE+1 0 WATER AND HARD MINERALS LLM1600 PROSPECT PERMITS AND SUPPORTiNG PM 0 PM DATA LLM16O1 Information used for exploration and PUGH CLAUSE DATA DEVELOPMENT V 0 V development of oil and gas resources. COMPLIANCE Previous AIN=LLM LLM16O4 TECHNICAL WELL FILES PM 0 PM LLM16O7 UNPLUGGED WELL REPORT US 0 US Previous A1N=LLM31. Historical information used for LLM16O9 WELL TICKETS W 0 V exploration and development of oil and gas resources. Previous AIN=LLM LLM1612 DEVELOPMENT REPORT US 0 US Previous A1NLLM03. Source for evaluating acreage for oil LLM1613 GEOPHYSICAL CONTOUR MAPS W 0 V and gas leases. Previous A1NLLM05. Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

50 V V 8. V SLRIO5 andarchives Commis STATE OF TE)(AS Form C must 1.Page 47 d 55 V TSLAC Item I g. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No LLM1614 GEOPHYSICAL SURVEY PERMITS AND SUPPORTING DOCUMENTS LLM1621 ELECTRIC LOGS PM 0 PM V 0 V development Information used for exploration and of oil and gas leases. Previous ATN=LLMO LLM1623 REDUCED ROYALTY LEASE DATA 0 W Previous AIN=LLM24. Information used for exploration and LLM16O5 EXTERNAL FISCAL REPORTS PM 0 PM development of oil and gas resources. Previous AIN=LLM28 PRODUCER AUTHORITY AND Data used in compiling weekly LLM1599 CERTIFICATION OF COMPLIANCE activity report and to show oil and FORM gas gatherers. Previous AIN=LLM18. AC=Expiration or termination of the LLM16O3 SALT WATER DISPOSAL CONTRACTS 0 C+4 instrument according to its terms. Previous ATN=LLM26. Report provided to University LLM16O8 WEEKLY LE1TER PM 0 PM Departments detailing oil and gas resources and compliance. Previous AIN=LLM3. AC=Expiration or Termination of the LLM1611 COMMINGLING PERMITS C+4 0 C+4 instrument according to its terms. Previous AIN=LLMO LLM1615 LACT UNIT INSTALLATION PERMITS C+1 0 C+1 AC=When Terminated. Previous AIN=LLMO9. V C+4 I Retention Codes (Field 7) ( Archival Codes (Field 8) AC After Closed, Teinated, Completed, Expired, Seffled CE Calendar Year End Le of Asset PM Peanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

51 Fiscal STATE Form C must 0 F TE)(AS andarchives Commission Ipage 48 d TSLAC Item 9 Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No. T LLM1616 LEASE for MAPS US 0 US LLM1617 LEASE SALE INFORMATION V 0 W Previous LEASE SALE NOMINATIONS LLM1618 compile 5 1NFORMATION LLM1619 OIL AND GAS TABULATIONS field LLM162O LEASE SALE RESULTS PM 0 PM LLM1624 WATER LEASE TECHNICAL DATA PM 0 PM Previous data LLM1625 UNDERGROUND STORAGE LEASE TECHNICAL DATA C+50 0 C LLM1626 LEASE CARDSHISTORICAL C+5 0 C+5 Maps are paper and Mylar film. Used exploration and compliance. Texas Education Code Previous AIN=LLM1 1. AIN=LLM12. Confidential information used to listing of tracts to be offered to be offered for oil and gas leasing. Previous AIN=LLM13. Historical data used for monitoring production trends. Previous AIN=LLM17. Historical reference data of oil and gas leasing. Previous AlNLLM14. AIN=LLM33. AC = After Closed. Historical reference, environmental compliance and exploration and development for faciliuies. Previous A]N=LLM29. AC = When Terminated. Reference for oil and gas lease ownership. Previous AIN=LLM1O. I Retention Codes (Field 7) I Archival Codes (Field 8) I AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Ufe of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Year End MO Months US Until Superseded I R Review by State Archivist

52 After STATE 0 F TE)(AS Form C must Commission 1.Page 49 ci II. 8. TSLAC Item Amend.. No. Record Series Title Agency jstorage Total I Remarks 106 No. No LLM1627 LEASE ASSIGNMENT BRIEFS C+5 0 C+5 AC=Termination of lease. Previous AIN=LLM LLM161O BRINE LEASE DATA PM 0 PM LLM1622 LICENSES AND PERMITS FOR NON AC=Expiration date of license or C+2 0 c+2 VEHICLES permit. Previous AJN=LLM LMA141O WEEKLY EMPLOYEE REPORTS W 0 \V Previous AIN=LMA LMA14O5 SPEECHES, PAPERS AND PRESENTATIONS C+2 0 \C+2 0 AC=End of term or service in agency LMA14O2 MEETINGS SUPPORTING DOCUMENTATION FE+3 0 FE+3 I 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 LMA1396 SOFTWARE PROGRAMS C 0 \C retention period that require the software to be retrieved and read. 13 TAC CAUTION: Software needed for access to electronic records must be retained for the period of time required to access the records. Previous A1N=LMAO8 Retention Codes (Field 7) I Archival Codes (Field 8) I AC Closed, Terminated, Completed, Expired, Sealed CE Calendar Year End Le of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

53 STATE 0 F TEXAS Form C must 1.Page 50 cf TSLAC Amend. Item I I. No. Record Series Title Agency IStoragel Total I Remarks 106 No. No LMA1413 POSiTION/JOB DESCRIPTIONS C+4 0 C+4 eliminated LMA1418 PERSONNEL RECORDS C+3 0 C LMA14O8 LEAVE STATUS REPORTS FE+4 0 FE+4 Previous CANCELLED LMA1417 FE+3 0 FE+3 Previous CHECKS/STUBS/WARRANTS/DRAFTS LMA1414 CASH DEPOSIT VOUCHERS FE+3 0 FE+3 Previous LMA1389 DAILY CASH RECEIPTS LOGS FE+3 0 FE+3 EXPENDITURES JOURNALS OR LMA1394 FE+3 0 FE+3 Previous REGISTERS EXPENDITURE AND OBJECT CODE LMA1400 FE+5 0 FE+5 Previous SUMMARIES MAIL AND TELECOMMUNICATIONS LMA1416 US 0 US Previous LISTINGS LICENSES AND PERMITS FOR NON AC=Expiration LMA1397 C+2 0 C+2 VEHICLES LMA14O1 INVENTORYANNUAL PHYSICAL FE+3 0 FE+3 Previous ACCIDENT REPORTS AND ASSOCIATED Department LMA1411 CE+6 0 CE+6 DOCUMENTATION AC=Until superseded or job Previous AIN=LMA26 40 TAC (i) ACLife of retiree. Previous AIN=LMA21. AIN=LMA32 AIN=LMAO3 AIN=LMA12 AIN=LMAO6 ATN=LMA15. AIN=LMA18 date of license or permit. Previous AIN=LMAO9 AIN=LMA17 29 CFR The Texas of Insurance retaims copies of the reports submitted to it for 50 years. I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Seilled CE Calendar Year End Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded! R Review by State Archivist

54 V 8. STATE 0 F TE)(AS Form C must 1.Page 51 cf 55 TSLAC Item I 1 Amend. Remarks 106 No. No. No. Record Series Title Agency Storage I Total { LMA14O9 VEHICLE USE REPORTS FE+3 0 FE LMC1591 CHEMICALINVENTORY LMC1593 PESTICIDE DAILY CHEMICAL USE LOG LMC1594 PESTICIDE SPECIMEN LABEL V 0 W LMC1595 PESTICIDE AND LICENSE RECORDS 30 PERMANENT EMPLOYEES LMC1596 WORKPLACE CHEMICAL LISTS LMC1592 MATERIAL SAFETY DATA SHEETS C 0 C LM11424 DOSIMETRY REPORTS \C+30 0 C+30 LICENSE AND HISTORICAL LM11426 \C+5 0 C+5 INFORMATION Required Protection requires by the Texas Department of Agriculture. Previous AIN=LMCO3. Required by Environmental Protection Agency s Worker Standards and the Texas Department of Agriculture. Previous AJN=LMCO4. Texas Department of Agriculture 30year retention. Previous AIN=LMCO5 Texas Health and Safety Code, (d) AC=After sheets are updated or hazardous chemical no longer stored. AC=After termination of employee. In accordance with Texas regulations for control of radiation. Previous AIN=LMIO1. AC=Tennination of project. Previous AIN=LMIO3. Retention Codes (Field 7) Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded R Review by State Archivist

55 . 8.. Life andarchives STATE OF TE)(AS Form C must [Commission 1.Page 52 d 55 TSLAC Item I I g. Amend. No. Record Series Title Agency Storage Total I Remarks 106 No. No LM11428 SiTE SURVEYS Regulations LM11425 FINANCIAL RECORDS C+5 0 C LM11427 SHIPPING AND RECEIVING RECORDS \C+5 0 C LM11429 WASTE DOCUMENTATION C 0 C WILDLIFE HARVEST LMS RECOMMENDATIONS LMS1449 CUSTOMER SURVEYS C+30 0 C+30 GRAZING LESSEES PAYMENT LM CALCULATIONS accordance for Previous In Accordance with Texas for Control of Radiation. Previous AIN=LMIO5. AC=Terinination of project. Previous AIN=LMIO2. AC=Termination of project. Previous AIN=LMIO4. AC=End of License. Documents transferred to new waste site. In with Texas regulations for control of radiation. Previous AIN=LMIO6. Midland record is sole record. Used yearly trend analysis. Previous AIN=LMSO6. AC=Final disposition of summary report. Used for historical reference. AIN=LMS17. SEE item number for summary reports compiled from customer surveys. I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Calendar Year End of Asset PM Permanent A Transfer to State Archives AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

56 ..8. ] STATE OF TE)(AS andei Form C must iconuuissionl 1.Page 53 cf 55. TSLAC Item I I Amend. No. Record Series Title Agency Storagel Total I Remarks 106 No. No.. GRAZING LESSEES LIVESTOCK LMS1442 CE+3 0 CE+3 Previous CHANGE FORMS LMS1443 LIVESTOCK MARKET PRICES Previous LMS1437 DAMAGE ACCOUNT DETAIL BY LEASE Previous A1N=LMSO9. AIN=LMS11. AIN=LMSO4. FAWP (FUNDS FOR AGRICULTURE LMS1432 AND WILDLIFE PROJECTS) FE+3 0 FE+3 APPLICATIONS SUMMARY OF FAWP (FUNDS FOR LMS1433 AGRICULTURE AND WILDLIFE PROJECTS) APPLICATIONS LMS1434 GRAZING LEASE ANIMAL UNIT REPORTS DAMAGE ACCOUNT LM51438 RECONCILIATIONS FE+3 0 FE LMS144O EASEMENTS ON U. T. LANDS PM 0 PM Previous Previous AIN=LMSO5 AIN=LMSO7. Record is maintained until line has LMS1436 ABANDONED LINE RECORDS W 0 W been removed. Environmental Compliance. Previous AIN=LMSO1. Maintained for historical purposes LMS1441 GRAZING EASEMENTS ON U. T. LANDS PM 0 PM LMS1444 MAPS OF UNIVERSITY LANDS LA 0 LA Education Previous AIN=LMSO8. Necessary for historical value. Code Previous AIN=LMS12. Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, Settled CE Calendar Year End LA Life of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded! R Review by State Archivist

57 V STATE OF TEXAS Form C must ICommission 1.Page 54 d 55 V TSLAC Item. No. Record Series Title Agency [Storage Total I Remarks 106 No. No. Amend. Issued to companies that purchase LMS1445 MATERIAL SOURCE PERMITS caliche on U. T. Lands. Previous AIN=LMS LMS1447 SURFACE LEASES PM 0 PM Used to help determine new fee LMS1446 RATE AND DATE SCHEDULES structures on U.T. Lands. Based on information in expired leases. Previous AIN=LMS LMS1448 Maintained permanently for WATER BOOKS/MANAGEMENT PM 0 PM environmental and historical RECORDS purposes. Previous AIN=LMS16. LMV1455 PUBLIC RELATIONS RECORDS PM 0 PM 0 Previous AIN=LMVO LMV1456 RESEARCH RECORDS OF AC=After research is completed. EXPERIMENTAL VINEYARD AND C+10 0 \C+10 Previous AIN=LMVO5. WiNERY LMV1457 Maintained in accordance with the WINERY RECORDS EXPERIMENTAL US 0 US Bureau of Alcohol, Tobacco and W]NERY Firearms. Previous AIN=LMVO LMV1452 REPORTS ON PERFORMANCE AC=September 1 of oddnumbered C+10 0 \C+10 MEASURES calendar years LMV1454 RECEIPTS JOURNALS OR REGISTERS FE+3 0 FE+3 Previous AIN=LMVO3 GEOPHYSICAL SURVEY LTM167O [fi+3 0 LA+3 PERMITS/CONTRACTS I Retention Codes (Field 7) I Archival Codes (Field 8) AC After Closed, Terminated, Completed, Expired, SeWed CE Calendar Year End Le of Asset PM Permanent A Transfer to State Archives I AV Administrative Value FE Fiscal Year End MO Months US Until Superseded I R Review by State Archivist

58 V V Form C must STATE OF TEXAS 1.Page 55 d TSLAC Item 9. Amend. No. Record Series Title Agency Storage Total Remarks 106 No. No LTM1668 CANCELLED CHECKS/STUBS/WARRANTS/DRAFTS CE+4 0 CE LTM1674 TRANSFERS OR BUDGET REVISIONS FE+4 0 FE LTM1667 CAPITAL ASSET RECORDS LA+3 0 LA LTM1669 LEASES \C+4 0 C LTM1672 TECHNICAL WELL FILES LA+3 0 LA LTM1673 UNIT/OPERATING AGREEMENTS LA+3 0 LA+3 Previous AC=After Termination Previous ATN=LTM1 1. AIN=LTM3O. Retention Codes (Field 7) Archival Codes (Field 8) AC AV After Administrative Rev. 2)09 Closed, Terminated, Completed, Expired, Settled CE Value FE Calendar Fiscal Year End LA Year End MO Life Months of Asset PM US Permanent A Until Superseded R Transfer Review to State Archives by State Archivist