South Carolina Legislature MobileSouth Carolina Code of Regulations
Chapter 12 South Carolina Department Of Archives And History
Article 1 Guidelines for Implementation of Certified Local Government (CLG) Program in South Carolina
12-100. Introduction.
12-101. Criteria for Participation in South Carolina's Certified Local Government (CLG) Program.
12-102. Process for Certification of Local Governments in South Carolina.
12-103. Process for Monitoring and Decertification of Certified Local Governments.
12-104. Transfer of Historic Preservation Fund (HPF) Allocations to Certified Local Governments.
12-105. Application for Pass-Through Funds.
12-106. Funding Priority.
12-107. Certified Local Government Participation in the South Carolina National Register Nomination Process.
Rehabilitation of Designated Historic Buildings
12-120. Definitions.
12-121. Local Governing Body Certification.
12-122. Designation of Property as Historic.
12-123. Criteria for Designation.
12-124. Review of Rehabilitation Work.
12-125. Standards for Rehabilitation.
Article 2 Quality Standards and Practices for the Microfilming of Public Records
12-200. Introduction.
12-201. General Standards and Practices for the Microfilming of Public Records.
12-202. Standards and Practices for Records of Archival Value and Long-Term Retention Value.
12-203. Standards and Practices for Microfilming Records of Short-Term Retention Value.
Article 3 General Retention Schedule for State Administrative Records
12-300. Introduction and General Matters; Application of Schedule.
12-301. Annual Accountability Reports.
12-302. Meeting Minutes (Executive Levels).
12-303. Meeting Minutes (Non-Executive Levels).
12-304. Contracts.
12-305. Administrative Correspondence Files (Executive Levels).
12-306. Administrative Files (Executive Levels).
12-307. Administrative Reference Files (Non-Executive Levels).
12-308. Administrative Regulation Background Files.
12-309. Agency Annual Reports.
12-310. Agency Publications.
12-311. Agency Organizational Charts.
12-312. Attorney General Opinions.
12-313. Calendars.
12-314. Computer Utilization Summaries.
12-315. Conferences, Workshops, And Seminars (Agency Sponsored).
12-316. Deeds and Leases to State Property Files.
12-317. General Correspondence (Non-Executive Levels).
12-318. Information Technology Plans.
12-319. Internal Management Policy and Procedure Files.
12-320. Legislative Reference File.
12-321. Litigation Case Files.
12-322. Mailing Lists.
12-323. Meeting Minutes (Boards And Commissions Of State Agencies).
12-324. Motor Vehicle Insurance.
12-325. Motor Vehicle Operations And Maintenance Files.
12-326. Permanent Improvement Files.
12-327. Photographs.
12-328. Property Inventories.
12-329. Public Relations File.
12-330. Disaster/Emergency Preparedness & Recovery Plans.
12-331. Records Management Files.
12-332. Speeches (Executive Levels).
12-333. Speeches (Non-Executive Levels).
12-334. Surveys/Maps.
12-335. Telephone Logs.
12-336. Work Reports.
Article 4 General Retention Schedule for State Personnel Records
12-400. Introduction and General Matters; Application of Schedule.
12-406. Employer Status Reports (Unemployment Compensation).
12-407. Employment Applications (Not Hired).
12-408. Employment Data Analysis By Sex and Race.
12-409. Equal Employment Opportunity Report.
12-410. Equal Employment Opportunity Reporting And Personnel Research Forms.
12-411. Grievance Files.
12-412. Job Announcements (Vacancies).
12-413. Job Classifications.
12-414. Leave Records.
12-415. Leave Slips.
12-416. Personnel Administrative File.
12-417. Personnel Files (Active & Terminated).
12-418. Personnel Policies And Procedures.
12-419. Statewide Personnel Information And Reporting System Files.
12-420. Time And Attendance Records.
12-421. Vacancies File.
12-422. Affirmative Action Plans And Progress Reports.
12-423. Log And Summary Of Occupational Injuries And Illnesses.
Article 5 General Retention Schedules for County Records
Introduction and General Matters
Introduction and General Matters
12-500. Introduction and General Matters; Application of Schedule.
Subarticle 1 Register of Deeds
12-501.1. Grantor and Grantee Index to Conveyances.
12-501.2. Conveyances (Deeds, Titles to Real Estate).
12-501.3. Mortgagor and Mortgagee Index to Real Estate Mortgages.
12-501.4. Real Estate Mortgages and Satisfactions.
12-501.5. Index to Plats.
12-501.6. Plats.
12-501.7. Index to Miscellaneous Records.
12-501.8. Miscellaneous Records.
12-501.9. Index to Uniform Commercial Code Financing Statements.
12-501.10. Uniform Commercial Code Financing Statements.
12-501.11. Charters.
12-501.12. Chattel Mortgages and Indexes.
12-501.13. Index to Federal Tax Liens.
12-501.14. Federal Tax Liens.
12-501.15. Index to State Tax Liens.
12-501.16. State Tax Liens.
12-501.17. Index to Mechanics Liens.
12-501.18. Mechanics Liens.
Subarticle 2 Sheriff/Detention
12-502.1. Incident Reports.
12-502.2. Criminal History Records.
12-502.3. Writ Book (Receipt Book for Civil Papers Served).
12-502.4. Execution Books.
12-502.5. Tax Execution Books.
12-502.6. Sale Book.
12-502.7. Jail Book.
12-502.8. Juvenile Booking Records.
12-502.9. Juvenile Case Files.
12-502.10. Case Files.
12-502.11. Evidence Case Files.
12-502.12. Booking Reports.
12-502.13. Arrest Cards.
12-502.14. Fingerprint Files.
12-502.15. Mug Shots.
12-502.16. Inmate Medical Forms.
12-502.17. Inmate Request Forms.
12-502.18. Inmate Visitor Log.
12-502.19. Inmate Accounting Records.
12-502.20. Arrest Warrants.
12-502.21. Daily Shift Report.
12-502.22. Training Files.
12-502.23. Dispatch Records.
12-502.24. Complaint Cards.
12-502.25. Polygraph Records.
12-502.26. SLED Lab Reports.
12-502.27. Property Receipts.
12-502.28. Radio Logs.
12-502.29. Summons and Arrest.
12-502.30. Uniform Crime Reports.
Subarticle 3 County Council/Administration
12-503.1. County Council Meeting Tapes.
12-503.2. County Council Minutes.
12-503.3. Ordinances.
12-503.4. Resolutions.
12-503.5. Annual Budgets.
12-503.6. Audit Reports.
12-503.7. General Ledgers.
12-503.8. Claims.
12-503.9. Paid Invoices.
12-503.10. Purchase Orders.
12-503.11. Receipts.
12-503.12. Banking Records.
12-503.13. Agenda Packets (Council, Boards, and Commissions).
12-503.14. Various Board and Commission Minutes.
12-503.15. General Correspondence and Subject Files.
Subarticle 4 Finance
12-504.1. Audit Reports.
12-504.2. General Ledgers.
12-504.3. Annual Budgets.
12-504.4. Payroll Register.
12-504.5. Payroll Check Registers.
12-504.6. South Carolina Retirement System Quarterly Report.
12-504.7. Deduction Registers.
12-504.8. Account Payable Check Registers.
12-504.9. Banking Records.
12-504.10. Claims.
12-504.11. Revenue Sharing Claims.
12-504.12. Receipts (Receipt Carbons).
12-504.13. W-2 Forms.
12-504.14. Budget Files.
12-504.15. Chart of Accounts.
12-504.16. Fixed Assets.
12-504.17. Grant Files.
12-504.18. Journal Entries.
12-504.19. Balance Sheets.
12-504.20. Trial Balances.
12-504.21. Landfill Billing Invoices and Weight Tickets.
Subarticle 5 Purchasing
12-505.1. Requisitions.
12-505.2. Purchase Orders.
12-505.3. Paid Invoices.
12-505.4. Bids.
12-505.5. Vendor Files.
12-505.6. Contracts.
Subarticle 6 Personnel
12-506.1. Application File (Not Hired).
12-506.2. Employment Files.
12-506.3. Time Cards.
12-506.4. Time Sheets.
12-506.5. State and Local Government Information Reports (EEO-4).
12-506.6. Earnings Record.
12-506.7. Deduction Registers.
12-506.8. Leave Records.
12-506.9. Employee Insurance Files.
12-506.10. Log and Summary of Occupational Illnesses and Injuries.
12-506.11. Workman's Compensation Records.
12-506.12. Grievance Hearing Files.
Subarticle 7 Auditor
12-507.1. Auditor's Tax Duplicates.
12-507.2. Auditor's Tax Duplicates (Motor Vehicles).
12-507.3. Tax Returns.
12-507.4. Auditor's Conveyance Books.
12-507.5. Vehicle Registration.
12-507.6. List of Boat Owners.
12-507.7. Abstracts of Duplicates.
12-507.8. Abstracts of Real Property.
12-507.9. Abstracts of Personal Property.
12-507.10. Abstract of Additionals.
12-507.11. Abstracts of Abatements.
12-507.12. Abstracts of Penalties.
12-507.13. Homestead Exemption Applications.
12-507.14. Abatements.
12-507.15. Abstracts of Annual Settlements.
12-507.16. Affidavit and Notification of Sales of Motor Vehicles.
12-507.17. Affidavit of Motor Vehicle High Mileage.
12-507.18. Auditor's Monthly Reports.
12-507.19. Business Personal Property Returns.
12-507.20. Business Personal Property Assessment Records.
12-507.21. Supplemental Tax Returns.
12-507.22. Rollbacks.
12-507.23. Homestead Exemption Records.
12-507.24. Military Personnel Automobile Tax Exemptions.
12-507.25. Mobile Home Records.
12-507.26. Refunds.
12-507.27. Property Tax Returns on Aircraft.
12-507.28. List of Deceased County Residents.
12-507.29. Address Changes.
12-507.30. Vehicle Listing.
Subarticle 8 Treasurer
12-508.1. Treasurer's Tax Duplicates.
12-508.2. Treasurer's Tax Duplicates (Motor Vehicles).
12-508.3. Tax Receipts.
12-508.4. Abstract of Annual Settlements.
12-508.5. Abstract of Personal Property.
12-508.6. Abstract of Additionals.
12-508.7. Abstract of Executions.
12-508.8. Abstract of Nulla Bonas.
12-508.9. Annual Budgets.
12-508.10. Audit Reports.
12-508.11. General Ledgers.
12-508.12. General Cash Books.
12-508.13. Banking Records.
12-508.14. Receipt Books.
12-508.15. Cancelled Bonds and Coupons.
12-508.16. Homestead Exemption Applications.
12-508.17. Abatements.
12-508.18. Abstract of Delinquent Taxes.
12-508.19. Abstract of Personal Property.
12-508.20. Bankruptcy Files.
12-508.21. Delinquent Tax Receipts.
12-508.22. Nulla Bonas List.
12-508.23. Claims.
12-508.24. Daily Abstract of Property and Poll Tax Collected.
12-508.25. Investment Records.
12-508.26. Magistrate Reports of Fines and Fees.
12-508.27. Rollbacks.
12-508.28. Refund for Overpayment of Taxes.
12-508.29. Vehicle Tax Collection Register.
Subarticle 9 Tax Collector
12-509.1. Tax Execution Books.
12-509.2. Delinquent Tax Sales Book.
12-509.3. Abatement Lists.
12-509.4. Delinquent Tax Digest.
12-509.5. Nulla Bonas.
12-509.6. Delinquent Tax Settlement Records.
Subarticle 10 Tax Assessor
12-510.1. Property Record Cards.
12-510.2. Aerial Photographs.
12-510.3. Tax Maps.
12-510.4. Soil Maps.
12-510.5. Applications for Special Assessment on Agricultural Real Property.
12-510.6. Appraisal Records.
12-510.7. Property Transfer Records.
12-510.8. Appeals of Assessment.
12-510.9. Assessment Change.
12-510.10. Notice of Classification, Appraisal, and Assesment.
12-510.11. Rollbacks.
12-510.12. Multiple Lot Discount Applications.
12-510.13. Mobile Home Records.
Subarticle 11 Building/Planning and Development
12-511.1. Plans and Specifications.
12-511.2. Building Permits.
12-511.3. Planning and Zoning Commission Minutes.
12-511.4. Maps, Blueprints, and Drawings.
12-511.5. Permits - Gas, Electrical, Mechanical, Plumbing.
12-511.6. Sign Permits.
12-511.7. Septic Tank Permits.
12-511.8. Inspection Records.
12-511.9. Subdivision Files.
12-511.10. Zoning and Variance Materials.
Subarticle 12 Veterans Affairs
12-512.1. Index to Veterans Files.
12-512.2. Veterans Files.
Subarticle 13 Maintenance Garage/Fleet Maintance
12-513.1. Maintenance and Repair Records.
12-513.2. Fuel System Reports.
12-513.3. Work Orders.
12-513.4. County Vehicle Accident Files.
Subarticle 14 Library
12-514.1. Library Board Meeting Minutes and Agendas.
12-514.2. Patron List.
12-514.3. Shelf List.
Subarticle 15 Emergency Services
12-515.1. Patient Care Form.
12-515.2. Dispatch Cards for 911 Emergency Calls.
12-515.3. 911 Phone Logs.
12-515.4. Radio Logs.
12-515.5. EMS Accounts Receivable.
Subarticle 16 Animal Control
12-516.1. Animal Complaint Forms.
12-516.2. Animal Control Release Form.
12-516.3. Adoption Agreement.
12-516.4. Euthanasia Drug Usage.
12-516.5. Animal Violation Ticket.
Subarticle 17 Voter Registration and Elections
12-517.1. Ballots.
12-517.2. Poll Managers Applications and Tests.
12-517.3. Petitions and Petition Summary Sheets.
12-517.4. Absentee Ballot Requests (Applications for Absentee Ballots).
12-517.5. Election Material (Used).
12-517.6. South Carolina Election Commission Voter List.
12-517.7. Inactive Voter List (Outdated Voter List).
12-517.8. Election Results.
12-517.9. Federal Post Card Application and Registration.
12-517.10. Political Maps.
12-517.11. Computer Printout Tallies.
12-517.12. Application to Register to Vote.
Subarticle 18 Coroner
12-518.1. Index to Inquisitions.
12-518.2. Inquisitions Records.
12-518.3. Case Files.
Article 6 General Retention Schedules for Municipal Records
Introduction and General Matters
12-601. Introduction and General Matters; Application of Schedules.
Subarticle 1 Administrative
12-601.1. Deeds (Conveyances)
12-601.2. Right of Ways
12-601.3. Easements
12-601.4. Annexation Files
12-601.5. Cancelled Bonds and Coupons
12-601.6. Grant Files
12-601.7. Contracts
12-601.8. Cemetery Records
12-601.9. Fixed Assets Inventory File
12-601.10. Maps and Blueprints
12-601.11. Scrapbooks
12-601.12. Historical File
12-601.13. General Correspondence and Subject Files
12-601.14. Election Records.
12-601.15. Monthly Reports.
Subarticle 2 Building Inspections/Planning/Zoning
12-602.1. Zoning Commission Minutes
12-602.2. Planning Commission Minutes and Attachments
12-602.3. Building Permits
12-602.4. Building Permit Log
12-602.5. Plans and Specifications
12-602.6. Inspectors' File--Mechanical (Construction)
12-602.7. Inspectors' File--Electrical (Construction)
12-602.8. Inspectors' File--Gas Piping (Construction)
12-602.9. Inspectors' File--Plumbing (Construction)
12-602.10. Certificate of Occupancy.
12-602.11. Subdivision Files.
12-602.12. Subdivision Maps/Plats.
Subarticle 3 Business License
12-603.1. Business License Applications
12-603.2. Business Licenses
Subarticle 4 Council
12-604.1. Council Meeting Recordings
12-604.2. Council Minutes
12-604.3. Agenda Packets
12-604.4. Ordinances
12-604.5. Resolutions
Subarticle 5 Finance
12-605.1. Annual Budgets
12-605.2. Budget Files
12-605.3. Audits Reports
12-605.4. General Ledgers
12-605.5. Trial Balances
12-605.6. Bids
12-605.7. Requisitions
12-605.8. Purchase Orders
12-605.9. Accounts Payable Check Registers
12-605.10. Paid Invoices
12-605.11. Claims
12-605.12. Banking Records
12-605.13. Receipts (Receipt Carbons)
12-605.14. Daily Cash Books
12-605.15. Daily Collections Report
Subarticle 6 Fire
12-606.1. Annual Report to State Fire Marshal
12-606.2. Incident Report
12-606.3. Fire Hose Record
12-606.4. Fire Hydrant Testing Report
12-606.5. Equipment Files
12-606.6. Employee Volunteer/Training Records
12-606.7. Arson Files.
12-606.8. Fire Inspection Reports.
12-606.9. Daily Logs.
12-606.10. Volunteer Personnel Files.
Subarticle 7 Personnel
12-607.1. State and Local Government Information Reports (EEO-4)
12-607.2. Personnel Files (Active and Inactive)
12-607.3. Application File (Not Hired)
12-607.4. Log and Summary of Occupational Injuries and Illnesses
12-607.5. Workers Compensation Records
12-607.6. Grievance Hearing Files
12-607.7. Payroll Register
12-607.8. Payroll Check Registers
12-607.9. South Carolina Retirement System Quarterly Report
12-607.10. South Carolina Police Officer's Quarterly Retirement Reports
12-607.11. Deduction Registers
12-607.12. Individual Taxpayer Report of Withholdings (W-2 Forms)
12-607.13. Time Cards
12-607.14. Time Sheets
12-607.15. Insurance Records.
12-607.16. Sick and Annual Leave Records.
Subarticle 8 Police
12-608.1. Criminal History Cards
12-608.2. Criminal Histories
12-608.3. Case Files
12-608.4. Juvenile Files
12-608.5. Radio/Telephone Logs
12-608.6. Field Contact Cards
12-608.7. Incident Reports
12-608.8. Arrest Warrants
12-608.9. Arrest Dockets
12-608.10. Booking Reports
12-608.11. Uniform Traffic Collision Reports (Accident Reports)
12-608.12. Traffic Tickets
12-608.13. Parking Tickets
12-608.14. Officer's Daily Activity Report
12-608.15. Breathalyzer Operator Test Report (BA Form)
12-608.16. Receipts
12-608.17. Abandoned Vehicles Files
12-608.18. House Watch Patrol Check
12-608.19. Personnel Training Files
12-608.20. Requests For Services (Complaints).
Subarticle 9 Public Works
12-609.1. Maps and Blueprints
12-609.2. Encroachment Permits
12-609.3. Maintenance Request Forms
12-609.4. Work Orders
12-609.5. Valve Records
12-609.6. Vehicle Maintenance Report
12-609.7. Vehicle Service File
Subarticle 10 Tax
12-610.1. Tax Digests (Tax Duplicates)
12-610.2. Tax Receipts
Subarticle 11 Utilities
12-611.1. Utility Service Applications-Residence
12-611.2. Utility Service Applications-Business
12-611.3. Meter Books
12-611.4. Utility Payment Stubs
12-611.5. Utility Billing Register
12-611.6. Delinquent Customer Files
12-611.7. Work Orders
12-611.8. Backflow Prevention Files.
12-611.9. Bacteriological Files.
12-611.10. Daily Operations Forms/Reports.
12-611.11. Discharge Monitoring Reports.
Article 7 General Retention Schedule for State Financial Records
Introduction and General Matters
12-700. Introduction and General Matters; Application of Schedule.
Subarticle 1 Accounting Records
12-701. Reconciliations.
12-702. Schedule of Federal Financial Assistance.
12-703. Source Procurement File.
12-704. Trade-In Document File.
12-705. Accounts Receivable Journal
12-706. Appropriation Transfer
12-707. Bank Deposits
12-708. Budget Publications
12-709. Budget Working Papers
12-710. Cash Receipts File and Journal
12-711. Chart of Accounts
12-712. Contingency Check Register
12-713. Detail Budget
12-714. Disbursement Journal
12-715. Disbursement Vouchers
12-716. External Procedure Manuals
12-717. General and Subsidiary Ledgers
12-718. Generally Accepted Accounting Principles (GAAP) Closing Packages
12-719. Generally Accepted Accounting Principles (GAAP) Reporting System Working Papers
12-720. Information Technology (IT) Plans and Requests Files
12-721. Insurance Polices Files
12-722. Interdepartmental Transfer (IDT) Credit Invoices
12-723. Interdepartmental Transfer (IDT) Vouchers
12-724. Journal Vouchers
12-725. Mail Receipts
12-726. Purchase Orders/Requisitions
12-727. Receipt Books
12-728. Emergency Procurement File
12-729. Small And Minority Business Reporting File
12-730. State of South Carolina Comprehensive Annual Financial Report
12-731. Statewide Accounting And Reporting System (STARS) Financial Reports
12-732. Surplus Property Disposal Reports
12-733. Transmittal Control Sheet
12-734. Travel Vouchers
12-735. Vehicle Files
12-736. Vehicle Trip Logs
12-737. Vendor Code Requests
12-738. Vendor/Commodity Code Listing Books
12-739. Warranties And Service Agreements
Subarticle 2 Payroll Records
12-744. Electronic Funds Transfer Authorizations
12-745. Employer Contribution Reports
12-746. Health Dental And Optional Life Insurance Reports
12-747. Payroll Adjustment Forms
12-748. Payroll Check Register
12-749. Payroll Deductions
12-750. Payroll List By Section
12-751. Payroll Register (Regular)
12-752. Payroll Vouchers
12-753. Payroll Warrant Register
12-754. Projected Payroll Biweekly Totals By Accounting System Breakdown
12-755. Social Security Reports (Unified Wage Reporting Plan By Unit)
12-756. Standard Retirement System Quarterly and Monthly Reports
12-757. Workers' Compensation Insurance Files
Article 8 General Retention Schedule for State Colleges and Universities
Introduction and General Matters
12-800. Introduction and General Matters; Application of Schedule.
Subarticle 1 Trustee Board
12-801.5. Trustee Board Meeting Minutes
Subarticle 2 President
12-802.5. Administrative Correspondence.
12-802.6. Administrative Files
12-802.7. Meeting Minutes of President's Executive Staff.
12-802.8. Resource Files.
Subarticle 3 Provosts and Vice Presidents
12-803.5. Administrative Correspondence.
12-803.6. Administrative Files.
Subarticle 4 Administrative
12-804.5. Accreditation Reports.
12-804.6. Meeting Minutes (Non-Executive Levels).
12-804.7. Administrative Bulletins.
12-804.8. Administrative Regulations.
12-804.9. Annual Reports.
12-804.10. Attorney General Opinions.
12-804.11. Calendars.
12-804.12. Central Supply Request.
12-804.13. Committee Files.
12-804.14. Computer Utilization Summaries.
12-804.15. Conferences, Workshops, And Seminars File (College or University Sponsored).
12-804.16. Deeds And Leases To College or University Property.
12-804.17. Grant Files (Active and Inactive).
12-804.18. General Correspondence and Reference File (Non Executive Levels).
12-804.19. Information Technology Plans.
12-804.20. Internal Management Policy and Procedure Files.
12-804.21. Legislative Reference Files.
12-804.22. Litigation Case Files.
12-804.23. Mailing Lists.
12-804.24. Management Information Reports.
12-804.25. Motor Vehicle Insurance.
12-804.26. Motor Vehicle Operations And Maintenance Files.
12-804.27. Motor Vehicle Purchase File.
12-804.28. Organizational Charts.
12-804.29. Permanent Improvement Files.
12-804.30. Photographs.
12-804.31. Property Inventories.
12-804.32. Public Relations File.
12-804.33. Publications.
12-804.34. Contracts.
12-804.35. Records Management Files.
12-804.36. Speeches.
12-804.37. Surveys/Maps.
12-804.38. Telephone Logs.
12-804.39. Telephone Bills.
12-804.40. Work Order Request File.
12-804.41. Work Reports.
Subarticle 5 Personnel (Human Resource Management)
12-805.6. Affirmative Action Plans and Progress Reports.
12-805.8. Dual Employment File.
12-805.9. Employer Status Reports (Unemployment Compensation).
12-805.10. Employment Applications (Not Hired).
12-805.11. Employment Data Analysis by Sex and Race.
12-805.12. Equal Employment Opportunity Report.
12-805.13. Equal Employment Opportunity Reporting and Personnel Research Forms.
12-805.14. Faculty Contracts (Full and Part Time).
12-805.15. Grievance Files.
12-805.16. Job Announcements (Vacancies).
12-805.17. Job Classifications.
12-805.18. Leave Records.
12-805.19. Leave Slips.
12-805.20. Log and Summary of Occupational Injuries and Illnesses.
12-805.21. Personnel Administrative File.
12-805.22. Personnel Files (Active & Terminated).
12-805.23. Personnel Policies and Procedures.
12-805.24. Statewide Personnel Information and Reporting System Files.
12-805.25. Time and Attendance Records.
12-805.26. Vacancies File.
Subarticle 6 Accounting
12-806.5. Authorized Signature List.
12-806.6. Bank Deposits and Cancelled Checks.
12-806.7. Cash Receipts File and Journal (Computer and Non-Computer Generated Records).
12-806.8. Computer Output Reports From Accounting Financial Data Bases (Non-Permanent).
12-806.9. Computer Output Reports From Accounting Financial Data Bases (Permanent).
12-806.10. Disbursement Journal.
12-806.11. Disbursement Vouchers.
12-806.12. Financial Report (Annual).
12-806.13. Interdepartmental Transfer (IDT) Credit Invoices.
12-806.14. Interdepartmental Transfer (IDT) Vouchers.
12-806.15. Mail Receipts.
12-806.16. Non-Automated General and Subsidiary Ledgers (Permanent).
12-806.17. Purchase Orders and Requisitions.
12-806.18. Receipt Books.
12-806.19. Small and Minority Business Reporting File (Active and Inactive).
12-806.20. Surplus Property.
12-806.21. Table Reports (Accounting).
12-806.22. Travel Vouchers.
12-806.23. Vehicle Trip Logs.
12-806.24. Vendor Code Requests.
12-806.25. Vendor/Commodity Code Listing Books.
12-806.26. Warranties and Service Agreements.
12-806.27. Journal Entries.
Subarticle 7 Payroll
12-807.5. Computer Output Reports From Payroll Financial Data Bases (Non-Permanent).
12-807.6. Computer Output Reports From Payroll Financial Data Bases (Permanent).
12-807.7. Electronic Funds Transfer Authorizations.
12-807.8. Employer Contribution Reports
12-807.9. Health, Dental, And Optional Life Insurance Reports.
12-807.10. Payroll Adjustment Forms.
12-807.11. Savings Bond Deductions File.
12-807.12. Table Reports (Payroll).
12-807.13. Workers' Compensation Insurance Files.
12-807.14. Employee Payroll Records.
12-807.15. W-2 Form Wage and Tax Statement.
12-807.16. Social Security Reports.
12-807.17. Standard Retirement System Quarterly and Monthly Reports.
12-807.18. Payroll Check Register.
12-807.19. Payroll Register.
Subarticle 8 Internal Auditing
12-808.5. Audit Report.
12-808.6. Working Papers.
Subarticle 9 Student Affairs
12-809.5. Continuing Education Student Records.
12-809.6. Degree Applications.
12-809.7. Grade Sheets/Reports.
12-809.8. Official Transcripts (Graduate And Undergraduate).
12-809.10. Scholarship And Other Institutional Financial Aid Program File.
12-809.11. Student Financial Aid Records.
12-809.12. Veterans' Files.
Subarticle 10 Academic Affairs
12-810.5. Administrative File/Correspondence (Academic Deans and Department Chairmen)
12-810.6. Meeting Minutes (Academic Deans and Department Chairmen).
12-810.7. Photographs/Slides/Posters.
12-810.8. Thesis And Dissertation File.
12-810.9. Departmental Student Information Files.
12-810.10. Recruitment Files.
12-810.11. Student Evaluations of Instruction.
Subarticle 11 Athletic Department
12-811.5. Concession/Lease Agreements.
12-811.6. Equipment Files.
12-811.7. Recruiting Files.
12-811.8. Scrapbooks.
12-811.9. Sports Information Files.
12-811.10. Ticket Applications.
12-811.11. Ticket Records.
12-811.12. Training Room Medical Records (Active and Inactive).
Subarticle 12 Institutional Development and Research
12-812.5. Appropriation Requests File.
12-812.6. Foundation Files.
12-812.7. Gift Files.
12-812.8. Project Grant Awards And Contracts.
Subarticle 13 Library Services
12-813.5. Interlibrary Loan Request Records (Processed and Unprocessed).
12-813.6. Library Catalog (Books, Periodicals, and Other Publications).
12-813.7. Library Fines and Fees.
12-813.8. Newspaper and Manuscript Collection.
12-813.9. Photo Duplication Request Forms.
12-813.10. Request Cards.
Subarticle 14 Alumni Relations
12-814.5. Alumni Fund Raising Files.
12-814.6. Alumni Fund Reports.
12-814.7. Alumni Files.
Subarticle 15 Career Placement and Planning
12-815.5. Student Career Placement and Planning Files.
12-815.6. Job Locator Service Files.
Subarticle 16 Residence Services
12-816.5. Student Residence Files.
Subarticle 17 Health Services
12-817.5. Health Records.
Subarticle 18 Purchasing and Auxiliary Services
12-818.5. Sole Source Document Files.
12-818.6. Trade-in Document Files.
12-818.7. Emergency Procurement Files.
Subarticle 19 Public Safety
12-819.5. Incident Reports.
12-819.6. Parking Tickets.
12-819.7. Parking Ticket Appeals.
12-819.8. Shift Reports.
12-819.9. Uniform Traffic Collision Reports (Accident Reports).
12-819.10. Motor Vehicle Parking Registration File.
Article 9 General Retention Schedules for School Districts
Introduction and General Matters
12-901. Introduction and General Matters; Application of Schedules
Subarticle 1 Administrative
12-901.1. School District Board Meeting Tapes.
12-901.2. School Board Meeting Agenda Packets.
12-901.3. School District Board Meeting Minutes.
12-901.4. Committee Meeting Minutes.
12-901.5. Deeds.
12-901.6. Basic Education Data System Survey.
12-901.7. Federal Project Files.
12-901.8. General Correspondence And Subject Files.
12-901.9. Blueprints and Maps of School Buildings.
12-901.10. South Carolina High School League Student Eligibility Files.
12-901.11. Media Center Records.
Subarticle 2 Finance
12-902.1. General Ledgers (Superintendent's Ledgers).
12-902.2. Chart of Accounts.
12-902.3. Audit Reports.
12-902.4. Annual Budgets.
12-902.5. Record of General Obligation Bonds.
12-902.6. Capital Project Records.
12-902.7. Grant Files.
12-902.8. Fixed Assets Inventory.
12-902.9. Balance Sheet.
12-902.10. Monthly Financial Reports.
12-902.11. Interim Pupil Activity Audit Report.
12-902.12. Budget Status By Location.
12-902.13. Budget Transfers.
12-902.14. Journal Entries.
12-902.15. Expenditure Report.
12-902.16. Banking Records.
12-902.17. Paid Invoices.
12-902.18. Purchase Orders.
12-902.19. Accounts Payable Check Registers.
12-902.20. Receipts (Receipt Books).
12-902.21. Bid File.
12-902.22. Certified Staff Listing.
12-902.23. Ticket Sales for School Events.
12-902.24. Uncollected Fees Documentation.
12-902.25. Requisitions.
12-902.26. General Budget Preparation Records.
12-902.27. Work Orders.
Subarticle 3 Food Services
12-903.1. School Lunch Applications.
12-903.2. Food Service Report.
Subarticle 4 Payroll
12-904.1. Payroll Register.
12-904.2. Employee Earnings Records.
12-904.3. Payroll Audit Reports--Employee.
12-904.4. Supplemental Audit Report--Employee.
12-904.5. Payroll Audit Report--Account.
12-904.6. Supplemental Audit Report--Account.
12-904.7. Payroll Retirement Files.
12-904.8. Payroll Check Registers.
12-904.9. Employee Withholding Certificates.
12-904.10. W-2 Summarizations.
12-904.11. Voluntary Deductions Summarizations.
12-904.12. Direct Deposit Register.
Subarticle 5 Personnel
12-905.1. State and Local Government Information Reports (EEO-5).
12-905.2. Teacher Register/Certification.
12-905.3. Application File (Not Hired).
12-905.4. Personnel Files (Active and Inactive).
12-905.5. Bus Driver Employment File.
12-905.6. Substitute Teacher File (Hired and Not Hired).
12-905.7. Assessment Of Performance In Teaching (APT).
12-905.8. Teacher Incentive Program.
12-905.9. Benefits Information.
12-905.10. Notice of Elections.
12-905.11. Time Sheets.
12-905.12. Worker's Compensation Records.
12-905.13. Hepatitis "B" Program/Blood Pathogens Training Files.
Subarticle 6 Students Records
12-906.1. Cumulative Pupil Record File (Student Records).
12-906.2. Special Education Records (Local School District Program Scholastic Records For Handicapped Students).
12-906.3. Student Test Results.
12-906.4. Individual Record Sheets.
12-906.5. Pupil Record Cards.
12-906.6. Teacher's Grade Books.
12-906.7. Adult Education Pupil Records File.
12-906.8. Student Schedules File.
12-906.9. Homebound Files.
12-906.10. Pupil Accounting and Support Documentation.
12-906.11. Student Discipline, Suspension, and Expulsion Records.
12-906.12. Teacher Lesson Plans.
12-906.13. Student Truancy Records.
12-906.14. Teacher's Student Attendance Record.
12-906.15. Student Registration Materials.
12-906.16. Reserve Officer Training Corps (ROTC) Records.
Article 10 Minimum Standards for Facilities Which House South Carolina Public Records
12-1000. Purpose and Scope
12-1001. Definitions and General Requirements
12-1002. Required Minimum Standards for All Records Storage Facilities
12-1003. Compliance Guidelines
Article 11 General Retention Schedule for Data Processing Records of State Agencies/Institutions
12-1100. Introduction and General Matters; Application of Schedule.
12-1105. Automated Program Listing/Source Code
12-1106. Computer Run and Scheduling Requests
12-1107. Computer System Test Files
12-1108. Computer Usage Files
12-1109. Data/Database Dictionary Reports
12-1110. Data Processing Hardware Documentation
12-1111. Data Processing Subject Files
12-1112. Disaster Preparedness and Recovery Plans
12-1113. Downloaded and Copied Data
12-1114. Finding Aids (or Indexes)
12-1115. Input/Source Documents
12-1116. Inventories of Circuits
12-1117. Network Site/Equipment Support Files
12-1118. Print File
12-1119. Records of Chargebacks to Data Processing Services Users
12-1120. Security Backup File
12-1121. Summary or Extracted Data Files
12-1122. System Documentation (Non-Permanent Systems)
12-1123. System Users Access Records
12-1124. Technical Reformat File
Article 12 General Retention Schedule for Electronic Records Common to Most State Agencies/Institutions
12-1200. Introduction and General Matters; Application of Schedule.
12-1205. Electronic Versions of Records Scheduled for Destruction Under General Schedules
12-1206. Electronic Versions of Records Scheduled for Destruction Under Approved Specific Retention Schedules