South 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

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




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