South Carolina General Assembly
114th Session, 2001-2002

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Bill 4730


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Indicates New Matter


(Text matches printed bills. Document has been reformatted to meet World Wide Web specifications.)


INTRODUCED

February 14, 2002

    H. 4730

Introduced by Education and Public Works Committee

S. Printed 2/14/02--H.

Read the first time February 14, 2002.

            

A JOINT RESOLUTION

TO APPROVE REGULATIONS OF THE DEPARTMENT OF ARCHIVES AND HISTORY, RELATING TO GENERAL RETENTION SCHEDULE FOR STATE ADMINISTRATIVE RECORDS, DESIGNATED AS REGULATION DOCUMENT NUMBER 2666, PURSUANT TO THE PROVISIONS OF ARTICLE 1, CHAPTER 23, TITLE 1 OF THE 1976 CODE.

Be it enacted by the General Assembly of the State of South Carolina:

SECTION    1.    The regulations of the Department of Archives and History, relating to General Retention Schedule for State Administrative Records, designated as Regulation Document Number 2666, and submitted to the General Assembly pursuant to the provisions of Article 1, Chapter 23, Title 1 of the 1976 Code, are approved.

SECTION    2.    This joint resolution takes effect upon approval by the Governor.

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SUMMARY AS SUBMITTED

BY PROMULGATING AGENCY.

The General Assembly approved Regulation 12-300 through 12-336 (General Retention Schedule for State Administrative Records) on June 26, 1992. The amendments will simplify the disposition process for state agencies; add new series for records common to most state agencies; amend sections concerning records which require better description and more appropriate retention periods; and repeal sections concerning records which are no longer created.

12-300 Introduction and general matters; application of schedule.

        New text indicates the general schedule covers information on all types of media. This additional wording is consistent with the definition of public records in the Freedom of Information Act (Section 30-4-20C) and the Public Records Act (Section 30-1-10A). Also, the process state agencies will use to destroy records through use of the general schedule is being simplified. Agencies will no longer be required to submit a request to use the general schedule form to the Department and have it reviewed and approved before being authorized to use the schedule to destroy their records. The new process will allow state agencies to use the schedule and report destruction to the Department after records are destroyed. This new process for using the general schedule will be the same process state agencies currently use when implementing schedules approved specifically for their agency. This change will allow agencies to use one form to report destruction through use of both general and specific schedules.

12-301 through 12-304. (Reserved for future use) is being deleted so that four new series may be added. Series 12-301 through 12-304 are being added to make it easier for agencies to manage these records.

12-306. The series description is being changed to make it more inclusive and accurate, and the retention period is being changed to allow the Archives to select archival records for permanent retention.

12-307. The series description is being changed to make it more accurate.

12-308. The series title is being changed to make it more inclusive and the description is being changed to make it more accurate.

12-312. The description is being changed to clarify the basis for the permanent retention of these records through the Attorney General's Office.

12-316. The description is being changed to clarify the permanent retention of this series through the State Budget and Control Board's Office of General Services. The retention period is being changed from permanent to non-permanent since the record copy of this series is retained permanently through the State Budget and Control Board's Office of General Services. Also, the terms of the retention period are being expanded.

12-317. The retention is being changed to allow the non-executive level staff of agencies to dispose of these records when they are no longer needed for reference.

12-318. The description is being changed to clarify the basis for the permanent retention of portions of these records through the State Budget and Control Board's Office of Research and Statistics.

12-321. The description is being changed to clarify the basis for permanent retention of portions of these records through the Attorney General's Office.

12-323. The retention period is being changed to allow state agencies to transfer these records sooner for research and preservation purposes.

12-326. This retention is being changed to include records created during 1980.

12-328. The description is being changed to make it more accurate.

12-330. Reading Files is being deleted because duplicates are not covered by this general schedule. 12-330 Disaster/Emergency Preparedness and Recovery Plans is being added in its place to make it easier for state agencies to manage these records.

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