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COMMITTEE REPORT
March 6, 2002
H. 4731
S. Printed 3/6/02--S.
Read the first time February 26, 2002.
To whom was referred a Joint Resolution (H. 4731) to approve regulations of the Department of Archives and History, relating to General Retention Schedule for State Financial Records, designated as Regulation Document Number 2667, etc., respectfully
That they have duly and carefully considered the same and recommend that the same do pass:
GLENN F. MCCONNELL for Committee.
TO APPROVE REGULATIONS OF THE DEPARTMENT OF ARCHIVES AND HISTORY, RELATING TO GENERAL RETENTION SCHEDULE FOR STATE FINANCIAL RECORDS, DESIGNATED AS REGULATION DOCUMENT NUMBER 2667, 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 Financial Records, designated as Regulation Document Number 2667, 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.
The General Assembly approved Regulation 12-700 through 12-757 (General Retention Schedule for State Financial Records) on June 25, 1993. The amendments will simplify the disposition process for state agencies; add new text and new series for records common to most state agencies; amend section concerning records which requires more appropriate retention period; and repeal portions of the regulation that are no longer appropriate.
12-700 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. The last sentence of this section is revised to accommodate changes in state agency affiliation with the Statewide Accounting and Reporting System.
12-701 through 12-704 Reserved for future use is being deleted so that four new series may be added. Series 12-701 through 12-704 are being added to make it easier for agencies to manage their records.
12-717. The retention is being changed to allow for the immediate transfer of general and subsidiary ledgers created in or before fiscal year 1980-81 to the State Archives.
12-721. Spelling error is being corrected in series title.
12-728 Savings Bond Deductions File is being deleted since payroll deduction records are filed centrally in agencies and savings bonds are processed through the Comptroller General's Office. 12-728 Emergency Procurement File is being added in its place to make it easier for agencies to manage these records.
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