secretary of state record retention schedule

1912 must be retained permanently. The Office of Secretary of State . Q.4. Download Records Retention Schedule (SSARC-932) - Secretary of State (Louisiana) form State agency retention and disposition schedules: All agency records must be scheduled prior to destruction, temporary storage at the State Records Center, or permanent transfer to the State Archives.Agencies should email us at recmgmt@nysed.gov for copies or listings of current agency-specific schedules or to update obsolete or inaccurate schedule items. This records retention schedule does not relieve local government agencies of retention requirements mandated by other state and federal statutes and/or regulations. Texas state agencies and public universities are required to submit their retention schedules to TSLAC on a timetable established by It merits note that the retention schedules are separated into two categories: Election Administration, County Records, and City/Township/Village Records. Part 1: County Clerk as Clerk to Commissioners Court. Agencies are required to maintain internal documentation of records dispositions pursuant to Rule 1B-24.003 (9) (d), Florida Administrative Code, which states in part that, "For each record series being disposed of, agencies shall identify and document the following: 1. State Government Records Retention Schedule. General Schedule and agency-specific retention schedule should cover all records for Office of the Secretary of State. Secretary of State (29) SOS Schedules: . Box 94608 Lincoln, NE 68509-4608. For information about the procedures to dispose of state records call 217-782-2647. We have created a document to help you follow best practices for managing your records. Examples include personnel, accounting and general administration. A. Secretary of State Retention Chart for Boards of Elections Last Updated April 2021 SERIES NUMBER DESCRIPTION OF RECORD. The State Records Management Act (Government Code Sections 12270-12279) directs California's Secretary of State to establish and administer a records management program that applies efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of State records.The Records Management and Appraisal (RMA) unit within the California . Main navigation. Retention Schedules for Texas State Agencies and Public Universities A records retention schedule is a document that identifies and describes a state agency's records and the lengths of time that each type of record must be retained. The Committee to Approve Schedules for the Retention and Disposition of Official State Records more commonly known as The State Records Committee was established in statute in 1993, NRS 239.073 et seq., to approve the retention and disposition of official state records for all state agencies. Records retention schedule number; 2. It also serves to identify vital, confidential, and public records. The General Schedule includes records common to all agencies, while the agency-specific schedule is a customized schedule addressing a single agency's or office's records. This form is used as a basis for the designation of records to be retained, transferred, or destroyed in a particular records series. General Records for State Agencies - 124 (last updated 2/18/21) Applies to Courts and Offices included in Retention Schedule 81. Develop Retention Schedules. Please notify the General Counsel's Office at 417-836-8507 whenever changes are warranted to existing disposition schedules. Records Retention Schedules describe the function and life cycle of records created at government agencies. SERIES (This Retention Schedule is approved on a space-available basis) 1 2010-54 SECRETARY OF STATE REGISTRATION DATABASE DELETE database entries after ten years. The Secretary of State is an elected, constitutional office. A retention schedule is an agency's legal authority to receive, create, retain, and dispose of official public records. Program Description . RETENTION PERIOD: METHOD OF DESTRUCTION ORIGIN DATE AUTHORIZATION # CBE-01; Absentee Ballot Applications: Civilian and Military - Applications. § 317a (Management of Public Records) all public records are considered permanent unless destruction has been authorized under a record schedule approved by the State Archivist or by law. Compliance with these retention schedules is mandatory for state agencies and county governments, although not for other local government such as cities or townships. . Tre Hargett. INDEX TO RECORD RETENTION SCHEDULES Superior and State Court Criminal Record Retention Schedules Felony Record Retention Schedules 2010.0101 Felony Case Files Certified Felony Transcripts 2010.0102 Capital Offenses 2010.0103 Non-Capital Felonies 2010.0104 Certified Felony Transcripts Filed in Case Files General Retention Schedule documents are available on this website in the .pdf format. Record consists of request and authorization for list of electors for a particular political boundary. Changes to schedules can include retention, media or description changes, brought about by statutory changes, agency policy, scanning, new programs etc. Capitol Office 1445 K Street, Suite 2300 Lincoln, NE 68509 Nebraska Secretary of State Phone 402.471.2554 Fax 402.471.3237. records that provide evidence of their operations. It assists the agency by documenting which records require office or Program: Secretary of State. The State General Retention Schedule: lists very common Record Series that may be created or received by any state government agency, no matter what services they provide. Businesses Charities Civics Elections Publications Library & Archives . County Coroners and Medical Examiners Records Retention Schedule - Version 2.0. This schedule provides retention periods for common records created by state agencies. How is a formal retention schedule created? The following Record Retention Schedules apply to Indiana state-level government agencies only. RETENTION PERIOD: METHOD OF DESTRUCTION ORIGIN DATE AUTHORIZATION # CBE-01; Absentee Ballot Applications: Civilian and Military - Applications. To download a free copy of Adobe Reader, click on the icon below. Retain four (4) years then Word. ), each agency must establish and maintain a records retention schedule that details the public records the agency will keep, how the records will be managed, and how the agency will legally dispose of non-permanent records.. Athena provides access to many state agency records retention schedules. Local Government Record Retention Schedules The Maine State Archives in conjunction with the Archives Advisory Board, establishes local government record retention schedules. Secretary of State Archives Division - Chapter 166 Division 200 CITY GENERAL RECORDS RETENTION SCHEDULE 166-200-0200 City Records This General Schedule prescribes minimum retention periods for public records created and maintained by the cities of Oregon. These schedules authorize legal destruction of records that are no longer of value to the agency, and they advise agency . A. Retention periods apply to the record copy of all public records, regardless of medium or . Review your Records Retention Schedules What agency is charged with overseeing the approval of the record retention schedules of state and local entities? 73 (REV. Nebraska Secretary of State State agencies are required under La. Our staff is available for free consultations on how to manage your records, including records retention schedules, proper disposal methods, management of electronic records, and interaction with the state records . Division of Archives, Records Management and History Download a PDF of all 12 local retention schedules (updated 09/01/2020) CC: Records of County Clerks. The County/Local General Retention . This schedule is used in conjunction with the Certificate of Records Destruction. In Illinois, no public record may be disposed of without the approval of the appropriate records commission. After you complete the Records Inventory (STD. Pursuant to 1 V.S.A. A schedule is only considered approved once the schedule cover page (STD. The Colorado State Archives is authorized by statute to prepare retention and disposition schedules for state agencies, municipalities and counties, school districts and special districts in Colorado. OHIO SECRETARY OF STATE RETENTION SCHEDULES SERIES NUMBER DESCRIPTION OF RECORD RETENTION PERIOD ORIGIN DATE NOTES AUTHORIZATION # CBE-01 Absentee Ballot Applications: Civilian and Military Retain four (4) years then destroy 1983 050-0031 CBE-02 Absentee Voter Register: Civilian - record of absentee voters Retain permanently 1983 050-0032 CBE-03 welcomes all comments and suggestions concerned with improvement of record retention schedules through modifications and additions. See sub-schedules for specific retention periods. These schedules are adopted pursuant to Maine Title 5, Chapter 6, §95-B . STATE ARCHIVES USE ONLY PRA & IPA STATE OF CALIFORNIA - SECRETARY OF STATE STD. Secretary of State. Approved August 2, 2007 by State Records Commission In accordance with RSMo 109.250. Retention periods listed on this schedule apply to all records regardless of physical form or characteristics. Documents the development, review, and administration of the agency's rules and regulations as required by statute. Changes to schedules can include retention, media or description changes, brought about by statutory changes, agency policy, scanning, new programs etc. This requires that records be appropriately disposed of (for example, destroyed, transferred to the State Archives) when the retention period has been met. (Refer to the links above for all retention schedules housed at the Missouri Secretary of . The Records Management Section of the Illinois State Archives is responsible for assisting state and local government agencies with the disposal of records. The Secretary of State. December 2019. NOTE: If you are experiencing problems opening PDFs using IE8, please place the mouse over the selected PDF, right-click then select Open in New Tab or Open . Secretary of State Retention Chart for Boards of Elections Last Updated April 2021 SERIES NUMBER DESCRIPTION OF RECORD. value to warrant their transfer to . Mailing Address P.O. Division: Executive . A records disposition authority is a guide by which government agencies determine the length of time records will be kept and maintained. It is to be used in conjunction with the other approved schedules that relate to the unique functions of the agency. A Records Disposition Authorization (RDA) defines the proper storage and disposal method for a State record series. Cutoff Codes: PR - Permanent Retention: Records containing sufficient historical research EOFY - End of Fiscal Year in which the subject of the record occurred or ended. Vital records are also called Essential Records, the records your agency needs to continue doing business in the event of a disaster. Footer Column 1. General Records Schedules. County Clerk and Superior Court Records Retention Schedule - Version 7.1. All records disposed under this schedule must be reported on the Certificate State law (MCA 2-6-1012) requires executive branch agencies to identify, protect and preserve public records according to official records retention schedules.Sound records and information management practices are fundamental to the efficient and economical operations of any government agency. County Treasurer Records Retention Schedule - Version 4.0. Not all individual records are covered by these General Records Schedules. For further information on any records management or preservation issue, please contact: Missouri Secretary of State Local Records Preservation Program PO Box 1747, Jefferson City, MO 65101-1747 Local Government. This model records schedule provides a guide for the retention and disposition of nonprofit records. The program provides records management advice, assistance, and consultation to all public bodies, including state and municipal agencies, on the proper care of records during their life cycle, including the preservation of historical records in their care. R.S. Opens In A New Window. Main listing of all records retention schedules on Secretary of State's Web site Schedules for County/Local government offices are located here, and Retention Schedules for Court Records are found on Indiana Judiciary's website.. Each Retention Schedule below is provided as a separate PDF document that applies only to the listed unit of state government. Secretary of State (29) SOS Schedules: . Agency Approval Date Signed Secretary of State, State Archives & Records Services Date Approved Records Retention Schedule SS ARC 932 (10/19) Title: Records Retention Schedule Subject: Records Management Author: Louisiana State Archives- Records Management Last modified by: Carrie Martin Created Date: 10/4/2019 3:06:00 PM . 1) No record may be destroyed without the approval of the Illinois State Records Commission. If your agency must meet federal retention requirements, the longer of the two retention periods applies. Retention and disposition of records that are common to many offices are included . It includes a description of the record series, a retention schedule, destruction method, and other information. The State Records Committee. 2/2015) TITLE AND DESCRIPTION OF RECORDS (Double spaces between items) Author: Nishikawa, Shelley@DGS Last modified by: Nishikawa, Shelley@DGS An agency or public body should contact the Secretary of State's Office or visit . The Mississippi Department of Archives and History is responsible for implementing Mississippi's laws on records management. The documents below comprise the Records Disposition Authority for the Office of the Alabama Secretary of State. PDF. The following lists the length of time election records and materials must be retained. If you have questions pertaining to the . State Retention Schedules. Revised Third Edition - Effective March 25, 2019. The record series are grouped by function rather than office so records within an office may be covered by more than one retention schedule. - Record Retention Schedules - Records retention schedules clarifies those offices that are scheduled by the County Records Committee, permits the establishement of administrative procedures for the retention and disposition of records for those offices scheduled directly by the Supreme Court, and . They assist in describing records in the custody of state agencies and provide standards for length of storage and preservation. to establish a formal retention schedule . For further information on any records management or preservation issue, please contact: Missouri Secretary of State Local Records Preservation Program PO Box 1747, Jefferson City, MO 65101-1747 The Public Records Administration oversees records management functions within state and local government. Office of the Secretary of State Records Retention Schedules Office of the Secretary of State website Government Records Division, Department of Archives and History, Agency Files Historical Context The history of the Office of the Secretary of State predates the founding of the state of Alabama. With that in mind, we got a list together of each State Archivist and their website so that you could easily find the record retention guidelines for your state. . Retention Requirements. Agencies must renew their records retention schedules every . Missouri Revised Statutes Chapter 109 (Public and Business Records) Section 255 authorizes the Local Records Board to establish minimum retention periods for the administrative, fiscal and legal records created by local governments.. Missouri General Retention and Disposition Schedule . The Bureau of Records Management places all public records on Records Retention Schedules that list the minimum legal and fiscal time periods they must be retained by state and local governmental and educational agencies. Purpose . www.sos.la.gov. This schedule is used in conjunction with the Certificate of Records Destruction. These schedules indicate the minimum amount of time an agency must keep the records. Oregon State Archives Records Retention Schedule Edition: October 2015 Expires: October 2020 1 . For example, information created and sent using e-mail is as much a public 3) The Act authorizes the Illinois Secretary of State to provide records management They are a plan for the use of a business resource, just as a budget is a plan for the use of money. Retention schedules for judicial bodies are created by the State Supreme Court, although the State Library, Archives, and Public Records works closely with the State Supreme Court on these schedules. state of washington office of the secretary of state division of archives & records management local records committee public records retention schedule & destruction authorization ososf-002 (formerly ssa-24) page 1 of 17 1. agency title city of seattle 2. department/division title seattle department of transportation (sdot) 3. office/section title This retention schedule applies to state agency records and information regardless of how it is created or stored. Latest changes to this combined document: STATE RECORDS PROGRAM RECORDS RETENTION SCHEDULE (35) APPROVAL NUMBER VITAL ITEM # (36) CUBIC FEET* CA. Retain four (4) years then General Records Schedules set retention requirements for records documenting administrative and program functions common to several or all government agencies. This listing follows the State of Michigan's General Schedule #23 unless a welcomes all comments and suggestions concerned with improvement of record retention schedules through modifications and additions. Georgia Code defines "Vital records" as "any record vital to the resumption or continuation of operations, or both; to the re-creation of the legal and financial status of government in the state; or to the protection and fulfillment of obligations to . All records disposed under this schedule must be reported on the Certificate of Records Destruction, unless transferred to the Arizona State Archives. Download our Official Records Management Best Practices and Procedures. For superseded or obsolete General Records Retention Schedules, contact the Office of the Public Records Administrator for assistance. (Minimum retention: 2 years) (13) Secretary of State Reports: Documents required reports to the Office of the Secretary of State summarizing election registration, participation, and costs. Police and sheriff departments must retain their records for a specific amount of time, depending on the type of record, as established in the Secretary of State's Records Retention Schedules for Law Enforcement Agencies.Below are the retention requirements for commonly requested law enforcement records, along with the relevant Disposition Authority Number (DAN). Agency-Specific Retention Schedules: list Record Series unique to one state government agency, or to a specific division of that agency. Please contact . 2) Each agency head must establish and maintain an active and continuing program of life-cycle management for the records managed by their agency. Organizational Placement. The term record schedule means: Any General Record Schedules (GRS) issued by VSARA and approved by the State Archivist for all (state and local) public agencies; and Formats: Word | PDF | Webpage. This retention schedule does not authorize the transfer of records to any repository other than the Arizona State Archives (ARS 41-151.09). Of time election Records and information regardless of physical form or characteristics created a Document to help you follow practices. Value to the links above for all retention Schedules icon below amp Archives! 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