AGENCY: Department of Health and Human Services. Office of Internal Audit.
SERIES: 16727
TITLE: Bureau correspondence file
DATES: 1978-
ARRANGEMENT: Chronological
DESCRIPTION: This file contains copies of all correspondence sent by and to the bureau. It consists of two duplicate files. It includes memoranda and correspondence to and from the other bureaus within the Health Department and local health departments concerning audits conducted by the bureau.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1987
FORMAT MANAGEMENT
Paper: Retain in Office for 90 days or until no longer needed and then destroy.
Paper: Retain in Office for 2 years or until no longer needed and then destroy.
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records are of long-term value because they document the activities of the bureau as a whole and show its policies, achievements, and activities. However, correspondence dealing with routine day-to-day matters should be weeded out when no longer needed. Also, one copy of the correspondence should be sufficient for the needs of the office. Records under "1" include one set of the correspondence, letters of transmittal that do not add any information to that contained in the transmitted material. Quasi-official notices such as memoranda and other papers that do not serve as the basis of official actions, such as notices of holidays or charity and welfare fund appeals and similar papers. Records under "2" relate to the internal administration or housekeeping activities of the office. In general these records relate to the office organization, staffing, procedures, and communications; the day-to-day administration of office personnel; supplies and office services and equipment requests and receipts; and the use of office space and utilities. Also, records that are duplicates of information filed elsewhere. Records under "3" are not duplicated elsewhere and document how the office is organized and how it functions, its pattern of action, its policies, procedures, and achievements.