General Retention Schedule Items

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These are annual plans compiled by the Information Technology Bureau which forcast the automation needs for the agency. Information includes an executive summary, an agency overview and background data, an explanation of the current data processing environment, projections for expansion of the data processing environment and the budgetary impact.
 
Retain permanently. Records may be transferred to the archives.

Effective 2000-10-01
These files are used to control the location of tools used by maintenance crew members. The files contain the physical inventory of equipment and the issue/turn-in sheets. Information includes the name of the maintenance worker, date, and tools issued.
 
Retain for 1 year, and then destroy records.

Effective 1999-08-01
This series serves as a reference for information received or maintained. Examples include the Radio call logs and the Investigative case file log. Information may include name of resident or employee, case number, file number, date, type of compliant or incident, name of investigator, etc.
 
Retain for 1 year, and then destroy records.

Effective 2000-10-01
Provides a record of purchases by the inmates at the Commissary. May include name of inmate, inmate number, item purchases and amount of purchase.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
These receipts serve as source documents for data entry into the Inmate Accounting System and record money collected from outside sources for deposit into each inmate's account. These sources may be relatives, friends, or any other source. Each receipt includes the date, name of person making the transaction, amount, file number, receipt number, and name of inmate who owns the account.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
These records are used to verify that a resident received his paycheck from the agency. The resident receives a receipt verifying that his paycheck was deposited into his individual account. Information includes receipt number, resident's name, date, name/address of facility, resident's employer and amount of check.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
Provides a record of requests for maintenance and repairs at the Correctional facilities. Includes the date, name of requestor, and a description of the problem.
 
Retain for 3 years, and then destroy records.

Effective 1999-08-01
Provides a record of the current prices paid for food items purchased by the Food Services Section of the Prison. The logs are used for budgeting and ordering future items. Includes price paid, vendor's name, current status of contract and the food item.
 
Retain until superseded, and then destroy records.

Effective 2000-10-01
These records are used to maintain control and accountability of state owned property issued to correctional staff. Includes inventory logs for keys, badges, identification cards, manuals, equipment and worksheets indicating person assigned the property, date property was issued and date returned.
 
Retain for 3 years, and then destroy records.

Effective 1999-08-01
Provides a record of billings by county correctional facilities for housing and medical attention given to inmates. Includes the inmates name, housing and medical costs, dates of residency, and signature of authorized agency allowing reimbursement. A warrant request is attached to each billing for payment by the state.
 
Retain for 5 years, and then destroy records.

Effective 2000-10-01
Applications for leave and supporting papers relating to request for and approval of employee leave.
 
Retain for 6 months, and then destroy records.

Effective 1999-08-01
Records of diagnosis and treatment for clients charged to the care of the Alcohol and Substance Abuse Treatment Program at the State Prison or Adult Probation and Parole. Information includes diagnostic records, consent forms for the release of information, treatment records, and attendance records of treatment sessions.
 
Retain for 10 years after separation, and then destroy records.

Effective 1999-10-01
These files are used to track security equipment assigned to Department personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment. Information includes name of employee, date assigned, type of equipment, equipment serial number, initials of employee receiving the equipment and the employee releasing the equipment and the date equipment was returned.
 
Retain for 3 years after final action, and then destroy records.

Effective 1999-08-01
Correspondence documenting the communication between staff and inmates or vendors regarding account balances, payments, goods and services owed or money transfers. Includes inter-office memorandums, letters and notes from inmates, and correspondence with vendors.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
Listing of checks issued on a resident's account. These records are initiated when a money transfer has been requested and the accuracy of the transfer has been verified. Information includes date, check number, payee, reason check was issued, amount, control number, resident's name, voided (yes or no), and any other relevant ID number.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
This file documents the deaths occurring at each facility. The file consists of cards containing the inmate name and number, date of death, circumstances surrounding the death, and type of death.
 
Retain permanently. Records may be transferred to the archives.

Effective 2000-10-01
These records list all of the activities occurring at each facility every week. They include schedules for events affecting staff and/or inmates. Information includes a weekly calendar showing the activity, date and time of the activity. May also include the menu for the week.
 
Retain for 1 month, and then destroy records.

Effective 2000-10-01
Provides an inventory of all moves, release and disposition of property, confiscation copies, TV contracts, TV closures, and incoming property. The file also contains the property confiscation log and property destruction log.
 
Retain for 3 years after separation, and then destroy records.

Effective 1999-06-01
These logs are generated by each kitchen shift leader at the end of the shift. Includes description of incidents or events which occurred during the shift, condition of the kitchen, knife counts, check out and control sheets for knives and other kitchen materials and a menu if different from the master menu.
 
Retain for 3 years, and then destroy records.

Effective 1999-08-01
Reports of acounting information contained in the state accounting system, including budget, grant, payroll, revenue expense, and accounting reports; and bank reconciliations.
 
Retain for 1 year, and then destroy records.

Effective 2000-10-01
Record of performance understanding completed between the employee and their supervisor. The plan consists of time-frames, duties identified, yearly goals and expectations of the employee.
 
Retain for 30 years after separation, and then destroy records.

Effective 1999-08-01
Program files related to the operations of the HIV/AIDS Control Program. Includes disease control and patient information regarding AIDS and HIV, narratives, summary data reports, and other general program information.
 
Retain until superseded, and then destroy records.

Effective 1999-10-01
These logs are used to access the attorney request files. Information includes reference number, name of inmate, date received, appointment date, date returned and comments.
 
Retain for 2 years, and then destroy records.

Effective 2000-07-01
Records documenting reimbursements to employee for travel related expenses. Includes travel orders, travel authorizations, travel vouchers, travel requests, per diem vouchers, transportation requests, hotel reservations, and all supporting documents.
 
Retain for 3 years, and then destroy records.

Effective 2000-10-01
Case files used to generate warrants for arrest of escaped felons. Information includes correspondence regarding escapes, escape notifications, warrant for arrest, fingerprint cards, face sheet, rap sheet, commitment papers, statement of probable cause and documentation on the events surrounding the escape. After the case is closed the records are filed with the Investigative case files.
 
Retain for 10 years after case is closed, and then destroy records.

Effective 2000-10-01

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