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| Category: "business services"
| Status: "Current"
General Retention Schedule Items
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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.
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Retain for 3 years after separation, and then destroy records.
Effective 1999-06-01 |
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.
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Retain for 3 years, and then destroy records.
Effective 1999-06-01 |
This record documents the inmates who have been assigned televisions. The log maintained in electronic format contains the inmates' name and number, housing location, date request was received, date of approval, date television was received by the inmate, the television's serial number and the date the television was returned. A hard copy version is placed in the inmate property file which is retained for 3 years after parole or termination of jurisdiction.
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Retain for 1 year, and then destroy records.
Effective 1999-06-01 |
These files document the restitution and other obligations that inmates are ordered to pay for damages they have done to either the State's or another inmate's property. Information includes name, date, file number, amount of payment, letter of authorization, and related correspondence.
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Retain for 1 year after final action, and then destroy records.
Effective 1999-06-01 |
These records are used to keep track of monies deposited in a restitution account. Monies deposited into these accounts are used for court ordered fines, court costs and victim reparations. Information includes deposit receipts, deposit books and bookkeeping ledgers, etc.
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Retain for 3 years after final action, and then destroy records.
Effective 1999-06-01 |
Listing used to reconcile the offender loan account and to monitor deposits made to this account. The offender loan account provides loans in $50.00 increments to residents who do not have their own money. Residents are expected to become employed while in the program to ensure the loan is paid back. Residents are required to maintain a checking account with a designated bank. Information includes computer printouts of receipts entered and posted to the resident's account.
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Retain for 3 years after separation, and then destroy records.
Effective 1999-06-01 |
Billings from the contracting agency that provides therapy and testing of residents for the Department. The records are used by the agency to monitor the resident's financial account to assure the resident is receiving treatment and paying the bills. Information includes name and signature of resident, psychological information, amount billed to the resident and the date and amount paid.
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Retain for 5 years after separation, 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.
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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.
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Retain for 3 years, and then destroy records.
Effective 1999-06-01 |
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