2. What is a Retention Schedule? “ An approved legal document that specifies minimum retention periods for a record series and gives agencies ongoing disposition authority after approved retention periods are met”
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18. Sample Retention Schedule Store in vault Paper and digital copy Keep permanently Original copies Permits to Operate Subject to regular review/appraisal Electronic and paper Five years Received/sent by management Correspondence Paper Two years Original copies Attendance records Paper Five years Annual staff evaluations Job evaluation reports Destroy after audit Paper Five years Original copies Bank statements Destroy after BIR audit Paper Ten years Original copies Receipts and Invoices Electronic and paper Ten years Original Copy Annual Budget for 2009 Remarks Retention Medium Retention Period Description Document
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20. You can submit revisions, discontinue, or modify the schedule in order to meet the needs of the agency as records may evolve over time.
http://www.secstate.wa.gov/archives What is a Record Series? KEY = information that’s related (same action or same subject) This records retention schedule documents the life cycle of a records series. This means: all books, papers, microforms, computer-readable materials, maps, photographs, film, video and sound recordings, or other documentary materials, regardless of physical form or characteristics , made or received by any agency in connection with the transaction of public business Records Series can be: S imple : Birth Certificates; Complex: Case Files and Personnel File Combined media types : may contain paper, electronic, photographed, imaged. Example: OFFENSE/INCIDENT REPORTS Investigation reports and notes; witnesses and suspects statements; results of chemical analysis and polygraph tests; crime scene information and photograph, citations . No matter what media types they must all be disposed of as a unit!