GAR-V-04
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Motor Vehicle Disposition Files
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Vehicle Turn-In documents reflecting condition of vehicle, vehicle transfer, donation, or salvage.
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Retain 3 years after the vehicle is disposed of.
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GAR-V-01
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Motor Vehicle Titles
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Vehicle title indicating state ownership of the vehicle.
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Retain during ownership of vehicle, then transfer to new owner.
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GF-BA-04
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Spending Authority Adjustment
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Used to transfer appropriations at the Spending Authority Code (SAC) level in the OAKS Financial Sourcing System between quarters of the fiscal year if they are within the same appropriation line item of an appropriation bill.
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Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 8 years
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GAR-OES-12
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Printing Request Orders
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Used to submit specification for a printing job to State Printing and to encumber the dollars needed for the job. Includes agency contact information, account, and product specification (i.e., page size, ink and color options, finishing).
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Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
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GF-BA-06
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Refund of Expenditure Within the Biennium for Prior Year
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Used to record receipts or repayment where the original payment was in error, duplicated, or made illegally. This is done within the biennium for the prior year.
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Retain until scanned in OAKS or audited by State Auditor, audit report is released, and all discrepancies resolved. Electronic: 8 years
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GAR-BLM-06
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Capital Projects Master
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Used to establish descriptive information for each capital project and to update previously entered capital projects data.
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Retain until audited by Auditor of State and audit report is released and all discrepancies are resolved, then destroy.
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GAR-C-02
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Supplier Master Input Document
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Used to establish descriptive information about a supplier or update previously entered supplier data.
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Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
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GF-M-14
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Revenue Receipts and Holding Account Redistribution
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Used to deposit and record revenue receipts from any known revenue source and to hold unknown receipts for redistribution. Also used by agencies which have established a departmental holding fund from which revenue is redistributed or by any agency which receives revenue from an unknown source and deposits it to a fund using the revenue source hold.
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Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
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GAR-RR-02
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Records Inventory & Analysis Worksheet
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Used for conducting an inventory of an agency's record series. Requests vital information to be used in determining the retention period and disposition of a record. Includes the record series title and description, location and inclusive dates of the records, volume, and media type.
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Retain until superseded by an updated inventory or until record series is no longer created, then destroy.
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GAR-LL-06
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Delinquent Claims
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Used by state agencies to request that the Attorney General pursue collection of dollars owed to them that they have not been able to collect.
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Retain until no longer of administrative value, then destroy.
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GF-M-15
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Correction Notice
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Used by State Accounting to indicate errors on documents returned to an agency site.
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Retain until error is corrected, then destroy.
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GF-M-13
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OBM Allocation Unit/SAC Definition
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Used by OBM to define allocation units and be agencies to define their Spending Authority Codes (SAC's).
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Retain until State Audit, audit report is released and all discrepancies are resolved, then destroy.
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GF-BA-07
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Controlling Board General Request
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To request Controlling Board approval of emergency expenditures for Capital Improvement Projects, purchases made without competitive selection, and transfer of Capital Improvement Funds.
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Retain 2 years, then destroy.
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GAR-LL-05
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Claims and Litigation Records
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These records document legal cases involving an agency, including court records, research materials, reports, correspondence, and other related information.
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Retain 2 years after case is closed and no further appeals can be filed, then destroy. If case is dismissed without prejudice, retain one year after statute of limitations runs, then destroy.
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GP-PAY-03
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Temporary Personnel Contracts
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Temporary Personnel Contracts
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Retain 7 years after the expiration of contracts, then destroy provided audited by Auditor of State and audit report is released and all discrepancies are resolved.
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GP-O-01
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Organizational Charts
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Table of Organization, charts, graphs to organize the structure of positions within an agency.
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Retain until superseded. The current chart will be audited by Auditor of State.
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IT-CS-01
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Network Usage Reports
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Summary reports and other records created to document computer usage for reporting or other purposes.
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Retain until no longer of administrative value to agency, then destroy.
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IT-OP-09
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Summary Computer Usage Reports
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Summary reports and other paper records created to document computer usage.
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Retain until no longer of administrative value to agency, then destroy.
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IT-SD-06
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Test Database/Files
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Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.
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Retain until no longer of administrative value to agency, then destroy.
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GAR-CM-02
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Correspondence, General
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Routine correspondence pertaining to day-to-day activities of the office. Includes internal correspondence (letters, memos), correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations; requests for routine information or publications provided to the public by an agency which are answered by standard form letters, and other miscellaneous inquiries. This correspondence is informative (it does not attempt to influence agency policy).
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Retain 1 year, then destroy.
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