Agency Schedule Detail

Authorization Number : 125-0005

Agency Series No. : ERB-05

Status : Active

Agency Web Link :

Agency : ERB

Confidential Description :

Division :

Vital Description : Permanent retention due to public inquires and statistical reporting

Section :

Record Title : CLEARINGHOUSE DATA

Revision : 3

Record Description : Computer information relative to the Clearinghouse Database and the corresponding labor contracts, addendums, fact-finding reports, conciliation awards, and other documents that it contains. Provides efficient means of tracking, reporting and maintaining information. Summary of major points of agreement reached between the public employer and the union covering employees.

Retention Period	Retention Justification	Media Code	Method of Disposal
Data extracted from Labor Contracts (Collective Bargaining Agreements) and Addendums are stored in the Clearinghouse Database. Beginning in 2012, data extracted from Fact-Finding Reports and Conciliation Awards are stored in the Clearinghouse Database along with a PDF copy of the document. Beginning in 1995 information regarding Labor Contracts and Addendums are scanned electronically. Current contract and addendum information are available on SERB's website.	Extracted labor contract and addendum data are retained permanently due to public inquiries and statistical reporting. Extracted Fact-Finding Report and Conciliation Award data (and the PDF copy of the Report) are retained permanently due to public inquiries and statistical reporting. Scanned Collective Bargaining agreements are retained permanently due to public inquiries and statistical reporting. Duplicate or prior/previous document versions are purged after 7 years.	Electronic	Permanent
Paper copy of Labor Contracts, Addendums, Contract Data Summary Sheets, Fact-Finding Reports, Conciliation Awards, Fact-Finding/Conciliation Data Summary Sheets and Annual Employer Information Reports	Paper copies of Labor Contracts, Addendums, Contract Data Summary Sheets, Fact-Finding Reports, Conciliation Awards, Fact-Finding/Conciliation Data Summary Sheets and Annual Employer Information Reports are retained until scanned to PDF.	Paper	Wastepaper
Prior to 1995 Contract/Collective Bargaining agreement information is stored on microfilm.	Microfilm and computer information are retained permanently due to public inquiries and statistical reporting. Microfilm copy destroyed once converted to a digital PDF version.	Microform	Permanent

Approvals

Status	Name	Title	Date
Approved	Shane Trace	Records Officer	2/21/2025 11:18:11 AM
Approved	Terri Dittmar	Record Administrator	2/26/2025 9:53:34 AM
Approved	Martin Meeks	State Auditor	2/26/2025 11:58:37 AM
Approved	Fred Previts	State Archivist	2/26/2025 12:51:21 PM

Notes

Date	Reason	User