Agency Schedule Detail

Authorization Number : 760-1460

Agency Series No. : ADIM-2

Status : Active

Agency Web Link :

Agency : DHS

Confidential Description :

Division : DHSADM1

Vital Description :

Section : DHSADM1DAIS

Record Title : Shipping Records and Reports

Revision : 0

Record Description : Daily reports of shipment transactions and original copies of picking lists for products distributed by the department and a detailed spreadsheet including : pick /ship date, order number, requestor, serial ranges, item code, and quantity for all shipments. Electronic records of shipment transactions processed via the Clippership system and MS Access database. Original documents are stored at Lebanon Correctional facility .

Retention Period	Retention Justification	Media Code	Method of Disposal
Maintain for 2 calendar years, plus the current year, then destroy; or destroy upon authorization resulting from the completion of an audit.		Paper	Recycle
Shipping database (Clippership) information is maintained for a "rolling" 3 calendar year cycle. Shipping database (MS Access) information is maintained for 3 calendar years and until no longer of administrative value.		Electronic	Delete

Approvals

Status	Name	Title	Date
Approved	Barrya Coleman	Records Coordinator	6/2/2011 11:11:00 AM
Approved	Kevin Palmore	Records Officer	6/3/2011 12:05:00 PM
Approved	Michael Hardenbrook	Record Administrator	6/14/2011 12:26:00 PM
Approved	Martin Meeks	State Auditor	6/15/2011 9:40:00 AM
Approved	Fred Previts	State Archivist	6/20/2011 9:52:00 AM

Notes

Date	Reason	User