Agency Schedule Detail

Authorization Number : 800-0234

Agency Series No. : 57-03

Status : Active

Agency Web Link :

Agency : COM

Confidential Description :

Division : COMOFA1

Vital Description : Records are often referred to when gathering statistical data and answering inquiries. Records could be used as a reference when determining legal liability, and appropriate environmental corrective action plans. Because of the amount of undetermined damage that could occur over the years as a result of a leaking underground storage tank, the records are a vital reference for the operations of the Bureau.

Section : COMOFA1BUST

Record Title : Leaking Underground Storage Tank Petrole

Revision : 3

Record Description : Files contains information on reports of closure and corrective action file documents that include, but are not limited to the following forms: COM5217, COM 5232, COM 5233, COM 5234, COM 5235, COM 5236, COM 5237, COM 5238, COM 5239, COM 5240, COM 5241, COM 5242, COM 5243, COM 5244, COM 5245, COM 5246, COM 5251.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain original in office permanently or until the file is converted into a machine readable format, then destroy.	Records are referred to often when gathering statistical data and answering inquires. Records could be used as a reference when determining legal liability, and appropriate environmental corrective action plans. Because of the amount of undetermined damage that could occur over the years as a result of a leaking underground storage tank, the records will need to be kept permanently.	Microform	Shred
Maintain machine readable records permanently.	Records are referred to often when gathering statistical data and answering inquires. Records could be used as a reference when determining legal liability, and appropriate environmental corrective action plans. Because of the amount of undetermined damage that could occur over the years as a result of a leaking underground storage tank, the records will need to be kept permanently.	Electronic	Permanent
Retain closure and corrective action files in the operating area until files are assigned a No Further Action statuts ("NFA"). Upon the file being assigned a NFA status, the file will be converted into a machine readable format. After machine readable format has been checked for quality and completeness, then destroy hard copy records.	Records are referred to often when gathering statistical data and answering inquires. Records could be used as a reference when determining legal liability, and appropriate environmental corrective action plans. Because of the amount of undetermined damage that could occur over the years as a result of a leaking underground storage tank, the records will need to be kept permanently	Paper	Shred

Approvals

Status	Name	Title	Date
Approved	Holly Johnston	Records Coordinator	3/1/2013 8:33:00 AM
Approved	Martin Meeks	State Auditor	3/4/2013 8:40:00 AM
Approved	Holly Cook	Records Officer	3/5/2013 2:25:00 PM
Approved	Bunnie Jones	Record Administrator	3/8/2013 2:36:00 PM
Approved	Fred Previts	State Archivist	3/13/2013 2:56:00 PM

Notes

Date	Reason	User