Agency Schedule Detail

Authorization Number : 800-0558

Agency Series No. : 57-11

Status : Active

Agency Web Link :

Agency : COM

Confidential Description : These records are excluded from being a public record because they contain social security numbers.

Division : COMOFA1

Vital Description : These records are vital because a tank owner's hardship status may change. Tank owners remain liable. Thus, these records are updated on an annual basis. Should a tank owner's financial status change, BUSTR will pursue an enforcement action based upon these records.

Section : COMOFA1BUST

Record Title : Hardship Claim Records

Revision : 2

Record Description : Files contain Individual Ability to Pay Claim forms, social security numbers, federal tax returns, and financial information on assets of an owner of a underground storage tank facility.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain original in office permanently or until file is converted to a machine readable format, then destroy.	Records need to be kept in the event of litigation; records could then be used as a reference to determine legal and financial responsibility. There is a possibility the person who demonstrated hardship could become viable in the future, thus the records must be kept permanently.	Microform	Shred
Maintain machine readable records permanently.	Records need to be kept in the event of litigation; records could then be used as a reference to determine legal and financial responsibility. There is a possibility the person who demonstrated hardship could become viable in the future, thus the records must be kept permanently.	Electronic	Permanent
Retain paper copy in operating area until converted into machine readable format. Upon confirmation machine readable records have been checked for quality and completeness, destroy paper copy.		Paper	Shred

Approvals

Status	Name	Title	Date
Approved	Holly Johnston	Records Coordinator	3/1/2013 11:48:00 AM
Approved	Linda Brown	Records Officer	3/1/2013 12:14:00 PM
Approved	Bunnie Jones	Record Administrator	3/1/2013 12:44:00 PM
Approved	Martin Meeks	State Auditor	3/4/2013 8:40:00 AM
Approved	Fred Previts	State Archivist	3/13/2013 2:57:00 PM

Notes

Date	Reason	User