Agency Schedule Detail

Authorization Number : 50760034

Agency Series No. : 20-COM-003

Status : Active

Agency Web Link :

Agency : OOD

Confidential Description :

Division : OODCOMM

Vital Description :

Section : OODCOMM

Record Title : Publications, Photographs, Audio & Video Files, Event Files and Consent Forms

Revision : 1

Record Description : Electronic and paper files maintained for internal (within agency) and external (public) use. Records may include: Pamphlets; magazines; newsletters; informational updates; posters; forms; postcards; documents used to submit specifications and/or encumber money for print jobs to State Printing, OPI or outside vendors; photographs, digital images, negatives, slides, transparencies; edited audio recordings and video recordings; other electronic images of people and events related to OOD; event files and any additional record created for similar purposes. This includes the consent to release of information forms.

Retention Period	Retention Justification	Media Code	Method of Disposal
Records deemed to have no agency or historic value should be retained in accordance with the agency’s transient retention schedule. Records deemed of value shall be retained for three (3) state fiscal years from the date of publication or converted to Machine Readable format then destroyed. A Certificate of Disposal is only required for the records that have not been converted to Machine Readable format.	Records may have historic value and must be reviewed by State Archives prior to destruction (unless deemed transient)	Paper	Shred
Records deemed to have no agency or historic value should be retained in accordance with the agency’s transient retention schedule. Records deemed of value shall be retained for three (3) state fiscal years from the date of publication or use. A Certificate of Disposal is required when destroying the records.	Records may have historic value and must be reviewed by State Archives prior to destruction (unless deemed transient)	Electronic	Erase

Approvals

Status	Name	Title	Date
Approved	Debbie Stevens	Records Officer	9/19/2019 9:11:00 AM
Approved	Terri Dittmar	Record Administrator	9/24/2019 8:17:00 AM
Approved	Martin Meeks	State Auditor	9/26/2019 7:52:00 AM

Notes

Date	Reason	User