Agency Schedule Detail

Authorization Number : 770-0885

Agency Series No. : BSD-02

Status : Active

Agency Web Link :

Agency : DOT

Confidential Description :

Division :

Vital Description :

Section :

Record Title : ADMINISTRATIVE FILES

Revision : 0

Record Description : Purpose: To maintain the documentation of administrative transactions relative to the Bureau. a) Personnel action data (Promotions, position classifications, etc.), letters of comendation, salary data, etc., for Bureau personnel. Files are maintained in locked files cabinets in alphabetical order by surname. b) Contains labor time and cost distribution sheets, sick leave, military leave, & vacation forms, etc. Files are maintained alphabetically by surnames. Data from record sheets are transferred to tabulations after each pay period. c) Consists of invoices for supplies, materials and equipment. Consists of internal invoices and vouchers.

Retention Period	Retention Justification	Media Code	Method of Disposal
a - Retain in active area for duration of employment. If separation is by transfer to another State Bureau, forward record at time of transfer. If separation is by death retirement, layoff or resignation, transfer record to inactive file for 10 years, then destroy. b&c - Retain in active area until superseded, outdated or obsolete as authorized by the Engineer of Bridges and Structural Design, then destroy.	a - These files are for reference on a need-to-know basis by the Bureau Chief or his authorized representative for job references, personal evaluation, organizational review, etc. The 10 year retention period is appropriate. b&c - These documents are for routine reference by a Bureau employee. A 10 year retention period for the record sheets and a 3 year period for invoices and vouchers are considered adequate.	Paper	Wastepaper

Approvals

Status	Name	Title	Date
Approved	Transfer User	Records Viewer	2/21/1979 12:00:00 AM

Notes

Date	Reason	User