You may hear from Georgia as well, but as for South Carolina, we definitely have retention schedules produced by the SC Department of Archives and History for State, County and Federal agencies, as they specifically deal with public records. The law is very specific. Visit http://rm.sc.gov/Pages/default.aspx for more information. Our agency is a special purpose district, so we have specific schedules as well as general schedules.
Pam Ragland
Administrative Manager
Charleston County Park & Recreation Commission
861 Riverland Dr, Charleston, SC 29412
Primary: 843-762-8044|Fax: 843-762-2683
[log in to unmask]http://www.charlestoncountyparks.com
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Jones, Virginia
Sent: Tuesday, May 20, 2014 11:04 AM
To: [log in to unmask]
Subject: Re: Retention Schedules in the State of Virginia
Wilfredo:
There is no one definitive retention law for Virginia (or any state, unfortunately). The laws that may pertain to an organization's records depends on the function and mission of the organization. For example, you are subject to Virginia licensing and Bar regulations, IRS regulations, etc. You would also have to research any limitation of actions (i.e. how long someone has to sue or bring action against another for a particular issue such as faulty construction) that pertain to your organization's function. Some of the laws and regulations do not specify retention of records, but do describe any required records or documentation for a specific issue (such as a permit) and the time period one has to submit that documentation. This would need to be factored into the retention value of the records. If you are regulated in any way by a state or federal agency, then you would also have to check the regulations promulgated by that agency. That being said, the Library of V!
irginia has developed general schedules for state agencies and local governments. These might be a source of guidance for retention values.
The Code of Virginia can be searched at http://lis.virginia.gov/000/src.htm, the Virginia Administrative Code (regulations) can be searched at http://lis.virginia.gov/cgi-bin/legp604.exe?000+men+SRR, the Federal Code of Regulations can be searched at http://www.gpo.gov/fdsys/search/submitcitation.action?publication=CFR, and the U.S. Code can be searched at http://uscode.house.gov/search/criteria.shtml. The LVA general schedules can be viewed at http://www.lva.virginia.gov/agencies/records/retention.asp.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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