Terry,

This may help just as one reference point...  The following is from the Florida Bureau of Archives & Records Management's General Records Schedule for Local Government Agencies (GS1-L) available at http://dlis.dos.state.fl.us/recordsmgmt/gen_records_schedules.cfm.

PROJECT FILES: CAPITAL IMPROVEMENT - This record series consists of correspondence or memoranda (incoming and outgoing), drawings (or preliminary drawings), resolutions, narratives, budget revisions, survey information, change orders, computer runs and reports, all pertaining to capital improvement projects, construction and contract specifications for various proposed projects sent out for bid.  The files may contain materials relating to specific projects, such as convention center, municipal/county library, provided by the agency.  Record Copy - 15 fiscal years after completion of project.

PROJECT FILES: FEDERAL - This record series consists of original approved federal project contracts, agreements, awards, and line-item budgets, budget amendments, cash requests, correspondence and audit reports.  (NOTE: Check with applicable agency and/or the Code of Federal Regulations (CFR) for any additional requirements.)   Record Copy - 5 fiscal years after completion of project provided applicable audits have been released.

PROJECT FILES: NON-CAPITAL IMPROVEMENT - This record series consists of correspondence or memoranda (incoming and outgoing), resolutions, narratives, budget revisions, survey information, change orders, computer runs and reports, all pertaining to non-capital improvement projects and contract specifications for various proposed projects which may or may not be sent out for bid.  The files may contain materials relating to specific projects provided by the agency.  Record Copy - 5 fiscal years after completion of project provided applicable audits have been released.

PROJECT FILES: OPERATIONAL - This record series consists of, but is not limited to: work orders which identify department/agency requesting work/service; logs; project schedules, correspondence relating to the project, names of employees involved in project, equipment used, project tracking logs/reports, and other related information regarding the project such as fiscal year or year-end project costs.  Record Copy - 3 fiscal years provided applicable audits have been released.

Kara Rubinson, CRM
Palm Beach County School District
West Palm Beach, FL

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