LOCAL SCHEDULE PW

RETENTION SCHEDULE FOR RECORDS OF PUBLIC WORKS AND OTHER GOVERNMENT SERVICES

(Second Edition, Effective April 3, 2011)
13 TAC §7.125(a)(2)

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This schedule establishes mandatory minimum retention periods for records that are associated with public works and other government services. No local government office may dispose of a record listed in this schedule prior to the expiration of its retention period. A records control schedule of a local government may not set a retention period that is less than that established for the record in this schedule. Original paper records may be disposed of prior to the expiration of their minimum retention periods if they have been microfilmed or electronically stored pursuant to the provisions of the Local Government Code, Chapter 204 or Chapter 205, as applicable, and rules of the Texas State Library and Archives Commission adopted under those chapters. Actual disposal of such records by a local government is subject to the policies and procedures of its records management program.

Destruction of local government records contrary to the provisions of the Local Government Records Act of 1989 and administrative rules adopted it, including this schedule, is a Class A misdemeanor and, under certain circumstances, a third degree felony (Penal Code, Section 37.10).  Anyone destroying local government records without legal authorization may also be subject to criminal penalties and fines under the Public Information Act (Government Code, Chapter 552).

TABLE OF CONTENTS

Introduction

Part 1:  General Records

Part 2:  Planning and Zoning Records

Part 3:  Building Permit and Inspection Records

Part 4:  Public Transportation and Engineering Records

Section 4-1:  Road and Street Maintenance and Repair Records

Section 4-2:  Traffic Engineering Records

Section 4-3:  Parking Control Records

Section 4-4:  Transit System Records

Section 4-5:  Airport Records

Part 5:  Soil and Water Conservation Records

Part 6:  Agriculture Extension Agent Records

Part 7:  Environmental Hazards Records

Part 8:  Weights and Measures Records

Part 9:  Library and Museum Records

Part 10:  Parks and Recreation Records

Part 11:  Zoo Records

Part 12:  Public Broadcasting Records

Part 13:  Social Services Records

Part 14:  Veterans Service Officer Records

Part 15:  Gaming Records

Part 16:  Cemetery Records

Part 17:  County Historical Commission Records

Part 18:  Miscellaneous Records

INTRODUCTION

The Government Code, Section 441.158, provides that the Texas State Library and Archives Commission shall issue records retention schedules for each type of local government, including a schedule for records common to all types of local government. The law provides further that each schedule must state the retention period prescribed by federal or state law, rule of court, or regulation for a record for which a period is prescribed; and prescribe retention periods for all other records, which periods have the same effect as if prescribed by law after the records retention schedule is adopted as a rule of the Commission.

The retention period for a record applies to the record regardless of the medium in which it is maintained. Some records listed in this schedule are maintained electronically in many offices, but electronically stored data used to create in anymanner a record or the functional equivalent of a record as described in this schedule must be retained, along with the hardware and software necessary to access the data, for the retention period assigned to the record, unless backup copies of the data generated from electronic storage are retained in paper or on microfilm for the retention period. This includes electronic mail (e-mail), websites, and electronic publications. 

Unless otherwise stated, the retention period for a record is in calendar years from the date of its creation. The retention period applies only to an official record as distinct from convenience or working copies created for informational purposes. Where several copies are maintained, each local government should decide which shall be the official record and in which of its divisions or departments it will be maintained.Local governments in their records management programs should establish policies and procedures to provide for the systematic disposal of copies.

If a record described in this schedule is maintained in a bound volume of a type in which pages were not meant to be removed, the retention period, unless otherwise stated, dates from the date of last entry.

If two or more records listed in this schedule are maintained together by a local government and are not severable, the combined record must be retained for the length of time of the component with the longest retention period. A record whose minimum retention period on this schedule has not yet expired and is less than permanent may be disposed of if it has been so badly damaged by fire, water, or insect or rodent infestation as to render it unreadable, or if portions of the information in the record have been so thoroughly destroyed that remaining portions are unintelligible. If the retention period for the record is permanent in this schedule, authority to dispose of the damaged record must be obtained from the Director and Librarian of the Texas State Library and Archives Commission. A Request for Authority to Destroy Unscheduled Records (Form SLR 501) should be used for this purpose.

Certain records listed in this schedule are assigned the retention period of AV (as long as administratively valuable). This retention period affords local governments the maximum amount of discretion in determining a specific retention period for the record described.

 

Use of Asterisk (*)

The use of an asterisk in this second edition of Local Schedule PW indicates that the record is either new to this edition, the retention period for the record has been changed, or substantive amendments have been made to the description or remarks concerning the record. An asterisk is not used to indicate minor amendments to grammar or punctuation.

 

ABBREVIATIONS USED IN THIS SCHEDULE

 

AV - As long as administratively valuable

CE - Calendar year end

CFR - Code of Federal Regulations

FE - Fiscal year end

TAC - Texas Administrative Code

US - Until superseded

PART 1:  GENERAL RECORDS

Retention Note:  This schedule establishes retention periods for records found in various public works and services departments of local governments or for records kept by certain local government officers (e.g., veterans service officers) or local govern­ments (e.g., soil and water conservation districts).  For other administrative, fiscal, personnel, or support service records that may be found in these departments or governments, see Local Schedule GR (Records Common to All Local Governments).

 

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5200-01

PUBLIC WORKS AND SERVICES PLANNING STUDIES AND REPORTS

Feasibility studies, reports, analyses, projections, graphic material, and similar plan­ning docu­ments by outside consultants or in-house staff relating to comprehensive planning, capital improve­ments, land use and open space, economic development and outlook, neighborhood and housing renewal and renovation, regional and intergov­ernmental cooperation, transportation, traffic engineering, transit systems, airport operations, growth pat­terns, demographics, long-range forecasts and projections, and other as­pects of local government planning not listed elsewhere in this schedule.

 

 

PW5200-01a

PUBLIC WORKS AND SERVICES PLANNING STUDIES AND REPORTS

Special planning studies or reports prepared by order or request of the governing body or considered by the governing body (as reflected in its minutes) or ordered or re­quested by a state or federal agency or a court.

PERMANENT.

 

PW5200-01b

PUBLIC WORKS AND SERVICES PLANNING STUDIES AND REPORTS

 

 

 

All other planning reports or studies.

5 years.

Retention Note:Review before disposal; developed comprehensive and capital improvements plans and other records of this type may merit PERMANENT or long term retention for administrative or historical reasons.  See also item number GR1000-39 in Local Schedule GR.

PW5200-02

SERVICE REQUESTS/WORK ORDERS

Service requests and work orders to be performed by public works and services personnel except for work orders noted else­where in this schedule. 

2 years.

 

PART 2:  PLANNING AND ZONING RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5225-01

ZONING/PLANNING BOARD CASE FILES

Staff reports, determinations and evaluations, correspondence, and comparable records con­cerning each planning, zon­ing, building code, or other public works-related case brought before local government zoning, planning, or development commissions or appeal bodies; or before other special or ad hoc committees constituted for similar purposes.

Disposition of case + 5 years.

 

RetentionNotes:  a) The minutes of the various commissions must be retained PERMANENTLY in accordance with item number GR1000-03 in Local Schedule GR. In any action by these commissions involving real property, the minutes must identify the property which the action affects. If the minutes do not identify the property, documents referenced in the minutes that do provide such identification must be retained PERMANENTLY.

 

b) Review before disposal; some case files may merit PERMANENT retention for historical reasons.

*PW5225-02

ZONING MAPS AND PLATS

 

PERMANENT.

 

PW5225-03

ZONING PERMIT RECORDS

 

 

 

PW5225-03a

ZONING PERMIT RECORDS

Applications for zoning permits or variances.

5 years.

 

PW5225-03b

ZONING PERMIT RECORDS

Copies of zoning permits or variances or a log or other form of record evidencing their issuance, showing to whom the permit or vari­ance was issued, the property to which it applies, and the zoning classification.

PERMANENT.

 

PW5225-04

ZONING VIOLATIONS RECORDS

Records relating to violations of local zon­ing ordinances, including documents verifying that the violation has ceased or been corrected.

 

 

PW5225-04a

ZONING VIOLATIONS RECORDS

Alleged, but unfounded.

1 year after determination that zoning ordinances have not been violated.

 

PW5225-04b

ZONING VIOLATIONS RECORDS

Violations.

Verification of correction of violation + 3 years.

 

PART 3:  BUILDING PERMIT AND INSPECTION RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5250-01

BLUEPRINTS AND SPECIFICATIONS

Blueprints and specifications submitted by building contractors or property owners when applying for building permits and as-builts submitted for issuance of certificates of occupancy.

 

 

*PW5250-01a

BLUEPRINTS AND SPECIFICATIONS

For commercial and non-residential building permits or certificates of occupancy.

Life of structure + 3 years, but see retention notes.

Retention Notes:  a) If submission of as-builts is required before the issuance of a certificate of occupancy, the retention period applies only to the as-builts, and previously submitted blueprints and specifications need be retained only as long as administratively valuable.

 

b) If a structure is remodeled, and new blueprints and specifications and/or as-builts are submitted [see retention note (a)], superseded documentation of the type described need be kept only as long as administratively valuable.

 

c) For records of the types described for buildings or structures owned by the local government that issues the building permit, see item number GR1075-16 in Local Schedule GR.

 

d)For commercial and non-residential buildings that have received local, state, or national designations as historic properties, see item number PW5250-01d in Local Schedule PW.

 

e) Review before disposal; blueprints and/or as-builts of some structures may merit PERMANENT retention for historical reasons.

*PW5250-01b

BLUEPRINTS AND SPECIFICATIONS

For residential building permits or certificates of occupancy.

AV.

Retention Notes:  a) Review before disposal; blueprints and specifications of some structures may merit PERMANENT retention for historical reasons.

 

b) For residential buildings that have received local, state, or national designations as historic properties, see item number PW5250-01d in Local Schedule PW.

*PW5250-01c

BLUEPRINTS AND SPECIFICATIONS

For miscellaneous permits (see item number PW5250-10). 

AV.

Retention Notes:  a) Review before disposal; blueprints and specifications of some structures may merit PERMANENT retention for historical reasons.

 

b) For miscellaneous structures that have received local, state, or national designations as historic properties, see PW5250-01d.

*PW5250-01d

BLUEPRINTS AND SPECIFICATIONS

For commercial, non-residential, residential, and miscellaneous permits or certificates of occupancy on structures that have received local, state, or national historical property designation.

PERMANENT.

 

PW5250-02

BUILDING CODE VIOLATIONS RECORDS

Records relating to violations of local building codes or ordinances, including documents verifying that the violation has been corrected.

 

 

PW5250-02a

BUILDING CODE VIOLATIONS RECORDS

Alleged, but unfounded.

1 year after determination that building regulations have not been violated.

 

PW5250-02b

BUILDING CODE VIOLATIONS RECORDS

Violations.

Verification of correction + 3 years.

 

PW5250-03

BUILDING MASTER RECORD

Master record of each commercial, non-residential, and residential structure detailing a history of permits issued for construction or alteration, certificates of occupancy issued, inspections carried out, code violations found, and similar information.

PERMANENT.

 

PW5250-04

BUILDING PERMIT APPLICATIONS

Applications from property owners or contractors to erect new structures or to make alterations to existing structures.

 

 

PW5250-04a

BUILDING PERMIT APPLICATIONS

Applications for which permit granted.

5 years; or, if property subject to issuance of certificate of occupancy, date of issuance of the certificate + 5 years.

 

PW5250-04b

BUILDING PERMIT APPLICATIONS

 

Applications for which permit not granted.

1 year. 

 

PW5250-05

BUILDING PERMIT LOGS

Logs, registers, or similar records providing a listing of building permits and certificates of occupancy issued.

 

 

PW5250-05a

BUILDING PERMIT LOGS

If a Building Master Record (PW5250-03) is maintained.

AV

 

PW5250-05b

BUILDING PERMIT LOGS

If a Building Master Record (PW5250-03) is not maintained.

PERMANENT.

 

PW5250-06

BUILDING PERMITS AND CERTIFICATES OF OCCUPANCY

 

 

 

PW5250-06a

BUILDING PERMITS AND CERTIFICATES OF OCCUPANCY

Copies of issued building permits and certificates of occupancy if a Building Permit Log (PW5250-05b) or a Building Master Record (PW5250-03) is not maintained.

PERMANENT.

 

PW5250-06b

BUILDING PERMITS AND CERTIFICATES OF OCCUPANCY

Copies of issued building permits and certificates of occupancy if a Building Permit Log (PW5250-05b) or a Building Master Record (PW5250-03)is maintained.

AV after entry of evidence of issuance in log or record.

 

PW5250-07

BUILDING TRADES OCCUPATIONAL LICENSING RECORDS

Applications, examinations, references, performance bonds, copies of licenses or permits or record of their issuance, and similar records relating to the issuance of occupational licenses to construction contractors and other members of the building trades, including electricians, plumbers, carpenters, welders, etc.

Expiration, cancellation, revocation, or denial of the license + 3 years.

 

PW5250-08

INSPECTION REPORTS

Reports of inspections carried out with reference to new construction; alterations to existing structures; code violations; and other projects, activities, or situations requiring inspection by local ordinance, excluding those reports that are made part of any other record group noted elsewhere in this part.

3 years.

 

*PW5250-09

DEMOLITION RECORDS

Records relating to the demolition and clearance of buildings deemed unfit for occupancy and condemned, including demolition orders, inspection reports, notices to property owners, and any related court documents.

Date of demolition + 3 years.

Retention Note:  Review before disposal; some documentation of this type may merit PERMANENT retention for historic or legal reasons. See litigation note in Introduction, page 2, of Local Schedule GR.

PW5250-10

MISCELLANEOUS APPLICATIONS AND PERMITS

Applications for and copies of permits (or records of their issuance) involving sign installation, fencing, swimming pool construction, driveway construction, and for similar activities as might be required by local ordinance that are not, by ordinance or departmental policy, classified as building applications or permits under item numbers PW5250-04 or PW5250-06.

 

 

PW5250-10a

MISCELLANEOUS APPLICATIONS AND PERMITS

Granted permits.

5 years.

 

PW5250-10b

MISCELLANEOUS APPLICATIONS AND PERMITS

Denied permits.

1 year. 

 

PW5250-11

REPORTS OF BUILDING PERMITS ISSUED

Monthly and annual reports prepared for the

U.S. Bureau of the Census on the number of commercial and residential building starts and local public construction.

 

 

PW5250-11a

REPORTS OF BUILDING PERMITS ISSUED

Annual.

PERMANENT.

 

PW5250-11b

REPORTS OF BUILDING PERMITS ISSUED

Monthly.

3 years.

 

PART 4:  PUBLIC TRANSPORTATION AND ENGINEERING RECORDS

SECTION 4-1:  ROAD AND STREET MAINTENANCE AND REPAIR RECORDS

Retention Note:  For road and street construction records, see item number 1075-16 in Local Schedule GR (Records Common to All Local Governments).

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5275-01

INSPECTION REPORTS

Reports of inspection of roads, streets, bridges, street lights, sidewalks, rights-of-way, etc.

 

 

PW5275-01a

INSPECTION REPORTS

Roads, streets, street lights, sidewalks, rights-of-way, etc.

3 years.

 

PW5275-01b

INSPECTION REPORTS

Bridges and overpasses.

Life of structure.

 

PW5275-02

MAPS AND PLATS

Maps, plats, engineering and field notes, and profiles and cross-sections of roads, streets, rights of way, bridges, etc. 

PERMANENT.

 

PW5275-03

PERMITS

Applications for and copies of permits (or records of their issuance) for excavation and fill; alterations to roads, streets, sidewalks, and curbs; and for similar activities involving alteration of streets and rights of way.

 

 

PW5275-03a

PERMITS

Granted applications and permits. 

5 years.

 

PW5275-03b

PERMITS

Denied applications and permits.

1 year.

 

*PW5275-04

SERVICE AND REPAIR REQUESTS

Complaints from the public or from other local government departments on street hazards, potholes, other needed repairs on roads, streets, and rights-of-way and requests for traffic signs, lights, changes to traffic flow, etc. 

3 years.

 

PW5275-05

STREET CLEANING RECORDS

Reports, logs, or similar records documenting street cleaning operations.

1 year.

 

PW5275-06

STREET NAME AND HOUSE NUMBER FILES

Records relating to street dedications, street closings, the assignment and alteration of street names and house numbers, and similar records that provide official control of the naming and numbering of streets and roads.

PERMANENT.

 

PW5275-07

ROAD AND STREET MAINTENANCE RECORDS

Reports, logs, or similar records, compiled on a daily, weekly, and/or monthly basis documenting repair and maintenance work on the following:

 

 

PW5275-07a

ROAD AND STREET MAINTENANCE RECORDS

Roads, streets, street lights, sidewalks, rights-of-way, etc.

3 years.

 

PW5275-07b

ROAD AND STREET MAINTENANCE RECORDS

Bridges and overpasses.

Life of structure.

 

PW5275-08

ROAD AND STREET MASTER RECORD

Master record in some form of every road and street providing a description, history, and classification of each. 

PERMANENT.

By law - Civil Statutes, art. 6812b(3) for county engineers in counties with a population of 198,000 to 400,000; Civil Statutes, art. 6812b-1(2) for county engineers in counties with a population of 160,000 to 185,000; and by authority of this schedule for municipalities and all other counties.

*PW5275-09

ROAD MASTER PLANS

Planning survey of all existing roads and projected improvements and additions to county road systems developed by county engineers in certain counties.

PERMANENT.

By law - Civil Statutes, art. 6812b(7) for county engineers in counties with a population of 198,000 to 400,000 and Civil Statutes, art. 6812b-1(4) for county engineers in counties with a population of 160,000 to 185,000; and by authority of this schedule for municipalities and all other counties.

*PW5275-10

TREE AND PLANT FILES

Records relating to the planting, trimming, inspection, and removal of trees and shrubs along public streets, roads, and sidewalks.

3 years.

 

SECTION 4-2:  TRAFFIC ENGINEERING RECORDS

Retention Note:  This part supplements and should be used in conjunction with Part 3 of Local Schedule GR (Records Common to All Governments).

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5300-01

ACCIDENT REPORTS

Reports, usually supplied by the police department, of traffic accidents used to monitor, redevelop, or redesign streets, intersections, speed limits, signal timing, directional flow patterns, etc.

AV.

 

PW5300-02

SPECIAL EVENTS FILES

Reports, notifications, planning documents, and similar records used in the preparation for special events such as parades, motorcades, demonstrations, or situations resulting in unusually heavy traffic or street use requiring street closures, traffic rerouting, barricades, signal timing changes, etc.

2 years.

 

*PW5300-03

TRAFFIC COUNT REPORTS

Reports of traffic passage on streets, roads, bridges, intersections, etc. or use of local government-owned parking lots or structures. 

10 years.

Retention Note:  If Traffic Count Report is used for special planning studies or reports, see item number PW5200-01a.

PW5300-04

TRAFFIC DEVICE INSTALLATION AND MAINTENANCE RECORDS

Reports, logs, or similar records documenting the following:

 

 

PW5300-04a

TRAFFIC DEVICE INSTALLATION AND MAINTENANCE RECORDS

Installation, inspection, testing, maintenance, repair, or replacement of traffic signs, signals, and signal boxes.

5 years.

 

PW5300-04b

TRAFFIC DEVICE INSTALLATION AND MAINTENANCE RECORDS

Painting, inspection, or repainting of pavement and curb markings. 

2 years.

 

PW5300-05

TRAFFIC PERMITS

Applications for and copies of permits for special parking, house moving, over-dimensional movements, and similar permits and permissions issued by or that concern traffic engineering departments. 

Expiration, cancellation, revocation, or denial of the permit + 2 years.

 

PW5300-06

TRAFFIC SIGNAL RECORDS

Drawings, wiring diagrams, code and circuit numbers, and similar data on traffic signal components.

Life of signal component.

 

PW5300-07

TRAFFIC SIGNS AND SIGNALS INVENTORY RECORDS

Registers, index cards, or similar records providing an inventory of all installed traffic signs and signals showing type of equipment or sign, location, date of installation, and similar data.

 

 

PW5300-07a

TRAFFIC SIGNS AND SIGNALS INVENTORY RECORDS

If a complete inventory is periodically revised and reprinted.

Until Superseded + 1 year.

 

PW5300-07b

TRAFFIC SIGNS AND SIGNALS INVENTORY RECORDS

If an inventory is maintained on cards, databases, or similar medium that permits purging.

PERMANENT, but purge records relating to junked signs and signals.

 

SECTION 4-3:  PARKING CONTROL RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5325-01

PARKING DEVICE INSPECTION RECORDS

Reports, logs, or similar records on the inspection, testing, maintenance, and repair of meters, toll gates, or other parking control devices.

2 years.

 

PW5325-02

PARKING DEVICE INVENTORY RECORDS

Registers, index cards, or similar records providing an inventory of meters, toll gates, or other parking control devices showing location, type of equipment, date of installation, and similar data.

 

 

PW5325-02a

PARKING DEVICE INVENTORY RECORDS

If a complete inventory is periodically revised and reprinted.

Until Superseded + 1 year.

 

PW5325-02b

PARKING DEVICE INVENTORY RECORDS

If an inventory is maintained on cards, databases, or similar medium that permits purging.

PERMANENT, but purge records relating to junked signs.

 


SECTION 4-4:  TRANSIT SYSTEM RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5350-01

OPERATIONS REPORTS

Periodic reports on usage of rapid transit services.

 

 

PW5350-01a

OPERATIONS REPORTS

Annual reports.

PERMANENT.

 

PW5350-01b

OPERATIONS REPORTS

Monthly reports.

3 years.

 

PW5350-01c

OPERATIONS REPORTS

Daily or weekly reports.

1 year.

 

PW5350-02

VEHICLE HISTORY AND MAINTENANCE RECORDS

 

 

 

PW5350-02a

VEHICLE HISTORY AND MAINTENANCE RECORDS

Master record on each transit vehicle containing the following:  complete description including identification and license numbers; title and registration papers; annual beginning and ending odometer readings; total annual fuel, maintenance, labor, and parts costs; and complete maintenance and inspection history (in summary form showing date and nature of inspection, service, and repair).

 

Life of asset.

Retention Notes:  a) This schedule does not require the creation of a vehicle master record of the type described, but if a vehicle master record is not maintained, records containing the prescribed information must be retained for the life of the vehicle. For example, if work orders in PW5350b are the only record maintained of repairs to transit vehicles, they must be retained for the life of the vehicle.

 

b) If a transit vehicle is salvaged as the result of an accident, the vehicle master record or, if one is not created, documents providing the types of informa­tion prescribed, must be retained for LA + 3 years.

 

c) If a transit vehicle is sold or given to another transit authority or department for use as a transit vehicle, the vehicle master record may be transferred with the vehicle.

PW5350-02b

VEHICLE HISTORY AND MAINTENANCE RECORDS

Service requests/work orders. 

3 years.

 

PW5350-02c

VEHICLE HISTORY AND MAINTENANCE RECORDS

Daily or other periodic activity reports on fuel and oil consumption, odometer readings, etc. from which data is derived for operating cost reports and the vehicle master record.

3 years.

 

PW5350-02d

VEHICLE HISTORY AND MAINTENANCE RECORDS

Daily or other periodic inspection reports of vehicles. 

3 years.

 

PW5350-02e

VEHICLE HISTORY AND MAINTENANCE RECORDS

Specifications, circuit diagrams, and similar documents relating to vehicles and their related apparatuses. 

Life of asset.

 

SECTION 4-5:  AIRPORT RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5375-01

AIRFIELD INCIDENT FILES

Records of accidents or incidents occurring on the movement areas and involving air carrier aircraft and/or ground vehicles. 

5 years.

Retention Note:  Review before disposal; some documentation of this type may merit PERMANENT or long-term retention for historical or legal reasons.

PW5375-02

AIRSIDE REPORT/AIRFIELD LOG

Materials documenting the activity of a work shift including conditions or events that would adversely affect airport operations.

2 years.

Retention Note:  Review before disposal; some documentation of this type may merit PERMANENT or long-term retention for historical or legal reasons.

PW5375-03

CARRIER RECORDS

Informational materials such as copies of airline schedules, brochures, advertising materials, and correspondence from the U. S. Department of Transportation approving carrier routes.

AV.

 

PW5375-04

CERTIFICATION MANUAL

Manual specifying procedures, facilities and equipment descriptions, responsibility assignments, and any other information needed by personnel concerned with operating the airport in order to comply with Federal Aviation Authority (FAA) standards for airport operations.

Until superseded.

By regulation - 14 CFR 139.207(b).

 

Retention Note: Review before disposal; some documentation of this type may merit PERMANENT or long-term retention for historical or legal reasons.

PW5375-05

COMMUNICATION TAPES

Daily recording of all phone lines and radios.

30 days.

 

*PW5375-06

EMERGENCY PLANNING RECORDS

Procedures, instructions, and other records maintained to minimize the possibility and extent of personal injury and property damage on the airport in an emergency.

Until superseded + 2 years.

By regulation - 14 CFR 139.325(g)(4).

PW5375-07

FOREIGN TRADE ZONE (FTZ) RECORDS

 

 

 

*PW5375-07a

FOREIGN TRADE ZONE (FTZ) RECORDS

FTZ company operation records.  

5 years after deactivation from FTZ.

By regulation – 19 CFR 146.4(d).

PW5375-07b

FOREIGN TRADE ZONE (FTZ) RECORDS

FTZ tenants. 

Until superseded.

 

PW5375-08

MAINTENANCE AND INSPECTION RECORDS

 

 

 

PW5375-08a

MAINTENANCE AND INSPECTION RECORDS

Non-federal navigation facility reports - Record of meter readings and adjustments, facility maintenance log, radio equipment operation record, ground check error data, facility equipment performance and adjustment data, technical performance report, and similar documentation relating to local government-owned and operated navigational facilities such as VOR facilities, nondirectional radio beacons, instrument landing systems, simplified directional facilities, distance measuring equipment, VHF marker bea­cons, interim standard microwave landing systems, and microwave landing systems.

PERMANENT.

By regulation - 14 CFR 171.13(a-e), 171.33(a-c), 171.53(a-c), 171.117(a-c), 171.163(a-c), 171.213(a-c), 171.275(a-c), and 171.327(a-c).

PW5375-08b

MAINTENANCE AND INSPECTION RECORDS

Runway maintenance records - Logs, reports, and similar records relating to the inspection, maintenance, and repair of runways, runway lights, beacons, and other such ground or device maintenance records directly related to the landing and taking off of aircraft, except those included in directional facility records.

10 years.

 

*PW5375-08c

MAINTENANCE AND INSPECTION RECORDS

Safety self-inspections - Daily, or as otherwise required by the airport certification manual or airport certification specifications, reports of safety self-inspections of airport conditions in specific locations showing the conditions found and all corrective actions taken.

1 year.

By regulation - 14 CFR 139.327(c). 

PW5375-08d

MAINTENANCE AND INSPECTION RECORDS

Tenant inspections - Materials documenting inspections of the physical facilities of each airport tenant fueling agent.

1 year.

By regulation - 14 CFR 139.321(d). 

PW5375-08e

MAINTENANCE AND INSPECTION RECORDS

Other inspections.

 

3 years.

 

PW5375-09

NOTICES TO AIRMEN

Reports officially notifying the public, FAA, and airlines that a problem exists with the airport facility.

2 years after notice is canceled.

 

PW5375-10

OPERATIONAL PERMITS AND CERTIFICATIONS

 

 

 

PW5375-10a

OPERATIONAL PERMITS AND CERTIFICATIONS

Permits and certifications from the FAA or other state and federal agencies and any reports, correspondence, or other documentation bearing directly on the application for, the issuance of, or the renewal of the permit or certification.

5 years after final expiration, cancellation, revocation, or denial of the permit or certification.

 

PW5375-10b

OPERATIONAL PERMITS AND CERTIFICATIONS

Records concerning any exemptions granted or deviations required by an emergency.

5 years after deviation or expiration of exemption.

 

PW5375-11

OPERATIONS REPORTS

Periodic reports or logs of airport operations, services, and activities, and statistical summaries of such reports.

 

 

PW5375-11a

OPERATIONS REPORTS

Daily reports or logs and weekly and/or monthly statistical summaries of such re­ports.

3 years.

 

PW5375-11b

OPERATIONS REPORTS

Annual reports.

PERMANENT.

 

PW5375-12

REPORTS TO REGULATORY AGENCIES

Reports on any aspect of airport operations to the Federal Aviation Administration (FAA) or to other state or federal agencies as required by law, regulation, or agency order.

 

 

PW5375-12a

REPORTS TO REGULATORY AGENCIES

Annual reports.

PERMANENT.

 

PW5375-12b

REPORTS TO REGULATORY AGENCIES

Special reports that are notrecapitulated in annual reports.

PERMANENT.

 

PW5375-12c

REPORTS TO REGULATORY AGENCIES

Interim or periodic reports on a less than annual basis that are recapitulated in an annual report or in a special report under PW5375-12b.

5 years.

 

 

PART 5:  SOIL AND WATER CONSERVATION RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5400-01

ALLOCATIONS OF FUNDS, REQUESTS AND CLAIMS FOR

Copies of requests and claims for allocations submitted to the Texas State Soil and Water Conservation Board.

FE + 3 years.

 

PW5400-02

VARIANCE OF LAND USE REGULATIONS, PETITIONS FOR

 

 

 

PW5400-02a

VARIANCE OF LAND USE REGULATIONS, PETITIONS FOR

Granted petitions.

As long as variance in effect + 2 years.

 

PW5400-02b

VARIANCE OF LAND USE REGULATIONS, PETITIONS FOR

Denied petitions.

 

2 years.

 

PW5400-03

WATER QUALITY MANAGEMENT PLANS

Water quality management and implementation plans developed by soil and water conservation plans for landowners to prevent and abate pollution, including any associated corrective action plans, notifications of withdrawal of certification, and maintenance agreements.

Life of plan + 2 years.

 

PART 6:  RECORDS OF AGRICULTURE EXTENSION AGENTS

Record Number Record Title Record Description Retention Period Remarks

PW5425-01

 CLIENT FILES

Original records documenting the work of agriculture extension agents with their clients and copies of documents that by law, regulation, or adminis­trative policy of the Agriculture Extension Service at Texas A&M University or other authorizing agency are retained by the agent after filing originals with the service or other agency.

3 years.

 

PART 7:  ENVIRONMENTAL HAZARDS RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5450-01

ASBESTOS MANAGEMENT RECORDS

 

 

 

PW5450-01a

ASBESTOS MANAGEMENT RECORDS

Records documenting asbestos abatement projects in public buildings.

30 years from the date of project completion.

By regulation - 25 TAC 295.62(a).

PW5450-01b

ASBESTOS MANAGEMENT RECORDS

Records of asbestos inspections.

5 years.

 

PW5450-02

ENVIRONMENTAL PROTECTION AND NATURAL RESOURCES MANAGEMENT PLANS

Planning reports, background materials, and supporting documentation used to provide for the protection of the environment. 

PERMANENT.

 

PW5450-03

ENVIRONMENTAL QUALITY REVIEW RECORDS

Environmental impact statements and related reports, including background materials and supporting documentation used in preparing statements and reports. 

PERMANENT.

 

PW5450-04

PEST CONTROL RECORDS

 

 

 

*PW5450-04a

PEST CONTROL RECORDS

Records of pesticide applications, inspections and sampling notifications, and other documentation required by pesticide regulations.

2 years.

By law - Agriculture Code, Section 76.114(c) and by regulation - 4 TAC 7.33(a) and 4 TAC 7.144(a).

*PW5450-04b

PEST CONTROL RECORDS

Records of aerial application of insecticides and of seasonal employees hired for mosquito control programs.

5 years.

By regulation – 25 TAC 267.11.

*PW5450-04c

PEST CONTROL RECORDS

Records of distribution of restricted-use pesticides, state limited-use pesticides, or regulated herbicides.

2 years.

By law – Agriculture Code, Section 76.075 and by regulation – 4 TAC 7.32(a).            

*PW5450-04d

PEST CONTROL RECORDS

Records relating to local aquatic vegetation management plan authorized by Parks and Wildlife Code, §11.083, including all local plan submissions and approvals, all treatment proposals submitted to Texas Parks and Wildlife Department (TPWD), all notices received and provided, all control measures taken by the governing entity (including records of date, place, location, type, and amount of all aquatic herbicide applications), and any other information relevant to a particular individual request for shoreline treatment.

5 years.

By regulation – 31 TAC 57.936.

PW5450-05

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Documentation of compliance with regulations for underground tank systems storing hazardous substances and petroleum substances, and immovable aboveground tanks storing petroleum products.  (See item number PW5450-06 for records of movable aboveground storage tanks.)

 

 

PW5450-05a

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Original and amended tank registration documents, original and amended certifications for storage tank system installations and financial responsibility, and notifications to storage tank purchaser. 

Operational life of the storage tank system. 

By regulation - 30 TAC 334.130(b)(1)(A) and 334.10(b)(2)(A).

PW5450-05b

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Records of requests for approval of variances or alternative procedures, and documentation of approval of such requests.

Operational life of the storage tank system.

By regulation:  30 TAC 334.43(e).

PW5450-05c

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Installation records.

 

(1) General information relating to the installation of new storage tank systems and as-built drawings or plans depicting the sizes, dimensions, and locations of site features, system components, etc.

 

(2) Equipment tests including the air tests and the tightness tests conducted on the tanks and piping at the time of installation.

 

 

Operational life of the storage tank system.

 

 

 

5 years.

 

 

 

By regulation - 30 TAC 334.46(i)(2).

 

 

 

 

 

By regulation - 30 TAC 334.46(i)(3).

*PW5450-05d

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Records for upgrading existing storage tank systems.

 

(1) General information related to the tank integrity assessment and cathodic protection requirements and as-built drawings or plans depicting the sizes, dimensions, and locations of any system components or equipment added.

 

(2) Results of equipment tests and tank integrity tests required when upgrading existing storage tank systems including internal inspections, tank and piping tightness tests, and site assessments.

 

 

 

Operational life of the storage tank system.

 

 

 

5 years.

 

 

 

By regulation - 30 TAC 334.47(e)(2).

 

 

 

 

 

By regulation - 30 TAC 334.47(e)(3).

PW5450-05e

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Operation and maintenance records of storage tank systems including records related to inspection, servicing, testing, and inventory control.

5 years.

By regulation - 30 TAC 334.48(g).

PW5450-05f

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Corrosion protection records.

 

(1) Installation records relating to the corrosion protection system including information on the system designer, drawings or plans depicting the locations of all system components, operating instructions and warranty information, maintenance schedules, and testing procedures.   

 

(2) Results of tests and inspections of corrosion protection systems and components.

 

 

As long as the corrosion protection system is used.

 

 

 

5 years.

 

 

By regulation - 30 TAC 334.49(e)(2)(A). 

 

 

 

 

 

 

By regulation - 30 TAC 334.49(e)(2)(B).

 

PW5450-05g

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Release detection records.

 

(1) Installation records related to the release detection system; all written performance claims pertaining to the system used and documentation of how those claims have been justified or tested by the equipment manufacturer or installer; and any schedules of required calibration and maintenance provided by the release detection equipment manufacturer.

 

(2) Results of sampling, testing, or monitoring of releases (including tank tightness tests); records and calculations related to inventory control reconciliation; and documentation of service, calibration, maintenance, and repair of release detection equipment.

 

 

As long as the release detection system is used.

 

 

 

 

 

 

5 years.

 

 

By regulation - 30 TAC 334.50(e)(2)(A), (B), and (E).

 

 

 

 

 

 

 

By regulation - 30 TAC 334.50(e)(2)(C), (D), and (E).

PW5450-05h

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Spill and overfill control records.

 

(1) Installation records of spill and overfill prevention equipment.

 

 

 

(2) Records of servicing, calibration, maintenance, and repair of spill and over­fill equipment.

 

(3) Transfer or inventory records documenting the basis for claiming an exemption from the spill and overfill equipment requirements, if applicable.

 

 

As long as the spill and overfill prevention equipment is used.

 

5 years. 

 

 

 

5 years.

 

 

By regulation - 30 TAC 334.51(c)(2)(A).

 

 

 

 

By regulation - 30 TAC 334.51(c)(2)(B). 

 

 

 

By regulation - 30 TAC 334.51(c)(3).

PW5450-05i

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Records for repairs and relining.

 

(1) General information related to the repair or relining of a storage tank including materials specifications, warranty information, recommended test procedures, and inspection and maintenance schedules applicable to the relining of a storage tank.

 

(2) Results of inspections, tests, and maintenance activities. 

 

 

Operational life of the storage tank system. 

 

 

 

 

5 years.

 

 

By regulation - 30 TAC 334.52(d)(2)(A) and (C).

 

 

 

 

 

By regulation - 30 TAC 334.52(d)(2)(B).

 

PW5450-05j

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Records of the installation of a used tank including inspection and tank tightness test results required for the reuse of used tank.

As long as the tank remains in operation. 

By regulation - 30 TAC 334.53(c).

PW5450-05k

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Documentation of compliance with requirements for the temporary removal from service of a storage tank.

5 years.

By regulation - 30 TAC 334.54(e)(4)(B).

PW5450-05l

STORAGE TANK (IMMOVABLE) SYSTEM RECORDS

Documentation of compliance with requirements for the permanent removal from service of a storage tank.

As long as any underground storage tank remains in service at the facility or 5 years after the storage tank system is permanently removed from service, whichever longer.

By regulation - 30 TAC 334.54(e)(4)(B).

PW5450-06

STORAGE TANK (MOVABLE) SYSTEM RECORDS

Records of movable aboveground storage tanks that are regularly used to store petroleum products (e.g., skid tanks), are intended to be moved from one location to another on a regular basis, and are not permanently part of any particular facility.

5 years.

By regulation - 30 TAC 334.127(f)(2).

PW5450-07

WASTE GENERATORS, RECORDS OF

 

 

 

PW5450-07a

WASTE GENERATORS, RECORDS OF

Authorized discharges to surface waters - Records documenting permit requirements for monitoring and processing the surface discharge of wastewater generated from treatment of water contaminated by petroleum substances, and discharges to surface wa­ters from locally-owned or operated activities including ready-mixed concrete plants and concrete products plants and their associated facilities, sand and gravel mining and processing facilities, motor vehicle cleaning facilities, and petroleum bulk stations and terminals.

3 years.

 

PW5450-07b

WASTE GENERATORS, RECORDS OF

Hazardous waste - Operation records of generators of hazardous waste regarding the quantities generated and shipped off-site for storage. For retention requirements of records for local government-owned facilities that store, process, or dispose of hazardous waste, see Part 3 of Local Schedule UT (Records of Utility Services).

 

(1) Records of any test results, waste analyses, or other methods used to determine if waste is hazardous.

 

 

 

 

(2) Manifests and shipping papers, such as monthly shipment summaries and exception reports, retained by generators of hazardous waste.

 

(3) Annual summary reports submitted by the generator to the Texas Commission on Environmental Quality.

 

 

 

 

 

 

 

 

3 years after the waste was last sent to an on-site or off-site storage, processing, or disposal facility.

 

 

 

3 years.

 

 

 

3 years.

Retention Note:  The retention period for the following records maintained by generators of hazardous waste is extended automatically during the course of any unresolved enforcement action regarding the regulated activity.

 

By regulation - 30 TAC 335.70(a).

 

 

 

 

 

By regulation - 30 TAC 335.13(d), (i), and (k).

 

By regulation - 30 TAC 335.70(b) and (c).

PW5450-07c

WASTE GENERATORS, RECORDS OF

Spill prevention and control.

 

(1) Notifications of all discharges or spills required to be reported by regulations of the Texas Commission on Environmental Quality such as any quantity of oil, hazardous substances, or other substances, discharged or spilled into or which may enter water in the state if not immediately contained, controlled, or removed; any discharge or spill during transportation; any discharge or spill which presents an imminent and substantial endangerment to public health or public safety; etc.

 

(2) Records of all discharges or spills and historical contamination, not subject to notification requirements, and maintained by facilities registered with the Texas Commission on Environmental Quality as a solid waste generator.

 

 

3 years.

 

 

 

 

 

 

 

 

 

 

 

 

3 years.

 

 

PW5450-07d

WASTE GENERATORS, RECORDS OF

Used oil filters - Shipping documentation retained by generators of used oil filters.  

3 years.

 

PW5450-07e

WASTE GENERATORS, RECORDS OF

Whole used or scrap tires - Manifests, work orders, invoices, daily logs, or other documentation used to support activities related to the accumulation, handling, and shipment of whole used or scrap tires.

3 years.

By regulation - 30 TAC 330.828(e).

PART 8:  WEIGHTS AND MEASURES RECORDS

Retention Note:  The retention periods in this part apply to the records of county public weighers and county or municipal sealers of weights and measures. This part should not be used by state public weighers or state sealers of weights and measures.

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5475-01

RECORD OF WEIGHTS

Copies of certificates of weight or measure issued by a public weigher.

3 years.

 

PW5475-02

WEIGHTS AND MEASURES INSPECTION RECORDS

 

 

 

PW5475-02a

WEIGHTS AND MEASURES INSPECTION RECORDS

Record, maintained in a bound volume or on separate forms, of each inspection, measurement, and test made by a sealer of weights and measures.

3 years.

 

PW5475-02b

WEIGHTS AND MEASURES INSPECTION RECORDS

Copies of reports to the Texas Department of Agriculture on violations of state weights and measures laws.

1 year.

 

PART 9:  LIBRARY AND MUSEUM RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5500-01

ACCESSION/DEACCESSION RECORDS

Records used to update library catalogs or inventory records of the accession through purchase or gift or the deaccession through loss or withdrawal of library and museum materials. 

AV.

Retention Note:  This record series does not include the record copy of pur­chase requisitions or orders or accounts payable documentation. See item numbers GR1025-26 and GR1075-03 in Local Schedule GR.

PW5500-02

BORROWER REGISTRATION RECORDS

Records documenting the registration of borrowers. 

AV.

 

PW5500-03

CIRCULATION RECORDS

Records documenting the circulation of library materials to individual borrowers.

AV.

 

PW5500-04

INTERLIBRARY LOAN RECORDS

Records relating to the lending and borrowing of library materials through interlibrary loan.

AV.

Retention Note:  It is an exception to the retention period for this item that if interlibrary loan services are funded by indirect grants from the U.S. Department of Education, the record copy of documents evidencing interlibrary loan activity must be retained for FE + 5 years.  See introductory retention note concerning grant records in Part 2 of Local Schedule GR (Records Common to All Local Governments).

PW5500-05

INVENTORY RECORDS

Shelf lists or equivalent records showing current library and museum holdings.

Until superseded. 

 

PW5500-06

LIBRARY CATALOGS

 

Until superseded. 

 

PART 10:  PARKS AND RECREATION RECORDS

Retention Note:  This part concerns records associated with the use of parks; playgrounds; community centers; swimming pools; theaters; concert halls; golf courses; zoos; civic auditoriums; and other sports, recreational, and cultural facilities owned and operated by a local government.

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5525-01

ATTENDANCE REPORTS

Reports, statistical compilations, and similar records of attendance at and the use of parks and recreational facilities.

 

 

PW5525-01a

ATTENDANCE REPORTS

Annual reports.

PERMANENT.

 

PW5525-01b

ATTENDANCE REPORTS

Monthly reports.

3 years.

 

PW5525-01c

ATTENDANCE REPORTS

Daily or weekly reports.  

1 year.

 

PW5525-02

HORTICULTURAL FILES

Inventories, maps, and similar records relating to the botanical description and location of all plants, trees, and shrubs in local government parks, botanical gardens, arboretums, zoos, etc. 

AV.

Retention Note:  Review before disposal; some records in this group may merit PERMANENT retention for historical reasons.

*PW5525-03

PROGRAM FILES

Records relating to sports, recreational, or cultural activities and programs sponsored by a local government, including activity schedules, programs, rosters, status sheets, scorebooks, rules and regulations, activity planning records, and all other similar records not noted elsewhere in this part.

2 years.

Retention Note:  Review before disposal; some records in this group may merit PERMANENT retention for historical reasons.

 

PW5525-04

RESERVATION AND REGISTRATION RECORDS

 

 

 

PW5525-04a

RESERVATION AND REGISTRATION RECORDS

Logs or similar records documenting the reservation of park and recreational facilities.

2 years.

 

PW5525-04b

RESERVATION AND REGISTRATION RECORDS

Applications for reserved use of park and recreational facilities not requiring a permit under local ordinance or policy.

2 years.

Retention Note:  For reserved or special use of park or recreational facilities requiring a permit under local ordinance or policy see item number GR1000-36 in Local Schedule GR.

*PW5525-04c

RESERVATION AND REGISTRATION RECORDS

Waivers of liability/parental consents. 

 

3 years from cessation of activity for which the waiver was signed.

Retention Note:  If an accident occurs to any person covered by a signed waiver of liability, it must be retained for the same period as accident reports. See item number GR1000-20 in Local Schedule GR.

PW5525-05

SWIMMING POOL REPORTS

Swimming pool water quality test and analysis reports.

3 years.

 

PW5525-06

VISITOR LOGS

Guest books, registers, logs, or similar records of visitors to museums, historical sites, and other facilities owned or operated by a local government.

2 years.

 

PART 11:  ZOO RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5550-01

PERMITS AND LICENSES

Permits and licenses required by law or regulation from the U. S. Department of Agriculture, the Fish and Wildlife Service of the U. S. Department of Interior, or other federal or state agencies.

Expiration or termination + 3 years.

 

PW5550-02

MIGRATORY BIRD RECORDS

Records showing the species and number of migratory birds acquired, possessed and disposed of; the names and addresses of persons from whom the birds were acquired and to whom such birds were donated or sold, and the dates of the transaction.

CE + 5 years. 

By regulation - 50 CFR 21.12(b).

PW5550-03

WILDLIFE RECORDS

Records relating to zoo wildlife, except migratory birds (see item number PW5500-02).

 

 

PW5550-03a

WILDLIFE RECORDS

Records relating to the taking, possession, transportation, sale, purchase, barter, exportation, or importation of wildlife under permit issued by the Fish and Wildlife Service of the U. S. Department of Interior.

Expiration of permit + 5 years.

By regulation - 50 CFR 13.46.

PW5550-03b

WILDLIFE RECORDS

Records relating to the euthanization or disposal of dead zoo animals except as noted in PW5550-03c.

1 year.

By regulation - 9 CFR 2.80(a). 

 

PW5550-03c

WILDLIFE RECORDS

Necropsy reports on dead marine mammals.  

3 years.

By regulation - 9 CFR 3.110(g).

PW5550-03d

WILDLIFE RECORDS

Water quality test reports for marine mammal facilities.

1 year.

By regulation - 9 CFR 3.106(a)(3). 

PART 12:  PUBLIC BROADCASTING RECORDS

Retention Notes:  a) The retention periods in this part are for the records of noncommercial AM or FM radio and television broadcasting stations owned and operated by a local government.

b) Throughout this part the Federal Communication Commission is referred to as the FCC.

c) It is an exception to the retention periods given in this part, that records having a substantial bearing on a matter which is the subject of a claim against the licensee, or relating to an FCC investigation or a complaint to the FCC of which the licensee has been advised, shall be retained until the licensee is notified in writing that the records may be discarded, or, if the matter is a private one, the claim has been satisfied or is barred by statutes of limitation. In addition, it is an exception to the retention period for item number PW5575-08 that logs involving communications incident to a disaster or which include communications incident to or involved in an investigation by the FCC and about which the licensee has been notified, shall be retained by the licensee until specifically authorized in writing by the FCC to destroy them.

Record Number

Record Title

Record Description

Retention Period

Remarks

*PW5575-01

 APPLICATIONS AND RELATED MATERIALS

 A copy of any application tendered for filing with the FCC, together with all related material, including supporting documentation of any points claimed in the application pursuant to Sec. 73.7003, and copies of FCC decisions pertaining thereto. If petitions to deny are filed against the application and have been served on the applicant, a statement that such a petition has been filed shall be maintained in the file together with the name and address of the party filing the petition.

Applications shall be retained until final action has been taken on the application, except that applications for a new construction permit granted pursuant to a waiver showing and applications for assignment or transfer of license granted pursuant to a waiver showing shall be retained for as long as the waiver is in effect.

In addition, license renewal applications granted on a short-term basis shall be retained until final action has been taken on the license 

renewal application filed immediately following the shortened license term.

By regulation - 47 CFR 73.3527(e)(2).

 

 

 

*PW5575-02

ISSUES/PROGRAMS LISTS

For nonexempt noncommercial educational broadcast stations, every three months a list of programs that have provided the station's most significant treatment of community issues during the preceding three month period. The list shall include a brief narrative describing what issues were given significant treatment and the programming that provided this treatment. The description of the programs shall include, but shall not be limited to, the time, date, duration, and title of each program in which the issue was treated.

Until final action has been taken on the station's next license renewal application.

 

By regulation - 47 CFR 73.3527(e)(8)(i).

PW5575-03

CONSTRUCTION PERMIT RECORDS

Records relating to applications for the construction of new stations in the noncommercial educational broadcast services, including copies of applications and all exhibits, letters, and other documents tendered with or incorporated by reference in the application; all correspondence between the applicant and the FCC; any initial and final decisions in any hearings on the application; copies of any petitions filed to deny the application; and documentation relating to any requests for an extension of time to complete construction.

 

 

PW5575-03a

CONSTRUCTION PERMIT RECORDS

If permit is granted.

Until the expiration of the first licensing term (5 years for television licensees and 7 years for radio licensees) or until the grant of the first renewal application of the license in question, whichever later. 

By regulation - 47 CFR 73.3527(e)(2).

PW5575-03b

CONSTRUCTION PERMIT RECORDS

If permit is denied.

Until denial of permit by the FCC or, if appealed to a court, until decision of FCC upheld.

 

PW5575-04

DONOR LISTS

Lists of donors supporting specific programs broadcast by the station.

2 years.

By regulation - 47 CFR 73.3527(e)(9).

*PW5575-05

EQUAL EMPLOYMENT OPPORTUNITY FILE

 

Copies of annual employment reports filed with the FCC, including all exhibits, letters, and other documents filed with or incorporated by reference in the report.

Until final action has been taken on the station's next license renewal application.

By regulation - 47 CFR 73.3527(e)(6).

PW5575-06

OPERATIONAL LICENSES AND PERMITS

Station operation and broadcasting licenses and permits from the FCC, except those noted elsewhere in this part.

Expiration or cancellation of license or permit + 3 years.

 

PW5575-07

POLITICAL FILES

Record of requests made by or on behalf of political candidates for broadcast time, including a schedule of time purchased or provided free, when spots actually aired, the rates charged (if any), and the classes of time purchased (if any).

2 years.

By regulation - 47 CFR 73.1943(c).

PW5575-08

STATION LOGS

Logs containing technical data on the operation of the station as required by regulations of the FCC (47 CFR 73.1800 and 73.1820).

2 years, but see retention note.

By regulation - 47 CFR 73.1840(a).

 

Retention Note:  It is an exception to the retention period indicated that logs involving communications incident to a disaster or which include communications incident to or involved in an investigation by the FCC and about which the licensee has been notified, shall be retained by the licensee until specifically authorized in writing by the FCC to destroy them. In addition, logs incident to or involved in any claim or complaint of which the licensee has notice shall be retained by the licensee until such claim or complaint has been fully satisfied or until the same has been barred by statute limiting the time for filing of suits upon such claims.

 

PART 13:  SOCIAL SERVICES RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5600-01

AGING AND DISABLED, RECORDS OF SERVICES FOR THE

Records of local government services for the elderly and disabled, funded through grants from the Texas Department of Aging and Disability Services.

 

 

*PW5600-01a

AGING AND DISABLED, RECORDS OF SERVICES FOR THE

Financial records, supporting documents, statistical records, and other records relating to the performance of local governments designated to receive grants as area agencies on aging or local governments subcontracting for services to older persons such as transportation, homemaker services, multipurpose senior centers, information and referral, nutrition services, etc. 

5 years following the end of the federal fiscal year to which the record pertains and until any pending litigation, claim, or audit findings, issuance or proposed disallowed costs or other disputes have been resolved.

				 

PW5600-01b

AGING AND DISABLED, RECORDS OF SERVICES FOR THE

Records relating to all complaints filed concerning a grantee agency. 

5 years after the end of grantee's fiscal year and until any pending litigation, claim or audit findings, issuance of proposed disallowed costs, or other disputes have been resolved. 

By regulation - 40 TAC 81.21(d).

PW5600-01c

AGING AND DISABLED, RECORDS OF SERVICES FOR THE

Training records certifying completion of an approved National Safety Council Defensive Driving Course for vehicle operators providing transportation services authorized under Title III of the Older Americans Act.   

Until superseded.

Retention Note:  Current certification must be retained to verify that training has been received.

*PW5600-01d

AGING AND DISABLED, RECORDS OF SERVICES FOR THE

Administrative, fiscal, personnel, and client case records documenting case management services and nursing facilities.

3 years and 90 days after termination of the contract or until any litigation, claim, or audit is resolved, whichever is longer.

By regulation- 40 TAC 69.158(a) and 40 TAC 19.1924(2)

 

Retention Note:  Any personnel or payroll records in this record group must be kept for the retention period indicated here or for the retention period for the record in Part 3 of Local Schedule GR (Records Common to All Local Governments), whichever longer.

*PW5600-01e

AGING AND DISABLED, RECORDS OF SERVICES FOR THE

Records relating to services performed by local authorities under the Texas Home Living Program.

6 years from the date the records were created; any audit exception or litigation involving the records is resolved; or the individual becomes 21 years of age.

By regulation - 40 TAC 9.574(a)(b).

*PW5600-01f

AGING AND DISABLED, RECORDS OF SERVICES FOR THE

Records relating to services performed by local authorities under the Intermediate Care Facilities/Mental Retardation (ICR/MR) Program.

5 years from the date the records were created; any audit exception or litigation involving the records is resolved; or the individual becomes 21 years of age.

By regulation - 40 TAC 9.213(b).

*PW5600-01g

AGING AND DISABLED, RECORDS OF SERVICES FOR THE

Clinical records relating to Nursing Facility Requirements for Licensure and Medicaid Certification.

5 years after medical services end; or for a minor, three years after a resident reaches legal age under Texas law.

By regulation - 40 TAC 19.1910(b).

*PW5600-01h

AGING AND DISABLED, RECORDS OF SERVICES FOR THE

Index of admissions and discharges.

PERMANENT.

By regulation - 40 TAC 19.1912(a).

PW5600-02

CHILD PROTECTIVE SERVICE RECORDS

Records of local government services to protect children from abuse and neglect.

 

 

*PW5600-02a

CHILD PROTECTIVE SERVICE RECORDS

Child placement services (24-hour care and adoption).

 

(1) Case records of children placed in substitute care except for health records and documentation of the termination of parental rights.

 

(2) For children placed in substitute care, health records that physicians advise will be of medical importance to the child and information concerning the termination of parental rights or the court order. 

 

(3) Case records of children placed in adoption.  

 

 

 

Date minor reaches majority age + 5 years.

 

 

 

 

PERMANENT.

 

 

 

 

 

 

PERMANENT.

 

 

 

.

 

 

 

 

 

 

 

*PW5600-02b

CHILD PROTECTIVE SERVICE RECORDS

Child welfare contracts - Fiscal documents maintained by a county to ensure that claims for federal matching funds for child welfare contracts with the Texas Department of Family and Protective Services (DFPS) meet applicable federal requirements.   

3 years after the date final expenditure is submitted.

Retention Note:  If audited during the three-year period, the county must keep the documents until any audit exceptions are reconciled.

 

 

*PW5600-02c

CHILD PROTECTIVE SERVICE RECORDS

Contracts with Texas Department of Family and Protective Services (DFPS) for services for runaways and at-risk youth.

 

(1) Financial and supporting documents, statistical records, and any other records pertinent to the services for which a claim or cost report was submitted to the department or its agent.

 

 

 

(2) Records of nonexpendable property acquired under the contract.

 

 

 

 

 

3 years and 90 days after the end of the contract period or 3 years after the end of the federal fiscal year in which services were provided (if a provider agreement/contract has no specific termination date in effect) or until all litigation, claims, or audit findings are resolved.

 

3 years after the final disposition of the property.

 

 

 

 

 

By regulation - 40 TAC 732.262(b).

 

Retention Note:  Contract period means the beginning date through the ending date specified in the original agreement/contract; extensions are considered separate contract periods.

 

By regulation - 40 TAC 732.262(b).

*PW5600-02d

CHILD PROTECTIVE SERVICE RECORDS

Client files documenting protective services funded through contracts with the Texas Department of Family and Protective Services (DFPS).

 

5 years from the last date of services.

By regulation - 40 TAC 732.262(c) for medical records, and by authority of this schedule for documentation of other child welfare services.

*PW5600-03

PURCHASED SOCIAL SERVICES RECORDS

Documentation of social ser­vices funded through a contract with the Health and Human Services Commission except purchased health services listed in Local Schedule HR (Records of Public Health Agen­cies).

 

 

*PW5600-03a

PURCHASED SOCIAL SERVICES RECORDS

Financial and supporting documents, statistical records, and any other records pertinent to the services for which a claim or cost report was submitted to the department or its agent.

 

 

3 years and 90 days after the end of the contract period or 3 years after the end of the federal fiscal year in which services were provided (if a provider agreement/contract has no specific termination date in effect) or until all litigation, claims, or audit findings are resolved. 

Retention Note:  Contract period means the beginning date through the ending date specified in the original agreement/contract; extensions are considered separate contract periods.

*PW5600-03b

PURCHASED SOCIAL SERVICES RECORDS

Records of nonexpendable property acquired under the contract.

3 years after the final disposition of the property.

 

*PW5600-03c

PURCHASED SOCIAL SERVICES RECORDS

Social services client files.

5 years from the last date of services. 

 

PW5600-04

SOCIAL SERVICE CLIENT CASE FILES

Records of local government programs that provide social services such as emergency assistance, child care programs, services to the aged and disabled, housing and homelessness programs, etc., except for those programs funded by contracts with state agencies, as specified elsewhere in this section.

 

 

PW5600-04a

SOCIAL SERVICE CLIENT CASE FILES

Denied applicant records including application, eligibility worksheet, note of eligibility decision, reason for denial, and explanation of appeal process.

3 years.

 

PW5600-04b

SOCIAL SERVICE CLIENT CASE FILES

Eligible applicant records documenting services provided including application for services, eligibility verification, case assessment, referrals to community resources, etc.

5 years from last date of service.

 

*PW5600-05

VOLUNTEER SERVICE FILES

Information about individual volunteers and duties they perform.

US or date of separation + 3 years.

 

PART 14:  VETERANS SERVICE OFFICER RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5625-01

CLIENT FILES

Original records documenting the work of veterans service officers with their clients and copies of documents that by law, regulation, or administrative policy of authorizing federal or state agencies are retained by the agent after filing originals with the agency.

3 years.

 


PART 15:  GAMING RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5650-01

BINGO APPLICATIONS AND LICENSES

Copies of applications to conduct bingo games and copies of bingo licenses.

 

 

PW5650-01a

BINGO APPLICATIONS AND LICENSES

Applications.

1 year.

 

PW5650-01b

BINGO APPLICATIONS AND LICENSES

Licenses and license renewals.

 

 

Until superseded, but see retention note.

Retention Note:  If a bingo license is 2 years old and has not been superseded by a new license, it may be disposed of.

PW5650-02

REPORTS OF PROCEEDS

Reports of proceeds of bingo operators licensed to operate in counties and cities.

 

 

PW5650-02a

REPORTS OF PROCEEDS

If the city or county has imposed a gross receipts tax on bingo proceeds.

FE + 3 years.

 

PW5650-02b

REPORTS OF PROCEEDS

If the city or county has not imposed a gross receipts tax on bingo proceeds.

AV.

 

PART 16:  CEMETERY RECORDS

Retention Note:  This part applies to the records of cemeteries operated by counties, cities, or any other local government.

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5675-01

CREMATION RECORDS

Records relating to the cremation of human remains in a cemetery crematorium showing name and age of deceased (if known), date of cremation, and disposition of cremated remains.

PERMANENT.

 

PW5675-02

INTERMENT RECORDS

Records showing name and age of deceased (if known), date of interment, and type and location of interment.

PERMANENT.

 

PW5675-03

DISINTERMENT RECORDS

Court or health department exhumation orders, copies of disinterment permits, reports concerning the disinterment and subsequent disposition of the exhumed remains, and similar records relating to the disinterment or exhumation of human remains.

PERMANENT.

 

PW5675-04

CEMETERY MAPS AND PLATS

Maps, plats, or similar records showing the location of all graves and gravesites in the cemetery.

PERMANENT.

 

PW5675-05

CEMETERY REGISTERS

Ledgers, registers, or similar records showing all cemetery lots by plat number with the name of the purchaser, purchase price, and date of purchase.

PERMANENT.

 

PW5675-06

DEEDS (CEMETERY)

Deed books or copies of deeds or comparable instruments of ownership of lots and gravesites, including similar records relating to deed transfers.

PERMANENT.

 

PART 17:  COUNTY HISTORICAL COMMISSION RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

PW5700-01

COUNTY REGISTER OF HISTORICAL PLACES AND MEMORABILIA

Register containing data on historical places and memorabilia required of county historical commissions by the Local Government Code, Section 318.006(b).

PERMANENT.

 

PART 18:  MISCELLANEOUS RECORDS

Record Number

Record Title

Record Description

Retention Period

Remarks

*PW5725-01

OIL AND GAS RECORDS

Records relating to drilling for oil and gas on land owned by municipalities or other local governments.

 

 

*PW5725-01a

OIL AND GAS RECORDS

Permits.

Expiration, cancellation, revocation, or denial of permit + 5 years.

 

*PW5725-01b

OIL AND GAS RECORDS

Inspection reports.

3 years.

 

*PW5725-01c

OIL AND GAS RECORDS

Oil and gas lease and production records, and division orders.

Expiration, cancellation, or revocation of associated lease + 5 years.

 

 

Comments or complaints regarding the programs and services of the

Texas State Library and Archives Commission can be addressed to the

Director and Librarian, PO Box 12927, Austin, TX 78711-2927.

512-463-5460 or 512-463-5436 Fax

 

Copies of this publication are available in alternative format upon request.

Page last modified: April 30, 2013