Records Retention Policy

Type of Record

Retention Period

Court Information:

 

          Case Files

Permanently

          Docket/Index/Journal

Permanently

          Administrative Journals (Policies &
Procedures of Court)

Permanently

          Social Files

Two (2) years following the last docket entry, or one (1) year following audit, or six (6) months after juvenile turns 18, whichever is longer

          Audiotapes of Hearings

Two (2) years following hearing or following conclusion of appeal, whichever is longer

          Transcripts of Hearings (Paper)

Five (5) years after hearing or following conclusion of appeal, whichever is longer

Fiscal Information:

 

          Annual Departmental Budget

Permanently

         Annual Reports

Three (3) years, provided audited by the State Auditor

          Contracts

Fifteen (15) years after the expiration of the contract

          Federal/State Grant Files

Five (5) years after audit is conducted or expiration of grant, whichever is longer

          Inventories

Three (3) years after inventory

          Leases

Five (5) years after expiration

          Payroll (copies, original retained 
by County Auditor)

Three (3) years, provided audited by the State Auditor

Personnel Information:

 

          Employment Applications and    
Resumes; Persons NOT Hired

Two (2) years after submission

          Personnel Files

Permanently

          Leave Requests

Three (3) years after submission, provided audited by the State Auditor

          Time Sheets

Three (3) years after time period, unless otherwise required for grant compliance

          Travel Expense Reports

Three (3) years after travel, provided audited by the State Auditor

          Travel Request Forms

Until audited by the State Auditor

          Incident Reports, including           
accident and injury reports

Five (5) years after incident

         Oaths of Non-Elected Personnel
(including employees, volunteers,
and interns)

Ten (10) years after leaving service

         Oaths of Elected Officials

Ten (10) years after leaving office

General Information:

 

          Correspondence, General Office
Records, Daily Papers and Notes

Destroy in the normal course of business when no longer of value

          Judge/Magistrate Notes, Drafts,
and Research

Destroy in the normal course of business when no longer of value

          Manuals and Handbooks

Until superseded by a new copy