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Massachusetts Statewide Records Retention …

Massachusetts Statewide Records Retention schedule 01-11. A publication of the Records Conservation Board produced in conjunction with the Massachusetts Archives and the Supervisor of Records 2011 Edition As amended through April 6, 2011. Expiration Date In effect until superseded Summary of Contents Introduction ..35. Revisions to the Current Edition ..37. Important Points ..41. Special Notes ..43. The Records Conservation Board ..45. Glossary of Special Sample File A Administration and Records in B Legal and C Facilities, Transportation, and Construction ..95. D 119. E Personnel .. 127. F Information and Records Management .. 133. G Secretary of State .. 143. H Education .. 159. I Environment and Energy .. 167. J Public Safety .. 179. K Health and Human 197. L Revenue and Taxation .. 215. M Labor and Workforce .. 247. N Massachusetts Port Authority.

Massachusetts . Statewide Records Retention Schedule . 01-11 . A publication of the Records Conservation Board produced in conjunction with the Massachusetts Archives and the Supervisor of Records

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Transcription of Massachusetts Statewide Records Retention …

1 Massachusetts Statewide Records Retention schedule 01-11. A publication of the Records Conservation Board produced in conjunction with the Massachusetts Archives and the Supervisor of Records 2011 Edition As amended through April 6, 2011. Expiration Date In effect until superseded Summary of Contents Introduction ..35. Revisions to the Current Edition ..37. Important Points ..41. Special Notes ..43. The Records Conservation Board ..45. Glossary of Special Sample File A Administration and Records in B Legal and C Facilities, Transportation, and Construction ..95. D 119. E Personnel .. 127. F Information and Records Management .. 133. G Secretary of State .. 143. H Education .. 159. I Environment and Energy .. 167. J Public Safety .. 179. K Health and Human 197. L Revenue and Taxation .. 215. M Labor and Workforce .. 247. N Massachusetts Port Authority.

2 257. O Department of Youth 273. Appendix: Electronic Records Management Guidelines .. 279. Table of Contents Introduction ..35. Revisions to the Current Edition ..37. Important Points ..41. Special The Records Conservation Board ..45. Glossary of Special Sample File RCB-2 Application for Destruction RCB 2-T Application for Transfer Permission ..53. RCB-1E Application for Electronic Systems Information Plan ..55. RCB-2E Application for Scanning and Destruction Permission ..57. RCB-2M Application for Microfilming and Destruction Permission ..59. RCB-4 Records Liaison Officer A Administration and Records in A1 Program Development and 1 Program Establishment, Development Records ..63. 2 Annual and Summary Reports 3 Program Plans and Planning 4 Reorganization, Relocation, and Closing 5 Accreditation Records ..63. 6 Disaster Planning 7 Commemorations and Historical Anniversary 8 Program Historical Articles and Clippings.

3 64. 9 Artifacts and A2 Legislation and 1 Informational 2 Legal Letter Release Records ..64. 3 Policy and Procedures Records ..65. 4 Executive Orders, Directives, and Bulletins Records ..65. 5 Rules and Regulations Records ..65. 6 Legislation Records ..65. 7 Legislative Relations Records ..65. A3 1 Executives' Correspondence/Subject 2 Executives' Briefing Files ..66. 3 Elected Office Transition Files ..66. A4 Committee ..66. 1 Committee Establishment, Charges, and Membership Records ..66. 2 Standing Committees, Councils, Boards, and Commissions Records ..66. 3 Committee Records ..66. 4 Board, Council, Committee Docketed Case Files ..66. 5 Committee Members' Records ..67. 6 Task Force Records ..67. 7 Staff Meeting Records ..67. A5 Program 1 Program Subject/Resource 2 Program Issues and Topics Records ..67. 3 Program Outreach and Training Records .

4 67. 4 Program Administration Records ..68. 5 Program Publication Records ..68. A6 Office Management ..68. 1 Office Social Activity 2 Schedules and Calendars ..68. 3 General Office Administration Records ..68. A7 Program Relations ..69. 1 Intra-Agency Relations 2 Intra-Governmental 3 Inter-Agency Relations 4 Federal/State Relations Records ..69. 5 Special Relations Records ..69. 6 External Program Relations 7 Professional Organizations and Associations Records ..70. A8 Public Relations ..70. 1 Public Relations and Communications Records ..70. 2 Media Advisories and Releases Records ..70. 3 Public Appearances, Speeches, and Writings ..70. 4 Ombudsman/Advocate Records ..70. A9 Special 1 Special Events Records ..70. 2 Conference, Seminar, and Workshop Participant Records ..71. 3 Conference, Seminar, and Workshop Sponsor Records ..71.

5 A10 Special Projects ..71. 1 Program Research and Survey/Questionnaire Data ..71. 2 Program Special Projects, Studies, and Initiatives A11 Correspondence ..71. 1 Administrative Convenience 2 General Administrative 3 Policy Development 4 Transitory Messages ..72. A12 Public Bodies Subject to the Open Meeting Law ..72. 1 Meeting 2 Meeting 3 Meeting 4 Recordings of Meetings for Use in Drafting 5 Recordings of Meetings for Public Television Access ..72. 6 Documents, Exhibits, or Other Records Used by a Public 7 Notice to Individuals ..73. 8 Open Meeting Law 9 Open Meeting Law 10 Correspondence ..73. 11 Training Materials ..73. 12 Complaints (Other than Open Meeting Law Complaints) ..73. B Legal and B1 Legal 1 Legal Opinion Records ..75. 2 Legal Review 3 Legal Announcements and Advertisements 4 Legal Issues Records ..75. 5 Delegation of Authority 6 Ethics and Conflict of Interest Records .

6 76. 7 Contract and Agreements Legal 8 Land Management and Acquisition B2 Public 1 Public Records Request Records ..76. 2 Public Records Appeal Case Files ..77. 3 Massachusetts Environmental Police-Public Records 4 Fair Information Practices Act (FIPA) Request 5 Non-Party Subpoena B3 Investigation and Monitoring ..77. 1 Investigation Case 2 Discrimination Investigation Case Files ..78. 3 Civil Investigation Records ..78. 4 Special Investigation 5 Internal Investigation B4 Regulatory and 1 Permits 2 Facilities Inspection, Monitoring, and Control Records ..79. 3 Facilities Licensing and Certification Records ..79. 4 Licensure Complaints, Investigations, and Hearings 5 Professional Licensure and Certification Records ..79. 6 Complaints Against Agency Records ..80. B5 1 Administrative Law Case 2 Administrative Law Appeals ..80. 3 Litigation Case 4 Litigation/Hearings Case Exhibits.

7 81. 5 Legal Briefs and Testimony 6 Tort Claim Records ..81. B6 Attorney General ..81. 1 Attorney General Contract Review 2 Special Assistant Attorney General (SAAG) 3 Attorney General Conflict of Interest 4 Attorney General Opinion Records ..81. 5 Attorney General Initiative Petition Review 6 General Obligation Bond 7 Attorney General Inauguration Records ..82. 8 Open Meeting Law Investigation Records ..82. 9 Public Records Referrals from Supervisor of Public Records ..82. 10 Attorney General Litigation Files ..82. 11 District Attorney Case Files (formerly schedule No. 45/89)..83. 12 Attorney General Civil Investigations Records ..83. 13 Consumer Complaint Investigations 14 Public Charities Filing Records ..83. 15 Public Charity Investigation Records ..84. 16 Insurance Rate Hearings Records ..84. 17 Contract Bid Award Investigation Records .

8 84. 18 Attorney General Community Services Records ..84. 19 Fugitive Renditions 20 Usury Notices ..84. 21 Notices/reports sent to the Attorney 22 National Association of Attorneys General (NAAG) Amicus Briefs and Sign-Ons ..85. 23 By-Law and Charter Submissions ..85. 24 City Zoning 25 Records Provided to Attorney General for Review ..86. B7 Cable Television Division ..86. 1 Division Appellate Decisions ..86. 2 Appellate Dockets-Support Material ..86. 3 Rate Decisions ..86. 4 Rate Regulation Proceedings-Support 5 Rulemaking Proceedings-Support Materials ..87. 6 Rulemaking Decisions ..87. 7 Form 500 8 Form 500 Complaint 9 Forms 200,300,400 ..87. 10 Initial Franchise Agreements ..88. 11 Renewal Franchise 12 Form 100 ..88. 13 Form 394 ..88. 14 Filling & Termination of Service Filing ..88. 15 Rate Cards and Channel Line-ups ..88. B8 Agricultural Resources.

9 89. 1 Division of Animal Health B9 Weights and 1 Division of Standards (Office of Consumer Affairs)..89. B10 Governor's Council/Executive Council (formerly schedule No. 23/88, 32/89, 72/88, 19/68) ..89. 1 Commutation Files, 2 Commutation Files, Denied ..90. 3 Commutation File Index ..90. 4 5 Veterans' Appeal Case 6 Rendition 7 Rendition Index ..90. 8 Judge and Clerk Files ..90. 9 Notary Public and Justice of the Peace B11 Office of Campaign and Political Finance ..91. 1 Candidate Public Financing Request Records ..91. 2 Non- Statewide Office Candidate Finance Disclosure Records ..91. 3 Statewide Office Candidate Financial Filings ..91. 4 Referendum Committee Financial Filings ..91. 5 Political Committee Statements of Organization 6 Contributor Ballot Question Expenditure Filings ..91. 7 Ward and Town Political Party Committee Financial Filings.

10 92. 8 Political Action Committee (PAC) Financial Filings ..92. 9 PAC Cross Check ..92. 10 Inspection Requests ..92. 11 Audit Work Papers/Correspondence ..92. 12 Campaign Finance Monitoring and Investigation 13 Non-Filer Referrals to Attorney General ..92. 14 Late Fines/Collections ..93. 15 Landmark/Policy Setting Investigation Case Files ..93. 16 Rules and Regulations Records ..93. 17 Legislation Records ..93. 18 Legal Opinion Records ..93. 19 Legal Issues Records ..93. 20 Correspondence of the 21 Public Records and Fair Information Practices Act (FIPA) Requests ..94. C Facilities, Transportation, and Construction ..95. C1 Facilities 1 Facilities Management 2 State Office Space Planning Records ..95. 3 Facilities Disability Access 4 Equipment Case Files ..95. 5 Property, Vehicles, and Equipment Management 6 Buildings and Facilities Informational Data.


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