TXDPS Records Retention

TEXAS DEPARTMENT OF PUBLIC SAFETY

RECORDS

RETENTION SCHEDULE

Effective September 1, 2009

PREPARED BY DPS OFFICE OF GENERAL COUNSEL

APPROVED BY TEXAS STATE LIBRARY AND ARCHIVES COMMISSION

August 2009

TABLE OF CONTENTS

Administrative Records 1General 1State Publications 9

Electronic Data Processing Records 10Automated Applications 10Computer Operations & Technical Support 16

Fiscal Records 18Documents Showing Compliance with System of Internal Control 18Documents and Original Entry 18Journals or Registers 19Ledgers 19Other Fiscal 19Reports 20Worksheets, Detail Information on Financial Events or Transactions 21

Personnel Records 22Employee 22Payroll 28Personnel Administration 29Time and Leave 33

Support Services Records 34Facility Management. 34General 38Purchasing 40Risk Management 41Telecommunications 43Vehicles 44

Administration 45Administrative Training Unit. 45Human Resources Bureau 45

Employment and Compensation 46Health and Safety 47Law Enforcement Promotional Service 47

Motorcycle & ATV Safety Training Unit 47Human Resources Bureau/Recruiting 48Mail Operations 48Reproduction 49Training Academy - Administrative Office 50Training 50Crime Records Service 51

CIB 51Access & Dissemination 51(CSR)/Legal 51

Fleet. 52Human Resources 52

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TABLE OF CONTENTS

Psychological Services Bureau 53Radio Frequency Unit 54Regulatory Licensing Service/Private Security Bureau 55Staff Support Service 56

EEO Office 56State Coordinator Emergency Management Services 57

Criminal Law Enforcement Division 58Motor Vehicle Theft Service 58Narcotics Service 59

Triplicate Prescription Section 59Narcotics Services 59Controlled Substance Registration Section 60

Criminal Intelligence 61Missing Persons Clearinghouse 61Polygraph 62Criminal Intelligence 62

Crime Laboratory 63Director's Office 64

Aircraft Section 64Employee Relations Office 65Information Management Division 66Internal Affairs 67Legislative Liaison 69Office of General Counsel 69

Driver License Division 70Accident Records Bureau 70Driver Records Bureau 71Driver Improvement Bureau 71License Issuance Bureau 72Safety Responsibility Bureau 72

Public Safety Commission 72Office of Audit and Inspection 72

Texas Highway Patrol Division 74Motor Carrier Bureau & Traffic Law Enforcement.. 74Vehicle Inspection & Emissions 79

Vehicle Inspection Records & Information Services 79Communications Service 82School Bus 82

Texas Rangers Division 83Polygraph Examiners Board 83

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Form SLR 105C mustSTATE OF TEXAS accompany this form.

iand Archives Records Retention ScheduleiCommission

lPage See top of dpage

2.Agency 3. AgencyTexas Department of Public SafetyCode 405 Name

4. 5. 6. 7. ho. 11.8. TSLAC

Records Agency Retention Period Archival ONLYSeries Item 9. Amend.

Item No. No. Record Series Title AQency StoraQe Total Remarks 106 No. No.

Administrative Records - General

Agency Performance MeasuresFE+3 retention period overrides anyDocumentation (Any records of an agencyshorter retention period for records

1.1.064 DPS.0001needed for the documentation of output,

FE+3 FE+3 series in this schedule if the recordoutcome, efficiency, and explanatoryseries is needed for documentation ofmeasures in an agency's appropriationsagency performance measures.reauest or strateaic plan.)

1.1.070 DPS.0002 Agency Rules, Policies and Procedures US+3 US+3 R R =Review by State Archivist

AC =Sept. 18 odd numbered years.1.1.066 DPS.0003 Annual and Biennial Reports (Narrative) AC+6 AC+6 A Copies to Texas State Publications

Deoositorv Proaram. lTSLAC)

Audits (Audits and reviews performed by AC =Publication or release of finalaudit findings. The record copy of any

1.1.002 DPS.0004 or on behalf of an agency, including theAC+7 AC+7 audit performed by the Stateworking papers that support the audit. Also

Auditor's Office is retainedincludes audits performed on the agency.)Ipermanentlv bv that aQency.

Retention Codes (Field 7) Archival Codes (Field 8)

AC - After Closed, Terminated, Completed, Expired, SettledAV - Administrative Value

CE - Calendar Year EndFE - Fiscal Year End

LA - Life of AssetMO- Months

PM - Permanent A - Transfer to State ArchivesUS - Until Superseded R - Review by State Archivist

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Pa e 2 of9!

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STATE OF TEXAS

Records Retention Schedule

SLR 105

Form SLR 105C mustaccompany this form.

1.Page See top of dpage

Texas De artment of Public Safet2.Agency

Code

4.

RecordsSeries

Item No.

1.1.006

1.1.007

4055.

AgencyItemNo.

DPS.0005

DPS.0006

3. AgencyName

6.

Record Series Title

Complaint Records (Complaints receivedby an agency from the public concerningthe agency and records pertaining to theresolution of the complaint.)

Correspondence - Administrative(Incoming/outgoing and internalcorrespondence, in any format, pertainingto the formulation, planning,implementation, interpretation, modification,or redefinition of the programs, services, orprojects of any agency and theadministrative regulations, policies, andprocedures that govern them.)

7.

Retention Period

Total

AC+2 AC+2

3 3

AC = Final disposition of thecomplaint. CAUTION: If a complaintbecomes the subject of litigation, itmust be included in and is subject tothe minimum retention period of itemnumber 1.1.048.R = Review by State Archivist.CAUTION: This record series anditem number 1.1.008 should be usedonly for correspondence that is notincluded in or directly related toanother records series in thisschedule. For example, a

R memorandum that documents anappropriations request must beretained for the minimum retentionperiod prescribed by item number1.1.004; a letter concerning an auditfor that prescribed by item number1.1.002, etc. SEE ALSO item number1.1.011.

o.

106 No.

11.TSLACONLY

Amend.No.

Retention Codes (Field 7)


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CE - Calendar Year End LA - Life of AssetFE - Fiscal Year End MO - Months

Archival Codes (Field 8)


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Records Agency Retention Period Archival ONLY

Series Item 9. Amend.Item No. No. Record Series Title Agency Storage Total Remarks 106 No. No.

Correspondence - General (Non-administrative incoming/outgoing and

Comments: SEE comment to item1.1.008 DPS.0007 internal correspondence, in any media,

1 1 number 1.1.007. SEE ALSO itempertaining to or arising from the routine

number 1.1.010.operations of the policies, programs,services, or proiects of any aaencv.)Customer Surveys (Surveys returned by

1.1.038 DPS.0008 the customers or clients of an agency rating AC+3 AC+3 AC =After summary reports compiledan aaencv's performance.)

R =Review by State ArchivistCAUTION: A record of this type

Desk Calendars!Appointment Books purchased with personal funds, but(Desk calendars, appointment books, and used by a state official or employee

1.1.013 DPS.0009similar records, purchased with state funds

CE+1 CE+1 Rto document his or her work activities

that document appointments, itineraries, may be a state record and subject toand other activities of an agency official or this retention period. See Openemployee.) Records Decision 635 issued in

December 1995 by the AttorneyGeneral.

Directives (Any document that officially1.1.010 DPS.0010 initiates, rescinds, or amends general office US+1 US+1

Iprocedures.)






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Item No. No. Record Series Title Acencv Storace Total Remarks 106 No. No.Executive Orders (Any document thatinitiates, rescinds, or amends a regulation,

A =Transfer to Archives and1.1.011 DPS.0011 policy, or procedure that governs the US+3 US+3 AInformation Services Division.programs, services, or projects of an

aaencv.)R =Review by State Archivist

Legal Opinions and Advice (From agency CAUTION: Does not include legal

1.1.014 DPS.0012 legal counselor the Attorney General,AV AV R

opinions or advice rendered on aincluding any requests eliciting the matter in litigation or with regard toopinions.) pending litigation. SEE item number

1.1.048.AC =Sept. 151 of odd-numbered

Legislative Appropriation Requests calendar years. Note: Only copies ofsupporting documentation submitted(Including any supporting documentationto the Legislative Budget Board arecreated and/or used to justify and support

1.1.004 DPS.0013 legislative appropriations requests by an AC+6 AC+6 Aarchival. The archival requirement is

agency. Note: Only copies of supporting met by sending the required copies of

documentation submitted to the Legislative the requests to the Texas StatePublications Depository Program,Budget Board are archival.)Texas State Library and ArchivesCommission.




PM - Permanent A - Transfer to State ArchivesUS - Until Suoerseded R - Review by State Archivist

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Series Item 9. Amend.Item No. No. Record Series Title AQency StoraQe Total Remarks 106 No. No.

R =Review by State ArchivistComments: AC =As applicable,decision of an agency not to file a

Litigation Files (Records created by or onlawsuit or decision that a lawsuit willnot be filed against it on a matter;

1.1.048 DPS.OO14 behalf of an agency in anticipation of or in AC+l AC+l Rdismissal of a lawsuit for want of

the adjudication of a lawsuit.) prosecution or on motion of theplaintiff; or final decision of a court (orof a court on appeal, if applicable) ina lawsuit.

Meeting Agenda and Minutes (Official Agency retains permanent record

agenda and minutes of state boards,copy. The archival requirement is met

1.1.058 DPS.0015 committees, commissions, and councils PM PM Aby sending a copy to the Archives

that conduct open meetings as required byand Information Services Division,Texas State Library and Archives

Government Code, Chapter 551)Commission

Meetings, Audio or Videotapes of Open AC+ AC+ AC =Official approval of written1.1.060 DPS.OO16 (Audio or videotapes of open meetings of 90 90 minutes of the meeting by the

state boards, commissions, committees, days days governing body of an agency.and councils.)






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Meetings, Certified Agendas or Tape AC =The date of the meeting orRecordings of Closed (Certified agendas completion of pending action

1.1.059 DPS.0017 or tape recordings of closed meetings of AC+2 AC+2 involving the meeting, whichever isstate boards, committees, commissions, laterand councils.) Government Code, § 551.104(a)Meeting - Notes (Notes taken during open

AC+ AC+1.1.061 DPS.0018

meetings of state boards, commissions,90 90 AC =Approval of the formal minutes

and councils from which written minutesare prepared.) days days by the governing body.

Meetings - Supporting Documentation(Documents submitted at meetings of stateboards, commissions, committees, andcouncils including exhibit items,

A =Transfer to Archives and1.1.062 DPS.OO19 documentation for agenda items, etc. 2 2 AInformation Services Division.Includes documents sent in advance of

meetings for briefing purposes, some ofwhich may not be submitted at the actualmeetinq.)

1.1.019 DPS.0020Public Relation Records (News or press

2 2 R R =Review by State Archivistreleased issued by the aqency.)



CE - Calendar Year End LA - Ufe of AssetFE - Fiscal Year End MO - Months


PM - Permanent A - Transfer to State ArchivesUS - Until Superseded R - Review bv State Archivist

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Public Information Requests - Not

1.1.020 DPS.0021Exempted (Includes all correspondence

AC+1 AC+1 AC =Date request fulfilledand documentation relating to requests forrecords that are furnished to the public.)Public Information Requests - Exempted(Includes all correspondence and

1.1.021 DPS.0022documentation relating to requests for

AC+2 AC+2AC =Date of notification that records

records that are denied under exceptions are exemptto the Public Information Act (Chapter 552Government Code)

1.1.023 DPS.0023 Organization Charts US US A A =Transfer to State Archives

Plans and Planning Records (Plans andrecords relating to the process of planning R =Review by State Archivist

1.1.024 DPS.0024new or redefined programs, services, or

AC+3 AC+3 RAC =Decision made to implement or

projects of an agency that are not included not implement result of planningin or directly related to other records series process.in this schedule.)

1.1.027 DPS.0025Proposed Legislation (Drafts of proposed

AV AVleQislation and related correspondence.)





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Series Item 9. Amend.Item No. No. Record Series Title Aoency Storaoe Total Remarks 106 No. No.

Registration Logs (Logs or sim i1ar recordsused to register persons appearing before

1.1.053 DPS.0026state agencies as required by Chapter

AC ACAC =Report filed with the Texas

2004, Government Code, including Ethics Commissionquarterly reports filed with the Texas EthicsCommission.)

1.1.069 DPS.OO27Reports - Activity (activity and production

1 1reports used for workload measures, etc.)

1.1.067 DPS.OO28 Reports and Studies (Non-Fiscal) 3 3 R R =Review by State Archivist

Reports and Studies (Non-Fiscal) - RawCAUTION: Does not include source

1.1.065 DPS.0029 AV AV document included in or directlyDatarelated to another records series.

Speeches (Notes or text of speeches,1.1.040 DPS.0030 papers, or reports delivered in conjunction 2 2 R R =Review by State Archivist

with agency work.)

1.1.063 DPS.0031 Staff Meeting Minutes and Notes 1 1

Strategic Plans (Information resources A =Transfer to Archives and

1.1.055 DPS.0032 and operational strategic plans prepared inAC+6 AC+6 A

Information Services Division.accordance with Sections 2054.095 and AC =Sept. 1st of odd-numbered2056.002, Government Code.) calendar years.





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Item No. No. Record Series Title Acencv Storace Total Remarks 106 No. No.Suggestion System Records

1.1.041 DPS.OO33 (Suggestions submitted by agency 1 1personnel and responses.)Texas Register Submissions (Copies ofall proposed, withdrawn, emergency, and

AC =Date of publication in the1.1.026 DPS.0034 adopted rules; open meetings notices; or AC+1 AC+1any other documents required by law to be

Register.

submitted to the Texas ReQister.)Training Materials (Instructional materials

1.1.043 DPS.OO35 developed by an agency for training entities US+1 US+1or individuals it reQulates or serves.)Transitory Information (Records oftemporary usefulness that are not anintegral part of a records series of anagency, that are not regularly filed within an AC =Purpose of record has been

1.1.057 DPS.OO36 agency's records system, and that are AC AC fulfilled.required only for a limited period of time forthe completion of an action by an official oremployee of the agency or in thepreparation of an on-going records series.)

Admlnl~lve R~rds - State Publications"<'. _-

.;,






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SLR 105

Form SLR 105C mustSTATE OF TEXAS. accompany this form.

I~~~~JRecords Retention Schedule

l.Page 8eetopof dpage

2.Agency 3. Agenc;yTexas Department of Public SafetyCode 405 Name

4. 5. 6. 7. ~O. ~ ~.

8. TSLACRecords Agency Retention Period Archival ONLYSeries Item 9. Amend.

Item No. No. Record Series Title Aaency Storaae Total Remarks 106 No. No.

1.3.002 DPS.~1 Publication Development Files AV AV R R =Review by State Archivist

AC =For those publications meant tobe distributed in a first publishedversion without subsequent revision,the date decision is made within anagency to no longer make thepublication available for distribution.

State Publications (One copy of each CAUTION: Many state publicationsstate publication as defined on must be submitted to the Texas State ."

1.3.001 DPS.0052page x of the state retention schedule,

AC+2 AC+2Publications Depository Program,

except a publication that is subject to Texas State Library and Archivesdifferent retention period in the state Commission, by law (Governmentschedule) Code 441.101-441.106). The Texas

State Library and ArchivesCommission will retain a copy of allstate publications subm itted to it on acontinuing basis, subject to periodicevaluation to determ ine if theIpublication merits further retention.

Electronic Data Processing Records - Automated Applications





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Series Item 9. Amend.Item No. No. Record Series Title Aaencv Storaae Total Remarks 106 No. No.

Audit Trail Records - Files needed forelectronic data audits such as files or

2.1.010 DPS.OO76reports showing transactions accepted,

AC ACAC =All audit requirements have

rejected, suspended, and/or processed; been met.history filesltapes; records of on-lineupdates to application files or security loas.Finding Aids, Indexes, and TrackingSystems - Automated indexes, lists, AC =The related hard copy or

2.1.011 DPS.OO77 registers, and other finding aids used to AC AC electronic records have beenprovide access to the hard copy and destroyed.electronic records.

Hardware Documentation - Records AC =Until electronic records are

documenting operational and maintenance transferred to and made usable in anew hardware environment or there

requirements of computer hardware suchare no electronic records being2.1.008 DPS.OO78 as operating manuals, hardware/operating AC AC

system, hardware requirements, retained to meet an approved

configurations, and equipment controlretention period that require thehardware to be retrieved and read.systems.13 TAC 6.97(a}.





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~ and ArchivesLCo~ion

STATE OF TEXAS


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Retention Period

7.Texas De artment of Public Safet

11.TSLACONLY

Amend.No.106 No.

IPage See top of dpage

o.

AC =Completion of 3rd update cycleexcept for: a) Data file which replacesor serves in lieu of a textual record Follow the retention period approvedfor the equivalent type of textualrecord. b) Output data file extractedfrom system solely to produce printedreports or other publications Dispose of when no longer needed tocreate re ort or ublication.

Total

ACAC

Record Series Title

3. AgencyName

6.

Master Files - Relatively long-livedcomputer files containing organized andconsistent sets of complete and accurateelectronic records.

405

AgencyItemNo.

5.

DPS.OO79

RecordsSeries

Item No.

4.

2.AgencyCode

2.1.002





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STATE OF TEXAS


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11.TSLACONLY

Amend.No.106 No.



SLR 105

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AC =Completion of 3rd update cycleexcept for: a) Raw data input orsource file which replaces or servesas the basic source document in lieuof a textual or other source document- Follow the retention periodapproved for the equivalent type oftextual record or as long asadministratively valuable, whicheverlonger. b) Routine or benchmarkdata file used in testing a system orprogram - As long as administrativelyvaluable. c) File which facilitatesprocessing of a particular job orsystem run, but which does not addto, delete from, or substantiallymodify information in a master file As Ion as administrativel valuable.

Total

AC

Texas De artment of Public Safet

AC

7.

Record Series Title

6.

3. AgencyName

Processing Files - Machine-readable filesused in the creation, utilization, andupdating of master files, including printing,raw data input, maintenance and test,working, and transactional files

AgencyItemNo.

4055.

DPS.OO8O

RecordsSeries

Item No.

4.

2.AgencyCode

2.1.001






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3. AgencyName

STATE OF TEXAS



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Retention Period

7.4.

RecordsSeries

Item No.

2.1.007

5.

AgencyItemNo.

DPS.OO81

6.

Record Series Title

Software Programs - Automated softwareapplications and operating system filesincluding job control language, programlisting/source code, etc.

AC

Total

AC

AC =Until electronic records aretransferred to and made usable in anew software environment or thereare no electronic records beingretained to meet an approvedretention period that require thesoftware to be retrieved and read. 13TAC 6.97 a.

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PM - Permanent A - Transfer to State ArchivesUS - Until Sucerseded R - Review bv State Archivist

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Texas Department of Public Safety

Technical Documentation - Recordsadequate to specify all technicalcharacteristics necessary for reading orprocessing of electronic records and theirtimely, authorized disposition includingdocumentation describing how a systemoperates and necessary for using thesystem such as user guides, system orsub-system definitions, systemspecifications, input and outputspecifications, and system flow charts;

DPS.OO82 program descriptions and documentationsuch as program flowcharts, programmaintenance logs, change notices, andother records that document modificationsto computer programs; and datadocumentation necessary to access,retrieve, manipulate and interpret data in anautomated system such as a data elementdictionary, file layout, code book or table,and other records that explain the meaning,purpose, structure, logical relationships,and oriain of the data elements.

8.Retention Period Arc;:.h;.:.iv:.,:a::..I --l

9.AQency Storage Total Remarks

2.AgencyCode

4.

RecordsSeries

Item No.

2.1.009

4055.

AgencyItemNo.

3. AgencyName

6.

Record Series Title

7.

AC AC

AC = Until electronic records aretransferred to and made usable in anew hardware or softwareenvironment with new documentationor there are no electronic recordsbeing retained to meet an approvedretention period that require thedocumentation to be retrieved andread. 13 TAC 6.97(a).

ho.

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Item No. No. Record Series Title Aoency Storaoe Total Remarks 106 No. No.

Electronic Data Processing Records - Computer Operations and Technical Support·

Batch Data Entry Control Records -

2.2.011 DPS.0101 Forms and logs used to reconcile batchesAC AC AC =When reconciliation confirmedsubmitted for processing against batches

received and processed.Charge-back Records To DataProcessing Services Users - Recordsused to document, calculate costs and bill

2.2.002 DPS.0102 program units for computer usage and data FE+3 FE+3processing services. These records arealso used for cost recovery, budgeting, oradministrative purposes.Computer Job Schedules And Reports -or similar records showing computer jobs to

2.2.004 DPS.01-03 be run and other reports by computer 3mo 3mooperators or programmers of workloerformed.






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Data Processing Policies AndProcedures - Manuals, guidelines, orsimilar documents establishing data CAUTION: Does not include

2.2.010 DPS.0104processing policies and procedures in an

US+3 US+3technical documentation of

agency in such areas as access and procedures necessary for reading orsecurity, systems development, data processing of electronic records.retention and disposition, data ownership,production control, system back-up, etc.Output Records For Computer

2.2.012 DPS.0105Production - Reports showing

AV AVtransactions that were accepted, rejected,suspended, and/or processed.QUALITY ASSURANCERECORDS Information verifying the qualityof system, hardware, or softwareoperations including records of errors orfailures and the loss of data resulting from AC =No longer needed as an audit

2.2.013 DPS.01'06 such failures, documentation of abnormal . AC AC trail for any records modified.termination and of error free processing,checks of changes put into production,transaction histories, and other recordsneeded as an audit trail to evaluate dataaccuracy.


AC - After Closed, Terminated, Completed, Expired, Settled CE - Calendar Year End LA - Life of Asset PM - Permanent A - Transfer to State ArchivesAV - Administrative Value FE - Fiscal Year End MO- Months US - Until Suoerseded R - Review bv State Archivist

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Series Item 9. Amend.Item No. No. Record Series Title Aaencv Storage Total Remarks 106 No. No.

System Monitoring Records - Electronic CAUTION: Does not include

2.2.001 DPS.0107files or automated logs created to monitor

AV AVtechnical documentation of

computer systems such as print spool logs, procedures necessary for reading orconsole logs, tape activity logs, etc. Iprocessing of electronic records.

Fiscal Records - Documents Showing Compliance with System of Internal Control..

4.6.001 DPS.0126 Balancing Records FE+3 FE+ 3

4.6.003 DPS.0127 Cash Counts FE+ 3 FE+3

4.6.002 DPS.0128 Reconciliation FE+3 FE+3~

Fiscal Records - Documents of Original Entry

4.2.001 DPS.0151 Cash Deposit Vouchers - Cash depositFE 3 FE+3 91-405-024slips

4.2.002 DPS.0152Cash Receipts - Includes receipts for fees

FE+3 FE+3I(permits, licenses, renewals, etc.)

4.2.003 DPS.0153 Dally Cash Receipts Logs FE+3 FE+3

4.2.004 DPS.0154 Encumbrance Vouchers - Orders,FE+3 FE+3statements, change orders, etc.

4.2.007 DPS.0155Expenditure Vouchers - Travel, payroll,

FE+3 FE+3etc.



CE - Calendar Year End LA - Ute of AssetFE - Fiscal Year End MO - Months


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DPS.0156 General Journal Vouchers

2.AgencyCode

4.

RecordsSeries

Item No.

4.2.006

4055.

AgencyItemNo.

3. AgencyName

6.

Record Series Title

Texas De artment of Public Safe7.

8.Retention Period Archival

1-'-'-'-;..:;,;;,;".------------19.

Total Remarks

FE+3 FE+3

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Amend.No.

Fiscal Records - Journals or Registers

4.2.005Purchase Vouchers - Requisitions, orders,

DPS.0157 reports, invoices, or statements, changeorders, etc.

FE+3 FE+3

4.3.003

4.3.002

4.3.001

4.4.002

4.4.004

4.4.001

DPS.0176 Expenditures Journals Or Registers

DPS.0177 Receipts Journals Or Registers

DPS.0178 Sales Journals Or Registers

Accounts Receivable Ledgers

Employee Savings Bond Ledgers

General And Subsidiary Ledgers

FE+3

FE+3

FE+3

FE+3

FE+3

FE+3

FE+3

FE+3

FE+3

FE+3

FE+3

FEi-3


AC - After Closed, Tenninated, Completed, Expired, SettledAV - Administrative Value

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Accounting Policies And ProceduresUS+3 US+34.7.001 1]~"'tI.I)'''''..{;j

Manual

Bank Statements FE+3 FE+34.7.002 1]:""'""1III"'Ao"I'--Capital Asset Records LA+34.7.004 ~'II"'Ao".J:' LA+3

AC+3 AC =Resolution of claim4.7.005 I :".,., II"'Ao".J.! Claim Flies AC+3

Comptroller Statements FE+34.7.006 1]:""'""1III"'~iI FE+3.....Detail Chart Of Accounts4.7.007 ~'II"'~t11 FE+3 FE+3

AC =Satisfaction of all Uniform

Federal Grant Records AC+3Administrative Requirements for4.7.008 1]:""'""1III"'~t"... AC+3..... Grants and Cooperative Agreementsto State and Local Governments

Fixed Asset Sequential Number Logs4.7.009 II:""" W.JCte· US+3 US+3

4.7.010 Long-Term Liability Records - Bonds,AC+3 AC+31]:""'""1III"'~f!..... Etc AC =Retirement of debt

Returned CheckslWarrantslDrafts4.7.003 I] ~·1(1),JCJ.1

I(Uncollectible) AC+3 AC+3 AC =After deemed uncollectible......Fiscal Records - Reports






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Iand Arehives Records Retention ScheduleCommission

1.PageSee top of dpage


4. 5. 6. 7. 10. 11.8. TSLAC


Series Item 9. Amend.Item No. No. Record Series Title Acencv Storace Total Remarks 106 No. No.

Annual Financial Reports - Required by AC =Sept. 1S of odd-numbered4.5.003 '):"""")I'M" I the General Appropriations Act (100 Day AC+6 AC+6 calendar years. Copies to Texas.....

Report). State Depository ProQram.Annual Operating Budgets - Required by

FE+3 FE+34.5.006 .):....".I)I'M"...--- the General Appropriations Act.External Fiscal Reports - Special purpose

4.5.005 • ~"1J')I'M'1Ct - Le. federal financial reports. salary FE+3 FE+3reports. etc.Internal Fiscal Management Reports-

FE+34.5.002 '1~"1J')I'M"T! FE+3I..... Includes aQencv monthly budget reports.

4.5.001Worksheets For Preparing Fiscal

FE+3')~"")I'M'" FE+3I..... Reports

Fiscal Records - Worksheets, Detail Information on Financial Events or Transactions

4.1.001 DPS.0276 Accounts Payable Information FE+3 FE+3

4.1.002 DPS.02n Billing Detail FE+3 FE+3

4.1.003 DPS.0278 CancelledFE+3 FE+3ChecksiStubslWarrantslDrafts

4.1.004 DPS.0279 Encumbrance Detail FE+3 FE+3






SLR 105Rev. 11107

Pa e 22 of9!

and Archives

ICo~~~~

STATE OF TEXAS


SLR 105


1" See top of dpage

Texas De artment of Public Safet11.TSLACONLY

Amend.No.106 No.

o.

AC = Termination of employment

29 CFR 1602.31(a)2

FE+3

FE+3

AC+5


1-'-'-'-;..:,,;,;,.-------------19.

Total Remarks

7.

FE+3

FE+3

Record Series Title

3. AgencyName

6.

Applications For Employment Hired Applications, resumes, transcripts, letters ofreference, and similar documents whosesubmission by candidates for vacant AC+5positions is required on the applicationform, by application procedures, or in theem 10 ent advertisement.Applications For Employment Not Hired- Applications, resumes, transcripts, lettersof reference, and similar documents whosesubmission by candidates for vacant 2positions is required on the applicationform, by application procedures, or in theem 10 ent advertisement.

Inventory And Other Cost FllesProduction, Job, Labor, Quotes, Pricing,S ecifications, Etc.

Investment Transaction Files

3.1.001

3.1.002

2.Agency405Code

4. 5.

Records AgencySeries Item

Item No. No.

4.1.005 DPS.0280

4.1.006 DPS.0281






SLR 105Rev. 11/07

Pa e 23 of91

and ArchivesCommission

STATE OF TEXAS


SLR 105


IP- See top 01 d• Of' page

Texas De artment of Public Safe11.TSLACONLY

Amend.No.106 No.

o.

AC =Until superseded or terminationof employment

AC =The criminal history record hasserved the immediate purpose forwhich it was obtained

AC =Expiration or termination of thecontract accordin to its terms

29 CFR 30.8(e)

AC

5

AC+4

AC+2

8.Retention Period Archivalr-:-:-:-:...=:..---------------l

9.Total Remarks

5

AC

AC+4

AC+2

7.

Record Series Title

6.

3. AgencyName

Criminal History Checks - Criminal historyrecord inform~tion on job applicants oragency employees obtained from theDe artment of Public Safe DPS .Employee Benefits - Other ThanInsurance - Agency copies of informationrelating to the selection of available benefito tions other than insurance.

Apprenticeship Records - Summary ofapplicant qualifications, evaluation basis forselection or rejection, original applications,job assignments, promotions, separations,layoffs, terminations, compensationrecords, conditions of work, time records,hours of training provided (separate fromlabor), minority status, and sex of allselected and re'ected a licants.

AgencyItemNo.

4055.

RecordsSeries

Item No.

4.

2.AgencyCode

3.1.013

3.1.031

3.1.026

3.1.036





SLR 105Rev. 11/07

STATE OF TEXAS


Pa e 24 of91SLR 105


lhl See top 01 dpage

2.Agency 3. AgencyTexas De artment of Public SafetCode 405 Name

4. 5. 6. 7. O. 11.8. TSLAC


Series Item 9. Amend.Item No. No. Record Series Title Total Remarks 106 No. No.

Employee Counseling Records - Notes,memoranda, or reports relating to thecounseling of an employee for work-

3.1.006 related, personal, or substance abuse AC+3 AC+3 AC =Termination of counselingproblems. Usually maintained at thesupervisory level except in those agencieswith counselin staff.Employment Eligibility, Documentation

3.1.029 Or Verification Of - Federal reporting form AC+1 AC+1 AC =Termination of employmentINS 1-9.

Employee Insurance Records - Agencycopies of information relating to the

AC =Until superseded or termination3.1.011 selection by employees of life, disability, AC ACof employmenthealth, and other types of insurance offered

b the State of Texas to its em 10 ees.Employee Opportunity Announcements- Internal or external announcements or

3.1.012 advertisements of job openings, 2 2 29 CFR 1602.31(a)promotions, training programs, or0 ortunities for overtime.

3.1.037 Employee Recognition Records -AC+5 AC+5 AC =Termination of employmentAwards, incentives, tenure, etc.



SLR 105Rev. 11/07




Pa e 25 of91

Iand Archives!Co~~

STATE OF TEXAS


SLR 105


1.Page See top 01 dpage


Amend.No.106 No.

o.

AC =Expiration or termination of thebond according to its terms

AC =Final decision on the grievance.

29 CFR 1620.32(c)

29 CFR 1602.31(a)2

2

AC+2

AC+4

8.Retention Period Arc;..:.h.:.:..iv:.:a:;.I ---l

9.Total Remarks

2

2

AC+4

AC+2

7.

Record Series Title

3. AgencyName

6.

Grievance Records - Records relating tothe review of employee grievances against

ersonnel olicies, workin conditions, etc.

Performance Appraisals

Performance Bonds - Bonds posted byemployees and individuals or entities undercontract with an agency for theperformance of the duties of a position orthe terms of a contract with the a enc .

Employment Selection Records Includes notes of interviews withcandidates; questions asked of applicants;audio and videotapes of job interviews;driving record and previous injury checks;pre-employment physical examinations;polygraph examination results; and all otherrecords that document the selection

rocess.

405

AgencyItemNo.

5.

RecordsSeries

Item No.

4.

2.AgencyCode

3.1.035

3.1.018

3.1.019

3.1.014






SLR 105Rev. 11107

Pa e 26 of91

STATE OF TEXAS


SLR 105



Amend.No.106 No.

1.Page See lop of dpage

o.

AC = Termination of corrective action

AC =Termination of employmentAC+5

AC+5

8.Retention Period Arc~h.::.iv:..:a::.I --l

9.Total Remarks

AC+5

AC+5

7.

Record Series Title

3. AgencyName

6.

Personnel Disciplinary ActionDocumentation - Disciplinary actions arethose actions, which may affect pay, status,or tenure. They are imposed to disciplinean employee whose conduct is harmful tothe best interests of the state, the agency,or the employee work force, and for failureto improve performance or conductfollowing imposition of corrective action.May include cause for demotion,suspension, or dismissal, and the reasonsfor failure to give written notice ofresignation. May also be used to documentevidence of employee self-improvementefforts, as well as favorable andunfavorable communication.

Personnel Corrective ActionDocumentation - Corrective actions arethose actions which do not affect pay,status, or tenure and are imposed tocorrect or improve an employee's job

erformance.

AgencyItemNo.

4055.

RecordsSeries

Item No.

4.

2.AgencyCode

3.1.020

3.1.021






SLR 105Rev. 11/07

Pa e 27 of9!

STATE OF TEXAS


SLR 105



4. 5.


11.TSLACONLY

Amend.No.106 No.

o.

AC = Until superseded or terminationof employment

29 CFR 1602.31(a)

40 TAC 815.1 06(i)AC =Until superseded or jobeliminated

1

2

AC+2

AC+4


8.Retention Period Arc;:.h:..:,.iv:..::a::.I ----l

9.Total Remarks

2

1

AC+4

AC+2

7.

Record Series Title

3. AgencyName

6.


Personnel Information Or Action Forms- Forms or similar records used to create orchange information concerning the recordsof an employee including pay grade,position classification, employee number,evaluation date, and termination ofem 10 ent.Physical ExaminationslMedical Reports- Medical or physical examination reportsor certificates of employees for whomperiodic monitoring of health or fitness isre uired.

Resumes Unsolicited - Retention periodapplies if an agency replies to the sender ofa resume that it will be kept on file shouldfuture job openings occur. SEE itemnumber 3.1.014 for resumes, whethersolicited or unsolicited, that are used in anywa in the em 10 ent selection rocess.

Position/Job Descriptions - Jobdescriptions, including all associated taskor skill statements, for positions in anA enc

AgencyItemNo.

RecordsSeries

Item No.

2.AgencyCode 405

3.1.034

3.1.024

3.1.022

3.1.023




PM - Permanent A - Transfer to State ArchivesUS - Until Su erseded R - Review b State Archivist

SLR 105Rev. 11/07

Pa e 28 of91

STATE OF TEXAS


SLR 105


IP- Seetopof d'''1' page


Amend.No.106 No.

o.

26 CFR 31.6001-1(e)(2)AC =Tax due date, date the claim isfiled, or date tax is paid whichever islater.

40 TAC 815.106(1)

AC = After termination of employeeor after amendment, expiration, ortermination of authorization,whichever sooner.

AC = Termination of employment

AC+4

4

AC+4

AC+5


;';':";';~--------------f9.

Total Remarks

AC+4

4

7.

AC+4

AC+5

Record Series Title

3. AgencyName

6.

Employee Earnings Records

Federal Tax Records - Includes FICArecords

Direct Deposit Application!AuthorizationsEmployee Deduction Authorizations Documentation used to start, modify, orstop all voluntary or required deductionsfrom payroll, including garnishment or othercourt-ordered attachments.

Training And Educational AchievementRecords (Individual) - Certificates ofcompletion, transcripts, test scores, orsimilar records documenting the training,testing, or continuing educationachievements of an em 10 ee.

AgencyItemNo.

4055.

RecordsSeries

Item No.

4.

2.AgencyCode

3.2.003

3.2.001

3.2.002

3.1.027






SLR 105Rev. 11107

Pa e 29 of9!

,and ArchivesJ'eo ..~._.~~~-

STATE OF TEXAS


SLR 105


1110... See top 01 d• .,. page


Amend.No.106 No.

o.

AC =All accounts with a vendor orvendors for the individual participanthave been closed.

AC =After closed

29 CFR 30.8(e) for apprenticeshipplans.

AC =Until superseded, obsolete, orupon separation of employee26 CFR 31.6001-5

29 CFR 516.6(a)(2)

29 CFR 516.6(c)2

2

5

AC+4

AC+5

AC+4

8.Retention Period Arc;::..h:.:..:iv:..::a::..I ~

9.Total Remarks

2

5

7.

AC+4

Record Series Title

6.

3. AgencyName

Wage Rate Tables 2

State Deferred Compensation Records AC+5

Human Resources Information System(HRIS) Reports - Includes supportingdocumentation

W-4 Forms - Employer's copy of"Employees' Withholding Exemption AC+4Certificate."

Income Adjustment Authorizations Used to make increases or decreases toemployees' gross pay, FICA, retirement, orin the com utation of taxes.

4055.

RecordsSeries

Item No.

4.

2.AgencyCode

3.2.010

3.3.001

3.2.004

3.2.009

3.2.005

3.2.006






SLR 105Rev. 11/07

Pa e 30 of91


STATE OF TEXAS


SLR 105


lh1 See top of dpage


Amend.No.106 No.

o.

29 CFR 1602.31AC = As long as the test is used bythe a enc

29 CFR 1602.31

29 CFR 1602.312

AC+2

US+2

8.Retention Period Archival;.:..:.:..;:...:;:;....-------------1

9.Total Remarks

2

AC+2

7.

US+3 US+3

US+2

Record Series Title

3. AgencyName

6.

Aptitude And Skills Tests (Test Papers)Aptitude and skills test papers of jobapplicants or of current personnel taking atest to ualif for romotion or transfer.Aptitude And Skills Tests (ValidationRecords) - Records of the validation ofa titude and skills tests.

Aptitude And Skills Tests - Aptitude orskills tests required of job applicants or ofcurrent personnel to qualify for promotionor transfer.

Agency Staffing Reports - Any reportscompiled by an agency on aspects ofpersonnel staffing, including listings of allstaff by program or name; staff hired duringa month; detailed listings of employeeswithin its organizational structure, positionvacancies, analyses of turnover rates andseasonalit of em 10 ent, etc.

AgencyItemNo.

4055.

RecordsSeries

Item No.

4.

2.AgencyCode

3.3.027

3.3.028

3.3.029

3.3.026



CE - Calendar Year End LA - ute of AssetFE - Fiscal Year End MO - Months



SLR 105Rev. 11/07

Pa e 31 of91

:and~ves IICommJSS1~~

STATE OF TEXAS


SLR 105


lP.M See top 0' d•.,. page

Retention Period

7. 11.TSLACONLY

Amend.No.106 No.

o.

AC =Termination of employment

29 CFR 1627.3(b)(2)

29 CFR 1620.32(c)

29 CFR 1602.32, 1602.39,1602.41,1602.48, and 1602.50

3

3

Total

US+3

US+1

AC+75

Texas De artment of Public Safe

3

3

US+3

Record Series Title

3. AgencyName

6.

Job Procedure Records - Any documentsdetailing the procedural duties andresponsibilities of agency positions on aosition-b - osition basis.

Former Employee Verification Records Minimum information needed to verifyemployment, includes name, social security AC+75number, exact dates of employment, andlast known address.

Benefit Plans - Employee benefit planssuch as pension; life, health, and disability US+1insurance; deferred compensation; etc.,includin amendments.

Equal Pay Records - Reports, studies,aggregated or summary data, and similardocumentation compiled to monitor anddemonstrates compliance with the federalE ual Pa Act.

EEO Reports And SupportingDocumentation - Includes documentationused to com lete EEO re orts.

405

AgencyItemNo.

5.

RecordsSeries

Item No.

4.

2.AgencyCode

3.3.011

3.3.031

3.3.004

3.3.025

3.3.032






SLR 105Rev. 11/07

Pa e 32 of91

STATE OF TEXAS


SLR 105


10- Seetopof d•.,. page

2.AgencyCode

4.

RecordsSeries

Item No.

3.3.010

3.3.024

3.3.015

3.3.023

3.3.022

4055.

AgencyItemNo.

3. AgencyName

6.

Record Series TitleLabor Statistics Reports - Reportsproviding statistical information on laborforce.Personnel Policies And Procedures Any internally distributed manuals,guidelines, or similar records that defineagency wide policies and proceduresconcernin the ersonnel of an a enc .Positions/Job Classification Review File- Records relating to review and monitoringof 'ob classifications within an a enc .Reimbursable Activities, Requests AndAuthorizations To Engage In - Requestsand authorizations for travel; participation ineducational programs, workshops, orcollege classes; or for other work-relatedactivities for which the expenses of theem 10 ee are defra ed or reimbursed.Texas Workforce Commission (TWC)Reports - Reports to the agency fromTWC or its predecessor pertaining toem 10 ees.

Texas De artment of Public Safet7.

8.Retention Period Archival1-'-'-'-:..:.:.:..------------1

9.Total Remarks

3 3

US+3 US+3

US+3 US+3

FE+3 FE+3

3 3

o.

106 No.

11.TSLACONLY

Amend.No.



SLR 105Rev, 11107




Pa e 33 of91

STATE OF TEXAS


SLR 105


l l1wo see top of d"if" page

2.AgencyCode

4.

RecordsSeries

Item No.

3.3.030

3.3.020

4055.

AgencyItemNo.

3. AgencyName

6.

Record Series TitleTraining Administration Records Instructional materials and other recordsassociated with in-house training of agencypersonnel on personnel policies andprocedures and other policies andprocedures that govern an agency's

ro rams, services, or ro·ects.Work Schedules/Assignments - Work,duty, shift, crew, or case schedules,rosters, or assi nments.



I--'-'-~-------------;9.

Total Remarks

US+2 US+2

1 1

o.

106 No.

11.TSLACONLY

Amend.No.

Personnel Records - Time and Leave

3.4.001

Accumulated Leave AdjustmentRequests - Used to create employee leavebalances, to transfer leave balances when

DPS.0401 an employee transfers positions, to adjustcarry-over balances on August 31, tocorrect errors on leave accumulation, andto close out leave accounts on separatedem 10 ees.

FE+3 FE+3



SLR 105Rev. 11/07




P 34 f91age 0

SLR 105


and Archives I Records Retention ScheduleCommission-

1.PageSee lop of dpage


4. 5. 6. 7. ~O. 11.8. TSLAC


Item No. No. Record Series Title Acencv Storace Total Remarks 106 No. No.Leave Status Reports - Cumulative report

3.4.002 DPS.0402 is issued each pay cycle and providesFE+3 FE+3employee leave status information for each

position.

3.4.003 DPS.0403Less Than Full-Time Worked Reports-

4 4 40 TAC 815.106(1)Dates and hours.

3.4.004 DPS.0404 Overtime Authorizations 2 2

3.4.005 DPS.0405 Overtime Schedules 2 2

3.4.006 DPS.0406 Time Cards And Time Sheets 4 4 40 TAC 815.106(i) GM 7-5

3.4.007 DPS.0407 Time Off AndlOr Sick Leave Requests FE+3 FE+3

Sick Leave Documentation - Requests3.4.008 DPS.0408 submitted, approvals, and number of hours FE+3 FE+3

transferred in and out, etc.

Support Services Records - Facility Management

5.2.001 DPS.0426 Appraisals-Building Or Property AV AV R R = Review by State Archivist


AC - After Closed, Terminated, Completed, Expired. SettledAV - Administrative Value




SLR 105Rev. 11/07

Page 35 of91SLR 105





4. 5. 6. 7. 10. 11.8. TSLAC


Item No. No. Record Series Title Agency Storage Total Remarks 106 No. No.Building Construction Contract And

5.2.028 OPS.0427Inspection Records - Building

LA+10 LA+10 R R =Review by State Archivistconstruction contracts, surety bonds, andinspection records.Building Construction Project Files -

5.2.002 OPS.0428Planning, design, and construction records;

AC+10 AC+10 RR =Review by State Archivist

accepted and rejected bids; AC =Completion of projectcorrespondence; etc.

Building Plans and Specifications - LAlOwn LAlOwnR =(state owned only) Review byState Archivist5.2.003 OPS.0429 Includes architectural and engineering AC+21 AC+21 RAC =Termination or cancellation of

drawings, profiles, and blueprints. Leased Leasedlease

5.2.004 OPS.043O Building Space Requests 1 1

5.2.005 OPS.0431 Calibration Records (Equipment Or10 10

Instrument)

5.2.006 OPS.0432 Certificates of Property Destruction FE+3 FE+3

5.2.007 OPS.0433Damage Reports - Reports of damage to

FE+3 FE+3state property

5.2.025 OPS.0434Equipment Descriptions And

AC+2 AC+2AC =Equipment is no longer in the

Specifications - Set by the agency agency



SLR 105Rev. 11/07




P 36 f91age 0

SLR 105


:and Archives Records Retention ScheduleCommission--~

1,Pa, See top 01 dpage

2.Agency405

3. AgencyTexas Department of Public SafetyCode Name

4. 5. 6. 7. ~O. 11.8. TSLAC



Equipment History File; EquipmentService Agreements - Agreements orcontracts between the agency and

5.2.008 DPS.0435 equipment vendor to provide maintenance LA+3 LA+3service for equipment. Includes requestsfor installation, moves, service, etc.; andservice/repairs logbooks, etc.Equipment Inventory Detail Report

5.2.009 DP5.0436Forms - Updates agency portion of the

FE+3 FE+3inventory listing and add, changes,transfers, or deletes items from inventory.

5.2.010 DPS.0437 Equipment Manuals LA LA

5.2.011 DPS.0438 EqUipment Warranties AC+1 AC+1 AC = Term of Warranty

5.2.012 DPS.0439 Estimate Files 1 1

Facilities Reservation Logs-

5.2.026 DPS.044OReservation logs or similar records relating

2 2to the use of agency facilities such asmeeting rooms, auditoriums, etc.

5.2.014 DPS.0441Inventory-Annual Physical - Property,

FE+3 FE+3eQuipment, supply verification






SLR 105Rev. 11/07

P 37 f91age 0

SLR 105


and Archives Records Retention ScheduleCommission J



4. 5. 6. 7. ~O. 11.8. TSLAC



5.2.015 DPS.0442 Inventory, Notices Of EquipmentFE+3 FE+3Removed From

Inventory System Update Listings -

5.2.016 DPS.0443 Listing shows all additions, changes,AC AC

AC =Transfer of information intodeletions, and transfer times for the annual listing.monthly processinQ period.

5.2.017 DPS.0444 Lost And Stolen Property Reports FE+3 FE+3

5.2.024 DPS.0445 Material Specifications AC+2 AC+2AC =Material is no longer in theaQency

5.2.018 DPS.0448 Quality Control Reports 2 2

Service Orders - Agency copy of formscompleted by mechanical service

5.2.019 DPS.0447 personnel for installation or repair. Includes 1 1billing code, service, labor, parts, andremarks.

5.2.027 DPS.0448 Space Utilization Reports AV AV

5.2.020 DPS.0449 Supply Usage Records FE+1 FE+1

5.2.021 DPS.045O Surplus Property Sale Reports FE+3 FE+3






SLR 105Rev. 11107

P 38 f91age 0

SLR 105





4. 5. 6. 7. ho. 11.8. TSLAC


Item No. No. Record Series Title AQency Storage Total Remarks 106 No. No.

5.2.022 DPS.0451 Utility Usage Reports AV AV

Year-To-Date Activity (Inventory Listing)- Shows additions, changes, transfers, anddeletions of information within the inventory

5.2.023 DPS.0452 system. Data include agency, division, tag FE+3 FE+3number, batch, document, transaction date,location, item code, description, date, andcost.

Support services Records - General

Charge Schedules I Price Lists -Schedules of prices charged by an agency

5.1.012 DPS.0476 for services to the public or other agencies, US+3 US+3including any documentation used todetermine the charaes.





SLR 105Rev. 11/07

P 39 f91age 0

SLR 105




2.Agency405

3. AgencyTexas Department of Public SafetyCode Name

4. 5. 6. 7. ~O. 11.8. TSLAC


Item No. No. Record Series Title Acencv Storace Total Remarks 106 No. No.Contracts And Leases - Contracts,leases, and agreements include generalobligation, land lease, utilities, andconstruction except for buildings.

AC =Expiration or termination of the5.1.001 DPS.0477 Documents include specifications, affidavits AC+4 AC+4 instrument according to its terms.of publication of calls for bids, acceptedand rejected bids, performance bonds,contracts, purchase orders, inspectionreports, and correspondence.Correspondence Tracking Records -Any record created by an agency to track

5.1.015 DPS.0478 any type of incoming and outgoing 1 1correspondence or packages by the U.S.Postal Service or bv private couriers.

5.1.003 DPS.0479 Delivery Reports 2 2

5.1.013 DPS.048O Insurance Policies- For vehicles,AC+4 AC+4

AC =Expiration or termination of theequipment, etc. Ipolicy accordina to its terms.

5.1.010 DPS.0481 Licenses And Permits For Non-Vehicles AC+2 AC+2AC =Expiration date of license orIpermit






SLR 105Rev. 11/07

P 40 f91age 0

SLR 105



l,Page See top of dpage


4. 5. 6. 7. ~o. 11.8. TSLAC


Item No. No. Record Series Title Aaencv Storaae Total Remarks 106 No. No.Mail And Telecommunications Listings -Any mailing address, telephone or fax

5.1.004 DPS.0482 number, or e-mail address records US USmaintained by an agency on its employeesor on entities or oersons it serves.Office Procedures - Any internallydistributed manual, guidelines, or similarrecords that establish standard office

5.1.014 DPS.0483 procedures for an agency; for example, US+1 US+1agency style manuals, telephone protocols,mail room procedures, print shop andlohotocooy orderino instructions.

5.1.011 DPS.0484 Photocopier Use Logs And Reports AV AV

Postage Records - Records and reports5.1.005 DPS.0485 of postage expenses, including postal FE+3 FE+3

meter usaoe.Requisitions For In-Agency Printing!

5.1.007 DPS.0486 Copy Service - Includes word processing AV AVand data orocessino.

Support Services Records - Purchasing





SLR 105Rev. 11107

P 41 f 91a~e 0

SLR 105


and Archives Records Retention ScheduleCommission----

lhge See top of dpage


4. 5. 6. 7. ~O. 11.8. TSLAC



Bid Documentation - Includes bid

5.3.007 DPS.0501 requisition /authorizations, invitations to bidFE+3 FE+3or propose, bid specifications, and bid

tabulation/evaluations.

5.3.002 DPS.0502 Freight Bills Paid FE+3 FE+3

5.3.003 DPS.0503 Freight Claims AC+2 AC+2 AC = Resolution of claim.

5.~.004 DPS.0504 Order-Acknowledgements AV AV

5.3.005 DPS.0505 Packing Slips AV AV

Purchasing Logs - Log, register, etc.

5.3.008 DPS.0506 providing a record of purchase ordersFE+3 FE+3issued, orders received, and similar date on

Iprocurement status.Requests For Information - Requests for AC = Date of direct purchase,

5.3.009 DPS.0507 information preliminary to the procurementAC AC issuance of request for bids, or

of goods or services by direct purchase or decision not to proceed with thebid. Iprocurement, as aoolicable.

Support Services Records - Risk Management





SLR 105Rev. 11/07

P 42 f91age 0

SLR 105


and Archives I Records Retention ScheduleCommission----



4. S. 6. 7. ~O. 11.8. TSLAC


Item No. No. Record Series Title Aoency Storaoe Total Remarks 106 No. No.Accident Reports And AssociatedDocumentation - Accident oroccupational disease reports (by 29 CFR 1904.6. The Texas Workers'supervisors and employees) and other Compensation Commission retains

5.4.001 DPS.0526 associated reports required to be CE+S CE+S copies of the reports submitted to itsubmitted to the Texas Workers'Compensation Commission or its

for SO years.

predecessors or maintained internally onaccident frequency.

5.4.013 DPS.0527 Disaster Preparedness And RecoveryUS USPlans

5.4.002 DPS.0528 Evacuation Plans - Plans for evacuationUS USof agency facilities in cases of emergency.

5.4.008 DPS.0529 Hazard Communication Plans US+S US+SHealth and Safety Code, SectionS02.009(g)

Hazardous Materials Training Records -Health and Safety Code, Section5.4.007 DPS.0530 Records of training given employees in an S 5

agency hazard communications program.502.009(g)

Inspection Records - Fire, safety, and AC =Date of the correction of the5.4.003 DPS.0531 other inspection records of agency facilities AC+3 AC+3 deficiency, if the inspection report

and equipment. reveals a deficiency.


AC - After Closed, Terminated, Completed. Expired. SettledAV - Administrative Value




SLR 105Rev. 11/07

P 43 f91age 0

SLR 105



1.Pa, See top 01 dpage


4. 5. 6. 7. 10. 11.8. TSLAC


Series Item 9. Amend.Item No. No. Record Series Title AQencv StoraQe Total Remarks 106 No. No.

AC =After sheets are updated or5.4.010 DPS.0532 Material Safety Data Sheets AC AC hazardous chemical no longer stored

by agency, as applicable.Orders issued by Fire Marshal to correct

AC =Date of the correction of the5.4.004 DPS.0533 deficiencies in compliance with the fire AC+3 AC+3 deficiency.code.Security Access Records - Recordsrelating to the issuance of keys, AC =Until superseded, date of

5.4.012 DPS.0534 identification cards, building passes, AC+2 AC+2 expiration, or date of termination,passwords, or similar instruments of access whichever sooner.to agency facilities or equipment.Visitor Control Registers - Logs,

5.4.011 DPS.0535 registers, or similar records documenting3 3visitors to limited access or restricted areas

of aaency facilities.

5.4.009 DPS.0536 Workplace Chemical Lists 30 30Health and Safety Code, Section502.005(d)

Support services Records - Telecommunications

5.5.006 DPS.0551Billing Detail-Telecommunications (Tex-

FE+3 FE+3 Pursuant to 1 TAC 121.5(f)An)






SLR 105Rev. 11107

P 44 f91age 0

SLR 105





4. 5. 6. 7. 10. 11.8. TSLAC


Series Item 9. Amend.Item No. No. Record Series Title AQency Storage Total Remarks 106 No. No.

Billing Detail Telecommunications(Other Than Tex-An) - In addition to

5.5.001 DPS.0552 summary detail, includes any FE+3 FE+3accompanying detailed listing of longdistance calls.Long Distance Telephone Logs - Longdistance logs created by agencies for

5.5.002 DPS.0553 intemal documentation purposes. Includes AV AVany similar logs created for long distancefacsimile or electronic transmissions.Station Activity Reports - Internal listing

5.5.003 DPS.0554 of incoming/outgoing telephone activity to AV AVindividual teleohone stations.System Activity Reports - Internal listing

5.5.004 DPS.0555 of all incoming/outgoing agency telephone AV AVactivity.

Support Services Records - Vehicles

LA+3/ LA+3/

5.6.001 DPS.0576 Airplane Flight Logs Own OwnFE+3/ FE+3/Leased Leased




Archival Codes (Field B)


SLR 105Rev. 11/07

STATE OF TEXAS


Pa e 45 of91SLR 105



2.Agency 3. AgencyTexas De artment of Public SafeCode 405 Name

4. 5. 6. 7. O. 11.8. TSLAC



5.6.002 DPS.OSn Airplane Passenger Lists FE+3 FE+3

5.6.003 DPS.0578Inspection Repair And Maintenance

LA+1 LA+1Records-Vehicles

S.6.004 DPS.0579 License And Driving Record Checks US US

5.6.00S DPS.0580 Mileage Reports - car books FE+3 FE+3

5.6.009 DPS.OS81 Parking Permits Or Assignments US US

5.6.008 DPS.0582 Pilot License Verifications AC+5 AC+5 AC =Termination of employment

5.6.007 DPS.0583 Vehicle Titles And Registrations LA LA

•ADA (Americans With Disabilities Act)

1.1.0S6 •• I • . Documentation Compliance With 3 3 28 CFR 3S.105(c).Re ulrements Of ADAMandatory Drug Testing3.3 •• I • CE+3 CE+3 Consistent with neg. resultsPOSITIVE RESULTS



SLR 105Rev. 11/07




P 46 f91age 0

SLR 105


Iand Archives Records Retention ScheduleICommission

lPage See lop of dpage


4. 5. 6: 7. 10. 11.8. TSLAC


Series Item 9. Amend.Item No. No. Record Series Title Agencv Storage Total Remarks 106 No. No.

Mandatory Drug Testing RecordsCE+3 CE+33.3 • ~"iJ 1!;1o'.I:1

NEGATIVE DRUG RESULTS

1.1.023 ']~'"11.' ;10''':1 Organization Charts US US A Agency Charts Archival-Suggestion System Records

1.1.041 • ~"iJ' ;1(11 Suggestions Submitted By DPS CE+1 CE+1Personnel And Responses

Administration - Human Resources BureaulEmployment and Compensation

3.1.023 DPS.0651 Agency Positions/Job Descriptions US+4 US+4 40 TAC 815.106 (i).

Applications· For Perm. Employment -3.1.001 DPS.0652 Not Hired (Including Any Drug Screen 2 2 29 CFR 1602.31(a)

Results)

3.3.027 DPS.0653 Aptitudes And Skills Tests And TestUS+2 US+2 29 CFR 1602.31 (a)Papers·

Employment Eligibility, Documentation8CFR 274a.2(b) 2(1)(A) and (c)(2).3.1.029 DPS.0654 or Verification Of - includes federal AC+1 AC+1

reporting form AC =Termination of employment.

3.1.012 DPS.0655 Employment Advertisements 2 2 29 CFR 1602.31(a)






SLR 105Rev. 11107

Pa e 47 of91

STATE OF TEXAS


SLR 105


l~ 8eetopof dpage


Amend.No.106 No.

o.

29 CFR 1602.31 (a)2

8.Retention Period Archival;.;.;;..;..;::;.------------f

9.Total Remarks

2

7.

Record Series Title

3. AgencyName

6.

Employment Selection Records· Includes audio and videotapes of jobinterviews; background, criminal history,and previous injury checks; preemployment physical examinations;polygraph examination results; and all otherrecords that document the selection

rocess fin er rint cards

AgencyItemNo.

4055.

DPS.0656

RecordsSeries

Item No.

4.

2.AgencyCode

3.1.014





SLR 105Rev. 11107

P 48 f91age 0

SLR 105


l~~;lRecords Retention Schedule

1.Pa,see top 01 dpage


4. 5. 6. 7. ~O. 11.8. TSLAC



Correspondence also includes Helmet1.1.007 I • I 3 3 R R =Review by State Archivist

Exemption Sticker Applications

3.3.030 I • I · InstructorlRider Coach Training Files US+2 US+2·5.1.001 I· I • Contracts and Leases - (Training Site

AC+4 AC+4AC =Expiration or termination of the

Information) instrument accordinQ to its terms.

Administration - Human Resources BureaulRecrultlng

1.1 OPS.0751Individual Trooper Employment Photo

PM PMNegatives

1.1 OPS.0752 Medical Records AC+5 AC+5 RR =Review by State ArchivistAC =After leaving employment

1.1 OPS.0753 TCLEOSE Files AC+5 AC+5 AC =After leaving employment

3.1.001 OPS.0754Trooper Trainee Applicant Files (Not

AC+2 AC+2 RR =Review by State Archivist

Hired) AC =Date of Application

1.1 OPS.0755 Veteran Affairs AC+5 AC+5 RR =Review by State ArchivistAC =After leaving employment

Administration - Mail Operations

5.1.015 DPS.0776 Accountable Mail Records 1 1

5.1.004 DPS.0777Mailing Lists Includes Publication

US USOistributlon Lists


AC - After Closed, Terminated, Completed, Expired, Settled CE - Calendar Year End LA - Life of Asset PM - Permanent A - Transfer to State ArchivesAV - Administrative Value FE - Fiscal Year End MO- Months US - Until Sucerseded R - Review bv State Archivist

SLR 105Rev. 11107

P 49 f91age 0

SLR 105





4. 5. 6. 7. 10. 11.8. TSLAC


Item No. No. Record Series Title Acency Storace Total Remarks 106 No. No.

5.1.005 DPS.0778 Postage Expense Reports FE+3 FE+3

Administration - Reproduction

AC =Until superseded or obsoletePs retains the permanent record copyand sends required copies to the

1.3.001 DPS.0801 Agency Publications AC+2 AC+2Publications Clearinghouse, TX St.Library, by law (Tx.Gov.Code441.101). Any other copies may bedisposed of at DPS discretion whenno loncer current.

3.1.006 DPS.0802 Employee Counseling Notes AC+3 AC+3 AC =Termination of counseling

1.2.004 DPS.0803 Forms Directorynnventory/Catalog US US

Publication Development FilesBackground Material, Copy (Drafts),

1.3.002 DPS.0804 Original Artwork, Photo Negatives, AV AV R R =Review by State ArchivistPrints, Flats, Etc. - Includes all workloerformed both inside and outside DPS.Purchase Vouchers: Requisitions,

4.2.005 DPS.0805 Orders, Receiving Reports, Invoices, or FE+3 FE+3Statements, Chanae Orders, Etc.


AC - After Closed, Terminated, Completed, Expired, Settled CE - Calendar Year End LA - Life of Asset PM - Permanent A - Transfer to State ArchivesAV - Administrative Value FE - Fiscal Year End MO- Months US - Until Sucerseded R - Review by State Archivist

SLR 105Rev. 11/07

P 50 f91age 0

SLR 105


and Archives I Records Retention Schedule!Commission

1,Pa, See top of dpage


4. 5. 6. 7. no. 11.8. TSLAC


Item No. No. Record Series Title Acency Storace Total Remarks 106 No. No.

3.4.006 DPS.0806 Time Cards And Time Sheets 1 3 4 40 TAC 301.6(1). 97-405-038

Administration - Training Academy - Administrative Office

1.1 DPS.0826 Bicycle Safety FE+3 FE+3

1.1.007 DPS.0827 Correspondence FE+3 FE+3 R R =Review by State Archivist

The archival requirement will be metby sending a copy to the Archives

1.1.058 DPS.0828 Meeting Agenda - Advisory Board PM PM A and Information Services Division,Texas State Library and ArchivesCommission.

Public Information Requests - Not1.1.020 DPS.0829 Exempted (Open Records Request - AC+1 AC+1 AC =Date request fulfilled

IApproved) - TraininQ RecordsPublic Information Requests -

AC =Date of notification that records1.1.021 DPS.0830 Exempted (Open Record Requests - AC+2 AC+2are exemptDenied) - Trainina Records

3.1.002 DPS.0831 Personnel Applications - hired AC+5 AC+5 AC =Termination of employment.

Administration - Training

3.1.027 DPS.0851 Training Records AC+5 AC+5 AC =Termination of employment



SLR 105Rev. 11/07

Pa e 51 of91

STATE OF TEXAS


SLR 105


tPage See lopal dpa

DPS.0852 Training Records (Recruits)

7.Texas De artment of Public Safe

11.TSLACONLY

Amend.No.106 No.

o.

AC =Termination of employment

Total

Retention Period

AC+5 AC+5

3. AgencyName

6.405

AgencyItemNo. Record Series Title

5.

RecordsSeries

Item No.

4.

2.AgencyCode

3.1.027

Administration - Crime Records S8rvlcefClB

1.1 DPS.0876 CJIS Error Tracking Database AV AV

1.1 DPS.0877 DPS Master Fingerprint Files PM PM PM 91-405-026

1.1 DPS.0878 Sex Offender Registration Records PM PMM =Older document (1997-88) areon microfilm.

1.1 DPS.0879Sex Offender Secured Website User

AC AC AC =After closedA reements

Administration - Crime Records service/Access & Dissemination

1.1.014

1.1.048

Non-criminal Justice Agency ComputerUser A reements

Expunction Litigation Files

Legal Opinions and AdviceIDPSo inions from DPS Ie al counsel AV

AC+1

AV

AC+1AC = After closed

R R =Review b State Archivist






SLR 105Rev. 11/07

P 52 f91age 0

SLR 105


Iand Archives Records Retention Schedule'eo ..L_~~~_



4. 5. 6. 7. ~O. 11.8. TSLAC



~ ...... • ...-5.6.005 1~'"1I1 ~1o"1l Mileage Reports - car books FE+3 FE+3

Inspection Repair and Maintenance5.6.003 • ~'"1III.!I0"1""" LA+1 LA+1Records - Vehicles

Service orders: DPS copy of formscompleted by mechanical service

5.2.019 .1~'"1III.!Io"1Cl personnel for installation or repair, including 1 1billing code, service, labor, parts andremarks.

5.6.007 .]~'"1(I~J.~~ Vehicle Titles and Registrations LA LA1-

Administration - Human Resources

GM 7-831.1.056 DPS.0976 ADA Files - Active AC+3 AC+3 28 CFR 35.105(c)

AC =Until ClosedGM 7-83

1.1.056 DPS.0977 ADA Flies -Inactive AC+3 AC+3 28 CFR 35.105(c)AC =Until closed

3.1.022 DPS.0978 Employee's Address Card AV+2 AV+2




Archival Codes (Field B)


SLR 105Rev. 11/07

Pa e 53 of91

STATE OF TEXAS


SLR 105



2.Agency405

3. AgencyTexas De artment of Public SafetCode Name

4. 5. 6. 7. o. 11.8. TSLAC


Item No. No. Record Series Title Total Remarks 106 No. No.AC =After termination of employee

3.2.001 DPS.0979 Letter of Authorization AC+4 AC+4or after amendment. expiration. ortermination of authorization.whichever sooner.

3.1.022 DPS.0980 Personnel Action Form (HR-25) 2 2

3.1.022 DPS.0981 Personal Data Card AV+2 AV+2

3.1.022 DPS.0982 Personnel Files - Active AC+5 AC+5AC =Retirement or Termination Date29 CFR 1602.31 a

3.1.022 DPS.0983 Personnel Files - Inactive AC+5 AC+529 CFR 1602.31(a)AC =Termination of em 10 ent

3.4.008 DPS.0984 Sick Pool FE+3 FE+3

3.4.006 DPS.0985 Time Card (HR-11) 4 4 GM7-1

AC =Until superseded or terminationof em 10 ment

3.1.024 10 10 29 CFR 1602.31(a)

3.1.024 Mandated Psychotherapy Records 10 10 29 CFR 1602.31(a)

,Retention Codes (Field 7) Archival Codes (Field 8)

AC - After Closed. Terminated, Completed, Expired. SettledAV - Administrative Value



SlR 105Rev. 11/07

Pa e 54 of91

STATE OF TEXAS


SLR 105


lp",. See top 01 d'"t' page

2.AgencyCode 405

3. AgencyName Texas De artment of Public Safe

11.TSLACONLY

Amend.No.

-AC = Expiration or termination of theinstrument accordin to its terms.

29 CFR 1602.31(8)

TAC 3.2505; UGMS, Section III,SUbpart C.42©; OJP Financial Guide,Part III, Cha ter 12

TAC 3.2505; UGMS, Section III,Subpart C.42©; OJP Financial Guide,Part III, Chapter 12AC =Satisfaction of all UniformAdministrative Requirements forGrants and Cooperative Agreementsto State and Local Governments

7. O.8.

Retention Period Archival~;...;;.;.;..-------------;

9.Total Remarks 106 No.

••••

Record Series Title

6.

Other Victim Assistance Grant,administered by the Texas Office of the AC+3 AC+3Attorney General

Pre-Employment Psychological10 10Evaluations

Psychotherapy Records 10 10

Specialized Evaluations 10 10

Victims of Crime Act Grant,administered by Criminal Justice 5 5Division of the Governor's Office

Memorandums of UnderstandingMOU's

AgencyItemNo.

5.

I:DPS.1008!l ~__

DPS.1005I _f' .-

DPS.1006 IL- ~ _i-~ ... " --jpPS.1007

I ~

IiDPS.1004

l~

4.

RecordsSeries

Item No.

4.7.008

4.7.008

3.1.024

3.1.024

3.1.024

Administration - Radio Frequency Unit

_DPS.1026






SLR 105Rev. 11/07

Pa e 55 of91

STATE OF TEXAS


SLR 105


lPa, See top of dpage

Retention Period

7. 11.TSLACONLY

Amend.No.106 No.

o.

AC =When written transcription isa roved.

AC =After deemed uncollectable

AC =After closed

AC =Final disposition of case

AC =Final disposition of summaryre ort

Archival: A =Transfer to Archivesand Information Services Division.Comments: Agency retains

A permanent record copy. The archivalrequirement will be met by sending acopy to the Archives and InformationServices Division, Texas StateLibra and Archives Commission.

AV

1

Total

PM

AC+1

AC+3


AV

1

PM

AC+2

AC+1

AC+3

Record Series Title

6.

3. AgencyName

CHLB License Applications

Minutes and Agenda InteroperabilityRadio Frequency Work Group (IRWG)Meeting

Radio Frequency Files

Correction Notice

Credit Card Chargebacks

AgencyItemNo.

4055.

RecordsSeries

Item No.

4.

2.AgencyCode

4.7.003

1.1.006

1.1

1.1.058

1.1

1.1






SLR 105Rev. 11107

Pa e 56 of91

STATE OF TEXAS


SLR 105


1.Page Seetopof dpage

11.TSLACONLY

Amend.No.106 No.

o.

AC = After closed

AC =After closed

AC = After closed

AC = After closed

AC =Fiscal Year of Investigation

AC =After closed

AC = Fiscal Year of Investigation

AC =Final disposition of decision

AC =After license application refund

8.Archival

9.Remarks


Retention Period

Total

CE+2 CE+2

1 1

AC+2 AC+2

AC+2 AC+2

AC+3 AC+3

AC+1 AC+1

AC+2 AC+2

AC+2 AC+2

AC+2 AC+2

AC+3 AC+3

AC+1 AC+1

Record Series Title

3. AgencyName

6.

PSB Individual Applications

License Application Refunds

Returned Registration Cards

RefundsINSF

Examination Log

PSB Company Applications

Graded Examinations

Proposals for Decision

Order Form

Investigative Complaints

Investigation Lead Sheets

.. -

DPS.1056

DPS.1057

DPS.1058

DPS.1059

DPS.1060

DPS.1061

DPS.1062

DPS.1063

DPS.1064

DPS.1065

DPS.1066

2.Agency405Code

4. 5.

RecordsSeries

Item No.

1.1

1.1

1.1.006

1.1.006

4.7.003

1.1

1.1.006

1.1

1.1

4.7.003

1.1

Administration - Staff Support ServicelEEO Office

3.3.001 DPS.1076 Affirmative Action Plan Working Papers






SLR 105Rev. 11/07

P 57 f91age 0

SLR 105


Iand Archives Records Retention ScheduleICommission



4. 5. 6. 7. no. 11.8. TSLAC


Item No. No. Record Series Title Aaency Storaae Total Remarks 106 No. No.

EEO/Sexual Harassment Employee AC =Final decision on the grievance.3.1.018 DPS.10n AC+2 AC+2 (Does not include complaints filedComplaints with the EEO)

3.3.030 DPS.1078 EEO/Sexual Harassment PreventionUS+2 US+2Class Roster

EEO/Sexual Harassment Prevention1.1.043 DPS.1079 Training Material for First-Line US+1 US+1

SUDervisors

1.1.043 DPS.1080 EEO/Sexual Harassment PreventionUS+1 US+1Trainina Material for New EmDlovees

Administration - Stilte Coordinator Emergency Management servicesIncludes grant applications,

EMD Disaster Recovery, Mitigation, agreements, project files, sub-grant

1.1 OP8.1101 Emergency Management, HomelandAC+4 AC+4

records, related documents, andSecurity & Border Security Program, reportsGrant, and Contract Files AC =Satisfaction of all grant and

coooerative aareementsEmergency Management & Hazardous

1.1 OP8.1102 Material Training Records and 5 5Emeraencv Exercise Records

1.1 OP8.1103 Local Emergency Planning and point ofUS UScontact records



SLR 105Rev. 11/07

P 58 f 91age 0

SLR 105


iand Archives Records Retention ScheduleCommissionw.w._.w.. _.ww___•


2.Agency 3. AgencyTexas Department of Public SafetvCode 405 Name

4. 5. 6. 7. ~O. 11.8. TSLAC


Item No. No. Record Series Title Aaencv Storaae Total Remarks 106 No. No.

1.1 DPS.1104State Operations Center Activation

7 7Records

Criminal Law Enforcement Division - Motor Vehicle Theft Service

BATIC CENTER Administrative

1.1 DPS.1126 Research Files (Call Log, RecoveryAC+2 AC+2 AC =After closedFiles, Pending Files, and Miscellaneous

Files)

1.1 DPS.1127 Deposit Slips for Savage Fund transfer FE+3 FE+3

1.1 DPS.1128 Motor Vehicle Accident Data Files CE+10 CE+10

1.1 DPS.1129 Motor Vehicle Accident Reports CE 10 CE+10 Destroy Paper after filming 91-405-022

Record Copy Retained by Agency.

1.1 DPS.1130 Motor Vehicle Accident SummariesPM PM

Required copies are provided to theMonthly and Annual Publication Clearing house. TSL.

Destroy Paper after film inQ

1.1 DPS.1131 MVD Title Application Searches AV AVReviewed after 3 years and reviewedafter 5 vears.

1.1 DPS.1132MVT Research Analyst Files (MVT-3 &

AV+2 AV+2Investigative Leads)

1.1 DPS.1133 Weekly Report Form MVT-4 CE+3 CE+3



SLR 105Rev. 11/07

P 59 f91age 0

SLR 105



I



4. 5. 6. 7. ~O. 11.8. TSLAC



1.1 DPS.1134 Seized Property Records AC+20 AC+20 AC =After closed

1.1 DPS.1135 Salvage Inspection Files CE+2 CE+2

Criminal Law Enforcement Division - Narcotics ServlcelTrlplicate Prescription Section

1.1 DPS.1151 Electronic Prescription Records AC+15 AC+15 AC =After closed

1.1 DPS.1152 Schedule II Prescription Forms 3 3

Criminal Law Enforcement DlvlslonlNarcotics Services

AC =After closedPaper, microfilmed or electronic after10 years (includes all reports!

1.1 DPS.1176 Administrative Imprest Report Files AC+20 AC+20 payment records used to documentthe utilization of investigative imprestfunds in conducting criminalinvestigations)

1.1 DPS.11n Administrative Investigative Files AC+20 AC+20 AC =After closed

1.1.008 DPS.1178 Administrative Files - Correspondence 1 1Paper Scanned after 30 days. AnnualReview






SLR 105Rev. 11107

P 60 f91age 0

SLR 105


l~~~~Records Retention Schedule

IPa, See top of dpage

2,Agency 3. AgencyTexas Department of Public SafetyCode 405 Name

4. 5. 6. 7. no. 11.8. TSLAC


Series Item 9. Amend.Item No. No. Record Series Title Aaencv Storace Total Remarks 106 No. No.

Original kept at agency for 5 yearsthen microfilmed or electronic.

1.1 DPS.1179 Analyst Investigative Files PM PM Microfilm/electronic stored 90-405-002permanently at the State RecordsCenter..

Clandestine Laboratory Seizure Reports1.1 DPS.1180 10 10

1.1 DPS.1181 Controlled Substance RegistrationAC+5 AC+5

AC = After closedHearinQ Files Paper microfilmed after 5 years

1.1 DPS.1182 Drug Interdiction Program Files 15 15Includes HQ-35 which housed in

~ PSATAC = After closed

1.1 DPS.1183 Investigative Reports (Case Reports) AC+5 15 AC+20 Paper microfilmed or electronic after 90-405-0015 Years.

1.1 DPS.1184 Program File Seizure Reports 15 15-1.1.043 DPS.11185 School ReportsJRecordsiCurriculum US+1 US+1

1.1 DPS.1186 Vehicle Emission InspectionAC+2 AC+2 AC = After closedReDortsIForms

0

1.1 DPS.11'87 Wiretap Files! Pen Register Files AC+20 AC+20 AC = After closed

Criminal Law Enforcement Division - Narcotics service/Controlled Substance Registration Section



SLR 105Rev. 11/07

P 61 f91age 0

SLR 105


and Archives Records Retention ScheduleCommission-

I.'" See top of dpage


4. 5. 6. 7. ho. 11.8. TSLAC


Item No. No. Record Series Title Aoency Storage Total Remarks 106 No. No...-

91-405-0221.1 DPS.1201 Motor Vehicle Accident Records CE 10 CE+10

Original kept at agency for 1 year,1.1 DPS.1202 Peyote Receipts Of Sales PM PM then stored permanently at the State 91-405-006

Records CenterOriginal kept at agency for 1 year,

1.1 DPS.1203 Statistical Reports PM PM then stored permanently at the State 91-405-007Records Center

Texas Control Substances Registration Original kept at agency for 1 year,1.1 DPS.1204 PM PM then stored permanently at the State 91-405-018Files

Records Center

Criminal Law Enforcement Division -erlmlnallntelllgencelMlsslng Persons Clearinghouse

File maintains information necessary1.1 DPS.1226 Located Deceased Person Files PM PM in linking known offenders with open

cases

1.1 DPS.1227 Missing Person Files -Active-Closed CE+3 CE+3

1.1 DPS.1228 Missing Person Files - Inactive-Closed CE+3 CE+3

File maintains necessary

1.1 DPS.1229 MPCH Supplemental File CE+3 CE+3documentation for MPCH informationwhich does not meet MPCH case filecriteria


AC - After Closed, Terminated, Completed, Expired, Settled CE - Calendar Year End LA - Life of Asset PM - Permanent A - Transfer to State ArchivesAV - Administrative Value FE - Fiscal Year End MO- Months US - Until Superseded R - Review by State Archivist

SLR 105Rev. 11/07

Pa e 62 of91

STATE OF TEXAS


SLR 105



11.TSLACONLY

Amend.No.106 No.

o.

AC =After closed

AC = Case concluded. Note: theserecords will be held for 75 years oruntil death of offender.

AC =After closed

AC =After closed

Paper, review based on retention/review period of Investigative,Intelligence and AdministrativeReports (file maintains necessaryattachments

AV

AC+2

AC+9

CE+3

AC+75


8.Retention Period Arc';:.h.::.iv:.::a:::...I ~

9.Total Remarks

AV

AC+2

7.

AC+9

CE+3 CE+3

AC+75

.-

Record Series Title

3. AgencyName

6.

•

TCIC Phone Log

Unidentified Person Files -Active-Closed CE+3

Unidentified Person Files - InactiveClosed

CIS Report Attachment Files

Polygraph Activity Reports

Investigative Reports (Non-Homicide)

Investigative Reports (Homicide)

405

AgencyItemNo.

5.

••

DPS.1230

4.

RecordsSeries

Item No.

2.AgencyCode

1.1

1.1

1.1

1.1

1.1

1.1





SLR 105Rev. 11107

P 63 f91age 0

SLR 105


~ and Archives Records Retention Schedule!Commission ....J

1.PageSeetopot dpage


4. 5. 6. 7. ~O. 11.8. TSLAC


Series Item 9. Amend.Item No. No. Record Series Title Agency Storace Total Remarks 106 No. No.

1.1 I~~ CIS Document Cards AV AVI.....

1.1 I~ Criminal Investigation Report (CLE-1AV AV

Resides in CLERIS System.1- Administrative) Reviewed after 15 years.

Irv:r.t~Criminal Investigation Report (CLE-1

1.1 Criminal Law Enforcement CLERIS 25 25 Resides in CLERIS System.Retention Logs)

1.1 I~ Criminal Investigation Report (CLE-1AV AV

Resides in CLERIS System.Intelligence) Reviewed after 5 years.

1.1 I~ Criminal Investigation Report (CLE-125 25 Resides in CLERIS System1- • Investiaative)

Record copy retained by the agency.

1.1 I~ Motor Vehicle Accident SummariesPM PM

Required copies provided to theI..... (Monthly & Annual) Publication Clearing House. TSL

destroy paper after filing

1.1 Irj'r-t=\~ Officer's Field Notes and Working Files AV AV Resides in CLERIS System.I......

1.1 I~ Pre-Employment Polygraph ExaminationAC+2 AC+2 AC =After closed1- Records

1.1 1\iT!E\.~ Seized Property Records AC+20 AC+20 AC - After closed

Criminal Law Enforcement Division - Crime Laboratory





SLR 105Rev. 11107

Pa e 64 of91

STATE OF TEXAS


SLR 105


IhI See top of dpage

10

2.AgencyCode

4.

RecordsSeries

Item No.

1.1

4055.

AgencyItemNo.

DPS.1301

3. AgencyName

6.

Record Series Title

Clandestine Laboratory Seizure Reports

7.Texas De artment of Public Safe

8.Retention Period Arc;:..h:..:.:iv:..::a:::.,.I ---l

9.Total Remarks

10

o.

106 No.

11.TSLACONLY

Amend.No.

1.1 DPS.1302 Crime Laboratory Case Files PM PMOriginal kept at Agency until closed.Microfilm stored permanently at The 92-405-031State Records Center.

DRAGNet Database Summary ofLaborato Records

If Aircraft sold all records relating to

1.1 Aircraft Equipment Evaluations LA LA aircraft must be transferred to newowner by FAA Reg. 14 CFR91.417 b 2

3.1 Aircraft Pilot Personnel Record AC+5 AC+5AC = Termination of EmploymentAir-4 29 CFR 1602.31 a

3.1.027 Aircraft Pilot Training Records AC+5 AC+5 AC = Termination of employment.



SLR 105Rev. 11/07




Pa e 65 of9!

STATE OF TEXAS


SLR 105



2.AgencyCode 405

3. AgencyName Texas De artment of Public Safe

11.TSLACONLY

Amend.No.106 No.

O.

If Aircraft sold all records relating toaircraft must be transferred to newowner by FAA Reg. 14 CFR91.417 b 2

(Air-3, Air-15, Aircraft log books, andaircraft maintenance records

Total

Retention Period

LA+1 LA+1

LA+1 LA+1

7.

Record Series Title

6.

Aircraft Records -Inspection andRe air

5.

RecordsSeries

Item No.

4.

CRC-043.1.018 AC AC AC=2 years after all parties have left

DPS em 10 ent

3.1.021 AC+5 AC+5 AC = Final disposition of complaint

3.1.021 AC+15 AC+15 AC = Final disposition of complaint

3.1.018 AV AV CRC-01 Meeting Report Sheet, &Corres ondence

3.1.018 General Complaint Files AC+2 AC+2 AC = Final disposition of complaint

3.1.018 Mediation Case File AV AVIncludes Facilitation Case FilesCRC-02; CRC-06; CRC-07; CRC-09

3.1.018 Mediation Evaluation AV AV CRC-10

5.6.003

1.1


AC - After Closed, Terminated, Completed, Expired. SettledAV - Administrative Value



SLR 105Rev. 11107

P 66 f91age 0

SLR 105


andArchives Records Retention ScheduleCommission-_.-

t.Page See top of dpage


4. 5. 6. 7. 10. 11.8. TSLAC


Item No. _ Record Series Tnle AQency Storage Total Remarks 106 No. No.

1.1.065 • • ; Six Month Survey AV AV Six month surveys or any similar

Director's Office - Information Management Division

1.1 DPS.1401 Biennial Operating Plan (BOP) US+1 US+1

1.1 DPS.1402 Computer Security Request (CSR) AC+1 AC+1AC =After completion (setting upuser's access)

1.2.015 DPS.1403 Disaster Recovery Service TransmittalsFE+1 FE+1ICRMD 109)

5.4.013 DPS.1404 IT Disaster Recovery Plan US+1 US+1

Records Management Plans (Recordsmanagement plans and similar records that

1.2.014 DPS.1405 establish the policies and procedures under US+1 US+1which records and infonnation are managed byanaaencv.)

Original retained by SLRM Division1.2.()05 DPS.1406 Records Retention Schedul&- (SLR105) US US Texas State library and Archives

Commission.

1.1 DPS.1407 TLETS - Notice of Failure to Pass Test 10 10days days

1.1 DPS.1408 TLETS Registration Cards 3 3Card kept for 3 years from date ofclass


AC - After Closed, Terminated, Completed, Expired, Settled CE - Calendar Year End LA - Life of Asset PM - Permanent A - Transfer to State ArchivesAV - Administrative Value FE - Fiscal Year End MO-Months US - Until Superseded R - Review bv State Archivist

SLR 105Rev. 11/07

P 67 f91age 0

SLR 105


Iand Archives Records Retention ScheduleiCo_~

IhJ See top of dpage


4. 5. 6. 7. ~O. 11.8. TSLAC



1.1 DPS.1409 TLETS Scantron Tests 90 90 Destroy after 90 daysdays days

Director'. OffIce -Internal Affairs

1.1 DPS.1426 Administrative Inquiry Logbooks CE+3 CE+3

1.1 DPS.1427 Administrative Inquiry Card Files CE+3 CE+3

Investigations conducted by Internal

1.1 DPS.1428 Administrative Inquiry Investigations CE+3 CE+3Affairs stored in Internal Affairs.Investigations conducted by Divisionstored in Division Chiefs' offices

1.1.006 DPS.1429 Complaint Investigation Logbooks CE+15 CE+15

1.1.006 DPS.1430 Complaint Investigation Card Files CE+15 CE+15

1.1.006 DPS.1431 Complaint Investigations CE+3 CE+3Findings are not sustained,unfounded, or exonerated

1.1.006 DPS.1432 Complaint Investigations CE+15 CE+15 Findings are sustained

3.1.021 DPS.1433 Discrimination & Sexual HarassmentCE+15 CE+15Card Flies

3.1.021 DPS.1434 Discrimination & Sexual HarassmentCE+15 CE+15Logbooks






SLR 105Rev. 11/07

P 68 f91age 0

SLR 105


Iand Archives Records Retention ScheduleCommission- --

IJlail See top of dpage


4. 5. 6. 7. ~O. 11.8. TSLAC



3.1.021 DPS.1435Employee Criminal Investigation

CE+5 CE+5Logbooks

3.1.021 DPS.1436Employee Criminal Investigation Card

CE+5 CE+5Flies

3.1.021 DPS.1437 Employee Criminal Investigation Flies CE+5 CE+5

3.1.021 DPS.1438 Firearm Discharge Card Files PM PM

3.1.021 DPS.1439 Firearm Discharge Logbooks PM PM

3.1.021 DPS.1440 Firearm Discharge Investigations PM PM Involving injury or death

3.1.021 DPS.1441 Firearm Discharge Investigations CE+5 CE+5 Not involving injury or death

5.3.009 DPS.1442General Request for Information

CE+2 CE+2Logbooks

1.1.014 DPS.1443 Legal Assistance Logbooks CE+2 CE+2 R R =Review by State Archivist

1.1.014 DPS.1444 Legal Assistance Card Files CE+2 CE+2 R R =Review by State Archivist

R =Review by State Archivist

1.1.067 DPS.1445 Internal Affairs Reports AV+3 AV+3 RAnnual reports, quarterly reports,monthly reports and monthly chief'semails






SLR 105Rev. 11/07

P 69 f91age 0

SLR 105


:and Archives Records Retention Schedulei~_o.~!~n

1" See top 01 dpage


4. 5. 6. 7. 10. 11.8. TSLAC



1.1.006 DPS.1446Written complaints and records of oral

CE+2 CE+2Complaints received from the public

complaints regarding DPS employees

Director'. Office - Legl.'atlve Liaison

R = Review by State Archivist1.1 DPS.1476 Legislative Liaison Casework 4 4 R HQ-10 maintained by legislative

session.

Director'. Office - Office of General Counsel

1.1.008 DPS.1501 Correspondence - General 1 1

1.1 DPS.1502 Custodial Death Reports CE+3 CE+3 From date of incident

1.1 DPS.1503Discharge Hearing before Commission

AC+2 AC+2 AC = After closedRecords

1.1 DPS.1504 EEOCITCHR Complaints AC+2 AC+2 AC = After closed

1.1 DPS.1505 Incident Reports (HR-12) CE+2 CE+2 From date of incident

R = Review by State Archivist

1.1.014 DPS.1506Legal Opinions and Advice DPS

AV AV RRecords for access evaluated on an

Opinions from DPS Legal Counsel individual basis. Open records sent toArchives.





SLR 105Rev. 11/07

P 70 f91age 0

SLR 105

Form SLR 10SC mustSTATE OF TEXAS accompany this form.

land Archives Records Retention SchedulelComrnissio~

'PI,See top 01 dpage


4. 5. 6. 7. ~O. 11.8. TSLAC


Item No. No. Record Series Title Agency Storage Total Remarks 106 No. No.

1.1.048 DPS.1507 Litigation Files AC+2 AC+2AC =After closed, includes contestedcases

Public Information Requests - Not

1.1.020 DPS.1508 Exempted (Approved) includes allCE+2 CE+2correspondence and documentation

relating to requests for records.

1.1.021 DPS.1509Public Information Requests -

CE+2 CE+2Exempted (Denied)

1.1 DPS.1510 Subpoena Handled by the Office ofAC+1 AC+1 AC =After closedGeneral Counsel

1.1 DPS.1511 Tort Claims AC+1 AC+1AC =After case is paid out or claimdenied

Driver License Division - Accident Records Bureau

Original kept at Agency for 1 year,1.1 DPS.1526 Activity Summaries PM PM then microfilmed. Stored permanently 91-405-009

at the State Records CenterOriginal kept at Agency for 1 year,

1.1 DPS.1527 DPS Arrest Summaries PM PM then microfilmed. Stored permanently 91-405-008at the State Records Center

1.1 DPS.1528 Fatality Reports AV 10 AV+10 91-405-020





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SLR 105


and Archives Records Retention ScheduleCommission---

Ihge See top 01 dpage


4. 5. 6. 7. 10. 11.8. TSLAC


Item No. No. Record Series Title Agency Storage Total Remarks 106 No. No.

1.1 DPS.1529Request for copy of Peace Officer's

CE 10 CE+10 04-405-041Report

1.1 DPS.1530 Special Search Request Flies FE+1 FE+1

Driver License Division - Driver Records Bureau

4.2.002 DPS.1551 Cash Receiving Edits FE+3 FE+3

1.1 DPS.1552 E - Commerce Edits FE+3 FE+3

1.1 DPS.1553 Warrant Vouchers FE+3 FE+3

Driver License Division - Driver Improvement Bureau

AC = After closedAC+11 years. The scanned original

Driver Improvement/Safety paper documents are to be destroyed

1.1 DPS.1576 Responsibility Enforcement & AC+11 AC+11after image quality assurance 98-405-039

Compliance Files verification process has beencompleted. DPS.0407 SafetyResponsibility Case File combinedwith DPS.0401.

1.1 DPS.1577Driver Record Contacts for Release of

FE+S FE+SPaper reviewed and destroyed after 5

Driver Records years





SLR 105Rev. 11107

Pa e 72 of91

STATE OF TEXAS


SLR 105


tP.. Seetopot d,.,. page

11.TSLACONLY

Amend.No.


3. AgencyName

6.

4055.4.

2.AgencyCode

1.1 Driver License Photo Film File CE 10 CE+10 Film after CE 92-405-032

1.1 Driver License Updates and Purges AC 125 AC+125 AC =Filmed 91-405-034

1.1 Vision and Limb Waiver Records AC+3 AC+3 AC =After closed

• •• :

AC =After closedAC+11 years. The scanned originalpaper documents are to be destroyed

1.1 •• . Safety Responsibility Act Certificates OfAC+11 AC+11

after image quality assurance• Deposit and Self Insurance verification process has been

completed. DPS.0410 Self InsuranceCertificates combined withDPS.0408.AC =Time to support suspension

1.1 Safety Responsibility Case Files AC 10 AC+10 action has passed. 91-405-014All audit re uirements will be met.

Public Safety Commission - Office of Audit and Inspection





SLR 105Rev. 11107

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and Archives Records Retention ScheduleCommission-



4. 5. 6. 7. 10. 11.8. TSLAC



1.1 DPS.1651 Accident Review Board Findings AV AV

Audits - External Audits and Reviewsperformed by DPS on External Entities

1.1.002 DPS.1652and/or reviews performed by external

AC+7 AC+7AC =Publication or release of final

entities on DPS. audit findingsDOES NOT INCLUDE AUDITS BY THESTATE AUDITOR'S OFFICE.

AC =Publication or release of final

1.1.002 DPS.1653Audits - Internal Audits and Reviews

AC+7 AC+7audit findings

performed by DPS on internal operations All Reports forwarded toLBB/SAO/Gov's Office

4.6.003 DPS.1654 Cash Counts FE+3 FE+3

1.1.065 DPS.1655Inspection Field Notes/Supporting

AV AVDocuments for Inspection Reports

1.1.038 DPS.1656 Internal Audit Customer SatisfactionAC+6 AC+6 AC =After closedSurveys

1.1 DPS.1657 Legislative Fiscal Notes and BillFE+6 FE+6Analysis

1.1.069 DPS.1658 Monthly Activity Reports (MAR) FE+3 FE+3

4.6.001 DPS.1659 Monthly Balancing Records FE+3 FE+3


AC - After Closed, Terminated, Completed, Expired, Settled CE - Calendar Year End LA - Life of Asset PM - Permanent A - Transfer to State ArchivesAV - Administrative Value FE - Fiscal Year End MO- Months US - Until Superseded R - Review bv State Archivist

SLR 105Rev. 11/07

STATE OF TEXAS


Pa e 74 of91SLR 105


1.Pa, See top of dpage

o.

106 No.

11.TSLACONLY

Amend.No.



SLR 105Rev. 11/07




Pa e 75 of91

STATE OF TEXAS


SLR 105




4. 5. 6. 7. O. 11.8. TSLAC



Includes officer activity database,drug interdiction database, pursuitdatabase, citation and warning

1.1 AlS Databases CE+3 CE+3databases, commercial motor vehicleinspection database, motor assistdatabase, use of force database, fleetvehicle database, and crashinvesti ation database

1.1 Breath Test Instrument File AC+3 AC+3AC =After instrument permanentlyremoved from service

1.1 Breath Test Operator Files AC+10 AC+10AC =After certification is expired orsus ended

1.1 Breath Test Program File AC+10 AC+10 AC =After termination of program

1.1 Breath Test technical Supervisor Files PM PM

1.1 Building Registers CE+3 3 CE+6 95-405-037

1.1 Canine Program Reports CE+2 CE+2

1.1 Carrier Profiles PM PM Destroy paper after imaging

3.1.022 Career Progression PromotionCE+2 CE+2Notification THP-53


AC - After Closed. Terminated. Completed. Expired. SettledAV - Administrative Value




SLR 105Rev. 11/07

STATE OF TEXAS


Page 76 of91SLR 105



2.AgencyCode 405

4. 5.

RecordsSeries

Item No.

1.1

1.1

1.1

1.1

1.1

1.1

1.1

1.1

3.1.027

1.1

1.1

1.1

3. AgencyName

6.

Record Series Title

Case reports (THP-1, THP-1A, THP-1B)

Certificate of Seizure (HQ-83)

Citation Disposition Receipt

Commercial Vehicle EnforcementCVE-3

Crash Photographs

DPS Employee CDL Drug TestingRecords

Information for Jail Registers (HQ-25)



9.Total Remarks

AC+3 AC+3 AC =After case disposition

AC+3 AC+3AC =Date the item is ordereddis osed b the court

CE+2 CE+2

CE+3 CE+3 Destroy paper after Imaging

CE+5 CE+5

5 5

AC+3 AC+3

CE+2 CE+2

AC+5 AC+5 AC =Termination of employment

AV AV Record copy in Motor Carrier Bureau.

CE+3 CE+3

CE+2 CE+2

o.

106 No.

11.TSLACONLY

Amend.No.



SLR 105Rev. 11/07




Pa e 77 of91


STATE OF TEXAS


SLR 105



Amend.No.106 No.

91-405-005

91-405-004

o.

AC =When filmed

AC =After closed

Destroy paper after imaging.

7.

Retention Period

Total

AC+3 AC+3

AC+3 AC+3

AC+3 AC+3

AC 20 AC+20

AC 20 AC+20

CE+2 CE+2

US+2 US+2

AC+3 AC+3

AV AV

CE+2 CE+2

AC+3 AC+3

3. AgencyName

6.

Property Inventory (HQ-109)IEvidentlaryor Asset Forfeiture

Positive Drug and Alcohol TestingCorres ondence

Performance Observation (TLE-27)

Municipal and County CertificationMemorandum of Understandln

Motor Carrier Lease Cancellations

Motor Vehicle Crash Reports (CR-3, CR3C

Positive Drug and Alcohol RequesterIdentification and EmailCorres ondence

2.AgencyCode 405

4. 5.

RecordsSeries

Item No.

1.1

1.1

1.1

1.1

1.1

1.1

1.1

3.1.019

1.1

1.1

1.1






SLR 105Rev. 11/07

Pa e 78 of91


STATE OF TEXAS


SLR 105


"-------'

E1~~6]fOPS.1717 .!l !

ES.~7~8J

~



4. 5. 6. 7. o. 11.8. TSLAC

Records Retention Period Archival ONLY

Series 9. Amend.Item No. Total Remarks 106 No. No.

1.1 AC+3 AC+3AC =Date the item is destroyed ordis osed of

1.1 AC+3 AC+3AC =Date the evidence is ordereddis osed of b the court

1.1 Pursuit Information Form (HQ-45) CE+3 CE+3

1.1 AV AV

1.1 PM PM Destroy paper after imaging.

1.1 FE+3 FE+3

1.1 CE+2 CE+2

AC =completion of compliance1.1 Safety Audit and Compliance Review AC+6 AC+6 review

Destro

1.1 Scale and Weight Strip Operation Report AV AV Destroy paper after imaging.

1.1 Seized Property Disposition (HQ-109B) AC+3 AC+3AC =Date the item is ordereddis osed of b the court

1.1 Subject Breath Test Flies PM PM






SLR 105Rev. 11/07

STATE OF TEXAS


Pa e 79 of91SLR 105


l~See top of dpage

2.Agency 3. AgencyTexas De artment of Public SafetCode 405 Name

4. 5. 6. 7. O. 11.8. TSLAC



1.1 Trooper's Weekly Report - All Services CE+2 CE+2

AC =Date of direct purchase,

5.3.009 Verification of Requester InformationAC AC

issuance of request for bids, or(MCS-32 forms) decision not to proceed with the

rocurement, as a licable

Automobile Storage Log (CQ-44A)

1.1 Certified External Inspector TrainingAC+5 AC+5 AC =After closedSchool FolderlEnforcement Action

Certified External Inspector Training AC =After closed1.1 AC+2 AC+2 VI-2 Application, Misc Documents/School FolderlNo Enforcement Action

Corres ondence

1.1 Challenge Test (VIE-B) FE+2 FE+2Emissions program data stored inelectronic record

1.1 Covert Audit (VIE-6) FE+2 FE+2Emissions program data stored inelectronic record

1.1 Emissions Affidavit Form (VIE-12) FE+2 FE+2Emissions program data stored inelectronic record

. Retention Codes (Field 7)


SLR 105Rev. 11/07




STATE OF TEXAS


Pa e 80 of9!SLR 105



2.Agency 3. Agencyartment of Public SafeCode 405 Name Texas De

4. 5. 6. 7. O. 11.8. TSLAC



AC =After closed1.1 Facility and Technician 10 Numbers AC+5 AC+5 Emissions program data stored in

electronic recordAC =After closed

1.1 Inspector History Folder/EnforcementAC+5 AC+5

VI-3, VI-3D-1, VI-3D-2, VI-20,Action Emissions Badge ID, Misc

Documents/Corres ondenceAC =After closed

1.1 Inspector History Folder/NoAC+2 AC+2

VI-3, VI-3D-1, VI-3D-2, EmissionsEnforcement Action Badge ID, Misc Documents/

Corres ondence

1.1 Instructor History FolderlEnforcementAC+5 AC+5 AC =After closedAction

Instructor History Folder/No AC =After closed1.1 AC+2 AC+2 VI-3C, Misc Documents/Enforcement Action

Corres ondence

1.1 On Road Test Records AC+2 AC+2AC =After closedData stored in electronic record

1.1 Overt Station Audits FE+2 FE+2Emissions program data stored inelectronic record



SLR 105Rev. 11/07




Pa e 81 of91

STATE OF TEXAS


SLR 105



2.AgencyCode 405

3. AgencyName Texas De artment of Public Safet

11.TSLACONLY

Amend.No.106 No.

O.

AC =After closed

AC = After closedVI-2, VI-13, VI-15, VI-20, VI-28, VI29, VI-40, VI-42, VI-63, VI-64, VI-89,Letter of Authority, Misc Documents!Corres ondence

AC = After closedData stored in electronic record,paper copy destroyed immediatelyafter verification

Emissions program data stored inelectronic record

AC =After closedVIE-2, VIE-28, VIE-3, VIE-17, VIE178, Automated Service ExcellenceCertifications for Techs

8.Retention Period Arc;.:.h:.:.:iv;...;:a;;;,.I ----i

9.Total Remarks

7.

Record Series Title

6.

Recognized Emissions Repair Folder AC+2 AC+2

FE+2 FE+2

FE+3 FE+3

Scanned Station Weekly Reports (VI-8A) AC+2 AC+2

Station Activity Log (CO-29) AC+13 AC+13Months Months

Station History FolderlEnforcementAC+5 AC+5Action

AgencyItemNo.

5.4.

RecordsSeries

Item No.

1.1

1.1

1.1

1.1

1.1

1.1





SLR 105Rev. 11/07

Pa e 82 of91

STATE OF TEXAS


SLR 105


1.Page See lop of dpage

2.AgencyCode 405

3. AgencyName Texas De artment of Public Safet

7. 11.TSLACONLY

Amend.No.106 No.

O.

AC =After closed

AC = After closedVIE-5, VIE-9

AC =After closed

AC =After closed

AC =After closed

Emissions program data stored inelectronic record

AC = After closedVI-2, VI-13, VI-15, VI-20, VI-28, VI29, VI-40, VI-42, Letter of Authority,Mise Documents/Corres ondence

Total

AC+1

FE+3

AC+2

AC+2

AC+2

AC+60Da s

AC+2 AC+2

AC+1

AC+60Da s

8.I--....:R~e::.:t,.e:.:.nt:.:.:io::.:.n:..:P....:err..:.:io;.;:d~-l Archival

9.RemarksRecord Series Title

6.

VolcelRadio Recordings

Communications Facility Daily Reports

Station History FolderlNo EnforcementAction

AgencyItemNo.

5.

RecordsSeries

Item No.

4.

1.1 Station Weekly Reports (VI-8) AC+2

1.1 Vehicle Emissions Inspection Reports!AC+2Forms

1.1 Vehicle Emissions WaiverlTimeAC+2Extension Folder

1.1 Vehicle Inspection Remittance ReportFE+3VI-9

1.1

1.1

1.1

Texas Highway Patrol Division- School Bus





SLR 105Rev. 11/07

P 83 f 91age 0

SLR 105


iand Archives Records Retention SchedulelCo~ion j



4. 5. 6. 7. ~o. 11.8. TSLAC


Item No. No. Record Series Title AQency Storage Total Remarks 106 No. No.

1.1 DPS.1826 Report of School Bus EvacuationAC+5 AC+5 AC = After closedTrainina (SB-3)

1.1 DPS.1827 Requests for Special ConsiderationAC+5 AC+5 AC = After closedI(Medical Waivers)

1.1 DPS.1828 School Bus Driver Certification Records AC+5 AC+5 AC = After closed

1.1 DPS.1829 School Bus Inspection Files FE+3 FE+3

1.1 DPS.1830 School Bus Specifications AC+8 AC+8 AC = After closed

Texas Rangers Division

R = Review by State Archivist1.1 DPS.1851 Criminal Activity Reports AV AV R Reviewed after 3 years and reviewed

after 5 vears.

1.1 DPS.1852 Investigation Reports AV AV Reviewed after 3 years and reviewedafter 5 Years

1.1 DPS.1853 Motor Vehicle Traffic Accidents (Fleet) 2 2Convenience Copy Record Copy InAccident Records Bureau

1.1 DPS.1854 Rangers Weekly Reports CE+2 CE+2

Polygraph Examiners Board





SLR 105Rev. 11/07

P 84 f91age 0

SLR 105



1.Pai1See top 01 dpage


4. 5. 6. 7. 10. 11.8. TSLAC


Item No. No. Record Series Title AQency StoraQe Total Remarks 106 No. No.AC = After closed

1.1 DPS.1876 Active Licensee Records AC+2 AC+2 AC+2 = ART.4413 (29CC) VTCS,SEC 17

1.1.070 DPS.1877 Agency Rules, Policies and Procedures US+3 US+3 R R = Review by State Archivist

AC=September 1 of odd-numbered

1.1.066 DPS.1878 Annual and Biennial Reports (Narrative) AC+6 AC+6 Acalendar yearsCopies to Texas State DepositoryProaram

3.1.002 DPS.1879 Applications for Permanent EmploymentAC+5 AC+5 AC = Termination of employment- Hired

3.1.001 DPS.1880 Applications for Permanent Employment2 2 29 CFR 1602.31 (a)- Not Hired (includes resumes)

1.1 DPS.1881 Approved Polygraph School Records US US Records will be reviewed annually

Audit - (Audits and reviews performed by AC = Publication or release of theaudit findings. The record copy of any

1.1.002 DPS.1882 agency on external entities, on the agencyAC+7 AC+7 audit performed by the Stateby other entities, or on the agency by

Auditor's Office is retainedinternal aUditors)Ipermanentlv bv the aaencv.

5.1.015 DPS.1883 Certified Mail Receipts FE+3 FE+3 Agency Policy





SLR 105Rev. 11/07

P 85 f91age 0

SLR 105


and Archives Records Retention Schedulel~_~~~~__



4. 5. 6. 7. 10. 11.8. TSLAC


Item No. No. Record Series Title Aaencv Storaae Total Remarks 106 No. No.Change Schedules/Price Lists(Schedules of prices charged by an agency

5.1.012 DPS.1884 for services to the public or other agencies, US+3 US+3including any documentation used todetermine the charges)

AC =After closed

1.1 DPS.1885 Complaint Investigation of Licensee AC+3 AC+3Open Records Act ART 4413(29cc)19A(e)1989 Board Policy

Correspondence - General - (Non-administrative incoming/outgoing and

1.1.008 DPS.1886 internal correspondence, in any media,1 1pertaining to or arising from the routine

operations of the policies, programs,services, or projects of an agency.)

Criminal History Checks (Criminal History AC =The criminal history record has

record information on job applicants or served the immediate purpose for3.1.026 DPS.1887 AC AC which it was obtainedagency employees obtained from the

See Subchapter F, Chapter 411,Department of Public Safety (DPS).Government Code.





SLR 105Rev. 11/07

P 86 f91age 0

SLR 105


and Archives Records Retention ScheduleCommission--

lPa11 See top of dpage


4. 5. 6. 7. 10. 11.8. TSLAC



Desk Calendars/Appointment Books -(Desk calendars, appointment books, and

1.1.013 DPS.1888similar records, purchased with state funds,

CE+1 CE+1which document appointments, itineraries,and other activities of an agency official oremployee.)Documentation or Verification of

AC =Termination of employment3.1.029 DPS.1889 Citizenship (includes federal reporting AC+1 AC+1form - INS 1-9) 8 CFR 274a.2(b)(2)(I)(A) and.(c) (2)

3.1.012 DPS.1890Employment Opportunity

2 2Announcements

3.1.014 DPS.1891 Employment Selection Records 2 2 29 CFR 1602.31 (a)

Former Employee Verification Records(Minimum information needed to verify

3.3.011 DPS.1892 employment includes name, social AC+75 AC+75 AC =Termination of employmentsecurity number, exact dates ofemolovment and last known address)Forms History Files (Print masters of

1.2.003 DPS.1893 original and all subsequent revisions to anAC+1 AC+1 AC =Discontinuance of use of form.agency form, including any associated

desian modification requests)





SLR 105Rev. 11107

P 87 f91age 0

SLR 105


Iand Archives Records Retention ScheduleCommission

1.Pa, See tap of dpage


4. 5. 6. 7. ~O. 11.8. TSLAC



Forms Inventory (Any periodic listing of all1.2.004 DPS.1894 forms used internally or externally by an US US

agency)

1.1 DPS.1895 Inactive License Records AC+50 AC+50 AC =Inactive 1989 Board Policy

R =Review by State ArchivistApplies only if opinion was requested

1.1.014 DPS.1896Legal Opinions and Advice - Attorney

AV AV Rby this agency. CAUTION: Does not

General include legal opinions or advicerendered on a matter in litigation. Seeitem 1.1.048.

Legislative Appropriation Request(Including any supporting documentationcreated and lor used to justify and support AC =Sept. 1st of odd-numbered

1.1.004 DPS.1897 legislative appropriations requested by an AC+6 AC+6 A years. Copies to Texas Stateagency. Note: Only copies of supporting Depository Program.documentation submitted to the LegislativeBudget Board are archival.

1.1 DPS.1898 License Log AV AV ASend to Archivist when no longer ofadministrative value.

1.1 DPS.1899 License Renewal Forms 4 4






SLR 105Rev. 11/07

P 88 f 91age 0

SLR 105


and Archives Records Retention Schedule .Commission

I~5eetopaf dpage


4. 5. 6. 7. ~O. 11.8. TSLAC



1.1 DPS.1900 Licensing Exam History File AV AV

1.1 DPS.1901 Licensing Examination Material US US

Meeting Agenda and Minutes (Official Agency retains permanent recordagenda and minutes of state boards, copy. The archival requirement is

1.1.058 DPS.1902 committees, commissions, and councils PM PM A met by sending a copy to thethat conduct open meetings as required by Archives and Information ServicesGovernment Code, Chapter 551) Division.

Meetings, Certified or Tape Recording of AC = The date of the meeting or

Closed Meetings (Certified agendas or completion of pending action1.1.059 DPS.1903 AC+2 AC+2 involving the meeting, whichever istape recordings of state boards,

latercommittees, commissions, and councils)

Government Code. § 551.104 (a)Meeting - Notes (Notes taken during open AC = Approval of the formal minutes

1.1.061 DPS.1904meetings of state boards, commissions, AC+90 AC+90 by boards, commissions, andand councils from which written minutes days days councils from which written minutesare prepared.) are prepared.






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Item No. No. Record Series Title Aaencv Storaae Total Remarks 106 No. No.Meeting - Supporting Documentation(Documents submitted at meeting of stateboards, commissions, committees, andcouncils including exhibit items,

Send to Archivist when no longer of1.1.062 DPS.1905 documentation for agenda items, etc. FE+3 FE+3 AIncludes documents sent in advance of administrative value.

meetings for briefing purposes, some ofwhich may not be submitted at the actualmeeting.)

1.1 DPS.1906On-Site Inspection of Licensees

25 25 RR =Review by State Archivist

Records 1989 Board Policy

1.1.020 DPS.1907 Public Information Requests - NotAC+1 AC+1 AC =Date request fu"iIIedExempted (Approved)

Public Information Requests -Exempted (Denied) (Includes allcorrespondence and documentation

AC =Date of notification that records1.1.021 DPS.1908 relating to requests for records that are AC+2 AC+2denied under exceptions to Public are exempt

Information Act Chapter 552. GovernmentCode.)

1.1.023 DPS.1909 Organization Chart US US ASend to Archivist when no longer ofadministrative value.






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3.1.019 DPS.1910 Performance Appraisals 2 2 29 CFR 1602.32 (c)

Position/Job Descriptions (Job3.1.023 DPS.1911 descriptions including all associated task or US+4 US+4 40 TAC 8125.6(1)

skill statements for positions in an aaency)

4.3.002 DPS.1912 Receipts Journals or Registers FE+3 FE+3

Reimbursable Activities, Requests andAuthorizations to Engage in (Requestsand authorizations for travel; participation in

3.3.023 DPS.1913 educational programs, workshops, or FE+3 FE+3college classes; or for other work-relatedactivities for which the expenses of theemployee are defrayed or reimbursed)

3.1 DPS.1914 Sample Examination AV AV ASend to Archivist when no longer ofadministrative value.

Speeches (original notes or text of AC =End of term in office ortermination of service in a state1.1.040 DPS.1915 speeches given in conjunction with agency AC AC Rpositionwork)R =Review by State Archivist






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i.~~l~n_

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Item No. No. Record Series Title AQency Storage Total Remarks 106 No. No.Strategic Plans (Information resources AC =Sept. 18 of odd-numbered

1.1.055 DPS.1916 and operational strategic plans prepared inAC+6 AC+6 R

years. Copies to Texas Stateaccordance with §2054.095 and 2056.002, Depository Program.Government Code.) R =Review by State Archivist

1.1 DPS.1917Summary Complaint Investigation of

50 50 1989 Board PolicyLicensee recordsTexas Register Submissions (Copies ofall proposed, withdrawn, emergency, and

1.1.026 DPS.1918 adopted rules; open meetings notices; orAC+1 AC+1

AC =Date of publication in theany other documents required by law to be Registersubmitted to the TexasReQister.)Transitory Information (Records oftemporary usefulness that notan integral part of a records series of anagencies records system, and

AC =Purpose of record has been1.1.057 DPS.1919 that are required only for a limited period of AC ACtime for the completion of fulfilled

an action by an official or employee of theagency or in the preparationof an on-aoina records series)




PM - Permanent A - Transfer to State ArchivesUS - Until Sucerseded R - Review by State Archivist

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