State Agency Schedule 4
Communication Records - Active
Contents (or view both active and obsolete schedules together)
Administrative Correspondence (SG 4-12)
Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is related to a core function with an associated retention schedule should follow the associated schedule.
Retain for 7 years and then destroy.
Executive Correspondence (SG 4-10)
Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, that provides unique information relating to the functions, policies, procedures or programs of an agency. These records document executive decisions made regarding agency interests. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators as identified by the executive office.
Permanent. May be transferred to the State Archives.
Telecommunications Service Records (SG 4-6)
Telecommunications general files including plans, reports, and other records pertaining to equipment requests, telephone service, and other similar services.
Retain by Information Technology Services for 5 years and then destroy.
Transitory Correspondence (SG 4-11)
Incoming and outgoing correspondence, regardless of format or mode of transmission, related to matters of short term interest. Transmittal correspondence between individuals, departments or external parties containing no final contractual, financial or policy information. This correspondence does not impact agency functions. When resolved, there is no further use or purpose.
Retain until administrative need ends and then destroy.
Page Last Updated April 11, 2017 .