15-1. Agency Commendation Files
Letters of commendation received by agency which impart important
information or observations about agency programs or operations,
but which do not belong in and individual's personnel file.
Retention
Record copy: Permanent.
Duplicate copies: Retain until administrative need ends and
then destroy.
15-2. Complaint/Informant Files
Whistle-blower, fraud and criminal complaints. Includes anonymous
letters, complaints, criticism and suggestions, and agency
replies thereto. Also includes those complaints which were the
basis of and investigation or from which administrative action
was taken, and those incorporated into individual personnel
files.
Retention
Record copy: Retain by agency for 7 years after final
resolution and then destroy.
Duplicate copies: Retain for 1 year and then destroy.
15-3. Indexes and Check Lists
Bibliographies, check lists, and indexes of agency publications
and new releases, except those used as indexes to public
relations files.
Retention
Record copy: Retain until superseded or obsolete and then
destroy.
Duplicate copies: Retain until superseded or obsolete and then
destroy.
15-4. Information Project Files
Informational services project case files maintained in formally
designated information offices.
Retention
Record copy: Retain for 1 year after close of file or
completion of project and then destroy.
Duplicate copies: Retain until administrative need ends and
then destroy.
15-5. Press Releases
A copy of prepared statements or announcements issued for
distribution to the new media. A press release may be a textual
record or a non-textual record such as a film or video sound
recording.
Retention
Record copy: Permanent. Retain by agency for 5 years and
then transfer to State Archives.
Duplicate copies: Retain for 5 years and then destroy.
15-6. Press Service Files
Press service teletype news and similar materials.
Retention
Record copy: Retain by agency for 3 months and then
destroy.
Duplicate copies: Retain for 3 months and then destroy.
15-7. Public Relations Files
Speeches, addresses, and comments. Remarks made at formal
ceremonies and during interviews by heads of agencies or their
senior assistants concerning the programs of their agencies. The
format selected may be paper, video tape, motion picture film,
etc.
Retention
Record copy: Permanent. Retain by agency for 7 years and
then transfer to State Archives.
Duplicate copies: Retain by agency for 10 years and then
destroy.
last modified 12/31/04