2-1. Annual Budget Reports
Agency reports at the end of the fiscal year on the status of
appropriation accounts and apportionment.
Retention
Record copy: Permanent. Retain by agency for 7 years and
then transfer to State Archives.
Duplicate copies: Retain by agency for 5 years and then
destroy.
2-2. Block Grant Monthly Reports
Annual reports on grants received by State agencies from the
Federal Government and may contain application, notice of award,
program reports, and correspondence.
Retention
Record copy: Retain by agency for 3 years after grant
ends and then destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
2-3. Block Grant Yearly Reports
Annual reports on grants received by State agencies from the
Federal Government and may contain application, notice of award,
program reports, and correspondence.
Retention
Record copy: Retain by agency for 3 years after grant
ends and then destroy.
Duplicate copies: Retain until no longer needed then destroy.
2-4. Budget Apportionment Files
Apportionment and reapportionment schedules, proposing monthly
obligations under each authorized appropriation.
Retention
Record copy: Retain by agency for 2 years and then
destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
2-5. Budget Work Papers
Records used to assist in the preparation of the division budget
and to justify budget requests presented to the department
director. They also contain work program, etc.
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain until no longer needed then destroy.
2-6. Budget Estimates and Justification Files
Copies of budget estimates and justification prepared or
consolidated in formally organized budget offices. Included are
appropriation language sheets, narrative statements,
workload/expansion plans and related schedules and data.
Retention
Record copy: Retain by agency for 5 years and then
destroy.
Duplicate copies: Retain until no longer needed then destroy.
2-7. Budget Policy Files
Correspondence or subject files of formally organized budget
offices documenting agency policy and procedures governing budget
administration, and reflecting policy decisions affecting
expenditures for agency programs.
Retention
Record copy: Retain by agency for 7 years then transfer
to State Archives.
Duplicate copies: Retain by agency for 2 years and then
destroy.
2-8. Grant Case Files
Accepted proposals and applications, contracts, project reports,
studies, certificates, agreements, memoranda, correspondence, and
other records relating to receipt, review, award, evaluation,
status and monitoring of grants; allocation of funds and project
budgets. Specific grant case files may have additional retention
requirements, please contact the State Archives to schedule a specific
retention.
Retention
Record copy: Retain by agency for 3 years after grant has
ended and then destroy.
Duplicate copies: Retain until no longer needed then destroy.
2-9. Grant Control Files
Indices, registers, logs, or other records relating to control of
assigning numbers or identifying projects, applications, and
grants.
Retention
Record copy: Retain by agency for 3 years after grant has
ended and then destroy
Duplicate copies: Retain until no longer needed then destroy.
2-10. Periodic Budget Reports
Monthly or routine reports on the status of agency appropriation
accounts and apportionment, excluding Annual Budget Reports.
Retention
Record copy: Retain by agency for 3 years after the close
of the fiscal year and then destroy.
Duplicate copies: Retain until no longer needed then destroy.
2-11. Unsuccessful Grant Application Files
Rejected or withdrawn grant applications, memoranda,
correspondence, and other records relating to the decision to
reject the grant proposal.
Retention
Record copy: Retain for 2 years after rejection or
withdrawal and then destroy.
Duplicate copies: Retain until no longer needed then destroy
last modified 12/31/04