4-1. Mail Control Records
Records of receipt and routine of incoming and outgoing mail and
items handled by private delivery companies such as United Parcel
Service, including statistical reports of postage used on
outgoing mail and fees paid for private deliveries (special
delivery, foreign, registered, certified, and parcel post).
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain by agency for 6 months and then
destroy.
4-2. Messenger Service Records
Daily logs, assignment records and instructions, dispatch
records, delivery receipts, route schedules, and related records.
Retention
Record copy: Retain by agency for 2 years and then
destroy.
Duplicate copies: Retain by agency for 2 months and then
destroy.
4-3. State Mail and Delivery Service Receipts
Records of receipts for mail and packages received through the
state mail system.
Retention
Record copy: Retain by agency for 1 year and then
destroy.
Duplicate copies: Retain by agency for 6 months and then
destroy.
4-4. Telecommunications Service Work Orders
Reference copies of vouchers, bills, and invoices, relating to
the installation, change, removal, and servicing of equipment.
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
4-5. Telecommunications Service Agreements
Copies of agreements with background data and other records
relating to agreements for telecommunications services.
Retention
Record copy: Retain by Division of Information Technologies
for 4 years after expiration or
cancellation of agreement and then destroy.
Duplicate copies: Retain by agency for 2 years after
expiration or cancellation of agreement and
then destroy.
4-6. Telecommunications Service Records
Telecommunications general files including plans, reports, and
other records pertaining to equipment requests, telephone
service, and other similar services.
Retention
Record copy: Retain by agency for 5 years and then
destroy.
Duplicate copies: Retain until no longer needed then destroy.
4-7. Telecommunications Statistical Reports
Statistical information gathered from a telecommunication program
to document cost and volume. Information includes repair orders,
billings, new equipment purchases, and accounting information.
Retention
Record copy: Retain by agency for 5 years and then
destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
4-8. Telephone Message Registers
Message registers, logs, performance reports, daily load reports,
and related or similar records.
Retention
Record copy: Retain for 6 months and then destroy.
Duplicate copies: Retain for 2 months and then destroy.
4-9. Telephone Messages
Incoming and outgoing telephone messages.
Retention
Record copy: Retain for 2 months and then destroy.
Duplicate copies: Retain for 1 month and then destroy.
last modified 12/31/04