March Updates to the Retention Schedule

The following revisions have been approved to our records retention schedule by the State Archives and Records Commission. 

Additions to the Schedule:

G. Buildings/Grounds/Physical Plant Records
 
  • Series U0711, Asbestos Management and Exposure File

Proposed retention: Retain asbestos management records for duration of ownership of the structure, then transfer to new owner or retain for the life of the building plus thirty (30) years, then destroy. Retain asbestos training records for one (1) year after the employee separation, then destroy. Retain asbestos exposure records for thirty years (30) years after the employee separation, then destroy.

Rationale: This series has primary administrative and secondary research and legal value as it documents the asbestos-related matters on college and university campuses. Retention meets federal requirements.

 
Y. Regulatory Services Records
 
  • Series U2500, Product Application/Registration/Renewal File
Proposed retention: Retain until three (3) years after most recent renewal, then destroy.
Rationale: This series has primary administrative value as it documents the legally required registration of certain products sold in the Commonwealth.
 
  • Series U2501, Notice of Violation File
Proposed retention: Retain until three (3) years after issue, then destroy.
Rationale: This series has primary administrative value as it documents violations of the legally required standards for certain products sold in the Commonwealth.
 
  • Series U2502, Stop Sales Notice File
Proposed retention: Retain until three (3) years after issue, then destroy.
Rationale: This series has primary administrative value as it documents notices to stop sales because that result from violations of legally required standards for certain products sold in the Commonwealth.
 
  • Series U2503, Notice of Product Non-Registration
Proposed retention: Retain until three (3) years after issue, then destroy.
Rationale: This series has primary administrative value as it documents the violation of the legally required registration of certain products sold in the Commonwealth.
 
  • Series U2504, Inspection Report
Proposed retention: Retain until three (3) years after issue, then destroy.
Rationale: This series has primary administrative value as it documents annual inspections of facilities related to certain products sold in the Commonwealth.
 
  • Series U2505, Periodic Sales Report (Tonnage Report)
Proposed retention: Retain for three (3) years, then destroy.
Rationale: This series has primary administrative value as it documents the amount of certain regulated products sold in the Commonwealth.
 
  • Series U2506, Organization Licensing/Registration File
Proposed retention: Retain for three (3) years, then destroy.
Rationale: This series has primary administrative value, as it documents the licensing of individuals and organizations related to certain regulated products for sale in the Commonwealth.
 
  • Series U2507, Sample Analysis File
Proposed retention: Retain results of testing conducted on products or for customers for three (3) years, then destroy. Retain results of testing conducted for research purposes permanently. Retain all samples until no longer needed, then destroy.
Rationale: This series has primary administrative and research value and may have secondary research value.
 
  • Series U2508, United States Department of Agriculture Testing Results
Proposed retention: Retain for three (3) years, then destroy.
Rationale: This series has primary administrative and secondary research value as it documents samples tested as a result of an agreement with the United State Department of Agriculture.
 

Published on March 20, 2017