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Home My WebLink AboutRecords Retention ScheduleIDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Table of Contents Table of Contents .................................................................................................................................. 1 Administrative Records ........................................................................................................................... 2 Board Records .................................................................................................................................... 13 Communication Records ....................................................................................................................... 14 Facility Management Records ................................................................................................................ 15 Facility Records ................................................................................................................................... 17 Financial Records ................................................................................................................................ 24 Human Resources Records .................................................................................................................... 27 Legal Records ..................................................................................................................................... 29 Motor Vehicle Records .......................................................................................................................... 30 Property Records ................................................................................................................................. 31 Probation and Parole District Records ..................................................................................................... 32 IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority 1010 ADMINISTRATIVE RULE MAKING RECORDS Records created during the rulemaking process. Director’s Office AC + 2, then destroy AC = effective date of rule 1020 AGENCY HEAD RECORDS Records that document how the agency’s executive office is organized and how it functions. Director’s Office PM A 1030 AGENCY ESTABLISHMENT AND DEVELOPMENT HISTORY Records documenting the creation and significant changes of the agency and its major programs. Department- Wide PM A 1040 ALARM RECORDS Records documenting the licensing, use, and response to security alarms. Management Services/ Prison Division LA, then destroy 1050 BACKGROUND CHECK AND FINGERPRINTS Special Investigation Unit AC + 10, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority Background Investigation Questionnaire (BIQ) and supporting documentation. 1060 BID AND PROPOSAL FILES Solicited and unsolicited successful bids, proposals, and procurement response documentation to provide products or services to an agency by a private contractor. Management Services • Successful bids/proposals: AC + 4, then destroy • Unsuccessful bids/proposals: AC + 3, then destroy • Unopened bids/proposals: AC + 1, then destroy 1070 CELL PHONE VOICEMAILS OR TEXT MESSAGES Voicemails or text messages on your personal cell phone that pertain to your official duties as Department staff. Employee 30 days, then destroy 1080 CONTRACTS AND AGREEMENTS Documents signed by the agency and one or Management Services AC + 6, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority conditions for products, services rendered, or a memorandum of understanding (MOU). 1090 DAILY ACTIVITY SCHEDULES Records regarding employees, who are not executives or exempt status, containing substantive information relating to official daily activities, the substance which has not been incorporated into official files. Management Services AV, then destroy 1100 DISASTER PLANNING RECORDS Records related to the preparations of agency plans for action to address an emergency (fire, flood, earthquake, pandemic, and other disasters). Employee PM A 1110 EDUCATIONAL PROGRAM RECORDS Records documenting the administration of the agency's education program. Education Program Director/ Prisons Division AC + 4, then destroy 1120 ELECTRONIC DATA Records of online transaction production databases. IT Application Services 30 days, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority 1130 EMPLOYEE WORKING FILE Correction action, informal employee performance documentation, attendance records, and training records. Facility Head or District Manager until employee separates, then HR AC + 5, then destroy AC = date the employee separates from IDOC 1140 FEASIBILITY STUDIES Records of studies conducted before the installation and implementation of any adopted technology, equipment, process, or procedure. Department- Wide AC + 3, then destroy 1150 FOOD SERVICE MANAGEMENT Food service documents distributed to the facilities, including menus, nutrition information, audits, purchasing guides, and good cost records. Management Services AC + 2, then destroy 1160 GRANT RECORDS Records documenting grants applied for, received, administered, and closed by the Idaho Department of Correction. Management Services • Successful grant files (awarded/ received): AC + 3, then destroy • Unsuccessful grant application files IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority (rejected/ withdrawn): AC + 2, then destroy 1170 INSURANCE POLICY FILES Records documenting insurance policy contracts between a state agency and a private party. Management Services AC + 6, then destroy AC = End of Contract 1180 INTERNAL INVESTIGATION CASE FILES (Employee/Administrative) Records documenting investigation of department personnel for violation of laws, rules or policies and may include findings and dispositions of investigations. Special Investigations Unit until investigation complete, then HR AC + 5, then destroy 1190 MAJOR EVENTS Important, serious, or significant planned occurrence, i.e. execution, transition to public/ private operations, out of state transport, etc. IT Application Services PM 1200 MANAGEMENT IMPROVEMENT RECORDS Department- Wide • Routine: AC + 4, then destroy Significa nt: A IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority Records capturing the analysis, planning, and implementation of changes to agency programs and operations. • 1210 POLICY CASE FILES Records related to the development and implementation of agency policy. Department- Wide AV, then destroy 1220 POLICY DOCUMENTS Records that document the principles which govern agency practices. PM A 1230 PREA (Administrative/ Compliance/ Program Oversight) All records relating to the PREA Annual report and PREA Audit Reports PREA Coordinator, Director’s Office PM 1240 PROCEDURES AND JOB AIDS Records that document the expected actions to be taken to achieve objectives and implement policies through day-to-day operations. Department- Wide US + 3, then destroy 1250 PROFESSIONAL SERVICE AGREEMENT FILES Management Services AC + 3, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority Files documenting the Professional Service Agreements (PSAs) and Professional Service Orders (PSOs) between an agency and a professional individual, or between agencies for temporary services. 1260 PROPOSED LEGISLATION Records created by Idaho Department of Correction for the purpose of proposing legislation. Director’s Office PM A 1270 PUBLIC RECORDS REQUESTS Records related to a request that is disclosed in its entirety will be retained in the system used to process such requests. Transparency, Document Request System • Approved (fully disclosed): AC + 30 days, then destroy • Denied or Partially Disclosed: AC + 1, then destroy 1280 PURCHASE REQUISTION FILES Requisitions for operational supplies and equipment. Management Services AC + 5, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority 1290 REASONABLE ACCOMODATION FILES Records related to plans, policies, and procedures developed by agencies to establish and support reasonable accommodations in compliance with state and federal law. Department- Wide AC + 10, then destroy 1300 RECORDS DISPOSTION AND CONTROL FILES Records relating to the physical and intellectual control of the agency's records. Transparency, Department- Wide PM 1310 RECORDS MANAGEMENT PROGRAM FILES Records used in creating and establishing records management practices. Transparency PM 1320 REQUEST FOR LEGAL INFORMATION (SUBPOENAS) Records related to a request for documents in response to a subpoena. Transparency, Department- Wide 1330 ROUTINE PROGRAM REPORTS Routine statistical and narrative reports to Department- Wide AC + 4, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority activity while administering agency functions and programs. 1340 SOCIAL MEDIA MESSAGES Employee 30 days, then destroy 1350 STAFF EMAIL Records of all incoming and outgoing email messages. Information Technology Services 18 months, then destroy 1360 SYSTEM/ APPLICATION ACTIVITY MONITORING RECORDS Records which monitor the activities of a system or application. IT Application Services AV, then destroy 1370 SYSTEM AND DATA DOCUMENTATION FOR NON-PERMANENT SYSTEMS/ APPLICATIONS Records created during development or modification of a system, which are necessary to access, retrieve, manipulate, and interpret data in that system. IT Application Services LA, then destroy 1380 SYSTEM AND DATA DOCUMENTATION FOR PRIMARY SYSTEMS/ APPLICATIONS IT Application Services PM IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority Records created during development or modification of a system, which are necessary to access, retrieve, manipulate, and interpret data in that system. 1390 TAX EXEMPTION & INSURANCE FILES Tax exemption certificates and insurance certificates and related reports. Management Services AC + 5, then destroy 1400 TRAINING MATERIALS Signature rosters, course review, and presentation material including slideshows, lesion plans, handouts, videos, etc. Training AC + 5, then destroy AC = date training is completed 1410 TRAINING TRANSCRIPTS Employee Training Transcripts. These are compiled and retained in the learning management system. Training AC + 2, then destroy AC = date training is completed 1420 TRAINING FILES FOR INDIVIDUAL EMPLOYEE Individual employee training files should be kept with the HR working file and include Facility Head or District Manager until employee AC + 5, then destroy AC = date the employee separates from IDOC IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Administrative Records (1000) Series Group # Series Description Office of Record Retention Code, Period & Transfer Instruction (By Year) Archival (A, R) Vital (X) Guidance Authority records will be transferred to HR upon employee’s separation. then HR 1430 VISITOR LOGS Records documenting names of outside contractors, service personnel, visitors, and employees admitted to non-public areas. Facility/ Site Front Desk/ Central Office Front Desk AC + 2, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Board Records Board Records (2000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 2010 BOARD OF CORRECTION MEETING RECORDS Records documenting actions and meetings of the board. Director’s Office PM A 2020 BOARD MEMBER PERSONNEL RECORDS Records documenting the appointment and subsequent personnel actions of board members. Director’s Office AC + 5, then destroy AC = separation of board member IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Communication Records Communication Records (3000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 3010 CORRESPONDENCE Internal or external transitory correspondence related to general agency business. Department- Wide AC + 2, then destroy 3020 MAIL CONTROL RECORDS Records of receipts and routing of incoming and outgoing mail and items handled by the state mail system and private delivery companies. Mail Room, Central Reception PM A 3030 PUBLICATIONS Records of enduring value, regardless of format or platform, that are disseminated by the agency for public distribution. Director’s Office PM A 3040 PRESS RELEASES Official prepared statement or announcements issued for distribution to the media. Director’s Office PM A IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Facility Management Records Facility Management Records (4000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 4010 BUILDING SERVICE REPORTS Records documenting facility building records. Construction Unit AC + 4, then destroy AC = effective date of rule 4020 CONSTRUCTION PLANS IN-REVIEW Preliminary designs and specifications prepared by architectural firms for review by state agency. Construction Unit AV, then destroy 4030 CONSTRUCTION PROJECT CASE FILES Records documenting the construction and/ or renovation of state-owned facilities. Construction Unit PM A 4040 EQUIPMENT APPRAISAL RECORDS Records relating to the assessment of state- owned equipment and property, excluding real property. Construction Unit US, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Facility Management Records (4000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 4050 LEASING CONTRACT FILES Building or equipment leases and related records documenting agreements, services, and payments Construction Unit AC + 6, then destroy AC = End of Contract 4060 SPACE UTILIZATION REPORTS Survey on the amount of floor space in agency buildings including number of rooms and capacity. Construction Unit AV, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Facility Records Facility Records (5000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 5010 ACCESS TO COURTS Records relating to the operation governing the legal activities of the residents housed in the Idaho Department of Correction or their contract facilities. Transparency, ATC Resource Center AC + 5, then destroy 5020 COUNT SHEET AND SIGN IN/ OUT SHEETS Records of Accountability for each incarcerated person Prison Division AC + 2, then destroy 5030 CRC TRIP PERMITS Completed CRC resident trip permit records, excluding regular work obligations. Probation & Parole Division 30 Days, then destroy 5040 DAILY PACKETS Packets of information combined daily for facility leadership review. Includes Prison Division AC + 7, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Facility Records (5000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance reports, use of force reports, restrictive housing orders, DOR's, and form 105's. 5050 DAILY SHEET BRIEFINGS Documentation of daily facility activities including staffing. Prison Division AC + 2, then destroy 5060 DISCIPLINARY OFFENSE REPORT Recordings of DOR Hearing. Other DOR information is stored in the Offender Management System and is kept indefinitely. Prison Division AC + 3, then destroy 5070 IDAHO SECURITY MEDICAL PROGRAM (ISMP) RECORDS Records maintained by the Idaho Department of Correction in association with the ISMP. Records pertaining to the medical treatment of a person in the ISMP will adhere to the Offender Medical File Record retention. ISMP, Medical Contractor Offender Management System AC + 50 or if death occurs while in state custody, then death + 5, then destroy Health Insurance Portability and Accountability Act of 1996 (HIPAA) 5080 INVESTIGATION DOCUMENTS Prison Division PM IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Facility Records (5000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance Formal documentation involving an offender that becomes part of an investigation record. 5090 MAIL HANDLING RECORDS Records relating to the processing of incoming and outgoing mail. Prison Division AC + 7, then destroy 5100 MAINTENANCE RECORDS Records relating the maintenance of facilities and offices. Management Services, Prison Division AC + 2, then destroy 5110 MARRIAGE DOCUMENTS Denied application and supporting documentation. Marriage Log. Return approved application to applicant. Volunteer Religious Coordinator AC + 3, then destroy 5120 OFFENDER CALL MANAGEMENT SYSTEM AND ELECTRONIC COMMUNICATION SYSTEM Records relating to offender telephone records, email, and digital photographs. Management Services AC + 3, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Facility Records (5000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 5130 OFFENDER CENTRAL FILE (C-FILE) Case Management Files, Sections 1, 2, 4, 5, 6. Note: Offender Central Files entered in the Offender Management System will be retained in electronic format indefinitely. Central File AC + 15, then destroy AC = Offender no longer under state custody. 5140 OFFENDER CORRESPONDENCE Records relating to all offender correspondence including concern forms, grievances, letters, and responses. Note: Resident Correspondence saved in Central File will be destroyed in accordance with the Resident Central File Retention. Resident Correspondence, such as grievances, that are entered in the Offender Management System will be retained in electronic format indefinitely. Responding Division AC + 3, then destroy Responding Division is the division that drafts the response to the resident. AC = last date of correspondence response 5150 OFFENDER ELECTRONIC COMMUNICATION SYSTEM Recordings of videos through the offender electronic communication system. Prison Division 60 days, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Facility Records (5000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 5160 OFFENDER MEDICAL FILE Records maintained by the Idaho Department of Correction that pertains to the medical treatment of an offender while incarcerated at a facility. Central Records AC + 6, then destroy Health Insurance Portability and Accountability Act of 1996 (HIPAA) 5170 OFFENDER MEDICAL FILE (COMMUNICATION) Records relating to the offender correspondence regarding medical concerns and requests. Central File, Medical Contractor Offender Management System AC + 6, then destroy Health Insurance Portability and Accountability Act of 1996 (HIPAA) 5180 OFFENDER TREATMENT & PROGRAM RECORDS Records that contain information about an offender's treatment and programs received under the care of the Idaho Department of Correction. Prison Division AC + 7, then destroy 5190 OFFENDER VISITOR LOGS Records of visiting applications and all supporting documentation. Prison Division AC + 2, then destroy AC = last visitation date IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Facility Records (5000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 5200 OFFICER ACTIVITY REPORTS Reports documenting individual officer duty logs. Prison Division AV, then destroy 5210 PROPERTY LOGS Records relating to the inventory, confiscations, mail/ donate/ destroy if offender property. Prison Division AC + 2, then destroy 5220 FACILITY INCIDENT MANAGEMENT FILES Records relating to the management of incidents that occur in an IDOC facility. Prison Division AC + 7, then destroy 5230 PREA (Facility/ Incident/ Investigation Level) Records relating to a PREA investigation. Prison Division AC + 10, then destroy 5240 RELIGIOUS ACTIVITIES Records relating to all religious requests. Facility Volunteer Religious Coordinator AC + 3, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Facility Records (5000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 5250 SAFETY/ SECURITY LOGS Records relating to logs and/ or inventory of the safety and security of a facility. Special Investigations Unit, Prison Division AC + 3, then destroy 5260 SECURITY EQUIPMENT RECORDS Records documenting equipment issued to agency personnel. Special Investigations Unit, Prison Division US, then destroy 5270 SEGREGATION, RESTRICTIVE HOUSING Records relating to the placement of offenders to restrictive housing, and all supporting documents. Prison Division AC + 3, then destroy 5280 STAFFING SECURITY REPORTS Records relating to post bidding process and all supporting documents. Prison Division AV, then destroy 5290 VOLUNTEERS Records maintained in the online volunteer management system. Religious Volunteer Program Manager AC + 3, then destroy AC = the date of the last volunteer activity IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Financial Records Financial Records (6000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 6010 ACCOUNTING ADMINISTRATIVE RECORDS Documents relating to voucher preparation, administrative audit and other accounting and disbursing operations. Fiscal AC + 4, then destroy 6020 ACCOUNTS PAYABLE AND RECEIVABLE RECORDS Records documenting monies collected or paid in the conduct of business. Fiscal AC + 4, then destroy 6030 ANNUAL BUDGET REPORTS Agency reports at the end of the fiscal year on the status of appropriations accounts and apportionment. Fiscal PM A 6040 AUDITOR'S FINANCIAL REPORT Report prepared by internal or external auditors because of a financial audit. Fiscal PM A 6050 BANKING Fiscal AC + 4, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Financial Records (6000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance Records documenting the agency's banking activities and documenting its banking transactions. 6060 BUDGET POLICY FILES Records related to the government budget administration and reflecting policy decision affecting expenditures for agency programs. Fiscal PM A 6070 BUDGET REPORTS Records used to assist in the preparation of the division budget. Fiscal AC + 4, then destroy 6080 EMPLOYEE TRAVEL REIMBURSEMENT RECORDS Records relating to reimbursing individuals for expenses incurred during travel for business purposes. Fiscal AC + 4, then destroy 6090 FINANCIAL REPORTS AND DATA FILES Reports and records maintained by financial offices. Fiscal AC + 4, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Financial Records (6000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 6100 OFFENDER FINANCIAL RECORDS Records related to the financial records of an offender. Fiscal AC + 24, then destroy 6110 PAYROLL PROCESSING, DISTRIBUTION AND REPORTING Records related to workload and personnel management, payroll operations, and administration. Payroll AC + 4, then destroy 6120 TIME AND ATTENDANCE FILES Records documenting state employee attendance and leave. Human Resources AC + 4, then destroy 6130 VENDOR FILES Records related to payment of vendor for services and goods. Fiscal AV, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Human Resources Records Human Resources Records (7000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 7010 AGENCY TRAINING AND OUTREACH FILES Records documenting agency development and facilitation of training and outreach courses. Training AC + 4, then destroy AC = date the employee separates from IDOC 7020 EMPLOYEE BENEFITS FILES Records related to employee benefits which are used to assist retiring employees or beneficiaries. Human Resource AC + 5, then destroy AC = date the employee separates from IDOC 7030 EMPLOYEE COMPLAINT AND GRIEVANCE FILES Records documenting complaints and grievances submitted by employees regarding workplace issues (except EEOC and Reasonable Accommodation complaints). Human Resource AC + 5, then destroy AC = date the employee separates from IDOC 7040 EMPLOYEE HEALTH AND MEDICAL FILES Records documenting the health and medical history of an employee. Created when an employee has a medical condition (injury or illness - work or non-work related) affecting their ability to work. Human Resource AC + 5, then destroy AC = date the employee separates from IDOC IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Human Resources Records (7000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 7050 EMPLOYEE PAY HISTORY FILE Records documenting the pay history of individual employees. Human Resource AC + 5, then destroy AC = date the employee separates from IDOC 7060 EMPLOYMENT ELIGIBILITY VERIFICATION RECORDS Records documenting verification of employment eligibility. Human Resource AC + 5, then destroy AC = date the employee separates from IDOC 7070 EQUAL EMPLOYMENT OPPORTUNITY COMMISSION (EEOC) AND OFFICE OF FEDERAL CONTRACT COMPLIANCE PROGRAM (OFCCP) RECORDS Records generated out of compliance, reporting, or complaints filed with the two agencies. Human Resource AC + 10, then destroy 7080 PERSONNEL FILES Records documenting the employment history of agency personnel. Human Resource AC + 5, then destroy AC = date the employee separates from IDOC 7090 RECRUITMENT FILES Records documenting the process of recruiting and hiring new employees. Human Resource AC + 4, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Legal Records Legal Records (8000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 8010 LEGAL GUIDANCE Legal interpretations written at the request of an agency asking for guidance in enforcing, obeying, and/or interpretation of the law. Legal PM A 8020 LITIGATION CASE FILES (ROUTINE) Agency records related to litigation involving a state agency which does not have profound influence on state government administration or policies. Legal AV, then destroy 8030 LITIGATION CASE FILES (SIGNIFICANT) Agency records related to litigation involving a state agency which has a profound influence on state government administration or policies. Legal PM A IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Motor Vehicle Records Motor Vehicle Records (9000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 9010 CRASH FILES Records relating to accidents involving agency vehicles and vessels and any subsequent inquiries/ investigations. Management Services, Facility, District Offices AC + 4, then destroy 9020 MOTOR VEHICLE EMPLOYEE OPERATION FILES Records relating to individual employee operation of government-owned vehicles. Management Services, Facility, District Offices AC + 5, then destroy 9030 MOTOR VEHICLE OWNERSHIP RECORDS Records documenting the ownership, registration, and operation of agency vehicles. Management Services, Facility, and District Offices LA, then destroy 9040 MOTOR VEHICLE RELEASE FILES Disposition records relating to the transfer, sale, or exchange of government-owned vehicles. Management Services, Facility, District Offices AC + 4, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Property Records Property Records (10000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 10010 ANNUAL INVENTORY (REAL PROPERTY/ CAPITAL ASSETS) Records related to inventory of land, building, furniture, equipment, and other state-owned property. Management Services, Fiscal AC + 4, then destroy 10020 DECLARATION OF SURPLUS PROPERTY FORMS Records indicating what equipment an agency wishes to declare as available. Management Services AC + 5, then destroy 10030 REAL PROPERTY RECORDS Records documenting the location and descriptions of state-owned properties. Construction Unit PM A 10040 STATE PROPERTY DISPOSAL AUTHORIZATION FORM Records indicating what equipment an agency wishes to dispose of. Management Services AC + 5, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Probation & Parole District Records Probation & Parole District Records (11000) Series Group # Series Description Office of Record (Agency Use) Retention Period & Transfer Instruction (By Year) Archival (A) Vital (X) (Agency Use) Guidance 11010 PRE-SENTENCE INVESTIGATION (PSI) REPORT AND ADENDUMS TO THE PRE- SENTENCE INVESTIGATION (APSI) REPORT Records relating the PSI final report and all supporting documents. Note: PSI and APSI Reports entered into the Offender Management System will be destroyed in accordance with this retention. Probation & Parole Division AC + 3, then destroy 11020 PRE-SENTENCE INVESTIGATION (PSI) SUPPORTING DOCUMENTS Hard copy or electronic documents used to compile a presentence report. Probation & Parole Division 90 days after report submission, then destroy 11030 PROBATION ONLY RECORDS Records relating to a person's probation. Probation & Parole Division AC + 2, then destroy AC = Sentence Satisfaction Date 11040 SEIZED EVIDENCE OR CONTRABAND Probation & Parole Division AC + 3, then destroy IDAHO DEPARTMENT OF CORRECTION Records Retention Schedule AC – After closed, terminated, completed, expired, settled, or last date of contract; AV – Until no longer administratively valuable; CE - Calendar Year End (December 31); FE - Fiscal Year End (June 30); LA - Life of Asset; PM – Permanent; US - Until Superseded Records Retention Schedule Probation & Parole District Records (11000) Records relating to the seizure of evidence or contraband in the community. 11050 SUPERVISION ADMINISTRATIVE RECORDS Records relating to a client’s supervision and all supporting documents. Probation & Parole Division AC + 7, then destroy 11060 SUPERVISION COMMUNICATION RECORDS Records relating to supervision communication. Probation & Parole Division AC + 3, then destroy