RECORD RETENTION AND DISPOSTION SCHEDULE

DEPARTMENT: State of New Jersey Four Year College

DIVISION: Administrative and General Records

BUREAU: Administrative General Records

Records
Series #

Record Title & Description

Retain In

Disposition

Agency

Records Center

0001-0000

Administrative Law Case
Files prepared by the Office of Administrative Law (OAL), containing all documentations related to an Administrative Law case. When a case is resolved, the original documentation file and the hearing transcript are sent to the appropriate agency. OAL retains copies of cases.

0001-0001

Administrative Law Case (master)
Retained by the agency.

Permanent

0001-0002

Administrative Law Case (record copy)

20 years after case is closed

0002-0000

Administrative Subject File
Correspondence, memoranda, publications, reports, and other information received by an agency and filed alphabetically by subject.

3 years

0003-0000

Agency Annual Report
Annual printed report highlighting the achievements and activities of an agency.

0003-0001

Agency Annual Report (original)
Retained annual report.

Permanent

0003-0002

Agency Annual Report (additional copies)

5 years

0004-0000

Agency – Generated Newsletter
Printed news report highlights an agency’s activities and other relevant information.

0004-0001

Agency – Generated Newsletter (master)

Permanent

0004-0002

Agency – Generated Newsletter (copies)

Periodic review

0005-0000

Agency – Generated Publication
A book, magazine, or pamphlet created by an agency.

0005-0001

Agency – Generated Publication (master)

Permanent

0005-0002

Agency - Generated Publication (copies)

Periodic review

0006-0000

Agency – Generated Statistical Report

3 years

0007-0000

Agency Monthly Report
Monthly report highlighting the activities and achievements of an agency.

0007-0001

Agency Monthly Report (original)
Retained by agency of origin.

3 years

0007-0002

Agency Monthly Report (additional copies)

1 year

0008-0000

Agency – Sponsored Conferences
Public information meetings sponsored by agencies.

0008-0001

Agency – Sponsored Conferences – Printed Matter (master copy)

Permanent

0008-0002

Agency – Sponsored Conferences – Correspondence and Work papers

3 years

0009-0000

Agency Testimony
Records of testimony given by representatives of agencies at public hearings, public meetings, trials and other official proceedings.

10 years

0010-0000

Agency Weekly Report
Weekly report highlighting the activities and achievement of an agency.

1 year

0011-0000

Attorney General’s Opinion (copies)
Legal opinion dealing with matters relevant to an agency’s activities. Original retained by Office of the Attorney General.

Periodic review

0012-0000

Background Information and Comments on proposed Changes/Additions to the Administrative Code Draft
Supporting documentation, comments, and other material filed in support of a pre-proposal or a proposal to change the New Jersey Administrative Code. Includes both the approved and disapproved changes and/or the additions.

3 years

0013-0000

Certified Mail Receipt

3 years

0014-0000

Code of Ethics-Departmental

0014-0001

Code of Ethics-Departmental (original)

Permanent

0014-0002

Code of Ethics-Departmental (copies)

Periodic review

0015-0000

Commissioner’s Subject File
Subject files of a Commissioner, President, Secretary, Chancellor, Chief of Staff, Deputy Commissioner (s), Assistant Chancellor (s), and Assistant Commissioner (s) pertaining to all aspects of the administration of their offices, (i.e. agency policies, procedures, organizations, programs, fiscal, and personnel matters). Includes: correspondence, minutes (copies), reports, speeches, etc.

4 years

0016-0000

Correspondence
Letters, memoranda, and other printed matter transmitted to and from agencies during the course of business.

0016-0001

Correspondence – External
Correspondence from and with the public.

3 years

0016-0002

Correspondence – Internal, Administrative

1 year

0016-0003

Correspondence – Policy

Permanent

0016-0004

Correspondence – Routine Request for Information

Periodic review

0017-0000

Emergency Evacuation Plan

0017-0001

Emergency Evacuation Plan (original)

3 years after update

0017-0002

Emergency Evacuation Plan (copies)

As updated

0018-0000

Executive Orders (copies)
Proclamation issued by the Governor, the Chancellor of the New Jersey State Department of higher education or the President of the state four year college.

Periodic review

0019-0000

General Operating Procedures
Rules and regulations developed by an agency for the general operation of business.

0019-0001

General Operating Procedures (copies)

3 years after audit

0019-0002

General Operating Procedures (original)

Permanent

Permanent

0020-0000

Hand – Deliver Receipt

0020-0001

Hand – Deliver Receipt (original)

1 year

0020-0002

Hand – Deliver Receipt (record copy)

6 months

0021-0000

Hearings Former Policy

0021-0001

Hearings (stenotype)

1 year after printing of transcript

0021-0002

Hearings (tape recording audio/video)

80 days or until summary or verbatim transcript have been approved as minutes whichever is later

0021-0003

Hearings – Transcript (master)

Permanent

0021-0004

Hearings – Transcript (copies)

Periodic review

0022-0000

Interagency Agreement
Agreement between state agencies on a common subject.

0022-0001

Interagency Agreement (original)

Permanent

0022-0002

Interagency Agreement (copies)

Periodic review

0023-0000

Informational Survey
Agency – sponsored statistical study used to gain information needed for the operation of an agency.

Periodic review

0024-0000

Inventory
Itemized list of equipment and supplies completed by an agency.

3 years after audit

0025-0000

Legislation – Agency Related
Laws dealing with matters relevant to an agency’s activities.

0025-0001

Legislation – Agency Related Adopted (record copy)

Periodic review

0025-0002

Legislation – Agency Related Pending (record copy)

As updated

0026-0000

Minutes
Official records of the proceedings of meetings may include agendas and supporting documentations.

0026-0001

Minutes (originals)

Permanent

0026-0002

Minutes (copies)

Periodic review

0027-0000

News Release
Information issued by an agency for publication or broadcast.

0027-0001

News Release (original)

Permanent

0027-0002

News Release (periodic review)

Periodic review

0028-0000

Official Notice of an Open Public Meeting

3 years

0029-0000

Organization Chart

0029-0001

Organization Chart (original)

Permanent

0029-0002

Organization Chart (copies)

As updated

0030-0000

Photographs and Slides

Permanent

0031-0000

Policy Statement
Statement issued by agency management personnel governing agency policy and procedure.

0031-0001

Policy Statement (original)

Permanent

0031-0002

Policy Statement (copies)

Periodic review

0032-0000

Public Employees Occupational Safety and Health Act (P.E.O.S.H.A.) File
Contains the Annual Occupational Safety and Illness Survey and supporting documentation. File maintained in accordance with the N.J.A.C. 12:110, subchapter 5 and N.J.A.C. 34:6A-24-28 et seq. original retained by the Department of Labor.

0032-0001

Public Employees Occupational Safety and Health Act File (record copy)

6 years

0032-0002

Public Employees Occupational Safety and Health Act File (additional copies)

3 years

0033-0000

Records Removal and Destruction Order (copy)
Original retained by the Department of State, the Division of Archives and Records Management. Additional copy returned by the Department of Treasury.

0034-0000

Records Retention and Disposition Schedule (record copy)

As updated

0035-0000

Reference File
Externally generated books, magazines, news clippings, pamphlets, manuals, and other printed matter used for general reference purposes.

Periodic review

0036-0000

Regulations – Agency-Related
Agency proposals for regulations.

0036-0001

Regulations – Agency-Related – Adopted (record copy)

Periodic review

0036-0002

Regulations – Agency-Related – Pending (record copy)

As updated

0036-0003

Regulations – Agency-Related – Rejected (record copy)

Periodic review

0037-0000

Request and Authorization for Records Disposal (record copy)
Original retained by the Department of State Division of Archives &Records Management.

Permanent

0038-0000

Speeches
Records of public speeches given by representatives of an agency.

Periodic review

0039-0000

Statement of Goals and Fiscal Year Objectives

0039-0001

Statement of Goals and Fiscal Year Objectives (master)

Permanent

0039-0002

Statement of Goals and Fiscal Year Objectives (copy)

Periodic review

0040-0000

Tape Recording (audio/video) of Public Meetings

80 days or until summary or verbatim transcript have been approved as minutes whichever is later

0041-0000

Worker and Community Right to Know Act File (record copy)
This file is maintained in accordance with the Worker and Community Right to Know Act, L.1983, C.315, N.J.S.A. 34:5A-1 et seq. originals are kept by the Department of Health copies are kept by the Department of Environmental Protection, the County Health Department, the Country Clerk and the local police and fire department. File contains but is not limited to the following: hazardous substance fact sheet, hazardous substance training data, material safety data sheet (MSDS) and right to know survey/inventory.

30 years

0042-0000

Visitor Sign-In Sheet

3 years

0043-0000

Consultant File
File reflecting the findings of a professional consultant hired by an agency. File may contain but is not limited to: workpapers, financial documents; needs analysis, studies documents; surveys; questionnaires; statistics; correspondence; and preliminary, interim and final reports

0043-0001

Consultant File - Final Report

Permanent

Permanent

0043-0002

Consultant File - Contract

3 years after termination of contract

4 years

Destroy

0043-0003

Consultant File - Financial Documents

3 years

4 years

Destroy

0043-0004

Consultant File - Work papers and Support File

3 years

Destroy

0044-0000

Incoming Mail Log

3 years

Destroy

0045-0000

Open Public Records Act (OPRA) File
Open public records access file containes but is not limited to: OPRA infromation Rquest Form, correspondence, and email (hardcopy), response documents (copy), and relevant supporting documentation. PL 2001, c.404.

0045-0001

Open Public Records Act (OPRA) File - Request Form With Fee

3 years

4 years

Destroy

0045-0002

Open Public Records Act (OPRA) File - Request Form Without Fee

3 years

Destroy

0045-0003

Open Public Records Act (OPRA) File - OPRA Complaint to Government Records Council (GRC) (Copy)
Contains: Denial of Access Complaint (copy), Records Custodian Statement of Information (copy), correspondence, email (hardcopy), and supporting documentation.

3 years after resolution

Destroy

0046-0000

Calendar and Meeting Schedules

3 years

Destroy

0047-0000

Disaster Prevention and Recovery/Business Continuity Plans.
In the event of a disaster, contigency plans that identify essential personnel, equipment, and alternate space - If closing a facility is deemed necessary - in order to resume and agency's daily operations and mitigate the consequences of such and event

0047-0001

Disaster Prevention and Recovery/Business Continuity Plans (Original)

3 years after update

Destroy

0047-0002

Disaster Prevention and Recovery/Business Continuity Plans (Copy)

As updated

Destroy

0048-0000

Individual Insurance Policy File - Health Insurance Portability and Accountability Act of 1996 (HIPAA)
File pertaing to the privacy policies to safeguard employee medical information.
File may contain but is not limited to: Notice of Privacy Policies Overview Letter, Notice of Privacy Policies Brochure, Partipant Authorization Form, Privacy and Security Policy Guidelines, Access Request, Amendment Request, Accountability Report, Confidential Communications Request, Complaint, and supporting documentation.

3 years after termination from program

4 years

Destroy