SOM-GS-ALL.xlsx
XLSX spreadsheet 47 KB Posted
- Attached to
- EDM Consulting Services
- Solicitation number
- DS-761-250000000008-2
- Issued by
- Grand Traverse County, Lansing City, Michigan
About this file
This file is a comprehensive General Schedule Records Retention document for the State of Michigan that outlines retention requirements across multiple categories of government records. The document is organized into sections covering Administrative Records, Communications Records, Accounting/Financial Records, Human Resources Records, Information Technology Records, Legal Records, Meeting Records, Procurement Records, and Safety/Security Records. Each section provides detailed retention periods and disposition instructions for specific types of documents and data.
The schedule specifies varying retention periods based on record type and sensitivity, ranging from immediate destruction to permanent retention at the Archives of Michigan. Key requirements include retaining administrative subject files for 5 years after topics become inactive, personnel files for 7 years after employee separation, financial records for 7 years after fiscal year end, and contract/procurement records for 6 years after expiration. The document also addresses special handling requirements for records containing sensitive information such as federal tax data, criminal justice information, payment card data, and medical information, with specific security classifications and disaster recovery designations provided for each record series.
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| EGLE-ALL.xlsx | XLSX spreadsheet | |
| DS 250000000008 EDM Consulting Services.docx | DOCX document | |
| DS 25-0008 Q and A.xlsx | XLSX spreadsheet |
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SOM Department Report Published
| Agency Code | Agency Name | Item Number | Series Title | Series Description | Retention Period | Approval Date | Record Locations | Security Level | Disaster Recovery | Revision History | Legal Citation | Notes |
| SOM - GS - ADM | General Schedule for Administrative Records | 100 | Administrative Records | These records document general administrative activities. | ||||||||
| 3/20/01 | ||||||||||||
| SOM - GS - ADM | General Schedule for Administrative Records | 101 | Administrative Subject Files (supersedes item #GS5.02B, GS5.07, GS5.08, GS5.12, GS5.21) | These records document various topics, issues, projects, or activities that an agency or employee is involved in. They may include, but may not be limited to, topical reference files about issues, strategic planning files for the agency or specific initiatives, special project files, budget documents, audit documents, and development files for policies, press releases, publications, and forms. Document types may include topical correspondence, memoranda, reports, research, articles, meeting notes, and related background materials. | ||||||||
| RETAIN UNTIL: Topic is no longer considered to be of ongoing interest |
PLUS: 5 years THEN: Destroy (only applies to agencies not listed in Appendix A)
| 1/5/21 | Internal | Non-Essential Record | 11/03/1998, 03/20/2001, 1/5/2021 | |
| SOM - GS - ADM | General Schedule for Administrative Records | 102 | Administrative Subject Files - Executive Offices (supersedes item #GS5.02A, GS5.07, GS5.08, GS5.12, GS5.21) | These records document various topics, issues, projects, or activities that an executive office agency or employee is involved in. They may include, but may not be limited to, topical reference files about issues, strategic planning files for the agency or specific initiatives, special project files, budget documents, audit documents, and development files for policies, press releases, publications, and forms. Document types may include topical correspondence, memoranda, reports, research, articles, meeting notes, and related background materials. |
Appendix A indicates which offices should transfer subject file materials to the Archives of Michigan five years after topics in the subject file become inactive. The Archives of Michigan may pull and destroy select files that contain non-record material (see GS-ADM-0106), files that have a different retention than the subject file, files that do not document the primary activities of the agency, or files that are too disorganized for a researcher to access with reasonable effort. For further information see the Administrative Guide to State Government procedures 0920.02 and 0920.03.
RETAIN UNTIL: Topic is no longer considered to be of ongoing interest PLUS: 5 years THEN: Transfer to the Archives of Michigan (only applies to agencies listed in Appendix A)
| 1/5/21 | Internal | Vital Record | 11/03/1998, 03/20/2001, 1/5/2021 | |
| SOM - GS - ADM | General Schedule for Administrative Records | 103 | Calendars and Planners (supersedes item #GS5.23) | These records document an individual employee's work-related meetings, assignments, and tasks. They may include, but may not be limited to, appointments, meetings, calendars, and planners. |
| RETAIN UNTIL: Event date |
PLUS: 2 years THEN: Destroy
| 1/5/21 | Internal | Essential Record | 3/20/2001, 1/17/2006, 10/19/2010, 1/5/2021 | Next revision add another trigger? OR RETAIN UNTIL: Employee separation PLUS: 30 days | |
| SOM - GS - ADM | General Schedule for Administrative Records | 104 | Correspondence - General (supersedes item #GS5.01) | These records document correspondence received or sent that is not pertinent to an active project, matter, or case being handled by the agency. They may include, but may not be limited to, requests for information that do require administrative action, a policy decision, special compilation of research, analysis, or referral correspondence. This series also includes correspondence indexing and tracking tools. | |
| RETAIN UNTIL: Date sent or received |
PLUS: 2 years THEN: Destroy
| 1/5/21 | Internal | Non-Essential Record | 11/03/1998, 03/20/2001, 1/5/2021 | |
| SOM - GS - ADM | General Schedule for Administrative Records | 105 | Forms History Record (supersedes item #GS5.16) | These records document each form used by an agency. They may include, but may not be limited to, approved versions of the form, and form creation or revision requests. |
| RETAIN UNTIL: Replaced by a new version of the form |
PLUS: 5 years THEN: Destroy
| 1/5/21 | Internal | Essential Record | 03/20/2001, 10/24/2017, 1/5/2021 | |
| SOM - GS - ADM | General Schedule for Administrative Records | 106 | Non-record Materials (supersedes GS #1) | Non-record materials are recorded information that are in the possession of an agency, but are not needed to document the performance of an official function. An agency's disposition practices need to include managing non-record materials, because their volume may exceed that of records that do document official functions. |
Examples of non-records may include, but may not be limited to:
--Draft documents that are replaced by new or final versions. Drafts that are not needed to document the development of the final record. Drafts that are not required to be retained by an agency-specific schedule.
--Duplicate and courtesy copies of documents and messages that are retained for convenience of reference.
--Information that does not document official activities.
--Letters of transmittal (including routing slips) that do not add any information to the transmitted material.
--Notes and recordings that have been transcribed into another format for record retention.
--Publications that are received from outside sources that are retained for reference purposes, such as newsletters, brochures, catalogs, books, professional development materials, etc.
--Mass mailings, notices, flyers, etc. that are received for informational purposes.
--Automated or semi-automated system or application notifications that contain no unique content and/or direct the recipient to the source of the content.
--Advertisements, spam, and junk mail.
--Tracking documents or tools that are used to ensure that all steps in a business process take place, but are not the official documentation of the action or activity.
--Research and reference materials that are collected from outside sources, but are not needed to document how the final decision is made.
RETAIN UNTIL: No longer needed for reference purposes THEN: Destroy
| 4/25/23 | 02/15/1977, 11/21/1978, 12/15/1998, 7/14/2015, 4/25/2023 | |||
| SOM - GS - ADM | General Schedule for Administrative Records | 107 | Organization Charts (supersedes item #GS5.24) | These records document the organizational structure of a department or agency and may provide information about the classification levels, position codes and names of the employees of the department or agency. They may also include program descriptions and/or mission statements. |
| RETAIN UNTIL: Superseded by a new version |
THEN: Transfer to the Archives of Michigan
| 1/5/21 | Public | Vital Record | 3/20/2001, 1/17/2006, 1/5/2021 | Civil Service Regulation 4.06 requires that appointing authorities shall submit to the Department of Civil Service an annual package of organizational charts for the entire department/autonomous entity. | |
| SOM - GS - ADM | General Schedule for Administrative Records | 108 | Periodic Activity Reports (supersedes item #GS5.28) | These records document periodic progress reports (narrative and/or statistical) that are prepared by employees or offices about their duties and activities, and that are submitted to supervisors or managers. | |
| RETAIN UNTIL: Calendar year ends |
PLUS: 5 years THEN: Destroy
| 1/5/21 | Internal | Essential Record | 10/19/2010, 1/5/2021 | |
| SOM - GS - ADM | General Schedule for Administrative Records | 109 | Policies and Procedures (supersedes item #GS5.03) | These records document agency expectations for employee conduct and customer interaction, public conduct when receiving services, roles and responsibilities, standards for operation, procedures, and activities of an office, etc. They may include, but may not be limited to, policies, procedures, orders, regulations, circulars, policy memos, information sheets, standards, instructions, user manuals, process maps and analyses, and supporting documentation. |
| RETAIN UNTIL: Document is revised and superseded by a new version, or until the document is deemed obsolete |
THEN: Destroy
| 1/5/21 | Internal | Essential Record | 11/03/1998, 03/20/2001, 02/09/2016, 1/5/2021 | |
| SOM - GS - ADM | General Schedule for Administrative Records | 110 | Rosters, Mailing and Contact Lists (supersedes item #GS5.32) | These records document contact information for individuals or organizations with whom the agency communicates. They may be used to generate labels or other documents. They may contain name, email address, mailing address, phone numbers and other contact information. |
| RETAIN UNTIL: Updated or obsolete |
THEN: Destroy
| 1/5/21 | Internal | Essential Record | 10/19/2010, 1/5/2021 | |
| SOM - GS - ADM | General Schedule for Administrative Records | 111 | Transitory Records (supersedes item #GS5.00) | These records document agency activities that have temporary value and do not need to be retained once their intended purpose has been fulfilled. They may include, but may not be limited to, routine requests for information that require no: administrative action, policy decision, special compilation of research; requests or matters that are addressed by creating other records; and reminders. |
| RETAIN UNTIL: Activity is completed |
THEN: Destroy
| 1/5/21 | Internal | Non-Essential Record | 03/20/01, 01/14/2014, 1/5/2021 | |
| SOM - GS - ADM | General Schedule for Administrative Records | 112 | Call Center Recordings and Data | These records document calls that are received by a call center. They may include, but may not be limited to, audio recordings, video recordings, screen captures, and call data (date and time, volume, wait times, people, phone numbers, etc.). |
| RETAIN UNTIL: Date created |
PLUS: 90 days THEN: Destroy
| 9/7/21 | NICE, other applications | Confidential | Essential Record | 9/7/21 |
| SOM - GS - ADM | General Schedule for Administrative Records | 113 | Legislative Reports - Boilerplate and Statutory | These records document reports that are prepared by state agencies and submitted to the Michigan Legislature in compliance with the appropriations boilerplate or other statutory requirements. They include, but may not be limited to, final reports. |
| RETAIN UNTIL: Report is submitted by the agency to the Legislature |
PLUS: 5 years THEN: Transfer to the Archives of Michigan
| 9/7/21 | may be published on website | Public | Essential Record | 9/7/21 |
| SOM - GS - ADM | General Schedule for Administrative Records | Appendix | Administrative Subject Files - Executive Office List | The offices listed below should transfer their subject file materials to the Archives of Michigan for permanent preservation. |
AGRICULTURE AND RURAL DEVELOPMENT
Director Chief Deputy Director Deputy Director Director, Policy & Legislative Affairs
ATTORNEY GENERAL
Attorney General Deputy Attorney General Director, Office of Legislative Affairs
CIVIL RIGHTS
Director Deputy Director Legislative Liaison Equity Officer
CIVIL SERVICE COMMISSION
State Personnel Director Deputy State Personnel Director
CORRECTIONS
Director Deputy Director, Budget and Operations Administration Deputy Director, Correctional Facilities Administration Deputy Director, Field Operations Administration Wardens of the following prisons:
Florence Crane Women’s Facility (closed) Ionia Correctional Facility Marquette Branch Prison Michigan Reformatory State Prison of Southern Michigan (closed)
EDUCATION
State Board of Education, Executive Superintendent of Public Instruction Chief Deputy Superintendent Deputy Superintendent, Educator, Student & School Supports Deputy Superintendent, Finance & Operations Deputy Superintendent, P-20 System & Student Transitions Library of Michigan, State Librarian Director, Public & Governmental Affairs
ENVIRONMENT, GREAT LAKES, AND ENERGY
Director Director’s Chief of Staff Chief Deputy Director Senior Deputy Director Deputy Director Director, Drinking Water and Environmental Health Division Office Lead, Office of Climate and Energy Office Lead, Office of the Great Lakes Office Lead, Office of Legislative Affairs Director, Water Resources Division Clean Water Public Advocate Environmental Justice Public Advocate
EXECUTIVE OFFICE
Governor Lt. Governor Chief Operating Officer General Counsel Policy Director Communications Director Legislative Affairs Director
HEALTH AND HUMAN SERVICES
Director Chief Deputy Director, Administration Chief Deputy Director, Opportunity Chief Medical Executive—Chief Deputy for Health Deputy Director, Aging and Adult Services Deputy Director, Behavioral Health and Developmental Disabilities Deputy Director, Children’s Services Agency Deputy Director, External Affairs and Communications Deputy Director, Field Operations Administration Deputy Director, Financial Operations Administration Deputy Director, Legal Affairs Administration Deputy Director, Medical Services Deputy Director, Office of the Inspector General Deputy Director, Policy and Planning Deputy Director, Public Health Administration Deputy Director, Strategic Integration Administration Directors of State-Operated Psychiatric Hospitals
INSURANCE AND FINANCIAL SERVICES
Director Senior Deputy Directors Chief Deputy Director
LABOR AND ECONOMIC OPPORTUNITY
Director Chief of Staff Senior Deputy Director, Unemployment Insurance Senior Deputy Director, Workforce Development Director, Michigan State Housing Development Authority President and Chairman, Michigan Strategic Fund President and CEO, Michigan Economic Development Corporation Executive Vice President and COO, Michigan Economic Development Corporation Chief of Staff, Michigan Economic Development Corporation Director, Business Marketing, Michigan Economic Development Corporation Vice President, Travel, Michigan Economic Development Corporation Senior Vice Presidents (all), Michigan Economic Development Corporation
LICENSING AND REGULATORY AFFAIRS
Director Chief Deputy Director Senior Deputy Directors Director, Policy and Legislative Affairs
MILITARY AND VETERANS AFFAIRS
Director/Adjutant General Assistant Adjutant General, Army National Guard Assistant Adjutant General, Air National Guard Director, Veterans Affairs Agency Legislative Liaison
NATURAL RESOURCES
Director Chief Administrative Officer Natural Resources Deputy Chief, Fisheries Division Chief, Parks and Recreation Division Chief, Wildlife Division Director, Legislative and Legal Affairs and Tribal Coordinator Director, Mackinac State Historic Parks Director, Michigan Historical Center
SECRETARY OF STATE
Secretary of State Chief of Staff Director, Bureau of Elections Director, Customer Services Administration Chief Legal Director
STATE POLICE
Director Senior Deputy Director, Administrative Services Bureau Deputy Director, Field Operations Bureau Deputy Director, Field Support Bureau Deputy Director, Intelligence and Technology Bureau Manager, Public Affairs Section
TECHNOLOGY, MANAGEMENT AND BUDGET
Director/Chief Information Officer Deputy Director Chief Technology Officer State Budget Director Director, Cybersecurity and Infrastructure Protection Director, Office of the State Employer
TRANSPORTATION
Director Chief Administrative Officer Chief Operations Officer Director, Office of Governmental Affairs Bureau Director, Transportation Planning International Bridge Authority Mackinac Bridge Authority
TREASURY
State Treasurer Chief Deputy Treasurer Senior Chief Investments Officer Director, Office of Legislative Affairs Bureau of State Lottery, Commissioner Michigan Gaming Control Board, Executive Director
SUPREME COURT
Clerk State Court Administrator/Chief of Staff
COURT OF APPEALS
Clerk
HOUSE OF REPRESENTATIVES
Clerk of the House House Fiscal Agency, Director
SENATE
Secretary of the Senate Senate Fiscal Agency, Director
LEGISLATIVE
Auditor General Legislative Council Administrator RETAIN UNTIL: Topic is no longer considered to be of ongoing interest PLUS: 5 years THEN: Transfer to the Archives of Michigan
| 1/5/21 | Internal | Vital Record | 10/24/2017, 1/5/2021 | |
| SOM - GS - COMM | General Schedule for Communications Records | 200 | Communications Records | These records document communications and public relations activities. |
| SOM - GS - COMM | General Schedule for Communications Records | 201 | Audio-Visual Materials - Special Events or Activities (supersedes item #GS5.19) | These records document general promotional activities, agency accomplishments, special events, and other activities of general interest. They may include, but may not be limited to, audio-visual materials such as photographs, negatives, films, videos, audio recordings, and slides. |
| RETAIN UNTIL: No longer needed to document agency events and activities |
THEN: Transfer to the Archives of Michigan
| 1/5/21 | Internal | Vital Record | 3/20/2001, 1/17/2006, 1/5/2021 | |
| SOM - GS - COMM | General Schedule for Communications Records | 204 | Press Releases (supersedes item #GS5.17) | These records document statements that are prepared and distributed to the press by an agency. They may include, but may not be limited to, official press releases. |
| RETAIN UNTIL: Release is published |
PLUS: 5 years THEN: Transfer to the Archives of Michigan
| 1/5/21 | Public | Vital Record | 3/20/2001, 1/5/2021 | |
| SOM - GS - COMM | General Schedule for Communications Records | 205 | Publications (supersedes Item #GS5.11) | These records document agency-developed publications used as a mechanism to distribute information or publicize agency activities. They may include, but may not be limited to, brochures, pamphlets, training materials, reports, fact sheets, books, magazines, newsletters, calendars, maps, posters, and public relations materials. |
| RETAIN UNTIL: Document is published |
PLUS: 1 year THEN: Transfer to the Archives of Michigan
| 1/5/21 | Public | Vital Record | 11/03/1998, 03/20/2001, 10/19/2010, 1/5/2021 | |
| SOM - GS - COMM | General Schedule for Communications Records | 207 | State Agency Newsletters (supersedes item #GS5.20) | These records document official department newsletters that are published for internal distribution to department staff. |
| RETAIN UNTIL: Document is published |
PLUS: 1 year THEN: Transfer 1 copy to the Archives of Michigan
| 1/5/21 | Internal | Vital Record | 3/20/2001, 10/19/2010, 1/5/2021 | |
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 300 | Accounting and Financial Records | These records document financial and accounting activities for the payment and receipt of funds. |
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 301 | Financial Transactions (supersedes item #GS6.01, GS6.02, GS6.04, GS6.05, GS6.06, GS6.08, GS6.09) | These records document financial transactions and adjustments of a financial/fiscal year. They may include, but may not be limited to, documents related to payment records, accounts receivable, corrections/adjustments, deposit transactions, year-end close outs, stopped, cancelled, undeliverable and/or reissued payments, and error reports. |
| RETAIN UNTIL: Fiscal year ends |
PLUS: 7 years THEN: Destroy
| 10/8/24 | 03/20/2001, 04/22/2014, 10/8/2024 | |||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 302 | Purchasing Card Applications (supersedes item #GS6.10) | These records document which state employees are authorized to use a procurement card, travel card, state owned fuel card, or other cards for making purchases. They may include, but may not be limited to, cardholder applications, cardholder agreement forms, and cardholder maintenance forms. |
| RETAIN UNTIL: Authorization is cancelled, revoked, or denied |
PLUS: 5 years THEN: Destroy
| 10/8/24 | 03/20/2001, 04/22/2014, 10/8/2024 | |||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 303 | Purchasing Card Documentation (supersedes item #GS6.11) | These records document purchases made with a procurement, travel, fuel, or other cards for making purchases. They may include, but may not be limited to, credit card transaction logs, credit card security and checkout records, monthly credit card billing statements, logs, summaries, and purchasing documentation. |
| RETAIN UNTIL: Fiscal year ends |
PLUS: 7 years THEN: Destroy
| 10/8/24 | 03/20/2001, 04/22/2014, 10/8/2024 | ||||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 304 | Annual Home to Place of Work Approvals (supersedes item #GS6.16) | These records document the approval for an employee to use a state vehicle for travel between the employee’s residence and his/her official workstation. | RETAIN UNTIL: Date approved |
PLUS: 5 years THEN: Destroy
| 10/8/24 | 03/20/2001, 01/17/2006, 04/22/2014, 10/8/2024 | ||||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 305 | Official Daily Travel Log (supersedes item #GS06.17) | These records document that all mileage reported was driven for official business. They are used to verify related charges. Employees must maintain travel logs for both permanent and daily (motor pool) vehicle assignments. The logs are to be maintained daily and are to be retained by the department. The logs may contain, but may not be limited to, daily vehicle use during the month, starting mileage, odometer readings at each destination, identification of authorized home to office miles, vicinity miles, and state business miles. | RETAIN UNTIL: Fiscal year ends |
PLUS: 7 years THEN: Destroy
| 10/8/24 | 03/20/2001, 01/17/2006, 04/22/2014, 10/8/2024 | |||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 306 | Escheat Files (supersedes item #GS06.18) | These records document transactions related to abandoned or unclaimed property. They may include, but may not be limited to, correspondence, memos, lists of outstanding checks, and reports of abandoned or unclaimed property. |
| RETAIN UNTIL: Date created |
PLUS: 10 years THEN: Destroy
| 10/8/24 | 03/20/2001, 01/17/2006, 04/22/2014, 10/8/2024 | ||||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 307 | Real Property Disposal, Donation and Surplus Files (supersedes item #GS06.19) | These records document the disposition of real property that is no longer of use to a state agency in accordance with state policy. They may include, but may not be limited to, disposition forms, inventory sheets, receipts, and correspondence. | RETAIN UNTIL: Fiscal year ends |
PLUS: 7 years THEN: Destroy
| 10/8/24 | 03/20/2001, 01/17/2006, 04/22/2014, 10/8/2024 | ||||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 308 | Fixed Asset Inventory Data and Annual Report (supersedes item #GS06.20) | These records document all major property and its book value. Policies determine the value at which property must be included on an inventory. The value of these items is then distributed across the useful life of the property. Information on the inventory may include, but may not be limited to: a description of the item, value, date purchased depreciation amount, insurable value, building location, etc. The Government Accounting Standards Board (GASB) Statement 34 establishes the annual reporting requirements for financial statements. This annual report is produced from the fixed asset inventory. | RETAIN UNTIL: Annual report for the fiscal year in which the item was disposed is audited |
PLUS: 7 years THEN: Destroy
| 10/8/24 | 03/20/2001, 01/17/2006, 04/22/2014, 10/8/2024 | CFR 200.334 states that records for real property and equipment acquired with Federal funds must be retained for 3 years after final disposition. | |||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 309 | Indirect Cost Rates (supersedes item #GS6.21) | These records document indirect cost rates that calculate the administrative costs incurred by departments, offices or projects, and that are used to recover money from the federal government for these expenses when work is performed for them. They may include, but may not be limited to, rate sheets, and supporting documentation. | |
| RETAIN UNTIL: Date created |
PLUS: 10 years THEN: Destroy
| 10/8/24 | 03/20/2001, 01/17/2006, 04/22/2014, 10/8/2024 | |||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 310 | Grant Files - Awarded (supersedes item #GS06.22) | These records document grants received from federal and private entities, and grants distributed by the state to any other entity, that are administered by the department’s business/finance office. They may include, but may not be limited to, applications, budgets, worksheets, adjustments, plans, rules and regulations, award letters, committee records, staffing sheets with account numbers, grant evaluation/monitoring reports, audits, agreements and contracts related to the grant, and periodic progress reports. |
| RETAIN UNTIL: Grant is closed out, unless otherwise specified by the granting agency for auditing purposes. Final reports and products of the grant may be kept longer for use and reference purposes |
PLUS: 7 years THEN: Destroy
| 10/8/24 | 03/20/2001, 01/17/2006, 04/22/2014, 10/8/2024 | |||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 311 | Denied Grant Applications - Submitted and Denied (supersedes item #GS06.23) | These records document grants that were applied for by a state agency, but were not received. They may have reference value for preparing future grant applications. They may include, but may not be limited to, application forms, budget proposals, letters of support, narrative plans, and supporting documentation. |
| RETAIN UNTIL: Grant application is denied or withdrawn |
PLUS: 1 year THEN: Destroy
| 10/8/24 | 03/20/2001, 01/17/2006, 04/22/2014, 10/8/2024 | |||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 312 | Grant Applications - Received Not Awarded | These records document grant applications received by a state agency that were received, but not awarded. They may include, but may not be limited to, applications, correspondence, and supporting documentation. |
| RETAIN UNTIL: Grant cycle ends |
PLUS: 3 years THEN: Destroy
| 10/8/24 | 10/8/24 | |||
| SOM - GS - FIN | General Schedule for Accounting and Financial Records | 313 | Internal Control Evaluation (ICE) Review Records (supersedes item #0604) | These records document the biennial evaluation of the degree of vulnerability of each agency’s internal control components. They may include, but may not be limited to, reviews, reports, worksheets, analysis documents, summaries, schedules, timelines, plans, correspondence, and follow-up documents. [MCL 18.1483 - 18.1485] |
| RETAIN UNTIL: Review is completed |
PLUS: 6 years THEN: Destroy
| 10/8/24 | Internal | Essential Record | 1/14/2014, 1/5/2021, 10/8/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 400 | Human Resources Records | These records document human resources activities. |
| SOM - GS - HR | General Schedule for Human Resources Records | 401 | Discrimination Complaint Records | These records document the investigation into all discrimination complaints, including confidential employee sexual harassment complaints and claimant complaints. They may include, but may not be limited to, completed questionnaires from management, staff, and/or witnesses to the alleged violation, correspondence, documents detailing the complaint, investigatory records, Department of Civil Rights or Equal Employment Opportunity Commission documentation, and litigation documentation from court systems. |
| RETAIN UNTIL: Case is resolved |
PLUS: 7 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 402 | Employment Verification Records | These records document requests from outside parties to verify that a person is employed by the State of Michigan. |
| RETAIN UNTIL: Date created |
PLUS: 1 month THEN: Destroy
| 8/20/24 | Internal | Non-Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 403 | Grievance and Unfair Labor Practices Files | These records document grievances and charges filed against state agencies. They may include, but may not be limited to, pre-hearing reports, grievance forms, related correspondence, summary sheets, employee history information, and decisions. |
| RETAIN UNTIL: Case is closed |
PLUS: 7 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 404 | COVID-19 Health Surveillance Records (obsolete) | These records document attestations that a person is healthy enough to safely enter a building where a State of Michigan office is located, or that a state employee is healthy enough to work, in compliance with MIOSHA COVID-19 Emergency Rules. They may include, but may not be limited to, data collected at login, data collected as someone uses their identification card to enter a building, and logs. |
| Immediate destruction | ||||
| 8/20/24 | Confidential | Non-Essential Record | 9/1/2020, 1/5/2021, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 405 | I-9 Files | These records document verification by employers of identity and immigration status of all new employees. They may include, but may not be limited to, employment eligibility verification forms, and supporting documentation. 8 CFR 274 a.2 requires employers to maintain signed copies of I-9 forms. |
| RETAIN UNTIL: Date of hire |
PLUS: 3 years
OR
RETAIN UNTIL: Termination PLUS: 1 year (whichever is later) THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 406 | Insurance and Beneficiary Records | These records document insurance, beneficiary and HIPAA-related activities. They may include, but may not be limited to, new hire Benefits Acknowledgement, insurance enrollment/selection, LTD Certification, Notice of Qualifying Event, COBRA selections, Life Insurance Conversion, Dependent Death documentation, Deferred Compensation Plan Beneficiary Designations, Final Compensation Beneficiary Designation (CS-140) (except employee life insurance beneficiary designations), proof of eligibility for dependents and supporting documentation for certain enrollment changes (e.g., documents showing dependent incapacitation, marriage and birth certificates, adoption records, Medicare cards, evidence of gain or loss of coverage, etc.), and waivers of life insurance. |
| RETAIN UNTIL: Employee separates from the State of Michigan |
PLUS: 7 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 407 | Investigation Files | These records document investigations into incidents or issues that do not lead to disciplinary action of an employee. Disciplinary records are maintained in the employee's personnel file. They may include, but may not be limited to, correspondence, incident reports, and supporting documentation. |
| RETAIN UNTIL: Investigation is closed |
PLUS: 3 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 408 | Layoff Records | These records document the identification of employees who are scheduled for layoff or bumping. They may include, but may not be limited to, layoff lists, seniority lists, vacancy reports, bump chains, histories, recall lists, and supporting documentation. |
| RETAIN UNTIL: Date created |
PLUS: 4 years THEN: Destroy
| 8/20/24 | Internal | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 409 | Leave Time Request Records | These records document requests submitted by employees to their supervisor for approval to use leave time (including annual leave, sick leave, school and community participation leave, etc.). They may include, but may not be limited to, requests, approvals or denials, applicable forms, and supporting documentation. |
| RETAIN UNTIL: Approved leave time is used, or leave request is denied |
PLUS: 2 years THEN: Destroy
| 8/20/24 | Internal | Non-Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 410 | Life Insurance Records | These records document the designated beneficiaries for an employee's life insurance benefit. They may include, but may not be limited to, life and accidental death beneficiary forms, and claim payment documents. |
| RETAIN UNTIL: Beneficiary forms are superseded by a newer version, or until the employee is deemed to be ineligible, or the employee dies plus 3 years, or until the document is created plus 80 years, whichever is first |
THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 411 | Medical Records - Exposure | These records document employee medical information about exposure to hazardous materials. These records are maintained separate from the employee personnel file. They may include, but may not be limited to, medical leave applications, leave extension requests, medical certifications by physician, doctor's release, supporting medical documentation, exposure documentation, blood tests, and vision and hearing tests. See GS item #0412 for Medical Records where no exposure to hazardous materials has occurred. |
| RETAIN UNTIL: Employee separates from the State of Michigan |
PLUS: 30 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | OSHA's Access to Employee Exposure and Medical Records Standard (29 CFR 1910.1020). Under this standard, each employer must assure that all employee medical records of employees exposed to toxic substances or harmful physical agents are preserved and maintained for at least the duration of the employee's employment, plus 30 years. 29 CFR 1910.1020 does not apply to: 1. Working conditions where employees are only exposed to safety hazards (e.g., trips, falls, cuts); or 2. First-aid treatment (one-time treatment and subsequent observation of minor scratches, cuts, burns, splinters, and so forth, which do not ordinarily require medical care) even though provided by a physician or registered professional personnel. 3. X-rays of bones taken only as a result of safety hazard (e.g., trip, fall) and when the accident is clearly unrelated to exposures to toxic substances and harmful physical agents. The evaluation of this relationship must be made by an examining physician to whom the employer has supplied: a. A description of the affected employee's duties as they relate to the employee's exposure to toxic substances and harmful physical agents; and b. The employee's exposure level or anticipated exposure level to any toxic substance or harmful physical agent (if applicable). Whenever such X-rays are destroyed, however, the X-ray report or physician's interpretation of the X-ray must nevertheless be retained as a portion of the worker's medical record for the length of employment plus 30 years. Other than the above, for employees exposed to toxic substances or harmful physical agents, OSHA does not exclude any medical records (including any other type of X-ray) concerning on-the-job accidents or injuries from being preserved under this standard. Such information may have later significance in assessing occupational health issues. | |
| SOM - GS - HR | General Schedule for Human Resources Records | 412 | Medical Records - Non-exposure | These records document employee medical information pertinent to employment. They are maintained separately from the employee personnel file (see GS item #0415). They may include, but may not be limited to, medical leave applications, leave extension requests, medical certifications by physician, doctor's releases, supporting medical documentation, blood test results, drug and alcohol test results, vision and hearing tests, LTD claims, and FMLA documents. | |
| RETAIN UNTIL: Employee separates from the State of Michigan |
PLUS: 7 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | See GS item #0411 for Medical Records where exposure to hazardous materials has occurred. | |
| SOM - GS - HR | General Schedule for Human Resources Records | 413 | MIOSHA Log and Occupational Illness and Injury Summary Records | These records document all recordable occupational injuries and illnesses occurring at worksites. They are maintained in accordance with MIOSHA Administrative Standard Part 11. | |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 8/20/24 | Internal | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 414 | Partial Tuition Reimbursement Request Records | These records document requests from eligible employees for tuition reimbursement for a percentage of the tuition, registration, and enrollment fees they pay for courses that relate to their performance capabilities as state employees. |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 8/20/24 | Internal | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 415 | Personnel Files | These records document all human resources related transactions that occur during an employees' period of active employment. This includes documents in paper files, electronic files stored in an electronic document management system, and data and documents in the statewide personnel system that is owned by the Civil Service Commission. They may include, but may not be limited to, resumes, applications, withholding cards, performance evaluations, pay adjustments, position action requests, personal information changes, service ratings, position action information, counseling and disciplinary documents (unless employee requests removal per contract or procedure), employment preference option documents, training documentation, related correspondence, notifications by employee of qualifying event, copies of drivers' license, background checks, leave of absence documents (excluding medical documentation), commercial driver’s license (CDL) documents, jury duty documents, overtime approvals, union leave documents, working out of class records, project pay records, warrant replacement records, and leave donation records. Copies of these files that are maintained throughout the agency may be destroyed in accordance to the retention periods defined in the General Schedule for Administrative Records item #0106, which covers "non-record" materials. |
| RETAIN UNTIL: Employee separates from the State of Michigan |
PLUS: 7 years THEN: Destroy
| 8/20/24 | Confidential | Vital Record | 9/1/2020, 3/26/2024, 8/20/2024 | NOTE: This record series applies to all employees. | |
| SOM - GS - HR | General Schedule for Human Resources Records | 416 | Personnel Records - Current Version Only | These records document select personnel transactions. The following documents may be retained in the personnel file, but only the most current or applicable version of the form needs to be retained, and previous (superseded) versions may be destroyed. |
--Oaths of Office --Address Changes --Union Membership --Applications and Authorizations for Payroll Deduction --Conflict of Interest and Disclosure --Motor Vehicle Driver Agreement Form --Employee Personal Data Form --Final Compensation Beneficiary Affidavit (CS-140a) --Alternative Work Schedules --Information Technology Acceptable Use Certification --Note: Credit Union Payroll Deduction forms are obsolete and may be destroyed RETAIN UNTIL: Superseded by a new version THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 417 | Personnel Records - Current Version Plus Previous | These records document select personnel transactions. The following documents may be retained in the personnel or insurance file. |
--Enrollment Applications for health, vision and dental care plans (when the records are maintained by Human Resources) --Long Term Disability Plan Applications (CS-1691) (when the records are maintained by Human Resources) --Group Accident Insurance Forms --Payroll Direct Deposit Authorizations --Final Compensation Beneficiary Designation (CS-140) --Flexible Benefits Selection Form (when the records are maintained by Human Resources) RETAIN: Current version of the form, and the most recent previous version THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 418 | Reasonable Accommodation and Ergonomic Assessment Files | These records document reasonable accommodation requests submitted by agency employees and ergonomic assessments that are conducted. They may include, but may not be limited to, Reasonable Accommodation Request forms (CS-1668), Reasonable Accommodation Evaluations (CS-1670), and Reasonable Accommodation Responses (CS-1669), and medical documentation stating limitations. |
| RETAIN UNTIL: Employee separates from the department receiving the request |
PLUS: 7 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 419 | Request for Personal Services (CS-138) Files | These records document the hiring of contractual services provided by outside vendors. They may include, but may not be limited to, the date the request was created and/or updated, the vendor and vendor ID, the amount requested for each independent contractor and special personal services employee, the effective and ending dates of the services requested, employees who may be affected by the hiring of a contractor, funding source, justification for requesting services, and approval paths. |
| RETAIN UNTIL: Request expires |
PLUS: 6 years THEN: Destroy
| 8/20/24 | Internal | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 420 | Selection Files | These records document the appointment and selection of individuals for state employment. This includes paper files and the statewide selection system. The statewide selection system is owned by the Civil Service Commission. They may include, but may not be limited to, job postings, recall lists, transfer lists, seniority lists, vacancy reports, selection criteria, evaluation of candidates, position descriptions, applications, interview questions, reference checks, rating forms, background checks, and appointment recommendations and notifications. |
| RETAIN UNTIL: Position is filled |
PLUS: 7 years THEN: Destroy
| 8/20/24 | NeoGov | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 |
| SOM - GS - HR | General Schedule for Human Resources Records | 421 | Supplemental Employment Files | These records document requests for approval to engage in supplemental employment activities. They may include, but may not be limited to, requests, and correspondence. Some Human Resources offices maintain these documents in the employee's personnel file (see GS item #0415). |
| RETAIN UNTIL: Date created |
PLUS: 3 years THEN: Destroy
| 8/20/24 | Internal | Non-Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 422 | Employee Tax Withholding Records | These records document the calculation of tax withholding for federal, state, and local income taxes. |
| RETAIN UNTIL: Superseded by a new version |
PLUS: 6 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | They may be maintained in the personnel file (see GS item #0415) or electronically. | |
| SOM - GS - HR | General Schedule for Human Resources Records | 423 | Time and Attendance Records | These records document payroll activity and includes data in the statewide timekeeping and payroll system. They may include, but may not be limited to, time and attendance reports, and individual time sheets signed by employees. | |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 8/20/24 | SIGMA, individual worksites | Internal | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 |
| SOM - GS - HR | General Schedule for Human Resources Records | 424 | Transfer Request Records | These records document requests submitted by employees to be added to a transfer list. |
| RETAIN UNTIL: Date created |
PLUS: 2 years THEN: Destroy
| 8/20/24 | Internal | Non-Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 425 | Unemployment Compensation Files | These records document unemployment compensation claims. They may include, but may not be limited to, requests to Employer for Wage and Separation Information (UIA 555), Notice of Determination or Redetermination (UIA 1302), check stubs, charge statements (UIA 1136), Credit Statements (UIA 1137), Notice of Overpayment Adjustment (UIA 1141), Notice to Employer of Receipt of Protest (UIA 1142), and Earnings History Report. |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 426 | Union Secondary Agreement Negotiation Files | These records document the agency negotiations of union secondary agreements. They may include, but may not be limited to, ground rules proposals and counter proposals for secondary agreement negotiations, secondary negotiation documents, meeting records, final secondary collective bargaining agreements, and correspondence. |
| RETAIN UNTIL: Contract expires |
PLUS: 3 years THEN: Destroy
| 8/20/24 | HRD offices - does not apply to OSE | Internal | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | OSE has the primary agreement negotiation records (39160-39161), HRDs have the secondary agreement records. |
| SOM - GS - HR | General Schedule for Human Resources Records | 427 | Unsolicited Employment Application Records | These records document individuals who apply for state employment when there is not an official posting for an open position. They may include, but may not be limited to, applications, and resumes. | |
| RETAIN UNTIL: Date received |
THEN: Destroy
| 8/20/24 | Internal | Non-Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |
| SOM - GS - HR | General Schedule for Human Resources Records | 428 | Workers Disability Compensation Files | These records document Worker's Disability Compensation claims due to on-the-job injury or illness. They may include, but may not be limited to, initial injury/accident claim forms, accident reports, notices of commencement of compensation payments, employee wage data, copies of time and attendance records, medical documentation and reports, related correspondence, and Family Medical Leave Act information. (MCL 418.231) |
| RETAIN UNTIL: Date of the injury |
PLUS: 20 years THEN: Destroy
| 8/20/24 | Confidential | Essential Record | 9/1/2020, 3/26/2024, 8/20/2024 | |||
| SOM - GS - HR | General Schedule for Human Resources Records | 429 | COVID-19 Training Records (obsolete) | These records document training provided to employees about COVID-19 and infection control practices in compliance with MIOSHA COVID-19 Emergency Rules. They may include, but may not be limited to, training materials, attendance documentation, and supplemental documents. | ||
| Immediate destruction | ||||||
| 8/20/24 | Internal | Essential Record | 1/5/2021, 3/26/2024, 8/20/2024 | |||
| SOM - GS - HR | General Schedule for Human Resources Records | 430 | COVID-19 Notification Records (obsolete) | These records document notifications about potential exposure to COVID-19 in compliance with MIOSHA COVID-19 Emergency Rules. They may include, but may not be limited to, notification documents, notification distribution lists, and supplemental documentation. | ||
| Immediate destruction | ||||||
| 8/20/24 | Confidential | Essential Record | 1/5/2021, 3/26/2024, 8/20/2024 | |||
| SOM - GS - IT | General Schedule for Information Technology Records | 500 | Information Technology Records | These records document the implementation, use, maintenance, and decommissioning of technology systems. They may exist in many different formats, including paper and electronic documents, as well as data. They may be retained by multiple business units, including IT service agencies, contractors, system owners, etc. | ||
| 5/21/19 | supersedes GS #9 | |||||
| SOM - GS - IT | General Schedule for Information Technology Records | 501 | Incident, Change, and Problem Documentation (supersedes item #GS9.03) | These records document incidents, requests, problems, and changes for automated systems. They may include, but may not be limited to, outages, planned changes to configuration items, change authorizations, root cause investigations into problems, and noteworthy events. Some documents are created in accordance with the Change Management and Incident or Problem Management policies (DTMB 1370.00.01) and Information Technology Infrastructure Library (ITIL) standards. | ||
| RETAIN UNTIL: Change is completed or closed |
PLUS: 7 years THEN: Destroy
| 6/28/22 | Internal | Essential Record | 5/21/2019, 6/28/2022 | |
| SOM - GS - IT | General Schedule for Information Technology Records | 502 | IT Project Management Records (supersedes item #GS9.01) | These records document the management and monitoring of information technology projects in accordance with the State of Michigan Project Management Methodology. This methodology is described in Administrative Guide Policy 1355.00 and is required for all information technology projects. The policies define which documents need to be created for each project. Project records may include, but may not be limited to, charters, plans, logs, agendas, correspondence, notes, reports, software configuration information, updates, desktop information, testing and evaluation documents, and supporting documentation. |
Note: once a project is closed, documentation relevant to the ongoing operation and maintenance of the system is moved to the Systems Documentation record, and retained under item number GS-IT-0503. Links or copies may be retained in the Project Management file for cross reference.
RETAIN UNTIL: Project is closed or cancelled PLUS: 7 years THEN: Destroy
| 6/28/22 | Confidential | Essential Record | 5/21/2019, 6/28/2022 |
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