| Record
or Form Style |
Retention
Period |
|
| 1. AUDIT FORMS
|
| Bail
Book (Form No. FA 013) |
3
years after audit and cases disposed |
| Bail
Receipt (FA 029) |
3
years after audit and cases disposed |
| Bank
Account Reconciliation Form (FA 018) |
1
year after audit |
Bank
Acknowledgment
(Notice of memorandum about the court's bank account (s).)
|
1
year after audit |
| Bank
Letter (FA 012a, FA 012b) |
1
year after audit |
| Bank
Statement |
3
years after audit |
| Check
Destruction Form |
1
year after audit |
| Check
Stock Inventory Form |
1
year after audit |
| Checks
(Cancelled) |
3
years after audit |
| Checks
(Carbon Copies) |
1
year after audit |
| Check
Register |
1
year after audit |
| Checks
(Voided) |
1
year after audit |
Civil
Escrow Ledger
(Records and maintains information on each account.)
|
1
year after audit and cases documented in ledger have been disposed. |
Custodial
Passbook Ledger
(Records and maintains information on each account.)
|
1
year after audit and cases documented in ledger have been disposed. |
| Daily
Cash Sheet (FA 014) |
1
year after audit |
| Deposit
Slips |
1
year after audit |
|
Detail
Account Trial Balance (FA 022a or FA 022b)
|
1
year after audit |
| Expenditure
Journal (FA 016) (Cash Journal Expenditure Side) |
1
year after audit |
466C
Revenue Reconciliation
(Bookkeeper's reconciliation
between subsidiaries
in the Budgetary Control Register and
Weekly Statement of Transactions.) |
1
year after audit |
Internal
Audit Reports
(Issued by the Administrative Office of the Trial Court
after on-site
review of the court's policies and procedures.) |
Retain
last 2 reports. |
| Inventory
Records |
Permanent |
| Juror-Related
Bills |
1
year after audit |
Jury
Expense Authorization Form
(Authorizes jury expense payments.) |
1
year after audit |
Jury
Expense Transmittal Sheet
(Requests Office of the State Treasurer to
disburse jury expense payments.) |
1
year after audit |
Land
Court Ledger Sheets
(Records fees paid for tax and registration cases.) |
1
year after audit |
| Monthly
Revenue Summary (FA 023) |
1
year after audit |
| Monthly
Summary Trial Balance (FA 021) |
1
year after audit |
| Notice
of Assignment of Counsel |
Permanent,
store in case file |
| Notification
of Account Adjustment (FA 018a) |
1 year after audit
|
Order
Form
(Requests payment for services when no receipt exists.) |
1
year after audit |
| Outstanding
Check List |
1
year after audit |
| Probation
Department Ledger Card |
1
year after audit and case closed |
Probation
Receipt Accounting (PRA) Intake Form
(Establishes or changes an account in PRA.)
|
1
year after audit |
| Probation
Receipt Accounting (PRA) Reports |
1
year after audit |
| Receipt
Control Book Log (FA 030) |
1
year after audit |
| Receipt
Journal (Cash Journal) (FA 015) |
1
year after audit |
| Receipt
Register (FA 008) |
1
year after audit |
| Register
Journal Tape |
1
year after audit |
Report
on Unaccounted for Variances, Losses, Shortages,or Thefts of
Funds or Property
(Documents losses of funds or property.) |
3
years after audit |
| Request
for Payment Form |
1
year after audit if stored in case file |
| Request
(Internal) for Refund (FA 031) |
1
year after audit |
| Returned
Check Journal (FA 020) |
1
year after audit |
Returned
Check Notification Form
(Sent to check payer after court's attempts to retrieve
funds from
the payer's bank have been unsuccessful.) |
1
year after audit |
| Revenue
Refund (RF) |
7
years after audit |
| Revenue
Transmittal Sheet (RTS) (FA 092) |
1
year after audit |
| Revenue
Transmittal Sheet for Abandoned Property Only (Transmits
monies, unclaimed for three years after the release
date, to the Office of the State Treasurer.) |
1
year after audit |
| Revenue
Transmittal Sheet for Unpaid Check Fund (Transmits
monies, disbursed but unpaid for 1 year from date
of issue, to the Office of the State Treasurer.) |
1
year after audit |
Revenue
Transmittal Sheet - Transfer Form
(Transfers monies between two revenue sources to
correct errors in reporting monthly revenue.) |
1
year after audit |
Small
Claims Appeals Log Book
(Records and maintains information on each documented
in log book are small claims appeal's "cash in lieu of bond"
receipt.) |
1
year after audit and all cases closed |
| Special
Payments Check Register (FA 002) |
1
year after audit |
| Special
Payments Expenditure Summary (FA 005) |
1
year after audit |
| Special
Purchase Input Form (SP) |
1
year after audit |
| State
Audit Reports |
Retain
last 2 reports. |
| Stop
Payment Order (copy) |
1
year after audit |
| Transmittal
of Non-Support Payment Form |
1
year after audit |
| Undeliverable
Check Log (FA 026) |
1
year after audit |
Witness
and Jury Stop Payment Transmittal Sheet
(Voids witness fee or jury expense previously submitted
to the Office of the State Treasurer.) |
1
year after audit |
| Witness
Books |
1
year after audit |
Witness
Fee Payment Authorization Form
(Authorization payments to witnesses; replace One-Write Witness
Fee Register.) |
1
year after audit |
Witness
Fee Payment Transmittal Sheet
(Requests Office of the State Treasurer to disburse witness
fee payments.) |
1
year after audit |
| Witness
Fee Request Form or Fee Record |
1 year after audit
|
| 2.
BUDGET FORMS |
| Expansion
Budget Request |
1
year after audit |
| Federal
Grant Fiscal Records |
1
year after audit and grant end |
| Financial
Plan/Maintenance Estimate |
1
year after audit |
| Monthly
Expenditure Report (FA-01) |
1
year after audit |
| Request
for Budget Change (FA-006) |
1
year after audit |
| Revised
Financial Plan |
1 year after audit
|
| 3.
MMARS/ACCOUNTING FORMS |
| Advance
Refund Input Form (AR) |
7
years after audit |
| Batch
Transmittal |
7
years after audit |
| Budgetary
Control Register (BCR) |
7
years after audit |
| Cash
Deposit Input Form |
3
years after audit |
| Cash
Transfer Input Form |
3
years after audit |
Certification
of Services
(Invoice for assistance provided by Care and Protection Investigators,
Guardians ad litem, or Court Monitors.) |
7
years after audit |
| Competitive
Bid Forms and Related Documentation (Letters of solicitation
and vendor bid information.) |
1
year after audit |
Daily
Report of Expenses for Prisoner Lunches
(Certifies expenditures for prisoner lunches.) |
1
year after audit |
| Departmental
Purchase Order Input Form (PD) |
3
years after audit |
| Departmental
Purchase Order Input Form Continuation |
1
year after audit |
| Expenditure
of Advance Input Form (EA) |
7
years after audit |
| Expenditure
Refund Input Form (ER) |
7
years after audit |
| Fixed
Assets Acquisition Form (FA) |
3
years after audit |
| Fixed
Assets Betterment Form (FB) |
3
years after audit |
| Fixed
Assets Disposal Form (FD) |
3
years after audit |
| Fixed
Assets Transfer Form (FT) |
3
years after audit |
Interoffice
Requisition
(Requests purchase of goods or services.) |
1
year after audit |
| Interpreter
Service Sheets |
7
years after audit |
| Intersubsidiary
Transfer Input Form |
1
year after audit |
| Intragovernmental
Encumbrance (IE) |
3
years after audit |
| Intragovernmental
Payment Voucher Input Form (IV) |
7
years after audit |
Itemization
of Services
(Attached to Certification of Services; part of the Vendor's
invoice.) |
7
years after audit |
| Lease
Order Input Form (LO) |
7
years after audit and final lease payment |
| Miscellaneous
Encumbrance Input Form (PO) |
1
year after audit |
| Out-of-State
Travel Form (Submitted prior to out-of-state travel.) |
7
years after audit |
Overnight
Travel Form
(Submitted prior to overnight travel.) |
7
years after audit |
| Packing
Slip |
7
years after audit |
| Payment
Voucher Input Form (PV) |
7
years after audit |
| Payment
Voucher Input Form Continuation |
7
years after audit |
| Price
Agreement Input Form (PG) |
3
years after audit |
| Request
for Advance Input Form (RA) |
3
years after audit |
| Revenue
Refund Input Form (RF) |
7
years after audit |
| Service
Contract Input Form (SC) |
7
years after audit and final contract payment |
| Service
Modification Input Form (SM) |
7
years after audit and final contract payment |
| Special
Purchase Input Form (SP) |
3
years after audit |
| Travel
Expense Voucher (CD 18) |
1
year after audit |
| Vendor
Update Input Form (VU) |
7
years after audit |
| Weekly
Statement of Transactions (WST) |
7 years after audit
|
|
4.
PAYROLL
|
| Commonwealth
Automated Payroll System (CAPS) |
|
| Batch
Transmittal Form |
Permanent |
| Form
CN |
7
years after audit |
| Form
CS |
75
years |
| Form
D |
75
years after termination |
| Form
E |
75
years after termination |
| Form
PREN |
7
years after audit |
| Form
PREO |
7
years after audit |
| Form
PREP |
7
years after audit |
| Form
PRES |
7
years after audit |
| Form
T |
75
years |
Payroll
Hold (PH)
(Encumbers monies for accounts payable payroll.) |
7
years after audit |
| Payroll
Refund Receipt Voucher (CD 29A) |
7
years after audit |
| Payroll
Warrant (CDP 4) |
7
years after audit |
| Preliminary
Payroll |
7 years after audit
|
| 5.
PROCUREMENT |
| Request
for Competitive Bid |
1
year after audit |
| Request
for Proposal |
1
year after audit |
| |
|
| Record
or Form |
Retention
Period |
|
| 1.
APPOINTMENT AND PROMOTION DOCUMENTS |
| Application
for Employment - (Form F2) |
Hired
- Permanent
NOT Hired
- 7 years |
| Applicant
Interview and Hiring Record - (F4) |
Hired
- Permanent
NOT Hired
- 7 years |
| Appointment
Documentation - (F5) |
Permanent |
| Approval
Letters |
Permanent |
| Employment
Eligibility Verification Form |
Permanent |
| Interview
Records |
Hired
- Permanent
NOT Hired - 7 years |
| Job
Posting |
Permanent |
| New
Hire Form |
Permanent |
| Reference
Checks |
Hired
- Permanent
NOT Hired - 7 years |
| Rejection
Letters |
7
years from issue date |
| Results
of Classified Advertising - (F3) |
Permanent |
| Standard
Interview Questions |
Hired - Permanent
NOT Hired - 7 years
|
| 2.
EMPLOYEE DISABILITY DOCUMENTS |
| Assault
Pay Documentation |
Permanent |
| Determination
of Payroll Refund and Sick Leave Charge |
Permanent |
| Employer's
First Report of Injury - (Form 101) |
Permanent |
| Employer's
Quarterly Report of Injuries |
Permanent |
| Insurer's
Extension of 60 Day Pay Without Prejudice
Period - (105) |
Permanent |
| Insurer's
Notification of Denial of Compensation |
Permanent |
|
Insurer's
Notification of Payment - (103)
|
Permanent |
| Insurer's
Notification of Resumption or Modification of Weekly Compensation
- (107) |
Permanent |
| Insurer's
Notification of Termination or Suspension of Compensation -
(106) |
Permanent |
| Internal
Claim Investigation Form |
Permanent |
| Notice
of Injury Report |
Permanent |
| Release
of Information |
Permanent |
| Workman's
Compensation Physician or Surgeon Report |
Permanent
|
| 3.
TERMINATION DOCUMENTS |
| Buy
Back Forms |
Permanent |
| Employee
Checkout List - (Form F10) |
Permanent |
| Exit
Interview - (F11) |
Permanent
|
| 4.
UNEMPLOYMENT COMPENSATION DOCUMENTS |
| Appeal
Documentation |
Permanent |
| Notice
to Claimant of Disqualification |
Permanent |
| Request
for Separation and Wage Information |
Permanent
|
| 5.
MISCELLANEOUS PERSONNEL DOCUMENTS |
| Attendance
Calendar - (Form F8) |
Permanent |
| Court
Officer Weekly Report of Assignments |
Permanent |
| Department
Head Comments - (F15) |
Permanent |
| Disciplinary
Actions |
Permanent |
| Employee
Conference Report - (F12) |
Permanent |
| Employee
Profile - (F6) |
Permanent |
| Employee
Request for Leave of Absence |
Permanent |
| Grievances
|
Permanent |
| Personnel
Transaction Form |
Permanent |
| Request
for Classification Review Questionnaire -Form
- (F14) |
Permanent |
| Request
for New Position Questionnaire - (F13) |
Permanent |
| Tuition
Remission Form |
Permanent
|
| 6.
INACTIVE PERSONNEL FILES |
| Personnel
files of employees who have voluntarily or involuntarily left
the employment of the Trial Court. |
Until
75th Birthday, ifknown, or,
60 years after date
of first personnel action. |
| |
|
| |
|
