Purpose

The schedule is designed to:

  • give state-supported colleges and universities uniform guidelines for the retention and disposition of common records;
  • make sure your college or university retains for as long as necessary records needed for administrative, audit, legal, litigation, fiscal, research, and other requirements
  • promote the cost-effective management of records;
  • provide the legal authorization to dispose regularly of obsolete records.

Statutory Authority

Section 30-1-90(B) of the Code of Laws of South Carolina, 1976,as amended, authorizes the State Archives to promulgate as state regulations, general schedules for records common to state supported colleges and universities. On 24 June 1994, the General Assembly approved the state colleges and universities general schedule as Regulation 12-800 through 12-813.10. Additions/revisions to the state colleges and unversities general schedule were approved by the General Assembly as Regulation 12-800 through 12-819.10 and become effective 23 May 2003.

Facts:
The statutory basis for the Archives' records management program is contained in the Public Records Act (Code of South Carolina Laws 1976,as amended, 30-1-10 through 30-1-170).

The South Carolina Public Records Act designates the chief administrative officer of each state agency as the legal custodian of all records created or maintained by the agency, and he or she is therefore responsible for the creation, filing, maintenance, and disposition of those records officer to act in his or her behalf. The records officer coordinates the overall records management program for the agency and works closely with personnel from the South Carolina Department of Archives and History.

The legal definition of public records "all books, papers, maps, photographs, cards, tapes, recordings, or other documentary materials regardless of physical form or characteristics prepared, owned, used, in the possession of, or retained by a public body." As you can see, this broad definition includes paper, microfilm and electronic records.

Form(s):
On-line-Report on Records Destruction Form
http://www.state.sc.us/scdah/arm11.doc