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COMMITTEE REPORT
March 6, 2002
H. 4732
S. Printed 3/6/02--S.
Read the first time February 26, 2002.
To whom was referred a Joint Resolution (H. 4732) to approve regulations of the Department of Archives and History, relating to General Retention Schedules for County Records, designated as Regulation Document Number 2669, etc., respectfully
That they have duly and carefully considered the same and recommend that the same do pass:
GLENN F. MCCONNELL for Committee.
TO APPROVE REGULATIONS OF THE DEPARTMENT OF ARCHIVES AND HISTORY, RELATING TO GENERAL RETENTION SCHEDULES FOR COUNTY RECORDS, DESIGNATED AS REGULATION DOCUMENT NUMBER 2669, PURSUANT TO THE PROVISIONS OF ARTICLE 1, CHAPTER 23, TITLE 1 OF THE 1976 CODE.
Be it enacted by the General Assembly of the State of South Carolina:
SECTION 1. The regulations of the Department of Archives and History, relating to General Retention Schedules for County Records, designated as Regulation Document Number 2669, and submitted to the General Assembly pursuant to the provisions of Article 1, Chapter 23, Title 1 of the 1976 Code, are approved.
SECTION 2. This joint resolution takes effect upon approval by the Governor.
The General Assembly approved Regulation 12-500 through 12-512.2 (General Retention Schedules for County Records) on June 26, 1992. The amendments will simplify the disposition process for county offices and departments; update office/department names and series descriptions; add new series under existing offices/departments; and add new series under new offices/departments.
12-500 Introduction and general matters; application of schedule.
New text indicates the general schedules cover information on all types of media. This additional wording is consistent with the definition of public records in the Freedom of Information Act (Section 30-4-20C) and the Public Records Act (Section 30-1-10A). Also, the process county offices will use to destroy records through use of the general schedules is being simplified. Offices will no longer be required to submit a request to use the general schedule form to the Department and have it reviewed and approved before being authorized to use the schedule to destroy their records. The new process will allow county offices to use the schedule and report destruction to the Department after records are destroyed. This new process for using the general schedule will be the same process county offices currently use when implementing schedules approved specifically for their office or department. This change will allow offices to use one form to report destruction through use of both general and specific schedules.
Subarticle 1. Subarticle title is being changed to Register of Deeds to reflect the more modern office title.
12-501.1. Grantor and Grantee Index to Conveyances
Punctuation error is being corrected in A. Description to add a comma between month and day.
12-501.10. Uniform Commercial Code Financing Statements
Retention statement in B1 is being corrected. Financing statements where transmitting utility is the debtor do not lapse but remain in effect until a termination statement is filed. The retention in B1 is being changed to eliminate "after statement has lapsed or" in the second sentence of the retention and to eliminate "statement has lapsed or" in the third sentence of the retention.
Eight new records series are being added (12-501.11. through 12-501.18.) to make it easier for counties to manage these records.
Subarticle 2. Subarticle title is being changed to Sheriff/Detention to be more inclusive. Twenty-three new records series are being added (12-502.8. through 12-502.30.) to make it easier for counties to manage these records.
Subarticle 3. Subarticle title is being changed to County Council/Administration to be more inclusive. Three new records series are being added (12-503.13. through 12-503.15.) to make it easier for counties to manage these records.
Subarticle 4. Finance. Eight new records series are being added (12-504.14. through 12-504.21.) to make it easier for counties to manage these records.
Subarticle 5. Purchasing. One new record series is being added (12-505.6.) to make it easier for counties to manage these records.
Subarticle 6. Personnel. Seven new records series are being added (12.506.6. through 12-506.12.) to make it easier for counties to manage these records.
Subarticle 7. Auditor. Seventeen new records series are being added (12-507.14. through 12-507.30.) to make it easier for counties to manage these records.
Subarticle 8. Treasurer. Thirteen new records series are being added (12-508.17. through 12-508.29.) to make it easier for counties to manage these records.
Subarticle 9. Tax Collector. Four new records series are being added (12-509.3. through 12-509.6.) to make it easier for counties to manage these records.
Subarticle 10. Tax Assessor. Eight new records series are being added (12-510.6. through 12-510.13.) to make it easier for counties to manage these records.
Subarticle 11. Subarticle title is being changed to Building/Planning and Development to be more inclusive. Eight new records series are being added (12-511.3. through 12-511.10.) to make it easier for counties to manage these records.
Subarticle 13. Maintenance Garage/Fleet Maintenance. New subarticle and four new records series are being added (12-513.1. through 12-513.4.) to make it easier for counties to manage these records.
Subarticle 14. Library. New subarticle and three new records series are being added (12-514.1. through 12-514.3.) to make it easier for counties to manage these records.
Subarticle 15. Emergency Services. New subarticle and five new records series are being added (12-515.1. through 12-515.5.) to make it easier for counties to manage these records.
Subarticle 16. Animal Control. New subarticle and five new records series are being added (12-516.1. through 12-516.5.) to make it easier for counties to manage these records.
Subarticle 17. Voter Registration and Elections. New subarticle and twelve new records series are being added (12-517.1. through 12-517.12.) to make it easier for counties to manage these records.
Subarticle 18. Coroner. New subarticle and three new records series are being added (12-518.1. through 12-518.3.) to make it easier for counties to manage these records.
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