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General Schedules, for Records Common to Most or All Agencies

  • Schedule 1, Vendor Series
  • Schedule 2, Accounting Series
  • Schedule 3, Payrolls and Authorizations
  • Schedule 4, Income Series
  • Schedule 5, Budget Series
  • Schedule 6, Financial Order Series
  • Schedule 7, Attorney General Opinions Series
  • Schedule 8, Inventory Series
  • Schedule 9, Records Management Series
  • Schedule 10, Personnel Series
  • Schedule 11,MFASIS Reports
  • Schedule 12, Minutes of Meetings
  • Schedule 13, State Agency Correspondence
  • Schedule 14, Rules Adopted by State Agencies
  • Schedule 15, Quality Management Records
  • Schedule 16, State Employee Charitable Programs

Despite our efforts to be accurate, these pages may contain errors. We present this website to you with a good-faith representation that the information it contains is generally reliable. Information on this site should not be relied upon for legal purposes. For specific information or verification, contact Felicia Kennedy at 287-5798.

These retention schedules apply to records regardless of their physical format. Therefore, records created or maintained in electronic format would also fall under these guidelines and must adhere to the minimum retention requirements of these General Schedules (that is any reference to "correspondence" could pertain to either paper, email or other electronic documents.)

Legend: Disposal: A=Archives, D=Destroy, X=Other (See Description).

SAR=State Audit Requirement

FAR=Federal Audit Requirement

Unless otherwise noted, retention periods are listed as number of years

Printable version (rtf format)

General Schedule 1: Vendor Series
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 REQUISITIONS,RFP, BIDS, & PURCHASE ORDERS Forms approved by Bureau of Purchases to requisition services, commodities or equipment. Bureau of Purchases 10/23/2008 D 7 3 Y Y
2 Petty Cash The records being retained will include the requests for a petty cash check, possibly the request for reimbursement, bank statements, checkbook registers; cancel/voided checks, deposit slips and documentation; and miscellaneous correspondence regarding the petty cash account.
Creating Agency 10/23/2008 D 7 0 Y N
3 DELIVERY SLIPS Contents duplicated on third copy of purchase order. Creating Agency 12/7/1990 D 3 Not Applicable Y Y
4 VENDOR'S INVOICE Invoice sent to agency by vendor for payment. Accounts & Control 12/7/1990 D 7 3 Y Y
5 ACCOUNTS PAYABLE Accounts payable sent to agency by Accounts and Control to authenticate payment. Accounts & Control 12/7/1990 D 7 3 Y Y
6 EXPENSE ACCOUNTS ET AL Expense accounts, utility bills,Cell Phone billing, Blue Cross Blue Shield bills and inter-departmental bills. Accounts & Control 12/7/1990 D 7 3 Y Y
7 CORRESPONDENCE Incoming or outgoing correspondence or memo relating to the vendor series. Creating agency 12/7/1990 D 3 Not Applicable Y Y
8 CONTRACTS Contracts with vendors for services. Bureau of Purchases 12/7/1990 D 7 3 Y Y
9 CHECK CANCELLATIONS Forms used to request cancellation of a State check, and forms used to request replacement check (including forgery application). Accounts & Control 3/11/1991 D 7 3 Y Y
11 INTERNAL SELLER'S BILL Intragovernmental bills (one State agency billing another for goods or services) and related forms. Accounts & Control 3/11/1991 D 7 3 Y Y
12 DEBTOR INVOICE Accounts receivable invoices (bills sent by the State to individuals, businesses, etc. for goods or services) and related forms, including the invoice transaction input form. Accounts & Control 3/11/1991 D 7 3 Y Y
13 PAYMENT VOUCHER FORM Keep with related series, or retain agency copy 3 years if kept separately. Accounts & Control 3/11/1991 D 7 3 Y Y
14 ACCOUNTING DISTRIBUTION SHEET Keep with agency copy with related record series. If kept separately, retain 3 years and destroy. Accounts & Control 3/11/1991 D 7 3 Y Y
15 ACCOUNTS PAYABLE TRANSMITTAL FORM Accounts payable transmittal form to accompany payment voucher submitted to Bureau of Accounts & Control. Accounts & Control 3/11/1991 D 7 3 Y Y
16 CREDIT CARD RECEIPTS Receipts documenting use of State-issued employee credit cards. individual agencies 10/31/2002 D 7 n/a Y Y
General Schedule 2: Accounting Series
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 ENCUMBRANCE LEDGER Ledger maintained by agency to show expenditures and dedicated revenues to insure that allotment will not be overdrawn. Summarized on controller's analysis of income and expenditure. June and December record copies are archival; others destroyed after retentions as shown.

Accounts & Control 9/20/1989 X 7 3 Y Y
1 REQUISITIONS/RFP/BIDS/PURCHASE ORDERS/OPEN MARKETS/CONTRACT RELEASES Forms approved by Bureau of Purchases to requisition services, commodities or equipment. Bureau of Purchases 3/11/1991 D 7 3 Y Y
2 ADVICE OF ALLOTMENT Form sent to agency by Bureau of Budget indicating money allotted for expenditures. Information repeated on controller's encumbrance and expenditure ledger, which is actually the record copy. June and December only are archival. Accounts & Control 9/20/1989 X 7 3 Y Y
3 REQUEST FOR ADJUSTMENT OF ALLOTMENT Request by agency for adjustment of allotment during a fiscal year. Information repeated on controller's encumbrance and expenditure ledger, which is actually the record copy. June and December only are archival. Accounts & Control 9/20/1989 X 7 3 Y Y
4 ANALYSIS OF INCOME AND EXPENDITURE Used by agency to verify the encumbrance ledger. June and December only are archival. Accounts & Control 9/20/1989 X 7 3 Y Y
5 SUMMARY OF APPROPRIATION EXPENDITURES AND INCOME Monthly summary of expenditures and income kept by warrant and journal number to balance encumbrance ledger. Accounts & Control 9/20/1989 D 7 3 Y Y
6 INCOME & EXPENDITURE SUMMARY BY CHARACTER & OBJECT Quarterly report by character and object. Accounts & Control 9/20/1989 D 7 3 Y Y
7 OUTSTANDING PURCHASE ORDER LIST List of outstanding purchase orders at month end. Verifies purchase orders brought forward at end of quarter or fiscal year. Accounts & Control 9/20/1989 D 5 3 Y Y
8 JOURNALS Journals used to indicate transfers of funds, error correction and journal entries used in lieu of accounts payable. Accounts & Control 9/20/1989 D 7 3 Y Y
9 CORRESPONDENCE Incoming or outgoing correspondence relating to accounting series. Creating Agency 9/20/1989 D 3 Not Applicable Y Y
10 PROJECT TRACKING DOCUMENTS Project input documents, miscellaneous project charges forms, and related documents. Creating Agency 3/11/1991 D 3 Not Applicable N Y
10 ACCOUNTING SERIES Audit reports for a given fiscal year or period. Dept. of Audit 4/12/2000 A 3 3    
General Schedule 3: Payrolls & Authorizations
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 PAYROLL REGISTER - EXCEPTION COPY (Last page only.) Contains gross wage and deductions for given pay date and authorized signatures of agency. Accounts & Control 9/20/1989 D 8 3 Y Y
2 PAYROLL REGISTER - PAID COPY Actual paid copy of payroll registers, contains all paycheck information for each State employee. Accounts & Control 9/20/1989 D 60 3 Y Y
3 HUMAN RESOURCE PROFILE (Formerly Personnel Management Data Form--"Turnaround Form.") Personnel authorizations effecting changes in employee's pay. Retention periods counted from date file becomes inactive. Bureau of Human Resources 12/18/2001 D 60 3 Y Y
4 PAYROLL DEDUCTION AUTHORIZATIONS Listing of all voluntary payroll deductions from employee checks (i.e., health insurance, union dues, credit union, etc.) Agency copy's retention period counted from termination of employee. Agency of Employment 9/11/2003 D 3 1 Y N
5 HEALTH AND DENTAL INSURANCE EXCEPTIONS Lists all payroll deductions to the monthly health and dental insurance billings. Accounts & Control 9/11/2003 D 3 3 Y Y
6 TIME SLIPS Original weekly time slips signed by employee indicating amount of time worked, vacation, sick leave and overtime. Retain last audited year through current State audit. Creating Agency 9/20/1989 D 3 Not Applicable Y Y
8 STATE VEHICLES FOR COMMUTING FORMS Information collected each year documenting the value of using an employee-assigned state vehicle for commuting from home to work site. The Controller's office maintains this as part of the supporting records to Form W-2. Accounts & Control 9/24/2003 D 3 3 Y Y
General Schedule 4: Income Series
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 CASH RECEIPT STATEMENT/INCOME STATEMENT Form used to deposit money with State Treasury. Accounts & Control 3/11/1991 D 7 3 Y Y
2 BANK DEPOSIT SLIP Used by agency for direct deposit with bank. Treasury 9/20/1989 D 2 3 Y Y
3 AGENCY RECEIPTS Receipts issued by agency for money collected; 2 copies retained by agency: 1) Detached copy with collected moeny given to individual who prepares income statement, destroy after 2 years and State Audit; 2) Copy in receipt book, retain last audited year through current audit then destroy. Creating Agency 9/20/1989 D 3 Not Applicable Y Y
4 CASH JOURNALS Daily listing of cash received showing date, name of individual or coproration sending money and amount. Creating Agency 6/21/1985 D 7 Not Applicable N N
5 ACCOUNTS RECEIVABLE Bill heads sent out by State agencies for services performed or goods sold. Creating Agency 9/20/1989 D 3 Not Applicable Y Y
6 UNISSUED LICENSES Pre-numbered licenses which have not been issued and become obsolete after the current year. Creating Agency 9/20/1989 D 3 Not Applicable Y N
7 CORRESPONDENCE Incoming and outgoing correspondence or memo relating to income series. Creating Agency 9/20/1989 D 3 Not Applicable Y Y
General Schedule 5: Budget Series
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 BIENNIAL BUDGET REQUEST Copy retained by agency to prepare work program and as a reference in preparing new budget. Bureau of the Budget 2/19/1986 D 10 4 N N
2 WORK PROGRAM Program made out from budget figures approved by the Legislature. Bureau of the Budget 2/19/1986 D 10 4 N N
3 CORRESPONDENCE Incoming or outgoing correspondence or memo relating to budget series. Creating Agency 2/19/1986 D 4 Not Applicable N N
4 FINANCIAL ORDERS UNDER $45,000 (APPROVED BY STATE BUDGET OFFICER) Financial orders below $45,000 can be approved by the State Budget Officer, and do not go to the Secretary of State for permanent retention. Bureau of the Budget 10/31/2002 D 4 4 N N
General Schedule 6: Financial Order Series
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 FINANCIAL ORDER (EXPENSE/TRANSFER BUDGET) Orders approved by the Governor relating to intradepartmental transfers, requests for expenditures not authorized by other means, etc. Orders pertaining to short term obligations (including so-called "Budget Orders," for the purpose of bringing funds out of allotment reserve) may be destroyed after 2 years and audit. Orders pertaining to long term obligations (contracts, leases, etc.) destroy after final action and audit. Supporting documents shall have the same retention periods as the orders/obligations to which they relate. Secretary of State - CEC 3/11/1991 A Transfer to Archives 2 Y N
General Schedule 7: Attorney General Opinions
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 ATTORNEY GENERAL OPINION Opinions relating to interpretation of the law. Record copy is retained by Attorney General for current business; other copies may be destroyed when opinion is no longer applicable. Attorney General 8/15/1975 D Contingent Upon Event - See Description Destroy when opinion is no longer applicable. N N
General Schedule 8: Inventory Series
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 CAPITAL EQUIPMENT INVENTORY CARDS Card containing pertinent information concerning State owned equipment. Destroy inactive or obsolete cards after audit and reconciliation. Creating Agency 6/21/1985 D 1 Not Applicable Y Y
2 QUARTERLY EQUIPMENT REPORT Report of all equipment purchased, sold, traded in, surplused and discarded during a quarter. Record copy retained by BPI for current business; agency copy destroyed after 5 years if inventory cards are reconciled. Bureau of Public Improvements 6/21/1985 D Contingent Upon Event - See Description 5 N N
3 CAPTIAL EQUIPMENT RECONCILIATION Yearly report made up from the four quarterly equipment reports. Must balance with total on equipment card. Record copy retained by BPI for current business; agency copy destroyed after 5 years if inventory cards are reconciled. Bureau of Public Improvements 6/21/1985 D Contingent Upon Event - See Description 5 N N
4 EQUIPMENT ADJUSTMENT SLIP Form used to adjust transfers in and out of an agency. Destroy with quarterly reports. Creating Agency 6/21/1985 D 5 Not Applicable N N
5 SURPLUS PROPERTY DISTRIBUTION LIST Form used to transfer equipment to surplus from agency. Destroy agency copies with quarterly reports; record copy held by Bureau of Purchases for current business. Bureau of Purchases 6/21/1985 D Contingent Upon Event - See Description 5 N N
6 CORRESPONDENCE Incoming or outgoing correspondence relating to inventory series. Destroy with quarterly reports. Creating Agency 6/21/1985 D 5 Not Applicable N N
General Schedule 9: Records Management Series
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 APP. FOR AUTHORIZATION FOR RECORDS CENTER USE CARD Application for issuance of Records Center Access Cards. Records Management Services 1/25/1989 D 5 2 N N
2 AUTHORIZATION FOR RECORDS CENTER USE (ACCESS CARD) Destroy upon expiration of card or separation of employee. Creating Agency 1/25/1989 D Contingent Upon Event - See Description Not Applicable N N
3 DESIGNATION OF DEPARTMENTAL RECORDS OFFICERS Form designating Records Officers and Assistant Records Officers for various State agencies. Records Management Services 1/25/1989 D 2 2 N N
4 RECORDS CENTER DISPOSITION NOTIFICATION Record of State records removed from State Records Center and destroyed, according to authorized retention schedule and with written consent of agency records officer. Records Management Services 1/25/1989 A 10 2 N N
5 DISPOSAL LIST, MSA 2 One-time permission for destruction of State records. Transferred to Archives Services Division 2 years from date approved. Records Management Services 1/25/1989 A 2 2 N N
6 REQUEST FOR RECORDS RETENTION SCHEDULE, MSA/RM 22 Includes MSA 59 (Record Series Inventory) and record samples. Transferred to Archives Services Division when schedule is terminated; agency copies destroyed 2 years from termination. Records Management Services 1/25/1989 A Contingent Upon Event - See Description 2 N N
7 RECORDS MANAGEMENT EXPENDITURE REQUEST, MSA/RM 94 Used by State agencies to confirm that records have been scheduled before purchase of filing equipment, microfilming equipment, etc. Records Management Services 1/25/1989 D 5 2 N N
9 TRANSMITTAL OF RECORDS, MSA 33, AND CONTINUATION Record of boxes accepted for Records Center storage and their contents. Retention periods counted from disposal of last box on each sheet. Records Management Services 1/25/1989 D 10 2 N N
10 REQUEST FOR REFERENCE SERVICE, MSA 70 Request for reference service from State Records Center. Agency copy may be destroyed as soon as records are returned to Records Center. Records Management Services 1/25/1989 D 6 Contingent Upon Event - See Description N N
11 AGENCY RECORDS DESTRUCTION NOTICE, MSA 192 Listing of records destroyed by State agencies with authorization of departmental and/or general schedules. Records Management Services 1/25/1989 A 5 2 N N
General Schedule 10: Personnel Series
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 EMPLOYEE PERSONNEL RECORDS Applications, salary history, performance appraisals, job histories, leave authorizations, exam results, termination documents, related documents and correspondence. Agency personnel folder is to be sent to new employing agency whenever a State employee is transferred/promoted/restored to service. When employee separates from State service, last employing agency will retain complete personnel folder 4 years. The folder can then be destroyed, but only after the agency has contacted the Bureau of Human Resources to confirm that the employee has not been re-employed at another agency. Note: If collective bargaining contract requires that disciplinary documents be destroyed earlier than described above, the contract shall be followed. Bureau of Human Resources 12/18/2001 D 60 4 N N
2 INCIDENT FILE RECORDS Records of employee commendation/counseling; corrective action memos; related correspondence between employer and employee. Destroy after yearly performance appraisal has been prepared and grievance deadline has expired, unless grieved. If grieved, destroy 3 years after resolution of grievance. Creating Agency 3/8/1990 D 1 Not Applicable N N
3 REQUISITION FOR EMPLOYEE Requisition for employee forms; registers (job referral lists); structured interview materials; related correspondence. Agency copy may be destroyed after 1 year unless grieved. If grieved, destroy 3 years after resolution of grievance. Bureau of Human Resources 3/8/1990 D 3 1 N N
4 CLASS SPECIFICATIONS (NOT APPEALED) Class definition; representative tasks; knowledges and abilities; qualifications; exam plan. Replace active classes whenever changes are made. Retain abolished classes 5 years (BHR only). Bureau of Human Resources 3/8/1990 D 5 Destroy When Updated N N
5 CLASS SPECIFICATIONS (APPEALED) Class definition; representative tasks; knowledges and abilities; qualifications; exam plan. Agencies are not responsible for maintaining appeal materials. Bureau of Human Resources 3/8/1990 D 40 Destroy When Updated N N
6 ADMINISTRATIVE REPORT OF WORK CONTENT (FJA-1) Individual job description/task statements for each position in State service. A new FJA-1 is prepared whenever duties are changed. BHR will maintain grieved FJA for 3 years following resolution of grievance; all other FJA's (agency copies and BHR record copy) may be replaced whenever changes are made in job. Bureau of Human Resources 3/8/1990 D 3 Destroy When Updated N N
7 POSITION DETAIL RECORD Computer-generated history of each position in State service. Shows current and previous incumbents, salary scale, and classification. Paper copy of PDR may be destroyed whenever an update is printed. Bureau of Human Resources shall delete position from disk file 5 years after position is abolished. Bureau of the Budget 11/6/2002 D 3 Destroy When Updated N N
8 HUMAN RESOURCE PROFILE See General Schedule 3 (Payrolls and Authorizations Series). This form is frequently treated by State agencies as part of the employee's payroll record, because it is the document used to authorize change/increase in rate of pay. Bureau of Human Resources 12/18/2001 D 60 3 Y Y
9 WORKERS COMPENSATION FILES FOR STATE EMPLOYEES Employer's First Report of Occupational Injury, Employee's Report of Injury, Supervisor's Report of Injury, Wage Statements, Medical Release Forms, Employer's Supplemental Report, Memorandum of Payment or Notice of Controversy Form, Informal Conference Report, Medical Reports and related correspondence. Although the Bureau of Human Resources is the agency of record, most documents are actually held by the agency employing the individual worker. The full retention period should be applied to these documents. Bureau of Human Resources 3/8/1990 D 13 n/a N N
10 DIRECT HIRE APPLICATIONS Certain positions may be filled directly by the department or agency which has the vacancy. The Federal Fair Employment Practices Act requires that these applications and accompanying documents (transcripts, letters of reference, etc.) be retained two years, after which they may be destroyed. Creating Agency 1/15/1996 D 2 Not Applicable N N
11 Employee Medical Records All medical records created at the request of the employing department. OSHA requires that these medical records be maintained for 30 years after the employee leaves state service. Creating Agency 10/23/2008 D 30 N/A N N
12 Employee training records All certifications, certificate and related documentation,
For employee required/state training. Destroy 4 yrs. after employee separates from state service.
creating agency 10/23/2008 D 4 N/A N N
13 Job Interview Packs All structured interview materials and related correspondence. Creating agency 10/23/2008 D 4 N/A N N
General Schedule 11: MFASIS REPORTS
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 COMPUTER PRINTOUTS GENERATED BY MFASIS SYSTEM Informational printouts provided to state agencies by MFASIS system. Destroy when superseded by more current information--in no case should an MFASIS report be retained longer than the record series to which the report relates (see General Schedules 1 - 10) Creating Agency 3/11/1991 D Destroy When Updated Not Applicable    
General Schedule 12: MINUTES OF MEETINGS
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 MINUTES OF MEETINGS - BOARDS AND COMMISSIONS Minutes of official meetings of boards and commissions, as transcribed from secretary's notes or abstracted from recording of meeting and incorporated into the board or commission's files. Note: Earlier transfer of minutes to the Archives, or a Records Center retention period, may be arranged by contacting Records Management. Creating Agency 2/23/1993 A 10 Not Applicable Y Y
2 MEETING NOTES - BOARDS AND COMMISSIONS Shorthand notes and other notes made by the secretary or secretary pro tem in the course of the meeting, used at a later time to prepare official minutes for the board or commission's approval and adoption. Destroy as soon as the board or commission acts on the minutes as presented by the secretary. Creating Agency 2/23/1993 D Contingent Upon Event - See Description Not Applicable N N
3 RECORDINGS OF MEETINGS - BOARDS AND COMMISSIONS Audio or video recordings of official meetings of boards or commissions. If a verbatim transcript is prepared, it may be retained for 5 years and the audio or video tape may be reused/destroyed. Note: Boards/commissions are not required to tape their meetings; but if they do so, the recordings are official state records and may not be destroyed except as permitted by this schedule. Creating Agency 2/23/1993 D 5 Not Applicable Y Y
General Schedule 13: STATE AGENCY CORRESPONDENCE
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 COMMISSIONER'S CORRESPONDENCE Official correspondence of departmental commissioner or other state agency head, not filed as part of another approved record series. Note: Each department has the option of retaining its commissioner's correspondence on site for longer than 2 years, and may store such correspondence at the State Records Center for a predetermined period if the agency wishes to retain official custody. Records Center storage requires prior arrangement with the Division of Records Management Services. Creating Agency 2/23/1993 A 2 Not Applicable    
2 TRANSITORY CORRESPONDENCE Correspondence received/created by a state agency that is purely informational in nature, such as: letters of transmittal; letters of thanks; invitations and responses to invitations; notices of such employee activities as Christmas parties, softball games, etc.; replies to routine questions from other state agencies and/or the public. Creating Agency 2/23/1993 D 60 days Not Applicable    
3 ALL OTHER STATE AGENCY CORRESPONDENCE File with related record series, or (if there is no related series) establish appropriate departmental retention schedule. Creating Agency 2/23/1993 D   Not Applicable    
4 Freedom of Access Act Requests A written request for copies of Public Records. That are in the custody of State Government or its Agencies. Creating Agency 12/18/2009 D 1 Year Not Applicable N N
General Schedule 14: Rules Adopted by State Agencies
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 APA (ADMINISTRATIVE PROCEDURES ACT) RULES All rules adopted under the APA are filed with the Secretary of State (Bureau of Corporations, Elections and Commissions). This filing constitutes the record copy, which is maintained at CEC for 20 years after it expires, is repealed, or is superseded. Secretary of State 4/14/1994 A 20 Destroy When Updated N N
General Schedule 15: Quality Management Records
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 AGENDAS AND MINUTES OF QUALITY COUNCIL MEETINGS A record copy of agendas and minutes of all Department, Bureau, and Division Quality Council meetings shall be maintained by the department's Quality Management Coordinator. Minutes more than 3 years old may be transferred to Archives at the Coordinator's discretion. All other copies shall be considered "convenience copies," and may be destroyed when no longer needed. Department Coordinator 4/12/2000 A 3 0 N N
2 MINUTES AND FINAL REPORTS OF PROCESS ACTION, PROCESS PLANNING, AND WORK TEAMS Minutes and final reports of all Process Planning Teams, Work Teams, and officially chartered Process Action Teams shall be maintained by the department's Total Quality Management Coordinator. Minutes more than 3 years old may be transferred to Archives at the Coordinator's discretion. All other copies shall be considered "convenience copies," and may be destroyed when no longer needed. Department Coordinator 4/12/2000 D 3 0 N N
General Schedule 16: State Employee Charitable Programs
No. of Item Title Description Agency
of Record
Date Adopted Disposal Retention of Record Copy (yrs) Retention of Copies (yrs) SAR FAR
1 Maine State Employees Combined Charitable Appeal Campaign (MSECCA) These records support the Maine State Employees Combined Charitable Appeal Campaign (MSECCA) program, a coordinated campaign to encourage financial support from state employees for various charitable agencies. The records are used for accountability of how employee contributions are distributed to the various charitable organizations. All
records pertaining to Federal and Agency submission applications and Committee decisions, correspondence, campaign audit reports, administrator contracts, Planning & Admission Committee meetings.
Governor' Office 10/23/2008 D 10 3 Y N