Folks -

 

A question came up recently regarding the locality copy of contracts
with Nextel for this service.  The inquirer's municipal attorney
believed that the federal government and/or contactor was saying that
the retention period for documentation is eighteen (18) months.

 

Although this program is funded by the Federal Communications Commission
and operated by a federal Transition Authority, the locality's copy of
the contract once filed is subject to LVA General Schedule 2, "Fiscal
Records" - under Series No. 10159 ("Contracts").  The series description
reads:

 

"This series documents legal agreements between the locality

and businesses, groups and other organizations. The series

consists of the signed contract and supporting documentation."



The retention for contracts is: "Retain 5 years after contract
expiration or until audit, whichever is longer; then destroy."

 

If anyone can make a compelling argument for another series or
retention, I'd be pleased to respond.  Otherwise I would suggest that
county, city and town ROs involved with these records use the general
schedule and series suggested above.

 

For individual questions, please email me directly at
[log in to unmask]

 

Cheers!

 

Mark

 

G. Mark Walsh, C.A.

Records & Information Analyst

Archival & Records Management Services

Library of Virginia

(804) 692-3650

 


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