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.
Records & Information Analyst
Archival & Records Management Services
Library of
(804) 692-3650