Kim:
We are not an educational institution, however, we do receive various types of subpoenas for customer or account information (usually IRS or to support a third party suit). Our City Attorney told us that they
are not considered case files since they are not concerning any litigation involving the City, so we consider them “Other Cases” according to GS19. Both our retentions are based on GS19. However, I notice that GS19-010062 no longer appears on GS19 and I
cannot find a possible replacement in any of the GS.
Our current schedule shows the following:
|
WW1097 |
LITIGATION CASE FILES
Documents current status of legal cases involving the department, its officials, employees or divisions
a.
Departmental Cases
b.
Other Cases |
Retain 10 years after final disposition, then purge or destroy. Retain as long as administratively necessary, then purge or destroy. |
GS19-010061 GS19-010062 |
GS 19 currently shows:
Legal Case Files 010061 10 Years after last action Confidential Destruction
This series documents status of legal cases involving the
locality, its officials, employees, or departments.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]
From: Virginia Records Officers' Listserv [mailto:[log in to unmask]]
On Behalf Of Sims, Kimberly
Sent: Thursday, June 30, 2016 9:17 AM
To: [log in to unmask]
Subject: subpoenas - lifecycle
You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #
Dear All:
For those of you who follow General Schedules for State Agencies:
Our University Counsel’s office inquired about the lifecycle of non-FOIA records requests, specifically regarding subpoenas. When that office is given a subpoena for a record, such as a student health record, how long should the subpoena
be kept? Nothing jumps out at me within the General Schedules for state agencies.
LVA advised me that public schools keep subpoenas for one year after receiving the request.
I’m curious to know what other colleges & universities are doing with their subpoenas.
Thanks!
Kim
Kim Sims
University Archivist
Swem Library Special Collections Research Center
The College of William & Mary
P. O. Box 8794
Williamsburg, VA 23187-8794
(757) 221-3094
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