25 CAR § 60-108. General Schedule (GS) 06 — Legal records

(a)(1) Legal actions involving state agencies are handled by the Attorney General’s office, primarily by Assistant Attorneys General assigned to each agency. (2) Therefore, most records pertaining to legal actions are centralized under the auspices of the Attorney General. (3) However, many state agencies maintain separate files on: (A) Legal matters pertaining to the agency; (B) Informal letter opinions; and (C) Formal opinions. (b)(1) The following record retention periods reflect the retention of the official record regardless of media. (2) Copies used for specific legal, fiscal, or administrative purposes may be either: (A) Retained using the retention for the primary copy; or (B) Scheduled separately if a different retention is required. (c) Copies of these documents preserved only for convenience of reference or informational purposes may be discarded when no longer needed. Record Number & Category Title Record Description Minimum Retention Period GS 06001 Complaint Files – Agency Communication and other relevant information concerning complaints filed, resulting in litigation that involve the agency or its employees 3 years after final disposition GS 06002 Complaint Files – Regulated Entity Communication and other relevant information concerning complaints filed with an agency resulting in litigation that involves one of its regulated entities 3 years after final disposition GS 06003 Contracts / Agreements Documents the contractual obligations of an agency or those owed to the agency 5 years after contract or agreement termination GS 06004 Freedom of Information Act (FOIA) Documentation State FOIA request and agency reply to the request The reply does not include the records provided pursuant to the FOIA request 3 years GS 06005 Legal Opinions Legal opinions received from agency legal counsel including any requests eliciting the opinions As long as administratively valuable to the agency GS 06006 Litigation Files Documents the status of litigation involving an agency or its officials, employees, or departments 5 years after final disposition GS 06007 Permits / Licenses Original and renewal of a license or permit issued by an agency Period of license or permit plus 3 years GS 06008 Permits / Licenses Applications Completed applications for licenses or permits 3 years