South Carolina Code of Regulations
Chapter 12 - SOUTH CAROLINA DEPARTMENT OF ARCHIVES AND HISTORY
Article 11 - GENERAL RETENTION SCHEDULE FOR DATA PROCESSING RECORDS OF STATE AGENCIES/INSTITUTIONS
Section 12-1100 - Introduction and General Matters; Application of Schedule

This regulation provides disposal authorization to state agencies and state-supported colleges and universities for the official copies of certain non-permanent electronic records and specified hardcopy (paper) or microform records that are integrally related to the data processing. Convenience, informational, and other extra copies are not governed by this regulation and may be disposed of when no longer needed for reference.

Electronic Records Covered by This General Schedule

This general schedule applies to disposable official copies of non-permanent data processing electronic records created or received by state agencies and institutions. It covers records created by computer operators, programmers, analysts, systems administrators, and all personnel with access to a computer. In addition, this general schedule covers certain disposable electronic records produced by end users in office automation applications. These disposition authorities apply to the categories of electronic records described in this general schedule, regardless of the type of computer used to create or store these records.

Electronic Records Not Covered By This General Schedule

This general schedule does not cover all electronic records. Especially, it does not cover electronic records which should be retained permanently. Official copies of electronic records which are not covered by this general schedule may not be disposed of unless authorized by the State Archives.

How To Use This General Schedule

The records covered by many sections in this general schedule are authorized for erasure or deletion when the agency or institution determines that they are no longer needed for administrative, financial, reference, legal, audit, or other operational purposes. The State Archives cannot establish a more specific retention that would be appropriate in all applications. Each agency or institution should, when appropriate, determine a more specific disposition instruction, such as "After X update cycles; delete" or "X years, delete or destroy" for inclusion in its records disposition procedures or manual. State agencies and institutions are not required to request authorization from the State Archives to dispose of data processing records covered by this general schedule.

State agencies or institutions may "opt out" of this general schedule and request the continuing use of existing schedules or the establishment of specific retention schedules for their electronic records when appropriate, necessary, or in order to avoid conflict with other laws or regulations.