NUMBER: 8-22-1 APPROVED DATE: 07-15-2009

LEGAL AUTHORITY: South Carolina Public Records Act (S.C. Code Ann. §30-1-90B of the Code of Laws of South Carolina, 1976; South Carolina Department of Archives and History Regulations 12-800, et. seq. South Carolina Rules of Civil Procedure; Federal Rules of Civil Procedure (E-discovery).

BASED ON POLICY NUMBER AND TITLE: 2-16-0 CPR 2: PRESIDENT'S RESPONSIBILITIES

PURPOSE

The purpose of this procedure is to provide guidance on the creation, utilization, maintenance, retention, preservation, and disposal of public records created by Trident Technical College (TTC) employees.

DEFINITIONS

Public Records

The South Carolina Public Records Act (SCPRA) defines public records as “all books, papers, maps, photographs, cards, tapes, recordings, or other documentary materials regardless of physical form . . . [that are] in the possession of . . . a public body.

Only the original document is considered a public record and is subject to the guidelines of the SCPRA as outlined in the South Carolina Department of Archives and History (SCDAH) Records Retention Schedule for Colleges and Universities

 Convenient Copies

Convenience copies are copies of public records made by an employee for their own personal convenience before relinquishing the original record to another individual/department.   When the records are no longer needed, employees may destroy these copies without authorization from the Records Manager. 

1. Creation of Public Records
   All public records created by TTC employees must be maintained according to the SCPRA and the SCDAH guidance from the time the record is created until the record is destroyed, or permanently archived.
   
   
2. Retention of Public Records
   TTC follows the guidance provided in the (SCDAH) General Records Retention Schedule for State Colleges and Universities.   This document is located in the Portal.
   
   
   1. Retention of Public Records in the Originating Office
      All public record must be retained until the record’s retention time expires.  A TTC employee who “unlawfully removes a public record from the office where it usually is kept or alters, defaces, mutilates, secretes, or destroys it is guilty of a misdemeanor.” S.C. Code Ann § 30-1-30 (2005).
      
      
   2. Storage of Public Records
      All records must be stored using the guidance provided by the SCDAH. The storage area must meet the guidelines provided by the SCDAH. These guidelines can be obtained from the Records Manager.  The records must either be stored in a TTC facility or in the SCDAH warehouse if necessary or applicable.
      
      
   3. Identification of Public Records Storage Containers
      All storage containers must be clearly identified using a TTC Document Storage Label (located in the TTC Portal). 
      
      
3. Retrieval of Public Records
   Records should be stored in a manner so that they may be easily retrieved if needed. 
   
   
4. Ultimate Disposition and/or Destruction of Documents
   Records may only be destroyed pursuant to the guidelines in SCDAH General Records Retention Schedule for State Colleges and Universities (located in the TTC Portal). Employees should work with the Records Manager to coordinate the destruction of all public records.  The Records Manager has vast knowledge regarding the correct destruction and reporting processes for all public records. 
   
   TTC will not retain public records beyond the official retention period.  It is a violation of the South Carolina Code of Laws to retain any public records beyond the records retention schedule.
   
   Any questions regarding the retention and the destruction of public records should be sent to the College’s Records Manager.

Updated: 08-25-2010

Updated: 03-02-2012

Updated: 11-12-2012

Updated: 01-14-2021