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

(a)
1. (1) Legal actions involving state agencies are handled by the Attorney General’s office, primarily by Assistant Attorneys General assigned to each agency.
2. (2) Therefore, most records pertaining to legal actions are centralized under the auspices of the Attorney General.
3. (3) However, many state agencies maintain separate files on:
  1. (A) Legal matters pertaining to the agency;
  2. (B) Informal letter opinions; and
  3. (C) Formal opinions.
(b)
1. (1) The following record retention periods reflect the retention of the official record regardless of media.
2. (2) Copies used for specific legal, fiscal, or administrative purposes may be either:
  1. (A) Retained using the retention for the primary copy; or
  2. (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 06001Complaint 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 06002Complaint 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 06003Contracts / Agreements	Documents the contractual obligations of an agency or those owed to the agency	5 years after contract or agreement termination
GS 06004Freedom of Information Act (FOIA) Documentation	State FOIA request and agency reply to the requestThe reply does not include the records provided pursuant to the FOIA request	3 years
GS 06005Legal Opinions	Legal opinions received from agency legal counsel including any requests eliciting the opinions	As long as administratively valuable to the agency
GS 06006Litigation Files	Documents the status of litigation involving an agency or its officials, employees, or departments	5 years after final disposition
GS 06007Permits / Licenses	Original and renewal of a license or permit issued by an agency	Period of license or permit plus 3 years
GS 06008Permits / Licenses Applications	Completed applications for licenses or permits	3 years