Record Series Abstract
Records of incidents/accidents occurring on State controlled property, involving state personnel or members of the general public or state owned materials. A copy of incident reports involving injuries to state employees are to be included in the employee's medical file and covered under SW04 Employee Medical Records.
Record Series Active
Cut Off at End of
If Other, Explain
Calendar year unless legal action is initiated, in which case the cut off will be the termination of any legal action.
Total Retention Years
Total Retention Months
Retention End Action
Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in a system that meets minimum requirements of Finance and Administration (F&A)/Office of Information Resources (OIR). Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information.
Records officer shall keep documentation of specific location.
Agency records officer shall keep documentation of annual accumulation.
Agency records officer shall keep documentation of specific volume.
Information Shared Outside the State
Does this Record Series Contain Sensitive Information?
Records Center Retention Period
Records Officer shall document system name.
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR).
All software for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Agency shall use File Types and Formats that are considered High Confidence by OIR.
Agency Records Officer shall document the system location.
Backup procedures system shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Backup procedures shall be reviewed and tested annually.
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Office for Information Resources (OIR). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Legacy Revision UUID