Download ICAOS Policy 02-2009 PDF
Issued on: 08/11/2009
Revised on: 04/05/2022
The Executive Committee is vested with the power to adopt a policy on behalf of the Interstate Commission during periods when the Interstate Commission is not in session. The Executive Committee oversees the day-to-day activities managed by the Executive Director.
This Policy applies to all physical and electronic records produced by ICAOS. This policy is not applicable to records or documents produced by member states that are maintained in accordance with policies and procedures established by their respective states.
The policy is to ensure that records and documents produced by the Commission are adequately protected.
Record Type | Retention Period |
Original grant proposal | 5 years after completion of grant period |
Grant agreement and subsequent modifications | 5 years after completion of grant period |
All requested IRS/grantee correspondence | 5 years after completion of grant period |
Final grantee reports, both financial and narrative | 5 years after completion of grant period |
All evidence of returned grant funds | 5 years after completion of grant period |
All pertinent formal correspondence | 5 years after completion of grant period |
Report assessment forms | 5 years after completion of grant period |
Pre-grant inquiry forms and other documentation for expenditure responsibility grants | 5 years after completion of grant period |
Grantee work product produced with the grant funds | 5 years after completion of grant period |
Record Type | Retention Period |
Contracts and Related Correspondence (including any proposal that resulted in the contract and all other supportive documentation) | 36 months after expiration or termination |
Memorandum of Understanding | 36 months after expiration or termination |
Statements of work for ICOTS | 36 months after completion |
Hotel vendor contracts | 36 months after contracted dates |
Record Type | Retention Period |
Minutes of all Commission Meetings | Permanent |
Corporate Seals | Permanent |
Articles of Incorporation | Permanent |
Commission Rules and Bylaws | Permanent |
Annual Corporate Reports | Permanent |
Record Type | Retention Period |
Legal Advisory Opinions | Permanent |
Dispute Resolutions | Permanent |
Mediations | Permanent |
Bench Book for Judges | Permanent: Current version/revision history |
Rules | Permanent |
Litigation Files | Permanent |
Court Orders | Permanent |
Record Type | Retention Period |
Commission Policies and Procedures | Permanent |
Annual Reports | Permanent |
Inventory Records | 5 Years |
Training Curriculum and Presentations | 5 Years |
Training Bulletins (ICAOS and ICOTS) | 5 Years |
Newsletters (ICAOS and ICOTS) | 5 Years |
ICOTS Audit Information and Responses | 5 Years |
Offender Data Collection | 5 Years |
Best Practices Documents | 5 Years |
Self Assessment Audits | 5 Years |
Surveys | 5 Years |
All offender records and case information entered in ICOTS by member states is the property of the member states and is maintained according to the laws and policies of the member states. ICOTS entries and attachment will not be disposed of without the express written permission of the member state that provided the information. Request for record disposal will be kept permanently.
Record Type | Retention Period |
ICOTS Audits | Permanent |
Record Type | Retention Period |
Annual Loss Summaries | 10 years |
Claims Files (including correspondence, medical records, injury documentation, etc.) | 10 years |
Insurance Policies | 10 years |
Record Type | Retention Period |
Employee Deduction Authorizations | Permanent |
Payroll Deductions | Permanent |
W-2 and W-4 Forms | Permanent |
Garnishments, Assignments, Attachments | Permanent |
Labor Distribution Cost Records | 8 years |
Payroll Registers (gross and net) | 8 years |
Record Type | Retention Period |
Job Advertisements | 3 years |
Background Checks, Credit Reports, & Financial Records | 1 year |
I-9 & Identification | 3 years after hire or 1 year after separation |
Employment Offers, Contracts, Handbooks | 1 year |
Medical Records, Health Insurance Enrollment Accommodation Request, Disability Records | 2 years |
Payroll Records | 5 years |
Personnel Annual Reviews | 2 years |
Personnel Contact Information | 1 year after separation |
Disciplinary Documents | 2 years and 1 year after separation |
Personnel Training Plans | 3 years or upon separation |
Separation Records | 2 years |
Non-medical Benefit Records | 2 years |
FMLA Documentation | 3 years |
Complaint Investigations | Until resolved or otherwise indicated |
Record Type | Retention Period |
Accounts Payable ledgers and schedules | 5 years |
Accounts Receivable ledgers and schedules | 5 years |
Audit Reports and Financial Statements | 5 years |
Audit Records (Including work papers and other documents that relate to the audit) | 5 years |
Bank Statements and Canceled Checks | 5 years |
Budget Worksheets, Plans, & Projections | 5 years |
Invoices | 5 years |
Expense Reports | 7 years |
General Ledgers | 5 years |
Investment Records | 5 years |
Credit card records | 5 years |
Depreciation records | 5 years |
Record Type | Retention Period |
Lease Agreement/Property Deed | 5 years |
Property Insurance | 10 years |
Record Type | Retention Period |
Tax-Exemption Documents and Related Correspondence | Permanent |
IRS Rulings | Permanent |
IRS Correspondence | 5 years |
Excise Tax Records | 5 years |
Tax Bills, Receipts, and Statements | 5 years |
Tax Returns - Income, Franchise, Property | 5 years |
Tax Workpaper Packages – Originals | 5 years |
Sales/Use Tax Records | 5 years |
Annual Information Returns - Federal and State | 5 years |
IRS or other Government Audit Records | 5 years |