STATE OF WYOMING ‘CLASSIFICATION BY FUNCTION’ FUNCTION FUNCTION CODE TITLE ADM 1 Administration and Business Support EMP 2 Employee Services FIN 3 Financial and Accounting GAC 4 Governance & Compliance LGL 5 Legal and Judiciary NRM 6 Natural Resource Management PHS 7 Public Health Services PSS 8 Public Safety EVENT EVENT CODE DESCRIPTION ‘Completion’: Completion, settlement, surrender or closing of a business CP * file or activity. For example: An action or project has concluded or a case has been closed. ‘Creation’: For records managed at the individual record, object or item CR level. For example: The dated created. ‘Calendar Year End’: Until or at the end of the ‘Calendar Year’. CYE Example: 12/31/Year ‘Expiration’: Expiration of the effect of an event or policy/legal instrument EXP * such as a contract, lease, mortgage, authorization, license, policy, warranty. For example: Expiration of a contract. ‘Fiscal Year End’: Until or the end of the ‘Fiscal Year’. FYE State fiscal year ends June 30th. Example: 6/30/Year ‘Life of the Asset’: For example: Life or until the destruction or sale of a LOA building. ‘Obsolete or Until Obsolete or Superseded: For cases where no more OBS or specific trigger can be identified. Generally used for short term records or OBS/SUP * low value/risk records or records used to support or develop other records. Example: Weekly reports used to develop a summary report. PERM ‘Permanent’ ROT ‘Rotation Schedule’: For example: Rotation of backup tapes. ‘Superseded’: For records that have been replaced/superseded with a SUP * new version or entity. For example: Such as rules, procedures, training materials, manuals, etc. ‘Termination’: The termination of a permit or permit process, separation TE * or discharge of an employee or individual from an organization. VER ‘Verify’: Verify and destroy. * Denotes agency needs to create an internal policy(s) with the criteria that defines “when the record series is determined to be/considered as: ‘Complete’ (CP), ‘Expired’ (EXP), ‘Obsolete’ (OBS), ‘Superseded’ (SUP) or ‘Terminated’ (TE)” Administration and Business Support (ADM) Archives, Library and Museum Management (ALM) Indexes and Finding Aids ADM-ALM-03 PERM Patron Management ADM-ALM-05 CP3 Buildings, Facilities and Infrastructure Management (BFI) Building Certification ADM-BFI-01 CR4 Building Files ADM-BFI-02 LOA10 Construction Project Files ADM-BFI-03 LOA10 Facility Plans ADM-BFI-10 CP12 Maintenance and Repairs/Space Records ADM-BFI-05 LOA10 Maps, Drawings and Plans ADM-BFI-06 LOA10 Safety, Security and Access ADM-BFI-07 EXP2 Work Orders ADM-BFI-08 CP1 Community and Public Relations (COM) Complaints ADM-COM-02 CP1 Publicity and Promotion ADM-COM-07 CR5 Education (EDU) Assessments ADM-EDU-01 CP5 Course Development and Administration ADM-EDU-02 CR5 Discipline ADM-EDU-03 CP7 Enrollment ADM-EDU-04 CP5 Grade Results ADM-EDU-06 CR1 High School Student Records ADM-EDU-17 PERM Programs ADM-EDU-09 CP5 Student Records ADM-EDU-12 CP5 Student Transcripts - Colleges ADM-EDU-13 PERM Training Materials ADM-EDU-14 SUP2 Equipment and Vehicle Management (EVM) Equipment Files ADM-EVM-01 LOA5 Maintenance and Repairs ADM-EVM-02 CP5 Vehicle Files ADM-EVM-04 LOA5 General Management (GMT) Affidavits of Publication ADM-GMT-29 CP5 Agendas ADM-GMT-13 CR3 Calendars and Schedules ADM-GMT-02 OBS5 Correspondence - Directors ADM-GMT-03 PERM Correspondence - Elected Officials ADM-GMT-04 PERM Correspondence - General ADM-GMT-05 CR3 Distribution, Mailing and Contact Lists ADM-GMT-06 SUP3 Event Management ADM-GMT-07 CP3 Historical ADM-GMT-08 PERM Indexes and Finding Aids ADM-GMT-09 PERM Logs ADM-GMT-11 CR3 Meeting Management ADM-GMT-12 CR3 Organization ADM-GMT-15 PERM Thursday, January 16, 2020 Page 1 of 12 Administration and Business Support (ADM) General Management (GMT) Planning and Development ADM-GMT-17 CR5 Program and Project Files ADM-GMT-18 CP5 Publications ADM-GMT-19 CR5 Quality Verification ADM-GMT-32 OBS/SUP3 Reference Material ADM-GMT-20 OBS3 Reports - Annual ADM-GMT-21 CR7 Reports - Annual Agency ADM-GMT-28 PERM Reports - General ADM-GMT-22 CR5 Research ADM-GMT-23 CP5 Transitory Records ADM-GMT-26 OBS/SUP3 Information Technology and Services (ITS) Access and Control ADM-ITS-01 EXP7 Geographic Information Systems (GIS) ADM-ITS-10 CP22 Systems and Networks ADM-ITS-07 SUP5 Risk Management (RSK) Accidents and Property Damage ADM-RSK-01 CP5 Incident Management ADM-RSK-03 CP10 Insurance Policies ADM-RSK-05 EXP10 Thursday, January 16, 2020 Page 2 of 12 Employee Services (EMP) Benefits Management (BEN) Claims EMP-BEN-01 CP10 Enrollment EMP-BEN-02 CP5 Plans EMP-BEN-04 SUP5 Employer and Labor Services (ELS) Labor Negotiations EMP-ELS-05 PERM Payroll Management (PRL) Deductions and Garnishments EMP-PRL-01 EXP5 Employee Data Master EMP-PRL-02 SUP5 Reports - Payroll EMP-PRL-03 CYE7 Personnel Management (PER) Drug and Alcohol Testing EMP-PER-03 CP3 Employee Bonds EMP-PER-24 EXP10 Evaluations - Performance EMP-PER-04 CP10 Grievances and Investigations EMP-PER-07 CP7 I-9s EMP-PER-08 TE3 Leave Records/UW Tenure & Promotions EMP-PER-10 CP3 Medical Records EMP-PER-11 TE30 Military Files/University Wyoming Personnel Files EMP-PER-12 PERM Organizational Charts EMP-PER-13 SUP3 Personnel Files - Long Term EMP-PER-22 CP10 Personnel Files - Short Term EMP-PER-14 TE5 Student Employment EMP-PER-16 TE5 Time and Attendance EMP-PER-18 CYE5 Volunteer Files EMP-PER-20 TE5 Work Schedules EMP-PER-21 CYE1 Retirement and Pension Administration (RPA) Contributions EMP-RPA-01 CYE50 Member Files EMP-RPA-02 TE60 Salary and Compensation Management (SCM) Salary Surveys EMP-SCM-02 CP2 Staffing and Recruiting (SAR) Applicants - Not Hired EMP-SAR-01 CYE3 Background Checks - Not Hired EMP-SAR-02 CYE3 Exams and Tests EMP-SAR-03 SUP3 Positions and Classifications EMP-SAR-04 SUP5 Vacancy Announcements EMP-SAR-06 CP2 Training Management (TRM) Course Management EMP-TRM-01 CP3 Instructor Management EMP-TRM-04 TE1 Workers Compensation and Unemployment (WCU) Claims EMP-WCU-01 CP5 Thursday, January 16, 2020 Page 3 of 12 Financial and Accounting (FIN) Accounting Management (ACC) Accounts Payables FIN-ACC-09 FYE7 Accounts Receivable and Revenue FIN-ACC-12 FYE7 Collections and Bankruptcy FIN-ACC-01 CP7 Fee and Rate Schedules FIN-ACC-14 SUP3 Funds - Inmate FIN-ACC-03 FYE5 Input/Output Financial FIN-ACC-99 VER1 Journal Entries FIN-ACC-06 FYE3 Ledgers - General FIN-ACC-07 PERM Ledgers - Subsidiary FIN-ACC-08 FYE6 Reports - Accounting FIN-ACC-10 FYE5 Reports - Annual FIN-ACC-11 FYE10 Asset Management (ASM) Bus - School Districts FIN-ASM-06 CYE7 Fixed Assets FIN-ASM-02 LOA4 Inventories FIN-ASM-03 FYE5 Surplus and Disposal FIN-ASM-04 FYE5 Bank Administration (BNK) Bank Relationship FIN-BNK-01 CP2 Statements and Reports FIN-BNK-04 FYE5 Budget Management (BUD) Annual FIN-BUD-01 FYE5 Workpapers FIN-BUD-04 FYE5 Customer Service (CUS) Customer Files FIN-CUS-01 CP5 Financial Statements and Reports (FSR) Annual FIN-FSR-01 FYE5 Audited FIN-FSR-02 PERM Reconciliations and Balancing FIN-FSR-03 FYE5 Reports - Annual FIN-FSR-04 FYE5 Grant and Scholarship Management (GRM) Grant Files FIN-GRM-01 CP10 Investment Management (INV) Bond Issues FIN-INV-09 CP3 Bond Register and Paid Off Bonds FIN-INV-01 CP6 Endowments and Funds FIN-INV-02 PERM Statements and Reports FIN-INV-07 FYE5 Procurement (PRO) Bids, Proposals and Quotes FIN-PRO-01 CP4 Purchase Orders and Requisitions FIN-PRO-02 CP5 Vendor Management FIN-PRO-03 EXP5 Tax Management (TAX) Appraisals FIN-TAX-01 FYE10 Thursday, January 16, 2020 Page 4 of 12 Financial and Accounting (FIN) Tax Management (TAX) Certificates FIN-TAX-19 CYE3 Exemptions FIN-TAX-05 EXP3 Refunds and Reductions FIN-TAX-18 CP1 Reports - Census/Plat Books FIN-TAX-10 PERM Sales and Use FIN-TAX-12 FYE5 Tax Assessments FIN-TAX-13 FYE10 Unclaimed Property (UNC) Property Lists FIN-UNC-03 PERM Thursday, January 16, 2020 Page 5 of 12 Governance and Compliance (GAC) Accreditation and Certification (AAC) Colleges and Universities GAC-AAC-01 CP5 Hospitals/Medical Facilities GAC-AAC-02 LOA10 Audit, Oversight and Compliance (AOC) Corporations GAC-AOC-01 CP75 Environmental GAC-AOC-02 CP10 Federal Programs and Reporting GAC-AOC-03 CP5 Financial GAC-AOC-04 CP5 General GAC-AOC-05 CP5 Maps GAC-AOC-11 OBS3 UCC Filings - Local Government GAC-AOC-14 CR6 Election Management (ELM) Abstracts GAC-ELM-01 PERM Annexations GAC-ELM-02 PERM Applications GAC-ELM-03 OBS5 Appointments GAC-ELM-04 OBS5 Ballots and Poll Books GAC-ELM-12 CP2 Petitions GAC-ELM-07 CP5 Reports - General GAC-ELM-10 CR5 Voter Registration GAC-ELM-11 SUP3 Environment Management (ENV) Air Permitting and Pollution Control and Remediation GAC-ENV-07 EXP10 Storage Tank - Remediation GAC-ENV-10 CYE75 Storage Tanks GAC-ENV-11 CP5 Water Facilities GAC-ENV-13 CP5 Governance (GOV) Articles of Organization GAC-GOV-05 PERM Bylaws GAC-GOV-01 PERM Minutes, Resolutions, and Ordinances GAC-GOV-03 PERM Oaths of Office GAC-GOV-04 PERM Oaths of Office - Local Government GAC-GOV-07 CR3 Human Rights Management (HRM) ADA Accommodations GAC-HRM-02 CP5 Affirmative Action/EEOC GAC-HRM-03 CR5 Inspections and Monitoring (ISP) Buildings and Construction GAC-ISP-04 CP5 Equipment and Vehicles GAC-ISP-06 CP5 Fire and Electrical GAC-ISP-07 CP5 General GAC-ISP-08 CP5 Health GAC-ISP-10 CP5 Herbicide, Pesticide and Chemicals GAC-ISP-11 CP5 Investigations GAC-ISP-12 CP5 Legislation and Regulation Management (LRM) General GAC-LRM-07 SUP5 Thursday, January 16, 2020 Page 6 of 12 Governance and Compliance (GAC) Legislation and Regulation Management (LRM) Orders GAC-LRM-10 SUP3