AGENCY: Department of Commerce. Division of Corporations and Commercial Code

SERIES: 81227
TITLE: Central filing system master list registration file
DATES: 1987-2016.
ARRANGEMENT: none

DESCRIPTION: This is a list of buyers of farm products, commission merchants, and selling agents who registered with the state to receive the Central Filing System Master List. Individuals wishing to receive the list must register annually. The information includes name and address, the farm product in which the registrant is interested, and the counties in which the registrant is interested.

RETENTION

Retain for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 1 year and then transfer to COM.

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

The federal government requires that the state collects this information but does not specify how long to keep it. The COM master copy should be kept for three years to keep a record of who was on the registration file at a specific time in case of legal disputes. A three year retention would also be called for by the Paperwork Reduction Act of 1981, which states that unless an agency sets a specific retention period, federally mandated records need only be kept for three years. Note that this is a new program and that the retention should be reviewed in three years.

PRIMARY DESIGNATION

Public

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