1-15B

CCA RECORD RETENTION SCHEDULE
Facility Name
Effective Date
The facility will adhere to the Standard CCA Retention Period as indicated below unless contractual, legal, or
regulatory requirements dictate otherwise. When requirements cause the retention period to be shorter than the
CCA Retention Period, the CCA Retention Period will be used unless contractual, legal, or regulatory requirements
prohibit extending the retention period. Audio/video records will be maintained in accordance with the related record
category. Pelco recordings will be maintained in accordance with the practical limit of storage hardware or up to
three (3) years.

Type of Record

Standard CCA
Retention Period

Retention Period
Extended or
Shortened to

Reason for Extending or
Shortening CCA
Retention Period

(Due to contractual, legal, or
regulatory requirements)

(Cite contract section, law,
or regulation)

FACILITY RECORDS: OPERATIONAL RECORDS
Shift Reports
Staffing Reports
Daily Reports
Post Assignments
Other Reports Regarding Daily Staffing
Vehicle Logs
Security Inspection Reports
Security Inspection Logs
Tool Control Logs
Post Order Logs
Key Control Logs
Receiving and Discharging Logs
Other Logs
Inmate/Resident Drug Testing Forms
Inmate/Resident Personal Property
Loss Forms
Inmate/Resident Population Counts
Inmate/Resident Grievance Forms
Restraint Reports
Segregation Confinement Records
Disciplinary Records
Inmate/Resident Diet Orders
Security Equipment, Return of
Equipment; Receipt Noting Return
Board of Hearing Officer Reports of
Activities in Disciplinary Procedures
Other Similar Facility Operational
Records

3 Years
3 Years
3 Years
3 Years
3 Years
3 Years from date
of last entry
3 Years
3 Years from date
of last entry
3 Years from date
of last entry
3 Years from date
of last entry
3 Years from date
of last entry
3 Years from date
of last entry
3 Years from date
of last entry
3 Years
3 Years
3 Years
3 Years
3 Years
3 Years
3 Years
3 Years
3 Year
3 Years
3 Years

FACILITY RECORDS: FACILITY ACCOUNTING RECORDS
Commissary Sales Records
Inmate/Resident Purchase Order Forms

6 Years
6 Years

NOTE: Hard copy forms completed by
inmates/residents need only be retained

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Proprietary Information – Not for Distribution – Copyrighted – Property of CCA

1-15B

CCA RECORD RETENTION SCHEDULE
Type of Record

Standard CCA
Retention Period

Retention Period
Extended or
Shortened to

Reason for Extending or
Shortening CCA
Retention Period

(Due to contractual, legal, or
regulatory requirements)

(Cite contract section, law,
or regulation)

for one (1) year if itemized information
pertaining to the purchase is included in
an electronic system.

Inmate/Resident Ledger Sheets

6 Years

FACILITY RECORDS: INMATE/RESIDENT FILES
Inmate/Resident Files
Records of Withheld Correspondence
for Inmates/Residents
Material or publications withheld from
inmates/residents including the decision
to deny the materials and any appeal (to
include all corresponding
forms/documentation)
Clinical Files (i.e. Addictions Treatment)

3 Years from the time
of transfer or release
3 Years
6 Months following
the appeal response
unless otherwise
indicated by the
inmate/resident
5 Years

FACILITY RECORDS: INMATE MEDICAL FILES
Original Inmate/Resident Medical File

3 Years from the time
of transfer or release

FACILITY RECORDS: MAINTENANCE AND ARCHITECTURAL FILES
As-Built and Shop Drawings
Initial Building Inspections and Fire
Marshal Reports
Maintenance Reports
Sanitation Reports
Security Inspection Reports
Safety Documents for Personal Injuries
Facility Maintenance Work Requests
Other Reports Regarding Maintenance
Checks
Logs of weekly inspections of fuel
storage tanks.
Written performance claims by
manufacturer of leak detection system.
Equipment warranties
Fuel tank sampling results
Fuel tank tightness test results
Records of calibration, maintenance,
and repair of leak detection equipment
including schedules of same.
Maintenance, repair, calibration or
modification of lead detection system or
storage
Registration, reports, and
correspondence made to or from
federal, state, or local agencies
Records of annual or other inspections
conducted by manufacturers, trained
professionals, or other persons
Copies of UST or AST Manuals and
Contingency Spill Plans and

Permanent
Permanent
3 Years
3 Years
3 Years
7 Years
3 Years
3 Years
3 Years from date
of last entry
5 Years from
installation of leak
detection system
Life of warranty
3 Years
Until next test date
5 Years from date of
installation or 5 Years
from last entry,
whichever is longer
3 Years beyond the
life of the fuel storage
tank
Permanent

3 Years beyond the
life of the fuel storage
tank
3 Years beyond the
life of the fuel storage

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Proprietary Information – Not for Distribution – Copyrighted – Property of CCA

1-15B

CCA RECORD RETENTION SCHEDULE
Standard CCA
Retention Period

Type of Record

Retention Period
Extended or
Shortened to

Reason for Extending or
Shortening CCA
Retention Period

(Due to contractual, legal, or
regulatory requirements)

(Cite contract section, law,
or regulation)

tank
Permanent

Modifications
Records documenting any leak or
abatement thereof

FACILITY RECORDS: FIRE/SAFETY AND OSHA REPORTS
Fire Marshall Reports/ Inspections,
Safety inspection Reports, Physical
Plant inspections

Vendor Receipts documenting disposal
of hazardous waste
Records relating to occupational illness
and injuries to include First Report of
Injury form
OSHA 300 Logs and Summaries

OSHA 101 Supplemental Records of
Occupational Injury
Records of employee exposure to
Bloodborne pathogens related to
medical records and analyses
Records of employee vaccinations
under Bloodborne Pathogen Plan

3 Years or until
replaced by
subsequent report or
inspection, whichever
is longer
7 Years
5 Years following the
year to which they
relate
5 Years following the
year to which they
relate
5 Years following the
year to which they
relate
30 Years from last
date of employment

Records of training under Bloodborne
Pathogen Plan
Annual fire or safety inspection reports

5 Years from
termination of
employment
5 Years from
termination of
employment
7 Years

FACILITY RECORDS: COMMERCIAL MOTOR VEHICLE RECORDS
Records related to registration, use, and
maintenance of Commercial Motor
Vehicles

3 Years

FACILITY RECORDS: TRAINING FILES
Individual Training File

Training Lesson Plans and Rosters
Monthly Training Report

3 Years from
termination of
employment
3 Years
3 Years

FACILITY RECORDS: DETECTION CANINE DOCUMENTS
Daily Service Dog Training and
Evaluation Report
Narcotic Dog Daily Activity Report
Dates, times, and locations of all
training session for the canine
Dates of completion of basic obedience
training for the canine
Copies of all current certifications for the
canine
Current tags and vaccinations for the
canine
Reports, logs, and training records

3 Years
3 Years
3 Years
3 Years
3 Years
3 Years
3 Years

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1-15B

CCA RECORD RETENTION SCHEDULE
Type of Record

Retention Period
Extended or
Shortened to

Reason for Extending or
Shortening CCA
Retention Period

(Due to contractual, legal, or
regulatory requirements)

(Cite contract section, law,
or regulation)

Standard CCA
Retention Period

including the number of plants and finds
for the dog, medical services to the dog,
food purchased for and used by the
dog, narcotics used for training the dog,
detection activities, and all other
activities involving the dog

FACILITY RECORDS: AUDIT AND/OR ACCREDITATION FILES
ACA and NCCHC Accreditation
Documentation
Correspondence relating to audits by
contracting or state/local agencies

6 Years from date
of last entry
Duration of the
contract or 6 Years,
whichever is longest

FACILITY RECORDS: MISCELLANEOUS FACILITY FILES
Records/files that do not fit into any of
the above mentioned categories for
Facility Records

3 Years

INCIDENT REPORTING
5-1 Incident Reports (Includes entire
incident packet – Non-PREA)
5-1 Incident Reports (Includes entire
incident packet – PREA)
Aggregated PREA Sexual Abuse Data

3 Years
10 Years
10 Years

PREA INVESTIGATIONS
PREA investigation files and written
reports to be retained as long as the
alleged abuser is incarcerated or
employed plus five years

5 Years after inmate
release or postemployment of
alleged abuser

CODE OF CONDUCT & PERSONNEL RECORDS
Code of Conduct Acknowledgment
Documents (to include any facility
supplements)
Personnel files on each terminated
employee which contains the name,
address, date of birth, occupation, rate
of pay, and compensation earned each
week
Violations and Corrective Action
(Problem Solving Notice)
Employee Grievances not associated
with litigation or agency complaints
Personnel records of terminated
employees who have filed agency
complaints or lawsuits that are still
pending
Records relating to hiring, promotion,
demotion, transfer, and termination,
including applications, resumes,
selection for training, layoff, recall or
discharge
Job Orders (Given to an employment
agency to recruit personnel)

6 Years from
termination of
employment
3 Years from
termination of
employment

3 Years from
termination of
employment
3 Years from
termination of
employment
5 Years following
close of case

3 Years from
termination of
employment

3 Years from date of
recruiting or referral

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Proprietary Information – Not for Distribution – Copyrighted – Property of CCA

1-15B

CCA RECORD RETENTION SCHEDULE
Type of Record

Testing Materials (Completed by an
applicant)
Job applications, applicant flow log,
internal and external job posting, and
any notices relating to job openings, or
training programs – for those hired
Job applications, applicant flow log,
internal and external job posting, and
any notices relating to job openings, or
training programs – for those not hired

Applicant flow logs for present and
previous Affirmative Action Program
years
W-4
Employee Leave and Attendance
Record
Payroll Status Change Forms

ESOP and/or 401K Documents

Performance Appraisals

Insurance registration and claim forms

All correspondence related to
employment
Medical records of employees

Standard CCA
Retention Period

Retention Period
Extended or
Shortened to

Reason for Extending or
Shortening CCA
Retention Period

(Due to contractual, legal, or
regulatory requirements)

(Cite contract section, law,
or regulation)

3 Years from
termination of
employment
3 Years from
termination of
employment
2 Years following
receipt of resume or
application or
employment
interview, whichever
is later
2 Years from date
created or personnel
action, whichever is
later
8 Years
3 Years from
termination of
employment
3 Years from
termination of
employment
3 Years from
termination of
employment
3 Years from
termination of
employment
3 Years from
termination of
employment
3 Years from
termination of
employment
30 Years from last
date of employment
for employees
exposed to toxic
substance or
bloodborne pathogen;
3 Years from last date
of employment for
all others

PAYROLL RECORDS
5 Years
Time Records (Includes all basic time
and earning cards/sheets, wage rate
tables, straight time and overtime
compensation, date of payment, birth
date, sex, home address, and
occupation)
3 Years
Shift rosters or any work time schedules
State and local tax
Compensation records to show
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1-15B

CCA RECORD RETENTION SCHEDULE
Type of Record

compliance with FICA, FUTA, and
income tax withholdings such as
records of employment taxes and social
security numbers, addresses, and
occupation of employees
Records of employee and employer
contribution and payments under CCA's
retirement plan
Summary of records of contributions,
years of service and benefits

Standard CCA
Retention Period

Retention Period
Extended or
Shortened to

Reason for Extending or
Shortening CCA
Retention Period

(Due to contractual, legal, or
regulatory requirements)

(Cite contract section, law,
or regulation)

returns – permanent;
other records 7 Years

6 Years following
termination or
expiration of plan
6 Years following
termination or
expiration of plan

JOB TRAINING PARTNERSHIP ACT (JTPA) FILES
JTPA-funded participant record
including adequate time and attendance
records

3 Years following the
annual expenditure
report containing the
final expenditures
charged to the
program year's
allotment was
submitted to the
Labor Department

WORKERS' COMPENSATION FILES
Workers Compensation Files

3 Years from date
of last employment

INSURANCE AND BENEFITS RECORDS
Insurance Policies
Benefit Plan Records and Group
Disability Records

Permanent
6 Years from
termination or
expiration of plan

ACCOUNTING FILES/RECORDS
Auditor Reports
Bank Deposit Slips and Statement
Cancelled Checks (General and Payroll)
Cancelled Checks (Tax Related)
Cash Disbursements Journal
Cash Receipts Journal
Contracts-Purchase and Sales
Credit Memos
Depreciation Records
Employee Expense Reports
Employee Payroll Records
Annual Financial Statements
Interim Financial Statements
General Journal
General Ledger
Inventory Lists
Invoices
Payroll Journal
Pension/Profit Sharing Records
IRS Approval Letter
Associated Ledgers and Generals

Permanent
6 Years
6 Years
Permanent
Permanent
Permanent
6 Years
6 Years
Permanent
6 Years
6 Years
Permanent
3 Years
Permanent
Permanent
6 Years
6 Years
6 Years
Permanent
Permanent
Permanent

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Proprietary Information – Not for Distribution – Copyrighted – Property of CCA

1-15B

CCA RECORD RETENTION SCHEDULE
Type of Record

Purchase Journal
Subsidiary Ledgers (Accounts Payable,
Receivable, etc.)
Timecard and Daily Time Reports
Tax Returns and Cancelled Checks
Sales and Use Tax Returns
Payroll Tax Returns
Pension/Profit Sharing Informational
Returns
FICA
Withholding Income Tax
Purchasing Records and Vending
Information
ATF form 3310.4
ATF Form 4473
Notes and underlying documents for
FSC tax reporting

Standard CCA
Retention Period

Retention Period
Extended or
Shortened to

Reason for Extending or
Shortening CCA
Retention Period

(Due to contractual, legal, or
regulatory requirements)

(Cite contract section, law,
or regulation)

Permanent
6 Years
3 Years
Permanent
Permanent
6 Years
Permanent
6 Years
6 Years
6 Years
5 Years from the date
of disposition
20 Years from the date
of disposition
6 Years

RECORDS/FILES: POLICY AND PROCEDURE ARCHIVES
CCA FSC and Facility Policy and
Procedure archives

Permanent

FSC MISCELLANEOUS
Articles of incorporation, corporate
bylaws, and corporate meeting minutes
Capital stocks and bond records
General Contracts
Contracts relating to inmate/resident
transportation
Real Estate - Contracts, Active Leases,
and Included Records
Real Estate - Expired Leases, and
Included Records
Real Estate - PSA's, Current or Sold
Property
Real Estate Documentation/Correspondence related
to the purchase of the property; Zoning,
Warranty Deed, Surveys, Site Plans,
Topo Docs, Maps of the Property
Real Estate - Environmental Files- Geo
Reports, ESA, Mitigation
Real Estate - Design documents,
drawings, or related correspondence
Real Estate - General Construction
Docs; Progress Reports, Photos, Punch
Lists, Certificates of Substantial
Completion, Certificate of Occupancy
Real Estate - Contractor/Architect's
Payment Bonds, Performance Bonds,
Insurance Certificates, Proposals

Permanent
Permanent
3 Years after
expiration
3 Years after
expiration
Permanent
6 Years after
expiration of lease
Permanent
Permanent

Permanent
Permanent
Permanent

5 Years after
performance, project,
or payment is

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1-15B

CCA RECORD RETENTION SCHEDULE
Type of Record

Real Estate - Architects/ Contractor's
Contract, ASI's, Amendments, Change
Orders, Related Contract Documents
Facility Management Contracts
Closed litigation files
Closed EEOC files
Legal correspondence with facilities on
day-to-day operations
Legal correspondence with facilities
relating to any item requiring permanent
retention
Closed Department of Labor audit
documentation
Closed OFCCP audit documentation
Drawings, blueprints, specifications
relating to CCA facilities and facility
contracts
Proposals and RFP's regardless if a
contract was awarded. If a state has reinstated a proposal that has been
archived in long-term storage, this
proposal or RFP will be retrieved and
stored according to the reinstatement
date
Upon award of a management
agreement, marketing files pertaining to
that project
Marketing files pertaining to contracts
not awarded
Files maintained at FSC related to the
awarding of facility management
contracts; including initial staffing
documentation
Files maintained at FSC related to dayto-day operations of the facilities, such
as correspondence with contracting
agencies
Files maintained by FSC Inmate
Programs Department relating to day-today facility operations
Records stored in an employee's work
area on the date of the employee's
termination from employment, which are
either personal in nature or are
duplicates of records retained by
another custodian
Original footage used in marketing
videos

Standard CCA
Retention Period

Retention Period
Extended or
Shortened to

Reason for Extending or
Shortening CCA
Retention Period

(Due to contractual, legal, or
regulatory requirements)

(Cite contract section, law,
or regulation)

complete
3 Years after
expiration of Contract
Term or warranty,
whichever is longer
Permanent
5 Years after close
of case
5 Years after close
of case
6 Years
Permanent

6 Years
6 Years
Permanent

3 Years

Permanent

3 Years
Life of the Contract

3 Years from date
of correspondence

5 Years

6 Years from
termination of
employment

3 Years

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Proprietary Information – Not for Distribution – Copyrighted – Property of CCA