PART 1: ENVIRONMENTAL HAZARDS RECORDS

5450-01 ASBESTOS MANAGEMENT RECORDS.

a) Records documenting asbestos abatement projects in public buildings. RETENTION: 30 years from the date of project completion. [By Regulation - 25 TAC 295.62(a)]

b) Records of asbestos inspections. RETENTION: 5 years

5450-04 PEST CONTROL RECORDS.

a) Records of pesticide applications, inspections and sampling notifications,and other documentation required by pesticide regulations. RETENTION: 2 years [By law - Agriculture Code, Section 76.114(c) and by regulation - 4 TAC 7.18(a) and 22 TAC 595.4]

*5450-05 STORAGE TANK (IMMOVABLE) SYSTEM RECORDS - Documentation of compliance with regulations for underground tank systems storing hazardous substances and petroleum substances, and immovable aboveground tanks storing petroleum products. (See item number 5450-06 for records of movable aboveground storage tanks.)

a) Original and amended tank system installations and financial responsibility, and notifications to storage tank purchaser. RETENTION: Operational life of the storage tank system. [By regulation - 30 TAC 334.130(b)(1)(A) and 334.10(b)(2)(A)]

b) Records of requests for approval of variances or alternative procedures, and documentation of approval of such requests. RETENTION: Operational life of the storage tank system. [By regulation - 30 TAC 334.43(e)]

c) Installation records.

1) General information relating to the installation of new storage tank systems and as-built drawings or plans depicting the sizes, dimensions, and locations of site features, system components, etc. RETENTION: Operational life of the storage tank system. [By regulation - 30 TAC 334.46(i)(2)]

2) Equipment tests including the air tests and the tightness tests conducted on the tanks and piping at the time of installation. RETENTION: 5 years. [By regulation - 30 TAC 334.46(i)(3)]

d) Records for upgrading of existing storage tank systems.

1) general information related to the tank integrity assessment and cathodic protection requirements and as-built drawings or plan depicting the sizes, dimensions, and locations of any system components or equipment added. RETENTION: Operational life of the storage tank system. [By regulation - 30 TAC 334.47(d)(2)]

2) Results of equipment tests and tank integrity tests required when upgrading existing storage tank systems including internal inspections, tank and piping tightness tests, and site assessments. RETENTION: 5 years. [By regulation - 30 TAC 334.47(d)(3)]

e) Operation and maintenance records of storage tank systems including records related to inspection, servicing, testing, and inventory control. RETENTION: 5 years. [By regulation - 30 TAC 334.48(g)]

f) Corrosion protection records.

1) Installation records relating to the corrosion protection system including information on the system designer, drawings or plans depicting the locations of all system components, operating instructions and warranty information, maintenance schedules and testing procedures. RETENTION: As long as the corrosion protection system is used. [By regulation - 30 TAC 334.49(e)(2)(A)]

2) Results of tests and inspections of corrosion protection systems and components. RETENTION: 5 years. [By regulation - 30 TAC 334.49(e)(2)(B)]

g) Release detection records.

1) Installation records related to the release detection system; all written performance claims pertaining to the system used and documentation of how those claims have been justified or tested by the equipment manufacturer or installer; and any schedules of required calibration and maintenance provided by the release detection equipment manufacturer. RETENTION: As long as the release detection system is used. [By regulation - 30 TAC 334.50 (e)(2)(A), (B), and (E)]

2) Results of sampling, testing, or monitoring or releases (including tank tightness tests); records and calculations related to inventory control reconciliation; and documentation of service, calibration, maintenance, and repair of release detection equipment. RETENTION: 5 years. [By regulation - 30 TAC 334.50(e)(2)(C), (D), and (E)]

h) Spill and overfill records.

1) Installation records of spill and overfill prevention equipment. RETENTION: As long as the spill and overfill prevention equipment is used. [By regulation - 30 TAC 334.51(c)(2)(A)]

2) Records of servicing, calibration, maintenance, and repair of spill and overfill equipment. RETENTION: 5 years. [By regulation - 30 TAC 334.51(c)(2)(B)]

3) Transfer or inventory records documenting the basis for claiming an exemption from the spill and overfill equipment requirements, if applicable. RETENTION: 5 years. [By regulation - 30 TAC 334.51(c)(3)]

i) Records for repairs and relining.

1) General information related to the repair or relining of a storage tank including materials specifications, warranty information, recommended test procedures, and inspection and maintenance schedules applicable to the relining of a storage tank. RETENTION: Operational life of the storage tank system. [By regulation - 30 TAC 334.52(d)(2)(A), and (C)]

2) Results of inspection, tests, and maintenance activities. RETENTION: 5 years. [By regulation - 30 TAC 334.52(d)(2)(B)]

j) Records of the installation of a used tank including inspection and tank tightness tests required for the reuse of used tanks. RETENTION: As long as the tank remains in operation. [By regulation - 30 TAC 334.53(c)]

k) Documentation of compliance with requirements for the temporary removal from service of a storage tank. RETENTION: 5 years. [By regulation - 30 TAC 334.54(f)(4)(B)]

l) Documentation of compliance with requirements for the permanent removal from service of a storage tank. RETENTION: As long as any underground storage tank remains in service at the facility or 5 years after the storage tank system is permanently removed from service, whichever longer. [By regulation - 30 TAC 334.54(f)(4)(B)]

*5450-06 STORAGE TANK (MOVABLE) SYSTEM RECORDS - Records of movable aboveground storage tanks that are regularly used to store petroleum products (e.g., skid tanks), are intended to be moved from one location to another on a regular basis, and are not permanently part of any particular facility. RETENTION: 5 years [By regulation - 30 TAC 334.127(f)(2)]

*5450-07 WASTE GENERATORS, RECORDS OF

a) Authorized discharges to surface waters - Records documenting permit requirements for monitoring and processing the surface discharge of wastewater generated from treatment of water contaminated by petroleum substances, and discharges to surface waters from locally owned or operated activities including ready-mixed concrete plants and concrete products plants and their associated facilities, sand and gravel mining and processing facilities, motor vehicle cleaning facilities, and petroleum bulk stations and terminals. RETENTION: 3 years

b) Hazardous waste - Operations records of generators of hazardous waste regarding the quantities generated and shipped off-site for storage.

RETENTION NOTE: The retention period for the following records maintained by generators of hazardous waste is extended automatically during the course of any unresolved enforcement action regarding the regulated activity.

1) Records of any test results, waste analyses, or other methods used to determine if waste is hazardous. RETENTION: 3 years after the waste was last sent to an on-site or off-site storage, processing, or disposal facility. [By regulation - 30 TAC 335.70(a)]

2) Manifests and shipping papers, such as monthly shipment summaries and exception reports, retained by generators of hazardous waste. RETENTION: 3 years. [By regulation - 30 TAC 335.13(a), (b), (d), and (e)]

3) Annual summary reports submitted by the generator to the Texas Natural Resource Conservation Commission. RETENTION: 3 years [By regulation - 30 TAC 70(b), and (c)]

c) Spill prevention and control.

1) Notifications of all discharges or spills required to be reported by regulations of the Texas Natural Resource Conservation Commission such as any quantity of oil, hazardous substances, or other substances, discharged or spilled into or which may enter water in the state if not immediately contained, controlled, or removed; any discharge or spill during transportation; any discharge or spill which presents an imminent and substantial endangerment to public health or public safety; etc. RETENTION: 3 years

2) Records of all discharges or spills and historical contamination, not subject to notification requirements, maintained by facilities registered with the Texas Natural Resource Conservation Commission as a solid waste generator. RETENTION: 3 years

d) Used oil filters - Shipping documentation retained by generators of used oil filters. RETENTION: 3 years. [By regulation - 30 TAC 330.1186(b)]

e) Whole used or scrap tires - Manifests, work orders, invoices, daily logs, or other documentation used to support activities related to the accumulation, handling, and shipment of whole used or scrap tires. RETENTION: 3 years [ By regulation - 30 TAC 330.807(a) and (e)]

PART 13: SOCIAL SERVICES RECORDS

*5600-04 SOCIAL SERVICE CLIENT CASE FILES - Records of local government programs that provide social services such as emergency assistance, child care programs, services to the aged and disabled, housing and homelessness programs, etc., except for those programs funded by contracts with state agencies, as specified elsewhere in this section.

a) Denied applicant records including application, eligibility worksheet, note of eligibility decision, reason for denial, and explanation of appeal process. RETENTION: 3 years

b) Eligible applicant records documenting services provided including application for services, eligibility verification, case assessment, referrals to community resources, etc. RETENTION: 5 years from last date of service