HomeMy Public PortalAboutResolution 09-14 Records Retention Schedule - signedSOLUTION NO. 09-14
A " SOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF McCALL,
IDAHO, ADOPTING A RECO -
' TENTION SCHEDULE AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, a record retention schedule establishes minimum retention periods for the
various types of city records; and,
WHERAS, Idaho Code 50-907 requires the City Council to adopt by resolution a record
retention schedule, listing the various types of city records with the applicable retention
periods; and,
WHEREAS, adoption of a record retention schedule assists in efficient and effective records
management by identifying records that have exceeded their minimum retention that may be
destroyed following approval by the City Attorney and, as required for semi -permanent
records, approval by the Idaho State Historical Society and upon resolution of the City
Council in accordance with the provisions of Idaho Code 50-907; and,
WHEREAS, a record retention schedule also enhances protection of historic records by
identifying records of enduring value as permanent records that are retained by the city in
perpetuity or transferred to the Idaho State Historical Society's Permanent Records
Repository for permanent retention upon resolution of the City Council.
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of McCall, Idaho
that the city hereby adopts the record retention schedule attached as Exhibit "A."
Records identified as permanent shall not be destroyed, but shall be retained by the city in
perpetuity or transferred to the Idaho State Historical Society's Permanent Records Repository for
permanent retention upon resolution of the City Council.
Records that are not considered permanent shall be retained for the period specified in the
retention schedule and until destruction is approved by resolution of the City Council pursuant
to the provisions of Idaho Code 50-907.
The administrative staff of the City is authorized to take all necessary steps to carry out the
authorization provided by this Resolution.
Passed and approved this 17 day of December, 2009.
ert Kulesza, 1\4.yor
Resolution 09-14
December 2009
Record Retention Schedule
December 17, 2009
1
Exhibit “A”
Record Retention Schedule
For the City of McCall
Accounting, Budget, Finance & Payroll Records ................................................................... 2
Administrative Records ............................................................................................................. 9
Airport Records ......................................................................................................................... 16
Building, Planning & Zoning Records ..................................................................................... 18
Election Records......................................................................................................................... 24
Emergency Communications Records ..................................................................................... 26
Golf Course Records .................................................................................................................. 29
Information Systems Records ................................................................................................... 31
Insurance, Risk Management & Safety Records ................................................................... 33
Legal Records ............................................................................................................................. 36
Library Records ......................................................................................................................... 37
Parks & Recreation Records..................................................................................................... 40
Payroll Records ......................................................................................................................... 43
Personnel Records ...................................................................................................................... 47
Police & Law Enforcement Records ........................................................................................ 54
Public Works & Engineering Records ..................................................................................... 64
Term of Retention Definitions, Index i ……………………………………………….. ......... 78
Record Retention Schedule
December 17, 2009
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Accounting, Budget, Finance
Airport Revenue Statements: Monthly invoices/statements sent to air carriers, concession
operators and lessees of airport land, buildings or terminal space.
Semi permanent: Keep five years.
Accounts Payable: Records documenting payment of city bills, including reports, invoices,
statements, vouchers, purchase orders, payment authorizations, receipt records, canceled
checks or warrants, etc. (SEE ALSO Grant Records in this section for records documenting
expenditure of grant funds.)
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Accounts Receivable: Records documenting billing and collection of monies owed to the
city by vendors, citizens, organizations, governments, etc. Records include: reports, receipts,
invoices, awards, logs, lists, summaries, statements, etc. Information typically includes:
receipt amount, date, invoice number, name, account number, account balance, adjustments,
etc. (SEE ALSO Grant Records in this section for records documenting receipt of grant
funds.)
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Audit Report: Documents the city’s annual audit, examining compliance with generally
accepted accounting principles and methods, the accuracy and legality of transactions and
accounts, and compliance with requirements, orders, and regulations pertaining to the
financial condition and operation of the city. Information includes: auditor’s report and
recommendations, single audit information concerning federal grants, and other information.
Permanent
Bank Transaction Records: Records documenting the status and transaction activity of city
bank accounts, including account statements, deposit and withdrawal slips, checks,
checkbook stubs and check registers, etc. (SEE ALSO Grant Files in this section for records
documenting grant transactions.)
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Record Retention Schedule
December 17, 2009
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Bankruptcy Notices: Records documenting notification to the city that certain individuals
have filed for bankruptcy, and used to determine if the individual owes money to the city and
to file notice or claim with the court. Information may include: debtor’s name, accounts
information, prepared repayment plan and related documentation.
Temporary: Keep three years after discharge of debt or last action (whichever is shorter).
Bond Records: Records documenting financing of city improvements through bonded
indebtedness. Records include: bond rating information, bond and election ordinances, legal
notices announcing bond election, bond counsel information and opinions, covenants, paid
bonds and coupons, bond registers, State Treasurer public bond issue reports (IDAPA
54.01.01), etc.
Permanent: Bond and election ordinances are permanent.
Semi permanent: Keep all other records five years after the bonds are paid off.
Note: Idaho Code 50-907(2)(f) provides that these records must be kept at least
five years.
Budget Records: Records used in preparing and adopting the city budget, including revenue
projections, instructions, department requests, worksheets, council-approved tentative budget
and notice of budget hearing, adopted appropriations ordinance and amendments, and other
information.
Permanent: Keep notice of budget hearing (with tentative budget) and appropriations
ordinance and amendments permanently.
Temporary: Keep all other records three years after fiscal year end.
Capital Asset Records: Records documenting purchase, maintenance, inventory,
depreciation and disposition of capital assets, such as buildings, real estate, infrastructure,
vehicles, equipment, and other assets with a useful life generally more than five years. (SEE
ALSO Technical Manuals, Specifications & Warranties and Vehicle Maintenance & Repair
Records in this section and the Public Works & Engineering section for a variety of records
relating to capital assets.)
Semi permanent: Keep records (except inventories) five years or three years after disposal
or replacement of capital asset (whichever is longer).
Temporary: Keep inventories two years
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
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December 17, 2009
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includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies or materials
(concrete, road base, gravel, etc.). Information usually includes: date, time, amount and type
of supplies/materials received, and related data.
Temporary: Keep two years.
Employee Travel Records: Records documenting requests, authorizations, reimbursements,
and other actions related to employee travel, including expense reports and receipts,
vouchers, and related documents. Information typically includes: estimated and final cost,
destination, method of transportation, travel dates, approval signatures, etc.
Temporary: Keep five years after fiscal year end.
Note: Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
IDAPA 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
Federal & State Tax Records: Records, in addition to those itemized in this section, used to
report the collection, distribution, deposit, and transmittal of federal and state income taxes as
well as social security tax. Examples include: the federal miscellaneous income statement
(1099), request for taxpayer identification number and certificate (W-9), employers’
quarterly federal tax return (941, 941E), tax deposit coupon (8109), and similar federal and
state completed forms. (SEE ALSO Wage & Tax Statements and Withholding Allowance
Certificates in this section for related records.)
Semi permanent: Keep five years after fiscal year end.
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Note: Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
Financial Reports: Reports documenting the financial condition and operation of the city,
issued on a monthly, quarterly, annual or other basis, including quarterly published
treasurer’s report and year-end financial reports. Reports include information on revenues
and expenditures in relation to the final budget.
Permanent: Keep fiscal year-end financial reports and quarterly published treasurer’s
reports permanently.
Semi permanent: Keep all other reports five years after fiscal year end.
Note: Idaho Code 50-907(1)(d) requires fiscal year-end financial reports to be
kept permanently.
Idaho Code 50-907(2)(a) provides that other financial reports must be kept
at least five years.
General Ledgers: Records documenting the summary of accounts reflecting the financial
position of the city, showing debit, credit and balance amounts per account, budget, fund and
department, and totals for notes receivable, interest income, amounts due from other funds,
federal grants received, bank loans received, cash in escrow, deferred loans received, cash,
encumbrances, revenue, accounts receivable, accounts payable, etc.
Semi permanent: Keep year-end ledgers 10 years after fiscal year end. Keep all other
general ledgers five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Gift & Contribution Records: Records documenting gifts and contributions to the city,
including donor and acknowledgment letters, acquisition lists itemizing purchases made with
contributed money, checks, receipts and related records.
Temporary: Keep three years after completion of the terms of the gift/contribution,
unless otherwise specifically provided.
Interdepartmental Billings: These are accounting documents that request the transfer of
funds between departments for services rendered or materials purchased.
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
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Investment Records: Reports, statements, summaries, correspondence and other records
documenting and tracking investments made by the city, including the Local Government
Investment Pool.
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Local Improvement Districts: Records documenting the formation of a local improvement
district and levying of special assessments, including: ordinance, published notices,
assessment roll, appeals, affidavits, bonds and coupons, delinquencies, and related
correspondence and documents.
Permanent: Ordinances, assessment rolls and payment records (if kept separately from
the roll itself) are permanent.
Semi permanent: Keep other records five years after the local improvement district is closed
and all bonds are paid off.
Purchase Orders & Requisitions: Requests and purchase orders for goods or services
purchased by the city. Information includes: department, delivery location, date, quantity,
description, unit and total price, and authorizing signatures.
Semi permanent: Keep five years.
Note: Idaho Code 50-907(2)(a) provides that purchase orders must be kept at
least five years.
Receipts: Copies of receipts, showing the date, from who received, amount, purpose, etc.
Semi permanent: Keep five years after fiscal year end.
Note: IRS regulations (29 CFR 516.5; and 29 CFR 516.6) require retention of
these records for at least four years.
Note: Idaho Code 50-907(2)(a) provides that cash receipts subject to audit must
be kept at least two years.
Sales & Use Tax Forms: Used to report and remit sales tax collected and due to the state.
Semi permanent: Keep five years after fiscal year end.
Signature Authorization Records: Records documenting authorization of designated
employees to sign fiscal and contractual documents.
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Semi permanent: Keep six years after authorization superseded or expired.
Subsidiary Ledgers, Journals & Registers: Records documenting details of transactions
such as those related to receipts and expenditures on a daily, monthly, quarterly or similar
basis. Includes journals, ledgers, registers, daybooks and other account books that provide
backup documentation for the general ledger.
Semi permanent: Keep year-end payroll register 75 years after fiscal year end. Keep all
other records five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Utility Account Change Records: Records documenting routine information changes to
customer accounts, including name and address.
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Utility Application/Disconnect Records: Applications completed by customers requesting
or disconnecting water, sewer, power, garbage or other city-provided services. Information
typically includes: customer’s name, address, phone number, meter information, date and
approval signatures.
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Utility Billing Adjustment Records: Records documenting adjustments to customer water,
sewer, power, garbage or other city-provided service billings for debits, credits, refunds,
returned checks, and related reasons. Information usually includes: customer’s name and
address, type of adjustment, justification, amount changed, authorizing signatures and other
information.
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Utility Billing Register: Records documenting transactions on the water, sewer, power,
garbage or other city-provided service account of each customer. Useful for reference to
assure accurate customer billings. Information often includes: customer’s name, service
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address, meter reading, water or power usage, utility charges, payments, adjustments, prior
balance due, current balance due and related data.
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Utility Customer Security Deposit Records: Records documenting customer payment of a
security deposit to receive water, sewer, power, garbage or other services. Information
usually includes date, amount of deposit, customer’s name, address, and account number,
date account closed, refund date, amount of deposit confiscated, reason for confiscation, and
related information.
Semi permanent: Keep five years after refund or last action.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Utility Meter Documents: Document the readings of customer water/power meters by city
employees for billing purposes. Information typically includes: name of meter reader, meter
reading, date read, account number, billing code, final reading, reason for turnoff, meter
changes, and related data.
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five
years.
Vendor Lists: Lists of vendors providing goods and services to the city.
Temporary: Keep two years.
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Administrative Records
Activity Reports, General: Daily, weekly, monthly, or annual reports documenting the
activities of city employees. Useful for compiling annual reports, planning and budgeting,
monitoring work progress, etc. Usually tracks type of activity, employees and/or volunteers
involved, time spent on activity, work completed, and related information in narrative or
statistical form. (SEE ALSO Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi permanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
Appointment Files: These files document appointments to fill vacancies in the offices of
mayor and councilmember, and also appointments to city boards, commissions and
committees. Documents may include: letters of recommendation, letters of appointment,
resumes, and related correspondence.
Permanent: Keep records relating to mayoral and council appointments permanently.
Semi permanent: Keep all other records five years after service with city ends.
Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities of city officials.
Temporary: Keep two years.
Citizen Awards: Awards presented to honor citizens for civic contributions. Records may
include award nominations, certificates, ceremony records, photographs, lists of recipients,
etc. Some records may have historic value.
Permanent: Keep lists of recipients permanently.
Semi permanent: Keep other records five years.
City Boards, Commissions & Committees: Bylaws, meeting minutes and agendas of city
boards, commissions and committees.
Permanent: Bylaws, adopted meeting minutes and agendas of city boards,
commissions and committees are permanent.
Temporary: Keep notes for meeting minutes two years.
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Note: Idaho Code 50-907(1)(a) provides that adopted meeting minutes of city
boards and commissions are permanent.
City Council Meeting Agenda, Minutes & Recordings: Records documenting meetings of
the city council and motions, resolutions, ordinances and other actions taken at council
meetings. (SEE ALSO Land Use Hearing Recordings & Exhibits in the Building, Planning
& Zoning section.)
Permanent: Adopted council meeting minutes and council meeting agendas (if not
included in the minutes) are permanent.
Temporary: Keep audio/visual recordings of non-land use issues and notes for meeting
minutes two years.
Note: Idaho Code 50-907(1)(a) provides that adopted meeting minutes of the
city council are permanent.
Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease-purchase or sale of equipment, supplies, services or property.
Semi permanent: Keep five years after contract term expires.
Note: Idaho Code 50-907(2)(b) provides that contracts must be kept at least five
years.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Deeds & Real Property Records: Records relating to ownership of real property, including
deeds, title opinions, abstracts and certificates of title, title insurance, documentation
concerning alteration or transfer of title, and records relating to acquisition and disposal of
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real property such as offer letters, options, agreements of short duration, staff reports,
appraisal and inspection reports, letters of transmittal, and related records.
Permanent
Note: Idaho Code 50-907(1)(e) provides that records affecting the title to real
property or liens thereon are permanent.
Disaster Preparedness & Response Records: Records documenting planning for, impact
of, and actions taken by the city in response to disasters, emergencies, and civil disorder,
including: earthquakes, wildfires, severe storms, floods, drought, utility failures, hazardous
materials incidents, riots, etc. Records may include: plans and studies, logs, diaries, damage
assessment reports, response reports, situation and resource status reports, resource ordering
and tracking records, financial documentation, messages, photographs, etc.
Permanent
Easement Records: Records relating to acquisition of city-owned easements and rights-of-
way for public works or other local government purposes, including deeds, correspondence
and legal documentation. (SEE ALSO Vacation Records in this section and Temporary
Access/Construction Easement Records and Right-of-Way Permit Records in the Public
Works & Engineering section.)
Permanent
Employee Bond Records: Records documenting the posting of fidelity, performance or
position bonds to guarantee the honest and faithful performance of elected officials,
individual employees or groups of employees. Information typically includes: name and
position(s) of the individual or group, amount of coverage, effective and expiration dates, and
related information.
Semi permanent: Keep six years after expiration.
Franchise Records: Records relating to franchises for electricity and natural gas
distribution, cable television and garbage collection, including: contracts, franchise fee
information, election information, audits and other verification of revenue from franchisee,
published franchise ordinance, and other records.
Semi permanent: Keep six years after expiration of franchise agreement.
Grant Records: Records documenting the application, evaluation, awarding, administration,
reporting and status of grants applied for, received, awarded or administered by the city.
Records include: applications and proposals, summaries, objectives, activities, budgets,
exhibits, award notices, progress reports, contracts, financial reports, and related
correspondence and documentation.
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Permanent: Keep final reports from significant grants permanently.
Semi permanent: Keep records documenting the purchase and/or disposal of real property
10 years after substantial completion or as specified in the agreement,
whichever is longer. Keep other grant records five years or as specified in
the agreement, whichever is longer.
Temporary: Keep unsuccessful grant applications three years.
Historical File: Includes historical information about the city. May include maps,
newspaper clippings, scrapbooks, photographs, compiled histories of the city, information on
historic homes and properties, special events & celebrations, etc.
Permanent
Legion Hall Scheduling & Reservation Records: Records documenting scheduling and
reservations related to public participation in and use of various city activities, events, classes
and meeting rooms. Includes schedules, logs, lists, requests, etc. (SEE ALSO Recreation
Program Files and Park & Facility Use Permits in the Parks & Recreation section.)
Temporary: Keep two years.
Legislative Issues: Bulletins, publications, bills, and other information about state/federal
legislation affecting the city.
Temporary: Keep two years.
News Releases: Prepared statements, announcements, and news conference transcripts
issued to the news media by the city.
Permanent
Notary Bond Records: Bond posted by notaries conditioned on the faithful performance of
their duties. Note—other notary records, including application, appointment, journal and
other records are the property of the notary.
Semi permanent: Keep six years after expiration.
Ordinances & Resolutions: Ordinances and resolutions passed or considered by the city
council.
Permanent: Adopted ordinances and resolutions are permanent.
Temporary: Keep proposed ordinances and resolutions that are not adopted two years.
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Note: Idaho Code 50-907(1)(b) provides that ordinances and resolutions are
permanent.
Permits & Licenses: Includes records relating to city permits and licenses, including: beer,
wine and liquor by the drink, animal licenses, business licenses, daycare licenses, pawn shop
licenses, taxicab licenses, etc.
Semi permanent: Keep five years after expiration, revocation or denial.
Note: Idaho Code 50-907(2)(d) provides that license applications must be kept
for at least five years.
Proclamations: Ceremonial or celebratory statements issued by the mayor.
Permanent: Proclamations are permanent, with the exception of those requested by
outside groups or organizations (see below).
Temporary: Keep proclamations requested by outside groups/organizations two years.
Public Addresses: Includes speeches (State of the City), addresses and other comments or
remarks made at formal ceremonies by elected officials. Format may be paper, audio or
videotape, etc.
Permanent
Public Records Requests: Includes written public records requests, city denials of public
records requests, appeals information, etc.
Temporary: Keep two years after last action or final disposition of appeal (whichever
is longer).
Publications: Includes newsletters, annual reports, policies (e.g. personnel, internet use, drug
testing, etc.), manuals, pamphlets, brochures, leaflets, reports, plans, feasibility studies,
proposals, etc. published by the city or at the city’s request.
Permanent: Keep one copy of newsletters, annual reports, policies and procedures
manuals, plans, feasibility studies and other publications with lasting
significance permanently.
Semi permanent: Keep other publications five years.
Purchasing & Quality-Based Selection Records: Records documenting competitive
bidding and purchase of goods, services, and public works construction, and procurement of
design professionals. Records include: published notices and solicitations, specifications,
bids, requests for qualifications, statements of qualifications, etc.
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Semi permanent: Keep five years.
Note: Idaho Code 67-2805(2)(3) and 67-2806(1)(3) require that if a city finds it
impracticable or impossible to obtain three bids for personal property or
from licensed public works contractors for public works projects,
documentation of the efforts undertaken to procure three bids must be kept
at least six months after the procurement decision is made.
Records Management Records: Records documenting the inventory, retention,
management and disposition of city records, including: records retention schedules, inventory
worksheets, correspondence, etc. (SEE ALSO Public Records Requests in this section).
Permanent: Keep record retention schedules and amendments, and destruction records
including destruction resolution and authorization from Idaho State
Historical Society and legal counsel, permanently.
Semi permanent: All other records relating to records management keep five years.
Special Event Records: Records documenting preparation for and implementation of traffic
changes related to special events such as parades, motorcades, and demonstrations. Includes
situations resulting in heavy traffic or street use requiring street closures, traffic rerouting,
barricades, signal timing changes, and other variations. May include notifications, planning
documents, reports, and related records.
Temporary: Keep two years after event.
Surveys, Polls & Questionnaires: Records documenting measurement of public opinion,
including surveys, polls, questionnaires, studies, etc.
Permanent: Keep summaries permanently.
Temporary: Keep survey forms and other records two years.
Technical Manuals, Specifications & Warranties: Owners manuals and warranties for
city-owned vehicles and equipment. Includes specifications, operating instructions, safety
information, and terms for coverage of repair or replacement of equipment. (SEE ALSO
Vehicle Maintenance & Repair Records and Capital Asset Records in this section).
Semi permanent: Keep until vehicle/equipment is removed from service.
Telephone Messages: Includes actual telephone messages and telephone message registers.
Temporary: Keep for two years.
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Vacation Records: Recorded property vacations by the city, including streets, alleys,
easements, public utilities, subdivisions, and rights-of-way. Records may include: petitions
to vacate, maps, descriptions of property, staff reports, and related correspondence.
Permanent
Vehicle Maintenance & Repair Records: Document the maintenance and repair history of
city-owned vehicles. Records typically include: description of work completed, parts and
supplies used, date of service, date purchased, price, vehicle identification number, make and
model, registration, etc. (SEE ALSO Technical Manuals, Specifications & Warranties and
Capital Asset Records in this section)
Semi permanent: Keep until vehicle is removed from service.
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Airport Records
Airport Condition Records: Required by FAA regulations (14 CFR 139.339), these records
document collection and dissemination of airport condition information that could affect safe
operations of air carriers, including: construction or maintenance activity; surface
irregularities; snow, ice, slush or water; objects in movement and safety areas; lighting
system or sign malfunctions; unresolved wildlife hazards; non-availability of rescue and
firefighting capability; and any other condition specified in the Airport Certification Manual
or that may otherwise adversely affect the safe operations of air carriers.
Temporary: Keep Two years.
Note: FAA regulations require airport condition records to be kept at least 12
consecutive calendar months.
Airport Construction Project Files: Includes plans, bids, specifications, project diaries,
correspondence, and agreements relating to airport construction projects.
Permanent
Airspace Construction Records: These records contain applications (FAA Form 7460)
required by the FAA for construction or alteration of facilities which may obstruct air space
affecting flights at the airport. The information on the structure is placed on aeronautical
charts.
Semi permanent: Keep five years.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Fuel & De-Icer Consumption Records: Consumption and dispensing records for fuel, oil,
or similar products used by service vehicles, equipment or airplanes.
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Semi permanent: Keep five years.
Notice to Airmen Records: Reports documenting the notification of air carriers as to
changes in airport conditions, including construction, maintenance, surface irregularities,
snow, ice, water, light malfunctions, unresolved wildlife hazards, etc. Includes Notice to
Airmen (NOTAM) forms. Information includes date and time of issue, message from airport
manager, and distribution data.
Temporary: Keep two years.
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Building, Planning & Zoning Records
Annexation Records: Document the annexation of new land into the city. Records may
include: application, annexation agreement, notices of hearing, staff report, recommendations
of the planning and zoning commission, maps, etc.
Permanent
Area of Impact Records: Document the negotiation and adoption of area of impact
agreements and ordinances with the county, including: public notices, correspondence,
notices of hearing, recommendations from the planning and zoning commission, maps,
“committee of nine” proceedings, etc.
Permanent
Building Activity Records: Reports or statistical compilations tracking building activity on
a monthly or annual basis, used to plan budgets and staffing and monitor growth and building
trends. Typically tracks number of permits issued, type of activity, value of projects, fees
collected, etc.
Permanent: Keep reports summarizing activity on an annual basis permanently.
Semi permanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
Building Codes: Codes that may be adopted by local ordinance, including: the International
Building Code, International Residential Code, International Energy Conservation Code,
International Mechanical Code, International Fuel Gas Code, Uniform Plumbing Code,
National Electrical Code, International Fire Code, etc.
Permanent
Building Inspection Reports & Working Papers: Records documenting inspections to
ensure compliance with the city’s adopted codes, including inspection reports, logs, requests
for inspections, correspondence, etc.
Semi permanent: Keep two years after the life of the structure, or one year after the
conclusion of any investigation regarding the destruction of the structure,
whichever is greater.
Building Permit Applications & Review: Applications for construction, structural
modifications, installation of plumbing, electrical or mechanical equipment, etc.
Permanent
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Building Permits: Permits granted to property owners for construction, structural
modifications, installation of plumbing, electrical or mechanical equipment, etc.
Permanent: Keep building permits for completed structures permanently.
Semi permanent: Keep revoked or expired building permits two years after
revocation/expiration.
Building Plans & Specifications: Blueprints and other graphic illustrations of designs
submitted by contractors for the construction, reconstruction or alteration of buildings. These
plans and accompanying specifications are submitted to ensure compliance with building
codes, setbacks and other regulations. Documents include: site plan, scale of floor plan,
elevation plan, electrical plan, typical wall section and foundation, and specifications.
Permanent: Keep plans and specifications for publicly-owned and commercial
structures permanently.
Temporary: Keep plans and specifications for residences five years after issuance of
certificate of occupancy.
Note: Idaho Code 50-907(1)(c) requires building plans and specifications for
commercial projects and government buildings to be kept permanently.
Idaho Code 50-907(2)(c) requires building applications for commercial
projects and government buildings to be kept for at least five years. Idaho
Code 50-907(3)(a) requires building applications, plans and specifications
for noncommercial and nongovernment projects to be kept at least two
years after final inspection and approval.
Certificates of Occupancy: Certification that a building complies with city codes and is safe
for occupancy. Information may include: type of building, building permit number, type of
construction, owner of building, address, contractor name, date built and certified in
compliance with code. Includes requests for temporary occupancy.
Permanent
Code Enforcement: Case files on city code violations including: correspondence with
owners, site inspections, photographs, enforcement actions, and hearings.
Permanent
Comprehensive Plan: The plan used to guide the long-term growth and development of a
city. Records typically include: the plan document, periodic updates, citizen surveys and
participation information, notices of hearing, maps, photographs, staff reports,
recommendations from the planning and zoning commission, etc.
Permanent
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Conditional Use Permits: Permits allowing construction of buildings in specific areas when
impacts to neighbors are mitigated. Documents typically include: application, blueprint
drawings, notices of hearing, staff report, planning and zoning commission
recommendations/decision, and related correspondence.
Permanent: Keep application and decision documents permanently.
Semi permanent: Keep other records 10 years after expiration, revocation or discontinuance
of use.
Correction Notices: Notices to contractor/builder to correct defects noted during the
inspection process.
Permanent
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Design Review Records: Records related to design review overlay districts, including:
applications, staff reports, committee recommendations, maps, photographs, and other
records.
Permanent: Keep application and decision documents permanently.
Semi permanent: Keep other records 10 years after approval or denial.
Development Agreements: Records documenting formation, modification and termination
of development agreements, in which the city requires the developer to make a written
commitment concerning use or development of the subject parcel as a condition of rezoning.
The agreements are recorded and binding on subsequent property owners.
Permanent
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Flood Plain Permit Records: Permits issued for construction within a flood plain zone.
Records also may include: elevation certificates, applications, review records, checklists, and
other documents.
Semi permanent: Keep permits and elevation certificates 10 years after the life of the
structure or until area is determined not to be a flood plain, whichever is
longer. Keep other records 10 years.
Future Acquisitions Map: Records relating to the future acquisitions map, which identifies
land proposed for acquisition for infrastructure and services over the next 20 years.
Permanent
Historic District Records: Records relating to historic district overlay zones, including:
applications, staff reports, committee recommendations, maps, photographs, list of historic
structures and other records.
Permanent
Land Use Hearing Recordings & Exhibits: Includes maps, plans, drawings, and other
exhibits prepared for land use hearings and audio recordings of land use hearings before the
planning and zoning commission and city council.
Permanent: Keep land use exhibits referenced in minutes permanently.
Semi permanent: Keep exhibits not referenced in minutes five years.
Temporary: Keep audio recordings two years after the date of the hearing, unless a
longer period is required due to litigation.
Note: Idaho Code 67-6536 requires that audio recordings of planning and zoning
hearings (transcribable verbatim record) be kept at least six months after
the final decision.
Nonconforming Use Records: Records pertaining to uses that are “grandfathered” in when
zoning regulations change for a particular property. Changes or expansions of
nonconforming uses may require city approval. Records may include: site plan, verification
of original and current use, nonconforming use certificate, and records regarding changes or
expansion of the nonconforming use.
Permanent
Plan Review Reports: Reports indicating compliance with adopted building codes, planning
and zoning ordinances, and other city requirements.
Permanent: Keep plan review reports for commercial buildings permanently.
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Semi permanent: Keep plan review reports for residential buildings five years after issuance
of certificate of occupancy.
Planned Unit Development Records: PUDs allow for flexibility in subdivision and zoning
regulations with greater amenities provided by the developer. These records include:
application, maps, diagrams, site plans, notices of hearing, staff report,
recommendation/decision by the planning and zoning commission, correspondence, etc.
Permanent: Keep application and decision documents permanently.
Semi permanent: Keep other records 10 years after approval or denial.
Planning Studies: Reports completed in-house or by outside consultants on specific
planning issues, including transportation plans, affordable housing plans, etc.
Permanent
Rezoning Records: Document applications for rezoning property within the city, including:
application, review forms, maps of areas involved, notices of hearing, staff report,
recommendation of the planning and zoning commission, written decision by the council,
appeals, correspondence, etc.
Permanent: Keep application and decision documents permanently.
Semi permanent: Keep other records 10 years after approval or denial.
Sign Review Case Files: Applications and related records for sign permits, including:
approvals, photographs or renderings of proposed signs, etc.
Semi permanent: Keep for the life of the structure.
Subdivision Records: Document the preliminary and final plat stages of subdivision
approval, including: application, maps, diagrams, site plans, staff report, recommendation by
planning and zoning commission, written decision by the council, correspondence, appeals,
etc. Includes administrative lot split or “short plat” applications involving less than five lots.
Permanent: Keep records relating to approved subdivisions permanently.
Semi permanent: Keep records relating to denied, expired or revoked applications 10 years
after denial, expiration or revocation.
Variance Records: Document variance applications for relief from a quantifiable zoning
standard (such as setback, lot size, etc.). Records include: application, staff recommendation,
recommendation/decision by planning and zoning commission and council, correspondence,
etc.
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Semi permanent: Keep 10 years after the life of the structure.
Zoning Ordinance Interpretations: Records providing interpretations of city ordinances by
the planning director.
Permanent
Zoning Maps: Show zoning boundaries in the city, with streets, property lines, and zoning
classifications.
Permanent
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Election Records
Ballots: Includes voted ballots, unused ballots, absentee ballots, spoiled ballots, and ballot
stubs.
Temporary: Keep two years.
Note: Idaho Code 50-907(3)(c) requires ballots to be kept at least two years.
Campaign Finance Reports: Reports showing contributions and expenditures in city
campaigns by mayor/council candidates, political committees and independent
persons/entities. Includes C-1 (Certification of Treasurer), C-2 (Campaign Financial
Disclosure Report), C-4 (Independent Expenditures), C-5 (48 Hour Notice of Contributions/
Loans Received), C-6 (Statement by Non-business Entity), and C-7 (48 Hour Notice of
Independent Expenditures).
Permanent
Note: Idaho Code 50-907(1)(g) requires campaign finance reports be kept
permanently.
Candidate Declarations & Petitions: Includes declarations of candidacy and intent for
candidates for city elective office. Declarations of candidacy are filed by candidates to get
their name on the election ballot, and are accompanied by a filing fee of $40 or a petition
with the signatures of at least five qualified city electors, including a certification by the
county clerk of the number of signatures that are of qualified city electors. Declarations of
intent are filed by write-in candidates, and do not require the filing fee or petition.
Permanent
Note: Idaho Code 50-907(1)(g) requires candidate declarations and petitions be
kept permanently.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
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Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Election Working Files: Includes the following records: absentee voting, polling places,
judges and clerks, challengers and watchers, voting machines and vote tally systems,
correspondence, and other records not specifically listed in this schedule.
Semi permanent: Keep five years.
Notices of Election & Sample Ballots: Includes the first and second notice of election and
sample ballot, which are published in the official newspaper.
Permanent
Note: Idaho Code 50-907(1)(g) requires notices of election and sample ballots to
be kept permanently.
Petitions: Petitions for initiative, referendum, recall, liquor by the drink, & other elections.
Permanent
Poll Books: Books showing the name, address and signature of those voting in city elections.
Permanent: Keep one poll book from each precinct permanently.
Temporary: Duplicate copies of poll book may be destroyed after two years.
Note: Idaho Code 50-907(1)(g) provides that one poll book from each precinct
must be kept permanently. Idaho Code 50-907(3)(c) provides that
duplicate poll books must be kept at least two years.
Tally Books: The book in which election staff record and total the votes cast for each
candidate and ballot question at the polling precinct.
Permanent
Note: Idaho Code 50-907(1)(g) provides that tally books must be kept
permanently.
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Emergency Communications
Activity Reports: Daily, weekly, monthly or other reports documenting the activities of
employees, including: type of activity, employees involved, time spent on activity, work
completed, equipment used, etc.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi permanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
Briefing Records: Records documenting internal communication between supervisors and
shift workers or between staff on different shifts to alert them to problems, issues or
activities. Records may include, but are not limited to: briefing logs, teletype messages, and
bulletins from other agencies.
Temporary: Keep two years.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Data Management System Records: Records documenting the maintenance and update of
current information used to provide and direct incident response within a 911 service area.
Information may include, but is not limited to: address data, response unit assignments,
response codes, responsible person data, and related documentation.
Temporary: Keep two years.
Dispatch Incident Records: Document specific incidents when a call is received by the 911
dispatch center and subsequent response activities. Information may include, but is not
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limited to: caller’s name, address, and telephone number; details of incident or complaint;
dispatcher’s name; responding agency and time of response; and incident disposition.
Additional information received through an enhanced system is the Automatic Number
Identification and Automatic Location Identification (ANI/ALI) which includes the
telephone subscriber name, subscriber’s telephone number and location.
Temporary: Keep two years.
Master Street Address Guide Maintenance Forms: Records document the city’s
notification to the phone service provider about the addition of new streets or revision to
existing streets on the Master Street Address Guide (MSAG). The MSAG is maintained by
the phone service provider or its independent contractor. Information may include, but is not
limited to: new or updated address, customer, and responder information.
Temporary: Keep two years.
Master 24-Hour Audio Tapes: Document recorded incoming emergency and non-
emergency calls; law enforcement, fire and emergency medical services dispatches; radio
activity; and 911 calls. Tapes are maintained on a 24-hour basis.
Temporary: Keep tapes not needed for investigations, litigation, etc. two years.
Operational Logs: Records documenting chronological tracking of activities related to 911
dispatch center operations, including, but not limited to: radio logs, telephone logs, and
criminal background check request logs.
Temporary: Keep two years.
Premise Information Records: Records documenting information about specific premises
or locations that emergency responders need to know in advance of arrival at an incident site.
Information may include, but is not limited to: hazardous materials storage locations,
building plans submitted to the fire department, location of utility shut-offs, and related
information.
Temporary: Keep two years, or until renewed, superseded or expired, whichever is
longer.
Quality Assurance Records: Records documenting the evaluation, analysis, and assessment
of the performance and quality of 911 dispatch services. Records may include, but are not
limited to: system evaluations, performance reports, surveys and questionnaires, quality
improvement reports and recommendations, and related documentation.
Temporary: Keep two years.
Statistical Reports: Records documenting the compilation of statistical data about the
actions and activities of the 911 dispatch center. Data may be compiled on a daily, weekly,
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monthly, quarterly and/or annual basis and may be used for analysis, evaluation, and budget
development purposes. Information may include, but is not limited to: data about response
times, number of calls received and dispatched, and responses by individual agency.
Permanent: Keep annual reports permanently.
Semi permanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
System Error/Malfunction Records: Records documenting 911 electronic system errors or
malfunctions and corrective action. Records may include, but are not limited to: enhanced
system error reports, trouble logs, work orders, correspondence, and related documentation.
Temporary: Keep two years.
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Golf Course Records
Activity Reports: Daily, weekly, monthly or other reports documenting the activities of golf
department employees, including: type of activity, employees/volunteers involved, time spent
on activity, work completed, etc.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi permanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
Chemical Application Records: Document the application of pesticides, herbicides and
fertilizers to city parks, golf courses and other property. Information typically includes date
used, weather conditions, application area, chemical applied, mix ratio, and coverage rate.
Temporary: Keep three years.
Note: IDAPA 02.03.03.150 requires professional pesticide and chemigation
applicators to maintain records documenting each application for three
years.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies or materials
(mulch, sand, bark, topsoil, etc.). Information usually includes date, time, amount and type
of supplies received, and related data.
Temporary: Keep two years.
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Equipment Maintenance & Repair Records: Records documenting the inspection,
maintenance, and repair of city-owned equipment, including: mowers, trailers, edgers,
blowers, aerators, office equipment, and furniture. Information often includes: description of
work completed, parts and supplies used, date of service, date of purchase, purchase price,
equipment number, make and model, and related data. (SEE ALSO Capital Asset Records in
the Administrative section).
Temporary: Keep two years, or until equipment removed from service, whichever is
greater.
Facility & Equipment Rental/Loan Records: Records documenting rental or loan of city-
owned facilities or equipment (e.g. sports equipment, tools, gardening implements). Records
often include: applications, calendars, lists, receipts, and related documents. Information
typically includes: name, address and phone number of renter/borrower; description of
facility/equipment; date and time of reservation and signature.
Temporary: Keep three years.
Golf Course & Facility Inspection & Maintenance Records: Document periodic
inspections, complaints, maintenance and repairs for greens, fairways, sidewalks, picnic
tables, and other property, equipment and facilities.
Semi permanent: Keep five years.
Golf Course & Facility Use Permits: Permits issued to individuals or organizations for
special uses of city golf course and facilities. Examples include: tournaments, events with
more than a specified number of participants, concerts, etc.
Temporary: Keep two years after date of event, denial, or revocation of permit.
Recreation Program Files: Records relating to city recreation programs, including: fliers,
class/activity rosters, participants, instructors, schedules, calendars, fees, advertisements, etc.
Permanent: Keep annual reports summarizing activities permanently.
Temporary: Keep other records three years.
Recreational Facility Files: Records used to maintain a record of construction and
renovation projects for each facility (parks, golf courses, swimming pools, etc.). Records
may include: correspondence, construction information, architectural drawings, contracts,
specifications, news clippings, histories of facilities, safety reports, photographs and maps.
Permanent
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Information Systems Records
Computer System Maintenance Records: These records document the maintenance of city
computer systems and are used to ensure compliance with warranties and service contracts;
schedule regular maintenance; diagnose system or component problems; and document
system backups. Records may include, but are not limited to: computer equipment
inventories, hardware performance reports, component maintenance records (invoices,
warranties, maintenance logs, correspondence, maintenance reports, etc.), system backup
reports and procedures, backup tape inventories, etc. (SEE ALSO Technical Manuals,
Specifications & Warranties in the Administrative section).
Temporary: Keep records related to system or component repair or service for the life
of the system or component. Keep records related to regular or essential
records backups two years after superseded or obsolete.
Computer System Program Documentation: Records documenting the development,
installation, modification, troubleshooting, operation and removal of software from city
computer systems; records required to plan, develop, operate, maintain and use electronic
records; system specifications, file specifications, codebooks, record layouts, user guides and
output specifications. (SEE ALSO Software Management Records in this section.)
Temporary: Keep migration plans two years. Keep other records two years after
system superseded or obsolete.
Computer System Security Records: Records documenting the security of the city’s
computer systems, including: employee access requests, passwords, access authorizations,
and related documents.
Temporary: Keep three years after superseded or obsolete.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
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Information Service Subscription Records: Records documenting city subscriptions to
information services, including: subscriptions, invoices, and correspondence.
Temporary: Keep two years.
Information System Planning & Development Records: Records documenting the
planning and development of city information systems, including: information technology
plans, feasibility studies, cost-benefit analyses, institution studies and surveys, information
management project records, system specifications and revisions, software evaluations,
component proposals, technical literature, vendor literature and proposals and
correspondence.
Semi permanent: Keep information relating to implemented systems for the life of the
system or five years, whichever is greater.
Temporary: Keep information relating to unimplemented systems three years.
Network Records: Records containing information on network circuits used by the city,
including: circuit number, vendor, type of connection, terminal series, software, contact
person and other relevant information. Also includes records used to implement a computer
network, including; reports, network diagrams, and wiring schematics.
Temporary: Keep two years.
Quality Assurance Records: Records verifying the quality of system, hardware or software
operations including records of errors or failures and the loss of data resulting from such
failures, documentation of abnormal termination and of error free processing, checks of
changes put into production, transaction histories and other records needed as an audit trail to
evaluate data accuracy.
Temporary: Keep two years.
Software Management Records: Records documenting the use of software in city
information systems to ensure that institution software packages are compatible, that license
and copyright provisions are complied with and that upgrades are obtained in a timely
manner. Records may include, but are not limited to: software purchase records, inventories,
licenses and correspondence.
Temporary: Keep two years after software disposed of or upgraded.
User Support Records: Records documenting troubleshooting and problem-solving
assistance provided by information systems personnel to users of the systems. Records may
include: assistance requests, resolution records, and related documentation.
Temporary: Keep two years.
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Insurance, Risk Management & Safety Records
City Vehicle Accident Records: Records documenting accidents involving city vehicles,
including: name and address of parties involved, date and time, complaint, description of
damage, photographs, correspondence, etc. (SEE ALSO Liability Claims Records in this
section.)
Temporary: If no claim is filed, keep three years.
Contractor Liability Insurance Verification Records: Letters or certificates of coverage
provided by insurance companies declaring that specific contractors are covered by
appropriate liability insurance. Records include: insurance company name and address, issue
date, expiration date, amount and type of coverage, special provisions, signature of insurance
company representative, etc.
Semi permanent: For city public works projects keep 10 years after substantial completion.
Keep all other records six years after expiration.
Contractor Performance Bond Records: Records documenting the posting of performance
guarantees or surety bonds by contractors performing work for the city, including letters,
certificates, copies of bonds, etc. Information usually includes: name of individual or
company covered, amount of coverage, effective dates, name of bonding agent, authorized
signatures, etc.
Semi permanent: For city public works projects keep 10 years after substantial completion.
Keep all other bond records six years after expiration.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Insurance Policy Records: Records documenting the terms and conditions of city insurance
policies covering liability, property, group employee health and life, motor vehicle, workers’
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compensation, etc. Records usually include: policies, endorsements, rate change notices,
agent of record, and related documents.
Permanent: Keep group employee health and life, property and liability insurance
policies permanently.
Semi permanent: Keep other insurance records six years after expiration if no claims
pending.
Liability Claims Records: Records documenting various types of liability claims filed
against the city, including: personal injury, property damage, motor vehicle accident, false
arrest, etc. Records often include: reports, photographs, summaries, reviews, notices, audio
and videotapes, transcripts of recorded statements, correspondence and related documents.
Semi permanent: Keep 10 years after case closed or dismissed.
Liability Waiver Records: Document the release of the city from liability related to various
activities, including: police/fire ride-a-longs, rekindling fires, participating in city-sponsored
recreational events or classes, etc. Information usually includes: release terms, date,
signatures, and related information.
Semi permanent: Keep six years.
Property Damage Records: Records, photographs, and other records documenting damage
to city property such as signs, trees, picnic tables, buildings, fountains, and fences.
Information often includes: type and location of property damaged, description of damage,
date and time of damage (if known), name and address of individual causing the damage (if
known), value of damage, billing costs, etc. (SEE ALSO Liability Claims Records in this
section.)
Temporary: If no claim is filed, keep three years.
Public Injury Reports: Records documenting injuries sustained by non-employees on city
property (i.e. parks, swimming pools, libraries, etc.). Information usually includes: date,
time, and location; description of injury; name, address, phone number, sex and age;
witnesses and other related information. (SEE ALSO Liability Claims Records in this
section.)
Temporary: If no claim is filed, keep three years.
Risk Survey & Inspection Records: Records documenting surveys, inspections, and other
actions designed to identify potential hazards and liabilities to the city related to buildings,
parks, playgrounds, swimming pools, etc. Useful for preventing liability claims and for
illustrating a pattern of responsible action regarding hazards. Records may include: survey
summaries and reports, safety audit and inspection reports, correspondence, etc.
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Permanent: Keep records documenting the formation or change of policy permanently.
Semi permanent: Keep other records five years.
Safety Program Records: Records documenting the city’s program to promote a safe work
environment for its employees. Records may include: safety policies, plans and procedures,
workplace safety committee records, reports on inspections conducted by the safety officer,
evacuation rosters and reports, and related documentation and correspondence.
Semi permanent: Keep safety policies, plans and procedures five years after superseded.
Keep inspection reports, evaluations, and recommendations ten years.
Keep all other records five years.
Workers’ Compensation Claim Records: Records documenting the processing of
individual employee claims of job related injuries or illnesses, but not those describing actual
medical conditions. Records may include: claim disposition notices, claim reporting and
status forms, injury reports, determination orders, insurance premium data, hearing requests,
safety citations, inspection reports, medical status updates and reports, investigation reports,
reimbursement and payment records, and related correspondence and documentation. (SEE
ALSO Employee Medical Records in the Personnel Records section for retention of records
describing injuries and illnesses).
Semi permanent: Keep five years after claim closed or final action.
Note: Idaho Code 72-601 requires employers to keep records of work-related
injuries and illnesses and provides that failure to keep these records is a
misdemeanor. Idaho Code 72-603 requires employers to keep records of
the job classifications and wages of employees.
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Legal Records
Civil Case Files: Documentation of pending and closed cases filed by and against the city,
including complaints, summons, investigations, reports, attorney’s notes, orders and
judgments, dispositions, pleadings, mediation information and related records.
Semi permanent: Keep 10 years after case closed or dismissed, or date of last action.
Claim Files: These records contain claims for damages caused by city employees/equipment.
Semi permanent: Keep 10 years, provided there is no pending litigation.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Criminal Case Files: Records related to the prosecution of criminal cases, including
citations, police reports, driving records, tape recordings, complaints, subpoenas, motions,
judgments, and related records.
Semi permanent: Keep 10 years after case closed or dismissed, or date of last action.
Land Use Appeals: Records related to appeals of land use decisions, including staff reports,
pleadings, briefs, and related records.
Semi permanent: Keep 10 years after final decision or date of last action.
Legal Opinions: Formal and informal opinions rendered by the city attorney for the mayor,
council or city departments, examining legal questions relating to state/federal law/rules or
local ordinances/policies.
Permanent
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Library Records
Accession Records: Document the accession of all library acquisitions into the library’s
holdings. Information may include: author, title, publisher, year purchased, price, and other
related information. May include accession registers and documentation of materials de-
accessioned from the library collection.
Temporary: Keep two years.
Borrower Application Records: Includes application filled out by patrons applying for a
library card. This information is frequently computerized and is used for the checkout of
library materials, monitoring of overdue books, fines and fees, and for ongoing verification
of address and telephone number.
Temporary: Keep until materials returned and applicable fees and fines paid or until
administrative needs end or two years, whichever is greatest.
Circulation & Other Library Statistical Reports: Weekly, monthly, quarterly or annual
statistical reports on the numbers and type of library materials checked out, number of library
cards issued and totals.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi permanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
Circulation Records: Records of all library materials checked out. May be automated or
manual system, and information typically includes: item title, identification (or barcode)
number, due date, patron name, and library card number.
Temporary: Keep until items returned and late fees paid or two years, whichever is
greater.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
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Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Educational & Public Outreach Program Records: Records relating to educational and
public outreach programs, including: tours, lectures, workshops, children’s story time and
other adult and children’s events. Records may include: brochures, fliers, reports, teaching
packets, photographs, audio and video tapes, class schedules, attendance rosters,
correspondence and related records.
Permanent: Keep annual reports summarizing activities permanently.
Temporary: Keep other records three years.
Holdings Catalog: This is a catalog used by patrons to find materials in the library’s
collection. May be manual card catalog or online database. Information includes: call
number, author, title, publisher, number of copies, subject, and other pertinent information.
Temporary: Keep until superseded or obsolete or two years, whichever is greater.
Interlibrary Loan Records: These records document the lending and borrowing of library
materials through the interlibrary loan network, including interlibrary loan forms, computer
searches, related correspondence, etc. The interlibrary loan forms include: patron’s name,
address, telephone, description of material requested (author, title, publisher, etc.), date
material provided and date material was returned.
Temporary: Keep until request completed or canceled, materials returned and
applicable fees and fines paid, or two years, whichever is greater.
Library Complaints: These records document complaints received and actions taken
concerning library services, including programming and material selection policies.
Information includes: complainant’s name, address, telephone, date, explanation of
complaint, etc.
Temporary: Keep two years after resolution of complaint or final action.
Library Operation Policies: Policies concerning library operations, including materials
selection.
Permanent
Library Publications: Publications distributed to the public to advertise library services,
programs and activities, including brochures, newsletters, activities calendars, bookmobile
schedules, special events fliers, etc.
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Permanent: Keep one copy of newsletters and other publications with lasting
significance permanently.
Semi permanent: Keep other publications five years.
Master Shelf List/Inventory: Inventory of all library holdings, including volumes and titles
added or withdrawn from the collection. Typically arranged by shelf, showing title, author,
accession number, publisher, date purchased, cost and number of copies. Used as an
inventory control by library personnel.
Temporary: Keep two years.
Overdue Book Records: Lists and notices used to monitor status of overdue books and other
media, and notify patrons to return overdue materials.
Temporary: Keep until materials returned and fines collected, or debts deemed
uncollectible, or two years, whichever is greater.
Patron Requests: Requests by library patrons for materials currently checked out or to add
new materials to the library collection. Information may include: patron’s name, library card
number, address, and telephone; call number, author, and title of material requested.
Temporary: Keep two years.
Permanent Collection Records: Records documenting the accession, use, care,
maintenance, storage and disposition of objects in the library’s permanent collection, and
may also provide records of de-accession of objects no longer in the collection. Records may
include: acquisition and de-accession policies and procedures, appraisal and authenticity
records, accession and catalog paper copy and/or electronic catalog records, accession
records, de-accession records, deeds of gift and other gift/donor records, inventory and
location records, condition/conservation records, photographs of objects, collections use
records and library shelf lists and finding aids.
Permanent
Research Inquiry & Response Records: Records relating to research requests received and
responses made by library staff. Information typically includes: name of researcher, subject
of inquiry or request, reply, information sources, etc.
Temporary: Keep two years.
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Parks & Recreation Records
Activity Reports: Daily, weekly, monthly or other reports documenting the activities of
parks and recreation department employees, including: type of activity, employees/volunteers
involved, time spent on activity, work completed, etc.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi permanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
Chemical Application Records: Document the application of pesticides, herbicides and
fertilizers to city parks, golf courses and other property. Information typically includes date
used, weather conditions, application area, chemical applied, mix ratio, and coverage rate.
Temporary: Keep three years.
Note: IDAPA 02.03.03.150 requires professional pesticide and chemigation
applicators to maintain records documenting each application for three
years.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies or materials
(mulch, sand, bark, topsoil, etc.). Information usually includes date, time, amount and type
of supplies received, and related data.
Temporary: Keep two years.
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Equipment Maintenance & Repair Records: Records documenting the inspection,
maintenance, and repair of city-owned equipment, including: mowers, trailers, edgers,
blowers, aerators, office equipment, and furniture. Information often includes: description of
work completed, parts and supplies used, date of service, date of purchase, purchase price,
equipment number, make and model, and related data. (SEE ALSO Capital Asset Records in
the Administrative section).
Temporary: Keep until equipment removed from service.
Facility & Equipment Rental/Loan Records: Records documenting rental or loan of city-
owned facilities (e.g. parks, ball fields, etc.) or equipment (e.g. sports equipment, tools,
gardening implements). Records often include: applications, calendars, lists, receipts, and
related documents. Information typically includes: name, address and phone number of
renter/borrower; description of facility/equipment; date and time of reservation and signature.
Temporary: Keep three years.
Park & Facility Inspection & Maintenance Records: Document periodic inspections,
complaints, maintenance and repairs for parks, playgrounds, sidewalks, picnic tables, and
other property, equipment and facilities.
Semi permanent: Keep five years.
Park & Facility Use Permits: Permits issued to individuals or organizations for special uses
of city parks and facilities. Examples include: fun runs, bicycle races, events with more than
a specified number of participants, concerts, etc.
Temporary: Keep two years after date of event, denial, or revocation of permit.
Recreation Program Files: Records relating to city recreation programs, including: fliers,
class/activity rosters, participants, instructors, schedules, calendars, fees, advertisements, etc.
Permanent: Keep annual reports summarizing activities permanently.
Temporary: Keep other records three years.
Recreational Facility Files: Records used to maintain a record of construction and
renovation projects for each facility (parks, golf courses, swimming pools, etc.). Records
may include: correspondence, construction information, architectural drawings, contracts,
specifications, news clippings, histories of facilities, safety reports, photographs and maps.
Permanent
Registration Records: Registration records for city parks and recreation programs, classes
and events. Information includes: participant’s name, address, phone and signature of
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participant/guardian; program name and date(s); fee paid; etc. (SEE ALSO Liability Waiver
Records in the Insurance, Risk Management & Safety Section.)
Temporary: Keep three years.
Sports Team Records: Document information relating to adult/youth sports leagues,
including team rosters, participant information, sponsors, game/tournament schedules, etc.
Temporary: Keep three years.
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Payroll Records
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Deduction Authorization Records: Records documenting employee application and
authorization for voluntary payroll deductions, direct bank deposits, and related actions.
Payroll deductions are directly deposited or remitted to the authorized financial institution,
insurance company, or other agency or vendor. Records may include: insurance applications,
enrollment cards, deduction authorizations, approval notices, deduction terminations, and
related records.
Semi permanent: Keep five years after superseded, terminated, or employee separation.
Note: Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
Deduction Registers: Registers or records documenting voluntary and/or required
deductions from the gross pay of city employees. Types of deductions include: federal
income and social security taxes, state income tax, workers’ compensation, union dues,
insurance, deferred compensation, credit union, parking permit, garnishments, levies,
charitable contributions, and others. Information may include: employee name and social
security number, pay period, total deductions, net pay, check number, and related data.
Semi permanent: Keep five years after fiscal year end.
Note: Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
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Employee Time Records: Records documenting hours worked, leave hours accrued, and
leave hours taken by city employees. Information usually includes: employee name and
social security number, hours worked, type and number of leave hours taken, total hours,
dates and related data. (SEE ALSO Leave Applications in this section.)
Semi permanent: For records documenting expenditure of grant funds, see Grant Records in
this section. Keep all other records five years after fiscal year end.
Note: Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee’s last date of service.
Garnishment Records: Records documenting requests and court orders to withhold wages
from employee earnings for garnishments, tax levies, support payments, and other reasons.
Usually includes original writs of garnishment, orders to withhold, federal or state tax levies,
recapitulations of amounts withheld, and related records. Information usually includes:
employee name and social security number, name of agency ordering garnishment, amount,
name of party to whom payment is submitted, dates, and related data.
Semi permanent: Keep five years after resolution.
Note: Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
Leave Applications: Applications or requests submitted by city employees for sick,
vacation, compensatory, personal business, family and medical leave, long term leave, and
other leave time. Information usually includes: employee name, department, date, leave
dates requested, type of leave requested, and related data. (SEE ALSO Employee Time
Records in this section.)
Temporary: Keep three years.
Leave Balance Reports: Reports documenting individual city employee accrual and use of
sick, vacation, compensatory, personal business, family and medical leave, and other leave
time. Information usually includes: employee name and social security number, leave
beginning balance, leave time accrued, leave time used, ending balance, and related data.
(SEE ALSO Employee Benefits Records in the Personnel section.)
Semi permanent: Keep year-end leave balance reports 10 years after employee separation.
Keep all other records five years after fiscal year end.
Note: Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
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Payroll Administrative Reports: Reports, statistical studies, and other records designed and
used for budget preparation, projections, workload and personnel management, and research
and general reference. Often consists of recapitulation reports organizing wages, deductions,
and other data into categories such as quarter-to-date, year-to-date, fiscal year-to-date,
department, division, section, employee/employer contributions, and others.
Temporary: Keep three years after fiscal year end.
Payroll Registers: Registers or records serving the same function of documenting the
earnings, voluntary and required deductions, and withholdings of city employees.
Information usually includes employee name and social security number, hours worked, rate,
overtime, vacation value, various allowance, gross pay, federal and state withholding,
voluntary deductions, net pay, and related data.
Semi permanent: Keep year-end (or month-end, if year-end registers not used) 75 years after
fiscal year end. Keep all other payroll registers five years after fiscal year
end.
Note: Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee’s last date of service.
IDAPA 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
PERSI Records: Records relating to PERSI, including Employer Remittance Forms,
invoices, correspondence, financial adjustments, etc.
Semi permanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Unemployment Compensation Claim Records: Records documenting claims submitted by
former city employees for unemployment compensation. Usually includes: claims, notices,
reports, and related records. May also include records generated by the appeal of claim
determinations.
Temporary: Keep three years.
Unemployment Reports: Records documenting employee earnings on a quarterly basis.
Used to document costs and charges in the event of an unemployment compensation claim.
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Information includes: employee name and social security number, quarterly earnings, days
worked, totals, and other data.
Temporary: Keep three years.
Wage & Tax Statements: Annual statements documenting individual employee earnings
and withholdings for state and federal income taxes and social security tax, also known as
federal tax form W-2. Information includes: city name and tax identification number,
employee name and social security number, wages paid, amounts withheld, and related data.
(SEE ALSO Federal & State Tax Records in this section.)
Semi permanent: Keep five years.
Note: Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
Withholding Allowance Certificates: Certificates documenting the exemption status of
individual city employees, also known as W-4 forms. Information includes: employee name
and address, social security number, designation of exemption status, and signature. (SEE
ALSO Federal & State Tax Records in this section.)
Semi permanent: Keep five years after employee separation.
Note: Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
Record Retention Schedule
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Personnel Records
Affirmative Action Records: Records documenting city compliance with the Civil Rights
Act of 1964, the Equal Employment Opportunity Act of 1972 and the Americans with
Disabilities Act. Records include: plans, updates, policy statements, reports, investigations,
case files, complaints and related information. Also includes EEO-4 reports submitted to the
Equal Employment Opportunity Commission (EEOC) documenting compliance with EEOC
requirements by cities with 15 or more employees.
Permanent: Keep plans, updates and policy statements permanently.
Semi permanent: Keep EEO-4 reports and all other records five years.
Benefits Continuation Records: Records documenting notice to employees, spouses and
dependents informing them of their rights to continue insurance coverage after termination or
during disability or family leave and whether coverage was elected or rejected. Continuation
may be under COBRA or another provision. Notice is also sent to a third party administrator
who administers the extended coverage. Records may be filed with the Employee Benefits
Records or Employee Personnel Records.
Semi permanent: Keep three years after employee separation or eligibility expired or five
years, whichever is longer.
Note: No retention period specified in 26 CFR Part 54.
Collective Bargaining Records: Records documenting negotiations between the city and
employee representatives, including contracts, reports, negotiation notes, letters of
agreement, arbitration findings, cost analyses, minutes, tape recordings, etc.
Semi permanent: Keep contracts and minutes 75 years after contract expires. Keep other
records six years after contract expires.
Note: Federal regulation (29 CFR 516.5) requires certain employment contracts
and collective bargaining agreements to be kept three years after their last
effective date.
Conferences, Seminars & Workshops: Records documenting attendance and presentations
by city employees at conventions, conferences, seminars, workshops, and similar events,
including staff reports, instructional materials, related correspondence, etc. (SEE ALSO
Employee Travel Records in the Accounting, Budget, Finance & Payroll section.)
Semi permanent: Keep presentations by city employees five years.
Temporary: Keep all other records two years.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
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information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Employee Benefits Records: Records relating to city employee benefit information such as:
selection of insurance plans, retirement, pension and disability plans, deferred compensation
plans, and other benefit information. Records may include, but are not limited to: plan
selection and application forms, enrollment records, contribution and deduction summaries,
personal data records, authorizations, beneficiary information, year-end leave balance
reports, notices of disability payment made, and related documentation. Generally filed with
Employee Personnel Records.
Semi permanent: Keep year-end leave balance reports and official copy of retirement
enrollment records 75 years after date of hire. Keep other records five
years after employee separation or eligibility expired.
Note: Numerous federal regulations provide retention periods for these records:
29 CFR 1627.3 (Age Discrimination) requires employee benefit plans
such as pension and insurance plans to be kept for the full period the plan
or system is in effect, and for at least one year after its termination.
Payroll, recruitment and selection, personnel, and employee benefits
records must also be kept at least one year from the date of the personnel
action to which the records relate, with the exception of records required
for an enforcement action, which must be kept until the action’s final
disposition.
29 CFR 1602.14 (Recordkeeping & Reporting Under Title VII & ADA)
requires personnel, compensation and benefits records to be kept at least
one year from the date of making the record or the personnel action
involved, whichever is later, except in the case of involuntarily terminated
employees, which must be kept at least one year from the date of
termination. When a charge of discrimination or action is filed, records
must be kept until final disposition of the case.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee’s last date of service.
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IDAPA 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
Employee Medical Records: Document an individual employee’s work-related medical
history. These records are not personnel records and must be kept in a separate location from
employee personnel records as required by the Americans with Disabilities Act. Records
may include, but are not limited to: medical exam records (pre-employment, pre-assignment,
periodic or episodic), X-rays, records of significant health or disability limitations related to
job assignments, documentation of work-related injuries or illnesses, hearing test records,
hazard exposure records, first-aid incident records, physician statements, release consent
forms and related correspondence.
Semi permanent: Keep hazard exposure records 30 years after separation. Keep other
records five years after separation or completion of litigation, whichever is
longer.
Note: Idaho Code 72-601 requires employers to keep records of work-related
injuries and illnesses and provides that failure to keep these records is a
misdemeanor. Failure to keep these records is a misdemeanor.
Employee Personnel Records: Document an employee’s work history. Records may
include, but are not limited to: employment applications, notices of appointment, training and
certification records, records of health limitations, drug testing, salary schedules, personnel
actions, performance evaluations, awards and other special recognition, letters of
recommendation, investigation information, disciplinary action, notices of layoff, letters of
resignation, home address and telephone, emergency notification forms, oaths of office,
grievance and complaint records, and related correspondence and documentation. (SEE
ALSO Employee Benefits Records, Employee Medical Records, Recruitment & Selection
Records, and Volunteer Worker Records in this section.)
Semi permanent: Keep ten years after separation.
Note: Numerous regulations provide retention periods for these records:
29 CFR 1602.14 (Recordkeeping & Reporting Under Title VII & ADA)
requires personnel, compensation and benefits records to be kept at least
one year from the date of making the record or the personnel action
involved, whichever is later, except in the case of involuntarily terminated
employees, which must be kept at least one year from the date of
termination. When a charge of discrimination or action is filed, records
must be kept until final disposition of the case.
29 CFR 1602.31 (Recordkeeping & Reporting for Civil Rights Act &
Americans with Disabilities Act) requires these records be kept at least
two years from the date of the making of the record or the personnel action
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50
involved, whichever occurs later. Where a charge of discrimination has
been filed, or an action brought by the Attorney General against a political
jurisdiction under title VII or the ADA, the city is required to preserve all
personnel records relevant to the charge/action until final disposition of
the charge/action.
29 CFR 1620.32 (Equal Pay Act) requires personnel, recruitment and
selection records, payroll and collective bargaining/contract records to be
kept at least two years.
49 CFR 382.401 (Drug Testing for Holders of Commercial Driver’s
Licenses) provides various retention requirements for drug testing records.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee’s last date of service.
IDAPA 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
Employment Eligibility Verification Forms (I-9): Document to the U.S. Immigration and
Naturalization Service that an applicant or employee is eligible to work in the United States.
Information includes: employee information and verification data such as citizenship or alien
status and signature, and employer review and verification data such as documents, which
establish identity and eligibility, and employer’s signature certifying that documents were
checked. This category includes forms completed for all new hires, as well as superseded or
previous forms completed on rehires.
Semi permanent: Keep five years after separation.
Note: Federal regulations (8 CFR 274a.2) require these records be kept three
years after the date of hiring or one year after the individual’s employment
is terminated, whichever is later.
Hazard Exposure Records: Emergency response employees exhibiting signs or symptoms
possibly resulting from exposure to hazardous substances are required to be provided medical
examination and consultation. Records include: employee’s name and social security
number; physician’s written opinion, recommended limitations; results of examinations and
tests; employee medical complaints related to hazardous substance exposure; description of
employee’s duties as they relate to exposure; the employee’s exposure levels or anticipated
exposure levels; description of protective equipment used; and information from previous
medical examinations of the employee which is not readily available to the physician and
other information. (SEE ALSO Employee Medical Records in this section.)
Semi permanent: Keep 30 years after separation.
Key & Keycard Records: Document the issuance of keys/keycards to city staff for entrance
to city buildings.
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Temporary: Keep two years.
Oaths of Office: Signed oaths of elected officials swearing to uphold the federal and state
constitutions and laws of the city.
Permanent
Photo Identification Records: Photographs and other records used to identify city
employees, private security personnel, contract workers and others. May include
photographs taken for city identification cards, driver’s license photographs, and information
such as name, date of birth, physical description, identification number, driver’s license
number, and other data.
Temporary: Keep two years or until superseded, obsolete or administrative needs end,
whichever is greater.
Position Description, Classification & Compensation Records: Records documenting the
description, classification and compensation of city jobs and positions. Usually includes
details of duties and responsibilities of each position, time percentage breakdowns of tasks,
skills and abilities needed for each position, and related records documenting the
development, modification or redefinition of each job or position. Records often include:
reports, position descriptions, position evaluations, salary & benefits studies, job analyses,
interview data, selection criteria, authorizations, agreements and related records.
Temporary: Keep three years after superseded, obsolete or administrative needs end.
Note: 29 CFR 1602.31 (Recordkeeping & Reporting for Civil Rights Act &
Americans with Disabilities Act) requires these records be kept at least
two years from the date of the making of the record or the personnel action
involved, whichever occurs later. Where a charge of discrimination has
been filed, or an action brought by the Attorney General against a political
jurisdiction under title VII or the ADA, the city is required to preserve all
personnel records relevant to the charge/action until final disposition of
the charge/action.
29 CFR 1620.32 (Equal Pay Act) requires personnel, recruitment and
selection records, payroll and collective bargaining/contract records to be
kept at least two years.
29 CFR 1627.3 (Age Discrimination) requires payroll, recruitment and
selection, personnel, and employee benefits records to be kept at least one
year from the date of the personnel action to which the records relate, with
the exception of records required for an enforcement action, which must
be kept until the action’s final disposition.
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Professional Membership Records: Records documenting city-paid individual
memberships and activities in professional organizations (i.e. Idaho City Clerks, Treasurers
& Finance Officers Association, Association of Public Treasurers, etc.).
Semi permanent: Keep five years.
Recruitment & Selection Records: Document the recruitment and selection of city
employees, and contracted service providers such as attorneys, auditors, consultants, etc.
Records may include, but are not limited to: job announcements and descriptions, applicant
lists, applications and resumes, position advertisement records, civil service and other
examination records, classification specifications, affirmative action records, interview
questions, interview and application scoring notes, applicant background investigation
information, polygraph test results, letters of reference, civil service records, position
authorization forms, certification of eligibles, recruitment summary records (job
announcement, position description, documentation relating to the announcement and test,
and test items and rating levels), and related correspondence and documentation. (SEE
ALSO Employee Personnel Records and Employment Eligibility Verification Forms (I-9) in
this section.)
Semi permanent: Keep announcement records, position description, and test and rating
records 10 years.
Keep unsuccessful applications and all other records five years after
position filled or recruitment canceled.
Note: 29 CFR 1602.14 (Recordkeeping & Reporting Under Title VII & ADA)
requires recruitment and selection, personnel, compensation and benefits
records to be kept at least one year from the date of making the record or
the personnel action involved, whichever is later, except in the case of
involuntarily terminated employees, which must be kept at least one year
from the date of termination. When a charge of discrimination or action is
filed, records must be kept until final disposition of the case.
29 CFR 1602.31 (Recordkeeping & Reporting for Civil Rights Act &
Americans with Disabilities Act) requires these records be kept at least
two years from the date of the making of the record or the personnel action
involved, whichever occurs later. Where a charge of discrimination has
been filed, or an action brought by the Attorney General against a political
jurisdiction under title VII or the ADA, the city is required to preserve all
personnel records relevant to the charge/action until final disposition of
the charge/action.
29 CFR 1620.32 (Equal Pay Act) requires personnel, recruitment and
selection records, payroll and collective bargaining/contract records to be
kept at least two years.
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29 CFR 1627.3 (Age Discrimination) requires payroll, recruitment and
selection, personnel, and employee benefits records to be kept at least one
year from the date of the personnel action to which the records relate, with
the exception of records required for an enforcement action, which must
be kept until the action’s final disposition.
Training Program Records: Records related to the design and implementation of training
programs provided to employees by the city. May include class descriptions, instructor
certifications, planning documentation, instructional materials, course outlines, class
enrollment and attendance records, and related records. (SEE ALSO Employee Personnel
Records for training records related to individual employees.)
Semi permanent: Keep significant program records five years.
Temporary: Keep two years.
Volunteer Program Records: Records documenting the activities and administration of
volunteer programs in the city. May include volunteer hours statistics, volunteer program
publicity records, insurance information, inactive volunteer files, and related records. For
records related to individual volunteers, see Volunteer Worker Records in this section.
Semi permanent: Keep five years.
Volunteer Worker Records: Records documenting work performed for the city by citizens
without compensation for their services. May include agreements, applications, skills test
results, training documentation, task assignment and monitoring records, etc.
Semi permanent: Keep five years after separation.
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Police & Law Enforcement Records
Accident Reports: Document traffic accidents investigated by the police department. These
reports typically include complete information on all cars and drivers involved in the
accident, accident location, damage, cause of accident, date and time, accident diagram,
description and weather conditions.
Temporary: Keep three years.
Activity Reports: Individual officer, shift, and other activity reports usually filed on a daily,
weekly, or monthly basis. Useful for reference, performance monitoring, compiling annual
reports, planning and budgeting, and for briefing subsequent shifts or activities. Applies to
various duties, including dispatch, investigations, and patrol. Information usually includes:
name, shift, date, activities, and various statistical categories for tracking the number of
arrests, phone calls, mileage, etc. Also includes monthly and annual law enforcement or
uniform crime reports summarizing statistics on criminal activity and office operations.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi permanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
Animal Control Records: Records documenting animal control activities, often including:
reports, logs, lists, cards, receipts, and related records. Subjects may include: lost and found
animals, animals running at-large, dog bite reports, animals turned over to county animal
control programs or humane society programs, etc.
Temporary: Keep three years.
Arrest Warrant Records: Records relating to arrest warrants and documenting the status of
warrants as served, un-served or recalled by the court. Records may also include detainer
requests, informational documents related to the wanted person, teletypes, and other records
relevant to the service of warrants. Warrant information includes: date, court, judge’s name,
individual’s name and date of birth, charge, etc.
Temporary: Keep three years.
Booking Records: Record of all persons arrested and booked by the police department.
Information includes: case number, name, race, sex, date of birth, docket number, age,
height, weight, hair, eyes, social security number, visible scars and marks, NCIC
identification number, address, phone number, aliases, drivers license number, occupation,
next of kin and address, booking officer’s name, current date, charge information, medical
information, release date, time and arresting officer.
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Permanent: Keep homicide and felony booking records permanently.
Semi permanent: Keep misdemeanor booking records five years.
Bulletins from Other Agencies: Records including bulletins, circulars, and related records
received from federal, state and local law enforcement agencies. Usually contains
descriptions and photographs of fugitives, missing persons, stolen property, etc.
Temporary: Keep all records relied upon for police action three years.
Civil Enforcement Case Files: Records relating to actions taken on a specific civil case.
Information may include: attempts at service, actual service information, and documentation
of enforcement actions taken under the provisions of the order.
Temporary: Keep three years after action completed.
Community Service Programs: Records relating to police community service programs,
including: DARE, Neighborhood Watch, youth activities, etc. Records may include:
publications, mailing lists, plans, evaluations, notes, reports, lesson plans and outlines, etc.
Permanent: Keep annual reports summarizing activities permanently.
Temporary: Keep other records three years.
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Crime Analysis Files: Records documenting police efforts to anticipate, prevent, or monitor
criminal activity. May include reports, statistical summaries, photographs, audio/videotape,
etc. Subjects often include: crime patterns or modes of operation, analysis of particular
crimes, criminal profiles, forecasts, movements of known offenders, alerts from other
agencies, etc.
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Permanent: Keep records relating to homicides permanently.
Semi permanent: Keep records relating to major investigations 10 years after case closed.
Temporary: Keep all other records two years.
Crime Prevention Security Survey Records: Records documenting citizen-requested
officer surveys of homes and businesses and subsequent recommendations for improving
security. Information usually includes: areas vulnerable to break-ins, blocked exits,
landscaping that can hide crime, etc. Information is typically compiled in a report that is sent
to the property owner/renter.
Temporary: Keep three years.
Crime Prevention Vacation House Inspection Records: Records documenting inspection
of homes and other properties while the occupants are away. Information typically includes:
name, address, date received, vacation beginning and ending dates, emergency contact
information, special conditions, dates and times officers checked the house or property, etc.
Temporary: Keep three years.
Criminal Arrest History Records: Records documenting information on the accumulated
criminal arrest history of individuals which may be useful in current or future investigations.
Records may include: summary sheets or cards, arrest reports, fingerprint cards, mug shots,
and related records. Information typically includes: name, aliases, residence, sex, age, date
and place of birth, height, weight, hair and eye color, race, scars, marks, tattoos,
abnormalities, date of arrest, offense committed, habits, closest relatives or friends, etc.
Permanent: Keep records relating to homicides or felonies permanently.
Semi permanent: Keep records relating to misdemeanors five years.
Criminal History Dissemination Records: Records documenting the dissemination of
criminal histories and other law enforcement information to other agencies or criminal
information systems. May include teletype and computer message logs. Information
includes: date of release, subject of information, recipient of information, reason information
was requested, and identification numbers.
Temporary: Keep three years.
Detoxification Confinement Logs: Logs listing names of intoxicated individuals held and
released when sober. Includes dates and times confined and released, name of individual and
related information.
Temporary: Keep three years.
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Equipment Issued Records: These records document equipment issued to police
department personnel, including: handcuffs, keys, uniforms, badges, bulletproof vests, and
weapons (specifying the make, model, serial number and caliber).
Temporary: Keep three years after employee separation.
Expunged or Sealed Records: Records documenting the arrest and/or conviction of a
person who petitions and is granted by the court an order sealing records. Also applies to
juvenile records.
Permanent
Field Interrogation Reports: Informational reports written by police officers relating to
individuals, events or vehicles for which the officer does not have probable cause for
enforcement. Typically includes: name and address of person contacted, physical description
of person or vehicle, officer’s name, location of contact, date and time, witnesses, reason for
contact, etc.
Temporary: Keep three years.
Fingerprint Cards: Cards containing fingerprints, palm prints, and other personal identifiers
of arrested individuals. Used for identification and apprehension of suspects in criminal
investigations. The cards also contain information necessary to identify the individual,
including: fingerprint classification number, name, address, date of birth, date of arrest,
social security number, photograph, occupation, employer, etc.
Permanent: Keep records relating to homicides or felonies permanently.
Semi permanent: Keep records relating to misdemeanors five years.
Fingerprint Cards (Latent): Cards containing latent fingerprints and palm prints found at
crime scenes without identification of suspects. These are compared against cards on file at
the agency. Usually contains information related to the crime, location, date and time, and
other details of the case.
Permanent: Keep records relating to homicides or felonies permanently.
Semi permanent: Keep records relating to misdemeanors five years.
Firearm Disposal Records: These files contain records of firearms that have been disposed
of through sale, trade or destruction. They include the manufacturer’s name, serial number,
model, caliber, disposal method, disposal date, name of business purchasing firearm, and bid.
Permanent
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Handgun Dealers Sales Records: Records documenting purchases of handguns from
dealers. May include duplicate register sheets mailed by the dealer to the police department
and triplicate register sheets mailed by the dealer to the State Police for criminal records
checks and then forwarded to the city police department. Information includes: series
number, sheet number, sales person, date and time, city, make, serial number, caliber, name
of purchaser, date of birth, address, height, occupation, race, eye and hair color, local address
(if traveling) and signatures of purchaser and salesperson.
Semi permanent: Keep 50 years.
Indemnity Bonds: Copies of insurance bonds issued to indemnify the police department
against claims of wrongful actions in civil seizure cases.
Semi permanent: Keep five years after seizure completed and a return has been made to the
court of issuance.
Impounded & Abandoned Vehicle Records: Records documenting vehicles impounded by
police due to accidents, abandonment, recovered stolen vehicles, vehicles used in
commission of crimes, etc. May include reports, notifications, information cards or sheets,
receipts, etc. Information typically includes: make, model, year, color, identification number,
tag number, condition of vehicle and contents, reason for impounding, location of
impoundment, charge (if any), towing company used, release conditions, and name and
address of individual to whom the vehicle was released.
Temporary: Keep records not included in case files three years after disposition of
vehicle.
Incident Case File Index: Indexes to incident case files used as cross references between
case numbers, names, dates, modus operandi, and other descriptive information.
Permanent
Incident Case Files: Central case files documenting complaints or other actions or incidents
investigated by the police department. Usually filed by case number. Records may include
investigative reports, fingerprint cards, arrest reports, supplemental reports, photographs,
correspondence, teletypes, court orders, court dispositions, officer notes, laboratory reports,
drug/alcohol test records, physical force records, citizen arrest certificates, copies of
warrants, search warrants, booking sheets, property/evidence reports, custody reports, and
other related documents. Information typically includes: suspect information, alleged
activity, location, date, validity of source information and other data.
Permanent: Keep records relating to felonies and unsolved crimes where DNA was
collected permanently.
Semi permanent: Keep records relating to misdemeanors five years.
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Semi permanent: Keep protective custody files until the minor turns 18 or is emancipated.
Temporary: Keep two years.
Informant Case Files: Records documenting information about informants used by
department personnel. Records typically include: reports, correspondence, payment records,
fingerprint cards, signature cards, letters of understanding on informant activities, and related
records.
Temporary: Keep three years.
Internal Investigations Case Files: Records documenting investigations of police
department personnel for violations of laws, rules or policies and may include findings and
dispositions of investigations. Records often include: complaints, correspondence,
investigatory reports, interviews, hearing summaries, testimony, etc. Information usually
includes: the name of the officer investigated, reason, location of violation, date,
accomplices’ names and addresses, witnesses’ names and addresses, action taken, etc.
Semi permanent: Keep 10 years after employee separation.
Juvenile Temporary Custody Records: Records documenting youths taken into temporary
custody by the department. The action is not considered an arrest. Information typically
includes: name, age and address of the youth; name and address of the person having legal or
physical custody of the youth; reasons for and circumstances under which the youth was
taken into temporary custody; and related information.
Temporary: Keep three years.
Lost & Found Property Records: Records documenting city receipt and maintenance of
lost and found or abandoned property such as money, bicycles and other items not related to
a crime. Includes: receipts, inventory lists, disposition information, etc. (SEE ALSO
Property & Evidence Control & Disposition Records for records documenting property
related to or held as evidence to an alleged crime. SEE ALSO Impounded & Abandoned
Vehicle Records for records on abandoned vehicles.)
Temporary: Keep three years.
Maps: Maps and related records maintained for reference and for tracking various trends.
Examples include: Neighborhood Watch Program maps, street number location maps and
books, parking meter maps, and maps plotting reported crimes in a given area.
Temporary: Keep two years.
Master Name Index Records: Records documenting information on each individual who
has been field interrogated or arrested, suspects or accomplices in crimes, victims,
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complainants, and witnesses to incidents. Information typically includes: name, address, date
of birth, race, sex, date and time of incident or contact, incident number, and related data.
Permanent
Mug Shots: Photographs and negatives of arrested individuals used for identification and
apprehension of suspects in criminal investigations. The photograph is stamped with the case
number or a department number and the date the picture was taken.
Permanent: Keep records relating to homicides or felonies permanently.
Semi permanent: Keep records relating to misdemeanors five years.
National Crime Information Center (NCIC) Records: NCIC is a computerized database
of criminal justice information available to federal, state and local law enforcement agencies.
NCIC includes information on: wanted persons, individuals charged with serious/significant
offenses, missing persons, gang members, etc. Categories of records in the system cover
stolen vehicles, guns and articles, and wanted persons.
Temporary: Keep two years if not part of case file.
Neighborhood Dispute Resolution Records: Records documenting the city’s dispute
resolution program to handle complaints by citizens about disputes with neighbors or
merchants. Typical cases may cover: animal control, landlord/tenant issues, noise,
harassment, property disputes, business/consumer issues, etc. Records may include:
evaluation and intake records, service referrals, resolution agreements, and follow-up
surveys. Information may include: name, phone number and address of person filing
complaint; case number; date of activity; narration of request/complaint; name and address of
offender; action taken; and other information.
Semi permanent: Keep case records five years after last action.
Temporary: Keep other records three years.
Officer Notes: Notes written by officers during the course of a shift containing information
which may or may not be included in an official report. Information may pertain to contacts,
incidents, unusual circumstances, and other subjects. Notes are often used for writing reports
and testifying in court. Information typically includes: names, dates, times, vehicles,
activities, locations and related information.
Permanent: Keep records relating to homicides or felonies permanently.
Semi permanent: Keep all other records five years.
Parade Applications: Applications and other records relating to parades on city streets,
including: fees, insurance requirements, alternative routes for emergency vehicles, etc.
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Temporary: Keep three years.
Parking & Traffic Warnings & Citations: Police department copies of citations and
records documenting warnings issued for traffic, motor vehicle and parking offenses.
Information includes: date and time; name and address; date of birth, sex, and occupation;
license number and state; year, make and model of vehicle; location and type of violation;
name of officer issuing citation; etc.
Temporary: Keep citation records three years.
Temporary: Keep warning records until superseded, obsolete or administrative needs
end or two years, whichever is greater.
Pawnbroker & Secondhand Dealer Reports: Reports submitted to the police department
documenting merchandise bought and sold by dealers. Useful in tracing stolen items.
Information includes: name, address, identification, personal description of pledgor, date,
dealer’s name, and description of article.
Temporary: Keep three years.
Peer Court Records: Records documenting the city’s peer court program where youths who
have committed certain first time offenses (typically status offenses, i.e. underage drinking)
are judged by a court of their peers and typically sentenced to community service. Records
may include: policy and procedure manuals, guidelines and instructions, agreements with
juvenile and parents, verdict and terms of community service.
Semi permanent: Keep case records five years after final disposition of case or youth
reaches age of majority, whichever is longer.
Temporary: Keep records not classified as semi permanent two years.
Photo Identification Records: Photographs and other records used to identify agency
employees, private security personnel, contract workers and others. May include
photographs taken for agency identification cards, driver’s license photographs, and
information such as name, date of birth, physical description, identification number, driver’s
license number, and other data.
Temporary: Keep two years or until superseded, obsolete or administrative needs end,
whichever is greater.
Polygraph Records: Records documenting polygraph tests given to criminal suspects, for
internal investigations and other purposes. Includes pre-examination records, questions,
statements of consent, analysis reports, results charts, conclusions, interviewee statements,
and related information. (SEE ALSO Recruitment & Selection Records in the Personnel
section for records relating to prospective employees.)
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Permanent: Keep records relating homicides or felonies permanently.
Semi permanent: Keep records relating to employees thirty years. Keep all other records
five years.
Property & Evidence Control & Disposition Records: Records used to track property and
evidence coming into police department possession. Documents receipt, storage, and
disposition of personal property and physical evidence from defendants, victims, etc. May
include evidence photographs documenting crime scenes, accidents, and other incidents.
Records often include: receipt forms, evidence logs (showing chain of possession of
evidence), property reports, destruction lists, property consignment sheets, seized firearm
logs, homicide evidence inventories, etc. Information usually includes case number, tag
number, date and time, property or evidence description, storage location, release date, etc.
Often filed with Incident Case Files. (SEE ALSO Lost & Found Property Records in this
section for property not related to an alleged crime.)
Semi permanent: Keep records relating to crimes with no statute of limitations 75 years
after case closed. Keep records relating to felonies one year after statute
of limitations expires.
Temporary: Keep records relating to all other cases two years after statute of
limitations expires.
Property Registration Records: Records documenting registration of property for
identification in case of theft, loss or burglary. Property includes, but is not limited to:
bicycles, televisions, cameras, stereos and guns. Information typically includes: name and
contact information of owner, description of property, serial number, etc.
Temporary: Keep until registration expired, superseded or obsolete, or two years,
whichever is greater.
Property Sales Records: Documents sale and conveyance of real and personal property by
the police department. Records may include: certificates of levy, notices of sale, publication
proofs, mailing receipts, copy of judgment and execution, certificate of sale, return of
service, and copy of deed issued.
Semi permanent: Keep seven years.
Radar Equipment Certification & Maintenance Records: Records documenting the
calibration and maintenance of radar equipment that may be useful in documenting the
accuracy of the readings. Often includes original factory certification of calibration.
Information relating to maintenance and repair may include: a description of work
completed, parts used, date of service, equipment number, make, model, etc.
Temporary: Keep three years after equipment replaced.
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Speed Zone Records: Records documenting the establishment and review of speed zones in
the city, including reports, photographs, proposals, orders, maps, accident summaries, and
related documents. Considerations include pedestrian and bicycle movements,
environmental impact, adjacent land use, and other factors.
Temporary: Keep two years after superseded.
Teletype, Fax & Electronic Messages: Incoming and outgoing teletype, fax or electronic
messages concerning a variety of subjects, including: incidents, meetings, arrests, warrant
confirmation, etc. Information typically includes: date, time, originating agency, and text.
These are messages not warranting inclusion in Incident Case Files or other classifications of
records.
Temporary: Keep until superseded, obsolete or administrative needs end or two years,
whichever is greater.
Traffic Research & Accident Analysis Records: Records documenting the study of traffic
patterns, speed, direction, and accidents in the city. Records may include various statistical
data such as: machine or manual traffic counts; information on vehicles, bicycles, and
pedestrians; types of accidents; complicated intersections; bridges; pedestrians; city
streets/state highways; and other factors.
Semi permanent: Keep reports and summaries 10 years. Keep all other records five years.
Videotapes: Videotapes documenting traffic stops and arrests, as well as surveillance videos
of city facilities (including police facilities, airport, etc.).
Temporary: Keep tapes used as evidence three years after case reaches final
disposition. Keep tapes used for internal investigations three years after
investigation ends.
Temporary: Keep all other tapes two years.
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Public Works & Engineering Records
Administrative
Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media. E-mail correspondence and attachments that relate to a certain subject should be
retained based on that subject’s retention schedule.
Permanent: Policy/program correspondence is permanent.
Semi permanent: Keep general administrative correspondence for five years.
Temporary: Keep temporary correspondence two years.
Engineering
Engineering Project Technical Records: Records related to the planning, design, and
construction of various city projects, including, but not limited to: streets, sidewalks, traffic
lights, streetlights, bikeways, water and wastewater facilities, buildings, etc. May be useful
for litigation, reference, or budget planning. Records often include: impact statements,
feasibility studies, plans, amendments, field test and laboratory reports, inspector reports,
change orders, status reports, and related records. (SEE ALSO Maps, Plans, Drawings &
Photos in this section and Purchasing & Quality-Based Selection Records in the
Administrative section.)
Semi permanent: Keep records of project cost three years after disposal or replacement of
facility, structure, or system. Keep all other records 10 years after
substantial completion.
General
Activity Reports: Daily, weekly, monthly or other reports documenting the activities of
public works department employees, including: type of activity, employees involved, time
spent on activity, work completed, equipment and fuel used, etc.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi permanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
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Benchmark Records: Benchmarks placed by the city or the U.S. Geological Survey to
denote elevations above sea level. Records may include books, maps, cards, and other
documents. Information includes: location, monument number, elevation, description, and
related data. Usually filed numerically by benchmark number.
Permanent
Equipment Maintenance & Repair Records: Records documenting the inspection,
maintenance, and repair of city-owned equipment not listed elsewhere in this section.
Examples include, but are not limited to: generators, sewage lift pumps, water pumps, office
equipment, and furniture. Records may include summaries, reports, and similar records
usually compiled from daily work records on a monthly or quarterly basis. Information often
includes: description of work completed, parts and supplies used, date of service, date of
purchase, purchase price, equipment number, make and model, and related data. (SEE
ALSO Capital Asset Records in Administrative section.)
Semi permanent: Keep until equipment removed from service, or five years, whichever is
greater.
Facilities & Grounds Maintenance & Repair Records: Records of all minor maintenance
and repairs to buildings and grounds owned or leased by the city. Used to verify that repairs
were made. May include summaries, logs, reports, and similar records usually compiled
from daily work records on a monthly or quarterly basis. Information often includes
location, narrative of work completed, materials used, personnel completing work,
authorization, dates of activities, and related data.
Semi permanent: Keep records requiring engineering stamps 2 years after life of structure.
Keep all other records five years.
Maintenance Request/Complaint Records: Records documenting complaints or requests
concerning a variety of maintenance responsibilities carried out by the public works
department. Examples include, but are not limited to: brushing and limbing; road grading,
rocking, sealing, patching, and marking; traffic signals and signs; city-owned buildings and
equipment; streetlights; and water and sewer system problems. Information often includes:
name, phone number, and address of person making request/complaint; narration of
request/complaint; name of person responding to request/complaint; dates of related
activities; resolution of request/complaint; and other data.
Temporary: Keep two years after last action.
Maps, Plans, Drawings & Photos: Maps, plans, drawings, and photos created by or for the
city. These include various types of maps such as system schematic, as-built, topographic,
planemetric, orthophoto, resource, and others. System schematic maps represent locational
and other information about major systems such as water and sewer. Other maps are derived
from aerial photographs and represent physical features such as building footprints, edge of
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pavement, and contours. This category also includes as-built plans, drawings, and details
documenting city engineering and construction projects.
Permanent: Keep maps, plans, drawings, and photos permanently (with the exception
of copies obtained from other agencies).
Temporary: Copies of maps, plans, drawings, and photos obtained from federal, state,
county or other agencies may be destroyed when superseded, obsolete or
administrative needs end or two years, whichever is greater.
Master Plan Records: Document the present and projected needs of the city for water,
sewer, storm drainage, streets, bike paths, and other systems. Often includes an
implementation schedule for construction. Records often include: plans, reports, evaluations,
cost analyses, drawings, and related documents. Subjects may include: rates, inventory
evaluations, system rehabilitation or replacement, distribution of services, etc.
Permanent
Right-of-Way Permit Records: Permits issued for private use or construction on public
rights-of-way such as streets, sidewalks, and adjacent land. Examples of activities may
include digging in right-of-way for water/sewer service connection, undergrounding utilities,
installing driveway & culvert. Information can include owner’s name, address, and phone
number; contractor’s name, address, and phone number; location and description of activity;
permit conditions; fee amount; date; signatures; approval signature; warranty inspection date
and signature; and related data.
Semi permanent: Keep construction-related records 10 years after substantial completion of
project.
Temporary: Keep other records two years after permit expiration, revocation, or
discontinuance of use.
Survey Field Records: Detailed field notes and other records related to surveys for
boundary location or construction, including notes on traverses, right-of-way location,
construction (including levels, cuts, and grades), sketches related to the survey, and other
information.
Permanent: Keep general surveys and right-of-way location records permanently.
Semi permanent: Keep other records 10 years after substantial completion of project.
Temporary Access/Construction Easement Records: Records documenting temporary
easements allowing entrance and work on property or streets not owned by the easement
holder. Permits usually apply to city crews and utility workers. Information can include:
applicant name, address, and phone number; contractor name and license number; utility
involved; location; description of work; security deposit; surface restoration material used;
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signature; date; comments; permit number; and related data. (SEE ALSO Right-of-Way
Permit Records in this section and Easement Records in the Administrative section.)
Temporary: Keep two years after expiration of easement.
Utility Installation & Connection Records: Records documenting installation of city utility
systems or the connection of specific properties to city water, sewer, power, or similar
systems. Does not apply to temporary stoppages or disconnections service. May include
applications, permits, and similar records. Information often includes: applicant’s name and
address, permit number, fee charged, service level, type of structure, pipe size, meter size and
number, and related data.
Temporary: Keep two years after physical disconnection.
Utility Line Location Request Records: Records documenting requests and city action to
locate underground lines in the vicinity of a construction site. Information often includes:
name of person requesting location; planned and actual date and time of location; notations
of water, sewer, storm drains, and other line locations; name and signature of person locating
lines; and related data.
Temporary: Keep two years, or until project is complete, whichever is greater.
Utility Meter Installation, Location, Maintenance, & Repair Records: Records
documenting the installation, location, maintenance, testing, calibration and repair of city
operated water and power meters. May include logs, summaries, and similar records usually
compiled from daily work records on a monthly or quarterly basis. Information often
includes: address, narrative of work completed, personnel completing work, dates, and
related data.
Semi permanent: Keep two years after meter removed from service.
Streets, Streetlights & Bridges
Bridge & Culvert Maintenance & Repair Records: Records documenting maintenance
and repairs on city bridges and culverts, including pedestrian and bicycle bridges. May
include summaries, reports, logs, and related records usually compiled from daily work
records on a monthly or quarterly basis. Information often includes: location, narrative of
work completed, materials used, personnel completing work, authorization, dates of
activities, and related data. (SEE ALSO Activity Reports in this section.)
Semi permanent: Keep records with engineering stamps documenting structural
maintenance or repairs two years after bridge/culvert permanently
removed from service. Keep all other records five years.
Bridge Inspection Records: Records related to bridge inspections required by the U.S.
Department of Transportation (23 CFR 650.305). Inspections generally are done every two
years. Records may include reports prepared in accordance with federal standards,
photographs, correspondence and related documents.
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Semi permanent: Keep two years after bridge removed from service.
Crosswalk Records: Records documenting the location and use of crosswalks in the city.
Useful in determining the need for and placement of existing and proposed crosswalks. May
include striping records, reports, maps, studies, and related records.
Temporary: Keep two years after superseded or obsolete.
Street & Road Condition Inventory: Records documenting the condition of city streets,
roads, curbs, shoulders, sidewalks, bikeways, alleys, etc. Useful for reference and planning.
Information can include street or road name and location; year surveyed, constructed, and
surfaced; bed and surface type; surface size; condition; and other data.
Semi permanent: Keep five years.
Street Banner Records: Records documenting proposals for and installations of banners on
city streets, often in relation to civic events or celebrations. Records may include: plans,
maps, proposals, reports, applications, and other documents. Applications usually include:
applicant’s name, address, and phone number; organization name; banner message; display
period requested; signature of city official approving permit; and related information.
Temporary: Keep two years.
Streetlight Inventory, Maintenance & Repair Records: Records documenting inventory,
maintenance and repairs of city streetlights. May include reports, summaries, and similar
records usually compiled from daily work records on a monthly or quarterly basis.
Information often includes: location, pole numbers, maps, types of lights, dates of purchase
and installation, narratives of repair work completed, equipment repaired or replaced,
supplies used, personnel completing work, authorization, dates of activities, and related data.
(SEE ALSO Activity Records in this section.)
Temporary: Keep three years.
Streetlight Request & Survey Records: Records documenting requests by citizens for the
installation of streetlights, as well as city surveys to assess need and feasibility. Often
includes request forms, correspondence, surveys, reports, and related records.
Temporary: Keep two years after last action.
Street Maintenance & Repair Records: Records documenting maintenance and repairs of
city-owned streets and sidewalks. May include reports, summaries, and similar documents
usually compiled from daily work records on a monthly or quarterly basis. Information often
includes: location, narrative of work completed, amount of materials used, personnel
involved, authorization, dates of activities, and related data. (SEE ALSO Activity Reports in
this section.)
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Semi permanent: Keep records requiring engineering stamps 10 years after substantial
completion. Keep all other records five years.
Street Surface Maintenance Records: Records documenting routine and special street
sweeping, cleaning, snow removal, sanding, leaf removal, and similar work. Often includes
reports, summaries and similar records. Information can include: date and time, area
covered, broom down time and mileage, traveling time and mileage, operator’s name,
equipment used, amount of sand applied, amount of leaves removed, weather conditions, and
related data. (SEE ALSO Activity Reports in this section.)
Semi permanent: Keep five years.
Traffic Control Equipment Inventory, Maintenance & Repair Records: Records
documenting the location, type, use, maintenance and repair of traffic signals and signs in the
city. May include inventories, reports, summaries, and similar records. Information often
includes: location, type of signal/sign, timing intervals for signals, date of purchase and
installation, narrative of work completed, equipment repaired or replaced, supplies used,
personnel completing work, dates of activities, and related data. (SEE ALSO Activity
Reports in this section.)
Semi permanent: Keep traffic signal records two years after equipment removed from
service. Keep all other records five years.
Wastewater & Stormwater
Discharge Monitoring Records: Records documenting the amount of pollution discharged
from the city wastewater treatment facility. May also include supporting documentation.
Information includes: date; period covered; NPDES permit number; discharge number;
frequency of analysis; sample type; and average and maximum quantities and concentrations
of solids, ammonia, chlorine, nitrogen, and other chemicals.
Permanent: Keep reports permanently (with the exception of discharge monitoring
reports, see below).
Semi permanent: Keep discharge monitoring reports 20 years after permit expiration. Keep
all other records five years, until the end of the NPDES permit cycle, or as
requested by state or federal agencies, whichever is longer.
Equipment Maintenance & Calibration Records: Records documenting the maintenance
and calibration of equipment and instruments used to undertake and monitor wastewater
treatment operations. Useful to verify equipment reliability and for reference by regulatory
agencies. Information includes: date, type of equipment maintained or calibrated, tests
performed, repairs needed, comments, and related information.
Semi permanent: Keep five years after equipment removed from service, until the end of
the NPDES permit cycle, or as requested by state or federal agencies,
whichever is longer.
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Mobile Waste Hauler Dumping Records: Records documenting the dumping of septic
pumpings and other wastes from various sources at the city waste treatment facility. Records
include logs, manifests, and similar documents. Information includes: name and signature of
hauler, quantity of wastes dumped, location at which wastes were pumped, and related
information.
Semi permanent: Keep five years.
National Pollutant Discharge Elimination System (NPDES) Records: Records
documenting the application for and issuance of a permit to the city under the NPDES
program which allows discharge of specific pollutants under controlled conditions. Records
typically include: applications, permits, addenda, modifications, and related supporting
documentation. Information includes: influent and effluent limits, chemical analysis records,
water flow, test and recording requirements, definitions and acronyms, compliance
schedules, and related data. (SEE ALSO Wastewater Inspection Records in this section.)
Permanent: Keep permit, addenda, and modifications permanently.
Semi permanent: Keep other records five years, until the end of the permit cycle, or as
requested by state or federal agencies, whichever is longer.
Note: Federal regulations (40 CFR 122.41) require that permittees must keep
records of all monitoring information (including all calibration and
maintenance records and all original strip chart recordings for continuous
monitoring instrumentation), all records required by the permit, and
records of all data used to complete the permit application for at least 3
years from the date of the sample, measurement, report or application.
Sewage Sludge Application Landowner Agreements: Agreements between the city and
landowners related to the application of sewage sludge to approved sites. Records include
signed agreements, exhibits, amendments, and related documents. Information typically
includes: agreement number, date, conditions or terms, parties involved, period covered, and
signatures.
Semi permanent: Keep six years after expiration.
Sewage Sludge Application Site Logs: Logs documenting the agricultural application of
sewage sludge to approved sites. Subjects include agronomic loading calculations related to
maximum application of nitrogen in pounds per acre per year, and ultimate site life loading
calculations tracking the amount of heavy metals applied.
Permanent
Note: Federal regulations (40 CFR 503.27 and 40 CFR 503.17) require certain
records relating to application of sewage sludge be kept permanently
(including the location and acreage of sites, date of application,
cumulative pollutants, tons of sludge applied and a certification from the
employee) and other records must be kept at least five years.
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Sewage Sludge Management Plans: Plans submitted by the city to engage in sludge
disposal or application activity. Information includes: method of sludge removal, land
application or disposal sites, sludge stability determination methods, projected sludge storage
basin use, sludge analyses, application rates, and heavy metal limitations.
Permanent
Sewer & Storm Drainage Maintenance & Repair Records: Records documenting the
maintenance and repair of city sewers and storm drains. May include summaries, reports, and
similar records usually compiled from daily work records on a monthly or quarterly basis.
Information often includes location, narrative of work completed, amount and type of
material used, personnel completing work, dates of activities, authorization, and related
information. (SEE ALSO Activity Reports and Sewer Television/Video-scan Inspection
Records in this section.)
Semi permanent: Keep records requiring engineering stamps two years after life of
structure. Keep other records five years.
Sewer Smoke Test Records: Records documenting smoke tests undertaken to verify hookup
to main sewer lines, check condition of pipes, or determine effectiveness of backflow
prevention devices. Information typically includes: maps or diagrams of lines tested,
location of leaks detected, inspector’s name, pipe size, and related information.
Semi permanent: Keep 10 years.
Sewer Television/Video-scan Inspection Records: Reports documenting television
inspections used to locate problems and defects in sewer lines. Often consists of periodic
inspections of existing lines, final inspections of newly constructed lines, and inspections at
the end of warranty periods. Records usually contain videotapes and written reports.
Information typically includes: date, type of inspection, conditions found, repairs needed,
distances from manholes, and related information.
Semi permanent: Keep written reports one year after the life of the sewer line.
Temporary: Keep videotapes two years after written report submitted.
Strip & Circle Chart Records: Records documenting the continuous monitoring of various
wastewater treatment operations. May include strip charts, circle charts, and similar
monitoring records. Information typically pertains to pump flows, influent and effluent water
flows, secondary total flow, influent pH, chlorine residue, and related subjects.
Temporary: Keep three years; except for NPDES-related charts (see Wastewater
Facilities Permit Records below).
Valve Maintenance Records: Records documenting the location, specifications,
maintenance, and repair of valves in the city sewer system. May include lists, charts,
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drawings, reports, logs, and related records. Information often includes: valve location,
identification number, run of pipe, size, make, year installed, depth, turns to open and normal
position, narratives of valve maintenance and repair, tests run, personnel completing work,
dates, and related information.
Semi permanent: Keep location and specification records one year after valve removed
from service. Keep all other records five years.
Wastewater Facilities Permit Records: Records documenting the application for and
issuance of a permit authorizing the city to construct and operate a disposal system with no
discharge to navigable waters. Examples include: sewage lagoons, land application/reuse,
septic tanks, and drain fields. Records often include: applications, permits, addenda,
modifications, and related supporting documentation.
Permanent: Keep permit, addenda, and modifications permanently.
Semi permanent: Keep other records five years after permit expiration or revocation.
Wastewater Grant & Loan Records: Records relating to Idaho Department of
Environmental Quality grants and loans for wastewater facilities, including: application form
and checklist, authorizing resolution, engineering contract checklist, certificate of
negotiation, proof of professional liability insurance, certification of financial and
management capability, and other documents.
Semi permanent: Keep three years after grant closure or loan payoff.
Wastewater Inspection Records: Records documenting inspections of city wastewater
treatment operations to monitor compliance with National Pollution Discharge Elimination
System (NPDES) permit conditions. May include reports and supporting documentation.
Information typically includes: date, location, areas evaluated during inspection, summary of
findings, pre-treatment requirements review, sampling checklists, flow measurements,
laboratory assurance checklists, and related information.
Permanent: Keep reports permanently.
Semi permanent: Keep other records five years, until the end of the NPDES permit cycle, or
as requested by state or federal agencies, whichever is longer.
Wastewater Treatment Operations Records: Records not listed elsewhere in this schedule
which document wastewater treatment operations. Created on a daily, monthly, and annual
basis. Usually consists of reports, logs, log sheets, and related records.
Permanent: Keep annual reports permanently.
Semi permanent: Keep other records five years, or as requested by state or federal agencies,
whichever is longer.
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Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
Water
Backflow Prevention Device Test Records: Records documenting test results on backflow
prevention devices designed to protect the city water system from pollution related to
substances backing into water lines. Information typically includes: date, type and size of
device, serial number, location, test records, line pressure, name of tester, name and address
of device owner, and related data.
Temporary: Keep three years after subsequent test.
Consumer Confidence Reports: Records documenting the presence of any contaminants
identified by the city in city water over the course of a year. Reports are mailed to city
residences and businesses receiving city water.
Semi permanent: Keep five years.
Note: Federal regulations (40 CFR 141.155) require these records to be kept for
at least three years.
Cross Connection Control Survey Records: Records documenting the monitoring of
potential or actual water system health hazards from pollution entering water pipes from
other pipes. Records may include: reports, surveys, checklists, and related documents.
Information often includes: address, contact person, business name, date, inspector, type of
facility, description of protection, comments, corrections made, and other information.
Semi permanent: Keep one year after disconnection or 10 years, whichever is longer.
Disinfection Profiling & Benchmarking Records: Records relating to disinfection profiling
and benchmarking for Giardia lamblia or virus inactivation.
Permanent
Note: Federal regulations (40 CFR 141.571) require these records to be kept
permanently.
Drinking Water Grant & Loan Records: Records relating to Idaho Department of
Environmental Quality grants and loans for water facilities, including: application form and
checklist, authorizing resolution, engineering contract checklist, certificate of negotiation,
proof of professional liability insurance, certification of financial and management capability,
and other documents.
Semi permanent: Keep three years after grant closure or loan payoff.
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Equipment Maintenance & Calibration Records: Records documenting the maintenance
and calibration of equipment and instruments used to monitor water treatment operations.
Useful in verifying reliability and for reference by regulatory agencies. May include logs,
reports, and related records. Information typically includes: date, type of equipment
maintained or calibrated, tests conducted, repairs needed, comments, and related information.
Semi permanent: Keep three years after equipment removed from service.
Fluoride Analysis Records: Daily records of flow and amounts of fluoride, and weekly
analyses of fluoride in finished water.
Semi permanent: Keep five years.
Note: Idaho regulations (IDAPA 58.01.08.552.06) require these records to be
kept at least five years.
Free Chlorine Residual Analysis Records: Analyses made at least daily for free chlorine
residual for systems using ground water that add chlorine for disinfection.
Temporary: Keep two years.
Note: Idaho regulations (58.01.08.552.05) require these records to be kept at
least one year.
Hydrant Records: Records documenting the location, specifications, maintenance, testing,
and repair of water hydrants in the city water system. May include lists, charts, logs, reports,
and related records. Information typically includes: location, make, description (main size,
valve size, flow capacity, etc.), maintenance and repair narratives, dates, authorizations, and
related information.
Semi permanent: Keep location and specification records until hydrant permanently
removed from service. Keep all other records five years.
Lead & Copper Control Records: Records documenting treatment triggered by lead and
copper action levels measured in samples collected at consumers’ taps, including corrosion
control treatment, source water treatment, lead service line replacement, public education and
supplemental monitoring.
Semi permanent: Keep twelve years.
Note: Federal regulations (40 CFR 141.91) require these records be kept at least
12 years.
Non-Compliance Corrective Action Records: Records documenting action taken by the
city to correct violations of primary drinking water regulations. May include reports, logs,
and related records.
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Temporary: Keep three years after last action.
Note: Federal regulations (40 CFR 141.33) require these records to be kept at
least three years after the last action taken with respect to the particular
violation.
Sanitary Survey Records: Records documenting surveys examining the overall sanitary
condition of the city water system. May be conducted by the city, private consultants, or
state/federal agencies. Records may include written reports, summaries, and related
documents.
Permanent: Keep reports and summaries permanently.
Semi permanent: Keep all other records ten years.
Note: Federal regulations (40 CFR 141.33) require written reports, summaries
and communications relating to sanitary surveys must be kept at least 10
years after completion of the survey.
Secondary Contaminant Reports: Reports documenting the analysis of water samples to
determine the level of secondary contaminants. Secondary contaminants are those which, at
levels generally found in drinking water, do not present a health risk but may affect taste,
odor, and color of water, as well as stain plumbing fixtures and interfere with water treatment
processes. Information typically includes: date, report number, analyst, time of sample
collection, contaminant levels, and related information.
Semi permanent: Keep 10 years.
Strip & Circle Chart Records: Records documenting the continuous monitoring of various
water treatment operations. May include strip charts, circle charts, and similar monitoring
records. Information often pertains to reservoir levels, pump flows, distribution line
pressure, and related subjects.
Temporary: Keep three years.
Valve Maintenance Records: Records documenting the location, specifications,
maintenance, and repair of valves in the city water system. May include lists, charts,
drawings, reports, logs, and related records. Information typically includes: valve location,
identification number, run of pipe, size, make, year installed, depth, turns to open and normal
position, narratives of valve maintenance and repair, tests run, personnel completing work,
dates, and related information.
Semi permanent: Keep location and specification records one year after valve removed from
service. Keep all other records five years.
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Variance & Exception Records: Records documenting variances and exceptions granted to
the city by regulatory agencies concerning water treatment operations. Information typically
includes: date, conditions of variance or exception, expiration date, and related information.
Semi permanent: Keep five years after expiration of variance/exception.
Note: Federal regulations (40 CFR 141.33) require these records be kept at least
five years after expiration of the variance/exception.
Water Bacteriological Quality Analysis Reports: Reports documenting water samples
taken from various locations throughout the city water system and supply sources for
bacteriological tests. Information includes: location, collection date, person taking samples,
sample type, analysis date, laboratory name, person performing analysis, analytical method
used, and the results of the analysis.
Semi permanent: Keep five years.
Note: Federal regulations (40 CFR 141.33) require these records be kept at least
five years.
Water Chemical & Radiological Analysis Reports: Records documenting water samples
taken from various locations throughout the city water system and supply sources for
chemical and radiological tests. Information includes: location, collection date, person
collecting sample, sample type, analysis date, laboratory name, person conducting analysis,
analytical method used, and results of the analysis.
Semi permanent: Keep 10 years.
Note: Federal regulations (40 CFR 141.33) require chemical analyses be kept at
least 10 years.
Water Consumption Reports: Reports documenting statistics of daily, monthly and annual
water consumption. Useful for prediction of future flows and peak demands. Information
may include water consumption in millions of gallons and cubic feet from treatment plants,
springs, artesian wells, pumped wells, and reservoirs.
Permanent: Keep annual reports permanently.
Semi permanent: Keep information not summarized in annual report 10 years.
Temporary: Keep information summarized in annual report two years.
Water Line Maintenance & Repair Records: Records documenting the maintenance and
repair of city-owned water lines. May include reports, summaries, and similar documents
usually compiled from daily work records on a monthly or quarterly basis. Information often
includes: location, narrative of work completed, amount and type of materials used,
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personnel completing work, dates of activities, authorization, and related data. (SEE ALSO
Valve Maintenance Records, Hydrant Records, and Activity Reports in this section.)
Semi permanent: Keep records requiring an engineering stamp two years after water line
permanently removed from service. Keep other records five years.
Water Quality Complaint Records: Records documenting complaints received from the
public about the quality of city water. Information typically includes: name, address, and
phone number of complainant; nature of complaint; location; description of water; name of
person responding to complaint; narrative of investigation; and resolution.
Temporary: Keep three years after last action.
Water Treatment Operations Records: Records not listed elsewhere in this schedule,
which document water treatment operations, created on a daily, monthly, or annual basis.
Records may include state or federal required reports. May consist of reports, logs, log
sheets, and related records. Subjects may include: amount and types of chemicals used, filter
rates, etc.
Permanent: Retain annual reports permanently.
Semi permanent: Keep all other reports five years, or as requested by state or federal
agencies, whichever is longer.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
Water Turbidity Reports: Reports documenting the analysis of water samples to determine
the level of cloudiness caused by suspended particles. Information typically includes: date,
report number, analyst, time of sample collection, turbidity unit values for routine and check
samples, and related information.
Semi permanent: Keep 10 years.
Note: Federal regulations (40 CFR 141.175) require that the results of individual
filter monitoring must be kept at least three years.
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Index i
Term of Retention Definitions
Permanent Record: A record that must be kept permanently by the city or be transferred
for permanent storage at the State Archives, because of the document’s
value for reference or historical significance; also referred to as an
“Archival Record” or “Historical Record.”
Semi permanent Record: Items with a retention of five years or greater, but less than
permanent.
Temporary Record: Records of short-lived utility, involving routine activities (such as
phone messages and routine correspondence) with no substantive
information.