HomeMy Public PortalAboutResolution 21-09 Adopting A Record Retention Schedule "
City of McCall
RESOLUTION NO. 21-09
A RESOLUTION OF THE CITY OF MCCALL, IDAHO, ADOPTING A RECORD
RETENTION 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 only by resolution of the city council and upon the advice of the city attorney 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; and,
WHEREAS, Idaho Code § 50-907 was amended in 2016 to allow for the destruction of paper
records once a semipermanent or temporary record is retained in a non-paper medium; and,
WHEREAS, Idaho Code § 50-907 was amended in 2016 to allow for the destruction of original
paper records once a permanent record is retained in a nonpaper medium after the city clerk has
provided written notice, either by electronic or physical delivery, including a detailed list of the
documents proposed for destruction to the Idaho State Historical Society for the disposition; and,
WHEREAS, Idaho Code § 50-907 was amended in 2016 to allow if a historic record is retained in
a nonpaper medium, the original paper record shall also be retained by the city in perpetuity, or it
may be transferred to the Idaho State Historical Society's Permanent Records Repository 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."
Section 1: Records identified as permanent are retained in a nonpaper medium, the paper original
will be destroyed only after the City Clerk has provided written notice, either by electronic or
physical delivery, including a detailed list of the documents proposed for destruction to the Idaho
State Historical Society for the disposition.
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Resolution 21-09 Record Retention Schedule Update
February 25,2021
Section 2: Records identified as a historic record are permanent and are retained in both a paper
and nonpaper medium, by the city in perpetuity, or the paper original may be transferred to the
Idaho State Historical Society's permanent records repository upon resolution of the City Council.
Section 3: Records that are not considered permanent are retained in a non-paper medium for the
period specified in the retention schedule until destruction is approved by resolution of the City
Council pursuant to the provisions of Idaho Code 50-907.
Section 4: The City Clerk is authorized to take all necessary steps to carry out the authorization
provided by this Resolution.
Section 5: This Resolution is effective upon approval and passage.
Passed and approved this 25 day of February 2021.
CITY OF MCCALL
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Robert S. Giles, Mayor
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BessieJo W er, City lerk
Page 2 of 2
Resolution 21-09 Record Retention Schedule Update
February 25,2021
Record Retention Schedule
For the City of McCall
Accounting, Budget & Finance Records..................................................................................2
AdministrativeRecords.............................................................................................................12
AirportRecords. ........................................................................................................................23
Building, Planning & Zoning....................................................................................................25
ElectionRecords.........................................................................................................................35
EmergencyCommunications Records.....................................................................................36
GolfCourse Records..................................................................................................................42
InformationSystems Records...................................................................................................46
Insurance, Risk Management & Safety Records....................................................................50
LegalRecords.............................................................................................................................55
LibraryRecords.........................................................................................................................57
Parks & Recreation Records.....................................................................................................62
PayrollRecords..........................................................................................................................66
PersonnelRecords......................................................................................................................72
Police & Law Enforcement Records........................................................................................81
PublicWorks & Engineering Records.....................................................................................95
Administration, Engineering. ..............................................................................................95
General...................................................................................................................................96
Streets, Streetlights & Bridges.............................................................................................100
Wastewater& Stormwater. .................................................................................................104
Water......................................................................................................................................109
Termof Retention Definitions, Index.......................................................................................117
Record Retention Schedule j
February_,2021 Revised
Accounting, Budget& Finance
• Airport Revenue Statements: Monthly invoices/statements sent to air carriers, concession
operators and lessees of airport land, buildings, or terminal space.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2) provides that these records must be kept at least
five years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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).
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2) provides that these records must be kept at least
five years. Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.)
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2) provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these records,once
scanned, may be disposed of.
• 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: Keep digital record permanently. Depending on circumstances, paper file
may be kept permanently, transferred to Idaho Historical Society, or
destroyed.
Idaho Code § 50-907(1)(d) provides that these records must be kept
permanently. Idaho Code § 50-907(6) (a)-(f) provides that these paper
Record Retention Schedule 2
February_,2021 Revised
records (notices), once scanned, may be disposed of after notice is given to
the Idaho State Historic Society.
• 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.)
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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).
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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: Keep these records permanently.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4) provides that these records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
Semipermanent: Keep digital record of bond and coupons five years after the bonds are paid
off.
Idaho Code § 50-907(2)(f)provides that these records must be kept at least
five years. Idaho Code§ 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Record Retention Schedule 3
February_,2021 Revised
• 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 digital record of notice of budget hearing (with tentative budget)
permanently.
Keep appropriations ordinance and amendments permanently.
Idaho Code § 50-907(1)(b)-(d) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society. For Ordinances Idaho Code § 50-907(1)(b)provides
that these records must be kept permanently. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8)& (9).
Temporary: Keep digital record of all other records three years after fiscal year end.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.)
Semipermanent: Keep digital record (except inventories) five years or three years after
disposal or replacement of capital asset(whichever is longer)
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of or returned to sender.
Temporary: Keep digital record inventories two years
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
Record Retention Schedule 4
February_,2021 Revised
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 moved out of the
email inbox and retained based on that subject's retention schedule.
Permanent: Keep digital record of Policy/Program Correspondence permanently.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years after fiscal year end.
Record Retention Schedule 5
February_,2021 Revised
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Federal regulations 29 CFR 516.5 require retention of these records for at
least three years.; and 29 CFR 516.6 require retention of these records for
at least two years.
IDAPA 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least five 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.)
Semipermanent: Keep digital record five years after fiscal year.
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Federal regulations 26 CFR 31.6001-1 require retention of these records for
at least four years; 29 CFR 516.5 require retention of these records for at
least three years; and 29 CFR 516.6 require retention of these records for at
least two 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 digital record of fiscal year-end financial reports and quarterly
published treasurer's reports permanently.
Idaho Code § 50-907(l)(d) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of all other reports five years.
Record Retention Schedule 6
February_,2021 Revised
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. Idaho Code § 50-907(6)(a)-(d)
provides that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record of year-end ledgers 10 years after fiscal year end.
Keep digital record of all other general ledgers five years after fiscal year
end
Idaho Code§50-907(2)(a)provides that other financial reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of.
• 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 digital record three years after completion of the terms of the
gift/contribution, unless otherwise specifically provided.
Idaho Code§50-907(3)(d)provides that other financial reports must be kept
at least two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of.
• Interdepartmental Billings: These are accounting documents that request the transfer of
funds between departments for services rendered or materials purchased.
Semipermanent: Keep digital record five years.
Idaho Code§ 50-907(2)(a)provides that other financial reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of.
• Investment Records: Reports, statements, summaries, correspondence and other records
documenting, and tracking investments made by the city, including the Local Government
Investment Pool.
Semipermanent: Keep digital record five years.
Record Retention Schedule 7
February_,2021 Revised
Idaho Code§ 50-907(2)(a)provides that other financial reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d) provides that these
records, once scanned, may be disposed of.
• 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.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4) provides that these records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
Semipermanent: Keep other digital record five years after the local improvement district is
closed and all bonds are paid off.
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Local Option Tax Records: Sales Tax remittance forms used to report, and remit sales tax
collected and due to the City,recipients of local option tax funds,contracts,funding summary,
applications to receive local option tax funds, and revenue tracking.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(a) & (b) provides that other financial reports and
contracts must be kept at least five years. Idaho Code § 50-907(6)(a)-(d)
provides that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Receipts: Copies of receipts, showing the date, from who received, amount, purpose, etc.
Record Retention Schedule 8
February_,2021 Revised
Semipermanent: Keep digital record five years.
IRS regulations 29 CFR 516.5 require retention of these records for at least
three years; and 29 CFR 516.6 require retention of these records for at least
two years.
Idaho Code § 50-907(2)(a)provides that cash receipts subject to audit must
be kept at least five years.Idaho Code§ 50-907(6)(a)-(d)provides that these
paper records, once scanned, may be disposed of.
• Sales & Use Tax Forms: Used to report and remit sales tax collected and due to the state.
Semipermanent: Keep digital record five years.
Idaho Code§50-907(2)(a)provides that other financial reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of.
• Signature Authorization Records: Resolutions documenting authorization of designated
employees to sign fiscal and contractual documents.
Permanent: Resolutions are kept permanently
Idaho Code § 50-907(1)(b) provides that these paper records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• 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.
Permanent: Keep digital record of year-end payroll register permanent.
Idaho Code 50-907(1)(d) provides that these records must be kept
permanently. Idaho Code 50-907(6) (a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of all other records five years after fiscal year end.
Idaho Code § 50-907(2)(a) provides that these paper records must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of.
Record Retention Schedule 9
February_,2021 Revised
• Utility Account Change Records: Records documenting routine information changes to
customer accounts, including name and address.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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
address, meter reading, water or power usage, utility charges, payments, adjustments, prior
balance due, current balance due and related data.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Record Retention Schedule 10
February_,2021 Revised
• 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.
Semipermanent: Keep digital record five years after refund or last action.
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(a)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Vendor Lists: Lists of vendors providing goods and services to the city.
Temporary: Keep digital records two years.
Idaho Code§50-907(3)(d)provides that other financial reports must be kept
at least two years. Idaho Code § 50-907(6)(a)-(d) provides that these paper
records, once scanned,may be disposed of
Record Retention Schedule 11
February_,2021 Revised
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 digital record department reports summarizing activities on an annual
basis permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned,may be disposed of
after notice is given to the Idaho State Historic Society
Semipermanent: Keep all other digital record five years.
Idaho Code § 50-907(2)(e)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Appointment Files: These files document appointments to fill vacancies in the offices of
mayor and councilmember, and appointments to city boards, commissions, and committees.
Documents may include letters of recommendation, letters of appointment, resumes, and
related correspondence.
Permanent: Keep digital record records relating to mayoral and council appointments
permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital record of all other records five years after service with city
ends.
Idaho Code § 50-907(2) provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings not
related to council or city committee,commissions,or boards;appointments,and other activities
of city officials.
Record Retention Schedule 12
February_,2021 Revised
Temporary: Keep digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital lists of recipients permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital of other records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• City Boards, Commissions & Committees: Bylaws, meeting minutes and agendas of city
boards, commissions and committees.
Permanent: Digital and paper records of Bylaws,adopted meeting minutes and agendas
of city boards, commissions and committees are permanent.
Idaho Code § 50-907(1)(a) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
Temporary: Keep digital notes for meeting minutes two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.)
Record Retention Schedule 13
February_,2021 Revised
Permanent: Digital and Paper records of Adopted council meeting minutes and council
meeting agendas (if not included in the minutes)
Idaho Code § 50-907(1)(a) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained in perpetuity.
Semipermanent: Keep Audio/visual recordings of land use issues for six months.
Idaho Code § 67-6536 provides that these records must be kept at least six
months after a final decision on the matter.
Temporary: Keep audio/visual recordings of non-land use issues and notes for meeting
minutes two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.
• Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease-purchase or sale of equipment, supplies, services or property.
Semipermanent: Keep digital record five years after contract term expires.
Idaho Code § 50-907(2)(b)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of, or returned to sender.
• 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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Record Retention Schedule 14
February_,2021 Revised
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of, or returned to
sender
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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 real
property such as offer letters,options,agreements of short duration,staff reports,appraisal and
inspection reports, letters of transmittal, and related records.
Permanent: Digital and paper
Idaho Code § 50-907(1)(e) provides that records affecting the title to real
property or liens thereon are permanent. Idaho Code § 50-907(4) provides
that these paper records are historical records and shall be retained by the
City in perpetuity or transferred to the Idaho Historical Society as set forth
in Idaho Code § 67-4126(8)& (9).
• 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: Keep digital and paper permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8)& (9).
• 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.)
Record Retention Schedule 15
February_,2021 Revised
Permanent: Keep digital and paper permanently.
Idaho Code § 50-907(1)(e) provides that records affecting the title to real
property or liens thereon are permanent. Idaho Code § 50-907(4) provides
that these paper records are historical records and shall be retained by the
City in perpetuity or transferred to the Idaho Historical Society as set forth
in Idaho Code § 67-4126(8) & (9).
• 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.
Permanent: Keep digital and paper records of all adopted franchise ordinances
permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
Semipermanent: Keep all other digital records five years after expiration of franchise
agreement.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of
• 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.
Permanent: Keep paper and digital records of final reports from significant grants
permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8) & (9).
Record Retention Schedule 16
February_,2021 Revised
Semipermanent: Keep digital 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 digital five years or as specified in the agreement,
whichever is longer.
Idaho Code § 50-907(2)(a)&(b)provides that these records must be kept at
least 5 years. Idaho Code § 50-907(6)(a)-(d) provides that these paper
records, once scanned, may be disposed of.
Temporary: Keep unsuccessful grant applications digital records three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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 Idaho Code § 50-907(l)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.All email and outlook calendars not identified as semi-permanent
or permanent is automatically destroyed when it reaches the age of 2-years
and 1-day.
• Legislative Issues: Bulletins, publications, bills, and other information about state/federal
legislation affecting the city.
Temporary: Keep digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Record Retention Schedule 17
February_,2021 Revised
• News Releases: Prepared statements, announcements, and news conference transcripts issued
to the news media by the city.
Permanent Keep digital record permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§ 50-907(6)(a)-
(e) provides that these paper records (notices), once scanned, may be
disposed of after notice is given to the Idaho State Historic Society.
• 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.
Semipermanent: Keep 5 years after expiration.
Idaho Code § 50-907(2)(f)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Ordinances & Resolutions: Ordinances and resolutions passed or considered by the city
council.
Permanent: Keep paper and digital record permanently. Adopted ordinances and
resolutions are permanent.
Idaho Code § 50-907(l)(b) provides that ordinances and resolutions are
permanent. Idaho Code § 50-907(4) provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
Temporary: Keep proposed ordinances and resolutions that are not adopted two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital copy five years after expiration, revocation, or denial
Idaho Code § 50-907(2)(d) provides that license applications must be kept
for at least five years. Idaho Code § 50-907(6)(a)-(d) provides that these
paper records, once scanned, may be disposed of.
Record Retention Schedule 18
February_,2021 Revised
• Proclamations: Ceremonial or celebratory statements issued by the mayor.
Permanent: Keep paper and digital records permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8) & (9).
• 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: Keep paper and digital records permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these records are historical records and shall be retained by
the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8) & (9).
• 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).
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• Publications: Includes newsletters,annual reports, policies(e.g.personnel, internet use,etc.),
manuals, pamphlets, brochures, leaflets, reports, plans, feasibility studies, proposals, etc.
published by the city or at the city's request.
Permanent: Keep one digital and paper copy of newsletters,annual reports,policies and
procedures manuals, plans, feasibility studies and other publications with
lasting significance permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8) &(9).
Record Retention Schedule 19
February_,2021 Revised
Semipermanent: Keep other publication digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep other publication digital record five years.
Idaho Code § 67-2805(1)(e) and § 67-2806(1)(e) 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. Idaho Code §
50-907(6)(a)-(d) provides that these paper records, once scanned, may be
disposed of.
• 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 (if applicable) and legal counsel,permanently.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
Semipermanent: All other records relating to records management keep digital copy five
years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Record Retention Schedule 20
February_,2021 Revised
Temporary: Keep two years after event.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed Code of.
• Surveys, Polls & Questionnaires: Records documenting measurement of public opinion,
including surveys,polls, questionnaires, studies, etc.
Permanent: Keep summaries permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Temporary: Keep survey forms and other records two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed Code of.
• 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).
Semipermanent: Keep five years after vehicle/equipment is removed from service.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Telephone Messages: Includes actual telephone messages and telephone message registers.
Temporary: Keep for two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed Code of.
• 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:
Record Retention Schedule 21
February_,2021 Revised
Idaho Code § 50-907(l)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8) & (9).
• 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)
Semipermanent: Keep digital record five years from the date the vehicle is removed from
service.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6) (a)-(d) provides
that these paper records, once scanned, may be disposed of
Record Retention Schedule 22
February_,2021 Revised
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 digital record two years.
FAA regulations require airport condition records to be kept at least 12
consecutive calendar months.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• Airport Construction Project Files: Includes plans, bids, specifications, project diaries,
correspondence, and agreements relating to airport construction projects.
Permanent Keep paper and digital records permanently.
Idaho Code § 50-907(1)(c) & (h) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• Airspace Construction Records: These records contain applications (FAA Form 7460-1)
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.
Semipermanent: Keep other publication digital record five years.
Idaho Code § 50-907(2)(c)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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
Record Retention Schedule 23
February_,2021 Revised
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: Keep digital record of Policy/Program Correspondence permanent.
Semipermanent: Keep digital copy of general administrative correspondence for five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep temporary correspondence two years.
All email not identified as semi-permanent or permanent is automatically
destroyed when it reaches the age of 2-years and 1-day
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Fuel& De-Icer Consumption Records: Consumption and dispensing records for fuel,oil,or
similar products used by service vehicles,equipment, or airplanes.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
Record Retention Schedule 24
February_,2021 Revised
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: These digital records shall be kept permanently.
Idaho Code § 50-907(1)(b) & (h) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• 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: These digital records shall be kept permanently.
Idaho Code § 50-907(1)(b) & (h) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
• 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.
These records are permanent pursuant to Idaho Code § 50-907(l)(h),which
provides that other records may be deemed permanent in nature by the city
council. Idaho Code § 50-907(4) provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
Semipermanent: Keep digital record of all other reports five years.
Idaho Code § 50-907(2)(e)provides that departmental reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of, or returned to sender.
Record Retention Schedule 25
February_,2021 Revised
• 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: These digital records shall be kept permanently.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• 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.
Semipermanent: Keep digital record 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.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of, or returned to
sender.
• Building Permit Applications & Review: Applications for construction, structural
modifications, installation of plumbing, electrical or mechanical equipment,etc.
Semipermanent: Keep digital Building applications for commercial projects and government
buildings for five years after issuance of certificate of occupancy.
Idaho Code § 50-907(2)(c)provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of or returned to sender.
Temporary: Keep digital records of building applications, plans, and specifications for
noncommercial and nongovernment (residential) projects for two years
after final inspection and approval.
Idaho Code § 50-907(3)(a) provides that building applications, plans, and
specifications for noncommercial and nongovernment projects after the
structure or project receives final inspection and approval must be kept at
least two years. Idaho § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of, or returned to sender.
Record Retention Schedule 26
February_,2021 Revised
• Building Permits: Permits granted to property owners for construction, structural
modifications, installation of plumbing, electrical or mechanical equipment,etc.
Semipermanent: Keep digital record of building permits for completed structures five years.
Give paper copy to property owner after scanning.
Idaho Code § 50-907(2) (g) provides that these records may be kept five
years. Idaho Code § 50-907(6)(a-d)provides that these paper records,once
scanned, may be disposed of, or returned to sender.
Temporary: Keep digital record of revoked or expired building permits two years after
revocation/expiration. Give paper copy to property owner after scanning.
Idaho Code § 50-907(3)(a) provides that Building applications, plans, and
specifications for noncommercial and nongovernment projects after the
structure or project receives final inspection and approval must be kept at
least two years. Idaho § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of, or returned to sender.
• 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 digital plans and specifications for publicly owned and commercial
structures permanently.
Idaho Code § 50-907(1)(c) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
Temporary: Keep digital records of building applications, plans, and specifications for
noncommercial and nongovernment projects for two years after final
inspection and approval.
Idaho Code § 50-907(3)(a) provides that building applications, plans, and
specifications for(residential)noncommercial and nongovernment projects
after the structure or project receives final inspection and approval must be
kept at least two years. Idaho § 50-907(6)(a)-(d) provides that these paper
records, once scanned, may be disposed of, or returned to sender.
• 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
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February_,2021 Revised
construction, owner of building, address, contractor name, date built and certified in
compliance with code. Includes requests for temporary occupancy.
Permanent: Keep digital record of Certificates of Occupancy for five years. Give paper
copy to property owner after scanning.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Code Enforcement: Case files on city code violations including correspondence with owners,
site inspections,photographs, enforcement actions, and hearings.
Permanent: Keep digital record of code enforcement files permanently
These records are permanent pursuant to Idaho Code § 50-907(1)(h),which
provides that other records may be deemed permanent in nature by the city
council. Idaho Code § 50-907(4) provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• 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: Keep paper and digital copies of these records permanently.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)&(9).
• 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 paper and digital records of permanently.
Idaho Code § 50-907(1) (h) provides that other records may be deemed
permanent in nature by the city council. Idaho Code § 50-907(4) provides
that these paper records are historical records and shall be retained by the
City in perpetuity or transferred to the Idaho Historical Society as set forth
in Idaho Code § 67-4126(8) & (9).
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• Correction Notices: Notices to contractor/builder to correct defects noted during the
inspection process.
Permanent: Keep digital record of notices for publicly owned and commercial structures
permanently.
These records are permanent pursuant to Idaho Code § 50-907(1)(h),which
provides that other records may be deemed permanent in nature by the city
council. Idaho Code § 50-907(4) provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)&(9).
Temporary: Keep digital record of notices for (residential) noncommercial and
nongovernment projects after the structure or project receives final
inspection and approval two years after issuance of certificate of occupancy.
Idaho Code § 50-907(3)(a)provides that departmental reports must be kept
at least two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of, or returned to sender.
• 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: Keep digital record of Policy/Program Correspondence as permanent.
Semipermanent: Keep digital record of general administrative correspondence for five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of or returned to
sender.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
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Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Declaration of Compliancy Forms: Records documenting acknowledgement and adherence
to code requirements for short-term rentals, including a list of names and contact information
for all property owners within 300 feet of the location of the short-term rental.
Semipermanent: Keep digital record five years after the discontinuance of the short-term
rental.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Design Review Records: Records related to design review overlay districts, including
applications,staff reports,committee recommendations,maps,photographs,and other records.
Permanent: Keep paper and digital record permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
in perpetuity by the City in perpetuity or transferred to the Idaho Historical
Society as set forth in Idaho Code § 67-4126(8)&(9).
• 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: Keep paper and digital records permanently.
Idaho Code § 50-907(l)(e) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
• 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.
Permanent: Keep paper and digital records permanently.
Idaho Code § 50-907(1)(e) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
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historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• 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: Keep paper and digital records permanently.
Idaho Code § 50-907(1)(e) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• 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: Keep paper and digital records permanently.
Idaho Code § 50-907(1) (e) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained in perpetuity by the City in
perpetuity or transferred to the Idaho Historical Society as set forth in Idaho
Code § 67-4126(8)&(9).
• 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.
Idaho Code § 50-907(1)(a) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
Semipermanent: Keep digital record of exhibits not referenced in minutes five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep audio recordings two years after the date of the hearing unless a longer
period is required due to litigation.
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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: Keep paper and digital records permanently.
Idaho Code § 50-907(1)(e) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• Plan Review Reports: Reports indicating compliance with adopted building codes, planning
and zoning ordinances, and other city requirements.
Permanent: Keep paper and digital plan review reports for commercial buildings
permanently.
Idaho Code § 50-907(1)(c) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
Temporary: Keep digital record of plan review reports for residential buildings two years
after issuance of certificate of occupancy.
Idaho Code 50-907(3)(a) provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of, or return to sender.
• 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 paper and digital records permanently.
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Idaho Code § 50-907(1)(e) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
• Planning Studies: Reports adopted by resolution of the Council completed in-house or by
outside consultants on specific planning issues, including transportation plans, affordable
housing plans, etc.
Permanent: Keep paper and digital planning study records permanently.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• 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 paper and digital documents permanently.
Idaho Code § 50-907(1)(b) & (e) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• Sign Review Case Files: Applications and related records for sign permits, including
approvals, photographs, or renderings of proposed signs, etc.
Semipermanent: Keep digital records for the life of the sign or five years,whichever is longer.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of
• 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 Paper and digital records relating to approved subdivisions
permanently.
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Idaho Code § 50-907(l)(e) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
Semipermanent: Keep digital records relating to denied,expired,or revoked applications five
years after denial, expiration or revocation.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature and may be kept 5 years. Idaho §Code 50-
907(6)(a)-(d) provides that these paper records, once scanned, may be
disposed of, or returned to sender.
• 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.
Semipermanent: Keep digital records 10 years after the life of the structure.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature and may be kept 5 years.Idaho §Code 50-
907(6)(a)-(d) provides that these paper records, once scanned, may be
disposed of, or returned to sender.
• Zoning Ordinance Interpretations: Records providing interpretations of city ordinances by
the planning director.
Permanent: Keep digital record of ordinance interpretation permanently.
Idaho Code § 50-907(1)(b) & (e) provides that these records must be kept
permanently. Idaho Code § 50-907(4) provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
• Zoning Maps: Show zoning boundaries in the city, with streets, property lines, and zoning
classifications.
Permanent: Keep paper and digital records of zoning map permanently.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained in perpetuity
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Election Records
• Ballots: Includes voted ballots, unused ballots, absentee ballots, spoiled ballots, and ballot
stubs.
Temporary: Keep paper records two years.
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: Keep digital records permanently.
Idaho Code § 50-907(1)(g) requires campaign finance reports be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
• 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: Keep digital records permanently.
Idaho Code § 50-907(1)(g) requires candidate declarations and petitions be
kept permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
• 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.
Record Retention Schedule 35
February_,2021 Revised
Permanent: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code 50-907(6) (a)-(e) provides that these paper
records (notices),once scanned, may be disposed of after notice is given to
the Idaho State Historic Society.
Semipermanent: Keep digital record of general administrative correspondence for five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of or returned to
sender.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Notices of Election & Sample Ballots: Includes the first and second notice of election and
sample ballot, which are published in the official newspaper.
Permanent: Keep digital records permanently.
Idaho Code § 50-907(1)(g) requires notices of election and sample ballots
to be kept permanently. Idaho Code § 50-907(4) provides that these paper
records are historical records and shall be retained by the City in perpetuity
or transferred to the Idaho Historical Society as set forth in Idaho Code §
67-4126(8)& (9).
• Petitions: Petitions for initiative, referendum, recall, liquor by the drink, & other elections.
Permanent: Keep paper and digital records permanently.
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February_,2021 Revised
Idaho Code § 50-907(1)(g) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
• Poll Books: Books showing the name, address, and signature of those voting in city elections.
Permanent: Keep one poll book from each precinct permanently.
Idaho Code § 50-907(1)(g) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
Temporary: Duplicate copies of poll book may be destroyed after two years.
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: Keep tally books permanently.
Idaho Code § 50-907(1)(g) provides that tally books must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8) & (9).
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February_,2021 Revised
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 digital reports summarizing activities on an annual basis permanently.
Idaho Code § 50-907(1) (h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital record of all other reports five years.
Idaho Code § 50-907(2)(e)provides that departmental reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d) provides that these paper
records, once scanned, may be disposed of.
• 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 digital records two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of
• 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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Record Retention Schedule 38
February_,2021 Revised
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of or returned to
sender.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Record Retention Schedule 39
February_,2021 Revised
Temporary: Keep digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Master 24-Hour Audio Recordings: Document recorded incoming emergency and non-
emergency calls; law enforcement, fire, and emergency medical services dispatches; radio
activity; and 911 calls. Recordings are maintained on a 24-hour basis.
Temporary: Keep recordings not needed for investigations, litigation, etc. two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital records two years, or until renewed, superseded or expired,
whichever is longer.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital records two years.
Record Retention Schedule 40
February_,2021 Revised
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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, 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 digital annual reports permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§ 50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital record of all other reports five years.
Idaho Code § 50-907(2)(e)provides that departmental reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of or returned to sender.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Record Retention Schedule 41
February_,2021 Revised
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 digital reports summarizing activities on an annual basis permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital record of all other reports five years.
Idaho Code § 50-907(2)(e)provides that departmental reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of.
• 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 digital record three years.
IDAPA 02.03.03.150 requires professional pesticide and chemigation
applicators to maintain records documenting each application for three
years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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/ rogram 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: Keep digital record of Policy/Program Correspondence permanent.
Record Retention Schedule 42
February_,2021 Revised
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of, or returned to
sender.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records,once
scanned, may be disposed of.
• 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. Infortation 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 digital record two years, or until equipment removed from service,
whichever is greater.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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
Record Retention Schedule 43
February_,2021 Revised
typically includes name, address, and phone number of renter/borrowers; description of
facility/equipment; date and time of reservation and signature.
Temporary: Keep digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record two years after date of event, denial, or revocation of
permit.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• Recreation Program Files: Records relating to city recreation programs, including fliers,
class/activity rosters, participants, instructors, schedules, calendars, fees, advertisements, etc.
Permanent: Keep digital annual reports summarizing activities permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code §50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Temporary: Keep other digital records two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
Record Retention Schedule 44
February_,2021 Revised
• 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: Keep digital records permanently.
Idaho Code § 50-907(1) (h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Record Retention Schedule 45
February_,2021 Revised
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 digital records related to system or component repair or service for
the life of the system or component.
Keep digital records related to regular or essential records backups two
years after superseded or obsolete.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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 digital migration plans two years.
Keep other digital records two years after system superseded or obsolete.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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 digital record three years after superseded or obsolete.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• Correspondence: Correspondence is divided into three types. Temporary Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
Record Retention Schedule 46
February_,2021 Revised
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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of or returned to
sender.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Information Service Subscription Records: Records documenting city subscriptions to
information services, including subscriptions, invoices, and correspondence.
Temporary: Keep digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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.
Record Retention Schedule 47
February_,2021 Revised
Semipermanent: Keep digital record of information relating to implemented systems for the
life of the system or five years, whichever is greater.
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep digital record of information relating to unimplemented systems three
years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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 digital record two years after software disposed of or upgraded.
Record Retention Schedule 48
February_,2021 Revised
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
Record Retention Schedule 49
February_,2021 Revised
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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records,once
scanned, may be disposed of.
• 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.
Semipermanent: For city public works projects keep digital record 10 years after substantial
completion.
Keep all other digital records six years after expiration.
Idaho Code § 50-907(2)(f)provides that these records must be kept at least
five years. Idaho § 50-907(6)(a)-(d)provides that these paper records,once
scanned, may be disposed of.
• 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.
Semipermanent: For city public works projects keep digital record 10 years after substantial
completion.
Keep all other bond digital records six years after expiration.
Idaho Code § 50-907(2)(f) provides that these records must be kept at least
five years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of Idaho § 50-907(6)(a)-(d) provides that
these paper records, once scanned, may be disposed of.
• 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
Record Retention Schedule 50
February_,2021 Revised
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.
Po&3c Trogram 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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of, or returned to
sender
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Insurance Policy Records: Records documenting the terms and conditions of city insurance
policies covering liability, property, group employee health and life, motor vehicle, workers'
compensation, and employee bond 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 etc. Records usually include policies,
endorsements, rate change notices, agent of record, and related documents.
Semipermanent: Keep insurance digital records six years after expiration if no claims
pending.
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Record Retention Schedule 51
February_,2021 Revised
Records often include reports, photographs, summaries, reviews, notices, audio and
videotapes, transcripts of recorded statements, correspondence, and related documents.
Semipermanent: Keep digital record 10 years after case closed or dismissed.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records,once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record six years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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
Record Retention Schedule 52
February_,2021 Revised
illustrating a pattern of responsible action regarding hazards. Records may include survey
summaries and reports, safety audit and inspection reports, correspondence, etc.
Permanent: Keep digital records documenting the formation or change of policy
permanently.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(4)provides that these paper records are
historical records and shall be retained by the City in perpetuity or
transferred to the Idaho Historical Society as set forth in Idaho Code § 67-
4126(8)& (9).
Semipermanent: Keep digital record of all other records five years.
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Permanent: Keep digital record of safety policies, plans and procedures permanently
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8) & (9).
Semipermanent: Keep digital record of inspection reports, evaluations, and
recommendations ten years.
Keep all other digital records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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
Record Retention Schedule 53
February_,2021 Revised
ALSO Employee Medical Records in the Personnel Records section for retention of records
describing injuries and illnesses).
Semipermanent: Keep digital record five years after claim closed or final action.
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. Idaho Code § 50-907(2)(g)
provides that the city council may declare these records semipermanent in
nature. Idaho Code § 50-907(6)(a)-(d) provides that these paper records,
once scanned,may be disposed of.
Record Retention Schedule 54
February_,2021 Revised
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.
Semipermanent: Keep digital record 10 years after case closed or dismissed, or date of last
action.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Claim Files: These records contain claims for damages caused by city employees/equipment.
Semipermanent: Keep digital record 10 years, provided there is no pending litigation.
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned,may be disposed of.
• 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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(l)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of or returned to
sender.
Record Retention Schedule 55
February_,2021 Revised
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• Criminal Case Files: Records related to the prosecution of criminal cases, including citations,
police reports, driving records, tape recordings, complaints, subpoenas, motions,judgments,
officer notes, and related records.
Semipermanent: Keep digital record 10 years after case closed or dismissed, or date of last
action.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Land Use Appeals: Records related to appeals of land use decisions, including staff reports,
pleadings, briefs, and related records.
Semipermanent: Keep digital record 10 years after final decision or date of last action.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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: Keep digital records permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Record Retention Schedule 56
February_,2021 Revised
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 Digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 Digital record until materials returned and applicable fees and fines
paid or until administrative needs end or two years, whichever is greatest.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital reports summarizing activities on an annual basis permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital record of all other reports five years.
Idaho Code § 50-907(2)(e)provides that departmental reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of, or returned to sender.
• 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.
Record Retention Schedule 57
February_,2021 Revised
Temporary: Keep digital records until items returned and late fees paid or two years,
whichever is greater.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of or returned to
sender.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital annual reports summarizing activities permanently.
Record Retention Schedule 58
February_,2021 Revised
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Temporary: Keep other digital records three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record until superseded or obsolete or two years, whichever is
greater.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record until request completed or canceled,materials returned,
and applicable fees and fines paid, or two years, whichever is greater.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years after resolution of complaint or final action.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code§ 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Record Retention Schedule 59
February_,2021 Revised
• Library Operation Policies: Policies concerning library operations, including materials
selection.
Permanent Keep digital record permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
• 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.
Permanent: Keep one digital copy of newsletters and other publications with lasting
significance permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned,may be disposed of
after notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital record of other publications five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record until materials returned and fines collected, or debts
deemed uncollectible, or two years,whichever is greater.
Record Retention Schedule 60
February_,2021 Revised
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 Keep digital record permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code§ 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
Record Retention Schedule 61
February_,2021 Revised
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 digital reports summarizing activities on an annual basis permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital record of all other reports five years.
Idaho Code § 50-907(2)(e)provides that departmental reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of or returned to sender.
• 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 digital records three years.
IDAPA 02.03.03.150 requires professional pesticide and chemigation
applicators to maintain records documenting each application for three
years. Idaho Code § 50-907(6) (a)-(d) provides that these paper records,
once scanned, may be disposed of
• 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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Record Retention Schedule C2
February_,2021 Revised
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of or returned to
sender.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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 digital record until equipment removed from service.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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/borrowers;description of facility/equipment;date and time of reservation and signature.
Temporary: Keep digital record three years.
Record Retention Schedule 63
February_,2021 Revised
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• Park & Facility Inspection & Maintenance Records: Document periodic inspections,
complaints,maintenance and repairs for parks,playgrounds,sidewalks,picnic tables,and other
property, equipment, and facilities.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record two years after date of event, denial, or revocation of
permit.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Recreation Program Files: Records relating to city recreation programs, including fliers,
class/activity rosters, participants, instructors, schedules, calendars, fees, advertisements, etc.
Permanent: Keep digital annual reports summarizing activities permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Temporary: Keep other digital records three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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 Keep digital records permanently.
Record Retention Schedule 64
February_,2021 Revised
Idaho Code § 50-907(1)(c) provides that these records must be kept
permanently. Idaho Code § 50-907(6) (a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
• Registration Records: Registration records for city parks and recreation programs, classes,
and events. Information includes participant's name, address, phone, and signature of
participant/guardian; program name and date(s); fee paid; etc. (SEE ALSO Liability Waiver
Records in the Insurance, Risk Management& Safety Section.)
Temporary: Keep digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Sports Team Records: Document information relating to adult/youth sports leagues,
including team rosters, participant information, sponsors, game/tournament schedules, etc.
Temporary: Keep digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned,may be disposed of.
Record Retention Schedule 65
February_,2021 Revised
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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of, or returned to
sender.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and I-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years after superseded, terminated, or employee
separation.
Record Retention Schedule 66
February_,2021 Revised
Federal regulations Federal regulations 29 CFR 516.5 require retention of
these records for at least three years.; and 29 CFR 516.6 require retention
of these records for at least two years.
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records,once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years after fiscal year end.
Federal regulations Federal regulations 29 CFR 516.5 require retention of
these records for at least three years.; and 29 CFR 516.6 require retention
of these records for at least two years. 26 CFR 31.6001-1; 29 require
retention of these records for at least four years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.)
Semipermanent: For records documenting expenditure of grant funds, see Grant Records in
this section. Keep digital record of all other records five years after fiscal
year end.
Federal regulations Federal regulations 29 CFR 516.5 require retention of
these records for at least three years.; and 29 CFR 516.6 require retention
of these records for at least two 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.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Record Retention Schedule 67
February_,2021 Revised
• 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.
Semipermanent: Keep digital record five years after resolution.
Federal regulations Federal regulations 29 CFR 516.5 require retention of
these records for at least three years.; and 29 CFR 516.6 require retention
of these records for at least two years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code§50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.)
Semipermanent: Keep digital record of year-end leave balance reports 10 years after
employee separation.
Keep all other digital records five years after fiscal year end.
Federal regulations Federal regulations 29 CFR 516.5 require retention of
these records for at least three years.; and 29 CFR 516.6 require retention
of these records for at least two years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Record Retention Schedule 68
February_,2021 Revised
• 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 digital record three years after fiscal year end.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Permanent: Keep digital record of year-end (or month-end if year-end registers not
used) Permanent.
Idaho Code § 50-907(l)(d) provides that these records must be kept
permanently. Idaho Code 50-907(6) (a)-(e) provides that these paper
records (notices), once scanned, may be disposed of after notice is given to
the Idaho State Historic Society.
Semipermanent: Keep all other payroll registers five years after fiscal year end.
Federal regulations Federal regulations 29 CFR 516.5 require retention of
these records for at least three years.; and 29 CFR 516.6 require retention
of these records for at least two years. 26 CFR 31.6001-1; 29 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.
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.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• PERSI Records: Records relating to PERSI, including Employer Remittance Forms,invoices,
correspondence, financial adjustments, etc.
Record Retention Schedule 69
February_,2021 Revised
Semipermanent: Keep digital record five years after fiscal year end.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Unemployment Reports: Records documenting employee earnings on a quarterly basis. Used
to document costs and charges in the event of an unemployment compensation claim.
Information includes employee name and social security number, quarterly earnings, days
worked,totals, and other data.
Temporary: Keep digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.)
Semipermanent: Keep digital record five years.
Federal regulations Federal regulations 29 CFR 516.5 require retention of
these records for at least three years.; and 29 CFR 516.6 require retention
of these records for at least two years. 26 CFR 31.6001-1; require retention
of these records for at least four years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Record Retention Schedule 70
February_,2021 Revised
• 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.)
Semipermanent: Keep digital record five years after employee separation.
Federal regulations Federal regulations 29 CFR 516.5 require retention of
these records for at least three years.; and 29 CFR 516.6 require retention
of these records for at least two years. 26 CFR 31.6001-1 require retention
of these records for at least four years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of or returned to
sender.
Record Retention Schedule 71
February_,2021 Revised
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 digital record of plans, updates, and policy statements permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code §50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital record of EEO-4 reports and all other records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years after employee separation or eligibility
expiration,whichever is longer.
No retention period specified in 26 CFR Part 54.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep contracts and minutes 75 years after contract expires.
Keep other records six years after contract expires.
Record Retention Schedule 72
February_,2021 Revised
Federal regulation (29 CFR 516.5) requires certain employment contracts
and collective bargaining agreements to be kept three years after their last
effective date.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of
• 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.)
Semipermanent: Keep digital record of presentations by city employees five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep all other digital 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
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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of or returned to
sender.
Record Retention Schedule 73
February_,2021 Revised
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned,may be disposed of.
• 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.
Semipermanent: Keep digital record of year-end leave balance reports and official copy of
retirement enrollment records 75 years after date of hire.
Keep other digital records five years after employee separation or eligibility
expired.
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.
IDAPA 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 5 years
after the calendar year in which remuneration was due.
Record Retention Schedule 74
February_,2021 Revised
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record of hazard exposure records 30 years after separation.
Keep other records five years after separation or completion of litigation,
whichever is longer.
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 § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records,once scanned, may be disposed of
• 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.)
Semipermanent: Keep digital record ten years after separation.
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.
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February_,2021 Revised
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.
49 CFR 382.401 (Drug Testing for Holders of Commercial Driver's
Licenses) provides various retention requirements for drug testing records,
with the longest required retention period being 5 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 5 years
after the calendar year in which remuneration was due.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years after separation.
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.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Record Retention Schedule 76
February_,2021 Revised
• 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.)
Semipermanent: Keep digital record 30 years after separation.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Key & Keycard Records: Document the issuance of keys/keycards to city staff for entrance
to city buildings.
Temporary: Keep digital record two years after the end of employment.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Oaths of Office: Signed oaths of elected officials swearing to uphold the federal and state
constitutions and laws of the city.
Permanent Keep digital record permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
• 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 digital record two years after end of employment.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Record Retention Schedule 77
February_,2021 Revised
• 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 digital record two years after superseded, obsolete or administrative
needs end.
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.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.).
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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
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February,2021 Revised
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 eligible,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.)
Semipermanent: Keep digital record of 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.
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.
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.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Record Retention Schedule 79
February_,2021 Revised
• 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.)
Semipermanent: Keep digital record of significant program records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep digital record of all other records two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years after completion of service.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Record Retention Schedule 80
February_,2021 Revised
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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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 digital reports summarizing activities on an annual basis permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Semipermanent: Keep of all other reports five years.
Idaho Code § 50-907(2)(e) provides that departmental reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records,once scanned, may be disposed of.
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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
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February_,2021 Revised
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 digital record three years after the warrant is served or recalled by the
courts.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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, driver's license number, occupation, next of kin and
address,booking officer's name,current date,charge information,medical information,release
date,time and arresting officer.
Permanent: Keep digital record of homicide and felony booking records permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned,may be disposed of
after notice is given to the Idaho State Historic Society.
Semipermanent: Keep misdemeanor booking records five years.
Idaho Code§50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital records relied upon for police action three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Civil Enforcement Case Files: Records relating to actions taken on a specific civil case.
Information may include attempts at service, actual service information, documentation of
enforcement actions taken under the provisions of the order and officer notes.
Temporary: Keep digital record three years after action completed.
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Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record of annual reports summarizing activities permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Temporary: Keep other digital records two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of, or returned to
sender.
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February_,2021 Revised
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 crimes, criminal
profiles, forecasts, movements of known offenders, alerts from other agencies, etc.
Permanent: Keep digital records relating to homicides permanently.
Idaho Code § 50-907(l)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital records relating to major investigations 10 years after case
closed.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep all other digital records two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Crime Prevention Vacation House Inspection Records: Records documenting inspection of
homes and other properties while the occupants are away. Information typically includes
Record Retention Schedule 84
February_,2021 Revised
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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record three years after employee separation, so long as the
equipment is returned. Keep permanently if the equipment is a weapon and
is not returned.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code§50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Record Retention Schedule 85
February_,2021 Revised
Permanent Keep digital records permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital records relating to homicides or felonies permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital 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 digital records relating to homicides or felonies permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital records relating to misdemeanors five years.
Record Retention Schedule 86
February_,2021 Revised
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 Keep digital records permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
• 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.
Semipermanent: Keep digital record 50 years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Indemnity Bonds: Copies of insurance bonds issued to indemnify the police department
against claims of wrongful actions in civil seizure cases.
Semipermanent: Keep digital record five years after seizure completed and a return has been
made to the court of issuance.
Idaho Code § 50-907(2)(f) provides that these records must be kept at least
five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
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February_,2021 Revised
Temporary: Keep digital records not included in case files three years after disposition
of vehicle.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code§ 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 Keep digital records permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
• 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 digital records relating to felonies permanent.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital records relating to misdemeanors five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Semipermanent: Keep digital record of protective custody files until the minor turns 18 or is
emancipated.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these records, once scanned, may be disposed of.
Record Retention Schedule 88
February_,2021 Revised
Temporary: Keep other digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Informant Case Files: Records documenting information about informants used by
department personnel. Records typically include officer notes, reports, correspondence,
payment records, fingerprint cards, signature cards, letters of understanding on informant
activities, and related records.
Temporary: Keep digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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, officer notes,etc.
Semipermanent: Keep digital record 10 years after employee separation.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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
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February_,2021 Revised
held as evidence to an alleged crime. SEE ALSO Impounded&Abandoned Vehicle Records
for records on abandoned vehicles.)
Temporary: Keep digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Master Name Index Records: Records documenting information on each individual who has
been field interrogated or arrested, suspects or accomplices in crimes, victims, 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 Keep digital records permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
• 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 digital records relating to homicides or felonies permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital records relating to misdemeanors five years.
Record Retention Schedule 90
February_,2021 Revised
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital case records five years after last action.
Idaho Code§50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these records, once scanned, may be disposed of.
Temporary: Keep other digital records two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Parade Applications: Applications and other records relating to parades on city streets,
including fees, insurance requirements, alternative routes for emergency vehicles, etc.
Temporary: Keep digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital records three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
Record Retention Schedule 91
February_,2021 Revised
Temporary: Keep digital record of warning records until superseded, obsolete, or
administrative needs end or two years,whichever is greater.
Idaho Code§ 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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 digital record two years or until superseded, obsolete, or
administrative needs end,whichever is greater.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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.)
Permanent: Keep digital records relating homicides or felonies permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council.Idaho Code§50-907(6)(a)-
(e)provides that these paper records,once scanned,may be disposed of after
notice is given to the Idaho State Historic Society.
Semipermanent: Keep digital records relating to employees 5 years after the employee
separates from the City.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these records, once scanned, may be disposed of.
• 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
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February_,2021 Revised
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.)
Semipermanent: Keep digital records relating to crimes with no statute of limitations 75 years
after case closed.
Keep digital records relating to felonies one year after statute of limitations
expires.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these records, once scanned, may be disposed of.
Temporary: Keep digital records relating to all other cases two years after statute of
limitations expires.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record until registration expired,superseded or obsolete,or two
years,whichever is greater.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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.
Semipermanent: Keep digital record seven years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these records, once scanned, may be disposed of.
• 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.
Record Retention Schedule 93
February_,2021 Revised
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 digital record two years after equipment replaced.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code §50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital until superseded, obsolete, or administrative needs end or two
years,whichever is greater.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• Videotapes: Video recordings documenting traffic stops and arrests, as well as surveillance
videos of city facilities(including police facilities, airport, etc.).
Temporary: Keep recordings used as evidence three years after case reaches final
disposition.
Keep recordings used for internal investigations three years after
investigation ends.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Temporary: Keep all other recordings two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Record Retention Schedule 94
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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: Keep digital record of Policy/Program Correspondence permanent.
Idaho Code § 50-907(1)(b) provides that these records must be kept
permanently. Idaho Code § 50-907(6)(a)-(e) provides that these paper
records,once scanned,may be disposed of after notice is given to the Idaho
State Historic Society.
Semipermanent: Keep digital record of General Administrative Correspondence five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of, or returned to
sender.
Temporary: Keep temporary correspondence two years.All email not identified as semi-
permanent or permanent is automatically destroyed when it reaches the age
of 2-years and 1-day.
Idaho Code § 50-907(3)(d)provides that these records must be kept at
least two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of.
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.)
Record Retention Schedule 95
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Semipermanent: Keep digital records of project cost three years after disposal or replacement
of facility, structure, or system.
Keep all other digital records 10 years after substantial completion.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
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 digital reports summarizing activities on an annual basis permanently.
Idaho Code § 50-907(1) (h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8) & (9).
Semipermanent: Keep digital record of all other reports five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6) (a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 Keep paper and digital records permanently.
Idaho Code § 50-907(1) (a)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8) & (9).
• 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
Record Retention Schedule 96
February_,2021 Revised
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.)
Semipermanent: Keep digital record until equipment removed from service, or five years,
whichever is greater.
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6) (a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital records requiring engineering stamps 2 years after life of
structure.
Keep all other digital records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record two years after last action.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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,
planimetric,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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February_,2021 Revised
pavement, and contours. This category also includes as-built plans, drawings, and details
documenting city engineering and construction projects.
Permanent: Keep Paper and digital records of maps, plans, drawings, and photos
permanently(except for copies obtained from other agencies).
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8) & (9).
• 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 Keep paper and digital record permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8) & (9).
• 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.
Semipermanent: Keep construction-related digital records 10 years after substantial
completion of project.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep other digital records two years after permit expiration, revocation, or
discontinuance of use.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Record Retention Schedule 98
February_,2021 Revised
• 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 paper and digital record of general surveys and right-of-way location
records permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8) & (9).
Semipermanent: Keep other digital records 10 years after substantial completion of project.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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;
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 digital record two years after expiration of easement.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years after physical disconnection.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
Record Retention Schedule 99
February_,2021 Revised
• 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 digital record two years, or until project is complete, whichever is
greater.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record two years after meter removed from service.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
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.)
Semipermanent: Keep digital records with engineering stamps documenting structural
maintenance or repairs two years after bridge/culvert permanently removed
from service.
Keep all other digital records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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
Record Retention Schedule 100
February_,2021 Revised
years. Records may include reports prepared in accordance with federal standards,
photographs, correspondence, and related documents.
Semipermanent: Keep digital record two years after bridge removed from service.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record two years after superseded or obsolete.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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 digital record two years after superseded.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
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February_,2021 Revised
Temporary: Keep digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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 digital record two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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 digital record two years after last action.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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.)
Semipermanent: Keep digital records requiring engineering stamps 10 years after substantial
completion.
Keep all other digital records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
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February_,2021 Revised
• 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.)
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.)
Semipermanent: Keep traffic signal digital records two years after equipment removed from
service.
Keep all other digital records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital reports and summaries 10 years.
Keep all other digital records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these records, once scanned, may be disposed of.
Record Retention Schedule 103
February_,2021 Revised
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).
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8)& (9).
Semipermanent: 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.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: 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.
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years.
Record Retention Schedule 104
February_,2021 Revised
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8)& (9).
Semipermanent: Keep other records five years, until the end of the permit cycle, or as
requested by state or federal agencies,whichever is longer.
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.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep six years after expiration.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of
Record Retention Schedule 105
February_,2021 Revised
• 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 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)+
Idaho Code § 50-907(l)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8)& (9).
Semipermanent: other records must be kept at least five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare
these records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d)
provides that these paper records, once scanned, may be disposed of.
• 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 Keep digital records permanently
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8)& (9).
• 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 TelevisionNideo-scan Inspection Records in this
section.)
Semipermanent: Keep digital records requiring engineering stamps two years after life of
structure. Keep other records five years.
Record Retention Schedule 106
February_,2021 Revised
Idaho Code § 50-907(2)(g)provides that the city council may declare
these records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d)
provides that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record 10 years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record of written reports one year after the life of the sewer
line.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep video recordings two years after written report submitted.
Idaho Code 50-907(3)(a) provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
• 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).
Idaho Code 50-907(3)(a) provides that these records must be kept at least
two years. Idaho § 50-907(6)(a)-(d)provides that these paper records, once
scanned, may be disposed of.
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February_,2021 Revised
• Valve Maintenance Records: Records documenting the location, specifications,
maintenance,and repair of valves in the city sewer system. May include lists,charts,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.
Semipermanent: Keep location and specification records one year after valve removed from
service. Keep all other records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8)& (9).
Semipermanent: Keep other records five years after permit expiration or revocation.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned,may be disposed of.
• 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.
Semipermanent: Keep three years after grant closure or loan payoff.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Record Retention Schedule 108
February_,2021 Revised
• 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.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126(8)& (9).
Semipermanent: Keep other records five years, until the end of the NPDES permit cycle, or
as requested by state or federal agencies, whichever is longer.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Idaho Code § 50-907(l)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8) & (9).
Semipermanent: Keep other records five years, or as requested by state or federal agencies,
whichever is longer.
Idaho Code § 50-907(2)(e)provides that departmental reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d) provides that these paper
records, once scanned, may be disposed of.
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
Record Retention Schedule 109
February_,2021 Revised
device,serial number,location,test records, line pressure,name of tester,name and address of
device owner, and related data.
Temporary: Keep digital record three years after subsequent test.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
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.
Semipermanent: Keep digital record one year after disconnection or 10 years, whichever is
longer.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Disinfection Profiling & Benchmarking Records: Records relating to disinfection profiling
and benchmarking for Giardia lamblia or virus inactivation.
Permanent Keep digital records permanently
Federal regulations (40 CFR 141.571) require these records to be kept
permanently.
Idaho Code § 50-907(6) (a)-(e) provides that these paper records, once
scanned,may be disposed of after notice is given to the Idaho State Historic
Society.
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February_,2021 Revised
• 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.
Semipermanent: Keep digital record three years after grant closure or loan payoff.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record three years after equipment removed from service.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• Fluoride Analysis Records: Daily records of flow and amounts of fluoride, and weekly
analyses of fluoride in finished water.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
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 digital record two years.
Idaho regulations(58.01.08.552.05)require these records to be kept at least
one year.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
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February_,2021 Revised
• 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.
Semipermanent: Keep location and specification digital records until hydrant permanently
removed from service.
Keep all other digital records five years.
Idaho Code § 50-907(2)(g) provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned,may be disposed of.
• 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.
Semipermanent: Keep digital record twelve years.
Federal regulations (40 CFR 141.91) require these records be kept at least
12 years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Temporary: Keep digital record three years after last action.
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.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned,may be disposed of.
• 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.
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Permanent: Keep digital reports and summaries permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(6)
(a)-(e)provides that these paper records, once scanned, may be disposed of
after notice is given to the Idaho State Historic Society.
Semipermanent: Keep all other digital records ten years.
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.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record 10 years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital record three years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of.
• 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,
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narratives of valve maintenance and repair, tests run. personnel completing work, dates, and
related information.
Semipermanent: Keep digital record of location and specification records one year after
valve removed from service.
Keep all other records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of
• 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.
Semipermanent: Keep digital record five years after expiration of variance/exception.
Federal regulations (40 CFR 141.33) require these records be kept at least
five years after expiration of the variance/exception.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
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.
Semipermanent: Keep digital record 10 years.
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Federal regulations (40 CFR 141.33) require chemical analyses be kept at
least 10 years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
• 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 digital annual reports permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8)& (9).
Senii1wrmanent: Keep digital information not summarized in annual report 10 years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
Temporary: Keep digital information summarized in annual report two years.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years.Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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, personnel
completing work, dates of activities, authorization, and related data. (SEE ALSO Valve
Maintenance Records, Hydrant Records, and Activity Reports in this section.)
Semipermanent: Keep digital records requiring an engineering stamp two years after water
line permanently removed from service.
Keep other digital records five years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned, may be disposed of.
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• 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 complainants; nature of complaint; location; description of water; name of person
responding to complaint; narrative of investigation; and resolution.
Temporary: Keep digital copy three years after last action.
Idaho Code § 50-907(3)(d)provides that these records must be kept at least
two years. Idaho Code § 50-907(6)(a)-(d)provides that these paper records,
once scanned, may be disposed of
• 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: Keep digital annual reports permanently.
Idaho Code § 50-907(1)(h) which provides that other records may be
deemed permanent in nature by the city council. Idaho Code § 50-907(4)
provides that these paper records are historical records and shall be retained
by the City in perpetuity or transferred to the Idaho Historical Society as set
forth in Idaho Code § 67-4126 (8)& (9).
Semipermanent: Keep digital record of all other reports five years, or as requested by state
or federal agencies, whichever is longer.
Idaho Code § 50-907(2)(e)provides that departmental reports must be kept
at least five years. Idaho Code § 50-907(6)(a)-(d)provides that these paper
records, once scanned, may be disposed of.
• 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.
Semipermanent: Keep digital record 10 years.
Federal regulations (40 CFR 141.175) require that the results of individual
filter monitoring must be kept at least three years.
Idaho Code § 50-907(2)(g)provides that the city council may declare these
records semipermanent in nature. Idaho Code § 50-907(6)(a)-(d) provides
that these paper records, once scanned,may be disposed of.
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Index
Term of Retention Definitions
Permanent records Permanent records shall be retained by the city in perpetuity or may be
transferred to the Idaho state historical society's permanent records repository upon resolution of
the city council. Once a permanent record is retained in a non-paper medium the original paper
document shall be considered a copy of the record and may be destroyed after compliance with
the provisions of this subparagraph.Prior to destruction of original paper documents,the city clerk
shall provide written notice, either by electronic or physical delivery, including a detailed list of
the documents proposed for destruction to the Idaho State Historical Society. The Idaho State
Historical Society shall have thirty (30) days after receipt of the notice to review the list and
respond in writing, either by electronic or physical delivery, to the city clerk identifying any
documents that will be requested to be transferred from the city to the historical society for
retention in the permanent records repository. Any documents that will not be transferred for
retention in the permanent records repository may be destroyed.If the city clerk receives no written
response within thirty (30) days after the notice was received by the historical society, then the
records proposed for destruction may be destroyed. Permanent records shall not be destroyed,
except for paper originals of permanent records retained in a non-paper medium. Permanent
records may be transferred to the Idaho State Historical Society's Permanent records repository
upon resolution of the city council.
Semipermanent records Semipermanent records shall be kept for not less than five(5)years after
the date of issuance or completion of the matter contained within the record.Once a semipermanent
record is retained in a non-paper medium the original paper document shall be considered a
duplicate of the record, and may be summarily disposed of or returned to the sender; and the
provisions of this section related to retention and destruction of semipermanent and temporary
records shall apply only to the record retained in the non-paper medium. Semipermanent records
may be destroyed only by resolution of the city council and upon the advice of the city attorney,
except for paper originals of semipermanent records retained in a non-paper medium. Such
disposition shall be under the direction and supervision of the city clerk. The resolution ordering
destruction shall list in detail records to be destroyed.
Temporary records Temporary records shall be retained for not less than two(2)years,but in no
event shall financial records be destroyed until completion of the city's financial audit as provided
in section 67-45013, Idaho Code. Once a temporary record is retained in a non-paper medium the
original paper document shall be considered a duplicate of the record, and may be summarily
disposed of or returned to the sender; and the provisions of this section related to retention and
destruction of semipermanent and temporary records shall apply only to the record retained in the
non-paper medium. Temporary records may be destroyed only by resolution of the city council
and upon the advice of the city attorney, except for paper originals of temporary records retained
in a non-paper medium as provided in Idaho Code § 50-907(6)(d). Such disposition shall be under
the direction and supervision of the city clerk. The resolution ordering destruction shall list in
detail records to be destroyed.
Historical records Historical records shall consist of records which, due to age or cultural
significance, are themselves artifacts of historical value. Historical records have enduring value
based on the administrative, legal, fiscal, evidential, or historical information they contain.
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Historical records shall be retained by the city in perpetuity or may be transferred to the Idaho
State Historical Society's permanent records repository pursuant to subsections 8 and 9 of section
67-4126, Idaho Code,upon resolution of the city council. Even if a historic record is retained in a
non-paper medium, the original paper record shall also be retained by the city in perpetuity, or it
may be transferred to the Idaho State Historical Society's permanent records repository upon
resolution of the city council. Historical records may not be destroyed but may be transferred to
the Idaho state historical society's permanent records repository upon resolution of the city
council.
Digital records The city may reproduce, retain and manage records in a photographic, digital or
other non-paper medium. The medium in which a document is retained shall accurately reproduce
the record in paper form during the period for which the document must be retained and shall
preclude unauthorized alteration of the document. Whenever any record is retained in a non-paper
medium, the city clerk shall maintain, throughout the scheduled retention period for such record,
suitable equipment for displaying such record at not less than original size and for making copies
of the record
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