HomeMy Public PortalAboutRES2011-01_Adopting A Record Retention Schedule_01182011RESOLUTION NO.2011-01
A RESOLUTION OF THE MAYOR AND COUNCIL OF THE CITY OF IONA, IDAHO,
ADOPTING A RECORD RETENTION SCHEDULE.
WHEREAS, a record retention schedule establishes minimum retention periods for the
various types of city records; and,
WHEREAS, Idaho Code 50-907 requires the City Council to adopt by resolution a record
retention schedule, listing the various types of city records with the applicable retention periods;
and,
WHEREAS, adoption of a record retention schedule assists in efficient and effective
records management by identifying records that have exceeded their minimum retention that may
be destroyed following approval by the City Attorney and, as required for semi -permanent
records, approval by the Idaho State Historical Society, and upon resolution of the City Council
in accordance with the provisions of Idaho Code 50-907; and,
WHEREAS, a record retention schedule also enhances protection of historic records by
identifying records of enduring value as permanent records that are retained by the city in
perpetuity or transferred to the Idaho State Historical Society's Permanent Records Repository for
permanent retention upon resolution of the City Council.
NOW THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of Iona,
Idaho, that the City hereby adopts the record retention schedule attached as Exhibit "A".
Records identified as permanent shall not be destroyed, but shall be retained by the city in
perpetuity or transferred to the Idaho State Historical Society's Permanent Records Repository for
permanent retention upon resolution of the City Council.
Records that are not considered permanent shall be retained for the period specified in the
retention schedule and until destruction is approved by resolution of the City Council pursuant to
the provisions of Idaho Code 50-907.
The administrative staff of the City is authorized to take all necessary steps to carry out the
authorization provided by this Resolution.
PASSED BY THE CITY COUNCIL
SIGNED BY THE MAYOR
ATTEST:
Robyn Keyes, pity Cl
January 18, 2011
Brad D. Andersen, Mayor
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EXHIBIT "A"
CLASSIFICATION AND RETENTION OF MUNICIPAL
RECORDS.
(1) "Permanent records" shall consist of:
(a) Adopted meeting minutes of the city council and city boards and commissions;
(b) Ordinances and resolutions;
(c) Building plans and specifications for commercial projects and government
buildings;
(d) Fiscal year-end financial reports;
(e) Records affecting the title to real property or liens thereon;
(f) Poll books, excluding optional duplicate poll books used to record that the
elector has voted, tally books, sample ballots, campaign finance reports,
declarations of candidacy, declarations of intent, and notices of election; and
(g) Other documents or records as may be deemed of permanent nature by the city
council.
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.
(2) "Semi -permanent records" shall consist of:
(a) Claims, canceled checks, warrants, duplicate warrants, purchase orders,
vouchers, duplicate receipts, utility and other financial records;
(b) Contracts;
(c) Building applications for commercial projects and government buildings;
(d) License applications;
(e) Departmental reports;
(f) Bonds and coupons; and
(g) Other documents or records as may be deemed of semi -permanent nature by
the City Council.
Semi -permanent 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.
(3) "Temporary records" shall consist of:
(a) Building applications, plans, and specifications for noncommercial and
non -government projects after the structure or project receives final inspection
and approval;
(b) Cash receipts subject to audit;
(c) Election ballots and duplicate poll books; and
(d) Other documents or records as may be deemed of temporary nature by the city
council.
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 67-450B, Idaho Code.
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Administrative Records
Activity & Room 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.
Transitory: Keep one year.
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.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi -permanent: Keep all other reports five years.
Appointment Files: These files document appointments to fill vacancies in the offices of
mayor and councilmember, and also appointments to city boards, commissions and
committees. Documents may include: letters of recommendation, letters of appointment,
resumes, and related correspondence.
Permanent: Keep records relating to mayoral and council appointments permanently.
Semi -permanent: Keep all other records five years after service with city ends.
Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities of city officials.
Transitory: Keep one year.
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.
Semi -permanent: Keep records (except inventories) five years or three years after
Disposal or replacement of capital asset (whichever is longer).
Transitory: Keep inventories until superseded.
Citizen Awards: Awards presented to honor citizens for civic contributions. Records
may include award nominations, certificates, ceremony records, photographs, lists of
recipients, etc. Some records may have historic value.
Permanent: Keep lists of recipients permanently.
Semi -permanent: Keep other records five years.
City Boards, Commissions & Committees: Bylaws, meeting minutes and agendas of
city boards, commissions and committees.
Permanent: Bylaws, adopted meeting minutes and agendas of city boards,
commissions and committees are permanent.
Transitory: Keep notes for meeting minutes until minutes officially approved.
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City Council Meeting Agenda, Minutes & Recordings: Records documenting
meetings of the city council and motions, resolutions, ordinances and other actions taken
at council meetings.
Permanent: Adopted council meeting minutes and council meeting agendas (if not
included in the minutes) are permanent.
Transitory: Keep audio/visual recordings of non -land use issues until superseded,
obsolete or administrative needs end. Keep notes for meeting minutes until minutes
officially approved.
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.
Semi -permanent: Keep presentations by city employees five years.
Temporary: Keep all other records two years.
Contracts & Agreements: Agreements with vendors and other parties for the
acquisition, lease, lease -purchase or sale of equipment, supplies, services or property.
Semi -permanent: Keep five years after contract term expires.
Correspondence: Correspondence is divided into three types. Transitory
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.
Permanent: Policy/program correspondence is permanent.
Semi -permanent: Keep general administrative correspondence for five years.
Transitory: Keep transitory correspondence until administrative needs end.
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.
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
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reports, resource ordering and tracking records, financial documentation, messages,
photographs, etc.
Permanent.
Easement Records: Records relating to acquisition of city -owned easements and rights -
of -way for public works or other local government purposes, including deeds,
correspondence and legal documentation.
Permanent.
Franchise Records: Records relating to franchises for electricity and natural gas
distribution, cable television and garbage collection, including: contracts, franchise fee
information, election information, audits and other verification of revenue from
franchisee, published franchise ordinance, and other records.
Semi -permanent: Keep six years after expiration of franchise agreement.
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.
Key & Keycard Records: Document the issuance of keys/keycards to city staff for
entrance to city buildings.
Transitory: Keep until superseded.
Legislative Issues: Bulletins, publications, bills, and other information about
state/federal legislation affecting the city.
Transitory: Keep until administrative needs end.
News Releases: Prepared statements, announcements, and news conference transcripts
issued to the news media by the city.
Permanent.
Notary Bond Records: Bond posted by notaries conditioned on the faithful performance
of their duties. Note —other notary records, including application, appointment, journal
and other records are the property of the notary.
Semi -permanent: Keep six years after expiration.
Oaths of Office: Signed oaths of elected officials swearing to uphold the federal and
state constitutions and laws of the city.
Permanent.
Ordinances & Resolutions: Ordinances and resolutions passed or considered by the city
council.
Permanent: Adopted ordinances and resolutions are permanent.
Transitory: Keep proposed ordinances and resolutions that are not adopted until
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administrative needs end.
Permits & Licenses: Includes records relating to city permits and licenses, including:
beer, wine and liquor by the drink, animal licenses, business licenses, daycare licenses,
pawn shop licenses, taxicab licenses, etc.
Semi -permanent: Keep five years after expiration, revocation or denial.
Postage Records: Document transactions with the U.S. Postal Service and private
carriers, including: postage meter records, receipts for registered and certified mail,
insured mail, special delivery receipt and forms, loss reports, etc.
Temporary: Keep three years.
Proclamations: Ceremonial or celebratory statements issued by the mayor.
Permanent: Proclamations are permanent, with the exception of those requested by
outside groups or organizations (see below).
Transitory: Keep proclamations requested by outside groups/organizations one year.
Professional Membership Records: Records documenting city -paid individual
memberships and activities in professional organizations (i.e. Idaho City Clerks,
Treasurers & Finance Officers Association, Association of Public Treasurers, etc.).
Semi -permanent: Keep five years.
Public Addresses: Includes speeches (State of the City), addresses and other comments
or remarks made at formal ceremonies by elected officials. Format may be paper, audio
or videotape, etc.
Permanent.
Public Records Requests: Includes written public records requests, city denials of public
records requests, appeals information, etc.
Temporary: Keep two years after last action or final disposition of appeal (whichever
is longer).
Publications: Includes newsletters, annual reports, policies (e.g. personnel, interne use,
drug testing, etc.), manuals, pamphlets, brochures, leaflets, reports, plans, feasibility
studies, proposals, etc. published by the city or at the city's request.
Permanent: Keep one copy of newsletters, annual reports, policies and procedures
manuals, plans, feasibility studies and other publications with lasting significance
permanently.
Semi -permanent: Keep other publications five years.
Purchasing & Quality -Based Selection Records: Records documenting competitive
bidding and purchase of goods, services, and public works construction, and procurement
of design professionals. Records include: published notices and solicitations,
specifications, bids, requests for qualifications, statements of qualifications, etc.
Semi -permanent: Keep five years.
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Purchase Orders & Requisitions: Requests and purchase orders for goods or services
purchased by the city. Information includes: department, delivery location, date, quantity,
description, unit and total price, and authorizing signatures.
Semi -permanent: Keep five years.
Records Management Records: Records documenting the inventory, retention,
management and disposition of city records, including: records retention schedules,
inventory worksheets, correspondence, etc.
Permanent: Keep record retention schedules and amendments, and destruction records
including destruction resolution and authorization from Idaho State Historical Society
and legal counsel, permanently.
Semi -permanent: All other records relating to records management keep five years.
Sister City Records: Records of sister city relationships with cities in other countries,
including correspondence, ceremonial agreements, proclamations, exchange visit records,
photographs and related documents.
Permanent: Keep ceremonial agreements and proclamations permanently.
Semi -permanent: Keep other records five years.
Surveys, Polls & Questionnaires: Records documenting measurement of public
opinion, including surveys, polls, questionnaires, studies, etc.
Permanent: Keep summaries permanently.
Transitory: Keep survey forms and other records one year.
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.
Semi -permanent: Keep until vehicle/equipment is removed from service.
Telephone Messages: Includes actual telephone messages and telephone message
registers.
Transitory: Keep for one week or until administrative needs end.
Urban Renewal Records: Includes urban renewal plans, annual financial reports, audit
reports, budgets, project records, tax -increment financing information and related
documents.
Permanent: Keep urban renewal plans, annual financial reports, audit reports,
feasibility studies, financial impact analyses, and other written studies or reports
permanently.
Semi -permanent: Keep urban renewal project records ten years after closeout of the
urban renewal agency.
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.
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Permanent.
Accounting, Budget, Finance & Payroll Records
Accounts Payable: Records documenting payment of city bills, including reports,
invoices, statements, vouchers, purchase orders, payment authorizations, receipt records,
canceled checks or warrants, etc.
Semi -permanent: Keep five years after fiscal year end.
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.
Semi -permanent: Keep five years after fiscal year end.
Audit Report: Documents the city's annual audit, examining compliance with generally
accepted accounting principles and methods, the accuracy and legality of transactions and
accounts, and compliance with requirements, orders, and regulations pertaining to the
financial condition and operation of the city. Information includes: auditor's report and
recommendations, single audit information concerning federal grants, and other
information.
Permanent.
Bank Transaction Records: Records documenting the status and transaction activity of
city bank accounts, including account statements, deposit and withdrawal slips, checks,
checkbook stubs and check registers, etc.
Semi -permanent: Keep five years after fiscal year end.
Bankruptcy Notices: Records documenting notification to the city that certain
individuals have filed for bankruptcy, and used to determine if the individual owes
money to the city and to file notice or claim with the court. Information may include:
debtor's name, accounts information, prepared repayment plan and related
documentation.
Temporary: Keep three years after discharge of debt or last action (whichever is
shorter).
Bond Records: Records documenting financing of city improvements through bonded
indebtedness. Records include: bond rating information, bond and election ordinances,
legal notices announcing bond election, bond counsel information and opinions,
covenants, paid bonds and coupons, bond registers, State Treasurer public bond issue
reports
Permanent: Bond and election ordinances are permanent.
Semi -permanent: Keep all other records five years after the bonds are paid off
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Budget Records: Records used in preparing and adopting the city budget, including
revenue projections, instructions, department requests, worksheets, council -approved
tentative budget and notice of budget hearing, adopted appropriations ordinance and
amendments, and other information.
Permanent: Keep notice of budget hearing (with tentative budget) and appropriations
ordinance and amendments permanently.
Temporary: Keep all other records three years after fiscal year end.
Deduction Authorization Records: Records documenting employee application and
authorization for voluntary payroll deductions, direct bank deposits, and related actions.
Payroll deductions are directly deposited or remitted to the authorized financial
institution, insurance company, or other agency or vendor. Records may include:
insurance applications, enrollment cards, deduction authorizations, approval notices,
deduction terminations, and related records.
Semi -permanent: Keep five years after superseded, terminated, or employee separation.
Deduction Registers: Registers or records documenting voluntary and/or required
deductions from the gross pay of city employees. Types of deductions include: federal
income and social security taxes, state income tax, workers' compensation, union dues,
insurance, deferred compensation, credit union, parking permit, garnishments, levies,
charitable contributions, and others. Information may include: employee name and social
security number, pay period, total deductions, net pay, check number, and related data.
Semi -permanent: Keep five years after fiscal year end.
Employee Bond Records: Records documenting the posting of fidelity, performance or
position bonds to guarantee the honest and faithful performance of elected officials,
individual employees or groups of employees. Information typically includes: name and
position(s) of the individual or group, amount of coverage, effective and expiration dates,
and related information.
Semi -permanent: Keep six years after expiration.
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.
Semi -permanent: For records documenting expenditure of grant funds, see Grant
Records in this section. Keep all other records five years after fiscal year end.
Employee Travel Records: Records documenting requests, authorizations,
reimbursements, and other actions related to employee travel, including expense reports
and receipts, vouchers and related documents. Information typically includes: estimated
and final cost, destination, method of transportation, travel dates, approval signatures, etc.
Temporary: Keep five years after fiscal year end.
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
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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.
Semi -permanent: Keep five years after fiscal year end.
Financial Reports: Reports documenting the financial condition and operation of the
city, issued on a monthly, quarterly, annual or other basis, including quarterly published
treasurer's report and year-end financial reports. Reports include information on revenues
and expenditures in relation to the final budget.
Permanent: Keep fiscal year-end financial reports and quarterly published treasurer's
reports permanently.
Semi -permanent: Keep all other reports five years after fiscal year end.
Garnishment Records: Records documenting requests and court orders to withhold
wages from employee earnings for garnishments, tax levies, support payments, and other
reasons. Usually includes original writs of garnishment, orders to withhold, federal or
state tax levies, recapitulations of amounts withheld, and related records. Information
usually includes: employee name and social security number, name of agency ordering
garnishment, amount, name of party to whom payment is submitted, dates, and related
data.
Semi -permanent: Keep five years after resolution.
General Ledgers: Records documenting the summary of accounts reflecting the
financial position of the city, showing debit, credit and balance amounts per account,
budget, fund and department, and totals for notes receivable, interest income, amounts
due from other funds, federal grants received, bank loans received, cash in escrow,
deferred loans received, cash, encumbrances, revenue, accounts receivable, accounts
payable, etc.
Semi -permanent: Keep year-end ledgers 10 years after fiscal year end. Keep all other
general ledgers five years after fiscal year end.
Gift & Contribution Records: Records documenting gifts and contributions to the city,
including donor and acknowledgment letters, acquisition lists itemizing purchases made
with contributed money, checks, receipts and related records.
Temporary: Keep three years after completion of the terms of the gift/contribution,
unless otherwise specifically provided.
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 final reports from significant grants permanently.
Semi -permanent: Keep records documenting the purchase and/or disposal of real
property
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10 years after substantial completion or as specified in the agreement,
whichever is longer. Keep other grant records five years or as specified in
the agreement, whichever is longer.
Temporary: Keep unsuccessful grant applications three years.
Interdepartmental Billings: These are accounting documents that request the transfer of
funds between departments for services rendered or materials purchased.
Semi -permanent: Keep five years after fiscal year end.
Investment Records: Reports, statements, summaries, correspondence and other records
documenting and tracking investments made by the city, including the Local Government
Investment Pool.
Semi -permanent: Keep five years after fiscal year end.
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.
Temporary: Keep three years.
Leave Balance Reports: Reports documenting individual city employee accrual and use
of sick, vacation, compensatory, personal business, family and medical leave, and other
leave time. Information usually includes: employee name and social security number,
leave beginning balance, leave time accrued, leave time used, ending balance, and related
data.
Semi -permanent: Keep year-end leave balance reports 10 years after employee
separation. Keep all other records five years after fiscal year end.
Local Improvement Districts: Records documenting the formation of a local
improvement district and levying of special assessments, including: ordinance, published
notices, assessment roll, appeals, affidavits, bonds and coupons, delinquencies, and
related correspondence and documents.
Permanent: Ordinances, assessment rolls and payment records (if kept separately from
the roll itself) are permanent.
Semi -permanent: Keep other records five years after the local improvement district is
closed and all bonds are paid off.
Payroll Administrative Reports: Reports, statistical studies, and other records designed
and used for budget preparation, projections, workload and personnel management, and
research and general reference. Often consists of recapitulation reports organizing wages,
deductions, and other data into categories such as quarter -to -date, year-to-date, fiscal
year-to-date, department, division, section, employee/employer contributions, and others.
Temporary: Keep three years after fiscal year end.
Payroll Registers: Registers or records serving the same function of documenting the
earnings, voluntary and required deductions, and withholdings of city employees.
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Information usually includes employee name and social security number, hours worked,
rate, overtime, vacation value, various allowance, gross pay, federal and state
withholding, voluntary deductions, net pay, and related data.
Semi -permanent: Keep year-end (or month -end, if year-end registers not used) 75 years
after fiscal year end. Keep all other payroll registers five years after fiscal year
end.
PERSI Records: Records relating to PERSI, including Employer Remittance Forms,
invoices, correspondence, financial adjustments, etc.
Semi -permanent: Keep five years after fiscal year end.
Receipts: Copies of receipts, showing the date, from whom received, amount, purpose,
etc.
Semi -permanent: Keep five years after fiscal year end.
Sales & Use Tax Forms: Used to report and remit sales tax collected and due to the
state.
Semi -permanent: Keep five years after fiscal year end.
Signature Authorization Records: Records documenting authorization of designated
employees to sign fiscal and contractual documents.
Semi -permanent: Keep six years after authorization superseded or expired.
Subsidiary Ledgers, Journals & Registers: Records documenting details of
transactions such as those related to receipts and expenditures on a daily, monthly,
quarterly or similar basis. Includes journals, ledgers, registers, daybooks and other
account books that provide backup documentation for the general ledger.
Semi -permanent: Keep year-end payroll register 75 years after fiscal year end. Keep all
other records five years after fiscal year end.
Unemployment Compensation Claim Records: Records documenting claims submitted
by former city employees for unemployment compensation. Usually includes: claims,
notices, reports, and related records. May also include records generated by the appeal of
claim determinations.
Temporary: Keep three years.
Unemployment Reports: Records documenting employee earnings on a quarterly basis.
Used to document costs and charges in the event of an unemployment compensation
claim. Information includes: employee name and social security number, quarterly
earnings, days worked, totals, and other data.
Temporary: Keep three years.
Utility Account Change Records: Records documenting routine information changes to
customer accounts, including name and address.
Semi -permanent: Keep five years after fiscal year end.
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Utility Application/Disconnect Records: Applications completed by customers
requesting or disconnecting water, sewer, power, garbage or other city -provided services.
Information typically includes: customer's name, address, phone number, meter
information, date and approval signatures.
Semi -permanent: Keep five years after fiscal year end.
Utility Bill Remittance Stubs: Bill stubs received with payments for water, sewer,
power, garbage and other city -provided services that document receipt and posting of
customer payments. Information typically includes: account number, name, service
address, payment received, and receipt date and number.
Semi -permanent: Keep five years after fiscal year end.
Utility Billing Adjustment Records: Records documenting adjustments to customer
water, sewer, power, garbage or other city -provided service billings for debits, credits,
refunds, returned checks, and related reasons. Information usually includes: customer's
name and address, type of adjustment, justification, amount changed, authorizing
signatures and other information.
Semi -permanent: Keep five years after fiscal year end.
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.
Semi -permanent: Keep five years after fiscal year end.
Utility Customer Security Deposit Records: Records documenting customer payment
of a security deposit to receive water, sewer, power, garbage or other services.
Information usually includes date, amount of deposit, customer's name, address, and
account number, date account closed, refund date, amount of deposit confiscated, reason
for confiscation, and related information.
Semi -permanent: Keep five years after refund or last action.
Utility Meter Books: Document the readings of customer water/power meters by city
employees for billing purposes. Information typically includes: name of meter reader,
meter reading, date read, account number, billing code, final reading, reason for turnoff,
meter changes, and related data.
Semi -permanent: Keep five years after fiscal year end.
Vendor Lists: Lists of vendors providing goods and services to the city.
Transitory: Keep until superseded or obsolete.
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,
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employee name and social security number, wages paid, amounts withheld, and related
data.
Semi -permanent: Keep five years.
Withholding Allowance Certificates: Certificates documenting the exemption status of
individual city employees, also known as W-4 forms. Information includes: employee
name and address, social security number, designation of exemption status, and signature.
Semi -permanent: Keep five years after employee separation.
Building, Planning & Zoning Records
Annexation Records: Document the annexation of new land into the city. Records may
include: application, annexation agreement, notices of hearing, staff report,
recommendations of the planning and zoning commission, maps, etc.
Permanent.
Area of Impact Records: Document the negotiation and adoption of area of impact
agreements and ordinances with the county, including: public notices, correspondence,
notices of hearing, recommendations from the planning and zoning commission, maps,
"committee of nine" proceedings, etc.
Permanent.
Building Activity Records: Reports or statistical compilations tracking building activity
on a monthly or annual basis, used to plan budgets and staffing and monitor growth and
building trends. Typically tracks number of permits issued, type of activity, value of
projects, fees collected, etc.
Permanent: Keep reports summarizing activity on an annual basis permanently.
Semi -permanent: Keep all other reports five years.
Building Codes: Codes that may be adopted by local ordinance, including: the
International Building Code, International Residential Code, International Energy
Conservation Code,
International Mechanical Code, International Fuel Gas Code, Uniform Plumbing Code,
National Electrical Code, International Fire Code, etc.
Permanent.
Building Inspection Reports & Working Papers: Records documenting inspections to
ensure compliance with the city's adopted codes, including inspection reports, logs,
requests for inspections, correspondence, etc.
Semi -permanent: Keep for the life of the structure.
Building Permit Applications & Review: Applications for construction, structural
modifications, installation of plumbing, electrical or mechanical equipment, etc.
Permanent.
Building Permits: Permits granted to property owners for construction, structural
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modifications, installation of plumbing, electrical or mechanical equipment, etc.
Permanent: Keep building permits for completed structures permanently.
Semi -permanent: Keep revoked or expired building permits two years after
revocation/expiration.
Building Plans & Specifications: Blueprints and other graphic illustrations of designs
submitted by contractors for the construction, reconstruction or alteration of buildings.
These plans and accompanying specifications are submitted to ensure compliance with
building codes, setbacks and other regulations. Documents include: site plan, scale of
floor plan, elevation plan, electrical plan, typical wall section and foundation, and
specifications.
Permanent: Keep plans and specifications for publicly -owned and commercial
structures permanently.
Temporary: Keep plans and specifications for residences two years after issuance of
certificate of occupancy.
Certificates of Occupancy: Certification that a building complies with city codes and is
safe for occupancy. Information may include: type of building, building permit number,
type of construction, owner of building, address, contractor name, date built and certified
in compliance with code. Includes requests for temporary occupancy.
Permanent.
Code Enforcement: Case files on city code violations including: correspondence with
owners, site inspections, photographs, enforcement actions, and hearings.
Permanent.
Comprehensive Plan: The plan used to guide the long-term growth and development of
a city. Records typically include: the plan document, periodic updates, citizen surveys
and participation information, notices of hearing, maps, photographs, staff reports,
recommendations from the planning and zoning commission, etc.
Permanent.
Conditional Use Permits: Permits allowing construction of buildings in specific areas
when impacts to neighbors are mitigated. Documents typically include: application,
blueprint drawings, notices of hearing, staff report, planning and zoning commission
recommendations/decision, and related correspondence.
Permanent: Keep application and decision documents permanently.
Semi -permanent: Keep other records 10 years after expiration, revocation or
discontinuance of use.
Correction Notices: Notices to contractor/builder to correct defects noted during the
inspection process.
Permanent.
Design Review Records: Records related to design review overlay districts, including:
applications, staff reports, committee recommendations, maps, photographs, and other
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records.
Permanent: Keep application and decision documents permanently.
Semi -permanent: Keep other records 10 years after approval or denial.
Development Agreements: Records documenting formation, modification and
termination of development agreements, in which the city requires the developer to make
a written commitment concerning use or development of the subject parcel as a condition
of rezoning.
The agreements are recorded and binding on subsequent property owners.
Permanent.
Flood Plain Permit Records: Permits issued for construction within a flood plain zone.
Records also may include: elevation certificates, applications, review records, checklists,
and other documents.
Semi -permanent: Keep permits and elevation certificates 10 years after the life of the
structure or until area is determined not to be a flood plain, whichever is
longer. Keep other records 10 years.
Future Acquisitions Map: Records relating to the future acquisitions map, which
identifies land proposed for acquisition for infrastructure and services over the next 20
years.
Permanent.
Land Use Hearing Recordings & Exhibits: Includes maps, plans, drawings, and other
exhibits prepared for land use hearings and audio recordings of land use hearings before
the planning and zoning commission and city council.
Permanent: Keep land use exhibits referenced in minutes permanently.
Semi -permanent: Keep exhibits not referenced in minutes five years.
Transitory: Keep audio recordings one year after the date of the hearing, unless a
longer period is required due to litigation.
Nonconforming Use Records: Records pertaining to uses that are "grandfathered" in
when zoning regulations change for a particular property. Changes or expansions of
nonconforming uses may require city approval. Records may include: site plan,
verification of original and current use, nonconforming use certificate, and records
regarding changes or expansion of the nonconforming use.
Permanent.
Plan Review Reports: Reports indicating compliance with adopted building codes,
planning and zoning ordinances, and other city requirements.
Permanent: Keep plan review reports for commercial buildings permanently.
Semi -permanent: Keep plan review reports for residential buildings five years after
issuance of certificate of occupancy.
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Planned Unit Development Records: PUDs allow for flexibility in subdivision and
zoning regulations with greater amenities provided by the developer. These records
include: application, maps, diagrams, site plans, notices of hearing, staff report,
recommendation/decision by the planning and zoning commission, correspondence, etc.
Permanent: Keep application and decision documents permanently.
Semi -permanent: Keep other records 10 years after approval or denial.
Planning Studies: Reports completed in-house or by outside consultants on specific
planning issues, including transportation plans, affordable housing plans, etc.
Permanent.
Rezoning Records: Document applications for rezoning property within the city,
including: application, review forms, maps of areas involved, notices of hearing, staff
report, recommendation of the planning and zoning commission, written decision by the
council, appeals, correspondence, etc.
Permanent: Keep application and decision documents permanently.
Semi -permanent: Keep other records 10 years after approval or denial.
Subdivision Records: Document the preliminary and final plat stages of subdivision
approval, including: application, maps, diagrams, site plans, staff report, recommendation
by planning and zoning commission, written decision by the council, correspondence,
appeals, etc. Includes administrative lot split or "short plat' applications involving less
than five lots.
Permanent: Keep records relating to approved subdivisions permanently.
Semi -permanent: Keep records relating to denied, expired or revoked applications 10
years after denial, expiration or revocation.
Variance Records: Document variance applications for relief from a quantifiable zoning
standard (such as setback, lot size, etc.). Records include: application, staff
recommendation, recommendation/decision by planning and zoning commission and
council, correspondence, etc.
Semi -permanent: Keep 10 years after the life of the structure.
Zoning Ordinance Interpretations: Records providing interpretations of city
ordinances by the planning director.
Permanent.
Zoning Maps: Show zoning boundaries in the city, with streets, property lines, and
zoning classifications.
Permanent.
Election Records
Ballots: Includes voted ballots, unused ballots, absentee ballots, spoiled ballots, and
ballot stubs.
Temporary: Keep two years.
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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 Nonbusiness Entity), and C-7 (48
Hour Notice of Independent Expenditures).
Permanent.
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.
Election Working Files: Includes the following records: absentee voting, polling places,
judges and clerks, challengers and watchers, voting machines and vote tally systems,
correspondence, and other records not specifically listed in this schedule.
Semi -permanent: Keep five years.
Notices of Election & Sample Ballots: Includes the first and second notice of election
and sample ballot, which are published in the official newspaper.
Permanent.
Petitions: Petitions for initiative, referendum, recall, liquor by the drink, & other
elections.
Permanent.
Poll Books: Books showing the name, address and signature of those voting in city
elections.
Permanent: Keep one poll book from each precinct permanently.
Temporary: Duplicate copies of poll book may be destroyed after two years.
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.
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.
Temporary: If no claim is filed, keep three years.
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Contractor Liability Insurance Verification Records: Letters or certificates of
coverage provided by insurance companies declaring that specific contractors are covered
by appropriate liability insurance. Records include: insurance company name and
address, issue date, expiration date, amount and type of coverage, special provisions,
signature of insurance company representative, etc.
Semi -permanent: For city public works projects keep 10 years after substantial
completion. Keep all other records six years after expiration.
Contractor Performance Bond Records: Records documenting the posting of
performance guarantees or surety bonds by contractors performing work for the city,
including letters, certificates, copies of bonds, etc. Information usually includes: name of
individual or company covered, amount of coverage, effective dates, name of bonding
agent, authorized signatures, etc.
Semi -permanent: For city public works projects keep 10 years after substantial
completion. Keep all other bond records six years after expiration.
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, etc. Records usually include: policies, endorsements,
rate change notices, agent of record, and related documents.
Permanent: Keep group employee health and life, property and liability insurance
policies permanently.
Semi -permanent: Keep other insurance records six years after expiration if no claims
pending.
Liability Claims Records: Records documenting various types of liability claims filed
against the city, including: personal injury, property damage, motor vehicle accident,
false arrest, etc. Records often include: reports, photographs, summaries, reviews,
notices, audio and videotapes, transcripts of recorded statements, correspondence and
related documents.
Semi -permanent: Keep 10 years after case closed or dismissed.
Liability Waiver Records: Document the release of the city from liability related to
various activities, including: police/fire ride-alongs, rekindling fires, participating in city -
sponsored recreational events or classes, etc. Information usually includes: release terms,
date, signatures, and related information.
Semi -permanent: Keep six years.
Property Damage Records: Records, photographs, and other records documenting
damage to city property such as signs, trees, picnic tables, buildings, fountains, and
fences. Information often includes: type and location of property damaged, description of
damage, date and time of damage (if known), name and address of individual causing the
damage (if known), value of damage, billing costs, etc.
Temporary: If no claim is filed, keep three years.
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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.
Temporary: If no claim is filed, keep three years.
Risk Survey & Inspection Records: Records documenting surveys, inspections, and
other actions designed to identify potential hazards and liabilities to the city related to
buildings, parks, playgrounds, swimming pools, etc. Useful for preventing liability claims
and for illustrating a pattern of responsible action regarding hazards. Records may
include: survey summaries and reports, safety audit and inspection reports,
correspondence, etc.
Permanent: Keep records documenting the formation or change of policy permanently.
Semi -permanent: Keep other records five years.
Safety Program Records: Records documenting the city's program to promote a safe
work environment for its employees. Records may include: safety policies, plans and
procedures, workplace safety committee records, reports on inspections conducted by the
safety officer, evacuation rosters and reports, and related documentation and
correspondence.
Semi -permanent: Keep safety policies, plans and procedures five years after superseded.
Keep inspection reports, evaluations, and recommendations ten years. Keep all other
records five years.
Workers' Compensation Claim Records: Records documenting the processing of
individual employee claims of job related injuries or illnesses, but not those describing
actual medical conditions. Records may include: claim disposition notices, claim
reporting and status forms, injury reports, determination orders, insurance premium data,
hearing requests, safety citations, inspection reports, medical status updates and reports,
investigation reports, reimbursement and payment records, and related correspondence
and documentation.
Semi -permanent: Keep five years after claim closed or final action.
Legal Records
Civil Case Files: Documentation of pending and closed cases filed by and against the
city, including complaints, summons, investigations, reports, attorney's notes, orders and
judgments, dispositions, pleadings, mediation information and related records.
Semi -permanent: Keep 10 years after case closed or dismissed, or date of last action.
Claim Files: These records contain claims for damages caused by city
employees/equipment.
Semi -permanent: Keep 10 years, provided there is no pending litigation.
Criminal Case Files: Records related to the prosecution of criminal cases, including
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citations, police reports, driving records, tape recordings, complaints, subpoenas,
motions, judgments, and related records.
Semi -permanent: Keep 10 years after case closed or dismissed, or date of last action.
Land Use Appeals: Records related to appeals of land use decisions, including staff
reports, pleadings, briefs, and related records.
Semi -permanent: Keep 10 years after final decision or date of last action.
Legal Opinions: Formal and informal opinions rendered by the city attorney for the
mayor, council or city departments, examining legal questions relating to state/federal
law/rules or local ordinances/policies.
Permanent.
Parks & Recreation Records
Activity Reports: Daily, weekly, monthly or other reports documenting the activities of
parks and recreation department employees, including: type of activity,
employees/volunteers involved, time spent on activity, work completed, etc.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi -permanent: Keep all other reports five years.
Chemical Application Records: Document the application of pesticides, herbicides and
fertilizers to city parks, golf courses and other property. Information typically includes
date used, weather conditions, application area, chemical applied, mix ratio, and coverage
rate.
Temporary: Keep three years.
Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies or materials
(mulch, sand, bark, topsoil, etc.). Information usually includes date, time, amount and
type of supplies received, and related data.
Temporary: Keep two years.
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.
Temporary: Keep until equipment removed from service.
Facility & Equipment Rental/Loan Records: Records documenting rental or loan of
city owned facilities (e.g. parks, ball fields, etc.) or equipment (e.g. sports equipment,
tools, gardening implements). Records often include: applications, calendars, lists,
receipts, and related documents. Information typically includes: name, address and phone
number of renter/borrower; description of facility/equipment; date and time of reservation
and signature.
Temporary: Keep three years.
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Park & Facility Inspection & Maintenance Records: Document periodic inspections,
complaints, maintenance and repairs for parks, playgrounds, sidewalks, picnic tables, and
other property, equipment and facilities.
Semi -permanent: Keep five years.
Park & Facility Use Permits: Permits issued to individuals or organizations for special
uses of city parks and facilities. Examples include: fun runs, bicycle races, events with
more than a specified number of participants, concerts, etc.
Temporary: Keep two years after date of event, denial, or revocation of permit.
Recreation Program Files: Records relating to city recreation programs, including:
fliers, class/activity rosters, participants, instructors, schedules, calendars, fees,
advertisements, etc.
Permanent: Keep annual reports summarizing activities permanently.
Temporary: Keep other records three years.
Recreational Facility Files: Records used to maintain a record of construction and
renovation projects for each facility (parks, golf courses, swimming pools, etc.). Records
may include: correspondence, construction information, architectural drawings, contracts,
specifications, news clippings, histories of facilities, safety reports, photographs and
maps.
Permanent.
Registration Records: Registration records for city parks and recreation programs,
classes and events. Information includes: participant's name, address, phone and
signature of participant/guardian; program name and date(s); fee paid; etc.
Temporary: Keep three years.
Sports Team Records: Document information relating to adult/youth sports leagues,
including team rosters, participant information, sponsors, game/tournament schedules,
etc.
Temporary: Keep three years.
Swimming Pool Operation & Maintenance Records: Records documenting the
operation and maintenance of city swimming pools. Information typically includes:
results of water quality tests, date and time of filter backwash, dates during which the
pool was emptied and/or cleaned, inspections, and periods of recirculation equipment
operation, malfunction and repair. May also include records documenting inspection and
maintenance of safety equipment.
Semi -permanent: Keep five years.
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
22
te)
with Disabilities Act. Records include: plans, updates, policy statements, reports,
investigations, case files, complaints and related information. Also includes EEO-4
reports submitted to the Equal Employment Opportunity Commission (EEOC)
documenting compliance with EEOC requirements by cities with 15 or more employees.
Permanent: Keep plans, updates and policy statements permanently.
Semi -permanent: Keep EEO-4 reports and all other records five years.
Benefits Continuation Records: Records documenting notice to employees, spouses and
dependents informing them of their rights to continue insurance coverage after
termination or during disability or family leave and whether coverage was elected or
rejected. Continuation may be under COBRA or another provision. Notice is also sent to
a third party administrator who administers the extended coverage. Records may be filed
with the Employee Benefits Records or Employee Personnel Records.
Semi -permanent: Keep three years after employee separation or eligibility expired or
five years, whichever is longer.
Collective Bargaining Records: Records documenting negotiations between the city and
employee representatives, including contracts, reports, negotiation notes, letters of
agreement, arbitration findings, cost analyses, minutes, tape recordings, etc.
Semi -permanent: Keep contracts and minutes 75 years after contract expires. Keep other
records six years after contract expires.
Employee Benefits Records: Records relating to city employee benefit information such
as: selection of insurance plans, retirement, pension and disability plans, deferred
compensation plans, and other benefit information. Records may include, but are not
limited to: plan selection and application forms, enrollment records, contribution and
deduction summaries, personal data records, authorizations, beneficiary information,
year-end leave balance reports, notices of disability payment made, and related
documentation. Generally filed with Employee Personnel Records.
Semi -permanent: Keep year-end leave balance reports and official copy of retirement
enrollment records 75 years after date of hire. Keep other records five years after
employee separation or eligibility expired.
Employee Medical Records: Document an individual employee's work -related medical
history. These records are not personnel records and must be kept in a separate location
from employee personnel records as required by the Americans with Disabilities Act.
Records may include, but are not limited to: medical exam records (pre -employment, pre -
assignment, periodic or episodic), X-rays, records of significant health or disability
limitations related to job assignments, documentation of work -related injuries or
illnesses, hearing test records, hazard exposure records, first -aid incident records,
physician statements, release consent forms and related correspondence.
Semi -permanent: Keep hazard exposure records 30 years after separation. Keep other
records five years after separation or completion of litigation, whichever is longer.
Employee Personnel Records: Document an employee's work history. Records may
23
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.
Semi -permanent: Keep ten years after separation.
Employment Eligibility Verification Forms (I-9): Document to the U.S. Immigration
and Naturalization Service that an applicant or employee is eligible to work in the United
States. Information includes: employee information and verification data such as
citizenship or alien status and signature, and employer review and verification data such
as documents, which establish identity and eligibility, and employer's signature certifying
that documents were checked. This category includes forms completed for all new hires,
as well as superseded or previous forms completed on rehires.
Semi -permanent: Keep five years after separation.
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.
Semi -permanent: Keep 30 years after separation.
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.
Transitory: Keep until superseded, obsolete or administrative needs end.
Position Description, Classification & Compensation Records: Records documenting
the description, classification and compensation of city jobs and positions. Usually
includes details of duties and responsibilities of each position, time percentage
breakdowns of tasks, skills and abilities needed for each position, and related records
documenting the development, modification or redefinition of each job or position.
Records often include: reports, position descriptions, position evaluations, salary &
benefits studies, job analyses, interview data, selection criteria, authorizations,
agreements and related records.
Temporary: Keep three years after superseded, obsolete or administrative needs end.
24
Recruitment & Selection Records: Document the recruitment and selection of city
employees, and contracted service providers such as attorneys, auditors, consultants, etc.
Records may include, but are not limited to: job announcements and descriptions,
applicant lists, applications and resumes, position advertisement records, civil service and
other examination records, classification specifications, affirmative action records,
interview questions, interview and application scoring notes, applicant background
investigation information, polygraph test results, letters of reference, civil service records,
position authorization forms, certification of eligibles, recruitment summary records (job
announcement, position description, documentation relating to the announcement and
test, and test items and rating levels), and related correspondence and documentation.
Semi -permanent: Keep announcement records, position description, and test and rating
records 10 years. Keep unsuccessful applications and all other records five years after
position filled or recruitment canceled.
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.
Semi -permanent: Keep significant program records five years.
Temporary: Keep class enrollment and attendance records two years.
Transitory: Keep all other records one year.
Volunteer Program Records: Records documenting the activities and administration of
volunteer programs in the city. May include volunteer hours statistics, volunteer program
publicity records, insurance information, inactive volunteer files, and related records. For
records related to individual volunteers, see Volunteer Worker Records in this section.
Semi -permanent: Keep five years.
Volunteer Worker Records: Records documenting work performed for the city by
citizens without compensation for their services. May include agreements, applications,
skills test results, training documentation, task assignment and monitoring records, etc.
Semi -permanent: Keep five years after separation.
Police & Law Enforcement Records
Accident Reports: Document traffic accidents investigated by the police department.
These reports typically include complete information on all cars and drivers involved in
the accident, accident location, damage, cause of accident, date and time, accident
diagram, description and weather conditions.
Temporary: Keep three years.
Activity Reports: Individual officer, shift, and other activity reports usually filed on a
daily, weekly, or monthly basis. Useful for reference, performance monitoring, compiling
annual reports, planning and budgeting, and for briefing subsequent shifts or activities.
Applies to various duties, including dispatch, investigations, and patrol. Information
usually includes: name, shift, date, activities, and various statistical categories for
25
tracking the number of arrests, phone calls, mileage, etc. Also includes monthly and
annual law enforcement or uniform crime reports summarizing statistics on criminal
activity and office operations.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi -permanent: Keep all other reports five years
Animal Control Records: Records documenting animal control activities, often
including: reports, logs, lists, cards, receipts, and related records. Subjects may include:
lost and found animals, animals running at -large, dog bite reports, animals turned over to
county animal control programs or humane society programs, etc.
Temporary: Keep three years.
Arrest Warrant Records: Records relating to arrest warrants and documenting the
status of warrants as served, unserved or recalled by the court. Records may also include
detainer requests, informational documents related to the wanted person, teletypes, and
other records relevant to the service of warrants. Warrant information includes: date,
court, judge's name, individual's name and date of birth, charge, etc.
Temporary: Keep three years.
Booking Records: Record of all persons arrested and booked by the police department.
Information includes: case number, name, race, sex, date of birth, docket number, age,
height, weight, hair, eyes, social security number, visible scars and marks, NCIC
identification number, address, phone number, aliases, drivers license number,
occupation, next of kin and address, booking officer's name, current date, charge
information, medical information, release date, time and arresting officer.
Permanent: Keep homicide and felony booking records permanently.
Semi -permanent: Keep misdemeanor booking records five years.
Bulletins from Other Agencies: Records including bulletins, circulars, and related
records received from federal, state and local law enforcement agencies. Usually contains
descriptions and photographs of fugitives, missing persons, stolen property, etc.
Temporary: Keep records relied upon for police action three years.
Transitory: Keep all other records until superseded, obsolete or administrative needs
end.
Civil Enforcement Case Files: Records relating to actions taken on a specific civil case.
Information may include: attempts at service, actual service information, and
documentation of enforcement actions taken under the provisions of the order.
Temporary: Keep three years after action completed.
Community Service Programs: Records relating to police community service programs,
including: DARE, Neighborhood Watch, youth activities, etc. Records may include:
publications, mailing lists, plans, evaluations, notes, reports, lesson plans and outlines,
etc.
Permanent: Keep annual reports summarizing activities permanently.
Temporary: Keep other records three years.
26
Crime Analysis Files: Records documenting police efforts to anticipate, prevent, or
monitor criminal activity. May include reports, statistical summaries, photographs,
audio/videotape, etc. Subjects often include: crime patterns or modes of operation,
analysis of particular crimes, criminal profiles, forecasts, movements of known offenders,
alerts from other agencies, etc.
Permanent: Keep records relating to homicides permanently.
Semi -permanent: Keep records relating to major investigations 10 years after case
closed.
Transitory: Keep all other records until superseded, obsolete or administrative needs
end.
Crime Prevention Security Survey Records: Records documenting citizen -requested
officer surveys of homes and businesses and subsequent recommendations for improving
security. Information usually includes: areas vulnerable to break-ins, blocked exits,
landscaping that can hide crime, etc. Information is typically compiled in a report that is
sent to the property owner/renter.
Temporary: Keep three years.
Crime Prevention Vacation House Inspection Records: Records documenting
inspection of homes and other properties while the occupants are away. Information
typically includes: name, address, date received, vacation beginning and ending dates,
emergency contact information, special conditions, dates and times officers checked the
house or property, etc.
Temporary: Keep three years.
Criminal Arrest History Records: Records documenting information on the
accumulated criminal arrest history of individuals which may be useful in current or
future investigations. Records may include: summary sheets or cards, arrest reports,
fingerprint cards, mug shots, and related records. Information typically includes: name,
aliases, residence, sex, age, date and place of birth, height, weight, hair and eye color,
race, scars, marks, tattoos, abnormalities, date of arrest, offense committed, habits,
closest relatives or friends, etc.
Permanent: Keep records relating to homicides or felonies permanently.
Semi -permanent: Keep records relating to misdemeanors five years.
Criminal History Dissemination Records: Records documenting the dissemination of
criminal histories and other law enforcement information to other agencies or criminal
information systems. May include teletype and computer message logs. Information
includes: date of release, subject of information, recipient of information, reason
information was requested, and identification numbers.
Temporary: Keep three years.
Detoxification Confinement Logs: Logs listing names of intoxicated individuals held
and released when sober. Includes dates and times confined and released, name of
individual and related information.
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Temporary: Keep three years.
Equipment Issued Records: These records document equipment issued to police
department personnel, including: handcuffs, keys, uniforms, badges, bulletproof vests,
and weapons (specifying the make, model, serial number and caliber).
Temporary: Keep three years after employee separation.
Expunged or Sealed Records: Records documenting the arrest and/or conviction of a
person who petitions and is granted by the court an order sealing records. Also applies to
juvenile records.
Permanent.
Field Interrogation Reports: Informational reports written by police officers relating to
individuals, events or vehicles for which the officer does not have probable cause for
enforcement. Typically includes: name and address of person contacted, physical
description of person or vehicle, officer's name, location of contact, date and time,
witnesses, reason for contact, etc.
Temporary: Keep three years.
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.
Fingerprint Cards: Cards containing fingerprints, palmprints, and other personal
identifiers of arrested individuals. Used for identification and apprehension of suspects in
criminal investigations. The cards also contain information necessary to identify the
individual, including: fingerprint classification number, name, address, date of birth, date
of arrest, social security number, photograph, occupation, employer, etc.
Permanent: Keep records relating to homicides or felonies permanently.
Semi -permanent: Keep records relating to misdemeanors five years.
Fingerprint Cards (Latent): Cards containing latent fingerprints and palm prints found
at crime scenes without identification of suspects. These are compared against cards on
file at the agency. Usually contains information related to the crime, location, date and
time, and other details of the case.
Permanent: Keep records relating to homicides or felonies permanently.
Semi -permanent: Keep records relating to misdemeanors five years.
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
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number, caliber, name of purchaser, date of birth, address, height, occupation, race, eye
and hair color, local address (if traveling) and signatures of purchaser and salesperson.
Semi -permanent: Keep 50 years.
Indemnity Bonds: Copies of insurance bonds issued to indemnify the police department
against claims of wrongful actions in civil seizure cases.
Semi -permanent: Keep five years after seizure completed and a return has been made to
the court of issuance.
Impounded & Abandoned Vehicle Records: Records documenting vehicles impounded
by police due to accidents, abandonment, recovered stolen vehicles, vehicles used in
commission of crimes, etc. May include reports, notifications, information cards or
sheets, receipts, etc. Information typically includes: make, model, year, color,
identification number, tag number, condition of vehicle and contents, reason for
impounding, location of impoundment, charge (if any), towing company used, release
conditions, and name and address of individual to whom the vehicle was released.
Temporary: Keep records not included in case files three years after disposition of
vehicle.
Incident Case File Index: Indexes to incident case files used as cross references between
case numbers, names, dates, modus operandi, and other descriptive information.
Permanent.
Incident Case Files: Central case files documenting complaints or other actions or
incidents investigated by the police department. Usually filed by case number. Records
may include investigative reports, fingerprint cards, arrest reports, supplemental reports,
photographs, correspondence, teletypes, court orders, court dispositions, officer notes,
laboratory reports, drug/alcohol test records, physical force records, citizen arrest
certificates, copies of warrants, search warrants, booking sheets, property/evidence
reports, custody reports, and other related documents. Information typically includes:
suspect information, alleged activity, location, date, validity of source information and
other data.
Permanent: Keep records relating to felonies and unsolved crimes where DNA was
collected permanently.
Semi -permanent: Keep records relating to misdemeanors five years.
Semi -permanent/ Keep protective custody files until the minor turns 18 or is
emancipated.
Informant Case Files: Records documenting information about informants used by
department personnel. Records typically include: reports, correspondence, payment
records, fingerprint cards, signature cards, letters of understanding on informant
activities, and related records.
Temporary: Keep three years.
Internal Investigations Case Files: Records documenting investigations of police
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department personnel for violations of laws, rules or policies and may include findings
and dispositions of investigations. Records often include: complaints, correspondence,
investigatory reports, interviews, hearing summaries, testimony, etc. Information usually
includes: the name of the officer investigated, reason, location of violation, date,
accomplices' names and addresses, witnesses' names and addresses, action taken, etc.
Semi -permanent: Keep 10 years after employee separation.
Juvenile Temporary Custody Records: Records documenting youths taken into
temporary custody by the department. The action is not considered an arrest. Information
typically includes: name, age and address of the youth; name and address of the person
having legal or physical custody of the youth; reasons for and circumstances under which
the youth was taken into temporary custody; and related information.
Temporary: Keep three years.
Lost & Found Property Records: Records documenting city receipt and maintenance of
lost and found or abandoned property such as money, bicycles and other items not related
to a crime. Includes: receipts, inventory lists, disposition information, etc.
Temporary: Keep three years.
Maps: Maps and related records maintained for reference and for tracking various trends.
Examples include: Neighborhood Watch Program maps, street number location maps and
books, parking meter maps, and maps plotting reported crimes in a given area.
Transitory: Keep until superseded, obsolete or administrative needs end.
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.
Mug Shots: Photographs and negatives of arrested individuals used for identification and
apprehension of suspects in criminal investigations. The photograph is stamped with the
case number or a department number and the date the picture was taken.
Permanent: Keep records relating to homicides or felonies permanently.
Semi -permanent: Keep records relating to misdemeanors five years.
National Crime Information Center (NCIC) Records: NCIC is a computerized
database of criminal justice information available to federal, state and local law
enforcement agencies. NCIC includes information on: wanted persons, individuals
charged with serious/significant offenses, missing persons, gang members, etc.
Categories of records in the system cover stolen vehicles, guns and articles, and wanted
persons.
Transitory: Keep one year if not part of case file.
Neighborhood Dispute Resolution Records: Records documenting the city's dispute
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resolution program to handle complaints by citizens about disputes with neighbors or
merchants. Typical cases may cover: animal control, landlord/tenant issues, noise,
harassment, property disputes, business/consumer issues, etc. Records may include:
evaluation and intake records, service referrals, resolution agreements, and follow-up
surveys. Information may include: name, phone number and address of person filing
complaint; case number; date of activity; narration of request/complaint; name and
address of offender; action taken; and other information.
Semi -permanent: Keep case records five years after last action.
Temporary: Keep other records three years.
Officer Notes: Notes written by officers during the course of a shift containing
information which may or may not be included in an official report. Information may
pertain to contacts, incidents, unusual circumstances, and other subjects. Notes are often
used for writing reports and testifying in court. Information typically includes: names,
dates, times, vehicles, activities, locations and related information.
Permanent: Keep records relating to homicides or felonies permanently.
Semi -permanent: Keep all other records five years.
Parking & Traffic Warnings & Citations: Police department copies of citations and
records documenting warnings issued for traffic, motor vehicle and parking offenses.
Information includes: date and time; name and address; date of birth, sex, and
occupation; license number and state; year, make and model of vehicle; location and type
of violation; name of officer issuing citation; etc.
Temporary: Keep citation records three years.
Transitory: Keep warning records until superseded, obsolete or administrative needs
end.
Peer Court Records: Records documenting the city's peer court program where youths
who have committed certain first time offenses (typically status offenses, i.e. underage
drinking) are judged by a court of their peers and typically sentenced to community
service. Records may include: policy and procedure manuals, guidelines and instructions,
agreements with juvenile and parents, verdict and terms of community service.
Semi -permanent: Keep case records five years after final disposition of case or youth
reaches age of majority, whichever is longer.
Temporary: Keep records not classified as semi -permanent or transitory two years.
Transitory: Keep participant guidelines and instructions until superseded, obsolete or
administrative needs end.
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.
Transitory: Keep until superseded, obsolete or administrative needs end.
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Property & Evidence Control & Disposition Records: Records used to track property
and evidence coming into police department possession. Documents receipt, storage, and
disposition of personal property and physical evidence from defendants, victims, etc.
May include evidence photographs documenting crime scenes, accidents, and other
incidents. Records often include: receipt forms, evidence logs (showing chain of
possession of evidence), property reports, destruction lists, property consignment sheets,
seized firearm logs, homicide evidence inventories, etc. Information usually includes case
number, tag number, date and time, property or evidence description, storage location,
release date, etc. Often filed with Incident Case Files.
Semi -permanent: Keep records relating to crimes with no statute of limitations 75 years
after case closed. Keep records relating to felonies one year after statute of limitations
expires.
Temporary: Keep records relating to all other cases one year after statute of limitations
expires.
Property Sales Records: Documents sale and conveyance of real and personal property
by the police department. Records may include: certificates of levy, notices of sale,
publication proofs, mailing receipts, copy of judgment and execution, certificate of sale,
return of service, and copy of deed issued.
Semi -permanent: Keep seven years.
Radar Equipment Certification & Maintenance Records: Records documenting the
calibration and maintenance of radar equipment that may be useful in documenting the
accuracy of the readings. Often includes original factory certification of calibration.
Information relating to maintenance and repair may include: a description of work
completed, parts used, date of service, equipment number, make, model, etc.
Temporary: Keep three years after equipment replaced.
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.
Transitory: Keep until superseded, obsolete or administrative needs end.
Videotapes: Videotapes documenting traffic stops and arrests, as well as surveillance
videos of city facilities (including police facilities, airport, etc.).
Temporary: Keep tapes used as evidence three years after case reaches final
disposition. Keep tapes used for internal investigations three years after investigation
ends.
Transitory: Keep all other tapes 30 days.
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Public Works & Engineering Records
Engineering
Engineering Project Technical Records: Records related to the planning, design, and
construction of various city projects, including, but not limited to: streets, sidewalks,
traffic lights, streetlights, bikeways, water and wastewater facilities, buildings, etc. May
be useful for litigation, reference, or budget planning. Records often include: impact
statements, feasibility studies, plans, amendments, field test and laboratory reports,
inspector reports, change orders, status reports, and related records. (SEE ALSO Maps,
Plans, Drawings & Photos in this section and Purchasing & Quality -Based Selection
Records in the Administrative section.)
Semi -permanent: Keep records of project cost three years after disposal or replacement
of facility, structure, or system. Keep all other records 10 years after substantial
completion.
General
Activity Reports: Daily, weekly, monthly or other reports documenting the activities of
public works department employees, including: type of activity, employees involved,
time spent on activity, work completed, equipment and fuel used, etc.
Permanent: Keep reports summarizing activities on an annual basis permanently.
Semi -permanent: Keep all other reports five years.
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.
Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies or materials
(concrete, road base, gravel, etc.). Information usually includes: date, time, amount and
type of supplies/materials received, and related data.
Temporary: Keep two years.
Equipment Maintenance & Repair Records: Records documenting the inspection,
maintenance, and repair of city -owned equipment not listed elsewhere in this section.
Examples include, but are not limited to: generators, sewage lift pumps, water pumps,
office equipment, and furniture. Records may include summaries, reports, and similar
records usually compiled from daily work records on a monthly or quarterly basis.
Information often includes: description of work completed, parts and supplies used, date
of service, date of purchase, purchase price, equipment number, make and model, and
related data.
Semi -permanent/ Keep until equipment removed from service.
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Facilities & Grounds Maintenance & Repair Records: Records of all minor
maintenance and repairs to buildings and grounds owned or leased by the city. Used to
verify that repairs were made. May include summaries, logs, reports, and similar records
usually compiled from daily work records on a monthly or quarterly basis. Information
often includes location, narrative of work completed, materials used, personnel
completing work, authorization, dates of activities, and related data.
Semi -permanent: Keep records requiring engineering stamps 2 years after life of
structure. Keep all other records five years.
Fill & Leaf Delivery Records: Records documenting citizen requests and city delivery
of fill material and leaves to private property. Often includes conditions; property owner
address, phone number and signature; number of loads requested; desired dumping
location; and related information
Temporary: Keep two years.
Maps, Plans, Drawings & Photos: Maps, plans, drawings, and photos created by or for
the city. These include various types of maps such as system schematic, as -built,
topographic, planemetric, orthophoto, resource, and others. System schematic maps
represent locational and other information about major systems such as water and sewer.
Other maps are derived from aerial photographs and represent physical features such as
building footprints, edge of pavement, and contours. This category also includes as -built
plans, drawings, and details documenting city engineering and construction projects.
Permanent: Keep maps, plans, drawings, and photos permanently (with the exception
of copies obtained from other agencies).
Transitory: Copies of maps, plans, drawings, and photos obtained from federal, state,
county or other agencies may be destroyed when superseded, obsolete or administrative
needs end.
Maintenance Request/Complaint Records: Records documenting complaints or
requests concerning a variety of maintenance responsibilities carried out by the public
works department. Examples include, but are not limited to: brushing and limbing; road
grading, rocking, sealing, patching, and marking; traffic signals and signs; city -owned
buildings and equipment; streetlights; and water and sewer system problems. Information
often includes: name, phone number, and address of person making request/complaint;
narration of request/complaint; name of person responding to request/complaint; dates of
related activities; resolution of request/complaint; and other data.
Temporary: Keep two years after last action.
Master Plan Records: Document the present and projected needs of the city for water,
sewer, storm drainage, streets, bike paths, and other systems. Often includes an
implementation schedule for construction. Records often include: plans, reports,
evaluations, cost analyses, drawings, and related documents. Subjects may include: rates,
inventory evaluations, system rehabilitation or replacement, distribution of services, etc.
Permanent.
Right -of -Way Permit Records: Permits issued for private use or construction on public
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rights -of -way such as streets, sidewalks, and adjacent land. Examples of activities may
include house moving, block parties and other uses. 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; and
related data.
Semi -permanent: Keep construction -related records 10 years after substantial
completion of project.
Temporary: Keep other records two years after permit expiration, revocation, or
discontinuance of use.
Survey Field Records: Detailed field notes and other records related to surveys for
boundary location or construction, including notes on traverses, right-of-way location,
construction (including levels, cuts, and grades), sketches related to the survey, and other
information.
Permanent: Keep general surveys and right-of-way location records permanently.
Semi -permanent: Keep other records 10 years after substantial completion of project.
Temporary Access/Construction Easement Records: Records documenting temporary
easements allowing entrance and work on property or streets not owned by the easement
holder. Permits usually apply to city crews and utility workers. Information can include:
applicant name, address, and phone number; contractor name and license number; utility
involved; location; description of work; security deposit; surface restoration material
used; signature; date; comments; permit number; and related data.
Temporary: Keep two years after expiration of easement.
Utility Installation & Connection Records: Records documenting installation of city
utility systems or the connection of specific properties to city water, sewer, power, or
similar systems. Does not apply to temporary stoppages or disconnections service. May
include applications, permits, and similar records. Information often includes: applicant's
name and address, permit number, fee charged, service level, type of structure, pipe size,
meter size and number, and related data.
Semi -permanent: Keep two years after physical disconnection.
Utility Line Location Request Records: Records documenting requests and city action
to locate underground lines in the vicinity of a construction site. Information often
includes: name of person requesting location; planned and actual date and time of
location; notations of water, sewer, storm drains, and other line locations; name and
signature of person locating lines; and related data.
Temporary: Keep two years.
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.
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Semi -permanent: Keep one year after meter removed from service.
Streets, Streetlights & Bridges
Bridge & Culvert Maintenance & Repair Records: Records documenting maintenance
and repairs on city bridges and culverts, including pedestrian and bicycle bridges. May
include summaries, reports, logs, and related records usually compiled from daily work
records on a monthly or quarterly basis. Information often includes: location, narrative of
work completed, materials used, personnel completing work, authorization, dates of
activities, and related data.
Semi -permanent: Keep records with engineering stamps documenting structural
maintenance or repairs two years after bridge/culvert permanently removed from service.
Keep all other records five years.
Bridge Inspection Records: Records related to bridge inspections required by the U.S.
Department of Transportation (23 CFR 650.305). Inspections generally are done every
two years. Records may include reports prepared in accordance with federal standards,
photographs, correspondence and related documents.
Semi -permanent: Keep two years after bridge removed from service.
Crosswalk Records: Records documenting the location and use of crosswalks in the
city. Useful in determining the need for and placement of existing and proposed
crosswalks. May include striping records, reports, maps, studies, and related records.
Temporary: Keep two years after superseded or obsolete.
Railroad Crossing Records: Records documenting city activities in relation to railroad
crossings. Records may include: crossing plans and drawings, reports and studies,
accident records, and related documentation and correspondence.
Permanent.
Special Event Records: Records documenting preparation for and implementation of
traffic changes related to special events such as parades, motorcades, and demonstrations.
Includes situations resulting in heavy traffic or street use requiring street closures, traffic
rerouting, barricades, signal timing changes, and other variations. May include
notifications, planning documents, reports, and related records.
Temporary: Keep two years after event.
Speed Zone Records: Records documenting the establishment and review of speed
zones in the city, including reports, photographs, proposals, orders, maps, accident
summaries, and related documents. Considerations include pedestrian and bicycle
movements, environmental impact, adjacent land use, and other factors.
Temporary: Keep two years after superseded.
Street & Road Condition Inventory: Records documenting the condition of city streets,
36
roads, curbs, shoulders, sidewalks, bikeways, alleys, etc. Useful for reference and
planning. Information can include street or road name and location; year surveyed,
constructed, and surfaced; bed and surface type; surface size; condition; and other data.
Semi -permanent: Keep five years.
Street Banner Records: Records documenting proposals for and installations of banners
on city streets, often in relation to civic events or celebrations. Records may include:
plans, maps, proposals, reports, applications, and other documents. Applications usually
include: applicant's name, address, and phone number; organization name; banner
message; display period requested; signature of city official approving permit; and related
information.
Temporary: Keep two years.
Streetlight Inventory, Maintenance & Repair Records: Records documenting
inventory, maintenance and repairs of city streetlights. May include reports, summaries,
and similar records usually compiled from daily work records on a monthly or quarterly
basis. Information often includes: location, pole numbers, maps, types of lights, dates of
purchase and installation, narratives of repair work completed, equipment repaired or
replaced, supplies used, personnel completing work, authorization, dates of activities, and
related data.
Temporary: Keep three years.
Streetlight Request & Survey Records: Records documenting requests by citizens for
the installation of streetlights, as well as city surveys to assess need and feasibility. Often
includes request forms, correspondence, surveys, reports, and related records.
Temporary: Keep two years after last action.
Street Maintenance & Repair Records: Records documenting maintenance and repairs
of city -owned streets and sidewalks. May include reports, summaries, and similar
documents usually compiled from daily work records on a monthly or quarterly basis.
Information often includes: location, narrative of work completed, amount of materials
used, personnel involved, authorization, dates of activities, and related data.
Semi -permanent: Keep records requiring engineering stamps 10 years after substantial
completion. Keep all other records five years.
Street Surface Maintenance Records: Records documenting routine and special street
sweeping, cleaning, snow removal, sanding, leaf removal, and similar work. Often
includes reports, summaries and similar records. Information can include: date and time,
area covered, broom down time and mileage, traveling time and mileage, operator's
name, equipment used, amount of sand applied, amount of leaves removed, weather
conditions, and related data.
Semi -permanent: Keep five years.
Traffic Control Equipment Inventory, Maintenance & Repair Records: Records
documenting the location, type, use, maintenance and repair of traffic signals and signs in
the city. May include inventories, reports, summaries, and similar records. Information
37
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.
Semi -permanent: Keep traffic signal records two years after equipment removed from
service. Keep all other records five years.
Traffic Research & Accident Analysis Records: Records documenting the study of
traffic patterns, speed, direction, and accidents in the city. Records may include various
statistical data such as: machine or manual traffic counts; information on vehicles,
bicycles, and pedestrians; types of accidents; complicated intersections; bridges;
pedestrians; city streets/state highways; and other factors.
Semi -permanent: Keep reports and summaries 10 years. Keep all other records five
years.
Wastewater & Stormwater
Discharge Monitoring Records: Records documenting the amount of pollution
discharged from the city wastewater treatment facility. May also include supporting
documentation. Information includes: date; period covered; NPDES permit number;
discharge number; frequency of analysis; sample type; and average and maximum
quantities and concentrations of solids, ammonia, chlorine, nitrogen, and other chemicals.
Permanent: Keep reports permanently (with the exception of discharge monitoring
reports, see below).
Semi -permanent: Keep discharge monitoring reports 20 years after permit expiration.
Keep all other records five years, until the end of the NPDES permit cycle, or as
requested by state or federal agencies, whichever is longer.
Equipment Maintenance & Calibration Records: Records documenting the
maintenance and calibration of equipment and instruments used to undertake and monitor
wastewater treatment operations. Useful to verify equipment reliability and for reference
by regulatory agencies. Information includes: date, type of equipment maintained or
calibrated, tests performed, repairs needed, comments, and related information.
Semi -permanent: Keep five years after equipment removed from service, until the end
of the NPDES permit cycle, or as requested by state or federal agencies, whichever is
longer.
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.
Semi -permanent: Keep records requiring engineering stamps two years after life of
structure. Keep other records five years.
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Sewer Smoke Test Records: Records documenting smoke tests undertaken to verify
hookup to main sewer lines, check condition of pipes, or determine effectiveness of
backflow prevention devices. Information typically includes: maps or diagrams of lines
tested, location of leaks detected, inspector's name, pipe size, and related information.
Semi -permanent: Keep 10 years.
Sewer Television/Videoscan Inspection Records: Reports documenting television
inspections used to locate problems and defects in sewer lines. Often consists of periodic
inspections of existing lines, final inspections of newly constructed lines, and inspections
at the end of warranty periods. Records usually contain videotapes and written reports.
Information typically includes: date, type of inspection, conditions found, repairs needed,
distances from manholes, and related information.
Semi -permanent: Keep written reports one year after the life of the sewer line.
Transitory: Keep videotapes one year after written report submitted.
Water
Backflow Prevention Device Test Records: Records documenting test results on
backflow prevention devices designed to protect the city water system from pollution
related to substances backing into water lines. Information typically includes: date, type
and size of device, serial number, location, test records, line pressure, name of tester,
name and address of device owner, and related data.
Temporary: Keep three years after subsequent test.
Cross Connection Control Survey Records: Records documenting the monitoring of
potential or actual water system health hazards from pollution entering water pipes from
other pipes. Records may include: reports, surveys, checklists, and related documents.
Information often includes: address, contact person, business name, date, inspector, type
of facility, description of protection, comments, corrections made, and other information.
Semi -permanent: Keep one year after disconnection or 10 years, whichever is longer.
Consumer Confidence Reports: Records documenting the presence of any
contaminants identified by the city in city water over the course of a year. Reports are
mailed to city residences and businesses receiving city water.
Semi -permanent: Keep five years.
Disinfection Profiling & Benchmarking Records: Records relating to disinfection
profiling and benchmarking for Giardia lamblia or virus inactivation.
Permanent.
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.
39
Semi -permanent: Keep three years after grant closure or loan payoff.
Equipment Maintenance & Calibration Records: Records documenting the
maintenance and calibration of equipment and instruments used to monitor water
treatment operations. Useful in verifying reliability and for reference by regulatory
agencies. May include logs, reports, and related records. Information typically includes:
date, type of equipment maintained or calibrated, tests conducted, repairs needed,
comments, and related information.
Semi -permanent: Keep until equipment removed from service.
Flouride Analysis Records: Daily records of flow and amounts of fluoride, and weekly
analyses of fluoride in finished water.
Semi -permanent: Keep 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.
Transitory: Keep one year.
Hydrant Records: Records documenting the location, specifications, maintenance,
testing, and repair of water hydrants in the city water system. May include lists, charts,
logs, reports, and related records. Information typically includes: location, make,
description (main size, valve size, flow capacity, etc.), maintenance and repair narratives,
dates, authorizations, and related information.
Semi -permanent: Keep location and specification records until hydrant permanently
removed from service. Keep all other records five years.
Lead & Copper Control Records: Records documenting treatment triggered by lead
and copper action levels measured in samples collected at consumers' taps, including
corrosion control treatment, source water treatment, lead service line replacement, public
education and supplemental monitoring.
Semi -permanent: Keep twelve years.
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 three years after last action.
Sanitary Survey Records: Records documenting surveys examining the overall sanitary
condition of the city water system. May be conducted by the city, private consultants, or
state/federal agencies. Records may include written reports, summaries, and related
documents.
Permanent: Keep reports and summaries permanently.
Semi -permanent: Keep all other records ten years.
Secondary Contaminant Reports: Reports documenting the analysis of water samples
to determine the level of secondary contaminants. Secondary contaminants are those
40
which, at levels generally found in drinking water, do not present a health risk but may
affect taste, odor, and color of water, as well as stain plumbing fixtures and interfere with
water treatment processes. Information typically includes: date, report number, analyst,
time of sample collection, contaminant levels, and related information.
Semi -permanent: Keep 10 years.
Strip & Circle Chart Records: Records documenting the continuous monitoring of
various water treatment operations. May include strip charts, circle charts, and similar
monitoring records. Information often pertains to reservoir levels, pump flows,
distribution line pressure, and related subjects.
Temporary: Keep three years.
Variance & Exception Records: Records documenting variances and exceptions
granted to the city by regulatory agencies concerning water treatment operations.
Information typically includes: date, conditions of variance or exception, expiration date,
and related information.
Semi -permanent: Keep five years after expiration of variance/exception.
Valve Maintenance Records: Records documenting the location, specifications,
maintenance, and repair of valves in the city water system. May include lists, charts,
drawings, reports, logs, and related records. Information typically includes: valve
location, identification number, run of pipe, size, make, year installed, depth, turns to
open and normal position, narratives of valve maintenance and repair, tests run, personnel
completing work, dates, and related information.
Semi -permanent: Keep location and specification records one year after valve removed
from service. Keep all other records five years.
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 mused, and the results of the analysis.
Semi -permanent: Keep 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,manalytical method used, and results of the analysis.
Semi -permanent: Keep 10 years.
Water Consumption Reports: Reports documenting statistics of daily, monthly and
annual water consumption. Useful for prediction of future flows and peak demands.
Information may include water consumption in millions of gallons and cubic feet from
treatment plants, springs, artesian wells, pumped wells, and reservoirs.
Permanent: Keep annual reports permanently.
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Semi -permanent: Keep information not summarized in annual report 10 years.
Transitory: Keep information summarized in annual report one year.
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.
Semi -permanent: Keep records requiring an engineering stamp two years after water
line permanently removed from service. Keep other records five years.
Water Quality Complaint Records: Records documenting complaints received from
the public about the quality of city water. Information typically includes: name, address,
and phone number of complainant; nature of complaint; location; description of water;
name of person responding to complaint; narrative of investigation; and resolution.
Temporary: Keep three years after last action.
Water Treatment Operations Records: Records not listed elsewhere in this schedule,
which document water treatment operations, created on a daily, monthly, or annual basis.
Records may include state or federal required reports. May consist of reports, logs, log
sheets, and related records. Subjects may include: amount and types of chemicals used,
filter rates, etc.
Permanent: Retain annual reports permanently.
Semi -permanent: Keep all other reports five years, or as requested by state or federal
agencies, whichever is longer.
Water Turbidity Reports: Reports documenting the analysis of water samples to
determine the level of cloudiness caused by suspended particles. Information typically
includes: date, report number, analyst, time of sample collection, turbidity unit values for
routine and check samples, and related information.
Semi -permanent: Keep 10 years.
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