HomeMy WebLinkAboutresolution.council.063-12 RESOLUTION #(25
Series of 2012
A RESOLUTION ADOPTING THE 2011 AMENDED MUNICIPAL RECORDS RETENTION SCHEDULE AS
DRAFTED BY THE COLORADO MUNICIPAL CLERKS' ASSOCIATION AND THE COLORADO STATE ARCHIVIST
WHEREAS, C.R.S. 31-1-101(3) defines the City Clerk to be the custodian of the official records of
a municipality, and
WHEREAS, the official custodian of public records may make such rules and regulations
necessary for the protection of such records, and
WHEREAS, one of the most important aspects of a city's records program is the retention
schedule, which provides for systematic review and destruction of records not required to be retained
by law, reduces the cost of records storage, and minimizes the risks and liabilities associated with
document retention, and
WHEREAS, by Resolution#53, Series of 2002, the City Council adopted the Model Municipal
Records Retention Schedule, which is being used as legal authority for destruction of municipal records,
and
WHEREAS,the Colorado Municipal Clerks' Association in cooperation with the Colorado State
Archives, has provided an updated Model Municipal Records Retention Schedule, which schedule must
also be adopted by the local governing body.
NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO:
That the City Council of the City of Aspen hereby adopts the attached amended 2011 Colorado
Municipal Records Retention Schedule and authorizes the City Clerk to submit the retention schedule to
the state archivist and allow its use as legal authority for destruction of municipal records to the
Colorado State Archives on behalf of the City of Aspen.
Dated: J vive Z$1 2 O/Z
Michael C. Ireland, Mayor
I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a true and
accurate copy of that resolution adopted by the City Council of the City of Aspen, Colorado, at a meeting
held June 25, 2012.
*Ziff jp,
P3
Co krado
Municipal Records
'`etention Schedule
2003
•
Date of Approval by the State Archives: March 15, 2011
Revised and amended through April 2011
Book No. 22
•
P4
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Instructions for Supplement No. 9
This supplement contains all amendments to the Colorado Municipal Records Retention
Schedule through March 2011.
Remove Existing Pages Insert New Pages
Retain acetate cover sheet
Title Page— 17-16(Schedule 17) / Title Page— 105-2 (Schedule 105)
Retain Appendix Divider Tab
Appendices A—H(Appx-1—Appx-28) Appendices A—H(Appx-l—Appx-28)
Retain Index Divider Tab
Index(I-1-1-29) Index(I-1—I-30)
Retain blue back sheet
It•is recommended that the removed pages be retained by the Municipal Clerk and filed
for future reference. For municipalities that have more than one subscription, subscribers other
than the Municipal Clerk may discard the pages that are removed.
COLORADO CODE PUBLISHING COMPANY
Fort Collins, Colorado
May 2011
P5
•
0 FC4Qp
State .f Colorado
al 6 + •
John Hlckenlooper
Governor i
Kathy Nesbitt ) P
� ._
Executive Director
Jennifer Okes Department of Personnel
Deputy Executive Director & Administration
Colorado State Archives
Terry KeWist 1313 Sherman Street.Room IS-20
Stare.4rchtvtst Denver,CO 80203
Phone (303)866-2358
fax(303)866-2257
Email:Archives@state.cu.us
wurw.colorado.gov/dpaidoit/archives/
March 2011
To All Colorado Municipalities:
A comprehensive ten-year review of the Colorado Municipal Records Retention Schedule was
completed by the Colorado State Archives in conjunction with a statewide review group in 2010-2011 to
accomplish the following goals and objectives:
(1)to make the document easier to update, more user friendly and more•stable by renumbering
in a manner that will allow the periodic addition of new schedules and listings without having to
renumber;
(2)simplify and streamline language; •
(3)consolidate listings wherever possible;
(4)review all legal cites and make updates where needed; •
(5)Add a number of new schedules and listings;
(6)review and update retention'periods, especially those calling for permanent retention;
(7)eliminate references in retention periods to"+current";
•
(8)Abolish all footnotes and Move all cross references to the end of each schedule;and
(9)reduce future review and publication costs.
Because of the comprehensive changes made during the 2010-2011 update, each adopting municipality
should review the revised Document to identify changes that need to be made to any previously
established local exceptions and to identify any new local exceptions that may be necessary.
We understand that such changes may be uncomfortable for some users in the short term. However,
we are confident that in the long run the document will be easier to use and update and will serve
Colorado municipalities effectively for many years to come.
If you have any questions, please contact the Colorado State Archives at 303-866-2072.
T Ketelsen, Colorado State Archivist
Supp.9
P6
Colorado
Municipal Records
Retention Schedule
Funding for This Project Provided by the Following
Weld County, Colorado Municipalities:
TOWN OF EATON
CITY OF FORT LUPTON
TOWN OF GARDEN CITY
TOWN OF GILCREST
CITY OF GREELEY
TOWN OF HUDSON
TOWN OF JOHNSTOWN
TOWN OF KEENESBURG
TOWN OF MEAD
TOWN-OF MILLIKEN ,
TOWN OF WINDSOR
For questions regarding the
Colorado Municipal Records-Retention Schedule,
please contact the office of the State Archivist at 303-866-2072.
Prepared by: /-
Published by:
MOLLY J.DAVIS,CRM,CMC COLORADO CODE PUBLISHING COMPANY
RECORDS MANAGEMENT CONSULTANT
P.O.Box 1546 323 WEST DRAKE ROAD,SUITE 200
FORT CO ox CO 80522-1546 FORT COLLINS,CO 80526-8115
970482-1303 800352-9229
COLOCODE@FRILCOM
1 i
Supp.9
P7
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
ACKNOWLEDGEMENTS
The Colorado Municipal Records Retention Schedule was made possible through a cooperative venture. A group of
Weld County, Colorado municipalities recognized the need for a comprehensive records retention schedule that
could be used by any small Colorado municipality and joined forces to fund and support the project.
Funding for the project was provided by.1 1 Weld County municipalities: the Town of Eaton, the City of Fort
Lupton, the Town of Garden City, the Town of Gilcrest, the City of Greeley, the Town of Hudson, the Town of
Johnstown,the Town of Keenesburg,the Town of Mead,the Town of Milliken and the Town of Windsor.
The following municipal clerks and their municipalities contributed to the success of the year-long project: Chris
Bagley,Town,of Eaton;Linda Salas,Town of Erie;Barbara Rodgers,City of Fort Lupton;Janice Walter,Town
of Garden City; Linda Smith, Town of Gilcrest;Betsy Holder, City of Greeley;Judy Larson,Town of Hudson;
Diana Seele,Town of Johnstown; Cheryl Jesser,Town of Keenesburg;Judy Hegwood,Town of Mead; Nanette
Fornof, Town of Milliken (project coordinator for the municipalities); and Cathy Kennedy, Town of Windsor.
Other staff members from the Towns of Milliken and Windsor and the City of Greeley participated in benchmark
records inventories and interviews conducted by the project consultant.
The project would not have been possible without the continued support, cooperation and assistance of Terry
Ketelsen, State Archivist for the State of Colorado and Karen Zoltenko, Deputy State Archivist for the State of
Colorado. Don Sandoval, Regional Manager for the State of Colorado, Department of Local Affairs, Office of
Field Services, also provided continuing encouragement and advice throughout the project. Tony Adams, CRM,
Director of the Wyoming State Archives and Carol intlekofer,City Clerk,City of Cheyenne,Wyoming,provided
valuable assistance during the initial stages of the project. Chuck Schiell, CRM, records management consultant
for the Town of Erie,and Betsy Holder and Russell Lenhart of the Greeley City CIerk's Office,are owed a special
debt
of gratitude for their detailed reviews of the preliminary dr aft o f the Model Municipal Retention Schedule and
their helpful suggestions.
This document would not have been possible without the earlier work accomplished by the Colorado Municipal
Clerks'Association and numerous municipal clerks who developed in 1992 and updated in 1999 the Guidelines for
the Retention of Municipal Records in Colorado, which established a solid foundation for creation of a Municipal
Records retention schedule.
The Colorado Municipal Records Retention Schedule became a reality through the dedicated efforts of Molly J.
Davis,CRM,CMC,records management consultant specializing in local government records in Colorado.
A comprehensive ten-year review of the Colorado Municipal Records Retention Schedule was completed in 2010-
2011 through a collaborative effort of the Colorado State Archives and the Colorado Municipal Clerks Association
Records Management Committee. Project funding was provided by the Colorado State Archives and the Colorado
Municipal Clerks Association. The individuals who participated in this effort were: Terry Ketelsen(Colorado State
Archivist), Erin McDanel (Colorado State Archives), Molly J. Davis (consultant), Kerry Bush (Englewood),
Melinda Catapano (Grand Junction), Nanette Fornof (Frederick). Leighsa Grommon (Berthoud), Judy Hegwood
(Firestone), Leah Heneger (Platteville), Betsy Holder (Greeley), Lisa Horton (Aurora), Russ Lenhart (Greeley),
Kimber Liss(Centennial),Tim Paran(Denver), Daryl Payne(Pueblo),Cat Petersen(Winter Park),Patricia Putfark
(Centennial), Sara Rusher (Longmont), Barbara Setterlind (Centennial), Susan Sorlein (Parker), Sandi Sugden
(Mead), Jewel Traudt (Englewood), and Mike Wolfe (Vail). Special thanks is also given to those who submitted
comments and questions during the update process.
v
Supp.9
P8
• COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS
PREFACE
How TO USE THE COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Note: The index is the key to locating records in this document.
Schedule 05. Building and Structure Records
05.010 Address History Files
05.020 Applications for Building Permits
05.030 Building and Demolition Permits
05.040- Building Review Board Case Files
05.050 Certificates of Occupancy
05.060 Construction Drawings and Plans
05.070 Inspection Records
05.080 Registers and Ledgers-Building Permits
05.090 Signs-Construction and Installation
SCHEDULE 10. Cemetery Records
10.010 Burial Records
10.020 Cemetery Boundary and Lot Records
10.030 Cemetery Financial Records
SCHEDULE 15. Election Records
15.010 Absentee Voter Records
15.020 Ballot Issue Comments
15.030 Ballots
15.040 Campaign Reports and Statements
15.050 Complaints and Supporting Documentation-
15.060 Coordinated Election Records
15.070 Election Equipment Records
15.080 Election History Files
15.090 Election Judges Records
15.100 Mail Ballot Election Records
15.110 . Maps-Election
15.120 Nomination Records
15.130 Notices of Election
15.140 Oaths and Affidavits
15.150 Petitions-Ballot Measures and Recall
15.160 Polling Records
15.170 Receipts and Accounting Forms
15.180 Surveillance Recordings-Election Areas
15.190 Tabulation and Election Certification Records
SCHEDULE 20. Entities Appointed by Municipality
20.010 Agendas and Supporting Documentation
20.020 Appointments and Resignations
20.030 Bylaws
20.040 Goals and Work Plans
20.050 Member Lists
20.060 Minutes and Supporting Documentation
20.070 Notices-Meetings
20.080 Oaths of Office
•
20.090 Recommendations, Findings and Supporting Documentation
2a100 Recordings of Meetings ■
•
vil
Table of Contents
Supp.9
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
SCHEDULE 25 Environmental Records
25.010 Environmental Monitoring and Review
25.020 Hazardous ial Safety Data Sheets(MSDS)
Transport Records
25.030 Material Facility's Copy
25.040 S.A.R• 'Tanks RRegulat d Substances ty
25.050 Storage
25.060 Toxic Sites
SCHEDULE 30. 30.010C1 Accounts Payable(NP)Records
30.020 Accounts Receivable(A/R)Records
30.030 Asset Records
30.040 Audit Records
30.050 Bank Records
30.060 Bankruptcy and Foreclosure Records
30.070 Bond Issue Records
30.080 Budget Records Supporting Documentation
30.090 Fee and Rate Schedules and
30.100 Financial Guarantees
30.110 Franchise Records
30.120 Grant Records
30.130 improvement District Records
30.140 Investment Records
30.150 Ledgers and Journals
30.160 Loan Records
30.170 Purchasing Records
30.180 Rebate Program Records
30.190 Tax Collection Records
30.200 Tax Reporting Records
30.210 Utility Billing
SCHEDULE 35. 35Fleet.010 Equipment Records in General
35.020 Fuel Use Records
35.030 Maintenance and Safety Records-Vehicles and Equipment
SCHEDULE 40. 40.010ral dmmst alive Proceedings Records
40.020 Affidavits
40.030 Agreements reement and Contracts
40.040 Awards and Honors
40.050 Calendars
40.060 Charters and Supporting Documentation
40.070 Code Book Records
40.080 _ Committees-internal
40.090 Complaints,,e outs and erviceal Reqocumeuests and ononbinding Petitions
40.100 Correspondce
40.110 Event Records
40.120 External Groups and Agencies
40.130 Forms-Blank
40.140 Housekeeping Files
40.150 Intellectual Property
40.160 , Legislation and Regulatory Actions-External
40.170 Mailing and Distribution Records
Table of Contents
P 1 0
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
40.180 Maps, Drawings and Supporting Documentation
40.190 Maps-informational
40.200 Open Records Requests and Supporting Documentation
40.210 Organization Files
40.220 Policies and Procedures Documentation
40.230 Program Records
40.240 Project Files
40.250 Public Relations Records
40.260 Publications
40.270 Records Finding Aids
4a280 Reference Files
40.290 Reports
40.300 Retention Schedules and Compliance Certificates
40.310 Rules, Regulations and Standards
40.320 Special District Records
40.330 Studies, Plans and Reports
40.340 Surveys Conducted by Municipalities
4a350 Worksheets, Drafts and Other Preliminary Working Material
SCHEDULE 45, Governing Body Records
45.010 Agendas and Supporting Documentation
45.020 Appointments
45.030 Bylaws
45.040 Committee Records-Governing Body
45.050 Goals and Work Plans
45.060 Governing Body as Another Decision-Making Body
45.070 List of Members
45.080 Member Records
45.090 Minutes and Supporting Documentation
45.100 Notes Taken at Meetings
45.110 Notices of Meetings
45.120 Ordinances and Supporting Documentation
45.130 Proclamations
45.140 Recordings of Meetings
45.150 "Removal From Office-Initiated by Governing Body
45.160 Resolutions and Supporting Documentation
SCHEDULE 50. Historic Preservation Records
50.010 Archaeological and Historical Site Records
50.020 Community and Municipal Histories
50.030 Community Records
50.040 Landmark and Historic Designation
50.050 Newspapers -Local
• 50.060 Photographic Records with Historical Value
50.070 Records Older Than 1900
50.080 Scrapbooks
SCHEDULE 55. , Information Technology Communication Systems Records
55.010 Communication Systems ms Records
55.020 Computer System Records
55.030 Disaster Preparedness and Recovery Plans-IT
55.040 Electronic Records in General
55.050 Electronically Stored Information(ESI)Data Maps
55.060 Project Records-Information Technology and Communication Systems
55.070 Television System Records-Municipally Operated
55.080 Website and Intranet Records
ix
Supp.9 Table of Contents
P1 1
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
SCHEDULE 60. Infrastructure Records
60.010 Electric Service
60.020 Locate Requests Management
60.030 Solid Waste Manage stem Records
60.040 Storm water.Drainage Sy
60.050 Street and Traffic Operations Records
60.060 Transportation System R acid Aight-of-Way
60.070 Vacations-Street, System Records
60.080 Water and Sewer Distribution and Storage Sy
60.090 Water and Sewer
Supply Records
System Records
60.100 Water Source of
SCHEDULE 65. Land Use and Pl Records
65.010 Annexation
65.020 Census and Population Records
65.030 Development Case Files'
65.040 Economic Development Records
65.050 Referrals From Other Jurisdictions
65.060 Variance and Exemption Case Files
65.070 Violations-Land Use Code
65.080 Zoning Records
Schedule 70 Library andry Muse m Records
70.010
70.020 Museum Records
SCHEDULE 75. Licenses and Permits
75.010 Bonds-Licenses and Permits
75.020 Licenses and Permits-Issued by the M men at
lity
on-Issued to the
75.030 Licenses, Permits and Supporting
Municipality
75.040 Registers-Licenses and Permits
SCHEDULE 80. Litigation and Legal Counsel Records
80.010 Claims
80.020 Criminal Case Files
80,030 Legal Communications
80.040 Litigation Case Records
SCHEDULE 85. 85.010 Court Records
s
85.020 Bonds and Supporting Documentation-Court
85.030 Case Files
85.040 Docket Sheets
85.050 Evidence
85.060 Jury Records
85.070 Probation Files
85.080 Recordings of Court Proceedings
85.090 Registers and Indexes
85.100 Warrants
•
SCHEDULE 90. Personnel Records
90.010 Affirmative Action Records
90.020 Agreements and Contracts-Employment
90.030 Benefit Records
x
Table of Contents
P12
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
90.040 Bonds-Public Officials
90.050 Collective Bargaining Records
90.060 Driver's License Verifications
90.070 Employee Records-Active and Terminated
-90.080 Employee Records-Temporary and Seasonal
90.090 Employment Verifications
90.100 Grievances
90.110 Health, Medical and Safety Records
90.120 1-9 Forms
90.130 Job Recruitment Records
90.140 Payroll Records
90.150 Pension and Retirement Records
90.160 Polygraph Records-Workplace Investigations
90.170 State of Colorado New Hire Reporting Compliance
90.180 Training Infoimafion
90.190 Unemployment Insurance
90.200 Volunteer Worker Records
90.210 Work Schedules
90.220 Workers'Compensation
SCHEDULE 95, Property Records'
95.010 Acquisition, Sale and Transfer Records
95.020 Deeds and Dedications and Supporting Documentation
95.030 Easements and Rights-of-Way and Supporting Documentation
95.040 Leases and Supporting Documentation
95.050 Maintenance, Upkeep and Damage Records
95.060 Parks
SCHEDULE 100. Public Safety Records
100.010 Ambulance Licensing and Operation Records
100.020 Animal Control
100.030 Dispatch Records
100.040 Emergency Planning and Response
100.050 Fire and Rescue Records
100.060 Hazardous Materials Enforcement Records
100.070 Immigration Status Reporting Records
100.080 Police Records
Schedule 105. Risk Management Records
•
105.010 Insurance Records
105.020 Security Records-Municipal Facilities
Appendix
Appendix A. Non-Records
Appendix B. Glossary
Appendix C. Approval Request Form
Appendix D. Update Request Form
Appendix E. Methods of Record Destruction
Appendix F. Frequently Asked Questions
Appendix G. Guidelines for Long-Term Preservation of Records
Appendix H. Amendment Schedule
INDEX [The Key To This Document]
xi
Table of Contents
Supp.9
P13
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
PREFACE
The Colorado Municipal Records Retention Schedule was originally prepared by a municipal records
management consultant on behalf of 11 Weld County municipalities. It is intended to provide a
comprehensive records retention schedule for most records that are typically kept by any small, growing
Colorado municipality and is being expanded over time to cover specialized records retained by larger
municipalities. The document may list records that an individual municipality does not currently have but
that it may have in the future. The municipality should, however, request approval to follow the entire
Colorado Municipal Records Retention Schedule so that provisions are in place for future growth in
records.holdings.
The Colorado Municipal Records Retention Schedule should be reviewed and updated periodically to
ensure that appropriate updates are made. An Update Request Form is included in Appendix D.
Subsequent to approval, the records retention schedule will apply to
the record copy, regardless of how it is stored (electronic, microfilm,
digital image, paper, audio or video recording, etc.).
If the record copy a permanent ermanent record is stored in electronic
format, carefully determine that the storage system is nonproprietary
and whether there is a capability to migrate these records to the next
} generation of technology.
Each municipality that receives approval to follow the Colorado Municipal Records Retention Schedule
should add notations regarding any local provisions affecting the retention periods of its records. To
.request approval to follow the Colorado Municipal Records Retention Schedule, complete the approval
request form included in Appendix C—Approval Request Form.
IMPORTANT:
THIS DOCUMENT DOES NOT PROVIDE LEGAL AUTHORITY OR
AUTHORIZATION FOR DESTRUCTION OF MUNICIPAL RECORDS BY ANY
MUNICIPALITY UNTIL IT IS APPROVED FOR USE FOR THAT MUNICIPALITY
BY THE COLORADO STATE ARCHIVES.
NO RECORD SHOULD BE DESTROYED IF IT IS PERTINENT TO ANY
CURRENT, PENDING OR ANTICIPATED AUDIT, INVESTIGATION OR LEGAL
PROCEEDING.
xiii
Supp.9
P14
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
HOW TO USE THE COLORADO MUNICIPAL
RECORDS ';ETENTION SCHEDULE
Go to the index first !
Terminology
Terminology that may be unfamiliar to some users is explained in Appendix B—Glossary.
Numbering System
The Colorado Municipal Records Retention Schedule is organized in individual schedules that group
related records according to municipal functions. Each schedule is assigned a reference number, and an
item identification number is assigned to each records title listed (i.e., 05.010 means Schedule 5, Item
010). The schedule and item identification numbers are listed with the individual records titles in the
index-- the key to locating records titles in the schedules.
Record Titles and Description
Because the records titles used may not reflect the exact records titles used by everyone, the Retention
Schedule provides a short paragraph that describes the use and typical contents of each records series
and sub-series.
Retention Periods
Retention periods are based on legal requirements and/or on common usage and industry standards to
meet typical administrative, operational or reference requirements. The retention time period indicates
the minimum length of time that the record copy, should be retained before disposal can take place.
Typically, some kind of approval process is in place to authorize the destruction of records in accordance
with the.Records Retention Schedule. Evaluate records for continuing legal, fiscal, administrative or
historical value and determine whether they are the subject of any legal holds before proceeding with the
authorized destruction. It is permissible to either wait to destroy obsolete records until the end of the year
in which they become eligible for destruction or to•go ahead and destroy records at the end of the
retention period. The municipality may dispose of duplicates in accordance with the following guidelines:
DUPLICATE COPIES CREATED FOR ADMINISTRATIVE PURPOSES
Retain for 1 year and then destroy.
DUPLICATE COPIES CREATED FOR CONVENIENCE OR REFERENCE
Retain until no longer needed for reference or 1 year,whichever is first, and then destroy.
I Duplicate copies should not be retained longer than the record copy.
CRS 6-17-104,provides a default retention period of three years for records that state law
requires to be retained when no retention period is otherwise specified.
xv
Supp.9
P1 5
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
The retention period applies to the information contained within the record, regardless of the
physical format of the record(paper, microfilm,computer disk or tape, optical disk,etc.).
Guidelines for identification and handling of some non-records are discussed in Appendix A - Non-
Records. . -
Trigger Dates
Trigger dates are included in retention periods whenever possible. A trigger date is the date of an event,
action or cut-off point that begins the countdown to the end of the retention period. Examples of a trigger
date in a retention period are highlighted in the following: "3 years after expiration of the warranty' and
1 year after the tap is disconnected." When a trigger date is not specified,the countdown to the end of
the retention period begins on the date the file is closed,the date the file no longer has any administrative
or reference value,or the date of the newest document in the file.
Another Records Retention Resource
•
In 2010,The Colorado Municipal Clerks Association published Managing Municipal Records in Colorado:
A RIM-ERM Toolkit(known as the "Toolkit). Colorado municipalities may find that publication to be of
•
value in establishing and maintaining a viable records and information program, which includes adopting
a records retention schedule. It is available through the CMCA Records Management Committee
(contact information is listed on the CMCA website at www.cmca.aen.co.us).
•
•
xvi
l
r
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §05.010
SCHEDULE NO. 05
BUILDING AND STRUCTURE RECORDS
General Description: Records relating to the building permit and inspection functions.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the Information contained within the
record copy,regardless of the physical format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
05.010 ADDRESS HISTORY FILES
Records maintained by some municipalities as address history files to provide a chronological
• record and running history of building-related activities for each address.
Retention: Permanent
05.020 APPLICATIONS FOR BUILDING PERMITS
Applications for the erection of new structures or modifications to existing structures.
A. Applications for Building Permits Issued
Retention: 180 days after completion
B. Applications for Building Permits Not Issued
Retention: 180 days after application
05.030 BUILDING AND DEMOLITION PERMITS
Permits issued for construction-related activities (such as new construction, remodeling,
renovation, installation of plumbing,electrical or mechanical equipment,demolition,etc.).
Retention: 10 years after revocation or demolition, except retain permits for structures with
historic designations permanently
05.040 BUILDING REVIEW BOARD CASE FILES
Records pertaining to cases or appeals heard by the Fire Code Board of Appeals, Building
Board of Adjustment, Building Board of Appeals or other boards with review and/or decision-
making authority regarding code compliance, alternate building materials, methods of
construction, building code violations or similar matters.
Retention: 20 years
•
5-1
Schedule 5—Building&Structure Records
Supp.9
P1 7
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §05.050
05.050 CERTIFICATES OF OCCUPANCY ,
Documents issued after the permitted construction activity is completed as evidence that all
minimum requirements have been met before the building or structure can be occupied and
used.
Retention: Until a new certificate of occupancy is issued, OR 10 years after demolition, except
retain permanently for structures with historic designations
05.060 CONSTRUCTION DRAWINGS AND PLANS
Blueprints and specifications submitted as supporting documentation for a building permit.
A. Nonresidential
1. Approved
Drawings, plans(final or as-built)or specifications for a nonresidential building permit for
public buildings, or commercial, industrial or apartment structures.
Retention: 10 years after demolition, except retain permanently for structures with
historic designations
2. Not Approved
Unapproved drawings, plans or specifications submitted for a nonresidential building
permit.
Retention: 2 years from date of denial
B. Residential
1. Approved
Drawings, plans(final or as-built)or specifications for a residential building permit.
Retention: 180 days after completion or as directed by the building code adopted by
reference
2. Not Approved
Unapproved drawings, plans (final or as-built) or specifications for a residential building
permit.
Retention: 180 days after submitted or as directed by the building code adopted by
reference
05.070 INSPECTION RECORDS
A. Building and Structure Inspection Reports
Records of final on-site inspections done to determine compliance with building, electrical,
fire, plumbing, mechanical or other requirements and building standards; also includes
other inspection reports, such as inlet inspections, proof roll inspections. etc.
Retention: 10 years after demolition{CRS 13-80-102.CRS 13-80-104]
B. Soil Condition Reports
Records of inspections of soil conditions, including nature, distribution and supporting ability
of soils and rocks on building sites prior to issuance of building permits or approval of
development proposals.
Retention: 20 years
5-2
•
Schedule 5—Building&Structure Records
Supp.9
P1 8
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §05.070
•
C. Trailer/Mobile Home Inspection Reports •
Records of inspections of mobile home installations, anchoring, utility connections,etc. ,
Retention: 2 years
D. Unsafe Buildings
•
Documentation of complaints, inspections, notifications, corrective actions, closure and
boarding, demolition and related actions relating to buildings and structures determined to
•
be unsafe.
Retention: 5 years after final action
05.080 REGISTERS AND LEDGERS-BUILDING PERMITS
Record books, ledgers or computer printouts listing issued building permits.
Retention: 3 years, except retain permanently if the register or ledger is older than 1920
05.090 SIGNS—CONSTRUCTION AND INSTALLATION
Records documenting permits for installations of billboards, signs and banners.
Retention: 3 years
Cross References
• Agreements and contracts—40.030,Agreements and Contracts
• Building permit fee collection—30.020,Accounts Receivable(AIR)Records
• Codes adopted by reference—40.070.A,Codes Adopted by Reference
• Communication tower permits—75.020.F,Permits Issued by the Municipality in General
• Contractor's licenses—75.020.B,Contractor's Licenses/Registrations
• • Correspondence and general documentation—40.100,Correspondence and General Documentation
• Fence permits—75,020.F,Permits Issued by the Municipality in General
• Gas and oil drilling structures-75.020.F,Permits Issued by the Municipality in General
• Landmark designations—50.040,Landmark and Historic Designation
• Polices and procedures—40.220,Policies and Procedures Documentation
• Reports—40.290,Reports
• Rules,regulations and standards—40.310,Rules,Regulations and Standards
•
■
5-3
Schedule 5—Building&Structure Records
Supp.9
P19
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §10.010
SCHEDULE NO. 10
CEMETERY RECORDS
•
General Description: Records relating to the administration,management and operation of cemeteries.
No record may be destroyed under this Retention Schedule if it is pertinent u any ecure t,
pending or anticipated investigation, audit or legal proceeding. minimum
periods specified In this schedule apply to the Information contained within the
record copy,regardless of the physical format of the record copy(paper,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
10.010 BURIAL RECORDS
Records documenting burials and inurnments, such as burial permits and stubs, buri ll permit
register, death certificates, deceased persons book,final disposition records, physician's report,
foundation order books and records of interment or inuenment.
Retention: Permanent
10.020 CEMETERY BOUNDARY AND LOT RECORDS
Records pertaining to the location, layout and ownership of the cemetery and individual
cemetery lots or mausoleums, including abandonment and cemetery deeds block
and books, cemetery maps,
indexes(alphabetical and location), plat
Retention:.-Perm anent
10.030 CEMETERY FINANCIAL RECORDS
Records of financial transactions documenting perpetual care arrangements and lot ownership
or burials, including financial records of the sale of cemetery lots, accounts receivable ledger, _
cashbook and receipts maintained by a self-sufficient cemetery separately from the
municipality's financial and accounting systems.
Retention: Permanent
Cross References
• Agreements and contracts—40.030,Agreements and Contracts
• Cemetery contractor licenses-•75.020.9.Contractor's Ucenses/Registrations
• Cemetery lee collection records—30.020,Accounts Receivable(NR)Records
• Correspondence and general documentation—40.100.Correspondence and General Documentation
• Polices and procedures—40.220,Policies and Procedures Documentation
• Reports—40.290,Reports
• Rules,regulations and standards—40.310,Rules,Regulations and Standards
• Vandalism—95.050.C,Damage Records
10-1
Schedule 10—Cemetery Records
P20
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§15.010
;.. SCHEDULE NO. 15
ELECTION RECORDS
General Description: Records documenting the administration of elections conducted by the municipality
and/or in coordination with the county.
�p � 'f"yF t C-!y �.^a...a tig� ,#eye• -.l 'fig C
r a !� t 1 J _ nL�,� 'rr�r. #ttc�,� 3ilf#T-IIE.
S'- l F �1 t
4.-• 9 r� { -'i Iii "� 1 id"E E 3 Fes, 1
x� } kF
yya 1 { F i
! F t I a 5 I i 1 t ?fy. , + 6
.lis t 21 4 7 yfr,,' 1 t - - `+ 1 �t
ix'a 1 s • $ ' ht t {�G - l a Tkt i 1 � 7 P r �
is'• it � Iv i f,l ry j -y .�y?
•LL rn t r• ' .. t'
rn ... l . _..1 4L r wr roxi{ a ' ae..ri� .n-r. P!w. -: •
tth if it.is ,
pendNo ing record or maybe anticipated investigatidestroyed under on,his u adit Reten or legal ion Sc proceeding.edule The pertinent minlmum tou any retention current
periods specified in this schedule apply to the information contained within the
record copy,regardless of the physical format of the record copy(papa,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
, retained longer than the record copy.
15.010 ABSENTEE VOTER RECORDS
Records accounting for absentee ballots, including applications for absentee ballots, lists of
absentee voters, absentee ballot return envelopes and receipts of election judges for absentee
ballots.
Retention: 6 months after election[CRS 31-10-616(2)]
15.020 BALLOT ISSUE COMMENTS
Written comments received from persons eligible to vote in the election to be summarized in the
ballot issue notice mailed to registered electors[CRS 1-7-901].
Retention: 6 months after election[CRS 31-10-616(2)
15.030 BALLOTS
The official ballot showing candidates and measures, including ballots that are unused, voted,
absentee, defective, spoiled, replacement, provisional or mailed and returned by the post office
as undeliverable.
Retention: 6 months after election, except retain one copy of each type of sample ballot
permanently and dispose of other sample ballots immediately after election [CRS 31-10-606, CAS
31-10-616(1)]
15-1
Supp.9 Schedule 15—Election Records
__. _... P21
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§f5.040
15.040 CAMPAIGN REPORTS AND STATEMENTS
A. Candidates
Affidavits of familiarity with the Fair
contribution Practices Act, committee
statements of organization, and
1. Elected Candidates
• Retention: 1 year after elected candidate leaves office juts 1-45-112(1)(b)]
2. Unsuccessful Candidates
Retention: 1 year from date of filing(CRS 1-45-112(1)(b)]
B. Independent Expenditures
Statements required for persons making independent expenditures in support of or in
opposition to a candidate or to convey a political message.
Retention: 1 year from date of filing of statement[CRS 1-45-112(1)(b)1
C. Issues Committees
Committee statements of organization and campaign contribution and expenditure reports.
Retention: 1 year from date of filing of report[CRS 1.45-112(1)(b)]
15.050 COMPLAINTS AND SUPPORTING CUMENTA IOrner a Vo A.V.A.
Act {H.A.V.A.); copies are
Complaints filed and provisions
retained by the local election official, who forwards the complaint to the Secretary of State.
Retention: 6 months after election or until the complaint is resolved, whichever is later [CRS 31- •
10-616(2),8 CCR 1505-1,Rule 31]
15.060 COORDINATED ELECTION RECORDS
Records gneraedr coordinated elections conjunction the County. t o
records pertaining ocoordinated i cons are the responsibility of County Clerk. coordinated in t d election n
records are retained by the Municipal Clerk as the official record of the municipality's portion of the election.
A. Abstracts of Votes Cast–County Issued
County's abstract of votes cast (certification of election results) relating to the municipal
portion of the coordinated election ballot.
Retention: Permanent
B. Ballot Certifications
Municipal Clerk's official certification to the County Clerk of the ballot for the municipality's
• portion of coordinated election ballot.
Retention: Permanent
15.070 ELECTION EQUIPMENT RECORDS
Detailed records for each component ufacturer, make, model,stserialwnumberahardwaree software
municipality, including the man
version or release number, date of acquisition; description of services, repairs, maintenance,
upkeep and version updates; maintenance and trouble logs. [CRS 1-7-513]
Retention: Life of equipment, or 6 months after the last election for which used, whichever Is
later
15-2
Schedule 15—Election Records
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §15.080
15.080 ELECTION HISTORY FILES
.„. Election history files containing permanent records of elections and summary election results.
Retention: Permanent
15.090 ELECTION JUDGES RECORDS
A. Appointment Records
Written acceptance of commitment to serve, lists of judges and alternates and oaths of
office.
Retention:ention: 6 months after election[CRS 31.10-616(2)]
B. Expense Statements .
Statement of expenses of election judges and supporting documentation such as receipts.
Retention: 6 months after election and until audited[CRS 31-10-616(2)]
C. Instructions
Written instructions issued to election judges regarding conduct of election.
Retention: 3 years'
15.100 MAIL BALLOT ELECTION RECORDS
Records relating to mail ballot elections, including affidavits of voters requesting replacement
ballots, ballots (cast, duplicated, rejected, undeliverable, unused), paper or electronic poll
books, mail ballot return verification envelopes, mail ballot processing logs, voter registration
lists, written TABOR comments,and other mail ballot administrative records.
Retention: 25 months after election, except that unused replacement ballots may be destroyed
after the challenge period has expired[CRS 1-7-802]
15.110 MAPS-ELECTION
Maps showing precinct and ward or district designations and boundaries for municipal elections.
Retention: Permanent
15.120 NOMINATION RECORDS
Records relating to nominations for elective office.
A. Objections to Nomination Petitions
Retention: 6 months after election[CRS 31-10-616(2)]
B. Nomination Petitions-Successful and Unsuccessful Candidates
Petitions for the placement of a candidate's name on a ballot and written notices of
withdrawal from nomination.
Retention: 2 years[CRS 31-10-302(7)]
15.130 NOTICES OF ELECTION
Copies of election notices required to be posted, published or mailed, including the "ballot issue
notice"required by the State Constitution containing summaries of comments on ballot issues.
Retention: 6 months after election, except retain one copy permanently[CRS 31-10-616(2)]
15-3
Supp.9 Schedule 15-Election Records
•
P23
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §15.140
15.140 OATHS AND AFFIDAVITS
Oaths, affidavits or other sworn statements made by electors or election officials, including
oaths of election workers, absentee or provisional ballot applications, oaths of watchers and
substitute watchers and similar documents.
Retention: 6 months after election[CRS 31-10-616(2)1
15.150 PETITIONS—BALLOT MEASURES AND RECALL
A. Annexation and Deannexatlon Election Petitions
Petitions,whether determined to be sufficient or insufficient,for the conduct of an election to
determine whether property should be annexed. [CRS 31-12-1071
Retention: Permanent
B. initiative Petitions and Supporting Documentation
Petitions, whether determined to be sufficient or insufficient, submitted by citizens to place
measures, including proposed ordinances and charter amendments, on the ballot;
supporting documentation includes petition certification and verification records and
documentation of protest hearings and findings by the municipal clerk.
Retention: 3 years after submission or after all rights to appeal have ended, except retain
one copy of representative pages permanently for historical purposes[CRS 31-11-117]
C. Recall Petitions and Supporting Documentation
Petitions, whether determined to be sufficient or insufficient, submitted by citizens
demanding the removal of an elected official from office; supporting documentation includes
petition certification and verification records and documentation of protest hearings and
findings by the municipal clerk. [CRS 31-4-5031 -
Retention: 3 years after submission, except retain one copy of representative pages
permanently for historical purposes
D. Referendum Petitions and Supporting Documentation
Petitions, whether determined to be sufficient or insufficient, submitted by citizens
requesting that legislation previously adopted by the governing body be repealed or placed
on a ballot; supporting documentation includes petition certification and verification records
and documentation of protest hearings and findings by the municipal clerk.
Retention: 3 years after submission, except retain one copy of representative pages
permanently for historical purposes[CRS 31-11-1171
N
15.160 POLLING RECORDS
A. Poll Books
A list kept by election judges of electors casting votes at an election.
Retention: 3 years
B. Poll Lists
Lists of registered electors provided to election judges for use in verifying voter registrations
at polling places.
Retention: 6 months after election[CRS 31-10-616(2)1
15-4
Schedule 15—Election Records -
P24
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§15.160
C. Poll Site Records
Documentation of selection of site and arrangements for use as a polling place.
Retention: 6 months after election, except retain contact information and summary of
problems until after the next election or after any complaint is resolved[CRS 31-10-616(2)]
D. Voter Signature Forms
Forms signed by voters at the polls to establish identity and request a ballot.
Retention: 45 days after election if there is no challenge(CRS 31-10-606(3)]
15.170 RECEIPTS AND ACCOUNTING FORMS
Documentation of the receipt and transfer of ballots and other election material.
Retention: 6 months after election[CRS 31-10-616(2)]
15.180 SURVEILLANCE RECORDINGS—ELECTION AREAS
Video or audio recordings of election operations in secured areas, such as ballot receipt,
tabulation,handling and processing areas.
Retention: 6 months after election[CRS 31-10616(2)]
c
15.190 TABULATION AND ELECTION CERTIFICATION RECORDS
A. Official Abstract
Official certification of the election results prepared by the municipal clerk or canvass board
after the completion of the official canvass.
Retention:ention: Permanent[8 CCR 1505-1,Rule 41.7]
B. Tabulation Test Results
Records of testing of the tabulation equipment prior to and after the machine tabulation of
ballots.
Retention: 6 months after election[CRS 31-10-616(2)]
C. Unofficial Election Results Records
Summary election results for the precinct posted by election judges, unofficial or preliminary
election results issued by the tabulation center,certificates of election judges showing votes
cast for candidate by office, worksheets for judges to tally votes, and similar records giving
unofficial election results(if used).
Retention: 6 months after election[CRS 31-10-616(2)]
Cross References
Agreements and contracts—40.030,Agreements and Contracts
Correspondence and general documentation—40.100,Correspondence and General Documentation
° Polices and procedures—40.220,Policies and Procedures Documentation
° Reports-40.290,Reports
° Rules,regulations and standards—40.310,Rules,Regulations and Standards
•
15-5
Supp.9 Schedule 15—Election Records
P25
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §20.010
SCHEDULE NO. 20
ENTITIES APPOINTED BY MUNICIPALITY
General Description: Records regarding the composition, operation, proceedings and enactments of
boards, commissions, committees, authorities, task forces and similar bodies appointed by the governing
body or municipal officials.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,regardless of the ahvstcal format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
• retained longer than the record copy.
20.010 AGENDAS AND SUPPORTING DOCUMENTATION
Listings showing date, time and locations of official meetings and items to be discussed.
Supporting documentation includes material such as agenda item summaries and
documentation explaining the rationale for staff recommendations, presenting background
information or the history of agenda items being presented to the appointed entity for a decision.
Retention: Permanent for quasi-judicial entities and 2 years for other entities
20.020 APPOINTMENTS AND RESIGNATIONS
Records of appointments and resignations, including applications, recruitment information, etc.
A. Appointed Applicants
Retention: 2 years after end of service
B. Unsuccessful Applicants
Retention: 2 years after conclusion of appointment process
20.030 BYLAWS
Documents adopted to set out rules and guidelines regarding how the entity operates.
Retention: Permanent
20.040 GOALS AND WORK PLANS -
Formally adopted strategic plans, work plans or policy agendas.
Retention: Permanent
20.050 MEMBER LISTS
Retention: Permanent for cumulative lists; until superseded for lists of current members
20-1
Schedule 20—Entities Appointed by Municipality
Cs nn 0
P26
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §20.060
20.060 MINUTES AND SUPPORTING DOCUMENTATION
The official record of proceedings of meetings and all supporting documentation such as
exhibits or other material referenced in the minutes.
Retention: Permanent
20.070 NOTICES—MEETINGS
Documentation of compliance with laws requiring posting and distribution of notices of public
meetings.
Retention: 2 years
20.080 OATHS OF OFFICE
Oaths taken by appointed officials upon taking office.
Retention: Term of office+1 year
20.090 RECOMMENDATIONS, FINDINGS AND SUPPORTING DOCUMENTATION
Written findings or recommendations to the municipality, governing body or other entities
rendered in an advisory or decision-making capacity; supporting documentation includes
agenda item summaries and other documentation explaining the rationale for staff
recommendations or presenting background information or the history of the recommendation.
Retention: 3 years, except retain--those that have enduring historical or policy value
permanently
20.100 RECORDINGS OF MEETINGS
Audio or video recordings of official meetings.
A. Executive Sessions
Retention: 90 days after meeting[CRS 24-6-402(2)(d.5)(II)(E))
B. Open Meetings
•
Retention: 6 months after approval of minutes
' C. Study Sessions
Retention: 6 months after meeting
Cross References
• Building Board Case Files--05.040,Building Review Board Case Files
• Correspondence and general documentation-40.100,Correspondence and General Documentation
• Internal committees-40.080,Committees-Internal
• Polices and procedures-40.220,Policies and Procedures Documentation
• Reports-40.290,Reports
• Rules,regulations and standards-40.310,Rules,Regulations and Standards
•
•
•
20-2
Schedule 20-Entities Appointed by Municipality
Supp.9
P27
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§25.010
SCHEDULE NO. 25 ,
ENVIRONMENTAL RECORDS
Q • wscri tion: Records relating to compliance with environmental protection requirements.
General Qe ._�._
No record may be destroyed under this Retention Schedule if it is pertinent to any y current,nt,
pending or anticipated investigation, audit or legal tpro� g. T contained within the
periods specified in this schedule apply i(paper, ithinfith
record copy, rdless of the h foal format of the record copy(P P
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Dui o+es. Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
'until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
25.010 ENVIRONMENTAL MONITORING AND REVIEW
Records pertaining to monitoring, inspections,vitiesehatgcoluld potentially impact air quality,water
similar activities relating to land uses and
supply and the environment, such as tie d tland, reclamation,no Imandtigas well gas Iing,
mosquito control programs, g pit and m
sludge application by other jurisdictions,landfills of other jurisdictions, uranium mining,etc.
Retention: Permanent
25.020 HAZARDOUS WASTE STORAGE AND TRANSPORT RECORDS
A. Disposal Manifests Retained by Hazardous Waste Generator
Retention: 3 y ears from date waste was accepted by initial transporter[40 CFR 262.40(a),CRS
25-5-510,6 CCR 1007.3 Subpart Dl
B. inspections
Retgntion: 5 years from date of inspection
C. Reports
Reports, including CDPHE-EPA biennial report form 8700-13A for off-site shipments of
hazardous wastes, and reports of on-site reatment, storage or disposal of hazardous
wastes.
Retention:ention: 3 years from due date of report [40 CFR 262.40(b),CRS 25-5-510,6 CCR 1007.3 Subpart
o)
D. Test Results and Waste Analyses
Retention: 3 years from date waste was last sent to on-site or off-site treatment, storage
and disposal[40 CFR 262.40(c),6 CCR 1007.3 Subpart Dl
25-1
Schedule 25—Environmental Records
P28
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§25.030
25.030 MATERIAL SAFETY DATA SHEETS(MSDS)
Employers must have a MSDS on file for each hazardous chemical they receive and use
ensure copies are readily accessible to employees in their work area. Employer must keep
records of chemicals used, where they were used and for how lon se a
1910.1200] long. [General Reference: 29 CFR
Retention: Until superseded or 2 years after chemical is disposed of or consumed, rovid
that employer retains some record of identity(chemical name if known) of substance or agent,it was used, and when it was used,for at least 30 years[29 CFR 1910.1020(d)(ii)(8)[
25.040 S.A.R.A. TIER II REPORTS—SUBMITTING FACILITY'S COPY
S.A.R.A Title III (EPCRA) Tier II emergency and hazardous chemical inventory forms submitted
annually, or within 90 days of exceeding the EPCRA threshold, to the Colorado Department of
Public Health and Environment (CDPHE) and the local fire department by municipal facilities
that use or store chemicals requiring a material safety data sheet in volumes exceeding the
threshold amount. This report serves as a record of chemicals used,where they were used and
how long they were used. Note: S.A.R.A.refers to the Superfund Amendments Reauthorization Act.
Region: 30 years[29 CFR 1910.1020(d)(ii)(8)]
25.050 STORAGE TANKS—REGULATED SUBSTANCES
Records related to aboveground and underground storage of.regulated substances such as
gasoline, crude oil, fuel oil and diesel oil, including permits, applications, site information,
emission inspections, monitoring, spills and cleanups, testing, u
financial condition required by CDPHE, proof of insurance coverage e and financial responsibility,
revocations,etc. [General Reference: 7 CCR 1101-141
A. Approved Permits and Supporting Documentation
Retention: 6 years after removal of tank
B. Denied Permits and Supporting Documentation
Retention: 3 years after denial
25.060 TOXIC SITES
Records related to the identification and designation of sites that may have toxic contamination.
Retention: Permanent
• Cross References
• Chemical application records—95.050.A,Chemical Application Records
▪ Correspondence and general documentation—40.100,Correspondence and General Documentation
° to enaraous materials exposure_ 90.070,Employee Records—Active and Terminated;90.110.8,Employee
General
P Y
Polices and procedures—40.220,Policies and Procedures Documentation P Yee Medical Records in
G
° Reports—40.290,Reports
Rules,regulations and standards—40.310,Rules,Regulations and Standards
S.A.R.A.Tier II Reports—Fire Department's Copy—100.060.8 S.A.R.A.Tier li Reports—Fire Departments Copies
Water and sewage treatment—60.090,Water and Sewer Treatment System Records
25-2
Supp.9 Schedule 25—Environmental Records
P29
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §30.010
SCHEDULE NO. 30
FINANCIAL RECORDS
General Description: Records documenting and ensuring accountability for the receipt and expenditure of
public funds. - •
•
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,reaardless of the physical format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record,ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies; Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first Duplicate copies should not be
retained longer than the record copy.
30.010 ACCOUNTS PAYABLE(NP)RECORDS
Records documenting outgoing payments.
A. Accounts Payable Records in General
A/P records including but not limited to automatic clearinghouse (ACH)forms, NP balance
sheets, copies of bills paid, checks issued (including check registers), invoices and
statements, receiving reports, vendor files, expense and reimbursement request
documentation, charge slips, credit card statements, and reports to the governing body
listing bills to be paid.
Retention: 7 years
B. Credit Card Records
Records of credit cards issued for municipal use.
Retention: 2 years after cancellation
C. Forms 1099 and W-9
Forms for tracking taxpayer information for vendors when the charges for services exceed
$600 for the year.
Retention: 4 years
D: Petty Cash Records.
Records of petty cash fund account and requests for petty cash for various purposes.
Retention: 2 years
30.020 ACCOUNTS RECEIVABLE(NH)RECORDS
Records of collection of monies; includes but is not limited to automatic clearinghouse (ACH)
forms; on-line payments,cash books, journals, receipts, reports and supporting documentation;
RS..w
30-1
Schedule 30—Financial Records
Ai no_9
•
P30
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §30.020
fines, fees and charges receipts, other payments and supporting documentation; accounts
receivable balance sheets; cash register validation tapes; statements and invoices issued by
the municipality, etc. See also 30.210,Utility Billing.
Retention: 3 years
30.030 ASSET RECORDS
Inventories and listings to track and control assets.
A. Annual Fixed Asset Reports
Worksheets listing fixed assets, purchases and disposition of assets.
Retention:ention: Until superseded
B. Disposition Records
Records of disposal of surplus property (except real estate) and unclaimed, abandoned or
confiscated property such as bicycles and vehicles by auction, competitive bidding or
destruction, including date, department name, description of item, value, disposition,
method and reason for disposition,condition, value and approvals.
Retention: 3 years after disposition
C. Inventories
Listings of expendable and nonexpendable property and assets, including buildings, real
estate, vehicles, furniture, equipment, supplies, merchandise for sale at municipally
operated concessions or gift shops and other assets; may include description, cost, date
purchased, location, name of vendor and depreciation detail.
Retention: Until superseded ,
30.040 AUDIT RECORDS
Records documenting external and internal audits of the financial position of the municipality.
A. Audit Reports
Annual or special reports prepared by external or internal auditors examining and verifying
financial activities. [General Reference: CRS 29-1-606]
Retention: Permanent
B. Audit Work Papers
Documentation consisting of routine correspondence with auditors and copies of records
compiled for the audit.
Retention: 3 years after completion of audit
30.050 BANK RECORDS
Records documenting the current status and transaction activity of funds held at banks.
A. Bank Records—Routine
Routine banking records, including but not limited to duplicate copies of checks, check
stubs, voided checks, deposit slips and trial balances. See also 30.010, Accounts Payable(NP)
Records for checks and check registers, and 30.140.A, Investment Instruments for CDs, money market
certificates.etc.
Retention: 3 years
1 dig,
30-2
Supp.9
Schedule 30—Financial Records
P31
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §30.050
B. Bank Statements, Pass Books and Reconciliations
Monthly statements pass books or reconciliations showing funds on deposit.
Retention: 7 years
30.060 BANKRUPTCY AND FORECLOSURE RECORDS
Records documenting bankruptcies and foreclosures in which the municipality has some kind of
a financial interest due to liens, unpaid assessments,unpaid fees or bills, etc.
Retention: 7 years after recovery of money owed or when municipality has no further interest in
the proceeding
•
30.070 BOND ISSUE RECORDS
•
A. Bond Issue Files
Records that document the authorization to finance improvements through bonded
indebtedness, including bond anticipation notes, industrial development revenue bonds,
general obligation bonds, revenue and refunding bonds, water bonds and special
improvement bonds; includes correspondence, authorizations supporting financial
arrangements, bond ratings, contracts or sales agreements, and sample copies or
specimens of bonds. -
Retention: 2 years after final payment
B. Bond issue Proceedings Books
Certified record of proceedings relating to a bond issue, containing specimen (usually
original)documents in book form.
Retention: Permanent
C. Bonds, Notes and Coupons Paid
Canceled or redeemed bonds and coupons received from paying agents throughout the
lifetime of the bond issue;cancelled upon receipt.
Retention: 1 year after maturity
D. Bond Registers and Ledgers
Used to document the redemption of coupons for bonds. Note: Bond registration and redemption
transactions may be handled by a bond registration or paying agent.
•
Retention: Permanent
30.080 BUDGET RECORDS
A. Budget Document
Final financial plan approved by the governing body for expenditures and records of
significant interim revisions made after budget adoption.
Retention: Permanent for final version and 1 year after adoption of the final budget for any
preliminary versions
30-3
Schedule 30—Financial Records
c.a,,,, Q
P32
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §30.080
B. Budget Work Records
Departmental budget requests or proposals, reports, budget instructions, worksheets, . `
financial projections and similar records used in the budget preparation and decision-
making process.
Retention: 2 years
J
30.090 FEE AND RATE SCHEDULES AND SUPPORTING DOCUMENTATION
Fee, charge, fine and rate schedules (not including utility rate schedules) and supporting
documentation justifying the determination of amounts; i.e., calculations, methodology for
establishing comparisons with other municipalities, projections of revenue based on
recommended amounts, etc. See also 30.210.0, Rate Schedules and Supporting Documentation - Utility •
Billing.
Retention: 2 years after revised
30.100 FINANCIAL GUARANTEES
Records relating to escrow accounts, letters of credit, liens, promissory notes and other forms of
financial guarantee required to ensure performance, payments or the completion of certain
specified actions, such as the completion of projects, required improvements or the payment of
delinquent bills or assessments.
Retention: 1 year after expiration, completion of guaranteed action or release
30.110 FRANCHISE RECORDS
Records pertaining to the award, operation or termination of a license or franchise granting the
right or privilege to construct, operate or maintain upon, over, under or across the streets or
alleys a street railway, electric light plant or system, gasworks, gas plant or system, geothermal
system, solar energy system, communication or cable television system, or other similar
services and the collection-of franchise fees or occupation taxes from franchise holders. [General
Reference: CRS 31-32-1011 `
Retention: 6 years after expiration of franchise and completion of all terms and conditions of the
franchise, except retain register or other listings of franchises permanently
30.120 GRANT RECORDS
Files pertaining to applications for grants and the administration, monitoring and status of
grants.
A. Grants From Municipality
1. Awarded Grants and Supporting Documentation
Documentation of awarded grants, including grant application, grant contracts and
agreements, grant reports and other supporting documentation. •
Retention: Duration of grant+6 years
2. Rejected Grants and Supporting Documentation
Documentation of grants that are either rejected by the grantee or not awarded.
Retention: 2 years after rejection or withdrawal
30-4
Supp.9 Schedule 30-Financial Records
�.... P33
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §30.120
B. Grants to Municipality
1. Awarded Grants application, grant contracts and
Documentation of awarded grants, including grant appi
agreements,grant reports and other supporting documentation.
Retention: Duration of grant + 6 years unless longer retention period is required by
grantor
2. Rejected Grants
Documentation of grants applied for and either rejected by the grantor or not accepted.
Retention: 2 years after rejection or withdrawal
30.130 IMPROVEMENT DISTRICT RECORDS
Records relating to the creation, assessment and operation of general or special improvement
districts established for the purpose of making improvements.
Retention: 7 years after improvement.district is terminated or all bonds are paid or cancelled,
whichever is later
30.140 INVESTMENT RECORDS
Records documenting investments.
A. investment Instruments
Documentation of certificates of deposit,money market certificates, savings bonds, stocks
and bonds,treasury bills and notes and other investments made.
Retention: 7 years after maturity,final payment or disposition
B. Reports—investment of Funds
Retention: 7 years, provided that audit has been completed
30.150 LEDGERS AND JOURNALS
A. General Ledger general
Year-end summary of receipts and disbursements by account and fund reflectin g g
financial condition. May include documentation from subsidiary ledgers to general ledger
and accounting adjustments in the form of general entries.
Retention: 30 years
B. Journal Entries
Retention: 7 years
C. Subsidiary Ledgers and Journals
Daily, monthly, quarterly or year-end transaction detail providing backup documentation to
general ledger.
Retention: 3 years
30-5
Schedule 30—Financial Records
Supp.9
•
P34
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §30.160
30.160 LOAN RECORDS
Records of loans to which the municipality is a party.
A. Loans Made by Municipality
Records of loans made to employees or other parties for various purposes; includes loan
applications, deeds of trust, promissory notes and other loan paperwork. Examples of
loans: employee housing, employee computer purchases, energy assistance housing
rehabilitation, etc.
1. Approved Loans
Retention: 7 years after loan is paid
2. Rejected or Withdrawn Loans
•
Retention: 2 years after rejection or withdrawal
• B. Loans to the Municipality
Loans made to finance public improvements or to meet other financial obligations.
1. Approved Loans
Retention: 7 years after loan is paid or as specified by lending agency
2. Rejected or Withdrawn Loans
Retention: 2 years after rejection or withdrawal
30.970 PURCHASING RECORDS
Records pertaining to procurement of services or commodities.
A. Purchasing Records in General
Purchasing control forms, such as purchase orders, purchase requisitions, field purchase
orders, vouchers, signature authorizations, etc.; and competitive bid specifications and
solicitations, such as requests for proposals or quotations; and similar records.
Retention: 7 years
B. Bids
Bids, quotes and proposals regarding services and commodities.
1. Accepted Bids
Received from successful bidders.
Retention: 7 years after acceptance of bid
2. Rejected/Unsuccessful Bids
Received from unsuccessful bidders.
"Retention: 3 years after contract is awarded or PO is issued
3. Unsolicited Bids
Received from bidders without solicitation.
Retention: 1 year after submission
30-6
Schedule 30-Financial Records
Supp.9
P35
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §30.170
C. Vendor Lists
Listings of vendors, including state bid lists, providing goods and services, usually including
names,addresses, phone numbers,description of goods or services provided.
Retention: Until superseded or obsolete
D. Vendor Prequalification Records
Records relating to prequalification of vendors eligible to provide goods and services.
Retention: 3 years
30.180 REBATE PROGRAM RECORDS
Records relating to rebate programs; includes rebate applications, correspondence, and other
supporting documentation.
Retention: 2 years after rebate is paid, provided that records have been audited
30.190 TAX COLLECTION RECORDS. •
A. Colorado Department of Revenue Monthly Revenue Distribution Report penalty,
Report includes account number, name, jurisdiction, filin g period, source, tax, p y,
interest,distribution and Department of Revenue interest/days.
Retention: 2 years after completion of audit
R. County Treasurer's Reports
Periodic reports of the County Treasurer regarding taxes collected on behalf of the
municipality, interest and fees.
Retention: 3 years
C. Property Tax Records
County, notices pertaining assessed valuation,onnx, abst ac s of assessment mill
and registers certifications
or listings of
Y
property tax assessed.
Retention: Permanent
D. Real Estate Transfer Tax Records
Retention: Follow sales and use tax records retention schedule
E. Sales and Use Tax Records
Records of the collection and administration of sales and use tax.
1. Applications, Returns and Audits--Taxpayers
Retention: 3 years after taxpayer ceases to file sales and use tax returns, after
settlement for delinquent taxes,or after completion of audit,whichever is later
2. Delinquent Sales/Use Tax Notices
Retention: 6 years
h'wp✓
30-7
Schedule 30-Financial Records
P36
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE I §30.190
3. Motor Vehicle Sales Tax Receipts
Retention: 3 years
4. Transaction Journal/Log
Record of sales and use tax daily transactions.
Retention:ention: 3 years
30.200 TAX REPORTING RECORDS
A. Forms 1098—Mortgage Interest Statements
Used to report mortgage interest of $600 or more received from any individual during the
-year.
•
Retention: 3 years
B. Forms 10998—Reports of Distributions
Used to report distributions from pensions, annuities, retirement or profit-sharing plans,
IRAs, insurance contracts (survivor income benefit plans, permanent and total disability
payments under life insurance contracts), etc., for each person receiving a distribution of
$10 or more.
Retention: 3 years
30.210 UTILITY BILLING RECORDS
Records relating to the billing of customers for utility services.
A. Account Records
Records of individual customer accounts, including new service orders, trouble orders,
billing statements or invoices, adjustments made to accounts, nonpayment billing notices,
turn-off orders, security deposit payment and refund records, meter deposit receipts, meter
reading exception reports, meter orders and other account records.
Retention: 3 years after account closed or after account is transferred to another customer
B. Meter Records
Records relating to installation or removal of utility service meters and meter readings for
utility service.
1. Meter Books,Data or Sheets
Used to record readings of customer's utility usage for billing purposes and to make
data comparisons.
Retention: 3 years El 8 CFR 125.3 31; maximum demand and demand meter record cards must be
retained for 1 year)
2. Meter Location Records
Retention: Until updated
MMS.,
30-8
SuPp 9 Schedule 30—Financial Records
P37
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§30.210
C. Rate Schedules and Supporting Documentation-Utility Billing
Fee and rate schedules and supporting documentation justifying the determination of public
the fee or rate,
utility fees and rates; i.e., calculations,o rev establishin
on recommended fees
comparisons with other municipalities, projections of enue
or rates,etc. .
• Retention: 6 years after published rate sheets and schedules are superseded or no longer
used to charge for utility services t18 CFR 125.3 30]
Cross References
• Affidavits of publications-40.020,Affidavits of Publication
• Agreements and contracts-40.030,Agreements and Contracts
• Bonds-90.040,Bonds-Public Officials •
• • Cemetery financial records-10.030.Cemetery Financial Records
• Correspondence and general documentation-40.100,Correspondence and General Documentation
• Employee insurance claims-90.030.C,Employee Insurance Claim Records
• Insurance records-105.010,Insurance Records
• Licenses and permits-Schedule 75,Licenses and Permits
▪ Meter calibration,maintenance and testing-35.010;Equipment Records-In General
• Payroll records- 90.140,Payroll Records
• Polices and procedures-40.220,Policies and Procedures Documentation
• Property acquisition and sale-95.010,Acquisition Records
• Reports-40.290,Reports
• Rules,regulations and standards-40.310,Rules,Regulations and Standards
• Worksheets-40.350,Worksheets,Drafts and Other Preliminary Working Material
•
•
•
•
i
30-9
Schedule 30-Financial Records
•
P38
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§35.010
SCHEDULE NO. 35
FLEET AND EQUIPMENT RECORDS
Gen ral Descriotion:
a---, Records documenting the operation of vehicles and equipment.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The Periods specified in this schedule apply to the information contained ietentioe
record copy,reaardless of the nhvaka fo st micro the
electronic). Each municipality must decide on the physical format for eachlype of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Dupllcat°Conies: Retain duplicated copies that are created for/administrative
purposes for 1 year, and retain those created for convenience or reference u
until no longer needed or for 1 year, whichever is first. Duplicate copies should noot$be
retained longer than the record copy.
35.010 EQUIPMENT RECORDS IN GENERAL
Records pertaining to all types of equipment, mechanisms and systems and their maintenance
inspection and repair history, including fire and water detection alarm systems; heating,
p pumps;
ventilation, air conditioning(HVAC)systems;disaster warning systems;elevators;sump maintenance,
power generators; boilers; measuring and weighing devices; tools; office equipment, recording
systems; etc. Documentation includes warranties, operating manuals, calibration and testin
records, inspections, vehicle registration certificates,titles,bills of sale,etc.
Retention: Until equipment is no longer under municipal control or life of equipment + 1 year
and/or after audit, unless another retention period is required by law or specified elsewhere in
this Retention Schedule
35.020 FUEL USE RECORDS
Records pertaining to fuel usage, including periodic fuel usage reports.
Retention: 2 years
35.030 MAINTENANCE AND SAFETY RECORDS—VEHICLES AND EQUIPMENT
A. Driver Vehicle Inspection Reports
Vehicle inspection reports and documentation of corrective actions taken to address defects•
or deficiencies noted during the inspection done by the driver prior to each operation of
commercial motor vehicle. Note: A legible copy of the last vehicle inspection re
vehicle. a
report is to be carried in the
Retention: 3 months[49 CFR 396.1 11
B. Inspection and Maintenance Documentation
Records pertaining to maintenance and inspections performed for vehicles and equipment,
including those records required by State and federal regulations; includes manufacturer-
issued manuals and warranties, inspection reports, vehicle maintenance histories and work
orders nproviding i hheoonly available or vehicle le hii t retained[General Reference: 49 CFR 396.21 requires
vehicle is housed or maintained.] 14 months after the inspection where the
Retention:tention: Until vehicle or equipment is no longer under municipal control or life of vehicle
or equipment+ 1 year
35-1
Supp.9 Schedule 35—Fleet&Equipment Records
P39
J §35.030
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
C. Work Orders
Documentation of requests and authorizations for vehicle and equipment work.
Re ention: 2 years, unless work order er vehicle provides the only avail
alle vehicle history, in which
case it should be retained for life o
Cross References
• Agreements and contracts—40.030,Agreements and Contracts
• Auction records—30.030.8,Disposition Records
• Communication systems—55.010,Communication Systems Records
• Computer systems—55.020,Computer System Records Correspondence and General Documentation
• Correspondence and general documentation 40100,peotion Records
• Fire department apparatus—100.050.8,
• Insurance—105.010,Insurance Records
• Inventories—30.030.C,Inventories
• Polices and procedures-40.220,Policies and Procedures Documentation
• Purchasing—30.170,Purchasing Records
• Reports—40.290,Reports
• Rules,regulations and standards—40.310,Rules,Regulations and Standards
•
35-2
Schedule 35—Fleet&Equipment Records
P40 ,
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§40.010
�.�..
SCHEDULE NO. 40
GENERAL ADMINISTRATIVE RECO-®S y'
General Descri tion: This schedule addresses common records that are found acro
such as correspondence, agreements and contracts or project records. ss the organization,
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the Information contained within the
record copy,bless of the nhvsical format of the record
electronic). Each municipality must decide on the physical format for each l type of
record, ensuring authenticity, readability and accessibility for the entire retention
type of
period. Ouoilcate Cooler: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
40.010 ADMINISTRATIVE PROCEEDINGS RECORDS
Records of formal administrative proceedings conducted by staff or an administrative hearing .
officer (possibly subject to appeal to the governing body or the courts) to make administrative
rulings or determinations regarding a variety of matters (examples: sales tax exemptions,
nuisance abatements, stormwater appeals, minor personnel matters not otherwise covered by
the retention manual).
Retention:ention: 3 years after proceeding concludes, provided that all rights of appeal have
40.020 AFFIDAVITS OF PUBLICATION expired
Proof of publication provided by newspapers regarding legal publications.
publication are also sometimes known as"legals"or"proofs." g p Affidavits of
A. Affidavits of Publication-Ordinances
Affidavits of publication of ordinances of a general or permanent nature and those imposing
any fine, penalty or forfeiture.
Retention:ention: 6 years or until ordinance is repealed or reenacted, whichever is later
B. Other Affidavits of Publication
Affidavits of publication other than those relating to ordinances.
Retention: 6 years
40.030 AGREEMENTS AND CONTRACTS
Agreements and contracts of various kinds that document some form of agreement that is
enforceable by law, including but not limited to intergovernmental agreements, memoranda of
understanding, franchise agreements, lease agreements, professional services agreements,
etc. See also 40.230.A,Activities and Evens Shorf_Term Agreements,Contracts and Supporting eat o
g upporting Documentation.
Retention: 6 years after expiration, fulfillment of all terms of agreement or contract or resolution
of any disputes, whichever is later, provided that audit has been completed and agreement or
contract no longer has any binding effect;except prior to destruction, evaluate for continuing
legal, administrative or historical value g
40-1
Supp.9 Schedule 40—General Administrative Records
P41
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§40.040
40.040 AWARDS AND HONORS
Awards and honors received from various public or private sources.
Retention: Until no longer useful
40.050 CALENDARS
ds
Records calendars,routine r ning outine and scheduling of meetings, appointments and similar activities;
planning
calendars,apppoointment books,diaries and similar records with routine content.
n
Retention: Until no longer needed for reference
• 40.060 CHARTERS AND SUPPORTING DOCUMENTATION
A. Charter Proceedings amendment or repeal of Home Rule Charters or
Records relating to the adoption,
,provisions of the Charter, including records of Charter conventions and not including
Charter initiative petitions.
Retention: Permanent
B. Charters—Published
ublished separately or as part of the
Governing documents for Home Rule Municipalities p
municipal code book.
Ret ortant Note: Charters are considered to be paper format.]municipal records,and the
n: Permanent[Imp be retained in p p
State Archives therefore recommends that the"record'copy
40.070 CODE BOOK RECORDS
A. Codes Adopted by Reference and construction codes, fire
Includes and model traffic tsto suchfcodes, and tother'similar ucodes adopted by ordinance.
codes and supp
RetA e` Permanent
B. All oma nations pp
lements supplements
All compilations of ordinances codified
adopted Code.
Code book and all supp
containing amendments to the initially
Retention: Permanent
composed of members of the staff that
40.080 COMMI of co -=INTERNAL osem Examples he include
Records of committees, forces or are up for specific pure
meet on an ongoing basis or that are set up ee safety committees, budget
management teams, technology teams, policy teams, employee
teams, etc.
A. Ongoing Committees
Ret_ ention: 3 years,provided that records have no enduring value
B. Special Committees
ntion: Until work of committee concludes, provided that records have no enduring nMF'
Ret_a
value
40-2
Schedule 40—General Administrative Records
P42
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§40.090
40.090 COMPLAINTS,ROUTINE SERVICE REQUESTS AND NONBINDI NG PETITIONS
Communications that convey objections, dissatisfaction or disagreement
positions taken or not taken; routine requests for service or information;• and petitions with ns actions ith no or
o
legal effect that are submitted to express the opinions of the signers.
Retention: 2 years after response or action or 2 years if no response or action is re uired
40.100 CORRESPONDENCE AND GENERAL DOCUMENTATION q
Correspondence is a written communication that is sent or received via facsimile transmission or electronic mail, including letters, is the.U.S. mail, private,
notes, telecommunications and any other form of written communications. The term general
postcards, memoranda,
documentation is intended to cover a wide variety of records created in the normal course 9 neral
se of
A. Enduring Long-Term Value
Documentation or correspondence, including e-mail messages, with lasting long-term
administrative, policy, legal, fiscal, historical or research value; records that relate to olic
issues and actions or activities in which an important precedent is set; records of historic
events;and other similar records and documentation. p y
Retention:ention: Permanent
B. Routine Value
Routing operating documentation or correspondence with limited administrative legal,
fiscal, historical, informational or statistical value. Includes routine e-mail messages, letters
or memoranda, reading or chronological files that contain duplicates of memos or letters filed elsewhere, routine requests for information,transmittal documents etc.
Retention: 2 years '
C. Transitory Value
General documentation or correspondence of extremely short-term value, including drafts.and worksheets, desk notes, copies of materials circulated for
informational "read only" g
preliminary or short-term nformat onal other records, including e-mail messages, with.
Retention:ention: Until material has been read
40.110 EVENT RECORDS
Records pertaining to promotion and organization of special and historic community events
celebrations in which the municipality has a role, such as festivals, fairs, rodeos, 4"' of Jul y
celebrations, pioneer days, holiday display lighting, etc. or
Retention:ention: 2 years after event concludes
40.120 EXTERNAL GROUPS AND AGENCIES
Records such as meeting agendas and minutes, studies and reports and for courtesy or informational purposes from associations, organizations, groups an
agencies that are not part of the municipal organization but which have other material
association or relationship with the municipality. p d
e some form of
Retention: Until no longer needed
40-3 /-
Supp.9 Schedule 40-General Administrative Records
P43
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §40.130
40.130 FORMS—BLANK
However,forms master not considered r a be records tained to track bthe evolution ofrrthe form and
However, a master for may
instructions regarding use of the form.
1etention: Until superseded, except retain 1 copy permanently if master forms file is
maintained
40.140 HOUSEKEEPING FILES
Records of a general housekeeping nature that do not relate directly to the primary program
responsibility of the office. Includes records such as charity fund drives, office parties, copies of
custodial service requests,parking space assignments,telephone and fax logs, etc.
Retention: Until no longer needed for reference
40.150 INTELLECTUAL PROPERTY RECORDS
Records relating to copyrights, trademarks, service marks, seals, logos, taglines and other
similar intellectual property.
Retention: Permanent
40.160 LEGISLATION AND REGULATORY ACTIONS—EXTERNAL
Records such as review copies of proposed or adopted state or federal bills, legislation or
regulations;notices of proposed rulemaking by federal or state agencies, etc.
Retention: Until no longer needed for reference
40.170 MAILING AND DISTRIBUTION RECORDS
A. Envelopes
Envelopes that contained communications.
Retention: Dispose of immediately, unless needed as documentation of mailing and receipt
dates
B. Mailing Record
Documentation of mailing dates, content of mailings, mailing and distribution lists for
specific mailings;certified or registered mail return receipts; etc.
Retention: 2 years
C. Meeting Notification Lists
Listings of persons who, within the previous 2 years, have requested advance notification of
all meetings or meetings with specific content. [CRS 24-6-402(7)]
Retention: Until updated
D. Undeliverable Mailings
Mailings(excluding mailed ballots)returned as undeliverable.
Retention:ention: 1 year after matter referenced in mailing is concluded
40-4
Schedule 40—General Administrative Records
P44
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§40.180
40.180 MAPS, DRAWINGS AND SUPPORTING DOCUMENTATION
Final versions of architectural, cartographic or other visual representations, such as maps,
drawings, renderings, charts, photomaps, field survey notes, architectural and engineering
drawings; "as built" drawings of facilities; plats and plans; boundary maps, zoning district maps;
USGS topographical maps of the area; other similar documents; and indexes or other finding
aids.
Retention: Permanent
40.190 MAPS—INFORMATIONAL
Maps that are acquired from external sources and are used for reference and informational
purposes,such as county maps.
Retention: Until superseded or no longer needed for reference
40.200 OPEN RECORDS REQUESTS AND SUPPORTING DOCUMENTATION
Formal requests for records submitted in accordance with state law and supporting
documentation relating to the response to or denial of the request.
Retention: 2 years after request is answered
40.210 ORGANIZATION FILES
Records that document the incorporation of the municipal corporation or statutory or home rule
status and those that contain organization charts, reorganization studies and similar information
about organizational structure or legal status.
Retention: Permanent[Important Note: Incorporation papers are considered to be essential municipal records,
and the State Archives therefore recommends that the"record'copy be retained in paper format.]
40.220 POLICIES AND PROCEDURES DOCUMENTATION
Written directives, instructions, rules and guidelines documenting departmental or organization-wide directives or orders,policyoorloperations manuals,
instruction manuals, handbooks and memoranda setting out responsibilities and guidelines or
outlining policies and procedures.
A. Clerical or Other Routine Manuals
Retention: 2 years after superseded or obsolete
B. Policies and Procedures and Supporting Documentation
Documentation, including written materials such as personnel policy manuals and standard
operating procedures, that have long-term value in determining current and past policies or
procedures in liability cases, personnel disputes and other circumstances; includes
supporting documentation relating to the development, formulation, establishment,
rationale, approval and implementation of such policies and procedures.
Retention: Permanent
40.230 PROGRAM RECORDS
Records pertaining to program development and ongoing or special events or activities held at
facilities.
40-5
Supp.9 Schedule 40—General Administrative Records
P45
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§40.230
Activities and Events — Short-Term Agreements, Contracts and Supporting
A. Act
Documentation supporting documentation relating to entertainment, sporting
events, p, fo mances, and suppo 9
events, performances,shows, displays rentals aand rsimi er activitiesoandseventsahlat have ark
a
usage, room rentals, equipment
duration of less than one(1)year.
Retention: 2 years after activity or event,provided that audit has been completed
B. Facility and Program Use Records
Records relating to registration and admission t programs,
ems, annual or seasonal passes for
recreational programs, program and eve descriptions,
Retention: 2 years after use, provided that audit has been completed
C. Liability Waivers participants to release the municipality from any liability related to
Forms signed by program p P
various activities.
Retention: 3 years
D. Incident Reports happen during the course of programs,events,activities, etc.,
that are eof xceptions incidents that may Kapp g
that are exceptions to the normal course of business, such as rescue, accident or injury
incident reports. •
Retention: 3 years
E. Program Development Records
Records with long-term value documenting the establishment, evolution and rationalefr V► '
ro ram, graffiti removal program, spring
programs. Examples of "programs" include efficiency tr program, line undergrounding program,
neighborhood watch program, energy ram and similar coordinated
clean-up program, pothole patrol program, sister city program
activities.
Retention: Permanent
40.240 PROJECT FILES
A. Capital Project Files
Records of capital projects, professional services relating to capital improvements and
projects relating to the design, engineering, construction, major repair, renovation or
dams and
demolition of structures, buildigsstoamwater bands storm streets drainage roadways, utility system
features,it public works, parks,
reservoirs, ether Project files may optics and communication
finaltproject o reports,
infrastructure. Project files may project-related permits and es of insurance
specifications and contract documents, certifica`oceed and of final ro]settlement, project pay
licenses issued by other entities, notices top
estimates, change orders and correspondence and general documentation. [General
Reference: CRS 24-16-105;project cost records are to be retained for 6 years after project completion.]
Retention: 6 years after replacement,demolition or transfer of the improvement to another
entity, except that routine material may be purged when eligible for destruction under this
Retention Schedule and except that, prior
riol to destruction, records must be evaluated for
continuing legal, administrative or historical
Schedule 40—General Administrative Records
P46 •
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§40.240
B. Project Bonds
1. Labor and Materials Bonds
Surety or other types of bonds received from contractors to guarantee payment by the
contractor to workers, subcontractors and suppliers.
Retention:ention: 6 years after expiration or project completion,whichever is later
2. Performance and Payment Bonds
Surety or other types of bonds received from contractors to guarantee performance and
payments for projects.
Retention: 2 years after expiration of warranty period or project completion, which ever
is later
C. Project Control Files
Contain routine memoranda
•
records documenting assignments and the progress snof projects. Note:dp documentation n ttincilude and
final
reports,which are to be retained as part of the project file(see above).
Retention: 1 year after project is closed
40.250 PUBLIC RELATIONS RECORDS
A. Lobbying Records
Records of official positions and lobbying efforts with regard to state or federal legislation or
ballot measures, lobbyist registrations, municipality's written reviews, analyses or positions
regarding legislation or regulations,etc.
Retention:ention: 4 years, except that resolutions adopting legislative positions are permanent
B. News Releases
•
1. Releases-Policy or Historical Value
Prepared statements or announcements issued to the news media announcing events,
new programs, program changes or.termination, major shifts in policy and changes in
officials or senior administrative personnel.
Retention: Permanent
2. Releases-Routine
Prepared statements or announcements of routine events, activities,etc.
Retention: 3 years
C. Speeches and Public Comments
Recorded speeches, addresses, and comments of
public
municipality at public venues, such as state of the city addres es.ifIncludes olythose with
significant historical value, in any format, including paper, videotape, motion picture or tape
recordings.
Retention: Permanent
40-7
Supp.9 Schedule 40-General Administrative Records
P47
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §40.260
40.260 PUBLICATIONS ,
Material that has long-term historical or research value ro lead for wide internal
r
distribution, including annual reports, brochures, pamphlets,
materials and similar materials.
Retention: Permanent
40.270 RECORDS FINDING AIDS
Manual or automated indexes, lists, registers and other finding aids designed to make it easier
to locate pertinent files or information.
Retention: Life of the record for which the finding aid is designed to facilitate use and retrieval
40.280 REFERENCE FILES
Non-record copies of articles, periodicals, reports, studies, vendor catalogs and similar
materials that are needed for reference and information but are not considered part of the
office's records.
Retention: Until no longer needed for reference
40.290 REPORTS
Written reports regarding operations or activities.
A. Annual Reports
Summary annual reports on primary activities and accomplishments for the previous year;
may include statistics,narrative reports,graphs and diagrams.
Retention: Permanent ,•
B. Daily Reports
Reports documenting daily activities.
Retention: 2 years
C. Monthly Reports
Reports on activities and accomplishments for the previous month.
Retention: 2 years
D. Quarterly Reports
Reports on activities and accomplishments for the previous three months.
Retention: 3 years
E. Weekly Reports
Reports on activities and accomplishments for the previous week.
• Retention: 2 years
40.300 RETENTION SCHEDULES AND COMPLIANCE CERTIFICATES
Authorizations for the retention or disposition of records issued by the Colorado State Archives
and certificates or other records of authorized destruction of records.
Retention: Permanent
/ P
40-8
Schedule 40—General Administrative Records
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§40.310
—. 40.310 RULES,REGULATIONS AND STANDARDS
Documentation of rules, regulations, standards and similar guidelines and requirements.
Examples include building regulations and standards, subdivision and zoning regulations,
cemetery rules and regulations, streetscape standards, street and sidewalk construction
standards, water and sewer line installation standards, mobile home standards, etc.
Retention: Permanent
40.320 SPECIAL DISTRICT RECORDS
Records pertaining to water, sanitation, flood control, urban drainage, metropolitan, airport,
library, museum, fire, ambulance and other special districts that provide services, including
service area plans, boundary maps, service agreements, intergovernmental agreements,
memoranda of understanding, other agreements and contracts,and supporting documentation.
Retention: 6 years after agreement no longer has any binding effect, then evaluate for
continuing value prior to destruction
40.330 STUDIES, PLANS AND REPORTS
Documents providing detailed examinations of specific topics of interest to the municipality.
Examples include feasibility studies, planning and land use studies, basin plans, capital projects
reports,transportation system plans, master street plans and similar documents that have long-
term reference or historical value. Studies, plans and reports prepared by or on behalf of other
entities, and which include information of interest to the municipality, should be evaluated for
long-term reference or historical value.
Retention: Permanent
40.340 SURVEYS CONDUCTED BY MUNICIPALITIES
A. Compilations
Retention: Permanent
B. Survey Responses
Retention: 2 years after compilation is complete
40.350 WORKSHEETS, DRAFTS AND OTHER PRELIMINARY WORKING MATERIAL
Documents such as rough notes, calculations or drafts assembled or created and used to
• prepare or analyze other documents; records of a preliminary or working nature which do not
represent significant steps in the preparation of the final version of documents; draft or working
material relating to a matter that is never completed; includes informal notes, preliminary drafts
of letters, memoranda, reports,computer or printer output used to verify information entered into
a computer and not considered to be a final copy, etc.
Retention: Until no longer needed
Cross References
• Electronic records—55.040,Electronic Records in General
▪ Information technology projects—55.060,Project Records—Information Technology and Communication Systems
Licenses and permits—Schedule 75,Licenses and Permits
▪ Minutes—20.060,Minutes and Supporting Documentation;45.050,Minutes and Supporting Documentation
News clippings—50.050,Newspapers and News Clippings—Local;50.080,Scrapbooks
•
i
° 40-9
Stipp.9
Schedule 40—General Administrative Records
..� �_...._...:. ..... ..............:_ �. -- P49
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE \ §45.010
SCHEDULE NO. 45
GOVERNING BODY RECORDS
General Description: Records regarding the composition, operation, proceedings and enactments of the
governing body(Board of Trustees, City or Town Council).
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,regardless of the physical format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
45.010 AGENDAS AND SUPPORTING DOCUMENTATION
Listings showing date, time and locations of official meetings and agenda order of items to be
discussed. Supporting documentation includes material such as agenda item summaries and
documentation explaining the rationale for staff recommendations, presenting financial or
background information or the history of agenda items.
Retention: Permanent
45.020 APPOINTMENTS
Applications and other documentation regarding the filling of interim governing body vacancies
by appointment.
Retention: 2 years after term of appointment ends
45.030 BYLAWS
Documents adopted by the governing body to set out guidelines regarding operation of the
governing body.
Retention: Permanent
45.040 COMMITTEE RECORDS-GOVERNING BODY
Records of ongoing and ad hoc committees made up of only governing body members.
Examples of committees include finance or budget committee, ethics committee, legislative
affairs committee,etc.
Retention: Follow retention periods set forth for comparable records of governing body (i.e.,
agendas, minutes, notices of meetings, recordings, etc.)
- 45.050 GOALS AND WORK PLANS
Formally adopted strategic plans or policy agendas.
Retention: Permanent
45-1
Schedule 45—Governing Body Records
P50
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §45.060
45.060 GOVERNING BODY AS ANOTHER DECISION-MAKING BODY
Records of the governing body constituted and convened as another decision-making body,
such as the Board of Directors of a general improvement district, the Enterprise Board of
Directors for a water or wastewater utility enterprise, a Housing Authority, an Urban Renewal
Authority, etc.
Retention: Follow retention periods set forth for comparable records of governing body (i.e.,
agendas, minutes, notices of meetings, recordings, etc.)
45.070 LIST OF MEMBERS
Listings of individuals appointed or elected to the governing body or as Mayor, dates of service,
last known address and similar information.
Retention: Permanent for cumulative lists; until superseded for lists of current members
45.080 • MEMBER RECORDS
A. Conflict of Interest Disclosure Statements -
Statements of perceived conflicts of interest filed by members of the governing body.
•
Retention: 2 years after service ends or conflict of interest no longer exists
B. Councilmember Files
Files documenting the service dates of members of the governing body, including
appointments to various committees and bodies, resignations, facsimile signature
certificates(if any), etc.
Retention: Permanent
C. Financial Disclosure Statements
Statements of financial interest filed by members of the governing body.
Retention: 2 years after service ends
D. Oaths of Office
Oaths of office taken and subscribed to by elected or appointed officials at the time of
assuming office. [CRS 31-4.401]
Retention: 2 years after term expires
45.090 MINUTES AND SUPPORTING DOCUMENTATION
Official record of the proceedings of the governing body and supporting documentation of a
' substantive nature such as exhibits referenced in the minutes.
Retention: Permanent, provided that routine material submitted at meetings may be destroyed
after 2 years as long as summary description is included in the minutes[Important Note: Minutes of
the governing body are considered to be essential municipal records, and the State Archives therefore recommends
that the"record"copy be retained in paper format.)
45.100 NOTES TAKEN AT MEETINGS
Handwritten or other notes made at meetings to facilitate meeting follow-up or the preparation of
meeting minutes.
Retention: Until meeting minutes are approved
45-2
Schedule 45—Governing Body Records
Supp.9
P51
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §45.110
45.110 NOTICES OF MEETINGS
Documentation of compliance with laws requiring posting, mailing, publication or other
distribution of public notice of meetings.
Retention: 2 years
45.120 ORDINANCES AND SUPPORTING DOCUMENTATION
Legislative enactments of the governing body adopted to enact a local law, e
municipal code or take other legislative actions such as annexing property, appropriating funds,
vacating streets, etc.; supporting documentation includes agenda item summaries and other
documentation explaining the rationale for staff recommendations or presenting financial or
background information or the history of the ordinance.
Retention: Permanent
45.130 PROCLAMATIONS
Documents issued by the Mayor to proclaim support for municipal or community events,
activities, programs or in connection with dedications or other ceremonial occasions,etc.
Retention: Permanent
45.140 RECORDINGS OF MEETINGS
Audio or video recordings of official meetings used to prepare minutes or transcripts of the
meeting.
A. Executive Sessions
Retention: 90 days after meeting(CRS 24.6-402(2)(d.5)(1)(E)]
B. Open Meetings S
Retention: 6 months after approval of minutes
C. Study Sessions
Retention: 6 months after meeting
45.150 REMOVAL FROM OFFICE-INITIATED BY GOVERNING BODY
Records of removal of members from office for cause by majority vote of the governing body,
including hearing notices, correspondence, transcripts of proceedings, findings and records
relating to any follow-up proceedings. [CRS 31-4-307]
Retention: 3 years after removal vote,provided that findings are recorded in the minutes
45.160 RESOLUTIONS AND SUPPORTING DOCUMENTATION
Enactments of the governing body which are not legislative in nature and which may be used for
various types of approvals, policy statements, statements of position and similar actions;
supporting documentation includes agenda item summaries and other documentation
explaining the rationale for staff recommendations or presenting financial or background
information or the history of the resolution.
Retention: Permanent
Cross References
• Correspondence and general documentation—40.100,Correspondence and General Documentation
• Polices and procedures—40.220,Policies and Procedures Documentation
• Rules,regulations and standards—40,310,Rules,Regulations and Standards
45-3
Schedule 45-Governing Body Records
P52
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE 00.010
SCHEDULE NO. 50
HISTORIC PRESERVATION RECORDS
General Description: Records that have historical importance as documentation and evidence of the
origins and evolution of the municipality and community and records that have value beyond their original
reasons for creation. Note: Contact State Archives for assistance in historical records appraisal.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the,lnformatlon`contained within the
record copy,regardless of the physical format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
50.010 ARCHAEOLOGICAL AND HISTORICAL SITE RECORDS
Records relating to archaeological and historical sites.
Retention: Permanent [Important Note: The State Archives recommends that the 'record° copy of historical
records be retained in paper format.]
50.020 COMMUNITY AND MUNICIPAL HISTORIES
Narrative histories of the municipality and community prepared for reference and informational •
purposes.
Retention: Permanent [Important Note: The State Archives recommends that the "record'copy of historibal
records be retained in paper format.]
50.030 COMMUNITY RECORDS
Significant historical records (often fragmentary) of early community groups, businesses and
•
prominent individuals.
Retention: Permanent [Important Note: The State Archives recommends that the "record" copy of historical
records be retained in paper format.]
50.040 LANDMARK AND HISTORIC DESIGNATION
Records relating to local, state or federal historic designations for buildings, structures or
districts and preservation of historic structures. Includes records relating to approved state tax
credits •for historic properties, historical structure or district surveys, historical designation
applications whether approved or not approved, historic designation research files, drawings,
etc.
Retention: Permanent
50-1
Schedule 50—Historic Preservation Records
Supp.9
•
P53
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §50.050
50.050 NEWSPAPERS AND NEWS CLIPPINGS—LOCAL Aciab'
Newspapers or news clippings that have been preserved for reference or informational
purposes.
Retention: Not considered to be a record; however, older collections of local newspapers or
news clippings may have historical interest to Colorado Historical Society, local historical
society or other historic preservation groups
50.060 PHOTOGRAPHIC RECORDS WITH HISTORICAL VALUE
Photographs, negatives, prints, digital images, slides, archival slide shows with sound tracks,
videos and motion pictures of historical interest.
Retention: Permanent [Important Note: The State Archives recommends that the "record° copy of historical
records be retained in the original format.]
50.070 RECORDS OLDER THAN 1900
Municipal (or other) records of any type dated prior to 1900 that may have historical or archival
value.
Retention: Permanent if determined to have historical or archival value [Important Note: The State
Archives recommends that the'record"copy of historical records be retained in paper format]
50.080 SCRAPBOOKS
Collections of photographs, newspaper clippings and other items pertaining to the municipality
in a scrapbook or album.
Retention: Permanent [Important Note: The State Archives recommends that the 'record" copy of historical
records be retained in paper format.]
Cross References
• Agreements and contracts—40.030,Agreements and Contracts
• Correspondence and general documentation—40.100,Correspondence and General Documentation
• Polices and procedures—40.220,Policies and Procedures Documentation
• Reports—40.290,Reports
• Rules,regulations and standards—40.310,Rules.Regulations and Standards
•^'rte,
50-2 •
Schedule 50—Historic Preservation Records
P54
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §55.010
SCHEDULE NO. 55 •
INFORMATION TECHNOLOGY AND
COMMUNICATION SYSTEMS RECORDS
General Description: Records relating to computer, information technology and communication systems
operations.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified In this schedule apply to the information contained within the
record copy,regardless of the physical format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period: Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
55.010 COMMUNICATION SYSTEMS RECORDS
Records relating to telephone, radio transmission, pager and other communication systems.
A. Call Detail and Telephone Usage Records
( Records of outgoing calls.
Retention: 2 years or until system capacity is exceeded
B. Communication Sites Records
Records of sites used for installation of communication system infrastructure such as
communication towers.
Retention: Until site is no longer under municipal jurisdiction or no longer serves a
communication system purpose
C. Licenses—Communication Systems
Licenses issued by the Federal Communications Commission (FCC) or other agencies for
television or radio system and other communication system operations and supporting
documentation.
Retention: 1 year after expiration of license
•
D. System Management Records—Communication Systems
Relating to creation, modification and disposition of communication systems, including: •
acquisition and installation records, equipment records, FCC records, maintenance
contracts(copies), repair order forms, service orders, system planning records, etc.
Retention: Life of system + 1 year
E. User Data—Communication Systems
Includes the following types of electronic data: cap codes, electronic records of users,
extension and pager numbers, service providers, VOIP user records,etc.
Retention: Until superseded
55.1
• Schedule 55—Information Technology Records
Supp.9
P55
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §55.020
55.020 COMPUTER SYSTEM RECORDS
Records pertaining to the installation and operation of computer systems and software.
A. Access Control and Security Records
Records required to establish and maintain computer security, including: access requests,
authorizations, encryption keys, journals, password documentation, reports, system access
logs and other access control records.
1. System Access Logs
Retention: 6 months
2. All Other Access Control/Security Records
Retention: Delete when no longer administratively useful
B. Computer Audit Reports
Completed to determine compliance with policies relating to software and electronic records
management.
Retention: Until subsequent audit is completed
C. Computer Backup Records
1. Computer Backup Documentation
Documentation related to how and when regular computer records backups are
corn pleted.
Retention: 1 year after superseded or obsolete ontt?
2. Computer Contingency Backups
Records recorded on electronic media consisting of copies of programs or instructions
necessary to retrieve copied information and data identical in physical format to a
master file or database and retained in case the master file or database is damaged or
inadvertently erased.
Retention: Retain off-site until replaced or superseded
D. Computer Hardware and Software Documentation
Written documentation necessary to operate computer equipment or programs and to
access or retrieve stored information or data. Documentation may be in paper or electronic
formats and may include: application bluebooks, flowcharts, hardware specifications,
maintenance requirements, operation and user manuals, system change records, license
agreements (copies), "gold" copies of software, records of rights to use customized
software, source codes, etc.
Retention: Until computer equipment or software is no longer used or needed to retrieve or
store data
E. Computer System Maintenance Records
Documentation of maintenance of computer systems and components needed to ensure
compliance with warranties or service contracts, schedule regular maintenance and
diagnose system or component problems. Includes: component maintenance records,
computer equipment inventories, failure logs, hardware performance reports, invoices
(copies), maintenance contracts(copies),warranties, etc.
Retention: Life of system or component+1 year
55-2
Schedule 55—Information Technology Records
P56
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §55.020 -
F. Computer System Program Records
Documentation pertaining to development, installation, modification, troubleshooting,
operation and removal of software from computer systems; records required to plan,
develop, operate, maintain and use electronic records; and technical specifications, file
specifications, code books, record layouts, flowcharts, job control language, operating
instructions, user guides, system overviews, output specifications, migration plans and
other records pertaining to systems operations.
Retention: Until superseded or no longer needed to retrieve or read data and information
that is stored electronically
G. Computer System Test Records
Electronic files or reports created in the monitoring and testing of system quality and
performance, as well as related documents for the electronic files/records.
Retention: Delete or destroy when no longer administratively useful
H. Network and Fiber Optics Records
Documentation of the wiring of the computer network system, including blueprints, diagrams
and drawings of layout and installations of fiber optics, computer networks, cables,
computer equipment connections and similar documentation.
Retention: Until superseded
1. System Usage Records
Electronic files created to monitor system usage, including log-in files, audit trail files, cost-
back files used to assess charges for system use, system-created or vendor-originated logs
documenting various aspects of information technology systems operations.
Retention: 3 years
55.030 -DISASTER PREPAREDNESS AND RECOVERY PLANS-IT
Documents the protection and reestablishment of data processing services and equipment in
case of a disaster; includes: checklists, emergency contact information and procedures.
Retention: Until superseded by revised plan
55.040 ELECTRONIC RECORDS IN GENERAL
Computer-generated and -maintained records and associated metadata in electronic formats
retained for recordkeeping purposes, including the following,examples: digital recordings —
audio and video; e-mail messages and attachments; imaged records; databases and
spreadsheets; word processing files; recorded videoconferences; digital photographs;
geographic information systems datasets; and other records retained in electronic format.
A. Electronic Records(Copies)Retained Solely for Convenience
Retention: Until no longer needed, provided that definitive or record copy of record is
retained for applicable retention period
B. Electronic Records Retained for Recordkeeping Purposes
Retention: Based on content, retain for retention period for specific type of record; i.e.,
electronic records have same retention periods as paper or microfilm records with same
content
•
55-3
SupP 9
Schedule 55—Information Technology Records
P57
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §55.050
55.050 ELECTRONICALLY STORED INFORMATION(ESI)DATA MAPS
Diagrams of computer systems and associated narrative information explaining the locations ,
and context of the information stored within the computer systems, used for electronic discovery
purposes.
Retention: Until superseded
55.060 PROJECT RECORDS-INFORMATION TECHNOLOGY AND COMMUNICATION SYSTEMS
Project records relating to the planning, development, design, selection,acquisition, installation,
modification, conversion, upgrade and replacement of communications, computer and
information systems technology; project files may include: analyses, assessments, evaluations,
reports and studies; copies of contracts, proposals, invoices, project bonds, purchase orders
and vendor literature; correspondence and project notes; project charters, plans, planning and
• development records, project team and vendor meeting records; user requirements,
specifications, drawings, standards, architecture and design; quality assurance testing reports,
statistics and coverage requirements; issues logs; and other project records and
documentation.
A. Implemented Systems
Retention: 6 years after replacement of information system or communication infrastruc-
ture; except prior to destruction, evaluate for continuing legal, administrative or historical
value
B. Systems not Implemented
Retention: 3 years
55.070 TELEVISION SYSTEM RECORDS-MUNICIPALLY OPERATED
A. Programming Records
Scheduling and programming records for the television system.
Retention: 2 years,then retain until no longer needed for reference
B. Television System Records
Records relating to the operation'and maintenance of the television system technology. See
also 55.010.C,Licenses-Communication Systems.
Retention: Life of system + 1 year
55.080 WEBSITE AND INTRANET RECORDS
A group of World Wide Web or internal web pages containing hyperlinks to each other and
made available online for responding to public inquiries and providing information.
A. Access Reports-Web Pages
Reports tracking hits to the website or Intranet.
Retention: 2 years
•
55-4
Schedule 55—Information Technology Records
P58
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§55.080
B. Development and Evolution Records— Web Pages
Documentation of development and changes to the website or Intranet web pages.
1. Web Pages and Related Scripts — Internet and Extranet — Home Pagel and
Indexes
Retention: 10 years for superseded pages and 2 years for informational only pages '
2. Intranet Web Pages Designed for Internal Access to Information
Retention: Delete when no longer useful
C. Page Design Records— Web Pages
Style guide for web page design.
Retention: Until superseded or until no longer needed for reference
D. Use Tracking Logs— Website and Intranet
Electronic logs(such as Websense)for tracking websites visited by internal sources.
Retention: 2 years
Cross References
Agreements and contracts—40.030,Agreements and Contracts
•• Communication tower permits—75.020.F,Permits Issued by the Municipality in General
• Correspondence and general documentation—40.100,Correspondence and General Documentation
Inventories—30.030.C,Inventories
• Polices and procedures—40.220,Policies and Procedures Documentation
• Reports—40.290,Reports
• Rules,regulations and standards—40.310,Rules,Regulations and Standards
•
55-5
Supp.9
Schedule 55-Information Technology Records
___._ P59
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.010
SCHEDULE NO. 60
INFRASTRUCTURE RECORDS
General Description: Records pertaining to basic infrastructure and underlying public works services and
systems.
No record may be destroyed under this Retention Schedule if it is pertinent to any current
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,regardless of the physical format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
60.010 ELECTRIC SERVICE
Records relating to the provision of electric service. Note: NERC refers to the North American Electric
Reliability Council.
A. Critical Asset Records
Lists of identified critical assets and documentation of the risk-based assessment
methodology used to determine critical assets.
Retention: 2 years, in addition to records of last audit{NERC CIP-002-3]
B. Dispatch and Scheduling Records
1. Daily Dispatch Logs
Retention: 3 years(NERC IRO-004-21
2. Disturbance Records
Records relating to outages, surges, etc.
a. Disturbance Data and Audits
Retention: 3 years(NERC PRC-018-1]
b. Final Disturbance Report
Retention: 7 years,then evaluate for continuing value
3. Operating Procedures
Written operating procedures for real-time actions to be taken during normal and
emergency conditions to ensure stable and reliable operation of bulk electric system.
Retention: Permanent[NERC PER-001.0.1]
60-1
Schedule 60—Infrastructure Records
P60
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.010
4. Special or Periodic Reports and Risk Assessment on Service Interruptions
Retention: 3 years[NERC IRO-o04.2]
5. System Operating Logs
Retention: 3 years[NERC IRO-004.2]
C. Energy Efficiency Program Records
Records relating to services provided to customers under energy efficiency or conservation
programs; includes applications, agreements, review reports, correspondence, data
collection records, spreadsheets, etc.
Retention: 4 years after expiration 08 CFR 125.3.29]
D. Engineering Records and Supporting Documentation
Final as-built drawings, system schematics, shop drawings, diagrams showing layouts,
designs, plans, patterns and configuration for systems and equipment; engineering studies,
plans and reports; maps, diagrams, profiles, photographs, drawings and supporting
documentation showing locations of utility production,transmission and distribution facilities
as constructed or as proposed; soil condition reports; survey field books documenting
survey methodologies and activities;topographic surveys; and similar records.
Retention: Life of facility[18 CFR 125.2,18 CFR 125.3.21]
E. Maintenance Work Orders
Cost estimates, work order sheets, summaries of expenditures on maintenance, job orders
and clearances.
Retention: 5 years[18 CFR 125.3.15]
F. Power System Accounting and Billing Records -
1. Deviation Reports—Summaries of System Changes
Retention: 3 years[NERC IRO-004-2]
2. OASIS(Open Access Same-Time Information System)Records
a. Audit Data .
Data relating to OASIS postings for available transmission capability(ATC)and total
transmission capability (TTC), agreed-upon transmission service transactions,
agreed-upon ancillary service transactions, denied requests for transmission service
and curtailed or interrupted transactions.
Retention: Must be made publicly available upon request for download for 5 years
from date posted, in same electronic form used when originally posted on OASIS [18
CFR 37.7(b)]
b. Data Used to Calculate ATC and TTC
Calculated for any constrained posted paths, including limiting element(s) and the
cause of the limit;e.g., thermal,voltage, stability.
Retention: 6 months[18 CFR 37.6(b)(2)(ii),NERC 1R0-004-2]
60-2
Schedule 60—Infrastructure Records
Supp.9
•
.._ __.... . _ P 61
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.010
3. Surplus Sales Records
Retention: 3 years[NERC IRO-004-2] .
4. System Control and Data Acquisition(SCADA)Records
a. Data-Hourly and One-Minute
Retention: 4 months
I
b. Disturbance Records-Outages, Surges,etc.
1) Final Disturbance Reports
Retention: 7 years,then evaluate for continuing value
2) Preliminary Information
Request forms, notifications, investigations, preliminary disturbance reports, etc.
Retention: Until final disturbance report is completed
3) System Disturbance History(Summary)
Retention: Permanent
G. Production Records
1. 'Boiler Tube Failure Report
Retention: 3 years[18 CFR 125.3 13.1(a)]
2. Gauge Reading Reports
Retention: 2 years[18 CFR 125.3 13.1(f)]
3. Generation and Output Logs and Supporting Data
Retention: 3 years[18 CFR 125.3 13.1(b)]
4. Generating High-Tension and Low-Tension Load Records
Retention: 3 years[18 CFR 125.3 13.1(d)]
5. Load Curves, Temperature Logs, Coal and Water Logs
Retention: 3 years[18 CFR 125.3 13.1(d)(e),NERC IRO-004-2]
6. Recording Implementation Charts
•
Retention: 1 year[18 CFR 125.3 13.1(g))
7. Station and System Generation Reports and Clearance Logs(Steam and Other)
Retention: 6 years[18 CFR 125.3 13.1(c)]
60-3
Schedule 60-Infrastructure Records
Sudo.9
P62 _.
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.010
H. Regulatory Reports
Reports to federal and state regulatory commissions, including annual financial, operating
and statistical reports.
Retention: 5 years[18 CFR 125.3 411
I. System Planning Records
•
1.. Emergency Operations Plans and Supporting Documentation
Emergency load reduction plans and other plans to address insufficient generating
capacity, transmission system, load shedding, system restoration, mitigation of
operating emergencies, training programs, restoration plans, testing of communications
and other aspects of the plans, verification results for the current approved restoration
plan, implementation strategies for disturbances, resynchronization data, records of
participation in all requested drills, exercises or simulations, backstart resource
agreements, etc.
Retention: 3 years and until completion of compliance audit[NERC EOP-001-2,NERC EOP-
005-2)
2. Reliability Impact Assessments,System Studies and Supporting Documentation
System studies and assessments of new facilities and connections on the
interconnected transmission systems (potential,interface and other operating limits; i.e.,
overloaded transmission lines and transformers, voltage and stability limits) ensuring
that bulk electric system can be operated reliably in anticipated normal and contingency
event conditions; data needed for system studies and reliability assessments; critical
facility status, load, generation, operating reserve projections, known interchange
transactions, transmission data, generation data, balancing authority demand, area
control error and frequency, etc.; action plans for reconfiguration of transmission '
system, re-dispatching of generation, reduction or curtailment of interchange :..
transactions reducing load to return transmission loading to acceptable sols or irols.
Retention: 3 years[NERC IRO-004-2,NERC.FAC-002-1]
3. System Planning Studies
Specific network impact studies performed for customers, includes listings of system
planning studies posed on OASIS.
Retention: 5 years[18 CFR 37.6(b)(2)(iii),NERC FAC-002-1]
J. Transmission and Distribution Records
Substation and transmission equipment and operation records, including maintenance,
operation, inspection and testing records for substations and the transmission system.
1. Equipment History Records
Maintenance histories, operation, inspection and testing records for batteries, gas
breakers, hot sticks and grounds, insulators, oil breakers, relays and similar equipment;
includes transformer inspections, oil tests, etc.
Retention: 5 years
2. Exception Reports
Apparatus failure reports, interruption logs and reports,transmission line trouble reports,
etc.
Retention: 6 years
60-4
Schedule 60—infrastructure Records -
Supp.9
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE . §60.010
3. Lightning and Storm Data
Retention: Until no longer needed for reference
4. Meter Change-Out Reports
Received from substation crews when they work on meters.
Retention: 3 years[NERC FAC-002-1,NERC IRO-004-2,NERC PRC-005-1]
5. PCB Transformer Records
a. PCB Disposal Logs
Retention: At least 3 years after facility ceases using or storing PCBs[40 CFR 761.180]
b. PCB Spill Cleanup and Decontamination Records
Retention: 5 years[40 CFR 761.125(b)(3)]
c. PCB Transformer inspection and Maintenance History
Retention: 3 years after disposal[4o CFR 761.30(a)(1)(xii)]
6. Pole Tower and Transformer History Records
Retention: Life of pole,tower or transformer[Transformers: 1a CFR 125.2 14(c)]
7. Relay Settings for Substations
Documentation of types,settings, input and output, substation location, etc.
Retention: Until superseded
8. Substation and Transmission Line Logs
Retention: 3 years[18 CFR 125.3 14(a)]
9. Substation Compliance Reports
Annual NERC reports-general inspection and operating tests.
Retention: 3 years
10.Switching Records(Substation
Retention: 3 years[NERC IRO-004-2]
11.System Operator's Daily Logs and Reports of Operation
Retention: 3 years[18 CFR 125.3 14(b)]
12.Vegetation Management Records
Quarterly program reports and tree trimming around transmission lines and substations.
Retention: 5 years[NERC FAC-003-1]
• 60-5
Schedule 60-Infrastructure Records
C...., o ,
P64
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.020
60.020 LOCATE REQUESTS (
Records of utility and infrastructure locate requests.
Retention: 90 days after locate is completed or determined to be responsibility of another
jurisdiction
60.030 SOLID WASTE MANAGEMENT
Records pertaining to landfills, recycling centers and solid waste management.
A. Dump or Trip Tickets
Receipts for loads hauled to landfills or recycling centers.
Retention: 3 years
B. Landfill Locations
Records documenting the locations of current and past landfills and dumps.
Retention: Permanent
C. Landfill and Recycling Operations(Reserved]
60.040 STORMWATER DRAINAGE SYSTEM RECORDS
Records relating to the management of stormwater run-off and drainage, flooding and storm
drainage basins.
A. Basin, Floodway and Flooding Records
Records documenting the existence of designated and recognized stormwater basins and
floodways, including maps and drawings depicting locations, FEMA flood insurance rate
maps and records documenting the locations, extent and levels of flooding,and mitigation
efforts. ,:
•
Retention: Permanent
B. Weather Observation Records
Data and reports relating to weather conditions impacting the stormwater system.
Retention: Permanent for compilations and 5 years for raw data
C. Wetlands Management
Records relating to protection and management of wetlands on municipal property or rights-
of-way.
• Retention: Permanent for preserved wetlands or 30 years after removal and fill
60.050 STREET AND TRAFFIC OPERATIONS RECORDS
Records documenting the ongoing street system and traffic flow operations.
A. Asphalt Testing Records
Records relating to asphalt testing;may include asphalt samples and analytical reports.
• Retention: 5 years
60-6
Schedule 60—Infrastructure Records
Supp.9
P 65
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.050
B. Bridge Inspections and Maintenance
Records of bridge inspections, inventory, changes to bridges, maintenance and summary
reports to the State or other agencies. [23 CFR 650.305,23 CFR 650.311]
Retention: 2 years after bridge is removed from service
C. Event Records-Traffic Impacts
Records documenting preparation for and implementation of traffic changes related to
special events such as parades, motorcades and demonstrations, including street closures,
traffic rerouting, barricades,signal timing changes and other similar variations.
Retention: 2 years after event
D. High Accident Locations
Records documenting accidents at locations that have a relatively high accident rate.
Retention: 6 years
E. Naming and Renaming of Streets
Records relating to naming and changes of names of streets and roadways.
Retention: Permanent
F. Street Address Number Records
Records pertaining to street closings, assignment and alteration of street names and house
numbers, and similar records providing official control of the naming and numbering of
streets and addresses.
Retention: Permanent
•
G. Street Cleaning and Sweeping Records
Retention: 3 years
H. Street Engineering Records
Records documenting the layout and planning of streets, intersections and sidewalks,
establishment of grades, street and intersection design and alignment, benchmarks and
monumentation, street and drainage problem histories and similar records of long-term
significance.
Retention: Permanent
1. Street System Records
Documentation filed on or before December 31, 1953, with the State department of
transportation certifying the total mileage of streets in the street system, certification of
adoption and a map of the arterial street system, and documentation of subsequent
changes in total mileage and arterial mileage shown in an annual report. [CRS 43-2-125 and
43-2-1321
Retention: Permanent
vow
•
60-7
Schedule 60—Infrastructure Records
•
P66
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§60.050
J. Traffic Congestion Monitoring Records
Records relating to scheduled or random traffic counts and traffic congestion monitoring,
including automated or manual traffic counts and video recordings of traffic flow.
Retention: 6 years
K. Traffic Marking, Timing and Signalization Files
Records and data documenting traffic signal timing, traffic marking and signalization and
construction zone, crosswalk parking and no parking zones, snow route, speed zone and
truck route designations.
Retention: 2 years after superseded
L. Weather Observation Records
Data and reports relating to weather conditions impacting street and traffic operations.
Retention: Permanent for compilations and 5 years for raw data
60.060 TRANSPORTATION SYSTEM RECORDS
A. Airport Operations Records[Reserved)
B. Railroad Systems Records
Records pertaining to railroad systems, routes, regulations and rights-of-way.
Retention: Permanent
C. Transportation Services Records •
Records pertaining to the overall operation of transportation systems that serve residents, ki
such as airline, light rail, taxicab service, bus system and paratransit service; includes ,rnas
municipal approvals for PUC licenses, route maps and similar records relating to the
operation of the service.
Retention: 6 years
60.070 VACATIONS—STREET, ALLEY AND RIGHT-OF-WAY
Records pertaining to the formal abandonment or vacation of previously dedicated streets,
alleys and public rights-of-way or easements.
Retention: Permanent
60.080 WATER AND SEWER DISTRIBUTION AND STORAGE SYSTEM RECORDS
Records relating to the operation of the water and sewer distribution and storage systems.
A. Cross-Connection Control Survey Records
Documentation of monitoring of potential or actual water system health hazards from
pollution entering water pipes from other pipes, including address, description of protection,
corrections made, etc.
Retention: 1 year after disconnection or 10 years, whichever is later
60-8
Supp.9 Schedule 60—Infrastructure Records
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE 00.080
• B. Sewer Inspection and Testing Records
Records of inspections and testing to locate problems and defects so that corrective
measures can be taken.
•
1. Sewer Test Records
Documentation of smoke, X-ray and other tests undertaken to verify hookup to main
sewer lines, check condition of pipes or determine effectiveness of backflow prevention
devices.
Retention: 5 years after completion of test
2. Video Inspection Records
Records of video inspections to locate problems and defects so that corrective
measures can be taken.
Retention: Until after next video inspection,then evaluate prior to destruction of records
to determine ongoing value
C. Tap Permits and Connection Records
Records regarding the application for and issuance of water and sewer tap permits and
connections between specific properties and the utility systems, including those for inside
and outside users.
Retention: 2 years after disconnection, provided that record of disconnection is retained
permanently
D. Valve Records
Records documenting installation, locations. and maintenance of valves in the water and
sewer systems.
1. Locations
Retention: Permanent
2. Maintenance and Repair
Retention: 2 years •
3. Specifications
Retention: Until valve is permanently removed from service
E. Water Consumption Reports
Compilations of statistics documenting daily water consumption.
1. Annual Reports
Retention: Permanent
2. Information Summarized in Annual Reports
Retention: 2 years
60-9
Schedule S0—Infrastructure Records
CI inn 0
P68
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.080
F. Water Distribution and Production System Records
1. Analysis of System
Retention: 3 years
2. Reports—Distribution and Production Systems
Retention: Permanent
3. Water Line Maintenance and Repair Records
Documentation of maintenance and repair of water lines.
a. Records Requiring Engineering Stamp
Retention: 2 years after water line permanently removed from service
b. Other Records
Retention: 2 years
4. Water Pressure Measurements
Retention: 6 years
5. Water Storage Inspection Reports
, Retention: 6 years
6. Water System Inspection and Testing Records '°`�±
a. Video Inspection Records
Records of video inspections to locate problems and defects so that corrective
measures can be taken.
Retention: Until after next video inspection, then evaluate prior to destruction of
records to determine ongoing value
b. Water System Test Records
Documentation of tests undertaken to verify connections, check condition of pipes,
etc.
Retention: 5 years after completion of test
7. Water Use Restriction and Conservation Records
- a. Notices of Restrictions
Notices of water use restrictions imposed because of restrictions on water supply.
Retention: 2 years
•
b. Variance Records
Records of variances for individual property owners to the watering restrictions.
Retention: Until expiration of variance
60-10
Schedule 60—Infrastructure Records
Supp.9
P69
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.080
c. Water Conservation Records
Records of activities that promote and coordinate the efficient use of water
resources; i.e.,educational and outreach efforts, reports,etc.
Retention: 5 years,then evaluate for continuing value prior to destruction of records
60.090 WATER AND SEWER TREATMENT SYSTEM RECORDS
Records relating to the treatment of water or sewage.
A. Analytical Reports
Records relating to analysis of samples taken from various locations throughout the system
and from raw and processed sources of supply.
1. Bacteriological and Microbiological Analysis
Samples collected for laboratory testing for various contaminants that are naturally
present in the environment; includes sewage plant composite sampling records, weekly
sewage tests, etc.
Retention: 5 years[40 CFR 141.33]
2. Chemical and Radiological Analysis
Verifications of water quality at various sampling points to determine the presence of
chemicals and radionuclides from the decay of natural and manmade deposits and the
erosion of natural deposits.
Retention: 10 years[40 CFR 141.33]
3. Lead and Copper Analysis
Tests to determine the levels of lead and copper resulting from the corrosion of
'4koker,,,.. household plumbing systems, the erosion of natural deposits and leaching from wood
(- preservatives; includes sampling data and analyses, reports, surveys, letters,
evaluations,schedules,state determinations,etc.
Retention: 12 years[40 CFR 141.911
4. Secondary Contaminants Analysis
Tests to determine the levels of inorganic and volatile organic contaminants.
Retention: 10 years(ao CFR 141.33]
5. Turbidity Analysis
Documentation of analysis of water samples to determine level of cloudiness caused by
suspended particles resulting from soil runoff.
Retention: 5 years[40 CFR 141.33]
8. Water Test Standards
Standards for water testing.
Retention: 5 years after superseded
B. Annual Reports
Reports basis, primary drinking
of decereportdel vered to consumers, documenting water and wastewater treatment
operations.
Retention: Permanent
60-11
Schedule 60—Infrastructure Records
�..__ n
P70
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§60.090
•
C. Corrective Actions—Noncompliance
Documentation of actions to correct violations of primary drinking water regulations.
Retention: 3 years after last action regarding violation[40 CFR 141.33]
D. Discharge Permits and Monitoring
Documentation of pollution and effluent discharged from wastewater treatment facilities and
reports submitted in conjunction with permit compliance; permits issued under the Clean
Water Act by the Colorado Department of Health or Environmental Protection Agency/
National Pollution Discharge Elimination System (NPDES) for discharge of treated sewage
under controlled conditions.
1. Inspection Records
Documentation of annual inspections of wastewater treatment operations to monitor
compliance with NPDES permit conditions.
Retention: 5 years
2. Odor Complaints
Retention: 3 years
3. Permits and Supporting Documentation
Retention: 5 years after expiration, cancellation, revocation or denial
E. Industrial Pretreatment Permits
Permits and permit modifications issued to private industries allowing the discharge of
specific pollutants under controlled conditions.
Retention: 5 years after expiration, cancellation, revocation or denial
F. Operational Reports
1. Chlorination Reports
•
•
Retention: 10 years
2_ Filter Plant Logs
Daily information regarding plant operations.
Retention: 5 years
3. Plant Capacity Records
Retention: 2 years
•
4. Sand Trap Inspections
Retention: Life of sand trap
G. Sanitary Surveys of System
Studies, surveys or reports examining the overall sanitary condition of water and
wastewater systems and any communications regarding the sanitary survey.
Retention: 10 years after completion of sanitary survey[40 CFR 141.33]
60-12
Supp.9 Schedule 60--Infrastructure Records
P71
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.090
H. Sludge Application Records
Documentation of placement of approved sites and the surface application of sewage
sludge to approved sites.
1. Domestic Septage Application
Retention: 5 years[40 CFR 503.17]
2. Permits and Supporting Documentation
Retention: 5 years after expiration, cancellation, revocation or denial
3.-Preparation and Application of Sludge
Records relating to preparation of sewage sludge and the application of sewage sludge
to approved sites, including certifications of concentration of pollutants, pathogen
requirements and management practices.
Retention: 5 years[40 CFR 503,17]
4. Surface Disposal Site Placement
Records of sewage sludge placed on surface disposal sites, including name and
address of persons who prepare the sludge, name and address of the landowner or
lease holder, site location, an explanation of why the sludge must remain on the site for
longer than two years before final use or disposal, and an estimate of when final
disposal will take place.
Retention: By person who prepares sludge, for as long as sewage sludge remains on
land[40 CFR 503.20]
i. Variances and Exemptions
Retention: 5 years after expiration[40 CFR 141.33] '
60.100 WATER SOURCE OF SUPPLY RECORDS.
Records pertaining to source of supply of raw (untreated) water, including records relating to
adjudication, acquisition, dedication and transfer of water shares and water resources and
records relating to the water storage system. [Important Note: Water rights records are considered to be
essential municipal records,and the State Archives therefore recommends that the"record'copy be retained In paper
format.]
A. Acquisition,Sale and Transfer Records
Records relating to acquisition, sale or transfer of water rights, including water acquisition
agreements, dedication of water rights by developers to meet development requirements,
court proceedings, water decrees, allotment contracts, temporary use permits and other
similar transactions.
Retention: Permanent, except that water offers are to be retained until accepted or rejected
[Important Note: Water rights records are considered to be essential municipal records,and the State Archives
therefore recommends that the"record"copy be retained in paper format.]
8. Dam Monitoring and Inspection Records
Dam safety inspections and monitoring data and reports. -
Retention: Life of dam + 1 year
60-13
Schedule 60—Infrastructure Records
P72
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE 00.100
C. Ditch Records
Records relating to gauging station and visual monitoring of ditch flows and conditions.
Retention: Life of ditch+ 1 year
D. River and Stream Records
1. Flow Measurements
Data reported to the State Engineer's Office regarding water flows, collected from
recording stations in streams or wells.
Retention: 1 year
2. Hydrologic Data—Rivers and Streams
Raw data collected from field gauging stations established to monitor diverted river and
stream flows.
Retention: 5 years, provided that data is compiled into report that is retained
permanently
3. Surface Water Rights Records
Augmentation plans, river flow observations, adjudication of priorities of use and similar
records relating to surface water rights.
Retention: Permanent(Important Note: Water rights records are considered to be essential municipal
records,and the State Archives therefore recommends that the'°record"copy be retained in paper format.]
E. Underground Water Rights and Supply
Records relating to underground aquifers, water wells and similar records. ActuN
Retention: Permanent (Important Note: Water rights records are considered to be essential municipal
records,and the State Archives therefore recommends that the°record"copy be retained in paper format.]
F. Water Decree Accounting
Records retained as required by the State Engineer or Water Court to track the use of water
under a decree.
Retention: Permanent [Important Note: Water rights records are considered to be essential municipal
records,and the State Archives therefore recommends that the'record°copy be retained in paper format.]
G. Water Rental or Leasing Records
Records relating to water stock assessments and seasonal rental of surplus irrigation water.
Retention: 6 years
H. Water Stock Certificates
Documents issued by water companies as proof of an ownership interest in the company.
Retention: Until sale or transfer of stock
1. Weather Records
1. Weather Modification Records
Records of cloud seeding projects.
Retention: Permanent
60-14
Supp.9 Schedule 60—Infrastructure Records
•
�_-- P73
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §60.100
2. Weather Observation Records
Reports on weather, river, snow pack and climatological observations affecting water
,..: supply.
Retention: Permanent for data compilations and 5 years for raw data
J. Well Records
Records pertaining to location,adjudication, permit applications, drilling, installation,testing,
use and abandonment of water wells for municipal use.
Retention: Permanent [Important Note: Water rights records are considered to be essential municipal
records,and the State Archives therefore recommends that the"record°copy be retained in paper format]
Cross References
• Agreements and contracts-40.030,Agreements and Contracts
• Annexation review records-65.010,Annexation Case Files
• Communication infrastructure-Schedule 55,Information Technology and Communication Systems Records
• Communication systems franchises-30.110,Franchise Records
• Complaints-40.090,Complaints,Routine Service Requests and Nonbinding Petitions
• Correspondence and general documentation-40.100.Correspondence and General Documentation
• Development review records-65.030.Development Case Files
• Easements-95.030.Easements and Rights-of-Way and Supporting Documentation
• Emergency plans-100.040,Emergency Planning and Response
• Encroachments-75.020.0,,Permits to Work in Public Way
• Enterprise board records-45.060,Governing Body as Another Decision-Making Body
• Equipment calibration,maintenance and testing-35.010,Equipment Records in General
• Fee collection-30.020,Accounts Receivable(AIR)Records/
-• Franchises-30.110,Franchise Records
• Hazardous waste-25.020,Hazardous Waste Storage and Transport Records
• • Impact lees-30.020,Accounts Receivable(A/R)Records
• Improvement districts-30.130,Improvement District Records
• Landfill monitoring-25.010,Environmental Monitoring and Reviews
• Maps and drawings-`40.180,Maps.Drawings and Supporting Documentation
• Metering records-30.210.B,Meter Records
• Plans-40.330.Studies,Plans and Reports
• Polices and procedures-40.220,Policies and Procedures Documentation
• Projects-40.240.Project Files
• Rebate programs-30.180.Rebate Program Records
• Reports-40.290,Reports
• Rules,regulations and standards-40.310,Rules,Regulations and Standards
• Studies-40.330,Studies,Plans and Reports
• Traffic code-40.070.A.Codes Adopted by Reference
• Training and operator records-90.070,Employee Records-Active and Terminated
• Utility billing-30.210,Utility Billing
• Water and sanitation district records-40.320,Special District Records
•
•
60-15
Schedule 60—Infrastructure Records
P74
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §65.010
SCHEDULE NO. 65
LAND USE AND PLANNING RECORDS
General Description: Records pertaining to annexations, developments, land uses and planning and land
use regulation.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,regardless of the physical format of the record copy(paper,microfilm,
electronic). Each Municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Coates: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those,created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
65.010 ANNEXATION CASE FILES
Records documenting the annexation of areas or the disapproval of annexations, including
annexation petitions, annexation agreements, copies of annexing and zoning ordinances,
annexation maps, permanent correspondence, departmental review of various impacts of the
annexation (traffic, utility, financial, support services, environmental), etc. See also 15.150.A,
Annexation and Deannexation Election Petitions.
A. Approved
Retention: Permanent, except that obsolete nonpermanent correspondence and
documentation may be purged in accordance with this Retention Schedule •
B. Not Approved
Retention: 5 years after disapproval
65.020 CENSUS AND POPULATION RECORDS
A. Census and Population Data(Historical)
Summary population estimates,statistics and municipal census surveys.
Retention: Permanent
B. Census Forms and Reports
Copies of U.S. Census'Bureau forms and voluntary surveys on government employment
and local government tax revenues, used to meet the requirements for Federal Revenue
Sharing and to make financial information available to the public; annual survey of
government employees,boundary and annexation survey and similar reports.
Retention: 3 years
•
65-1
Schedule 65—Land Use&Planning Records
Supp.9
_ P75
• COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §65.030
65.030 DEVELOPMENT CASE FILES
Records pertaining to developments, including accessory use reviews, conceptual reviews,
conditional use reviews, master plans, nonconforming use reviews, overall development plans,
permitted use reviews, planned unit developments, site plans, site specific development plans,
minor subdivisions, replats, resubdivisions, special use reviews, vacations of plats and plans,
and similar projects; includes departmental review of various aspects of development proposals
(traffic, utilities,financial,environmental)and documentation of vested property rights.
A. Approved
•
Retention: Permanent, except that obsolete nonpermanent correspondence and
documentation may be purged in accordance with this Retention Schedule
B. Not Approved
Retention: 2 years after disapproval
65.040 ECONOMIC DEVELOPMENT RECORDS
A. Economic Development Incentives
Records relating to economic incentives or waivers provided to companies locating in the
municipality.
Retention: 7 years after company goes out of business or leaves jurisdiction
B. Enterprise Zone Records
Records documenting the creation and management of enterprise zones in conjunction with
other jurisdictions to encourage business growth by providing tax, permit and regulatory
relief to development within the zone.
1. Summary Reports
Retention: Permanent
2. Other Enterprise Zone Records
Retention: 4 years after zone designation expires
65.050 REFERRALS FROM OTHER JURISDICTIONS
Advisory deliberations from the County or other jurisdictions for review and recommendation.
A. Direct interest to the Municipality
Retention: 6 years, provided that it is reviewed for ongoing value before destroying
B. Other Referrals
Retention: Until no longer needed for reference
65.060 VARIANCE AND EXEMPTION CASE FILES
Records pertaining to approval of variances to code requirements, such as setback and parking
requirements, requested by property owners and developers due to hardships and
circumstances outside of their control.
Retention: 10 years after expiration, revocation or discontinuance of use
65-2
Schedule 65—Land Use&Planning Records
Suoo_9
P76
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §65.070 .
•
65.070 VIOLATIONS—LAND USE CODE
A. Land Use Violations
Records of violations of land use or related codes.
•
Retention: 3 years after file is closed
•
• B. Nuisance Abatement Records
Records documenting enforcement of local provisions designed to abate nuisances such as
overgrown weeds and grass,abandoned vehicles,junk and trash and other nuisances.
Retention: 2 years after last action or final payment
65.080 ZONING RECORDS
Records pertaining to the initial zoning of property upon annexation or the subsequent rezoning
of property, including correspondence of enduring value, ordinances, zoning maps, petitions,
zoning certificates and similar records.
Retention: Permanent, except that obsolete nonpermanent correspondence and documentation
may be purged in accordance with this Retention Schedule
Cross References
• Agreements and contracts—40.030,Agreements and Contracts
• Code enforcement—85.030.8,Code Enforcement Cases and Other Municipal Ordinance Cases
• Correspondence and general documentation—40.100,Correspondence and General Documentation
• Fee receipts—30.020,Accounts Receivable(AIR)Records
• Floodplain records—60.040,Stormwater Drainage System Records
• Hazardous waste -25.020,Hazardous Waste Storage and Transport Records
• Planning studies,plans and reports-40.330,Studies,Plans and Reports
• Polices and procedures—40.220,Policies and Procedures Documentation
• Reports—40.290,Reports
• Rules,regulations and standards—40.310,Rules,Regulations and Standards
• Special districts—40.320,Special District Records
•
65-3
Schedule 65—Land Use&Planning Records
Supp.9
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §70.010
SCHEDULE NO. 70
LIBRARY AND MUSEUM RECORDS
General Description: Records relating to library and museum or local history operations:
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,reaardless of the ohvslcal format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
70.010 LIBRARY RECORDS
Records pertaining to the operation of a municipal library. [CRS 24-90-109]
A. Catalogs
Finding aids in card or computer form that provide patrons with access to library holdings.
Retention: Until superseded
B. Gift Register
Retention: Permanent
C. Interlibrary Loan Transactions/Reciprocal Borrowing Sheets
Retention: 3 years
D. Patrons'Registration Forms
Retention: 6 years
E. User Records
Records of use of specific library materials by individual patron. [CRS 24-90-119 addresses
privacy of library user records]
Retention: 3 years
70.020 MUSEUM RECORDS
Records documenting the acquisition and ownership of museum materials in museums, local
history collections, and similar collections or repositories, including: raw(untouched) image files
of museum artifacts; temporary custody forms documenting chain of custody of materials held
for review pending a decision on permanent acquisition; contracts of gift or deeds of gift forms
70-1
Schedule 70—Library&Museum Records
P78
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §70.020
documenting permanent acquisitions; loan forms documenting the chain of custody of materials
loaned to the museum or loaned by the museum to other repositories; and deaccession records
documenting the removal of materials from the collection.
Retention: Permanent
Cross References
• Agreements and contracts—40.030,Agreements and Contracts
• Board of trustees records—Schedule 20,Entities Appointed by Municipality
• Correspondence and general documentation—40.100,Correspondence and General Documentation
• Fee collections—30.020,Accounts Receivable(NR)Records
• Polices and procedures—40.220,Policies and Procedures Documentation
• Purchasing records—30.170,Purchasing Records
• Reports—40.290,Reports
• Rules,regulations and standards—40.310,Rules,Regulations and Standards
•
70-2
Schedule 70-Library&Museum Records
Supp.9
P79
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §75.010
SCHEDULE NO. 75
LICENSES AND PERMITS
General Description: Records pertaining to the review, investigation, approval, issuance, renewal,denial,
suspension or revocation of licenses and permits.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,regardless of the physical format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or-for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy. _
75.010 BONDS—LICENSES AND PERMITS
Bonds required before a license or permit can be issued or renewed.
Retention: 6 years after expiration
75.020 LICENSES AND PERMITS—ISSUED BY THE MUNICIPALITY
Licenses or permits to own or use something, do something or carry on a business.
A. Alcohol Beverage Licensing and Permit Records
Application and supporting materials relating to issuance, renewal, transfer, suspension or
revocation of licenses for establishments that sell alcohol beverages.
1. License and Permit Files
Records relating to applications and renewals for all types of beer and liquor licenses, •
special events and temporary permits, including initial municipal and state application
forms; change of corporate or trade name form; change of location permit; modification
of premises;floor diagram; individual history forms; manager's registration and changes
of manager forms; certificates of incorporation or good standing; record of payment of
fees; record of posting of premises; neighborhood petitions; boundary maps; ownership
records including lists of officers, stockholders and directors, partnership agreements,
articles of organization; operating agreements, certificates of authority, and corporate
changes; show-cause or.administrative hearing records and records of revocation or
suspension;and other background materials.
Retention: 2 years after establishment ceases operation or after final denial, expiration,
revocation, termination or transfer of license or permit, except that any background
materials that will also apply to transferred license should be retained from original
license file and that any obsolete material may be purged when replaced with updated
information
2. Special Events Licenses
Application and supporting documentation for special events licenses.
Retention: 2 years+current after event
75-1 -
Schedule 75-Licenses&Permits
Suoo.9
P80
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §75.020
B. Contractor's Licenses/Registrations
Licenses issued locally to contractors to authorize them to do business as builders, general
contractors, or contractors for installation or work on specific types of systems. Note: The
State of Colorado issues plumbing contractor registrations pursuant to CRS 12-58-105 and electrician registrations
pursuant to CRS 12-23-105.
Retention: 6 years[CRS 13-80-104]
C. Licenses Issued by the Municipality in General
Licensing records, including application, proof of payment, copies of license certificates
issued, proof of insurance, approval forms from reviewing departments and similar
documentation for licenses, including (but not limited to) those for animals, amusement
devices, auctioneers, bicycles, carnivals,cemetery contractors, circuses, dance halls, home
occupations, house movers, massage therapists, oil and gas well drilling, pest control,
refuse haulers, secondhand dealers, security guards, shooting galleries, sexually oriented
businesses, sign contractors, slaughterhouses, taxi and limousine drivers, theaters,
transient vendors,tree trimming, vendors and peddlers,etc.
Retention: 2 years after expiration, revocation, denial or termination of licensed activity
D. Medical Marijuana Licensing Records
1. License Files
Records relating to local licenses to distribute, transmit, give, dispense, cultivate or
otherwise provide marijuana in accordance with Section 14 of Article XVIII of the
Colorado Constitution; includes business license applications and supporting
documentation, such as owner identity information, applicant criminal history
investigations, business plans, lighting plans, information on where plants will be
cultivated, zoning approvals, security arrangements,signage plans, etc. '°'°'�
Retention: 2 years after establishment ceases operation or after final denial, expiration,
revocation, termination or transfer of license, except that any background materials that
will also apply to transferred license should be retained from original license file and that
any obsolete material may be purged when replaced with updated information
2. Patient Registry Information
Confidential records made known to local governments relating to the identity of
individuals applying for a medical marijuana registry card through the CDPHE. [CRS 18-
188-406.3,CRS 25-1.5-106,5 CCR 1006-2]
Retention: Until no longer needed for reference
E. Pawnbroker Licensing Records
1. License Files
Records relating to applications for licenses, record of payment of fees, background
investigation material,etc.
Retention: 2 years after expiration, revocation,denial or termination
2. Pawn Records
Records received from pawn shops to track the acquisition and sale of pawned property,
including declarations of ownership.
Retention: 2 years after transaction
75-2
Schedule 75—Licenses&Permits
Supp.9
P81
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §75.020
F. Permits issued by the Municipality in General
Records including applications, proof of payment and insurance coverage and other
supporting documentation for permits issued to allow specific activities; includes (but is not
municipal
limited to) permits for alarm system installation, banners, billboards, boats on
lakes, burning of refuse, candles and open flames in public places,explosives,cemetery pat
fa monument umvent
placement,communication towers,concealed weapons, excavation,
pyrotechnical displays, flammable or combustible liquids
fence installation, fireworks and py guard dogs, home occupations,
storage or sale, gas and oil drilling structures, grading, 9 g , home
parades and
house moving, hunting, landscaping, loudspeakers, odor control, parking,booths, tents or
assemblies, right-of-way planting, signs, special events or uses, spray
canopies,tree trimming or removal,watering,etc.
Retention: 2 years after expiration, revocation, denial or termination of permitted use
G. Permits to Work in Public Way
Encroachment permits, revocable permits, street cut permits, public right-of-way pe rmits or
other permits issued for permanent, indefinite or temporary trespass on, under or over the
public right-of-way (streets, sidewalks, adjacent public right-of-way or publicly owned
property); for private use or construction to place improvements, communications, utility or
other installations or temporary uses in the public way, such as demolitions, excavations,
street cuts, blasting, crane operations, barricade installations, concrete construction (curb,
gutter, sidewalks) or the moving of heavy equipment; supporting documentation includes
applications,maps and drawings, proof of insurance, departmental reviews,approvals,
Retention: 3 years after permit expiration, revocation or discontinuance of use and after
expiration of any warranties for activity or work done in public way
H. Work-Related Permits •
1. Confined'Space Entry Permits
Issued by employer to document the completion of required safety measures for
employees to work in confined spaces,such as tanks, storage bins,hoppers, vaults and
pits with limited or restricted means of entry or exit.
Retention: At least 1 year after cancellation[29 CFR 1910.146(e)(6)I
2. Hot Work and Open Flame Work Permits
Issued by employer for employees to conduct hot and open flame work, such as electric
or gas welding, cutting, brazing or similar flame or spark-producing operations, in or
near hazardous chemicals or substances possessing toxic, reactive, flammable or
explosive properties.
Retention: Until completion of work`(29 CFR 1910.119(k)(2))
75.030 LICENSES,PERMITS AND SUPPORTING DOCUMENTATION-ISSUED TO THE
MUNICIPALITY
Applications and supporting documentation for licenses or permits issued by other entities as
evidence that the municipality is allowed to undertake some type of activity for which a license
or permit is required.
75-3
Schedule 75—Licenses&Permits
P82
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§75.030
•
•
A. Childcare Facility Licensing Records
Records relating to municipally operated childcare facilities at recreation centers or other
facilities; includes license applications and supporting documentation; records relating to
the admission, progress, health and discharge of children; complaints; criminal history
checks and other records of personnel and volunteers; fire and health inspections, reports
to the State; critical incident reports; etc.
Retention: 3 years(CRS 26-6-101,et seq., 12 CCR 2509-8,Rule 7.701]
B. Licenses and Permits Issued to Municipality in General
License or permit records, including applications and supporting documentation, as well as
certificates issued by other agencies, such as for State sales tax license, withholding tax
registration, State certificate of exemption, etc.
Retention: 2 years after expiration
75.040 REGISTERS—LICENSES AND PERMITS
Records, listings or logs of licenses or permits, including contact lists and listings of active
licenses and permits.
Retention: Until superseded
Cross References
• Agreements and contracts—40.030,Agreements and Contracts •
• Building and demolition permits—05.030,Building and Demolition Permits
• Correspondence and general documentation—40.100,Correspondence and General Documentation
• Industrial pretreatment permits—60.090.E,Industrial Pretreatment Permits
• Polices and procedures-40.220,Policies and Procedures Documentation
• Reports—40.290,Reports
• Rules,regulations and standards—40.310,Rules,Regulations and Standards
• Sales tax licenses—30.190.E,Sales and Use Tax Records
• Sewer tap permits—60.080.C,Tap Permits and Connection Records
• Sign permits—05.090;Signs—Construction and Installation
• Sludge application permits—60,090.H.Sludge Application Records
• Underground storage tank permits—25.050,Storage Tanks—Regulated Substances
• Water tap permits—60.080.C,Tap Permits and Connection Records
•
.nq
75-4
Supp.9 Schedule 75—Licenses&Permits
- P83
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§80.010
n_ J
. SCHE:•'ULE N®o 8 �.
GAL COUNS RECORDS
i LITIGATION AND 4 ' n: Records pertaining to claims,lawsuits and advice received from legal counsel.
General Descri tlo current,
No record may be destroyed under this Retention Schedule it it is pertinent luany ecentlon
or anticipated investigation, audit or legal proceeding tone rail contained within the
pending to the Inform
periods obey, In this schedule apply microfilm,
record copy, rdlesa of the (cal rma of the record copy(paper,
elecnlc) h municipality decide format each
record, ensuring authenticity, readability and accessibility for the entire retention
duplicated copies that are created for administrative
period.s for 1�dd retain Retain e c
purposes for 1 Year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
80.010 CLAIMS
A. Claim Notifications ,
otential lawsuits that are forwarded to legal
Records of notifications of claims regarding p
counsel and/or the insurance carrier.
Retention: 6 years after closure of claim
B. Medical Records-Personal Injury Claims
Medical records that p rovide supporting documentation needed for resolution of personal
iniury claims.
Retention: Until claim is resolved,then evaluate for continuing value prior to destruction
80.020 CRIMINAL CASE FILES
Files used by prosecutors to conduct trials against persons charged with criminal
t pe complaints, subpoenas,
misdemeanors, including citations, police reports, driving records, comp
motions,judgments and related records.
Retention: 2 years after case is closed
80.030 LEGAL COMMUNICATIONS opinions written by legal counsel to give advice regarding
Communications and legal advisory op present the basis and
the legality or legal consequences of various courses of action and to p •
rationale for legal recommendations.
A. Enduring Long-Term Value
Legal counsel communications thatrese have long
ng-term m administrative, policy, legal, fiscal,
historical, informational, reference or
Retention:
Permanent
80-1
Schedule 80—Litigation&Legal Counsel Records
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§80.030
B. Routine Value
Routine legal counsel communications that contain no long-term significant administrative
policy, legal, fiscal, historical, informational, reference or research value.
Retention: 2 years, then evaluate prior to destruction to determine that there is no further
value
80.040 LITIGATION CASE RECORDS -
Civil case files documenting pending and closed cases, including legal documents, notes,
reports, background material, settlement records and other documentation created in handling
of claims, legal disputes, civil actions and regulatory proceedings. These records include
complaints, summonses, investigations, reports, attorney's notes,
photoraphs, orders and
judgments, dispositions,pleadings,court decisions,court proceedings and re search material.
Re et. 6 years after case closed, dismissed or date of last action or thereafter until legal
counsel determines that there is no further reference or historical value
Cross References
• Agreements and contracts—40.030,Agreements and Contracts
• Billings to outside legal counsel—30.010,Accounts Payable(A/P)Records
• Correspondence and general documentation—40.100,Correspondence and General Documentation
• Garnishments—90.140.A,Basis of Pay
•
• Polices and procedures—40.220,Policies and Procedures Documentation
Reports—40.290,Reports
• Risk management—Schedule 105,Risk Management
• Rules,regulations and standards—40.310,Rules,Regulations and Standards
Aowerrk
80-2
Supp.9 Schedule 80-Litigation&Legal Counsel Records
P85
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§85.010
SCHEDULE !V®. 85._,.
MUNICIPAL COURT RECORDS
Gene
cal Descrt tion: Records pertaining to the administration and operations of the municipal court.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending ris sor pecified tin this investigation, audit or
apply legal
to the information ncontained within the
periods
record copy,regardless of the phvsicao fom►at of the record copy(Paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. DuDu lid to C4�: Retain duplicated copies that are created for administrative
purposes for 1 year,and retain those created for convenience or reference purposes
until no longer needed or for 1 year,whichever is first Duplicate copies should not be
retained longer than the record copy.
85.010 APPEAL RECORDS
Records related to municipal court decisions appealed to higher courts.
A. Appeal Decisions appeals.
Rulings of higher court's decision on app
1. General Ordinance
Retention: 4 years
2. Traffic (OJIW)liens.
Includes cases with or without outstanding judgment/warrant
Retention: 4 years
8. Appeal Transcripts
Transcripts of proceedings prepared for appeals of decisions to higher courts.
Retention: 30 days after all rights of appeal have expired, if not perfected, or 4 years upon
decision rendered by higher court
85.020 BONDS AND SUPPORTING DOCUMENTATION o Omentation; includes appeal bonds;cash
Bonds held for legal proceedings and supporting d
bonds,personal recognizance bond,surety bonds,etc.
Retention: 4 years after final dispensation
85.030 CASE FILES in municipal court and
Records containing summonses and complaints issued for app
supporting documentation-such as subpoenas, citations, notices, letters, other court-issued
instruments,forms, plea offers,payments plans, etc. Note: A case file is considered to be'closed" upon
judgment or when all appeal rights have expired.
A. Animal Cases
Retention: 4 years after closed
85-1
Schedule 85—Municipal Court Records
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§85.030
B. Code Enforcement Cases and Other Municipal Ordinance Cases
Cases relating to enforcement of Code provisions relating to matters such as sales tax,
abatements or fire, safety and building codes.
Retention:en ion: 4 years after closed E~µr
C. Misdemeanor Cases
Ret ention: 4 years after closed
D. Parking Cases
Retention: 2 years after closed
E. Traffic Cases
Cases with or without outstanding judgment/warrant(OJ/W) liens.,
Retention: 4 years after closed
F. Voided Summonses
Retention: 2 years
85.040 DOCKET SHEETS
Rosters and listings of court cases to be heard and dates and times set for court appearances.
Retention: 2 years, except retain those older than 1920 permanently
85.050 EVIDENCE
•
Admitted evidence.
Retention: 39 days after all rights to appeal have expired, then as appropriate return to law
enforcement agency or property owner or destroy p
85.060 JURY RECORDS
Records relating to selection and oversight of jurors, rosters of persons selected to serve on
juries,jury summonses_and instructions regarding service on the jury.
Retention': 2 years after closed
85.070 PROBATION FILES
Probation terms and conditions, reports and supporting documentation kept by probation officer
or department(separate from case file).
Retention: 2 years after closed
85.080 RECORDINGS OF COURT PROCEEDINGS
Audio or video recordings made of proceedings before the municipal court.
Retention: 6 months after judgment is entered, provided that all rights of appeal have expired
Axe%
85-2
Supp.9 Schedule 85-Municipal Court Records
•
P87
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§85.090
85.090 REGISTERS AND INDEXES
Alphabetical or numerical indexes or registers of municipal court cases and transactions.
A. Index or Register of Cases
Retention 4 years
•
B. Index or Register of Deferred Sentences
Retention: 6 months after case closed,provided that rights of appeal have expired
• C. Index or Register of Warrants
Retention: 6 months after case closed, provided that rights of appeal have expired
D. Registers-Monthly
Retention: 6 months after case closed
85.100 WARRANTS
A. Search Warrants
An official authorization issued by the court to enter and search a building or property.
Retention: 4 years from filing date and/or closed or recalled, unless placed in case file or
introduced as exhibit
B. Warrants for Arrest or Detainment
Orders issued by the court for the arrest or detainment of an individual.
Retention: 2 years after closed or recalled
Cross References
• Agreements and contracts—40.030,Agreements and Contracts
• Bank records for court-maintained accounts—30.050,Bank Records and General Documentation
• Correspondence and general documentation—40.100,Correspondence
• Fines and charges receipts—30.020,Accounts Receivable(A/R)Records
• Fines and charges schedules—30.090,Fees and Rates Schedules and Supporting Documentation
• Judges'records—Schedule 90,Personnel Records
• Polices and procedures—40.220,Policies and Procedures Documentation
• Reports—40.290.Reports
• Rules,regulations and standards—40.310,Rules.Regulations and Standards
•
Nftswe
• 85-3
Schedule 85—Municipal Court Records
P88
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.010
\ SCHEDULE NO:90
PERSONNEL RECORDS
General Description: Records relating to the hiring, employment, safety, benefits, compensation,
retirement and termination of employees.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,reaandless of the physical format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
90.010 AFFIRMATIVE ACTION RECORDS
Records relating to compliance with federal affirmative action requirements.
A. Affirmative Action Plan
Retention: 2 years after superseded
B. Report EEO-1
Employer information reports made by all municipalities with more than 100 employees.
Retention: Copy of most current report must be available[29 CFR 1602.12]
C. Report EEO-4
• Records submitted to the Equal Employment Opportunity Commission (EEOC)
documenting compliance with EEOC requirements by municipalities with 15 or more
employees.
Retention: 3 years[29 CFR 1602.32]
D. Requests for Reasonable Accommodations
Requests for reasonable accommodations in hiring or employment.
Retention: 2 years[29 CFR 1602.31]
90.020 AGREEMENTS AND CONTRACTS—EMPLOYMENT
Individual employment contracts or where contracts or agreements are not in writing, a written
memorandum summarizing the terms.
Retention: 3 years after expiration[29 CFR 516.5]
90-1
Supp.9 Schedule 90—Personnel Records
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.030
0.1.24.„90.030 BENEFIT RECORDS
Records pertaining to fringe benefits, insurance coverage and benefit plans for employees.
A. Benefit Plans
Documentation relating to employee health, dental, vision and other insurance plans; Social
Security, pension, deferred compensation, Individual Retirement Accounts, money
purchase plans, retirement and similar plans; including a benefit plan description and/or a
summary benefit plan description.
Retention: Full period that plan or system is in effect(i.e., as long as anyone is still covered
under the plan), plus 1 year after termination of plan[29 CFR 1627.3]
B. Benefit Reports
Reports detailing the status of employee benefits, such as the amount of flex time
remaining.
Retention: 3 years
C. Employee Insurance Claim Records
Reports pertaining to employee claims for medical, dental, long-term disability and other
insurance coverage.
Retention: 3 years after claim is closed and all rights of appeal have expired
D. Plan Basis
Records providing the basis for all required plan descriptions and reports necessary to
certify the,information,including vouchers,worksheets, receipts, applicable resolutions.
Retention: Not less than 6 years after filing date of documents[29 use 10271
90.040 BONDS-PUBLIC OFFICIALS
Fidelity, surety, blanket or other bonds intended to guarantee honest and faithful performance of
officials. [CRS 31-4-219,CRS 31-4-401]
Retention: y
ntion: 6 years after bond expires
90.050 COLLECTIVE BARGAINING RECORDS
Agreements resulting from collective bargaining negotiations and supporting documentation
such as general correspondence; records relating to the selection of negotiators, mediators and
arbitrators;negotiation session agendas, notes, recordings and summaries,etc.
Retention: 3 years after expiration of collective bargaining agreement[29 CFR 516.5]
90.060 DRIVER'S LICENSE VERIFICATIONS
Records of periodic checks by the municipality that employees have the appropriate valid
drivers'licenses.
Retention: Until superseded
90.070 EMPLOYEE RECORDS-ACTIVE AND TERMINATED
Documentation of an individual employee's work history maintained because of the employer-
employee relationship, such as records pertaining to age, current or last-known address,
telephone number and social security number; notices of appointment; tuition reimbursement;
90-2
Schedule 90—Personnel Records
Sun).9
P90
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.070
classification questionnaires; commendations; disciplinary and personnel actions and
supporting documentation, including hiring, evaluation, demotion, promotion;layoff, selection for
training or apprenticeships, transfer, resignation and termination or involuntary termination;
delegations of authority and work assignments; emergency notification forms; oaths of office;
job-related training documentation; individual safety training records, performance evaluations;
salary documentation; beneficiary designations; selection of benefit plans; records relating to
COBRA continuation of health insurance coverage; etc. [General Reference: CRS 24-72-202(4.5)].
Note: Medical records are to be retained separately in accordance with federal law. For employee medical records,
see 90.110.8,Employee Medical Records in General.
Retention: 10 years after retirement or separation, provided that records that are updated
periodically may be destroyed when superseded and that medical records relating to hazardous
material exposure are retained 30 years after separation
Departmental employee records: Consult with custodian of record copy of employee records
regarding proper transfer or disposal of departmental employee records upon termination of
employment
90.080 EMPLOYEE RECORDS-TEMPORARY AND SEASONAL
Records and documentation relating to employment of temporary and seasonal employees,.
except for payroll and fiscal information.
Retention: 3 years after termination, except payroll and fiscal records
Departmental temporary or seasonal employee records: Consult with custodian of record copy
of employee records regarding proper transfer or disposal of departmental employee records
upon termination of employment
90.090 EMPLOYMENT VERIFICATIONS
Records of verification of employment in response to external requests (i.e., verifications of
employment status needed for loans,child support,job applications, etc.).
Retention: 2 years
90.100 GRIEVANCES
Records of personnel grievances filed by employees.
Retention: 3 years after settled
90.110 HEALTH, MEDICAL AND SAFETY RECORDS •
See also 90.220, Workers'Compensation.
A. Commercial Drivers'License Records
1. Administrative Records
Records relating to administration of the CDL Program, including copies of expired
driver's licenses, DOT physicals, program brochures and flyers, etc.
Retention: 5 years(49 CFR 382.401(b)(1)(vi)]
2. Annual Calendar Year Summary
Retention: 5 years[49 CFR 382.401(b)(1)(vii)1
90-3
Supp.9 Schedule 90—Personnel Records
P91
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.110
3. Calibration Documentation
Retention: 5 years(49 CFR 382.401(b)(1)(v))
4. Collection Process Records
Retention: 2 years[49 CFR 382.401(b)(2)]
5. Driving Skills Testing Center Pass/Fail Records
Retention: 3 years(1 CCR 204-12)
6. Test Refusal Documentation
Retention: 5 years[49 CFR 382.401(b)(1)(iii)]
7. Test Result Records—Alcohol and Controlled Substances
a. Alcohol Test Results
1) Concentration Greater Than 0.02
Retention: 5 years(49 CFR 382.401(b)(1)(i)]
2) Concentration Less Than 0.02
Retention: 1 year[49 CFR 382.401(b)(3)]
b. Controlled Substance Test Results
1) Driver Verified Positive Test Results v"`•
Retention: 5 years [49 CFR 382.401(b)(1)(ii)]
2) Negative and Cancelled Test Results
Retention: 1 year[49 CFR 382.401(b)(3)]
8. Training and Education Records—Technicians, Supervisors, Drivers
• Retention: Maintained by employer while individual performs functions which require
training and for 2 years after individual ceases to perform those functions [49 CFR
382.401(b)(4)]
B. Employee Medical Records in General
Confidential employee medical records, including: pre-employment physicals; post-
employment offer medical examinations and inquiries; job-related medical examinations
and inquiries consistent with business necessity; voluntary medical histories obtained as
part of an employee health program; pre-employment, post-accident and random drug
testing records(not including CDL testing); medical records connected to personnel actions
and covered under the requirements of ADA, ADEA, FMLA or OSHA;hazardous materials
exposure records,such as records of any personal or environmental monitoring of exposure
to hazardous materials, lead and asbestos, chemicals, toxic substances, noise, dust, heat,
90-4
Schedule 90—Personnel Records
Supp.9
P92
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.110
cold, repetitive motion, blood-borne pathogens, biological agents, bacteria, virus, fungus,
radiation, or other dangerous work-related conditions. [General Reference:' 29 CFR 1630.14,
medical records are not personnel records and must be kept physically separate from employee personnel
records.]
Retention: 10 years after separation from employment, except that employee medical
records related to hazardous materials or blood-borne pathogen exposure are to be
retained for 30 years after separation from employment and medical records related to
workers' compensation cases are to be retained for 10 years after case is closed [29 CFR
1910.1020,29 CFR 1910.1030]
C. HIPAA Authorizations for Release of Information
Employee(patient)authorizations for release of protected health and medical information.
Retention: 6 years from date of creation of record
D. Safety Training Records
Manuals, handbooks and similar documentation of safety training provided to employees.
Retention: 2 years after superseded or after training is no longer administered, whichever
is later
90.120 1-9 FORMS
Record of verification of citizenship and eligibility to work in the United States, including
verification documentation that establishes identity and eligibility(Immigration and Naturalization
Services Form 1-9, Employment Eligibility Verification Form); applies to all employees hired after
November 6, 1986.
Retention: 3 years from date of hire, rehire or 1 year after separation, whichever is later
(minimum of 3 years)[8 CFR 274a.2]
90.130 JOS RECRUITMENT RECORDS
A. Advertisements of Job Opportunities
Advertisements and announcements regarding job openings, promotions, training programs
or overtime work.
Retention: 1 year[29 CFR 1627.3]
B. Applications for Employment and Supporting Documentation
Applications, resumes and supporting documentation, including polygraph exams, and
other replies to job advertisements, including applications for temporary positions and
applications from individuals not hired.
Retention: 2 years from the date of the making of the record or the personnel action
involved, whichever is later[29 CFR 1602.31]
C. Background Investigation Files—Public Safety Applicants Not Hired
Files containing background investigation information for public safety applicants, such as
background checks, CVSA narrative psychological reports, reference checks, etc.
Retention: 3 years
90-5
Supp.9 Schedule 90—Personnel Records
•
12412:2221116101321111211 - �.._- _.
P93
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.130
D. Examinations and Tests
Tests administered to screen job applicants to determine aptitude or skills.
1 :s!
Retention: 2 years from date of making of record or personnel action involved, whichever is
later[29 CFR 1602.31]
E. Fair Credit Reporting Act(FCRA)Records
Records of reports and investigations by consumer reporting agencies to help employers
make hiring or employment-related decisions, including consumer report disclosure to
employees, consumer report authorizations from employees, employer certifications to
credit reporting agencies, reports from reporting agencies, and summary of rights.
Retention: Individuals may bring claims under FCRA for 2 years after violation of Act [16
CFR,Appendix to Part 600]
F. Job Descriptions and Specifications
Written descriptions of duties performed, qualifications and physical requirements for
positions.
Retention: Until superseded
G. Recruitment and Interviewing Procedures
Guidelines for recruitment and interviewing processes for hiring of employees.
Retention: 2 years
90.140 PAYROLL RECORDS
A. Basis of Pay ismak
Records pertaining to additions to or deductions from wages paid, including credit union
deduction requests, garnishments, etc.; the basis on which wages are paid; earnings per
week; records containing employee's name, address, date of birth, occupation, rate of pay
and compensation earned per week; includes payroll records pertaining to both FLSA-
Exempt and FLSA-Non-Exempt Employees. Note: The basis on which wages are paid must be
documented In sufficient detail to permit calculation for each pay period including benefits and prerequisites. The
records may include payment of wages, wage rates,job evaluations, merit and incentive programs and seniority
systems. The basic reason for these records is to give the Wage-Hour Division an indication on whether or not sex
discrimination exists.
Retention: 3 years[29 CFR 516.2,29 CFR 516.5,29 CFR 1627.3]
B. Compensation or Pay Plans
1. Pay Plans
Written plans outlining job titles and pay scales for employees.
Retention: Permanent
2. Seniority or Merit Systems
Retention: For full period plan or system is in effect plus 1 year[29 CFR 1627.3]
90-6
• Schedule 90—Personnel Records
Supp.9
P94
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.140
C. Direct Deposit Reports
Retention: 2 years
D. Leave Records
1. Balance Reports
•
a. Year-End
Retention: 3 years
b. Other Periodic Reports
Retention: 2 years
2. Leave Requests
Applications submitted by employees for sick, vacation, compensatory, personal
business,family and medical leave, long-term leave, military leave and other leave time.
a. Military Leave
Retention: Employees may spend up to 5 years on active duty and still be eligible
for reemployment[36 use 43121
b. Other Leave
Retention: 2 years
E. Payroll Reports
1. End of Pay Period
Retention: 2 years
2. FICA Reports-Quarterly
Retention: 7 years
3. ,Quarterly
Retention: 3 years
4. Year-End
Retention: 7 years, provided that payroll register is retained permanently
F. Payroll Tax Records
Records of collection, distribution,deposit and transmittal of federal and state income taxes,
including employer's quarterly federal tax return (941, 941E) and other similar federal and
state forms.
Retention: 4 years after due date of tax return to which payroll tax records relate or date
paid,whichever is later[26 CFR 31.6001-11
I
90-7
Schedule 90—Personnel Records
Supp.9
�..... ......... P95
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.140
G. Register-Payroll(Year-End) ;
Documentation of the earnings, voluntary and required deductions and withholdings of
employees.
Retention: 50 years
H. Salary Surveys
Studies and surveys conducted to gather comparative salary information for positions in
comparable organizations.
Retention: 3 years
!. Time Worked Records
All basic time and earnings cards or sheets and work production sheets of individuals where
all or part of the employee's earnings are determined.
Retention: 5 years pas 8-72.107]
J. Wage-Rate Tables
All tables or schedules (from their last effective date) of the employer which provide the
piece rates or other rates used in computing straight-time earnings, wages or salary, or
overtime pay computation.
Retention: 3 years(29 CFR 516.6]
K. W-2 Forms
Annual wage and tax statements documenting individual employee earnings and
withholdings for state and federal income taxes and social security tax.
Retention: 4 years after due date of tax return to which payroll tax records relate or date
paid,whichever is later(26 CFR 31.6001.1]
L. W-4 Forms
Withholding allowance certificates documenting exemption status of individual employees.
Retention: Throughout employment
90.150- PENSION AND RETIREMENT RECORDS
See also 90.030.B,Benefit Reports.
A. Actuarial Reports
Reports by actuaries concerning the financial soundness of a pension plan.
Retention: 50 years
B. Retirement and Pension Files
Records containing calculations and supporting documentation regarding retirement
eligibility, retirement amounts and other information pertaining to current and future
90-8
Schedule 90-Personnel Records
. Supp.9
P96
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.150
pensions; records of applications for pensions, determinations regarding pension awards
and actuarial calculations for the pension.
Retention: 10 years after benefits are no longer paid or after eligibility of employee or
survivors for benefits ceases,whichever is later
90.160 POLYGRAPH RECORDS—WORKPLACE INVESTIGATIONS
Polygraph investigations of workplace theft or other incidents or activities resulting in economic
loss to the employer; copy of statement provided to employee setting forth specific incident or
activity under investigation and basis for testing; copy of notice provided to polygraph examiner
identifying persons to be examined; copies of opinions, reports, charts, written questions, lists
and other records relating to employee polygraph tests (e.g., records of number of examinations
conducted each day, records specifying duration of each test period) that have been furnished
to the employer by the polygraph examiner.
Retention: 3 years from date polygraph test is conducted or from date examination is
requested,whichever is later[29 CFR 801.301
90.170 STATE OF COLORADO NEW HIRE REPORTING COMPLIANCE
The State of Colorado requires notification for child support purposes when a new employee is
hired as part of the federal parent locater service. Reports are kept for statistical purposes.
[General Reference: 42 USC 653]
Retention: 3 years
90.180 TRAINING INFORMATION
Information presented to employees regarding policies and procedures. General and technical
aspects of their jobs, and other matters, including class rosters, flyers and other supporting
information.
Retention: 2 years
90.190 UNEMPLOYMENT INSURANCE
Reports and claim records for unemployment insurance payments.
Retention: 6 years
90.200 VOLUNTEER WORKER RECORDS
Records documenting work performed by individuals without compensation for their services,
including applications, records of background investigations, individual recognition and
timesheets.
Retention: 3 years after separation from volunteer service
90.210 WORK SCHEDULES
Records of scheduled work for employees, including shift schedules.
Retention: 3 years
90-9
Schedule 90—Personnel Records
Supp.9
P97
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §90.220
90.220 WORKERS'COMPENSATION 'aft'
Injury reports and supplemental reports and claim records for workers' compensation. See also
90.110,Health,Medical and Safety Records.
Retention: 6 years after case is closed
Cross References,
• Agreements and contracts—40.030,Agreements and Contracts •
• Childcare facility personnel records—75.030.A Childcare Facility licensing Records
• Correspondence and general documentation-40.100.Correspondence and General Documentation
• Expense records—30.010.A,Accounts Payable Records in General -
• Polices and procedures—40.220,Policies and Procedures Documentation •
• Reports—40.290,Reports
• Rules,regulations and standards—40.310,Rules,Regulations and Standards
• Safety committee—40.080,Committees—Internal
•
•
•
90-10
Schedule 90=Personnel Records
P98
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§95.010
•
SCHEDULE NO. 95
PROPER
a .. „_�_ a RECORDS
General Descri tion: Records of real property acquisition, sale,transfer and rc opY T "
p erty maintenance.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding The minimum rete periods specified In this schedule apply to the Information contained within tthe
record copy,re idles s of the hyslcar format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate CoeLs: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever is first. Duplicate copies should not be
retained longer than the record copy.
95.010 ACQUISITION,SALE AND TRANSFER RECORDS
Records documenting the acquisition and sale or transfer of real property, including agreements
of sale and purchase, appraisals, quiet title actions, condemnations and eminent domain
actions,title insurance policies,closing documents and similar records.
Retention: 6 years after disposition of property
• 95.020 DEEDS.AND DEDICATIONS AND SUPPORTING DOCUMENTATION
Conveyances of property or property rights, including warranty deeds, dedication deed
similar documents. deeds and
Retention: Permanent
95.030 EASEMENTS AND RIGHTS-OF-WAY AND SUPPORTING DOCUMENTATION
A. Permanent Easements and Rights-of-Way
Conveyances of rights to place utilities or other infrastructure or to cross under or over
property owned by another property owner.
Retention:e ntion: Permanent
B. Temporary Access and Construction Easements
Documentation of temporary easements allowing access and entrance to, and work on,
property or streets not owned by the easement holder.
Retention:ention: 2 years after easement expires
95.040 LEASES AND SUPPORTING DOCUMENTATION
Agreements to obtain the right to use property owned by another, or to grant the right to use
property to another party, for a specified period of time in exchange for the payment of"rent;
includes leases, subleases, assignments of leases,etc.
Retention: 6 years after termination of lease
95-1
•
Schedule 95—Property Records
P99
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§95.050
95.050 MAINTENANCE,UPKEEP AND DAMAGE RECORDS
Records documenting the minor maintenance,repair and upkeep of facilities and property.
A. Chemical Application Records
Records documenting the application of chemicals such as pesticides, herbicides and
fertilizers to parks,cemeteries, golf courses and other property.
Re tion: 3 years after application
B. Chemical Testing and Treatment Records-Aquatic Facilities
Records, including treatment logs, of chemical
iical treatments for aquatic facilities such as
public swimming pools,fountains,spas, hot
3 years after treatment[CRS 25-5-803}
C. Damage Records
Records of damage and vandalism to property, including signs,trees, park facilities, aquatic
facilities,golf courses,buildings,fences and other property.
Retention: 3 years after date of incident
D. Inspection Records review
Records documenting periodic safety, health and environOenanld other insp
fpeil tion n of
• buildings, parks, playgrounds, golf courses, swimming p Oto
check for damage and recommend repairs and maintenance.
Retention: 3 years ,
E. Work Orders-Property
Request and authorization forms for repair or maintenance work on facilities, signs,
structures,etc.
Retention: 2 years
95.060 PARKS
Historical records regarding parks, including correspondence with enduring value, architectural
drawings, park histories, photographs,etc.
Retention: Permanent
Cross References
• Agreements and contracts-40.030,Agreements and Contracts
• Auction records—30.030.5,Disposition Records
• Cemetery—Schedule 10,Cemetery Records
• Correspondence and general documentation—40.100,Correspondence and General Documentation
• Encroachment permits—75.020.G,Permits to Work in Public Way
• Fleet and equipment—Schedule 35,Feet and Equipment Records
• Polices and procedures—40.220,Policies and Procedures Documentation
• Projects—40.240,Project Files
• Property inventories—30.030.C,Inventories
• Rental contracts-40.230.A,Activities and Events—Short-Term Agreements,Contracts and Supporting Documentation
• Reports—40.290,Reports
• Rules,regulations and standards—40.310.Rules,Regulations and Standards
• Security records—105.020,Security Records—Municipal Facilities
• Tree inventory—30.030.0 Inventories the Municipality in General
• Tree removal permits—75.020.F,Permits Issued by
• Utility locate requests—60.020,Locate Requests
• Vacations—easements and rights-of-way—60.070,Vacations—Street,Alley and Right-ot-Way
95-2
Schedule 95—Property Records
P100
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.010
SCHEDULE NO. 100
PUBLIC SAFETY RECORDS
General Description: Records relating to the emergency,enforcement and protective service functions.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,regardless of the physical format of the record copy(paper,micro film,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies:. Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year whichever is first. Duplicate copies should not be
retained longer than the record copy.
100.010 AMBULANCE LICENSING AND OPERATION RECORDS
Records relating to the licensing and operations of municipal ambulance services.
A. Ambulance Licensing Records
Records relating to county licensing and level of service certification of ambulance vehicles
and operations.
Retention: 2 years after license or certification expires
B. Ambulance Run and Patient Records •
Call sheets, logs, patient treatment and transport records or other records of ambulance
runs.
Retention: 5 years
100.020 ANIMAL CONTROL
Records relating to the impoundment, care and disposition of stray animals.
Retention: 2 years
•
100.030 DISPATCH RECORDS
A. Dispatch Recordings
Audio recordings made to monitor and record law enforcement and other protective or
emergency services radio transmissions, including police and fire radio transmissions,
police emergency 9-1-1 calls and fire, rescue or ambulance dispatch calls.
Retention; 90 days
B. Emergency 9-1-1 System
Records relating to emergency 9-1-1 and reverse 9-1-1 system management.
Retention; 2 years after system is superseded
•
•
100-1
Schedule 100—Public Safety Records
Supp.9
—_ ,Y __�,��o�._.. -- . P101
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.040
100.040 EMERGENCY PLANNING AND RESPONSE 'tea
A. Emergency Operations and Management Plans
Records relating to disaster, emergency and civil defense planning and implementation and
testing of disaster warning systems. Includes emergency operations plans, incident
response plans,and disaster management, response and recovery plans.
Retention: Permanent
B. Incident Records—Major Disasters and Emergencies
Documentation of the extent and impacts of major natural or manmade disasters and
emergency incidents and actions taken in response to such incidents; includes logs, diaries,
damage assessment and response reports, situation and resource allocation reports,
incident plans, resource ordering and tracking, financial documentation, photographs, and
similar incident-related documentation. A major disaster or emergency incident is defined
as one that may have historical significance and/or a federal or state disaster declaration;
i.e.,the 2008 Windsor tornado,the Granby armored bulldozer incident.
Retention: Permanent
100.050 FIRE AND RESCUE RECORDS
Records pertaining to fire suppression and prevention and emergency rescue functions.
A. Administrative Records
Applications for modification, alternative methods or materials and the final decision of the
fire code official.
Retention: Permanent[IFC§104.6.41 Asoat`
B. Apparatus Inspection Records
Records of checks of vehicles, mechanical systems and equipment such as breathing
apparatus.
1. Daily or Weekly Inspections
Retention: 1 year
2. Monthly Inspections
Retention: 3 years
C. Approval Records
Records of approvals by the fire code official of certificates of occupancy, alarm systems,
smoke and fire detection systems,and other matters regulated by the fire code.
Retention: Not less than 5 years or for as long as structure or activity to which such records
relate remains in existence, unless otherwise provided by other regulations[IFC§104.6.11
D. Construction Documents
Construction documents reviewed by the fire code official.
Retention: Until final approval of work[IFC§105.4.61
"i°'R,
s
100-2
Schedule 100-Public Safety Records
Supp.9
P102
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.050
E. Fire Hydrant Records
Documentation of locations,specifications, maintenance,testing and repair of fire hydrants.
Retention: 1 year after hydrant is replaced or removed from service
F. Fire Records
Records of fires within the jurisdiction, facts concerning the fires, statistics as to the extent
of such fires and the damage they caused and other information required by the fire code
official.
Retention: Not less than 5 years or for as long as structure or activity to which such records
relate remains in existence, unless otherwise provided by other regulations[IFC§104.6.3]
G. Incident Call or Run Sheets
Retention: 5 years
H. Incident Case Files
Records pertaining to incidents and follow-up investigations, including incident reports,
supplemental reports, photographs or video recordings, diagrams, copies of police or
insurance reports, etc. [General Reference: IFC$104.10]
1. Arson With Fatality
Retention: Permanent
2. Arson Without Fatalities
Retention: 10 years
3. Misdemeanor
Retention: 3 years
1. Inspection Records
Records of each inspection made, notices and orders issued and findings and disposition of
each inspection;may include building plans or system specifications.
• Retention: Not less than 5 years or for as long as structure or4activity to which such records
relate remains in existence, unless otherwise provided by other regulations [8 CCR 1507-11
5.4.1,IFC§104.6.21
.,J. Intelligence Files(Arson)
Records containing information regarding individuals and groups potentially linked to arson
investigations.
Retention: No longer than 5 years after obsolete or no longer relevant[28 CFR 23.20(h)]
K. Requests for Service
Retention: 3 years
100-3
Schedule 100—Public Safety Records
Supp.9
--- P103
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.060
100.060 HAZARDOUS MATERIALS ENFORCEMENT RECORDS
Records relating to hazardous materials regulation, prevention, safety and incident response
and investigation.
A. Incident Case Files
Records of hazardous materials incidents and investigations, including incident reports,
copies of fire and rescue reports, narratives, memos, etc.
1. Criminal Hazardous Materials Incidents
Retention: Permanent
2. Noncriminal Hazardous Materials Incidents
Retention: 2 years after costs are recovered
E. S.A.R.A. Tier 11 Reports—Fire Department's Copies
S.A.R.A. Title Ill (EPCRA) Tier ll emergency and hazardous chemical inventory forms
submitted annually, or within 90 days of exceeding the EPCRA threshold, to the fire
department by facilities that use or store chemicals requiring a material safety data sheet.
Retention: 2 years
100.070 IMMIGRATION STATUS REPORTING RECORDS
A. Arrest Reports—Possible Illegal Presence in the U.S.
Reports made to U.S. Citizenship and Immigration Services (USCIS) regarding any person
arrested that the law enforcement department believes is not legally present in the United
States; and reports to the Colorado Legislative Council of the total number of reports made ArEsti
to USCIS. [General References: SB 06-090;CRS 29-29.103] •u„
Retention: 3 years after last contact
E. Systematic Allen Verification for Entitlements(SAVE)Program Records
Reports relating to verifications of U.S. citizenship status of applicants for local licenses,
credentials, rebates, employment and/or benefits. Note: Reports to the federal government are filed
electronically as part of the SAVE verification process,and some municipalities may retain reference copies.
Retention: 3 years
100.080 POLICE RECORDS [General Reference: CRS 24-72-304]
A. Arrest Records
Records pertaining to arrests, including cards,numerical files and register books.
1. Adult Offender Arrest Records
a. Felony Arrests(Major Felonies and Violent Crimes)
Cases such as arson with fatalities, homicides, kidnapping, deaths related to
criminal acts,missing persons (excluding runaways), forgery and officers killed.
Retention: Permanent
100.4
Schedule 100-Public Safety Records
Supp_9
P104
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.080
b. Felony Arrests(Other)
Other felony cases, special investigations related to cases such as aggravated
. assault, arson without fatalities and similar cases.
•
Retention: 10 years
c. Misdemeanor Arrests
Misdemeanor cases, petty offenses,traffic offenses and similar cases.
Retention: 3 years
d. Sexual Assault Arrest Records
Retention: 50 years
e. Sexual Assault on a Child Arrest Records
Retention: Permanent[CRS 16-5-401]
2. Arrest and Booking Logs
Retention: 5 years
3. Expungement Records-Arrests
Records of sealing or expungement of arrest records, retained with the expunged
record.
Retention: Until sealed record is destroyed pursuant to this Retention Schedule
4. Juvenile Offender Arrest Records[General Reference: CRS 19-1-304]
Retention: Until 19 years old
5. Traffic Accident Arrest Records-No Criminal Charges Filed
a. Fatal Traffic Accidents
Retention: 10 years
b. Non-Fatality Traffic Accidents
Retention: 3 years
B. Case Records
Case files, incident reports, offense reports, crime stoppers reports, activity summaries,
accident reports, fingerprint cards and files, photographic records of suspects and persons
convicted of crimes (including photographic prints and negatives), photographic records of
crime scenes (including photographic prints and negatives), video and audio recordings of
crime scenes and interviews with witnesses or suspects, lie detector test records and other
records pertaining to cases handled by the police department.
1. Death Case Records-Noncriminal
Retention: 10 years
100-5
Schedule 100—Public Safety Records
Supp.9
P105
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.080
2. Felony Case Records(Major Felonies and Violent Crimes) Afratk
Cases such as arson with fatalities, forgery, unrecovered firearms, homicides,
kidnapping,deaths, missing persons(excluding runaways)and officers killed. ,
Retention: Permanent
3. Felony Case Records(Other)
Other felony cases, special investigations related to aggravated assault, arson without
fatalities and similar cases.
Retention: 10 years[CRS 16-5-4011
4. Misdemeanor Case Records
Misdemeanor cases,petty offenses,traffic offenses and similar cases.
Retention: 3 years
5. Sex Offender Case Records -
Retention: Permanent
6. Sexual Assault Case Records
Retention: 50 years
7. Sexual Assault on a Child Case Records
Retention: Permanent[CRS 16-5-401]
8. Traffic Accident Arrest Records-No Criminal Charges Filed
a. Fatal Traffic Accidents
Retention: 10 years
b. Non-Fatality Traffic Accidents
Retention: 3 years
C. Community Relations Records
Records of outreach and public relations efforts, including routine requests for police
department contact, follow-up, services, etc., not involving a police report; neighborhood
mediation; police presentations; and similar community outreach efforts.
Retention: 2 years after completion
D. Crime Lab Records
1. Crime Lab Reports and Supporting Documentation
Reports regarding crime lab work and findings, and supporting documentation such as
laboratory request forms,vehicle hold/release sheets,sketches, etc.
Retention: Life of related police case file
100-6
Schedule 100-Public Safety Records
Supp.9
P106
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.080
2. Logs—Crime Lab
Automatic fingerprint identification system (AFIS) fingerprint logs, crime scene
processing logs, laboratory fieldwork logs, laboratory work logs, marijuana testing logs,
etc.
Retention: Permanent, as documentation of qualifications of crime lab technicians as
expert witnesses
E. Criminal History Files
1. Felonies
Retention: 10 years[CRS 16-5-4011
2, Homicides
Retention: Permanent
3. Misdemeanors
Retention: 3 years
F. Evidence Records
Records pertaining to the collection and storage of evidence collected at crime scenes and
during police investigations. Note: Physical evidence,including DNA evidence,is destroyed in consultation
with, and upon written authorization from, the district attorney. Since the retention and destruction of physical
evidence related to crimes is determined by the police department in consultation with the district attorney, the
retention of such physical evidence is therefore not covered in this Retention Schedule. Note: Retention periods
apply provided that offenses are not affected by statute of limitations.
1. Chemical Blood Testing Reports
Reports requested by the police department for chemical blood testing (such as DNA
testing)to determine genetic markers, performed by CBI or other agencies.
Retention: Life of related case file or life of defendant, whichever is later pas 18-1-1101,
et seq.]
2. Evidence and Property Audit Records
Audit reports detailing the authorized destruction or disposal of property and evidence
associated with police cases, including drugs, drug paraphernalia, weapons, currency,
explosives,armored or bulletproof clothing, unlawful property,etc.
Retention: Until completion of next succeeding evidence and property audit
3. Handling and Storage of Evidence Records
a. Case-Specific Evidence Logs
Logs documenting the receipt, transfer and release of materials taken into evidence
for specific cases, including property reports, release records, evidence tags and
similar records.
Retention: Life of related case file or life of defendant, whichever is later [CRS 18-1-
1101,et seq.]
100-7
Schedule 100—Public Safety Records
Supp.9
P107
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.080
b. Evidence Logs Documenting Multiple Cases s
Logs documenting the receipt,,transfer and release of materials taken into evidence
for multiple cases, including property reports, release records, evidence tags and
similar records.
Retention: 7 years
4. Lie Detector Test Administration Records
Records retained by the test administrator to document expertise in the administration of
lie detector tests using the computer voice stress analyzer, polygraph and other lie
detector test equipment.
Retention: Permanent
G. False Alarm Records
Records of false alarms, warnings issued and user fee assessments; notifications of
unreliable alarm systems,etc.
Retention: 2 years
H. Field Contact Records
Records of contacts with businesses, complainants, juveniles, victims or'witnesses after
which no incident report is filed.
Retention: 3 years
1. Recorded Interviews—Field Contacts
Recorded interviews conducted during field contacts in which no incident report is filed.
Retention: 90 days if transcribed,or life of case file if not transcribed
i. General Orders
Directives or standard operating procedures issued by the police chief governing the overall
operation and administration of the police department.
Retention: Permanent
J. Intelligence Files(Police)
Records containing information regarding individuals and groups.
Retention: No longer than 5 years after obsolete or no longer relevant[2s CFR 23.20(h)]
K. internal Affairs Investigations and Police Action Reviews
Records pertaining to internal investigations regarding police conduct or actions (i.e.,
reviews of use of force, pursuits, officer-involved traffic accidents, etc.), board of inquiry or
internal affairs administrative inquiries and proceedings, and any subsequent disciplinary
actions. Note: Substantiated investigations and substantiated review and disciplinary documentation should be
transferred to the record copy custodian for personnel records,to be retained or destroyed according to personnel
policy unless there are conflicts with union policy.
Retention: 5 years
•
100-8
Schedule 100—Public Safety Records
Supp.9
P108 y
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.080
L. License Plate Recognition Data
Data and images recorded by means of automated license plate recognition systems (one
or more mobile or fixed high-speed cameras combined with computer algorithms to convert
images of registration plates into computer-readable data) used to capture license plate
numbers for parking enforcement, booting, stolen vehicle identification or other law
enforcement purposes.
Retention: 21 days for data, except that"hits"are retained for life of related case file
M. Logs—Routine
Listings tracking specific routine daily activities, such as alarm check logs, logs of court
subpoenas served, logs of crimes in specific areas, criminal history check log sheets
retained for National Crime Information Center (NCIC) audits, dispatch logs, DUI logs,
home check logs, offense logs,traffic accident lots,welfare check logs, etc.
Retention: 2 years
N. National Crime Information Center/Colorado Crime Information Center (NCIC/CCIC)
Teletypes
Informational teletypes received via NCIC and CCIC for entry to the police department's
computer system;follow-up teletypes from other law enforcement departments.
Retention: 30 days
O. Parole Card File
Retention: Until no longer needed
P. Prisoner Transport Records
Retention: 2 years
Q. Registered Sex Offenders[General Reference: CRS 18-3-412.5]
1. Information Request Forms—Sex Offenders
Forms completed by parties interested in inspecting public information regarding sex
offenders. [General Reference: CRS 16-22-112]
Retention: 2 years
2. Sex Offender Registration and Cancellation Forms
Notifications completed by convicted sex offenders regarding residence addresses and
contact information. [General Reference: CRS 16-22-108]
Retention: 5 years after offender leaves jurisdiction
3. Sexually Violent Predators—Public Notifications
Notices given to the public regarding sexually violent predators in the community.
[General References: CRS 16-22-108 and CRS 18-3-414.5]
Retention: Permanent
R. Requests for Release of Information
Requests for public release of information such as E-9-1-1 recordings, reports, incident
histories,etc.
Retention: 2 years
100-9
Schedule 100—Public Safely Records
Supp.9
_,..._. . _._:-. P109
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §100.080
S. Ride-Along Program Records
Records of police programs that allow citizens to ride along with police officers. 4 :
Retention: 3 years
T. Seizure Fund Documentation
Records relating to the fund for monies accrued as a result of court-ordered seizures and
disposition of property connected to vice, narcotics and other crimes.
Retention: 7 years
U. Statistical Files
Card or other indexes for statistical reporting of data by class of crime and other statistical
information.
Retention: 5 years
•
V. Summonses and Complaints
Duplicate copy of summonses and complaints.
Retention: 2 years
W. Training Records
Records documenting training for police personnel, including K-9 training records, firearms
range scores,test scores and monthly training reports.
Retention: 5 years after employee's termination
X. Uniform Crime Report
National Incident Based Reporting System (NIBRS) annual uniform crime report.
Retention: Permanent
Y. Vehicle Impound Records
Records documenting the impoundment of licensed and nonlicensed motorized vehicles
and sports craft that have been taken into custody for violations of laws that govern their
use,operation and ownership.
Retention: 2 years after vehicle is released to owner or otherwise disposed of
Z Victim Assistance and Counseling Records
Case records,including contact sheets, relating to victim assistance and advocacy.
Retention: 2 years after completion of assistance
AA. Video and Audio Recordings—Secured Police Facilities
Video and audio recordings made in secured areas of jails, holding areas, booking areas
or lock-ups.
Retention: To be determined administratively by law enforcement agency, provided that
any pertinent recordings are retained until final resolution of any related potential or
pending claim or litigation
•
100-10
Schedule 100—Public Safety Records
SuDO.9
P110
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
§100.080
•
BB. Video Recordings Vehicle and Officer Recording Systems
Video recordings and logs made from police vehicle or officer-carried recording systems.
Retention: 30 days, except that portions of recordings relating to specific cases may be
captured separately and retained as part of case record for life of case record
CC. Weapons and Firearms Records
1. Authorizations to Carry
Records of types of firearms and weapons carried by officers indicating authorization
to carry weapons, that the weapon has been checked, and that the officer qualifies to
use it.
Retention: 2 years after weapon is no longer in use
2. Weapons Maintenance Records
Records relating to in-house and external maintenance work on weapons.
Retention:ention: 3 years
Cross References
•• Agreements and contracts-40.030,Agreements and Contracts
• Ambulance districts-40.320,Special District Records
• Billing records-30.020.Accounts Receivable(A/R)Records
•
• Code enforcement records-100.080.8.4,Misdemeanor Case Records
Collective bargaining records-90.050,Collective Bargaining Records
•
• Concealed weapons permits-75.020.F,Permits Issued by the Municipality in General
• Correspondence and general documentation-40.100,Correspondence and General Documentation
• Equipment calibration,maintenance and testing-35.010,Equipment Records in General
Fire Code-40.070.A,Codes Adopted by Reference
•• Fire Code Board of Appeals-05.040,Building Review Board Case Files
• Fire insurance rate maps-40.180,Maps,Drawings and Supporting Documentation
• Hazardous waste-25.020,Hazardous Waste Storage and Transport Records
• Licenses and permits-Schedule 75,Licenses and Permits
• Material safety data sheets-25.030,Material Safety Data Sheets(MSDS)
• Polices and procedures-40.220,Policies and Procedures Documentation
Reports-40.290,Reports
•• Rules,regulations and standards-40.310,Rules,Regulations and Standards
• S.A.R.A.Tier II reports submitted to CHPDE and Fire Department-25.040,S,A,R.A.Tier II Reports-Submitting Facility's Copy
• Security records-105.020,Security Records-Municipal Facilities
Toxic sites-25.060,Toxic Sites
• Traffic Code-40.070.A,Codes Adopted by Reference
•• Training and certification records-90.070,Employee Records-Active and Terminated
• Vehicles and equipment-Schedule 35,Fleet and Equipment Records
Warning systems-35.010,Equipment Records in General
•
•
•
•
•
•
100-11
Supp.9 Schedule 100-Public Safety Records I
._..__..____ _ �. .. OTT--
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §105.010
SCHEDULE NO 105
RISK MANAGEMENT RECORDS
General Description: Records relating to risk management functions.
No record may be destroyed under this Retention Schedule if it is pertinent to any current,
pending or anticipated investigation, audit or legal proceeding. The minimum retention
periods specified in this schedule apply to the information contained within the
record copy,reaardiese of the ohvsical format of the record copy(paper,microfilm,
electronic). Each municipality must decide on the physical format for each type of
record, ensuring authenticity, readability and accessibility for the entire retention
period. Duplicate Copies: Retain duplicated copies that are created for administrative
purposes for 1 year, and retain those created for convenience or reference purposes
until no longer needed or for 1 year, whichever Is first. Duplicate copies should not be
retained longer than the record copy.
105.010 INSURANCE RECORDS _
A. Certificates of Insurance
Documentation provided by insurance providers as proof of insurance coverage for specific
purposes.
Retention: 6 years after expiration or completion of insured work or action, whichever is
later
B. Claim Records
Records of claims for damages by or against the municipality.
1. Claim Records
Statements of claims and completed claim forms.
Retention: 6 years after closure of claim
2. Claim Reports
Summary reports regarding losses and handling and disposition of claims.
Retention: 6 years
C. Insurance Policies
Documents issued by the insurance company to outline liability, theft, fire, accident,
property damage and other coverage and risk control standards.
Retention: 6 years after expiration of policy, or after all claims made under policy are
settled,whichever is later
105-1
Schedule 105—Risk Management Records
P112
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §105.020
•
105.020 SECURITY RECORDS—MUNICIPAL FACILITIES
A. Automated or Manual Access Control,Records
Records generated by automated systems to show entry and exit from secured areas by
authorized persons using an electronic badge or similar system to gain entry or exit, or
records generated manually to document entry and exit to and from secured areas (i.e.,
entry and exit log sheets,etc.).
Retention: 2 years
• B. • Recordings and Images Related to Security—Public Areas -
Video or audio recordings, biometric data or images from security or surveillance cameras,
scanning systems or audio recording systems in public areas of municipal buildings or
grounds. Security setups vary and recordings may be continuous, stop-frame or random
use. Recordings or images may capture date and time indexing information.
Retention: 30 days
Cross References
• Agreements and contracts-40.030,Agreements and Contracts
•
• Bonds-90.040,Bonds-Public Officials
• Claims-80.010,Claims
• Correspondence and general documentation-40.100,Correspondence and General Documentation
• Election areas surveillance recordings-15.180,Surveillance Recordings-Election Areas
• Emergency planning records-100.040,Emergency Planning and Response
• Employee insurance claims-90.030.C,Employee Insurance Claim Records,
• Litigation-Schedule 80,Litigation and Legal Counsel Records
• Polices and procedures-40.220,Policies and Procedures Documentation
• Recordings in secured police areas-100.080.AA,Video and Audio Recordings-Secured Police Facilities
Arcatik
• Reports-40.290,Reports
• Rules,regulations and standards-40.310,Rules,Regulations and Standards
Unemployment insurance-90.190,Unemployment Insurance
• Workers'compensation-90.220,Workers'Compensation
•
•
105-2
Schedule 105—Risk Management Records
Supp.9
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
APPENDIX A
NON-RECORDS •
The following types of administrative materials have no public record retention value and may be
disposed of as soon as they have served their purpose at the discretion of the custodian:
1. Catalogs, trade journals and other printed materials received from other offices, commercial
firms or private institutions, which require no action and are not needed for documentary
purposes.
2. Informational or extra copies of correspondence, completed forms, bulletins, newsletters, etc.,
prepared for reference and information distribution. •
3. Letters of transmittal that do not add any information to the transmitted materials.
4. Miscellaneous memoranda or notices that do not relate to the functional responsibility of the
municipality, such as notices of community affairs, employee meetings,holidays,etc.
5. Preliminary drafts of letters, memoranda, reports, worksheets and informal notes that do not
represent significant basic steps in the preparation of record documents.
6. Routing slips,sheets, post-it notes or memos used to direct the distribution of documents.
7. Outdated or superseded stocks of publications kept for supply and hand-out purposes.
8. Telephone messages that convey nonpolicy informational messages.
9. Library or museum material acquired for reference or exhibition purposes.
10. Identical duplicate copies of records.
11. Notes,tapes or recordings that have been transcribed.
12. Temporary or transitory material with little or no bearing on decision-making. '
13. Training material from conferences,workshops or other types of external training opportunities.
14. Unused blank forms that are obsolete.
Appx-1•
Appendix A—Non-Records
„nn Q
P114
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
-I
APPENDIX B
GLOSSARY
CCR-Code of Colorado Regulations.
CDPHE-Colorado Department of Public Health and Environment.
• CFR-Code of Federal Regulations.
Closed Record-A file unit or records series containing documents on which action has been completed
and to which more documents are not likely to be added.
CRS-Colorado Revised Statutes.
Disposition - Actions taken regarding records no longer needed in current office space, including
destruction pursuant to an approved records retention schedule or permanent retention of records in
paper or other formats.
Duplicate Copies-Non-record copies of documents kept solely for ease of access and reference.
Format-The shape, size, style and general makeup of a particular record.
NERC-North American Electric Reliability Council.
Permanent Records - Records appraised as having sufficient historical or other value to warrant
continued preservation by the municipality beyond the time they are needed for administrative, legal or
fiscal purposes.
Record Copy-The official and "best'copy of a document retained by the official record custodian.
Retention Period-The minimum length of time that a record must be kept:
Retention Schedule-A document approved by the Colorado State Archives providing authority for the
minimum retention periods and final disposition of municipal records.
Series- Physical or intellectual groupings of records; file units or documents arranged according to a
filing system or kept together because they relate to a particular subject or function, result from the same
activity, document a specific kind of transaction, take a particular physical form, or have some other
relationship arising out of their creation, receipt or use.
USC-United States Code.
Appx-3
Appendix B-Glossary
Supp.9
- - _---- -P115
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
APPENDIX C
APPROVAL REQUEST FORM
Name of Municipality:
Contact Person/Title:
Mailing Address:
Telephone: E-Mail:
LOCAL EXCEPTIONS:
(List and provide basis and description of any local exceptions for records retention periods that are
specified by local ordinance, Home Rule Charter provision, formal direction of the governing body, etc.,
that differ from those set out in the Colorado Municipal Records Retention Schedule. Use additional
pages if needed.)
THE ABOVE MUNICIPALITY HEREBY REQUESTS APPROVAL FROM THE COLORADO STATE ARCHIVES TO FOLLOW THE
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE IN EFFECT ON ,WITH THE LOCAL
EXCEPTIONS INDICATED.
SIGNATURE OF AUTHORIZED MUNICIPAL REPRESENTATIVE
DATE OF SUBMITTAL OF REQUEST FOR APPROVAL
MAIL APPROVAL REQUEST FORM TO: MR. TERRY KETELSEN, COLORADO STATE ARCHIVIST, 1313 SHERMAN
STREET, ROOM 1 B-20, DENVER, CO 80203. FOR FURTHER INFORMATION, CONTACT THE COLORADO STATE
ARCHIVES AT 303-866-2072.
COLORADO STATE ARCHIVES APPROVAL
Approved By:
Date of Approval: •
Y4v \
Appx-5
Appendix C—Approval Request Form
P116
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
APPENDIX
UPDATE REQUEST FORM
TO REQUEST OR SUGGEST A CHANGE TO THE COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
1. COMPLETE THE REQUIRED INFORMATION ON A COPY OF THIS FORM.
2. MAIL COMPLETED UPDATE REQUEST FORM TO: MR. TERRY KETELSEN, COLORADO STATE ARCHIVIST,
1313 SHERMAN STREET, ROOM 1B-20, DENVER, CO 80203. FOR FURTHER INFORMATION, CONTACT
THE COLORADO STATE ARCHIVES AT 303-866-2072.
CHANGE REQUESTED BY:
NAME OF MUNICIPALITY:
CONTACT PERSON/TITLE:
MAILING ADDRESS:
TELEPHONE: E-MAIL:
REQUESTED CHANGE REASON FOR REQUESTED CHANGE ADDITIONAL COMMENTS
Note: Attach additional pages if needed.
•
Appx-7
Appendix D—Update Request Form
Supp.9
P117
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
APPENDIX E'
. METHODS OF RECORD DESTRUCTION
There are four methods that are generally acceptable for destroying records. However, it is important to
note these y when dealing with ust be destroyednintansecure manner so as to prevent personnel
hem 'from being
• these types of records
reconstructed by unauthorized parties.
1. Shred: This method is most suited for the security destruction of confidential records such as the
ones mentioned above.
2. Burn: This method is most likely confined to the rural parts of the state where unregulated
burning is still allowed.
3. Landfill: This method requires that the records be buried in a trench 3 to 4 feet below the
surface of the landfill and immediately covered over to prevent the wind from blowing records
about. It is recommended that,when possible,once the records are placed in the trench,they be
sprayed with water to facilitate a more rapid decomposition.
4. Recycle: This method is desirable for nonconfidential records where possible. It promotes good
conservation and reuse of paper resources.
Remember to check whether the records you want to destroy are the subject of a legal hold order!
Municipalities should keep a record of the records destroyed, regardless of whether destruction is
coordinated at a centralized or decentralized normal course of business. A log or form used level, t
to keep track of records adestruction should include the
following information at a minimum:
1. Date of destruction.
2. Destruction method.
3. Volume of records destroyed, usually in estimated cubic feet.
4. Records descriptions, such as the types and date ranges of the records destroyed [for instance:
Election records (2005) or project files (1979-1980)] or a listing of the specific file folder titles,
depending on the level of tracking the municipality wants to do.
5. Who authorized, supervised and/or accomplished the records destruction.
6. Retention Schedule reference numbers.
■
Appx-9
Appendix E–Methods of Record Destruction
Q1 Q
P118 �~
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
APPENDIX F
FREQUENTLY ASKED QUESTIONS
0: Because we have plenty of storage space, I'm having difficulty convincing others to
participate in signing up for approval to destroy records according to the retention schedule.
Flow do I,as town clerk,get them to move forward on this?
A: Contact the State Archivist and ask him for help dealing with those who do not want to participate. He
can explain the advantages for adopting the manual and the potential issues that may arise should
the community not have an approved records retention policy.
0: What itwe want to keep something longer than the manual specifies?
A: You may, but you place your community at risk of additional litigation costs should the municipality be
sued in regard to a matter related to the records that are retained longer than legally needed. Once
you become aware of possible litigation, it is too late to get rid of records that you should have
destroyed previously since the rule is"if you still have them,they are discoverable."
0: Do we need a local exception to keep something longer than the manual specifies?
A: A local exception must be approved for you to retain something for a shorter time period that the
manual specifies and is not required to keep something longer than the specified retention period.
However, it is important to document internally that the municipality's policy is for a longer retention
period.
0: What is the best method of destruction?
A: Refer to Appendix E of this manual for an overview of destruction options. The destruction method
depends on the content of the records. Any information with personal identifiers (name, address,
social security number or driver's license number, etc.)and any confidential or proprietary information
must be rendered completely unreadable. For this reason, cross-cut shredding is preferred over strip
shredding. Electronic records must be totally removed (not just"deleted")from any electronic storage
media (CDs, PC hard drives, portable devices such as a PDA or Blackberry, etc.) before disposal of
the media at auction or recycling.
0: Why can we not burn records if they are approved for destruction?
A: You may if the burning is allowed in your part of the state. It is important to note that the records need
to be totally obliterated if you use this method of destruction.
0: If we use a commercial paper recycler to shred our records, how can we be sure they actually
destroyed the records so that they are no longer legible?
A: Ask the recycler for a written statement of destruction that indicates your specific records were
•
properly destroyed.
0: If we adopt the retention schedule, will we continue to receive annual authorizations to
destroy records from the State Archivist?
A: Annual authorizations and the attached pink records destruction certificate are sent only to those
municipalities with individual records retention schedules and not to those municipalities that have
adopted the Colorado Municipal Records Retention Schedule. You will need to establish an internal
process to initiate and track records destruction.
Appx-11
Appendix F—Frequently Asked Questions
Supp.9
P119
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
APPENDIX F--FREQUENTLY ASKED QUESTIONS(Cont'd)
0: Do I have to document the records I destroy under authority of the retention schedule?
A: You do not need to report the records destruction to the State Archives as was the case with any
individual retention schedule your municipality may have had in place in the past. However, it is
recommended that you keep a record, such as a form or log, documenting records destruction dates,
types of records destroyed, required internal authorizations, and approximate volume of records
destroyed to demonstrate compliance with the records retention schedule and destruction of the
records in the normal course of business.
0: How do I go about implementing the retention schedule?
A: In general, once your municipality adopts the retention schedule, it applies to all departments.
Implementation may be different for each organization. However, the key is often ongoing
communication,training and a clear assignment of responsibilities and authority. To get started, think
about: (1) establishing internal processes and central controls to initiate, track, authorize and
document records destruction; (2) monitoring compliance if you have a decentralized retention and
destruction process; (3) establishing internal processes to inform the organization about annual
revisions to the retention schedule; and(4)establishing an effective litigation hold process.
Q: Does the retention schedule cover electronic records?
A: As stated in the introduction and at the beginning of each section, the retention schedule is media
neutral and covers all records regardless of the storage format (paper, electronic, microfilm, etc.).
Retention and destruction decisions must be based on the content of the records rather than the
storage format.
Q: Can other types of organizations adopt the Colorado Municipal Records Retention Schedule?
A: The retention schedule is specifically for Colorado municipalities. Other types of organizations may ASSN
use it as an informational tool to help establish their own records retention schedules. Keep in mind valod
that legal and practical requirements may be different for other types of organizations.
. 0: Can I destroy paper records after they are scanned?
A: The answer is "yes,"with some conditions. Under the Colorado Uniform Electronic Transactions Act,
electronic records are as good as paper records in court and as evidence of transactions. However,
before you destroy the paper, you need to make sure that the electronic records will be readable and
accessible for the entire retention period and that they will be accepted as authentic records in lieu of
the originals. To do this, you must establish and follow a migration plan and craft and follow policies
and procedures demonstrating that the electronic recordkeeping system preserves the integrity of
records. the CMRRS applies to the record copy, whether it is in paper or electronic format. You must
decide the appropriate format. See also Appendix G,Guidelines for Long-Term Preservation of Records.
0: What about retention of municipal records that are hosted by third-party providers?
A: This is an emerging issue for records managers. In general, you should ensure that the contract
between the municipality and the third-party host covers (at a minimum): (1) how you will get the
records back if the host goes out of business or the contract is terminated; (2) how the information is
secured to prevent identity theft or breaches of privacy; (3) how information eligible for destruction
under the Records Retention Schedule is to be removed; and (4) who has (and does not have)
access to the records.
0: Where can I get more help with records management questions?
A: The 2010 Colorado Municipal Clerks Association (CMCA) publication titled Managing Municipal
Records in Colorado: A RIM-ERM Toolkit is a good source of information. It is available through
CMCA. (Contact information is listed on the CMCA website at www.cmca.aen.co.us. ,,,att„
• Appx-12
Appendix F—Frequently Asked Questions
Supp.9
P120
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
APPENDIX G
GUIDELINES FOR LONG-TERM PRESERVY' TOON OF RECORDS
"Records" are documents that are set aside as evidence and protected from alteration or change. All
records—but not all documents—have content, structure and context. Storing a record is not enough to
capture all three of those elements. The key is to adopt policies, procedures and guidelines to ensure
that the information contained in the record is accessible and readable for the entire retention period and
that it is viewed and understood in context.
How should you retain records with lengthy retention periods? What should you do with the paper after
scanning records? How do you ensure future accessibility and readability of records, especially
permanent records? These are a few of the most common questions relating to long-term preservation of
records. Following is a summary of some of the issues you should consider before making decisions on
long-term preservation of records.
Paper and Electronic Preservation
There is no foolproof, single step for permanent preservation of electronic records. In addition, electronic
storage media is inherently unstable, and computer hardware and software become obsolete quickly due
to technological obsolescence.
For paper records, preservation means placing the document into a managed filing system from which it
can be retrieved for the duration of the retention period. For electronic records, this means transferring
an electronic document from an operational environment into a managed recordkeeping system and
renewing, copying to new media or transferring to new systems' as needed to ensure accessibility and .
readability in the appropriate context for the entire retention period.
Long-term preservation of archival information in digital format may not be practical because of the rapid
obsolescence of computer hardware and software. Preservation of records with long retention periods
solely in digital format should be considered only if:
1. The value of the data and the benefits of digital preservation are clear and substantial.
2. Preservation in a fixed form such as paper or microfilm is not an option because a digital format is
needed to support significant business requirements.
•
3. Conversion of the data to static form will diminish its value or make it unusable.
4. The information is born digital.
Cost
The cost for data migration can be more than 2.5 times the original cost of data creation and capture. For
permanent electronic records, data migration must be a perpetual—and potentially costly—commitment.
Managing electronic records by disposing of obsolete records in accordance with the retention schedule
is more cost-effective than buying more electronic storage to migrate everything or losing in a legal
proceeding due to poor recordkeeping. Some argue that "storage is cheap." They may not realize the
potential cost of unmanaged electronic records in lost productivity,future migrations or legal proceedings.
' Media renewal is copying from one type of storage medium to the same type without any changes to the records. Media
copying is the copying or reformatting of records from one type of storage medium to another,resulting in minor changes to the
records because of the way data is recorded to different media and requiring verification by means of comparing a sampling of
the old and newly copied records. Media transfer and migration refer to a complete change of the file management system
upon moving from one software platform or technology to another,requiring bit-by-bit validation of each transferred record.
Appx-13
Appendix G-Guidelines for Long-Term Preservation
Supp.9
P121
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
APPENDIX G—GUIDELINES FOR LONG-TERM PRESERVATION(CantId)
Conversion and Migration
Plan to convert electronic documents while newer versions of the software allow backward compatibility;
i.e.,within several generations of versions.
Any system must have the capability of copying, reformatting or transferring records across media and
through system technical changes.
Remember that when electronic records are copied or transferred, the content, metadata and audit trails
must all be preserved. •
Plan ahead for what will be involved in converting/migrating specific vital electronic records to new
systems or storage media, how the conversion/migration will be tested and when it is to be done.
Consider putting together a written conversion and migration plan that is reviewed by legal counsel,
information technology and official records custodians. Plan on migrating electronic records'if:
1. The scheduled destruction date is more than five years from the initial installation date or last
major upgrade of the hardware or software that is needed to read,process or store the record.
2. The retention period is longer than 10 years from the date the records were created.
3. The usability will be affected by replacement, upgrades or other changes to the hardware or
software before the end of the retention period.
It may be cheaper to keep legacy systems running to access and use infrequently referenced records
than it is to move(migrate)those records to a new system.
•
Storage Media
If the retention period is longer than 10 years, consider the long-term cost and requirements for `oe
maintaining the record in electronic format for the entire retention period compared with the cost to keep it
in paper or microfilm form.
With reasonable care, good quality paper can last for more than 100 years. Absent a disaster, paper
deteriorates slowly, leaving time to take action before information is lost. Storage in paper form may
sometimes be the cheapest storage solution and may make sense for low reference records that have
retention periods longer than 10 years.
Microfilm that meets industry standards and has reasonable care can also last more than 100 years.
There are warning signs of deterioration and time to recopy before images are lost. Microfilm is eye
readable and widely accepted for archival storage of records. It may make sense for preservation and
disaster recovery for low reference records than have retention periods longer than 10 years.
Without migration, computer-based records can be expected to last as little as five years (the average
service life of hardware and software required to read and process electronic records) and no more than
20 years. There are no warning signs of impending failure. Digitization of records makes the most sense
for records that are needed frequently. those that are shared by simultaneous users or those
requiring ease of access. An electronic format may not be appropriate for the entire retention period
and for long-term archival storage unless a paper or microfilm version is also retained for the entire
retention period.
Regardless of the storage media used,verify the accessibility and readability of the content every 5
to 10 years to ensure that the data has not been compromised.
Appx-14
Appendix G-Guidelines for Long-Term Preservation
Supp.9
P122
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE �
APPENDIX G—GUIDELINES FOR LONG-TERM PRESERVATION(Cont'd)
.... Records Destruction
Whether you retain records in paper, microfilm or electronic form, you must have the ability to dispose of
records at the end of the records retention period.
You must also have the ability to place a hold on records destruction in the event of a legal proceeding
regardless of the records storage format.
Metadata
To ensure the integrity of electronic records, collect and maintain indexing information and the following
types of metadata(information about the records):
1. Information about restrictions on accessibility.
•
2. Information on how long the record must be kept and what triggers its destruction; i.e., end of
year.
3. Security and encryption information.
4. Information documenting all actions; i.e., revisions made, audit trails.
5. Information on the software versions and technical platforms used to create and store the record.
6. Hardware and software documentation manuals created and maintained during installation of a
system used to create and store the record.
Storage and Formats
To maintain integrity of the record, preservation must be in a recordkeeping system that ensures the
integrity of the records and the associated metadata through storage on a non-erasable medium or using
controls that provide the same level of protection.
Using formats that are widely used makes it more likely that you will be able to access and read the
records if the company that owns the patents on the format goes out of business or stops supporting the
format. [As of October 2009,the leading formats are.pdf and.tiff.)
Use storage media that is mainstream, widely used and compliant with industry standards. Avoid being
on the"leading edge"or using obsolete technologies.
Quality Controls
Always keep the hard copy(paper or microfilm) sources for imaged records at least until the images are
verified during the quality control process. Never just scan and shred.
Disaster Recovery
You must be able to guarantee an ability to,support full recovery of records in the event of a disaster.
Guideline for What to Keep on Paper ,
Individual municipalities must determine which version is the"record"to be retained for the entire duration
of the retention period and which versions are "convenience copies" that are to be kept until no longer
needed for the purpose for which they were created. In many cases, an electronic version may serve as
the "record copy." In a few cases, retention of a paper version as the "record copy" is recommended for
long-term preservation. This guideline may change over time as standards for long-term preservation of
Appx-15
Appendix G-Guidelines for Long-Term Preservation
Supp.9
P123
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
APPENDIX — _
PENDlX G GUIDELINES FOR LONG-TERM PRESERVATION(Coot d) ,ims
electronic records are developed and widely accepted. The "record copy" of many records may be
retained in either paper or electronic format, and electronic format is always acceptable for convenience
copies. In many cases, electronic-only storage for the "record copy" is suitable as long as accepted
standards and best practices are followed to ensure adequate system and procedural documentation,
frequent assessments of electronically stored records and the storage media,and periodic and scheduled
media renewal, copying,transfer and/or migration.
"Convenience" copies of the following essential and historical records may be stored in either paper or
electronic format for frequent reference and information-sharing purposes. However, due to the inherent
fragility of electronic records, technological obsolescence issues and the ongoing importance of certain
records, the State Archives recommends that the "record copy" of the following types of essential or
historical records should be retained in protected storage in paper format to ensure continued
accessibility and readability for the foreseeable future:
1. Records documenting the legal status of the municipality, including incorporation papers and
current and previous city or town charters.
2. Minutes of the governing body. •
3. Records relating to the municipality's water rights.
4. Historical records(if any)older than 1900.
Questions? Contact Terry Ketelsen, Colorado State Archivist, at 303-866-2072.
Appx-16
Appendix G—Guidelines for Long-Term Preservation
Supp.9
P124 4 _
P .
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
•
APPENDIX H
AMENDMENT SCHEDULE•§Clrang4: IXtta;; " .. . . .:.:. Description of Change.
Schedule 4/2011 Review and Recodification of Schedule
05 4/2011 Building and Structure Records
10 4/2011 Cemetery Records
15 4/2011 Election Records
20 4/2011 Entities Appointed by Municipality
25 4/2011 Environmental Records
30 4/2011 Financial Records
35 4/2011 Fleet and Equipment Records
40 4/2011 General Administrative Records
45 4/2011 Government Body Records
50 4/2011 Historic Preservation Records
55 4/2011 Information Technology and Communication Systems Records
60 4/2011 Infrastructure Records
65 4/2011 Land Use and Planning Records
70 4/2011 Library and Museum Records
75 4/2011 Licenses and Permits
80 -4/2011 Litigation and Legal Counsel Records
85 4/2011 Municipal Court Records
90 4/2011 Personnel Records
95 4/2011 Property Records
100 4/2011 Public Safety Records
105 4/2011 Risk Management Records
Appx A 4/2011 Non-Records
Appx B 4/2011 Glossary
Appx C 4/2011 Approval Request Form
Appx D 4/2011 Update Request Form
Appx E 4/2011 Methods of Record Destruction
Appx F 4/2011 Frequently Asked Questions
Appx G _ 4/2011 Guidelines for Long-Term Preservation of Records
Appx H 4/2011 Amendment Schedule
Appx-17
Appendix H—Amendment Schedule
Supp.9
,
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
-A- Advertisements
Bids 40.020
Abandoned Job opportunities 90.130.A
Cemetery lots 10.020 Advertising Circulars 40.100.0
Property 30.030.B Affidavits
Vehicles 65.070.B Candidate 15.040.A
Wells 60.100.J Election 15.140 _
Abatementof Nuisances - 40.010 Publication
Enforcement 65.070.B ordinances 40.020.A
Aboveground Storage Tanks 25.050
other 40.030.B
Affirmative Action Compliance 90.010
Absentee
Ballots 15.030 Age Discrimination in Employment Act 90.110.B
Oaths 15.140 Agencies
Voters 15.010 External 40.120
list 15.010 Federal and state 40.160
Abstract of Election 15.060.A Agenda
Acceptance to Serve-Election Judges 15.090.A Appointed entities 20.010
Governing body 45.010
Access Control-Computer 55.020.A Item summaries 45.010
Access Systems 105.020.A appointed entities 20.010
Accession Records-Museum 70.020 Agreements 40.030
Accessory Uses 65.030 Annexation 65.010
Collective bargaining 90.0
Accidents 0
High accident rate locations 60.050.D Employment 90.020
Incident reports 40.230.D Intergovernmental 40.030
Reports-police 100.080.B Mutual aid 00
40.230.A.030
Traffic accident Short-term
arrest s 100.080.A Water 60.100.A
police officer involved 100.080.K Air Quality 25.010
Accounting Airline Services 60.060.0
Forms-election 15.170 Airport District 40.320
Water decree 60.100.F Alarm
• Accounts False 100.080.G
Cemetery 10.030 Fire 35.010
Payable 30.010 Installation permits 75.020.F
Receivable 30.020 System 35.010
Utility billing 30.210.A approval 100.050.0
ACH Forms 30.010.A,30.020 Water detection . ,35.010
Acquisition of Property 95.010 Alcohol Beverage Licensing 75.020.A
Activity Reports Alcohol Test Results-CDLs 90.110.A
Departments 40.290 Alien Verification Program I00.070.B
Police 100.080.B
Alley
Actuarial Reports 90.150.A Abandonment 60.070
ADA Compliance 90.110.8 Improvement districts 30.130
Physical examinations 90.110.B Vacations 60.070
Address '. Allotment Contracts-Water 60.100
History files 05.010 Ambulance
Street assignments 60.050.F District 40.320
Addresses-State of the City 40.250.0 EMT certification 90.070
ADEA Compliance 90.110.B Licensing and operations 100.010.A
p Patients 100.010.B
Administrative Runs 100.010.B
Proceedings 40.010
Records - Schedule 40 Amendments to Schedule Appendix H
i
-1
Index
C1 Tn Q
- -- _ ,_ . __ -.
P126
•
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
Americans With Disabilities Act 90.110.E Applications(Cont'd) w„W
Amusement Device Licensing 75.020.0 Jobs 90.130.B
Analytical Reports Sales tax 30.190.E
Vacancies—governing bod y 45.020 Asphalt 60.050.A
Water and sewer 60.090.A Appointed Entities / Schedule 20
Animal Appointments
Cases—Municipal Court 85.030.A Appointed applicants 20.020.A
Control 100.020 member lists 20.050
Disposition 100.020 unsuccessful applicants 20.020.B
Licensing 75.020.0 Election judges 15.090.A
Protection 100.020 Governing body 45.020
Stray. 100,020 Scheduling 40.050
c
Annexation 65.010 Appraisals 95.010
Approved 65.010.A Apprenticeship Selection 90.070
Disapproved 65.010.B Approval Request Form A ndix C
Election petitions 15.150.A Appendix
Maps 40.180 Aquatic Facilities,Chemicals 95.050.B
Review 65.010 Aquifers 60.100.E
Zoning 65.080 Archeological Sites 50.010
Annual Reports Architectural Renderings 40.180
Activity 40.290.A Parks 95.060
Fixed assets 30.030.A
Operations 40.290 Archival Records Schedule 50 ■
Payroll 90.140.E Arrests 100.080.A
Published 40,260 Expungement 10.0080.A
Water and sewer treatment 60.090.13 Illegal presence 100.070.A
Water consumption 60.080.E Warrants 85.100.B
Agattrk
Annuities,Form I099R 30.200.B Arson
Apartment Building Plans 05.060.A Arrests 100.080.A 'r
Case tiles
Apparatus Inspections IOOA50.B fire 100.050.H
Appeal Proceedings 40.010 police 100.080.13
Appeals—Court Decisions 85.010.A Artwork Display Agreements,Contracts 40.230.A
Evidence 85.050 Asbestos Exposure 90.110.8
Transcripts 85.010.B
"As-Built”Drawings
Appendices Construction 05.060
Amendment Schedule Appendix H Electric service 60.010.D
Approval Request Form Appendix C Facilities - 40.180
Frequently Asked Questions Appendix F
Glossary Appendix B Asphalt Testing 60.050.A
Guidelines for Long-Term Preservation of Assault Cases 100.080.A..B
Records Appendix G Asset Records 30.030
Methods of Record Destruction Appendix E Critical asset—electric service 60.010.A
i Non-Records Appendix A Associations
Update Request Form Appendix D External 40.120
Applications Water 40.120
Absentee ballots 15.010, 15.030 Attorney
Building permits Schedule 80
issued Correspondence 40.100
05.020.A'
not issued 05.020.E Auction {- 30.030.13 .
Employment Auctioneer License 75.020.0
Fair Credit Reporting Act 90.130.E Audio Recordings. See Recordings
individuals not hired 90.130.B Audits
background investigation files—public 30.040
safety 90.130.0 Computer 55.020.B
Police property and evidence 100.080.F, ,,,,,
1-2
Index
Supp.9
•
. P121
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. , Records Descriptions Schedule/Item No.
Audits(Cont'd) Bicycle Licensing 75.020.0
Reports 30.040.A Bids
Sales tax 30.190.E Accepted • 30.170.B
Work papers 30.040.B Rejected - 30.170.B
Augmentation Plans 60.100.D Solicitations 30.170.A
Authorities Schedule 20 Specifications 30.170.A
Governin body as 45.060 State list 30.170.0
g y Unsolicited 30.170.B
Automatic Clearinghouse(AHC)Forms Vendor list 30.170.0
Accounts payable 30.010.A prequalification 30.170.D
Accounts receivable 30.020 05.090
Billboards
Awards 40.040 30.020
Billing
Power system 60.010.F
• -B- Utility 30.210
Bills
Background Investigations 90.130.0 Of sale 35.010
Backup—Computer Paid 30.0010.A0
Contingency backup 55.020.0 State or federal
Documentation 55.020.0 Blood-Borne Pathogen
Balance Sheets Exposure 90.110.13
Accounts payable 30.010.A Safety training 90.110.B
Accounts receivable 30.020 Blood Testing Reports 100.080.F
Trial 30.050.A Board of Trustees Schedule 45
Ballot Boards and Commissions Schedule 20
Box receipts 15.170 Boilers 35.010
Certifications 15.060.E
Issue Bond Issues
comments 15.020 Bond anticipation notes 30.070.A
notice 15.130 Bonds—paid 30.070.0
Measure petitions 15.150 Coupons—paid 30.070.0 .
lobbying 40.250.A Files 30.070.A
Ballots 15.030 General obligation 30.070.A
Mail 15.100 Industrial development revenue 30.070.A
Ledgers 30.070.D
Bank 30.050 Notes—paid 30.070.0
Court-maintained accounts 30.050 Proceedings books 30.070.B
Statements 30.050.B Refunding 30.070.A
Bankruptcy 30.060 Registers 30.070.D
Banners 05.090 Revenue 30.070.A
Special improvement 30.070.A
Barricades 60.050.0 Water 30.070.A
Basin Bonds
Plans 40.330 Capital project 40.240.B
Stormwater 60.040.A Labor and materials 40.240.B
Beer Licenses 75.020.A Legal proceedings 85.020
Benchmarks—Street 60.050.H Licenses 75.010
Benefits—Employee 90.030 Municipal Court proceedings 5 B
90.070 Payment
Plan selections
Plans 90.030.A Performance 40.240.B
Form 1099R,report of distributions 30.200.B Permits 75.010
90.030.13 Public official 90.040
Reports Savings 30.140.A
Benefits Programs—SAVE Verifications 100.070.B Specimen 30.070.B
•
•
1-3
Index
Ci inn Q
P128 :....__......
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
Boundary Maps 40.180 Business
Alcohol beverage licensing 75.020.A Economic development incentive 65.040.A
Annexations 65.010 Historical records 50.030
Cemetery 10.020 Licensing 75.020
Ward 15.110 Medical marijuana 75.020.D
Bridge Bylaws
. Inspections 60.050.B Appointed entities 20.030
Inventory 60.050.B Governing body 45.030
Maintenance 60.050.B
Projects 40.240.A
-0'
Brochures
40.260
Budget
Adoption 30.080 Cable Television Service
Committe 45080 Encroachments 75.020.0
Document 30.080.0 Franchises 30.!10
Revisions 30.080.A CAFR - 30.040.0
Strategy team 40.080 Calendars 40.050
. Work records 30.O80.B
Call Detail 55.010.0
Building Call Sheets
Activity reports Ambulance
Board of Adjustment 05.040,Schedule 20 100.050.0
Board of Appeals Fire 100.050.G
pPe 05.040,Schedule 20 Rescues 100.050.G
Certificate of occupancy 05.050
Codes 40.070.A Campaign Reports
abatement,enforcement 85.030.B Candidate affidavits 15.040.0
violation OS Committee statements 15.040.A
Damage 95.050.0 Contribution,expenditure reports 15.040.0
Historic 50.040 Independent expenditures 15.040.B
Inspection 05.070.0 Issues committee I5.040.0
Materials-alternative 05,040 Candidate `0,"0
Nonresidential drawings 05.060.A Affidavits i I5.040.A
• Permits 05.030 Committees
05.040.A
a pp lications 05.020 Nomination 15.120
issued 05.020.A Capital Improvement Projects 40.240.A
not issued 05.020.B Reports 40.330
fee collection 30.020
ledgers 05.080 Carnival License 75.020.0
registers 05.080 Cartographic Records 40.180
Plans 05.060 Case
public 05.060.A Files
Projects 40.240.A Building Review Board 05.040
Records-general Schedule 05 court 85.030
Regulations 40.310 hazardous material incident 100.060.A
Residential drawings 05.060.B police 100.080.E
Review Board case files 05.040 Indexes 85.090.A
Safety,health,environmental inspections 95.050.D Registers 85.090.A
Security 105.020 Cash Books
Standards 05.070.A 30.020
Structure inspection 05.070.A
Cemetery 10.030
Unsafe 05.070.D Cash Register Validation Tape 30.020
•
Violations 05.040 Catalogs
Burials 10.010 Library 70.010.A
Burning Permits 75.020.F Trade Appendix A
Vendor 40.280
Bus Service 60.060.0 CCIC Teletypes
Route maps 60.060.0 100.080.N
CDBG 30.120.B
tea,
1-4
Supp.9 Index
•
P129
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No,
CDOT—See State—Highway Department Chemical
Celebrations . 40.110 Applications 95.050.A
Blood testing reports 100.080.F
Cell Phones—See Communication Systems Exposure 90.110.8
Cemetery Schedule 10 Inventory forms 25.040
Chemical application 95.050.A Material safety data sheets 25.020
Contractor license 75.020.0 Testing,aquatic facilities 95.050.B
Rules and regulations 40.310 Childcare Facility Licensing 75.030.A
Vandalism 95.050.0 40.110
65.020 Christmas Lighting
Census
Data 65.020.A Chronological Reading Files 40.100.B
Reports 65.020.B Circus License 75.020.0
Ceremonies 40.250.0 Citizenship Verification 90.120
Proclamations 45.130 City Council Schedule 45
Certificates Civil '
Death 10.010 Actions 80.040
. Election judges 15.190.0 Defense 100.040.A
License issuance 75.020.0 Claim 80.010
Money market 30.140.A Employee insurance 90.030.0
Of deposit 30.140.A Insurance . 105.010.6
Of insurance l05.01Q.A Medical records 80.010.B
project files 40.240 Notifications 80.010.A
Of occupancy 05.050 0.
.016
fire code official approval 100.050.0 Reports 105 05.010.8
Retention schedule compliance 40.300 Clerical Manuals—Routine
Signature—Councilmembers 45.080.B COBRA Compliance 90.070
Vehicle registration 35.010 Code
Water stock 60.100.H Adopted by reference 40.070.A
Zoning 65.080 Books 40.070.B
Certifications Building—compliance 05.040
Ballots 15.060.B Enforcement
Election 15.190 municipal court 85.030.B
EMT . 90.070 police 100.080.B
FCRA 90.130.E International 40.070.A
15.150 Supplements pP lements 40.070.B
Sludge 30.090.7 Uniform 40.070.A
Street system 60.050.1 Codification of Ordinances 40.070.B
Certified Collective Bargaining 90.050
Bond issue proceedings 30.070.B
Mail—return receipts 40,170,E Colorado Department of Public Health and
40.240.A Environment
Change Orders Hazardous waste shipment,disposal 25.020.0
Charge Slips 30.010.A S.A.R.A.Tier II,submitting facility 25.E ,
Charity Fund Drives 40.140 Storage tanks 25.050
Charter 40.060 Colorado Department of Transportation—
Initiative petition 15.150.E See State—Highway Department
Proceedings 40.060.A Commendations 90.070
Published 40.060.B Commercial
Charts 40.180 Building plans 05.060.A
Checks Driver's license 90.110.A
Cancelled 30.050.A Commissions Schedule 20
Duplicate copies 30.050.A Committees
Register 30.010.A Candidate 05.040.A
Stubs 30.050.A Employee safety 40.080
Voided 30.050.A Governing body 45.040
1-5—
Index _
Suno.9
P130 - __. .-
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
Committees(Confd) Computer(Cont'd) .Y.....
Internal Software documentation 55.020.D
ongoing 40.080.A System 55.020
special 40.080.B diagrams ' 55.050
Issues 15.040.0 Test 55.020.0
Communication Usage 55.020.1
Encroachments 75.020.0 Concealed Weapons Permits 75.020.F
Legal 80.030 Conceptual Review 65.030
Licenses 55.010.0
Project 55.060 Concession Agreements,Contracts 40.230.A
implemented systems 55.060.A Condemnations 95.010
systems not implemented 55.060.B Conditional Uses 65.030
Sites 55.010.B'
Systems 55.010 Confined Space Entry Permits 75.020.H
franchises 30.110 Confiscated Property 30.030.B
management 55.010.D Conflict of Interest Disclosure Statements 45.080.A
Tower Pmits 75.020.E Connections-Utility 60.080 .
permits Disconnections 60.080
55.010.B
User data 55.010.E Conservation-Water 60.080.F
Community Construction
Development block grant 3.120.B Capital projects 40.240.A
Events 40.110 Certificate of occupancy 05.050
General-significant early 50.030 Document review by fire code official 100.050.D
Groups-early 50.030 Drawings and plans
Histories 50.020 nonresidential 05.060.A
Police relations 100.080.0 residential 05.060.B
-
Compensation Plans 90.14 B pretends-alternative 05.040 AliciatN
40.240.A
Complaints P 40.090 Standards 40.310 d,,,
Elections 15.050 Zone
60.OSO.K
Compliance Consumer
Affirmative action 90.010 Confidence report 60.090.B
Building code 05.040 Reports,employee - 90.130.E
Certificates-records destruction 40.300 Contamination,Toxic Site
COBRA ! 90.070 25.060
Drinking water 60.090.0 Contested Elections Schedule 15
EEOC 90.010 Contractor's Licenses 75.020.E
FMLA / 90.1]0.B Cemetery 75.020.0
New hire reporting 90.170 Sign 75.020.0
OSHA 90.110.B
Contracts 40.030
Computer Capital project 40.240.A
Access control 55.020.A Collective bargaining 90.050
hardware documentation • 55.020.0 Employment 90.020
Audit 55.020.B Short-term 40.230.A
Backup Contribution and Expenditure Reports 15.040.A
contingency 55.020.0
documentation 55.020.0 Controlled Substance Test Results,CDLs 90.110.A
Disaster preparedness.recovery plans 55.030 Conversion and Migration Plan Appendix G
Hardware documentation 55.020.D Coordinated Election
Maintenance 55.020.E Abstracts of votes 15.060.A
Network 55.020.H Ballot certifications 15.060.13
Output-preliminary verification 40.350 Copies--"Read Only" 40.100.0
Preliminary working material 40.350
Program 55.020.F Copper Content-Drinking Water 60.090.A
Security 55.020.A Copyright Records - 40.150
/
onvits
1-6
Index
Supp.9
- P131
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item NO.
Correspondence 40.100 Deannexation Election Petitions 15.150
Attorney 40.100 Death Cases I00.080.A,.B
Routine 44'100'8 Death Certificates 10.010
Council Schedule 45 Deceased Persons Books 10.0 10
Councilmember files 45.080.B
Decrees,Water 60.100.F
1 County Dedications
Maps 40.190 Property acquisition 95.020
Treasurer's reports 30.190.E Water rights 60.100.A
Court Schedule 85 Deductions
Proceedings 80.040 Credit union 90.140.A
recordings 85.080 Payroll ' 90.140.A
Rulings—appeals to higher court 85.010
Water 60.100.A Deeds Cemetery 10.020
Crane Work—Public Way 75.020.G Property acquisition 95.020
Credit Defective Ballots 15.030
Card
records of cards held 30.010.E Deferred
statements 30.010.A Compensation plans 90.030.A
Reporting agencies 90.130.E Sentence index 85.090.E
Union payroll deductions 90.140.A Delinquent Sales/Use Tax Notices 30.190.E
Crime Lab Demolition
Logs 100.080.D Capital projects 40.240.A
Reports I00.080.D Permits 05.030
Request forms 100080.D Work in public way 75.020.G
Vehicle hold/release sheets 100.080.D Demonstrations—Traffic Impact 60.050.0
Crime Stoppers 100.080.B Demotions 90.070
Criminal Case Files 80.020 Deposit
Criminal History Pass book 30.050.13
Check log sheets I00.080.M Receipts—meters 30.210.B
Childcare facility licensing 75.030.A Security—utility service 30.210.A
Files 100.080.E Slips 30.050.A
Critical Incident Report—Childcare Facility 75.030.A Depreciation—Asset Inventory 30.030.D
Cross-Connection Control 60.080.A Descriptions—Job 90.130.F
Crosswalks 60.050.K Design -
Cultural Programs '40.230 Capital projects 40.240.A
Drawings 40.180
Custodial Service Requests 40.140 Appendix E
Destruction of Records PPe
-D- Development 65.030
Proposals—not approved 65.030
Review 65.030
Daily Reports orts 40.290.B Vested rights 65.030
Damage Digital Images of Historic Value 50.060
Assessment—major disaster 100.040.8 Direct Deposit Reports 90.140-C
y 95.050.0
Property Directives 40.220•
Dams 60.100.B Disability Payments.Form 1099R 30-200.8
Monitoring,inspection
Projects 40.240.A Disaster
Dance Hall License 75.020.0 Data processing preparedness.recovery 55.030
Declaration 100.040.E
Data Files and Datasets,GIS 55.040 Emergency operations 100.040.A
Data Maps 55.050 Incidents 100.040.13
Database 55.040 Information technology 55.030
1-7
Index
Si inn.9 ,
P132 - - -- - _._.
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
.fie
Disaster(Coned) Drawings(Coned) „1,1,
Major 100.040.8 Construction
Preparedness 55.030 nonresidential 05.060.A
Recovery residential
05.060.B
plan-IT
55.030 General 40.180
preservation of records Appendix G Historic property 50.040
Response planning I00.040.A Parks 95.060
Warning systems 35.010 Stormwater basin 60.040.A
tests 100.040.A
Drilling Structures 25.010
Discharge Permits-Wastewater 60.090.D Drinking Water-See Water and Sewer System
Disciplinary Actions 90.070 Driver Vehicle Inspection Reports 35.030.A
Internal affairs investigations 100.080.K
Disclosure Statements Driver's License
Conflict of interest 45.080.A Commercial 90.110.A
Financial Verification 90.060
45.080.0
Disconnection-Utilities 60.080 Drug Tests
CDL 90.110.A
Dispatch Post-accident
Electric service 90.110.B
Logs 60.010.8 Random 90.110.B
Recordin s 100.080.M DUI Log 100.080.M
g 100.030.A
Disposition of Property 30.030.8 Dump Tickets 60.030.A
Duplicate Copies
Distribution Lists
40.170.B Administrative
District xv
Convenience xv
Boundary maps-election 15.110
Election 15.110
Fire protection 40.320 "E°
Historic 50.040 ,AsittiN
Improvement ' 30.130 Easement
Library 40.320 Abandonment 60.070
Museum 40.320 Access 95.030.8
Recreation 40.320 Construction
Special 40.320 Permanent 95.030.B
95.030.A
Zoning map
40.180 Temporary 95.030.A
Ditch 60.IOO.0 Vacation 60.070
DNA Test Results I00.080.F Economic Development 65.040
Docket Sheets 85.040 •Incentives 65.040.A
Older than 1920 85.040 Policies 40.220.E
Documentation-General 40.100 EEOC Compliance 90.010
Routine-Court 40.100.B Election Schedule i 5
Donation Records-Museum 70.020 Absentee voter 15.010
Abstract ■ 15.060.A
Downtown Redevelopment Projects 40.240.A official
15.190.A
Drafts
40.100.0 Accounting form 15.170
General 40.350 Ballot issue comments 15.020
Preliminary Appendix A Ballots 15.030
Drainage Campaign reports 15.040
Histories-,streets 60.050.H Certification 15.190
Improvements 40.240.A Complaints 15.050
System 60.040 Contested Schedule 15
Drawings Coordinated 15.060
"As-Built" Equipment records 15.070-
construction Help America Vote Act 15.050
05.060 History files 15.080
electric service 60.010.D
facilities 40.180
1-8
Supp.9 Index
PT33
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
, Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
Election(Cont'd) E-Mail Messages-See Electronic Mail
Judges 15.090 Emergency
•
absentee ballot receipts 15.010 Dispatch calls 100.030.A
acceptance to serve 15.090.A Incidents 100.040.B•
. appointment records I5.090.A response plan I00.040.A
expense statements 15.090.8 IT contact lists,procedures 55.030
instructions 15.090.0 Management plan 100.040.A
oaths 15.090.A 9-1-1 _ 100.030.B
polling records 15.160 dispatch calls 100.030.A
Mail ballot 15.100 Notification forms 90.070 .
Maps 15.110 Operations 100.040.A
Nominations 15.120 electric service plans 60.010.1
Notices 15.130 major 100.040.B
Oaths and'affidavits 15.140 Planning 100.040.A
Petitions 15.150 Reverse 9-1-1 system 100.030.B
annexation 65.010 S.A.R.A.Tier II 25.040
Polling 15.160 Eminent Domain 95.010
' Surveillance recordings 15.180
Tabulation 15.190 , Emission Inspections 25.050
Unofficial results 15.190.0 Employee
Workers
15.140 Active 90.070
Electric Service 60.010 Benefits 90.030
Billing 30.210 Driver's license verification 90.060
Critical asset 60.010.A Insurance claims 90.030.0
Dispatch 60.010.B Loans by municipality 30.160.A
Distribution . 60.010.J Medical 90.110.B
Energy efficiency program 60.010.0 New hire reporting compliance 90.170
60.010.D
Engineering Polygraph 90.160
ering Pre-employment
Franchh physicals 90.110.B
h ise 30.110 P Y
Maintenance work order 60.010.E Random drug tests 90.110.B
Meters 30.210.E Safety training tests 90.110.D
OASIS 60.010.F Seasonal 90.080
Open access same-time information system 60.010.F Shift schedules 90.210
Operating procedures 60.010.B Temporary 90.080
Power system accounting and billing 60.010.F Terminated 90.070
Production 60.010.G' Training 90.180
Rate schedule 30.210.0 Verifications 90.090
Regulatory 60.010.H Volunteer 90.200
SCADA 60.010.F Work schedules 90.210
Scheduling 60.010.B Employment
Surplus sales 60.010.F Affirmative action 90.010
System control and data acquisition 60.010.F Agreements 90.020
System planning 60.010.1 Applications 90.130.8
Transmission
60.010.J Contracts 90.020
- Electrical Code 40.070.A Eligibility verification form 1-9 90.120
Fair Credit Reporting Act 90.130.E
Electronic Interviewing procedure 90.130.0
Discovery 55.050 Pre-employment physical 90.110.B
Mail Reasonable accommodations request 90.010.0
for convenience 55.040.A Recruitment procedure 90.130.0
for recordkeeping 55.040.B 90.090
routine
40.100.B Verifications
Records.general 55.040 EMT Certification 90.070
Electronically Stored Information Data Maps 55.050 Encroachment Permits 75.020.G
Elevations-Benchmarks
60.050.H Utility lines 75.020.0
Elevators 35.010 Energy Efficiency Program 60.010.0
Development 40.230.E
1-9
Index
SUDD.9
/
i
P134 _,
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
Engineering Exit Logs 105.020.A
Capital projects 40.240.A Expenditure Reports
Drawings 40.180 Campaigns 15.040.A
Electric service 60.010.D Independent 15.040.B
Street 60.050.H
Enterprise Expenses
Board Election judges 15.090.B
Zone 45.060 Employees 30.010.A
65.040.8
Entertainment Explosives Permits 75.020.F
Agreements,contracts 40.230.A Expungement 100.080.A
Licensing 75.020.0 External Groups and Agencies 40.120 ■
Entities Appointed by Municipality Schedule 20
Entry Logs 105.020.A -F-
Envelope 40.170.A
Absentee ballot return 15.010 Facility
Environmental Impact,Annexation 65.010 Capital projects 40.240.A
Environmental Records Schedule 25 Use 40.230.B
permits 75.020.F
Equal Employment Opportunity(EEO) 90.010 Facsimile Transmissions
40.100
Equipment Schedule 35 Logs 40.140
Crime lab 100.080.13 Fair C ai g n Practices Reports I5.040.A
Election 15.070 �P po
Electric history 60.OIO.J Fair Credit Reporting Act 90.130.E
General 35.010 Fairs
40.110
' Escrow Accounts 30.100 False Alarms 100.080.G
ESI Data Maps 55.050 Family and Medical Leave Act 90.110.8
Ethics Committee 45.040 FCC Licenses '`
Evaluations 90.070 Communications systems 55.010.0 'iw +
Events 40.110 Radio system 55.010.0
Short-term agreements,contracts 40.230.A Television system 55.010.0
Traffic impacts 60.050.0 FCRA.Employee hiring 90.130.E
Evidence Federal
Audits 100.080.F Bills—proposed 40.160
Court—appeal 85.050 lobbying 40.250.A
Handling I00.080.F Revenue sharing 65020
Logs 100.080.F Fee
Physical—not covered by Schedule 100.080.F Cash books,receipts,reports 30.020
Property reports 100.080.F Collection 30.020
Release 100.080.F Impact 30.020
Tags 100.080.F Schedules 30.090
Examinations Feedlots 25.010
Employment 90.130.D Felony
Polygraph—employment 90.130.B Arrests 100.080.A
Excavation Permits 75.020.F Cases 100.080.B
"Executive Session Recordings FEMA Flood Insurance Rate Map 60.040.A
Appointed entities 20.100.A Fence
Governing body 45.140.A Damage g 95.050.0
Exempt Employees 90.140.A Permits 75.020.F
Exemptions 65.060 Fertilizer Use _ 95.050.A
Water and sewer treatment 60.090.1 Festivals 40.110
Exhibits Referenced in Minutes Fiber Optics 55.020.H
Appointed entities 20060
Governing body 45.080 FICA Reports—Quarterly 90.140.E
■
I-10
Index
Supp.9 .
•
P135
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
Field Firearms
Contact reports—police 100.080.H Authorization to carry 100.080.CC
Purchase orders 30.170.A Maintenance 100.080.CC
Survey notes 40.180 Qualification I00.080.CC
• Final Disposition—Cemetery 10.010 Unrecovered 100.080.B •
Finance Committee 45.040 Fireworks Permits 75.020.F
Financial Schedule 30 Fixed Assets 30.030.A
Annexation impact 65.010 Fleet Schedule 35
Cemetery 10.030 Flood Control District 40.320
Disclosure statements 45.080.0 Flood Insurance Rate Maps 60.040.A
Finding Aids Flooding 60.040.A
Library catalogs 70.010.A General 60.040.A
Maps and drawings 40.180 60.040.A
Records 40.270 Histories
Findings by Appointed Entities 20.090 Floodplains
Basins '60.040.A
Fingerprint Cards and Files I00.080.B General 60.040.A
Fire Floodways 60.040.A
Administrative applications I00.050.A FMLA Compliance 90.110.B
Alarm permits 75.020.F
Alarm system approval I00.050.0 Foreclosure 30.060
Apparatus inspection 100.050.B Forgery Cases 100.080.A.Arson Formats for Preservation Appendix G
incident—with or without fatality 100.050.H
intelligence files 100.050.) Forms—Blank 40.130
Call sheets I00.050.G Foundation Order Books 10.010
Code 40.070.A Fountain Chemical Testing,Treatment 95.050.B
abatement,enforcement 85.030.B Fourth of Jtily Celebration 40.110
Board of Appeals 05.040
Detection system approval 100.050.0 Franchises 30.110
Dispatch calls 100.030.A Frequently Asked Questions Appendix F
District 40.320 Fuel
Equipment . 35.010 Oil storage 25.050
Hydrants 100.O50.F Usage,records 35.020
Incident case files I00.050.H
Inspections 100.050.1 Funds
apparatus 100.050.B Appropriation by ordinance 45.120
Investigations 100.050.14 Bank statements 30.050.B
Protection 100.050 Investment 30.140.B
districts 40.320 Ledger 30.150.A
Pumper tests 100.050.B Petty cash 30.010.D
Records 100.050.F Seizure . I00.080.T
Run sheets 100.050.G Transaction activity 30.050
Service requests I00.050.K
Smoke detector system approval I00.050.0 -G-
Suppression 100.050.H
Fire Department -
Garnishments - 90.140.A
Approval records 100.050.0
Dispatch calls 100.030.A Gas
Fire records 100.050.F Company encroachment permits 75.020.G
Inspection records 100.050.1 Drilling monitoring,review 25.010
Radio transmissions 100.030.A Service franchise 30.110
S.A.R.A.Tier II reports 100.060.E Gasoline Storage Tanks 25.050
submitting facility - 25.040
Statistical records 100.050.F
I-11
Index
Supp•9 •
P136
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
General Hazardous Materials(Cont'd)
Documentation 40.100 Safety tests 90.110.D
Improvement District Board 45.060 S.A.R.A.Tier II Report 100.060.B
Ledger 30.150.A Spills 100.060.A
Orders-police 100.080.1 Transport records 25.020
Generator Equipment 35.010 analysis 25.020.D
Geographic Information Systems Datasets 55.040 disposal manifest 25.020.A
inspections 25.020.B
Geothermal System Franchise 30.110 reports 25.020.0
Gift Register-Library 70.010.B test results 25.020.D
GIS Datasets 55.040 Underground storage tanks 25.050
Waste storage 25.020
Glossary Appendix B analysis 25.020.D
Goals _ disposal manifest 25.020.A
Appointed entities 20.040 inspections 25.020.B
Governing body 45.050 reports 25.020.0
Golf Course test results 25.020.D
Chemical application 95.050.A Health
Inspections 95.0S0.D Insurance-employees 90.030.B
Governing Body Schedule 45 Personnel 90.110
As other decision-making body 45.060 Heating Systems 35.010
Committees 45•040 Help America Vote Act Complaints 15.050
Members 45.080 •
Herbicide Use 95.050.A
Grades-Street 60.050.11
Grant HIPAA Release of information Authorization 90.110.0
30.120
Audit 30.040 Historic Preservation Schedule 50
From municipality 30.120.A Events 40.100.A
To municipality 30.120.B Historical
Grass Control 65.070.B District surveys 50.040
Material 40.260
Gravel Pit Reclamation 25.010 archeological sites 50.010
Grievances 90.100 collections 70.020
Groups-External 40.120 older than 1900 50.070
Guarantees-Financial 30 100 photographic 50.060
Sites 50.010
Society 40.120
-H- Structure surveys 50.040
Histories
Handbooks Community 50.020
General 40.220 Drainage 60.050.H
Policies and procedures 40.220.B Elections 15.080
Hardware Documentation-Computer 55.020.D Electric equipment 60,010.I
Municipal 50.020
H.A.V.A. 15.050 Parks 95.060
Hazardous Materials Holiday Display Lighting 40.110
Chemical inventory 100.060.B Home Occupations
S.A.R.A.Tier II 25.040 p
Disposal manifests by generator 25.020.A Licenses 75.020.0
Enforcement 100.060 Permits 75.020.F
Exposure 90.110.13 Home Rule Status 40.210
Incident case file 100.060.A Homicides - 100.080.A,.B..E
Incident response 100.060 Honors 40.040 -
Industrial contamination / 25.010
Investigations I00.060.A Hot Tubs-Chemical Testing,Treatment 95.050.B
Regulation 100.060 Hot Work Permits 75.020,H
•
1-12 .
Index
Supp.9
._._._____. w._.._.. -_ .. P137
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions r Schedule/Item No.
House Information Technology Schedule 55
Moving Infrastructure Schedule 60
license 75.020.0
permit 75.020.F Initiative Petitions 15.150.E
Number assignments 60.050.F Injury Reports 40.230.G
Housekeeping Files 40.140 Workers'compensation 90.220
Housing Inlet Inspections 05.070.A"
Assistance grants 30.120.B INS Form 1-9 90.120
Authority Schedule 20 Inspection
governing body as 45.060 Breathing apparatus 100.050.B
Rehabilitation projects 40.240.A Building 05.070.A
grants 30.120.8 Childcare facility 75.030.A
How to Use Schedule xv Driver vehicle 30.030.A
Humane Society 40.120 Equipment 35.010
Fire apparatus 100.050.B
HVAC Systems 35.010 Fire Department 100.050.1
- Hazardous waste storage,transport 25.020:B
4. Mobile home . 05.070.0
Municipal property 95.050.D
Sand traps 60.090.F
1-9 Forms 90.120 Storage tanks 25.050
ICE—See Immigration and Customs Enforcement Structure 05.070.A
Immigration and Customs Enforcement Reports on Trailer 05.070.0
Alien Verification 100.0703 Unsafe buildings 05.070.D
Immigration Status Reporting 100.070 Vehicles 35.030.B
Water storage 60.080
Impact Fees—Collection 30.020 Instructional Materials—Published 40:260
Impoundment -
Animals 100.020 Instructions
Vehicles 100.080.Y Election judges / I5.090.0
Procedures and policies 40.220.B
Improvement Districts 30.130 Insufficient Petitions
. Incentives—Economic Development 65.040.A Annexation,deannexation 15.150.A
incidents Initiative 15.150.B
Fire 100.050.H Recall 15.150.0
Hazardous materials 100.060.A Referendum , 15.150.D
Major disaster 100.040.B Insurance
Reports 40.230.D Certificates ' 105.010.A ,
Rescue 100.050.H Claims 105.010.6
Incorporation—Municipality 40.210 Contract—Form 1099R 30.200.B
Independent Expenditure Reports 15.040.B Employee 90.030.A
claim records 90.030.0
Indexes Policies 105.010.0
Cemetery 10.010 Storage tanks 25.050
Court 85.090 Title 95.010
-Records 40.270 Unemployment 90.190
' Individual Retirement Accounts(IRAs) 90.030.A Workers'compensation 90.220
Reports of distribution 30.2003 Intellectual Property 40.150
Industrial Intelligence Files
Building plans 05.060.A Arson 100.050.J
Contamination 25.010 Police 100.080.1
Development revenue bonds 30.070.A
Pretreatment permits 60.090.E Intergovernmental Agreements 40.030
Information Interlibrary Loan 70.010.0
Police—release 100.080.8 Interments 10.010
Requests—routine 40.090 Internal Affairs Investigations 100.080.K
1-13
Index
Supp.9
P138
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No. Aticittk
International Codes Adoption 40.070.A Jury '
Intersections—Engineering 60.050.H Instructions 85.060
Panel lists 85.060
Interviewing Procedures 90.130.G Rosters 85.060
Intranet 55.080 Selection,oversight 85.060
Access reports 55.080.A Summonses 85.060
Use tracking logs 55.080.D Juvenile Offenders 100.080.A
Inurnments 10.010
Inventories _K_
Assets 30.030.0
Bridges 60.050.B
Building 30.030.0 K-9 Training 100.080.W
Equipment 30.030.0 Kidnapping Cases 100.080.A,.B
Furniture 30.030.0
Merchandise for sale 30.030.0 _L_
Property 30.030.0
Real estate 30.030.0
Software 55.020.D Lakes
Vehicles 30.030.0 Boat permits 75.020.F
Investigations Projects 40.240.A
Fire 100.050.1-1 Land Use Schedule 65
Hazardous materials 100.060.A Code violations 65.070.A
Internal affairs 100.080.K Landfill
Public safety applicants,not hired 90.130.0 Locations 60.030.E
Investments 30.140 Monitoring 25.010
Policies 40.220 Landmark Designations 50.040
Reports 30.140.B
Lawsuits 80.040 '
Invoices Potential—claims 80.010.A
Accounts payable 30.010.A medical records 80.010.B
Issued by municipality 30.020 Layoffs 90.070
Irrigation Companies 60.100.0 -
Lead
Issues Committees I5.040.0 Content—drinking water 60.090.A
i
Exposure 90.110.6
'.I' Leaflets 40.260
Lease Agreements 40.030
Job Leases 95.040
Advertisements 90.130.A Leave 90.140.D
Applications 90.130.B FMLA Compliance 90.110.8
Descriptions 90.130.F
Examinations 90.130.D Ledgers
Recruitment 90.130 Bond issue 30.070.D
Specifications - 90.130.F Building permit 05.080
Journals Cemetery 10.030
Accounts receivable 30.020 Financial 30.I50.A
Entries 30.150.8 General 30.150.A
Financial 30.150 Journal entries 30.150.B
Subsidiary financial 30.150.0 Payroll 90.140.0
Transaction—sales and use tax 30.190.E Subsidiary financial 30.150.0
Utility billing 30.020 Legal
Judges Communications 80.030
Election 15.090 enduring,long-term 80.030.A ,
Municipal Court 90.070 routine 80.030.6
Counsel Schedule 80
Junk 65.070.B Publications 40.020
Research files 80.040 ,
1-14
Index
Supp.9
P139
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Rem No. Records Descriptions Schedule/Item No.
Legislation Lie Detector Tests 100.080.8,.F
External 40.160 Liens 30.100
Lobbying 40.250.A
Light Rail Services 60.060.0
Letters of Credit 30.100 Lighting
Liability Waivers 40.230.0 Holiday display 40.110
Library Schedule 70 Medical marijuana 75.020.D
Districts 40.320 Limousine Driver Licenses 75.020.0
Material Appendix A
Liquor Licenses 75.020.A
Licenses Schedule 75 Lists
Alcohol beverage 75.020.A
renewal 75.020.A Absentee voter 15.010
Ambulance 100.010 Active licenses or permits 75.040
Amusement devices 75.020.0 Assets 30.030
Animals 75.020.0 Contact 75.040
Auctioneers 75.020.0 Distribution 40.170.8
Beer 75.020_A Governing body members 45.070
Bicycles 75.020.0 Jury panel 85.060
Carnivals 75.020.0 License holders 75.040
Cemetery contractors 75.020.0 Mailing 40.170.B
Certificates 75.020.0 Mayors 45.070
Childcare facility 75.030.A Members of appointed entities 20.050
Circuses 75.020.0 Permit holders 75.040
Communications systems 55.010.0 Polls 15.160.B
Contact list 75.040 Records 40.270
Contractor's 75.020.B State bid 30.170.0
Dance halls 75.020.0 Vendors 30.170.0
Home occupations 75.020.0 Litigation . Schedule 80
House movers 75.020.0 Pending xiii
issued by municipality 75.020.0 Loans
' Issued to municipality 75.030 By municipality 30.160.A
capital projects 40.240.A Employee,other purposes 30.160.A
state sales tax 75.030.B To municipality 30.160.B
Limousine drivers 75.020.0 Lobbying—Legislative 40.250.A
Liquor 75.020.A
' List 75.040 Lobbyist Registrations 40.250.A
Massage therapists 75.020.0 Locates—Utility Line 60.020
Medical marijuana 75.020.D Logo—Municipal 40.150
Oil and gas well drilling 75.020.0
Pawnbrokers 75.020.E Logs ,
Peddlers 75.020.0 Electric substation,transmission lines 60.010.1
Pest control 75.020.0 Facsimile transmissions 40.140
Places of entertainment 75.020.0 Licenses and permits 75.040
Radio system 55.010.0 Police I00.080.M
Refuse haulers 75.020.0 Telephone 40.140
Sales tax 30.190.E Long-Term Preservation Guidelines Appendix G
SAVE Program verification 100.070.B Lots—Cemetery 10.010
Secondhand dealers 75.020.0 Ownership 10.010. 10.030
Security guards 75.020.0 Sale 10.030
Sexually oriented businesses 75.020.0
Shooting galleries 75.020.0
Sign contractors 75.020.0 _M_
Slaughterhouses 75.020.0 '
Taxi drivers 75.020.0 Mail Ballot Election Records. 15.100
Television system 55.010.0 Mailed Ballots 15.030
Theaters 75.020.0
Tree trimming 75.020.0
Vendors 75.020.0
1-15
Index
Supp.9 .
P140 . .
..� _
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No. ,,101%,„
Mailing Mediator,Arbitrator Records 90.050
Lists 40.170.B Medical Marijuana Licensing 75.020.D
Records 40.170.B
Undeliverable 40.170.D Medical Records
. Employees 90.110.B
Maintenance Personal injury claims 80.010.B
Computer system 55.020.E
Equipment 35.010 Meeting
Municipal property 95.050.D Clerk's Notes-governing body 45.100
Valves-water and sewer 60.080.D Minutes 20.060
Vehicles 35.030 appointed entities 20.050
Work orders-electric 60.010.E Notices
appointed entities 20.070
Manuals governing body 45.110
Clerical-routine 40.220.A Notification lists 40.170.0
Equipment 35.010 Recordings
General 40.220 appointed entities 20.100
Instruction 40.220 governing body 45.140
Operating 35.010 Members
Personnel policy 40.220.B 0.8
Operations 40.220 Appointed entities list 20.050
Governing body 45.080
Policies and procedures 40.220.B lists 45.070
Safety 90.110.D
Vehicles 35.010 Memoranda-Routine 40.100.B
Maps Memorandum of Understanding 40.030
Annexation 65.010 Merit Systems 90.140.A
Boundary 40.180 Metadata Preservation Appendix G
alcoholic beverage license 75.020.A
Cemetery 10.020 Meter
Data 55.050 Books 30.210.B oseith
Election 15.110 Locations 30.210.B
Electric service 60.010.D Metropolitan Districts 40.320
Electronically stored information data 55.050 Migration Appendix G
Flood insurance rate 60.040.A
General 40.180 Mileage Reimbursements 30.010.A
Informational 40.190 Military Leave 90.130.D
Topographical 40.180 Mined Land Reclamation 25.010
Transportation routes 60.060.0 Minor Subdivisions 65.030
Work in public way 75.020.G
Zoning 65.080 Minutes
district 40.180 Appointed entities 20.060
Boards and commissions 20.060
Massage Therapist License 75.020.0 Governing body 45.080
Master Plans 65.030
Misdemeanor
Material Safety Data Sheets 25.020 Arrests 100.080.A
Mausoleums-Ownership 10.020 Case Files 85.030.C, 100.080.6
Mayor Lists 45.070 Missing Persons Cases 100.080.A..B
Measuring devices 35.010 Mobile Home
Mechanical Inspection reports 05.070.0
Code 40.070.A Standards 40.130
Systems 35.010 Money Market Certificates 30.140.A
Media Monthly Register-Court 85.090.D
Copying Appendix G Monthly Reports 40.290.0
Long-term preservation Appendix 0 Revenue distribution 30.190.A
Migration Appendix G Monumentation 60.050.H
Renewal Appendix G
Storage . xiii Mortgage Interest Statements.Form 1098 30.200.A
Transfer Appendix G Mosquito Control Program 25.010 '0.4.„
1-16
Index
Supp.9
________ ..._ --.. P141
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
Motion Pictures Notes(Cont'd)
Historic value 50.060 Taken at governing body meetings 45.100
Public relations 40.250.0 Transcribed Appendix A
Motor Vehicle Sales Tax Receipts 30.190.E Notices
' Motorcades-Traffic Impact 60.050.0 Ballot issue 15.130
Election 15.130
Mug Shots I00.080.B Final settlement-projects 40.240.A
Municipal Court Schedule 85 Meetings
Municipal facilities security records. 105.020 appointed entities 20.070
Municipality incorporation 40.210 governing body 45.110
To proceed 40.240.A
, Museum Water and sewer treatment 60.090
Accessions 70.020 Water use restrictions 60.080.F
Acquisition 70.020 Notification Lists 40.170.0
District 40.320
Donations 70.020 Nuisance
Material Appendix A Abandoned vehicle 65.070.B
Records 70.020 Abatement 40.010
Mutual Aid Agreements 40.030 Enforcement 65.070.B
Junk 65.070.B
Overgrown grass 65.070.B
-N- Trash 65.070.B
Weeds 65.070.B
National Primary Drinking Water Consumer
Confidence Reports 60.090.B -®-
Natural Gas Service Franchises 30.110
NCIC OASIS Electric Service 60.010.F
History check log 100.080.M Oaths
Teletypes 100.080.N Appointed officials 20.080
Negatives-Evidence Photographs 100.080.B Election 15.140
Negotiation Records 90.050 Election judges I5.090.A
Employees 90.070
Neighborhood Watch Program 40.230.E Governing body 45.080.D
Network-Computer 55.020.H Objections
New Hire Reporting Compliance .90.170 General 40.090
News Nominations 15.120.A
Clippings 50.050 Occupation Taxes-Franchisees 30.110
Releases 40.250.B Occupational Safety and Health Act 90.110.8
Scrapbooks 50.080
Newsletters 40.260 ODPs 65.030
Newspapers-Local 50.050 Offense Reports 100.080.6
NIBRS Reports I00.080.X Office Equipment 35.010
Oil and Gas Drilling License 75.020.0
No Parking Zone 60.050.K
Oil Drilling Monitoring and Review 25.010
Nominations 15.120
Petitions 15.120.13 Older Records
objections 15.120.A Before 1900 50.070 ,
successful,unsuccessful candidates 15.120.6 Building permit registers-Before 1920 05.080
Withdrawal 15.120.8 Court Dockets-Before 1920 85.040
Nonconforming Uses 65.030 On-Line Payments 30.020
Non-Records Appendix A Open Access Same-Time Information System 60.010.F
Notes Open Flame Work Permit 75.020.H
Desk 40.100.0 Open Meeting Recordings .
Rough 40.350 Appointed entities 20.100.B
Scheduling and planning 40.050 Governing body 45.140.B
1-17
Index
Supp.9
P142 .
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No. Away
Open Records Requests 40.200 Peddler Licensing 75.020.0 = °
Ordinances 45.120 Pension
Affidavit of publication 40.020.A Actuarial reports 90.150.A
Codification of 40.070.B Awarded 90.150.E
Enforcement 85.030.B Boards Schedule 20
Supporting documentation 45.120 Files 90.150.8
Zoning 65.080 Form 10998 30.200.B
Organization Plans 90.030.A
Charts 40.210 Retirement files 90.150.B
External 40.120 Performance
Files 40.210 Agreements,contracts 40.230.A
OSHA Compliance 90.110.13 Bonds 40.24013
Overall Development Plans 65.030 Permits Schedule 75
Aboveground storage tank 25.050
Alarm system installation 75.020.F
°P° Alcohol beverage 75.020
Assemblies 75.020,F
Pager systems , 55.010 Banners 75.020.F
Pamphlets 40.260 Barricade installation , 75.020.G
Billboards 75.020.F
Parade Billboards
in public way 75.020.0
Permits 75.020.F Boats 75.020.F
Traffic impacts 60.050.0 Building 05.030
Paratransit Services 60.060.0 Burial 10.010
Route maps 60.060.0 Burning 75.020.F
Parking Cemetery monument placement 75.020.F
Cases—municipal court 85.030.D Communication tower 75.020.F
License plate recognition data 100.080.L Communications in public way 75.020.G ;
Space assignments 40.140 Concealed weapons 75.020.F
Ticket receipts 30.020 Concrete construction 75.020.0
Variances 65.060 Confined space entry 75.020.H
Voided summonses 85.030.F Contact list 75.040
Zones 60.050.K Crane operation 75.020.0
Demolition 05.030
Parks 95.060 Discharge 60.090.D
Damage 95-050.0 Encroachment 75.020.G
Inspections 95.050.D Excavation 75.020.F
Projects 40.240.A in public way 75.020.G
Use permits 40.230.B Explosives 75.020.F
Short-term rental agreements 40.230.A Facility use 40.230.B,75.020.F
Parole Card File 100.080.0 Fence installation 75.020.F
Passwords—Computer 55.020.A Fire alarm 75.020.F
Fireworks 75.020.F
Patients—Ambulance 100.010.B Flammable liquids storage or sale 75.020.F
Pawnbroker Licensing 75.020.E Gas and oil drilling structures 75.020.F
Pawned Items 75.020.E Grading 75.020.F
Pay Guard dogs 75.020.F
Basis of 90.140.A Heavy equipment moving 75.020.G
Estimates—project 40.240.A Home occupation 75.020.F
Plans 90.140.B Hot work 75.020.H
' House moving 75.020.F
Payment Bonds 40.240.B Hunting 75.020.F
Payroll Industrial pretreatment 60.090.E
Records 90.130 Issued to municipality 75.030
Register—year-end 90.140.G Landscaping 75.020.F
Reports 90.140.E List 75.040
Taxes 90.140.F ...m t,,.,
1-18
Index
Supp.9
P143
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No.• Records Descriptions Schedule/Item No.
Permits(Cont'd) Petitions(Cont'd)
Loudspeakers 75.020.F Protest hearings
Odor control 75.020.F initiative 15.150.B
Open flame work 75.020.H recall 15.150.0
Open flames in public places 75.020.F referendum 15.150.D
Parades 75.020.F Recall 15.150.0
Park use 40.230.B Referendum 15.150.D
Parking 75.020.F Rezoning 65.080
Planting in right-of-way 75.020.F Zoning 65.080
Project 40.240.A Petty Cash 30.010.D
Public way work 75.020.G Photographs Pyrotechnical displays 75.020.E
Refuse burning 75.020.F Digital 55.040
Registers 75.040 Evidence 100.080.F
Remodeling,renovation 05.030 Fire,rescue case 100.050.H
Sewer tap 60.080.0 Historical 50.060
Sign 05.090,75.020.E Major disaster incident 100.040.B
Sludge application 60.090.H Parks 95.060
Special event and use 75.020.E Police 100.080.B
Spray booths 75.020.F Scrapbooks 50.080
Storage tanks 25.050 Photomaps 40.180
Tents or canopies 75.020.E Physical Records—Employees 90.110.B
Tree removal 75.020.F Physicians Report 10.010
Tree trimming 75.020.F
Trespass on public right-of-way 75.020.G Picnic Shelter Rental — 40.230.A
Underground storage tank 25.050 Pioneer Days Event 40.l 10
Use 75.020.F Planned Unit Developments 65.030
Utilities in public way 6 0.08 75.020.G
Water tap 6c Planning and Zoning Board Schedule 20
Watering 75.020.F Planning Records Schedule 65
Wells 60.100.1 Plans
Work in public way 75.020.G Affirmative action 90.010.A
Permitted Uses 65.030 Basin 40.330,60.040.A
Perpetual Care 10.030 stormwater basin 60.040.A
Benefit 90,030.A
- Personal Injury Claims 80.010.B Construction 05.060
Personnel Schedule 90 ' Development 65.030
Policies 40.220.B Disaster 100.040.A
Pest Control License 75.020.0 Emergency I00.040.A
Pesticide Use 95.050.A General 40.330
Master 65.030
Petitions Pension 90.030.A
Annexation 65.010 Site 65.030
election 15.150.A Transportation system 40.330
Certification 15.150 Plant Investment Fee Collection 30.020
Charter initiative 15.150.B
Deannexation election 15.150.A Plats 65.030
Initiative 15.150.8 Cemetery 10.020
Insufficient Development . 40.180
annexation.deannexation 15.150.A vacation of 65.030
initiative 15.150.B Playground Inspections 95.050.D
recall 15.150.0 Pleadings 80.040
referendum 15.150.D
Nomination 15.120.B plumbing Code 40.070.A
objections 15.120.A Police •
successful,unsuccessful candidates 15.120.E Action reviews I00.080.K
withdrawal 15.120.8 Arrests 100.080.A
Nonbinding 40.090 expungement 100.080.A
Cases 100.080.B
+ 1-19
Index
Supp.9
P144
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No. waft.,
Police(Coned) Precedents
Community relations I00.080.0 Legal 80.040
Crime lab 100.080.D Set 40.100.A
Criminal history files 100.080.E Precinct Maps 15.110
Dispatch calls 100.030.A Predators,Sexually Violent 100.080.Q
Evidence - 100.080.F
False alarms 100.080.G Preliminary Versions 40.350
Firearms range scores 100.080.W Drafts 40.100.0 '
' General orders 100.080.1 Working material 40.350
Grants 30.120.B Preservation,Long-Term,Guideline Appendix G -
High-speed camera data 100.080.E Press Releases 40.250.B
Intelligence files 100.080.1
Internal affairs 100.080.K Printer Output-Preliminary Verification . 40.350
K-9 training 100.080.W Prisoner Transport Records 100.080.P
License plate recognition data 100.080.1 Probation Files 85.070
Logs 100.080.M Procedures 40.220
Officer-involved accidents 100.080.K ,
Radio transmissions 100.030.A Building 40.220
Teletypes 100.080.N Cemetery 40.220
Training 100.080.W Fire 40.220
Victim assistance 100.080.Z Interviewing 90.130.0
Video and audio recordings Personnel 40.220.E
cases • 100.080.$ Police 40.220
officer-carried systems 100.080.BB Recruitment 90.130.0
secured facilities 100.080.AA Safety 90.110
vehicle recording systems 100.080.BB Standard operating 40.220.B
Policies 40.220 Proclamations 45.130
Building 40.220 Professional Services.Agreements 40.030
Cemetery 40.220 Profit-Sharing Plans,Form 1099R 30.200.B
Fire 40.220 ‘...wy''
General 40.220.B Program
Insurance 105.010.0 Development 40.230.E
Investment 40.220 Records 40.230
Personnel 40.220.B Use 40.230.B
Police 40.220 Projects
Purchasing ( 40.220 See also Specific Types of Projects;i.e.,Dam 40.240
Risk management 40.220 Bonds 40.240.B
Safety 40.220 Capital 40.240.A
Poll Control files 40.240.0
Books 15.160.A Prominent Individuals 50.030
Lists 15.160.B Promissory Notes 30.100
Signature forms 15.160.D Promotions 90.070
Sites 15.160.0
Pollution 25.010 Proof Roll Inspections 05.070.A
Proofs of Publication 40.020
Polygraph
Exams,employment 90.130.B Property Schedule 95
Workplace investigations 90.160 Acquisition 95.010
Auctions 30.030.B
Population Disposal 30.030.B
Projections 65.020.A Real estate transfer tax 30.190.D
Statistics 65.020.A Rights-vested 65.030
Studies 40.330 Sale 95.010
Pothole Patrol Program 40.230.E Surplus 30.030.B
Power-See Electric System Taxes 30.190.0
Power Generators 35.010 Transfer 95.010
Unclaimed 30.030.B
Unlawful destruction 100.080.F ArMIN
1-20
Index
Supp.9
__. �._._. - . . P 14 5
• COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Rent No. Records Descriptions Schedule/Item No.
Proposals-Bids 30.170.B Real Estate Transfer Tax 30.190.D
Protests-Petitions 15.150 Real Property. See Property
Provisional Ballots 15.030 Rebate Program 30.180
Oath 15.140 Alien verification(SAVE) 100.070.B
Public Recall Petitions 15.150.0
Area recordings and images 105.020.B Receipts
Buildings-construction drawings 05.060.A Building permit fees 30.020
Improvement Loans 30.160.B Cemetery 10.030
, Officials bonds 90.040 Election materials 15.170
Relations 40.250 Fees paid 30.020
Safety Schedule 100 General 30.020
Utilities Commission licenses 60.060.0 Meter deposit 30.210.E
Works projects 40.240.A
Reciprocal Borrowing Sheets 70.010.0
Publications
Charter 40.060.B Reclamation
General - 40.260 Gravel pit 25.010
Legal 40.020 Miried land 25.010
Other agencies Appendix A - Recognition,Volunteers 90.200
Outdated,superseded Appendix A Recommendations to Governing Body by
Proof of 40.020 appointed entities 20.090 '
PUDs 65.030 Reconciliations 30.050.B
Purchase Record Copy xv
Orders 30 .170.A Recordings-See also Tape Recordings and Video
field 30.170.A Appointed entities 20.100
Property 95.010 Court proceedings 85.080
Requisitions 30.170.A Crime scene 100.080.B
Purchasing 30.170 Digital 55.040
Control forms 30.170.A Dispatch 100.030.A
Solicitations 30.170.A E9-1-1 100.030.B
Pyrotechnics Permits 75.020.F fire 100.030.A
Governing body 45.140 '
Officer-carried systems 100.080.BB
-�� Police field contacts ( 100.080.H
Secured police facilities 100.080.AA
Quarterly Reports 40.290.D Security,public areas 105.020.B
Payroll 90.140.E Surveillance of election areas 15.180
Quiet Title Actions 95.010 Vehicle systems 100.080.13B
Quit Claim Deeds 95.020 Records .
Compliance certificates 40.300
Default retention xv
-R Destruction xv.Appendix E
Duplicate copies xv
Rabies Vaccination 100.020 Electronic •55.040
Radiation Exposure 90.110.8 Expungement 100.080.A
Finding aids 40.270
Radio System Format xiii
Licenses-FCC 55.010.0 Long-term preservation Appendix 0
Transmission 55.010 Media xiii
Railroads Systems 60.060.B Open records requests 40.200
Random Drug Tests 90.110.B •
Retention schedules 40.300
Rate Schedules 30.090 Recreation
Utility billing 30.210.0 Districts 40.320
Passes ' 40.230.B -
"Read Only"Copies 40.100.0 Recruitment Procedures 90.130.0
Reading Files 40.100.8
1-21
Index _
Sumo.9
P146 ,
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
i Records Descriptions Schedule/hem No. 'Records Descriptions Schedule/Item No. .0 a,
Recycling Centers 60:030 Reports(Cont'd)
Dump or trip tickets 60.030.A Bills allowed 30.010.A
Redevelopment Projects 40.240.A Bridge ' 60.050.B
Referendum Petitions 15.150.D Building inspection 05.070.A
Campaign 15.040
Referrals From Other Jurisdictions 65.050 Cash 30.020
Refuse Hauler License 75.020.0 Census 65.020.B
Registered Sex Offender Records 100.080.Q Claims 105.010.E
Comprehensive annual financial 30.040.A
Registers Consumer confidence 60.090.E
Bond issue 30.070.D County treasurer 30.190.B
Building permit 05.080 Daily 40.290.B
Burial permit 10.010 Departmental 40.290
Certificate of deposit 30.140.A EEO-1 90.010.B
Checks 30.010.A EEO-4 90.010.0
Court 85.090 Final project 40.240.A
monthly 85.090.D Fixed asset-annual 30.030.A
Licenses 75.040 General 40.290
Payroll 90.140.G municipal 40.330
Permits 75.040 Incident 100.080.B
Property tax 30.190.0 Inspection-vehicles/equipment 35.030.B
Records 40.270 Investment 30.140.13
Sales tax 30.190.E Monthly 40.290.0
Registration Receipts 30.020 Offense 100.080.B
Regulations Payroll 90.140
Animal 100.020 Physician's-cemetery 10.010
Building 40.310 Police 100.080
Cemetery 40.310 Project 40.240.A
orrEak
General 40.310 Quarterly 40.290.D
Railroads 60_06i0.B S.A.R.A.Tier II 100.060.8
Subdivision 40.310 Soil condition 05.070.B
Zoning 40.310 Street system 60.050.1
Structure inspection ■ 05.070.A
Regulatory Water -
Actions 40.160 consumption 60.080.E
Proceedings 80.040 quality 60.090
Rehabilitation Projects 40.240.A Weekly 40.290.E
Remonstrances 40.090 Requests
Removal from Governing Body 45.150 For proposals(RFPs) 30.170.A
Rental For quotations(RFQs) 30.170.A
Contracts and agreements,short-term 40.230.A Open records 40.200
Receipts 30.020 Release of police information 100.080.R -
Routine 40.090
Reorganization Studies 40.210 Service-fire 100.050.K
Repairs-Property 40.240.A,95.050.D Research Material 40.260
Replacement Ballots 15.030 Rescues 100.050
Replats 65.030 Dispatch calls • 100.030.A
Reports Incident reports 40.230.D
Actuarial 90.150.A Reservation Sheets 40.230.B
Analytical-water and sewer 60.090.A Reservoir Projects 40.240.A
Annual 40.290.A Residential Building Plans 05.060.E
activity 40.290.A
operations 40.290.A Resignations
published 40.260 Appointed applicants. 20.020.A
water and wastewater treatment 60.090.B Employees 90.070
Audit 30.040.A Governing body 45.080.B
1-22
Index
Supp.9
.._.._.._�__ _._._�.-..�. - _-. P147
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
i
Resolutions 45.160 Safety(Cont'd) '
Supporting documentation 45.160 Personnel 90.110
Resubdivisions 65.030 Policies 40.220.B
Procedures 40.220.B
Retention Schedules 40.300 Training 90.070
Retirement manuals 90.110.D
Files 90.150.B Vehicles 35.030
Form 1099R 30.200.B Salary
Plans 90.030.A Documentation 90.070
Returns-Sales and Use Tax 30.190.E Surveys 90.140.H
Revenue Sale
Bonds 30.070.A Of cemetery lots 10.030
. Monthly distribution report , 30.190.A Of property 95.010
Sharing , 65.020.B Sales Tax
Reverse 9-1-1 System 100.030.B Collection 30.190.E
Rezoning 65.080 Enforcement 85.030.B
Ride-Along-Police 100.080.S Sample Ballots 15.030
Liability waivers 40.230.0 Sanitation District 40.320
Right-of-Way 95.030 Sanitary Surveys-Treatment System 60.090.0
Abandonment 60.070 S.A.R.A.Tier II Reports 100.060.B
Permits 75.020
Railroad 60.060.B SAVE Program 100.070.B
Vacation 60.070 Savings Bonds' 30.140.A
Risk Management Schedule 105 Schedule
Rivers 60.100.D Building permit fee 30.090
Fee 30.090
Roadway Projects 40.240.A Rate 30.090
Rodeos 40.110 utilities 30.210.0
Room Records retention 40.300
Rentals 40.230.A Scheduling Calendars 40.050
Reservations 40.230.B Schematics-System 60.010.0
Routes Scrapbooks' 50.080
Maps 60.060.0
Snow 60.050.K Seal-Municipal 40.150
Truck 60.050.K Search Warrants 85.100.A
Routing Documents Appendix A Seasonal Employee 90.080
Rulemaking-State and Federal 40.160 Secondhand Dealers License 75.020.0
Rules Security • 105.020
Cemetery 40.310 Access system 105.020.A
General 40.310 Computer 55.020.A
Policies and procedures 40.220.B Deposit-utilities 30.210.A
Run-Off 60.040 Guard license 75.020.0
Municipal facilities 105.020
Run Sheets-Fire and Rescue 100.050.G Public areas 105.020.B
Recordings and images I05.020.B
-�• Videotapes 105.020.B
Seizure Fund I00.080.T
Safety Seniority Systems 90.140.B
Code abatement,enforcement 85.030.B Service
Commercial drivers'license 90.110.A Orders-utility 30.2 10.A
Committee 40.080.A Requests 40.090
Equipment 35.030 Volunteer workers 90.190
Fleet 35.030
Inspection-facilities 95.050.D Setbacks 65.060
1-23
Index
Sum.9
P148
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No. souk
Settlements-Litigation 80.040 Special
Sewer System-See Water and Sewer System Districts 40.320
Sex Offenders Events and use permits 75.020.F
Events license-alcohol beverages 75.020.A
Case files 100.080.B Uses 65.030
Information request forms 100.080.Q
Registered 100.080.Q Specifications
Sexual Assault Bid 30.170.A
Arrests IOO.080.A Job 90.130.F
Cases 100.080.3
Project 40.240.A
Specimen Bonds 30.070.B
Sexually Oriented Business License 75.020.0
Sexually Violent Predators 100.080.Q Speeches 40.250.0
Shift Schedules 90.210 Speed Zones 60.050.K
Spoiled Ballots 15.030
Shooting Gallery License 75.020.0 Sporting Event Agreements,Contracts 40.230.A
Show Agreements,Contracts 40.230.A
Show Cause Hearings 75.020.A Sports Equipment Rental 40.230.A
Sidewalk Spreadsheets• Electronic records 55.040
Engineering 60.050.H Energy efficiency program 60.010.0
Improvement districts 30.130
Layout 60.050.H Staff Meetings 40.080
Sign Standard Operating Procedures 40.220.B
Codes 40.070.A Standards 40.310
Construction and installation 05.090 Building
Contractor License 75.020.0 inspection 05.070
Damage 95.050.0 regulation 40.310
Permits 05.090 Communication system projects 55.060
Signalization 60.050.K General 40.310 AanaN
Timing 60.050.K Information technology projects 55.060
Insurance policies 105.010.0
Signature Mobile homes 40.310
Authorizations 30.170.A Sewer line installation 40.310
Certificates,Councilrnember 45.080.13 Sidewalk construction 40.310
e.
Sister City Programs 40.230.E Street construction 40.310
Site Plans 65.030 Streetscape 40.310
Site Specific Development Plans 65.030 Water
line installation 40.310
Slaughterhouse License 75.020.0 testing 60.090.A
Sludge State
Application 60.090.H Archives
Monitoring,review 25.010 approval Appendix C
Permits 60.090.H compliance certificates 40.300
Preparation 60.090.H records retention schedules 40.300
Sites 60.090.H Bid list 30.170.0
Snow Route 60.050.K Highway Department signalization 60.050.K
Social Security 90.030.A Legislation-proposed 40.160
lobbying 40.250.A
Software Documentation-Computer 55.020.D New hire reporting compliance 90.170
Soil Condition Reports 05.070.B Of the city address 40.250.0
Solicitations-Bids 30.170.A Statements
Solid Waste Management 60.030 Accounts payable 30.010.A
Cash receipts 30.020 Accounts receivable 30.020
Dump tickets 60.030.A Bank 30.050.E
Landfill locations 60.030.B Issued by municipality 30.020
. Spas-Chemical Testing,Treatment 95.050.E Utility billing 30.210.A
1-24
Index
Supp.9
. __._ P149
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
:. Statistics - Street(Cont'd) .
Fire Department 100.050.F Numbering 60.050.F
General activities 40.290.A , Operations 60.050
Information technology 55.060 Parking 60.050.K
Police 100.080.0 Permits 75.020.0
Statutory Status 40.210 .Planning 60.050.H
Stocks and Bonds 30.140..0 Problem histories 60.050.H
Projects 40.240.A,
Storage,Long-Term , Appendix G Renaming 60.050.E
Storage Tanks-Regulated Substances 25.050 Right-of-way conveyance 95.030.A
Aboveground 25.050 Snow route 60.050.K
Permit Speed zones 60.050.K
approved 25.050.A State highway department signalization 60.050.K
denied- 25.050.B Striping 60.050.K
Underground 25.050 Sweeping 60.050.G
inspections 25.050 System . x60.050.1.
leaking 25.050 Traffic markings 60.050.K
permits 25.050 Trespass permit 75.020.G
Stormwater Truck routes 60.050.K
Basins 60.040.A Vacation 60.070
Drainage system 60.040 Weather observation 60.050.L
Improvement districts 30.130 Streetscape Standards 40.310
Proceedings appeal 40.010 Striping-Traffic 60.050.K
Projects 40.240.A Structure
Weather observation 60.040.B Inspections 05.070.A
Stray Animals 100.020 Municipal government 40.210
Streams 60.100.D Records Schedule 05
Street Studies 40.330
Abandonment 60.070 Electric facilities 60.010.1
Address assignments 60.050.F Feasibility 40.330
Alignment 60.050.H Land use 40.330
Arterial system 60.050.1 Planning 40.330
Asphalt testing 60.050.A Study Session Recordings
Bridge inspections 60.050.B Appointed entities 20.IOO.0
Cleaning 60.050.G Governing body 45.140.0
Closings - 60.050.F Subdivisions 65.030
Closures 60.050.0 Minor 65.030
Construction 40.310 Regulations 40.310
Crosswalks 60.050.K Standards 40.310
Cut permits 75,020.0
Design 60.050.1 Subpoenas 85.030
Drainage problem history 60.050.1 Logs I 00.080.M
Engineering 60.050.H Summonses and Complaints 85.030
Grades 60.050.H Juror 85.060
High accident locations 60.050_D Police copy 100.080.V
Improvement districts 30.130 Voided 85.030.F
Intersection design 60.050.H Sump Pump Equipment 35.010
Layout - 60.050.H Supplements-Code 40.070.B
Maintenance-major 40.240.A
Map-system 60.050.1 Support Groups 40.120
Master plan 40.330 Surplus Property 30.030.B
Miles in system 60.050.I Surveillance Recordings-See Recordings
Name assignments 60.050.F
Naming 60.050.E
1-25
Index
Supp.9
P150 ,
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
Surveying Records • Television System—See also Cable Television
Benchmarks 60.050.H Service
Field survey notes 40.180 Licenses 55.010.0
Surveys Maintenance,operation 55.070.B
Census 60.020.B Programming 55.070.A
Conducted by municipality 40.340 Temporary ..
Cross-connection control 60.080.A. Alcohol beverage permit 75.020.A
Historic structure or district 50.040 Employee 90.080
Water and wastewater systems 60.090.G Use permits
System Control and Data Acquisition 60.010.F Public way 75.020.G
Water 60.100.A
Systematic Alien Verification for Entitlements Water use permit 60.100.A
Program 100.070.B
Swimming Pools 1098 Forms,Mortgage Interest Statements 30.200.A
Chemicals 95.050.B 1099 Forms 30.010.0
Inspections 95.050.D 1099R Forms-Reports of Distributions 30.200.E
Terminology Appendix B
"T° Test Results '
Chemical blood 100.080.F
Tabulation 15.190 Commercial driver's license 90.110.A
Official abstract 15.190.A Lie detectors 100.080.F
Test results 15.190.B Tests
• Unofficial results 15.190.0 Computer system 55.020.G
Tally Worksheets 15.190.0 Employment 90.130.D
Tanks—Storage 25.050 Theater License 75.020.0
Tap—Water and Sewer 60.080.0 Time Sheets ' 90.140.1
Tape Recordings—See also Recordings Title Insurance Policies 95.010 'asizttt
Appointed entities 20.100 Titles—Vehicle 35.010
Field contact reports—police 100.080.H
Municipal court proceedings 85.080 Toolkit xvi
Public relations 40.250.0 Tools 35.010
Task Forces Topographical Maps 40.180
Appointed by municipality Schedule 20 Towers—Communication
Internal 40.080 Permit 75.020.G
Tax Sites 55.010.B
Collection 30.190 Toxic Sites 25.060
Credits—historic properties 50.040 Trade
Licenses issued to municipality 75.030.B Journals Appendix A
Payroll 90.140.F Of property 95.010
Reporting `30.200.13
Taxes—See Specific Taxes;i.e.,Sales.Tax Trademark Records 40.150
Taxi Driver License 75.020.0 Traffic
Accident
Taxicab Service 60.060.0 arrests 100.080.A,.B
Teams-Internal 40.080 logs I 00.080.M
Telephone Annexation impact 65.010
Call detail 55.010.A Cases—municipal court 85.030.E
Logs 40.140 Code adopted by reference 40.070.A
Messages Appendix A Congestion \ 60.050.J
System Counts 60.050.J
' emergency 9-1-I 100.030.B Events—impact 60.050.0
encroachments 75.020.G Fatal accident arrests 100.080.A
municipal buildings 55.010 Flow 60.050
Usage 55.010.A video recordings 60.050.J
I
1-26
Index
Supp.9 •
_........_w..r.�._ P 151
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No
J
%,.., ' Traffic(Cont'd) Truck Route Designations 60.050.K
License plate recognition data 100.080.L Tuition Reimbursement 90.070
Marking 60.050.K
Monitoring 60.050.J Turbidity Reports 60.090.A
Non-fatality accident arrests 100.080.A
Operations 60.050 _U-
Police officer-involved accident 100.080.K
Rerouting 60.050.0 Unclaimed Property 30.030.B
Signalization 60.050.K 5050.K
Timing 60.050.K Undeliverable
Weather'observation 60.050.L Ballots 15.030
Trailer Inspections 05.070.0 Mailings 40.170.D
Training Underground
Commercial driver's license 90.110.A Storage tanks
Employees 90.180 inspections 25.050
Manuals-health and safety 90.110.D leaking 25.050
Police 100.080.W monitoring 25.050
K-9 units 100.080.W permits 25.050
Safety 90.110.D Water rights and supply 60.100.E
individual 90,070 Unemployment insurance 90.190
Selection 90.070 Uniform
Transaction Journal-Sales and Use Tax 30.190.E Codes 40.070.A
Transcripts-Municipal Court Appeals 85.010.B Crime report/NIBRS 100.080.X
Transfer of Property 95.010
Unsafe Buildings 05.070.D
Transient Vendor License 75.020.0 Unused Ballots 15.030
Transitory Documentation 40.100.0 Update Request Form Appendix D
Transmission Uranium Mining 25.010
Electric distribution 60.010.) Urban
Line undergrounding program 40.230.E Drainage District 40.320
Transmittal Letters Appendix A Renewal authority Schedule 20
governing body as 45.060
Transport Records,Hazardous Waste 25.020 Use
Transportation System 60.060 Fuel 35.020
Plans 40.330 Permits 75.020.F
Route maps 60.060.0 Review 65.030
Services 60.060.0 Temporary water permit 60.100.A
Studies 40330 Tax collection 30.190.E
Trash \65.070.B User Records-Library 70.010.E
Treasury Bills and Notes 30.140.A Uses
Treatment-Water and Sewer 60.090 Accessory 65.030
Trees Conditional 65.030
Damage 95.050.0 Nonconforming 65.030
Inventory 30.030.0 Permitted 65.030
Removal 75.020.F Special 65.030
permits 75.020.F USGS
Trimming Elevation benchmarks 60.050.Fl
license 75.020.0 Topographical maps 40.180
permit 75.020.F Utility
- Trial Balances 30.050.A Annexation impacts 65.010
Trials-Criminal Case Files &0.020 "As-built"drawings , 60.010.D
Connections 60.080
Trigger Dates xvt mobile homes " 05.070.0
Trip Tickets 60.030.8 Cross-Connections 60,080.A
Disconnections 6Q,080
1-27
Index
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE ,
Records Descriptions• Schedule/Item No. Records Descriptions Schedule/Item No. -
Utility(Cont'd) Vendor(Cont'd) "
Encroachment permits 75.020.G Lists 30.170.0
Locates 60.020 Prequalification 30.170.D
Projects 40.240.A Short-term agreements,contracts 40.230.A
Valves 1099 Forms 30.010.0
locations 60.080.D W-9 Forms 30.010.0
specifications 60.080.D Ventilation Systems 35.010
Water line maintenance and repair 60.080.F Vested Property Rights 65.030
Utility Billing 30.210 Victim Assistance and Counseling I00.080.Z
Account history 30.210.A -
Adjustment records 3.210.A Video—See also Recordings
Journals 30.020 Crime scene I00.080.B
Meters 30.210.8 Detention center booking 100.080.AA
Notices,nonpayment 30.210.A Election areas 15.180
Rates 30.210.0 Fire,rescue case 100.050.H
Security deposit 30.210.A Historical value 50.060
Service orders 30.210.A Municipal court proceedings 85.080
Statements 30.210.A Police
Trouble orders 30.210.A cases 100.080.B
Turn-off orders 30.210.A officer-carried systems I00.080.BB
secured facilities 100.080.AA
vehicle recording systems 100.080.BB
N- Public relations 40.250.0
Recordings of meetings
Vacancies—Governing Body 45.020 appointed entities 20.100
Vacations governing body 45.140
Alley 60.070 Security 105.020.B
Easements 60.070 Sewer inspection 60.080.B
Plats 65.030 Water inspection
i 60.080.F
Rights-of-way 60.070 Video Conference 55.040 '�.."
Street 6.0.070 Violations
Valves Building code 05.040
' Locations 60.080.D Land use . 65.070.A
maintenance 60.080.1) code 65.070
requests 60.020 Nuisances—land use 65.070.B
specifications 60.080.D Voice Mail Messages 55.040
Maintenance and repair 60.080.1) Volunteer Workers
Vandalism—Cemetery 95.050.0 Recognition 90.200
Variances 65.060 Service 90.200
Water and sewer treatment 60.090.1 Voted Ballots 15.030
Water use 60.080.F Voter
Vehicle Schedule 35 Registration list 15.160.13
Abandoned 65.070.B Signature forms 15.160.D
Asset inventory 30.030.0 Vouchers 30.170
Crime lab hold/release sheets 100.080.1)
Disposition 30.030.B
Fire Schedule 35 -W-
Impound 100.080.Y
License plate recognition 100.080.L W-2 Forms 90.140.K
Police Schedule 35 W-4 Forms 90.140.L
Sales tax receipt 30.170.E
Stolen identification I00.080.L W-9 Forms 30.010.0
Video recording systems 100.080.BB Wage-Rate Tables 90.140.1
Vendor Waivers—Liability 40230.0
Files 30.010.A Ward Boundary Maps 15.110
License 75.020.0 •.araN
1-28
Index
Sump.9
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions Schedule/Item No.
Warning Systems 35.010 Water(Cont'd)
Warranties 35.010 Underground 60.100.E
Use restrictions 60.080.F
Want Utility enterprise 45.060
Arrest 85.100.13 Wells 60.100.)
Checks 30.010
Court 85.100.E Water and Sanitation
index 85.090.0 Districts 40.320
Detainment 858.100.B Projects 40.240.A
Search 85.100.A Water and Sewer System—See also Water
Warranty Deeds 95.020 , Agreements—service 40.030
Wastewater—See Water and Sewer System _ Analysis--system 60.080.F
Analytical reports • 60.090.A
Watchers—Oaths 15.140 Backflow prevention device test 60.080.B
Water—See also Water and Sewer System Bacteriological analysis 60.090.A
Acquisition 60.100.A Calibration—equipment 35.010
Adjudication 60.100 Capacity—plant 60.090.F
Allotment contract 60.100.A Chemical analysis 60.090.A
Associations 40.120 Chlorination 60.090.F
Bond Issues 30.070.A Compliance—drinking water 60.090.0
Conservation 60.080.F Connections 60.080.0
educational efforts 60.080.F Contaminants 60.090.A
outreach efforts 60.080.F Copper analysis 60.090.A
within municipality 60.080.F Corrective actions 60.090.0
Consumer confidence report 60.090.B Cross-connection control survey 60.080.A
Consumption—water 60.080.E Discharge
Court proceedings 60.100 inspections 60.090.D
Dams 60.100.B monitoring , 60.090.D
Decrees 60.100.F permits 60.090.D
Dedication of rights 60.100.A Disconnections 60.080
District 40.320 Distribution 60.080.F
Ditch records 60.100.0 Domestic septage 60.090.H
Drinking 90.090 Effluent 60.090.H
Enterprise board 45.060 Enterprise board 45.060
Flow measurements 60.100.D Equipment maintenance 35.010
Irrigation 60.100.G Filter plant logs 60.090.F
Meters 30.210.E Industrial pretreatment permits 60.090.E
Pressure 60.080.F Inspections
Projects 40.240.A sand trap 60.090.F
Quality 60.090.A sewer 60.080.B
Rates 30.210.0 video 60.080.B,.F
Raw 60-100 water 60.080.F
Rental Installation standards 40.310
offers 60.100.A Lead analysis 60.090.A
surplus irrigation 60.100.G Lines—water,maintenance and repair 60.080.F
Reservoirs 40.240 Meters 30.210.B
Rights 60.100.A Microbiological analysis 60.090.A
Rivers . 60.IOO.D National Primary Drinking Water report 60.090.E
Sale 60.100.A Odor complaints 60.090.A
Source of supply 60.100 Operational reports 60.090.F
Stock certificates 60.100.H Operator 90.070
Storage Oversizing 40.240-A
inspection 60.080.F Plant capacity 60.090.F
system 60.100 Pressure measurements—water. 60.080.F
Streams 60.100.D Production—water 60.080.F
Surface rights 60.100.D Projects 40.240.A
Temporary use permits 60.100.A Pollutant concentration 60.090.H
Transfer 60.100.A Radiological analysis 60.090.A
. 1-29
Index
-15
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
Records Descriptions Schedule/Item No. Records Descriptions ' Schedule/Item No.
Water and Sewer System(Cont'd) Wells «a•
Reports Gas drilling 25.010
distribution and production 60.080.F Installation 60.100.)
operations 60.090.F Locations—water 60.100.)
Samples 60.090.A Oil drilling ; 25.010
Sand trap inspections 60.090.F Permits 60.100.)
Sewage—composite samples 60.090.A Water 60.100.E
Sewer inspection 60.080.8 abandonment 60.100.)
Sludge drilling 60.I00.J
application 60.090.H location 60.103.)
disposal site 60.090.H permit application 60.100.)
Storage—water 60.080.F Wetlands
Taps 60.080 Management 60.040.0
inside users 60.080.0 - Protection 60.040.0
outside users 60.080.0 Withdrawal From Nomination 15.120.B
sewer 60.080.0
water 60.080.0 Word Processing Files 55.040
Tests. Work
analytical 60.090.A In public way—permits 75.020.G
backflow prevention device 60.080.B Orders
sewage—weekly 60.090.A equipment 35.030.0
sewer 60.080.B maintenance 60.010.E
smoke test 60.080.B property repair 95.050.E
standards—water tests 60.090.A vehicles 35.030.0
water system _ 60.080.F Papers _
X-ray 60.080.B audit 30.040.B
Treatment 60.090 budget 30.080.B
chlorination reports 60.090.A Permits—public way . 75.020.G
Turbidity analysis. 60.090.A Plans Amos
Use restrictions 60.080.F appointed entities 20.040 ti„ r
Valves 60.080.D governing body 45.050
Water storage inspection 60.080.F Schedules 90.210
Water Utility Enterprise 45.060 Workers'Compensation 90.220
Weapons Working Material,Preliminary 40.350
Authorization to carry l00.080.CC Workplace Investigations 90.160
Concealed permits 75.020.F
Destruction 100.080. • Worksheets
Maintenance 100.080.CC Financial—preliminary 40.350
Qualification • 100.080.CC General 40.350
Violations case files I00.080.13 Short-term value 40.100.0
Weather
Modification 60.100.1 'Z'
Observation 60.100.1
impact on stormwater system 60.040.8 Zones
stormwater system . 60.040.B Enterprise 65.040.B
street,traffic operations 60.050.L Speed . 60.050.K
' , Website 55.080 Zoning
Access reports 55.080.A Annexations 65.010,65.080
Development 55.080.B Board of Adjustment Schedule 20
Evolution 55.080.8 Board of Appeals ' Schedule 20
Page design 55.080.0 Certificates 65.080
Use tracking logs 55.080.D 1 District map 40.180
Weed Control 65.070.B Initial 65.080
Nuisance 65.070.13 . Maps 40.180,65.080
Ordinances 65.080
Weekly Reports 40.290.E Petitions 65.080
Welfare Check Log 100.080.M Regulations 40.310 ,
Rezoning 65.080
1-30 .
Index
Supp.9