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HomeMy WebLinkAboutresolution.council.053-02 RESOLUTION # 53 (Series of 2002) A RESOLUTION ADOPTING THE MUNICIPAL RECORDS RETENTION SCHEDULE AS DRAFTED BY THE COLORADO MUNICIPAL CLERKS' ASSOCATION AND THE COLORADO STATE ARCHIVES WHEREAS, C. R. S. 31-1' 101 (3) defines the City Clerk to be the custodian of the official records of the municipality, and WHEREAS, the official custodian of public records may make such rules and regulations necessary for the protection of such records, and WHEREAS, the most important part of the 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, the Colorado Municipal Clerks' Association in cooperation with the Colorado State Archives has provided a Model Municipal Records Retention Schedule, which schedule must be adopted by the governing body and submitted to the Colorado state Archives. 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 Model Municipal Records Retention Schedule and authorizes the City Clerk to submit the request to be used as legal authority for destruction of municipal records to the Colorado State Archives on behalf of the City of Aspen. Dated: ~-,~-~.~ .~ / (tel~'n I~aff~I~landerud, Mayor I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a true and accurate copy of that resolu}ion adopted by the City C°uncil °f the City °f Aspen, Co!orado, at a ~~F~ ' ' }cf- S. oc'h, city Model Municipal Records Retention Schedule June 24, 2002 Date of Approval/Revision by the State Archives: Approved for Use on for the FolloWing Colorado Municipality: TABLE OF CONTENTS PREFACE HOW TO USE THE MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Note: The index is the key To locating records in this document. SCHEDULE 1. Building and Structure Records SCHEDULE 2, Cemetery Records SCHEDULE 3. Election Records SCHEDULE 4. Entities Appointed by Municipality SCHEDULE §. Financial Records SCHEDULE 6. Fleet and Equipment Records SCHEDULE 7. General Administrative Records SCHEDULE 8. Governing Body Records SCHEDULE 9. Historical Recorde SCHEDULE '10, Infrastructure Records SCHEDULE 1 1. Land Use and Planning Records SCHEDULE ~12. Licenses and Permits SCHEDULE '13. Litigation and Legal Counsel Records SCHEDULE 14. Municipal Court Records SCHEDULE 15. Personnel Records SCHEDULE 16. Property Records SCHEDULE 17. Public Safety Records APPENDICES Appendix A. Non-Records Appendix B. Glossary Appendix C. ApprovaI Request Form Appendix D. Update Request Form INDEX ~'TH~-K£¥ T~ THIS DOCUM£NT~ PREFACE The Model Municipal Records Retention Schedule was 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 not intended to cover all 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 Model Municipal Records Retention Schedule so that provisions are in place for future growth in records holdings. The Model Municipal Records Retention Schedule should be reviewed periodically by the adopting municipalities and by the Colorado State Archives 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 listed records regardless of their format (electronic, microfilm, digital image, paper, audio or video recording, etc.). Non-paper storage (electronic, microfilm, digital image, audio or video etc.) for permanent records should be carefully evaluated to ensure that the storage system is nonproprietary and that there is a capability to migrate these records to the next generation of technology, Each municipality that receives approval to follow the Model Municipal Records Retention Schedule should add notations regarding any local provisions affecting the retention periods of its records. To request approval for an individual Colorado municipality to follow the Model Municipal Records Retention Schedule, complete the approval request form included in Appendix C - Approval Request Form. The Colorado State Archives authorized municipalities to submit requests for individual approval to follow the Model Municipal Records Retention Schedule on ,2001. 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 OR PENDING LITIGATION. HOW TO USE THE MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Go to the index first/ Terminolo.qy Terminology that may be unfamiliar to some users is explained in Appendix B - Glossary. Number nq System The Mode/Municipal Records Retention Schedule is organized in 17 individual schedules that group related records. Each schedule is assigned a reference number, and an item identification number is assigned to each records title listed (Lo. 1.10 means Schedule 1. Item 10). The schedule and item identification numbers are listed with the individual records titles in the inde× -- 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 Dy some municioalities, the retention schedule provides a short ~aragraph that gives descriptive information regarding the use and typical contents of each records series and sub-series. Retention Periods Retentioc periods are based on legal requirements for those records governed by such legal requirements and/or on common usage and industry standards for retention of municipal records to meet typical administrative, operational or reference requ~remems. The retention time period indicates the minimum length of time that the record copy should De retained by the municipality before disoosal can take place. A retention period is always specified for the record copy aha may also be specified in some cases for duplicate copies for records that are widely distributed th~'oughout an organization. If no retention period is specified for duplicate copies of a particular type of record, the municipality may disoose of these 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 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. The retention period specified in these schedules applies to the information contained within the record, regardless of the physical forma! of the record (paper, microfilm, computer disk or tape, optical disk, etc.). Guidelines for identification and handling of some non~recorcs are discussed in Appendix A - Non- Records. MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 1 BUILDING AND STRUCTURE RECORDS General Description: Records generally relating to structures and buildings and the construction permit and inspection functions of the municipality~ The apecified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer d/ak or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those 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, wh chever s frst. Duplicate copies should not be retained longer than the record copy. 1.1 ADDRESS HISTORY FILES Records maintained as address history files to provide a chrono[0gical record and running history of building-related activities for each address located within the municipality. These files may include records listed elsewhere in the retention schedules, such as building and demolition permits, gas connection records, certificates of occupancy, building inspection reports, unsafe building actions, variances granted, zoning certificates and utility taps. Retention: Permanent files, except follow retention schedules for purging of nonpermanent records 1.2 APPLICATIONS FOR BUILDING PERMITS Applications received by the municipality for the erection of new structures or modifications to existing structures. ~'~'~ Applications for Building Permits Issued Retent[onl 90 days after completion [GRMRC A-5] Applications for Building Permits Not Issued Retention: 180 days [GRMRC A-5] 1.3 BUILDING BOARD CASE FILES Records pertaining to cases or appeals heard by bodies such as the Fire Code Board of Appeals, Building Board of Adjustment or Building Board of Appeals, or similar boards charged with interpreting municipal code provisions relating to issues such as alternate building materials or methods of construction, and with review and decision-making authority regarding building, construction or similar matters. Retention: 20 years [GRMRC A-6] 1.4 BUILDING AND OTHER UNIFORM CODES See Schedule 7 Code Books. 1,5 BUILDING AND DEMOLITION PERMITS Building Permits Permits issued by the municipality to authorize and allow construction-related activities (such as construction, installation of plumbing, electrical or mechanical equipment, etc.) to proceed. Retention: Permanent [GRMRC A-5] 1-1 Schedule No. l - au#ding and Structure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Demolition Permits Permits issued by the municipality to authorize and allow demolition of buildings or structures to proceed. Retention: 10 years after demolition Fence Permits See Schedule 12 Fence Permits. Floodplain Building Permits Permits issued for construction within a froodplain area, including elevation certificates, applications review records, and related documentation. See also Schedule 11 Floodplain Records. Retention: 10 years after expiration, revocation or discontinuance of use 1.6 CERTIFICATES OF OCCUPANCY Documents issued by the municipality after the permitted construction activity is completed as evidence that all minimum reouirements have been met before the building or structure can be occupied and used. Retention: Permanent [GRMRC A-5] 1.7 CONTRACTOR'S LICENSES See Schedule ~ 2 Licensing Records. 1.8 COMMUNICATION TOWER STRUCTURES See Schedule 12 Permits 1.9 CONSTRUCTION DRAWINGS AND PLANS E~lueprints and specifications submitted for municipal review as sup. porting documentation by building contractors or owners when applying for a building permit. Nonresidential Drawings and 31aris submitted by those applying i~or a building permit for public buildings, or commercial, industrial or aoarcmen[ structures. Retention: Permanent [GRMRCA-5] Duplicate Copies: 7 years Residential Drawings ano 31aris submitted by those applying for a building permit for residential or moc~ular structures. Retention: 90 days after completion [GRMRC A-5] '1.'10 DOWNTOWN REDEVELOPMENT PROJECTS See Schedule 7 Project Files. 1.11 FEES -- BUILDING PERMIT :~ecords relating rO [ne collection of building permit fees, imoact fees, parkland fees and other fees collected by the municipality at the time of application for building permits. See Schedule 5 Accounts Receivable and Fee and Rate Schedules. Nonresidential structure drawings aha plans are recommended for permanent retention because of the greater long-term liability risk for the inspec~ng municipality and the historical value of some of these documems. Schedule No. 1 - Building and Structure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 1.12 FENCE PERMITS See Schedule 12 Permits. 1.13 GAS AND OIL DRILLING STRUCTURES See Schedule 11 Environmental Records. 1.14 HOUSING REHABILITATION PROJECTS See Schedule 5 Grants and Schedule 7 Projects. 1.15 INSPECTION RECORDS Building Inspection Reports Records of final on-site inspections done by the municipality or by its agents to determine the compliance of building construction, electrical, plumbing, mechanical and other systems with building, fire, plumbing, mechanical requirements of the municipality and uniform codes and standards adopted by the municipality. Retention: Permanent [GRMRC,~-5] Inspection Agencies See Schedule 7 for applicable records, such as Agreements and Contracts. 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 + current [GRMRC A-5] Trailer Inspection Reports Records of inspections by the municipality or its agents of mobile home installations, anchoring, utility connections, etc. Retention: 1 year + current [GRMRC A-5] 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 1.16 LANDMARK AND HISTORIC DESIGNATIONS Records relating to local, state or federal historic designations for buildings, structures or districts within the municipality and preservation of historic structures. Retention: Permanent 1.17 MOBILE HOME STANDARDS See Schedule T Regulations and Standards. 1.18 POLICIES AND PROCEDURES See Schedule 7 Policies and Procedures Documentation. Schedule No. ~ - Building and Structure Records MODEL MUNICIPAL RECORDS RETENTtON SCHEDULE '1.19 REGISTERS AND LEDGERS Record OOOKS, ledgers or comouter printouts that are kept to provide a listing of ail issued building permits. The permit register may be the only record of the issuance of older building permits, Retention: 2 years - current, except retain permanently if the register or ledger is the only record of building permits issued [GRMRC A-5] 1.20 REGULATIONS -- BUILDING See Schedule 7 Regulations and Standards. 1.21 REPORTS - BUILDING ACTIVITY Summary housing reports and statistical compilations tracking building activity on a monthly or annual basis, including reports compiled for the U.S. Census Bureau. used to monitor growth and track building trends. See also Schedule 1 Inspection Records: Schedule 7 Reports; and Schedule 11 Census and Population Records. Annual Reports and Compilations Retention: Permanent [GRMRC A-33] Monthly Reports Retention: 1 year + current [GRMRC A-32] 1.22 SIGNS - CONSTRUCTION AND INSTALLATION Records documenting permits for installations of billboards, signs and banners. For sign code, see ,¢.,% Schedule 7 Code Books and Regulations and Standards. Retention: 2 years - current [GRMRC A-24] 1,23 STANDARDS - BUILDING See Schedule 7 Regulations and Standards. 1,24 STREET ADDRESS AND HOUSE NUMBER RECORDS Records pertaining to street dedications, street closings, the assignment and alternation of street names and house numbers, and similar records providing official control of the naming and numbering of municipal streets and addresses. Retention: Permanen[ 1.25 VIOLATIONS - BUILDING CODE Documentation of cases heard by building review boards related to violations of building and other uniform codes, including hearing records, notices of violations and compliance information. See also Schedule 1 Building Board Case Files and Schedule 14 Case Files. Retention: 20 years + current [GRMRC A-6] 1-4 Schedule No. '1 - Building and Structure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 2 CEMETERY RECORDS General Description: Records relating to the administration, management and operation of municipally owned cemeteries. The specified 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.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those 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. 2.1 BURIAL RECORDS Records documenting burials, such as burial permits and stubs, burial permit register, death certificates, deceased persons book, final disposition records, physician's report, and records of interment, Retention: Permanent [GRMRC A-7] 2.2 CEMETERY FINANCIAL RECORDS Records of financial transactions for the cemetery needed to document perpetual care arrangements and lot ownership or burials, including accounts receivable ledger, cashbook, and receipts. Retention: Permanent {GRMRCA-71 2.3 CEMETERY BOUNDARY AND LOT RECORDS Records pertaining to the location, [ayou[ ana ownership of the cemetery and individual cemetery lots or mausoleums including abanaonment recoras, block books, cemetery maps, foundation order books, indexes ~alphabetical and ocation~, plat books, and records of deeds issued and stubs. Retention: Permanent [GRMRC 2.4 POLICIES AND PROCEDURES See Schedule 7 Policies and Procedures Documentation. 2,5 REGULATIONS AND STANDARDS See Schedule 7 Regulations and Standards, 2.6 RULES - CEMETERY See Schedule 7 Regulations and Standards, 2.7 VANDALISM RECORDS Records and summary reports of vandalism at cemeteries, Retention: 2 years + current 2-I Schedule No. 2 - Cemetery Recoros MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 3 ELECTION RECORDS2 General Description: Records documenting the administration of municipal elections conducted by the municipality and in coordination with the county. The apecified retention periods apply to the information contained within the record, regard/esa of the physical format of the record (paper, microfilm, computer disk ortape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, / retain those that are created for administrative purposes for t year aha retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. DupHca[e copies should not be retained longer than the record copy. 3.1 ABSENTEE VOTER RECORDS Records documenting the casting of and accounting for absentee ballots, including aDsemee va[er affidavits and oaths, applications for absentee ballots, lists preparea ay the municipal clerk of electors receiving absentee ballots, absentee ballot return envelopes and receipts of election judges for absentee ballots and ballots cast Dy absentee voters. See also Schedule 3 Ballots. Retention: 6 months after election [GRMRCA-tl] 3.2 BALLOT ISSUE COMMENTS Written comments received from persons eligible to vote in the mumcipal election that are to be summarized in the ballot issue notice mailed to registered elections [cRs %7-901]. Retention: 6 months after election 3.3 BALLOTS The official list showing all candidates, ballot issues and ballot questions upon which an eligible elector is entitled to vote at an election, including ballots that are unused, vo[ec aosentee. defective, spoiled, reclacement, or mailed and returned Dy post office as undeliverable to inactive voters in mail ballot elections. Retention: 6 months after election or until time has exalted for which the ballots would be needed in any contested 2roceedings, except retain one copy of each type of sample ballot permanently in master election file and dispose of other sample ballots immediately after election [GRMRC A-I': CRS 31M0-606 CRS 31~10-616(1)] z CRS 31-10-616(2] requires the municipal clerk to preserve all election records and forms for at least six months after the election. Typically, a 3ermanent file is retained by the municipal clerk for the preservauon of election materials to be retained permanently. 3-]. Schedule No. 3 - Election Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 3.4 CAMPAIGN CONTRIBUTION AND EXPENDITURE REPORTS Reports of contributions and expenditures re(~uired under the provisions of the Fair Campaign Practices Act for elected and defeated candidates, independent expenditures, ano issues committees [CRS Title 1. Article 45]? Retention: Permanent [GRMRCA-11] 3.5 CERTIFICATIONS OF ELECTION Certificates of Votes Cast Certificates of election judges showing the votes cast for candidate by office. Retention: 6 months after electior [GRMRCA-11] Certified Statement and Determination of Persons Elected Certification of the municipal election results prepared by the municipal clerk. Retention: Permanem [GRMRC A-11] 3.6 ELECTION JUDGES RECORDS Records pertaining Io the election service of election judges. Acceptances to Serve Written acceptance of commitment [o serve as election judge, alternate judge or clerk of election. Retention: 6 months after election [GRMRCA-11] Expense Statements Statement of expenses of election judges and supporting documentation such as receipts. Retention: Until audited Instructions Written instructions issued to election iudges regarding coneuct of election. Retention: 2 years +curren[ Lists of Election Judges Listings prepare(: by the municieal clerk of elections judges ane alternates names, aaeresses ane telephone numbers. Retention: 6 months, except retain one copy of list for use a[ next election [GRMRC A-11] Oaths - Election Judges See Schedule 3 Oaths and Affidavits 3 CRS 1-45-109(4)(a) specifies 3ermanent retention by the appropriate officer of all reports filed under the Article. while CRS 1-45- 112(b) specifies retention for variations of 3ne year. The model retention schedule follows the longest mandated retention pedod and the GRMRC. 3-2 Schedule No. 3 - Election Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 3.7 MAPS - ELECTION Maps showing precinct and ward or district designations and boundaries for municipal elections. See also Schedule 7 Maes and Drawings. Retention: Permanent [GRMRCA-17]4 3.8 NOMINATION RECORDS Records relating to the submission of nomination oetitions for elective municipal office. Objections to Nomination Petitions Retention: 6 months after election [GRMRC A~'fl. CRS 31-10-616] Petition for Nomination See Schedule 3 Petitions. Withdrawal from Nomination Retention: 6 months after election [GRMRCA-11] 3.9 NOTICES OF ELECTION Copies of notices reouired to be poste(], published or mailed regarding the municipal election, including the "ballot issue notice" required by Section 20(3)(b) of Article X of the State Constitution containing summaries of comments on ballot issues. Retention: 6 months after election, except retain one copy permanently in master election file [GRMRC A-11] 3.10 OATHS AND AFFIDAVITS Sworn statements made by electors or election officials, including oaths or affidavits made by electors at the time of registration, judges and clerks of election, by electors requesting absentee ~allots at the time of a challenge of an elector's right tb vote. oaths of watchers and substitute watchers and similar documents. Retention: 6 months after election or until time has expired for which election documentation would be needee in any contested proceedings [GRMRC A~11] 3.1 '1 PETITIONS - ELECTION Annexation Election Petitions Petitions for the conduct of an election to determine whether property should be annexed to the municipality [CRS 31-12-107], Retention: Permanent Certifications of Petitions Certifications prepared by the municipal clerk regarding the sufficiency or insufficiency of election 12etitions Retentior ~ermanent 4 Election maps have historical value for election analys~s, as evidence of evolution and growth of the community and as documentation of precinct and Ward/District boundary c~anges. 3-3 Schedule No. 3 - Election Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Charter Initiative Petitions Petitions submitted by citizens to place initiated Charter amendments on a municipal election ballot. Retention: 3 years after submission, except retain one copy of representative pages permanently for historical purposes in master election file, and except that unsuccessful petitions may be returned to petition representatives after the municipal clerk's certification that the petition is insufficient [GRMRC A-8] Initiative Petitions Petitions submitted by citizens in accordance with legal requirements regardin9 the placement of citizen-initiated measures on the municipal election ballot. Retention: 3 years after submission, except retain one copy of representative pages for historical purposes in permanent election file, and except that unsuccessful petitions may be returned to petition rsepresentatives after the municipal clerk's certification that the petition is insufficient [cRs 31-11-117] Nomination Petitions Petitions circulated and submitted for the p~acement of a candidate's name on a mumcipal e~ection ballot. Elected Candidates Retention: 2 years after election, except retain far 4 years if term of office of elected o~cial is 4 years [GRMRC A-11] Unsuccessful Candidates Retention: 6 months after election Protest Records - Petitions Records relating To protests submitted to ~ne mumciDal clerk, protest process and hearings anc findings of the municipal clerk regarding the protest. Retention: -~ollow retention period for the specific type of petition Recall Petitions Petitions submitted in accordance with egal requirements by citizens demanding the removal of an elected mumcioa] official from office. Retention: 2 years after election, except retain one copy of representative pages for historical purposes in permanent election file IGRMRC A-11] 5 GRMRC A-11 specifies [wo years. The model retention schedule follows the requirement set out in state law. 3-4 Schedule No. 3 - Election Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Referendum Petitions Petitions submitted by citizens in accordance with legal requirements requesting that legislation previously adopted by the governing board be repealea or placed on a municipal election ball0t for consideration by the voters. Retention: 3 years after submission except retain one copy of representative pages for historical purposes in permanent election file, and except that unsuccessful 3etitions may be returned to petition representatives after the municipal clerk's certification that the petition is insufficient [CRS 31~11-117]6 3.12 POLLING RECORDS Poll Books A list kept by election judges of eligibre electors to whom ballots are delivered or who are permitted to enter a voting machine for the purpose of casting their votes at an election, Retention: 2 years + current [GRMRCA-11] Poll Lists Lists of registered erectors for the election provided to election judges for use in verifying voter registrations at polling places~ Retention: 6 months after election [GRMRCA-11] Poll Site Records Documentation of selection of site and arrangements for use as a polling 31ace. Retention: 6 months after election, except retain contact information and summary of problems until after the next election Voter Signature Forms Forms signed by voters at ti~e polls to establish identity and request a ballot. Retention: 45 days after election [GRMRCA-11] 3.1 3 RECEIPTS AND ACCOUNTING FORMS Receipts for Transfer of Election Materials Documentation for the receipt or transfer of election related materials between the municipal clerk's office and election judges, including receipts for absentee ballots, ballot boxes (duplicate copy retained by mumcipal clerk), registration oooK, etc. Retention: 6 months after election [GRMRCA-11] Statement of Judges Statement of election judges accounting for ballots voted, spoiled, delivered to voters, unused and returned to municipal clerk, etc. Retention: 6 months after election 6 GRMRC A-11 specifies two years. The model retention schedule follows the reauirement set out in state law. 3-5 Schedule No. 3- Election Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 3.14 TABULATION RECORDS Abstract of Election Summary of election results for the precinct pos[ed in a conspicuous location by the judges of election. Retention: 6 morons after election Tally Lists Work sheets included in poll books or areDared by the municipal clerk for use of the judges of election to keep track of votes cast at the time ballots are ooened and read. ~etention: 6 months after election Tabulation Test Results Records of testing of the tabulation equipment prior t¢ anD/or after the machine tabulation of 3allots. .Retention: 6 months after election or until such time has expired for which the ballots would be needed in any contesteQ 3roceedings Schedule No. 3 - Election Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE · -'- SCHEDULE NO. 4 ENTITIES APPOINTED BY MUNICIPALITY? General Description: Records regarding the composition, operation, oroceedings an(] enactments of the boards, commissions, committees, authorities, task forces and similar bodies appointed by the governing body or municipal officials. The specified 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.). See Schedule 7 Committees -In[emal for records of staff and ether internal committees and Schedule 7 External Groups and Agencies for records kept by the municipality of outside ~roups end entities not appointed by tJqe mun~pality. Duplicate Copies: provided that no retention oeriod is seecified for duplicate cooles. retain those 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 recora copy. 4.1 AGENDAS Listings showing date. time and locations of official meetings and items to be discussed by committee members at regularly schedulec special, an(~ emergency public meetings. Retention: Permanem [GRMRC A4] 4.2 APPOINTMENTS AND RESIGNATIONS Records of appointments to and resignations from the entity, including lists of members. Retention: I year + current after end of service 4.3 BUILDING BOARD CASE FILES See Schedule 1 Building Board Case Files. 4.4 BYLAWS Documents adopted by entities to set out guidelines regarding the operation of the entity's governing board. Retention: Permanent [GRMRC A-4] 4.5 GOALS Formally adopted strategic plans, work plans or policy agen(]as established by [ne entity. Retention: Permanent 4.6 MINUTES AND SUPPORTING DOCUMENTATION The officiaJ record of proceedings of regular, special and emergency meetings and all supporting documentation such as exhibits or'other material reference(~ in the minutes. Retention: Permanent [GRMRC A-18] 7 Note regarding records of other agencies and entities: Records provided to t~e municioalizy for informational purposes by entit~es that are no~ a part of the municioal government are in general not to be treated as municipal records for retention purposes. :or example, the minutes of the board of directors of an agency not appointed by the municioali[y wou~o be a record of that entity and would need to be retained by the municipality only until the information is no longer needed for municiDE purposes. 4-1 Schedule NO. 4 - Entities Appointed by Municipality MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 4.7 NOTICES -- MEETINGS Documentation of compliance with laws requiring posting aha distribution of notices of public meetings. Retention: ' year + current [GRMRC A-4] 4,8 OATHS OF OFFICE Oaths taken by appointed officials uoon taking office. Retention: Term of office + 1 ),ear [GRMRC A-22] 4.9 PACKETS DISTRIBUTED TO APPOINTED ENTITIES Batches of information periodically distributed to members of the board, commission or entity for informational purposes, typically including cop~es of corresoondence, minutes for review, agenda material, staff memos, etc. Retention: 3 years ~- current [GRMRC A-4] 4.10 RECOMMENDATIONS Written recommendations to the governing body or other entities rendered in an advisory or decision-making capacity. Retention: 2 years + current, except retain recommendations that have enduring historical or policy value permanently 4.11 REPORTS Written reports regarding the operations or activities of the appointed entity. Annual Reports Retention: Permanent [GRMRC A-33] Monthly Reports Retention: 1 year + current, provided information is incorporated into annuar reoort [GRMRC A-32] Quarterly Reports Retention: 2 years + current, orovided information is incorporated into annual report [GRMRC A-321 4.12 TAPES OF MEETINGS Audio or video recordings of official meetings typically made for use in preparing the minutes or transcripts of the meeting. Executive Sessions Retention: 90 days after meeting [CRS 24-6-402(2)(d.5)([I)(E)] Open Meetings Retention: 6 months after approval of the minutes [GRMRC A-4] 4-2 Schedule No. 4 - Entities Appolntec~ Dy Municipality MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 5 FINANCIAL RECORDS General Description: Records documenting and ensuring accountability for the receipt and expenditure of public funds. The specified 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.j. Duplicate Copies: Provided that no retention oeriod is specified for duplicate comes. retam those that are created for administrative purposes for 1 year. and retain those created for convenience or reference purposes unbl no longer needed or for 1 ./ear. whichever is first. DuPlicate copies should not be retained longer than the record copy. 5.1 ACCOUNTS PAYABLE RECORDS Records that serve as the basis for payment of bills by the municipality, including copies of bills paid, copies of checks invoices, purchase orders and receiving reoorts, and correspondence with vendors. Accounts Payable Records in General Retention: 6 years + current [GRMRC F-3] Balance Sheets Retention: Until updated [GRMRC F-3] Bills Paid Retention: 6 years + current [GRMRC F-3] Invoices and Statements Retention: 6 years :- current [GRMRC F~3] Publication of Bills Paid See Schedule 7Affidavits of Publiostion. Reports of Bills Allowed Listings of bills presented to the governing body or other authority for payment authorization. Retention: 6 years -'- current [GRMRC F-3] Charge Slips and Credit Card Statements Documentation of charges for items such as printing and meals or credit card transactions. Retention: 2 years + curren[ [GRMRC F~I0] Credit Card Records Records of credit cards issued to the municipality for municipal use. Retention: 1 year + current after cancellation Schedule No, 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Expense Records Records maintained to document travel, mileage, claims for reimbursement and other exoenses of municipa~ officials while on municiDa~ [~us~ness. including rec Jests. authorizations. reimbursements anc other similar transactions. Retenuon: 2 years, provided audit has been completed Form ~ 099 Sent to venaors SUCh as contractors when the vendor's charges for services exceed $600 for the year. Retention: 4 years Petty Cash Records Recoras of petty cash fund account eno reouests for petty cash for various purposes. Retention: 1 year + current [GRMRC Purchasing Records See Schedule 5 Purchasing Records Vendor Files Files maintained es a unit to track accounts payable activity for specific venoors, including information such as Federal Taxpayer Identification Number. name and address. correspondence, copies of checks, etc. Retention: 6 years -~ currem 5.2 ACCOUNTS RECEIVABLE RECORDS Records that serve as the basis for collection of amounts owed by vendors, organizations and citizens having accounts with the municipality, and documentation of billing and collection of monies. Accounts Receivable Records in General Retention: 2 years + current [GRMRC F-3] Balance Sheets Retention: Until updated [GRMRC Cash Books, Receipts and Reports Cash book showing receipts, cash account pre-edit listing, daily cash reports and other documentation of receipt of monies for fees, parking tickets, rentals, registrations, etc. Retention: 2 years + current [GRMRC F-lO] · Cash Register Validation Tape Retention: 1 year + current [GRMRC F-3] Fee Receipts See Schedule 5 Cash Books, Receipts and Reports. 5-2 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Invoices and Statements Issued by Municipality Billings oy the municipality to outside companies or institutions for damages, supplies services or repairs, etc. Retention: 6 years + current [GRMRC F-3] Utility BiTling Records See Schedule 5 Utility Billing. 5,3 AGREEMENTS AND CONTRACTS -- FINANCIAL See Schedule 7Agreements and Contracts. 5.4 AUDIT RECORDS Records documenting external audits of the financial position of the municipality. Agreements - Audit Services See Schedule 7 Agreements and Contracts. Audit Reports Annual or special reports prepared by external auditors examining and verifying the municipality's financial activities or the financial activities of a fund. department or other component of the municipal government [CRS 29-1-606]. Retention: Permanent [GRMRCF-4] Audit Work Papers Documentation consisting of routine correspondence with auditors and copiesOf municipal records compiled for use oy auditors in performing an audit Retention: 2 years + current after corr pletion of audit 5.5 BANK RECORDS Records documenting the current status and transaction activity of municipal funds held at banks. Bank Records - In General Retention: 2 years + current [GRMRC Bank Statements Monthly statements showing the amount of money on deposit to the credit of the municipality. Retention: 6 years + current [GRMRC F-3] Check Records Cancelled Checks Retention: 6 years '- current ",GRMRC F-3] Duplicate Copies of Checks Carbon copies or photocopies of checks issued and maintained solely as a quick reference source. Retention: 1 year + current 5-3 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Register- Check Chronological listing of cnecK entries. Retention: 6 years - current Stubs - Check Retention: ' year + current [GRMRC F-3] Certificates of Deposit See Schedule 5 Investment Records Deposit Pass Books Records of municipal sawngs account oeaosits, withdrawals and balances. Retention: 6 years - cu 'rent Deposit Slips Bank cashiers' slips showing amount and date of deposit of monies into municipal accounts. Retention: 1 year + current [GRMRC F-3] Money Market Certificates See Schedule 5 Investment Records. Reconciliations Retention: 6 years - current [GRMRC F-3] Savings Bond Records See Schedule 5 Investment Records. Trial Balances Retention: 2 years + current [GRMRC F-3] 5.6 B~DS See Schedule 5 Purchasing Records 5.7 BILLING RECORDS See Schedule 5 Accounts Receivable Records and Utility Billing Records. 5.8 BONDS-- PUBLIC OFFICIALS See Schedule ~5 Bonds. 5.9 BOND ISSUE RECORDS 'Bond Issue Files Records that document the authorization to finance municipal improvements through bonded indebtedness and implementation of municipal bond issues, including bond anticipation notes, industrial development revenue b~nds, general obligation bonds, revenue and refunding bonds, water bonds and special improvement bonds; usually include correspondence and general documentation, authorizations supporting financial arrangements, bond ratings, contracts or sales agreements, and sam~51e copies or specimens of bonds sold as evidence of municipal indebtedness. Retention: 2 years after final payment 5-4 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Bond Issue Proceedings Books Certified record of proceedings relating [o a bond issue, containing specimen (usually originar) pocuments related to the approval process and issuance of bonds typically compiled in book form for presentation to the mumcipality aythe bond agent or bond counsel. Retention: Permanent Bonds, Notes and Coupons Paid Canceled or redeemed bonds and coupons received frorr paying agents throughout the lifetime of the bond issue; cancerled upon receipt. Retention: 1 year after maturity [GRMRC F-6] Bond Registers and Ledgers Used to document the redemption of coupons for municipal bonds. Bond registration and reeemotion transactions may be handled by a bond registration or paying agent for some municipalities. Retention: Permanent [GRMRC F-6] 5.10 BUDGET RECORDS Budget - Final Adopted Final financial plan for the buOget period established by the municipality as approved by the governing body for the allocation and budgeting of all expenditures of the municipality. Retention: Permanent [GRMRC F-8] Duplicate Copies: Until superseded Budget- Preliminary Draft version of the budget eresented for public inspection and rewew prior to consideration of the budget by the governing body. Retention: 1 year after adoption of final budget Duplicate Copies: Until final budget is adopted Budget Reports Monthly or Quarterly Reports Periodic reports regarding the status of receipts and disbursements in comparison to the adopted budget. Retention: 2 years + current Year-End Reports Summary annual budget reports compiled at year-end. Retention: 6 years + current Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Budget Work Papers Papers used to assist in the preparation and review and decision-making processes for department budget requests, including reports, budget instructions, work sheets, spending plans. budget proposals, financial forecasting reports ano similar records. Retention: 1 year + current [GRMRC F*9] 5.11 CEMETERY FINANCIAL RECORDS See Schedule 2 Cemetery Financial Records. 5.12 COUNTY REVENUE PROGRAMS See Schedule 5 Government Revenue Programs. 5,13 EXPENSE RECORDS See Schedule 5 Accounts Pa,,able 5.14 FEDERAL REVENUE PROGRAMS See Schedule 5 Government Revenue Programs. 5.15 FEE AND RATE SCHEDULES Written documentation of fees and rates collected by the mumcipa[ity for various services. See a~so Schedule 5 Accounts Receivable for fee collection records. Retention: Retain current and previous schedules 5,16 FINANCIAL GUARANTEES Records.relating to the accuisition and release of various forms of financial guarantee -- including escrow accounts, letters of credit, liens, oromissory notes -- required by the mumcipality from omer carries to ensure performance, payments or the completion of certain soecified actions, such as the completion of projects, required improvements or tr~e payment of delinouent bills or assessments Retention: ' year after expiration, completion of guaranteed project (if applicable) or re~ease of the guarantee by the municipality 5.17 FINANCIAL REPORTS See Schedule 5 Reports - Financial. 5.18 FIXED ASSET RECORDS Inventories ane listings kept to track and control the fixed assets of the munic pality, including buildings, real estate, office equipment, tools, machinery, and Other equipment. Acquisitions See Schedule '16 Acquisition Records. Annual Reports Work sheets compiled for annual reoorts listing totals of all fixed assets, purchases ane disoosition of assets. Retention: Until suoerseded Auction Records Summary reports anc other records of municipal property sold at public auction Retention: 2 years + current [GRMRC F-11'. 5-6 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Depreciation Detail Retention: 3 years + current Disposition Records Records of disposal of municipal property (non real estatel and unclaimed, abandoned or confiscated property such as bicycles and vehicles by competitive bidding or destructior including date. department name. description of item, value, disposition, method and reason for disposition, condition, value and appreva~s Retention: 3 years + current after disoosition of properly Fixed Asset Files Listings of all municipal properly (buildings and real estate), vehicles, equipment and furniture. ncludes description, cost, date purchased, location, name of vendor and aepreciation. Retention: 10 years Inventories - Fixed Assets Listings of expendable and non-~xpendable 3roperty of the mumcipality, including buildings, reap estate, vehicles, furniture, equiement, supplies and other items owned or administered by the municipality. Retention: Until revised [GRMRCA-37] Surplus Property Records Documentation of the sale of surplus real proper[y, iricluding invitations, bids. acceptances, lists of materials, evidence of sales and related correspondence. See also Schedule 16 Sale or Transfer of Property. Retention: 6 years after final payment 5,1 9 FRANCHISE RECORDS Recoros pertaining to the award, operation or termination of a license or franchise granting to any 3erson or entity the right or privilege to erect, construct, ooerate, or maintain upon, over or across the streets or alleys of the municipality a street railway, electric light plant or system, gasworks, gas p~ant or system, geothermal sysmm, solar system, .or telegraph or telephone system, or other similar services and the collection of franchise fees or occupation taxes from franchise holders [CRS 31-32-101]. Retention: 6 years + current after expiration of franchise ano con- 31etion of all terms and conditions of the franchise, except retain register or other listings of franchises permanently 5.20 FUND RECORDS See also Schedule 5 Accounts Receivable and Accounts Payable for fund receipts and exceno~tures. Fund Establishment Records pertaining to the creation and purposes of soecial funds that are separate from me General Fund. Retention: Permanent Trust Fund Records Documentation of bequests to the municipality. Retention: 2 years after trust fund closed Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 5.21 GOVERNMENT REVENUE PROGRAMS Records pertaining to governmental programs allocating state or federal revenue sharing funds to municipalities for specific purposes. See also Schedule 5 Grants. County Bridge and Road See Schedule 5 Government Revenue Programs - State Revenue Programs - Highway Users Tax Fund. Federal Revenue Programs Community Development Block Grant (CDBG) See Schedule 5 Grants. Federal Excise Tax Exemption certificates from gasoline vendors issued to the municipality, which are required for allowance of federal tax credits for vendors to bill less the excise tax. Retention: 6 years + current Revenue Sharing Documentation and reports of the municipality's receipt and reallocation of federal revenue sharing funds, including public notices, expenditure records and reports, project records, financial and payroll records, etc. See also Schedule 7 Project Records. Retention: 6 years - current [GRMRC F-111 Instructions for Completing Government Forms Retention: Until superseded or obsolete State Revenue Programs Cigarette Tax Records of allocations to and receipt by the municipality of taxes collected on tobacco sales within the municipality. Retention: 6 years + current Conservation Trust Fund (Lottery) Records of allocations to and receipt by [ne mumcipality of lottery funds. Retention: 6 years + currem Highway Users Tax Fund (HUTF) Records pertaining to the race pi Dy the municipality of HUTF funds from the State of Colorado to be allocated for expenditure for the construction, engineering, reconstruction maintenance, re[~air, equipment, improvement, ano administration of the system of streets, public highways or state highways within the municipality [CRS 43-4-208]. Retention: Permanent [GRMRC F~13] Severance Tax Records of allocation to and receipt Dy the municipality of a portion of revenues collected by the State on the basis of residence of severance taxpayer employees [cRs 29-110(1)(c)]. Retention: 6 years + current Schedule No. 5 - Financial Recorde MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 5.22 GRANT RECORDS Files pertaining to applications for grants ann the administration, monitoring and status of grants received by the municipality from private and governmental sources. See also Schedule 5 Government Revenue Prograrne. Audits- Grants See Schedule 5 Audite. Awarded Grants Documentation of awardeC grants that are accepted by the municipality, including records of grant application, performance under the grant, grant contracts and agreements, annual and final oerformance reoor~s. Retention: Duration of grant + 6 years [GRMRC F-12] Rejected Grants Documentation of grants applied for by the municipality and either rejected by the grantor or not accepted by the municipality. Retention: 2 years + current after rejection or withdrawal [GRMRC F-12] Reports - Grant Funded Programs Periodic reports on the administrative and fiscal operations of federal or state funded programs compiled on a monthly, quarterly, or semi-annual basis. Retention: 3 years after completion of all applicable audits Supporting Documentation Background supplemental information relating to grant applications and administration. Retention: 3 years after conclusion of the grant 5.23 IMPROVEMENT DISTRICT RECORDS Records relating to the craatior assessment and ooeration of general or special improvement districts established for the purpose of making improvements Assessment Roll Listing of property owners assessed for improvement district improvements. Retention: 12 years + current [GRMRC F-14] Improvement District Case Files Master fiFes relating to the creation, establishment, boundaries and purposes of the imorovement district. Retention: Permanent Payment ReceJpt Records Retention: 6 years + current Tax Receipt Stubs Retention: 10 years + current [GRMRC F-14] 5-9 Schedule No, 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 5.24 INSURANCE RECORDS Certificates of Insurance Documentation provided by insurance providers as proof of insurance coverage for specific purposes. Major Municipal Projects Retention: 10 years after substantial completion Other Certificates of Insurance Retention: 6 years after expiration Claim Records Records of claims for damages made by the municipality against other parties and made by other parties against the municipality. Claim Records Statements of claims and completed claim forms. See a~so Schedule 13 Claims. Retention: 6 years + curren[ [GRMRC F-15] Claim Reports Summary reports regarding handling and disposition of claims made against the municipality and/or its insurance company by other cattles. Retention: 6 years + current [GRMRC F-15] CIRSAe Records See Schedule 5 Insurance Claim Records and Insurance Policies. Employee Insurance Claim Records Records pertaining to employee claims for medica dental, long term disability and other nsurance coverage. See also Schedule 15Benefits. Retention: 3 years + current after incident is closed and all rights of appeal nave expired [GRMRC =-13] Insurance Policies Documen[s issued by the insurance company to outline liability, theft, fire, accident, property (]ama§e and omar coverage ano risk control standards for the municipality under the insurance ~olicy. Retention: 6 years after expiration of policy, or after all claims made under the policy are settled, whichever is later [GFtMRC F-15] Risk Management Policies See Schedule 7 Policies and Procedures Documentation. Unemployment Insurance See Schedule 15 Unemployment Insurance. Colorado intergovernmental Risk Sharing Agency. ~-10 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Workers Compensation See Schedule 15 Workers Compensation. 5.25 INVENTORIES See Schedule 5 Fixed Asset Records. 5.26 INVESTMENT RECORDS Records documenting various investments made by the municipality. Bank Statements - Investments Retention: 2 years after investment ends Certificates of Deposit Retention: 6 years + current after maturity [GRMRC F-3] Certificates of Deposit - Registers Retention: 6 months + current [GRMRC F-31 Investment Policies See Schedule 7 Policies and Procedures Documentation. Money Market Certificates Retention: 6 years + current after maturity Reports - Investment of Funds Retention: 10 years, provided audit has been completed Savings Bond Records Retention: 6 years + current after final payment [GRMRC F-3] Stocks and Bonds Retention: 6 years + current after disposition Treasury Bills and Notes Retention: 6 years + current after maturity 5.27 LEDGERS AND JOURNALS General Ledger Year-end summary of receipts and disbursements by account an0 fund reflecting the general financial condition and operation of the municipality. May also include documentation from subsidiary ledgers to ~eneral leoger and accounting adjustments in the form of general entries. Retention: Permanent [GRMRC F*I 3] 5-11 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Subsidiary Ledgers and Journals Daily, monthly or quarterly transaction detail showing receidts and expenditures such as depositor payment amount, date. payee, purpose fund credited or debited, and check number: provides backup documentation to General Ledger. In General Retention: 2 years Payroll Register- Year-End See Schedule 15 Payroll Records. 5.28 LOAN RECORDS Records of loans entered into by the municipality, See also Schedule 5 Grants. Public Improvement Loans Significant loans obtained to finance public improvements. Retention: Follow retention period specified for type of project records (see Schedule 7Project Records) if a specific retention period is not specified by the loaning agency Routine Loans Minor loans obtained for 2uraoses other that' public improvements. Retention: 6 years + current after payment and cancellation 5.29 PAYROLL RECORDS ~-~,~ See Schedule 15 Payrofl Records. 5.30 PURCHASING RECORDS Records pertaining to procurement of services or commodities, inclu(~ing purchase requisitions. purchase orders, vouchers, field orders, work orders, invoices, and supporting documentation for purchases. Purchasing Records in General Retention: 6 years + current Agreements - Procurement See Schedule 7 Agreements and Contracts and Project Files. Advertisements for Bids See Schedule 7 Affidavits of Publication. Auction Records See Schedule 5 Fixed Asset Records. Bids Bids, quotes and proposals regarding services and commodities received by the municipality in response to solicitations. Accepted Bids Received from successful bidders. Retention: 6 years + current after acceptance of the bid [GRMRC F-5] 5-12 Schedule No. 5 - Financial Records MODE~. MUNICIPAL RECORDS RETENTION SCHEDULE Rejected Bids Received from unsuccessful bidders. Retention: 2 years + current [GRMRC F-5] Unsolicited Bids Received from ~idders without solicitation from the municipality. Retention: 2 years + current Cease-Purchase Records Records pertaining to the acquisition of property by lease-purchase transactions. Retention: Term of rease-eurchase arrangement + 6 years Procurement and Purchasing Policies Directives, memoranoa or manuals 3ertaining to policies established by the municipality for the procurement of commodities and services. See also Schedule 7 Policies and Procedures Documentation, Retention: Permanent Duplicate Copies: Until s~,perseded Purchasing Control Forms Purchase orders, purchase requisitions, field purchase orders, vouchers and other forms documenting the procurement process. Retenti.on: 6 years + current IGRMRC'F-20] Solicitations and Specifications Requests for proposars ~RFPs), requests for quotations [RFQs), and other solicitations by the mumcipality for competitive bids, proposals or quotes for the provision of services or commodities; includes bid specifications. Retention: 6 years -~ current State Bid List Retention: Until superseded Vendor Lists Listings of vendors providing goods and services to the municioality, usualry including names. addresses, phone numbers, description of goods or services 3rovided. Retention: Until suoerseded or obsolete 5.31 RATE SCHEDULES See Schedule 5 Fee and Rate Schedules. 5.32 RECEIPTS - FEES PAID See Schedule 5 Accounts Receivable. 5-I3 Schedule No. 5 - Fklancial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 5.33 REPORTS -- FINANCIAL Reports createa for internal use to document the status of funds. 38nk accounts, investments and other accounting of municipal funds, including financial projection reports. Annual Financial Reports Statistical reports on the financial affairs of the mumcipality or specific departments, including a statement on the value of all mumctoally owned proper~y an(~ an accounting of all income and expenditures in relationship to the final budget. Retention: Permanent Audit Reports See Schedule 5 Audits. Budget Reports See Schedule 5 Budget Records. Comprehensive Annual Financial Report (CAFR) See Schedule 15 Audits, County Treasurer's Reports Periodic reoorts of the County Treasurer regarding the distributions of taxes collected on behalf of the municipality, including information regarding taxes collected nterest, and fees. Retention: 10 years + current Payroll Reports See Schedule 15 Payroll Records. '~ Revenue and Expenditure Reports F;teoorts including information regarding cost analysis, itemized expenoitures anc revenue sharing. Retention: 6 years + current iGRMRC F-11] Departmental Expenditure Reports Retention: 1 year + current [GRMRC F-11] Financial Reports - Monthly Retention: 2 years + current [GRMRC F-11] 5.34 TAX COLLECTION RECORDS Cigarette Tax See Schedule 5 Government Revenue Programs. Federal Excise Tax See Schedule 5 Government Revenue Programs Franchise Taxes See Schedule 5 Franchise Records. Highway Users Tax Fund (HUTF) ~ See Schedule 5 Government Revenue Programs. 5-14 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Licenses Issued to Municipality License certificates which are typically posted in the municipal clerk's office that are issued by other agencies to the municipality, including State sales tax license, withholding tax registration. State certificate of exem[~tion etc. Retention: 1 year after expiration Property Tax Records Records pertaining to the municipality's property tax assessment, including mill levy certifications to the Courtly, notices of assessed valuation received from the County, abstracts of assessment and registers or listings of property tax assessed on pamels of land in the municipality. Retention: Permanent Sales and Use Tax Records Records pertaining to the collection and refund of sales and use tax, including sa~es tax collection repor[s. Applications - Sales Tax Retention: 2 years + current after business terminates [GRMRC F-21] Audits - Sales Tax Retention: 3 years + current [GRMRC F-2'I] Delinquent Sales/Use Tax Notices Retention: 5 years + current [GRMRC F-21] Master File - Sales Tax Retention: Until updated [GRMRC F-21] Motor Vehicle Sales Tax Receipts ~etention: 1 year + current iGRMRC F-21] Register- Sales and Use Tax See also Schedule 5Ledgers and Journals. Retention: Permanent [GRMRC F-21] Returns - Sales and Use Tax Retention: 3 years + current [GRMRC F-21] Transaction Journal/Log Record of sales ano use tax daily transactions, Retention: 2 years + current [GRMRC F-21] Severance Tax See Schedule 5 Government Revenue Programs. 5-15 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 5.35 TRAVEL EXPENSES See Schedule 5 Accounts Payable. 5.36 UTILITY BILLING Records relating to the billing of customers for utility services. Account History Listing Retention: 2 years + current after account closed [GRMRC F-22] Adjustment Records Records documenting account adjustments to customer accounts for water, sewer, power or other utility services provided by the municipality. , Retention: 2 years Billing Journals Utility billing journals and registers for water, sewer or electric service. See also Schedule 5Ledgers and Journals. Retention: 6 years + current [GRMRC F-22] Cash Receipt Journals Retention: 2 years + current [GP, MRC F-22] Initial Status Report Retention: 1 year * current [GRMRC F-22', Meter Records Records relating to installation or removal of utility service meters and meter readings for water or electric service Calibration and Testing Records Documentation of testing and calibration of municipally operated water and Dower meters for accuracy. Retention: Life of equipment + I year Meter Books Used to record readings of customer's utility usage for billing purposes. Retention: 2 years + current [GRMRC F-22] Meter Deposit Receipts Retention: 1 year + current [GP, MRC F-22] Meter Installation, Maintenance and Repair Retention: 2 years Meter Location Records Retention: 1 year after removal of meter 5-16 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS R£TENTION SCHEDU£E Meter Orders Retention: I year + current [GRMRC F-22] Meter Reading Exception Report Retention: 1 year + current [GRMRC F-22] Meter Reading Sheets Retention: 2 years + current Non-deliverable Billing Notices Records of notices sent to utility customers regarding nonpayment of utility billings and termination of service. First and Second Notice Retention: 6 months [GRMRC F-22] Third Notice Retention: 1 year [GRMRC F-22] Security Deposit Records Records documenting customer payment of a security deposit to receive water, sewer, power or other utility services. Retention: 2 years after refund or last action Service Orders New Service Orders Records documenting new utility service. Retention: 1 year + current [GRMRC F-22] Trouble Orders Records documenting utility service complaints and problems. Retention: 1 year + current [GRMRC F-22] Turn-Off Orders Records documenting the termination of utility service. Retention: 2 years + current [GRMRC F-22] Statements Water and sewer billing statements or invoices. Retention: 3 years + current iGRMRC F-22] 5-I7 Schedule No. 5 - Financial Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 5.37 WARRANTS/CHECKS See Schedule $ Accounts Payable. 5.38 WORKSHEETS - FINANCIAL Documents such as rough notes, calculations or drafts assembled Dr created an(] usea to prepare or aha yze other documents; spreadsheets, worksheets, preparatory notes, tentative financial estimates and projections, and other documentation of a preliminary or deliberative and nature. See also Schedule 7WorkeheetsandDrafts. Retention: Until no longer needed 5-18 Schedule No 5 - Financial Recoros MODEL MUNICIPAL RECORDS RETENTION SOHIEDU~E SCHEDULE NO. 6 FLEET AND EQUIPMENT RECORDS General Description: Records documenting the acauisition and operation of municipally owned or leased vehicles and eouipment. The specified retention period applies to the information contained within the recorcl, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention pedod is specified for duplicate copies, re~a~n those that are created for administrative purposes for 1 year. and retain those created for convenience or reference purposes until no longer neeaea or for ' year. whichever is first. Duol~cate copies should not be retained longer than tne recoro copy. 6.'1 AGREEMENTS -- ACQUISITION, LEASE, MAINTENANCE AND SERVICE See Schedule 7 Agreements and Contracts 6.2 AUCTION RECORDS See Schedule 5 Fixed Asset Records. 6.3 BILLS OF SALE Bills of sale documenting acquisition or dis[~osition of vehicles or equipment by the municioality. Retention: Until after audit of records pertaining to dis~)osition of vehicle or equipment 6.4. COMMUNICATIONS SYSTEM LICENSES Licenses issued by the Federal Communications Commission (FCC) or other agencies for radio system and other communication system operations of the municipality, an~ suppoding documentation. Retention: I year after expiration of license 6,5 COMPUTER SYSTEM RECORDS Records pertaining [o the installation and ooeration of computer systems and software used by the municipality. Computer Backup Documentation Documentation related to regular computer records backuos. Retention: 1 year after superseded or obsolete Computer System Maintenance Records Documentation of maintenance of municioal computer systems. Retention: Life of system or component -,- 1 year Computer System Program Records Documentation pertaining to develooment, installation, modification, troubleshooting, operation and removal of software from rr Jnicipar comouter systems; recorQs required to plan. develop, operate, maintain and use electronic records: system specifications, file specifications. codebooks, recora layouts, user guides ano output specifications. Retention: Until superseded or no longer needed to retrieve or read (rata and information that is stored electronically Schedule No. 6 ~ Fleet and Equioment Records MODEl. MUNICIPAL RECORDS RETENTION SCHEDULE Computer System Security Records documenting security of the municipality's computer systems, including employee access requests, passworas, access authorizations, and similar documentation. Retention: 3 years after superseded Computer System Wiring Documentation of the wiring of the municipality's 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: Current and previous versions Electronic Mail See Schedule 7 Electronic Records. Software Management Documentation of the use of software '~ municipal information systems, including ,ecords of software purcnases, inventories, software and site licensing, copyright compliance and upgrades. Retention: 2 years after disposa~ or upgrade of software Website Development and Evolution Documentation of development ane changes to the municipality's website. Retention: Permanent 6.6 EQUIPMENT RECORDS ~-,,~ Records pertaining to major mechanical systems in mumcipally owned facilities, including fire and water detection alarm systems: heating, ventilation, air conditioning (HVAC) and similar mechanical systems; disaster warning systems; elevators; sump pumps; power generators; etc. See also Schedule 6 Telephone System. Retention: Life of equipment + 1 year 6.7 FUEL RECORDS Records pertaining to fuel usage by municipal vehicles and equipment, including periodic fuel usage reports. Retention: 2 years 6.8 INSURANCE COVERAGE See Schedule 5 Insurance. 6.9 INVENTORIES -- FLEET AND EQUIPMENT Listings of vehicles, equipment and similar property owned by the municipality, See also Schedule 5 Fixed Asset Records - Inventories. Retention: Until revised [GRMRC A-37] 6.10 LEASE-PURCHASE RECORDS See Schedule 5 Purchasing Records. 6-2 Schedule No. 6 - Fleet and Equipment Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 6.11 MAINTENANCE AND SAFETY RECORDS Driver Vehicle Inspection Reports Vehicle inspection reports and documentation of corrective actions taken by motor carriers or their agents with regard to defects or deficiencies noted during th~ inspection prior to operation of a motor vehicle. Note: A legible copy of the last vehicle insDec~on reeort is to be carried in the vehicle. See also Schedule 6 Vehicle Histories. Retention: 3 months [49 CFR 396.11 and 49 396.13]9 Inspection and Maintenance Documentation - Public Safety Records and reports pertaining to maintenance and inspections performed for public safety vehicles and equipment. Retentioq: Life of unit + 1 year [GRMRC PSF-6] Work Orders See Schedule $ Work Orders. 6.12 MANUALS -- VEHICLES AND EQUIPMENT Manuals provided by the vendor regarding specifications and proper installation, operation and maintenance of vehicles or eouipment. Retention: Life of unit + 1 year [GRMRCA-37] 6.13 OFFICE EQUIPMENT RECORDS Records pertaining to the acquisition, installation and operation of office equipment used by the municipality. See also Schedule 6 Computer System RecorDs. Retention: Life of equipment + 1 year POLICIES AND PROCEDURES See Schedule 7 Policies and Procedures. 6.1 5 PURCHASING RECORDS See Schedule 5 Purchasin§ Records, 6.1 6 TELEPHONE SYSTEM - M[JNIClPAL BUILDINGS Information pertaining to me acquisition installation and operation of the internal telephone system used at the municipal building and other municipal facilities. Retention: Life of system + 4 year 6.17 UNCLAIMED PERSONAL PROPERTY See Schedule 5 Fixed Asset Records - Disposition, 6.16 VEHICLE HISTORIES Records outlining the acquisition and maintenance history of a vehicle, often stored in the vehicle. See also Schedule 6 Maintenance and Safely Records, ~Retention: Life of vehicle -~ 1 year [GRMRC A-37] ~ GRMRC PSF-6 sDecifies retention of daily inspect:ion reports for ' year * current provided incorporated into maihtenance ane ~nspecUon record. Schedule No. 6 - Fleet and Ec~uipment Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 6.19 VEHICLE REGISTRATION CERTIFICATES Documentation issued [Dy the County motor vehicle department providing information regaro~ng vehicle licensing and ownersh~9, ownersnlp taxes oaid and vehicle identification number. Retention: Until superseded or disoosition of vehicle 6.20 VEHICLE TITLES Title proving ownersh p of motor vehicles owned by the municipality, Retention: Transfer to new owner upon dis(]osition of vehicle 6.21 WARRANTIES Records of manufacturer's warranties and guarantees relating to operation or replacement of vehicles, equipment or components. Retention: Life of equipment or exoiration of warranty ~- ' year, whichever is ia[er [GRMRC A-37] 6.22 WORK ORDERS Documentation of requests and authorizations for work performed with regard to vehicles an(] equipment. Retention: 1 year + current iGRMRC A-411 Schedule No, 6 - Fleet and Eauiernent Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO, 7 GENERAL ADMINISTRATIVE RECORDS SCHEDULE General Description: General administrative records include those for wh cn the "record" copy is kept by the municipal clerk or another office and for which duplicate copies are widely distributed throughout ti3e organization for reference or informationa~ purposes. This schedule also addresses records that are typically keot by any number of depar[ments in an organization, such as oroject records. The specified 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.). Duplicate Copies: Provided that no retention oeriod is specified for duplicate copies, retain thc~e that are created for administrative purposes for 1 year, aha retain those created for convenience or reference F3urposes until no longer needed or for '1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 7.1 AFFIDAVITS OF PUBLICATION Proof of publication provided by newspapers regarding publication of ordinances, public hearing notices bid solicitations, bond redemption notices, payment of bills, e[c. Affidavits of publication are also sometimes known as "legals" or "proofs." Retention: 6 years + currant, unless it provides the only existing copy of a permanent document '.GRM RC A-29] 7.2 AGREEMENTS AND CONTRACTS Agreements and contracts of various kinds that document some form of agreement that is enforceable by law between the municipality and other parties, including but not limited to intergovernmental agreements, memoranda of understanding, franchise agreements, lease agreements, professional services agreements, etc. Note See other Schedules for various types of agreements and contracts Retention: 6 years + current after expiration or fulfillment of all [erms ~f the agreement or contract, whichever is later, provided that audit has :~een comnleted and that the agreement or contract no longer has any binding effect; except prior to destruction, evaluate for continuing legal, administrative or historical value~° 7.3 ASSOCIATIONS AND ORGANIZATIONS See Schedule 7 External Groups and Agencies and Memberships. 7.4 AWARDS AND HONORS Awards and honors received by the municipality, departments, or municipal programs from various public or private sources. Retention: Permanent 7.5 CHARTER RECORDS Charter Proceedings Records relating to the adoption, amendment or repeal of Home Rule Charters or provisions of the Charter. See also Schedule 3 Petitions. Retention: Permanent [GRMRCA-81 l0 GRMRC A-3 soecifles retention for 6 years + current as long as contract remains active. Schedule NO. 7 - General Administrative Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Charters - Published Governing documents for Home Rule Municipalities that are typically published separately or as part of the municipal code book. Retention: Permanent Duplicate Copies: Until superseded 7.6 CODE BOOK RECORDS Codes Adopted by Reference includes model traffic code, uniform building and construction codes, fires codes and supplements to such codes, and other similar codes adopted by ordinance for the municipality. Retention: Retain 1 copy permanently for historical purposes [GRMRCA~9] Duplicate Copies: Until superseded Codifications/Supplements All versions of codifications of municipal ordinances typically called the Municipal Code and all supplements containing amendments to the initially adopted Code. Retention: Permanent Duplicate Copies: Until. superseded 7.7 COMMITDEES -- INTERNAL Records of committees, task forces or other types of groups com0osed of members of the staff and/or omer mumcioa[ entities that meet on an ongoing basis or that are set ue for specific purposes. Examples include staff meetings, employee safety committees, teams established to work on municipal issues, e[c. Ongoing Committees Retention: 2 years + current, provided records have no enduring value Special Committees Retention: Until work of committee concludes, provided records have no enduring value 7.8 COMPLAINTS, ROUTINE SERVICE REQUESTS AND NON-BINDING PETITIONS Communications of various types that convey objections, dissatisfaction or disagreement with actions or positions taken or not taken by the municipality; routine requests for service or information; and petitions with no legal effect that are submitted to the municipality to express the Opinions of the signers. See also Schedule 8 Minutes and Supporting Documentation. Retention: ~ year + current after response or action by the municipality 7.9 CORRESPONDENCE AND GENERAL DOCUMENTATION Correspondence is a written communication that is sent to or received by one or more indivi(~ua~s via the U.S. mail 3rivate courier, facsimile transmission or electronic mail ~see Schedule 7Electronic Mail), including letters, POStcaros memoranaums, notes, telecommunications and any other form of addressed written communications that are sent or received by the municipality. The term general documentation is intended to cover a wide variety of records create(3 in the normal course of business. Schedule No. 7 - General Administrative Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Calendars and Notes Records kept to document and facilitste the routine planning and scheduling of meetings, appointments, and similar activities; includes calendars, aDaointment books, telephone messages, notes, diaries and similar records with routine content. Retention: I year Enduring Long-Term Value Documentation or correspondence with enduring and long-term administrative, policy, Jegal, fiscal, historical or research value: records that relate to policy issues and actions or activities in which an important orecedent is set; records of historic events relating to the municipality or the community; ano other similar records and documentation. Retention: Permanent [GRMRC Routine Value Ooerating documentation that is routine and contains no significant administrative, legal, fiscal historical, informational or statistical value. Includes routine letters or memoranda sent and received, reading or chronological files that are kept solely for convenience and contain duplicates of memos or letters that are also filed elsewhere, routine requests for information. transmittal documents, etc. Retention: 1 year + current iGRMRCA-2] Transitory Value General documentation of extremely short term value, including advertisements, drafts and worksheets, desk notes, copies of materials circulated for informational "read only" purposes, and other records with preliminary or short-term informational value, Retention: Until material has been read 7.10 ELECTRONIC RECORDS Computer Maintained Records Records manipulated and stored using computer technologies. Retention: Follow the retention schedule for the specific type of record Electronic Mail Electronic mail is an electronic message that is transmitted between two or more computers or electronic terminals, whemer or not the message is converted to hard copy format after receipt and whether or not the message is viewed Jpon transmission or stored for later retrieval. including electronic messages that are transmitted through a local, regional or global computer 'letworK [CRS 24-72-204.5]. Retention Follow the retention schedule for the specific type of record 7.t '~ EVENT RECORDS Records pertaining to promotion ano organization of soecial and historic community events or celebrations in which the municipality has a role. such as festivals, fairs, rodeos, 4t~ of July celebrations, pioneer days, Christmas lighting etc. Retention: 2 years after event concludes, except retain records documenting significant aspects of the event permanently 7-3 Schedule NO. 7 - General Adminiatrative Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 7.12 EXTERNAL GROUPS AND AGENCIES Records provided to the mun~ciBality for courtesy or informational purposes from associations. organizations, groups and agencies that are not part of the municipal organization but which nave some form of association or relationship with the municipality. See also Schedule 7Memberships. Retention: Until no longer needed for municipal reference or informational PurPoses 7.13 FORMS -- BLANK Blank forms are not considered to be records and should be separated from the municipality's records. However. a master forms file may De maintained to track the evolution of the form and instructions regarding use of the form. Retention: Until superseded, except retain one copy permanently if a master forms file is maintained Duplicate Copies: Until suoerseded 7.14 GENERAL SUBJECT FILES Files containing correspondence, reports, technical papers, studies, reference materials and other records related or received in the general administration of a 2rogram or in the daily management of departments or offices. General Administrative Records Records of 8 general administrative nature that are created or received in the course of administering programs, including daily, weekly, or monthly activity reaorts which are summarized in an annual report. See also Schedule 7 Program Records and Repo~s. Retention: 1 year + current or until no longer needed for reference Housekeeping Files Records of a general housekeeping nature that are maintained by an office and that do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives, office parties, custodial service requests, parking space assignments, telephone and fax logs, and distribution of keys. Retention: Until no longer needed for reference Policy and Program Development Records Records documenting the formulation and adoption of policies and procedures and the functions of the municipality or [ts departments. Includes narrative or statistical reports, related correspondence on program activities, organizational charts and mission statement studies regarding municipal or department operations, and records related to significant events in which the municipality, departments or individual offices participated. See also Schedule 7Program Records. Retention.: Permanent Technical Reference Files Non-record copies of articles, periodicals, reportsl studies, vendor catalogs, and similar materials that are needed for reference and information but are not considered to be part of the office's records. See also Schedule 7 External Groups and Agencie$. Retention: Until no longer needed for reference ?-4 Schedule Ne. 7 - General Administrative Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 7.'15 LEGISLATION AND REGULATORY ACTIONS External Records such as review cop~es of proposed or adopted state or federal bills, legislation or regulations; notices of oroDosed rulemaking by federal or state agencies. Retention: Until no longer needed for reference Internal See Schedule 8 Governing Body Records. 7.1 6 MAILING AND DISTRIBUTION RECORDS Documentation of transactions with the U.S. Postal Service or private carriers. Certified Mail Return Receipts Receipts returned Dy the eost office to document that the recipient received a mailing sent by the municipality. Retention: 2 years after matter referenced in mailing is concluded Envelopes Envelopes that contained communications received by the municipality. Retention: Dispbse of immediately, un~ess needed in rare circumstances as documentation of mailing and receipt dates Mailing and Distribution Lists Lists of names and addresses compired for various mailings, such as billings, notifications, community outreach and other administrative ~)urposes. ?etention: Until superseded or obsolete Meeting Notification Lists Listings kept of persons whe, within the previous two years, have requested advance notification of all meetings or meetings with specific content [CRS 24-6-402(7)]. F~etention: Until updated Record of Mailing Documentation of mailing dates, content of mailings, and addressees for mailing sent by the ~nunicipality for various purposes. Retention: 2 years Undeliverable Mailings Mailings (excluding mailed ballots) sent by the municipality that were returned as undeliverable. Retention: 2 years after matter referenced in mailing is concluded 7.17 MANUALS AND HANDBOOKS See Schedule 6 Ma/~uals and Schedul~ 7 Policies and Procedures Documentation. 7-5 Schedule No. 7 - General Administrative Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 7.18 MAPS AND DRAWINGS Wide range of maps. drawings, architectural, cartograohic and engineenng records, including maps. chaCcs, p~otomaps, field survey notes, mad history case files and map anQ drawing finding aids; graphic representabons at reduced scale of selected physical and cultural features of the surface of the earth: architectur8 and eng~neenng drawings depicting concepts aha precise measurements needed to p~an and build static structures, such as buildings, bridges and streets: Design and construction drawings for major municipal projects; maps and drawings stored and generated by Geographic Information System (GIS) and comouter-aided design (CAD) systems: "as built" drawings of municioal facilities annexation and development plats and plans; various construction drawings and renderings; municipal boundary maps, election precinct and ward or district maps, zoning district maps; USGS topographical maps of the area: and other similar documents. Retention: Permanent Duplicate Copies: Until superseded or no longer needed for reference 7.19 MAPS -- INFORMATIONAL Maps that are acauired from external sources and are used for municipal reference and informational puraoses for the municipality or the public, such as county maps. Retention: Until suBerseded or no longer needed for reference 7.20 MEMBERSHIPS Records of memberships t~at are paid for by the municipality of municipal officials, employees or the municipality as an organization in professional associations and organizations such as the Colorado Municipal League the Association of Records Managers and Administrators, the U.S. Conference of Mayors, and similar orofessional or municipal associations and organizations. Retention: 2 years 7.21 MINUTES See Schedule 4 Minutes, Schedule 7 Committees q Internal: and Schedule 8 Minutes. 7.22 NEWS CLIPPINGS See Schedule 9 Scrapbooks. 7.23 NEWS RELEASES See also Schedule 7 Public Relations Records, Releases - Policy or Historical Value Prepared statements or announcements issued to the news media announcing municipal events, new programs, program changes or termination, major shifts in policy and changes in officials or senior administrative personnel. Retention: Permanent [GRMRCA-19] Releases - Routine Prepared statements or announcements of minor or routine events, activities, etc. Retention: 3 years + current [GRMRCA-20] Schedule No. 7 ~ Genera/Administrative Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 7.24 ORGANIZATION FILES Recoros that contain organization charts, reorganization studies and similar information that illustrates or provides a detailed description of the arrangement and administrative structure of the municipality, Retention: Permanent 7.25 PETITIONS, OBJECTIONS AND REMONSTRANCES See Schedule 7 Complaints. Routine Sec'ice Requests and Non-Binding Petitions; Schedule 7' Corresponc~ence ane General Documentatiom and Schedule 3 Petitions. 7.26 POLICIES AND PROCEDURES DOCUMENTATION Written instructions, rules and guidelines in manual form documenting current and past authorized municipal policies and procedures, including departmental or organization-wide directives, poricy or operations manuals, instruction manuals, handbooks and memoranda setting out responsibilities and guidelines or outlining policies and procedures, See also Schedule 7General Subject Files- Policy and Program Development Records, Clerical Manuals - Routine Retention: 2 years after superseded or obsolete Manuals from External Sources Retention: Until superseded or no longer needed Policies and Procedures Documentation - In General Documentation, including written materials such as personnel policy manuals and standard operating procedures, that would be useful in establishing past policies or orocedures in liability cases, personnel disputes, ana other circumstances. Retention: Permanent Duplicate Copies: Until suoerseded 7.27 PROGRAM RECORDS Records pertaining to ongoing or special events or activities herd at municipal facilities and programs provided by the municiparity as recreational or cultural amenities for the community. See also Schedule 7 General Subject Files - Policy and Program Development Recorda. Districts Records of districts that provide program services to municipal residents, such as recreation districts, library districts, etc. See Schedule 7External Groups andAgenciea. Facility and Program Use Records Records relating to registration and admission to programs sponsored by the municipality, room and facility reservation sheets, permits for facility or park usage, program and event descriptions. documentation of public use of facilities for which formal registrations or permits are required, etc. Retention: 1 year+current '.GRMRCA-241 Fees and Rates See Schedule 5 Accounts Receivable and Fee and Rate Schedules, ?-7 Schedule NO. 7 - General Administrat/ve Records MODEL MUNICIPAL RBCQRDS RETENTION SCHEDULE Liability Waivers Forms s~gned Dy program participants to release the municipality from any liability related to various activities Retention: 3 years + current Library Records Records oertaining to the operation of a library Dy the municipality. Book Requisitions Retention: I year + current [GRMRC A-14] Catalogs Finding aids in card or computer form that provide patrons with access to library holdings. Retention: Until suoerseded or obsolete Circulation Statistics Retention: Permanent [GRMRCA-14] Gift Register Retention: Permanent [GRMRCA-14] Interlibrary Loan Transactions/Reciprocal Borrowing Sheets - Retention: 3 years + current [GRMRCA-14] Patrons' Registration Forms Retention: 6 years + current [GRMRCA-14] Museum Accession and Donation Records Records documenting the acquisition ano ownershio of museum materials in museums. Ioca history collections and similar collections or repositories owned and operated by the municipality. Retention: Permanent Other Programs Sponsored by Municipality Documentation needed for reference in develooing future programs, including program flyers. press re~eases, etc. Examples of municipal programs include recreation, senior citizen, and youth programs. See Schedule 7 General Subject Files - Policy and Program Develo/~ment Records. Support Groups - Municipal Programs Groups organized in support of municipat programs, such as senior citizen community groups. youth groups. =fiends of the Library or Museum. and similar groups. See Schedule ?External Grou~s ano Agencies. ?-8 Schedule No. 7 - General Administrative Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Sister City Program Records of participation of the municipality in sister programs with cities in other countries including documentation of selection of sister cities, administration of the program, exchange visits, photographs and related documentation. Retention: Permanent 7.28 PROJECT FILES Major Projects Records of major projects, goods and services aceuired relating to capital improvements ano permanem assets of the municipality; design, engineering, constructior' reoair and/or major maintenance of municipally owned buildings, facilities, roadways, utilities, public works and other infrastructure valued at over $ [threshold to be deter~lined by each individual municipality]. Project files may include documentation such as final project reports, specifications and contract documents, notices to eroceed and of final settlement, project pay estimates, change orders and correspondence and general documentation. Retention: Permanent Minor Projects Records of minor projects, goods and services acquired relating to capital improvements, design, engineering, construction, repai- and/or maintenance of municipally owneo buildings, facilities, roaaways, utilities, public works and other infrastructure under $.__ in value [threshold te be determined by each individual municipality]. Project files may include documentation such as final oroject reports, specifications and contract documents, notices to proceed and of final settlement, project pay estimates, change orders and correspondence and general documentation. Retention: 2 years after project completion, provided there is no legal or administrative value Project Bonds 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: 6 years -- current [GRMRC F-7] Pe~ormance and Payment Bonds Surety or other types of bonds received from contractors to guarantee eerformance and payments for municipal projects. Retention.: 1 year + current after project com[~letion [GRMRCA-28] Project Control Files Contain routine memoranda, 3reliminary reports, and other general documentation and records documentin~ assignments and the progress of projects. Note: Does not include final reports, which are to be retained as earl of the project file (see above). F~etention: I year after project is closed 7-9 Schedule No. ? - General Administrative Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 7.29 PUBLIC RELATIONS RECORDS Speeches. addresses, and comments of 3ublic officials, remarks made at formal municiea] ceremonies by elected munic~oal officials, state of the city addresses, etc. Includes caper, videotape, motion picture or race recordings. See also Schedule 7 News Releases. Retention: Perrr anent 7.30 PUBLICATIONS Documents printed or otherwise produced for wide internal or external distribution, including annual reports. 3rochures, pamphlets, leaflets, studies, proposals, newsletters, instructional materials and similar materials printed by or for the municipality or any of its departments, ane made available to the public. See also Appendix A I~lon-Records relatinG [o publications of other agencies or entities that are not considered to be municieal records for retention DurDose$. Retention: Permanent [GRMRC A-31] 7.31 RECORDS FINDING AIDS Manual or automated indexes, lists, registers, and other finding aids designed to make it easier to ~oca[e 3ertinent files or information Retention: Life of the record for which the finding aid is designed to facilitate use and retrieval 7.32 REGULATIONS AND STANDARDS Documentation of rules, regulations, standards and similar guidelines and requirements adooted by the municipality in relation to various activities and functions. Examples include building regulations and standards, subdivision and zoning regulations, cemetery rules ane regulations, streetscade standards, street and sidewalk construction standards, water and sewer line installation standards, mobile home standards, etc. Retention: Permanent Duplicate Copies: Until superseded 7.33 REPORTS Written reports regarding the operations or activities of the municipality or its individual employees, departments or service areas, prepared for use in compiling other reports, planning and budgeting, monitoring work progress, etc. Annual Reports Summary annual reports of individual departments or the municipality as a whole on primary program activities and accomplishments for the previous year; may include statistics, narrative reports, graphs, and diagrams. Retention: Permanent [GRMRC A-33] Daily Reports Reports documenting the daily activities of employees or work units. Retention: 1 year + current Monthly Reports Reports of staff or departments on program activities and accomplishments for the previous month. Retention: 1 year + current [GRMRCA-32] 7-10 Schedule No. 7 - General Administrotive Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Quarterly Reports Reports of staff or departments on program activities and accomplishments for the 3revious three months, Retention: 2 years + current [GRMRC A-32] 7.34 F~ETENTION SCHEDULES .AND COMPLIANCE CERTIFICATES Authorizations for the retention or disposition of records issued for the municipality and its Departments ay the Colorado State Archives and certificates of compliance completed to track the authorized destruction of municieal records. Retention: Permanent 7.35 RULES AND REGULATIONS See Schedule 7 Regulations and Standards. 7.36 SOFTWARE AND SOFTWARE MANUALS See Schedule 6 Computer System Records. 7.37 STANDARDS See Schedule 7 Regulations and Standards. 7.38 STUDIES, PLANS AND REPORTS Documents prepared by the municipality or py external entities on behalf of the municipality, Examples include feasibility studies, planning and land use studies, basin plans, capital projects reports, transportation system plans, master street plans and similar documems that have long- term reference or historical value. Studies, plans and reports retained by the municipality that are ~"~ prepared by or on behalf of other entities, and which include information of interest to the mumcipality, should be evaluated for ~ong-term reference or historical value to the mumcipality. See also Schedule 7 Reports and Schedule '11 Plans, Studies and Reports Retention: Permanent 7.39 SURVEYS AND QUESTIONNAIRES Copies of completed miscellaneous surveys, questionnaires and similar instruments [nat are routine and are received and completed by the municipality for return to the originator Retention: 1 year + current [GRMRC A-32] 7.40 TRAINING AND CONFERENCE MATERIALS Records documenting activities of municipal officials or employees at seminars, conferences or other training sessions not sponsored by [ne municipality, including instructional materials obtained by officials and staff members at conferences, seminars or other types of external training sessions. See also Schedule 15 Training Records~ Retention: 2 years 7.41 WORKSHEETS AND DRAFTS 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 s~gnificant steps in the preparation of the final version of documents; includes informal notes. preliminary drafts of letters, memoranda, reports, computer o¢ printer output used to verify information entered into a computer and not considered to be a final copy, etc. See also Schedule 5 Worksheets. Retention: Until no longer needed %1I Schedule No. 7 - General Administrative Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 8 GOVERNING BODY RECORDS General Description: Records regarding the composition, operation, proceedings and enactments of the governing body (Board of Trustees, City or Town Council) of the municipality. The specified retention period applies to the information contained within the record, regard/ess of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Providec that no re[enuo~' oeriod is soecified for duelicate coeies. *etain those that are created for administrative purposes for ' year. ane retain those created for convenience or reference purposes until no longer neeaed or for 1 year. whichever is first. Duplicate cop es should not be retained longer than the record copy. 8.1 AGENDA MATERIAL Material such as agenda item summaries and supporting documentation, memos or other material presented to governing body relating to decisions to be made at meetings; supporting documentation for minutes. See also Schedule 8 Minutes and Supporting Documentation and Packets Distributed to Governin[1 Body. Retention: Permanent [GRMRC A-18] Duplicate Copies: Until meeting ~s over 8.2 AGENDAS Listings showinc~ date. time and locations of official meetings and items to be discussed by the governing body at regularly scheduled, special and emergency public meetings --~ Retention: Permanent [GRMRC A-4] Duplicate Copies: Until meeting ~s over 8.3 APPOINTMENTS Applications and other documentation regarding the filling of interim governing body vacancies by appointment. Retention: 1 year + current after term of appointment ends 8.4 BYLAWS Documents adopted by the governing oooy to set out guidelines regarding operation of the governing body. Retention: Permanent [GRMRCA-4] Duplicate Copies: Until superseded 8.5 ENTERPRISE BOARD RECORDS See Schedule 8 Governing Body as Another Decision-Making Body. 8,6 GOALS Formally adopted strategic plans or policy agendas set out by the governing body. Retention: Permanent 8-1 Schedule No, 8 - Governing Bed: Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 8.7 GOVERNING BODY AS ANOTHER DECISION-MAKING BODY Records of the govermng 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. See also Schedule 4. Retention: Follow Schedule 8 for specific types of records 8.8 LEGISLATIVE LOBBYING RECORDS Records of official positions taken by the municipality and lobbying efforts with regard To state or federal legislation or ballot measures of interest to the municipality. Retention: ,~ years, exceptthat Resolutions adopting legislative positions are permanent 8.9 LIST OF MEMBERS Listings of names of individuals appointed or elected to the governing body or as Mayor dates of service, last known address eno similar information. Retention: Permanent 8.10 MEMBER RECORDS Files documenting the service and tenure of members of the governing body, including appointments to various committees and bodies, resignations, and other documentation relating to the member's service to the mumcipality. See also Schedule 8 Oaths of OfFice Retention: Permanent 8.'1 '~ MINUTES AND SUPPORTING DOCUMENTATION Official record of the proceedings of the governing body prepared by the municipal clerk or a designee and supporting documentation of a substantive nature such as exhibits referenced in the minutes. Retention: Permanent [GRMRC A-4 and A-18] Routine Supporting Documentation Submitted at Meetings Routine letters, non-binding petitions and other written materials submitted at meetings and referenced in summary form (title, date and brief description) in the minutes. See e~so Schedule 7 Complaints, Routine Sea/ice Requests and Non-Binding Petitions. Retention: 1 year + current after meeting provided summary description is included in minutes 8,12 NOTES TAKEN AT MEETINGS Handwritten or other notes made by municipal clerk at meetings to facilitate the preparation of meeting minutes. Retention: Until meeting minutes are approved 8.13 NOTICES OF MEETINGS Documentation of compliance with laws requiring posting, mailing, publication or other distribution of public notice of meetings of the governing body. Retention: 1 year + current [GRMRC A-4] 8-2 Schedule No. 8 - Governing Body Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 8.14 OATHS OF OFFICE Oaths of office taken and subscribed t© by elected or aPPointed officials at the time of assuming office [ORS 31-4-401], Retention: 1 year + current after term expires [GRMRC A-22] 8.15 ORDINANCES Legislative enactments of the governing body adopted to enact a local law, amend the municipal code or take other legislative actions such as annexing property, appropriating funds, vacating streets, etc. Retention: Permanent [GRMRC A-23] 8.16 ORIENTATION AND TRAINING INFORMATION See Schedule 8 Packets Distributed to Governing Body. 8.17 PACKETS DISTRIBUTED TO GOVERNING BODY Batches of information periodically distributed to members of the governing body for informational purposes, including correspondence, copies of agenda materials and minutes for review, copies of staff memos, etc. Retention: 3 years + current [GRMRC A-4] Duplicate Copies: 1 year or until no longer needed for reference, whichever is first 8,18 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 8.19 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 + current after removal vote, provided findings are recorded in the minutes 8.20 RESOLUTIONS 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. Retention: Permanent [GRMRC A-34] 8.21 SIGNATURE CERTIFICATES Facsimile signature certificates for the Mayor that are fi[ed with the Secretary of State's office for authentication and verification of the signature of the Mayor on municipal documents. Retention: 1 year after term of office ends Schedule No. 8 - Governing Body Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 8.22 TAPES OF MEETINGS Audio or video recordings of official meetings typically used to prepare minutes or [ranscrip[s of the meeting. Executive Sessions Retention: 90 days after meeting [CRS 24-6-402(2)(d.5)(ll)(E)] Open Meetings Retention: 6 months after final action by City Council [GRMRC A-4] 8-4 Schedule No. 8 - Governing Body Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 9 HISTORICAL RECORDS General Description: Records that have historical imoortance as documentation and evidence of the origins and evolution of the municipality anc~ community. The specified 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.). Duplicate Copies: Provided that no retention period is soecified for duplicate coa~es. retain those that are created for administrative purposes for 1 year. anc retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate cop~es should not be retained tonger man the record copy. 9.1 COMMUNITY AND MUNICIPAL HISTORIES Narrative histories of the mumcipality, Departments and comrr Jnity prepared for reference and informational purposes. Retention: Permanent 9.2 COMMUNITY RECORDS Significant historical recorQs (often fragmentary) of early community groups, businesses an(3 prominent individuals typicahy found in the municipa clerk's office or local history collections. Retention: Permanent Note: Contact State Archives for assistance m records appraisaL 9.3 HISTORIC BUILDINGS AND DISTRICTS .~, See Schedule f Landmark and Historic Designations. 9.4 HISTORICAL SOCIETY See Schedule 7 External Groups and Agencies. 9.$ INCORPORATION RECORDS Records relating to the designation of the municipality as a municlaal corporation. Retention: Permanent 9.6 LANDMARKS See Schedule l Landmark and Historic Designations. 9.7 LOGO - MUNICIPAL See Schedule g Seal and Logo of the Municipality. 9.8 NEWS CLIPPINGS See Schedule 9 Scrapt~ool(s. ' The following types of records are usua y considered to have permanent archival ValUe: annual reports, audit reoorts, brochures court dockets older than 192(3 directives nanocooKs, histories, indexes, nterviews, legal opimons, minutes, ordinances an<: -esolutions, organizational charts, photographs, policy manuals, procedure manuals, oublications, regulations, research reoorts, ~-'~ rules soeeches, soecial studies, statistical summaries, records older than 1900. Many of these records are listed in other schedules for cermanen[ rerem~on. Schedule No. 9 - Historical Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 9.9 NEWSPAPERS -- LOCAL Newspapers of the locality or region t~at have been preserved in [ne municipal clerk's office for reference or informational :)urooses. Retention: Not considered to be a municipal record; however, older collections of local news~)aoers may have historical interest to the Colorado Historical Society, local historical society or other historic preservation groups. Contact the Colorado State Archives regarding disposition of these newsoapers. 9.10 PHOTOGRAPHS Photograpr~s depicting municipal activities, officials, community events, buildings, construction projects, aerial photographs of the community depicting topographical and physical features of the municipality and surrounding area. etc. See also Schedule 17 Police Evidence Records. Retention: Permanent 9.1t RECORDS OLDER THAN 1900 Municipal (or other) records of any Type in the cusmoy of the municipality that are dated prior to 1900 and that may have historical or archival value. See a~so Schedule f4 Dockets Older than 1920 Retention: Contact Colorado State Archives regarding preservation and disaosition 9.12 SCRAPBOOKS Chronological record of the municipality or individual municipal deoartments which may include photographs, newspaper clippings and other items pertaining to the municipality's activities and actions and the reactions of citizens. Retention: Permanent [GRMRC A-211 9.13 SEAL AND LOGO OF THE MUNICIPALITY Records pertaining to the creation and establishment of the municipal, logo, seal and other similar graphic or symbolic representations of the municipality. Retention: Permanent 9-2 Schedule No. 9 - Historical Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 10 -- INFRASTRUCTURE RECORDS General Description: Records pertaining to the provision of basic infrastructure and underlying public works services and systems that provide the foundation for the municipality. The specified 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.). Duplicate Copies: Provided that no retention period is specified for duuHca[e conies retatn those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes unsl no ~onger needed or for 1 year, whichever is first. Duelicate OODleS should not be retained longer than the record copy. 10.1 COMMUNICATIONS SYSTEMS Records pertaining to community-wide communications systems, including cable television and telephone service. See Schedule 5 Franchisea: Schedule 6 Communication S/stem Licenses and Telephone Sysmm: Schedule 12 Permits- Communication Towers and Encroachments: and Schedule 16 Easements 10.2 ELECTRICITY SERVICE Records relating to the provision of electrical service to the community aris its residents. See Schedule 5 Franchises and Utility Billing; and Schedule 7 Agreements and Contracts 10.3 ENCROACHMENTS - UTILITY LINES See Schedule 12 Permits - Encroachments. 10.4 ENTERPRISE BOARD RECORDS See Schedule 8 Governing Body as Another Decision-Making Boey. FRANCHISES See Schedule 5 Franchises, 10,6 GAS SERVICE Records pertaining to the prows[on of natural gas service to residents of the municipality, see Schedule 5 Franchises: Schedule 7 Agreements and Contracts, and Schedule 12 Permits - Encroacnmems. 10,7 IMPACT FEES See Schedule 5 Accounts Receivable. 10.8 IMPROVEMENT DISTRICTS See Schedule 5 Improvement District Records. t0.9 MAPS AND DRAWINGS Maps, plans and drawings created by the municipality or its contractor(s) for municipal use, including system schematics, "as-built" drawings, topographic and planemetric maps, etc. See also Schedule 7 Maps and Drawings. Retention: Permanent forfinal versions Duplicate Copies: Until no longer needed for reference 10,10 POLICIES AND PROCEDURES See Schedule 7 Policies and Procedures Documentation. 10.'~ 1 PROJECT RECORDS See Schedule 7 Project Records. 10-1 Schedule No. 10 - Infrastructure Records MODEl. MUNICIPAL RECORDS RETENTION SCHEDULE ~, 10.12 RAILROAD RECORDS Municipal Operations on Railroad Right-of-Way Records of license agreements, right-of-way agreements or other transactions for the municioality's use of the railroad right-of-way for utility line installation Or other purposes. Retention: Permanent Railroad Crossings Crossing 3~ans and drawings. PUC/CDOT public hearings and rulings, reports and studies. accident records, corrective actions in relation to State inspection reports and similar documentation. Retention: Permanent Railroad Systems Records pertaining to railroad systems, routes, regulations and rights-of-way for railways operating within the municipality. Retention: Permanent 10.13 REGULATIONS See Schedule 7 Regulations and Standards. 10.14 RIGHTS-OF-WAY AND EASEMENTS See Schedule 16 Easements. ~ 10.15 SOLID WASTE MANAGEMENT Records pertaining to landfills operated by the municipality. See also Schedule 5 Accounts Receivable for cash race Dts for trash hauling Landfill Locations Retention: Permanent Landfill Monitoring - Surrounding Jurisdictions See Schedule 11 Environmental Records. 10.16 STANDARDS See Schedule 7 Regulations and Standards. 10.17 STATE HIGHWAY SYSTEM RECORDS Records regarding street maintenance contract with Colorado Department of Transportation and other standards and policy issues relating to State highways within the municipality. See also Schedule 5 Government Revenue Programs aha Schedule 10 Street ODerations Records. Retention: Permanent [GRMRC F-13] 10.18 STORMWATER DRAINAGE SYSTEM Records relating to the management of stormwater run-off and drainage, flooding and storm drainage basins. See Schedule 7 Project Records and Regulations and Standards and Schedule 11 Floodplains. 10-2 Schedule No. lO - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 10.19 STREET ENGINEERING RECORDS Records documenting the layout and planning of streets, intersections and sidewalks, street address assignments, establishment of grades, major street construction and maintenance street and intersection design aha alignment, right-of-way acquisition, stree[ and drainage orob em histories and similar records of long Term significance. See also Schedule I StreelAddress and House Number Assignmenm: Schedule 7 Maas and Drawings an(] Project Records and Schedule 16 Easements. Retention: Permanent [GRMRCA-35andA-36] Bench Mark Records Records of bench marks placed by the municipality or the U.S. Geological Survey to denote elevations above sea level, including record books, maas. cards and other documentation that sets out locations and monument numbers, elevation, description and related data Retention: Permanent Street System Records Documentation filed on or before December 31, 1953, with the State deaartment of transportation by the municipality cerbfying the total mileage of streets in the municipal street system. certification of adoption and a map of the arterial street system ane aocumentatior of subsequent changes in [oral mileage and arterial mileage shown in an annual report [CRS 43-2-125 and 43-2-132]. Retention: Permanent 10,20 STREET AND TRAFFIC OPERATIONS RECORDS Records documenting the ongoing street system and traffic flow operations of the municieality. Bridge Inspections Records of bridge inspections, inventory, changes to bridges and summary reports to the State or other agencies [23 CFR 650.305 and 23 CFR 650.311]. Retention: 2 years after bridge is removed from service Colorado Department of Transportation Projects Records of roadway and signalization improvement projects on State highways located within the municipality. SeealsoSchedule lOStateHighwaySystemRecords. Retention: 6 years + current after project completion [GRMRC A-36] County Road and Bridge Program See Schedule 5 Government Revenue p~grams. Crosswalk Records Documentation of location and use of crosswalks in the municipality, including striping and related records. Retention: 2 years after superseded Encroachments See Schedule 12 Permits. 10-3 Schedule No, 10 - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 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 ano otl3er similar variations. Retention: 2 years after event High Accident Locations Records documenting accidents at locations that have a relatively high accident rate. Retention: 6 years + current [GRMRCA-36] Highway Users Tax Fund (HUTF) See Schedule 5 Government Revenue programs. Naming and Renaming of Streets Records relating to naming and changes of names of streets and roadways. Retention: Permanent Parking Files Records pertaining to the designation and management of parking in the municipality. Retention: 2 years after superseded Projects See Schedule 7 Project Records. Snow Removal Records relating to the designation of snow routes, snow removal policies, and snow and ice removal orograms. Retention: 2 years after superseded Speed Zone Records Records documenting establishment and changes to speed zones in the municipality. Retention: 2 years after suaerseded Street Cuts See Schedule f2 Permits to Work in Public Way. Street Lighting Files Records relating to street lighting improvements, maintenance and repairs on municipal streets and roadways. Retention: 6 years + current [GRMRC A-36] Street and Drainage Problem History Files See Schedule f 0 Street Engineering Records. Traffic Marking and Signalization Files Records documenting traffic marking ano signalization projects. Retention: 6 years + current [GRMRC A~36] 10-4 Schedule No. fO - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Truck Route Designations Retention: 2 years after suoerseded '10,21 STUDIES AND REPORTS See Schedule 7 Studies and Reports t0.22 TRAFFIC CODE See Schedule 7 Code Books - Codes Adopted by Reference. 10.23 TRAFFIC OPERATIONS RECORDS See Schedule 10 Street and Traffic Operations Recoras. 10,24 TRANSPORTATION SYSTEM RECORDS Records pertaining to me operation of municipal or privately owned transportation systems that serve municiaal residents, such as taxicab serwce, bus system and oaratransit service, etc. Retention: 6 years + current [GRMRC A-36] '~ 0.25 UTILITY FEATURES Disconnection Records Records documenting the disconnection of properties from municipal water, sewer, power or similar utility systems. Retention: Permanent Installation and Connection Records documenting installation of municipal utility systems or the connection of properties to municipal water, sewer, power or similar utility systems, See also Water and Sewer Distribution and Storage System Records - TaD and Connection Records. Retention: 2 years after disconnection, provided record of disconnection is retained 3ermanently Locates Documentation of request and municipal action to locate underground ines in vicinity of a construction site. Retention: 2 years Locations Drawings, maps, charts, indexes, plats and other documentation showing the location of utility features such as manholes~ valves, shutoffs, lines and mains etc. Retention: Permanent Duplicate Copies: Until superseded 10.26 VACATIONS- STREET, ALLEYAND RIGHT-OF-WAY Records pertaining to the vacation by the mun[cioality of previously dedicated streets, alleys and public rights-of-way or easements. Retention: Permanent I0-5 Schedule No 10 - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCH£DULE 10.27 WATER AND SANITATION DISTRICT RECORDS Records pertaining to water and sanitation districts that 2rovide utility service within the municipality, including service area plans, boundary maps anc service agreements with the municipality. Retention: Permanent [GRMRCA-38] 10.28 WATER AND SANITATION RECORDS -- (~ENERAL Records relating to the orov~sion of drinking water and sanitary sewer services to mumcipal residents. See Schedule 5 Franchises and Utility Billing and Schedule 7 Maps and Drawings and Project Files. 10.29 WATER AND SEWER DISTRIBUTION AND STORAGE SYSTEM RECORDS Records relating to the operation of the municipality's water aha sewer distribution systems. Agreements - Service See Schedule 7 Agreements and Contracts. Backflow Prevention Device Test Records Documentation of test results on backflow prevention devices designed to protect the municipal water system from 3Dilution related to substances backing into water lines. Retention: 10 years 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 longer Meter Records See Schedule 5 Utility Billing Records, Oversizing Records Retention: Permanent Projects - Distribution System Improvements See Schedule 7 Praject Recorda, Sewer Inspection Records Records of inspections to locate oroblems and defects so that corrective measures can be taken. Retention: 10 years or until superseded, whichever is shorter Sewer Smoke Test Records Documentation of smoke tests undertaken to verify hookup to main sewer lines, check condition of pipes or determine effectiveness of backflow prevention devices. Retention: 10 years I0-6 Schedule No. 10 - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Tap and Connection Records Records regarding the application for and issuance of water and sewer tap~ permits and connections between specific properties and the municioal utility systems. 2 See also Schedule ~0 Utility ~eaturee, Outside Users Tap Records Retention: 2 years after disconnection, provided record of disconnection is retained 3ermanently Sewer Tap Permits Retention: 2 years after disconnection, provided record of disconnection is retained 2ermanently Water Tap Permits Retention: 2 years after disconnection, provided record of disconnection is retained 3ermanently Utility Lines See Schedule 10 Uti/ky Features. Valve Records Records documenting installation, locations and maintenance of valves in the municipal water and sewer systems. Locations Retention: Permanent Maintenance and Repair Retention: 2 years Specifications Retention: Until valve is cermanently removed from service Water Consumption Reports Compilations of statistics documenting daily water consumption. Annual Reports Retention: Permanent [GRMRC A-33] Information Summarized in Annual Reports Retention: 1 year + current [GRMRC A-321 ~2 GRMRC A-24 seecifies a retention of 5 years + current for sewer tap permits and 1 year + current for water tad oermlts; existing mumcipal retention schedules show conflic[~ng re[eh[Ion periods of 5 years + current and uermanen[ retention for ted records. 10-7 Schedule No 10 - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Water Distribution and Production System Records Analysis of System Retention: 2 years + currem iGRMRC A-32] Flow Measurements Data regarding water flows collected from recording stations in streams or weirs. Retention: 1 year Reports - Distribution and Production Systems Retention: Permanent [GRMRC A-33] Water Line Maintenance and Repair Records Documentation of maintenance and repair of municipally owned water lines. Records Requiring Engineering Stamp Retention: 2 years after water line permanenuy removed from service Other Records Retention: 2 years Water Pressure Measurements Retention: 6 years + current [GRMRC A-32] Water Storage Inspection Reports Retention: 6 years + current [GRMRC A-32] Water Use Restriction Records Notices of wa~er use restrictions imposed by the municipality because of restrictions on water supply. Retention: 1 year + current [GRMRC A-39] 0.30 WATER AND SEWER TREATMENT SYSTEM RECORDS Records relating to the treatment of water or sewage at municipally owned and ooerated facilities. Analytical Reports Records relating to analysis of samples taken from various locations throughout the system and from raw and processed sources of supply. Bacteriological Quality Analysis Samples collected for laboratory testing for various contaminants. Retention: 5 years + current [40 CFR 141.331 10~8 Schedule No, 10 - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Chemical and Radiological Analysis ~ Verifications of water quality at various sampling points. Retention: 10 years [40 CFR141.33] Lead and Copper Analysis Retention: 12 years [40 CFR 141,91] Secondary Contaminants Retention: 10 years [40CFR141.33] Sewage Plant Composite Samples Retention: 5 years + current [GRMRC A-32.40 CFR 141.33', Sewage Tests - Weekly Retention: 5 years + current [GRMRC A-32. 40 CFR 141.33] Water Test Standards Retention: 5 years + current [GRMRC A-32] Water Turbidity Reports Documentation of analysis of water samples to determine level of cloudiness caused by ,_ suspended particles Retention: 10 years Annual Reports Reports crea~ee on annua~ basis documenting water and wastewater treatment oeerations. Retention: Permanent Consumer Confidence Report Annual report delivered to consumers as required by the National Primary Drinking Water Regulations. Retention: Permanem~3 Corrective Actions - Noncompliance Documentation of actions taken by municipality to correct violations of primary drinking water regulations. Retention: 3 years after last action [40 CFR 141.33] ~3 40 CFR 141.155 establishes a minimum retention pedod of 3 years for this report; however, permanent retention is specified in the model retention schedule because of the historical value of this annual report. 10-9 Schedule No, 10 - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Discharge Permits and Monitoring Documentation of 3011ution and effluent discharged from the municioal wastewater treatment facilities and reports submitted 'n conjunction with permit compliance; permits issued under the Clean Water Act to the municipality by the Colorado Department of Health ;r Environmental Protection Agency/National Pollution Discharge Elimination System for discharge of treated sewage under controlled conditions. Inspection Records Documentation of annual inspections of wastewater treatment operations to monitor compliance with NPDES permit conditions Retention: Permanent [40 CFR 122,21 Permits Retention: Permanent [40 CFR 122.21 Supporting Documentation Retention: 5 years + current [GRMRCA-32] Equipment Maintenance and Calibration Records Documentation of maintenance and calibration of equipment and instruments used in testing and monitoring of water and wastewater treatment operations, Retention: Life of equipmenl Sand Trap Inspections Retention: Life of equipment Industrial Pretreatment Permits Permits and permit modifications issued by the municipality to private industries allowing the discharge of specific pollutants under controlled conditions. Retention: Permanent Operator Records Records of certifications and training for water and wastewater operating personnel. See Schedule 15 - Employee Records. Operational Reports Filter Plant Logs Daily information regarding plant operations. Retention: 5 years -~ current [GRMRC A-32] Plant Capacity Records Retention: I year + current [GRMRC A-32] 10-10 Schedule No. ~0 -Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Projects - Treatment System Improvements See Schedule 7 Project Records. Sanitary Surveys of System Written reports, summaries and communications by the municipality, its agents or State and Federal agencies. Retention: 10 years [4o CFR 141.33] Sludge Application Records Documentation of placement of approved sites and the surface application of sewage sludge to approved sites. Domestic Septage Application Retention: 5 years [40CFR503.17] Permits Retention: 6 years after expiration Preparation and Application of Sludge Records relating to preparation of sewage sludge and the application by the municipality of sewage sludge to approved sites. Retention: 5 years [40CFR503.17] Surface Disposal Site Placement Retention: By person who prepares the sludge, for as long as sewage sludge remains on the land [40 CFR 503.20] Variances and Exemptions Retention: 5 years after expiration [40 CFR 141.33] Water Meter Reading Sheets See Schedule 5 utility Billing. Water Quality Studies See Schedule 7 Studies and Reports. 10,31 WATER SOURCE OF SUPPLY RECORD8 Records pertaining to source of supply of raw (untreated) water for the municipality, including records relating to adjudication, acquisition, dedication, and transfer of water shares and water resources and records relating to the municipality's water storage system. Acquisition, Sale and Transfer Records Records relating to the municipality's acquisition, sale or transfer of water rights, including water acquisition agreements, dedication of water rights by developers to meet development requirements, court proceedings and other similar transactions. Retention: Permanent [GRMRC A40] 10-11 Schedule No, 10 - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Irrigation (Ditch) Company Records Records relating to the payment of assessments Dy the municipality as a water shareholder, the rental by the municipality of surplus irrigation water to other oarties, etc. Retention: Permanent Reservoir, Dam and Lake Records Records relating to the construction, repair and maintenance, monitoring and capacity of municipally owned and controlled water storage reservoirs, dams and lakes. Retention: Permanent River and Stream Records Augmentation alans river flow observations, adjudication of priorities of use and similar records relating to surface water rights. Retention: Permanent Studies and Reports See Schedule 7' Studies and Repons. Underground Water Rights and Supply Records relating to underground aquifers, water wells and similar records. Retention: Permanent Water Associations See Schedule 7 External Groups and Agencies. Water Conservancy Districts Records relating to temporary use permits and cancerlations and permanent allotment contracts for the use of water through agencies such as the Northern Colorado Water Conservancy District (NCWCD). Retention: Permanent Water Policies, Regulations and Standards Records pertaining to municipal policies, standards and regulations regarding issues such as the dedication of water rights or cash in-lieu-of water rights, water metering, rate adjustments p~ant investment fees. water quality, raw water renta{, water conservation etc. See also Schedule 7 Regulations and Standards and Policies and Procedures. Retention: Permanent Water Stock Certificates Documents issued to the municipality ~y water companies as proof of an ownership interest in the company. Retention: Permanent [GRMRC A-40] Weather Data Repons on weather, river and climatolog~car observations affecting water supply. Retention: Permanent [GRMRCA-33] 10-I2 Schedule No 10 - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Well Location Records Records pertaining to adjudication, installation, testing and use of water wells and abandonment of water wells. Retention: Permanent Well Permits Records pertaining to the application and approval process for permits for drilling and use of water wells for municipal water supply uses. Retention: Permanent 10-13 Schedule No. 10 - Infrastructure Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 11 LAND USE AND PLANNING RECORDS General Description: Records pertaining to annexations, developments, lena uses and the municipal planning and land use regulation function. The specified retention period applies to the informafion contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, opfical disk. etc.). Duplicate Copies: Provided that no retention aedod is saecified for duplicate copies. re[am [nose that are created for administrative purposes for 1 year, and retain those created for convenier~ce or reference purposes until no longer needed or for" year, whichever ts first. Duplicate copies should not be retained longer than the record copy. 1 1.1 ANNEXATION CASE FILES Records documenting the annexation of areas into the municipal boundaries, including annexation petitions, annexation agreements, cop~es of annexing and zoning ordinances (original zomng only) for the property, annexation maps, permanent correspondence etc. See also Schedule 3 Petitions for annexation electior aetitions. Retention: Permanent, except follow Schedule 7 for purging of routine correspondence and documentation such as transmittal memos without substantive content, hearing notices, affidavits ofpublicatior' etc. [GRMRCA-25] 1 1.2 CENSUS AND POPULATION RECORDS Census and Population Data Summary population estimates, statistics ano supporting documentation 3attaining to the ten- year census relating to the municipality and census surveys performed by the municipality. Retention: Permanent [GRMRCA-251 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 ano similar reports. See also Schedule 1- Re~orts. Retention: 3 years Population Studies See Schedule ? Studies and Rel~ort$. 1 1.3 DEVELOPMENT CASE FILES Records pertaining to developments approved by the municipality, including conceptual reviews. master plans, overall development p~ans, planned unit developments, site plans, site specific development plans, minor subdivisions, rapiers, resubdivisions, vacations of 31ars eno 3~ans, aha similar projects. See also Schedule 5 - Financial Guaran~eea. Retention: Permanent, except follow Schedule 7 for purging of routine correspondence and clocumentation such as transmittal memos without substantive content, hearing notices, affidavits of publication, etc. [GRMRC A-25] 11-1 Schedule No. I 1 - Land Use and Planning Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 11.4 DEVELOPMENT PROPOSALS -- NOT APPROVED Records pertaining to proposed developments not aooroved by the municipality, including conceptual reviews, mas[er plans, overall developmen[ plans, planned unit developments, site ~lans. replats, resuDdivisions and similar projects. Retention: 1 year + current after disapproval 1 1,5 DOWNTOWN REDEVELOPMENT PROJECTS See Schedule 7 Project Piles. 11.6 ECONOMIC DEVELOPMENT RECORDS Economic Development Incentives Records relating to economic incentives or waivers provided to companies to locate in the municipality. Retention: Permanent Economic Development Policies See Schedule 7 Policies and Procedures Documentation. Enterprise Zone Records Records documenting the creation and management of enterprise zones by the municipality in conjunction with other municipalities or counties: designation used to encourage business growth oy providing tax, permit and regulatory relief to development within the zone. Summary Reports Retention: Permanent Other Enterprise Zone Records Retention: 4 years after zone designation expires Studies See Schedule 7 Studies and Reoo~s, 11.7 ENVIRONMENTAL RECORDS Environmental Monitoring and Reviews Records pertaining to local and regional permit and application reviews, monitoring, inspections. invesbgations, surveys, screenings, testing aha similar activities by the municipality of land uses and activities that could potentially imoact air quality, water supply and the environment, such as feedlot ooerations, industrial contamination and pollution, mosquito control, gravel pit and mined land reclamation, oil and gas well drilling, sludge application by other jurisdictions, andfili locations etc. See also Schedule lO Solid Waste Managemenr ana Water and Sewer Treatment: Schedule 17 Hazardous Materials. Retention: Permanent Nuisances - General Land Use Retention: 3 years after file is closed orovided no litigation is pending 11-2 Schedule NO 11 ~ Land Use and Planning Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Storage Tanks - Regulated Substances Records related to storage and use of regurated substances such as gasoline, crude oil, fuel oil and diesel oil. including applications, oermits, inspection reports and related records Above Ground Storage Tanks Retention: 5 years Underground Storage Tanks Retention: 25 years after tank removed Weed and Grass Control Records documenting mumciDal enforcement of local provisions designed to help prevent fires caused by overgrown grass weeds or shrubs and to abate nuisance weeds and grass; includes records of abatement. Retention: 2 years after last action or final payment [GRMRC A-6] Wetlands Protection Records relating to protection and management of wetlands on municipal oroperty or rights-of-way. Retention: Permanent Removal and Fill Retention: 30 years 11.8 FEE RECEIPTS See Schedule 5 Accounts Receivable, 11.9 FLOODPLAIN RECORDS Basin and Floodway Records Records documenting the existence of designated and recognized stormwater basins and floodways within the municipality, including maps and drawings depicting locations and FEMA flood insurance rate maps. See a~so Schedule 7 Maps and Drawings. Retention: Permanent Flooding Records Records documenting the locations, extent and levels of flooding and subsequent mitigation efforts in the municipality. See also Schedule lO Stormwater Records, Retention: Permanent Floodplain Building Permits Permits issued for construction within a floodplain area. including elevation certificates, applications, review records, and related documentation, See Schedule 1- Building and Demoli#on Permits 11-3 Schedule No. ? I - Land Use and Planning Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Floodplain Regulations See Schedule 7 Regulations and Standards. Wetlands See Schedule 'I 1 Environmental Records. 11,10 MAPS, PLATS AND PLANS Reproducible linen or Mylar originals [or best copy] of annexations, subdivisions, master p~ans. planned unit developments, site olans, overall development plans, replats, zomng district plans. etc. See also Schedule 7 Maps and Drawings. Retention: Permanent Duplicate Copies: Until no longer neeoed for reference 11.11 NUISANCES See Schedule 11 Environmental Records 11.12 PERMITTED AND ACCESSORY USES Records pertaining to conditional uses. special uses. nonconforming uses. and accessory uses. Retention: Permanent [GRMRC A-25] 11.1 3 PLANS, STUDIES AND REPORTS Documents preoared in-house or ex[ernal]y regarding regional and local planning, strategic or long range planning or growth for the municipality, SUCh as comprehensive land use p~ans, uroan grawth area mans. stormwater basin plans, transportation ~)~ans. utility plans, economic oevelopment plans, streetscape plans corridor plans, housing plans, etc. See also Schedule 7 Studies and Re,offs. Retention: Permanent 11.14 REFERRALS FROM OTHER JURISDICTIONS Advisory deliberations referred to the municipality from me County or other surrounding jurisdictions for review and recommendation. Direct Interest to the Municipality Retention: Permanent [GRMRC A-25] Other Referrals Retention: Until no longer needed for reference 11.1 5 REGULATIONS AND STANDARDS Land use and development regulations aoopted by the municipality, such as subdivision regulations, flood plain regulations, sign codes, zoning regulations commemial standards, building regulations and standards, and similar regulations and standards affecting development and land uses within the municipality. See also Schedule 7 Regulations and Standarda. Retention: Permanent Duplicate Copies: Until superseded 11-4 Schedule No. 11 - Land Use and Planning Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 1 1.16 VARIANCE AND EXEMPTION CASE FILES Records pertaining [o approval of variances to municipal code requirements, such as setback and parking requirements, reouested by property owners and developers due to hardships ano circumstances outside of their control. Running with the Land Retention: Permanent Temporary Retention: 10 years after expiration, revocation or discontinuance of use 11.17 VESTED PROPERTY RIGHTS Documentation that is typically recorded to place on public record the vesting of developmem rights subsequent to approval by the mumcipality of development proposals, [CRS 24-68-t01et seq] Retention: Permanent 2 11.t8 VIOLATIONS - CODE Land Use Violations Records of violations of land use or related codes. See also Schedule f4 Case Files - Code Enforcement. Retention: 5 years + current [GRMRC A-6] Nuisances See Schedule I l Environmental Records. Weed and Trash Violations Records of mumcipal actions to enforce the municipality's weed and trash removal ordinances. See also Schedule ~ 1 Environmental Records. Retention: 2 years + current [GRMRC A-5] 11.19 ZONING RECORDS Records pertaining to tt~e initial zoning or the rezoning of property within the municipality. Initial Zoning Records documenting the zoning of land upon annexation or the initial establishment of zoning districts within the municipality, including correspondence of endurin§ value, zoning ordinances. zoning maps, zoning petitions, and the zoning of annexations. See also Schedule ~1 Annexations. Retention: Permanent, except follow Schedure 7 for purging of routine correspondence and documentation such as transmittal memos without substantive content, hearing notices, affidavits of publicatior em. [GRMRC A-25] Rezoning Case Files Records documenting a change of zoning from the initial designation, including rezoning petitions, corresoondence of enduring value, rezoning ordinances. Retention: Permanent. except follow Schedule 7 for purging of routine correspondence and documentation such as transmittal memos without substantive content, hearing notices, affidavits of publication, etc. [GRMRC A-25] 11-5 Schedule No. 11 - Land Use and Planning Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Zoning Certificates Documentation issued by the municipality regarding the zoning classification for a parcel of ~ proper~y. Retention: Permanent 1 Schedule No I l - Land Use ~nd Planning Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 12 LICENSES AND PERMITS General Description: Records pertaining to the review, investigation, approval, issuance, renewal, denial. susoension or revocation of licenses aha permits for activities regulated by the municipality. The specified retention period applies to the information contained within the recoru, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.), Duplicate Copies: Provided that no retention peno~ ~s specified for duplicate cooies. retain mose that are created for administrative purposes for 1 year ana retain those created for convenience or reference purposes until no longer needed o¢ for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 12.1 BONDS -- LICENSES AND PERMITS Bonds reauired to be filed with the municipality before a license or permit can be issued or renewed. Retention: 6 years + current after expiration [GRMRC F-7] 12.2 LICENSING RECORDS Alcohol Beverage Licenses Application materials relating to issuance, renewak transfer, suspension or revocation of licenses for establishments that sell alcohol beverages. License Background Files Records relating to applications for all types of beer and liquor licenses, including initial municipal and state application forms: change of corporate or trade name form; change of location ~ermit; modification of ~remises: 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; ~oundary maps; ownership records including lists of officers, stockholders and directors, partnership agreements, articles of organization, operating agraemen[s, certificates of authority, aha coreorate changes; and other background materials. Retention: ~ year + currant after establishment ceases operation or after final denial exairation, revocation, Iermination or transfer of the license, except that any background materials that will also apply to a transferred license should be retained from the original license file [GRMRC A-15] Renewal Applications Retention: 1 year + current after ranewal or transfer of ownership Show Cause Hearing Records Documentation of hearings held by the licensing authority to show cause why a license should not be suspended or revoked including hearing notices, exhibits and hearing findings. Retention: 1 year + current after establishment ceases to do business or license is transferred 12~1 Schedule No. 12 - Licenses and Permits MODEL MUNICIPAL RECORDS RETENTION SCHEDULE. Special Event Licenses Application and supporting documentation for soecial events licenses. Retention: I year -,- current after event Animal Licenses Records Kept of licenses issued and proof of rabies vaccinations required for the keeping of domestic Pet animals by residents. Retention: 2 years + current after expiration Bicycle Licenses Records Kept of ownership ano identification information for bicycles. Retention: 1 year + current [GRMRC PSP-13] Business Licenses Contain application. :)roof of payment, approval forms from regulatory departments and similar documentation of issuance and approval of business licenses of al types, including secondhand oealers, sexually oriented businesses, transient vendors amusement devices and olaces of entertainment etc. Retention: 1 year + current after expiration, revocation o~ denial Contractor's Licenses Licenses issued to contractors to authorize them to do business as builders, general contractors, or contractors for installation or work on specific types of systems. Retention: 6 years + current [GRMRC A-10] License Certificates Coeies of annual license certificates issued by municipality for the use or display of the licensee, Retention: ' year + current Pawnbroker Records License Background Files Records relating to applications for licenses, recore of payment of fees, background investigation material, etc. Retention: 1year + current after expiration, revocation, denial or termination of the pawnbroker's license Pawn Records Records received by the municipality from pawn shops to track the acquisition and sale of property pawnee at ~ne pawnshop. Retention: 1 year + current after transaction Sales Tax Licenses See Schedule 5 Tax Collection Records. 12-2 Schedu~No. 12 - L~enses and Permits MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 2.3 PERMIT RECORDS Documentation issued by the municipality as evidence that the bearer is allowed to undertake some type of activity for which a permit is required. Asbestos Removal Permits Retention: 6 years + current [GRMRC PSF-13] Building Permits See Schedule 1 Building ano Demolition Permits. Burning Permits Permits issued by the municipality to individuals or To me municipality by other agencies, to allow open burning on specified oays. Retention: 1 year + current, unless connected with an investigation [GRMRC PSF-'~3] Communication Tower Permits Retention: 2 years + current after removal of tower Concealed Weapons Permits [CRS 18-12-105.1] Denied Permits Retention: 1 year + current after final action [GRMRC PSP-13] Issued Permits Retention: A year + current after excitation [GRMRC PSP-13] Demolition Permits See Schedule l Building and Demolition PemTits. Encroachment Permits Permits issued by the municipality to allow the oermanem or long-term location of communication, utility or other installations under or over public rights-of-way or publicly owned property. See also Schedule 12 Permits to Work in Public Way, Retention: Permanent [GRMRC A-24 and A-30] Excavation Permits Retention: 2 years + current Explosives Permits Permits for the use and storage of explosives for construction and demolition projects, fireworks. theatrical pyrotechnics, etc. Retention: 2 years + current Facility Permits Documentation issued by the municipality to allow access to and use of a municipal facility. Retention: I year + current [GRMRC A-24] 12-3 Schedule No f2 - Licenses and Permits MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Fence Permits Retention: 2 years + current Fire Alarm System Permits Retention: 2 years + currem Fireworks Permits See Schedule 12 Permits- Explosives Permits Gas Company Permits See Schedule 12 Permits - Encroachments. Home Occupation Permits Retention: 2 years + current after expiration [GRMRC A-24] Industrial Pretreatment Permits See Schedule 10 Water and Sewer Treatment Records. Parade Permits .Retention: 1 year + current Permits to Work in Public Way Permits issued for private use or construction on mumcipal right-of-way ("public way") such as streets, sidewalks or adjacent land for demolitions, excavations street cuts blasting, crane operations, barricade installations, concrete construction (cure. gutter sidewalks) or the moving of ~ heavy equipmem or houses. See also Schedule 12 Encroachment Permits. Retention: 2 years + current after expiration, revocation or discontinuance :~f use Sewer Tap Permits See Schedule 10 Water and Sewer Distribution and Storage Syetem Records. Sign Permits See Schedule I Signs. Sludge Application Permits See Schedule lo Water and Sewer Treatment. Special Events and Use Permits Retention: 2 years + current [GRMRC A-24] Street Cut Permits Retention: 1 year + current after exeiration of warranty period [GRMRC A-24] Telephone Company Permits See Schedule 12 Encroachment Permits. Tree Removal Permits Retention: 1 year + current [GRMRCA-24] /.-.% 12-4 Schedule No, 12 - Licenses and Permits MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Underground Storage Tank Permits Records that document installation, maintenance and removal of underground storage tanks for regulated substances such as gasoline and fuel oil. See also Schedule 11 - Environmental Records- Storage Tanks. Denied Permits Retention: 3 years + current after final action [GRMRC PSF-13] Issued Permits Retention: Permanent [GRMRC PSF-22i Use Permits Permits issued by the municipality for various special or temporary uses. Retention: 2 years + current [GRMRC A-24] Water Tap Permits See Schedule 10 Water and Sewer Distdbution and Storage System Records. 12.4 REGISTERS - LICENSES AND PERMITS Records, listings or logs of issuance of licenses or permits by the municipality. Retention: Permanent Contact Lists - Licensees Retention: Until superseded Listings of Current Licenses and Permits Listings of active business licenses. Retention: Until supersepea 12-5 Schedule No 12 - Licenees and Permits MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 13 LITIGATION AND LEGAL COUNSEL RECORDS General Description: Records pertaining to claims, lawsuits and advice received from the municipality's legal counsel. The specified 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.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are crsated 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 rs[a~ned longer [nan me record copy. t3.1 ATTORNEY CORRESPONDENCE See ~chedule 7 Corresoondence and General Documentation. 13.2 BILLINGS -- LEGAL COUNSEL See Schedule 5 Accounta Payable Records. 13.3 CLAIMS Records of notifications of claims regarding ootential lawsuits received by ina municiDality or an authorized representative that are forwarded to legal counsel and/or the municipality's insurance carrier. See a~so Schedule 51nsurance Retention: 6 years + current after closure of claim :GRMRC F-15] 13.4 CRIMINAL CASE FILES Files used by municipal prosecutors to conduct trials against persons cnarged with criminal misdemeanors, including citations, police reports, driving records, comdlaints, subooenas, motions, judgments and related records. Retention: 2 years after case is closed 13,5 GARNISHMENTS See Schedule f5 Payroll Records 13.6 LEGAL OPINIONS Formal ooinions written by legal counsel to advise the municipality, the governing body or the mun[c~oal staff regarding [ne legality or legal consequences of various courses of act[on and to present the basis and rationale for legal recommendations. Retention: Permanent 13.7 LITIGATION CASE RECORDS Civil case Des documenting pending and closed cases filed by the municipality and against the municipality, including egal documents no[es, redorts, background material, settlement records and other documentation created in handling of claims and legal dmoutes and civil actions between the municipality eno omar parties. These records will include documentation such as complaints, summons, investigations, reports, attorney's notes, photograohs, orders and judgments, disoosit[ons plead[ngs, and related records. Litigation records include any court decisions affecting [ne mumcipal[ty, court proceedings, 'esearch files of legal counse litigation case flies, end Public Utilities Commission headng files for cases pertinent to the municipality. 13-1 Schedule No. 13 - Litigation and Legal Counsel Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Major Litigation Documentation of civil suits by the municipality against another party or in defense of the municipality and/or its employees against suits filed by another party. Records of litigation that sets lega~ precedents, that has widespread importance or Ionc~ term major significance to the municipality and how it operates, that has historical interest or that is perceived by the municipality or legal counsel to have enduring reference value. Retention: Permanent [GRMRCA-16! Minor Litigation Documentation of civil suits of a minor nature by the municipality against another oar~y or ~n defense of the municipality and/or its employees against suits filed by another party; records of litigation with relatively short-term reference value. Retention: 7 years after case c[osec dismissed or date of last action unless there is historical vaJue~'~ ,4 Washington Guidelines: Case closed + 10 years unless there is archival value. Utah Guidelines: 7 years after case closed. Oregon Guidelines: 10 years after case closed, dismissed, or date of last action 13~2 Schedule No. f3 - Litigation and Legal CounseJ Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 14 MUNICIPAL COURT RECORDS General Description: Records 3ertaining to the administration aha operations of the municipal courL The specified 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,). Duplicate Copies: Provided that no retention 3eriod is specified for duplicate cop~es retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes un[ no longer needed or for 1 year, whichever is first. Duolicata cooies should not be retained longer than the record copy. 14.1 APPEAL RECORDS Records related to municipal court decisions appealed to higher courts. Appeal Decisions Rulings of higher court's decision on appeals of municipa court decisions. General Ordinance Retention: 3 years ~- current [GRMRC MC-71 Traffic-Non OJ/W~5 Retention: 3 years + current [GRMRC MC-71 Traffic - With OJ/VV Liens Retention: 7 years - current [GRMRC MC-71 Appeal Transcripts Transcripts of municipal court proceedings prepared for appeals of municipal court decisions to higher courts, Retention: 30 aays after all rights of appeal have expired [GRMRC MC-3] 14.2 BANK F~ECORDS - COURT MAINTAINED ACCOUNTS See Schedule 5. 14.3 CASE FILES Records containing summons and complaints issued for appearances in municipal court and supporting documentation such as citations, notices, letters, forms etc. Animal Cases Retention: 3 years + current after closed [GRMRC MC-10] Code Enforcement Cases Retention: 3 years + current after closed [GRMRC MC-10] ~s O JAN means Outstanding JuogmentANarrant. 14-1 Schedule No, 14 - Munic'oal Cou~ Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Misdemeanor Cases Retention: 3 years + current after ClOSe(] [GRMRC MC-10] Parking Cases Retention: 1 year + current after closed [GRMRC MC-11] Traffic Cases Non-OJ/W Retention: 3 years + current after closed [GRMRC MC-9] With OJ/W Liens Retention: 7 years + current after closed [GRMRC MC-8] Voided Summons Retention: ' year + current [GRMRC MC-12] 14.4 DOCKET SHEETS Rosters and listings of court cases to be heard and dates and times set for court appearances. Retention: 7 years + current [GRMRC MC-5] Older than 1920 Retention: Permanent [GRMRC MC-5] 14.5 FINES AND CHARGES Schedules of fines and charges imposed by the municipal court. Retention: Until superseded, except retain one copy for historical purposes 14.6 JUDGES See Schedule 15 Employee Records. 14.7 JURY RECORDS Records relating to selection and oversight ofjurom rosters of oersons selected to serve on juries and instructions regarding their service on me jury. Retention: 2 years + current [GRMRC MC-6] Juror's Summons Retention: 1 year + current 14.8 PROCEDURES Records documenting guidelines and implementation of state rules and local variations established to clarity orocedures. See also Sct~edule 7Policies and Procedures Documentation. Retention: Current plus crevious versions 14-2 Schedule No. l~ . Municiaal Court Recorda MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 14.9 REGISTERS AND INDEXES Alphabetical or numerical indexes or regis[ers of municipal court cases and transactions. Index or Register of Cases Retention: 7 years ~- current [GRMRC MC-5] Index of Deferred Services Retention: 6 months after case c~osea provided rign[s of appeal nave expired Index of Warrants Retention: 6 months after case closed orovided rights of appeal have exoired Registers- Monthly Retention: 6 montt~s after case closed 14.10 REPORTS Summary reports from municipal court to the municipality. Annual Reports Retention: Permanent Monthly Reports Retention: ' year + current 14.11 SUBPOENAS Documents issued to compel an appearance of a defendant or witnesses before the court, or the submission of certified copies of pertinent records. Retention: Duration of retention of case file 14.12 SUMMONS AND COMPLAINTS See Schedule 14 Case/=i/es, 14,13 TAPE RECORDINGS OF COURT PROCEEDINGS Sounc recordings made of proceedings before the mumcipal court. Retention: 6 months after judgment is emeree, provided all rights of appeal nave expired [GRMRC ~C-13] 14.14 WARRANTS Documents issued oy the court ordering the arrest or detainment of an individual. Index of Warrants See Schedule 14 Indexes and Registers. Warrants Retention: 1 year + current after closed or recalled 14-3 Schedule No. ~4 - Municipal Court Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 15 PERSONNEL RECORDS General Description: Records relating to the hiring, employment, safety, benefits, compensation, retirement and termination of municipal employees. The specified 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.). Duplicate Copies: ~rovided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year. and retain those created lor convenience or reference purposes until no longer needed or for 1 year whichever is first. Duel[cate coc es ShoUld not be retained longer than the record copy. 15.1 AGREEMENTS AND CONTRACTS - PERSONNEL See also Schedule 7 Agreements and Contracm. Collective Bargaining Agreements Retention: 3 years after expiration [29 CFR 516,5] Employment Contracts Individual employment contracts or where contracts or agreements are not in writing, a written memorandum summarizing [ne terms. Retention: 3 years after expiration [29CFR 516,5] 15.2 AFFIRMATIVE ACTION RECORDS See Schedule 15 Comoliance with Regulatory Requirements 15.3 AMERICANS WITH DISABILITY ACT RECORDS See Schedule 'I5 Compliance with Regulatory Requirements. 15.4 BENEFITS Records pertaining to fringe benefits, insurance coverage and benefit olans for employees Group Health Insurance - Continuation of Coverage Records showing covered employees, their spouses and dependents have received written 16 notice of continuing group health insurance and COBRA rights, and whether the covered employees, spouses and aependents elected or rejected coverage. Retention: 3 years + currenl~? Benefit Plans Documentation relating to employee health dental, vision and other insurance plans; sociai security, pension deferred compensation. Individual Retirement Accounts, money purchase plans, retirement and similar plans; including a benefit plan description and/or a summary benefit ~lan description. Retention: Full period that plan or system is in effect, plus one year after termination of the plan [29 CFR 1627.3]18 COBRA means Consolidated Omnibus Buaget Reconciliation Act of 1985. Retention oeriod no~ specified in federal law 26 CFR 4980 B (f)(6) or 29 USC 1166. GRMRC F-19 and P-17 speci~ permanent retention for oens~on mans. 15-1 Schedule No, 15 - Personnel Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Plan Basis Records providing the basis for all requ~reo plan descriptions and repons necessary to certify the information including vouchers, worksheets, receipts, applicable resolutions. Retention: Not less than 6 years after filing date of documents [29 USC 1027 and 29 CFR 2520] 5.5 BONDS - PUBLIC OFFICIALS Fidelity, surety, 31anket or other bonds intended to guarantee honest and faithful performance of officials SUCh as the municipal clerk financial officer, or administrator [CRS 31-4-219 CRS 31-4-401]. Retention: 6 years + current after term expires 5.6 COMPLIANCE WITH REGULATORY REQUIREMENTS Americans with Disabilities Act (ADA) Compliance See Schedule 15 Physical and Medical Records. Affirmative Action Compliance Records relating to the municipality's compliance with Title Vii of the Civil Rights Act [29 CFR 1602]. Affirmative Action Plan Retention: Permanent [GRMRC P-3] Affirmative Action Records Records of reauests for job applicant's reasonable accommodation aDolications, hiring, promotion, demotion, transfer, layoff, termination rates of pay, selections for training or apprenticeship. Retention: 2 years~9 [29 CFR 1602.31] Report EEO-4 Records submitted to the Equal Employment Opportunity Commission documenting compliance with EEOC requirements by municipalities with 15 or more employees. Retention: 3 years [29 CFR 1602.30:29 CFR 1602.32] Americans with Disabilities Act (ADA) Compliance See Schedule 15 Physical and Medical Records. Consolidated Omnibus Budget Reconciliation Act of ~985 (COBRA) Compliance See Schedule 15 Benefits - Group Health Insurance - Continuation of Coverage. Family and Medical Leave Act (FMLA) Compliance See Schedule f5 Physical and Medical Records. Occupational Safety and Health Act (OSHA) Compliance See Schedule 15 Physical and Medical Records. ~9 GRMRC P-4 specifies 5 years + current: 29 CFR 1602.14 specifies 1 year. 15-2 Schedule No. 15 - Personnel Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 15.7 EMPLOYEE RECORDS -- ACTIVE AND TERMINATED Documentation of an individual employee's work history, including information regarding active and terminated employees maintained because of the employer-employee relationship, SUCh as records pertaining re age. address, telephone number and social security numoer: notices of appointment: tuition reimbursement; classification questionnaires: commendations; disciplinary and personnel actions relating to the employee, including hiring, evaluation, demotion, promotion and termination of municipal employees; lefters of commendation; letters of resignation; emergency notification forms; oaths of office: job-related training documentation; performance evaluations: salary documentation; selection of benefit plans, e[c. [CRS 24-72-202t4.5)]. See also other employee and personnel records listed elsewhere in Schedule 15. Retention: 56 years after date of hire2° Duplicate Copies: Transfer to custodian of record copy upon termination of employment [GRMRC P-11] 15.8 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 [GRMRC P-10] 15.9 EXPENSE RECORDS See Schedule 5 Accounts Payae/e 15.10 GARNISHMENTS See Schedule 15 Payre// Records 15,11 GRIEVANCES Records of personnel grievances filed by employees Retention: 3 years + current after settled [GRMRC P-12] 1 5,12 HEALTH AND SAFETY RECORDS See slso Schedule 15 Physical and Medical Records and Workers Comcensation. Hazardous Materials Exposure Records of any personal or environmental monitoring of exposure to hazardous materials, lead and asbestos, chemicals, toxic substances, no~se, dust, heat, cold. repetitive motion, blood-borne pathogens, biological agents, bacteria, virus, fungus, radiatior or other dangerous work related conditions. Retention: 30 years after separation [29 CFR 1910.1020 and 15 USC 26221 Material Safety Data Sheets (MSDS) Employers must have a MSDS on file for each hazardous chemical they receive and use and ensure cop~es are readily accessible to employees in their work area. Employer must keep records of chemicals used, where they were used and for how long [29 CFR 1910.1200]. Retention: 30 years =0 GRMRC P-9 specifies permanent retention; however, the Colorado State Amhives now recommends the listed retention period. Research notations: Age records, 3 years [29 CFR 516.2, 41 CFR 50.201, and 29 CFR 1627.3]; demotion records, I year [29 CFR 1627.3 and 29 CFR 16902.14]; hiring records, 3 years [29 CFR t602.14 and 29 CFR 1627.3]; promotion records, 1 year from date record made or personnel action taken, whichever is later [29 CFR 1602.14]; termination records, 1 year from date record made or personnel action taken, whichever is latar [29 CFR 1602.14]; involuntary terminations, 2 years from date of termination, or in cases of charges of discrimination retain until final disposition of charge or action [29 CFR 1602.31]. I5-3 Schedule No. '15 -Personnel Records MODEL MUNICIPAL RECORDS RETENTION SCH£DULE Safety Committee Records See Schedule 7 Committee Records - Internal Safety Policies and Procedures See Schedule 7 Policies and Procedures Documentation. Safety Training Information Manuals handbooks and similar documemation of safety training provided to employees. Retention: 1 year + current :GRMRC P-22] 15.13 I-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 I-9. Employment Eligibility Verification Form); applies to all employees hired after November 6. 1986. Retention: 3 years from date of hire or 1 year after separation, whichever is later [8 CFR 274a.2] 15.14 INSURANCE -- EMPLOYEE See Schedule 15 Benefit Plans and Schedule 5 insurance. 15.15 Joe RECORDS Advertisements of Job Opportunities Advertisements ane announcements regarding job opemngs, Dromobons. training programs or overtime work. Retention: I year + current [GRMRC P-24. 29 CFR 1627.3] Applications for Employment and Supporting Documentation Applications, resumes and supporting documentation and other repii(Cs to job advertisements, including applications for temporary positions. Retention: 2 years from the date record was made or human resource action was taken, whichever is later [GRMRC P-8, 29 CFR 1627.4, 29 CFR 1602.14] Applications for Employment- Not Hired Applications. resumes and supporting documentation submitted for municipal employment by individuals not hired. Retention: 2 years from the date of the making of the record or the personnel action involved, whichever occurs later [GRMRC P-8; 29 CFR 1602.31] Examinations Tests administered by the municipality in connection with screening job applicants to determine aptitude or skills. Retention: 2 years + current from the date of making record or action, whichever occurs last [GRMRC P-8, 29 CFR 1602.31, 29 CFR 1627.3 and 29 CFR 1607.4] I5-4 Schedule No. ~5 - Personnel Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Job Descriptions and Specifications Written descriotions of duties ~erformed. qualifications and physical requirements for municipal oositions. Retention: Until superseded [GRMRC Polygraph Records - Job Applicants Retention: 2 years + current 15.16 OATHS OF OFFICE Oaths of office taken by appointed municipal officials [CRS 31-4-401]. Retention: Term of office - 1 year [GRMRC A-22] 1 5.17 PAYROLL RECORDS Basis of Pay2~ Records pertaining to additions or deductions from wages paid; the basis on which wages are paid; earnings Der weeK; records containing employee's name address, date of birth, occuoation. 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 ara paid must be documented in sufficient detail to oermit calculation for' each say pedod including benefits and prerequisites. The racords may include payment of wages, wage rates, job evaluations. merit and incentive programs and seniority sys[ems. 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 [29CFR516.5] Compensation Plans Pay Plans Written plans outlining job titles and pay scales for municipal employees. Retention: Permanent [GRMRC P-19] Seniority or Merit Systems Retention: For the full period the elan or system is in effect plus 1 year [29 CFR 1627.3] Credit Union Deduction Requests Retention: · year after superseded [GRMRC P-16]2z Direct Deposit Reports Retention: · year + current 2~ Research notations: Additions or Deductions from Wages Paid, 3 years [29 CFR 616.5]; Age Discrimination in Employment Act Records. 3 years [29 CFR 1627.3]; Basis on Which Wages AI~ Paid. 2 years [29 CFR 1620.32 and 29 CFR 516.6]; Earnings Per Week. 3 years [29 CFR 1627.3 and 29 CFR 516.5]; FLSA-Exempt Employees, 3 years [29 CFR 516.5]; FLSA-Non Exeml)t Employees, 3 years [29 CFR 516.5]; 7-ttle VII and Americans with Oisabilities Act, 1 year from date record maee or personnel action taken whichever is later [29 CFR 1602.14]. ~ 29 CFR 516.6 specifies ratention for 2 years. 15-5 Schedule No. 15 - Personnel Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Garnishments '~' Documentation of reauests and cour~ orders served on the municipality to withhold the wages of employees for garnishments, mx levies, support payments and other reasons, Retention: 3 years [GRMRC P-16] Leave Records Balance Reports Year-End Retention: Duration of employee file Other Periodic Reports Retention: 2 years Leave Requests Applications submitted by employees for sick. vacation, compensatory, personal business, family and medical leave, long term leave and other leave time. Retention: 1 year + current [GRMRC P-16] Pay Plans See Compensation Plans (above). Payroll Reports Employee Longevity Reports Retention: Permanent [GRMRC P-6] End of Pay Period Retention: ' year + current FICA Reports - Quarterly Retention: 6 years + current [GRMRC P-16] Quarterly Retention: 2 years + current Year-End Retention: 6 years + current provided Payroll Register is retained permanently i5-6 Schedule No. 15 - Personnel Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Payroll Tax Records Recores of collection, distribution, deposit and transmittal of federal and state income taxes. including federal miscellaneous income statements (1099), reouest for taxpayer identification numoer and certificate (W-9), employer's quarterly federal tax return (941, 94'1 E) and other similar federal and state forms. Retention: 5 years + current Register - Payroll [Year-End] Documentation of the earnings, voluntary an(] reouired deductions and withholdings of municipal employees. Retention: Permanent Salary Surveys Studies and surveys conducted by the mumcipality or its agents to gather comparative salary information for municipal oositions in comparable organizations. Retention: 3 years + current [GRMRC P-21] Time Worked Records All basic time and earnings cares or sheets and work production sheets of individuals where all or cart of the employee's earnings are determined. Retention: 5 years + current [CRS 8-72~107]2~ Wage-Rate Tables All tables or schedules (from their last effective date) of the employer which 3rovide the p,ece rates or other rates used in computing straight-time earmngs, wages, or salary, or overtime ~ay computation. Retention: 2 years; however the Depar[ment of Labor may request records back 3 years [29 CFR 516.6] 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 + current [GRMRC P-16] W-4 Forms Withholding alrowance certificates documenting exemption status of individual municipal employees. Retention: Throughout employment [GRMRC P-161 15.18 PENSION RECORDS Actuarial Reports Reports by actuaries concerning the financial soundness of a pension plan. Retention: Permanent 2a GRMRC P-16. 29 CFR 1602.31 and 29 CFR 516.6 specify retention for 2 years. The model retention schedule follows state raw. 15-7 Schedule No. ~5 - Personnel Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Pensions Awarded Records of applications for pensions, determinations regarding award of pensions and actuarial calculations for the pens[on. Retention: Permanent [GRMRC P-17] Pension Plans See Schedule 15 Benefits Benefit Plans. 15.19 PHYSICAL AND MEDICAL RECORDS Records documenting an individual employee's work related medical history [29 CFR ~630.14]. Note: These records are not personnel records and must be kept physically separate from employee personnel records in a separate location as required by the Americans with Disabilities Act. See also Schedule 15 Health and Safety Records. Age Discrimination in Employment Act (ADEA) and Americans with Disabilities Act (ADA) Records Records required to be retained under Age Discrimination in Employment Act (ADEA) and Americans with Disabilities Act (ADA) containing results of physical examinations considered in connection with personnel actions. Retention: 1 year [29 CFR 1627.3] Family and Medical Leave Act (FMLA) Records Records required to be retained under Family and Medical Leave Act (FMLA); includes an FMLA leave request relating to medical certifications, recertification or medical histories of employees or employees' family members. These records shall be maintained in separate files/records and be treated as confidential medical records, except that supervisors and managers may be informed regarding necessary restrictions and accommodations, not the nature of the condition, first aid and safety personnel may be informed (when appropriate) if the employee may/might require emergency treatment, and government officials investigating compliance with FMLA shall be provided relevant information. Retention: 3 years [29 CFR 825.500] Occupational Safety and Health Act (OSHA) Records Records required under Occupational Safety and Health Act (OSHA), including complete and accurate records of all medical examinations required by OSHA law. Note: These records may be retained by the medical provider. Retention: Duration of employment + 30 years, unless a specific OSHA standard provides a different time period [29 CFR 1910.1020] 15.20 POLICIES AND PROCEDURES -- PERSONNEL Handbooks, manuals, directives and other written statements or summaries of policies and procedures governing personnel and human resource matters pertaining to employment with the municipality. See also Schedule 7 Policies and Procedures Documentation. Retention: Until updated [GRMRC P-18], except retain permanently all documentation that would be useful in establishing past policies or procedures in settling personnel disputes Recruitment and Interviewing Procedures Guidelines for recruitment and interviewing processes for hiring of municipal employees. Retention: 1 year + current [GRMRC P-20] 15-8 Schedule No. ~ 5 - Personnel Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 15.21 REGULATORY AGENCY INFORMATION See Schedule 7 External Legislation and Regulations. 15o22 REPORTS - PERSONNEL See Schedule 15 Pensions and Payroll Records. 15.23 SAFETY See Schedule 15 Health and Safety Records. 15.24 SIGNATURE CERTIFICATES Facsimile signature certificates for the municipal clerk and treasurer that are filed with the Secretary of State's office for authentication and verification of the signature of the official on municipal documents Retention.: 1 year after end of employment 15.25 SOCIAL SECURITY See Schedule 15 Benefit Plans. 15.26 TESTRECORDS See Schedule 15 Job Records. 15.27 TRAINING INFORMATION Information presented to orient new employees regarding eolicies and proceaures. Retention: 1 year + current [GRMRC P-22] 15.28 UNEMPLOYMENT INSURANCE Reports and claim records for unemployment insurance payments. Retention: 6 years + current [GRMRC P-231 15.29 VOLUNTEERWORKER RECORDS Records documenting work performed for the municipality by citizens without compensation for their services. Retention: 3 years after separation 15.30 WORK SCHEDULES Employee On-Call Schedule Retention: 2 years + current [GRMRC P-7] 15.31 WORKERS COMPENSATION Injury reports and supplemental reports and cJaJm records for workers compensation. Retention: 6 years + current [GRMRC P-25] 15-9 Schedule No. 15 ~ Personne/ Record$ MODEL MUNICIPAL RECORDS RETENTION SCHEDU~LE SCHEDULE NO. 16 PROPERTY RECORDS General Description: Records of real property considered for acquisition or owned, sold or vacated by the municipality. The specified 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.). Duplicate Copies: Provided that no retention period ~s specified for duDlicate coDies. retain those that are created for administrative purposes for 1 year. ano retain those created for convenience or reference purposes until no longer neeoe(] or for t year, whichever is first. Duplicate copies should not De retained longer than the recore copy. '16.1 ACQUISITION RECORDS Records documenting me acquisition and ownership of real 3roperty by the municipality, including appraisals. (]uiet title actions, condemnations and eminent domain actions, purchase of proper~y and similar actions to accuire land or real property. Retention: Permanent 16.2 AUCTION RECORDS See Schedule 5 Fixed Asset Records. 16.3 BUILDINGS AND STRUCTURES - MUNICIPAL Records relating to acquisition, construction and sale of buildings ano structures owne~ Dy the municipality. Retention: 6 years after disposition of building or structure 16.4 CEMETERIES See Sci?edule 2. 16.5 DEEDS AND DEDICATIONS Conveyances of property or property rights [o or from the municipality, including warranty deeds. cedication deeds, and similar documents. Retention: Permanent 16.6 EASEMENTS AND RIGHTS-OF-WAY Permanent,Easements and Rights-of-Way Conveyances of rights to place utilities or other infrastructure or to cross ~Jnder or over property owned by another property owner. Retention: Permanent Temporary Access and Construction Easements Documentation of temporary easements allowing access anc entrance to, and work on, proper~y or streets not owned by the easement holder. Retention: 2 years after easement expires 16.7 ENCROACHMENTS See Schedule 12 Encroachment PetTnits. 16-I Schedule No. 16 - Properly Records MODEL MUNICIPAL RE[CORDS RE[TE[N'I'ION SCHEDULE 1 6.8 FLEET AND EQUIPMENT RECORDS See Schedule 6. 1 6.9 INVENTORIES See Schedule 5 Fixed Asset Records. 16.10 LEASES Agreements through which the municipality obtains the right [o use property owned by another, or mrough which the mumcipality grants the right to use municipal property to another party, for a specified period of time in exchange for the payment of rental: includes leases, subleases, assignments of leases, rental rates, terms of proper~y use, etc. See also Schedule 5 Purchasing - Lease Purchase. _Retention: 6 years after termination of lease 16.11 MAINTENANCE, UPKEEP AND DAMAGE RECORDS Records documenting the minor maintenance, repair, and upkeep municipally owneo facilities and proper~y. See also Schedule 16 Work Orders. Retention: I year + current [GRMRC A-41] Chemical Application Records Records documenting the application of chemicals such as pesticides, herbicides and fertilizers to parks and other municipal property. See also Schedule 15 Health and Safety Records for hazardous materials exposure recoms. Retention: 3 years after application Damage Records Records of damage to municioal property, including signs, trees, park facilities, buildings and fences. Retention: 3 years after date of last action if not litigated; if litigated see Schedule 13 Inspection Records Records documenting periodic inspection of parks and facilities to check for damage and recommend repairs and maintenance. Retention: 2 years 16.12 PARKS Historical and informational records regarding each of the municipality's parks, including correspondence, architectural drawings, park histories, photographs, etc. Retention: Permanent 16.13 PROJECTS Construction, renovation or other building projects on municipally owned property. See Schedule 7 Project Files. 16.14 RIGHTS-OF-WAY See Schedule 16 Easements and Rights-of-Way. 16-2 Schedule No. f6 -Property Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 16.15 SALE OR TRANSFER OF PROPERTY RECORDS Records pertaining to transactions for the sale or trade of land, buildings or othe? real property owneo by the municipality. Retention: Permanent 16.16 TREES Records pertaining to the planting, removal care and inventory of trees on mumc pally owne(] property. Tree Inventory Retention: Until suoersedec Tree Removal See Schedule '12 Tree Removal Permits. 16.17 VACATIONS -- EASEMENTS AND RIGHTS-OF-WAY See Schedule 10 Vacations - Street. Alley and Right-of-Way. 16.18 WORK ORDERS-- PROPERTY Reouest an(] authorization forms for repair or maintenance work on municipally owned facilities or structures. Retention: 2 years 16-3 Schedule No. 16 - Proper~y Recor(~s MODEL MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE NO. 17 PUBLIC SAFETY R'ECORDS General Description: Records relating to the enforcement and protective service functions of the municipality. The specified retention period applies to the information contained within the record, regard/ess of the physical format of the record (pape/~ microfilm, computer disk or tape, optical disk, etc./. Dupficate Copies: Provided that no retention period ~s specified for duplicate copies, retain those 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, 17.1 AGREEMENTS AND CONTRACTS See Schedule 7Agreements and Contracts. '17.2 ANIMAL CONTROL Records relating to the control and protection of animals in the municipality. Animal Licensing See Schedule 12 Licenses. Humane Society Records documenting the ongoing operational and administrative relationship between the municipality and the local humane society or animal shelter. See Schedule 7External Groups and Agencies. Impoundment Records Records 3ertaining to the impoundment and care of stray animals. Retention: 1 year + current [GRMRC PSP-3] Regulations See Schedule 7 Regulations and Standards. 17.3 CIVIL DEFENSE See Schedule 17 Emergency Planning. 17.4 DISASTER RESPONSE PLANNING See Schedule 17 Emergency Planning. 17.5 EMERGENCY PLANNING AND RESPONSE Emergency Operations and Management Plans Records relating to disaster, emergency and civil defense planning and preparation; implementation and testing of disaster warning systems aha response planning; disaster response and emergency planning ane preparedness of the municipality. Includes emergency operations plans, incident response plans, and disaster management and recovery prans. See also Schedule 6 Equipment Records. Retention: ~ year + current after superseded, except retain one copy for historical 3urposes [GRMRC PSF-14] I7-1 Schedule No, 17 - Public Safety Records MOD£L MUN CIPAL RECORDS RET£NTION SC~IEDUL~ Incident Records - Disasters and Emergencies ~ Documentation of the extent and impacts of natural or manmade disasters and emergency incidents and actions taken by the municipality in response to such incidents; includes records such as 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. Retention: Permanent Mutual Aid Agreements See Schedule 7 Agreements and Contracts, 7.6 EQUIPMENT- PUBLIC SAFETY Records pertaining to equipment used Dy public safety and emergency services departments. See also Schedule 6 £quiprnen[ Emergency 9-1-1 Service Retention: 5 years after superseder Radar Guns and Camera Radar Records oertaining to maintenance and calibration of radar guns. camera radar and similar detection systems, Retention: 1 year after disposition of equipment [GRMRC PSP-2] FVarning Systems - Emergencies and Disasters ~_.~ See Schedule 6 Equipment. 17.7 FIRE AND RESCUE ACTIVITY RECORDS Records pertaining to fire suppression an(3 prevention and emergency rescue functions, Burning Permits See Schedule 12 Permits. Call Sheets - Rescue Unit Retention: 5 years + current EGRMRC PSF-18] Equipment See also Schedule 6. Fire Hydrant Records Documentation of locations, specifications, maintenance, testing ana repair of water hydrants in the municipal water system. Retention: 1 year after hydrant is replaced or removed from service [GRMRC PSF-61 Pumper Tests and Hose Tests Retention: I year after disposal of equipment [GRMRC PSF-6] /=ire Code See Schedule 7 Code Books 17-2 Schedule No. 17 - Public Safe~ Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Fire Code Board of Appeals See Schedule 1 Building Board Case Flies. Fire Insurance Rate Maps See Schedule 7 Macs and Drawings. Fire Protection Districts Records with long-term value documenting the ongoing operational and administrative relationship between the municipality and the fire orotection district. Note: Follow other Schedules for other types of records. See also Schedule 7 External Grou~s and Agencies. Retention: Permanent Incident Records Fire Call Sheets Retention: 5 years + current [GRMRC PSF-81 Fire Prevention Schedule Retention: 1 year + current [GRMRC PSF-101 Incident Investigations Records pertaining [o investigations regarding fires and other incidents. See also Schedule 1 7 Hazardous Materials Investigations. Fatality Retention: Permanent [GRMRC PSF-111 Non-Fatality Retention: 10 years + current [GRMRC PSF-11] Non-Criminal Retention: 2 years + current [GRMRC PSF-11] Rescue Incident Reports Retention: Permanent [GRMRC PSF-11] Run Sheets - Fire and Rescue Retention: Permanent [GRMRC PSF-1 t] Inspections Business Inspection Records Records of inspections of commercial establishments. Retention: Permanent [GRMRC PSF-17] 17-3 Schedule No. ¢7 . Public Safety Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Routine Inspections Records of routine fire orevention and other related inspections performed by the municipality. Retention: 3 years + current [GRMRC PSF-12] Requests for Service Retention: 2 years + current [GRMRC PSF-19] S.A.R.A. Tier II Reports Superfund Amendments ReauthorizatJon Act reoorts. Retention: 1 year + curren[ [GRMRC PSF-20] Training Records See Schedule 15 Training Records. 7.8 HAZARDOUS MATERIALS Records relating to hazardous materials regulation, prevention, safety and incident response ano investigation. Asbestos Removal Permits See Schedule ~2 Permits. Incident Prevention Reports Retention: 3 years + current [GRMRC PSF-10] Incident Response Planning See Schedule f7 Emergency Planning. Investigations Records of investigations of hazardous materials incidents. Criminal Hazardous Materials Incidents Retention: Permanent [GRMRC PSF-17] Non-Criminal Hazardous Materials Incidents Retention: 2 years after costs are recoveree [GRMRC PSF-11 Registration - Hazardous Materials Retention: Permanent [GRMRC PSF-10] Underground Storage Tank Inspections See Schedule ~ ~ Environmental Records and Schedule ~ 2 Permits. 17-4 Schedule No. ~ 7 - Public Safety Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE 7.9 POLICE RECORDS [General Reference: CRS 24-72-304] Arrest Records Records pertaining to arrests, including cards, numerical files and register books Arrest and Booking Logs Retention: 5 years -~ current [GRMRC PSP-13] Adult Offenders Retention: Permanent [GRMRCPSP-4] Juveniles [CRS 19-%304] Retention: Until 19 years old [GRMRC PSP-12] Case Files ~vestJgative case records pertaining to cases handled by the police department. Felony Cases (Major Felonies and Violent Crimes) Cases such as arson, aggravated assault. 'mmicides. kidnapping, deaths, missing persons (excluding runaways), officers killed, robbery, forgery, theft of oublic funds and similar cases. Retention: Permanent [GRMRC PSP-5] Felony Cases (Other) Other felony cases, special investigations and similar cases. Retention: 5 years + current [GRMRC PSP-5] Misdemeanors Misdemeanor cases, petty offenses, traffic offenses and similar cases. Retention: 3 years + current [GRMRC PSP~5] Sex Offenders Retention: 5 years after leaving jurisdiction iGRMRC PSP-51 Criminal History Files Felonies Retention: 10 years + current [GRMRC PSP-9] Homicides Retention: Permanent [GRMRC PSP-9] Misdemeanors Retention: 5 years + current [GRMRC PSP-9] 17-5 Schedule No. 17 - Public Safety Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Evidence Records Records pertaining to the collection and storage of evidence collected at crime scenes and during police investigations. Note: Retention periods apply provided offenses are not affected by statute oflimitations. Fingerprint Cards and Files Records containing latent fingerprints and oalm prints found at crime scenes without identification of susoects. Retention: 75 years + current iGRMRC PSP-10 and PSP-11] Handling and Storage of Evidence Records Logs documenting the receipt, transfer and release of materials taken into evidence, including property reports, re[ease records, evidence tags ano similar records. Retention: 7 years + current [GRMRC PSP-' Mug Shots/Negatives Photographic records of suspects and persons convicted of crimes: includes photographic prints and negatives. Retention: Permanent [GRMRCPSP-16] Photos/Negatives Photographic records of crime scenes: includes photographic prints and negatives. Retention: 75 years + current [GRMRC PSP-10] Videotapes ~-~ Tape~2 records pertaining to police cases, sucn as video taken at crime scenes. DUI24 arrests aRa similar oases, Retention: 30 eays after final court disposition Field Contact Records Records of contacts with businesses, complainants, juveniles, victims or witnesses after which no incident report is fi[ed, including written statements. Retention: 3 years - current [GRMRC PSP-7] Tape Recorded Interviews- Field Contacts TaPed interviews conducted during field contacts in which no incident report is filed. Retention: 90 days if transcribed [GRMRC PSP-7] Internal Affairs Investigations Records pertaining to internal investigations regarding police conduct or actions, Doaro of inquiry proceedings, and any subsequent disciplinary actions. Note: Substantiated investigations shouldbe transferred to the record copy custodian for personnel records for the municipality to be retained or deetroyed according to personnel policy unless there are conflicts with union policy. Retention: 4 years + current [GRMRC PSP-19] Licenses and Permits See Schedule 12. DUI means "driving under the influence." ~.7-6 Schedule No. 17 - Public Safety Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Logs Listings kept to track specific routine daily activities. Arrest Logs See Schedule 17 Arreet Records. Court Subpoena Logs Retention: 2 years + current [GRMRC PSP-13] Crime Logs Logs kept of specified crimes such as auto and auto parts thefts, burglaries, forgery and bad checks, theft and fraud and similar records. Retention: 3 years ~- currem iGRMRC PSP-13] Dispatch Logs Retention: 1 year + current DUI Logs Retention: 2 years + current [GRMRC PSP-13] Offense Logs Retention: 3 years + current [GRMRC PSP-13] Routine Activity Logs Documentation of routine home and welfare checks, alarm checks, and similar activities. Retention: 1 year +current [GRMRCPSP-15] Traffic Accident Logs Retentioq: 2 years + current [GRMRC PSP-13] Parole Card File Retention: Until no longer needed [GRMRC PSP-17] Personnel Records See Schedule t~ Registered Sex Offenders [CRS 18-3-412.5] Retention: 5 years after offender leaves jurisdiction [GRMRC PSP-5] Reports Accident Reports Retention.: 3 years -,- current [GRMRC PSP-20] I7-7 Schedule No. 17 - Public Safety Recorcls MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Activity Summaries Routine reports and documentation regarding daily activities and assignments, dispatch logs, field activity, officer activity, ride-along recoros, [avern and bar checks vehicle impoundments, roll call records, and work schedules. Retention: ' year + current [GRMRC PSP-I and PSP-20] Crime Stoppers Reports Retention: 5 years + currem [GRMRC PSP-20] Incident Reports Retention: 3 years + currem [GRMRC PSP-20] Offense Reports Serious Offenses RePorts relating to serious circumstances such as deaths, missing persons. forgery or treason. Retention: Permanent [GRMRC PSP-20] Other Offenses Retention: 10 years + current [GRMRC PSP-20] Records Checks Retention: 2 years + current [GRMRC PSP-20] Reports - Departmental See Schedule 7 Reports. Uniform Crime ReporENIBRS - Annual Retention: Permanent Ride-Along Program Records Records of police programs that allow citizens to ride-along with police offers. Approved to Ride-Along Retention: 3 years + current Denied Approval to Ride-Along Retention: Permanent Liability Waivers See Schedule 7 Program Records 17-8 Schedule No. 17 - Public Safety Records MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Seizure Fund Documentation Retention: 7 years + current [GRMRC PSP-211 Statistical Files Card or other indexes for collection of data by class of crime, Uniform Crime Reports (UCR), and ether statistical information compiled by the police department. Retention: 5 years + current [GRMRC PSP-211 Training Records Records documenting training for police personne including shooting range score sheets, test scores, and monthly training reports. See also Schedule 15 Trainino Records. Retention: 5 years after employee's termination2s [GRMRC PSP-23] 7.10 PROCEDURES AND POLICIES See Schedule 7 Policies and Procedures Documentation 7.11 SUMMONS AND COMPLAINTS Duplicate copy of summons and complaints. See also Schedule 14. Retention: 1 year -~ current [GRMRC PSP-6] 17.'12 'rAPE RECORDINGS-- DISPATCH Audio taoes recorded to monitor radio transmissions. Retention: 90 days 17.'13 TRAFFIC CODE See Schedule 7 Code Books. 7.14 VEHICLES-- PUBLIC SAFETY See Schedule 6. 25 Transfer departmental personnel records to municipality's truman resources/personnel office at the time emcloyee is terminated. 17-9 Schedule No. 17 - Public Safety Records APPENDIX A NON-RECORDS The following types of administrative materials have no 3ublic 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 9ffices. commercial firms, or private institutions, which requiFe 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 oocumems. 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 non-policy 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. Appendix A - Non-Records APPENDIX C APPROVAL REQUEST FORM NAME OF MUNICIPALITY: CONTACT PERSON/TITLE: MAILING ADDRESS: TELEPHONE: E-MAIL; LOCAL I=XCEPTIONS: ~'List and provide basis and description of any local exceptions for records retention periods that are specified by local ordinance, Home Rule Charter orovi$ion, formal direction of the governing body, etc. that differ from those set out in the Model Municipal Records Retention Schedule. Use additional pages if needed.) THE ABOVE MUNICIPALITY HEREBY REQUESTS APPROVAL FROM THE COLORADO STATE ARCHIVES TO FOLLOW THE MODEL MUNICIPAL RECORDS RETENTION SCHEDULE DATED , 200~, 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 1B-20, DENVER, CO 80203. FOR FURTHER INFORMATION. CONTACT THE COLORADO STATE ARCHIVES AT (303) 866-2055 COLORADO STATE ARCHIVES APPROVAL APPROVED BY: DATE OF APPROVAL: AoDendix C- A¢proval Request Form APPENDIX B GLOSSARY CFR - Code of Federal Regulations~ Closed Record - A file unit or records series containing documents on which action has been completed and [o which more documents are not likely to be added. CRS - Colorado Revised Statutes. Disposition - Actions taken regarding records no onger 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 oocuments kept solely for ease of access and reference. Format- The shape, size. style and general makeup of a particular record. GRMRC - Guidelines forthe Retention of Municipal Records in Color~do, 1999 Edition. 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. Appendix B. Glossary APPENDIX D UPDATE REQUEST FORM TO REQUEST OR SUGGEST A CHANGE TO THE MODEL 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 lB-20 DENVER, CO 80203. FOR FURTHER INFORMATION, CONTACT THE COLORADO STATE ARCHIVES AT (303) 866-2055. CHANGE REQUESTED BY; NAME OF MUNICIPALITY: CONTACT PERSON; ADDRESS: PHONE NUMBER: E-MAIL: REQUESTED CHANGE REASON FOR REQUESTED CHANGE ADDITIONAL COMMENTS NOTE: ATTACH ADDITIONAL PAGES IF NEEDED. Appendix D - Update Request Form