HomeMy WebLinkAbout25-2515 Records Destruction CITY OF MERIDIAN RESOLUTION NO. 25-2515
BY THE CITY COUNCIL: CAVENER, LITTLE ROBERTS, OVERTON,
STRADER, TAYLOR,WHITLOCK
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDIAN DIRECTING
THE CITY CLERK TO DESTROY AND/OR SUPERVISE THE DESTRUCTION OF
CERTAIN SEMI-PERMANENT AND TEMPORARY RECORDS; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City Council has the authority pursuant to Idaho Code section 50-907(7)
to, by resolution, direct that the City Clerk destroy semi-permanent and temporary records, upon
the advice of the City Attorney; and
WHEREAS, upon the advice of the City Attorney, the City Clerk has identified certain
semi-permanent and temporary records that may be destroyed pursuant to Idaho Code sections 50-
907(2) and(3)because the time period for retention of such records has expired; and
WHEREAS,the City Council finds that it is in the best interest of the City of Meridian to
destroy all semi-permanent and temporary records as set forth in Exhibit A hereto;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
MERIDIAN, IDAHO:
Section 1. That the City Clerk is hereby directed to destroy and/or supervise the
destruction of the semi-permanent and temporary records of the City of Meridian as set forth in
Exhibit A hereto.
Section 2. That this Resolution shall be in full force and effect immediately upon its
adoption and approval.
ADOPTED by the City Council of the City of Meridian, Idaho, this 6th day of May, 2025.
APPROVED by the Mayor of the City of Meridian, Idaho, this 6th day of May, 2025.
APPROVED: ATTEST:
Robert E. Simison, Mayor Chris Johnson, City Clerk
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 1 OF 1
Exhibit A
RECORDS
DESTRUCTION
RESOLUTION ADOPTING UPDATED RECORDS RETENTION SCHEDULE PAGE I
TABLE OF CONTENTS
City Attorney's Office ................................................................... Page 2
City Clerk's Office ....................................................................... Page 4
Community Development ............................................................... Page 5
Finance Department ..................................................................... Page 6
Human Resources Department ......................................................... Page 7
Parks and Recreation Department ...................................................... Page 11
Public Works Department ............................................................... Page 14
1 1 P a g e
CITY ATTORNEY'S OFFICE
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Legal Department
Bankruptcy Records documenting notification Semipermanent Destroy where Trustee
Notices and Case to the city that certain individuals IC§50-907(2)(a,g) Final Report or an Order
Files have filed for bankruptcy, and used Dismissing the Case was
to determine if the individual owes entered on or before
money to the city and to file notice December 31, 2019
or claim with the court.
Information may include: debtor's
name,utility accounts information,
prepared repayment plan and
related documentation.
Civil Case Files Records related to cases filed by Semipermanent Destroy where last action
and against the City, including IC§50-907(2)(g) was on or before
bankruptcy litigated claims and land December 31, 2014
use judicial review/appeals .
Includes complaints, summons,
investigations, reports, attorney
notes, discovery-related records,
pleadings, affidavits, motions,
deposition transcripts, disposition,
orders and judgments, exhibits,
appeals, and related records.
Contracts Agreements with outside counsel, Semipermanent Destroy where last
investigators, representatives, and IC§50-907(2)(b) action was on or before
other parties approved by the City December 31, 2019
Attorney.
Departmental Reports prepared by the city Semipermanent Destroy records dated on
Reports attorney for the mayor and city IC§50-907(2)(e) or before December 31,
council. 2019
Forms and Forms and agreements prepared by Semipermanent Destroy records dated on
Agreements City Attorney's Office (e.g. consent IC§50-907(2)(g) or before December 31,
forms, acknowledgement forms, 2019
waiver agreements, liability
agreements).
Legal Opinions, Formal and informal opinions and Semipermanent Destroy records dated on
Memoranda memoranda rendered by the city IC§50-907(2)(g) or before December 31,
attorney for the mayor, city council, 2019
or city departments, examining
legal questions relating to
state/federal law/rules or local
ordinances/policies.
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RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Privileged Records held in confidence by the Semipermanent Destroy where separation
Administrative City Attorney's Office regarding IC§50-907(2)(g) of investigated employee
Records confidential or privileged matters was on or before
including personnel investigations, December 31, 2019
settlements related to personnel
matters.
Settlement Settlement agreements and related Semipermanent Destroy where final
Records documentation from civil cases, IC§50-907(2)(g) fulfillment of all parties'
claims, mediation, and arbitration. obligations was on or
before December 31,
2019
Risk Management Wh
Claim Files Claims for damages filed by and Semipermanent Destroy records dated on
against the city, including claims IC§50-907(2)(a,g) or before December 31,
caused by City employees/ 2019 for unlitigated
equipment, including tort claims, claims (See Civil Case
property damage records, and Files for litigated claims)
related correspondence.
3 1 P a g e
CITY CLERK'S OFFICE
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Administrative Records
Correspondence Records created or received in the course Semipermanent Destroy records
of administering city policies,procedures dated on or before
or programs,but these records do not December 31, 2019
provide insight into significant policy,
procedure or program discussions or
decisions.
Operational Records
AudioNideo Audio and video recordings of City Semipermanent Destroy records
Recordings Council, Commission and Committee dated on or before
Meetings. December 31, 2019
Contracts & Agreements with vendors and other Semipermanent
Agreements to parties for the acquisition, lease, lease- IC§50- Destroy where
which the City is a purchase or sale of equipment, supplies, 907(2)(b) expired on or before
Party services or property, letters of credit, December 31, 2014
warranty surety agreements which have
been approved at a City Council meeting,
approved by the Mayor, or have been
recorded with Ada County.
Permits & Licenses Records relating to city permits and Semipermanent Destroy records
licenses issued in the City Clerk's Office. IC§50- dated on or before
907(2)(d) December 31, 2019
4 1 P a g e
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Administrative—All Divisions
Committee/Ad-Hoc Agendas and meeting minutes/notes for Temporary Destroy records
Team Records special groups convened by Community dated on or before
Development for specific purposes such December 31, 2022
as understanding operational gaps, Code
issues, and process delays.
Department Departmental records created or received Temporary Destroy records
Guidelines, Policies, in the course of administering dated on or before
Procedures, Processes departmental policies, procedures, or December 31, 2019
and Reports programs, but these records do not
provide insight into significant policy,
procedure, program, discussions, or
decisions. Including,but not limited to:
citizen response letters.
Zoning Verification Documents, including, but not limited to: Semi- Destroy records
Letter written requests for zoning analysis of a permanent dated on or before
specific parcel/property and the December 31, 2014
responsive departmental opinion.
5 1 P a g e
FINANCE DEPARTMENT
RECORD DESCRIPTION I CATEGORY TO BE DESTROYED
Administrative—All Administration,Arts & Culture, Billing, Budget, Controller, Purchasing)
Records created or received in the Semipermanent Destroy records
course of administering city policies, dated on or before
procedures or programs, but these December 31, 2019
records do not provide insight into
significant policy,procedure or program
discussions or decisions. Including but
not limited to Citizen Response letters,
billing adjustment requests, etc.
Accounting
Accounts Payable Records documenting payment of city Semipermanent Destroy records
bills, including reports, invoices, check IC§50- dated on or before
stubs,purchase orders, payment 907(2)(a) December 31, 2019
authorizations.
Accounts Records documenting billing and Semipermanent Destroy records
Receivable collection of monies owed to the city by IC§50- dated on or before
vendors, citizens, organizations, 907(2)(a) December 31, 2019
governments, etc. Records include:
reports, receipts, invoices, statements,
etc. Information typically includes:
receipt amount, date, invoice number,
name, account number, account balance,
adjustments, etc.
Cash Receipts Receipt and supporting documentation. Semipermanent Destroy records
IC§50- dated on or before
907(2)(a) December 31, 2019
Grant Records Records documenting the application, Semipermanent Destroy records
evaluation, awarding, administration, IC§50- dated on or before
reporting and status of grants applied 907(2)(g) December 31, 2014
for, received, awarded or administered from final grant
by the city. Records include: close-out
applications and proposals, summaries,
objectives, activities,budgets, exhibits,
award notices,progress reports,
contracts, financial reports, and related
correspondence and documentation.
Bank Transaction Records documenting the status and Semipermanent Destroy records
Records transaction activity of city bank IC§50- dated on or before
accounts, including account statements. 907(2)(a) December 31, 2019
6 1 P a g e
HUMAN RESOURCES DEPARTMENT
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Affirmative Records documenting city compliance with Semipermanent Destroy where date
Action; Equal the Civil Rights Act of 1964, the Equal IC§50-90 7(2)(g); of request or
Employment Employment Opportunity Act of 1972 and 29 CFR personnel action
Opportunity the Americans with Disabilities Act. 1602,1602.14, (whichever is later)
Commission Records include: plans, policy statements, 1620.32 was on or before
Reports reports, investigations, case files and related December 31, 2019
information. Also includes EEO-4 reports
submitted to the Equal Employment
Opportunity Commission(EEOC)
documenting compliance with EEOC
requirements by cities with 15 or more
employees.
Employee Document of employee's work history. Semipermanent Destroy where date
Personnel Records Original employee personnel records are IC§§50-907(2)(g) of employee
kept by Human Resources Department and 45-610; 29 separation,
unless otherwise specified. Records may CFR 1627.3; 29 expiration of
include, but are not limited to: employment CFR 1602.31; eligibility, or
applications, notices of appointment, IDAPA completion of
training and certification records, records of 09.01.35.081 litigation (whichever
health limitations, drug testing, salary is earliest)was on or
schedules, personal actions, performance before December
evaluations, awards and other special 31, 2019
recognition, letters of recommendation,
investigation information, disciplinary
action, notices of layoff, letters of
resignation, home address and telephone,
emergency notification forms, oaths of
office, grievance and complaint records, and
relate correspondence and documentation.
(See also Employee Benefits Records,
Employee Medical Records, Recruitment
and Selection Records, and Volunteer
Records).
Notes:
(1)Meridian Police Department employee
personnel records including original Internal
Affairs files and training materials are kept
by the Police Department according to the
Police Department Records Retention
Schedule. Upon employee separation, these
records shall be forwarded to Human
Resources Department.
7 Page
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
All other Police Department current
employee original personnel records are
kept by the Human Resources Department.
(2)Meridian Fire Department employee
personnel records including original training
records and original records related to
Union promotions are kept by the Fire
Department. Upon employee separation
these records shall be forwarded to Human
Resources Department.
All other Fire Department current employee
original personnel records including ICRMP
and BEST training records and Union
member promotion applications and PAR
forms documenting a promotion are kept by
Human Resources Department.
202 Employment Document to the U.S. Immigration and Temporary Destroy where date
Verification Naturalization Service that an applicant or IC§50-90 7(3)(d), of hire was on or
(I-9) of Job employee is eligible to work in the U.S. 8 U.S.C. § before December
Applicants Information includes: employee information 1324a(b)(3) 31, 2021 or date of
and verification data such as citizenship or (Immigration termination of
alien status and signature, employer review Reform and employment was
and verification data such as documents, Control Act) December 31, 2023,
which establish identity and eligibility, and whichever is later
employer's signature certifying that
documents were checked. This category
includes forms completed for all new hires,
as superseded or previous forms completed
on rehires.
Leave Applications or requests submitted by city Temporary Destroy records
Applications employees for compensatory, family and IC§5 0-9 0 7(3)(d) dated on or before
medical leave, long term leave and other December 31, 2021
leave time. Information usually includes:
employee name, department, date, leave
dates requested, type of leave requested, and
related data. These are not kept by Finance.
Personnel Action Completed employee forms submitted to Semipermanent Destroy where date
(PAR) Forms HR upon initial hire,pay increase or IC§50-90 7(2)(g); of employee
decrease, change of address, or change of 29 CFR Part 1602 separation,
supervisor. and 29 CFR expiration of
1627.3 eligibility, or
completion of
litigation (whichever
is earliest)was on or
before December
31, 2019
8 1 P a g e
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Recruitment and Documents regarding the recruitment and Temporary Destroy records
Selection Records selection of city employees and contracted IC§50-90 7(3)(d); dated on or before
for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2022
are Hired auditors, consultants, etc. Records may 29 CFR
include, but are not limited to:job 1627.3(b)(1)(vi)
announcements and descriptions, applicant
lists, applications and resumes, position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Meridian Police Department employee Temporary Destroy where date
original background investigation records of separation was on
are kept by the Police Department. Upon or before December
employee separation these original records 31, 2022
shall be forwarded to the Human Resources
Department for proper disposition.
Meridian Fire Department Union original Temporary Destroy records
recruitment records including National dated on or before
Testing Network testing, application, and December 31, 2022
interview notes, for applicants who are
hired, are kept by the Fire Department
until the expiration of the retention period at
which time they shall be properly destroyed
by the Fire Department.
9 1 P a g e
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Recruitment and Documents regarding the recruitment and Temporary Destroy records
Selection Records selection of city employees and contracted IC§50-90 7(3)(d); dated on or before
for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2022
are Not Hired auditors, consultants, etc. Records may 29 CFR
include, but are not limited to:job 162 7.3(b)(1)(vi)
announcements and descriptions, applicant
lists, applications and resumes, position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Meridian Fire Department Union original Temporary Destroy records
recruitment records including National dated on or before
Testing Network testing, application, and December 31, 2022
interview notes, for applicants who are not
hired, are kept by the Fire Department until
the expiration of the retention period at
which time, they shall be properly destroyed
by the Fire Department
101Page
PARKS & RECREATION DEPARTMENT
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Agendas & Minutes—Staff Agendas and minutes of monthly Semipermanent Destroy records
Meetings MPR all-staff meetings. IC§50-907(2)(g) dated on or before
December 31, 2019
Concessionaires' Health Central District Health food safety Temporary Destroy records
Department Records certifications and permits IC§50-907(3)(d) dated on or before
submitted by concessionaire. December 31, 2024
Correspondence Correspondence created or Semipermanent Destroy records
received in the course of IC§50-907(2)(g) dated on or before
administering City policies, December 31, 2019
procedures or programs including
but not limited to memos,
transmittals, notes, comments,
thank you notes, letters to
businesses and day-to day office
and housekeeping correspondence.
Committee Records Agendas, meeting minutes/notes, Semipermanent Destroy records
and audio recordings of ad hoc IC§50-907(2)(g) dated on or before
groups convened by Parks & December 31, 2019
Recreation for specific purposes
(e.g., Christmas in Meridian).
Employee files Certifications, disciplinary reports, Semipermanent Transfer to Human
performance evaluations, IC§50-907(2)(g) Resources and
comment cards, complaints, records dated on or
kudos, awards, etc. regarding before December
employees and lifeguards. 31, 2019
External Guidelines, Director's orders and policies Temporary Destroy records
Policies,Director's Orders pertaining to external customers, IC§50-907(3)(d) dated on or before
facilities, recreation classes, December 31, 2022
camps, special events, and sports
(e.g., Lost&Found, Metal
Detecting, Recreational Instructor
Policy, Registrations &Refunds,
Sports League Bylaws,
Partnerships Between Private or
Public Entities, Hot Air Balloons).
Employee Time Logs and Completed logs of employees' Semipermanent Destroy records
Reports timesheets, tasks, and location; IC§50-907(2)(g) dated on or before
reports and analysis of related December 31, 2019
data.
Facility Improvement Plans Plans and specifications related to Semipermanent Destroy records
remodel and improvement of MPR IC§50-907(2)(c) dated on or before
buildings and facilities. December 31, 2014
111 Page
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Financial Aid Applications Completed application forms and Temporary Destroy records
materials submitted to request IC§50-907(3)(d) dated on or before
financial assistance for children's December 31, 2022
class or program(e.g., Care
Enough to Share).
Grounds Maintenance Pesticide spray records, Temporary Destroy records
Records playground inspection records. IC§50-907(3)(d) dated on or before
IDAPA December 31, 2021
02.03.03.100.05
Homecourt Membership Records regarding Homecourt Temporary Destroy records
Records membership registration, IC§50-907(3)(d) dated on or before
including, e.g., waiver, financial December 31, 2022
information, daily sign-in logs.
Incident or Accident Records regarding incidents, Temporary Destroy records
Reports injuries, accidents, rescues, or IC§50-907(3)(d) dated on or before
other staff actions, incurred during December 31, 2022
or related to a department-
sponsored or department-provided
class, camp, program, reservation,
or activity.
Meeting Records and Notes Agendas and minutes of monthly Semipermanent Destroy records
MPR all-staff meetings. IC§50-907(2)(g) dated on or before
December 31, 2019
Permits Materials related to permit Semipermanent Destroy records
applications and permits issued by IC§50-907(2)(g) dated on or before
MPR(e.g., amplified sound December 31, 2019
permits, short-term concession
permits).
Recreation Class/Activity Materials related to registration for Semipermanent Destroy records
Registration a recreation class or activity. IC§50-907(2)(g) dated on or before
December 31, 1997
(kept in Rec 1)
Surveys Internal and external outreach Semipermanent Destroy records
surveys and results. IC§50-907(2)(g) dated on or before
December 31, 2014
Team Rosters and Record of all individuals Temporary Destroy records
Registration Forms registered for a sports team. IC§50-907(3)(d) dated on or before
December 31, 2022
Tree Abatement Case Files Records related to nuisance tree Temporary Destroy records
abatement as ordered by City IC§50-907(3)(d) dated on or before
Arborist. December 31, 2022
Lakeview Golf Course
121Page
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
Golf Cart Maintenance Records regarding maintenance of Temporary Destroy records
Records golf carts. IC§50-907(3)(d) dated on or before
December 31, 2022
Golf Course Annual Passes Records related to annual pass Temporary Destroy records
registration and issuance, IC§50-907(3)(d) dated on or before
including, e.g., waiver, contact December 31, 2022
and financial information.
Golf Course Fertilizer and Pesticide,herbicide, and fertilizer Temporary Destroy records
Pesticide Records spray records. IC§50-907(3)(d) dated on or before
IDAPA December 31, 2021
02.03.03.100.05
Tournament Applications Tournament application form and Temporary Destroy records
related materials, including IC§50-907(3)(d) dated on or before
waiver, proof of insurance, etc. December 31, 2022
Community Swimming Pool
Chemical Test Logs Records of water chemical level Temporary Destroy records
testing performed by pool staff. IC§50-907(3)(d) dated on or before
December 31, 2022
Chemical Test reports Records of automatic chemical Semipermanent Destroy records
tests performed by chemical IC§50-907(2)(g) dated on or before
automation system and emailed to December 31, 2019
MPR staff.
Swim Team Waiver Forms Completed waivers submitted by Temporary Destroy records
individual swim team members. IC§50-907(3)(d) dated on or before
December 31, 2022
Pool Operation License License(s)to operate pool issued Temporary Destroy records
by Central District Health. IC§50-907(3)(d) dated on or before
December 31, 2022
Arts and Culture Coordinator
Initial Point Gallery Permission forms allowing display Temporary Destroy records
Records of work by minor artists in IPG. IC§50-907(3)(d) dated on or before
December 31, 2022
IPG visitor sign-in sheets. Temporary Destroy records
IC§50-907(3)(d) dated on or before
December 31, 2022
131Page
PUBLIC WORKS DEPARTMENT
RECORD DESCRIPTION CATEGORY TO BE DESTROYED
All Department Records
Alarm Monitoring/ Reports of monitoring fire alarms, Semipermanent Destroy records dated on or
Test Results security alarms and sprinkler tests before December 31, 2019
Reports for all relevant City-owned facilities or until administrative need
including annual fire alarm testing, ends
annual backflow testing, quarterly
sprinkler testing in Sapphire
suppression system, monthly fire
pump runs, and monthly check on
fire extinguishers and Sapphire.
Budget Preparation Work documents utilized to build Semipermanent Destroy records dated on or
Records base budgets and establish yearly before December 31, 2004
budgets, including vehicle
replacement worksheets,
enhancements, amendments and
carry forward support.
Confined Space A written authorization prepared Semipermanent 5 years from date issued
Entry Permit prior to employee entry into a Permit
Required Confined Space. The
Department's permit contains
specific entry space, purpose and
time conditions under which the
entrance will operate.
Correspondence, Correspondence created or received Semipermanent Destroy records dated on or
Administrative in the course of administering City before December 31, 2019
policies,procedures, or programs.
Departmental Department reports, performance Semipermanent Destroy records dated on or
Reports management presentations. before December 31, 2014
Engineering Capital Engineering Capital &Enhancement Semipermanent Destroy records dated on or
and Enhancement Plan(ECEP)— 5-year Capital before December 31, 2014
Plan (ECEP) Improvement Plan Reports.
Reports
Meeting Minutes Internal meeting agendas, minutes, Semipermanent Destroy records dated on or
sign-in sheets before December 31, 2019
Presentations Departmental presentations. Semipermanent Destroy records dated on or
before December 31, 2014
Safety Audits Health and Safety audits. Temporary 3 years after most recent
audit
Safety/Health and Safety and health documents Semipermanent Destroy records dated on or
Testing including but not limited to training, before December 31, 1949
auditory testing records, respirator
fit test information.
Safety Meeting Topics covered and sign-up sheet for Semipermanent Destroy records dated on or
Agenda/Signup employees who attended the before December 31, 2019
Sheets meetings.
141Page
Training and Travel Records documenting attendance Semipermanent Destroy records dated on or
and presentation by City employees before December 31, 2019
at conventions, conferences,
seminars, workshops, and similar
training events. Includes training
requests, travel requests, training
and Continuing Education Unit
(CEU)tracking reports, and related
correspondence.
Administration
Area of Impact Records related to analysis of Semipermanent Destroy records dated on or
Records expansion of Public Works services before December 31, 1949
into the Area of Impact such as
those for Kuna, Kuna Treatment
Plant, Meridian Heights Water and
Sewer District, South Meridian
Planning.
Committee Records Agendas and meeting minutes for Semipermanent Destroy records dated on or
special groups convened by Public before December 31, 2019
Works such as City Services Focus
Group, Construction Best
Management Practices Sub-
Committee, Energy.
Emergency Master Emergency plan records for City Semipermanent Destroy records dated on or
Plans Hall, Emergency Management, and before December 31, 2014
Continuity of Operations.
Events, Public Records related to planning Public Semipermanent Destroy records dated on or
Works Works internal and external events. before December 31, 2014
Rate/Fee Records Records related to establishing Semipermanent Destroy records dated on or
utility rates and fees, including before December 31, 2004
calculations, research and
recommendations.
Special Projects Documents related to special or one- Semipermanent Destroy where date of
time projects to include,but not completion was on or
limited to: Strategic Plans, Inventory before December 31, 204
Management, Project Information,
Rail with Trail, Subdivisions, and
Accreditation.
Surveys Public Works initiated internal and Semipermanent Destroy records dated on or
external surveys and survey results. before December 31, 2014
151Page
Engineering
Fire Flow Requests Requests from customers for fire Semipermanent Destroy records dated on or
flow and responses from before December 31, 1949
Engineering staff based on computer
modeling.
Sewer Modeling Requests from customers to run Semipermanent Destroy records dated on or
Requests sewer model for capacity and sizing before December 31, 1949
and response from Engineering staff
based on computer modeling.
Environmental
Environmental Awards presented to citizens and Semipermanent Destroy records dated on or
Awards Records businesses in recognition of before December 31, 2014
environmental contributions to the
community. This includes but is not
limited to award nominations,
certificates, photographs, and lists of
recipients.
Pretreatment
Permitted Facilities Records related to permitted Semipermanent Destroy records dated on or
facilities, including zero discharge before December 31, 2014
permits
Pretreatment Awards presented to businesses in Semipermanent Destroy records dated on or
Awards Records recognition of Best Management before December 31, 2019
Practices (BMP) contributions to the
Wastewater Resource Recovery
Facility. This includes but is not
limited to award nominations,
certificates, photographs, and lists of
recipients.
Wastewater
Sewer Maintenance Records documenting the Semipermanent
and Repair Records maintenance and repair of City Destroy records requiring
sewers. May include summaries, engineering stamps where
reports, and similar records usually date of stamp was on or
compiled from daily work records before December 31, 2019.
on a monthly or quarterly basis. Destroy all other records
dated on or before
December 31, 2014
Sewer Smoke Test Records documenting smoke tests Semipermanent Destroy records dated on or
Records undertaken to verify hookup to main before December 31, 2014
sewer lines, check condition of
pipes, or determine effectiveness of
backflow prevention devices.
Information typically includes: maps
or diagrams of lines tested, location
16 1 Page
of leaks detected, inspector's name,
pipe size, and related information.
Sewer Television/ Records from contractors Semipermanent Destroy records requiring
Videoscan documenting television inspections engineering stamps two
Inspection Records used to locate problems and defects years after life of structure.
(External) in sewer lines. Often consists of, Destroy all other records
inspections of newly constructed dated on or before
lines. December 31, 2014
Valve Maintenance Records documenting the location, Semipermanent Destroy records requiring
Records specifications, maintenance, and engineering stamps two
repair of valves in the City sewer years after life of structure.
system. Includes lists, charts, Destroy all other records
drawings, reports, logs, and related dated on or before
records, valve location, December 31, 2019
identification number, run of pipe,
size, make, year installed, depth,
turns to open and normal position,
narratives of valve maintenance and
repair, test run,personnel
completing work, dates, and related
information.
Wastewater Preventative maintenance schedules, Semipermanent Destroy records dated on or
Preventative work orders before the earlier of:
Maintenance Work December 31, 2019, the
Plan Records removal of the asset from
service, the end of the
IPDES permit cycle, or the
life of the City database.
Destroy reclaimed water
permits that expired prior to
December 31, 2022
Water
Backflow Tests Backflow assemblies test report Temporary Destroy records dated on or
before December 31, 2021
Construction Bacteria sample results taken for Semipermanent Destroy records dated on or
Samples water line/well construction before December 31, 2019
or until administrative need
ends
Daily Chlorine Field notes from Chlorine residuals Temporary Destroy records dated on or
Residuals taken from various sample ports in before December 31, 2021
the City water system
Digline Marking Agreements between City and Semipermanent Destroy records dated on or
Agreement Excavators for marking facility before December 31, 2019
Fire Flow Reports Actual fire flow data taken from a Semipermanent Destroy records dated on or
particular fire hydrant before December 31, 1949
ISO Fire Hydrant Updates to our Insurance Evaluator Semipermanent Destroy records dated on or
Reports notifying them of new hydrants to before December 31, 2019
Water System
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Leak Letters Letters that are mailed to customer Semipermanent Destroy records dated on or
informing customer of a possible before December 31, 2019
leak are attached to the service order
for leak check
Meter Warranty A report on meter warranty Semipermanent Destroy records dated on or
Report before December 31, 1999
Safety Inspections Inspections/Reports for Gas Semipermanent Destroy records dated on or
Monitors, Crane, Fall Protection, before December 31, 1994
and Fire Inspection
Spring flush notices Flush notices mailed to customers Semipermanent Destroy records dated on or
(Mailers) for spring flush of water system/ before December 31, 2019
Maps
Turbidity Reports Logs used for entering wasted water Semipermanent Destroy records dated on or
flushed from the water system and before December 31, 1994
not sold. Flush locations are listed.
Water Quality information,
including Nephelometer Turbidity
(NTU)readings, are documented.
Water Meter Water meter reports including NC Semipermanent Destroy records dated on or
Reports list,billing status report, autoread before December 31, 2019
master route report, billing pre-scan
report, re-reads, and water meter
testing results, Sensus analytics, RNI
Reports
Water Quality Any mailed correspondence with Semipermanent Destroy records dated on or
Correspondence labs, customers, regulators before December 31, 2009
concerning sampling
Water Quality Records documenting water quality Semipermanent Destroy records dated on or
Master Log calls from customers before December 31, 1999
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