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15-1059 Amending the City of Meridian's Record Retention ScheduleCITY OF MERIDIAN RESOLUTION NO. /S / 697 / BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, ROUNTREE, ZAREMBA A RESOLUTION AMENDING THE CITY OF MERIDIAN'S CITYWIDE RECORDS RETENTION SCHEDULE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Idaho Code 50-907 requires the City Council to adopt by resolution a record retention schedule, listing the various types of city records with the applicable retention periods; and WHEREAS, on July 23, 2013 the Mayor and City Council adopted and approved via Resolution 13-933 its updated and current Citywide Records Retention Schedule establishing minimum retention periods for the various types of city records; and WHEREAS, adoption and maintenance of a record retention schedule assists in efficient and effective records management by identifying records that have exceeded their minimum retention that may be destroyed following approval by the City Attorney and, as required for semipermanent records, approval by the Idaho State Historical Society and upon resolution of the City Council in accordance with the provisions of Idaho Code 50-907; and WHEREAS, a record retention schedule also enhances protection of historic records by identifying records of enduring value as permanent records that are retained by the city in perpetuity or transferred to the Idaho State Historical Society's Permanent Records Repository for permanent retention upon resolution of the City Council; and WHEREAS, it is recognized that from time to time it will be necessary to update the Citywide Records Retention Schedule for proper management of city records; and WHEREAS, an update to the current Citywide Records Retention Schedule has been completed and the amended Schedule is attached hereto as Exhibit A. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the City Council of the City of Meridian hereby adopts the 2015 amended Citywide Records Retention Schedule attached hereto as Exhibit A. Section 1 That the City Clerk is hereby authorized to implement the Citywide Records Retention Schedule adopted by this Resolution. Se tion 3. That this Resolution shall be in full force and effect on the�ay of 2015. ADOPTED by the City Council of the City of Meridian, Idaho this day of , 2015, CITY OF MERIDIAN 2015 AMENDED RECORDs RETENTION SCHEDULE APPROVED by the Mayor of the City of Meridian, Idaho, this day of 2015 APPROVED: Tammy d/`ljf'eerd, Mayor ATTEST: ,,U<; CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE Clerk EXHIBIT A 2015 RECORDS RETENTION SCHEDULE CITY OP MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE RECORDS RETENTION SCHEDULE CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE INTRODUCTION In basic terms, the definition of a public record, as established by Idaho law, is any recorded information that relates to the business of city government. Public records can be on any medium – paper documents, books, maps, pictures, audio/visual recordings, microfilm or microfiche, as well as digital or electronic documents, including computer files and email. Idaho Code section 50-907(5) requires every city in Idaho to adopt a records retention schedule, listing the types of city records retained by the City and the retention period for each type of record. Each record is designed as a permanent, semipermanent, temporary, or transitory record. Permanent records may not be destroyed, but must be retained by the City in perpetuity, or transferred to the Idaho State Historical Society’s Permanent Records Repository for permanent retention upon resolution of the City Council. Semipermanent and temporary records are to be retained for the period specified in the retention schedule, after which period destruction of those records may be approved by resolution of the City Council according to the procedures established in Idaho Code section 50-907. THE CITY CLERK ’S ROLE Idaho Code section 50-908 outlines the role and responsibilities of the city clerk as municipal records manager. That law directs the City Clerk to: ensure the orderly and efficient management, retention, and destruction of City records in compliance with state and federal laws and city ordinances, resolutions and policies; identify and care for historical records; and coordinate the transfer of permanent records to the Idaho state historical society's permanent records repository. All City employees and elected officials have responsibilities with regard to City records. Idaho Code 50-908 establishes those responsibilities. Employees and officials must: protect the records in their custody; cooperate with the City Clerk to efficiently manage records and preserve records of enduring value; and pass on to their successors records necessary for the continuing conduct of city business. All city records are property of the city, and no city official, elected, appointed or staff, may assert any personal or property right to such records, even where he or she may have developed or compiled them. The unauthorized destruction or removal of city records is prohibited by law. FINAL DISPOSITION OF RECORDS As set forth above, permanent records are never destroyed – they are retained in perpetuity by the city or transferred to the state archives. Nonpermanent records may be destroyed, but only in accordance with the process established by Idaho Code. The process for destruction of nonpermanent records typically begins once the records have reached their minimum retention period, but there are some important exceptions, where circumstances dictate that records must be kept longer: Records related to pending criminal or civil cases; Records that are the subject of a pending public records request; Records needed for any pending audit or investigation; and Records that may have considerable historical value. CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE The first step in the record destruction process is that the City Clerk obtains approval for the destruction of the records from the City Attorney’s Office. If appropriate, the City Attorney’s Office prepares a resolution and submits it to City Council for approval to destroy the records. The City Clerk then sends the approved resolution to the Idaho State Historical Society at least thirty (30) days prior to destruction. When all of these steps are complete, the City Clerk notifies the department that it may destroy the designated records. APPENDIX A: FAQ Records Retention and Destruction Table Appendix A provides employees quick answers to frequently asked questions about retention and destruction of records. CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE CITY ATTORNEY’S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Legal Department Bankruptcy Notices and Case Files Records documenting notification to the city that certain individuals have filed for bankruptcy, and used to determine if the individual owes money to the city and to file notice or claim with the court. Information may include: debtor’s name, accounts information, prepared repayment plan and related documentation. Semipermanent IC §50-907(2)(a) 10 years after case closed or dismissed, or date of last action Civil Case Files Pending and closed cases filed by and against the city, including all pre-litigation, litigation, appellate documents (complaints, summons, investigations, reports, attorney notes, discovery-related records, pleadings, deposition transcripts, disposition, orders and judgments, settlement and mediation information, appeals, and related records), and bankruptcy files. Semipermanent IC §50-907(2)(g) Keep 10 years after case closed or dismissed, or date of last action Departmental Reports Reports prepared by the city attorney for the mayor and city council. Semipermanent IC §50-907(2)(e) 5 years after date of issuance or completion of the matter contained within the record Forms, templates Legal forms and templates. Transitory Until superseded Land Use Appeals Appeals of land use decisions, including staff reports, pleadings, briefs, and related records. Semipermanent IC §50-907(2)(g) Keep 10 years after case closed or dismissed, or date of last action Legal Opinions, Memoranda Formal and informal opinions and memoranda rendered by the city attorney for the mayor, city council, or city departments, examining legal questions relating to state/federal law/rules or local ordinances/policies. Permanent IC §50-907(1)(h) In perpetuity Risk Management Claim Files Claims for damages filed by and against the city, including claims Semipermanent IC §50-907(2)(g) Keep 10 years from date of resolved claim, CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 8 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD caused by city employees/ equipment, including Property Damage Records, Liability Claims Records, Public Injury Reports, and related correspondence. provided there is no litigation. See Civil Case Files for Litigated Claims. Insurance Policy Records Records documenting the terms and conditions of city insurance policies covering liability, property, motor vehicle, etc. Records usually include: policies, endorsements, rate change notices, agent of record, and related documents. Permanent Keep property and liability insurance policies permanently CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 9 OF 65 COMMUNITY DEVELOPMENT SERVICES DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Building Division Building Plans and Specifications for Commercial and Government Buildings Drawn and written Approved for Construction plans and specifications for commercial and government buildings. Permanent IC §50- 907(1)(c) In perpetuity Building Project Files Files related to commercial and governmental buildings and projects; may include: permit application, Certificate of Occupancy signature card, Temporary Certificate of Occupancy, Certificate of Occupancy, Certificate of Values, Building, Mechanical, Plumbing, and/or Electrical Permit requests for permit and/or permit, Ada County Highway District Impact Fee certificate, inspectors’ reports to Building Official, mechanical compliance certificate, transmittals, irrigation performance specs, fee invoice, photos, correspondence, plan review report, and structural calculations. Semipermanent IC §50- 907(2)(c) 10 years Fire Inspection Files File of documents created or used by the fire inspector regarding commercial or governmental projects; may include: fire correction notice, alarm system record of completion, review comments and conditions, fire sprinkler plan review comments and conditions, system specification sheet, hazardous materials inventory statement, range hood systems report, industrial fire suppression system report, generator set commissioning sheet, contractors material test certificate, alarm plans, sprinkler plans, fire permit applications, fire review and inspection fee calculation form, memos, correspondence, and transmittals. Semipermanent IC §50- 907(2)(g); International Fire Code section 104.6 10 years Economic Development Economic Development Website HTML text stored in economic development website’s external data base. Transitory Until updated or superseded Land Development Division Land Development Commercial Project Files File of documents created or used in the land development phase of a commercial project; may include: approval letters, Semipermanent IC §50- 907(2)(g) 100 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 10 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD invoices, application review comments, easements, soil report, inspection reports, and/or engineer certifications pertaining to development applications ( e.g. , preliminary plat, final plat, rezone, conditional use permit, annexation, right- of-way vacation, variance, property boundary adjustment). Approved for Construction drawings, record drawings. Transitory (records retained by PW) Until administrative need ends Land Development Subdivision Project Files File of documents created or used in the land development phase of a residential or commercial subdivision project; may include: approval letters, invoices, application review comments, easements, soil report, inspection reports, and/or engineer certifications pertaining to development applications ( e.g. , preliminary plat, final plat, rezone, conditional use permit, annexation, right- of-way vacation, variance, property boundary adjustment). Semipermanent IC §50- 907(2)(g) 100 years Approved for Construction drawings, record drawings. Transitory (records retained by PW) Until administrative need ends Land Development Record Drawings Revised set of drawing submitted by contractor upon completion of land development phase of a commercial, governmental, or residential project or components thereof; Approved for Construction plans during construction process, as well as dimensions and location of all elements of work as built. Transitory (records retained by PW) Until administrative need ends Permits and Inspection Records Building, Mechanical, Plumbing, and/or Electrical permits and inspection records. Semipermanent IC §50- 907(2)(g) 5 years Receipts Receipts for fees collected by Building/Development Services; monthly receipt report; duplicate tape/reports. Transitory Current fiscal year Planning Division Accessory Use Permits for Daycare or Home Occupation Application. Records also may include: administrative review documents including copy of issued permit, and the original signed copy of home occupation compliance statements. Permanent In perpetuity Alternative Application. Records also may include: Permanent In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 11 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Compliance administrative review documents including copy of issued approval with accompanying CZC or final plat. Annexation Application. Records also may include: annexation development agreement, notices of hearing, staff report, recommendations of the planning and zoning commission, maps, City Council decision, ordinance, legal description, etc. Permanent IC § 50- 907(1)(e) In perpetuity Area of City Impact; Negotiations Records include public notices, correspondence, notices of hearing, recommendations from the planning and zoning commission, maps, “committee of nine” proceedings, etc. Permanent IC § 50- 907(1)(a)(b)(e) and (h) In perpetuity Community Development Block Grant (CDBG); Plans and Reports Plans, reports, and related correspondence, documentation. Permanent IC § 50- 907(1)(h) In perpetuity Community Development Block Grant (CDBG); Sub Recipient Agreements Agreement; records may include consolidated annual performance evaluation report (CAPER). Semipermanent IC § 50- 907(2)(g) 10 years from the completion of a program year’s HUD Approved CAPER Certificate of Zoning Compliance Application. Records also may include: proposed site/landscape plan with parking, landscaping, setbacks, lot area, administrative review documents, copy of certificate, etc. Permanent IC § 50- 907(1)(h) See also IC § 50- 907(2)(C) In perpetuity City Council Review (appeal) Application for City Council Review. Permanent IC § 50- 907(1)(h) In perpetuity Comprehensive Plan Application with map, map and text amendments, future land use and acquisition maps and related documents. Records also may include: related documents, notices of hearing, staff report, planning and zoning commission recommendations, decision, related correspondence, adopting resolution, etc. Permanent IC § 50- 907(1)(e) In perpetuity Conditional Use Permit; Modification Application. Records also may include: blueprint drawings, notices of hearing, staff report, planning and zoning commission recommendations, decision, related correspondence, etc. Permanent IC § 50- 907(1)(h) In perpetuity Design Review Application. Records also may include: records related to design review overlay Permanent IC § 50- In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 12 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD districts, staff reports, committee recommendations, material boards, maps, photographs, etc. 907(1)(h) Development Agreement; Modification Development agreement including: records documenting formation, modification including application to modify conditions, application to extend the time to sign the agreement, and termination of development agreement. Permanent IC § 50- 907(1)(e) In perpetuity Director Determination Application and decision. Semipermanent IC § 50- 907(2)(g) 10 years Planned Unit Development Application. Records also may include: maps, diagrams, site plans, notices of hearing, staff report, recommendation/decision by the planning and zoning commission, correspondence, etc. Permanent IC § 50- 907(1)(h) In perpetuity Planning Studies not adopted into the Comprehensive Plan or UDC Planning studies and related documentation. Permanent IC § 50- 907(1)(h) In perpetuity Plat, Final; Modification to Condition Application. Records also may include: map, plan, proof of ownership, applicable statement(s) of conformance, staff report, correspondence, Director determination, City Council decision, application for modification of condition(s) and decision, etc. Permanent IC § 50- 907(1)(e) In perpetuity Plat, Preliminary Application. Records also may include: map, staff report, correspondence, decision, etc. Permanent IC § 50- 907(1)(e) In perpetuity Plat, Preliminary and Final Application. Records also may include: final plat and supporting records, staff report, correspondence, decision, etc. Permanent IC § 50- 907(1)(e) In perpetuity Plat, Short Application. Records also may include: map, staff report, correspondence, decision, etc. Permanent IC § 50- 907(1)(e) In perpetuity Private Road; Permit Application. Records also may include: map, documents related to access, maintenance, right-of-way, easement, correspondence, decision, etc. Permanent IC § 50- 907(1)(e) In perpetuity Property Boundary Adjustment Application. Records also may include: tentative Director approval documentation, recorded survey, conditions of approval, Director determination, certificate of zoning compliance, etc. Permanent IC § 50- 907(1)(e) In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 13 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Rezone Application. Records also may include: rezone agreement, notices of hearing, staff report, recommendations of the planning and zoning commission, maps, decision, ordinance, etc. Permanent IC § 50- 907(1)(e) In perpetuity Sign; Planned Sign Program; Permit Application. Records also may include: sign design/drawings, correspondence, staff notes, tentative Director approval, decision, permit, etc. Semipermanent IC §5 0-907(2)g) 5 years after expiration, revocation, or denial Sign, Temporary and/or Limited Duration; Permit Application. Records also may include: sign design/drawings, correspondence, staff notes, decision, permit, etc. Transitory 1 year Time Extension, Director, Planning & Zoning Commission or Council Application, staff report, and decision. Semipermanent IC § 50- 907(2)(g) 5 years Unified Development Code; Amendment Application with proposed code amendments. Records may include: staff report, recommendation of the planning and zoning commissioner, correspondence, decision, ordinance, etc. Permanent IC § 50- 907(1)(e) In perpetuity Vacation Records Records include petitions to vacate, maps, descriptions of property, staff reports, letters of relinquishment and other correspondence, decision, etc. Permanent IC § 50- 907(1)(e) In perpetuity Variance Application. Records also may include: Idaho Transportation Department correspondence and/or decisions, decision(s), etc. Permanent In perpetuity Zoning Verification Letter Letter and related documentation. Temporary IC § 50- 907(3)(d) 2 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 14 OF 65 FINANCE DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Accounting Software Records Transaction records within the Accounting Software system: including – payroll, vendor listing, vendor payments, vendor purchase orders, budget transactions, cash receipts, and general ledger. Semipermanent IC §50- 907(2)(a) 10 years Accounts Payable Records documenting payment of city bills, including reports, invoices, purchase orders, payment authorizations. Semipermanent IC §50- 907(2)(a) 5 years Accounts Receivable Records documenting billing and collection of monies owed to the city by vendors, citizens, organizations, governments, etc. Records include: reports, receipts, invoices, statements, etc. Information typically includes: receipt amount, date, invoice number, name, account number, account balance, adjustments, etc. Semipermanent IC §50- 907(2)(a) 5 years Audit Report Documents the city’s annual audit, examining compliance with generally accepted accounting principles and methods, the accuracy and legality of transactions and accounts, and compliance with requirements, orders, and regulations pertaining to the financial condition and operation of the city. Information includes: financial statements, auditor’s report and recommendations, single audit information concerning federal grants, and other information. Permanent IC §50- 907(1)(d) In perpetuity Bank Transaction Records Records documenting the status and transaction activity of city bank accounts, including account statements. Semipermanent IC §50- 907(2)(a) 5 years Bond Records Records documenting financing of city improvements through bonded indebtedness. Records include: bond rating information, bond and election ordinances, legal notices announcing bond election, bond counsel information and opinions, covenants, paid bonds and coupons, bond registers, State Treasurer public bond issue reports (IDAPA 54.01.01), etc. Permanent IC §50- 907(1)(a)(b)(h) In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 15 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Budget Hearing Notice Newspaper notice of budget hearing. Permanent IC §50- 907(1)(h) In perpetuity Budget Records Records used in preparing and adopting the city budget, including revenue projections, instructions, department requests, worksheets, council-approved tentative budget and notice of budget hearing, adopted appropriations ordinance and amendments, and other information. Semipermanent IC §50- 907(2)(a) 10 years Cancelled Checks Bank record of account transactions. Semipermanent IC §50- 907(2)(a) 5 years Capital Asset Record Record of purchase, vendor invoice and related documents. Semipermanent IC §50- 907(2)(a) 5 years Record of disposal, department request of disposal. Semipermanent IC §50- 907(2)(a) 5 years after disposal Cash Receipts Receipt and supporting documentation Semipermanent IC §50- 907(2)(a) 5 years Contracts Agreements with vendors and other parties for the acquisition or sale of equipment, supplies, services or property, also includes insurance certificates, payment and performance bonds pertaining to a solicitation or contract that Purchasing is facilitating. Semipermanent IC §50- 907(2)(b) 5 years from date of substantial completion Departmental Reports Reports documenting the financial condition and operation of the city, issued on a monthly, quarterly, annual or other basis, including quarterly published treasurer’s report and year-end financial reports. Reports include information on revenues and expenditures in relation to the final budget. Semipermanent IC §50- 907(2)(e) 10 years Financial Reports Quarterly Published Reports documenting the financial condition and operation of the city, Reports include information on revenues and expenditures in relation to the final budget. Semipermanent IC §50- 907(2)(e) 10 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 16 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Financial Reports Year End Reports documenting the financial condition and operation of the city, Audit Report. Permanent IC §50- 907(1)(d) In perpetuity General Ledgers Records documenting the summary of accounts reflecting the financial position of the city, showing debit, credit and balance amounts per account, budget, fund and department, asset depreciation, and totals for notes receivable, interest income, amounts due from other funds, bank loans received, cash in escrow, deferred loans received, cash, revenue, accounts receivable, accounts payable, etc. Semipermanent IC §50- 907(2)(a) 10 years Gift & Contribution Records Records documenting gifts and contributions to the city. Semipermanent IC §50- 907(2)(a) 10 years Grant Records (final reports, grant applications and awards) Records documenting the application, evaluation, awarding, administration, reporting and status of grants applied for, received, awarded or administered by the city. Records include: applications and proposals, summaries, objectives, activities, budgets, exhibits, award notices, progress reports, contracts, financial reports, and related correspondence and documentation. Semipermanent IC § 50- 907(2) (g) 10 years from final grant close-out Investment Records Reports, statements, summaries, correspondence and other records documenting and tracking investments made by the city, including the Local Government Investment Pool. Semipermanent IC §50- 907(2)(a) 5 years Lease Agreements Lease agreements for property or equipment. Semipermanent IC §50- 907(2)(b) 5 years Local Improvement Districts (LID) Records documenting the formation of a local improvement district and levying of special assessments, including: ordinance, published notices, assessment roll, appeals, affidavits, bonds and coupons, delinquencies, and related correspondence and documents. Permanent IC § 50- 907(1)(e) In perpetuity Payroll Administrative Reports Reports, statistical studies, and other records designed and used for budget preparation, projections, workload and personnel management, and research and general reference. Semipermanent IC §50- 907(2)(e) 10 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 17 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Payroll Deduction Authorization Records Records documenting employee authorization for voluntary payroll deductions. Records may include: direct bank deposits, insurance applications, enrollment cards, deduction authorizations, approval notices, deduction terminations, and related records. Semipermanent IC §50- 907(2)(a) 5 years after employee separation Payroll Federal & State Tax Records Records, in addition to those itemized in this section, used to report the collection, distribution, deposit, and transmittal of federal and state income taxes as well as social security tax. Examples include: the federal miscellaneous income statement (1099), employers’ quarterly federal tax return (941, 941E), tax deposit coupon (8109), and similar federal and state completed forms. Semipermanent IC §50- 907(2)(a) 5 years Payroll Garnishment Record Records documenting requests and court orders to withhold wages from employee earnings for garnishments, tax levies, support payments, and other reasons. Usually includes original writs of garnishment, orders to withhold, federal or state tax levies, recapitulations of amounts withheld, and related records. Information usually includes: employee name and social security number, name of agency ordering garnishment, amount, name of party to whom payment is submitted, dates, and related data. Semipermanent IC §50- 907(2)(a) 5 years after termination. Leave Applications Applications or requests submitted by city employees for sick, vacation, compensatory, personal business, family and medical leave, long term leave, and other leave time. Information usually includes: employee name, department, date, leave dates requested, type of leave requested, and related data. These are kept in the departments themselves NOT sent to finance. Temporary IC §50- 907(3)(d) 3 years Payroll Registers – Other Monthly registers documenting earnings, deductions, and withholdings of city employees. Transitory Disposed yearly after audit Payroll Register – Year End Payroll Registers: Registers or records serving the same function of documenting the earnings, voluntary and required deductions, and withholdings of city Semipermanent IC §50- 907(2)(a) 5 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 18 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD employees. Information usually includes employee name and social security number, hours worked, rate, overtime, vacation value, various allowance, gross pay, federal and state withholding, voluntary deductions, net pay, and related data. Payroll Time Records Records documenting hours worked, leave hours accrued, and leave hours taken by city employees. Information usually includes: employee name and employee number, hours worked, type and number of leave hours taken, total hours, dates and related data. Semipermanent IC §50- 907(2)(a) 5 years after employee separation Payroll Unemployment Claims Records documenting claims submitted by former city employees for unemployment compensation. Usually includes: claims, notices, reports, and related records. May also include records generated by the appeal of claim determinations. These are received by HR and kept in HR. Temporary IC §50- 907(3)(d) 3 years Payroll Unemployment Reports Records documenting employee earnings on a quarterly basis. Used to document costs and charges in the event of an unemployment compensation claim. Information includes: employee name and social security number, quarterly earnings. Semipermanent IC § 50- 907(2)(a) 5 years Payroll W2s Annual statements documenting individual employee earnings and withholdings for state and federal income taxes and social security tax, also known as federal tax form W-2. Information includes: city name and tax identification number, employee name and social security number, wages paid, amounts withheld, and related data. Semipermanent IC §50- 907(2)(a) 5 years Payroll W4s Certificates documenting the exemption status of individual city employees, also known as W-4 forms. Information includes: employee name and address, social security number, designation of exemption status, and signature. Semipermanent IC §50- 907(2)(a) 5 years after employee separates PERSI Records Records relating to PERSI, including Employer Remittance Forms, invoices, correspondence, financial adjustments, etc. Semipermanent IC §50- 907(2)(a) 5 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 19 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Purchase Orders Requests and purchase orders for goods or services purchased by the city. Information includes: department, delivery location, date, quantity, description, unit and total price, and authorizing signatures. Semipermanent IC §50- 907(2)(a) 5 years Purchasing Selection Records documenting competitive bidding and purchase of goods, services, and public works construction, and procurement of design professionals. Records include: published notices and solicitations, specifications, bids, requests for qualifications, statements of qualifications, etc. Semipermanent IC §50- 907(2)(a) 5 years from the date of award Real Property Title Records Record documenting payment of real property. Permanent IC §50- 907(1)(e) In perpetuity Receipts Copies of receipts, showing the date, from whom received, amount, purpose, etc. (same as cash receipts). Semipermanent IC §50- 907(2)(a) 5 years Sales & Use Tax Forms Used to report and remit sales tax collected and due to the state. Semipermanent IC §50- 907(2)(a) 5 years Signature Authorization Records Records documenting authorization of designated employees to sign fiscal and contractual documents. Semipermanent IC §50- 907(2)(a) 5 years Travel Records Records documenting requests, authorizations, reimbursements, and other actions related to employee travel, including expense reports and receipts, vouchers and related documents. Semipermanent IC §50- 907(2)(a) 5 years Vendor Lists Lists of vendors providing goods and services to the city. Name, address W9 for vendors. Transitory Until superseded or obsolete Utility Billing Adjustment Registers Records documenting adjustments to customer water, sewer, garbage or other city-provided service billings for debits, credits, refunds, returned checks, and related reasons. Information usually includes: customer’s name and address, type of adjustment, justification, amount changed, authorizing signatures and other information. (Records held within the billing software). Semipermanent IC §50- 907(2)(a) 5 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 20 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Billing Adjustment Request Document submitted by customer requesting an adjustment of charges on their account. Information includes: Customer name, service address, reason for billing adjustment. Semipermanent IC §50- 907(2)(a) 5 years Billing Directive Application completed by owner or property manager to initiate Third Party billing for specified utility account. Information included: owner, property manager, tenant, move-in date, and service address. Semipermanent IC §50- 907(2)(a) 5 years Billing/Payment Registers Records documenting transactions on the water, sewer, garbage or other city- provided service account of each customer. Useful for reference to assure accurate customer billings and posting of payments. Information often includes: customer’s name, service address, meter reading, water usage, utility charges, payments, adjustments and related data. (records held within the billing software). Semipermanent IC §50- 907(2)(a) 5 years Change Record Records documenting routine information changes to customer accounts, including name and address. (Records held within the billing software). Semipermanent IC §50- 907(2)(a) 5 years Customer File General correspondence and forms related to a specific utility account. This information would be in addition to that found within the billing software. Documents in file may include and are not limited to: general letters, payment arrangement forms, third party billing docs, hard copies of customer history reports, leak adjustment requests, letters submitted to the City for customers. Semipermanent IC §50- 907(2)(a) 5 years Direct Pay Application Completed application with voided check from customer authorizing automatic withdrawal of funds to pay on specified utility account. Transitory 1 year after cancellation of enrollment Disconnect Notice to City Council Notice to City Council to verify that no customer currently slated for shut off due to non-payment has requested a hearing with the Board of Adjustment. Notice includes number of customers slated for shut off and the value of the delinquent accounts. Semipermanent IC §50- 907(2)(a) 5 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 21 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Disconnect Record Records documenting a customer’s request for disconnection of water, sewer, garbage or other city-provided services. (records held within the billing software). Semipermanent IC §50- 907(2)(a) 5 years Meter Readings Document the readings of customer water meters for billing purposes. Information typically includes: meter reading, date read, account number, billing code, final reading, reason for turnoff, meter changes, and related data. (records held within the billing software) Semipermanent IC §50- 907(2)(a) 5 years Payment Arrangement One page document that records a customer’s promise to pay. Semipermanent IC §50- 907(2)(a) 5 years Renter Addendum Supplemental document completed by the tenant to accept the third party billing for specified utility account. Information included: tenants name, service address, mailing address and phone number. Semipermanent IC §50- 907(2)(a) 5 years Security Deposit Records Records documenting customer payment of a security deposit to receive temporary dumpster services. Information usually includes date, amount of deposit, customer’s name, address, and account number, date account closed, refund date, amount of deposit applied, and related information. Semipermanent IC §50- 907(2)(a) 5 years Shut off Turn On Report (Soto) Electronic spreadsheet used during shut off day by water department field staff and MUBS. Tracks customers that are to be shut off, payments, and turn-ons as authorized. Record includes: Customer name, service address, meter id, time of shut off, time of payment, time of turn- on, fee waived if applicable and general notes. Semipermanent IC §50- 907(2)(a) 5 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 22 OF 65 FIRE DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records Records regarding day-to-day administration of department, e.g., copies of invoices, travel records, uniform clothing purchases, fuel charges, fuel receipts, fuel reports, inventory asset information forms, and copier copy count sheets. Phone logs, ride-along tracking records, waste water inventory, Knox Box Forms, blogs, daily attendance sheets, and quarterly personnel newsletter. Transitory Until administrative need ends or record is superseded Correspondence Day-to-day office and housekeeping correspondence not unique to city functions or programs. Transitory Until administrative need ends General administrative correspondence, including records created or received in the course of administering city policies/programs, but not related to significant policy/program discussions or decisions. Semipermanent 5 years Policy/program correspondence, documenting the formulation, adoption, and implementation of significant policy/program decisions, including letters to personnel, Certified Family Home Fire District letters, letters regarding training burns, etc. Permanent In perpetuity Equipment Maintenance & Test Records Equipment maintenance and test records include: Fire hose records such as test date, date previously tested, apparatus number, station number, hose diameter, conditions found, service date, defects corrected, etc. Ladder test results done annually on all ladders. Tests done on SCBA’s including flow testing. Emergency medical equipment maintenance records used to verify regular maintenance of emergency medical equipment such as copies of contracts, maintenance schedules, test protocols, equipment inventory, performance test records, repair records, parts used and service reports. Transitory Until administrative need ends Fire & Security Alarm System Records Records documenting the department’s role in issuing permits, testing and maintaining fire and security alarms, including fire alarm and sprinkler system plans. May include permits, applications, malfunction reports, maintenance reports, and related documents. Permanent In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 23 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Fire Investigation Records Fire and arson investigation case files, including investigative reports, witness statements, photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laboratory reports, and incident/injury reports. Permanent In perpetuity Hazardous Materials Records Inspection records of underground and above ground fuel storage tanks. Reports and investigation results of incidents including spills and leaks, etc. Permanent In perpetuity Historical Records Newspaper clippings and articles relating to the Meridian Fire Department, photos of events. Permanent In perpetuity In-Home Care Facility Inspections Documents relating to fire code inspections performed by the department of home daycares and foster care homes. May include reports, notices, citations, occupancy and pre- fire planning records, floor plans, sketches, reports, lists and related documents. Semipermanent 5 years Inspection and Occupancy Records for Commercial Buildings Documents relating to fire code inspections performed by the department of commercial buildings. May include reports, notices, citations, occupancy and pre-fire planning records, floor plans, sketches, reports, lists and related documents. Semipermanent 5 years Juvenile Fire Setter Evaluations Case files related to juvenile fire setter investigation, including investigative reports, witness statements, photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laboratory reports, incident/injury reports. Permanent In perpetuity Maps Maps and related records maintained by the department for address location, reference and for tracking various trends. May include lists, books and other methods of address location. Transitory Until superseded Meeting Minutes Final, approved Officer and Command Staff meeting minutes. Semipermanent 5 years Monthly & Annual Department Reports Monthly and Annual Department reports. Permanent In perpetuity Narcotics Inventory & Usage Narcotic inventory and usage- hard copy, narcotics distributed to the engine companies. Temporary 3 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 24 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD National Fire Incident Reports National Fire Incident Reporting System (NFIRS) Fire Incident Report, relating to fire run, medical emergency, casualty, hazardous materials call, false alarm, good intent, or service call. May include property release forms, civilian and fire service casualty reports, hazardous materials reports, etc. Permanent In perpetuity Patient Care Records Records related to patient care, refusal of care, denial of need for care, supplemental emergency medical services reports, diagnostic attachments to include ECG, care summary reports and vital sign reports. Permanent In perpetuity Plans, Protocols, Guidelines, Policies Records related to department operations, including Medical Supervision Plan, standing written orders, operational guidelines, administrative and operational policies. Transitory Until superseded Proof of Insurance Proof of worker’s compensation and other insurance required for training tower usage by other agencies. Transitory Until superseded Public Education Programs & Publications Records related to the design and implementation of educational and other outreach programs provided to the public by the department. May include: class descriptions, instructional materials, course outlines, class enrollment and attendance records, reports, speeches, publications, and car seat inspection forms. Semipermanent 10 years Public Record Requests Public records requests and responses. Temporary 2 years after last action Ride-Along Forms Signed waiver for persons requesting a ride- along with the department. Transitory Until administrative need ends Structure Burn Training Records Records related to structure burns. Semipermanent 10 years Vehicle and Equipment Maintenance and Repair Records Records documenting maintenance and repairs of vehicles, equipment, and other assets with a useful life generally more than five years. May include vehicle maintenance records, inspections, pump testing and repair records of apparatus, ladder inspections, and SCBA equipment. Semipermanent 5 years after disposal or replacement of asset to which record is related CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 25 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Meridian Rural Fire Protection District Records All records of activities of the department or other City departments as they relate to the Meridian Rural Fire Protection District. May include: annual audits, land and apparatus acquisition records, records relating to construction of fire stations, bank statements, tax levy forms, Local Government Investment Pool statements, financial statements, annual budget records, legal notices, meeting minutes, election records, declarations of candidacy, election results, ICRMP insurance records, audio recordings of meetings. Permanent In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 26 OF 65 HUMAN RESOURCES DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records Copies of administrative records including A/P invoices, expense reports, professional membership documents, etc. Transitory Until administrative need ends or record is superseded Affirmative Action; Equal Employment Opportunity Commission Reports Records documenting city compliance with the Civil Rights Act of 1964, the Equal Employment Opportunity Act of 1972 and the Americans with Disabilities Act. Records include: plans, policy statements, reports, investigations, case files and related information. Also includes EEO-4 reports submitted to the Equal Employment Opportunity Commission (EEOC) documenting compliance with EEOC requirements by cities with 15 or more employees. Semipermanent IC § 50-907(2)(g); 29 CFR Part 1602; 29 CFR 1620.32 5 years Benefits Continuation Records documenting notice to employees, spouses and dependents informing them of their rights to continue insurance coverage after termination or disability or family leave and whether coverage was elected or rejected. Continuation may be under COBRA or another provision. Notice is also sent to a third party administrator who administers the extended coverage. Records may be filed with the Employee Benefits Records or Employee Personnel Records. Semipermanent IC § 50-907(2)(g); 29 CFR 1627.3 75 years after employee separation, expiration of eligibility, or completion of litigation, whichever is longest Budget Prep Records Working documents utilized to build base budgets and establish yearly budgets; worksheets, enhancements, amendments, etc. Semipermanent 10 years City Hall Volunteer Program Records Records documenting the activities and administration of volunteer programs in city hall and records documenting work performed for the City by citizens without compensation for their services. May include volunteer applications forms, volunteer and emergency contact information, agreements, applications, skills test results, training documentation, task assignments, monitoring records, volunteer hour statistics, volunteer program publicity records, insurance information, inactive volunteer files, and related records. Temporary IC §§ 50-907(3)(d) 2 years from last date of volunteer work CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 27 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Collective Bargaining Records documenting negotiations between the city and employee representatives, including contracts, reports, negotiation notes, letters of agreement, arbitration findings, cost analyses, minutes, tape recordings, etc. Temporary IC § 50-907(3)(d); 29 CFR 516.5 3 years Committee Records Agendas and meeting minutes/notes for special groups convened by HR for specific purposes such as Benefits, Compensation, and Wellness. Semipermanent 7 years Correspondence, Administrative Correspondence created or received in the course of administering City policies and programs. Semipermanent 5 years Correspondence, Transitory Correspondence regarding day-to-day office operations and does not contain unique information about City functions or programs. Transitory Until administrative need ends Databases Database records created and maintained for the purposes of generating reports, data files, and a variety of different outputs. Transitory Until administrative need ends or record is superseded Department Guidelines, Policies, Procedures, Processes, and Reports HR guidelines, including but not limited to, Salary Administration Guidelines. Semipermanent 10 years from date guideline in its entirety, or any part thereof, is officially replaced, updated City Standard Operating Policy/Procedure Manual. Semipermanent 20 years from date SOP Manual in its entirety, or any part thereof, is officially replaced, updated Records documenting and relating to HR processes, including but not limited to, recruiting/interviewing processes. Semipermanent 5 years from date HR process in its entirety or any part thereof, is officially replaced, updated Policies, reports, and documents regarding the internal department operations and procedures (e.g. Turnover, Recruiting reports, etc.). Semipermanent 10 years HR reports regarding department performance or other management presentations. Includes reports documenting trends, department or City performance in key areas as determined. Semipermanent 10 years Records that document the formulation, adoption and implementation of internal actions/decisions. Transitory Until administrative need ends or record is superseded CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 28 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Employee Benefits Records relating to city employee benefits information such as: selection of insurance plans, retirement, pension, and disability plans, deferred compensation plans, and other benefit information. Records may include but are not limited to: plan selection and application forms, enrollment records, contribution and deduction summaries, personal data records, authorizations, beneficiary information, year-end leave balance reports, notices of disability payment made, and related documentation. Semipermanent IC §§ 50-907(2)(g) and 45-610; 29 CFR 1627.3; 29 CFR 1602.31; IDAPA 09.01.35.081 75 years after employee separation, expiration of eligibility, or completion of litigation, whichever is longest Employee Medical Records Document an individual employee’s work- related medical history. These records are not personnel records and must be kept in a separate location from employee personnel records as required by the Americans with Disabilities Act. Records may include, but are not limited to: medical exam records (pre-employment, pre-assignment, periodic or episodic), X-rays, records of significant health or disability limitations related to job assignments, documentation or work-related injuries or illnesses, hearing test records, hazard exposure records, first- aid incident records, physician statements, release consent forms and related correspondence. Semipermanent IC §§ 50-907(2)(g) and 72-601; 29 CFR 1602.31; 29 CFR 1910.1020 75 years after employee separation, expiration of eligibility, or completion of litigation, whichever is longest Employee Personnel Records Document of employee’s work history. Records may include, but are not limited to: employment applications, notices of appointment, training and certification records, records of health limitations, drug testing, salary schedules, personal actions, performance evaluations, awards and other special recognition, letters of recommendation, investigation information, disciplinary action, notices of layoff, letters of resignation, home address and telephone, emergency notification forms, oaths of office, grievance and complaint records, and relate correspondence and documentation. (See also Employee Benefits Records, Employee Medical Records, Recruitment and Selection Records, and Volunteer Records). Semipermanent IC §§ 50-907(2)(g) and 45-610; 29 CFR 1627.3; 29 CFR 1602.31; IDAPA 09.01.35.081 75 years after employee separation, expiration of eligibility, or completion of litigation, whichever is longest Employment Verification (I-9) of Job Document to the U.S. Immigration and Naturalization Service that an applicant or employee is eligible to work in the U.S. Temporary IC § 50-907(3)(d), 8 U.S.C. § 3 years after date of hire or 1 year after employment is CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 29 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Applicants Information includes: employee information and verification data such as citizenship or alien status and signature, employer review and verification data such as documents, which establish identity and eligibility, and employer’s signature certifying that documents were checked. This category includes forms completed for all new hires, as superseded or previous forms completed on rehires. 1324a(b)(3) (Immigration Reform and Control Act) terminated, whichever is later Forms Forms created for use by HR personnel to facilitate work, including Performance Review, job description template, PAR template, etc. Transitory Until administrative need ends or record is superseded Hazard Exposure Records Emergency response employees exhibiting signs or symptoms possibly resulting from exposure to hazardous substances are required to be provided medical examination and consultation. Records include: employee’s name and social security number; physician’s written opinion, recommended limitations; results of examinations and tests; employee medical complaints related to hazardous substance exposure; description of employee’s duties as they relate to exposure; the employee’s exposure levels or anticipated exposure levels; description of protective equipment used; and information from previous medical examinations of the employee which is not readily available to physician and other information. Semipermanent IC § 50-907(2)(g); 29 CFR 1910.1020 75 years after employee separation, expiration of eligibility, or completion of litigation, whichever is longest Insurance Policies/Plans: Employee Group Health and Life Benefits Records documenting plan descriptions and summaries of city insurance policies and plans covering employee group health and life benefits, including annual certification records. Semipermanent 10 years Kinds and Levels Chart Records documenting the description, classification and compensation of city jobs and positions. Usually includes details of duties and responsibilities of each position time percentage breakdowns of tasks, skills and abilities needed for each position, and related records documenting the development, modification or redefinition of each job or position. Temporary IC § 50-907(3)(d); 29 CFR Part 1602 and 29 CFR 1627.3 3 years Meeting Minutes Internal staff meeting records. Transitory Until administrative need ends or record CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 30 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD is superseded Newsletters HR2You Newsletters. Transitory Until administrative need ends or record is superseded Organization Charts HR Department Organization Charts. Transitory Until administrative need ends or record is superseded Personnel Action (PAR) Forms Completed employee forms submitted to HR upon initial hire, pay increase or decrease, change of address, or change of supervisor. Semipermanent IC § 50-907(2)(g); 29 CFR Part 1602 and 29 CFR 1627.3 75 years after employee separation, expiration of eligibility, or completion of litigation, whichever is longest Photographs Photographs relating to HR sponsored/conducted City events (e.g. service awards, employee picnic, Wellness events, etc.). Transitory Until administrative need ends or record is superseded Photo Identification Photographs and other records used to identify city employees, private security personnel, contract workers and other. May include photographs taken by City for identification or prox card or driver’s license photocopy. Transitory Until superseded, obsolete or administrative needs end Position Descriptions Records documenting the description, classification and compensation of city jobs and positions. Usually includes details of duties and responsibilities of each position time percentage breakdowns of tasks, skills and abilities needed for each position, and related records documenting the development, modification or redefinition of each job or position. Temporary IC § 50-907(3)(d); 29 CFR Part 1602 and 29 CFR 1627.3 3 years Presentations Formal departmental presentations to Council, other formal bodies. Semipermanent 5 years Public Records Requests Public records requests and responses. Temporary 2 years after last action Recruitment and Selection Records for Applicants who are Hired Documents regarding the recruitment and selection of city employees and contracted service providers such as attorneys, auditors, consultants, etc. Records may include, but are not limited to: job announcements and descriptions, applicant lists, applications and resumes, position advertisement records, civil service and other examination records, interview Temporary IC § 50-907(3)(d); 29 CFR 1602.31; 29 CFR 1627.3(b)(1)(vi) 2 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 31 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD 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. Recruitment and Selection Records for Applicants who are Not Hired Documents regarding the recruitment and selection of city employees and contracted service providers such as attorneys, auditors, consultants, etc. Records may include, but are not limited to: job announcements and descriptions, applicant lists, applications and resumes, position advertisement records, civil service and other examination records, 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. Temporary IC § 50-907(3)(d); 29 CFR 1602.31; 29 CFR 1627.3(b)(1)(vi) 2 years Resource Records/Notes Records including notebooks, meeting notes, to-do-lists, employee-compiled notes, etc. Transitory Until administrative need ends or record is superseded Special Projects Documents related to special, one-time projects to include, but not limited to, Employee Satisfaction Survey, Policy Review/Revision, Salary Structure Review. Semipermanent 10 years Surveys HR and other initiated internal surveys, survey results (e.g. Salary Surveys, Employee Satisfactions Surveys, Best Place to Work. Etc.). Semipermanent 10 years Telephone Records Message logs, voicemails, etc. Transitory Until administrative need ends Training Programs/HR Records related to the design and implementation of training programs provided to employees by the City. Documents may include course descriptions, instructor certifications, instructional materials, course outlines, Semipermanent IC § 50-907(2)(g) 5 years from final presentation and/or use CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 32 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD class enrollment and attendance records, tests, test results, and related records. Training/Travel Records Records documenting attendance and presentation by HR employees at conventions, conferences, seminars, workshops, and similar training events. Includes training/travel requests, training materials, reports and related correspondence. Semipermanent 5 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 33 OF 65 INFORMATION SERVICES DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD City Clerk’s Office Audio/Video Recordings Audio and video recordings of City Council, Commission and Committee Meetings. Semipermanent 5 years City Commissions & Committees Bylaws, meeting minutes, agendas and minute books of city commissions and committees. Permanent IC §50- 907(1)(a) In perpetuity City Council Meeting Agenda, Minutes and Minute Books Records documenting meetings of the city council and motions, resolutions, ordinances, transcripts and other actions taken at council meetings. Permanent IC §50- 907(1)(a) In perpetuity Contracts & Agreements to which the City is a Party Agreements with vendors and other parties for the acquisition, lease, lease- purchase or sale of equipment, supplies, services or property and easement agreements which have been approved at a City Council meeting or have been recorded with Ada County. Semipermanent IC §50- 907(2)(b) 100 years Correspondence, Administrative Correspondence created or received in the course of administering city policies/programs. Semipermanent 5 years Correspondence, Transitory Correspondence regarding day-to-day office and housekeeping correspondence and does not contain unique information about city functions or programs to include scrolling agenda and announcements. Transitory Until administrative need ends Deeds & Real Property Records Records relating to ownership of real property, including deeds, title opinions, abstracts and certificates of title, title insurance, documentation concerning alteration or transfer of title, and records relating to acquisition and disposal of real property such as offer letters, options, agreements of short duration, staff reports, appraisal and inspection reports, letters of transmittal, and related records. Permanent IC §50- 907(1)(e) In perpetuity Election - Campaign Finance Reports Reports showing contributions and expenditures in city campaigns by mayor/council candidates, political committees and independent persons/entities. Includes C-1 (Certification of Treasurer), C-2 (Campaign Financial Disclosure Report), C-4 (Independent Expenditures), C-5 (48 Permanent IC §50- 907(1)(g) In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 34 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Hour Notice of Contributions/ Loans Received), C-6 (Statement by Nonbusiness Entity), and C-7 (48 Hour Notice of Independent Expenditures). Election - Candidate Declarations & Petitions Includes declarations of candidacy and intent for candidates for city elective office. Declarations of candidacy are filed by candidates to get their name on the election ballot, and are accompanied by a filing fee of $40 or a petition with the signatures of at least five qualified city electors, including a certification by the county clerk of the number of signatures that are of qualified city electors. Declarations of intent are filed by write-in candidates, and do not require the filing fee or petition. Permanent IC §50- 907(1)(g) In perpetuity Election – General/Regular (Election Files) Includes the first and second notice of election and sample ballot which are published in the official newspaper, poll books showing the name, address and signature of those voting in City elections, and the tally book in which election staff record and total the votes cast for each candidate and ballot question at the polling precinct. Permanent IC §50- 907(1)(g) In perpetuity Election – General/Regular (Working Files) Includes the following records: polling places, judges and clerks, challengers and watchers, voting machines and vote tally systems, correspondence, and other records not specifically listed in this schedule. Semipermanent IC §50- 907(2)(g) 5 years Election ballots, including voted ballots, unused ballots, spoiled ballots, ballot stubs, absentee voting, and duplicate poll books Temporary IC § 50- 907(3)(c) 2 years Notes Records related to administrative notes, internal meeting notes, To Do Lists. Transitory Until administrative need ends Oaths of Office Signed oaths of elected officials swearing to uphold the federal and state constitutions and laws of the city. Permanent In perpetuity Passports – General Information Training records, Department of State monthly newsletters, and Passport Agent’s Reference Guide. Transitory Until record is superseded Passports - Transmittals Daily transmittal spreadsheets that accompany passport applications mailed to the Department of State Regional office. Transitory 2 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 35 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Permits & Licenses Records relating to city permits and licenses issued in the City Clerk’s Office. Semipermanent IC §50- 907(2)(d) 10 years Public Notices Records relating to proof of mailings. Transitory Until administrative need ends Public Records Requests Written public records requests, city denials of public records requests, responses, etc. Temporary 2 years after last action Records Management Records Destruction records including destruction resolution and authorization from Idaho State Historical Society and legal counsel. Permanent In perpetuity Records of Historical Significance Records of historical significance not otherwise maintained by the Meridian Historical Preservation Commission. Permanent In perpetuity Room Scheduling & Reservation Records for City Hall Records documenting scheduling and reservations related to public meeting rooms in City Hall. Such as reservation request forms, payment records and Outlook calendar scheduling records. Transitory Until administrative need ends Vehicle Titles State of Idaho Certificate of Title for vehicles owned by the City. Transitory Until vehicle is no longer owned by the City Information Technology Backup Tapes A copy on a tape cartridge of the contents of all data from the City servers. Transitory 1 year Case Management Notes All cases opened in Case Management. Semipermanent IC §50- 907(2)(g) (other) 10 years Department Policies and Reports Policies, reports, and documents regarding internal department operations and procedures, e.g. computer usage policy, password policy, service level goals, training materials, evaluations of materials. Semipermanent IC §50- 907(2)(e) (dept. report) 5 years Disaster Recovery Plan Strategy for retention and recovery of network and electronic documents following network or server crash or failure Transitory Until superseded or updated Information Steering Committee Minutes Minutes kept of monthly MIS Committee meetings. Temporary IC §50- 907(3)(d) (other) 2 years Internally- Generated Source Code Text-based programming statements or instructions that create or execute a computer program. Transitory Until superseded or updated CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 36 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Internet History List of websites accessed on City computers and electronic devices. Transitory 90 days Inventory Management List of electronic devices held by City and software licensing information and specifications for each electronic device used by City. Transitory Until superseded or updated Outlook Appointments Meeting requests sent and received by employees via Outlook; appointments scheduled via Outlook by employees; meeting & appoint-ment reminders sent and received via Outlook. Transitory Until deleted by user Outlook E-mail Messages – General City Staff All e-mail messages, sent or received by City staff using Outlook software, that are stored in Outlook or the City’s e-mail archiving system. (E-mail messages may be preserved elsewhere in digital or paper format for longer periods of time as the subject matter of such messages may require). Semipermanent IC §50- 907(2)(g) (other) 5 years Outlook E-mail Messages – Specific City Staff All e-mail messages, sent or received by part-time staff, seasonal staff, temporary staff, interns, or firefighters using Outlook software, that are stored in Outlook or the City’s e-mail archiving system (E-mail messages may be preserved elsewhere in digital or paper format for longer periods of time as the subject matter of such messages may require). Transitory Until deleted by user Outlook Tasks and Notes Tasks, task requests and reminders sent and received by employees via Outlook. Transitory Until deleted by user Prox Card Access History Register of which prox cards have accessed a restricted area. Transitory 90 days Security Camera Footage Video footage from security cameras mounted on and in city facilities. Transitory Until overwritten by system ShoreTel Phone History List of incoming and outgoing calls, including phone numbers and caller identification, as available. Transitory 90 days Voice Mail Messages Incoming verbal messages recorded on ShoreTel or other voice mail systems. Transitory Until deleted by user CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 37 OF 65 MAYOR ’S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Agendas & Minutes Agendas and minutes of Director Meetings, Operational Meetings, Mayor’s Youth Advisory Council Meetings. Semipermanent 10 years Annual Reports Report on City’s and Mayor’s Office activities over preceding year summarizing activities and financial performance. Permanent In perpetuity Applications Forms and materials submitted with application for positions or awards administered by Mayor’s Office, including applications for scholarships, Promise partners, Mayor’s Youth Advisory Council, volunteer positions, City commissions, and City committees or task forces. Semipermanent 10 years Attendance Sheets Sign-in sheets, where offered, for activities and events hosted by the Mayor’s Office. Temporary 2 years from date of event City Website Content HTML text stored in data base table in CMS. Note: Source document may exist elsewhere, and be retained pursuant to separate record retention schedule. Transitory Until updated or superseded Correspondence- General Administrative Records created or received in the course of administering city policies/programs, but these records do not provide insight into significant policy/program discussions or decisions. To include: Citizen response letters. Semipermanent 5 years Correspondence Day-to-day office and housekeeping correspondence not unique to City functions or programs. May include; thank you notes, welcome letters, letters to homeowners associations and businesses. Transitory Until administrative needs ends Policy/program correspondence, documenting the formulation, adoption, and implementation of significant policy/program decisions. May include correspondence relating Permanent In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 38 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD to Commission and Committee appointments and correspondence with other government agencies. Memoranda Internal or external memoranda summarizing research, recommendations, and other information. Permanent In perpetuity News Releases A written or recorded record directed at members of the news media for the purpose of making a newsworthy announcement. Permanent In perpetuity Photos Published or historically significant photographs taken, owned, or stored by the Mayor’s Office. Permanent In perpetuity Photographs that are not used or needed for a particular purpose. Transitory Until administrative need ends Proclamations City-initiated proclamations. Permanent In perpetuity Outside group-initiated proclamations. Transitory 1 year Publications Informational or promotional publications of the Mayor’s office, including newsletters, flyers, marketing materials, brochures, program materials. Semipermanent 10 years Public Addresses Records relating to State of the City address. May include script, video, PowerPoint, program, agenda, photos. Permanent In perpetuity Records relating to State of the City addresses or speeches. May include script, video, PowerPoint, program, agenda, photos. Transitory Until administrative need ends Talking Points Records prepared to summarize issues in preparation for discussion with the public or media. Transitory Until administrative need ends Videos Videos prepared monthly for informational or promotional purposes, e.g ., Celebrate Meridian. Permanent In perpetuity Videos prepared weekly for informational or promotional purposes, e.g. , City Council meetings, This Week in Meridian. Temporary 2 years Raw video footage, used or unused. Transitory Until administrative need ends CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 39 OF 65 PARKS & RECREATION DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Facility Reservation Application and Materials Form applying for reservation of MPR facility; other required documentation such as proof of insurance. Temporary IC §50- 907(3)(d) 2 years Financial Aid Applications Completed application form and materials submitted to request financial assistance for children’s class or program. Temporary IC §50- 907(3)(d) 2 years Incident or Accident Reports Reports of incidents, injuries, or accidents incurred during or related to a department-sponsored or department-provided class, camp, program, reservation, or activity. Temporary IC §50- 907(3)(d) 2 years Indemnity Forms, Medical Release Forms, Waivers Signed waiver/indemnity agreement related to individual’s or organization’s participation in department-sponsored or department- provided class, camp, program, reservation, activity, transportation, or travel. Temporary IC §50- 907(3)(d) 2 years Internal Department Time Logs and Reports Logs of employees’ time, tasks, and location; reports and analysis of related data. Permanent IC §50- 907(1)(h) In perpetuity Memorial Forms Form requesting memorial in MPR facility under established memorial program ( e.g. Generation Plaza Brick Sales form, Memorial Tree Program form). Permanent IC §50- 907(1)(h) In perpetuity Parks & Recreation Department Newsletters Annual newsletter prepared by Parks & Recreation Department. Permanent IC §50- 907(1)(h) In perpetuity Public Input Records Records of public input, including survey results, neighborhood meeting minutes, correspondence, etc. Permanent IC §50- 907(1)(h) In perpetuity Registration Forms and Materials Form and related materials collected from individuals registering for a recreation class, team, or event. Temporary IC §50- 907(3)(d) 2 years Sign in/Sign out Sheets Forms completed by parents to signify that minor has been dropped off or picked up from a department- sponsored or department-provided class, camp, program, or activity. Temporary IC §50- 907(3)(d) 2 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 40 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Sports Schedules and Scores Record of games played and final scores. Temporary IC §50- 907(3)(d) 2 years Team Rosters Record of all individuals registered for a sports team. Temporary IC §50- 907(3)(d) 2 years Tree Inventory Inventory of all public trees maintained by City Arborist per City Code. Permanent IC §50- 907(1)(h) In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 41 OF 65 POLICE DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Activity Reports Daily, weekly, monthly or other reports documenting the activities of employees, including type of activity, employees involved, time spent on activity, work completed, equipment used, etc. Semipermanent IC §§50- 907(2)(e) 5 years Animal Control Reports Reports documenting animal control calls for service and activities; typically includes reports of lost/found dogs, dogs at large, dog bites, voluntary relinquishments, etc. Supportive document that are scanned into the police report are typically kennel cards, adoption paperwork, release to owner paper work, euthanize record, copy of citations issued, vicious dog reports, findings, and correspondence, etc. Note: Does not include animal control reports embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Semipermanent IC §50- 907(2)(g) If citation is issued or charge is filed: 5 years after final disposition. If no citation is issued and no charges are filed: 5 years after closure of file. Audio Files (active case pending) Audio recordings created by police officer making a traffic stop or other citizen contact, where a citation is issued, an arrest is make, a charge is filed, or an investigation is opened regarding the incident. Note: Does not include audio recordings embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Transitory 6 months after final disposition of citation or charge Audio Files (no case or investigation pending) Audio recordings created by police officer making a traffic stop or other citizen contact, where no citation is issued, no arrest is make, no charge is filed, and no investigation is pending regarding the incident. Transitory 30 days after recorded Briefing Records Records documenting internal communications between supervisors and shift workers or between staff on different shifts to alert them to Transitory Until administrative need ends CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 42 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD problems, issues or activities. Records may include, but not limited to: briefing logs, ILETS/NCIC messages, and bulletins from other agencies. Bulletins from other Agencies Records including bulletins, circulars, and related records received from federal, state and local law enforcement agencies. Usually contains descriptions and photographs of fugitives, missing persons, stolen property, etc. Transitory Until administrative need ends Community Service and Outreach Programs Records relating to police community service programs. Records may include: publications, mailing lists, plans, evaluations, notes, reports, lesson plans and outlines, etc. Transitory Until administrative need ends Crime Analysis Statistics Records documenting police efforts to anticipate, prevent, or monitor criminal activity. May include statistical summaries of crime patterns, modes of operation, analysis of particular crimes, criminal profiles, forecasts, movements of known offenders, etc. Temporary IC §50- 907(3)(d) 3 years Crime Reports (DRs) for Major Crimes (homicide, rape, kidnapping, robbery, and aggravated battery) Reports created by police officers documenting a criminal offense and actions taken, may include charging or arresting suspects. Information typically included in this case report is location of occurrence, date and time, handling officer, involved parties involved and their personal information (suspect, victims, witnesses, reporting party, etc.), a summary of the events and additional supportive documents, which may include embedded audio recordings, notarized probable cause statements, witness statements, runaway forms, release of custody forms (juveniles), criminal background information (ILETS/Triple III, Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, copy of citations, property invoice and release of property forms, etc. Permanent In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 43 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Crime Reports (DRs) for other Crimes Reports created by police officers documenting a criminal offense and actions taken, may include charging or arresting suspects. Information typically included in this case report is location of occurrence, date and time, handling officer, involved parties involved and their personal information (suspect, victims, witnesses, reporting party, etc.), a summary of the events and additional supportive documents, which may include embedded audio recordings, notarized probable cause statements, witness statements , tow slips, administrative license suspension forms, intoxilyzer slips, field sobriety tests form, runaway form, release of custody form (juveniles), criminal background information (ILETS/Triple III, Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, copy of citations, property invoice and release of property forms, Leads Online printouts, shoplifting reports from store security officers, etc. Semipermanent IC §50- 907(2)(g) If citation is issued or charge is filed: 5 years after final disposition. If no citation is issued and no charges are filed: 5 years after closure of file. Criminal History Records or ILETS/NCIC Reports Records obtained via ILETS or local jail systems (Ada LE Lookup) that provides information on the accumulated criminal arrest and conviction history of an individual which may be useful in an investigation. Records may include a summary sheet, arrest record, fingerprint information, and mug shot; information typically includes name, aliases, residence, sex age, date and place of birth, height, weight, hair and eye color, scars, marks, tattoos, abnormalities, date of arrest, offense committed. Note: Does not include criminal history records embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Transitory Until administrative need ends CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 44 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Daily Patrol Log Summary of patrol calls for service that result in a case report (DR) being generated. May include type of call, location, time, short summary and case number. Transitory 1 year Expunged or Sealed Records Police reports documenting criminal charging and/or arrests of a person whose petition to seal the records is granted by the court. This includes juvenile records. Semipermanent IC §§50- 907(2)(g) 5 years Field Interview Reports (FI cards) Informational document written by police officers relating to individuals, events, or vehicles for which the officer does not have probable cause for enforcement. Typically includes name and current address of person contacted, physical description of person or vehicle, officer’s name, location of contact, date and time , reason for contact, etc. Temporary IC §50- 907(3)(d) 3 years Firearm Disposal Records These files contain records of firearms that have been disposed of through sale, trade or destruction. They include manufacturer’s name, serial number, model, caliber, disposal method, disposal date, name of business purchasing the firearm, and bid. Semipermanent IC §50- 907(2)(g) 5 years Gun Dealers’ Sales Records Records documenting purchases of guns from dealers. May include duplicate register sheets mailed by the dealer to the police department and triplicate register sheets mailed by the dealer to the State Police for criminal records checks and then forwarded to the city police department. Information may include sheet number, sales person, date and time, city, serial number, make, model, caliber, purchaser’s information, and signatures. Transitory Until background check is completed and administrative need ends Impounded and Abandoned Vehicle Records (impound forms) Forms documenting vehicles impounded by police due to accidents, abandonments, recovered stolen vehicles, vehicles used in commission of a crime, etc. Documents may include notifications, information cards or sheets, receipts, etc. Semipermanent IC §50- 907(2)(g) 5 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 45 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Information typically includes make, model, year, color, vin identification number, tag number, condition and contents of vehicle, tow company used, release conditions, name and address of individual to whom the vehicle was released. Note: Does not include impound forms embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Indemnity Bonds Copies of insurance bonds issued to indemnify the police department against claims of wrongful actions in civil seizure cases. Semipermanent IC §50- 907(2)(g) 5 years after seizure is completed Informant Case Files Records documenting information about informants used by department personnel. Records typically include reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants’ activities and related records. Temporary IC §50- 907(3)(d) 3 years Intoxilyzer 5000EN and LifeLoc Instrument Certificate Factory and State of Idaho Certificates for instrument. Temporary IC §50- 907(3)(d) 3 years Intoxilyzer 5000EN Log and LifeLoc Performance Verification Log Logging of each person that takes the breathalyzer test and verification testing, may include name of suspect, date and time, test results, operator’s name, calibration check results, simulated temperature in range, comments, etc. Temporary IC §50- 907(3)(d) and IDAPA 11.03.01.013.06 3 years Intoxilyzer User Certifications and Class Roster User certification cards and class roster for our agency’s Officers. Intoxilyzer instructor replaces with each new certification period. Transitory Until administrative need ends Master Name Index Records Information on every individual who has been field interviewed, arrested, suspects or accomplices in crimes, victims, complainants, and witnesses to incidents. Information typically includes name, address, date of birth, race, sex, date and time of incident or contact, case number (DR#), citation numbers and other identifying data. Semipermanent IC §50- 907(2)(g) 100 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 46 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Master Name files are automated in either Laserfiche or New World RMS. Media Log Summary from daily patrol log for release to the news agencies and public. Includes DR # (case number), type of call for service, arrest information, location of offense. Transitory 1 year Parking Citations Police Department copy of citations issued for parking violations. Information includes date and time, location of offense, vehicle license plate information and Meridian City Code violation number, and issuing officer. Parking citations that are paid are sent to City Hall Finance Department. Parking citations that are unpaid and lead to court summons are sent to the City Prosecutor. Transitory 6 months after final disposition of citation or charge Photo Identification Records Photographs and other records used to identify agency employees, private security personnel, contract workers and others. It may include photographs taken for agency identification cards and prox cards, driver’s license photographs, and information such as name, date of birth, physical description, identification number, driver’s license information. Transitory Until administrative need ends Polygraph Records Records documenting polygraph tests given to criminal suspects, for internal investigations, and other purposes. Includes pre-examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, and related information. Semipermanent IC §50- 907(2)(g) 5 years Property and Evidence Control and Disposition Records Records used to track property and evidence coming into the police department’s possession. Documents receipts, storage, and disposition of person property and physical evidence from defendants, victims, etc. May include evidence photographs and documenting crime scenes, accidents, and other incidents. Records often include receipt forms, evidence logs (showing chain of possession of Semipermanent IC §50- 907(2)(g) 5 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 47 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD evidence), property reports, destruction lists, property consignment sheets, seized firearm logs, homicide evidence inventories, etc. Information usually includes case number, tag number, date and time, property or evidence description, storage location, release date, etc. Note: Does not include property and evidence control and disposition records embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Radar Equipment, Certifications, and Maintenance Records Records documenting the calibration and maintenance of radar equipment that may be useful in documenting the accuracy of the readings. Often includes original factory certification of calibration. Information relating to maintenance and repair may include a description of the work completed, parts used, date of service, equipment number, make, model, etc. Temporary IC §50- 907(3)(d) 3 years after retirement of equipment Traffic Collision Reports Documents of traffic collisions investigated by the police department. These reports typically include complete information on all cars and drivers involved in the accident, location of occurrence, damage, cause of accident, date and time, accident diagram, description and weather conditions. Note: Does not include traffic collision reports embedded with a crime report (DR), which shall be retained according to the retention period established for DRs. Semipermanent IC §50- 907(2)(g) If citation is issued or charge is filed: 5 years after final disposition. If no citation is issued and no charges are filed: 5 years after closure of file. Vacation Watch Forms Records (forms) documenting inspection of homes and other properties when the owner/occupant is away. Information typically includes name, address, date requested, vacation beginning and ending time, emergency contact information, special conditions, date and time officers check the house or property, etc. Transitory Until administrative need ends CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 48 OF 65 PUBLIC WORKS DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD All Divisions (Administration, Business Operations, Capital Projects and Facilities, Construction Inspection, Engineering, Environmental, Wastewater, Water) Accessibility Records, City-Owned Facilities Contractor logs, key list, and any other records documenting access to City- owned buildings by authorized persons. Semipermanent 5 years Activity Reports Daily, weekly, monthly or other reports documenting the activities of Public Works Department employees, including: type of activity, employees involved, time spent on activity, work completed, equipment and fuel used, reports, logs, log sheets, and related records. Semipermanent 5 years Ada County Highway District (ACHD) Permits Permits issued by Ada County Highway District (ACHD) to dig in public utility easement. Semipermanent 5 years Administrative Records Clothing order spreadsheets, copies of: Accounts Payable invoices, expense reports, leave request logs, MIP Accounts Payable invoices, professional membership documents, evacuation checklists and on call yearly roster logs. Transitory Until administrative need ends or record is superseded Alarm Monitoring / Test Results Reports Reports of monitoring fire alarms, security alarms and sprinkler tests for all relevant City-owned facilities including annual fire alarm testing, annual backflow testing, quarterly sprinkler testing in Sapphire suppression system, monthly fire pump runs, and monthly check on fire extinguishers and Sapphire. Semipermanent 5 years Budget Preparation Records Work documents utilized to build base budgets and establish yearly budgets, including vehicle replacement worksheets, enhancements, amendments and carry forward support. Semipermanent 10 years Correspondence, Administrative Correspondence created or received in the course of administering City policies, procedures, or programs. Semipermanent 5 years Correspondence, Transitory Day-to-day office and housekeeping correspondence that does not contain unique information about City functions or programs. Transitory Until administrative need ends Customer Complaints Complaint letters, notes on phone calls and in person complaints from customers/citizens. Temporary 3 years from complaint resolution CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 49 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Databases Database records created and maintained for the purposes of generating reports, data files, and a variety of different outputs. Transitory Until administrative need ends or record is superseded Departmental Reports Department reports, performance management presentations. Semipermanent 10 years Engineering Capital and Enhancement Plan (ECEP) Reports Engineering Capital & Enhancement Plan (ECEP) - 5 year Capital Improvement Plan Reports. Semipermanent 10 years Equipment Maintenance and Repair Records Records of repair and maintenance of equipment assigned to Public Work, including but not limited to: generators, sewage lift pumps, water pumps, office equipment, and furniture. Records may include summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Transitory Until asset is removed from service or until administrative need ends.. Facility Assessments, Maintenance, and Repair Records Records regarding maintenance and repairs of buildings and grounds owned or leased by the City including assessments of the condition of City-owned buildings, summaries, logs, reports, and similar records usually compiled from daily work records. Transitory Until administrative need ends or record is superseded Forms Forms created for use by Public Works personnel to facilitate their work including but not limited to performance review forms, project forms, staff forms, communication forms, and record retention labels. Transitory Until administrative need ends or record is superseded Geographic Information Systems, Digital Orthophotography Images Aerial photographs of properties within the City. Permanent In perpetuity Geographic Information Systems, GIS Data Points, lines, attributes, and polygons relating to infrastructure that the City owns or maintains. Transitory Until superseded Geographic Information Systems, Maps A visual representation of data within a particular geographical area. Also includes maps and data provided by outside agencies including edge of pavement, parcels, roads, and others. Transitory Until administrative need ends CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 50 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD HR Documents Departmental employee personnel records should be kept in the appropriate Division’s file until employment has been terminated (involuntary or voluntary) and then the file should be sent to HR for retention. Transitory Until employment is terminated; then forward to HR Maintenance Request Record Records documenting requests and responses thereto concerning a variety of maintenance responsibilities carried out by the Public Works Department. Examples include, but are not limited to: brushing and limbing, road grading, rocking, sealing, patching, and marking, traffic signals and signs, City-owned buildings and equipment, and water and sewer system problems. Temporary 2 years Master Plan Records Records that document the present and projected needs of the City for water, sewer, storm drainage, streets, bike paths, and other utility related systems. Includes an implementation schedule for construction, plans, reports, evaluations, cost analyses, drawings, and related documents containing rates, inventory evaluations, system rehabilitation or replacement, distribution of services, etc. Permanent In perpetuity Materials Safety Data Sheets (MSDS) Materials Safety Data Sheets (MSDS). Also see Potential Exposure Records below. Transitory Until chemical is removed or record is superseded Meeting Minutes Internal meeting agendas, minutes, sign-in sheets Semipermanent 5 years Photos, Construction Photos relating to Public Works construction activities, infrastructure, inspection photos, etc. Permanent In perpetuity Photos, Building Maintenance Photos relating to repair and replacement of City-owned equipment, material, and facilities. Semipermanent Keep records requiring engineering stamps 2 years after life of structure. Keep all other records 10 years. Photos, General Photos related to Public Works Department activities and other general use pictures. Transitory Until administrative need ends CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 51 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Potential Exposure Records Report created when personnel is exposed or potentially exposed to a chemical, including MSDS sheet of the chemical involved. Record is placed in the employee personnel record. Transitory Until employment is terminated; then forward to HR Presentations Departmental presentations. Semipermanent 10 years Preventative Maintenance Work Plans Preventative maintenance schedules, work orders. Temporary 3 years Process Documents Standard Operating Procedures, Process Flowcharts, Workflows, Responsible Accountable Consulted Informed (RACI) Charts and Process Performance Measures. Semipermanent 5 years Quotes Quotes from contractors and other service providers. Preliminary and final quotes for goods and services used to conduct building repairs, maintenance, or modifications. Temporary 3 years Record Drawings Revised set of drawings submitted by contractor upon completion of land development phase of a commercial, governmental, or residential project or components thereof. This includes stamped record drawings, as-builts, and wiring diagrams including but not limited to water and sewer infrastructure as installed in Meridian. Permanent In perpetuity Safety Documents Health and Safety Manual, safety audits, training, standard operating procedures, auditory testing records, respirator fit test information. Semipermanent 30 years Safety Meeting Agenda / Signup Sheets Topics covered and sign-up sheet for employees who attended the meetings. Semipermanent 30 years Supervisory Control And Data Acquisition Reports (SCADA) Reports printed from Supervisory Control and Data Acquisition (SCADA) system. Temporary 3 years Technical Manuals, Specifications, and Warranties Owner’s manuals and warranties for City- owned vehicles and equipment. Includes specifications, operating instructions, safety information, and terms of coverage of repair or replacement of equipment. Transitory Until asset is removed from service Telephone Records A log of all messages taken both via phone and in person including, but not limited to, recorded calls, voicemails, phone call logs. Transitory Until administrative need ends CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 52 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Training/Travel Records documenting attendance and presentation by City employees at conventions, conferences, seminars, workshops, and similar training events. Includes training/travel requests, training and Continuing Education Unit (CEU) tracking reports, and related correspondence. Semipermanent 5 years Vehicle Inspection, Maintenance, Repair Work orders, and Reports Maintenance records, inspection work orders for vehicles, vehicle mileage reports, repair records. Transitory Keep until vehicle is removed from service Website Public Works Department Website. Transitory Until administrative need ends or record is superseded Water Rights Records related to City of Meridian Water Rights including, but not limited to, correspondence, agency filings, legal opinions, references. Permanent In perpetuity Administration Area of Impact Records Records related to analysis of expansion of Public Works services into the Area of Impact such as those for Kuna, Kuna Treatment Plant, Meridian Heights Water and Sewer District, South Meridian Planning. Semipermanent 10 years Committee Records Agendas and meeting minutes for special groups convened by Public Works such as City Services Focus Group, Construction Best Management Practices Sub- Committee, Energy. Semipermanent 5 years Department Policies Documents the formulation, adoption, and implementation of internal actions/decisions. Includes: Computer, Geographic Information System (GIS) Policy, Dress Code, Purchasing department policies. Transitory Until administrative need ends or record is superseded Events, Public Works Records related to planning Public Works internal and external events. Semipermanent 5 years Emergency Master Plans Emergency plan records for City Hall, Emergency Management, and Continuity of Operations. Semipermanent 10 years Newsletters Annual newsletter prepared by the Public Works Department. Permanent In perpetuity Organization Charts Organization charts. Transitory Until administrative need ends or record is superseded CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 53 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Rate / Fee Records Records related to establishing utility rates and fees, including calculations, research and recommendations. Semipermanent 10 years Resource Documents / Notes Notebooks, Meeting Notes, To Do Lists, employee-compiled notes or references to assist in work including non-city lawsuits. Transitory Until administrative need ends or record is superseded Special Projects Documents related to special, one-time projects to include, but not limited to, Inventory Management, Project Information, Rail with Trail, Subdivisions, and Accreditation. Semipermanent 10 years Studies Studies related to Public Works as provided by consultants. Semipermanent 10 years Surveys Public Works initiated internal and external surveys and survey results. Semipermanent 5 years Capital Projects and Facilities Capital Improvement Projects for Other Departments Records including but not limited to attendance for public meetings, AVO’s (Avoid Verbal Orders – Written Instructions), change orders, construction checklists, consultant reports, consultants/contractors contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers, engineering estimates, field orders, final acceptance letters, inspection reports, Notices of Intent (NOI), Notices of Termination (NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, project correspondence (letters, responses), project info memos, project schedules, project-related purchase order (PO) requisitions, project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately), project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives. Transitory Records are kept until project completion and then turned over to appropriate department Construction Drawings Construction Drawings. Transitory Until replaced by Record Drawings Construction Punch Lists New projects inspection report on City projects noting repairs that need made. Semipermanent 5 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 54 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Engineering Project File Records including but not limited to attendance for public meetings, AVO’s (Avoid Verbal Orders – Written Instructions), change orders, construction checklists, consultant reports, consultants/contractors contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers, engineering estimates, field orders, final acceptance letters, inspection reports, Notices of Intent (NOI), Notices of Termination (NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, project correspondence (letters, responses), project info memos, project schedules, project-related purchase order requisitions (PO), project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately), project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives. Permanent In perpetuity National Pollutant Discharge Elimination System (NPDES) Construction General Permit and Storm Water Pollution Prevention Plans (SWPPP) All records and information resulting from the National Pollutant Discharge Elimination System (NPDES) Construction General Permit including, but not limited to copy of completed and signed Storm Water Pollution Protection Plans (SWPPPs) and SWPPP inspection reports. Semipermanent 5 years from notice of termination from EPA. Construction Inspection Capital Improvement Projects for Other Departments Records including but not limited to attendance for public meetings, AVO’s (Avoid Verbal Orders – Written Instructions), change orders, construction checklists, consultant reports, consultants/contractors contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers, engineering estimates, field orders, final acceptance letters, inspection reports, Notices of Intent (NOI), Notices of Termination (NOT), Notices to Proceed, Transitory Records are kept until project completion and then turned over to appropriate department CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 55 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, project correspondence (letters, responses), project info memos, project schedules, project-related purchase order (PO) requisitions, project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately), project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives. Construction Drawings Construction Drawings. Transitory Until replaced by Record Drawings Construction Punch Lists New projects inspection report on City projects noting repairs that need made. Semipermanent 5 years Engineering Project File Records including but not limited to attendance for public meetings, AVO’s (Avoid Verbal Orders – Written Instructions), change orders, construction checklists, consultant reports, consultants/contractors contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers, engineering estimates, field orders, final acceptance letters, inspection reports, Notices of Intent (NOI), Notices of Termination (NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, project correspondence (letters, responses), project info memos, project schedules, project-related purchase order requisitions (PO), project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately), project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives. Permanent In perpetuity National Pollutant Discharge Elimination System (NPDES) All records and information resulting from the National Pollutant Discharge Elimination System (NPDES) Construction General Permit including, Semipermanent 5 years from notice of termination from EPA. CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 56 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Construction General Permit and Storm Water Pollution Prevention Plans (SWPPP) but not limited to copy of completed and signed Storm Water Pollution Protection Plans (SWPPPs) and SWPPP inspection reports. Engineering Construction Drawings Construction Drawings. Transitory Until replaced by Record Drawings Correspondence, Engineering Engineering transmittals (not project- related), serviceability letters, Letters of Interest. Temporary 3 years Engineering Policies Documents the formulation, adoption, and implementation of internal actions / decisions. Includes: project design and construction assumptions and procedures, customer relations and claims guidance, time off, attendance of professional association events, and other guidance. Transitory Until administrative need ends or record is superseded Engineering Project File Records including but not limited to attendance for public meetings, AVO’s (Avoid Verbal Orders – Written Instructions), change orders, construction checklists, consultant reports, consultants/contractors contracts, contract addendums, council memos, daily reports, design checklists, door knockers/hangers, engineering estimates, field orders, final acceptance letters, inspection reports, Notices of Intent (NOI), Notices of Termination (NOT), Notices to Proceed, pay applications, preconstruction agendas, preconstruction notices, preconstruction recordings, progress reports, project correspondence (letters, responses), project info memos, project schedules, project-related purchase order requisitions (PO), project-related POs, QLPE (Qualified Licensed Professional Engineer) letters, record drawings (filed separately), project-related requests for information, resubmittals, submittal responses, submittals, substantial completion letters, work change directives. Permanent In perpetuity Fire Flow Requests Requests from customers for fire flow and responses from Engineering staff based on computer modeling. Semipermanent 75 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 57 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Mailing Lists Project mailing list. Transitory Until project completed Reference Documents Preliminary engineering reports, facility plans, other studies. Permanent In perpetuity Sewer Modeling Requests Requests from customers to run sewer model for capacity and sizing and response from Engineering staff based on computer modeling. Semipermanent 75 years Specifications Specifications such as, but not limited to the City’s Supplemental Specs, Idaho Standards for Public Works Construction (ISPWC), and American Water Works Association (AWWA). Transitory Until administrative need ends or record is superseded Street Light Work Orders Street light work orders. Semipermanent 5 years Environmental Educational Outreach Materials Records including but not limited to educational brochures, bookmarks, factsheets, and posters which are displayed in the division and distributed at public education outreach events. Transitory Until administrative need ends or record is superseded Environmental Awards Records Awards presented to citizens and businesses in recognition of environmental contributions to the community. This includes but is not limited to award nominations, certificates, photographs, and lists of recipients. Semipermanent 5 years Floodplain Administration Records of floodplain development including floodplain permits and floodplain certificates. Permanent In Perpetuity Industrial Pretreatment Records related to the identification, inspections sampling, permitting, formalized agreements and/or contracts between the City and individual facilities within the business and industrial sectors that must comply with the federal requirements of the Environmental Protection Agency 40 CFR Part 403, General Pretreatment regulations. These records and supporting documentation typically include: Industrial waste questionnaires, permit applications, permits and fact sheets, inspection reports, Industrial user reports, monitoring data (including laboratory reports), required plans (e.g., slug control, sludge management, pollution prevention) , Permanent In Perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 58 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD enforcement activities, and correspondence to and from the Industrial User. Industrial Pretreatment Process Documents Standard Operating Procedures, Process Flowcharts, Workflows, Responsible Accountable Consulted Informed (RACI) Charts and Process Performance Measures related to Industrial Pretreatment processes. Transitory Until administrative need ends or record is superseded National Pollutant Discharge Elimination System (NPDES) Construction General Permit and Storm Water Pollution Prevention Plans (SWPPP) All records and information resulting from the National Pollutant Discharge Elimination System (NPDES) Construction General Permit including, but not limited to copy of completed and signed Storm Water Pollution Protection Plans (SWPPPs) and SWPPP inspection reports. Semipermanent 5 years from notice of termination from EPA. Photos, Industrial Pretreatment Photos related to the identification, inspections sampling, permitting, formalized agreements and/or contracts between the City and individual facilities within the business and industrial sectors that must comply with the federal requirements of the Environmental Protection Agency 40 CFR Part 403, General Pretreatment regulations. Permanent In Perpetuity Project Agreements Agreements between the City and partner agencies for work along or within agency rights or way, or easements. Permanent In perpetuity Storm Drain Maintenance and Repair Records documenting the maintenance and repair of storm drains located within the City of Meridian. May include summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Transitory Until administrative need ends or record is superseded Wastewater Confined Space Entry Permit A written authorization prepared 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. Semipermanent 5 years from date issued Construction Punch Lists New projects inspection report on City projects noting repairs that need made. Semipermanent 5 years Delivery Tickets Tickets issued by suppliers to verify delivery of supplies or materials (concrete, Temporary 2 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 59 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD road base, gravel, etc.). Information usually includes: date, time, amount and type of supplies/materials received, and related data. Discharge Monitoring Records Records documenting effluent quality discharged from the City wastewater treatment facility. Includes supporting documentation such as date, period covered, National Pollutant Discharge Elimination System (NPDES) permit number, discharge number, frequency of analysis, sample type, and average and maximum quantities and concentrations of solids, ammonia, chlorine, nitrogen, and other chemicals. Semipermanent Keep discharge monitoring reports 20 years after permit expiration. Keep all other records 5 years, until the end of the NPDES permit cycle, or as requested by state or federal agencies, whichever is longer. Equipment Maintenance & Calibration Records Records documenting the maintenance and calibration of equipment and instruments used to undertake and monitor wastewater treatment operations. Useful to verify equipment reliability and for reference by regulatory agencies. Information includes: date, type of equipment maintained or calibrated, tests performed, repairs needed, comments, and related information. Semipermanent Keep 5 years after equipment removed from service, until the end of the NPDES permit cycle, or as requested by state or federal agencies, whichever is longer. Mobile Waste Hauler Dumping Records Records documenting the dumping of septic pumpings and other wastes from various sources at the City waste treatment facility. Records include logs, manifests, and similar documents. Information includes: name and signature of hauler, quantity of wastes dumped, location at which wastes were pumped, and related information. Semipermanent 5 years National Pollutant Discharge Elimination System (NPDES) Records Records documenting the application for and issuance of a permit to the City under the National Pollutant Discharge Elimination System (NPDES) program which allows discharge of specific pollutants under controlled conditions. Records typically include: applications, permits, addenda, modifications, and related supporting documentation. Information includes: influent and effluent limits, chemical analysis records, water flow, test and recording requirements, definitions and acronyms, compliance schedules, and related data. (SEE ALSO Semipermanent 40 CFR 122.41 Keep all records 5 years, until the end of the NPDES permit cycle, or as requested by state or federal agencies, whichever is longer. CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 60 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Wastewater Inspection Records in this section). Sewer Maintenance and Repair Records Records documenting the maintenance and repair of City sewers. May include summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Information often includes location, narrative of work completed, amount and type of material used, personnel completing work, dates of activities, authorization, and related information. (SEE ALSO Activity Reports and Sewer Television/Videoscan Inspection Records in this section). Semipermanent Keep records requiring engineering stamps 2 years after life of structure. Keep other records 5 years. Sewage Sludge Application Landowner Agreements Agreements between the City and landowners related to the application of sewage sludge to approved sites. Records include signed agreements, exhibits, amendments, and related documents. Information typically includes: agreement number, date, conditions or terms, parties involved, period covered, and signatures. Semipermanent 6 years Sewage Sludge Application Site Logs Logs documenting the agricultural application of sewage sludge to approved sites. Subjects include agronomic loading calculations related to maximum application of nitrogen in pounds per acre per year, and ultimate site life loading calculations tracking the amount of heavy metals applied. Permanent In perpetuity Sewage Sludge Management Plans Plans submitted by the City to engage in sludge disposal or application activity, Information includes: method of sludge removal, land application or disposal sites, sludge stability determination methods, projected sludge storage basin use, sludge analyses, application rates, and heavy metal limitations. Permanent In perpetuity Sewer Smoke Test Records Records documenting smoke tests undertaken to verify hookup to main sewer lines, check condition of pipes, or determine effectiveness of backflow prevention devices. Information typically includes: maps or diagrams of lines tested, location of leaks detected, inspector's name, pipe size, and related information. Semipermanent 10 years CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 61 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Sewer Television/ Videoscan Inspection Records Reports documenting television inspections used to locate problems and defects in sewer lines. Often consists of periodic inspections of existing lines, final inspections of newly constructed lines, and inspections at the end of warranty periods. Records usually contain videotapes and written reports. Information typically includes: date, type of inspection, conditions found, repairs needed, distances from manholes, and related information. Semipermanent 10 years Valve Maintenance Records Records documenting the location, specifications, maintenance, and repair of valves in the City sewer system. Includes lists, charts, drawings, reports, logs, and related records, valve location, 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. Semipermanent Keep location and specification records 1 year after valve removed from service. Keep all other records 5 years. Wastewater Facility Permit Records Records such as applications, permits, addenda, modifications, and related supporting documentation, documenting the application for and issuance of a permit authorizing the City to construct and operate a disposal system with no discharge to navigable waters such as sewage lagoons, land application/reuse, septic tanks, and drain fields. Permanent In perpetuity Wastewater Grant & Loan Records Copies of records relating to Idaho Department of Environmental Quality (IDEQ) grants and loans for wastewater facilities, including: application form and checklist, authorizing resolution, engineering contract checklist, certificate of negotiation, proof of professional liability insurance, certification of financial and management capability, and other documents. Transitory Until administrative need ends Wastewater Inspection Records Records documenting inspections of City wastewater treatment operations to monitor compliance with National Pollution Discharge Elimination System (NPDES) permit conditions. These reports and supporting documentation typically Semipermanent Keep all records 5 years, until the end of the NPDES permit cycle, or as requested by state or federal agencies, whichever CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 62 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD include: date, location, areas evaluated during inspection, summary of findings, pre-treatment requirements review, sampling checklists, flow measurements, laboratory assurance checklists, and related information. is longer. Water Backflow $10 Credit Log Electronic report for customers who have their backflow tests completed by their City-mandated annual due date. Temporary 3 years Backflow Dual Connection List A list of customers who have two water connection sources for outdoor use. Transitory Until administrative need ends Backflow Surveys A survey of properties noting the location and type of hazard and type of assembly. Transitory Until administrative need ends or record is superseded Backflow Tester Information Tester information including a copy of their license, proof of insurance, and tester kit calibration. Transitory Until administrative need ends or record is superseded Backflow Tester List A list of backflow testers with their pricing. Transitory Until administrative need ends or record is superseded Backflow Tests Backflow assemblies test report. Temporary 3 years Chlorine Residuals A report showing sample dates and locations of free chlorine remaining in the City water system. Permanent In perpetuity Clothing Spreadsheet Spreadsheet with individual clothing and boot information. Transitory Until administrative need ends or record is superseded Confined Space Entry Permit A written authorization prepared 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. Semipermanent 5 years from date issued Construction Punch Lists Projects inspection report on City projects noting repairs/corrections that need to be made. Semipermanent 5 years Construction Samples Bacteria sample results taken for water line/well construction. Semipermanent 5 years Consumer Confidence Reports (CCR’s) Report mandated by EPA delivered to Meridian citizens that are connected to City water. Transitory Until Administrative need ends CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 63 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Critical Water Users Records that identify critical water users within the City of Meridian, such as hospitals, medical facilities, schools, large corporate facilities, hotels, motels, restaurants, and the water park. This record evolves as new businesses move into Meridian and critical water users leave Meridian. Transitory Until administrative need ends or record is superseded Daily Chlorine Residuals Field notes from Chlorine residuals taken from various sample ports in the City water system. Temporary 3 years Dig Line Tickets Customer and contractor requests via Dig Line to locate underground City utilities before excavation begins. Transitory 1 year Fire Flow Reports Actual fire flow data taken from a particular fire hydrant. Semipermanent 75 years Hydrant Meter Billing Spreadsheet Billing documents from fire hydrant meter readings based on water used for construction. Transitory Until administrative needs ends Leak Letters Letters that were mailed to customer informing customer of a possible leak are attached to the service order for leak check. Semipermanent 5 years License Agreements Agreement between water purveyors (City of Meridian) and the Idaho Department of Environmental Quality (IDEQ) for discharge of domestic water into U.S waterways. Permanent In perpetuity Maximum Contaminant Level (MCL) Public Notification (DEQ) Maximum Contaminant Level (MCL) Violation notices. Required by Department of Environmental Quality (DEQ) to notify the public. Permanent In perpetuity Meter Warranty Report A report on meter warranty. Semipermanent 25 years Monitoring Waivers Sampling waivers to reduce the frequency of sampling. Permanent In perpetuity Production & Maintenance Distribution System History Repair/Maintenance history on distribution & Production system and all related equipment. Transitory Until superseded or removed PRV/Wells Reads Hansen software reports on Pressure Reducing Valves (PRV) and Well reads. Permanent In perpetuity Radio Licensing Licensing spreadsheets for SCADA radios, base station and vehicle two/way radios. Semipermanent 10 years Reclaimed Water Surveys Survey reports to monitor compliance. Permanent In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 64 OF 65 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Safety Inspections Inspections / Reports Semipermanent 30 years Sampling Chain of Custody Sample report form for sampling City water for bacteria to satisfy compliance monitoring. Results are reported on separate form unless sampling is done for Bac-T. Permanent In perpetuity Sampling Equipment Calibration/Repair Forms for calibration and certification or repair of sampling equipment. Permanent In perpetuity Sampling Results/Special Sample report form for sampling the water for noncompliance monitoring. Permanent In perpetuity Service Orders Records including requests from customer, Utility Billing, or Water Division to perform work or get a read at an address as well as historical logs showing service order number. Semipermanent 5 years Spring flush notices (Mailers) Flush notices mailed to customers for spring flush of water system / Maps. Semipermanent 5 years Subdivision Map Section reports Spreadsheet with subdivision number. Transitory Until administrative need ends or record is superseded System Location Documents Maps, Photo’s, hand drawings of Water System Components. Transitory Until administrative needs ends or record is superseded Turbidity Reports Logs used for entering wasted water flushed from the water system and not sold. Flush locations are listed. Water Quality information, including Nephelometer Turbidity (NTU) readings, are documented. Semipermanent 25 years Water Asset Information Records that identify asset location and manufacturer maintenance information. Transitory Keep until asset is removed from service Water Division SOPs Standard policies and procedures for the Water Division. Transitory Until administrative need ends or record is superseded Water Meter Reports Water meter reports including: NC list, billing status report, autoread master route report, billing pre-scan report, re-reads, and water meter testing results. Semipermanent 5 years Water Quality Correspondence Any mailed correspondence with labs, customers, regulators concerning sampling. Semipermanent 15 years Water Quality Master Log Records documenting water quality calls from customers. Semipermanent 25 years Well Disconnects Documents on private well disconnects. Permanent In perpetuity CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 65 OF 65 Appendix A: FAQ Records Retention and Destruction Table Record Category i Retention Period Original Record as Received by the City COPIES: Once a Copy is Made of an Original Record, May the Original be Returned to Sender or be Destroyed? Is a Resolution to Destroy Needed for Disposing of the Original Record? ii Is Clerk 30 Letter to Archivist Required after Resolution to Destroy is Approved? Permanent Forever (IC 50-907(1)) Paper No, original paper permanent records must be kept forever (IC 50-909(5)) iv N/A N/A Digital Yes, but only if the paper copy is treated as “the original” and kept forever. Semipermanent No less than 5 years (IC 50-907(2)), but see the Department’s Schedule for the record in question Paper Yes; original (paper/digital) and copy (digital/paper) are “interchangeable” provided one version is kept as “the original” and retained/destroyed according to the Citywide Records Retention Schedule. Yes Yes; Semipermanent records Digital Temporary No less than 2 years (IC 50-907(3)), but see the Department’s Schedule for the record in question Paper No; Temporary records Digital Transitory See the Department’s Schedule for the record in question Paper No N/A Digital i Note: Employees can determine the record category for a particular record by going to their Department Schedule within the Citywide Records Retention Schedule. ii Note: Once a Resolution to Destroy Records is approved, it applies to original + copy(s) in other formats that have not yet been destroyed. No copy can survive the specified retention period for the original record. iii Note: The City Clerk will notify the Department when it is “OK” to destroy. iv Note: The only option in lieu of the City storing a permanent paper record forever is to transfer it via City Council resolution to the State Archivist.