15-1059A City of Meridian Amended Records Retention PolicyCITY OF MERIDIAN
BY THE CITY COUNCIL:
RESOLUTION NO. 15-1059A
BIRD, BORTON, CAVENER,
MILAM, ROUNTREE, ZAREMBA
A RESOLUTION AMENDING THE CITY OF MERIDIAN'S CITYWIDE RECORDS
RETENTION SCHEDULE TO ADD UPDATES TO MERIDIAN POLICE
DEPARTMENT RECORDS TO INCLUDE DIGITAL MEDIA; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, on April 7, 2015 the Mayor and City Council adopted and approved
Resolution 15-1509, which updated the Citywide Records Retention Schedule; and
WHEREAS, the Meridian Police Department now wishes to amend the police
department section of the Citywide Records Retention Schedule to, inter alia, include a records
retention period for digital media; and
WHEREAS, the desired update to the current Citywide Records Retention Schedule has
been incorporated and the amended Citywide Records Retention 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 2. That the City Clerk is hereby authorized to implement the Citywide Records
Retention Schedule adopted by this Resolution.
2015.
2015.
Section 3. That this Resolution shall be in full force and effect on the 12th day of May,
ADOPTED by the City Council of the City of Meridian, Idaho this 12th day of May,
APPROVED by the Mayor of the City of Meridian, Idaho, this 12th day of May, 2015.
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I06lman, City Clerk
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CITY OF MERIDIAN 2015 AMENDED RECORDs RETENTION SCHEDULE PAGE 1 OF 64
EXHIBIT A
2015 RECORDS RETENTION SCHEDULE
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 2 OF 64
E F�IDIAN
DAH
RECORDS RETENTION
SCHEDULE
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 3 OF 64
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;
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 4 OF 64
■ 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.
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 PAGE 5 OF 64
CITY ATTORNEY'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Legal Department
Bankruptcy
Records documenting notification to
Semipermanent
10 years after case closed
Notices and Case
the city that certain individuals have
IC §50-907(2)(a)
or dismissed, or date of
Files
filed for bankruptcy, and used to
last action
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.
Civil Case Files
Pending and closed cases filed by
Semipermanent
Keep 10 years after case
and against the city, including all
IC §50-907(2)(g)
closed or dismissed, or
pre -litigation, litigation, appellate
date of last action
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.
Departmental
Reports prepared by the city
Semipermanent
5 years after date of
Reports
attorney for the mayor and city
IC §50-907(2)(e)
issuance or completion of
council.
the matter contained
within the record
Forms, templates
Legal forms and templates.
Transitory
Until superseded
Land Use
Appeals of land use decisions,
Semipermanent
Keep 10 years after case
Appeals
including staff reports, pleadings,
IC §50-907(2)(g)
closed or dismissed, or
briefs, and related records.
date of last action
Legal Opinions,
Formal and informal opinions and
Permanent
In perpetuity
Memoranda
memoranda rendered by the city
IC §50-907(1)(h)
attorney for the mayor, city council,
or city departments, examining legal
questions relating to state/federal
law/rules or local
ordinances/policies.
Risk Management
Claim Files
Claims for damages filed by and
Semipermanent
Keep 10 years from date
against the city, including claims
IC §50-907(2)(g)
of resolved claim,
CITY OF MERIDIAN 2015 AMENDED RECORDs RETENTION SCHEDULE PAGE 6 OF 64
RECORD
DESCRIPTION CATEGORY
RETENTION PERIOD
caused by city employees/
provided there is no
equipment, including Property
litigation. See Civil Case
Damage Records, Liability Claims
Files for Litigated
Records, Public Injury Reports, and
Claims.
related correspondence.
Insurance Policy
Records documenting the terms and
Permanent
Keep property and
Records
conditions of city insurance policies
liability insurance
covering liability, property, motor
policies permanently
vehicle, etc. Records usually
include: policies, endorsements, rate
change notices, agent of record, and
related documents.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 7 OF 64
COMMUNITY DEVELOPMENT SERVICES DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Building Division
Building Plans and
Drawn and written Approved for
Permanent
In perpetuity
Specifications for
Construction plans and specifications for
IC §50 -
Commercial and
commercial and government buildings.
907(1)(c)
Government
Buildings
Building Project
Files related to commercial and
Semipermanent
10 years
Files
governmental buildings and projects; may
IC §50 -
include: permit application, Certificate of
907(2)(c)
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.
Fire Inspection
File of documents created or used by the
Semipermanent
10 years
Files
fire inspector regarding commercial or
IC §50 -
governmental projects; may include: fire
907(2)(g);
correction notice, alarm system record of
International
completion, review comments and
Fire Code
conditions, fire sprinkler plan review
section 104.6
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.
Economic Development"
Economic
HTML text stored in economic
Transitory
Until updated or
Development
development website's external data base.
superseded
Website
Land Division
Land DevelopmentFile
of documents created or used in the
Semipermanent
100 years
Commercial Project
land development phase of a commercial
IC §50 -
Files
project; may include: approval letters,
907(2)(g)
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 8 OF 64
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,
Transitory
Until administrative
record drawings.
(records
need ends
retained by PW)
Land Development
File of documents created or used in the
Semipermanent
100 years
Subdivision Project
land development phase of a residential
IC §50 -
Files
or commercial subdivision project; may
907(2)(g)
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).
Approved for Construction drawings,
Transitory
Until administrative
record drawings.
(records
need ends
retained by PW)
Land Development
Revised set of drawing submitted by
Transitory
Until administrative
Record Drawings
contractor upon completion of land
(records
need ends
development phase of a commercial,
retained by PW)
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.
Permits and
Building, Mechanical, Plumbing, and/or
Semipermanent
5 years
Inspection Records
Electrical permits and inspection records.
IC §50-
907(2) (g)
Receipts
Receipts for fees collected by
Transitory
Current fiscal year
Building/Development Services; monthly
receipt report; duplicate tape/reports.
Planning Division
Accessory Use
Application. Records also may include:
Permanent
In perpetuity
Permits for
administrative review documents
Daycare or Home
including copy of issued permit, and the
Occupation
original signed copy of home occupation
compliance statements.
Alternative
Application. Records also may include:
Permanent
In perpetuity
Compliance
administrative review documents
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 9 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
including copy of issued approval with
accompanying CZC or final plat.
Annexation
Application. Records also may include:
Permanent
In perpetuity
annexation development agreement,
IC §50 -
notices of hearing, staff report,
907(1)(e)
recommendations of the planning and
zoning commission, maps, City Council
decision, ordinance, legal description, etc.
Area of City
Records include public notices,
Permanent
In perpetuity
Impact;
correspondence, notices of hearing,
IC §50 -
Negotiations
recommendations from the planning and
907(1)(a)(b)(e)
zoning commission, maps, "committee of
and (h)
nine" proceedings, etc.
Community
Plans, reports, and related
Permanent
In perpetuity
Development Block
correspondence, documentation.
IC §50 -
Grant (CDBG);
907(1)(h)
Plans and Reports
Community
Agreement; records may include
Semipermanent
10 years from the
Development Block
consolidated annual performance
X§50-
completion of a
Grant (CDBG);
evaluation report (CAPER).
907(2)(g)
program year's
Sub Recipient
HUD Approved
Agreements
CAPER
Certificate of
Application. Records also may include:
Permanent
In perpetuity
Zoning Compliance
proposed site/landscape plan with
IC §50 -
parking, landscaping, setbacks, lot area,
907(1)(h)
administrative review documents, copy of
See also
certificate, etc.
IC §50-
907(2)(C)
City Council
Application for City Council Review.
Permanent
In perpetuity
Review (appeal)
IC §50-
907(1)(h)
Comprehensive
Application with map, map and text
Permanent
In perpetuity
Plan
amendments, future land use and
IC §50 -
acquisition maps and related documents.
907(1)(e)
Records also may include: related
documents, notices of hearing, staff
report, planning and zoning commission
recommendations, decision, related
correspondence, adopting resolution, etc.
Conditional Use
Application. Records also may include:
Permanent
In perpetuity
Permit;
blueprint drawings, notices of hearing,
IC §50 -
Modification
staff report, planning and zoning
907(1)(h)
commission recommendations, decision,
related correspondence, etc.
Design Review
Application. Records also may include:
Permanent
In perpetuity
records related to design review overlay
IC §50 -
districts, staff reports, committee
907(1)(h)
recommendations, material boards, maps,
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 10 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
photographs, etc.
Development
Development agreement including:
Permanent
In perpetuity
Agreement;
records documenting formation,
IC §50 -
Modification
modification including application to
907(1)(e)
modify conditions, application to extend
the time to sign the agreement, and
termination of development agreement.
Director
Application and decision.
Semipermanent
10 years
Determination
IC §50-
907(2)(g)
Planned Unit
Application. Records also may include:
Permanent
In perpetuity
Development
maps, diagrams, site plans, notices of
IC §50 -
hearing, staff report,
907(1)(h)
recommendation/decision by the planning
and zoning commission, correspondence,
etc.
Planning Studies
Planning studies and related
Permanent
In perpetuity
not adopted into the
documentation.
IC §50 -
Comprehensive
907(1)(h)
Plan or UDC
Plat, Final;
Application. Records also may include:
Permanent
In perpetuity
Modification to
map, plan, proof of ownership, applicable
IC §50 -
Condition
statement(s) of conformance, staff report,
907(1)(e)
correspondence, Director determination,
City Council decision, application for
modification of condition(s) and decision,
etc.
Plat, Preliminary
Application. Records also may include:
Permanent
In perpetuity
map, staff report, correspondence,
IC §50 -
decision, etc.
907(1)(e)
Plat, Preliminary
Application. Records also may include:
Permanent
In perpetuity
and Final
final plat and supporting records, staff
X§50 -
report, correspondence, decision, etc.
907(1)(e)
Plat, Short
Application. Records also may include:
Permanent
In perpetuity
map, staff report, correspondence,
IC§50-
decision, etc.
907(1)(e)
Private Road;
Application. Records also may include:
Permanent
In perpetuity
Permit
map, documents related to access,
IC §50 -
maintenance, right-of-way, easement,
907(1)(e)
correspondence, decision, etc.
Property Boundary
Application. Records also may include:
Permanent
In perpetuity
Adjustment
tentative Director approval documentation,
IC §50 -
recorded survey, conditions of approval,
907(1)(e)
Director determination, certificate of
zoning compliance, etc.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 11 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Rezone
Application. Records also may include:
Permanent
In perpetuity
rezone agreement, notices of hearing,
IC §50 -
staff report, recommendations of the
907(1)(e)
planning and zoning commission, maps,
decision, ordinance, etc.
Sign; Planned Sign
Application. Records also may include:
Semipermanent
5 years after
Program; Permit
sign design/drawings, correspondence,
IC §50-907(2)g)
expiration,
staff notes, tentative Director approval,
revocation, or denial
decision, permit, etc.
Sign, Temporary
Application. Records also may include:
Transitory
1 year
and/or Limited
sign design/drawings, correspondence,
Duration; Permit
staff notes, decision, permit, etc.
Time Extension,
Application, staff report, and decision.
Semipermanent
5 years
Director, Planning
IC §50-
& Zoning
907(2)(g)
Commission or
Council
Unified
Application with proposed code
Permanent
In perpetuity
Development Code;
amendments. Records may include: staff
IC §50 -
Amendment
report, recommendation of the planning
907(1)(e)
and zoning commissioner,
correspondence, decision, ordinance, etc.
Vacation Records
Records include petitions to vacate, maps,
Permanent
In perpetuity
descriptions of property, staff reports,
IC §50 -
letters of relinquishment and other
907(1)(e)
correspondence, decision, etc.
Variance
Application. Records also may include:
Permanent
In perpetuity
Idaho Transportation Department
correspondence and/or decisions,
decision(s), etc.
Zoning Verification
Letter and related documentation.
Temporary
2 years
Letter
IC §50-
907(3)(d)
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 12 OF 64
FINANCE DEPARTMENT
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Accounting
Transaction records within the
Semipermanent
10 years
Software Records
Accounting Software system: including —
IC §50 -
payroll, vendor listing, vendor payments,
907(2)(a)
vendor purchase orders, budget
transactions, cash receipts, and general
ledger.
Accounts Payable
Records documenting payment of city
Semipermanent
5 years
bills, including reports, invoices, purchase
IC §50 -
orders, payment authorizations.
907(2)(a)
Accounts
Records documenting billing and
Semipermanent
5 years
Receivable
collection of monies owed to the city by
IC §50 -
vendors, citizens, organizations,
907(2)(a)
governments, etc. Records include:
reports, receipts, invoices, statements, etc.
Information typically includes: receipt
amount, date, invoice number, name,
account number, account balance,
adjustments, etc.
Audit Report
Documents the city's annual audit,
Permanent
In perpetuity
examining compliance with generally
IC §50 -
accepted accounting principles and
907(1)(d)
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.
Bank Transaction
Records documenting the status and
Semipermanent
5 years
Records
transaction activity of city bank accounts,
IC §50 -
including account statements.
907(2)(a)
Bond Records
Records documenting financing of city
Permanent
In perpetuity
improvements through bonded
IC §50 -
indebtedness. Records include: bond
9 0 7 (1) (a) (b) (h)
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.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 13 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Budget Hearing
Newspaper notice of budget hearing.
Permanent
In perpetuity
Notice
IC §50-
907(1) (h)
Budget Records
Records used in preparing and adopting
Semipermanent
10 years
the city budget, including revenue
IC §50 -
projections, instructions, department
907(2)(a)
requests, worksheets, council -approved
tentative budget and notice of budget
hearing, adopted appropriations ordinance
and amendments, and other information.
Cancelled Checks
Bank record of account transactions.
Semipermanent
5 years
IC §50-
907(2) (a)
Capital Asset
Record of purchase, vendor invoice and
Semipermanent
5 years
Record
related documents.
IC §50-
907(2) (a)
Record of disposal, department request of
Semipermanent
5 years after disposal
disposal.
IC §50-
907(2) (a)
Cash Receipts
Receipt and supporting documentation
Semipermanent
5 years
IC §50-
907(2) (a)
Contracts
Agreements with vendors and other
Semipermanent
5 years from date of
parties for the acquisition or sale of
IC §50-
substantial
equipment, supplies, services or property,
907(2) (b)
completion
also includes insurance certificates,
payment and performance bonds
pertaining to a solicitation or contract that
Purchasing is facilitating.
Departmental
Reports documenting the financial
Semipermanent
10 years
Reports
condition and operation of the city, issued
IC §50 -
on a monthly, quarterly, annual or other
907(2)(e)
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.
Financial Reports
Reports documenting the financial
Semipermanent
10 years
Quarterly
condition and operation of the city,
IC §50 -
Published
Reports include information on revenues
907(2)(e)
and expenditures in relation to the final
budget.
Financial Reports
Reports documenting the financial
Permanent
In perpetuity
CITY OF MERIDIAN 2015 AMENDED RECORDs RETENTION SCHEDULE PAGE 14 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Year End
condition and operation of the city, Audit
IC §50 -
Report.
907(1) (d)
General Ledgers
Records documenting the summary of
Semipermanent
10 years
accounts reflecting the financial position
IC §50 -
of the city, showing debit, credit and
907(2)(a)
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.
Gift &
Records documenting gifts and
Semipermanent
10 years
Contribution
contributions to the city.
IC §50 -
Records
907(2)(a)
Grant Records
Records documenting the application,
Semipermanent
10 years from final
(final reports, grant
evaluation, awarding, administration,
IC §50-
grant close-out
applications and
reporting and status of grants applied for,
907(2)(g)
awards)
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.
Investment Records
Reports, statements, summaries,
Semipermanent
5 years
correspondence and other records
IC §50 -
documenting and tracking investments
907(2)(a)
made by the city, including the Local
Government Investment Pool.
Lease Agreements
Lease agreements for property or
Semipermanent
5 years
equipment.
IC §50-
907(2) (b)
Local Improvement
Records documenting the formation of a
Permanent
In perpetuity
Districts (LID)
local improvement district and levying of
IC §50 -
special assessments, including: ordinance,
907(1)(e)
published notices, assessment roll,
appeals, affidavits, bonds and coupons,
delinquencies, and related
correspondence and documents.
Payroll
Reports, statistical studies, and other
Semipermanent
10 years
Administrative
records designed and used for budget
IC §50 -
Reports
preparation, projections, workload and
907(2)(e)
personnel management, and research and
general reference.
Payroll Deduction
Records documenting employee
Semipermanent
5 years after
Authorization
authorization for voluntary payroll
IC §50-
employee separation
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 15 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Records
deductions. Records may include: direct
907(2)(a)
bank deposits, insurance applications,
enrollment cards, deduction
authorizations, approval notices,
deduction terminations, and related
records.
Payroll Federal &
Records, in addition to those itemized in
Semipermanent
5 years
State Tax Records
this section, used to report the collection,
IC §50 -
distribution, deposit, and transmittal of
907(2)(a)
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.
Payroll
Records documenting requests and court
Semipermanent
5 years after
Garnishment
orders to withhold wages from employee
IC §50-
termination.
Record
earnings for garnishments, tax levies,
907(2)(a)
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.
Leave Applications
Applications or requests submitted by city
Temporary
3 years
employees for sick, vacation,
IC §50 -
compensatory, personal business, family
907(3)(d)
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,
Payroll Registers —
Monthly registers documenting earnings,
Transitory
Disposed yearly
Other
deductions, and withholdings of city
after audit
employees.
Payroll Register —
Payroll Registers: Registers or records
Semipermanent
5 years
Year End
serving the same function of documenting
IC §50 -
the earnings, voluntary and required
907(2)(a)
deductions, and withholdings of city
employees. Information usually includes
employee name and social security
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 16 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
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 documenting hours worked,
Semipermanent
5 years after
Records
leave hours accrued, and leave hours
IC §50-
employee separation
taken by city employees. Information
907(2)(a)
usually includes: employee name and
employee number, hours worked, type
and number of leave hours taken, total
hours, dates and related data.
Payroll
Records documenting claims submitted
Temporary
3 years
Unemployment
by former city employees for
IC §50 -
Claims
unemployment compensation. Usually
907(3)(d)
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.
Payroll
Records documenting employee earnings
Semipermanent
5 years
Unemployment
on a quarterly basis. Used to document
IC §50 -
Reports
costs and charges in the event of an
907(2)(a)
unemployment compensation claim.
Information includes: employee name and
social security number, quarterly
earnings.
Payroll W2s
Annual statements documenting
Semipermanent
5 years
individual employee earnings and
IC §50 -
withholdings for state and federal income
907(2)(a)
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.
Payroll W4s
Certificates documenting the exemption
Semipermanent
5 years after
status of individual city employees, also
IC §50-
employee separates
known as W-4 forms. Information
907(2)(a)
includes: employee name and address,
social security number, designation of
exemption status, and signature.
PERSI Records
Records relating to PERSI, including
Semipermanent
5 years
Employer Remittance Forms, invoices,
IC §50 -
correspondence, financial adjustments, etc.
907(2)(a)
Purchase Orders
Requests and purchase orders for goods
Semipermanent
5 years
or services purchased by the city.
IC §50 -
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 17 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Information includes: department,
907(2)(a)
delivery location, date, quantity,
description, unit and total price, and
authorizing signatures.
Purchasing
Records documenting competitive
Semipermanent
5 years from the date
Selection
bidding and purchase of goods, services,
IC §50-
of award
and public works construction, and
907(2) (a)
procurement of design professionals.
Records include: published notices and
solicitations, specifications, bids, requests
for qualifications, statements of
qualifications, etc.
Real Property Title
Record documenting payment of real
Permanent
In perpetuity
Records
property.
IC §50-
907(1) (e)
Receipts
Copies of receipts, showing the date,
Semipermanent
5 years
from whom received, amount, purpose,
IC §50 -
etc. (same as cash receipts).
907(2)(a)
Sales & Use Tax
Used to report and remit sales tax
Semipermanent
5 years
Forms
collected and due to the state.
IC §50-
907(2) (a)
Signature
Records documenting authorization of
Semipermanent
5 years
Authorization
designated employees to sign fiscal and
IC §50 -
Records
contractual documents.
907(2)(a)
Travel Records
Records documenting requests,
Semipermanent
5 years
authorizations, reimbursements, and other
IC §50 -
actions related to employee travel,
907(2)(a)
including expense reports and receipts,
vouchers and related documents.
Vendor Lists
Lists of vendors providing goods and
Transitory
Until superseded or
services to the city. Name, address W9
obsolete
for vendors.
Utility Billing
Adjustment
Records documenting adjustments to
Semipermanent
5 years
Registers
customer water, sewer, garbage or other
IC §50 -
city -provided service billings for debits,
907(2)(a)
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).
Billing Adjustment
Document submitted by customer
Semipermanent
5 years
Request
requesting an adjustment of charges on
IC §50 -
their account. Information includes:
907(2)(a)
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RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Customer name, service address, reason
for billing adjustment.
Billing Directive
Application completed by owner or
Semipermanent
5 years
property manager to initiate Third Party
IC §50 -
billing for specified utility account.
907(2)(a)
Information included: owner, property
manager, tenant, move -in date, and
service address.
Billing/Payment
Records documenting transactions on the
Semipermanent
5 years
Registers
water, sewer, garbage or other city-
IC §50 -
provided service account of each
907(2)(a)
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).
Change Record
Records documenting routine information
Semipermanent
5 years
changes to customer accounts, including
IC §50 -
name and address. (Records held within
90 7(2) (a)
the billing software).
Customer File
General correspondence and forms
Semipermanent
5 years
related to a specific utility account. This
IC §50 -
information would be in addition to that
907(2)(a)
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.
Direct Pay
Completed application with voided check
Transitory
1 year after
Application
from customer authorizing automatic
cancellation of
withdrawal of funds to pay on specified
enrollment
utility account.
Disconnect Notice
Notice to City Council to verify that no
Semipermanent
5 years
to City Council
customer currently slated for shut off due
IC §50 -
to non-payment has requested a hearing
907(2)(a)
with the Board of Adjustment. Notice
includes number of customers slated for
shut off and the value of the delinquent
accounts.
Disconnect Record
Records documenting a customer's
Semipermanent
5 years
request for disconnection of water, sewer,
IC §50 -
garbage or other city -provided services.
90 7(2) (a)
(records held within the billing software).
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RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Meter Readings
Document the readings of customer water
Semipermanent
5 years
meters for billing purposes. Information
IC §50 -
typically includes: meter reading, date
907(2)(a)
read, account number, billing code, final
reading, reason for turnoff, meter
changes, and related data. (records held
within the billing software)
Payment
One page document that records a
Semipermanent
5 years
Arrangement
customer's promise to pay.
IC §50-
907(2) (a)
Renter Addendum
Supplemental document completed by the
Semipermanent
5 years
tenant to accept the third party billing for
IC §50 -
specified utility account. Information
907(2)(a)
included: tenants name, service address,
mailing address and phone number.
Security Deposit
Records documenting customer payment
Semipermanent
5 years
Records
of a security deposit to receive temporary
IC §50-
dumpster services. Information usually
907(2)(a)
includes date, amount of deposit,
customer's name, address, and account
number, date account closed, refund date,
amount of deposit applied, and related
information.
Shut off Turn On
Electronic spreadsheet used during shut
Semipermanent
5 years
Report (Soto)
off day by water department field staff
IC §50 -
and MUBS. Tracks customers that are to
907(2)(a)
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.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 20 OF 64
FIRE DEPARTMENT
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Administrative
Records regarding day-to-day administration
Transitory
Until administrative
Records
of department, e.g., copies of invoices, travel
need ends or record is
records, uniform clothing purchases, fuel
superseded
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.
Correspondence
Day-to-day office and housekeeping
Transitory
Until administrative
correspondence not unique to city functions
need ends
or programs.
General administrative correspondence,
Semipermanent
5 years
including records created or received in the
course of administering city
policies/programs, but not related to
significant policy/program discussions or
decisions.
Policy/program correspondence, documenting
Permanent
In perpetuity
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.
Equipment
Equipment maintenance and test records
Transitory
Until administrative
Maintenance &
include: Fire hose records such as test date,
need ends
Test Records
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.
Fire & Security
Records documenting the department's role in
Permanent
In perpetuity
Alarm System
issuing permits, testing and maintaining fire
Records
and security alarms, including fire alarm and
sprinkler system plans. May include permits,
applications, malfunction reports,
maintenance reports, and related documents.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 21 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Fire
Fire and arson investigation case files,
Permanent
In perpetuity
Investigation
including investigative reports, witness
Records
statements, photographs, maps,
correspondence, notes, video and audio
recordings, copies of property releases,
laboratory reports, and incident/injury reports.
Hazardous
Inspection records of underground and above
Permanent
In perpetuity
Materials
ground fuel storage tanks. Reports and
Records
investigation results of incidents including
spills and leaks, etc.
Historical
Newspaper clippings and articles relating to
Permanent
In perpetuity
Records
the Meridian Fire Department, photos of
events.
In -Home Care
Documents relating to fire code inspections
Semipermanent
5 years
Facility
performed by the department of home
Inspections
daycares and foster care homes. May include
reports, notices, citations, occupancy and pre -
fire planning records, floor plans, sketches,
reports, lists and related documents.
Inspection and
Documents relating to fire code inspections
Semipermanent
5 years
Occupancy
performed by the department of commercial
Records for
buildings. May include reports, notices,
Commercial
citations, occupancy and pre -fire planning
Buildings
records, floor plans, sketches, reports, lists
and related documents.
Juvenile Fire
Case files related to juvenile fire setter
Permanent
In perpetuity
Setter
investigation, including investigative reports,
Evaluations
witness statements, photographs, maps,
correspondence, notes, video and audio
recordings, copies of property releases,
laboratory reports, incident/injury reports.
Maps
Maps and related records maintained by the
Transitory
Until superseded
department for address location, reference
and for tracking various trends. May include
lists, books and other methods of address
location.
Meeting
Final, approved Officer and Command Staff
Semipermanent
5 years
Minutes
meeting minutes.
Monthly &
Monthly and Annual Department reports.
Permanent
In perpetuity
Annual
Department
Reports
Narcotics
Narcotic inventory and usage- hard copy,
Temporary
3 years
Inventory &
narcotics distributed to the engine companies.
Usage
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 22 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
National Fire
National Fire Incident Reporting System
Permanent
In perpetuity
Incident
(NFIRS) Fire Incident Report, relating to fire
Reports
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.
Patient Care
Records related to patient care, refusal of
Permanent
In perpetuity
Records
care, denial of need for care, supplemental
emergency medical services reports,
diagnostic attachments to include ECG, care
summary reports and vital sign reports.
Plans,
Records related to department operations,
Transitory
Until superseded
Protocols,
including Medical Supervision Plan, standing
Guidelines,
written orders, operational guidelines,
Policies
administrative and operational policies.
Proof of
Proof of worker's compensation and other
Transitory
Until superseded
Insurance
insurance required for training tower usage by
other agencies.
Public
Records related to the design and
Semipermanent
10 years
Education
implementation of educational and other
Programs &
outreach programs provided to the public by
Publications
the department. May include: class
descriptions, instructional materials, course
outlines, class enrollment and attendance
records, reports, speeches, publications, and
car seat inspection forms.
Public Record
Public records requests and responses.
Temporary
2 years after last
Requests
action
Ride -Along
Signed waiver for persons requesting a ride-
Transitory
Until administrative
Forms
along with the department.
need ends
Structure Burn
Records related to structure burns.
Semipermanent
10 years
Training
Records
Vehicle and
Records documenting maintenance and
Semipermanent
5 years after disposal
Equipment
repairs of vehicles, equipment, and other
or replacement of
Maintenance
assets with a useful life generally more than
asset to which record
and Repair
five years. May include vehicle maintenance
is related
Records
records, inspections, pump testing and repair
records of apparatus, ladder inspections, and
SCBA equipment.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 23 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Meridian Rural
All records of activities of the department or
Permanent
In perpetuity
Fire Protection
other City departments as they relate to the
District Records
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.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 24 OF 64
HUMAN RESOURCES DEPARTMENT
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Administrative
Copies of administrative records including
Transitory
Until administrative
Records
A/P invoices, expense reports, professional
need ends or record
membership documents, etc.
is superseded
Affirmative
Records documenting city compliance with
Semipermanent
5 years
Action; Equal
the Civil Rights Act of 1964, the Equal
IC § 50-907(2)0;
Employment
Employment Opportunity Act of 1972 and
29 CFR Part
Opportunity
the Americans with Disabilities Act.
1602; 29 CFR
Commission
Records include: plans, policy statements,
1620.32
Reports
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.
Benefits
Records documenting notice to employees,
Semipermanent
75 years after
Continuation
spouses and dependents informing them of
IC § 50-907(2)(g);
employee
their rights to continue insurance coverage
29 CFR 1627.3
separation,
after termination or disability or family
expiration of
leave and whether coverage was elected or
eligibility, or
rejected. Continuation may be under
completion of
COBRA or another provision. Notice is also
litigation, whichever
sent to a third party administrator who
is longest
administers the extended coverage. Records
may be filed with the Employee Benefits
Records or Employee Personnel Records.
Budget Prep
Working documents utilized to build base
Semipermanent
10 years
Records
budgets and establish yearly budgets;
worksheets, enhancements, amendments,
etc.
City Hall
Records documenting the activities and
Temporary
2 years from last
Volunteer
administration of volunteer programs in city
IC §§ 50-907(3)(d)
date of volunteer
Program Records
hall and records documenting work
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.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 25 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Collective
Records documenting negotiations between
Temporary
3 years
Bargaining
the city and employee representatives,
IC § 50-907(3)(d);
including contracts, reports, negotiation
29 CFR 516.5
notes, letters of agreement, arbitration
findings, cost analyses, minutes, tape
recordings, etc. ,
Committee
Agendas and meeting minutes/notes for
Semipermanent
7 years
Records
special groups convened by HR for specific
purposes such as Benefits, Compensation,
and Wellness.
Correspondence,
Correspondence created or received in the
Semipermanent
5 years
Administrative
course of administering City policies and
programs.
Correspondence,
Correspondence regarding day-to-day office
Transitory
Until administrative
Transitory
operations and does not contain unique
need ends
information about City functions or
programs.
Databases
Database records created and maintained for
Transitory
Until administrative
the purposes of generating reports, data
need ends or record
files, and a variety of different outputs.
is superseded
Department
HR guidelines, including but not limited to,
Semipermanent
10 years from date
Guidelines,
Salary Administration Guidelines.
guideline in its
Policies,
entirety, or any part
Procedures,
thereof, is officially
Processes, and
replaced, updated
City Standard Operating Policy/Procedure
Semipermanent
20 years from date
Reports
Manual.
SOP Manual in its
entirety, or any part
thereof, is officially
replaced, updated
Records documenting and relating to HR
Semipermanent
5 years from date
processes, including but not limited to,
HR process in its
recruiting/interviewing processes.
entirety or any part
thereof, is officially
replaced, updated
Policies, reports, and documents regarding
Semipermanent
10 years
the internal department operations and
procedures (e.g. Turnover, Recruiting
reports, etc.).
HR reports regarding department
Semipermanent
10 years
performance or other management
presentations. Includes reports documenting
trends, department or City performance in
key areas as determined.
Records that document the formulation,
Transitory
Until administrative
adoption and implementation of internal
need ends or record
actions/decisions.
is superseded
Employee Benefits
Records relating to city employee benefits
Semipermanent
75 years after
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 26 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
information such as: selection of insurance
IC §§ 50-907(2)(g)
employee
plans, retirement, pension, and disability
and 45-610; 29
separation,
plans, deferred compensation plans, and
CFR 1627.3; 29
expiration of
other benefit information. Records may
CFR 1602.31;
eligibility, or
include but are not limited to: plan selection
IDAPA
completion of
and application forms, enrollment records,
09.01.35.081
litigation, whichever
contribution and deduction summaries,
is longest
personal data records, authorizations,
beneficiary information, year-end leave
balance reports, notices of disability
payment made, and related documentation.
Employee Medical
Document an individual employee's work-
Semipermanent
75 years after
Records
related medical history. These records are
IC §§ 50-907(2)(g)
employee
not personnel records and must be kept in a
and 72-601; 29
separation,
separate location from employee personnel
CFR 1602.31; 29
expiration of
records as required by the Americans with
CFR 1910.1020
eligibility, or
Disabilities Act. Records may include, but
completion of
are not limited to: medical exam records
litigation, whichever
(pre-employment, pre -assignment, periodic
is longest
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.
Employee
Document of employee's work history.
Semipermanent
75 years after
Personnel Records
Records may include, but are not limited to:
IC §§ 50-907(2)(g)
employee
employment applications, notices of
and 45-610; 29
separation,
appointment, training and certification
CFR 1627.3; 29
expiration of
records, records of health limitations, drug
CFR 1602.31;
eligibility, or
testing, salary schedules, personal actions,
IDAPA
completion of
performance evaluations, awards and other
09.01.35.081
litigation, whichever
special recognition, letters of
is longest
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).
Employment
Document to the U.S. Immigration and
Temporary
3 years after date of
Verification
Naturalization Service that an applicant or
IC § 50-907(3)(d),
hire or 1 year after
(I-9) of Job
employee is eligible to work in the U.S.
8 U.S.C. §
employment is
Applicants
Information includes: employee information I
1324a(b)(3)
terminated,
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 27 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
and verification data such as citizenship or
(Immigration
whichever is later
alien status and signature, employer review
Reform and
and verification data such as documents,
Control Act)
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.
Forms
Forms created for use by HR personnel to
Transitory
Until administrative
facilitate work, including Performance
need ends or record
Review, job description template, PAR
is superseded
template, etc.
Hazard Exposure
Emergency response employees exhibiting
Semipermanent
75 years after
Records
signs or symptoms possibly resulting from
IC § 50-907(2)(g);
employee
exposure to hazardous substances are
29 CFR 1910.1020
separation,
required to be provided medical
expiration of
examination and consultation. Records
eligibility, or
include: employee's name and social
completion of
security number; physician's written
litigation, whichever
opinion, recommended limitations; results
is longest
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.
Insurance
Records documenting plan descriptions and
Semipermanent
10 years
Policies/Plans:
summaries of city insurance policies and
Employee Group
plans covering employee group health and
Health and Life
life benefits, including annual certification
Benefits
records.
Kinds and Levels
Records documenting the description,
Temporary
3 years
Chart
classification and compensation of city jobs
IC § 50-907(3)(d);
and positions. Usually includes details of
29.CFR Part 1602
duties and responsibilities of each position
and 29 CFR
time percentage breakdowns of tasks, skills
1627.3
and abilities needed for each position, and
related records documenting the
development, modification or redefinition
of each job or position.
Meeting Minutes
Internal staff meeting records.
Transitory
Until administrative
need ends or record
is superseded
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 28 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Newsletters
HR2You Newsletters.
Transitory
Until administrative
need ends or record
is superseded
Organization
HR Department Organization Charts.
Transitory
Until administrative
Charts
need ends or record
is superseded
Personnel Action
Completed employee forms submitted to
Semipermanent
75 years after
(PAR) Forms
HR upon initial hire, pay increase or
IC § 50-907(2)(g);
employee
decrease, change of address, or change of
29 CFR Part 1602
separation,
supervisor.
and 29 CFR
expiration of
1627.3
eligibility, or
completion of
litigation, whichever
is longest
Photographs
Photographs relating to HR
Transitory
Until administrative
sponsored/conducted City events (e.g.
need ends or record
service awards, employee picnic, Wellness
is superseded
events, etc.).
Photo
Photographs and other records used to
Transitory
Until superseded,
Identification
identify city employees, private security
obsolete or
personnel, contract workers and other. May
administrative needs
include photographs taken by City for
end
identification or prox card or driver's
license photocopy.
Position
Records documenting the description,
Temporary
3 years
Descriptions
classification and compensation of city jobs
IC § 50-907(3)(d);
and positions. Usually includes details of
29 CFR Part 1602
duties and responsibilities of each position
and 29 CFR
time percentage breakdowns of tasks, skills
1627.3
and abilities needed for each position, and
related records documenting the
development, modification or redefinition
of each job or position.
Presentations
Formal departmental presentations to
Semipermanent
5 years
Council, other formal bodies.
Public Records
Public records requests and responses.
Temporary
2 years after last
Requests
action
Recruitment and
Documents regarding the recruitment and
Temporary
2 years
Selection Records
selection of city employees and contracted
IC § 50-907(3)(d),-
0-907(3)(d),for
forApplicants who
service providers such as attorneys,
29 CFR 1602.31;
are Hired
auditors, consultants, etc. Records may
29 CFR
include, but are not limited to: job
1627.3(b)(1)(vi)
announcements and descriptions, applicant
lists, applications and resumes, position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 29 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
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
Documents regarding the recruitment and
Temporary
2 years
Selection Records
selection of city employees and contracted
IC § 50-907(3)(d);
for Applicants who
service providers such as attorneys,
29 CFR 1602.31;
are Not Hired
auditors, consultants, etc. Records may
29 CFR
include, but are not limited to: job
1627.3 (b) (1) (vi)
announcements and descriptions, applicant
lists, applications and resumes, position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Resource
Records including notebooks, meeting
Transitory
Until administrative
Records/Notes
notes, to -do -lists, employee -compiled notes,
need ends or record
etc.
is superseded
Special Projects
Documents related to special, one-time
Semipermanent
10 years
projects to include, but not limited to,
Employee Satisfaction Survey, Policy
Review/Revision, Salary Structure Review.
Surveys
HR and other initiated internal surveys,
Semipermanent
10 years
survey results (e.g. Salary Surveys,
Employee Satisfactions Surveys, Best Place
to Work. Etc.).
Telephone
Message logs, voicemails, etc.
Transitory
Until administrative
Records
need ends
Training
Records related to the design and
Semipermanent
5 years from final
Programs/HR
implementation of training programs
IC § 50-907(2)(g)
presentation and/or
provided to employees by the City.
use
Documents may include course
descriptions, instructor certifications,
instructional materials, course outlines,
class enrollment and attendance records,
tests, test results, and related records.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 30 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Training/Travel
Records documenting attendance and
Semipermanent
5 years
Records
presentation by HR employees at
conventions, conferences, seminars,
workshops, and similar training events.
Includes training/travel requests, training
materials, reports and related
correspondence.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 31 OF 64
INFORMATION SERVICES DEPARTMENT
RECORD DESCRIPTION
CATEGORY RETENTION PERIOD
�"Cify Clerk's Office'
Audio/Video
Audio and video recordings of City
Semipermanent
5 years
Recordings
Council, Commission and Committee
Meetings.
City Commissions
Bylaws, meeting minutes, agendas and
Permanent
In perpetuity
& Committees
minute books of city commissions and
IC §50 -
committees.
907(1) (a)
City Council
Records documenting meetings of the city
Permanent
In perpetuity
Meeting Agenda,
council and motions, resolutions,
IC §50 -
Minutes and
ordinances, transcripts and other actions
907(1)(a)
Minute Books
taken at council meetings.
Contracts &
Agreements with vendors and other
Semipermanent
100 years
Agreements to
parties for the acquisition, lease, lease-
IC §50 -
which the City is a
purchase or sale of equipment, supplies,
907(2)(b)
Party
services or property and easement
agreements which have been approved at
a City Council meeting or have been
recorded with Ada County.
Correspondence,
Correspondence created or received in the
Semipermanent
5 years
Administrative
course of administering city
policies/programs.
Correspondence;
Correspondence regarding day-to-day
Transitory
Until administrative
Transitory
office and housekeeping correspondence
need ends
and does not contain unique information
about city functions or programs to
include scrolling agenda and
announcements.
Deeds & Real
Records relating to ownership of real
Permanent
In perpetuity
Property Records
property, including deeds, title opinions,
IC §50 -
abstracts and certificates of title, title
907(1)(e)
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.
Election -
Reports showing contributions and
Permanent
In perpetuity
Campaign Finance
expenditures in city campaigns by
IC §50 -
Reports
mayor/council candidates, political
907(1)(g)
committees and independent
persons/entities. Includes C-1
(Certification of Treasurer), C-2
(Campaign Financial Disclosure Report),
C-4 (Independent Expenditures), C-5 (48
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 32 OF 64
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 -
Includes declarations of candidacy and
Permanent
In perpetuity
Candidate
intent for candidates for city elective
IC §50 -
Declarations &
office. Declarations of candidacy are
907(1)(g)
Petitions
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.
Election —
Includes the first and second notice of
Permanent
In perpetuity
General/Regular
election and sample ballot which are
IC §50 -
(Election Files)
published in the official newspaper, poll
907(1)(g)
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.
Election —
Includes the following records: polling
Semipermanent
5 years
General/Regular
places, judges and clerks, challengers and
IC §50 -
(Working Files)
watchers, voting machines and vote tally
907(2)(g)
systems, correspondence, and other
records not specifically listed in this
schedule.
Election ballots, including voted ballots,
Temporary
2 years
unused ballots, spoiled ballots, ballot
IC §50 -
stubs, absentee voting, and duplicate poll
907(3)(c)
books
Notes
Records related to administrative notes,
Transitory
Until administrative
internal meeting notes, To Do Lists.
need ends
Oaths of Office
Signed oaths of elected officials swearing
Permanent
In perpetuity
to uphold the federal and state
constitutions and laws of the city.
Passports — General
Training records, Department of State
Transitory
Until record is
Information
monthly newsletters, and Passport
superseded
Agent's Reference Guide.
Passports -
Daily transmittal spreadsheets that
Transitory
2 years
Transmittals
accompany passport applications mailed
to the Department of State Regional office.
Permits & Licenses 1
Records relating to city permits and
Semipermanent
10 years
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 33 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
licenses issued in the City Clerk's Office.
IC §50-
907(2) (d)
Public Notices
Records relating to proof of mailings.
Transitory
Until administrative
need ends
Public Records
Written public records requests, city
Temporary
2 years after last
Requests
denials of public records requests,
action
responses, etc.
Records
Destruction records including destruction
Permanent
In perpetuity
Management
resolution and authorization from Idaho
Records
State Historical Society and legal counsel.
Records of
Records of historical significance not
Permanent
In
Historical
otherwise maintained by the Meridian
perpetuity
Significance
Historical Preservation Commission.
Room Scheduling &
Records documenting scheduling and
Transitory
Until administrative
Reservation
reservations related to public meeting
need ends
Records for City
rooms in City Hall. Such as reservation
Hall
request forms, payment records and
Outlook calendar scheduling records.
Vehicle Titles
State of Idaho Certificate of Title for
Transitory
Until vehicle is no
vehicles owned by the City.
longer owned by the
City
Information Technology
Backup Tapes
A copy on a tape cartridge of the contents
Transitory
1 year
of all data from the City servers.
Case Management
All cases opened in Case Management.
Semipermanent
10 years
Notes
IC §50-
907(2) (g)
(other)
Department Policies
Policies, reports, and documents
Semipermanent
5 years
and Reports
regarding internal department operations
IC §50-
and procedures, e.g. computer usage
907(2)(e) (dept.
policy, password policy, service level
report)
goals, training materials, evaluations of
materials.
Disaster Recovery
Strategy for retention and recovery of
Transitory
Until superseded or
Plan
network and electronic documents
updated
following network or server crash or
failure
Information
Minutes kept of monthly MIS Committee
Temporary
2 years
Steering Committee
meetings.
IC §50-
Minutes
907(3) (d)
(other)
Internally-
Text-based programming statements or
Transitory
Until superseded or
Generated Source
instructions that create or execute a
updated
Code
computer program.
Internet History
List of websites accessed on City
Transitory
90 days
computers and electronic devices.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 34 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Inventory
List of electronic devices held by City
Transitory
Until superseded or
Management
and software licensing information and
updated
specifications for each electronic device
used by City.
Outlook
Meeting requests sent and received by
Transitory
Until deleted by user
Appointments
employees via Outlook; appointments
scheduled via Outlook by employees;
meeting & appoint-ment reminders sent
and received via Outlook.
Outlook E-mail
All e-mail messages, sent or received by
Semipermanent
5 years
Messages — General
City staff using Outlook software, that are
IC §50 -
City Staff
stored in Outlook or the City's e-mail
907(2)(g)
archiving system. (E-mail messages may
(other)
be preserved elsewhere in digital or paper
format for longer periods of time as the
subject matter of such messages may
require).
Outlook E-mail
All e-mail messages, sent or received by
Transitory
Until deleted by user
Messages — Specific
part-time staff, seasonal staff, temporary
City Staff
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).
Outlook Tasks and
Tasks, task requests and reminders sent
Transitory
Until deleted by user
Notes
and received by employees via Outlook.
Prox Card Access
Register of which prox cards have
Transitory
90 days
History
accessed a restricted area.
Security Camera
Video footage from security cameras
Transitory
Until overwritten by
Footage
mounted on and in city facilities.
system
ShoreTel Phone
List of incoming and outgoing calls,
Transitory
90 days
History
including phone numbers and caller
identification, as available.
Voice Mail
Incoming verbal messages recorded on
Transitory
Until deleted by user
Messages
ShoreTel or other voice mail systems.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 35 OF 64
MAYOR'S OFFICE
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Agendas &
Agendas and minutes of Director
Semipermanent
10 years
Minutes
Meetings, Operational Meetings,
Mayor's Youth Advisory Council
Meetings.
Annual Reports
Report on City's and Mayor's Office
Permanent
In perpetuity
activities over preceding year
summarizing activities and financial
performance.
Applications
Forms and materials submitted with
Semipermanent
10 years
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.
Attendance Sheets
Sign -in sheets, where offered, for
Temporary
2 years from date of
activities and events hosted by the
event
Mayor's Office.
City Website
HTML text stored in data base table in
Transitory
Until updated or
Content
CMS. Note: Source document may
superseded
exist elsewhere, and be retained
pursuant to separate record retention
schedule.
Correspondence-
Records created or received in the
Semipermanent
5 years
General
course of administering city
Administrative
policies/programs, but these records do
not provide insight into significant
policy/program discussions or
decisions.
To include: Citizen response letters.
Correspondence
Day-to-day office and housekeeping
Transitory
Until administrative
correspondence not unique to City
needs ends
functions or programs. May include;
thank you notes, welcome letters,
letters to homeowners associations and
businesses.
Policy/program correspondence,
Permanent
In perpetuity
documenting the formulation,
adoption, and implementation of
significant policy/program decisions.
May include correspondence relating
to Commission and Committee
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 36 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
appointments and correspondence with
other government agencies.
Memoranda
Internal or external memoranda
Permanent
In perpetuity
summarizing research,
recommendations, and other
information.
News Releases
A written or recorded record directed
Permanent
In perpetuity
at members of the news media for the
purpose of making a newsworthy
announcement.
Photos
Published or historically significant
Permanent
In perpetuity
photographs taken, owned, or stored
by the Mayor's Office.
Photographs that are not used or
Transitory
Until administrative
needed for a particular purpose.
need ends
Proclamations
City -initiated proclamations.
Permanent
In perpetuity
Outside group -initiated proclamations.
Transitory
1 year
Publications
Informational or promotional
Semipermanent
10 years
publications of the Mayor's office,
including newsletters, flyers,
marketing materials, brochures,
program materials.
Public Addresses
Records relating to State of the City
Permanent
In perpetuity
address. May include script, video,
PowerPoint, program, agenda, photos.
Records relating to State of the City
Transitory
Until administrative
addresses or speeches. May include
need ends
script, video, PowerPoint, program,
agenda, photos.
Talking Points
Records prepared to summarize issues
Transitory
Until administrative
in preparation for discussion with the
need ends
public or media.
Videos
Videos prepared monthly for
Permanent
In perpetuity
informational or promotional
purposes, e.g., Celebrate Meridian.
Videos prepared weekly for
Temporary
2 years
informational or promotional
purposes, e.g., City Council meetings,
This Week in Meridian.
Raw video footage, used or unused.
Transitory
Until administrative
need ends
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 37 OF 64
PARKS & RECREATION DEPARTMENT
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Facility
Form applying for reservation of MPR
Temporary
2 years
Reservation
facility; other required documentation
IC §50 -
Application and
such as proof of insurance.
907(3)(d)
Materials
Financial Aid
Completed application form and
Temporary
2 years
Applications
materials submitted to request
IC §50 -
financial assistance for children's
907(3)(d)
class or program.
Incident or
Reports of incidents, injuries, or
Temporary
2 years
Accident Reports
accidents incurred during or related to
IC §50-
a department -sponsored or
907(3)(d)
department -provided class, camp,
program, reservation, or activity.
Indemnity Forms,
Signed waiver/indemnity agreement
Temporary
2 years
Medical Release
related to individual's or
IC §50 -
Forms, Waivers
organization's participation in
907(3)(d)
department -sponsored or department -
provided class, camp, program,
reservation, activity, transportation, or
travel.
Internal
Logs of employees' time, tasks, and
Permanent
In perpetuity
Department Time
location; reports and analysis of
IC §50 -
Logs and Reports
related data.
907(1)(h)
Memorial Forms
Form requesting memorial in MPR
Permanent
In perpetuity
facility under established memorial
IC §50 -
program (e.g. Generation Plaza Brick
907(1)(h)
Sales form, Memorial Tree Program
form).
Parks & Recreation
Annual newsletter prepared by Parks
Permanent
In perpetuity
Department
& Recreation Department.
IC §50 -
Newsletters
90 7(1) (h)
Public Input
Records of public input, including
Permanent
In perpetuity
Records
survey results, neighborhood meeting
IC §50 -
minutes, correspondence, etc.
907(1)(h)
Registration Forms
Form and related materials collected
Temporary
2 years
and Materials
from individuals registering for a
IC §50 -
recreation class, team, or event.
907(3)(d)
Sign in/Sign out
Forms completed by parents to signify
Temporary
2 years
Sheets
that minor has been dropped off or
IC §50 -
picked up from a department-
907(3) (d)
sponsored or department -provided
class, camp, program, or activity.
Sports Schedules
Record of games played and final
Temporary
2 years
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 38 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
and Scores
scores.
IC §50-
907(3) (d)
Team Rosters
Record of all individuals registered for
Temporary
2 years
a sports team.
IC §50-
907(3) (d)
Tree Inventory
Inventory of all public trees
Permanent
In perpetuity
maintained by City Arborist per City
IC §50 -
Code.
907(1)(h)
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 39 OF 64
POLICE DEPARTMENT
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Activity Reports
Daily, weekly, monthly or other
Semipermanent
5 years
reports documenting the activities of
IC § 50 -
employees, including type of activity,
90 7(2) (e)
employees involved, time spent on
activity, work completed, equipment
used, etc.
Animal Control
Reports documenting animal control
Semipermanent
If citation is issued or
Reports
calls for service and activities;
IC § 50-
charge is filed:
typically includes reports of lost/found
907(2)(g)
5 years after final
dogs, dogs at large, dog bites,
disposition.
voluntary relinquishments, etc.
Supportive document that are scanned
If no citation is issued
into the police report are typically
and no charges are
kennel cards, adoption paperwork,
filed: 5 years after
release to owner paper work,
closure of file.
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.
Briefing Records
Records documenting internal
Transitory
Until administrative
communications between supervisors
need ends
and shift workers or between staff on
different shifts to alert them to
problems, issues or activities. Records
may include, but not limited to:
briefing logs, ILETS/NCIC messages,
and bulletins from other agencies.
Bulletins From
Records including bulletins, circulars,
Transitory
Until administrative
Other Agencies
and related records received from
need ends
federal, state and local law
enforcement agencies.. Usually
contains descriptions and photographs
of fugitives, missing persons, stolen
property, etc.
Community Service
Records relating to police community
Transitory
Until administrative
And Outreach
service programs. Records may
need ends
Programs
include: publications, mailing lists,
plans, evaluations, notes, reports,
lesson plans and outlines, etc.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 40 OF 64
RECORD
DESCRIPTION
CATEGORY RETENTION PERIOD
Crime Analysis
Records documenting police efforts to
Temporary 3 years
Statistics
anticipate, prevent, or monitor
IC § 50 -
criminal activity. May include
907(3)(d)
statistical summaries of crime
patterns, modes of operation, analysis
of particular crimes, criminal profiles,
forecasts, movements of known
offenders, etc.
Crime Reports
Reports created by police officers
Semipermanent 75 years
(Drs) For Major
documenting a criminal offense and
IC § 50 -
Crimes
actions taken, including charging or
907(2)(e)
(Homicide, Rape,
arresting suspects. Information
Kidnapping,
typically included in this case report is
Robbery, And
location of occurrence, date and time,
Aggravated
handling officer, involved parties
Battery)
(suspects, victims, witnesses,
reporting parties, etc.) and their
personal information, a summary of
the events and additional supportive
documents, which may include
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, citations,
property invoices, release of property
forms, etc.
Crime Reports
Reports created by police officers
Semipermanent If charge is filed:
(Drs) For Other
documenting a criminal offense and
IC § 50- 5 years after final
Crimes
actions taken, including charging or
907(2)(g) disposition of case
arresting suspects. Information
typically included in this case report is
If no charges are
location of occurrence, date and time,
filed: 5 years after
handling officer, involved parties
closure of file
(suspects, victims, witnesses,
reporting parties, etc.) and their
personal information, a summary of
the events and additional supportive
documents, which may include
notarized probable cause statements,
witness statements, tow slips,
administrative license suspension
forms, intoxilyzer slips, field sobriety
tests forms, runaway forms, release of
custody forms (juveniles), criminal
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 41 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
background information
(ILETS/Triple III, Ada LE Lookup,
ISTARS, JDOC), documents provided
by citizens and victims, citations,
property invoices, release of property
forms, Leads Online printouts,
shoplifting reports from store security
officers, etc.
Criminal History
Records obtained via ILETS or local
Transitory
Until administrative
Records Or
jail systems (Ada LE Lookup) that
need ends
ILETS/NCIC
provides information on the
Reports*
accumulated criminal arrest and
conviction history of an individual
which may be useful in an
investigation. May include summary
sheet, arrest record, fingerprint
information, mug shot, 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.
Daily Patrol Log
Summary of calls for service that
Transitory
1 year
result in a crime report (DR). May
include type of call, location, time,
summary, and case number.
Digital Media
Any video, audio or other digital
Semipermanent
75 years
Attached To A
media content created by a law
IC § 50 -
Crime Report For
enforcement officer in the course of an
907(2)(g)
A Major Crime
investigation or response and attached
to a crime report for homicide, rape,
kidnapping, robbery, or aggravated
battery.
Digital Media
Any video, audio or other digital
Semipermanent
2 years
Attached To A
media content created by a law
IC § 50 -
Crime Report For
enforcement officer in the course of an
907(2)(g)
A Crime Other
investigation or response and attached
Than A Major
to a crime report for a crime other than
Crime
homicide, rape, kidnapping, robbery,
.
or aggravated battery.
Digital Media Not
Any video, audio or other digital
Transitory
210 days
Attached To A
media content created by a law
Crime Report
enforcement officer that is not made in
the course of an investigation or
response, or that is not attached to a
crime report.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 42 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Expunged Or
Police reports documenting criminal
Semipermanent
5 years
Sealed Records
charging and/or arrests of a person
IC § 50 -
whose petition to seal the records is
907(2)(g)
granted by the court. This includes
juvenile records.
Field Interview
Informational document written by
Temporary
3 years
Reports (FI Cards)
police officers relating to individuals,
IC § 50 -
events, or vehicles for which the
907(3)(d)
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.
Firearm Disposal
These files contain records of firearms
Semipermanent
5 years
Records
that have been disposed of through
IC § 50 -
sale, trade or destruction. They
907(2)0
include manufacturer's name, serial
number, model, caliber, disposal
method, disposal date, name of
business purchasing the firearm, and
bid.
Gun Dealers' Sales
Records documenting purchases of
Transitory
Until background
Records
guns from dealers. May include
check is completed
duplicate register sheets mailed by the
and administrative
dealer to MPD and triplicate register
need ends
sheets mailed by the dealer to ISP for
criminal records checks and forwarded
to MPD. May include sheet number,
sales person, date and time, city, serial
number, make, model, caliber,
purchaser's information, and
signatures.
Impounded And
Forms documenting vehicles
Semipermanent
5 years
Abandoned Vehicle
impounded by police due to accidents,
IC § 50 -
Records (Impound
abandonments, recovered as stolen,
907(2)(g)
Forms)*
used in commission of a crime, etc.
Documents may include notifications,
information cards or sheets, receipts,
etc. 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.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 43 OF 64
RECORD DESCRIPTION
CATEGORY
RETENTION PERIOD
Indemnity Bonds Copies of insurance bonds issued to
Semipermanent
5 years after seizure is
indemnify the police department
IC § 50-
completed
against claims of wrongful actions in
907(2)(g)
civil seizure cases.
Informant Case Records documenting information
Temporary
3 years
Files about informants used by department
IC § 50 -
personnel. Records typically include
907(3)(d)
reports, correspondence, payment
records, fingerprint cards, signature
cards, letters of understanding on
informants' activities and related
records.
Intoxilyzer 5000EN Factory and State of Idaho Certificates
Temporary
3 years
And Lifeloc for instrument.
IC § 50 -
Instrument
907(3) (d)
Certificate
Intoxilyzer 5000EN Logging of each person that takes the
Temporary
3 years
Log And Lifeloc breathalyzer test and verification
IC § 50 -
Performance testing, may include name of suspect,
907(3)(d) and
Verification Log date and time, test results, operator's
IDAPA
name, calibration check results,
11.03.01.013.06
simulated temperature in range,
comments, etc.
Intoxilyzer User User certification cards and class
Transitory
Until administrative
Certifications And roster for our agency's Officers.
need ends
Class Roster Intoxilyzer instructor replaces with
each new certification period.
Master Name Index Information on every individual who
Semipermanent
100 years
Records has been field interviewed, has been
IC § 50 -
arrested, suspects or accomplices in
907(2)(g)
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.
Media Log Summary from daily patrol log for
Transitory
1 year
release to the news agencies and
public. Includes DR # (case number),
type of call for service, arrest
information, location of offense.
Parking Citations Police Department copy of citations
Transitory
6 months after final
issued for parking violations.
disposition of citation
Information includes date and time,
or charge
location of offense, vehicle license
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 44 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
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.)
Photo Identification
Photographs and other records used to
Transitory
Until administrative
Records
identify agency employees, private
need ends
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.
Polygraph Records
Records documenting polygraph tests
Semipermanent
5 years
given to criminal suspects, for internal
IC § 50 -
investigations, and other purposes.
907(2)(g)
Includes pre -examination records,
questions, statements of consent,
analysis reports, results charts,
conclusions, interviewee statements,
and related information.
Property And
Records used to track property and
Semipermanent
5 years
Evidence Control
evidence coming into the police
IC § 50 -
And Disposition
department's possession. Documents,
907(2)(g)
Records*
receipts, storage, and disposition of
personal 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 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.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 45 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Radar Equipment,
Records documenting the calibration
Temporary
3 years after
Certifications, And
and maintenance of radar equipment
IC § 50-
retirement of
Maintenance
that may be useful in documenting the
907(3)(d)
equipment
Records
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.
Traffic Collision
Documents of traffic collisions
Semipermanent
If citation is issued or
Reports*
investigated by the police department.
IC § 50-
charge is filed:
These reports typically include
907(2)(g)
5 years after final
complete information on all cars and
disposition
drivers involved in the accident,
location of occurrence, damage, cause
If no citation is issued
of accident, date and time, accident
and no charges are
diagram, description and weather
filed: 5 years after
conditions.
closure of file
Vacation Watch
Records (forms) documenting
Transitory
Until administrative
Forms
inspection of homes and other
need ends
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.
* Note: Where embedded with a crime report (DR), this record shall be retained according to the
retention period established for the crime report.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 46 OF 64
PUBLIC WORKS DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All Divisions (Administration, Business Operations, Capital Projects and Facilities, Construction
Inspection, En&_eerin , Environmental, Wastewater, Water)
Accessibility Records,
Contractor logs, key list, and any other
Semipermanent
5 years
City -Owned Facilities
records documenting access to City -
owned buildings by authorized persons.
Activity Reports
Daily, weekly, monthly or other reports
Semipermanent
5 years
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.
Ada County Highway
Permits issued by Ada County Highway
Semipermanent
5 years
District (ACHD)
District (ACHD) to dig in public utility
Permits
easement.
Administrative
Clothing order spreadsheets, copies of:
Transitory
Until administrative
Records
Accounts Payable invoices, expense reports,
need ends or record is
leave request logs, MIP Accounts Payable
superseded
invoices, professional membership documents,
evacuation checklists and on call yearly roster
logs.
Alarm Monitoring /
Reports of monitoring fire alarms, security
Semipermanent
5 years
Test Results Reports
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.
Budget Preparation
Work documents utilized to build base
Semipermanent
10 years
Records
budgets and establish yearly budgets,
including vehicle replacement worksheets,
enhancements, amendments and carry
forward support.
Correspondence,
Correspondence created or received in the
Semipermanent
5 years
Administrative
course of administering City policies,
procedures, or programs.
Correspondence,
Day-to-day office and housekeeping
Transitory
Until administrative
Transitory
correspondence that does not contain
need ends
unique information about City functions or
programs.
Customer Complaints
Complaint letters, notes on phone calls
Temporary
3 years from
and in person complaints from
complaint resolution
customers/citizens.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 47 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Databases
Database records created and maintained
Transitory
Until administrative
for the purposes of generating reports, data
need ends or record is
files, and a variety of different outputs.
superseded
Departmental
Department reports, performance
Semipermanent
10 years
Reports
management presentations.
Engineering Capital
Engineering Capital & Enhancement Plan
Semipermanent
10 years
and Enhancement
(ECEP) - 5 year Capital Improvement
Plan (ECEP) Reports
Plan Reports.
Equipment
Records of repair and maintenance of
Transitory
Until asset is
Maintenance and
equipment assigned to Public Work,
removed from service
Repair Records
including but not limited to: generators,
or until administrative
sewage lift pumps, water pumps, office
need ends..
equipment, and furniture. Records may
include summaries, reports, and similar
records usually compiled from daily work
records on a monthly or quarterly basis.
Facility Assessments,
Records regarding maintenance and
Transitory
Until administrative
Maintenance, and
repairs of buildings and grounds owned or
need ends or record is
Repair Records
leased by the City including assessments
superseded
of the condition of City -owned buildings,
summaries, logs, reports, and similar
records usually compiled from daily work
records.
Forms
Forms created for use by Public Works
Transitory
Until administrative
personnel to facilitate their work including
need ends or record is
but not limited to performance review
superseded
forms, project forms, staff forms,
communication forms, and record
retention labels.
Geographic
Aerial photographs of properties within
Permanent
In perpetuity
Information Systems,
the City.
Digital
Orthophotography
Images
Geographic
Points, lines, attributes, and polygons
Transitory
Until superseded
Information Systems,
relating to infrastructure that the City
GIS Data
owns or maintains.
Geographic
A visual representation of data within a
Transitory
Until administrative
Information Systems,
particular geographical area. Also includes
need ends
Maps
maps and data provided by outside
agencies including edge of pavement,
parcels, roads, and others.
HR Documents
Departmental employee personnel records
Transitory
Until employment is
should be kept in the appropriate
terminated; then
Division's file until employment has been
forward to HR
terminated (involuntary or voluntary) and
then the file should be sent to HR for
retention.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 48 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Maintenance Request
Records documenting requests and
Temporary
2 years
Record
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.
Master Plan Records
Records that document the present and
Permanent
In perpetuity
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.
Materials Safety Data
Materials Safety Data Sheets (MSDS).
Transitory
Until chemical is
Sheets (MSDS)
Also see Potential Exposure Records
removed or record is
below.
superseded
Meeting Minutes
Internal meeting agendas, minutes, sign -in
Semipermanent
5 years
sheets
Photos, Construction
Photos relating to Public Works
Permanent
In perpetuity
construction activities, infrastructure,
inspection photos, etc.
Photos, Building
Photos relating to repair and replacement
Semipermanent
Keep records
Maintenance
of City -owned equipment, material, and
requiring engineering
facilities.
stamps 2 years after
life of structure.
Keep all other records
10 years.
Photos, General
Photos related to Public Works
Transitory
Until administrative
Department activities and other general
need ends
use pictures.
Potential Exposure
Report created when personnel is exposed
Transitory
Until employment is
Records
or potentially exposed to a chemical,
terminated; then
including MSDS sheet of the chemical
forward to HR
involved. Record is placed in the
employee personnel record.
Presentations
Departmental presentations.
Semipermanent
10 years
Preventative
Preventative maintenance schedules, work
Temporary
3 years
Maintenance Work
orders.
Plans
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 49 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Process Documents
Standard Operating Procedures, Process
Semipermanent
5 years
Flowcharts, Workflows, Responsible
Accountable Consulted Informed (RACI)
Charts and Process Performance
Measures.
Quotes
Quotes from contractors and other service
Temporary
3 years
providers. Preliminary and final quotes for
goods and services used to conduct
building repairs, maintenance, or
modifications.
Record Drawings
Revised set of drawings submitted by
Permanent
In perpetuity
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.
Safety Documents
Health and Safety Manual, safety audits,
Semipermanent
30 years
training, standard operating procedures,
auditory testing records, respirator fit test
information.
Safety Meeting
Topics covered and sign-up sheet for
Semipermanent
30 years
Agenda / Signup
employees who attended the meetings.
Sheets
Supervisory Control
Reports printed from Supervisory Control
Temporary
3 years
And Data Acquisition
and Data Acquisition (SCADA) system.
Reports (SCADA)
Technical Manuals,
Owner's manuals and warranties for City-
Transitory
Until asset is
Specifications, and
owned vehicles and equipment. Includes
removed from service
Warranties
specifications, operating instructions,
safety information, and terms of coverage
of repair or replacement of equipment.
Telephone Records
A log of all messages taken both via
Transitory
Until administrative
phone and in person including, but not
need ends
limited to, recorded calls, voicemails,
phone call logs.
Training/Travel
Records documenting attendance and
Semipermanent
5 years
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.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 50 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Vehicle Inspection,
Maintenance records, inspection work
Transitory
Keep until vehicle is
Maintenance, Repair
orders for vehicles, vehicle mileage
removed from service
Work orders, and
reports, repair records.
Reports
Website
Public Works Department Website.
Transitory
Until administrative
need ends or record is
superseded
Water Rights
Records related to City of Meridian Water
Permanent
In perpetuity
Rights including, but not limited to,
correspondence, agency filings, legal
opinions, references.
Administration
Area of Impact
Records related to analysis of expansion
Semipermanent
10 years
Records
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.
Committee Records
Agendas and meeting minutes for special
Semipermanent
5 years
groups convened by Public Works such as
City Services Focus Group, Construction
Best Management Practices Sub -
Committee, Energy.
Department Policies
Documents the formulation, adoption, and
Transitory
Until administrative
implementation of internal
need ends or record is
actions/decisions. Includes: Computer,
superseded
Geographic Information System (GIS)
Policy, Dress Code, Purchasing
department policies.
Events, Public Works
Records related to planning Public Works
Semipermanent
5 years
internal and external events.
Emergency Master
Emergency plan records for City Hall,
Semipermanent
10 years
Plans
Emergency Management, and Continuity
of Operations.
Newsletters
Annual newsletter prepared by the Public
Permanent
In perpetuity
Works Department.
Organization Charts
Organization charts.
Transitory
Until administrative
need ends or record is
superseded
Rate / Fee Records
Records related to establishing utility rates
Semipermanent
10 years
and fees, including calculations, research
and recommendations.
Resource Documents
Notebooks, Meeting Notes, To Do Lists,
Transitory
Until administrative
/ Notes
employee -compiled notes or references to
need ends or record is
assist in work including non -city lawsuits.
superseded
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 51 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Special Projects
Documents related to special, one-time
Semipermanent
10 years
projects to include, but not limited to,
Inventory Management, Project
Information, Rail with Trail, Subdivisions,
and Accreditation.
Studies
Studies related to Public Works as
Semipermanent
10 years
provided by consultants.
Surveys
Public Works initiated internal and
Semipermanent
5 years
external surveys and survey results.
Capital Projects and Facilities
Capital Improvement
Records including but not limited to
Transitory
Records are kept until
Projects for Other
attendance for public meetings, AVO's
project completion
Departments
(Avoid Verbal Orders — Written
and then turned over
Instructions), change orders, construction
to appropriate
checklists, consultant reports,
department
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.
Construction
Construction Drawings.
Transitory
Until replaced by
Drawings
Record Drawings
Construction Punch
New projects inspection report on City .
Semipermanent
5 years
Lists
projects noting repairs that need made.
Engineering Project
Records including but not limited to
Permanent
In perpetuity
File
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,
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 52 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
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.
National Pollutant
All records and information resulting from
Semipermanent
5 years from notice of
Discharge
the National Pollutant Discharge
termination from
Elimination System
Elimination System (NPDES)
EPA.
(NPDES)
Construction General Permit including,
Construction General
but not limited to copy of completed and
Permit and Storm
signed Storm Water Pollution Protection
Water Pollution
Plans (SWPPPs) and SWPPP inspection
Prevention Plans
reports.
(SWPPP)
Construction In"spection
Capital Improvement
Records including but not limited to
Transitory
Records are kept until
Projects for Other
attendance for public meetings, AVO's
project completion
Departments
(Avoid Verbal Orders — Written
and then turned over
Instructions), change orders, construction
to appropriate
checklists, consultant reports,
department
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
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 53 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
(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
Construction Drawings.
Transitory
Until replaced by
Drawings
Record Drawings
Construction Punch
New projects inspection report on City
Semipermanent
5 years
Lists
projects noting repairs that need made.
Engineering Project
Records including but not limited to
Permanent
In perpetuity
File
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.
National Pollutant
All records and information resulting from
Semipermanent
5 years from notice of
Discharge
the National Pollutant Discharge
termination from
Elimination System
Elimination System (NPDES)
EPA.
(NPDES)
Construction General Permit including,
Construction General
but not limited to copy of completed and
Permit and Storm
signed Storm Water Pollution Protection
Water Pollution
Plans (SWPPPs) and SWPPP inspection
Prevention Plans
reports.
(SWPPP)
Engineering
Construction Construction Drawings. Transitory Until replaced by
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 54 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Drawings
Record Drawings
Correspondence,
Engineering transmittals (not project-
Temporary
3 years
Engineering
related), serviceability letters, Letters of
Interest.
Engineering Policies
Documents the formulation, adoption, and
Transitory
Until administrative
implementation of internal actions /
need ends or record is
decisions. Includes: project design and
superseded
construction assumptions and procedures,
customer relations and claims guidance,
time off, attendance of professional
association events, and other guidance.
Engineering Project
Records including but not limited to
Permanent
In perpetuity
File
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.
Fire Flow Requests
Requests from customers for fire flow and
Semipermanent
75 years
responses from Engineering staff based on
computer modeling.
Mailing Lists
Project mailing list.
Transitory
Until project
completed
Reference Documents
Preliminary engineering reports, facility
Permanent
In perpetuity
plans, other studies.
Sewer Modeling
Requests from customers to run sewer
Semipermanent
75 years
Requests
model for capacity and sizing and
response from Engineering staff based on
computer modeling.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 55 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Specifications
Specifications such as, but not limited to
Transitory
Until administrative
the City's Supplemental Specs, Idaho
need ends or record is
Standards for Public Works Construction
superseded
(ISPWC), and American Water Works
Association (AWWA).
Street Light Work
Street light work orders.
Semipermanent
5 years
Orders
Environmental
Educational Outreach
Records including but not limited to
Transitory
Until administrative
Materials
educational brochures, bookmarks,
need ends or record is
factsheets, and posters which are
superseded
displayed in the division and distributed at
public education outreach events.
Environmental
Awards presented to citizens and
Semipermanent
5 years
Awards Records
businesses in recognition of environmental
contributions to the community. This
includes but is not limited to award
nominations, certificates, photographs,
and lists of recipients.
Floodplain
Records of floodplain development
Permanent
In Perpetuity
Administration
including floodplain permits and
floodplain certificates.
Industrial
Records related to the identification,
Permanent
In Perpetuity
Pretreatment
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) ,
enforcement activities, and
correspondence to and from the Industrial
User.
Industrial
Standard Operating Procedures, Process
Transitory
Until administrative
Pretreatment Process
Flowcharts, Workflows, Responsible
need ends or record is
Documents
Accountable Consulted Informed (RACI)
superseded
Charts and Process Performance Measures
related to Industrial Pretreatment
processes.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 56 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
National Pollutant
All records and information resulting from
Semipermanent
5 years from notice of
Discharge
the National Pollutant Discharge
termination from
Elimination System
Elimination System (NPDES)
EPA.
(NPDES)
Construction General Permit including,
Construction General
but not limited to copy of completed and
Permit and Storm
signed Storm Water Pollution Protection
Water Pollution
Plans (SWPPPs) and SWPPP inspection
Prevention Plans
reports.
(SWPPP)
Photos, Industrial
Photos related to the identification,
Permanent
In Perpetuity
Pretreatment
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.
Project Agreements
Agreements between the City and partner
Permanent
In perpetuity
agencies for work along or within agency
rights or way, or easements.
Storm Drain
Records documenting the maintenance
Transitory
Until administrative
Maintenance and
and repair of storm drains located within
need ends or record is
Repair
the City of Meridian. May include
superseded
summaries, reports, and similar records
usually compiled from daily work records
on a monthly or quarterly basis.
Wastewater
Confined Space Entry
A written authorization prepared prior to
Semipermanent
5 years from date
Permit
employee entry into a Permit Required
issued
Confined Space. The Department's permit
contains specific entry space, purpose and
time conditions under which the entrance
will operate.
Construction Punch
New projects inspection report on City
Semipermanent
5 years
Lists
projects noting repairs that need made.
Delivery Tickets
Tickets issued by suppliers to verify
Temporary
2 years
delivery of supplies or materials (concrete,
road base, gravel, etc.). Information
usually includes: date, time, amount and
type of supplies/materials received, and
related data.
Discharge Monitoring
Records documenting effluent quality
Semipermanent
Keep discharge
Records
discharged from the City wastewater
monitoring reports 20
treatment facility. Includes supporting
years after permit
documentation such as date, period
expiration. Keep all
covered, National Pollutant Discharge
other records 5 years,
Elimination System (NPDES) permit
until the end of the
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 57 OF 64
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DESCRIPTION
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RETENTION PERIOD
number, discharge number, frequency of
NPDES permit cycle,
analysis, sample type, and average and
or as requested by
maximum quantities and concentrations of
state or federal
solids, ammonia, chlorine, nitrogen, and
agencies, whichever
other chemicals.
is longer.
Equipment
Records documenting the maintenance
Semipermanent
Keep 5 years after
Maintenance &
and calibration of equipment and
equipment removed
Calibration Records
instruments used to undertake and monitor
from service, until the
wastewater treatment operations. Useful to
end of the NPDES
verify equipment reliability and for
permit cycle, or as
reference by regulatory agencies.
requested by state or
Information includes: date, type of
federal agencies,
equipment maintained or calibrated, tests
whichever is longer.
performed, repairs needed, comments, and
related information.
Mobile Waste Hauler
Records documenting the dumping of
Semipermanent
5 years
Dumping Records
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.
National Pollutant
Records documenting the application for
Semipermanent
Keep all records 5
Discharge
and issuance of a permit to the City under
40 CFR 122.41
years, until the end of
Elimination System
the National Pollutant Discharge
the NPDES permit
(NPDES) Records
Elimination System (NPDES) program
cycle, or as requested
which allows discharge of specific
by state or federal
pollutants under controlled conditions.
agencies, whichever
Records typically include: applications,
is longer.
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
Wastewater Inspection Records in. this
section).
Sewer Maintenance
Records documenting the maintenance
Semipermanent
Keep records
and Repair Records
and repair of City sewers. May include
requiring engineering
summaries, reports, and similar records
stamps 2 years after
usually compiled from daily work records
life of structure.
on a monthly or quarterly basis.
Keep other records 5
Information often includes location,
years.
narrative of work completed, amount and
type of material used, personnel
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 58 OF 64
RECORD
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RETENTION PERIOD
completing work, dates of activities,
authorization, and related information.
(SEE ALSO Activity Reports and Sewer
Television/Videoscan Inspection Records
in this section).
Sewage Sludge
Agreements between the City and
Semipermanent
6 years
Application
landowners related to the application of
Landowner
sewage sludge to approved sites. Records
Agreements
include signed agreements, exhibits,
amendments, and related documents.
Information typically includes: agreement
number, date, conditions or terms, parties
involved, period covered, and signatures.
Sewage Sludge
Logs documenting the agricultural
Permanent
In perpetuity
Application Site Logs
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.
Sewage Sludge
Plans submitted by the City to engage in
Permanent
In perpetuity
Management Plans
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.
Sewer Smoke Test
Records documenting smoke tests
Semipermanent
10 years
Records
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.
Sewer Television/
Reports documenting television
Semipermanent
10 years
Videoscan Inspection
inspections used to locate problems and
Records
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
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 59 OF 64
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DESCRIPTION
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RETENTION PERIOD
needed, distances from manholes, and
related information.
Valve Maintenance
Records documenting the location,
Semipermanent
Keep location and
Records
specifications, maintenance, and repair of
specification records
valves in the City sewer system. Includes
1 year after valve
lists, charts, drawings, reports, logs, and
removed from
related records, valve location,
service. Keep all
identification number, run of pipe, size,
other records 5 years.
make, year installed, depth, turns to open
and normal position, narratives of valve
maintenance and repair, test run, personnel
completing work, dates, and related
information.
Wastewater Facility
Records such as applications, permits,
Permanent
In perpetuity
Permit Records
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.
Wastewater Grant &
Copies of records relating to Idaho
Transitory
Until administrative
Loan Records
Department of Environmental Quality
need ends
(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.
Wastewater
Records documenting inspections of City
Semipermanent
Keep all records 5
Inspection Records
wastewater treatment operations to
years, until the end of
monitor compliance with National
the NPDES permit
Pollution Discharge Elimination System
cycle, or as requested
(NPDES) permit conditions. These reports
by state or federal
and supporting documentation typically
agencies, whichever
include: date, location, areas evaluated
is longer.
during inspection, summary of findings,
pre-treatment requirements review,
sampling checklists, flow measurements,
laboratory assurance checklists, and
related information.
Water
Backflow $10 Credit
Electronic report for customers who have
Temporary
3 years
Log
their backflow tests completed by their
City -mandated annual due date.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 60 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Backflow Dual
A list of customers who have two water
Transitory
Until administrative
Connection List
connection sources for outdoor use.
need ends
Backflow Surveys
A survey of properties noting the location
Transitory
Until administrative
and type of hazard and type of assembly.
need ends or record is
superseded
Backflow Tester
Tester information including a copy of
Transitory
Until administrative
Information
their license, proof of insurance, and tester
need ends or record is
kit calibration.
superseded
Backflow Tester List
A list of backflow testers with their
Transitory
Until administrative
pricing.
need ends or record is
superseded
Backflow Tests
Backflow assemblies test report.
Temporary
3 years
Chlorine Residuals
A report showing sample dates and
Permanent
In perpetuity
locations of free chlorine remaining in the
City water system.
Clothing Spreadsheet
Spreadsheet with individual clothing and
Transitory
Until administrative
boot information.
need ends or record is
superseded
Confined Space Entry
A written authorization prepared prior to
Semipermanent
5 years from date
Permit
employee entry into a Permit Required
issued
Confined Space. The Department's permit
contains specific entry space, purpose and
time conditions under which the entrance
will operate.
Construction Punch
Projects inspection report on City projects
Semipermanent
5 years
Lists
noting repairs/corrections that need to be
made.
Construction Samples
Bacteria sample results taken for water
Semipermanent
5 years
line/well construction.
Consumer
Report mandated by EPA delivered to
Transitory
Until Administrative
Confidence Reports
Meridian citizens that are connected to
need ends
(OCR's)
City water.
Critical Water Users
Records that identify critical water users
Transitory
Until administrative
within the City of Meridian, such as
need ends or record is
hospitals, medical facilities, schools, large
superseded
corporate facilities, hotels, motels,
restaurants, and the water park. This
record evolves as new businesses move
into Meridian and critical water users
leave Meridian.
Daily Chlorine
Field notes from Chlorine residuals taken
Temporary
3 years
Residuals
from various sample ports in the City
water system.
Dig Line Tickets
Customer and contractor requests via Dig
Transitory
I year
Line to locate underground City utilities
before excavation begins.
Fire Flow Reports
Actual fire flow data taken from a
Semipermanent
75 years
particular fire hydrant.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 61 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Hydrant Meter
Billing documents from fire hydrant meter
Transitory
Until administrative
Billing Spreadsheet
readings based on water used for
needs ends
construction.
Leak Letters
Letters that were mailed to customer
Semipermanent
5 years
informing customer of a possible leak are
attached to the service order for leak
check.
License Agreements
Agreement between water purveyors (City
Permanent
In perpetuity
of Meridian) and the Idaho Department of
Environmental Quality (IDEA) for
discharge of domestic water into U.S
waterways.
Maximum
Maximum Contaminant Level (MCL)
Permanent
In perpetuity
Contaminant Level
Violation notices. Required by
(MCL) Public
Department of Environmental Quality
Notification (DEQ)
(DEQ) to notify the public.
Meter Warranty
A report on meter warranty.
Semipermanent
25 years
Report
Monitoring Waivers
Sampling waivers to reduce the frequency
Permanent
In perpetuity
of sampling.
Production &
Repair/Maintenance history on
Transitory
Until superseded or
Maintenance
distribution & Production system and all
removed
Distribution System
related equipment.
History
PRV/Wells Reads
Hansen software reports on Pressure
Permanent
In perpetuity
Reducing Valves (PRV) and Well reads.
Radio Licensing
Licensing spreadsheets for SCADA
Semipermanent
10 years
radios, base station and vehicle two/way
radios.
Reclaimed Water
Survey reports to monitor compliance.
Permanent
In perpetuity
Surveys
Safety Inspections
Inspections / Reports
Semipermanent
30 years
Sampling Chain of
Sample report form for sampling City
Permanent
In perpetuity
Custody
water for bacteria to satisfy compliance
monitoring. Results are reported on
separate form unless sampling is done for
Bac-T.
Sampling Equipment
Forms for calibration and certification or
Permanent
In perpetuity
Calibration/Repair
repair of sampling equipment.
Sampling
Sample report form for sampling the water
Permanent
In perpetuity
Results/Special
for noncompliance monitoring.
Service Orders
Records including requests from customer,
Semipermanent
5 years
Utility Billing, or Water Division to
perform work or get a read at an address
as well as historical logs showing service
order number.
Spring flush notices
Flush notices mailed to customers for
Semipermanent
5 years
(Mailers)
spring flush of water system / Maps.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 62 OF 64
RECORD
DESCRIPTION
CATEGORY
RETENTION PERIOD
Subdivision Map
Spreadsheet with subdivision number.
Transitory
Until administrative
Section reports
need ends or record is
superseded
System Location
Maps, Photo's, hand drawings of Water
Transitory
Until administrative
Documents
System Components.
needs ends or record
is superseded
Turbidity Reports
Logs used for entering wasted water
Semipermanent
25 years
flushed from the water system and not
sold. Flush locations are listed. Water
Quality information, including
Nephelometer Turbidity (NTU) readings,
are documented.
Water Asset
Records that identify asset location and
Transitory
Keep until asset is
Information
manufacturer maintenance information.
removed from service
Water Division SOPs
Standard policies and procedures for the
Transitory
Until administrative
Water Division.
need ends or record is
superseded
Water Meter Reports
Water meter reports including: NC list,
Semipermanent
5 years
billing status report, autoread master route
report, billing pre -scan report, re -reads,
and water meter testing results.
Water Quality
Any mailed correspondence with labs,
Semipermanent
15 years
Correspondence
customers, regulators concerning
sampling.
Water Quality
Records documenting water quality calls
Semipermanent
25 years
Master Log
from customers.
Well Disconnects
Documents on private well disconnects.
Permanent
In perpetuity
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 63 OF 64
Appendix A: FAQ Records Retention and Destruction Table
Record
Retention
Original Record
COPIES: Once a Copy is
Is a
Is Clerk 30-
Categoryi
Period
as Received by
Made of an Original
Resolution to
day Notice
the City
Record, May the Original be
Destroy
Letter to
Returned to Sender or be
Needed for
Archivist
Destroyed?
Disposing of
Required after
the Original
Resolution to
Record?"
Destroy is
Approved?"'
Permanent
Forever (IC
Paper
No, original paper permanent
N/A
N/A
50-907(1))
records must be kept forever
(IC 50-909(5))'"
Digital
Yes, but only if the paper
copy is treated as "the
original" and kept forever.
Semipermanent
No less than 5
Paper
Yes; original (paper/digital)
Yes
Yes;
years (IC 50-
and copy (digital/paper) are
Semipermanent
907(2)), but
see the
"interchangeable" provided
one version is kept as "the
records
Digital
Department's
original" and
Schedule for
retained/destroyed according
the record in
to the Citywide Records
question
Retention Schedule.-
chedule,Temporary
Temporary
No less than 2
Paper
No; Temporary
years (IC 50-
records
907(3)), but
Digital
see the
Department's
Schedule for
the record in
question
Transitory
See the
Paper
No
N/A
Department's
Digital
Schedule for
the record in
question
' Note: Employees can determine the record category for a particular record by going to their Department Schedule within the
Citywide Records Retention Schedule.
" 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.
"` Note: The City Clerk will notify the Department when it is "OK" to destroy.
'" 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.
CITY OF MERIDIAN 2015 AMENDED RECORDS RETENTION SCHEDULE PAGE 64 OF 64