17-2019 Update City of Meridian Records Retention ScheduleCITY OF MERIDIAN
BY THE CITY COUNCIL:
RESOLUTION NO. 1-7- - ?olq
BIRD, BORTON, CAVENER,
MILAM, PALMER, LITTLE ROBERTS
A RESOLUTION TO UPDATE THE CITY OF MERIDIAN RECORDS RETENTION
SCHEDULE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, on July 12, 2016 the Mayor and City Council adopted and approved
Resolution 16-1149 which updated the then existing City of Meridian Records Retention
Schedule; and
WHEREAS, it is recognized that from time to time it will be necessary to update the
City of Meridian Records Retention Schedule for proper management of city records; and
WHEREAS, the City of Meridian now wishes to amend and update its current City of
Meridian Records Retention Schedule; and
WHEREAS, an update to the current City of Meridian Records Retention Schedule has
been completed and the amended Schedule is attached hereto as Exhibit A.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF MERIDIAN CITY, IDAHO:
Section 1. That the City Council of the City of Meridian hereby adopts the City of
Meridian 2017 Records Retention Schedule attached hereto as Exhibit A.
Section 2. That the City Clerk is hereby authorized to implement the City of Meridian
2017 Records Retention Schedule adopted by this Resolution.
Section 3. That this Resolution shall be in full force and effect immediately upon its
adoption and approval.
2017.
ADOPTED by the City Council of the City of Meridian, Idaho this ?.S day of July,
1'4
APPROVED by the Mayor of the City of Meridian, Idaho, this a.s day of July, 2017.
APPROVED: �Q01orD AUGUST,
r V or
Tammy de rd, Mayor E IDIZ IAN+l-
IDAHO
SEAL
ATTEST:
C. y Col , City Clerk
CITY OF MERIDIAN 2017 RECORDS RETENTION SCHEDULE PAGE 1 OF 2
CITY OF MERIDIAN 2017 RECORDS RETENTION SCHEDULE PAGE 2 OF 2
EXHIBIT A
2017 RECORDS RETENTION SCHEDULE
Approved July __, 2017 by Resolution No. 17-____
2017 RECORDS
RETENTION SCHEDULE
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TABLE OF CONTENTS
Introduction ………………………………………………………………………….. Page 3
Frequently Asked Questions …………………………………………………………. Page 5
City Attorney’s Office ……………………………………………………………….. Page 7
City Clerk’s Office …………………………………………………………………… Page 9
Commissions, Committees, Boards …………………………………………………... Page 14
Community Development …………………………………………………………….. Page 15
Finance Department …………………………………………………………………... Page 26
Fire Department ……………………………………………………………………..... Page 36
Human Resources Department ……………………………………………………….. Page 40
Information Technology Department ………………………………………………… Page 47
Mayor’s Office ……………………………………………………………………….. Page 50
Parks and Recreation Department ……………………………………………………. Page 54
Police Department ……………………………………………………………………. Page 63
Public Works Department ……………………………………………………………. Page 71
Support Services …………..…………………………………………………………….. Page 87
Appendix A: Idaho Statute Title 50, Chapter 9, Section 50-907 ….………………… Page 90
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INTRODUCTION
Management of public records is a vital function of every city, and understanding the basic
principles of records management is essential for every city official and staff member.
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.
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 (“ISHS’s”)
permanent records repository.
All city employees and elected officials have responsibilities with regard to city records. Idaho
Code section 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.
CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS
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.
As of July 1, 2016, Idaho Code section 50-907(1)-(4) classifies municipal records into four
separate categories (permanent, semipermanent, temporary, and historical). Each of the four
classifications either lists specific record types or provides a description for what constitutes
records fitting that classification. The statute allows for cities to designate additional records for
each classification as deemed appropriate by the City Council. Cities may assign records to a
fifth category designated as transitory.
Permanent and historical records may not be destroyed, but must be retained by the city in
perpetuity, or transferred to the ISHS’s permanent records repository for permanent retention
upon resolution of the City Council according to the procedures established in section 50-907,
Idaho Code. Semipermanent records shall be retained for not less than five (5) years after the
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date of issuance or completion of the matter contained within the record. Temporary records are
to be retained for not less than two (2) years. After the expiration of the designated retention
period for semipermanent and temporary records, the destruction of those records may be
destroyed only by resolution of the City Council, upon advice of the City Attorney, and in
coordination with the City Clerk according to the procedures established in section 50-907, Idaho
Code. Transitory records may be destroyed upon expiration of the designated retention period
according to the procedure established by the department.
FINAL DISPOSITION OF RECORDS
As set forth above, permanent and historical records are never destroyed – they are retained in
perpetuity by the city or transferred to the ISHS by resolution of City Council. Semipermanent
and temporary records may only be destroyed by resolution of City Council. The process for
destruction of all nonpermanent records typically begins once the records have reached their
minimum retention period, but there are some important exceptions, where circumstances dictate
that records must be kept longer:
Records related to pending criminal or civil cases;
Records that are the subject of a pending public records request; and
Records needed for any pending audit or investigation.
The departments, the City Clerk, and the City Attorney’s Office work closely together to resolve
retention questions and to accomplish final disposition of records according to the process set
forth in section 50-907, Idaho Code. The first step in the official 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. Depending on the records to be destroyed, the City
Clerk may be required to notify the ISHS at least thirty (30) days prior to destruction. When all
of the steps are complete, the City Clerk notifies the department that it may destroy the
designated records. The department destroys the records within thirty (30) days of notification
and returns proof of destruction to the City Clerk.
In addition to the above information, the following FAQ on classification and retention of
municipal records is designed to summarize the changes to Idaho Code section 50-907 that
became effective on July 1, 2016 and provide quick answers to often-asked questions. The
statute in its entirety is included in Appendix A.
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FAQ: CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS PER IDAHO CODE SECTION
50-907 AS OF JULY 1, 2016:
1. What are the four (4) statutory record classifications? The four (4) classifications are
permanent, historical, semipermanent, and temporary. For complete information regarding the
retention period and list of specific record types for each category, go to Appendix A at the end
of this Schedule where the statute is set forth in its entirety.
2. How are historical records described? Historical records shall consist of records
which, due to age or cultural significance, are themselves artifacts of historical value. Historical
records have enduring value based on the administrative, legal, fiscal, evidential or historical
information they contain. Historical records shall be retained by the city in perpetuity or may be
transferred to the ISHS’s permanent records repository pursuant to subsections 8 and 9 of section
67-4126, Idaho Code, upon resolution of the City Council.
3. Does the City allow for a fifth (5th) record category? Yes, the 5th available record
category is called “Transitory” and the retention period is less than two (2) years. Transitory
records do not need a resolution to destroy them. However, they should be destroyed according
to department policy.
4. Can the City reproduce, retain and manage records in a photographic, digital or
other nonpaper medium? Yes, see Idaho Code section 55-907(6) for the necessary form and
medium requirements to comply with the statute.
5. Is a reproduced record deemed an original public record for all purposes? Yes,
provided it is retained by the city in any form and medium permitted by Idaho Code section 55-
907(6).
6. When can a semipermanent or temporary paper original be summarily disposed of
or returned to sender? A semipermanent or temporary paper original can be summarily
disposed of or returned to sender once it has been retained in an appropriate nonpaper medium.
7. Can a permanent paper original be summarily disposed of or returned to sender
like semipermanent and temporary records once it has been reproduced in a nonpaper
medium? Yes, once a permanent paper original is converted, it may be treated like a copy and
destroyed provided the following steps are followed:
a. Prior to destruction of original paper documents, the City Clerk shall provide written
notice, either by email or mail, including a detailed list of the documents proposed for
destruction to the ISHS.
b. The ISHS has 30 days after receipt of the City Clerk’s notice to review the list and
respond in writing, either by email or mail, to the City Clerk identifying any
documents that will be requested to be transferred from the city to the ISHS for
retention in the permanent records repository.
c. Any documents that will not be transferred may be destroyed.
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d. If the City Clerk has not heard back from the ISHS within thirty (30) days after the
ISHS received notice from the City Clerk, then the records may be destroyed.
8. What has changed regarding destruction or transfer of records?
a. Permanent records:
(1) Must be kept forever by the city, except for paper originals of permanent records
maintained in a nonpaper medium as discussed in FAQ #7 (above); or
(2) Permanent records may be transferred to ISHS’s permanent records repository
upon resolution by City Council.
b. Semipermanent and Temporary records:
(1) May be destroyed only by resolution of the City Council and upon the advice of
City Attorney, except for paper originals of semipermanent or temporary records
retained in a nonpaper medium.
(2) Such disposition is under the direction and supervision of the City Clerk. The
Clerk no longer needs to give thirty (30) day written notice to the ISHS of intent
to destroy.
(3) Copies: It is always important to remember that once a Resolution to Destroy
Records is approved and the City Clerk gives the department the “ok” to destroy
the records listed therein, the department must take care to destroy all versions of
the records listed. In other words, copies cannot outlive the destruction of the
original record.
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CITY ATTORNEY’S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Legal Department
Administrative
Records
Written messages and reminders,
meeting notes, working drafts, legal
research source documents and
notes, copies of accounts payable
invoices and expense reports,
presentations, documents recording
department activities or plans,
department reports to directors, and
other material or aids that support
an employee’s day-to-day job
functions.
Transitory Until administrative need
ends or superseded
Bankruptcy
Notices and Case
Files
Records documenting notification
to the city that certain individuals
have filed for bankruptcy, and used
to determine if the individual owes
money to the city and to file notice
or claim with the court.
Information may include: debtor’s
name, utility accounts information,
prepared repayment plan and
related documentation.
Semipermanent
IC §50-907(2)(a,g)
5 years after receipt of
Trustee Final Report or
an Order Dismissing the
Case. (See Civil Case
Files for litigated claims
and adversary actions)
Budget
Preparation
Records
Working documents utilized to
establish yearly budget, including
enhancements, amendments, carry
forward support, FTE anticipation,
and quotes for goods or services.
Transitory Until administrative need
ends or superseded
Civil Case Files Pending and closed cases filed by
and against the city, including all
pre-litigation, litigation, appellate
documents (complaints, summons,
investigations, reports, attorney
notes, discovery-related records,
pleadings, affidavits, motions,
deposition transcripts, disposition,
orders and judgments, exhibits,
appeals, and related records), and
bankruptcy adversary action files.
Semipermanent
IC §50-907(2)(g)
10 years after date of last
action
Departmental
Reports
Reports prepared by the city
attorney for the mayor and city
council.
Semipermanent
IC §50-907(2)(e)
5 years
Director/Manager
HR-related
Records
Director and manager’s records
regarding City Attorney’s Office
employees, including performance
Transitory Until employee
separation (then
transferred to HR)
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
evaluations, comment cards,
complaints, certificates, etc.
Forms, Templates Legal forms and templates. Transitory Until superseded
Land Use Appeals Appeals of land use decisions,
including staff reports, pleadings,
briefs, and related records.
Semipermanent
IC §50-907(2)(g)
10 years after date of last
action
Legal Opinions,
Memoranda
Formal and informal opinions and
memoranda rendered by the city
attorney for the mayor, city council,
or city departments, examining
legal questions relating to
state/federal law/rules or local
ordinances/policies.
Semipermanent
IC §50-907(2)(g)
10 years
Privileged
Administrative
Records
Records held in confidence by the
City Attorney’s Office regarding
confidential or privileged matters
including personnel investigations,
settlements related to personnel
matters.
Semipermanent
IC §50-907(2)(g)
75 years
Settlement
Records
Settlement agreements and related
documentation from civil cases,
claims, mediation, and arbitration.
Semipermanent
IC §50-907(2)(g)
75 years
Training
Materials
Records related to training and
continuing education programs
attended by City Attorney’s Office
staff. Documents may include
instructional materials, course
descriptions, class enrollment and
attendance records, certificates of
attendance, etc.
Transitory Until administrative need
ends or superseded
Risk Management
Claim Files Claims for damages filed by and
against the city, including claims
caused by city employees/
equipment, including Property
Damage Records, Liability Claims
Records, Public Injury Reports,
and related correspondence.
Semipermanent
IC §50-907(2)(a,g)
10 years, provided there
is no litigation. (See
Civil Case Files for
litigated claims)
Insurance Policy
Records
Records documenting the terms
and conditions of city insurance
policies covering liability,
property, motor vehicle, etc.
Records usually include: policies,
endorsements, rate change notices,
agent of record, and related
documents.
Semipermanent
IC §50-907(2)(g)
5 years
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CITY CLERK’S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records
Activity
Logs/Reports
Daily, weekly monthly or other reports
documenting the activities of the City
Clerk’s Office employees, including but
not limited to: sign in/out sheet for keys,
archival Records and phone Logs, land
use, ordinances, permits, minutes, and
resolution tracking spreadsheets, and
Dashboard statistics
Transitory Until administrative
needs ends
Administrative
Records
Copies of: A/P invoices, Expense
Reports, MIP A/P unposted Reports,
Detailed Statements of Revenues and
Expenditures
Transitory Until administrative
need ends or record
is superseded
Budget Preparation
Records
Working documents utilized to build base
budgets and establish yearly budgets,
including but not limited to
enhancements, amendments, carry
forward support, FTE anticipation,
vehicle replacement, quotes for
service/maintenance
Transitory 1 year or until
administrative need
ends
Correspondence Policy/program correspondence,
documenting the formulation, adoption and
implementation of significant
policy/program decision. Including but not
limited to Commission, Committee and
City Clerk determination.
Permanent In perpetuity
Records created or received in the course
of administering city policies, procedures
or programs, but these records do not
provide insight into significant policy,
procedure or program discussions or
decisions.
Semipermanent 5 years
Correspondence created or received in the
course of administering City policies,
procedures or programs including but not
limited to memos, notes, thank you notes,
surveys, letters to businesses and citizens
and day-to day office and housekeeping
correspondence that does not contain
unique information about City functions or
programs, for example scrolling agenda
and announcements.
Transitory Until administrative
need ends
Customer
Complaints/Kudos
Complaint or Compliment records
including but not limited to letters, phone
Transitory Until administrative
need ends
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
calls, comment cards and in person
feedback from citizens, customers,
developers and contractors
Forms/Templates Forms/Templates created for use by the
City Clerk’s Office including but not
limited to visual aids, applications,
checklists, land use transmittals and web
documents
Transitory Until administrative
need ends or record
is superseded
HR Documents Departmental employee personnel records,
including but not limited to training
records, coaching notes, Performance
Evaluation, contact information. Record is
confidential and will be kept in a locked
files with manager until employment has
ended; File sent to HR for retention after
termination (voluntary or involuntary)
Transitory Until employment is
terminated; then
forward to HR
Meeting Records
and Notes
Special
Projects/Initiatives
Internal meeting records and/or staff level
notes generated in the course of day to day
business, including but not limited to;
agendas, notes and presentations
Transitory Until administrative
need ends or
superseded
Reference/Owner’s
Manuals/
Handbooks
Documents to include but not limited to:
Owner’s Manuals and code updates
Transitory Until superseded or
administrative need
ends
Department
Guidelines, Policies,
Procedures,
Processes and
Reports
Departmental Policy or program records
documenting the formulation, adoption
and implementation of departmental
policy or program decisions. Including
but not limited to Standard Operating
Procedures and Guidelines, reference
materials or materials obtained from
another government entity or agency used
in the development of said procedure
Transitory 1 year after
document is
replaced and/or
administrative need
ends
Presentations Formal department presentations to
Council, Chamber of Commerce or other
agencies/entities or people, e.g. New
Council member training, Joint
Council/Commission workshop training
Transitory Until administrative
need ends
Telephone Records Message logs, voicemails, Shortel call
volume reports etc.
Transitory Until administrative
need ends
Operational Records
Audio/Video
Recordings
Audio and video recordings of City
Council, Commission and Committee
Meetings.
Semipermanent 5 years
City Council and
Planning and
Zoning Meeting
Agenda, Minutes
and Minute Books
Records documenting meetings of the
City Council and/or Planning and Zoning
Commission and motions, resolutions,
ordinances, transcripts and other actions
taken at meetings.
Permanent
IC §50-
907(1)(a)
In perpetuity
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Contracts &
Agreements to
which the City is a
Party
Agreements with vendors and other
parties for the acquisition, lease, lease-
purchase or sale of equipment, supplies,
services or property, letters of credit,
warranty surety agreements which have
been approved at a City Council meeting,
approved by the Mayor, or have been
recorded with Ada County.
Semipermanent
IC §50-
907(2)(b)
25 years after
expiration
Easement
Agreements to
which the City is a
Party
Easement agreements which have been
approved at a City Council meeting,
approved by the Mayor, or have been
recorded with Ada County.
Permanent In perpetuity
Deeds & Real
Property Records
Records relating to ownership of real
property, including deeds, title opinions,
abstracts and certificates of title, title
insurance, documentation concerning
alteration or transfer of title, and records
relating to acquisition and disposal of real
property such as offer letters, options,
agreements of short duration, staff
reports, appraisal and inspection reports,
letters of transmittal, and related records.
Permanent
IC §50-
907(1)(e)
In perpetuity
Election –
Campaign Finance
Reports
Reports showing contributions and
expenditures in city campaigns by
mayor/council candidates, political
committees and independent
persons/entities. Includes C-1
(Certification of Treasurer), C-2
(Campaign Financial Disclosure Report),
C-4 (Independent Expenditures), C-5 (48
Hour Notice of Contributions/ Loans
Received), C-6 (Statement by
Nonbusiness Entity), and C-7 (48 Hour
Notice of Independent Expenditures).
Permanent
IC §50-
907(1)(g)
In perpetuity
Election –
Candidate
Declarations &
Petitions
Includes declarations of candidacy and
intent for candidates for city elective
office. Declarations of candidacy are
filed by candidates to get their name on
the election ballot, and are accompanied
by a filing fee of $40 or a petition with
the signatures of at least five qualified
city electors, including a certification by
the county clerk of the number of
signatures that are of qualified city
electors. Declarations of intent are filed
by write-in candidates, and do not require
the filing fee or petition.
Permanent
IC §50-
907(1)(g)
In perpetuity
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Election –
General/Regular
(Election Files)
Includes the first and second notice of
election and sample ballot which are
published in the official newspaper, poll
books showing the name, address and
signature of those voting in City
elections, and the tally book in which
election staff record and total the votes
cast for each candidate and ballot
question at the polling precinct.
Permanent
IC §50-
907(1)(g)
In perpetuity
Election –
General/Regular
(Working Files)
Includes the following records: polling
places, judges and clerks, challengers and
watchers, voting machines and vote tally
systems, correspondence, and other
records not specifically listed in this
schedule.
Semipermanent
IC §50-
907(2)(g)
5 years
Election ballots, including voted ballots,
unused ballots, spoiled ballots, ballot
stubs, absentee voting, and duplicate poll
books
Temporary
IC §50-
907(3)(e)
2 years
Oaths of Office Signed oaths of elected officials swearing
to uphold the federal and state
constitutions and laws of the city.
Permanent In perpetuity
Passports – General
Information
Training records, Department of State
monthly newsletters, and Passport
Agent’s Reference Guide.
Transitory Until administrative
need ends or record
is superseded
Passports –
Transmittals
Daily transmittal spreadsheets that
accompany passport applications mailed
to the Department of State Regional office.
Transitory 2 years
Permits & Licenses Records relating to city permits and
licenses issued in the City Clerk’s Office.
Semipermanent
IC §50-
907(2)(d)
10 years
Public Notices Records relating to proof of mailings. Transitory Until administrative
need ends
Public Records
Requests
Written public records requests, city
denials of public records requests,
responses, etc.
Temporary 1 years after last
action
Records
Management
Records
Destruction records including tracking
reports, destruction resolution and
authorization from Idaho State Historical
Society and legal counsel.
Permanent In perpetuity
Records of
Historical
Significance
Records of historical significance not
otherwise maintained by the Meridian
Historical Preservation Commission.
Permanent In perpetuity
Room Scheduling &
Reservation
Records for City
Hall
Records documenting scheduling and
reservations related to public meeting
rooms in City Hall. Such as reservation
request forms, and Outlook calendar
scheduling records.
Transitory Until administrative
need ends
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Vehicle Titles State of Idaho Certificate of Title for
vehicles owned by the City.
Transitory Until vehicle is no
longer owned by the
City
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COMMISSIONS*, COMMITTEES, AND BOARDS
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Agendas Agendas of commission, committee,
or board meetings
Permanent
IC §50-
907(1)(a)
In perpetuity
Audio Recordings Audio recordings of commission,
committee, or board meetings
Semipermanent
IC §§ 50-
907(2)(g)
5 years
Bylaws Internal rules governing commission,
committee, or board structure,
operations, procedures, officers, etc.
Permanent
IC §50-
907(1)(h)
In perpetuity
Contact
Information
Document listing commission,
committee, or board members’ names,
addresses, phone numbers, e-mail
addresses, etc.
Transitory Until administrative
need ends
Correspondence Correspondence regarding day-to-day
commission, committee, or board
operations or administration
Transitory Until administrative
need ends
Historical Project
Records
Records documenting a commission,
committee, or board project of
historical or cultural significance to
the City and/or Meridian community
Historical
IC §50-907(4)
In perpetuity
Minutes
Summary or verbatim minutes of
commission, committee, or board
meetings; documents and other written
or visual materials presented at
meetings (e.g., handouts, photos,
presentations, etc.)
Semipermanent
IC §§ 50-
907(2)(g)
5 years
Project Files and
Reports
Documents and materials used by staff
or commission, committee, or board
members in the course of researching,
developing, completing, reporting on,
or acting on initiatives of the
commission/committee/board
Transitory Until administrative
need ends
Roster, current List of current commission/committee/
board members, including names, seat
numbers, and appointment dates.
Transitory Until superseded
Roster, historical List of all commission, committee, or
board members throughout history of
the body; may include names, seat
numbers, dates of appointment and
departure.
Historical
IC §50-907(4)
In perpetuity
*Note: This schedule does not apply to City Council or Planning & Zoning Commission records,
which are addressed in Clerk’s Office Records Retention Schedule.
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COMMUNITY DEVELOPMENT DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative – All Divisions: (Community Development(CD) Departmental/Operational, Building
Services, Economic Development, Land Development, Planning( Community Development Block
Grant(CDBG) and Current/Long Range Planning)
Activity
Logs/Reports
Daily, weekly, monthly, or other reports
documenting the activities of the
Community Development (CD)
employees, including, but not limited to:
sign in/out sheet for credit card, car sign
in/out, archival records log, and
dashboard.
Transitory Until administrative
need ends
Administrative
Records
Copies of: A/P invoices, expense reports,
A/P unposted Reports, Detailed
Statements of Revenues, and
Expenditures.
Transitory Until administrative
need ends or record
is superseded
Budget Preparation
Records
Working documents utilized to build
base budgets and establish yearly
budgets, including, but not limited to:
enhancements, amendments, carry
forward support, Full Time Equivalent
(FTE) anticipation, vehicle replacement,
and quotes for service/maintenance.
Transitory 1 year or until
administrative need
ends
Committee/Ad-Hoc
Team Records
Agendas and meeting minutes/notes for
special groups convened by Community
Development for specific purposes such
as understanding operational gaps, Code
issues, and process delays.
Temporary 2 years
Correspondence
Policy/program correspondence,
documenting the formulation, adoption,
and implementation of significant
policy/program decisions.
Permanent In perpetuity
Records created or received in the course
of administering city policies,
procedures, or programs, but these
records do not provide insight into
significant policy, procedure, or program
discussions or decisions, including, but
not limited to: citizen response letters,
change of address notifications including
corner lot change of address, and street
name changes.
Semi-
permanent
5 years
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Correspondence and support material
created or received in the course of
administering City policies, SOPs,
programs, or customer service requests;
including other city departments and
interagency coordination, including, but
not limited to: lists, maps, graphics,
figures, and other location specific
materials and information, thank you
notes, letters to businesses, citizens, and
day-to-day office and housekeeping
correspondence, for example: final action
courtesy letters, will-serve letters and
address verifications.
Transitory Until administrative
need ends
Customer
Complaints/Kudos
Complaint or compliment records
including, but not limited to: letters,
phone calls, comment cards and in
person feedback from citizens,
customers, developers and contractors.
Transitory Until administrative
need ends
Department
Guidelines, Policies,
Procedures,
Processes and
Reports
Departmental policy or program
correspondence, documenting the
formulation, adoption, and
implementation of significant
departmental policy or program
decisions, including, but not limited to:
Standard Operating Procedures (SOP)
and department guidelines, etc.
Permanent In perpetuity
Departmental records created or received
in the course of administering
departmental policies, procedures, or
programs, but these records do not
provide insight into significant policy,
procedure, program, discussions, or
decisions. Including, but not limited to:
citizen response letters.
Temporary 2 years or until
administrative need
ends
City/departmental SOP/policy manual or
reference material from another
government agency or business.
Transitory 1 year after
document
replacement or until
administrative need
ends
Director
Determination/Inter
pretation
Documents, including, but not limited to:
written request for Unified Development
Code (UDC) interpretation, analysis, and
the responsive departmental opinion.
Permanent
In perpetuity
17 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Forms/Templates Forms/templates created for use by the
CD department, including, but not
limited to: visual aids/cut-sheets,
applications, checklists, and web
documents.
Transitory Until administrative
need ends or record
is superseded
HR Documents Departmental employee personnel
records, including, but not limited to:
training records, coaching notes,
performance evaluation, contact
information; record is confidential and
will be kept in a locked file, with
manager, until employment has ended.
Transitory Until employment is
terminated; then
forward to HR
Marketing
Materials
Documents, including, but not limited to:
working and draft research
products/materials, analysis, maps,
images, photos, demographics, market
studies, conference materials, site
selector information, spreadsheets,
public outreach/town hall information,
publications, or other metrics for
department, inter-departmental, and
external customers.
Transitory Until superseded or
administrative need
ends
Meeting Records
and Notes
Internal meeting records and notes
generated in the course of day- to- day
business, including, but not limited to:
agendas, notes, and presentation.
Transitory Until administrative
need ends or
superseded
Presentations Formal department presentations to City
Council, Commissions, Chamber of
Commerce, other agencies/entities, or
people.
Transitory Until administrative
need ends
Professional Service
Agreement(PSA)/Co
ntracts
Documents or communication related to
a PSA/contract, including, but not
limited to: copies of contract documents;
emails including (performance related)
correspondence from our PSA
consultants (electrical, plumbing,
mechanical, structural, and fire
disciplines).
Transitory Until administrative
need ends
Special
Projects/Initiatives
Final departmental documents related to
special, non-confidential, or one-time
projects, including, but not limited to:
strategic plan initiatives, urban renewal
districts, inventory, or non- application
specific projects.
Permanent In perpetuity
Work-in-progress documents, material,
or work products for ongoing or one time
projects, including, but not limited: to
Transitory Until superseded or
administrative need
ends
18 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
strategic plan initiatives, urban renewal
districts, inventory, or non-application
specific projects.
Staff Working
Documents, Notes
and Drafts
Documents, including, but not limited to:
notes, draft spreadsheets, PowerPoints,
Word, Adobe InDesign documents and
underlying work-in-progress information
that supports the day-to-day staff’s job
function.
Transitory Until superseded or
administrative need
ends
Reference/Owner’s
Manuals/
Handbooks
Documents, including, but not limited to:
owner’s manuals, International Code
Council (ICC), and reference documents
from other companies, government
agencies (e.g. Idaho Power, American
Disabilities Administration (ADA), Ada
County Highway District (ACHD),
Energy Commission, etc.).
Transitory Until superseded or
administrative need
ends
Reports & Studies Documents, including, but not limited to:
draft research information, market
studies, planning studies, and related
documents not adopted in the
Comprehensive Plan or UDC (e.g.
pathways, downtown street crossing).
Transitory Until superseded or
administrative need
ends
Telephone Records Message logs, voicemails, ShoreTel call
volume reports, etc.
Transitory Until administrative
need ends
Zoning Verification
Letter
Documents, including, but not limited to:
written requests for zoning analysis of a
specific parcel/property and the
responsive departmental opinion
Semi-
permanent
10 years
Building Division – Commercial and Government Buildings
Building Plans and
Specifications for
Commercial and
Government
Buildings
Drawn and written approved for
construction plans and specifications for
commercial and government buildings,
including, but not limited to: structural
calculations, geotechnical
investigations/reports (soil
classifications: strength, compressibility,
load bearing values tests: groundwater,
borings, pits, subsurface exploration),
and Certificate of Occupancy 2012 or
later.
Permanent
In perpetuity
19 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Building
Applications for
Commercial
Projects and
Government
Buildings
Accela files related to commercial and
governmental buildings and projects,
including, but not limited to: permit
application, signs, inspection records,
certificates of values, photos, building,
mechanical, plumbing, fire, and/or
electrical permits, letters, and
correspondence.
Semi-
permanent
10 years from record
date for all records
dated 2012 or later
Temporary Occupancies. Transitory Until issuance of
Final CO
Sign Permit Plans &
Specifications
Drawn and written approved for
construction plans and specifications for
commercial and government buildings
signs, including, but not limited to: (wall,
free standing, and monument/subdivision
identification).
Permanent
In perpetuity (see
Planning Schedule
for Retention)
Building Division – Non-Commercial and Non-Government Buildings (Residential)
Building Plans &
Specifications for
Non-commercial &
Non-government
Projects (after the
structure or project
receives final
inspection &
approval)
Drawn and written approved for
construction building plans and
Certificate of Occupancy 2012 or later.
Permanent
In perpetuity
Building
Applications for
Non-Commercial
Projects and Non-
Government
Buildings
Accela Files related to Non-commercial
and Non-governmental buildings and
projects, including, but not limited to:
permit applications, inspection records,
photos, building, mechanical, plumbing,
and/or electrical permits.
Semi-
permanent
10 years from record
date for all records
dated January 2012
or later
Temporary Certificate of Occupancies. Transitory Until issuance of
Final CO
Building
Correspondence for
Non-compliant
Projects & Building
Code Enforcement
Cases (compliance
& legal letters)
Correspondence, including, but not
limited to: signed letters of alternative
compliance from design professional,
engineers, or architects, letters generated
from City’s legal counsel, documented
notes of conversations, telephone logs,
photos of violations, analysis
reports/logs, etc.
Transitory Until administrative
need ends
Economic Development
Economic
Development
Website
HTML text stored in economic
development website’s external data
base. Documents, including but not
Transitory Until superseded or
administrative need
ends
20 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
limited to: Available Properties Lists and
marketing information.
Confidentiality
Agreement Projects
&
Correspondence/Do
cuments
Documents, related to signed
confidentiality agreements, including,
but not limited to: letters of intent,
community Tax Reinvestment Incentive
(TRI) match letter, market research,
project prospectus, photos, and written
correspondence.
Transitory Until administrative
need ends
Land Development Division – Commercial and Government Buildings
Land Development
Commercial and
Governments
Project Files
Documents created or used in the land
development phase of a commercial or
government building project, including,
but not limited to: annotated plats,
engineer certifications pertaining to (e.g.
private stormwater systems, pressurized
irrigation, gravity irrigation, private
roads).
Permanent In perpetuity
Files or documents created and/or used
in the land development phase of a
commercial project, including but not
limited to: approval letters, QLPE letters,
soil reports, and drainage calculations.
Semi-
permanent
10 years
Files or documents created and/or used
in the land development phase of a
commercial project, including, but not
limited to: approved for construction
drawings, staff reports, invoices,
application review comments, will serve
letters, transmittals, and memos.
Transitory
Until administrative
need ends
Land Development Division – Non-Commercial and Non-Government Buildings (Residential)
Land Development
Non-Commercial
and Non-
Government
(Residential) Project
Files
Documents created and/or used in the
land development phase of a residential
or Non-Government project, including,
but not limited to: annotated plats,
engineer certifications pertaining to (e.g.
private stormwater systems, pressurized
irrigation, gravity irrigation and private
roads).
Permanent In perpetuity
Files or documents created or used in the
land development phase of a residential
or commercial subdivision project,
including, but not limited to: approval
letters, QLPE letters, soil report, and
drainage calculations.
Semi-
permanent
10 years
21 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Files or documents created used in the
land development phase of a residential
or commercial subdivision project,
including, but not limited to: approved
for construction drawings, staff reports,
invoices, application review comments,
will serve letters, transmittals, and
memos.
Transitory
Until administrative
need ends
Permits and
Inspection Records
– All Land
Development
(Accela Record
ID’s)
Files or documents created and/or used
in the land developments phase of all
Governmental, Commercial, or
Residential/Commercial Subdivision
projects with Accela ID’s (LD-DEV,
LD-CLOT, LD-RSUB, LD-CSUB, LD-
CAP, LD-MISC, LD-WSA).
Semi-
permanent
10 years from the
creation of the
records
Surety
(performance)
All documents related to surety
agreements, including, but not limited to:
work-in-progress files for development
of a surety agreement (correspondence,
bids, memos, surety applications,
contract filing information), Letters of
Credit, Bonds, securing the performance
compliance with requirements or
conditions of a project; including, but not
limited to: sewer, water, landscaping,
fencing, amenities, car ports, pathways,
lighting, paving/striping for private park
lot(s), etc.
Transitory
Until requirements
and/or conditions are
met and
administrative need
ends or release
occurs whichever is
later
Letters of Credit/Bond(s) Transitory
Until requirements
and/or conditions are
met and
administrative need
ends or release
occurs, whichever is
later (see Clerk’s
schedule)
Cash Transitory
Until requirements
and/or conditions are
met and
administrative need
ends or release
occurs, whichever is
later (see Finance’s
schedule)
Surety (warranty) All documents related to Surety
Agreements, including, but not limited
to: working files for development of a
surety agreement (correspondence, bids,
Transitory Until requirements
and/or conditions are
met and
Administrative need
22 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
memos, surety applications, business
filing information), Letters of Credit,
Bonds, securing the performance and
warranty compliance with requirements
or conditions of a project; including, but
not limited to: sewer, water, landscaping,
fencing, amenities, car ports, pathways,
lighting, paving/striping, and private
park lot(s) etc.
ends or release
occurs whichever is
later
Letters of Credit/Bond(s) Transitory
Until requirements
and/or conditions are
met and
administrative need
ends or release
occurs, whichever is
later (see Clerk’s
schedule)
Cash Transitory
Until requirements
and/or conditions are
met and
administrative need
ends or release
occurs, whichever is
later (see Finance’s
schedule)
Planning Divisions Community Development Block Grant (CDBG)
Plans and Reports Plans, reports, substantial plan
amendments, and related
correspondence.
Permanent
In perpetuity
Sub Recipient
Agreements and
Supporting
Documents
Documents, including, but not limited to:
agreements, Consolidated Annual
Performance Evaluation Report
(CAPER), sub-recipient agreements,
environmental review records, PSAs
(and corresponding products), sub-
recipient reporting documents (activity
reports, draw requests, labor files), etc.
Semi-
permanent
10 years from the
completion of a
program year’s
HUD approved
CAPER
Planning Division –Administrative Applications
Accessory Use
Permits for Daycare
or Home
Occupation
Documents, including, but not limited to:
application, associated checklist items,
and staff report with decision letter.
Permanent In perpetuity
Alternative
Compliance
Documents, including, but not limited to:
application, associated checklist items
and decision letter, or decision is
Permanent
In perpetuity
23 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
rendered with a concurrent
administrative or hearing application.
Certificate of
Zoning Compliance
Documents, including, but not limited to:
application, associated checklist items,
certificate of zoning compliance (CZC),
and staff report.
Permanent
In perpetuity
Conditional Use
Permit Minor
Modification
Documents, including, but not limited to:
application, associated checklist items,
and staff report with decision letter.
Permanent
In perpetuity
Design Review Documents, including, but not limited to:
application, associated checklist items,
and design review staff report, or
decision is rendered with a concurrent
CZC staff report.
Permanent
In perpetuity
Private Road Documents, including, but not limited to:
application, associated checklist items,
tentative decision letter, maintenance
agreement, reciprocal cross access
easement and final decision letter.
Permanent
In perpetuity
Property Boundary
Adjustment
Documents, including, but not limited to:
application, associated checklist items
and tentative decision letter, final
decision letter, and documents that
include recorded record of survey, new
deeds, new tax parcel numbers, etc.
Permanent
In perpetuity
Sign Permit Plans &
Specifications
Documents, including, but not limited to:
application, associated check list items
and approved, sign specifications
(plans/design/drawings).
Permanent In perpetuity
Sign: Planned Sign
Program; No
longer issuing, but
still have existing
records
Documents, including, but not limited to:
approved application, and sign
requirements for a specific project.
Semi-
permanent
5 years after
revocation from
property owner
Sign: Limited
Duration
Documents, including, but not limited to:
application, associated checklist items,
and approved sign design/drawings.
Semi-
permanent
10 years
Surety: Planning Included in Land Development
Description.
See Land
Development
Schedule for
retention
See Land
Development
Schedule for
retention
Time Extension Documents including, but not limited to:
application, staff report, and decision
letter.
Semi-
permanent
5 years
24 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Vacation Documents, including, but not limited to:
application, associated checklist items
and staff report with decision letter.
Permanent In perpetuity
Annexation Documents, including, but not limited to:
application, associated checklist items,
staff report, Planning and Zoning
Commission Recommendations, and
Findings.
Permanent
In perpetuity
Comprehensive
Plan Text and Map
Amendments
Documents, including, but not limited to:
application, associated checklist items,
staff report, area of city impact
negotiation with Ada County, Planning
and Zoning Commission
Recommendations, Findings if
accompanying another concurrent
hearing application.
Permanent
In perpetuity
City Council Review
(appeal)
Documents, including, but not limited to:
application, associated checklist items,
staff report/memo and decision letter.
Permanent
In perpetuity
Conditional Use
Permit Modification
Documents, including, but not limited to:
application, associated checklist items,
staff report, and Findings.
Permanent
In perpetuity
Development
Agreement
Modification
Documents, including, but not limited to:
application, associated checklist items,
staff report, draft copy of the amended
development agreement, and Findings.
Permanent
In perpetuity
Planned Unit
Development
Documents, including, but not limited to:
application, associated checklist items,
staff report, Planning and Zoning
Commission Recommendations, and
Findings.
Permanent
In perpetuity
Final Plat
Modification
Documents, including, but not limited to:
application, associated checklist items,
staff report, Order of decision.
Permanent
In perpetuity
Preliminary Plat Documents, including, but not limited to:
application, associated checklist items,
staff report, Planning and Zoning
Commission Recommendations,
Findings.
Permanent
In perpetuity
Preliminary and
Final Plat
Documents, including, but not limited to:
application, associated checklist items,
staff report, and Order of Decision.
Permanent
In perpetuity
25 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Short Plat Documents, including, but not limited to:
application, associated checklist items,
staff report, and Findings.
Permanent
In perpetuity
Rezone
Documents, including, but not limited to:
application, associated checklist items,
staff report, Planning and Zoning
Commission Recommendations, and
Findings.
Permanent
In perpetuity
Time Extension -
Planning & Zoning
Commission or
Council
Documents, including, but not limited to:
application, associated checklist items,
staff report, and Order.
Permanent
In perpetuity
Unified
Development Code
Text Amendment
Documents, including, but not limited to:
application, associated checklist items,
staff report, Planning and Zoning
Commission Recommendations.
Permanent
In perpetuity
Vacation Documents, including, but not limited to:
application, associated checklist items,
and staff report.
Permanent
In perpetuity
Variance Documents, including, but not limited to:
application, associated checklist items,
staff report, and Findings.
Permanent
In perpetuity
26 | P a g e
FINANCE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative – All (Administration, Arts & Culture, Billing, Budget, Controller, Purchasing)
Activity
Logs/Reports
Daily, weekly monthly or other reports
documenting the activities of the
Finance Department employees,
including but not limited to: sign in/out
sheet for credit card, car sign in/out, etc.
Transitory Until one year after
audit
Correspondence
Adopted policy/programs impacting
departments City-wide
Permanent In perpetuity
Records created or received in the
course of administering city policies,
procedures or programs, but these
records do not provide insight into
significant policy, procedure or program
discussions or decisions. Including but
not limited to Citizen Response letters,
billing adjustment requests, etc.
Semipermanent 5 years
Correspondence created or received in
the course of administering City
policies, procedures or programs
including but not limited to Memos,
transmittals, notes, comments, thank you
notes, letters to businesses and day-to
day office and housekeeping
correspondence that does not contain
unique information about City functions
or programs.
Transitory Until administrative
need ends
Committee
Records
Agendas and meeting minutes/notes for
special groups convened by the
department for specific purposes such as
understanding operational procedures,
gaps, and process delays
Transitory Until administrative
need ends
Customer
Complaints/Kudos
Comment cards, copies of emails,
letters, and other documents relaying
complaints or kudos for staff and/or
department functions
Transitory Until administrative
need ends
Department
Guidelines,
Policies,
Procedures, and
Processes
Finance Departmental Standard
Operating Policy/Procedures
Transitory Until record is
superseded
27 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative
Reports
Documents generated by department
staff for miscellaneous internal reports.
May also include complaints or
compliment records including but not
limited to letters, phone calls, comment
cards and in person feedback from
citizens, customers,
Transitory Until administrative
need ends
Forms/Templates Forms/Templates created for use by the
Finance Department including but not
limited to visual aids, applications and
checklist, billing forms, budget and
purchasing templates
Transitory Until administrative
need ends or record
is superseded
HR Documents Departmental employee personnel
records kept in locked files with
manager until employment has ended;
File sent to HR for retention after
termination(voluntary or involuntary)
Transitory Until employment is
terminated; then
forward to HR
Staff Records and
Notes
Records and notes generated in the
course of day to day business, including
but not limited to; agendas, minutes,
notes, presentations, notebooks, meeting
notes, to-do lists, employee –compiled
notes, etc. May also include documented
attendance and presentation by Finance
Department employees at conventions,
conferences, seminars, workshops and
similar training events. Includes training
requests, training and Continuing
Education Unit tracking reports and
other related correspondence
Transitory Until administrative
need ends or
superseded
Photographs Includes both formal and informal
photos from events or day to day
operations
Transitory Until administrative
need ends or
superseded
Presentations Formal department presentations to
Council or others, e.g. New Council
member training, citywide staff training.
Transitory Until superseded or
administrative need
ends
Reference/Owner’s
Manuals/Books
Documents to include but not limited to:
equipment manuals, reference materials
Transitory Until superseded or
administrative need
ends
Special
Projects/Initiatives
Documents related to special or non-
confidential one-time projects
Temporary 2 years or until
administrative need
ends
Telephone Records Message logs, voicemails, etc. Transitory Until administrative
need ends
28 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Accounting
Accounts Payable Records documenting payment of city
bills, including reports, invoices, check
stubs, purchase orders, payment
authorizations.
Semipermanent
IC §50-
907(2)(a)
5 years
Accounts
Receivable
Records documenting billing and
collection of monies owed to the city by
vendors, citizens, organizations,
governments, etc. Records include:
reports, receipts, invoices, statements,
etc. Information typically includes:
receipt amount, date, invoice number,
name, account number, account balance,
adjustments, etc.
Semipermanent
IC §50-
907(2)(a)
5 years
Cash Receipts Receipt and supporting documentation Semipermanent
IC §50-
907(2)(a)
5 years
Grant Records Records documenting the application,
evaluation, awarding, administration,
reporting and status of grants applied
for, received, awarded or administered
by the city. Records include:
applications and proposals, summaries,
objectives, activities, budgets, exhibits,
award notices, progress reports,
contracts, financial reports, and related
correspondence and documentation.
Semipermanent
IC §50-
907(2)(g)
10 years from final
grant close-out
Sales & Use Tax
Forms
Used to report and remit sales tax
collected and due to the state.
Semipermanent
IC §50-
907(2)(a)
5 years
Travel Records Records documenting requests,
authorizations, reimbursements, and
other actions related to employee travel,
including expense reports and receipts,
vouchers and related documents.
Semipermanent
IC §50-
907(2)(a)
5 years
Budget
Financial Reports
Quarterly
Published
Reports documenting the financial
condition and operation of the city,
Reports include information on revenues
and expenditures in relation to the final
budget.
Semipermanent
IC §50-
907(2)(a)
10 years
Financial Reports
Year End
Reports and data used to document the
financial condition and operation of the
Semipermanent
IC §50-
907(2)(a)
5 years
29 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
city, sub ledgers related to, but not
including the final Audit Report.
Bank Transaction
Records
Records documenting the status and
transaction activity of city bank
accounts, including account statements.
Semipermanent
IC §50-
907(2)(a)
5 years
Budget Hearing
Notice
Newspaper notice of budget hearing. Permanent
IC §50-
907(1)(h) ,
Held in Clerks
Office
In perpetuity
Budget Records
Records used in preparing and adopting
the city budget, including revenue
projections, instructions, department
requests, worksheets, council-approved
tentative budget and notice of budget
hearing, adopted appropriations
ordinance and amendments, and other
information.
Semipermanent
IC §50-
907(2)(a)
10 years
Cancelled checks
Bank record of account transactions. Semipermanent
IC §50-
907(2)(a)
5 years
Capital Asset
Records –
Purchase
Record of purchase, vendor invoice and
related documents.
Semipermanent
IC §50-
907(2)(a)
5 years
Capital Asset
Records – Disposal
Record of disposal, department request
of disposal.
Semipermanent
IC §50-
907(2)(a)
5 years after disposal
Gift and
Contribution
Records
Records documenting gifts and
contributions to the city.
Semipermanent
IC §50-
907(2)(a)
10 years
Chief Financial Officer
Investment
Records
Reports, statements, summaries,
correspondence and other records
documenting and tracking investments
made by the city, including the Local
Government Investment Pool.
Semipermanent
IC §50-
907(2)(a)
5 years
Controller
Accounting
Software Records
Transaction records within the
Accounting Software system: including
– payroll, vendor listing, vendor
payments, vendor purchase orders,
budget transactions, cash receipts, and
general ledger.
Semipermanent
IC §50-
907(2)(a)
10 years
30 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Audit Report
Documents the city’s annual audit,
examining compliance with generally
accepted accounting principles and
methods, the accuracy and legality of
transactions and accounts, and
compliance with requirements, orders,
and regulations pertaining to the
financial condition and operation of the
city. Information includes: financial
statements, auditor’s report and
recommendations, single audit
information concerning federal grants,
and other information.
Permanent
IC §50-
907(1)(d); Held
in Clerks Office
In perpetuity
Bond Records
Records documenting financing of city
improvements through bonded
indebtedness. Records include: bond
rating information, bond and election
ordinances, legal notices announcing
bond election, bond counsel information
and opinions, covenants, paid bonds and
coupons, bond registers, State Treasurer
public bond issue reports (IDAPA
54.01.01), etc.
Permanent
IC §50-
907(1)(a)(b)(h);
Held in Clerks
Office
In perpetuity
Departmental
Reports
Reports documenting the financial
condition and operation of the city,
issued on a monthly, quarterly, annual or
other basis, including quarterly
published treasurer’s report and year-end
financial reports. Reports include
information on revenues and
expenditures in relation to the final
budget.
Semipermanent
IC §50-
907(2)(e)
10 years
General Ledgers
Records documenting the summary of
accounts reflecting the financial position
of the city, showing debit, credit and
balance amounts per account, budget,
fund and department, asset depreciation,
and totals for notes receivable, interest
income, amounts due from other funds,
bank loans received, cash in escrow,
deferred loans received, cash, revenue,
accounts receivable, accounts payable,
etc.
Semipermanent
IC §50-
907(2)(a)
10 years
Journal Entries Records including detailed reports and
back up documentation for journal
entries
Semipermanent
IC §50-
907(2)(a)
5 years
31 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Local
Improvement
Districts (LID)
Records documenting the formation of a
local improvement district and levying
of special assessments, including:
ordinance, published notices, assessment
roll, appeals, affidavits, bonds and
coupons, delinquencies, and related
correspondence and documents.
Permanent
IC §50-
907(1)(e); Held
in Clerks Office
In perpetuity
Real Property
Title Records
Records of real property. Permanent
IC §50-
907(1)(e); Held
in Clerks Office
In perpetuity
Payroll
Administrative
Reports
Reports, statistical studies, and other
records designed and used for budget
preparation, projections, workload and
personnel management, and research and
general reference.
Semipermanent
IC §50-
907(2)(a)
10 years
Deduction
Authorization
Records
Records documenting employee
authorization for voluntary payroll
deductions. Records may include: direct
bank deposits, insurance applications,
enrollment cards, deduction
authorizations, approval notices,
deduction terminations, and related
records.
Semipermanent
IC §50-
907(2)(a)
5 years after
employee separation
Federal & State
Tax Records
Records, in addition to those itemized in
this section, used to report the collection,
distribution, deposit, and transmittal of
federal and state income taxes as well as
social security tax. Examples include:
the federal miscellaneous income
statement (1099), employers’ quarterly
federal tax return (941, 941E), tax
deposit coupon (8109), and similar
federal and state completed forms.
Semipermanent
IC §50-
907(2)(a)
5 years
Garnishment
Record
Records documenting requests and court
orders to withhold wages from employee
earnings for garnishments, tax levies,
support payments, and other reasons.
Usually includes original writs of
garnishment, orders to withhold, federal
or state tax levies, recapitulations of
amounts withheld, and related records.
Information usually includes: employee
name and social security number, name
of agency ordering garnishment,
amount, name of party to whom
Semipermanent
IC §50-
907(2)(a)
5 years after
termination.
32 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
payment is submitted, dates, and related
data.
Registers – Other Monthly registers documenting earnings,
deductions, and withholdings of city
employees.
Transitory Disposed yearly after
audit
Registers Year
End
Payroll Registers: Registers or records
serving the same function of
documenting the earnings, voluntary and
required deductions, and withholdings of
city employees. Information usually
includes employee name and social
security number, hours worked, rate,
overtime, vacation value, various
allowance, gross pay, federal and state
withholding, voluntary deductions, net
pay, and related data.
Semipermanent
IC §50-
907(2)(a)
5 years
Time Records Records documenting hours worked,
leave hours accrued, and leave hours
taken by city employees. Information
usually includes: employee name and
employee number, hours worked, type
and number of leave hours taken, total
hours, dates and related data.
Semipermanent
IC §50-
907(2)(a)
5 years after
employee separation
W2s Annual statements documenting
individual employee earnings and
withholdings for state and federal
income taxes and social security tax,
also known as federal tax form W-2.
Information includes: city name and tax
identification number, employee name
and social security number, wages paid,
amounts withheld, and related data.
Semipermanent
IC §50-
907(2)(a)
5 years
W4s Certificates documenting the exemption
status of individual city employees, also
known as W-4 forms. Information
includes: employee name and address,
social security number, designation of
exemption status, and signature.
Semipermanent
IC §50-
907(2)(a)
5 years after
employee separates
PERSI Records Records relating to PERSI, including
Employer Remittance Forms, invoices,
correspondence, financial adjustments,
etc.
Semipermanent
IC §50-
907(2)(a)
5 years
Unemployment
Reports
Records documenting employee
earnings on a quarterly basis. Used to
document costs and charges in the event
of an unemployment compensation
claim. Information includes: employee
Semipermanent
IC §50-
907(2)(a)
5 years
33 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
name and social security number,
quarterly earnings.
Purchasing
Contracts Agreements with vendors and other
parties either in hard copies or contained
on the Contract Management Database
for the acquisition or sale of equipment,
supplies, services or property, also
includes insurance certificates, payment
and performance bonds pertaining to a
solicitation or contract that Purchasing is
facilitating.
Semipermanent
IC §50-
907(2)(b)
5 years from date of
substantial
completion
Original agreements and contracts that
have been approved by Council
Permanent,
Held in Clerks
Office
In perpetuity
Lease Agreements Lease agreements for property or
equipment.
Semipermanent
IC §50-
907(2)(b)
5 years
Purchase Orders Requests and purchase orders for goods
or services purchased by the city.
Information includes: department,
delivery location, date, quantity,
description, unit and total price, and
authorizing signatures.
Semipermanent
IC §50-
907(2)(a)
5 years
Purchasing
Selection
Records documenting competitive
bidding and purchase of goods, services,
and public works construction, and
procurement of design professionals.
Records include: published notices and
solicitations, specifications, bids,
requests for qualifications, statements of
qualifications, etc.
Semipermanent
IC §50-
907(2)(a)
5 years from the date
of award
Utility Billing
Adjustment
Registers
Records documenting adjustments to
customer water, sewer, garbage or other
city-provided service billings for debits,
credits, refunds, returned checks, and
related reasons. Information usually
includes: customer’s name and address,
type of adjustment, justification, amount
changed, authorizing signatures and
other information. (Records held within
the billing software).
Semipermanent
IC §50-
907(2)(a)
5 years
34 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Billing Directive
Application completed by owner or
property manager to initiate Third Party
billing for specified utility account.
Information included: owner, property
manager, tenant, move-in date, and
service address.
Semipermanent
IC §50-
907(2)(a)
5 years
Billing/Payment
Registers
Records documenting transactions on
the water, sewer, garbage or other city-
provided service account of each
customer. Useful for reference to assure
accurate customer billings and posting of
payments. Information often includes:
customer’s name, service address, meter
reading, water usage, utility charges,
payments, adjustments and related data.
(records held within the billing
software).
Semipermanent
IC §50-
907(2)(a)
5 years
Change Record
Records documenting routine
information changes to customer
accounts, including name and address.
(Records held within the billing
software).
Semipermanent
IC §50-
907(2)(a)
5 years
Customer File
General correspondence and forms
related to a specific utility account. This
information would be in addition to that
found within the billing software.
Documents in file may include and are
not limited to: general letters, payment
arrangement forms, third party billing
docs, hard copies of customer history
reports, leak adjustment requests, letters
submitted to the City for customers.
Semipermanent
IC §50-
907(2)(a)
5 years
Disconnect Notice
to City Council
Notice to City Council to verify that no
customer currently slated for shut off
due to non-payment has requested a
hearing with the Board of Adjustment.
Notice includes number of customers
slated for shut off and the value of the
delinquent accounts.
Semipermanent
IC §50-
907(2)(a)
5 years
Disconnect Record
Records documenting a customer’s
request for disconnection of water,
sewer, garbage or other city-provided
services. (records held within the billing
software).
Semipermanent
IC §50-
907(2)(a)
5 years
35 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Meter Readings
Document the readings of customer
water meters for billing purposes.
Information typically includes: meter
reading, date read, account number,
billing code, final reading, reason for
turnoff, meter changes, and related data.
(records held within the billing software)
Semipermanent
IC §50-
907(2)(a)
5 years
Payment
Arrangements
One page document that records a
customer’s promise to pay.
Transitory Until administrative
need ends.
Renter
Addendums
Supplemental document completed by
the tenant to accept the third party
billing for specified utility account.
Information included: tenants name,
service address, mailing address and
phone number.
Semipermanent
IC §50-
907(2)(a)
5 years
Security Deposit
Records
Records documenting customer payment
of a security deposit to receive
temporary dumpster services.
Information usually includes date,
amount of deposit, customer’s name,
address, and account number, date
account closed, refund date, amount of
deposit applied, and related information.
Semipermanent
IC §50-
907(2)(a)
5 years
Shut Off Turn On Electronic spreadsheet used during shut
off day by water department field staff
and MUBS. Tracks customers that are
to be shut off, payments, and turn-ons as
authorized. Record includes: Customer
name, service address, meter id, time of
shut off, time of payment, time of turn-
on, fee waived if applicable and general
notes.
Semipermanent
IC §50-
907(2)(a)
5 years
36 | P a g e
FIRE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative
Records
Records regarding day-to-day administration
of department, e.g., copies of invoices, travel
records, uniform clothing purchases, fuel
charges, fuel receipts, fuel reports, inventory
asset information forms, phone logs and
waste water inventory.
Transitory
Until administrative
need ends or record is
superseded
Car Seat
Inspections
Car seat inspection forms. Semipermanent 10 years
Correspondence Day-to-day office and housekeeping
correspondence not unique to city functions
or programs.
Transitory
Until administrative
need ends
General administrative correspondence,
including records created or received in the
course of administering city
policies/programs, but not related to
significant policy/program discussions or
decisions. Includes customer survey cards.
Semipermanent 5 years
Policy/program correspondence, documenting
the formulation, adoption, and
implementation of significant policy/program
decisions, including letters to personnel,
Certified Family Home Fire District letters,
letters regarding training burns, etc.
Permanent In perpetuity
Department
Reports
Monthly, Quarterly and Annual Department
reports.
Permanent In perpetuity
Equipment and
Vehicle Test,
Maintenance &
Repair Records
Records documenting maintenance and
repairs of equipment, vehicles and other
assets with a useful life generally more than
five years. Includes the following: fire hose
records (such as test date, date previously
tested, apparatus number, station number,
hose diameter, conditions found, service date,
defects corrected, etc.), annual ladder
inspections and test results, tests done on
SCBA’s (including flow testing), etc.
Vehicle maintenance records, inspections,
pump testing and repair records of apparatus.
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. Per NFPA Standards
1901,1961,1852 and 1500.
Permanent
In perpetuity
37 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Fire & Security
Alarm System
Records
Records documenting the department’s role in
issuing permits, testing and maintaining fire
and security alarms, including fire alarm and
sprinkler system plans. May include permits,
applications, malfunction reports,
maintenance reports, and related documents.
Permanent In perpetuity
Fire
Investigation
Records
Fire and arson investigation case files,
including investigative reports, witness
statements, photographs, maps,
correspondence, notes, video and audio
recordings, copies of property releases,
laboratory reports, and incident/injury reports.
Permanent In perpetuity
Hazardous
Materials
Records
Inspection records of underground and above
ground fuel storage tanks. Reports and
investigation results of incidents including
spills and leaks, etc.
Permanent In perpetuity
Historical
Records
Newspaper clippings and articles relating to
the Meridian Fire Department, photos of
events.
Permanent In perpetuity
In-Home Care
Facility
Inspections
Documents relating to fire code inspections
performed by the department of home
daycares and foster care homes. May include
reports, notices, citations, occupancy and pre-
fire planning records, floor plans, sketches,
reports, lists and related documents.
Permanent In perpetuity
Inspection and
Occupancy
Records for
Commercial
Buildings
Documents relating to fire code inspections
performed by the department of commercial
buildings. May include reports, notices,
citations, occupancy and pre-fire planning
records, floor plans, sketches, reports, lists,
Tier II reports and related documents.
Permanent In perpetuity
Juvenile Fire
Setter
Evaluations
Case files related to juvenile fire setter
investigation, including investigative reports,
witness statements, photographs, maps,
correspondence, notes, video and audio
recordings, copies of property releases,
laboratory reports, incident/injury reports.
Permanent In perpetuity
Maps Maps and related records maintained by the
department for address location, reference
and for tracking various trends. May include
lists, books and other methods of address
location.
Transitory Until superseded
Meeting
Minutes
Final, approved Officer and Command Staff
meeting minutes.
Semipermanent 5 years
Narcotics
Inventory &
Usage
Narcotic inventory and usage- hard copy,
narcotics distributed to the engine companies.
Temporary 3 years
38 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
National Fire
Incident
Reports
National Fire Incident Reporting System
(NFIRS) Fire Incident Report, relating to fire
run, medical emergency, casualty, hazardous
materials call, false alarm, good intent, or
service call. May include property release
forms, civilian and fire service casualty
reports, hazardous materials reports, etc.
Permanent In perpetuity
Patient Care
Records
Records related to patient care, refusal of
care, denial of need for care, supplemental
emergency medical services reports,
diagnostic attachments to include ECG, care
summary reports and vital sign reports.
Permanent In perpetuity
Plans,
Protocols,
Guidelines,
Policies
Records related to department operations,
including Medical Supervision Plan, standing
written orders, operational guidelines,
administrative and operational policies.
Transitory Until superseded
Proof of
Insurance
Proof of worker’s compensation and other
insurance required for training tower usage by
other agencies.
Transitory
Until superseded
Public
Education
Programs &
Publications
Records related to the design and
implementation of educational and other
outreach programs provided to the public by
the department. May include: class
descriptions, instructional materials, course
outlines, class enrollment and attendance
records, reports, speeches, and publications.
Semipermanent 5 years
Public Record
Requests
Public records requests and responses. Temporary 2 years after last
action
Ride-Along
Forms
Signed waivers for persons requesting a ride-
along with the department. Ride Along
tracking records.
Temporary
2 years
Rural Fire
Protection
District Records
All records of activities of the department or
other City departments as they relate to the
Meridian Rural Fire Protection District. May
include: annual audits, land and apparatus
acquisition records, records relating to
construction of fire stations, bank statements,
tax levy forms, Local Government Investment
Pool statements, financial statements, annual
budget records, legal notices, meeting
minutes, election records, declarations of
candidacy, election results, ICRMP insurance
records, audio recordings of meetings.
Permanent In perpetuity
Structure Burn
Training
Records
Records related to structure burns. Semipermanent 10 years
39 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Subpoena,
Duces Tecum or
Requiring
Court
Appearance
Records including subpoenas for records
retained by the Fire Department (duces
tecum) or subpoenas requiring Fire
Department personnel to appear in court.
Transitory Until administrative
need ends
40 | P a g e
HUMAN RESOURCES DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative
Records
Copies of administrative records including
A/P invoices, expense reports, professional
membership documents, etc.
Transitory Until administrative
need ends or record
is superseded
Affirmative
Action; Equal
Employment
Opportunity
Commission
Reports
Records documenting city compliance with
the Civil Rights Act of 1964, the Equal
Employment Opportunity Act of 1972 and
the Americans with Disabilities Act.
Records include: plans, policy statements,
reports, investigations, case files and related
information. Also includes EEO-4 reports
submitted to the Equal Employment
Opportunity Commission (EEOC)
documenting compliance with EEOC
requirements by cities with 15 or more
employees.
Semipermanent
IC § 50-907(2)(g);
29 CFR
1602,1602.14,
1620.32
5 years from date of
request or personnel
action whichever is
later
Benefits
Continuation
Records documenting notice to employees,
spouses and dependents informing them of
their rights to continue insurance coverage
after termination or disability or family
leave and whether coverage was elected or
rejected. Continuation may be under
COBRA or another provision. Notice is also
sent to a third party administrator who
administers the extended coverage. Records
may be filed with the Employee Benefits
Records or Employee Personnel Records.
Semipermanent
IC § 50-907(2)(g);
29 CFR 1627.3
75 years after
employee
separation,
expiration of
eligibility, or
completion of
litigation, whichever
is longest
Budget Prep
Records
Working documents utilized to build base
budgets and establish yearly budgets;
worksheets, enhancements, amendments,
etc.
Semipermanent 10 years
Collective
Bargaining
Records documenting negotiations between
the city and employee representatives,
including contracts, reports, negotiation
notes, letters of agreement, arbitration
findings, cost analyses, minutes, tape
recordings, etc.
Temporary
IC § 50-907(3)(d);
29 CFR 516.5
3 years
Committee
Records
Agendas and meeting minutes/notes for
special groups convened by HR for specific
purposes such as Benefits, Compensation,
and Wellness.
Semipermanent 7 years
Correspondence,
Administrative
Correspondence created or received in the
course of administering City policies and
programs.
Semipermanent 5 years
Correspondence,
Transitory
Correspondence regarding day-to-day office
operations and does not contain unique
Transitory Until administrative
need ends
41 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
information about City functions or
programs.
Databases Database records created and maintained for
the purposes of generating reports, data
files, and a variety of different outputs.
Transitory Until administrative
need ends or record
is superseded
Department
Guidelines,
Policies,
Procedures,
Processes, and
Reports
HR guidelines, including but not limited to,
Salary Administration Guidelines.
Semipermanent 10 years from date
guideline in its
entirety, or any part
thereof, is officially
replaced, updated
City Standard Operating Policy/Procedure
Manual.
Semipermanent 20 years from date
SOP Manual in its
entirety, or any part
thereof, is officially
replaced, updated
Records documenting and relating to HR
processes, including but not limited to,
recruiting/interviewing processes.
Semipermanent 5 years from date
HR process in its
entirety or any part
thereof, is officially
replaced, updated
Policies, reports, and documents regarding
the internal department operations and
procedures (e.g. Turnover, Recruiting
reports, etc.).
Semipermanent 10 years
HR reports regarding department
performance or other management
presentations. Includes reports documenting
trends, department or City performance in
key areas as determined.
Semipermanent 10 years
Records that document the formulation,
adoption and implementation of internal
actions/decisions.
Transitory Until administrative
need ends or record
is superseded
Employee Benefits Records relating to city employee benefits
information such as: selection of insurance
plans, retirement, pension, and disability
plans, deferred compensation plans, and
other benefit information. Records may
include but are not limited to: plan selection
and application forms, enrollment records,
contribution and deduction summaries,
personal data records, authorizations,
beneficiary information, notices of
disability payment made, and related
documentation.
Semipermanent
IC §§ 50-907(2)(g)
and 45-610; 29
CFR 1627.3; 29
CFR 1602.31;
IDAPA
09.01.35.081
75 years after
employee
separation,
expiration of
eligibility, or
completion of
litigation, whichever
is longest
Employee Medical
Records
Document an individual employee’s
medical history. These records are not
personnel records and must be kept in a
separate location from employee personnel
Semipermanent
IC §§ 50-907(2)(g)
and 72-601; 29
75 years after
employee
separation,
expiration of
42 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
records as required by the Americans with
Disabilities Act. Records may include, but
are not limited to: medical exam records
(pre-employment, pre-assignment, periodic
or episodic), X-rays, and records of
significant health or disability limitations.
CFR 1602.31; 29
CFR 1910.1020
eligibility, or
completion of
litigation, whichever
is longest
Employee
Personnel Records
Document of employee’s work history.
Records may include, but are not limited to:
employment applications, notices of
appointment, training and certification
records, records of health limitations, drug
testing, salary schedules, personal actions,
performance evaluations, awards and other
special recognition, letters of
recommendation, investigation information,
disciplinary action, notices of layoff, letters
of resignation, home address and telephone,
emergency notification forms, oaths of
office, grievance and complaint records, and
relate correspondence and documentation.
(See also Employee Benefits Records,
Employee Medical Records, Recruitment
and Selection Records, and Volunteer
Records).
Semipermanent
IC §§ 50-907(2)(g)
and 45-610; 29
CFR 1627.3; 29
CFR 1602.31;
IDAPA
09.01.35.081
75 years after
employee
separation,
expiration of
eligibility, or
completion of
litigation, whichever
is longest
Employment
Verification
(I-9) of Job
Applicants
Document to the U.S. Immigration and
Naturalization Service that an applicant or
employee is eligible to work in the U.S.
Information includes: employee information
and verification data such as citizenship or
alien status and signature, employer review
and verification data such as documents,
which establish identity and eligibility, and
employer’s signature certifying that
documents were checked. This category
includes forms completed for all new hires,
as superseded or previous forms completed
on rehires.
Temporary
IC § 50-907(3)(d),
8 U.S.C. §
1324a(b)(3)
(Immigration
Reform and
Control Act)
3 years after date of
hire or 1 year after
employment is
terminated,
whichever is later
Forms Forms created for use by HR personnel to
facilitate work, including Performance
Review, job description template, PAR
template, etc.
Transitory Until administrative
need ends or record
is superseded
Hazard Exposure
Records
Emergency response employees exhibiting
signs or symptoms possibly resulting from
exposure to hazardous substances are
required to be provided medical
examination and consultation. Records
include: employee’s name and social
security number; physician’s written
Semipermanent
IC § 50-907(2)(g);
29 CFR 1910.1020
75 years after
employee
separation,
expiration of
eligibility, or
completion of
43 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
opinion, recommended limitations; results
of examinations and tests; employee
medical complaints related to hazardous
substance exposure; description of
employee’s duties as they relate to
exposure; the employee’s exposure levels or
anticipated exposure levels; description of
protective equipment used; and information
from previous medical examinations of the
employee which is not readily available to
physician and other information.
litigation, whichever
is longest
Insurance
Policies/Plans:
Employee Group
Health and Life
Benefits
Records documenting plan descriptions and
summaries of city insurance policies and
plans covering employee group health and
life benefits, including annual certification
records.
Semipermanent 10 years
Kinds and Levels
Chart
Records documenting the description,
classification and compensation of city jobs
and positions. Usually includes details of
duties and responsibilities of each position
time percentage breakdowns of tasks, skills
and abilities needed for each position, and
related records documenting the
development, modification or redefinition
of each job or position.
Temporary
IC § 50-907(3)(d);
29 CFR Part 1602
and 29 CFR
1627.3
3 years
Leave
Applications
Applications or requests submitted by city
employees for compensatory, family and
medical leave, long term leave and other
leave time. Information usually includes:
employee name, department, date, leave
dates requested, type of leave requested, and
related data. These are not kept by Finance.
Temporary
IC §50-907(3)(d)
3 years
Meeting Minutes Internal staff meeting records. Transitory Until administrative
need ends or record
is superseded
Newsletters HR2You Newsletters. Transitory Until administrative
need ends or record
is superseded
Organization
Charts
HR Department Organization Charts. Transitory Until administrative
need ends or record
is superseded
Personnel Action
(PAR) Forms
Completed employee forms submitted to
HR upon initial hire, pay increase or
decrease, change of address, or change of
supervisor.
Semipermanent
IC § 50-907(2)(g);
29 CFR Part 1602
and 29 CFR
1627.3
75 years after
employee
separation,
expiration of
eligibility, or
completion of
44 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
litigation, whichever
is longest
Photographs Photographs relating to HR
sponsored/conducted City events (e.g.
service awards, employee picnic, Wellness
events, etc.).
Transitory Until administrative
need ends or record
is superseded
Photo
Identification
Photographs and other records used to
identify city employees, private security
personnel, contract workers and other. May
include photographs taken by City for
identification or prox card or driver’s
license photocopy.
Transitory Until superseded,
obsolete or
administrative needs
end
Position
Descriptions
Records documenting the description,
classification and compensation of city jobs
and positions. Usually includes details of
duties and responsibilities of each position
time percentage breakdowns of tasks, skills
and abilities needed for each position, and
related records documenting the
development, modification or redefinition
of each job or position.
Temporary
IC § 50-907(3)(d);
29 CFR Part 1602
and 29 CFR
1627.3
3 years
Presentations Formal departmental presentations to
Council, other formal bodies.
Semipermanent 5 years
Public Records
Requests
Public records requests and responses. Transitory 1 year after last
action
Recruitment and
Selection Records
for Applicants who
are Hired
Documents regarding the recruitment and
selection of city employees and contracted
service providers such as attorneys,
auditors, consultants, etc. Records may
include, but are not limited to: job
announcements and descriptions, applicant
lists, applications and resumes, position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Temporary
IC § 50-907(3)(d);
29 CFR 1602.31;
29 CFR
1627.3(b)(1)(vi)
2 years
Recruitment and
Selection Records
for Applicants who
are Not Hired
Documents regarding the recruitment and
selection of city employees and contracted
service providers such as attorneys,
auditors, consultants, etc. Records may
Temporary
IC § 50-907(3)(d);
29 CFR 1602.31;
2 years
45 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
include, but are not limited to: job
announcements and descriptions, applicant
lists, applications and resumes, position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
29 CFR
1627.3(b)(1)(vi)
Resource
Records/Notes
Records including notebooks, meeting
notes, to-do-lists, employee-compiled notes,
etc.
Transitory Until administrative
need ends or record
is superseded
Special Projects Documents related to special, one-time
projects to include, but not limited to,
Employee Satisfaction Survey, Policy
Review/Revision, Salary Structure Review.
Semipermanent 10 years
Surveys HR and other initiated internal surveys,
survey results (e.g. Salary Surveys,
Employee Satisfactions Surveys, Best Place
to Work. Etc.).
Semipermanent 10 years
Telephone
Records
Message logs, voicemails, etc. Transitory Until administrative
need ends
Training
Programs/HR
Records related to the design and
implementation of training programs
provided to employees by the City.
Documents may include course
descriptions, instructor certifications,
instructional materials, course outlines,
class enrollment and attendance records,
tests, test results, and related records.
Semipermanent
IC § 50-907(2)(g)
5 years from final
presentation and/or
use
Training/Travel
Records
Records documenting attendance and
presentation by HR employees at
conventions, conferences, seminars,
workshops, and similar training events.
Includes training/travel requests, training
materials, reports and related
correspondence.
Semipermanent 5 years
Payroll
Unemployment
Claims
Records documenting claims submitted by
former city employees for unemployment
compensation. Usually includes: claims,
notices, reports, and related records. May
also include records generated by the appeal
Temporary
IC §50-907(3)(d)
3 years
46 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
of claim determinations. These are
received by HR and kept in HR.
Workers’
Compensation
Records and
Claims
Medical records related to job assignments
that document work-related injuries and
illnesses, including but not limited to,
hearing test records, hazard exposure
records, first- aid incident records,
physician statements, release consent forms
and related correspondence, and records
documenting claims submitted by city
employees for work-related injuries and
illnesses. These records are kept separate
from employee personnel files.
Semipermanent 30 years after
employment
separation
47 | P a g e
INFORMATION TECHNOLOGY (I.T.) DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative
Activity
Logs/Reports
Daily, weekly monthly or other reports
documenting the activities of Information
Technology employees, including but not
limited to: sign in/out sheet for keys, access
logs and phone logs, minutes, project files
and dashboard statistics
Transitory Until administrative
needs ends
Administrative
Records
Copies of: A/P invoices, Expense Reports,
MIP A/P unposted Reports, Transactions,
Internal Invoices, Purchase Orders, Detailed
Statements of Revenues and Expenditures
Transitory Until administrative
need ends or record
is superseded
Budget
Preparation
Records
Working documents utilized to build base
budgets and establish yearly budgets,
including but not limited to enhancements,
amendments, carry forward support, FTE
anticipation, vehicle replacement, quotes
for service/maintenance
Transitory 1 year or until
Administrative need
ends
Correspondence Policy/program correspondence,
documenting the formulation, adoption and
implementation of significant
policy/program decision
Permanent In perpetuity
Records created or received in the course of
administering city policies, procedures or
programs, but these records do not provide
insight into significant policy, procedure or
program discussions or decisions.
Semipermanent 5 years
Correspondence created or received in the
course of administering City policies,
procedures or programs including but not
limited to memos, notes, thank you notes,
surveys, letters to businesses and citizens and
day-to day office and housekeeping
correspondence that does not contain unique
information about City functions or
programs, for example scrolling agenda and
announcements.
Transitory Until administrative
Need ends
Customer
Complaints/Kudos
Complaint or Compliment records including
but not limited to letters, phone calls,
comment cards and in person feedback from
citizens, customers, developers and
contractors
Transitory Until administrative
need ends
Forms/Templates Forms/Templates created for use by the City
Clerk’s Office including but not limited to
visual aids, applications, checklists, land use
transmittals and web documents
Transitory Until administrative
need ends or record
is superseded
48 | P a g e
HR Documents Departmental employee personnel records,
including but not limited to training records,
coaching notes, Performance Evaluation,
contact information. Record is confidential
and will be kept in a locked files with
manager until employment has ended; File
sent to HR for retention after termination
(voluntary or involuntary)
Transitory Until employment is
terminated; then
forward to HR
Meeting Records
and Notes
Special
Projects/Initiatives
Internal meeting records and/or staff level
notes generated in the course of day to day
business, including but not limited to;
agendas, notes and presentations
Transitory Until administrative
need ends or
superseded
Reference/Owner’s
Manuals/
Handbooks
Documents to include but not limited to:
Owner’s Manuals and other product
documentation.
Transitory Until superseded or
administrative need
ends
Department
Guidelines,
Policies,
Procedures,
Processes and
Reports
Departmental Policy or program records
documenting the formulation, adoption and
implementation of departmental policy or
program decisions. Including but not
limited to Standard Operating Procedures
and Guidelines, reference materials or
materials obtained from another
government entity or agency used in the
development of said procedure
Transitory 1 year after
document is
replaced and/or
administrative need
ends
Presentations Formal department presentations to Council,
Chamber of Commerce or other
agencies/entities or people, e.g. New Council
member training, Joint Council/Commission
workshop training
Transitory Until administrative
need ends
Operational Records
Backup Files A copy on a disk based backup appliance of
the contents of all data from the City
servers.
Transitory Six months
Customers
Support Tool
All customer support tickets opened in Case
Management or similar systems.
Semipermanent
IC §50-907(2)(g)
(other)
10 years
Department
Policies and
Reports
Policies, reports, and documents regarding
internal department operations and
procedures, e.g. computer usage policy,
password policy, service level goals,
training materials, evaluations of materials.
Semipermanent
IC §50-907(2)€
(dept. report)
5 years
Disaster Recovery
Plan
Strategy for retention and recovery of
network and information systems following
network or server crash or failure
Transitory Until superseded or
updated
IT Updates to
Directors
Updated project lists and associated
priorities provided to Directors at Director
meetings.
Temporary
IC §50-907(3)(d)
(other)
2 years
49 | P a g e
Internally-
Generated Source
Code
Text-based programming statements or
instructions that create or execute a
computer program.
Transitory Until superseded or
updated
Internet History List of websites accessed on City computers
and electronic devices.
Transitory 90 days
Inventory
Management
List of electronic devices held by City and
software licensing information and
specifications for each electronic device
used by City.
Transitory Until superseded or
updated
Outlook
Appointments
Meeting requests sent and received by
employees via Outlook; appointments
scheduled via Outlook by employees;
meeting & appoint-ment reminders sent and
received via Outlook.
Transitory Until deleted by user
Outlook E-mail
Messages –
General City Staff
All e-mail messages, sent or received by
City staff using Outlook software, that are
stored in Outlook or the City’s e-mail
archiving system. (E-mail messages may be
preserved elsewhere in digital or paper
format for longer periods of time as the
subject matter of such messages may
require).
Semipermanent
IC §50-907(2)(g)
(other)
5 years
Outlook E-mail
Messages –
Specific City Staff
All e-mail messages, sent or received by
part-time staff, seasonal staff, temporary
staff, interns, or firefighters using Outlook
software, that are stored in Outlook or the
City’s e-mail archiving system (E-mail
messages may be preserved elsewhere in
digital or paper format for longer periods of
time as the subject matter of such messages
may require).
Transitory Until deleted by user
Outlook Tasks and
Notes
Tasks, task requests and reminders sent and
received by employees via Outlook.
Transitory Until deleted by user
Prox Card Access
History
Register of which prox cards have accessed
a restricted area.
Transitory 90 days
Security Camera
Footage
Video footage from security cameras
mounted on and in city facilities.
Transitory Until overwritten by
system
ShoreTel Phone
History
List of incoming and outgoing calls,
including phone numbers and caller
identification, as available.
Transitory 90 days
Voice Mail
Messages
Incoming verbal messages recorded on
ShoreTel or other voice mail systems.
Transitory Until deleted by user
50 | P a g e
MAYOR’S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records
Activity
Logs/Reports
Daily, weekly monthly or other reports
documenting the activities of the
Mayor’s Office employees, including
but not limited to: sign in/out sheet for
credit cards and checklists
Transitory Until administrative
needs ends
Administrative
Records
Copies of: A/P invoices, Expense
Reports, MIP A/P unposted Reports,
Detailed Statements of Revenues and
Expenditures
Transitory Until administrative
need ends or record is
superseded
Budget Preparation
Records
Working documents utilized to build
base budgets and establish yearly
budgets, including but not limited to
enhancements, amendments, carry
forward support, FTE anticipation,
vehicle replacement, quotes for
service/maintenance
Transitory 1 year or until
administrative need
ends
Correspondence Policy/program correspondence created
or received, documenting the
formulation, adoption and
implementation of significant
policy/program decision. May include
correspondence relating to Commission
and Committee appointments and
correspondence with other government
agencies.
Permanent In perpetuity
Correspondence created or received in
the course of administering city
policies/programs, but these records do
not provide insight into significant
policy/program discussions or
decisions.
May include citizen response letters,
letters to homeowner associations and
businesses.
Semipermanent 5 years
Correspondence created or received
which is not unique to City functions or
programs. May include; thank you
notes, invitations, and general mail.
Transitory Until administrative
Need ends
Customer
Complaints/Kudos
Complaint or Compliment records
including but not limited to letters,
phone calls, comment cards and in
person feedback from citizens,
customers, developers and contractors
Transitory Until administrative
need ends
51 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Forms/Templates Forms/Templates created for use by the
Mayor’s Office including but not
limited to visual aids, applications,
checklists, and web documents
Transitory Until administrative
need ends or record is
superseded
HR Documents Departmental employee personnel
records, including but not limited to
training records, coaching notes,
Performance Evaluation, contact
information. Record is confidential
and will be kept in a locked files with
manager until employment has ended;
File sent to HR for retention after
termination (voluntary or involuntary)
Transitory Until employment is
terminated; then
forward to HR
Meeting Records
and Notes
Special
Projects/Initiatives
Internal meeting records and/or staff
level notes generated in the course of
day to day business, including but not
limited to; agendas, notes and
presentations
Transitory Until administrative
need ends or
superseded
Reference/Owner’s
Manuals/
Handbooks
Documents to include but not limited
to: Owner’s Manuals and code updates
Transitory Until superseded or
administrative need
ends
Department
Guidelines,
Policies,
Procedures,
Processes and
Reports
Departmental Policy or program
records documenting the formulation,
adoption and implementation of
departmental policy or program
decisions. Including but not limited to
Standard Operating Procedures and
Guidelines, reference materials or
materials obtained from another
government entity or agency used in
the development of said procedure
Transitory 1 year after document
is replaced and/or
administrative need
ends
Presentations Formal department presentations to
Council, Community Groups or other
agencies/entities or people, e.g.
Strategic Update, New Council
member training, and City of Meridian
updates.
Transitory Until administrative
need ends
Telephone Records Message logs, voicemails, Shortel call
volume reports etc.
Transitory Until administrative
need ends
Operational Records
Agendas &
Minutes
Agendas and minutes of Director
Meetings, Operational Meetings,
Mayor’s Youth Advisory Council
Meetings.
Semipermanent 10 years
Annual Reports Report on City’s and Mayor’s Office
activities over preceding year
Permanent In perpetuity
52 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
summarizing activities and financial
performance.
Applications
Forms and materials submitted with
application for positions or awards
administered by Mayor’s Office,
including applications for scholarships,
Promise partners, Mayor’s Youth
Advisory Council, volunteer positions,
City commissions, and City committees
or task forces.
Semipermanent 10 years
Attendance Sheets
Sign-in sheets, where offered, for
activities and events hosted by the
Mayor’s Office.
Transitory Until administrative
needs ends
City Website
Content
HTML text stored in data base table in
CMS. Note: Source document may
exist elsewhere, and be retained
pursuant to separate record retention
schedule.
Transitory
Until updated or
superseded
Memoranda Internal or external memoranda
summarizing research,
recommendations, and other
information.
Permanent In perpetuity
News Releases
A written or recorded record directed at
members of the news media for the
purpose of making a newsworthy
announcement.
Permanent In perpetuity
Photos
Published or historically significant
photographs taken, owned, or stored by
the Mayor’s Office.
Permanent In perpetuity
Photographs that are not used or
needed for a particular purpose.
Transitory Until administrative
need ends
Proclamations Proclamations issued by the Mayor. Semipermanent 25 years
Publications
Informational or promotional
publications of the Mayor’s office,
including newsletters, flyers, marketing
materials, brochures, program
materials.
Semipermanent 10 years
Public Addresses Records relating to State of the City
address. May include script, video,
PowerPoint, program, agenda, photos.
Permanent In perpetuity
Records relating to State of the City
addresses or speeches. May include
script, video, PowerPoint, program,
agenda, photos.
Transitory
Until administrative
need ends
53 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Talking Points
Records prepared to summarize issues
in preparation for discussion with the
public or media.
Transitory
Until administrative
need ends
Videos Videos prepared monthly for
informational or promotional purposes,
e.g., Celebrate Meridian.
Permanent In perpetuity
Videos prepared weekly for
informational or promotional purposes,
e.g., City Council meetings,
This Week in Meridian.
Temporary 2 years
Raw video footage, used or unused. Transitory Until administrative
need ends
54 | P a g e
PARKS & RECREATION DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Activity Logs/Reports Daily, weekly, monthly, or other
reports documenting the
activities of the Parks and
Recreation Department
employees, including but not
limited to: sign in/out sheet for
credit card and diesel fuel
transfer tank log sheets.
Transitory Until administrative
need ends
Lost & Found log sheets
documenting items that have
been lost and found by citizens in
the parks and other MPR
facilities.
Transitory Until administrative
need ends
Administrative
Records
Copies of A/P invoices, Expense
Reports, Detailed Statements of
Revenues and Expenditures,
Capital Improvements Plan,
Parks & Recreation Facilities
Depreciation Schedule, MPR
Communications Plan, and other
related documents.
Transitory Until administrative
need ends
Agendas & Minutes Agendas and minutes of weekly
and monthly MPR staff
meetings.
Semipermanent
10 years
Budget Preparation
Records
Working documents utilized to
build base budgets and establish
yearly budgets, including but not
limited to enhancements,
amendments, carry forward
support, FTE anticipation,
vehicle replacement, and quotes
for service/maintenance.
Semipermanent
10 years (follows
Finance)
Correspondence
Policy/program correspondence
documenting the formulation,
adoption, and implementation of
significant policy/program
decision. Including but not
limited to Commission and
Committee.
Permanent
In perpetuity
Records created or received in
the course of administering city
policies, procedures or programs,
but these records do not provide
insight into significant policy,
procedure or program
Semipermanent
5 years
55 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
discussions or decisions.
Including but not limited to
citizen response letters.
Correspondence created or
received in the course of
administering City policies,
procedures or programs
including but not limited to
memos, transmittals, notes,
comments, thank you notes,
letters to businesses and day-to
day office and housekeeping
correspondence that does not
contain unique information about
City functions or programs.
Transitory Until administrative
need ends
Committee Records Agendas, meeting minutes/notes,
and audio recordings of special
groups convened by Parks &
Recreation for specific purposes,
such as understanding
operational gaps and process
delays (e.g., Golf Course Focus
Group, Christmas in Meridian,
MPR Communications Plan, and
Regional Geese Management).
Transitory Until administrative
need ends
Customer
Kudos/Complaints
Compliment or complaint
records including but not limited
to letters, phone calls, emails,
comment cards and in person
feedback from citizens,
customers, and sponsors.
Transitory Until administrative
need ends
Department
Guidelines, Standard
Operating
Procedures, Policies,
Processes, and
Director’s Orders
Administrative SOPs, policies,
processes, director’s orders, etc.
pertaining to facilities and
recreation classes, camps, special
events, and sports (e.g., Lost &
Found, CableONE Movie Night,
Metal Detecting, Contracted
Instructors, Registrations &
Refunds, Sports League Bylaws,
Partnerships Between Private or
Public Entities, Hot Air
Balloons).
Transitory Until administrative
need ends
56 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Facility Permits Permits and materials including,
but not limited to: completed
Park Alcohol and Amplified
Sound Permits related to
individual’s or organization’s
park picnic shelter reservation.
Temporary
2 years
Short-term concessions permits
and related materials from
vendors.
Temporary
2 years
Facility Reservation
Application and
Materials
Completed forms and related
materials collected from
individuals or businesses
registering for a recreation class,
team, or event and other required
documentation, such as proof of
insurance.
Temporary 2 years
Collected Certificates of Liability
Insurance from individuals or
vendors.
Temporary 2 years
Financial Aid
Applications
Completed application forms and
materials submitted to request
financial assistance for children’s
class or program (e.g., Care
Enough to Share).
Temporary
2 years
Forms/Templates Forms/templates created for use
by the Parks and Recreation
Department, including but not
limited to internal purchase
orders form, diesel fuel transfer
tank log sheet, child pick up
form, medical waiver, Care
Enough to Share application,
Generations Plaza memorial
brick application, alcohol permit
application, amplified sound
permit application, sports roster,
sports and special events
registration forms, sponsor
application, volunteer
application.
Transitory Until administrative
need ends
57 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Grounds
Maintenance Records
Pesticide spray records, daily
splash pad test readings,
playground inspections, restroom
cleaning safety data sheets, and
other documents related to parks
and recreation facilities.
Transitory Until administrative
need ends
Historical Records 2028 time capsule content
information.
Permanent
In perpetuity
Annual newsletters prepared by
Parks & Recreation Department
highlighting construction
projects, park dedications, and
other efforts and initiatives.
Permanent
In perpetuity
Copies of MPR Department
Annual Reports provided to the
Mayor’s Office in conjunction
with the State of the City
Address.
Permanent
In perpetuity
External awards, plaques, and
certificates bestowed upon the
MPR Department.
Permanent
In perpetuity
MPR Department Dashboards
which document statistical data
by year, including but not limited
to the number of sports
teams/participants/leagues, sports
gym usage, Activity Guide
enrollments, park shelter and
field reservations, park acreage,
urban forestry, pathway
maintenance, volunteers,
revenues, playground safety, turf
maintenance, full-time staff,
special events and temporary use
permits, employee safety,
vandalism, and other related
information.
Permanent
In perpetuity
National Recreation & Park
Association (NRPA)
PRORAGIS annual statistical
field reports.
Permanent
In perpetuity
Parks & Recreation Master Plan
and Appendices which document
current parks and recreation
facilities and services, level of
service, etc. and also provide the
framework to respond to the
Permanent
In perpetuity
58 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
evolving needs of the
community.
Park dedication plaque mock-ups
detailing the dedication date,
Mayor, City Council, MPR
Commission, MPR staff, and
other volunteers and contributors.
Permanent
In perpetuity
Photographs, newspaper and
news channel articles and
clippings, press releases, and
videos relating to Parks and
Recreation Department including
but not limited to
sponsored/conducted City events;
park, pathway, and facility
dedications, celebrations, and
ribbon cuttings; park and
pathway amenities, landscape
and scenery; recreation classes,
camps, and sports; and staff.
Permanent
In perpetuity
Proclamations not otherwise
retained by the Clerk’s Office.
Transitory
Until administrative
need ends
HR Documents Copies of departmental employee
personnel records kept in locked
files with manager until
employment has ended; file sent
to HR for retention after
termination (voluntary or
involuntary).
Transitory Until employment is
terminated; then
forward to HR
Incident or Accident
Reports
Citizen reports of incidents,
injuries, or accidents incurred
during or related to a department-
sponsored or department-
provided class, camp, program,
reservation, or activity.
Temporary
2 years
Indemnity Forms,
Medical Release
Forms, Waivers
Signed waiver/indemnity
agreement related to individual’s
or organization’s participation in
department-sponsored or
department-provided class, camp,
program, reservation, activity,
transportation, or travel.
Temporary
2 years
Internal Department
Time Logs and
Reports
Completed logs of employees’
time, tasks, and location; reports
and analysis of related data.
Semipermanent
5 years
Marketing Materials Informational or promotional
publications of the Parks &
Recreation Department,
Semipermanent
10 years
59 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
including flyers, brochures,
program materials, Facilities
Tour/Park Ambassador/other
program booklets, PowerPoint
and Prezi presentations, z-cards,
and videos.
Memorial Forms Completed citizen forms
requesting memorial in MPR
facility under established
memorial program (e.g.
Generations Plaza Brick Sales
form, Memorial Tree Program
form).
Transitory
Until administrative
need ends
Meeting Records and
Notes
Internal meeting records and
notes generated in the course of
day to day business, including
but not limited to agendas, notes,
and presentations.
Transitory Until administrative
need ends
MPR Commission
Records
Copies of Commission and
Committee agendas and
summary minutes.
Transitory Until administrative
need ends
Copies of bylaws. Transitory Until administrative
need ends
Copies of contact information
listing Commission members’
names, addresses, phone
numbers, email addresses, etc.
Transitory
Until administrative
need ends
Copies of correspondence
regarding day-to-day operations
or administration.
Transitory
Until administrative
need ends
Copies of project records
documenting historical or
cultural significance to the City
and/or Meridian community
Transitory
Until administrative
need ends
Copies of project files and
reports used by MPR staff,
Commission, Committee in the
course of researching,
developing, completing,
reporting on, or acting on
initiatives of the
Commission/Committee.
Transitory Until administrative
need ends
Copies of roster listing current
Commission members, including
names, seat numbers, and
appointment dates.
Transitory Until administrative
need ends
Presentations Formal department PowerPoint,
Prezi, and other presentations to
Transitory Until administrative
need ends
60 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Council or others, e.g. New
Council member training, Joint
Council/Commission workshop
training, and Meridian
Development Corporation.
Project Files Copies: Park, pathway, and
other project/initiative records,
including but not limited to
contracts and agreements to
which the City is a party, deeds
and real property, site plans and
maps, permits and inspection
records, certificates of zoning
compliance, conditional use
permits, development
agreements, preliminary and final
plats, purchasing contracts,
accounts payable invoices and
other financial records, meeting
agendas and minutes, and any
other related correspondence.
Transitory
Until administrative
need ends
Recreation Activity
Sign In/Sign Out
Sheets
Log sheets completed by parents
to signify that minor has been
dropped off or picked up from a
department-sponsored or
department-provided class, camp,
program, or activity.
Temporary 2 years
Log sheets completed by
participant confirming they have
attended a class or activity.
Temporary 2 years
Reference/Owner’s
Manuals/Books
Documents to include but not
limited to equipment and
electronics.
Transitory Until administrative
need ends
Resource
Records/Notes
Records including notebooks,
meeting notes, to-do lists,
employee-compiled notes, etc.
Transitory Until administrative
need ends
Special
Projects/Initiatives
Documents related to special or
non-confidential one-time project
to include, but not limited to:
Strategic Plan Initiatives, Smoke-
Free Parks, and Forestry
Stimulus.
Transitory Until administrative
need ends
Sports Schedules and
Scores
Record of games played and final
scores.
Temporary
2 years
Surveys Internal and external outreach
surveys and results,
presentations, neighborhood
Semipermanent
10 years
61 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
meeting minutes,
correspondence, and summary
reports to solicit citizen input on
parks and recreation, customer
service, and process
improvement. Records of public
input, including survey results,
neighborhood meeting minutes,
correspondence, etc.
Team Rosters Record of all individuals
registered for a sports team.
Temporary
2 years
Telephone Records Message logs, voicemails, etc. Transitory Until administrative
need ends
Training Records and
Resources
Records including but not limited
to documenting attendance and
presentation by City employees
at conventions, conferences,
seminars, workshops, and similar
training events. Includes training
requests, training, and
Continuing Education Unit
tracking reports and other related
correspondence.
Transitory Until administrative
need ends
Tree Inventory &
Abatement
Inventory of all public trees
maintained by City Arborist and
abatement records per City Code.
Permanent
In perpetuity
Vandalism &
Restitution Records
Copies of records related to park,
pathway, and facility vandalism
incidents and restitution,
including but not limited to
property damage reports, etc.
Transitory Until administrative
need ends
Volunteer Records Applications, timesheets, and
other biographical notes related
to City volunteers, including
Park Ambassadors, scouts, and
other civic groups.
Transitory Until administrative
need ends
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Records documenting the
activities and administration of
volunteer programs in city hall
and records documenting work
performed for the City by
citizens without compensation
for their services. May include
volunteer application 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.
Transitory Until administrative
need ends
63 | P a g e
POLICE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative
Records
Administrative records including
proxy card check out list, vehicle
check out log, visitor log, etc.
Transitory 1 year
Activity Reports Daily, weekly, monthly or other
reports documenting the activities of
employees, including: type of activity,
employees involved, time spent on
activity, work completed, equipment
used, etc. May include Education &
Prevention Training reports.
Semipermanent
IC § 50-
907(2)(e)
5 years
Asset Forfeiture
Records
Documentation pertaining to the
seizure process and obtaining approval
through the courts.
Semipermanent
IC § 50-
907(2)(a)
5 years after closure
of case
Briefing Records
Records documenting internal
communications between supervisors
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.
Transitory Until administrative
need ends
Bulletins from
other Agencies
Records including bulletins, circulars,
and related records received from
federal, state and local law
enforcement agencies. Usually
contains descriptions and photographs
of fugitives, missing persons, stolen
property, etc.
Transitory Until administrative
need ends
Code Enforcement
Records**
Records created by code enforcement
officers to document a violation or
investigation into a suspected
violation of city ordinance that does
not become a crime report (DR).
Semipermanent
IC § 50-
907(2)(g)
5 years after last
action
Community Service
and Outreach
Programs
Records relating to police community
service programs. Records may
include: publications, mailing lists,
plans, evaluations, notes, reports,
lesson plans and outlines, etc.
Transitory Until administrative
need ends
Crime Analysis
Statistics
Records documenting police efforts to
anticipate, prevent, or monitor
criminal activity. May include
statistical summaries of crime
patterns, modes of operation, analysis
of particular crimes, criminal profiles,
Temporary
IC § 50-
907(3)(d)
3 years
64 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
forecasts, movements of known
offenders, etc.
Crime Reports
(DRs) for Suicides,
Unattended Deaths,
and Major Crimes
(murder,
involuntary
manslaughter,
rape, sexual abuse
of a child,
terrorism)
Reports documenting a suicide,
unattended death and/or criminal
offense and actions taken, including
charges or arrests. Record typically
includes location of occurrence, date
and time, handling officer, involved
parties (suspects, victims, witnesses,
reporting parties, etc.) and their
personal information, summary of
events and supportive documents (e.g.,
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.). May include
polygraph records (e.g., pre-
examination records, questions,
statements of consent, analysis
reports, results charts, conclusions,
interviewee statements, related
information); property and evidence
control and disposition records (e.g.,
evidence photographs, receipt forms,
evidence logs, property reports,
destruction lists, property consignment
sheets, seized firearm logs, homicide
evidence inventories, etc.); and/or
informant case files (reports,
correspondence, payment records,
fingerprint cards, signature cards,
letters of understanding on
informants’ activities and related
records).
IC § 50-
907(2)(e)
Prosecuted cases:
100 years after final
disposition
Non-prosecuted cases:
100 years after date of
last investigative
action
Crime Reports
(DRs) and Citations
for other Crimes
Reports documenting a criminal
offense and actions taken, including
charges or arrests. Record typically
includes location of occurrence, date
and time, handling officer, involved
parties (suspects, victims, witnesses,
reporting parties, etc.) and their
personal information, summary of
Semipermanent
IC § 50-
907(2)(g)
Prosecuted cases:
5 years after final
disposition
Non-prosecuted cases:
5 years after date of
last investigative
action
65 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
events and supportive documents (e.g.,
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
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.). May
include polygraph records (pre-
examination records, questions,
statements of consent, analysis
reports, results charts, conclusions,
interviewee statements, related
information), abandoned vehicle
reports, found property records,
traffic collision reports, property and
evidence control and disposition
records (e.g., evidence photographs,
receipt forms, evidence logs, property
reports, destruction lists, property
consignment sheets, seized firearm
logs, homicide evidence inventories,
etc.), and/or informant case files
(reports, correspondence, payment
records, fingerprint cards, signature
cards, letters of understanding on
informants’ activities and related
records).
Criminal History
Records or
ILETS/NCIC
reports**
Records obtained via ILETS or local
jail systems (Ada LE Lookup) that
provides information on the
accumulated criminal arrest and
conviction history of an individual
which may be useful in an
investigation. 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,
Transitory Until administrative
need ends
66 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
abnormalities, date of arrest, offense
committed.
Digital Media –
Type 1
Digital media attached to a crime
report for a major crime. Includes
video, audio, or other digital content
created by a law enforcement officer
in the course of an investigation or
response and attached to a crime
report for murder, involuntary
manslaughter, rape, sexual abuse of a
child, or terrorism.
Semipermanent
IC § 50-
907(2)(g)
Prosecuted cases:
100 years after final
disposition
Non-prosecuted cases:
100 years after date of
last investigative
action
Digital Media –
Type 2
Digital media attached to a crime
report for a felony other than a major
crime. Includes video, audio, or other
digital content created by a law
enforcement officer in the course of an
investigation or response and attached
to a crime report for a crime other than
murder, involuntary manslaughter,
rape, sexual abuse of a child, or
terrorism.
Semipermanent
IC § 50-
907(2)(g)
Prosecuted cases:
5 years after final
disposition
Non-prosecuted cases:
5 years after date of
last investigative
action
Digital Media –
Type 3
Digital media attached to a
misdemeanor or infraction crime
report. Includes video, audio, or other
digital content created by a law
enforcement officer in the course of an
investigation or response and attached
to a crime report for a misdemeanor
crime or infraction.
Transitory Prosecuted
misdemeanor cases:
410 days after final
disposition
Non-prosecuted
misdemeanor cases:
410 days after last
investigative action
Prosecuted infraction
cases: 210 days after
final disposition
Non-prosecuted
infraction cases: 210
days after
investigative action
Digital Media –
Type 4*
Digital media not attached to a crime
report or where no enforcement action
was taken. Includes video, audio, or
other digital content created by a law
enforcement officer not attached to a
crime report.
Transitory 210 days
Digital Media –
Type 5*
Digital media related to an officer
complaint. Includes video, audio, or
Temporary 2 years
67 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
other digital content created by a law
enforcement officer in the course of an
investigation or response relevant to a
complaint about such response or
officer.
IC § 50-
907(3)(d)
Digital Media –
Recorded in Error
Digital media recorded in error.
Includes video, audio, or other digital
content created by a law enforcement
officer unrelated to an investigation or
response.
Transitory Until administrative
need ends
Field Interview
Reports (FI cards)
An informational document written by
police officers relating to individuals,
events, or vehicles for which the
officer does not have probable cause
for enforcement. Typically includes
name and current address of person
contacted, physical description of
person or vehicle, officer’s name,
location of contact, date and time,
reason for contact, etc.
Semipermanent
IC § 50-
907(2)(g)
5 years
Grant Records Applications and required reporting
documents for grants to support law
enforcement initiatives and
programming (e.g., crime prevention,
substance abuse programs, criminal
justice, SWAT).
Semipermanent
IC § 50-
907(2)(g)
10 years after grant
closeout
Gun Dealers’ Sales
Records
Records documenting purchases of
guns from dealers. May include
duplicate register sheets mailed by the
dealer to MPD and triplicate register
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.
Transitory Until background
check is completed
and administrative
need ends
Health & Welfare
Referrals/
APS & Daycare
Complaints
Referrals of suspected child abuse,
adult abuse and daycare complaints.
Semipermanent
IC § 50-
907(2)(g)
5 years from closure
of referral or case.
Informant Case
Files
not Attached to
Crime Report**
Records documenting information
about informants used by department
personnel. Records typically include
reports, correspondence, payment
records, fingerprint cards, signature
Transitory Until administrative
need ends
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
cards, letters of understanding on
informants’ activities and related
records.
Internal Affairs
Files
Records documenting department’s
investigation of an officer’s role in an
incident for the purpose of evaluating
compliance with department policy
and professional standards. Records
typically include investigative
materials (video and audio recordings,
written statements, narratives,
analysis), polygraph records (pre-
examination records, questions,
statements of consent, analysis
reports, results charts, conclusions,
interviewee statements, related
information), and recommended
disciplinary actions, if any.
Semipermanent
IC §§ 50-
907(2)(g) and
45-610; 29 CFR
1627.3; 29 CFR
1602.31
75 years after
employee separation
or completion of
related litigation,
whichever is longest
Intoxilyzer 5000en,
Draeger 9510 and
LifeLoc Instrument
Records
Factory and State of Idaho certificates
for instrument; log of each person that
takes the breathalyzer test and
verification testing. May include
suspect name, date, time, results,
operator name, calibration check
results, simulated temperature in
range, comments, etc.
Temporary
IC § 50-
907(3)(d) and
IDAPA
11.03.01.013.06
3 years after
certificate has been
issued
Intoxilyzer
5000EN,LifeLoc
FC20, and Draeger
9510 User
Certifications and
Class Roster
User certification cards and class
roster for Meridian police officers.
Intoxilyzer instructor replaces with
each new certification period.
Transitory Until administrative
need ends
Local Records
Check/
Backgrounds
Local records check of police contacts
requested by OPM, FBI or military for
their employment purposes
Transitory 1 year after
submission to
requestor
Master Name Index
Records
Information on individuals who are
field interviewed, individuals who are
arrested, suspects or accomplices in
crimes, victims, complainants, and
witnesses to incidents. Information
typically includes name, address, date
of birth, race, sex, date and time of
incident or contact, case number
(DR#), citation numbers and other
identifying data.
Semipermanent
IC § 50-
907(2)(g)
100 years
Multiple Firearms
Backgrounds
Background applications for multiple
firearm purchase requests.
Transitory Immediately after
completion
69 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
18 U.S.C. §
922(t)(2)(C); 28
CFR § 25.9(d)
Parking Citations
Police department copy of citations
issued for parking violations. Record
typically includes date and time,
location of offense, vehicle license
plate information, 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’s office.)
Transitory 6 months after final
disposition
Photo Identification
Records
Records with photos used to identify
employees, private security personnel,
contract workers, etc. May include
photos taken for employee
identification cards, prox cards, etc.
Transitory Until administrative
need ends
Public Records
Requests
Written public records requests,
responses, records provided, and
original (unredacted) records.
Transitory 1 year after response
provided
Radar Equipment,
Certifications, and
Maintenance
Rrecords
Records documenting the calibration
and maintenance of radar equipment
that may be useful in documenting the
accuracy of the readings. Often
includes original factory certification
of calibration. Information relating to
maintenance and repair may include a
description of the work completed,
parts used, date of service, equipment
number, make, model, etc.
Temporary
IC § 50-
907(3)(d)
3 years after
retirement of
equipment
Training Materials
Records related to training programs
provided to MPD personnel by
presenters including City employees,
contractors, or other presenters. May
include course descriptions, instructor
certifications, instructional materials,
course outlines and handouts, and
attendance records.
Semipermanent
IC § 50-
907(2)(g)
5 years from final
presentation and/or
use
Vacation Watch
Forms
Records documenting inspection of
properties when the owner/occupant is
away. May include name, address,
date requested, vacation beginning and
ending time, emergency contact
information, special conditions, date
Transitory Until administrative
need ends
70 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
and time officers check the property,
etc.
Victim Witness
System
Notations and documents
documenting contact with victims and
witnesses.
Semipermanent
IC § 50-
907(2)(g)
20 years after
investigation closure
or disposition of case,
whichever is later
Written Warnings
Written notice provided by MPD
officer to member of the public to
bring attention to a potential or actual
violation.
Semipermanent
IC § 50-
907(2)(g)
5 years
* Note: Where record is used for legal, training, or purposes other than those enumerated
in retention period, that record shall be retained according to the retention period
established for other records similarly used.
** Note: Where record is embedded with a crime report (DR), it shall be retained
according to the retention period established for the crime report.
71 | P a g e
PUBLIC WORKS DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All Department Records
Accessibility Records,
City-Owned Facilities
Contractor logs, key list, and any other
records documenting access to City-
owned buildings by authorized
persons.
Transitory Until administrative
need ends or record
is superseded
Activity Reports Daily, weekly, monthly or other
reports documenting the activities of
Public Works Department employees,
including: type of activity, employees
involved, time spent on activity, work
completed, equipment and fuel used,
reports, logs, log sheets, and related
records.
Semipermanent 5 years
Ada County Highway
District (ACHD)
Permits
Permits issued by Ada County
Highway District (ACHD) to dig in
public utility easement.
Semipermanent 5 years
Administrative
Records
Clothing order spreadsheets, copies of:
Accounts Payable invoices, expense
reports, leave request logs, MIP Accounts
Payable invoices, professional
membership documents, evacuation
checklists and on call yearly roster logs.
Transitory Until administrative
need ends or record
is superseded
Alarm Monitoring /
Test Results Reports
Reports of monitoring fire alarms,
security alarms and sprinkler tests for
all relevant City-owned facilities
including annual fire alarm testing,
annual backflow testing, quarterly
sprinkler testing in Sapphire
suppression system, monthly fire pump
runs, and monthly check on fire
extinguishers and Sapphire.
Semipermanent 5 years
Budget Preparation
Records
Work documents utilized to build base
budgets and establish yearly budgets,
including vehicle replacement
worksheets, enhancements,
amendments and carry forward
support.
Semipermanent 10 years
Correspondence,
Administrative
Correspondence created or received in
the course of administering City
policies, procedures, or programs.
Semipermanent 5 years
Correspondence,
Transitory
Day-to-day office and housekeeping
correspondence that does not contain
unique information about City
functions or programs.
Transitory Until administrative
need ends
72 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Customer
Complaints
Complaint letters, notes on phone calls
and in person complaints from
customers/citizens.
Temporary 3 years from
complaint resolution
Databases Database records created and
maintained for the purposes of
generating reports, data files, and a
variety of different outputs.
Transitory Until administrative
need ends or record
is superseded
Departmental
Reports
Department reports, performance
management presentations.
Semipermanent 10 years
Engineering Capital
and Enhancement
Plan (ECEP) Reports
Engineering Capital & Enhancement
Plan (ECEP) – 5 year Capital
Improvement Plan Reports.
Semipermanent 10 years
Equipment
Maintenance and
Repair Records
Records of repair and maintenance of
equipment assigned to Public Work,
including but not limited to:
generators, sewage lift pumps, water
pumps, office equipment, and
furniture. Records may include
summaries, reports, and similar records
usually compiled from daily work
records on a monthly or quarterly
basis.
Transitory Until asset is
removed from
service or until
administrative need
ends.
Facility Assessments,
Maintenance, and
Repair Records
Records regarding maintenance and
repairs of buildings and grounds
owned or leased by the City including
assessments of the condition of City-
owned buildings, summaries, logs,
reports, and similar records usually
compiled from daily work records.
Transitory Until administrative
need ends or record
is superseded
Forms Forms created for use by Public Works
personnel to facilitate their work
including but not limited to
performance review forms, project
forms, staff forms, communication
forms, and record retention labels.
Transitory Until administrative
need ends or record
is superseded
Geographic
Information Systems,
Digital
Orthophotography
Images
Aerial photographs of properties within
the City.
Permanent In perpetuity
Geographic
Information Systems,
GIS Data
Points, lines, attributes, and polygons
relating to infrastructure that the City
owns or maintains.
Transitory Until superseded
Geographic
Information Systems,
Maps
A visual representation of data within a
particular geographical area. Also
includes maps and data provided by
outside agencies including edge of
pavement, parcels, roads, and others.
Transitory Until administrative
need ends
73 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Health and Safety
Manual
Documents related to the Public Works
Department Health and Safety Manual.
Transitory Until administrative
need ends or record
is superseded
HR Documents Departmental employee personnel
records should be kept in the
appropriate Division’s file until
employment has been terminated
(involuntary or voluntary) and then the
file should be sent to HR for retention.
Transitory Until employment is
terminated; then
forward to HR
Maintenance Request
Record
Records documenting requests and
responses thereto concerning a variety
of maintenance responsibilities carried
out by the Public Works Department.
Examples include, but are not limited
to: brushing and limbing, road grading,
rocking, sealing, patching, and
marking, traffic signals and signs,
City-owned buildings and equipment,
and water and sewer system problems.
Temporary 2 years
Master Plan Records Records that document the present and
projected needs of the City for water,
sewer, storm drainage, streets, bike
paths, and other utility related systems.
Includes an implementation schedule
for construction, plans, reports,
evaluations, cost analyses, drawings,
and related documents containing
rates, inventory evaluations, system
rehabilitation or replacement,
distribution of services, etc.
Permanent In perpetuity
Meeting Minutes Internal meeting agendas, minutes,
sign-in sheets
Semipermanent 5 years
Photos, Building
Maintenance
Photos relating to repair and
replacement of City-owned equipment,
material, and facilities.
Semipermanent Keep records
requiring
engineering stamps
2 years after life of
structure. Keep all
other records 10
years.
Photos, Construction Photos relating to Public Works
construction activities, infrastructure,
inspection photos, etc.
Permanent In perpetuity
Photos, General Photos related to Public Works
Department activities and other general
use pictures.
Transitory Until administrative
need ends
74 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Potential Exposure
Records
Report created when personnel is
exposed or potentially exposed to a
chemical, including SDS sheet of the
chemical involved. Record is placed in
the employee personnel record.
Transitory Until employment is
terminated; then
forward to HR
Presentations Departmental presentations. Semipermanent 10 years
Preventative
Maintenance Work
Plans
Preventative maintenance schedules,
work orders.
Temporary 3 years
Process Documents Standard Operating Procedures,
Process Flowcharts, Workflows,
Responsible Accountable Consulted
Informed (RACI) Charts and Process
Performance Measures.
Transitory Until administrative
need ends
Quotes Quotes from contractors and other
service providers. Preliminary and
final quotes for goods and services
used to conduct building repairs,
maintenance, or modifications.
Transitory Until administrative
need ends
Record Drawings Revised set of drawings submitted by
contractor upon completion of land
development phase of a commercial,
governmental, or residential project or
components thereof. This includes
stamped record drawings, as-builts,
and wiring diagrams including but not
limited to water and sewer
infrastructure as installed in Meridian.
Permanent In perpetuity
Safety Audits Health and Safety audits. Temporary 3 years after most
recent audit
Safety Data Sheets
(SDS)
Safety Data Sheets (SDS). Also see
Potential Exposure Records above.
Transitory Until chemical is
removed or record is
superseded
Safety / Health and
Testing
Safety and health documents including
but not limited to training, auditory
testing records, respirator fit test
information.
Semipermanent 75 years
Safety Meeting
Agenda / Signup
Sheets
Topics covered and sign-up sheet for
employees who attended the meetings.
Semipermanent 5 years
Supervisory Control
And Data Acquisition
Reports (SCADA)
Reports printed from Supervisory
Control and Data Acquisition
(SCADA) system.
Transitory Until administrative
need ends or record
is superseded
75 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Technical Manuals,
Specifications, and
Warranties
Owner’s manuals and warranties for
City-owned vehicles and equipment.
Includes specifications, operating
instructions, safety information, and
terms of coverage of repair or
replacement of equipment.
Transitory Until asset is
removed from
service
Telephone Records A log of all messages taken both via
phone and in person including, but not
limited to, recorded calls, voicemails,
phone call logs.
Transitory Until administrative
need ends
Training Records documenting attendance and
presentation by City employees at
conventions, conferences, seminars,
workshops, and similar training events.
Includes training requests, training and
Continuing Education Unit (CEU)
tracking reports, and related
correspondence.
Semipermanent 5 years
Vehicle Inspection,
Maintenance, Repair
Work Orders, and
Reports
Maintenance records, inspection work
orders for vehicles, vehicle mileage
reports, repair records.
Transitory Keep until vehicle is
removed from
service
Water Rights Records related to City of Meridian
Water Rights including, but not limited
to, correspondence, agency filings,
legal opinions, references.
Permanent In perpetuity
Website Public Works Department Website. Transitory Until administrative
need ends or record
is superseded
Administration
Area of Impact
Records
Records related to analysis of
expansion of Public Works services
into the Area of Impact such as those
for Kuna, Kuna Treatment Plant,
Meridian Heights Water and Sewer
District, South Meridian Planning.
Semipermanent 25 years
Committee Records Agendas and meeting minutes for
special groups convened by Public
Works such as City Services Focus
Group, Construction Best Management
Practices Sub-Committee, Energy.
Semipermanent 5 years
Department Policies Documents the formulation, adoption,
and implementation of internal
actions/decisions. Includes: Computer,
Geographic Information System (GIS)
Policy, Dress Code, Purchasing
department policies.
Transitory Until administrative
need ends or record
is superseded
76 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Educational
Outreach Materials
Records including but not limited to
educational brochures, bookmarks,
factsheets, and posters which are
displayed in the division and
distributed at public education outreach
events.
Transitory Until administrative
need ends or record
is superseded
Emergency Master
Plans
Emergency plan records for City Hall,
Emergency Management, and
Continuity of Operations.
Semipermanent 10 years
Events, Public Works Records related to planning Public
Works internal and external events.
Semipermanent 5 years
Newsletters Annual newsletter prepared by the
Public Works Department.
Permanent In perpetuity
Organization Charts Organization charts. Transitory Until administrative
need ends or record
is superseded
Rate / Fee Records Records related to establishing utility
rates and fees, including calculations,
research and recommendations.
Semipermanent 10 years
Resource Documents
/ Notes
Notebooks, Meeting Notes, To Do
Lists, employee-compiled notes or
references to assist in work including
non-city lawsuits.
Transitory Until administrative
need ends or record
is superseded
Special Projects Documents related to special or one-
time projects to include, but not limited
to: Strategic Plans, Inventory
Management, Project Information, Rail
with Trail, Subdivisions, and
Accreditation.
Semipermanent 10 years
Studies Studies related to Public Works as
provided by consultants.
Semipermanent 10 years
Surveys Public Works initiated internal and
external surveys and survey results.
Semipermanent 5 years
77 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Capital Projects and Facilities
Capital Improvement
Projects for Other
Departments
Records including but not limited to
attendance for public meetings, AVO’s
(Avoid Verbal Orders – Written
Instructions), change orders,
construction checklists, consultant
reports, consultants/contractors
contracts, contract addendums, council
memos, daily reports, design
checklists, door knockers/hangers
engineering estimates, field orders,
final acceptance letters, inspection
reports, Notices of Intent (NOI),
Notices of Termination (NOT),
Notices to Proceed, pay applications,
preconstruction agendas,
preconstruction notices,
preconstruction recordings, progress
reports, project correspondence
(letters, responses), project info
memos, project schedules, project-
related purchase order (PO)
requisitions, project-related POs,
QLPE (Qualified Licensed
Professional Engineer) letters, record
drawings (filed separately), project-
related requests for information,
resubmittals, submittal responses,
submittals, substantial completion
letters, work change directives.
Transitory Records are kept
until project
completion and then
turned over to
appropriate
department
Construction
Drawings
Construction Drawings. Transitory Until replaced by
Record Drawings
Construction Punch
Lists
New projects inspection report on City
and Development projects noting
repairs that need made.
Semipermanent 5 years
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Engineering Project
File
Records including but not limited to
attendance for public meetings, AVO’s
(Avoid Verbal Orders – Written
Instructions), change orders,
construction checklists, consultant
reports, consultants/contractors
contracts, contract addendums, council
memos, daily reports, design
checklists, door knockers/hangers,
engineering estimates, field orders,
final acceptance letters, inspection
reports, Notices of Intent (NOI),
Notices of Termination (NOT),
Notices to Proceed, pay applications,
preconstruction agendas,
preconstruction notices,
preconstruction recordings, progress
reports, project correspondence
(letters,
purchase order requisitions (PO),
project-related POs, QLPE (Qualified
Licensed Professional Engineer)
letters, record drawings (filed
separately), project-related requests for
information, resubmittals, submittal
responses, submittals, substantial
completion letters, work change
directives.
Permanent In perpetuity
Engineering
Construction
Drawings
Construction Drawings. Transitory Until replaced by
Record Drawings
Correspondence,
Engineering
Engineering transmittals (not project-
related), serviceability letters, Letters
of Interest.
Temporary 3 years
Engineering Policies Documents the formulation, adoption,
and implementation of internal actions
/ decisions. Includes: project design
and construction assumptions and
procedures, customer relations and
claims guidance, time off, attendance
of professional association events, and
other guidance.
Transitory Until administrative
need ends or record
is superseded
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Engineering Project
File
Records including but not limited to
attendance for public meetings, AVO’s
(Avoid Verbal Orders – Written
Instructions), change orders,
construction checklists, consultant
reports, consultants/contractors
contracts, contract addendums, council
memos, daily reports, design
checklists, door knockers/hangers,
engineering estimates, field orders,
final acceptance letters, inspection
reports, Notices of Intent (NOI),
Notices of Termination (NOT),
Notices to Proceed, pay applications,
preconstruction agendas,
preconstruction notices,
preconstruction recordings, progress
reports, project correspondence
(letters, responses), project info
memos, project schedules, project-
related purchase order requisitions
(PO), project-related POs, QLPE
(Qualified Licensed Professional
Engineer) letters, record drawings
(filed separately), project-related
requests for information, resubmittals,
submittal responses, submittals,
substantial completion letters, work
change directives.
Permanent In perpetuity
Fire Flow Requests Requests from customers for fire flow
and responses from Engineering staff
based on computer modeling.
Semipermanent 75 years
Mailing Lists Project mailing list. Transitory Until project
completed
Reference Documents Preliminary engineering reports,
facility plans, other studies.
Permanent In perpetuity
Sewer Modeling
Requests
Requests from customers to run sewer
model for capacity and sizing and
response from Engineering staff based
on computer modeling.
Semipermanent 75 years
Specifications Specifications such as, but not limited
to the City’s Supplemental Specs,
Idaho Standards for Public Works
Construction (ISPWC), and American
Water Works Association (AWWA).
Transitory Until administrative
need ends or record
is superseded
Environmental
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Environmental
Awards Records
Awards presented to citizens and
businesses in recognition of
environmental contributions to the
community. This includes but is not
limited to award nominations,
certificates, photographs, and lists of
recipients.
Semipermanent 5 years
Floodplain
Administration
Records of floodplain development
including floodplain permits and
floodplain certificates.
Permanent In Perpetuity
Pretreatment
Educational
Outreach Materials
Records including but not limited to
educational brochures, bookmarks,
factsheets, and posters which are
displayed in the division and
distributed at public education outreach
events.
Transitory Until administrative
need ends or record
is superseded
Industrial
Pretreatment
Records related to the identification,
inspections sampling, permitting,
formalized agreements and/or contracts
between the City and individual
facilities within the business and
industrial sectors that must comply
with the federal requirements of the
Environmental Protection Agency 40
CFR Part 403, General Pretreatment
regulations. These records and
supporting documentation typically
include: Industrial waste
questionnaires, permit applications,
permits and fact sheets, inspection
reports, Industrial user reports,
monitoring data (including laboratory
reports), required plans (e.g., slug
control, sludge management, pollution
prevention) , enforcement activities,
and correspondence to and from the
Industrial User.
Permanent In perpetuity
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Photos, Industrial
Pretreatment
Photos related to the identification,
inspections sampling, permitting,
formalized agreements and/or contracts
between the City and individual
facilities within the business and
industrial sectors that must comply
with the federal requirements of the
Environmental Protection Agency 40
CFR Part 403, General Pretreatment
regulations.
Permanent In perpetuity
Pretreatment Awards
Records
Awards presented to businesses in
recognition of Best Management
Practices (BMP) contributions to the
Wastewater Resource Recovery
Facility. This includes but is not
limited to award nominations,
certificates, photographs, and lists of
recipients.
Semipermanent 5 years
Wastewater
Confined Space
Entry Permit
A written authorization prepared prior
to employee entry into a Permit
Required Confined Space. The
Department’s permit contains specific
entry space, purpose and time
conditions under which the entrance
will operate.
Semipermanent 5 years from date
issued
Construction Punch
Lists
New projects inspection report on City
projects noting repairs that need made.
Semipermanent 5 years
Discharge
Monitoring Records
Records documenting effluent quality
discharged from the City wastewater
treatment facility. Includes permit
required supporting documentation.
Semipermanent Keep discharge
monitoring reports
20 years after permit
expiration. Keep all
other records 5
years, until the end
of the NPDES
permit cycle, or as
requested by state or
federal agencies,
whichever is longer
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Equipment
Maintenance &
Calibration Records
Records documenting the maintenance
and calibration of equipment and
instruments used to undertake and
monitor wastewater treatment
operations. Useful to verify equipment
reliability and for reference by
regulatory agencies. Information
includes: date, type of equipment
maintained or calibrated, tests
performed, repairs needed, comments,
and related information.
Semipermanent Keep 5 years after
equipment removed
from service, until
the end of the
NPDES permit
cycle, or as
requested by state or
federal agencies,
whichever is longer.
National Pollutant
Discharge
Elimination System
(NPDES) Records
Records documenting the application
for and issuance of a permit to the City
under the National Pollutant Discharge
Elimination System (NPDES) program
which allows discharge of specific
pollutants under controlled conditions.
Records typically include: applications,
permits, addenda, modifications, and
related supporting documentation.
Information includes: influent and
effluent limits, chemical analysis
records, water flow, test and recording
requirements, definitions and
acronyms, compliance schedules, and
related data.
Semipermanent
40 CFR 122.41
Keep all records 5
years, until the end
of the NPDES
permit cycle, or as
requested by state or
federal agencies,
whichever is longer.
Sewage Sludge
Application Site Logs
Logs documenting the agricultural
application of sewage sludge to
approved sites. Subjects include
agronomic loading calculations related
to maximum application of nitrogen in
pounds per acre per year, and ultimate
site life loading calculations tracking
the amount of heavy metals applied.
Permanent In perpetuity
Sewage Sludge
Management Plans
Plans submitted by the City to engage
in sludge disposal or application
activity, Information includes: method
of sludge removal, land application or
disposal sites, sludge stability
determination methods, projected
sludge storage basin use, sludge
analyses, application rates, and heavy
metal limitations.
Permanent In perpetuity
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Sewer Maintenance
and Repair Records
Records documenting the maintenance
and repair of City sewers. May include
summaries, reports, and similar records
usually compiled from daily work
records on a monthly or quarterly
basis.
Semipermanent Keep records
requiring
engineering stamps
2 years after life of
structure. Keep
other records 5
years.
Sewer Smoke Test
Records
Records documenting smoke tests
undertaken to verify hookup to main
sewer lines, check condition of pipes,
or determine effectiveness of backflow
prevention devices. Information
typically includes: maps or diagrams of
lines tested, location of leaks detected,
inspector’s name, pipe size, and related
information.
Semipermanent 10 years
Sewer Television/
Videoscan Inspection
Records
Reports documenting television
inspections used to locate problems
and defects in sewer lines. Often
consists of periodic inspections of
existing lines, final inspections of
newly constructed lines, and
inspections at the end of warranty
periods.
Semipermanent 10 years
Valve Maintenance
Records
Records documenting the location,
specifications, maintenance, and repair
of valves in the City sewer system.
Includes lists, charts, drawings, reports,
logs, and related records, valve
location, identification number, run of
pipe, size, make, year installed, depth,
turns to open and normal position,
narratives of valve maintenance and
repair, test run, personnel completing
work, dates, and related information.
Semipermanent Keep location and
specification records
1 year after valve
removed from
service. Keep all
other records 5
years.
Water
Backflow $10 Credit
Log
Electronic report for customers who
have their backflow tests completed by
their City-mandated annual due date.
Temporary 3 years
Backflow Dual
Connection List
A list of customers who have two
water connection sources for outdoor
use.
Transitory Until administrative
need ends
Backflow Surveys A survey of properties noting the
location and type of hazard and type of
assembly.
Transitory Until administrative
need ends or record
is superseded
Backflow Tester
Information
Tester information including a copy of
their license, proof of insurance, and
tester kit calibration.
Transitory Until administrative
need ends or record
is superseded
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Backflow Tester List A list of backflow testers with their
pricing.
Transitory Until administrative
need ends or record
is superseded
Backflow Tests Backflow assemblies test report. Temporary 3 years
Chlorine Residuals A report showing sample dates and
locations of free chlorine remaining in
the City water system.
Permanent In perpetuity
Clothing Spreadsheet Spreadsheet with individual clothing
and boot information.
Transitory Until administrative
need ends or record
is superseded
Confined Space
Entry Permit
A written authorization prepared prior
to employee entry into a Permit
Required Confined Space. The
Department’s permit contains specific
entry space, purpose and time
conditions under which the entrance
will operate.
Semipermanent 5 years from date
issued
Construction
Samples
Bacteria sample results taken for water
line/well construction.
Semipermanent 5 years
Consumer
Confidence Reports
(CCR’s)
Report mandated by EPA delivered to
Meridian citizens that are connected to
City water.
Transitory Until administrative
need ends
Critical Water Users Records that identify critical water
users within the City of Meridian, such
as hospitals, medical facilities, schools,
large corporate facilities, hotels,
motels, restaurants, and the water park.
This record evolves as new businesses
move into Meridian and critical water
users leave Meridian.
Transitory Until administrative
need ends or record
is superseded
Daily Chlorine
Residuals
Field notes from Chlorine residuals
taken from various sample ports in the
City water system.
Temporary 3 years
Fire Flow Reports Actual fire flow data taken from a
particular fire hydrant.
Semipermanent 75 years
Hydrant Meter
Billing Spreadsheet
Billing documents from fire hydrant
meter readings based on water used for
construction.
Transitory Until administrative
needs ends
Leak Letters Letters that were mailed to customer
informing customer of a possible leak
are attached to the service order for
leak check.
Semipermanent 5 years
License Agreements Agreement between water purveyors
(City of Meridian) and the Idaho
Department of Environmental Quality
(IDEQ) for discharge of domestic
water into U.S waterways.
Permanent In perpetuity
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Maximum
Contaminant Level
(MCL) Public
Notification (DEQ)
Maximum Contaminant Level (MCL)
Violation notices. Required by
Department of Environmental Quality
(DEQ) to notify the public.
Permanent In perpetuity
Meter Warranty
Report
A report on meter warranty. Semipermanent 25 years
Monitoring Waivers Sampling waivers to reduce the
frequency of sampling.
Permanent In perpetuity
Production &
Maintenance
Distribution System
History
Repair/Maintenance history on
distribution & Production system and
all related equipment.
Transitory Until superseded or
removed
PRV/Wells Reads Hansen software reports on Pressure
Reducing Valves (PRV) and Well
reads.
Permanent In perpetuity
Radio Licensing Licensing spreadsheets for SCADA
radios, base station and vehicle
two/way radios.
Semipermanent 10 years
Reclaimed Water
Surveys
Survey reports to monitor compliance. Permanent In perpetuity
Safety Inspections Inspections / Reports for Gas Monitors,
Crane, Fall Protection, and Fire
Inspection.
Semipermanent 30 years
Sampling Chain of
Custody
Sample report form for sampling City
water for bacteria to satisfy compliance
monitoring. Results are reported on
separate form unless sampling is done
for Bac-T.
Permanent In perpetuity
Sampling Equipment
Calibration/Repair
Forms for calibration and certification
or repair of sampling equipment.
Permanent In perpetuity
Sampling
Results/Special
Sample report form for sampling the
water for noncompliance monitoring.
Permanent In perpetuity
Service Orders Records including requests from
customer, Utility Billing, or Water
Division to perform work or get a read
at an address as well as historical logs
showing service order number.
Semipermanent 5 years
Spring flush notices
(Mailers)
Flush notices mailed to customers for
spring flush of water system / Maps.
Semipermanent 5 years
Subdivision Map
Section reports
Spreadsheet with subdivision number. Transitory Until administrative
need ends or record
is superseded
System Location
Documents
Maps, Photo’s, hand drawings of
Water System Components.
Transitory Until administrative
needs ends or record
is superseded
86 | P a g e
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Turbidity Reports Logs used for entering wasted water
flushed from the water system and not
sold. Flush locations are listed. Water
Quality information, including
Nephelometer Turbidity (NTU)
readings, are documented.
Semipermanent 25 years
Water Asset
Information
Records that identify asset location and
manufacturer maintenance
information.
Transitory Keep until asset is
removed from
service
Water Division SOPs Standard policies and procedures for
the Water Division.
Transitory Until administrative
need ends or record
is superseded
Water Meter Reports Water meter reports including: NC list,
billing status report, autoread master
route report, billing pre-scan report, re-
reads, and water meter testing results.
Semipermanent 5 years
Water Quality
Correspondence
Any mailed correspondence with labs,
customers, regulators concerning
sampling.
Semipermanent 15 years
Water Quality
Master Log
Records documenting water quality
calls from customers.
Semipermanent 25 years
Well Disconnects Documents on private well
disconnects.
Permanent In perpetuity
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SUPPORT SERVICES
Office of the Director of Support Services
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative
Records
Records regarding day-to-day
administration, including but not
limited to, copies of expense
reports and receipts, vouchers,
invoices, and travel records.
Transitory
Until administrative need
ends or record is
superseded
Budget Preparation
Records
Work documents utilized to build
base budget and establish yearly
budget, including worksheets,
enhancements, amendments and
carry forward support.
Semipermanent 5 years
Correspondence Records created or received in the
course of administering city
policies/programs, but these records
do not provide insight into
significant policy/program
discussions or decisions.
Semipermanent 5 years
Day-to-day office and
housekeeping correspondence not
unique to City functions or
programs.
Transitory Until administrative needs
ends
Policy/program correspondence,
documenting the formulation,
adoption, and implementation of
significant policy/program
decisions.
Permanent In perpetuity
HR Documents Employee personnel records should
be kept in the appropriate
department/division file until
employment has been terminated
(involuntary or voluntary) and then
the file should be sent to HR for
retention.
Transitory Until employment is
terminated; then forward
to HR
Memoranda Internal or external memoranda
summarizing research,
recommendations, and other
information.
Permanent In perpetuity
Presentations Documents including, but not
limited to, presentations to Council,
working files, power point slides
and other notes.
Transitory Until administrative need
ends
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Process Documents Documents including, but not
limited to, flowcharts, workflows,
and process performance measures.
Transitory Until administrative need
ends
Research Information
and Materials
Documents including, but not
limited to, draft research
information, conference materials,
studies conducted internally or
through outside sources, and related
publications.
Transitory Until superseded or
administrative need ends
Special Projects Documents related to special or
one-time projects to include, but
not limited to: Strategic Plans.
Semipermanent 10 years
Telephone Records Telephone records including, but
not limited to, recorded calls,
voicemails, phone call logs, etc.
Transitory Until administrative need
ends
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IDAHO STATUTE TITLE 50, CHAPTER 9, SECTION 50-907
TITLE 50
MUNICIPAL CORPORATIONS
CHAPTER 9
ORDINANCES -- CITY CODE – RECORDS
50-907. CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS. (1)
"Permanent records" shall consist of:
(a) Adopted meeting minutes of the city council and city boards and commissions;
(b) Ordinances and resolutions;
(c) Building plans and specifications for commercial projects and government buildings;
(d) Fiscal year-end financial reports;
(e) Records affecting the title to real property or liens thereon;
(f) Cemetery records of lot ownership, headstone inscriptions, interment, exhumation and removal
records, and cemetery maps, plot plans and surveys;
(g) Poll books, excluding optional duplicate poll books used to record that the elector has voted,
tally books, sample ballots, campaign finance reports, declarations of candidacy, declarations of
intent, and notices of election; and
(h) Other documents or records as may be deemed of permanent nature by the city council.
Permanent records shall be retained by the city in perpetuity, or may be transferred to the Idaho
state historical society's permanent records repository upon resolution of the city council.
(2) "Semipermanent records" shall consist of:
(a) Claims, canceled checks, warrants, duplicate warrants, purchase orders, vouchers, duplicate
receipts, utility and other financial records;
(b) Contracts;
(c) Building applications for commercial projects and government buildings;
(d) License applications;
(e) Departmental reports;
(f) Bonds and coupons; and
(g) Other documents or records as may be deemed of semipermanent nature by the city council.
Semipermanent records shall be kept for not less than five (5) years after the date of issuance or
completion of the matter contained within the record.
(3) "Temporary records" shall consist of:
(a) Building applications, plans, and specifications for noncommercial and nongovernment
projects after the structure or project receives final inspection and approval;
(b) Cash receipts subject to audit;
(c) Election ballots and duplicate poll books; and
(d) Other documents or records as may be deemed of temporary nature by the city council.
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Temporary records shall be retained for not less than two (2) years, but in no event shall financial
records be destroyed until completion of the city's financial audit as provided in section 67-450B,
Idaho Code.
(4) "Historical records" shall consist of records which, due to age or cultural significance,
are themselves artifacts of historical value. Historical records have enduring value based on the
administrative, legal, fiscal, evidential or historical information they contain. Historical records
shall be retained by the city in perpetuity or may be transferred to the Idaho state historical society's
permanent records repository pursuant to subsections 8. and 9. of section 67-4126, Idaho Code,
upon resolution of the city council.
(5) Each city council shall adopt by resolution a records retention schedule, listing the
various types of city records and the retention period for each type of record.
(6) The city may reproduce, retain and manage records in a photographic, digital or other
nonpaper medium. The medium in which a document is retained shall accurately reproduce the
record in paper form during the period for which the document must be retained and shall preclude
unauthorized alteration of the document.
(a) If the medium chosen for retention is photographic, all film used must meet the quality
standards of the American national standards institute (ANSI).
(b) If the medium chosen for retention is digital, the medium must provide for reproduction on
paper at a resolution of at least two hundred (200) dots per inch.
(c) A record retained by the city in any form or medium permitted under this section shall be
deemed an original public record for all purposes. A reproduction or copy of such record, certified
by the city clerk, shall be deemed to be a transcript or certified copy of the original and shall be
admissible before any court or administrative hearing.
(d) Once a semipermanent or temporary record is retained in a nonpaper medium as authorized
by this section:
(i) The original paper document shall be considered a duplicate of the record, and may be
summarily disposed of or returned to the sender; and
(ii) The provisions of this section related to retention and destruction of semipermanent and
temporary records shall apply only to the record retained in the nonpaper medium.
(e) Once a permanent record is retained in a nonpaper medium as authorized by this section:
(i) The original paper document shall be considered a copy of the record and may be destroyed
after compliance with the provisions of this subparagraph. Prior to destruction of original paper
documents, the city clerk shall provide written notice, either by electronic or physical delivery,
including a detailed list of the documents proposed for destruction to the Idaho state historical
society. The Idaho state historical society shall have thirty (30) days after receipt of the notice to
review the list and respond in writing, either by electronic or physical delivery, to the city clerk
identifying any documents that will be requested to be transferred from the city to the historical
society for retention in the permanent records repository. Any documents that will not be
transferred for retention in the permanent records repository may be destroyed. If the city clerk
receives no written response within thirty (30) days after the notice was received by the historical
society, then the records proposed for destruction may be destroyed.
(ii) The provisions of this section related to retention of permanent records shall only apply to the
record retained in the nonpaper medium.
(f) Even if a historic record is retained in a nonpaper medium as authorized by this section, the
original paper record shall also be retained by the city in perpetuity, or it may be transferred to the
Idaho state historical society's permanent records repository upon resolution of the city council.
(g) Whenever any record is retained in a nonpaper medium, the city clerk shall maintain,
throughout the scheduled retention period for such record, suitable equipment for displaying such
record at not less than original size and for making copies of the record.
91 | P a g e
(h) Whenever any record is retained in a nonpaper medium, it shall be made in duplicate and the
custodian thereof shall place one (1) copy in a fire-resistant vault or off-site storage facility, and
he shall retain the other copy in his office with suitable equipment for displaying such record at
not less than original size and for making copies of the record.
(7) Destruction or transfer of records:
(a) Permanent records shall not be destroyed, except for paper originals of permanent records
retained in a nonpaper medium as provided in subsection (6)(e) of this section. Permanent records
may be transferred to the Idaho state historical society's permanent records repository upon
resolution of the city council.
(b) Semipermanent records may be destroyed only by resolution of the city council and upon the
advice of the city attorney, except for paper originals of semipermanent records retained in a
nonpaper medium as provided in subsection (6)(d) of this section. Such disposition shall be under
the direction and supervision of the city clerk. The resolution ordering destruction shall list in
detail records to be destroyed.
(c) Temporary records may be destroyed only by resolution of the city council and upon the advice
of the city attorney, except for paper originals of temporary records retained in a nonpaper medium
as provided in subsection (6)(d) of this section. Such disposition shall be under the direction and
supervision of the city clerk. The resolution ordering destruction shall list in detail records to be
destroyed.
(d) Historical records may not be destroyed but may be transferred to the Idaho state historical
society's permanent records repository upon resolution of the city council.
History:
[50-907, added 2005, ch. 41, sec. 2, p. 164; am. 2016, ch. 226, sec. 1, p. 621.]