20-2215 Authorizing the Destruction of Certain Records CITY OF MERIDIAN RESOLUTION NO. 20-2215
BY THE CITY COUNCIL: BERNT, BORTON, CAVENER,
HOAGLUN, PERRAULT, STRADER
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF
MERIDIAN AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN PAPER
ORIGINALS OF PERMANENT RECORDS RETAINED IN A NONPAPER MEDIUM, SEMI-
PERMANENT, AND TEMPORARY RECORDS OF THE CITY OF MERIDIAN; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code section
50-907(7)(a) to, by resolution, destroy paper originals of permanent records retained in a nonpaper
medium as provided in subsection 50-907(6)(e), upon the advice of the City Attorney, and with such
disposition to be under the direction and supervision of the City Clerk; and
WHEREAS, the City Clerk has identified certain paper originals of permanent records of the
City Clerk's Office that have been retained in nonpaper medium in accordance with the statutory
requirements set forth in Idaho Code section 50-907(6)(e); and
WHEREAS,the City Clerk has confirmed that the identified paper originals do not themselves
arise to having historical value as defined by Idaho Code section 50-907(4); and
WHEREAS, upon the advice of the City Attorney, the identified paper originals may now be
destroyed pursuant to Idaho Code sections 50-907(7)(a) because the need no longer exists to maintain
the identified paper originals of the permanent records any longer; and
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code section
50-907(7)to,by resolution, destroy semi-permanent and temporary records,upon the advice of the City
Attorney, and with such disposition to be under the direction and supervision of the City Clerk; and
WHEREAS, upon the advice of the City Attorney, the City Clerk has identified certain semi-
permanent, and temporary records that may be destroyed pursuant to Idaho Code sections 50-907(2)
and(3) because the time period for retention of such records has expired.
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF MERIDIAN CITY, IDAHO:
Section 1. That the City Clerk is hereby authorized to direct and supervise the destruction of
the following records of the City of Meridian:
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 1 OF 50
2020 City-Wide Record Destruction List
Paper Originals of Permanent Records Retained in Nonpaper Medium
Record Description Years
City Clerk's Office
Election— Campaign Finance Reports showing contributions Destroy records dated
Reports and expenditures in city December 31, 2019 and older
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).
Election— Candidate Includes declarations of Destroy records dated
Declarations & Petitions candidacy and intent for December 31, 2019 and older
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
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 2 OF 50
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.
Semi-Permanent Records
Record Description Years
City Attorney's Office
Bankruptcy Notices and Records documenting
Case Files 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 Destroy records dated December
notice or claim with the court. 31, 2014 and older
Information may include:
debtor's name, utility accounts
information, prepared repayment
plan and related documentation.
Civil Case Files Pending and closed cases filed
by and against the city,
including all pre-litigation,
litigation, appellate documents
(complaints, summons, Destroy records dated December
investigations, reports, attorney 31, 2009 and older
notes, discovery-related records,
pleadings, affidavits, motions,
deposition transcripts,
disposition, orders and
judgments, exhibits, appeals,
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 3 OF 50
and related records), and
bankruptcy files.
Departmental Reports Reports prepared by the city
attorney for the mayor and city Destroy records dated December
31, 2014 and older
council.
Land Use Appeals Appeals of land use decisions,
including staff reports, Destroy records dated December
pleadings, briefs, and related 31, 2009 and older
records.
Legal Opinions, Formal and informal opinions
Memoranda and memoranda rendered by the
city attorney for the mayor, city
council, or city departments, Destroy records dated December
examining legal questions 31, 2009 and older
relating to state/federal law/rules
or local ordinances/policies.
Privileged Records held in confidence by
Administrative Records the City Attorney's Office
regarding confidential or
Destroy records dated December
privileged matters including
personnel investigations,
31, 1944
settlements related to personnel
matters.
Settlement Records Settlement agreements and
related documentation from civil Destroy records dated December
cases, claims, mediation, and 31, 1944
arbitration.
Claim Files Claims for damages filed by and
against the city, including claims
caused by city employees/ Destroy records dated December
equipment, including Property 31, 2009 and older
Damage Records, Liability
Claims Records, Public Injury
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Reports, and related
correspondence.
Insurance Policy Records documenting the terms
Records and conditions of city insurance
policies covering liability,
property, motor vehicle, etc. Destroy records dated December
Records usually include: 31, 2014 and older
policies, endorsements, rate
change notices, agent of record,
and related documents.
City Clerk's Office
Correspondence Records created or received in the
course of administering city
policies, procedures or programs,
but these records do not provide Destroy records dated December
insight into significant policy, 31, 2014 and older
procedure or program discussions
or decisions.
AudioNideo Audio and video recordings of
Recordings City Council, Commission and Destroy records dated December
Committee Meetings. 31, 2014 and older
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Contracts &Agreements Agreements with vendors and
to which the City is a other parties for the acquisition,
Party lease, lease-purchase or sale of
equipment, supplies, services or
property, letters of credit,
warranty surety agreements
which have been approved at a Destroy records dated December
City Council meeting, approved 31, 2009 and older
by the Mayor, or have been
recorded with Ada County.
Permits &Licenses Records relating to city permits
and licenses issued in the City Destroy records dated December
31, 2014 and older
Clerk's Office.
Election— Includes the following records:
General/Regular polling places,judges and
(Working Files) clerks, challengers and watchers,
Destroy records dated December
voting machines and vote tally 31, 2014
systems, correspondence, and
other records not specifically
listed in this schedule.
Commissions, Committees, and Boards—Excludes Planning & Zoning and City Council
Audio Recordings Audio recordings of commission, Destroy records dated December
committee, or board meetings 31, 2014 and older
Minutes Summary or verbatim minutes of
commission,committee,or board
meetings; documents and other
Destroy records dated December
written or visual materials
31, 2014 and older
presented at meetings (e.g.,
handouts, photos, presentations,
etc.)
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Community Development Department
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)
Correspondence 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 Destroy records dated December
program discussions or 31, 2014 and older
decisions, including, but not
limited to: citizen response
letters, change of address
notifications including
corner lot change of address,
and street name changes.
Zoning Verification Letter
Documents, including, but
not limited to: written
requests for zoning analysis Destroy records dated December
of a specific parcel/property 31, 2009 and older
and the responsive
departmental opinion
Building Applications for
Commercial Projects and
Government Buildings Accela files related to
commercial and 10 years from record date for all
governmental buildings and records dated January 2012
projects, including
Building Applications for Accela Files related to Non-
Non-Commercial Projects Commercial and Non-
and Non-Government Governmental buildings and
Buildings projects, including, but not
limited to: permit 10 years from record date for all
records dated January 2012
applications, inspection
records,photos,building,
mechanical, plumbing,
and/or electrical permits
MA Land Development Division —Commercial and Government Buildings
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Land Development Files or documents created
Commercial and and/or used in the land
Governments Project Files development phase of a
commercial project, Destroy records dated December
including but not limited to: 31, 2009 and older
approval letters, QLPE
letters, soil reports, and
drainage calculations.
Land Development Division—Non-Commercial and Non-Government Buildings (Residential)
Land Development Non- Files or documents created
Commercial and Non- or used in the land
Government (Residential) development phase of a
Project Files residential or commercial
subdivision project, Destroy records dated December
including, but not limited to: 31, 2009 and older
approval letters, QLPE
letters, soil report, and
drainage calculations.
Permits and Inspection
Records—All Land Files or documents created
Development (Accela and/or used in the land
Record ID's) developments phase of all
Governmental, Commercial,
or Residential/Commercial Destroy records dated December
Subdivision projects with 31, 2009 and older
Accela ID's (LD-DEV, LD-
CLOT, LD-RSUB, LD-
CSUB, LD-CAP, LD-MISC,
LD-WSA).
Planning Divisions Community Development Block Grant (CDBG)
Sub Recipient Agreements Documents, including, but
and Supporting Documents not limited to: agreements,
Consolidated Annual
Performance Evaluation
Report (CAPER), sub-
recipient agreements, Destroy records dated December
environmental review 31, 2014 and older
records, PSAs (and
corresponding products),
sub-recipient reporting
documents (activity reports,
draw requests, labor files),
etc.
Planning Division—Administrative Applications
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Sign: Planned Sign
Program; No longer Documents, including, but
issuing, but still have not limited to: approved Destroy records dated December
existing records
application, and sign 31, 2014 and before that have
requirements for a specific letters of revocation.
project.
Finance Department
Correspondence Records created or received in
the course of administering city
policies, procedures or
programs, but these records do
not provide insight into
Destroy records dated December
significant policy, procedure or
program discussions or 31, 2014 and older
decisions. Including but not
limited to Citizen Response
letters,billing adjustment
requests, etc.
Accounts Payable Records documenting payment
of city bills, including reports, Destroy records dated December
invoices, check stubs, purchase 31, 2014 and older
orders, payment authorizations.
Accounts Receivable Records documenting billing
and collection of monies owed
to the city by vendors, citizens,
organizations, governments, etc.
Records include: reports,
Destroy records dated December
receipts, invoices, statements,
31, 2014 and older
etc. Information typically
includes: receipt amount, date,
invoice number, name, account
number, account balance,
adjustments, etc.
Cash Receipts Receipt and supporting Destroy records dated December
documentation 31, 2014 and older
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Grant Records Records documenting the
application, evaluation,
awarding, administration,
reporting and status of grants
applied for, received, awarded or
administered by the city.
Destroy records dated December
Records include: applications
and proposals, summaries, 31, 2009 and older or 10 years
objectives, activities, budgets, from final grant closeout
exhibits, award notices, progress
reports, contracts, financial
reports, and related
correspondence and
documentation.
Liens Liens held by the city and any Destroy records dated December
corresponding release of liens. 31, 2014 and older after lien
release
Sales &Use Tax Forms Used to report and remit sales
tax collected and due to the Destroy records dated December
31, 2014 and older
state.
Travel Records Records documenting requests,
authorizations, reimbursements,
and other actions related to Destroy records dated December
employee travel, including 31, 2014 and older
expense reports and receipts,
vouchers and related documents.
Financial Reports Reports documenting the
Quarterly Published financial condition and operation
of the city, Reports include
information on revenues and Destroy records dated December
expenditures in relation to the 31, 2009 and older
final budget.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Financial Reports Year Reports and data used to
End document the financial condition
and operation of the city, sub Destroy records dated December
ledgers related to,but not 31, 2014 and older
including the final Audit Report.
Bank Transaction Records documenting the status
Records and transaction activity of city Destroy records dated December
bank accounts, including 31, 2014 and older
account statements.
Budget Records Records used in preparing and
adopting the city budget,
including revenue projections,
instructions, department
requests, worksheets, council- Destroy records dated December
approved tentative budget and 31, 2009 and older
notice of budget hearing,
adopted appropriations
ordinance and amendments, and
other information.
Capital Asset Records— Record of purchase, vendor Destroy records dated December
Purchase invoice and related documents. 31, 2014 and older
Capital Asset Records— Record of disposal, department Destroy records dated December
Disposal request of disposal. 31, 2014 and older
Gift and Contribution Records documenting gifts and Destroy records dated December
Records contributions to the city. 31, 2009 and older
Investment Records Reports, statements, summaries,
correspondence and other
records documenting and Destroy records dated December
tracking investments made by 31, 2014 and older
the city, including the Local
Government Investment Pool.
Accounting Software Transaction records within the Destroy records dated December
Records Accounting Software system: 31, 2009 and older
including—payroll, vendor
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 11 OF 50
listing, vendor payments, vendor
purchase orders,budget
transactions, cash receipts, and
general ledger.
Departmental Reports Reports documenting the
financial condition and operation
of the city, issued on a monthly,
quarterly, annual or other basis,
including quarterly published Destroy records dated December
treasurer's report and year-end 31, 2009 and older
financial reports. Reports
include information on revenues
and expenditures in relation to
the final budget.
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 Destroy records dated December
notes receivable, interest 31, 2009 and older
income, amounts due from other
funds, bank loans received, cash
in escrow, deferred loans
received, cash, revenue,
accounts receivable, accounts
payable, etc.
Journal Entries Records including detailed
reports and back up Destroy records dated December
documentation for journal 31, 2014 and older
entries
Administrative Reports Reports, statistical studies, and
other records designed and used Destroy records dated December
for budget preparation, 311 2009 and older
projections, workload and
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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personnel management, and
research and general reference.
Deduction Authorization Records documenting employee
Records authorization for voluntary
payroll deductions. Records
may include: direct bank
Destroy records dated December
deposits, insurance applications,
enrollment cards, deduction 31, 2014 and older
authorizations, approval notices,
deduction terminations, and
related records.
Federal& State Tax Records, in addition to those
Records 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: Destroy records dated December
the federal miscellaneous 31, 2014 and older
income statement (1099),
employers' quarterly federal tax
return (941, 941E), tax deposit
coupon(8109), and similar
federal and state completed
forms.
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 Destroy records dated December
original writs of garnishment, 31, 2014 and older
orders to withhold, federal or
state tax levies, recapitulations
of amounts withheld, and related
records. Information usually
includes: employee name and
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social security number, name of
agency ordering garnishment,
amount, name of party to whom
payment is submitted, dates, and
related data.
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 Destroy records dated December
and social security number, 31, 2014 and older
hours worked, rate, overtime,
vacation value, various
allowance, gross pay, federal
and state withholding, voluntary
deductions, net pay, and related
data.
Time Records Records documenting hours
worked, leave hours accrued,
and leave hours taken by city
employees. Information usually
Destroy records dated December
includes: employee name and
employee number, hours 31, 2014 and older
worked, type and number of
leave hours taken, total hours,
dates and related data.
W2s Annual statements documenting
individual employee earnings
and withholdings for state and
federal income taxes and social Destroy records dated December
security tax, also known as 31, 2014 and older
federal tax form W-2.
Information includes: city name
and tax identification number,
employee name and social
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 14 OF 50
security number, wages paid,
amounts withheld, and related
data.
W4s Certificates documenting the
exemption status of individual
city employees, also known as
W-4 forms. Information Destroy records dated December
includes: employee name and 31, 2014 and older
address, social security number,
designation of exemption status,
and signature.
PERSI Records Records relating to PERSI,
including Employer Remittance
Destroy records dated December
Forms, invoices,
correspondence, financial 31, 2014 and older
adjustments, etc.
Unemployment Reports Records documenting employee
earnings on a quarterly basis.
Used to document costs and
charges in the event of an
Destroy records dated December
unemployment compensation
claim. Information includes: 31, 2014 and older
employee name and social
security number, quarterly
earnings.
Contracts Agreements with vendors and
other parties either in hard
copies or contained on the Destroy records dated December
Contract Management Database 31, 2009 and older(provided 10
for the acquisition or sale of years from date of substantial
equipment, supplies, services or completion)
property, also includes insurance
certificates, payment and
performance bonds pertaining to
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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a solicitation or contract that
Purchasing is facilitating.
Lease Agreements Lease agreements for property Destroy records dated December
or equipment. 31, 2014 and older
Purchase Orders Requests and purchase orders
for goods or services purchased
by the city. Information
includes: department, delivery Destroy records dated December
31, 2009 and older
location, date, quantity,
description, unit and total price,
and authorizing signatures.
Purchasing Selection Records documenting
competitive bidding and
purchase of goods, services, and
public works construction, and
Destroy records dated December
procurement of design 31, 2009 and older from the date
professionals. Records include:
of award
published notices and
solicitations, specifications, bids,
requests for qualifications,
statements of qualifications, etc.
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.
Destroy records dated December
Information usually includes:
31, 2014 and older
customers name and address,
type of adjustment,justification,
amount changed, authorizing
signatures and other
information. (Records held
within the billing software).
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Billing Directive Application completed by owner
or property manager to initiate
Third Party billing for specified
Destroy records dated December
utility account. Information
included: owner, property 31, 2014 and older
manager, tenant, move-in date,
and service address.
Billing/Payment Records documenting
Registers 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 Destroy records dated December
payments. Information often 31, 2014 and older
includes: customer's name,
service address, meter reading,
water usage, utility charges,
payments, adjustments and
related data. (records held within
the billing software).
Change Record Records documenting routine
information changes to customer
Destroy records dated December
accounts, including name and
address. (Records held within 31, 2014 and older
the billing software).
Customer File General correspondence and
forms related to a specific utility
account. This information
would be in addition to that
found within the billing Destroy records dated December
software. Documents in file 31, 2014 and older
may include and are not limited
to: general letters,payment
arrangement forms, third party
billing docs, hard copies of
customer history reports, leak
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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adjustment requests, letters
submitted to the City for
customers.
Disconnect Notice to Notice to City Council to verify
City Council that no customer currently slated
for shut off due to non-payment
has requested a hearing with the
Board of Adjustment. Notice Destroy records dated December
includes number of customers 31, 2014 and older
slated for shut off and the value
of the delinquent accounts.
Disconnect Record Records documenting a
customer's request for
disconnection of water, sewer, Destroy records dated December
garbage or other city-provided 31, 2014 and older
services. (records held within
the billing software).
Meter Readings Document the readings of
customer water meters for
billing purposes. Information
typically includes: meter
reading, date read, account Destroy records dated December
number, billing code, final 31, 2014 and older
reading, reason for turnoff,
meter changes, and related data.
(records held within the billing
software)
Renter Addendums Supplemental document
completed by the tenant to
accept the third party billing for
Destroy records dated December
specified utility account.
Information included: tenants 31, 2014 and older
name, service address, mailing
address and phone number.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Security Deposit Records documenting customer
Records payment of a security deposit to
receive temporary dumpster
services. Information usually
includes date, amount of deposit, Destroy records dated December
customer's name, address, and 31, 2014 and older
account number, date account
closed, refund date, amount of
deposit applied, and related
information.
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 Destroy records dated December
turn-ons as authorized. Record
includes: Customer name, 31, 2014 and older
service address, meter id, time of
shut off, time of payment, time
of turn-on, fee waived if
applicable and general notes.
Fire Department
Car Seat Inspections Car seat inspection forms.
Destroy records dated December
31, 2009 and older
Correspondence General administrative
correspondence, including
records created or received in
the course of administering city Destroy records dated December
policies/programs,but not 31, 2014 and older
related to significant
policy/program discussions or
decisions. Includes customer
survey cards.
Meeting Minutes Final, approved Officer and
Command Staff meeting Destroy records dated December
31, 2014 and older
minutes.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Public Education Records related to the design
Programs &Publications and implementation of
educational and other outreach
programs provided to the public
by the department. May Destroy records dated December
include: class descriptions, 31, 2014 and older
instructional materials, course
outlines, class enrollment and
attendance records, reports,
speeches, and publications.
Structure Burn Training Records related to structure Destroy records dated December
Records burns.
31, 2009 and older
Human Resources
Affirmative Action; Records documenting city
Equal Employment compliance with the Civil
Opportunity Commission Rights Act of 1964, the Equal
Reports Employment Opportunity Act
of 1972 and the Americans with
Disabilities Act. Records
include: plans, policy
statements, reports, Destroy records dated December
investigations, case files and 31, 2014 and older
related information. Also
includes EEO-4 reports
submitted to the Equal
Employment Opportunity
Commission(EEOC)
documenting compliance with
EEOC requirements by cities
with 15 or more employees.
Benefits Continuation Records documenting notice to
employees, spouses and
dependents informing them of
their rights to continue
insurance coverage after
termination or disability or Destroy records dated December
family leave and whether 31, 1944 and older
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
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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coverage. Records may be filed
with the Employee Benefits
Records or Employee Personnel
Records.
Budget Prep Records Working documents utilized to
build base budgets and establish Destroy records dated December
yearly budgets; worksheets, 31, 2009 and older
enhancements, amendments,
etc.
Correspondence, Correspondence created or
Administrative received in the course of Destroy records dated December
administering City policies and 31, 2014 and older
programs.
Committee Records Agendas and meeting
minutes/notes for special groups Destroy records dated December
convened by HR for specific 31, 2012 and older
purposes such as Benefits,
Compensation, and Wellness.
Department Guidelines, HR guidelines, including but Destroy records dated December
Policies, Procedures, not limited to, Salary 31, 2009 from date guideline in its
Processes, and Reports Administration Guidelines. entirety, or any part thereof, is
officially replaced or updated
Department Guidelines, City Standard Operating
Policies, Procedures, Policy/Procedure Manual. Destroy records dated December
Processes, and Reports 31, 1999 from updated or replaced
SOP Manual
Department Guidelines, Records documenting and
Policies, Procedures, relating to HR processes, Destroy records dated December
Processes, and Reports including but not limited to, 31, 2014 or from last HR process
recruiting/interviewing update or replacement
processes.
Department Guidelines, Policies, reports, and documents
Policies, Procedures, regarding the internal Destroy records dated December
Processes, and Reports department operations and 31, 2009 and older
procedures (e.g. Turnover,
Recruiting reports, etc.).
Department Guidelines, HR reports regarding
Policies, Procedures, department performance or
Processes, and Reports other management
presentations. Includes reports Destroy records dated December
documenting trends, department 31, 2009 and older
or City performance in key
areas as determined.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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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 Destroy records dated December
to: plan selection and 31, 1944 and older
application forms, enrollment
records, contribution and
deduction summaries, personal
data records, authorizations,
beneficiary information, notices
of disability payment made, and
related documentation.
Employee Medical Document an individual
records employee's medical history.
These records are not personnel
records and must be kept in a
separate location from
employee personnel records as
required by the Americans with Destroy records dated December
Disabilities Act. Records may 31, 1944 and older
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.
Employee Personnel Document of employee's work
Records history. Original employee
personnel records are kept by
Human Resources Department
unless otherwise specified.
Records may include, but are
not limited to: employment Destroy records dated December
applications, notices of 31, 1944 and older
appointment, training and
certification records, records of
health limitations, drug testing,
salary schedules, personal
actions, performance
evaluations, awards and other
special recognition, letters of
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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recommendation, investigation
information, disciplinary action,
notices of layoff, letters of
resignation, home address and
telephone, emergency
notification forms, oaths of
office, grievance and complaint
records, and relate
correspondence and
documentation. (See also
Employee Benefits Records,
Employee Medical Records,
Recruitment and Selection
Records, and Volunteer
Records).
Notes:
(1) Meridian Police Department
employee personnel records
including original Internal
Affairs files and training
materials are kept by the Police
Department according to the
Police Department Records
Retention Schedule. Upon
employee separation, these
records shall be forwarded to
Human Resources Department.
All other Police Department
current employee original
personnel records are kept by
the Human Resources
Department.
(2) Meridian Fire Department
employee personnel records
including original training
records and original records
related to Union promotions are
kept by the Fire Department.
Upon employee separation these
records shall be forwarded to
Human Resources Department.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 23 OF 50
All other Fire Department
current employee original
personnel records including
ICRMP and BEST training
records and Union member
promotion applications and
PAR forms documenting a
promotion are kept by Human
Resources Department..
Employment Document to the U.S.
Verification(I-9)of Job Immigration and Naturalization
Applicants 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 Destroy records dated December
verification data such as 31, 2016 and older
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.
Hazard Exposure Emergency response employees
Records 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; Destroy records dated December
physician's written opinion, 31, 1944 and older
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
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 24 OF 50
anticipated exposure levels;
description of protective
equipment used; and
information from previous
medical examinations of the
employee which is not readily
available to physician and other
information.
Insurance Policies/Plans: Records documenting plan
Employee Group Health descriptions and summaries of
and Life Benefits city insurance policies and plans Destroy records dated December
covering employee group health 31, 2009 and older
and life benefits, including
annual certification records.
Personnel Action(PAR) Completed employee forms
Forms submitted to HR upon initial Destroy records dated December
hire, pay increase or decrease, 31, 1944 and older
change of address, or change of
supervisor.
Presentations Formal departmental
presentations to Council, other Destroy records dated December
31, 2014 and older
formal bodies.
Special Projects Documents related to special,
one-time projects to include, but
not limited to, Employee Destroy records dated December
Satisfaction Survey, Policy 31, 2009 and older
Review/Revision, Salary
Structure Review.
Surveys HR and other initiated internal
surveys, survey results (e.g. Destroy records dated December
Salary Surveys, Employee 31, 2009 and older
Satisfactions Surveys, Best
Place to Work. Etc.).
Training Programs/HR Records related to the design Destroy records dated December
and implementation of training 31, 2014 or 5 years from final
programs provided to presentation and/or use
employees by the City.
Training/Travel Records Records documenting
attendance and presentation by
HR employees at conventions, Destroy records dated December
conferences, seminars, 31, 2014 and older
workshops, and similar training
events. Includes training/travel
requests, training materials,
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 25 OF 50
reports and related
correspondence.
Workers' Compensation Medical records related to job
Records and Claims assignments that document
work-related injuries and
illnesses, including but not
limited to, hearing test records,
hazard exposure records, first-
aid incident records,physician Destroy records dated December
statements, release consent 31, 1989 and older
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.
Information Technology
Correspondence Records created or received in
the course of administering city
policies, procedures or
programs, but these records do Destroy records dated December
not provide insight into 31, 2014 and older
significant policy, procedure or
program discussions or
decisions.
Service Management All customer support tickets
Tool opened in service management Destroy records dated December
31, 2009 and older
systems.
Department Policies and Policies, reports, and documents
Reports regarding internal department
operations and procedures, e.g.
Destroy records dated December
computer usage policy,
31, 2014 and older
password policy, service level
goals, training materials,
evaluations of materials.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Outlook E-mail All e-mail messages, sent or
Messages—General received by City staff using
City Staff Outlook software,that are stored
in Outlook or the City's e-mail
archiving system. (E-mail Destroy records dated December
messages may be preserved 31, 2014 and older
elsewhere in digital or paper
format for longer periods of time
as the subject matter of such
messages may require).
Mayor's Office
Correspondence Correspondence created or
received in the course of
administering city
policies/programs, but these
records do not provide insight Destroy records dated December
into significant policy/program 31, 2014 and older
discussions or decisions.
May include citizen response
letters, letters to homeowner
associations and businesses.
Agendas &Minutes Agendas and minutes of Director
Meetings, Operational Meetings, Destroy records dated December
Mayor's Youth Advisory 31, 2014 and older
Council Meetings.
Applications Forms and materials submitted
with application for positions or
awards administered by Mayor's
Office, including applications for
Destroy records dated December
scholarships, Promise partners,
Mayor's Youth Advisory 31, 2014 and older
Council, volunteer positions,
City commissions, and City
committees or task forces.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 27 OF 50
Memoranda Mayoral memos regarding
Destroy records dated December
proclamations, meetings, or
31, 2014.
events.
News Releases A written or recorded record
directed at members of the news Destroy records dated December
media for the purpose of making 31, 1994 and older
a newsworthy announcement.
Proclamations Proclamations issued by the
Destroy records dated December
Mayor not read at City Council
31, 2009 and older
Meetings.
Publications Informational or promotional
publications of the Mayor's
office, including newsletters,
flyers, marketing materials, Destroy records dated December
brochures, program materials. 31, 2014 and older
Special Projects Documents related to special or
one-time projects to include, but
not limited to: Strategic Plans. Destroy records dated December
31, 2009 and older
Parks and Recreation Department
Agendas &Minutes Agendas and minutes of weekly
and monthly MPR staff Destroy records dated December
31, 2009 and older
meetings.
Budget Preparation Working documents utilized to
Records build base budgets and establish
yearly budgets, including but not Destroy records dated December
limited to enhancements, 31, 2009 and older
amendments, carry forward
support, FTE anticipation,
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 28 OF 50
vehicle replacement, and quotes
for service/maintenance.
Correspondence 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 Destroy records dated December
program discussions or 31, 2014 and older
decisions. Including but not
limited to citizen response
letters.
Employee Time Logs Completed logs of employees' Destroy records dated December
and Reports time, tasks, and location; reports 31, 2014 and older unless record is
and analysis of related data. superseded by Finance
Department
Surveys Internal and external outreach
surveys and results,
presentations, neighborhood
meeting minutes,
correspondence, and summary
reports to solicit citizen input on Destroy records dated December
parks and recreation, customer 31, 2009 and older
service, and process
improvement. Records of public
input, including survey results,
neighborhood meeting minutes,
correspondence, etc.
Police Department
Activity Reports Daily, weekly, monthly or other
reports documenting the Destroy records dated December
activities of employees, 31, 2014 and older
including: type of activity,
employees involved, time spent
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 29 OF 50
on activity, work completed,
equipment used, etc. May
include Education&Prevention
Training reports.
Asset Forfeiture Documentation pertaining to the Destroy records dated December
Records seizure process and obtaining 31, 2014 and older or 5 years after
approval through the courts. closure of case
Code Enforcement Records created by code
Records" enforcement officers to
document a violation or Destroy records dated December
investigation into a suspected 31, 2014 and older or 5 years after
violation of city ordinance that last action
does not become a crime report
(DR).
Crime Reports (DRs) Reports documenting a suicide,
for Suicides, Unattended unattended death and/or criminal
Deaths, and Major offense and actions taken,
Crimes including charges or arrests.
Record typically includes
(murder, involuntary location of occurrence, date and
manslaughter, rape, time, handling officer, involved
sexual abuse of a child, parties (suspects, victims,
terrorism) witnesses, reporting parties, etc.)
and their personal information,
summary of events and Destroy records dated December
supportive documents (e.g., 31, 1919 and older
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.,
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 30 OF 50
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).
Crime Reports (DRs) Reports documenting a criminal
and Citations for other offense and actions taken,
Crimes 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,
Destroy records dated December
summary of events and
supportive documents (e.g., 31, 2014 and older
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
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 31 OF 50
background information
(ILETS/Triple III, Ada LE
Lookup, ISTARS, JDOQ,
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).
Digital Media—Type 1 Digital media attached to a crime
report for a major crime.
Includes video, audio, or other Destroy records dated December
digital content created by a law 31, 1919 and older after final
enforcement officer in the course disposition
of an investigation or response
and attached to a crime report for
murder, involuntary
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 32 OF 50
manslaughter, rape, sexual abuse
of a child, or terrorism.
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 Destroy records dated December
investigation or response and 31, 2014 and older
attached to a crime report for a
crime other than murder,
involuntary manslaughter, rape,
sexual abuse of a child, or
terrorism.
Field Interview Reports An informational document
(FI cards) written by police officers
relating to individuals, events, or
vehicles for which the officer
does not have probable cause for
enforcement. Typically includes Destroy records dated December
name and current address of 31, 2014 and older
person contacted,physical
description of person or vehicle,
officer's name, location of
contact, date and time, reason for
contact, etc.
Grant Records Applications and required
reporting documents for grants
to support law enforcement Destroy records dated December
initiatives and programming 31, 2009 and older or 10 years
(e.g., crime prevention, after grant closeout
substance abuse programs,
criminal justice, SWAT).
Health &Welfare Referrals of suspected child Destroy records dated December
Referrals/ abuse, adult abuse and daycare 31, 2014 and older or 5 years from
complaints. closure of referral or case.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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APS &Daycare
Complaints
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, Destroy records dated December
written statements, narratives, 31, 1944 and older
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.
Master Name Index Information on individuals who
Records are field interviewed, individuals
who are arrested, suspects or
accomplices in crimes, victims,
Destroy records dated December
complainants, and witnesses to
incidents. Information typically 31, 1919 and older
includes name, address, date of
birth, race, sex, date and time of
incident or contact, case number
Training Materials Records related to training
programs provided to MPD
personnel by presenters
including City employees, Destroy records dated December
contractors, or other presenters. 31, 2014 and older
May include course descriptions,
instructor certifications,
instructional materials, course
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 34 OF 50
outlines and handouts, and
attendance records.
Victim Witness System Notations and documents
documenting contact with Destroy records dated December
victims and witnesses. 31, 1999 and older
Written Warnings Written notice provided by MPD
officer to member of the public to Destroy records dated December
bring attention to a potential or 31, 2014 and older
actual violation.
Public Works Department
Ada County Highway Permits issued by Ada County
District (ACHD) Highway District (ACHD) to dig Destroy records dated December
Permits in public utility easement. 31, 2014 and older
Alarm Monitoring/Test Reports of monitoring fire
Results Reports alarms, security alarms and
sprinkler tests for all relevant
City-owned facilities including
annual fire alarm testing, annual
backflow testing, quarterly Destroy records dated December
31, 2014 and older
sprinkler testing in Sapphire
suppression system, monthly fire
pump runs, and monthly check
on fire extinguishers and
Sapphire.
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 Destroy records dated December
Treatment Plant, Meridian 31, 1994 and older
Heights Water and Sewer
District, South Meridian
Planning.
Budget Preparation Work documents utilized to Destroy records dated December
Records build base budgets and establish 31, 2009 and older
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 35 OF 50
yearly budgets, including
vehicle replacement worksheets,
enhancements, amendments and
carry forward support.
Committee Records Agendas and meeting minutes
for special groups convened by
Public Works such as City
Services Focus Group, Destroy records dated December
Construction Best Management 31, 2014 and older
Practices Sub-Committee,
Energy.
Confined Space Entry A written authorization prepared
Permit prior to employee entry into a
Permit Required Confined
Space. The Department's permit Destroy records dated December
contains specific entry space, 31, 2014 and older
purpose and time conditions
under which the entrance will
operate.
Construction Punch New projects inspection report
Lists on City and Development
projects noting repairs that need Destroy records dated December
made. 31, 2014 and older
Construction Samples Bacteria sample results taken for Destroy records dated December
water line/well construction. 31, 2014 and older
Correspondence, Correspondence created or
Administrative received in the course of Destroy records dated December
administering City policies, 31, 2014 and older
procedures, or programs.
Departmental Reports Department reports,
Destroy records dated December
performance management
31, 2009 and older
presentations.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 36 OF 50
Emergency Master Plans Emergency plan records for City
Hall, Emergency Management, Destroy records dated December
31, 2009 and older
and Continuity of Operations.
Engineering Capital and Engineering Capital &
Enhancement Plan Enhancement Plan(ECEP) —5 Destroy records dated December
(ECEP) Reports year Capital Improvement Plan 31, 2009 and older
Reports.
Environmental Awards Awards presented to citizens and
Records businesses in recognition of
environmental contributions to
the community. This includes Destroy records dated December
but is not limited to award 31, 2014 and older
nominations, certificates,
photographs, and lists of
recipients.
Events, Public Works Records related to planning
Public Works internal and Destroy records dated December
31, 2014 and older
external events.
Fire Flow Reports Actual fire flow data taken from Destroy records dated December
a particular fire hydrant. 31, 1944 and older
Fire Flow Requests Requests from customers for fire
flow and responses from Destroy records dated December
Engineering staff based on 31, 1944 and older
computer modeling.
Leak Letters Letters that were mailed to
customer informing customer of Destroy records dated December
a possible leak are attached to 31, 2014 and older
the service order for leak check.
Meeting Minutes Internal meeting agendas, Destroy records dated December
minutes, sign-in sheets 31, 2014 and older
Meter Warranty Report A report on meter warranty. Destroy records dated December
31, 1994 and older
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Photos, Building Photos relating to repair and Destroy records dated December
Maintenance replacement of City-owned
31, 2017 and older OR December
equipment, material, and
31, 2009
facilities.
Presentations Departmental presentations. Destroy records dated December
31, 2009 and older
Pretreatment Awards Awards presented to businesses
Records in recognition of Best
Management Practices (BMP)
contributions to the Wastewater
Destroy records dated December
Resource Recovery Facility.
This includes but is not limited 31, 2014 and older
to award nominations,
certificates, photographs, and
lists of recipients.
Rate/Fee Records Records related to establishing
utility rates and fees, including Destroy records dated December
calculations, research and 31, 1999 and older
recommendations.
Safety/Health and Safety and health documents
Testing including but not limited to
training, auditory testing Destroy records dated December
31, 1944 and older
records, respirator fit test
information.
Safety Inspections Inspections/Reports for Gas
Destroy records dated December
Monitors, Crane, Fall Protection,
31, 1989 and older
and Fire Inspection.
Safety Meeting Agenda/ Topics covered and sign-up
Signup Sheets sheet for employees who Destroy records dated December
attended the meetings. 31, 2014 and older
Service Orders Records including requests from
customer, Utility Billing, or Destroy records dated December
Water Division to perform work 311 2014 and older
or get a read at an address as
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 38 OF 50
well as historical logs showing
service order number.
Sewer Maintenance and Records documenting the
Repair Records maintenance and repair of City
sewers. May include summaries, Destroy records dated December
reports, and similar records 31, 2017 and older OR December
usually compiled from daily 31, 2014
work records on a monthly or
quarterly basis.
Sewer Modeling Requests from customers to run
Requests sewer model for capacity and Destroy records dated December
sizing and response from 31, 1944 and older
Engineering staff based on
computer modeling.
Sewer Smoke Test Records documenting smoke
Records tests undertaken to verify
hookup to main sewer lines,
check condition of pipes, or
determine effectiveness of
backflow prevention devices. Destroy records dated December
Information typically includes: 31, 2009 and older
maps or diagrams of lines tested,
location of leaks detected,
inspector's name, pipe size, and
related information.
Sewer Television/ Records from contractors
Videoscan Inspection documenting television
Records (External) inspections used to locate
Destroy records dated December
problems and defects in sewer
lines. Often consists of 31, 2016 and older
inspections of newly constructed
lines.
Special Projects Documents related to special or
one-time projects to include,but Destroy records dated December
not limited to: Strategic Plans, 31, 2009 and older
Inventory Management, Project
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Information, Rail with Trail,
Subdivisions, and Accreditation.
Spring flush notices Flush notices mailed to
(Mailers) customers for spring flush of Destroy records dated December
water system/Maps. 31, 2014 and older
Surveys Public Works initiated internal
and external surveys and survey Destroy records dated December
results. 31, 2014 and older
Training Records documenting
attendance and presentation by
City employees at conventions,
conferences, seminars,
workshops, and similar training Destroy records dated December
events. Includes training 31, 2014 and older
requests, training and
Continuing Education Unit
(CEU)tracking reports, and
related correspondence.
Turbidity Reports Logs used for entering wasted
water flushed from the water
system and not sold. Flush
Destroy records dated December
locations are listed. Water 31, 1994 and older
Quality information, including
Nephelometer Turbidity(NTU)
readings, are documented.
Valve Maintenance Records documenting the
Records location, specifications,
maintenance, and repair of Destroy records dated December
valves in the City sewer system. 311 2017 and older OR December
Includes lists, charts, drawings, 3112014
reports, logs, and related
records, valve location,
identification number, run of
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 40 OF 50
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.
Water Meter Reports Water meter reports including:
NC list, billing status report, Destroy records dated December
autoread master route report,
billing pre-scan report, re-reads, 31, 2014 and older
and water meter testing results.
Water Quality Any mailed correspondence with
Destroy records dated December
Correspondence labs, customers, regulators 31, 2004 and older
concerning sampling.
Water Quality Master Records documenting water Destroy records dated December
Log quality calls from customers. 31, 1994 and older
Temporary Records
Record Description Years
City Clerk's Office
Election— Election ballots, including voted
General/Regular ballots, unused ballots, spoiled Destroy records dated December
(Working Files) ballots, ballot stubs, absentee 31, 2017 and older
voting, and duplicate poll books
Public Records Requests Written public records requests, Destroy records dated December
city denials of public records 31, 2018 and older
requests, responses, etc.
Community Development Department
Committee/Ad-Hoc Agendas and meeting
Team Records minutes/notes for special groups
convened by Community Destroy records dated December
Development for specific 31, 2017 and older
purposes such as understanding
operational gaps, Code issues,
and process delays.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Department Guidelines, Departmental records created or
Policies, Procedures, received in the course of
Processes and Reports administering departmental
policies, procedures, or
programs, but these records do
not provide insight into Destroy Records dated December
significant policy, procedure, 31, 2017 and older
program, discussions, or
decisions. Including, but not
limited to: citizen response
letters.
Finance
Special Documents related to special or Destroy records dated December
Projects/Initiatives non-confidential one-time 31, 2017 and older
projects
Fire Department
Public Record Requests Public records requests and Destroy records dated
responses. December 31, 2017 and
older
Ride-Along Forms Signed waivers for persons Destroy records dated
requesting a ride-along with the December 31, 2017 and
department. Ride Along tracking older
records.
Narcotics Inventory& Narcotic inventory and usage- Destroy records dated
Usage hard copy, narcotics distributed December 31, 2016 and
to the engine companies. older
Human Resources
Employment Document to the U.S.
Verification Immigration and Naturalization
(I-9)of Job Applicants Service that an applicant or
employee is eligible to work in
the U.S. Information includes: Destroy termed employees records
employee information and dated December 31, 2016 and
verification data such as older or 1 year after employment
citizenship or alien status and
termination, whichever is later
signature, employer review and
verification data such as
documents, which establish
identity and eligibility, and
employer's signature certi in
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 42 OF 50
that documents were checked.
This category includes forms
completed for all new hires, as
superseded or previous forms
completed on rehires.
Collective Bargaining Records documenting
negotiations between the city
and employee representatives,
including contracts, reports, Destroy records dated December
negotiation notes, letters of 31, 2016 and older
agreement, arbitration findings,
cost analyses, minutes, tape
recordings, etc.
Recruitment and Documents regarding the
Selection Records for recruitment and selection of city
Applicants who are employees and contracted
Hired 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, Destroy records dated December
applicant background 31, 2017 and older
investigation information,
polygraph test results, letters of
reference, civil service records,
staffing requisition forms,
certification of eligibles,
recruitment file (job
announcement,position
description, documentation
relating to the announcement
and test, and test items and
rating levels), and related
correspondence and
documentation.
Recruitment and Documents regarding the
Selection Records for recruitment and selection of city Destroy records dated December
Applicants who are Not employees and contracted 31, 2017 and older
Hired service providers such as
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 43 OF 50
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.
Collective Bargaining Records documenting
negotiations between the city
and employee representatives,
including contracts, reports, Destroy records dated December
negotiation notes, letters of 31, 2016 and older
agreement, arbitration findings,
cost analyses, minutes, tape
recordings, etc.
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 Destroy records dated December
time percentage breakdowns of 31, 2016 and older
tasks, skills and abilities needed
for each position, and related
records documenting the
development, modification or
redefinition of each job or
position.
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Leave Applications Applications or requests
submitted by city employees for
compensatory, family and
medical leave, long term leave
and other leave time. Destroy records dated December
Information usually includes: 31, 2016 and older
employee name, department,
date, leave dates requested, type
of leave requested, and related
data. These are not kept by
Finance.
Position Descriptions Records documenting the
description, classification and
compensation of city jobs and
positions. Usually includes
details of duties and
responsibilities of each position Destroy records dated December
time percentage breakdowns of 31, 2016 and older
tasks, skills and abilities needed
for each position, and related
records documenting the
development, modification or
redefinition of each job or
osition.
Payroll Unemployment Records documenting claims
Claims submitted by former city
employees for unemployment
compensation. Usually includes:
claims, notices, reports, and Destroy records dated December
related records. May also 31, 2016 and older
include records generated by the
appeal of claim determinations.
These are received by HR and
kept in HR.
Information Technology
IT Updates to Directors Updated project lists and Destroy records dates December
associated priorities provided to 31, 2017 and older
Directors at Director meetings.
Mayor's Office
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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Videos Videos prepared weekly for
informational or promotional
purposes, e.g., City Council Destroy records dated December
meetings, 31, 2017 and older
This Week in Meridian.
Parks and Recreation
Facility Permits Permits and materials including,
but not limited to: completed
Park Alcohol and Amplified Destroy records dated December
Sound Permits related to 31, 2017 and older
individual's or organization's
park picnic shelter reservation.
Short-term concessions permits
and related materials from Destroy records dated December
31, 2017 and older
vendors.
Facility Reservation Completed forms and related
Application and materials collected from
Materials individuals or businesses
Destroy records dated December
registering for a recreation class,
team, or event and other 31, 2017 and older
required documentation, such as
proof of insurance.
Collected Certificates of
Destroy records dated December
Liability Insurance from
individuals or vendors. 31, 2017 and older
Financial Aid Completed application forms
Applications and materials submitted to
Destroy records dated December
request financial assistance for
children's class or program(e.g., 31, 2017 and older
Care Enough to Share).
Incident or Accident Citizen reports of incidents,
Reports injuries, or accidents incurred Destroy records dated December
during or related to a 31, 2017 and older
department-sponsored or
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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department-provided class,
camp, program, reservation, or
activity.
Indemnity Forms, Signed waiver/indemnity
Medical Release Forms, agreement related to individual's
Waivers or organization's participation in
Destroy records dated December
department-sponsored or
department-provided class, 31, 2017 and older
camp, program, reservation,
activity, transportation, or travel.
Recreation Activity Sign Log sheets completed by parents
In/Sign Out Sheets to signify that minor has been
dropped off or picked up from a Destroy records dated December
department-sponsored or 31, 2017 and older
department-provided class,
camp, program, or activity.
Log sheets completed by
Destroy records dated December
participant confirming they have
attended a class or activity. 31, 2018 and older
Sports Schedules and Record of games played and Destroy records dated December
Scores final scores. 31, 2018 and older
Special Event Forms Completed forms from citizens
and businesses participating in a
Destroy records dated December
special event, including but not 31, 2017 and older
limited to vendor and sponsor
contracts and entries.
Team Rosters Record of all individuals Destroy records dated December
registered for a sports team. 31, 2017 and older
Police Department
Crime Analysis Statistics Records documenting police
efforts to anticipate, prevent, or
monitor criminal activity. May December 31, 2016 and older
include statistical summaries of
crime patterns, modes of
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 47 OF 50
operation, analysis of particular
crimes, criminal profiles,
forecasts, movements of known
offenders, etc.
Digital Media—Type 5* Digital media related to an
officer complaint. Includes
video, audio, or other digital
content created by a law
December 31, 2017 and older
enforcement officer in the
course of an investigation or
response relevant to a complaint
about such response or officer.
Intoxilyzer 5000en, Factory and State of Idaho
Draeger 9510 and certificates for instrument; log
LifeLoc Instrument of each person that takes the
Records breathalyzer test and
December 31, 2016 and older, 3
verification testing. May
include suspect name, date, Years after certificate has been
issued
time, results, operator name,
calibration check results,
simulated temperature in range,
comments, etc.
Radar Equipment, Records documenting the
Certifications, and calibration and maintenance of
Maintenance Records radar equipment that may be
useful in documenting the
accuracy of the readings. Often
includes original factory
December 31, 2016 and older, 3
certification of calibration.
years after equipment retirement
Information relating to
maintenance and repair may
include a description of the
work completed, parts used,
date of service, equipment
number, make, model, etc.
Public Works
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 48 OF 50
Backflow Tests Backflow assemblies test report. Destroy records dated December
31, 2016 and older
Correspondence, Engineering transmittals (not
Engineering project-related), serviceability Destroy records dated December
letters, Letters of Interest 31, 2016 and older
Daily Chlorine Field notes from Chlorine
Residuals residuals taken from various Destroy records dated December
sample ports in the City water 31, 2016 and older
system.
Maintenance Request Records documenting requests
Record and responses thereto
concerning a variety of
maintenance responsibilities
carried out by the Public Works
Department. Examples include,
but are not limited to: brushing Destroy records dated December
and limbing, road grading, 31, 2017 and older
rocking, sealing, patching, and
marking, traffic signals and
signs, City-owned buildings and
equipment, and water and sewer
system problems.
Safety Audits Health and Safety Audits. Destroy records dated December
31, 2016 and older
Section 2. That the City Clerk is authorized to take all necessary steps to destroy the records
as provided by this Resolution.
Section 3. That this Resolution shall be in full force and effect immediately upon its adoption
and approval.
ADOPTED by the City Council of the City of Meridian, Idaho,this16th day of June, 2020.
APPROVED by the Mayor of the City of Meridian, Idaho, this 16th day of June, 2020.
APPROVED: ATTEST: (SEAL)
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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By:
Mayor Robert E. Simison Chris Johnson, City Clerk
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
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