20-2235 Updating Citywide Records Retention Schedule Item#7.
CITY OF MERIDIAN RESOLUTION NO. 20-2235
BY THE CITY COUNCIL: BERNT,BORTON, CAVENER,
HOAGLUN, PERRAULT, STRADER
A RESOLUTION TO AMEND THE CITY OF MERIDIAN'S CITYWIDE RECORDS
RETENTION SCHEDULE;AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, on August 27,2019 the Mayor and City Council adopted and
approved Resolution 19-2162 which updated the Citywide Records Retention Schedule;
and
WHEREAS, it is recognized that from time to time it will be necessary to update the
Citywide Records Retention Schedule for proper management of city records; and
WHEREAS,an update to the current Citywide Records Retention Schedule has been
completed and the amended Schedule is attached hereto as Exhibit A.
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF MERIDIAN CITY,IDAHO:
Section 1. That the City Council of the City of Meridian hereby adopts the 2020
Citywide Records Retention Schedule attached hereto as Exhibit A.
Section 2.That the City Clerk is hereby authorized to implement the 2020 Citywide
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.
ADOPTED by the City Council of the City of Meridian, Idaho this loth day of October,
2020.
APPROVED by the Mayor of the City of Meridian, Idaho,this loth day of October,2020.
APPROVED: ATTEST:
Robert E. Simison,Mayor Chris Johnson,City Clerk
CITY OF MERIDIAN 2020 RECORDS RETENTION SCHEDULE PAGE 1 OF 2 page 121
Item#7.
EXHIBIT A
2020 RECORDS RETENTION SCHEDULE
CITY OF MERIDIAN 2020 RECORDS RETENTION SCHEDULE PAGE 2 OF 2 page 122
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2020 RECORDS
RETENTION SCHEDULE
Approved October _. 2020 by Resolution No. 20-
Item#7.
TABLE OF CONTENTS
Introduction ...................................................................................... Page 3
Frequently Asked Questions ................................................................... Page 5
City Attorney's Office .......................................................................... Page 7
City Clerk's Office .............................................................................. Page 10
Commissions, Committees, Boards ............................................................ Page 15
Community Development ....................................................................... Page 16
Finance Department .............................................................................. Page 27
Fire Department ................................................................................... Page 38
Human Resources Department ................................................................. Page 42
Information Technology Department ......................................................... Page 51
Mayor's Office ................................................................................... Page 54
Parks and Recreation Department ............................................................. Page 59
Police Department ............................................................................... Page 68
Public Works Department ...................................................................... Page 78
Appendix A: Idaho Statute Title 50, Chapter 9, Section 50-907 ......................... Page 93
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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 list 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.
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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
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 (511) 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 50-907(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 50-
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 on,-inal 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.
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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.
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 Written messages and reminders, Transitory Until administrative need
Records meeting notes, working drafts, legal ends or superseded
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.
Bankruptcy Records documenting notification Semipermanent 5 years after receipt of
Notices and Case to the city that certain individuals IC§50-907(2)(a,g) Trustee Final Report or
Files have filed for bankruptcy, and used an Order Dismissing the
to determine if the individual owes Case. (See Civil Case
money to the city and to file notice Files for litigated claims
or claim with the court. and adversary actions)
Information may include: debtor's
name,utility accounts information,
prepared repayment plan and
related documentation.
Budget Working documents utilized to Transitory Until administrative need
Preparation establish yearly budget, including ends or superseded
Records enhancements, amendments, carry
forward support, FTE anticipation,
and quotes for goods or services.
Civil Case Files Pending and closed cases filed by Semipermanent 10 years after date of last
and against the city, including all IC§50-907(2)(g) action
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.
Departmental Reports prepared by the city Semipermanent 5 years
Reports attorney for the mayor and city IC§50-907(2)(e)
council.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Director/Manager Director and manager's records Transitory Until employee
HR-related regarding City Attorney's Office separation(then
Records employees, including performance transferred to HR)
evaluations, comment cards,
complaints, certificates, etc.
Forms, Templates Legal forms and templates. Transitory Until superseded
Land Use Appeals Appeals of land use decisions, Semipermanent 10 years after date of last
including staff reports, pleadings, IC§50-907(2)(g) action
briefs, and related records.
Legal Opinions, Formal and informal opinions and Semipermanent 10 years
Memoranda memoranda rendered by the city IC§50-907(2)(g)
attorney for the mayor, city council,
or city departments, examining
legal questions relating to
state/federal law/rules or local
ordinances/policies.
Privileged Records held in confidence by the Semipermanent 75 years
Administrative City Attorney's Office regarding IC§50-907(2)(g)
Records confidential or privileged matters
including personnel investigations,
settlements related to personnel
matters.
Settlement Settlement agreements and related Semipermanent 75 years
Records documentation from civil cases, IC§50-907(2)(g)
claims, mediation, and arbitration.
Training Records related to training and Transitory Until administrative need
Materials continuing education programs ends or superseded
attended by City Attorney's Office
staff. Documents may include
instructional materials, course
descriptions, class enrollment and
attendance records, certificates of
attendance, etc.
Risk Management
Claim Files Claims for damages filed by and Semipermanent 10 years,provided there
against the city, including claims IC§50-907(2)(a,g) is no litigation. (See
caused by city Civil Case Files for
employees/equipment, including litigated claims)
Property Damage Records,
Liability Claims Records, Public
Injury Reports, and related
correspondence.
Insurance Policy Records documenting the terms Semipermanent 5 years
Records and conditions of city insurance IC§50-907(2)(g)
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
policies covering liability,
property, motor vehicle, etc.
Records usually include: policies,
endorsements, rate change notices,
agent of record, and related
documents.
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CITY CLERK'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records
Activity Daily, weekly monthly or other reports Transitory Until administrative
Logs/Reports documenting the activities of the City needs ends
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.
Administrative Copies of: A/P invoices, Expense Transitory Until administrative
Records Reports, MIP A/P unposted Reports, need ends or record
Detailed Statements of Revenues and is superseded
Expenditures.
Budget Preparation Working documents utilized to build base Transitory I year or until
Records budgets and establish yearly budgets, administrative need
including but not limited to ends
enhancements, amendments, carry
forward support, FTE anticipation,
vehicle replacement, quotes for
service/maintenance.
CorrespondencePolicy/program correspondence, Permanent In perpetuity
documenting the formulation, adoption and
implementation of significant
policy/program decision. Including but not
limited to Commission, Committee and
City Clerk determination.
Records created or received in the course Semipermanent 5 years
of administering city policies,procedures
or programs,but these records do not
provide insight into significant policy,
procedure or program discussions or
decisions.
Correspondence created or received in the Transitory Until administrative
course of administering City policies, need ends
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.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Customer Complaint or Compliment records Transitory Until administrative
Complaints/Kudos including but not limited to letters, phone need ends
calls, comment cards and in-person
feedback from citizens, customers,
developers and contractors.
Forms/TemplatesForms/Templates created for use by the Transitory Until administrative
City Clerk's Office including but not need ends or record
limited to visual aids, applications, is superseded
checklists, land use transmittals and web
documents.
HR Documents Departmental employee personnel records, Transitory Until employment is
including but not limited to training terminated, then
records, coaching notes, Performance forward to HR
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).
Meeting Records Internal meeting records and/or staff level Transitory Until administrative
and Notes notes generated in the course of day to day need ends or
Special business, including but not limited to superseded
Projects/Initiatives agendas, notes and presentations.
Reference/Owner's Documents to include but not limited to: Transitory Until superseded or
Manuals/ Owner's Manuals and code updates. administrative need
Handbooks ends
Department Departmental Policy or program records Transitory 1 year after
Guidelines, Policies, documenting the formulation, adoption document is
Procedures, and implementation of departmental replaced and/or
Processes and policy or program decisions. Including administrative need
Reports but not limited to Standard Operating ends
Procedures and Guidelines, reference
materials or materials obtained from
another government entity or agency used
in the development of said procedure.
Presentations Formal department presentations to Transitory Until administrative
Council, Chamber of Commerce or other need ends
agencies/entities or people, e.g.New
Council member training, Joint
Council/Commission workshop training.
Telephone Records Message logs, voicemails, Mitel call Transitory Until administrative
volume reports etc. need ends
Operational Records
Audio/Video Audio and video recordings of City Semipermanent 5 years
Recordings Council, Commission and Committee
Meetings.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
City Council and Records documenting meetings of the Permanent In perpetuity
Planning and City Council and/or Planning and Zoning IC§50-
Zoning Meeting Commission and motions, resolutions, 907(1)(a)
Agenda,Minutes ordinances, transcripts and other actions
and Minute Books taken at meetings.
Contracts & Agreements with vendors and other Semipermanent 10 years after
Agreements to parties for the acquisition, lease, lease- IC§50- expiration
which the City is a purchase or sale of equipment, supplies, 907(2)(b)
Party 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.
Easement Easement agreements which have been Permanent In perpetuity
Agreements to approved at a City Council meeting,
which the City is a approved by the Mayor, or have been
Party recorded with Ada County.
Deeds & Real Records relating to ownership of real Permanent In perpetuity
Property Records property, including deeds, title opinions, IC§50-
abstracts and certificates of title, title 907(1)(e)
insurance, documentation concerning
alteration or transfer of title, and records
relating to acquisition and disposal of real
property such as offer letters, options,
agreements of short duration, staff
reports, appraisal and inspection reports,
letters of transmittal, and related records.
Election— Reports showing contributions and Permanent In perpetuity
Campaign Finance expenditures in city campaigns by IC§50-
Reports mayor/council candidates, political 907(1)(g)
committees and independent
persons/entities. Includes C-1
(Certification of Treasurer), C-2
(Campaign Financial Disclosure Report),
C-4 (Independent Expenditures), C-5 (48
Hour Notice of Contributions/Loans
Received), C-6 (Statement by
Nonbusiness Entity), and C-7 (48 Hour
Notice of Independent Expenditures).
Election— Includes declarations of candidacy and Permanent In perpetuity
Candidate intent for candidates for city elective IC§50-
Declarations & office. Declarations of candidacy are 907(1)(g)
Petitions filed by candidates to get their name on
the election ballot, and are accompanied
by a filing fee of$40 or a petition with
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
the signatures of at least five qualified
city electors, including a certification by
the county clerk of the number of
signatures that are of qualified city
electors. Declarations of intent are filed
by write-in candidates, and do not require
the filing fee or petition.
Election— Includes the first and second notice of Permanent In perpetuity
General/Regular election and sample ballot which are IC§50-
(Election Files) published in the official newspaper, poll 907(1)(g)
books showing the name, address and
signature of those voting in City
elections, and the tally book in which
election staff record and total the votes
cast for each candidate and ballot
question at the polling precinct.
Election— Includes the following records: polling Semipermanent 5 years
General/Regular places,judges and clerks, challengers and IC§50-
(Working Files) watchers, voting machines and vote tally 907(2)(g)
systems, correspondence, and other
records not specifically listed in this
schedule.
Election ballots, including voted ballots, Temporary 2 years
unused ballots, spoiled ballots,ballot IC§50-
stubs, absentee voting, and duplicate poll 907(3)(e)
books.
Oaths of Office Signed oaths of elected officials swearing Permanent In perpetuity
to uphold the federal and state
constitutions and laws of the city.
Passports—General Training records, Department of State Transitory Until administrative
Information monthly newsletters, and Passport need ends or record
Agent's Reference Guide. is superseded
Passports— Daily transmittal spreadsheets that Transitory 2 years
Transmittals accompany passport applications mailed
to the Department of State Regional office.
Permits & Licenses Records relating to city permits and Semipermanent 5 years
licenses issued in the City Clerk's Office. IC§50-
907(2)(d)
Public Notices Records relating to proof of mailings. Transitory Until administrative
need ends
Public Records Written public records requests, city Temporary 1 years after last
Requests denials of public records requests, action
responses, etc.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Records Destruction records including tracking Permanent In perpetuity
Management reports, destruction resolution and
Records authorization from Idaho State Historical
Society and legal counsel.
Records of Records of historical significance not Permanent In perpetuity
Historical otherwise maintained by the Meridian
Significance Historical Preservation Commission.
Room Scheduling & Records documenting scheduling and Transitory Until administrative
Reservation reservations related to public meeting need ends
Records for City rooms in City Hall. Such as reservation
Hall request forms, and Outlook calendar
scheduling records.
Vehicle Titles State of Idaho Certificate of Title for Transitory Until vehicle is no
vehicles owned by the City. longer owned by the
City
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COMMISSIONS', COMMITTEES,AND BOARDS
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Agendas Agendas of commission, committee, Permanent In perpetuity
or board meetings. IC§50-
907(1)(a)
Audio Recordings Audio recordings of commission, Semipermanent 5 years
committee, or board meetings. IC§§50-
907(2)(g)
Bylaws Internal rules governing commission, Permanent In perpetuity
committee, or board structure, IC§50-
operations, procedures, officers, etc. 907(1)(h)
Contact Document listing commission, Transitory Until administrative
Information committee, or board members' names, need ends
addresses, phone numbers, e-mail
addresses, etc.
Correspondence Correspondence regarding day-to-day Transitory Until administrative
commission, committee, or board need ends
operations or administration.
Historical Project Records documenting a commission, Historical In perpetuity
Records committee, or board project of IC§50-907(4)
historical or cultural significance to
the City and/or Meridian community.
Minutes Summary or verbatim minutes of Semipermanent 5 years
commission, committee, or board IC§§50-
meetings; documents and other written 907(2)(g)
or visual materials presented at
meetings (e.g., handouts, photos,
presentations, etc.).
Project Files and Documents and materials used by staff Transitory Until administrative
Reports or commission, committee, or board need ends
members in the course of researching,
developing, completing, reporting on,
or acting on initiatives of the
commission/committee/board.
Roster, current List of current commission/committee/ Transitory Until record is
board members, including names, seat superseded
numbers, and appointment dates.
Roster, historical List of all commission, committee, or Historical In perpetuity
board members throughout history of IC§50-907(4)
the body; may include names, seat
numbers, dates of appointment and
departure.
*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 I 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 Daily, weekly, monthly, or other reports Transitory Until administrative
Logs/Reports documenting the activities of the need ends
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.
Administrative Copies of. A/P invoices, expense reports, Transitory Until administrative
Records A/P unposted Reports, Detailed need ends or record
Statements of Revenues, and is superseded
Expenditures.
Budget Preparation Working documents utilized to build Transitory I year or until
Records base budgets and establish yearly administrative need
budgets, including, but not limited to: ends
enhancements, amendments, carry
forward support, Full Time Equivalent
(FTE) anticipation, vehicle replacement,
and quotes for service/maintenance.
Committee/Ad-Hoc Agendas and meeting minutes/notes for Temporary 2 years
Team Records special groups convened by Community
Development for specific purposes such
as understanding operational gaps, Code
issues, and process delays.
Correspondence Policy/program correspondence, Permanent In perpetuity
documenting the formulation, adoption,
and implementation of significant
policy/program decisions.
Records created or received in the course Semi- 5 years
of administering city policies, permanent
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.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Correspondence and support material Transitory Until administrative
created or received in the course of need ends
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.
Customer Complaint or compliment records Transitory Until administrative
Complaints/Kudos including,but not limited to: letters, need ends
phone calls, comment cards and in
person feedback from citizens,
customers, developers and contractors.
Department Departmental policy or program Permanent In perpetuity
Guidelines, Policies, correspondence, documenting the
Procedures, formulation, adoption, and
Processes and implementation of significant
Reports departmental policy or program
decisions, including,but not limited to:
Standard Operating Procedures (SOP)
and department guidelines, etc.
Departmental records created or received Temporary 2 years or until
in the course of administering administrative need
departmental policies,procedures, or ends
programs,but these records do not
provide insight into significant policy,
procedure,program, discussions, or
decisions. Including, but not limited to:
citizen response letters.
City/departmental SOP/policy manual or Transitory 1 year after
reference material from another document
government agency or business. replacement or until
administrative need
ends
Director Documents, including,but not limited to: Permanent In perpetuity
Determination/Inter written request for Unified Development
pretation Code (UDC) interpretation, analysis, and
the responsive departmental opinion.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Forms/Templates Forms/templates created for use by the Transitory Until administrative
CD department, including, but not need ends or record
limited to: visual aids/cut-sheets, is superseded
applications, checklists, and web
documents.
HR Documents Departmental employee personnel Transitory Until employment is
records, including, but not limited to: terminated; then
training records, coaching notes, forward to HR
performance evaluation, contact
information; record is confidential and
will be kept in a locked file, with
manager,until employment has ended.
Marketing Documents, including,but not limited to: Transitory Until record is
Materials working and draft research superseded or
products/materials, analysis, maps, administrative need
images,photos, demographics, market ends
studies, conference materials, site
selector information, spreadsheets,
public outreach/town hall information,
publications, or other metrics for
department, inter-departmental, and
external customers.
Meeting Records Internal meeting records and notes Transitory Until administrative
and Notes generated in the course of day-to- day need ends or record
business, including,but not limited to: is superseded
agendas, notes, and presentation.
Presentations Formal department presentations to City Transitory Until administrative
Council, Commissions, Chamber of need ends
Commerce, other agencies/entities, or
people.
Professional Service Documents or communication related to Transitory Until administrative
Agreement(PSA)/Co a PSA/contract, including, but not need ends
ntracts limited to: copies of contract documents;
emails including(performance related)
correspondence from our PSA
consultants (electrical,plumbing,
mechanical, structural, and fire
disciplines).
Special Final departmental documents related to Permanent In perpetuity
Projects/Initiatives special, non-confidential, or one-time
projects, including, but not limited to:
strategic plan initiatives, urban renewal
districts, inventory, or non- application
specific projects.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Work-in-progress documents, material, Transitory Until record is
or work products for ongoing or one time superseded or
projects, including, but not limited: to administrative need
strategic plan initiatives, urban renewal ends
districts, inventory, or non-application
specific projects.
Staff Working Documents, including,but not limited to: Transitory Until record is
Documents, Notes notes, draft spreadsheets, PowerPoints, superseded or
and Drafts Word, Adobe InDesign documents and administrative need
underlying work-in-progress information ends
that supports the day-to-day staff s job
function.
Reference/Owner's Documents, including,but not limited to: Transitory Until record is
Manuals/ owner's manuals, International Code superseded or
Handbooks Council (ICC), and reference documents administrative need
from other companies, government ends
agencies (e.g. Idaho Power, American
Disabilities Administration (ADA), Ada
County Highway District (ACHD),
Energy Commission, etc.).
Reports & Studies Documents, including,but not limited to: Transitory Until record is
draft research information, market superseded or
studies,planning studies, and related administrative need
documents not adopted in the ends
Comprehensive Plan or UDC (e.g.
pathways, downtown street crossing).
Telephone Records Message logs, voicemails, Transitory Until administrative
ShoreTel/Mitel call volume reports, etc. need ends
Zoning Verification Documents, including,but not limited to: Semi- 10 years
Letter written requests for zoning analysis of a permanent
specific parcel/property and the
responsive departmental opinion.
Building Division—Commercial and Government Buildings
Building Plans and Drawn and written approved for Permanent In perpetuity
Specifications for construction plans and specifications for
Commercial and commercial and government buildings,
Government including, but not limited to: structural
Buildings calculations, geotechnical
investigations/reports (soil
classifications: strength, compressibility,
load bearing values tests: groundwater,
borings, pits, subsurface exploration),
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
and Certificate of Occupancy 2012 or
later.
Building Accela files related to commercial and Semi- 10 years from record
Applications for governmental buildings and projects, permanent date for all records
Commercial including, but not limited to: permit dated 2012 or later
Projects and application, signs, inspection records,
Government certificates of values,photos,building,
Buildings mechanical, plumbing, fire, and/or
electrical permits, letters, and
correspondence.
Temporary Occupancies. Transitory Until issuance of
Final CO
Sign Permit Plans & Drawn and written approved for Permanent In perpetuity(see
Specifications construction plans and specifications for Planning Schedule
commercial and government buildings for Retention)
signs, including,but not limited to: (wall,
free standing, and monument/subdivision
identification).
Building Division—Non-Commercial and Non-Government Buildings (Residential)
Building Plans & Drawn and written approved for Permanent In perpetuity
Specifications for construction building plans and
Non-commercial & Certificate of Occupancy 2012 or later.
Non-government
Projects (after the
structure or project
receives final
inspection &
approval)
Building Accela Files related to Non-commercial Semi- 10 years from record
Applications for and Non-governmental buildings and permanent date for all records
Non-Commercial projects, including, but not limited to: dated January 2012
Projects and Non- permit applications, inspection records, or later
Government photos, building, mechanical, plumbing,
Buildings and/or electrical permits.
Temporary Certificate of Occupancies. Transitory Until issuance of
Final CO
Building Correspondence, including, but not Transitory Until administrative
Correspondence for limited to: signed letters of alternative need ends
Non-compliant compliance from design professional,
Projects & Building engineers, or architects, letters generated
Code Enforcement from City's legal counsel, documented
Cases (compliance notes of conversations, telephone logs,
& legal letters) photos of violations, analysis
reports/logs, etc.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Economic Develo ment
Economic HTML text stored in economic Transitory Until record is
Development development website's external data superseded or
Website base. Documents, including but not administrative need
limited to: Available Properties Lists and ends
marketing information.
Confidentiality Documents, related to signed Transitory Until administrative
Agreement Projects confidentiality agreements, including, need ends
& but not limited to: letters of intent,
Correspondence/Do community Tax Reinvestment Incentive
cuments (TRI)match letter, market research,
project prospectus,photos, and written
correspondence.
Economic Development - Community Development Block Grant (CDBG)
Plans and Reports Plans, reports, substantial plan Permanent In perpetuity
amendments, and related
correspondence.
Sub Recipient Documents, including,but not limited to: Semi- 5 years from the
Agreements and agreements, Consolidated Annual permanent completion of a
Supporting Performance Evaluation Report program year's
Documents (CAPER), sub-recipient agreements, HUD approved
environmental review records, PSAs CAPER
(and corresponding products), sub-
recipient reporting documents (activity
reports, draw requests, labor files), etc.
Land Development Division—Commercial and Government Buildin s
Land Development Documents created or used in the land Permanent In perpetuity
Commercial and development phase of a commercial or
Governments government building project, including,
Project Files but not limited to: annotated plats,
engineer certifications pertaining to (e.g.
private stormwater systems, pressurized
irrigation, gravity irrigation, private
roads).
Files or documents created and/or used Semi- 10 years
in the land development phase of a permanent
commercial project, including but not
limited to: approval letters, QLPE letters,
soil reports, and drainage calculations.
Files or documents created and/or used Transitory Until administrative
in the land development phase of a need ends
commercial project, including,but not
limited to: approved for construction
drawings, staff reports, invoices,
21 1 Page
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
application review comments, will serve
letters, transmittals, and memos.
Land Development Division—Non-Commercial and Non-Government Buildings (Residential)
Land Development Documents created and/or used in the Permanent In perpetuity
Non-Commercial land development phase of a residential
and Non- or Non-Government project, including,
Government but not limited to: annotated plats,
(Residential) Project engineer certifications pertaining to (e.g.
Files private stormwater systems, pressurized
irrigation, gravity irrigation and private
roads).
Files or documents created or used in the Semi- 10 years
land development phase of a residential permanent
or commercial subdivision project,
including, but not limited to: approval
letters, QLPE letters, soil report, and
drainage calculations.
Files or documents created used in the Transitory Until administrative
land development phase of a residential need ends
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.
Permits and Files or documents created and/or used Semi- 10 years from the
Inspection Records in the land developments phase of all permanent creation of the
—All Land Governmental, Commercial, or records
Development Residential/Commercial Subdivision
(Accela Record projects with Accela ID's (LD-DEV,
ID's) LD-CLOT, LD-RSUB, LD-CSUB, LD-
CAP, LD-MISC, LD-WSA).
Surety All documents related to surety Transitory Until requirements
(performance) agreements, including,but not limited to: and/or conditions are
work-in-progress files for development met and
of a surety agreement(correspondence, administrative need
bids, memos, surety applications, ends or release
contract filing information), Letters of occurs whichever is
Credit, Bonds, securing the performance later
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.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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 Transitory Until requirements
Agreements, including,but not limited and/or conditions are
to: working files for development of a met and
surety agreement(correspondence,bids, Administrative need
memos, surety applications, business ends or release
filing information), Letters of Credit, occurs whichever is
Bonds, securing the performance and later
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.
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)
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Item#7.
RECORD I DESCRIPTION CATEGORY RETENTION PERIOD
Planning Division—Administrative Applications
Accessory Use Documents, including, but not limited to: Permanent In perpetuity
Permits for Daycare application, associated checklist items,
or Home and staff report with decision letter.
Occupation
Alternative Documents, including,but not limited to: Permanent In perpetuity
Compliance application, associated checklist items
and decision letter, or decision is
rendered with a concurrent
administrative or hearing application.
Certificate of Documents, including,but not limited to: Permanent In perpetuity
Zoning Compliance application, associated checklist items,
certificate of zoning compliance (CZC),
and staff report.
Conditional Use Documents, including,but not limited to: Permanent In perpetuity
Permit Minor application, associated checklist items,
Modification and staff report with decision letter.
Design Review Documents, including,but not limited to: Permanent In perpetuity
application, associated checklist items,
and design review staff report, or
decision is rendered with a concurrent
CZC staff report.
Private Road Documents, including,but not limited to: Permanent In perpetuity
application, associated checklist items,
tentative decision letter, maintenance
agreement, reciprocal cross access
easement and final decision letter.
Property Boundary Documents, including,but not limited to: Permanent In perpetuity
Adjustment 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.
Sign Permit Plans & Documents, including, but not limited to: Permanent In perpetuity
Specifications application, associated check list items
and approved, sign specifications
(plans/design/drawings).
Sign: Planned Sign Documents, including, but not limited to: Semi- 5 years after
Program; No approved application, and sign permanent revocation from
longer issuing,but requirements for a specific project. property owner
still have existing
records
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Sign: Limited Documents, including, but not limited to: Permanent In perpetuity
Duration application, associated checklist items,
and approved sign design/drawings.
Surety: Planning Included in Land Development See Land See Land
Description. Development Development
Schedule for Schedule for
retention retention
Time Extension Documents including, but not limited to: Permanent In perpetuity
application, staff report, and decision
letter.
Vacation Documents, including, but not limited to: Permanent In perpetuity
application, associated checklist items
and staff report with decision letter.
Annexation Documents, including,but not limited to: Permanent In perpetuity
application, associated checklist items,
staff report, Planning and Zoning
Commission Recommendations, and
Findings.
Comprehensive Documents, including,but not limited to: Permanent In perpetuity
Plan Text and Map application, associated checklist items,
Amendments staff report, area of city impact
negotiation with Ada County, Planning
and Zoning Commission
Recommendations, Findings if
accompanying another concurrent
hearing application.
City Council Review Documents, including,but not limited to: Permanent In perpetuity
(appeal) application, associated checklist items,
staff report/memo and decision letter.
Conditional Use Documents, including,but not limited to: Permanent In perpetuity
Permit Modification application, associated checklist items,
staff report, and Findings.
Development Documents, including,but not limited to: Permanent In perpetuity
Agreement application, associated checklist items,
Modification staff report, draft copy of the amended
development agreement, and Findings.
Planned Unit Documents, including,but not limited to: Permanent In perpetuity
Development application, associated checklist items,
staff report, Planning and Zoning
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Commission Recommendations, and
Findings.
Final Plat Documents, including,but not limited to: Permanent In perpetuity
Modification application, associated checklist items,
staff report, Order of decision.
Preliminary Plat Documents, including,but not limited to: Permanent In perpetuity
application, associated checklist items,
staff report, Planning and Zoning
Commission Recommendations,
Findings.
Preliminary and Documents, including, but not limited to: Permanent In perpetuity
Final Plat application, associated checklist items,
staff report, and Order of Decision.
Short Plat Documents, including,but not limited to: Permanent In perpetuity
application, associated checklist items,
staff report, and Findings.
Rezone Documents, including,but not limited to: Permanent In perpetuity
application, associated checklist items,
staff report, Planning and Zoning
Commission Recommendations, and
Findings.
Time Extension - Documents, including,but not limited to: Permanent In perpetuity
Planning & Zoning application, associated checklist items,
Commission or staff report, and Order.
Council
Unified Documents, including,but not limited to: Permanent In perpetuity
Development Code application, associated checklist items,
Text Amendment staff report, Planning and Zoning
Commission Recommendations.
Vacation Documents, including,but not limited to: Permanent In perpetuity
application, associated checklist items,
and staff report.
Variance Documents, including,but not limited to: Permanent In perpetuity
application, associated checklist items,
staff report, and Findings.
26 1 Page
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Item#7.
FINANCE DEPARTMENT
RECORD DESCRIPTION I CATEGORY RETENTION PERIOD
Administrative—All(Administration,Arts & Culture, Billing, Budget, Controller, Purchasing)
Activity Daily, weekly monthly or other reports Transitory Until one year after
Logs/Reports documenting the activities of the audit
Finance Department employees,
including but not limited to: sign in/out
sheet for credit card, car sign in/out, etc.
Correspondence Adopted policy/programs impacting Permanent In perpetuity
departments City-wide.
Records created or received in the Semipermanent 5 years
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.
Correspondence created or received in Transitory Until administrative
the course of administering City need ends
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.
Committee Agendas and meeting minutes/notes for Transitory Until administrative
Records special groups convened by the need ends
department for specific purposes such as
understanding operational procedures,
gaps, and process delays.
Customer Comment cards, copies of emails, Transitory Until administrative
Complaints/Kudos letters, and other documents relaying need ends
complaints or kudos for staff and/or
department functions.
Department Finance Departmental Standard Transitory Until record is
Guidelines, Operating Policy/Procedures. superseded
Policies,
Procedures, and
Processes
27 1 Page
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Documents generated by department Transitory Until administrative
Reports staff for miscellaneous internal reports. need ends
May also include complaints or
compliment records including but not
limited to letters,phone calls, comment
cards and in person feedback from
citizens, customers.
Forms/Templates Forms/Templates created for use by the Transitory Until administrative
Finance Department including but not need ends or record
limited to visual aids, applications and is superseded
checklist, billing forms, budget and
purchasing templates.
HR Documents Departmental employee personnel Transitory Until employment is
records kept in locked files with terminated; then
manager until employment has ended; forward to HR
File sent to HR for retention after
termination(voluntary or involuntary).
Staff Records and Records and notes generated in the Transitory Until administrative
Notes course of day to day business, including need ends or record
but not limited to; agendas, minutes, is superseded
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.
Photographs Includes both formal and informal Transitory Until administrative
photos from events or day to day need ends or record
operations. is superseded
Presentations Formal department presentations to Transitory Until record is
Council or others, e.g. New Council superseded or
member training, citywide staff training. administrative need
ends
Reference/Owner's Documents to include but not limited to: Transitory Until record is
Manuals/Books equipment manuals, reference materials. superseded or
administrative need
ends
Special Documents related to special or non- Temporary 2 years or until
Projects/Initiatives confidential one-time projects. administrative need
ends
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Telephone Records Message logs, voicemails, etc. Transitory Until administrative
need ends
Accounting
Accounts Payable Records documenting payment of city Semipermanent 5 years
bills, including reports, invoices, check IC§50-
stubs,purchase orders, payment 907(2)(a)
authorizations.
Accounts Records documenting billing and Semipermanent 5 years
Receivable collection of monies owed to the city by IC§50-
vendors, citizens, organizations, 907(2)(a)
governments, etc. Records include:
reports, receipts, invoices, statements,
etc. Information typically includes:
receipt amount, date, invoice number,
name, account number, account balance,
adjustments, etc.
Cash Receipts Receipt and supporting documentation. Semipermanent 5 years
IC§50-
907(2)(a)
Grant Records Records documenting the application, Semipermanent 10 years from final
evaluation, awarding, administration, IC§50- grant close-out
reporting and status of grants applied 907(2)(g)
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.
Liens Liens held by the city and any Semipermanent 5 years after lien
corresponding release of liens. released
Insert Code
Sales & Use Tax Used to report and remit sales tax Semipermanent 5 years
Forms collected and due to the state. IC§50-
907(2)(a)
Travel Records Records documenting requests, Semipermanent 5 years
authorizations, reimbursements, and IC§50-
other actions related to employee travel, 907(2)(a)
including expense reports and receipts,
vouchers and related documents.
Budget
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Financial Reports Reports documenting the financial Semipermanent 10 years
Quarterly condition and operation of the city, IC§50-
Published Reports include information on revenues 907(2)(a)
and expenditures in relation to the final
budget.
Financial Reports Reports and data used to document the Semipermanent 5 years
Year End financial condition and operation of the IC§50-
city, sub ledgers related to, but not 907(2)(a)
including the final Audit Report.
Bank Transaction Records documenting the status and Semipermanent 5 years
Records transaction activity of city bank IC§50-
accounts, including account statements. 907(2)(a)
Budget Hearing Newspaper notice of budget hearing. Permanent In perpetuity
Notice IC§50-
907(1)(h) ,
Held in Clerk's
Office
Budget Records Records used in preparing and adopting Semipermanent 10 years
the city budget, including revenue IC§50-
projections, instructions, department 907(2)(a)
requests, worksheets, council-approved
tentative budget and notice of budget
hearing, adopted appropriations
ordinance and amendments, and other
information.
Capital Asset Record of purchase, vendor invoice and Semipermanent 5 years
Records— related documents. IC§50-
Purchase 907(2)(a)
Capital Asset Record of disposal, department request Semipermanent 5 years after disposal
Records—Disposal of disposal. IC§50-
907(2)(a)
Gift and Records documenting gifts and Semipermanent 10 years
Contribution contributions to the city. IC§50-
Records 907(2)(a)
Chief Financial Officer
Investment Reports, statements, summaries, Semipermanent 5 years
Records correspondence and other records IC§50-
documenting and tracking investments 907(2)(a)
made by the city, including the Local
Government Investment Pool.
Controller
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Accounting Transaction records within the Semipermanent 10 years
Software Records Accounting Software system: including IC§50-
-payroll, vendor listing, vendor 907(2)(a)
payments, vendor purchase orders,
budget transactions, cash receipts, and
general ledger.
Audit Report Documents the city's annual audit, Permanent In perpetuity
examining compliance with generally IC§50-
accepted accounting principles and 907(1)(d); Held
methods, the accuracy and legality of in Clerk's
transactions and accounts, and Office
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.
Bond Records Records documenting financing of city Permanent In perpetuity
improvements through bonded IC§50-
indebtedness. Records include: bond 9 0 7(1)(a)(b)(h);
rating information,bond and election Held in Clerk's
ordinances, legal notices announcing Office
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.
Departmental Reports documenting the financial Semipermanent 10 years
Reports condition and operation of the city, IC§50-
issued on a monthly, quarterly, annual or 907(2)(e)
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.
General Ledgers Records documenting the summary of Semipermanent 10 years
accounts reflecting the financial position IC§50-
of the city, showing debit, credit and 907(2)(a)
balance amounts per account,budget,
fund and department, asset depreciation,
and totals for notes receivable, interest
income, amounts due from other funds,
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
bank loans received, cash in escrow,
deferred loans received, cash, revenue,
accounts receivable, accounts payable,
etc.
Journal Entries Records including detailed reports and Semipermanent 5 years
back up documentation for journal IC§50-
entries. 907(2)(a)
Local Records documenting the formation of a Permanent In perpetuity
Improvement local improvement district and levying IC§50-
Districts (LID) of special assessments, including: 907(1)(e); Held
ordinance, published notices, assessment in Clerk's
roll, appeals, affidavits,bonds and Office
coupons, delinquencies, and related
correspondence and documents.
Real Property Records of real property. Permanent In perpetuity
Title Records IC§50-
907(1)(e); Held
in Clerk's
Office
Payroll
Administrative Reports, statistical studies, and other Semipermanent 10 years
Reports records designed and used for budget IC§50-
preparation, projections, workload and 907(2)(a)
personnel management, and research and
general reference.
Deduction Records documenting employee Semipermanent 5 years after
Authorization authorization for voluntary payroll IC§50- employee separation
Records deductions. Records may include: direct 907(2)(a)
bank deposits, insurance applications,
enrollment cards, deduction
authorizations, approval notices,
deduction terminations, and related
records.
Federal & State Records, in addition to those itemized in Semipermanent 5 years
Tax Records this section, used to report the collection, IC§50-
distribution, deposit, and transmittal of 907(2)(a)
federal and state income taxes as well as
social security tax. Examples include:
the federal miscellaneous income
statement(1099), employers' quarterly
federal tax return (941, 941 E), tax
deposit coupon(8109), and similar
federal and state completed forms.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Garnishment Records documenting requests and court Semipermanent 5 years after
Record orders to withhold wages from employee IC§50- termination.
earnings for garnishments, tax levies, 907(2)(a)
support payments, and other reasons.
Usually includes original writs of
garnishment, orders to withhold, federal
or state tax levies, recapitulations of
amounts withheld, and related records.
Information usually includes: employee
name and social security number, name
of agency ordering garnishment,
amount, name of party to whom
payment is submitted, dates, and related
data.
Registers—Other Monthly registers documenting earnings, Transitory Disposed yearly after
deductions, and withholdings of city audit
employees.
Registers Year Payroll Registers: Registers or records Semipermanent 5 years
End serving the same function of IC§50-
documenting the earnings, voluntary and 907(2)(a)
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.
Time Records Records documenting hours worked, Semipermanent 5 years after
leave hours accrued, and leave hours IC§50- employee separation
taken by city employees. Information 907(2)(a)
usually includes: employee name and
employee number, hours worked, type
and number of leave hours taken, total
hours, dates and related data.
W2s Annual statements documenting Semipermanent 5 years
individual employee earnings and IC§50-
withholdings for state and federal 907(2)(a)
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.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
W4s Certificates documenting the exemption Semipermanent 5 years after
status of individual city employees, also IC§50- employee separates
known as W-4 forms. Information 907(2)(a)
includes: employee name and address,
social security number, designation of
exemption status, and signature.
PERSI Records Records relating to PERSI, including Semipermanent 5 years
Employer Remittance Forms, invoices, IC§50-
correspondence, financial adjustments, 907(2)(a)
etc.
Unemployment Records documenting employee Semipermanent 5 years
Reports earnings on a quarterly basis. Used to IC§50-
document costs and charges in the event 907(2)(a)
of an unemployment compensation
claim. Information includes: employee
name and social security number,
quarterly earnings.
Purchasing
Contracts Agreements with vendors and other Semipermanent 10 years from date of
parties either in hard copies or contained IC§50- substantial
on the Contract Management Database 907(2)(b) completion
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.
Original agreements and contracts that Permanent, In perpetuity
have been approved by Council. Held in Clerk's
Office
Lease Agreements Lease agreements for property or Semipermanent 5 years
equipment. IC§50-
907(2)(b)
Purchase Orders Requests and purchase orders for goods Semipermanent 10 years
or services purchased by the city. IC§50-
Information includes: department, 907(2)(a)
delivery location, date, quantity,
description,unit and total price, and
authorizing signatures.
Purchasing Records documenting competitive Semipermanent 10 years from the
Selection bidding and purchase of goods, services, IC§50- date of award
and public works construction, and 907(2)(a)
procurement of design professionals.
Records include: published notices and
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
solicitations, specifications, bids,
requests for qualifications, statements of
qualifications, etc.
Utility Billie
Adjustment Records documenting adjustments to Semipermanent 5 years
Registers customer water, sewer, garbage or other IC§50-
city-provided service billings for debits, 907(2)(a)
credits, refunds, returned checks, and
related reasons. Information usually
includes: customer's name and address,
type of adjustment,justification, amount
changed, authorizing signatures and
other information. (Records held within
the billing software).
Billing Directive Application completed by owner or Semipermanent 5 years
property manager to initiate Third Party IC§50-
billing for specified utility account. 907(2)(a)
Information included: owner, property
manager,tenant, move-in date, and
service address.
Billing/Payment Records documenting transactions on Semipermanent 5 years
Registers the water, sewer, garbage or other city- IC§50-
provided service account of each 907(2)(a)
customer. Useful for reference to assure
accurate customer billings and posting of
payments. Information often includes:
customer's name, service address, meter
reading, water usage,utility charges,
payments, adjustments and related data.
(records held within the billing
software).
Change Record Records documenting routine Semipermanent 5 years
information changes to customer IC§50-
accounts, including name and address. 907(2)(a)
(Records held within the billing
software).
Customer File General correspondence and forms Semipermanent 5 years
related to a specific utility account. This IC§50-
information would be in addition to that 907(2)(a)
found within the billing software.
Documents in file may include and are
not limited to: general letters,payment
arrangement forms, third party billing
does, hard copies of customer history
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
reports, leak adjustment requests, letters
submitted to the City for customers.
Disconnect Notice Notice to City Council to verify that no Semipermanent 5 years
to City Council customer currently slated for shut off IC§50-
due to non-payment has requested a 907(2)(a)
hearing with the Board of Adjustment.
Notice includes number of customers
slated for shut off and the value of the
delinquent accounts.
Disconnect Record Records documenting a customer's Semipermanent 5 years
request for disconnection of water, IC§50-
sewer, garbage or other city-provided 907(2)(a)
services. (Records held within the
billing software).
Meter Readings Document the readings of customer Semipermanent 5 years
water meters for billing purposes. IC§50-
Information typically includes: meter 907(2)(a)
reading, date read, account number,
billing code, final reading, reason for
turnoff, meter changes, and related data.
(records held within the billing software)
Payment One page document that records a Transitory Until administrative
Arrangements customer's promise to pay. need ends.
Renter Supplemental document completed by Semipermanent 5 years
Addendums the tenant to accept the third party IC§50-
billing for specified utility account. 907(2)(a)
Information included: tenants name,
service address, mailing address and
phone number.
Security Deposit Records documenting customer payment Semipermanent 5 years
Records of a security deposit to receive IC§50-
temporary dumpster services. 907(2)(a)
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.
Shut Off Turn On Electronic spreadsheet used during shut Semipermanent 5 years
off day by water department field staff IC§50-
and MUBS. Tracks customers that are 907(2)(a)
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-
36 1 Page
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
on, fee waived if applicable and general
notes.
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Item#7.
FIRE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records regarding day-to-day administration Transitory Until administrative
Records of department, e.g., copies of invoices, travel need ends or record is
records, uniform clothing purchases, fuel superseded
charges, fuel receipts, fuel reports, inventory
asset information forms, phone logs and
waste water inventory.
Car Seat Car seat inspection forms. Semipermanent 10 years
Inspections
Correspondence Day-to-day office and housekeeping Transitory Until administrative
correspondence not unique to city functions need ends
or programs.
General administrative correspondence, Semipermanent 5 years
including records created or received in the
course of administering city
policies/programs, but not related to
significant policy/program discussions or
decisions. Includes customer survey cards.
Policy/program correspondence, documenting Permanent In perpetuity
the formulation, adoption, and
implementation of significant policy/program
decisions, including letters to personnel,
Certified Family Home Fire District letters,
letters regarding training burns, etc.
Department Monthly, Quarterly and Annual Department Permanent In perpetuity
Reports reports.
Equipment and Records relating to equipment and vehicles Semipermanent Destroy five (5) years
Vehicle Test, owned and serviced by the City documenting after disposal of
Maintenance & maintenance and repairs of equipment, vehicle or until
Repair Records vehicles and other assets with a useful life administrative need
generally more than five years. Includes the ends,whichever is
following: fire hose records (such as test date, longer
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,
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
equipment inventory,performance test
records, repair records, parts used and service
reports. Per NFPA Standards 1901, 1961,
1852 and 1500.
Fire & Security Records documenting the department's role in Permanent In perpetuity
Alarm System issuing permits, testing and maintaining fire
Records and security alarms, including fire alarm and
sprinkler system plans. May include permits,
applications, malfunction reports,
maintenance reports, and related documents.
Fire Fire and arson investigation case files, Permanent In perpetuity
Investigation including investigative reports, witness
Records statements, photographs, maps,
correspondence, notes, video and audio
recordings, copies of property releases,
laboratory reports, and incident/injury reports.
Hazardous Inspection records of underground and above Permanent In perpetuity
Materials ground fuel storage tanks. Reports and
Records investigation results of incidents including
spills and leaks, etc.
Historical Newspaper clippings and articles relating to Permanent In perpetuity
Records the Meridian Fire Department,photos of
events.
In-Home Care Documents relating to fire code inspections Permanent In perpetuity
Facility performed by the department of home
Inspections daycares and foster care homes. May include
reports, notices, citations, occupancy and pre-
fire planning records, floor plans, sketches,
reports, lists and related documents.
Inspection and Documents relating to fire code inspections Permanent In perpetuity
Occupancy performed by the department of commercial
Records for buildings. May include reports, notices,
Commercial citations, occupancy and pre-fire planning
Buildings records, floor plans, sketches, reports, lists,
Tier II reports and related documents.
Buildings & Fire inspection records relating to buildings Temporary 3 years from date of
Subdivisions— and subdivisions that have been demolished last inspection
Demolished or or are otherwise no longer in existence (never
No Longer in constructed).
Existence (never
constructed)
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Juvenile Fire Case files related to juvenile fire setter Permanent In perpetuity
Setter investigation, including investigative reports,
Evaluations witness statements,photographs, maps,
correspondence, notes, video and audio
recordings, copies of property releases,
laboratory reports, incident/injury reports.
Maps Maps and related records maintained by the Transitory Until record is
department for address location, reference superseded
and for tracking various trends. May include
lists, books and other methods of address
location.
Meeting Final, approved Officer and Command Staff Semipermanent 5 years
Minutes meeting minutes.
Narcotics Narcotic inventory and usage- hard copy, Temporary 3 years
Inventory& narcotics distributed to the engine companies.
Usage
National Fire National Fire Incident Reporting System Permanent In perpetuity
Incident (NFIRS) Fire Incident Report, relating to fire
Reports run, medical emergency, casualty, hazardous
materials call, false alarm, good intent, or
service call. May include property release
forms, civilian and fire service casualty
reports, hazardous materials reports, etc.
Patient Care Records related to patient care, refusal of Permanent In perpetuity
Records care, denial of need for care, supplemental
emergency medical services reports,
diagnostic attachments to include ECG, care
summary reports and vital sign reports.
Plans, Records related to department operations, Transitory Until record is
Protocols, including Medical Supervision Plan, standing superseded
Guidelines, written orders, operational guidelines,
Policies administrative and operational policies.
Proof of Proof of worker's compensation and other Transitory Until record is
Insurance insurance required for training tower usage by superseded
other agencies.
Public Records related to the design and Semipermanent 5 years
Education implementation of educational and other
Programs & outreach programs provided to the public by
Publications the department. May include: class
descriptions, instructional materials, course
outlines, class enrollment and attendance
records, reports, speeches, and publications.
Public Record Public records requests and responses. Temporary 2 years after last
Requests action
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Ride-Along Signed waivers for persons requesting a ride-
Forms along with the department. Ride Along Temporary 2 years
tracking records.
Rural Fire All records of activities of the department or Permanent In perpetuity
Protection other City departments as they relate to the
District Records Meridian Rural Fire Protection District. May
include: annual audits, land and apparatus
acquisition records, records relating to
construction of fire stations,bank statements,
tax levy forms, Local Government Investment
Pool statements, financial statements, annual
budget records, legal notices, meeting
minutes, election records, declarations of
candidacy, election results, ICRMP insurance
records, audio recordings of meetings.
Structure Burn Records related to structure burns. Semipermanent 10 years
Training
Records
Subpoena, Records including subpoenas for records Transitory Until administrative
Duces Tecum or retained by the Fire Department (duces need ends
Requiring tecum) or subpoenas requiring Fire
Court Department personnel to appear in court.
Appearance
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Item#7.
HUMAN RESOURCES DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Copies of administrative records including Transitory Until administrative
Records A/P invoices, expense reports,professional need ends or record
membership documents, etc. is superseded
Affirmative Records documenting city compliance with Semipermanent 5 years from date of
Action; Equal the Civil Rights Act of 1964, the Equal IC§50-90 7(2)(g); request or personnel
Employment Employment Opportunity Act of 1972 and 29 CFR action whichever is
Opportunity the Americans with Disabilities Act. 1602,1602.14, later
Commission Records include: plans, policy statements, 1620.32
Reports reports, investigations, case files and related
information. Also includes EEO-4 reports
submitted to the Equal Employment
Opportunity Commission(EEOC)
documenting compliance with EEOC
requirements by cities with 15 or more
employees.
Benefits Records documenting notice to employees, Semipermanent 75 years after
Continuation spouses and dependents informing them of IC§50-90 7(2)(g); employee
their rights to continue insurance coverage 29 CFR 1627.3 separation,
after termination or disability or family expiration of
leave and whether coverage was elected or eligibility, or
rejected. Continuation may be under completion of
COBRA or another provision. Notice is also litigation, whichever
sent to a third party administrator who is longest
administers the extended coverage. Records
may be filed with the Employee Benefits
Records or Employee Personnel Records.
Budget Prep Working documents utilized to build base Semipermanent ]0 years
Records budgets and establish yearly budgets;
worksheets, enhancements, amendments,
etc.
Collective Records documenting negotiations between Temporary 3 years
Bargaining the city and employee representatives, IC§50-90 7(3)(d);
including contracts, reports, negotiation 29 CFR 516.5
notes, letters of agreement, arbitration
findings, cost analyses, minutes, tape
recordings, etc.
Committee Agendas and meeting minutes/notes for Semipermanent 7 years
Records special groups convened by HR for specific
purposes such as Benefits, Compensation,
and Wellness.
Correspondence, Correspondence created or received in the Semipermanent 5 years
Administrative course of administering City policies and
programs.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Correspondence, Correspondence regarding day-to-day office Transitory Until administrative
Transitory operations and does not contain unique need ends
information about City functions or
programs.
Databases Database records created and maintained for Transitory Until administrative
the purposes of generating reports, data need ends or record
files, and a variety of different outputs. is superseded
Department HR guidelines, including but not limited to, Semipermanent 10 years from date
Guidelines, Salary Administration Guidelines. guideline in its
Policies, entirety, or any part
Procedures, thereof, is officially
Processes, and replaced, updated
Reports City Standard Operating Policy/Procedure Semipermanent 20 years from date
Manual. SOP Manual in its
entirety, or any part
thereof, is officially
replaced, updated
Records documenting and relating to HR Semipermanent 5 years from date
processes, including but not limited to, HR process in its
recruiting/interviewing processes. entirety or any part
thereof, is officially
replaced, updated
Policies, reports, and documents regarding Semipermanent 10 years
the internal department operations and
procedures (e.g. Turnover, Recruiting
reports, etc.).
HR reports regarding department Semipermanent 10 years
performance or other management
presentations. Includes reports documenting
trends, department or City performance in
key areas as determined.
Records that document the formulation, Transitory Until administrative
adoption and implementation of internal need ends or record
actions/decisions. is superseded
Employee Benefits Records relating to city employee benefits Semipermanent 75 years after
information such as: selection of insurance IC§§50-907(2)(g) employee
plans, retirement,pension, and disability and 45-610; 29 separation,
plans, deferred compensation plans, and CFR 1627.3; 29 expiration of
other benefit information. Records may CFR 1602.31; eligibility, or
include but are not limited to: plan selection IDAPA completion of
and application forms, enrollment records, 09.01.35.081 litigation,whichever
contribution and deduction summaries, is longest
personal data records, authorizations,
beneficiary information, notices of
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
disability payment made, and related
documentation.
Employee Medical Document an individual employee's Semipermanent 75 years after
Records medical history. These records are not IC§§50-907(2)(g) employee
personnel records and must be kept in a and 72-601; 29 separation,
separate location from employee personnel CFR 1602.31; 29 expiration of
records as required by the Americans with CFR 1910.1020 eligibility, or
Disabilities Act. Records may include,but completion of
are not limited to: medical exam records litigation,whichever
(pre-employment,pre-assignment,periodic is longest
or episodic), X-rays, and records of
significant health or disability limitations.
Employee Document of employee's work history. Semipermanent 75 years after
Personnel Records Original employee personnel records are IC§§50-907(2)(g) employee
kept by Human Resources Department and 45-610; 29 separation,
unless otherwise specified. Records may CFR 1627.3; 29 expiration of
include, but are not limited to: employment CFR 1602.31; eligibility, or
applications, notices of appointment, IDAPA completion of
training and certification records, records of 09.01.35.081 litigation,whichever
health limitations, drug testing, salary is longest
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).
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.
44 Page
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All other Police Department current
employee original personnel records are
kept by the Human Resources Department.
(2)Meridian Fire Department employee
personnel records including original training
records and original records related to
Union promotions are kept by the Fire
Department. Upon employee separation
these records shall be forwarded to Human
Resources Department.
All other Fire Department current employee
original personnel records including ICRMP
and BEST training records and Union
member promotion applications and PAR
forms documenting a promotion are kept by
Human Resources Department..
Employment Document to the U.S. Immigration and Temporary 3 years after date of
Verification Naturalization Service that an applicant or IC§50-90 7(3)(d), hire or 1 year after
(I-9) of Job employee is eligible to work in the U.S. 8 U.S.C. § employment is
Applicants Information includes: employee information 1324a(b)(3) terminated,
and verification data such as citizenship or (Immigration whichever is later
alien status and signature, employer review Reform and
and verification data such as documents, Control Act)
which establish identity and eligibility, and
employer's signature certifying that
documents were checked. This category
includes forms completed for all new hires,
as superseded or previous forms completed
on rehires.
Forms Forms created for use by HR personnel to Transitory Until administrative
facilitate work, including Performance need ends or record
Review,job description template, PAR is superseded
template, etc.
Hazard Exposure Emergency response employees exhibiting Semipermanent 75 years after
Records signs or symptoms possibly resulting from IC§50-90 7(2)(g); employee
exposure to hazardous substances are 29 CFR 1910.1020 separation,
required to be provided medical expiration of
examination and consultation. Records eligibility, or
include: employee's name and social completion of
security number; physician's written litigation,whichever
opinion, recommended limitations; results is longest
of examinations and tests; employee
medical complaints related to hazardous
substance exposure; description of
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
employee's duties as they relate to
exposure; the employee's exposure levels or
anticipated exposure levels; description of
protective equipment used; and information
from previous medical examinations of the
employee which is not readily available to
physician and other information.
Insurance Records documenting plan descriptions and Semipermanent 10 years
Policies/Plans: summaries of city insurance policies and
Employee Group plans covering employee group health and
Health and Life life benefits, including annual certification
Benefits records.
Kinds and Levels Records documenting the description, Temporary 3 years
Chart classification and compensation of city jobs IC§50-90 7(3)(d);
and positions. Usually includes details of 29 CFR Part 1602
duties and responsibilities of each position and 29 CFR
time percentage breakdowns of tasks, skills 1627.3
and abilities needed for each position, and
related records documenting the
development, modification or redefinition
of each job or position.
Leave Applications or requests submitted by city Temporary 3 years
Applications employees for compensatory, family and IC§50-90 7(3)(d)
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.
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 HR Department Organization Charts. Transitory Until administrative
Charts need ends or record
is superseded
Personnel Action Completed employee forms submitted to Semipermanent 75 years after
(PAR) Forms HR upon initial hire,pay increase or IC§5 0-90 7(2)(g); employee
decrease, change of address, or change of 29 CFR Part 1602 separation,
supervisor. and 29 CFR expiration of
1627.3 eligibility, or
completion of
litigation,whichever
is longest
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Photographs Photographs relating to HR Transitory Until administrative
sponsored/conducted City events (e.g. need ends or record
service awards, employee picnic, Wellness is superseded
events, etc.).
Photo Photographs and other records used to Transitory Until record is
Identification identify city employees, private security superseded, obsolete
personnel, contract workers and other. May or administrative
include photographs taken by City for needs end
identification or prox card or driver's
license photocopy.
Position Records documenting the description, Temporary 3 years
Descriptions classification and compensation of city jobs IC§50-90 7(3)(d);
and positions. Usually includes details of 29 CFR Part 1602
duties and responsibilities of each position and 29 CFR
time percentage breakdowns of tasks, skills 1627.3
and abilities needed for each position, and
related records documenting the
development, modification or redefinition
of each job or position.
Presentations Formal departmental presentations to Semipermanent 5 years
Council, other formal bodies.
Public Records Public records requests and responses. Transitory 1 year after last
Requests action
Recruitment and Documents regarding the recruitment and Temporary 2 years
Selection Records selection of city employees and contracted IC§50-90 7(3)(d);
for Applicants who service providers such as attorneys, 29 CFR 1602.31;
are Hired auditors, consultants, etc. Records may 29 CFR
include, but are not limited to:job 162 7.3(b)(1)(vi)
announcements and descriptions, applicant
lists, applications and resumes,position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Meridian Police Department employee Temporary 2 years after
original background investigation records separation
are kept by the Police Department. Upon
employee separation these original records
shall be forwarded to the Human Resources
Department for proper disposition.
Meridian Fire Department Union original Temporary 2 years
recruitment records including National
Testing Network testing, application, and
interview notes, for applicants who are
hired, are kept by the Fire Department
until the expiration of the retention period at
which time they shall be properly destroyed
by the Fire Department.
Recruitment and Documents regarding the recruitment and Temporary 2 years
Selection Records selection of city employees and contracted IC§50-90 7(3)(d);
for Applicants who service providers such as attorneys, 29 CFR 1602.31;
are Not Hired auditors, consultants, etc. Records may 29 CFR
include, but are not limited to:job 162 7.3(b)(1)(vi)
announcements and descriptions, applicant
lists, applications and resumes,position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Meridian Fire Department Union original Temporary 2 years
recruitment records including National
Testing Network testing, application, and
interview notes, for applicants who are not
hired, are kept by the Fire Department until
the expiration of the retention period at
which time, they shall be properly destroyed
by the Fire Department
Resource Records including notebooks, meeting Transitory Until administrative
Records/Notes notes, to-do-lists, employee-compiled notes, need ends or record
etc. is superseded
48 1 Page
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Special Projects Documents related to special, one-time Semipermanent 10 years
projects to include, but not limited to,
Employee Satisfaction Survey, Policy
Review/Revision, Salary Structure Review.
Surveys HR and other initiated internal surveys, Semipermanent 10 years
survey results (e.g. Salary Surveys,
Employee Satisfactions Surveys, Best Place
to Work. Etc.).
Telephone Message logs, voicemails, etc. Transitory Until administrative
Records need ends
Training Records related to the design and Semipermanent 5 years from final
Programs/HR implementation of training programs IC§50-907(2)(g) presentation and/or
provided to employees by the City. use
Documents may include course
descriptions, instructor certifications,
instructional materials, course outlines,
class enrollment and attendance records,
tests, test results, and related records.
Training/Travel Records documenting attendance and Semipermanent 5 years
Records presentation by HR employees at
conventions, conferences, seminars,
workshops, and similar training events.
Includes training/travel requests, training
materials, reports and related
correspondence.
Payroll Records documenting claims submitted by Temporary 3 years
Unemployment former city employees for unemployment IC§50-907(3)(d)
Claims compensation. Usually includes: claims,
notices, reports, and related records. May
also include records generated by the appeal
of claim determinations. These are
received by HR and kept in HR.
Wellness Program Records related to the management and
administration of the Wellness Program
including:
• Wellness Challenges - Semipermanent 5 years
Correspondence and other Challenge
documentation.
• Newsletters Transitory Until administrative
need ends
• Emails conveying general Transitory Until administrative
information related to the Wellness need ends or
Program including monthly approved for
announcements related to upcoming destruction in
challenges, challenge winners, accordance with the
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
monthly Wellness events and 5-year citywide
activities, etc. email records
retention period)
whichever is sooner
• Wellness Committee Meeting Semipermanent 7 years
Agendas and Minutes
• Wellness Database—includes Transitory Until administrative
information from Blue Cross for need ends
employee point totals, information
from employee sign-in sheets to
events (name, ID, signature), and
employee tracking information to
events/challenges (i.e., steps,
exercise, weight, Bingo cards,
pictures of employees, schedule for
appointments (name, ID, date, time,
email address, phone number)), and
vendor contact information for
events
• Wellness Day Off—Incentive Semipermanent 75 years (retained in
Verification Forms for Day Off accordance with
Requests Employee Benefit
records retention
period)
• Wellness Day Off—employee Transitory Until administrative
timecard tracking records, along need ends
with numbers of hours used
• Wellness Hero Responses- Transitory Until administrative
Correspondence and related records need ends
Workers' Medical records related to job assignments Semipermanent 30 years after
Compensation that document work-related injuries and employment
Records and illnesses, including but not limited to, separation
Claims 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.
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Item#7.
INFORMATION TECHNOLOGY(I.T.)DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative
Activity Daily, weekly monthly or other reports Transitory Until administrative
Logs/Reports documenting the activities of Information needs ends
Technology employees, including but not
limited to: sign in/out sheet for keys, access
logs and phone logs, minutes, project files
and dashboard statistics.
Administrative Copies of. A/P invoices, Expense Reports, Transitory Until administrative
Records MIP A/P unposted Reports, Transactions, need ends or record
Internal Invoices, Purchase Orders, Detailed is superseded
Statements of Revenues and Expenditures.
Budget Preparation Working documents utilized to build base Transitory 1 year or until
Records budgets and establish yearly budgets, Administrative need
including but not limited to enhancements, ends
amendments, carry forward support, FTE
anticipation, vehicle replacement, quotes
for service/maintenance.
CorrespondencePolicy/program correspondence, Permanent In perpetuity
documenting the formulation, adoption and
implementation of significant
policy/program decision.
Records created or received in the course of Semipermanent 5 years
administering city policies,procedures or
programs, but these records do not provide
insight into significant policy,procedure or
program discussions or decisions.
Correspondence created or received in the Transitory Until administrative
nurse of administering City policies, Need ends
procedures or programs including but not
limited to memos, notes,thank you notes,
surveys, letters to businesses and citizens and
ay-to day office and housekeeping
correspondence that does not contain unique
information about City functions or
programs, for example scrolling agenda and
announcements.
HR Documents Departmental employee personnel records, Transitory Until employment is
including but not limited to training records, terminated, then
coaching notes,performance evaluations, forward to HR
customer feedback, contact information, etc.
Meeting Records Internal meeting records and/or staff level Transitory Until administrative
and Notes notes generated in the course of day to day need ends or record
is superseded
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Item#7.
business, including but not limited to
agendas, notes and presentations.
Reference/Owner's Documents to include but not limited to Transitory Until record is
Manuals/ owner's manuals and documentation. superseded or
Handbooks administrative need
ends
Department Departmental Policy or program records Transitory 1 year after
Guidelines, documenting the formulation, adoption and document is
Policies, implementation of departmental policy or replaced and/or
Procedures, program decisions. Including but not administrative need
Processes and limited to Standard Operating Procedures ends
Reports and Guidelines, reference materials or
materials obtained from another
government entity or agency used in the
development of said procedure.
Department Reports prepared for the Mayor and City Transitory Until administrative
Reports Council. need ends
Operational Records
Backup Files A copy on a disk based backup appliance of Transitory 3 months
the contents of all data from the City
servers.
Service All customer support tickets opened in Semipermanent 10 years
Management Tool service management systems. IC§50-907(2)(g)
(other)
Department Policies, reports, and documents regarding Semipermanent 5 years
Policies and internal department operations and IC§50-907(2)€
Reports procedures, e.g. computer usage policy, (dept. report)
password policy, service level goals,
training materials, evaluations of materials.
Disaster Recovery Strategy for retention and recovery of Transitory Until record is
Plan network and information systems following superseded or
network or server crash or failure. updated
Instant Messages All messages sent or received by City staff Transitory Until overwritten by
using the City's electronic messaging system
service
Internally- Programming statements or instructions that Transitory Until record is
Generated Source create or execute a computer program. superseded or
Code updated
Internet History List of websites accessed on City computers Transitory 90 days
and electronic devices.
Inventory List of electronic devices held by City and Transitory Until record is
Management software licensing information and superseded or
specifications for each electronic device updated
used by City.
Outlook Meeting requests sent and received by Transitory Until deleted by user
Appointments employees via City email system;
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Item#7.
appointments scheduled via City email
system by employees.
Outlook E-mail All e-mail messages, sent or received by Semipermanent 5 years
Messages—City City staff using City's e-mail system. (E- IC§50-907(2)(g)
Staff mail messages may be preserved elsewhere (other)
in digital or paper format for longer periods
of time as the subject matter of such
messages may require.)
Outlook Tasks and Tasks, task requests and reminders sent and Transitory Until deleted by user
Notes received by employees via City email
system.
Prox Card Access Register of which prox cards have accessed Transitory 90 days
Records a restricted area.
Security Camera Video footage from security cameras Transitory Until overwritten by
Footage mounted on and in city facilities. system
Call Records List of incoming and outgoing calls, Transitory 90 days
including phone numbers and caller
identification, as available.
Voicemail Incoming verbal messages recorded on City Transitory Until deleted by user
Messages voicemail systems.
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MAYOR'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records
Activity Daily, weekly monthly or other reports Transitory Until administrative
Logs/Reports documenting the activities of the needs ends
Mayor's Office employees, including
but not limited to: sign in/out sheet for
credit cards and checklists.
Administrative Copies of. A/P invoices, Expense Transitory Until administrative
Records Reports, MIP A/P unposted Reports, need ends or record
Detailed Statements of Revenues and is superseded
Expenditures.
Budget Preparation Working documents utilized to build Transitory 1 year or until
Records base budgets and establish yearly administrative need
budgets, including but not limited to ends
enhancements, amendments, carry
forward support, FTE anticipation,
vehicle replacement, quotes for
service/maintenance.
Correspondence Policy/program correspondence created Permanent In perpetuity
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.
Correspondence created or received in Semipermanent 5 years
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.
Correspondence created or received Transitory Until administrative
which is not unique to City functions or Need ends
programs. May include; thank you
notes, invitations, and general mail.
Customer Complaint or Compliment records Transitory Until administrative
Complaints/Kudos including but not limited to letters, need ends
phone calls, comment cards and in
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
person feedback from citizens,
customers, developers and contractors.
Forms/Templates Forms/Templates created for use by the Transitory Until administrative
Mayor's Office including but not need ends or record
limited to visual aids, applications, is superseded
checklists, and web documents.
HR Documents Departmental employee personnel Transitory Until employment is
records, including but not limited to terminated; then
training records, coaching notes, forward to HR
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).
Meeting Records Internal meeting records and/or staff Transitory Until administrative
and Notes level notes generated in the course of need ends or record
Special day to day business, including but not is superseded
Projects/Initiatives limited to; agendas, notes and
presentations.
Reference/Owner's Documents to include but not limited Transitory Until record is
Manuals/ to: Owner's Manuals and code updates. superseded or
Handbooks administrative need
ends
Department Departmental Policy or program Transitory 1 year after
Guidelines, records documenting the formulation, document is replaced
Policies, adoption and implementation of and/or administrative
Procedures, departmental policy or program need ends
Processes and decisions. Including but not limited to
Reports Standard Operating Procedures and
Guidelines, reference materials or
materials obtained from another
government entity or agency used in
the development of said procedure.
Presentations Formal department presentations to Transitory Until administrative
Council, Community Groups or other need ends
agencies/entities or people, e.g.
Strategic Update,New Council
member training, and City of Meridian
updates.
Telephone Records Message logs, voicemails, Transitory Until administrative
ShoreTel/Mitel call volume reports etc. need ends
Operational Records
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Agendas & Agendas and minutes of Director Semipermanent 5 years
Minutes Meetings, Operational Meetings,
Mayor's Youth Advisory Council,
Mayor's Senior Advisory Board, and
Faith Ambassador Council Meetings.
Annual Reports Report on City's and Mayor's Office Permanent In perpetuity
activities over preceding year
summarizing activities and financial
performance.
Applications Forms and materials submitted with Semipermanent 5 years
application for positions or awards
administered by Mayor's Office,
including applications for scholarships,
Promise partners, Mayor's Youth
Advisory Council, volunteer positions,
City commissions, and City committees
or task forces.
Attendance Sheets Sign-in sheets, where offered, for Transitory Until administrative
activities and events hosted by the needs ends
Mayor's Office.
City Website HTML text stored in data base table in Transitory Until updated or
Content CMS. Note: Source document may record is superseded
exist elsewhere, and be retained
pursuant to separate record retention
schedule.
Memoranda Internal or external memoranda Permanent In perpetuity
summarizing research,
recommendations, and other
information.
Mayoral memos regarding Semipermanent 5 years
proclamations, meetings, or events.
News Releases A written or recorded record directed at Semipermanent 25 years
members of the news media for the
purpose of making a newsworthy
announcement.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Photos Published or historically significant Permanent In perpetuity
photographs taken, owned, or stored by
the Mayor's Office.
Photographs that are not used or Transitory Until administrative
needed for a particular purpose. need ends
Proclamations Proclamations issued by the Mayor Semipermanent 10 years
not read at City Council meetings.
Proclamations issued by the Mayor Transitory Until administrative
and read at City Council meetings. need ends
Publications Informational or promotional Semipermanent 5 years
publications of the Mayor's office,
including newsletters, flyers, marketing
materials, brochures, program
materials.
Public Addresses Records relating to State of the City Permanent In perpetuity
address. May include script, video,
PowerPoint,program, agenda, photos.
Records relating to State of the City Transitory Until administrative
addresses or speeches. May include need ends
script, video, PowerPoint,program,
agenda, photos.
Special Projects Documents related to special or one- Semipermanent 10 years
time projects to include,but not limited
to: Strategic Plans.
Talking Points Records prepared to summarize issues Transitory Until administrative
in preparation for discussion with the need ends
public or media.
Videos Videos prepared monthly for Permanent In perpetuity
informational or promotional purposes,
e.g., Celebrate Meridian.
Videos prepared weekly for Temporary 2 years
informational or promotional purposes,
e.g., City Council meetings,
This Week in Meridian.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Raw video footage, used or unused. Transitory Until administrative
need ends
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PARKS & RECREATION DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Activity Logs/Reports Daily, weekly, monthly, or other Transitory Until administrative
reports documenting the activities need ends
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.
Lost &Found log sheets Transitory Until administrative
documenting items that have been need ends
lost and found by citizens in the
parks and other MPR facilities.
Administrative Copies of A/P invoices, Expense Transitory Until administrative
Records Reports, Detailed Statements of need ends
Revenues and Expenditures,
Capital Improvements Plan, Parks
&Recreation Facilities
Depreciation Schedule, MPR
Communications Plan, and other
related documents.
Agendas & Minutes Agendas and minutes of weekly Semipermanent 10 years
and monthly MPR staff meetings.
Budget Preparation Working documents utilized to Semipermanent 10 years (follows
Records build base budgets and establish Finance)
yearly budgets, including but not
limited to enhancements,
amendments, carry forward
support, FTE anticipation, vehicle
replacement, and quotes for
service/maintenance.
Correspondence Policy/program correspondence Permanent In perpetuity
documenting the formulation,
adoption, and implementation of
significant policy/program
decision. Including but not limited
to Commission and Committee.
Records created or received in the Semipermanent 5 years
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.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Correspondence created or Transitory Until administrative
received in the course of need ends
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.
Committee Records Agendas, meeting minutes/notes, Transitory Until administrative
and audio recordings of special need ends
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).
Customer Compliment or complaint records Transitory Until administrative
Kudos/Complaints including but not limited to letters, need ends
phone calls, emails, comment
cards and in person feedback from
citizens, customers, and sponsors.
Department Administrative SOPs, policies, Transitory Until administrative
Guidelines, processes, director's orders, etc. need ends
Standard Operating pertaining to facilities and
Procedures, Policies, recreation classes, camps, special
Processes, and events, and sports (e.g., Lost &
Director's Orders Found, CableONE Movie Night,
Metal Detecting, Contracted
Instructors, Registrations
&Refunds, Sports League Bylaws,
Partnerships Between Private or
Public Entities, Hot Air Balloons).
Employee Time Completed logs of employees' Semipermanent 5 years,unless
Logs and Reports timesheets, tasks, and location; record is superseded
reports and analysis of related by Finance
data. Department
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Facility Permits Permits and materials including, Temporary 2 years
but not limited to: Completed Park
Alcohol and Amplified Sound
Permits related to individual's or
organization's park picnic shelter
reservation, short-term
concessions permits and related
materials from vendors.
Facility Reservation Completed forms and related Temporary 2 years
Application and materials collected from
Materials individuals or businesses
registering for a recreation class,
team, or event and other required
documentation, such as proof of
insurance.
Collected Certificates of Liability Temporary 2 years
Insurance from individuals or
vendors.
Financial Aid Completed application forms and Temporary 2 years
Applications materials submitted to request
financial assistance for children's
class or program(e.g., Care
Enough to Share).
Forms/Templates Forms/templates created for use Transitory Until administrative
by the Parks and Recreation need ends
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.
Grounds Pesticide spray records, daily Transitory Until administrative
Maintenance splash pad test readings, need ends
Records playground inspections, restroom
cleaning safety data sheets, and
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
other documents related to parks
and recreation facilities.
Historical Records 2028 time capsule content Permanent In perpetuity
information.
Annual newsletters prepared by Permanent In perpetuity
Parks &Recreation Department
highlighting construction projects,
park dedications, and other efforts
and initiatives.
Copies of MPR Department Permanent In perpetuity
Annual Reports provided to the
Mayor's Office in conjunction
with the State of the City Address.
External awards, plaques, and Permanent In perpetuity
certificates bestowed upon the
MPR Department.
MPR Department Dashboards Permanent In perpetuity
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.
National Recreation&Park Permanent In perpetuity
Association(NRPA)PRORAGIS
annual statistical field reports.
Parks &Recreation Master Plan Permanent In perpetuity
and Appendices which document
current parks and recreation
facilities and services, level of
service, etc. and also provide the
framework to respond to the
evolving needs of the community.
Park dedication plaque mock-ups Permanent In perpetuity
detailing the dedication date,
Mayor, City Council, MPR
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Commission, MPR staff, and other
volunteers and contributors.
Photographs, newspaper and news Permanent In perpetuity
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.
Proclamations not otherwise Transitory Until administrative
retained by the Clerk's Office. need ends
HR Documents Copies of departmental employee Transitory Until employment is
personnel records kept in locked terminated; then
files with manager until forward to HR
employment has ended; file sent to
HR for retention after termination
(voluntary or involuntary).
Incident or Accident Citizen reports of incidents, Temporary 2 years
Reports injuries, or accidents incurred
during or related to a department-
sponsored or department-provided
class, camp, program, reservation,
or activity.
Indemnity Forms, Signed waiver/indemnity Temporary 2 years
Medical Release agreement related to individual's
Forms,Waivers or organization's participation in
department-sponsored or
department-provided class, camp,
program, reservation, activity,
transportation, or travel.
Marketing Informational or promotional Transitory
Materials publications of the Parks & Until Administrative
Recreation Department, including Need Ends
flyers,brochures,program
materials, Facilities Tour/Park
Ambassador/other program
booklets, PowerPoint and Prezi
presentations, z-cards, and videos.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Memorial Forms Completed citizen forms Transitory Until administrative
requesting memorial in MPR need ends
facility under established
memorial program(e.g.
Generations Plaza Brick Sales
form, Kleiner Park Memorial Tree
Plaza Paver Sales, Memorial Tree
Program form).
Meeting Records Internal meeting records and notes Transitory Until administrative
and Notes generated in the course of day to need ends
day business, including but not
limited to agendas, notes, and
presentations.
MPR Commission Copies of Commission and Transitory Until administrative
Records Committee agendas and summary need ends
minutes.
Copies of bylaws. Transitory Until administrative
need ends
Copies of contact information Transitory Until administrative
listing Commission members' need ends
names, addresses, phone numbers,
email addresses, etc.
Copies of correspondence Transitory Until administrative
regarding day-to-day operations or need ends
administration.
Copies of project records Transitory Until administrative
documenting historical or cultural need ends
significance to the City and/or
Meridian community
Copies of project files and reports Transitory Until administrative
used by MPR staff, Commission, need ends
Committee in the course of
researching, developing,
completing, reporting on, or acting
on initiatives of the
Commission/Committee.
Copies of roster listing current Transitory Until administrative
Commission members, including need ends
names, seat numbers, and
appointment dates.
Presentations Formal department PowerPoint, Transitory Until administrative
Prezi, and other presentations to need ends
Council or others, e.g. New
Council member training, Joint
Council/Commission workshop
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
training, and Meridian
Development Corporation.
Project Files Copies: Park,pathway, and other Transitory Until administrative
project/initiative records, need ends
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.
Recreation Activity Log sheets completed by parents Temporary 2 years
Sign In/Sign Out to signify that minor has been
Sheets dropped off or picked up from a
department-sponsored or
department-provided class, camp,
program, or activity.
Log sheets completed by Temporary 2 years
participant confirming they have
attended a class or activity.
Reference/Owner's Documents to include but not Transitory Until administrative
Manuals/Books limited to equipment and need ends
electronics.
Resource Records including notebooks, Transitory Until administrative
Records/Notes meeting notes, to-do lists, need ends
employee-compiled notes, etc.
Special Event Forms Completed forms from citizens Temporary 2 years
and businesses participating in a
special event, including but not
limited to vendor and sponsor
contracts and entries.
Special Documents related to special or Transitory Until administrative
Projects/Initiatives non-confidential one-time project need ends
to include,but not limited to:
Strategic Plan Initiatives, Smoke-
Free Parks, and Forestry Stimulus.
Sports Schedules Record of games played and final Transitory
and Scores scores.
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Until Administrative
Need Ends
Surveys Internal and external outreach Semipermanent 10 years
surveys and results,presentations,
neighborhood 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 Temporary 2 years
registered for a sports team.
Telephone Records Message logs, voicemails, etc. Transitory Until administrative
need ends
Training Records Records including but not limited Transitory Until administrative
and Resources to documenting attendance and need ends
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.
Tree Inventory & Inventory of all public trees Permanent In perpetuity
Abatement maintained by City Arborist and
abatement records per City Code.
Vandalism & Copies of records related to park, Transitory Until administrative
Restitution Records pathway, and facility vandalism need ends
incidents and restitution, including
but not limited to property damage
reports, etc.
Volunteer Records Applications, timesheets, and Transitory Until administrative
other biographical notes related to need ends
City volunteers, including Park
Ambassadors, scouts, and other
civic groups. These records also
include 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
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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.
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Item#7.
POLICE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Administrative records including Transitory 1 year
records proxy card check out list, vehicle
check out log, visitor log , etc.
Activity reports Daily, weekly, monthly or other Semipermanent 5 years
reports documenting the activities of
Idaho Code
employees, including: type of activity,
employees involved, time spent on SO-907(2)(e)
activity, work completed, equipment
used, etc. May include Education&
Prevention Training reports.
Asset forfeiture Documentation pertaining to the Semipermanent 5 years after closure
records seizure process and obtaining approval of case
through the courts. IC�SO-
907(2)(a)
Briefing records Records documenting internal Transitory Until administrative
communications between supervisors need ends
and shift workers or between staff on
different shifts to alert them to
problems, issues or activities. Records
may include,but not limited to:
briefing logs, ILETS/NCIC messages,
and bulletins from other agencies.
Bulletins from Records including bulletins, circulars, Transitory Until administrative
other agencies and related records received from need ends
federal, state and local law
enforcement agencies. Usually
contains descriptions and photographs
of fugitives, missing persons, stolen
property, etc.
Code enforcement Records created by code enforcement Semi- 5 years after last
records** officers to document a violation or permanent action
investigation into a suspected
violation of city ordinance that does Idaho Code)
not become a crime report(DR). SO-907(2)(g)
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Community service Records relating to police community Transitory Until administrative
and outreach service programs. Records may need ends
programs include: publications, mailing lists,
plans, evaluations, notes, reports,
lesson plans and outlines, etc.
Crime analysis Records documenting police efforts to Temporary 3 years
statistics anticipate, prevent, or monitor
criminal activity. May include 90�SO-
statistical summaries of crime
907(3)(d)
patterns, modes of operation, analysis
of particular crimes, criminal profiles,
forecasts, movements of known
offenders, etc.
Crime reports Reports documenting a suicide, Prosecuted cases:
(DRs) for Suicides, unattended death and/or criminal
Unattended Deaths, offense and actions taken, including 90�SO- 1 years after final
and Major Crimes charges or arrests. Record typically 907(2)(e) disposition
includes location of occurrence, date
(murder, and time, handling officer, involved
involuntary Non-prosecuted cases:
manslaughter, parties (suspects, victims, witnesses,
reporting parties, etc.) and their 100 years after date of
rape, sexual abuse personal information summary o
of a child, p n' f last investigative
terrorism)
events and supportive documents (e.g., action
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,
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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 Reports documenting a criminal Semipermanent Prosecuted cases:
(DRs) and citations offense and actions taken, including
for other crimes charges or arrests. Record typically 90�SO- 5 years after final
includes location of occurrence, date 907(2)(g) disposition
and time, handling officer, involved
parties (suspects, victims, witnesses,
reporting parties, etc.) and their Non-prosecuted cases:
personal information, summary of 5 years after date of
events and supportive documents (e.g., last investigative
probable cause statements, witness action
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,
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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 obtained via ILETS or local Transitory Until administrative
records or jail systems (Ada LE Lookup)that need ends
ILETS/NCIC provides information on the
reports" accumulated criminal arrest and
conviction history of an individual
which may be useful in an
investigation. May include summary
sheet, arrest record, fingerprint
information, mug shot, name, aliases,
residence, sex age, date and place of
birth, height, weight, hair and eye
color, scars, marks, tattoos,
abnormalities, date of arrest, offense
committed.
Digital media— Digital media attached to a crime Semipermanent Prosecuted cases:
Type 1 report for a major crime. Includes
video, audio, or other digital content IC,�SO- 100 years after final
created by a law enforcement officer 907(2)(g) disposition
in the course of an investigation or Non-prosecuted cases:
response and attached to a crime
report for murder, involuntary 100 years after date of
manslaughter, rape, sexual abuse of a last investigative
child, or terrorism. action
Digital media— Digital media attached to a crime Semipermanent Prosecuted cases:
Type 2 report for a felony other than a major
crime. Includes video, audio, or other IC,�50- 5 years after final
digital content created by a law 907(2)(g) disposition
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
enforcement officer in the course of an Non-prosecuted cases:
investigation or response and attached 5 years after date of
to a crime report for a crime other than last investigative
murder, involuntary manslaughter, action
rape, sexual abuse of a child, or
terrorism.
Digital media— Digital media attached to a Transitory Prosecuted
Type 3 misdemeanor or infraction crime misdemeanor cases:
report. Includes video, audio, or other
digital content created by a law days after final
disposition
enforcement officer in the course of an disposition
investigation or response and attached Non-prosecuted
to a crime report for a misdemeanor misdemeanor cases:
crime or infraction.
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— Digital media not attached to a crime Transitory 210 days
Type 4* 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.
Digital media— Digital media related to an officer Temporary 2 years
Type 5* complaint. Includes video, audio, or IC other digital content created by a law �SO-
90
enforcement officer in the course of an 7(3)(d)
investigation or response relevant to a
complaint about such response or
officer.
Digital media— Digital media recorded in error. Transitory Until administrative
recorded in error Includes video, audio, or other digital need ends
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
content created by a law enforcement
officer unrelated to an investigation or
response.
Field interview An informational document written by Semipermanent 5 years
reports (FI cards) police officers relating to individuals, IC§50-
events, or vehicles for which the 907(2)(g)
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.
Grant records Applications and required reporting Semipermanent 10 years after grant
documents for grants to support law closeout
enforcement initiatives and Idaho Code §
programming (e.g., crime prevention, 50-907(2)(g)
substance abuse programs, criminal
justice, SWAT).
Gun dealers' sales Records documenting purchases of Transitory Until background
records guns from dealers. May include check is completed
duplicate register sheets mailed by the and administrative
dealer to MPD and triplicate register need ends
sheets mailed by the dealer to ISP for
criminal records checks and forwarded
to MPD. May include sheet number,
sales person, date and time, city, serial
number, make, model, caliber,
purchaser's information, and
signatures.
Health & Welfare Referrals of suspected child abuse, Semipermanent 5 years from closure
Referrals adult abuse and daycare complaints. IC§SO-
of referral or case.
APS & Daycare 907(2)(g
complaints
Informant case files Records documenting information Transitory Until administrative
about informants used by department. need ends
not attached to personnel. Records typically include
crime report** reports, correspondence, payment
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
records, fingerprint cards, signature
cards, letters of understanding on
informants' activities and related
records.
Internal affairs files Records documenting department's Semipermanent 75 years after
investigation of an officer's role in an IC§§50-
employee separation
incident for the purpose of evaluating 907(2)(g) and or completion of
compliance with department policy 45-610; 29 CFR related litigation,
1
and professional standards. Records 627.3; 29 CFR whichever is longest
typically include investigative
materials (video and audio recordings, 16023;.31
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.
Intoxilyzer 5000en, Factory and State of Idaho certificates Temporary 3 years after
Draeger 9510 and for instrument; log of each person that IC§50- certificate has been
LifeLoc instrument takes the breathalyzer test and 907(3)(d) and issued
records verification testing. May include
IDAPA
suspect name, date, time, results,
11.03.01.013.06
operator name, calibration check
results, simulated temperature in
range, comments, etc.
Intoxilyzer User certification cards and class Transitory Until administrative
5000EN,LifeLoc roster for Meridian police officers. need ends
FC20, and Draeger Intoxilyzer instructor replaces with
9510 user each new certification period.
certifications and
class roster
Local Records Local records check of police contacts Transitory 1 year after
Check/ requested by OPM, FBI or military for submission to
Backgrounds their employment purposes. requestor
Master name index Information on individuals who are Semipermanent 100 years
records field interviewed, individuals who are
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
arrested, suspects or accomplices in IC§50-
crimes, victims, complainants, and 907(2)(g)
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.
Multiple Firearms Background applications for multiple Transitory Immediately after
Backgrounds firearm purchase requests. completion
18 U.S.C. §
922(t)(2)(C); 28
CFR§25.9(d)
Parking citations Police department copy of citations Transitory 6 months after final
issued for parking violations. Record disposition
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.)
Photo identification Records with photos used to identify Transitory Until administrative
records employees,private security personnel, need ends
contract workers, etc. May include
photos taken for employee
identification cards, prox cards, etc.
Public records Written public records requests, Transitory I year after response
requests of any and responses, records provided, and provided
all records not original (unredacted)records.
associated to a
Major Crime DR
Public records Written public records requests, IC § 50- Record to be retained
requests of records responses, records provided, and 907(2)(e) based upon the
associated to a original (unredacted)records retention of the
Major Crime DR pertaining to a crime DR that falls
under the Category of Crime reports
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Item#7.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
(DRs) for Suicides, Unattended original Crime DR
Deaths, and Major Crimes (murder, file.
involuntary manslaughter, rape, sexual
abuse of a child, terrorism).
Radar equipment, Records documenting the calibration Temporary 3 years after
certifications, and and maintenance of radar equipment IC§50- equipment retirement
maintenance that may be useful in documenting the 907(3)(d)
records accuracy of the readings. Often
includes original factory certification
of calibration. Information relating to
maintenance and repair may include a
description of the work completed,
parts used, date of service, equipment
number, make, model, etc.
Training materials Records related to training programs Semipermanent 5 years from final
provided to MPD personnel by presentation and/or
presenters including City employees, 90§50- use
contractors, or other presenters. May
907(2)(g)
include course descriptions, instructor
certifications, instructional materials,
course outlines and handouts, and
attendance records.
Vacation watch Records documenting inspection of Transitory Until administrative
forms properties when the owner/occupant is need ends
away. May include name, address,
date requested, vacation beginning and
ending time, emergency contact
information, special conditions, date
and time officers check the property,
etc.
Victim Witness Notations and documents Semipermanent 20 years after
System documenting contact with victims and IC§50-
investigation closure
witnesses. 907(2)(g) or disposition of case,
whichever is later
Written warnings Written notice provided by MPD Semipermanent 5 years
officer to member of the public to
bring attention to a potential or actual 90�50-
violation. 907(2)(g)
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Item#7.
* 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.
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Item#7.
PUBLIC WORKS DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All Department Records
Accessibility Records, Contractor logs, key list, and any other Transitory Until administrative need
City-Owned Facilities records documenting access to City- ends or record is superseded
owned buildings by authorized
persons.
Activity Reports Daily, weekly, monthly or other Transitory Until administrative need
reports documenting the activities of ends or record is superseded
Public Works Department employees,
including: type of activity, employees
involved, time spent on activity,work
completed, equipment and fuel used,
reports, logs, log sheets, and related
records.
Ada County Highway Permits issued by Ada County Semipermanent 5 years
District(ACHD) Highway District (ACHD) to dig in
Permits public utility easement.
Administrative Clothing order spreadsheets, copies of: Transitory Until administrative need
Records Accounts Payable invoices,expense ends or record is superseded
reports, leave request logs,MIP Accounts
Payable invoices,professional
membership documents, evacuation
checklists and on call yearly roster logs.
Alarm Monitoring/ Reports of monitoring fire alarms, Semipermanent 5 years
Test Results Reports 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.
Budget Preparation Work documents utilized to build base Semipermanent 10 years
Records budgets and establish yearly budgets,
including vehicle replacement
worksheets, enhancements,
amendments and carry forward
support.
Construction Construction Drawings Transitory Until replaced by record
Drawings drawings
Correspondence, Correspondence created or received in Semipermanent 5 years
Administrative the course of administering City
policies,procedures, or programs.
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Correspondence, Day-to-day office and housekeeping Transitory Until administrative need
Transitory correspondence that does not contain ends
unique information about City
functions or programs.
Customer Complaint letters, notes on phone calls Transitory Until administrative need
Complaints and in person complaints from ends
customers/citizens.
Databases Database records created and Transitory Until administrative need
maintained for the purposes of ends or record is superseded
generating reports, data files, and a
variety of different outputs.
Departmental Department reports, performance Semipermanent 10 years
Reports management presentations.
Engineering Capital Engineering Capital &Enhancement Semipermanent 10 years
and Enhancement Plan(ECEP)— 5 year Capital
Plan (ECEP) Reports Improvement Plan Reports.
Engineering Project Records including but not limited to Permanent In perpetuity
File attendance for public meetings, AVO's
(Avoid Verbal Orders—Written
Instructions), change orders,
construction checklists, consultant
reports, consultants/contractors
contracts, contract addendums, council
memos, daily reports, design
checklists, door knockers/hangers,
engineering estimates, field orders,
final acceptance letters, inspection
reports,Notices of Intent(NOI),
Notices of Termination (NOT),
Notices to Proceed, pay applications,
preconstruction agendas,
preconstruction notices,
preconstruction recordings, progress
reports, construction punch lists,
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.
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Item#7.
Equipment Records of repair and maintenance of Transitory Until asset is removed from
Maintenance and equipment assigned to Public Work, service or until administrative
Repair Records including but not limited to: need ends.
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.
Facility Assessments, Records regarding maintenance and Transitory Until administrative need
Maintenance, and repairs of buildings and grounds ends or record is superseded
Repair Records 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.
Forms Forms created for use by Public Works Transitory Until administrative need
personnel to facilitate their work ends or record is superseded
including but not limited to
performance review forms,project
forms, staff forms, communication
forms, and record retention labels.
Geographic Aerial photographs of properties within Permanent In perpetuity
Information Systems, the City.
Digital
Orthophotography
Images
Geographic Points, lines, attributes, and polygons Transitory Until superseded
Information Systems, relating to infrastructure that the City
GIS Data owns or maintains.
Geographic A visual representation of data within a Transitory Until administrative need
Information Systems, particular geographical area. Also ends
Maps includes maps and data provided by
outside agencies including edge of
pavement, parcels, roads, and others.
Health and Safety Documents related to the Public Works Transitory Until administrative need
Manual Department Health and Safety Manual. ends or record is superseded
HR Documents Departmental employee personnel Transitory Until employment is
records should be kept in the terminated; then forward to
appropriate Division's file until HR
employment has been terminated
(involuntary or voluntary) and then the
file should be sent to HR for retention.
Master Plan Records Records that document the present and Permanent In perpetuity
projected needs of the City for water,
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Item#7.
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.
Meeting Minutes Internal meeting agendas, minutes, Semipermanent 5 years
sign-in sheets
Photos, Building Photos relating to repair and Semipermanent Keep records requiring
Maintenance replacement of City-owned equipment, engineering stamps 2 years
material, and facilities. after life of structure. Keep
all other records 10 years.
Photos, Construction Photos relating to Public Works Permanent In perpetuity
construction activities, infrastructure,
inspect on photos, etc.
Photos, General Photos related to Public Works Transitory Until administrative need
Department activities and other general ends
use pictures.
Potential Exposure Report created when personnel is Transitory Until employment is
Records exposed or potentially exposed to a terminated; then forward to
chemical, including SDS sheet of the HR
chemical involved. Record is placed in
the employee personnel record.
Presentations Departmental presentations. Semipermanent 10 years
Preventative Preventative maintenance schedules, Transitory Until asset is removed from
Maintenance Work work orders. service or until administrative
Plans need ends
Process Documents Standard Operating Procedures, Transitory Until administrative need
Process Flowcharts, Workflows, ends
Responsible Accountable Consulted
Informed(RACI) Charts and Process
Performance Measures.
Quotes Quotes from contractors and other Transitory Until administrative need
service providers. Preliminary and ends
final quotes for goods and services
used to conduct building repairs,
maintenance, or modifications.
Record Drawings Revised set of drawings submitted by Permanent In perpetuity
contractor upon completion of land
development phase of a commercial,
governmental, or residential project or
components thereof. This includes
stamped record drawings, as-builts,
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Item#7.
and wiring diagrams including but not
limited to water and sewer
infrastructure as installed in Meridian.
Safety Audits Health and Safety audits. Temporary 3 years after most recent
audit
Safety Data Sheets Safety Data Sheets (SDS). Also see Transitory Until chemical is removed or
(SDS) Potential Exposure Records above. record is superseded
Safety/Health and Safety and health documents including Semipermanent 75 years
Testing but not limited to training, auditory
testing records, respirator fit test
information.
Safety Meeting Topics covered and sign-up sheet for Semipermanent 5 years
Agenda/ Signup employees who attended the meetings.
Sheets
Supervisory Control Reports printed from Supervisory Transitory Until administrative need
And Data Acquisition Control and Data Acquisition ends or record is superseded
Reports (SCADA) (SCADA) system.
Technical Manuals, Owner's manuals and warranties for Transitory Until asset is removed from
Specifications, and City-owned vehicles and equipment. service
Warranties Includes specifications, operating
instructions, safety information, and
terms of coverage of repair or
replacement of equipment.
Telephone Records A log of all messages taken both via Transitory Until administrative need
phone and in person including, but not ends
limited to, recorded calls, voicemails,
phone call logs.
Training Records documenting attendance and Semipermanent 5 years
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.
Vehicle Inspection, Maintenance records, inspection work Transitory Keep until vehicle is removed
Maintenance,Repair orders for vehicles, vehicle mileage from service
Work Orders, and reports, repair records.
Reports
Water Rights Records related to City of Meridian Permanent In perpetuity
Water Rights including, but not limited
to, correspondence, agency filings,
legal opinions, references.
Website Public Works Department Website. Transitory Until administrative need
ends or record is superseded
Administration
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Item#7.
Area of Impact Records related to analysis of Semipermanent 25 years
Records 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.
Committee Records Agendas and meeting minutes for Semipermanent 5 years
special groups convened by Public
Works such as City Services Focus
Group, Construction Best Management
Practices Sub-Committee, Energy.
Department Policies Documents the formulation, adoption, Transitory Until administrative need
and implementation of internal ends or record is superseded
actions/decisions. Includes: Computer,
Geographic Information System(GIS)
Policy, Dress Code, Purchasing
department policies.
Educational Records including but not limited to Transitory Until administrative need
Outreach Materials educational brochures,bookmarks, ends or record is superseded
factsheets, and posters which are
displayed in the division and
distributed at public education outreach
events.
Emergency Master Emergency plan records for City Hall, Semipermanent 10 years
Plans Emergency Management, and
Continuity of Operations.
Events, Public Works Records related to planning Public Semipermanent 5 years
Works internal and external events.
Newsletters Annual newsletter prepared by the Permanent In perpetuity
Public Works Department.
Newsletters Monthly staff newsletter. Transitory Until administrative need
(Internal) ends.
Organization Charts Organization charts. Transitory Until administrative need
ends or record is superseded
Rate/Fee Records Records related to establishing utility Semipermanent 20 years
rates and fees, including calculations,
research and recommendations.
Resource Documents Notebooks, Meeting Notes, To Do Transitory Until administrative need
/Notes Lists, employee-compiled notes or ends or record is superseded
references to assist in work including
non-city lawsuits.
Special Projects Documents related to special or one- Semipermanent 10 years
time projects to include,but not limited
to: Strategic Plans, Inventory
Management, Project Information, Rail
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Item#7.
with Trail, Subdivisions, and
Accreditation.
Studies Studies related to Public Works as Transitory Until administrative need
provided by consultants. ends
Surveys Public Works initiated internal and Semipermanent 5 years
external surveys and survey results.
Capital Projects and Facilities
Capital Improvement Records including but not limited to Transitory Records are kept until project
Projects for Other attendance for public meetings, AVO's completion and then turned
Departments (Avoid Verbal Orders—Written over to appropriate
Instructions), change orders, department
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, construction punchlists,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.
Engineering
Correspondence, Engineering transmittals (not project- Temporary 3 years
Engineering related), serviceability letters, Letters
of Interest.
Engineering Policies Documents the formulation, adoption, Transitory Until administrative need
and implementation of internal actions ends or record is superseded
/decisions. Includes: project design
and construction assumptions and
procedures, customer relations and
claims guidance, time off, attendance
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Item#7.
of professional association events, and
other guidance.
Fire Flow Requests Requests from customers for fire flow Semipermanent 75 years
and responses from Engineering staff
based on computer modeling.
Mailing Lists Project mailing list. Transitory Until project completed
Reference Documents Preliminary engineering reports, Permanent In perpetuity
facility plans, other studies.
Sewer Modeling Requests from customers to run sewer Semipermanent 75 years
Requests model for capacity and sizing and
response from Engineering staff based
on computer modeling.
Specifications Specifications such as, but not limited Transitory Until administrative need
to the City's Supplemental Specs, ends or record is superseded
Idaho Standards for Public Works
Construction(ISPWC), and American
Water Works Association(AWWA).
Environmental
Environmental Awards presented to citizens and Semipermanent 5 years
Awards Records businesses in recognition of
environmental contributions to the
community. This includes but is not
limited to award nominations,
certificates, photographs, and lists of
recipients.
Floodplain Records of floodplain development Permanent In Perpetuity
Administration including floodplain permits and
floodplain certificates.
Pretreatment
Educational Records including but not limited to Transitory Until administrative need
Outreach Materials educational brochures,bookmarks, ends or record is superseded
factsheets, and posters which are
displayed in the division and
distributed at public education outreach
events.
Industrial Records related to the identification, Semipermanent Keep all records five years,
Pretreatment inspections sampling,permitting, until the end of the IPDES
formalized agreements and/or contracts permit cycle, or as requested
between the City and individual
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Item#7.
facilities within the business and by state or federal agencies,
industrial sectors that must comply whichever is longer
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.
Permitted Facilities Records related to permitted facilities, Semipermanent 10 years
including zero discharge permits
Photos, Industrial Photos related to the identification, Semipermanent Keep all records five years,
Pretreatment inspections sampling,permitting, until the end of the IPDES
formalized agreements and/or contracts permit cycle, or as requested
between the City and individual by state or federal agencies,
facilities within the business and whichever is longer
industrial sectors that must comply
with the federal requirements of the
Environmental Protection Agency 40
CFR Part 403, General Pretreatment
regulations.
Pretreatment Awards Awards presented to businesses in Semipermanent 5 years
Records 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.
Wastewater
Air Permit All documents and reports related to Semipermanent 5 years from the date of the
the Air Permit. Can include reports, monitoring sample,
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Item#7.
manuals, data, and calibration measurement, report or
information. application; or from end of
permit
Biosolids All documents and reports related to Semipermanent 5 years,until end of the
biosolids production and disposal. Can IPDES permit cycle, or
include Sewer Sludge Application Site longer as requested by state
Logs and Sewage Sludge Management or federal agencies;
Plans. Discharge monitoring reports
kept 20 years after permit
expiration
Confined Space A written authorization prepared prior Semipermanent 5 years from date issued
Entry Permit 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.
Discharge Records documenting effluent quality Semipermanent Keep discharge monitoring
Monitoring Records discharged from the City wastewater reports 20 years after permit
treatment facility. Includes permit expiration. Keep all other
required supporting documentation. records 5 years, until the end
of the IPDES permit cycle, or
as requested by state or
federal agencies, whichever
is longer
Equipment Records documenting the maintenance Semipermanent Keep 5 years after equipment
Maintenance & and calibration of equipment and removed from service, until
Calibration Records instruments used to undertake and the end of the IPDES permit
monitor wastewater treatment cycle, or as requested by state
operations. Useful to verify equipment or federal agencies,
reliability and for reference by whichever is longer.
regulatory agencies. Information
includes: date, type of equipment
maintained or calibrated, tests
performed, repairs needed, comments,
and related information.
Idaho Pollutant Records documenting the application Semipermanent Keep all records 5 years,until
Discharge for and issuance of a permit to the City 40 CFR 122.41 the end of the IPDES permit
Elimination System under the Idaho Pollutant Discharge cycle, or as requested by state
(IPDES) Records Elimination System (IPDES)program or federal agencies,
which allows discharge of specific whichever is longer.
pollutants under controlled conditions.
Records typically include: applications,
permits, addenda, modifications, and
related supporting documentation.
Information includes: influent and
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Item#7.
effluent limits, chemical analysis
records, water flow, test and recording
requirements, definitions and
acronyms, compliance schedules, and
related data.
Reclaimed Water Includes all records related to the Semipermanent Keep for two years beyond
Records (REUSE) reclaimed water permit. Can include the period of the permit, or as
permits, permit applications, manuals, requested by state or federal
plans, agreements, data and reports. agencies,whichever is
longer.
Sewer Maintenance Records documenting the maintenance Semipermanent Keep records requiring
and Repair Records and repair of City sewers. May include engineering stamps two years
summaries, reports, and similar records after life of structure. Keep
usually compiled from daily work other records five years or
records on a monthly or quarterly until asset is removed from
basis. service or the administrative
need ends.
Sewer Smoke Test Records documenting smoke tests Semipermanent 10 years
Records undertaken to verify hookup to main
sewer lines, check condition of pipes,
or determine effectiveness of backflow
prevention devices. Information
typically includes: maps or diagrams of
lines tested, location of leaks detected,
inspector's name, pipe size, and related
information.
Sewer Television/ Records from contractors documenting Semipermanent 5 years
Videoscan Inspection television inspections used to locate
Records (External) problems and defects in sewer lines.
Often consists of, inspections of newly
constructed lines.
Sewer Television/ Records documenting television Transitory Keep record until asset
Videoscan Inspection inspections used to locate problems removed from service.
Records (Internal) 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.
Valve Maintenance Records documenting the location, Semipermanent Keep records requiring
Records specifications, maintenance, and repair engineering stamps two years
of valves in the City sewer system. after life of structure. Keep
Includes lists, charts, drawings, reports, other records five years or
logs, and related records, valve until asset is removed from
location, identification number, run of service or the administrative
pipe, size, make, year installed, depth, need ends.
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Item#7.
turns to open and normal position,
narratives of valve maintenance and
repair, test run,personnel completing
work, dates, and related information.
Wastewater Complaint letters, notes, or phone calls Semipermanent Keep all records five years,
Customer Complaint and in-person complaints from until the end of the IPDES
Records customers or citizens permit cycle, or as requested
by state or federal agencies,
whichever is longer.
Wastewater Preventative maintenance schedules, Semipermanent Keep records five years or
Preventative work orders until the asset is removed
Maintenance Work from service or until the
Plan Records period of reclaimed water
permit plus two years,until
the end of the IPDES Permit
cycle, or as requested by state
or federal agencies,
whichever is longer.
Water
Backflow Dual A list of customers who have two Transitory Until administrative need
Connection List water connection sources for outdoor ends
use
Backflow Surveys A survey of properties noting the Transitory Until administrative need
location and type of hazard and type of ends or record is superseded
assembly
Backflow Tester Tester information including a copy of Transitory Until administrative need
Information their license,proof of insurance, and ends or record is superseded
tester kit calibration
Backflow Tester List A list of backflow testers with their Transitory Until administrative need
pricing ends or record is superseded
Backflow Tests Backflow assemblies test report Temporary 3 years
Chlorine Residuals/ A report showing sample dates and Permanent In perpetuity
Compliance locations of free chlorine remaining in
the City water system
Clothing Spreadsheet Spreadsheet with individual clothing Transitory Until administrative need
and boot information ends or record is superseded
Confined Space A written authorization prepared prior Semipermanent 5 years from date issued
Entry Permit 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.
Construction Bacteria sample results taken for water Semipermanent 5 years
Samples line/well construction
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Consumer Report mandated by EPA delivered to Transitory Until administrative need
Confidence Reports Meridian citizens that are connected to ends
(CCR's) City water
Critical Water Users Records that identify critical water Transitory Until administrative need
users within the City of Meridian, such ends or record is superseded
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.
Daily Chlorine Field notes from Chlorine residuals Temporary 3 years
Residuals taken from various sample ports in the
City water system
Digline Marking Agreements between City and Semipermanent 5 years
Agreement Excavators for marking facility
Fire Flow Reports Actual fire flow data taken from a Semipermanent 75 years
particular fire hydrant
Hydrant Meter Billing documents from fire hydrant Transitory Until administrative needs
Reads Spreadsheet meter readings based on water used for ends
construction
ISO Fire Hydrant Updates to our Insurance Evaluator Semipermanent 5 years
Reports notifying them of new hydrants to
Water System
Leak Letters Letters that are mailed to customer Semipermanent 5 years
informing customer of a possible leak
are attached to the service order for
leak check
License Agreements Agreement between water purveyors Permanent In perpetuity
(City of Meridian) and the Idaho
Department of Environmental Quality
(IDEA) for discharge of domestic
water into U.S waterways
Maximum Maximum Contaminant Level (MCL) Permanent In perpetuity
Contaminant Level Violation notices. Required by
(MCL) Public Department of Environmental Quality
Notification (DEQ) (DEQ)to notify the public.
Meter Warranty A report on meter warranty Semipermanent 25 years
Report
Monitoring Waivers Sampling waivers to reduce the Permanent In perpetuity
frequency of sampling
Production & Repair/Maintenance history on Transitory Until superseded or removed
Maintenance distribution&Production system and
Distribution System all related equipment
History
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Item#7.
PRV/Wells Reads Asset Management software reports on Permanent In perpetuity
Pressure Reducing Valves (PRV) and
Well reads
Radio Licensing Licensing spreadsheets for SCADA Transitory Until administrative need
radios, base station and vehicle ends or record is superseded
two/way radios, meter reading
infrastructure
Reclaimed Water Reads from reclaimed meters based on Transitory Until administrative need
Read Spreadsheet water used ends
Reclaimed Water Survey reports to monitor compliance Transitory Until administrative need
Surveys ends or record is superseded
Safety Inspections Inspections/Reports for Gas Monitors, Semipermanent 30 years
Crane, Fall Protection, and Fire
Inspection
Sampling Chain of Sample report form for sampling City Permanent In perpetuity
Custody water for bacteria to satisfy compliance
monitoring. Results are reported on
separate form unless sampling is done
for Bac-T.
Sampling Equipment Forms for calibration and certification Permanent In perpetuity
Calibration/Repair or repair of sampling equipment
Sampling Sample report form for sampling the Permanent In perpetuity
Results/Special/ water for compliance and
Compliance noncompliance monitoring
Service Orders Records including requests from Semipermanent 5 years
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
Spring flush notices Flush notices mailed to customers for Semipermanent 5 years
(Mailers) spring flush of water system/Maps
Subdivision Map Spreadsheet with subdivision number Transitory Until administrative need
Section reports ends or record is superseded
System Location Maps, Photos, hand drawings of Water Transitory Until administrative needs
Documents System Components ends or record is superseded
Turbidity Reports Logs used for entering wasted water Semipermanent 25 years
flushed from the water system and not
sold. Flush locations are listed. Water
Quality information, including
Nephelometer Turbidity(NTU)
readings, are documented.
Water Asset Records that identify asset location and Transitory Keep until asset is removed
Information manufacturer maintenance information from service
Water Division SOPS Standard policies and procedures for Transitory Until administrative need
the Water Division ends or record is superseded
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Item#7.
Water Meter Reports Water meter reports including NC list, Semipermanent 5 years
billing status report, autoread master
route report, billing pre-scan report, re-
reads, and water meter testing results,
Sensus analytics, RNI Reports
Water Quality Any mailed correspondence with labs, Semipermanent 15 years
Correspondence customers, regulators concerning
sampling
Water Quality Records documenting water quality Semipermanent 25 years
Master Log calls from customers
Well Disconnects Documents on private well disconnects Permanent In perpetuity
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Item#7.
IDAHO STATUTE TITLE SO, 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.
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
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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.
(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
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Item#7.
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.]
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