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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 0 W IDIAIZN,:-- �J 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 2 1 P a g e Page 124 Item#7. 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. 3 1 P a g e Page 125 Item#7. 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. 4 1 P a g e Page 126 Item#7. 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. 5 1 P a g e Page 127 Item#7. 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. 6 1 P a g e Page 128 Item#7. 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. 7 Page Page 129 Item#7. 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) 8 1 P a g e Page 130 Item#7. 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. 9 1 P a g e Page 131 Item#7. 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. 101Page Page 132 Item#7. 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. 11 1 Page Page 133 Item#7. 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 12 1 Page Page 134 Item#7. 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. 131Page Page 135 Item#7. 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 141Page Page 136 Item#7. 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. 151Page Page 137 Item#7. 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. 16 1 Page Page 138 Item#7. 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. 171Page Page 139 Item#7. 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. 181Page Page 140 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), 191Page Page 141 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. 201Page Page 142 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 Page 143 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. 22 1 Page Page 144 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) 231Page Page 145 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 241Page Page 146 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 251Page Page 147 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 Page 148 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 Page 149 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 281Page Page 150 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 291Page Page 151 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 301Page Page 152 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, 311 Page Page 153 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. 321Page Page 154 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. 331Page Page 155 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 341Page Page 156 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 351Page Page 157 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 Page 158 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD on, fee waived if applicable and general notes. 371Page Page 159 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, 38 Page Page 160 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) 391Page Page 161 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 401Page Page 162 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 411 Page Page 163 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. 421Page Page 164 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 431Page Page 165 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 Page 166 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 451Page Page 167 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 461 Page Page 168 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. 47 Page Page 169 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 Page 170 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 491Page Page 171 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. 501Page Page 172 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 511 Page Page 173 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; 521Page Page 174 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. 531Page Page 175 Item#7. 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 541Page Page 176 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 551Page Page 177 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. 56 1 Page Page 178 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. 571Page Page 179 Item#7. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Raw video footage, used or unused. Transitory Until administrative need ends 58 1 Page Page 180 Item#7. 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. 591Page Page 181 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 601Page Page 182 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 611 Page Page 183 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 62 1 Page Page 184 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. 631Page Page 185 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 641Page Page 186 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. 651Page Page 187 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 66 1 Page Page 188 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. 67 Page Page 189 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) 681Page Page 190 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, 69 Page Page 191 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, 70 Page Page 192 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 711 Page Page 193 Item#7. 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 721Page Page 194 Item#7. 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 731Page Page 195 Item#7. 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 741Page Page 196 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 751Page Page 197 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) 76 1 Page Page 198 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. 771Page Page 199 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. 78 1 Page Page 200 Item#7. 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. 79 Page Page 201 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, 80 1 Page Page 202 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, 811 Page Page 203 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 82 1 Page Page 204 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 831Page Page 205 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 841Page Page 206 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 851Page Page 207 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, 86 1 Page Page 208 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 87 1 Page Page 209 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. 881Page Page 210 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 891Page Page 211 Item#7. 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 901Page Page 212 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 91 1 Page Page 213 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 92 1 Page Page 214 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 931Page Page 215 Item#7. 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 941Page Page 216 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.] 951Page Page 217