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21-2258 Records Destruction Semi-Permanent and Temporary Records Item#18. CITY OF MERIDIAN RESOLUTION NO. 21-2258 BY THE CITY COUNCIL: BERNT,BORTON,CAVENER, HOAGLUN,PERRAULT, STRADER A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN SEMI-PERMANENT AND TEMPORARY RECORDS OF THE CITY OF MERIDIAN; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code section 50- 907(7) to, by resolution, destroy semi-permanent and temporary records, upon the advice of the City Attorney, and with such disposition to be under the direction and supervision of the City Clerk; and WHEREAS, upon the advice of the City Attorney, the City Clerk has identified certain semi- permanent and temporary records that may be destroyed pursuant to Idaho Code sections 50-907(2)and(3) because the time period for retention of such records has expired; and WHEREAS, the list of semi-permanent and temporary records ripe for destruction through December 31,2020 are identified in Exhibit A, attached. NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY,IDAHO: Section 1. That the City Clerk is hereby authorized to direct and supervise the destruction of the semi-permanent and temporary records of the City of Meridian identified in Exhibit A, attached. Section 2. That the City Clerk is authorized to take all necessary steps to destroy the records as provided by this Resolution. Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and approval. ADOPTED by the City Council of the City of Meridian,Idaho,this 2nd day of March, 2021. APPROVED by the Mayor of the City of Meridian,Idaho,this 2nd day of March, 2021. APPROVED: ATTEST: By: Mayor Robert E. Simison Chris Johnson, City Clerk RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE 1 OF 1 Page 349 Item#18. CITY ATTORNEY'S OFFICE RECORD DESCRIPTION CATEGORY YEARS Legal Department Bankruptcy Records documenting notification Semipermanent Destroy records dated Notices and Case to the city that certain individuals IC§50-907(2)(a,g) on or before December Files have filed for bankruptcy, and used 31, 2015 after receipt of to determine if the individual owes Trustee Final Report or money to the city and to file notice an Order Dismissing or claim with the court. the Case. (See Civil Information may include: debtor's Case Files for litigated name, utility accounts information, claims and adversary prepared repayment plan and actions) related documentation. Civil Case Files Pending and closed cases filed by Semipermanent Destroy records dated and against the city, including all IC§50-907(2)(g) on or before December pre-litigation, litigation, appellate 31, 2010 after date of documents (complaints, summons, last action 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 Destroy records dated Reports attorney for the mayor and city IC§50-907(2)(e) on or before December council. 31, 2015 Land Use Appeals Appeals of land use decisions, Semipermanent Destroy records dated including staff reports, pleadings, IC§50-907(2)(g) on or before December briefs, and related records. 31, 2010 after date of last action Legal Opinions, Formal and informal opinions and Semipermanent Destroy records dated Memoranda memoranda rendered by the city IC§50-907(2)(g) on or before December attorney for the mayor, city council, 31, 2010 or city departments, examining legal questions relating to state/federal law/rules or local ordinances/policies. Privileged Records held in confidence by the Semipermanent Destroy records dated Administrative City Attorney's Office regarding IC§50-907(2)(g) on or before December Records confidential or privileged matters 31, 1945 including personnel investigations, settlements related to personnel matters. Settlement Settlement agreements and related Semipermanent Destroy records dated Records documentation from civil cases, IC§50-907(2)(g) on or before Dece claims, mediation, and arbitration. 3151945 Page aso Item#18. RECORD DESCRIPTION CATEGORY YEARS Risk Management Claim Files Claims for damages filed by and Semipermanent Destroy records dated against the city, including claims IC§50-907(2)(a,g) on or before December caused by city 31, 2010 provided there employees/equipment, including is no litigation. Property Damage Records, Liability Claims Records, Public Injury Reports, and related correspondence. Insurance Policy Records documenting the terms Semipermanent Destroy records dated Records and conditions of city insurance IC§50-90 7(2)(g) on or before December policies covering liability, 31, 2015 property, motor vehicle, etc. Records usually include: policies, endorsements, rate change notices, agent of record, and related documents. Page 351 Item#18. CITY CLERK'S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records Correspondence Records created or received in the course Semipermanent Destroy records f administering city policies,procedures dated on or before or programs,but these records do not December 31, 2015 provide insight into significant policy, procedure or program discussions or decisions. Operational Records AudioNideo Audio and video recordings of City Semipermanent Destroy records Recordings Council, Commission and Committee dated on or before Meetings. December 31, 2015 Contracts & Agreements with vendors and other Semipermanent Destroy records Agreements to parties for the acquisition, lease, lease- IC§50- dated on or before which the City is a purchase or sale of equipment, supplies, 907(2)(b) December 31, 2010 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. Election— Includes the following records: polling Semipermanent Destroy records General/Regular places,judges and clerks, challengers and IC§50- dated on or before (Working Files) watchers, voting machines and vote tally 907(2)(g) December 31, 2015 systems, correspondence, and other records not specifically listed in this schedule. Election ballots, including voted ballots, Temporary Destroy records unused ballots, spoiled ballots,ballot IC§50- dated on or before stubs, absentee voting, and duplicate poll 907(3)(e) December 31, 2018 books. Passports— Daily transmittal spreadsheets that Transitory Destroy records Transmittals accompany passport applications mailed dated on or before to the Department of State Regional office. December 31, 2018 Permits & Licenses Records relating to city permits and Semipermanent Destroy records licenses issued in the City Clerk's Office. IC§50- dated on or before 907 2 d December 31, 2015 Page 352 Item#18. COMMISSIONS, COMMITTEES,AND BOARDS RECORD DESCRIPTION CATEGORY RETENTION PERIOD Audio Recordings Audio recordings of commission, Semipermanent Destroy records committee, or board meetings. IC§§50- dated on or before 907 2 December 31, 2015 Minutes Summary or verbatim minutes of Semipermanent Destroy records commission, committee, or board IC§§50- dated on or before meetings; documents and other written 907(2)(g) December 31, 2015 or visual materials presented at meetings (e.g., handouts, photos, presentations, etc.). *Note: This schedule does not apply to City Council or Planning& Zoning Commission records, which are addressed in Clerk's Office Records Retention Schedule. 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 C rrent/Long Range Planning) Committee/Ad-Hoc Agendas and meeting minutes/notes for Temporary Destroy records Team Records special groups convened by Community dated on or before Development for specific purposes such December 31, 2018 as understanding operational gaps, Code issues, and process delays. Correspondence Records created or received in the course Semi- Destroy records of administering city policies, pennanent dated on or before procedures, or programs, but these December 31, 2015 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. Department Departmental records created or received Temporary Destroy records Guidelines, Policies, in the course of administering dated on or before Procedures, departmental policies,procedures, or December 31, 2048 Processes and programs,but these records do not Reports provide insight into significant policy, procedure,program, discussions, or decisions. Including, but not limited to: citizen response letters. Zoning Verification Documents, including,but not limited to: Semi- Destroy records Letter written requests for zoning analysis of a permanent dated on=Page Decembe Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD specific parcel/property and the responsive departmental opinion. Building Division—Commercial and Government Buildings Building Accela files related to commercial and Semi- Destroy records Applications for governmental buildings and projects, permanent dated on or before Commercial including, but not limited to: permit December 31, 2010 Projects and application, signs, inspection records, Government certificates of values,photos,building, Buildings mechanical, plumbing, fire, and/or electrical permits, letters, and correspondence. Building Division—Non-Commercial and Non-Government Buildings Residential Building Accela Files related to Non-commercial Semi- Destroy records Applications for and Non-governmental buildings and permanent dated on or before Non-Commercial projects, including, but not limited to: December 31, 2010 Projects and Non- permit applications, inspection records, Government photos, building, mechanical,plumbing, Buildings and/or electrical permits. Economic Develo ment - Community Development Block Grant (CDBG) Sub Recipient Documents, including,but not limited to: Semi- Destroy records Agreements and agreements, Consolidated Annual permanent dated on or before Supporting Performance Evaluation Report December 31, 2015 Documents (CAPER), sub-recipient agreements, from completion of environmental review records, PSAs program year's (and corresponding products), sub- HUD approved recipient reporting documents (activity CAPER reports, draw requests, labor files), etc. Land Development Division—Commercial and Government Buildin s Land Development Files or documents created and/or used Semi- Destroy records Commercial and in the land development phase of a permanent dated on or before Governments commercial project, including but not December 31, 2010 Project Files limited to: approval letters, QLPE letters, soil reports, and drainage calculations. Land Development Division—Non-Commercial and Non-Government Buildings (Residential) Land Development Files or documents created or used in the Semi- Destroy records Non-Commercial land development phase of a residential permanent dated on or before and Non- or commercial subdivision project, December 31, 2010 Government including, but not limited to: approval (Residential) Project letters, QLPE letters, soil report, and Files drainage calculations. Permits and Files or documents created and/or used Semi- Destroy records Inspection Records in the land developments phase of all permanent created on or —All Land Governmental, Commercial, or before December Development Residential/Commercial Subdivision 31, 2010 (Accela Record projects with Accela ID's (LD-DEV, ID's) LD-CLOT, LD-RSUB, LD-CSUB, LD- CAP, LD-MISC, LD-WSA). Page 354 Item#18. RECORD I DESCRIPTION CATEGORY RETENTION PERIOD -Planning Division-Administrative Applications Sign: Planned Sign Documents, including,but not limited to: Semi- Destroy records Program; No longer approved application, and sign permanent dated on or before issuing,but still requirements for a specific project. December 31, 2015 have existing after revocation records from property owner Page 355 Item#18. FINANCE DEPARTMENT RECORD DESCRIPTION I CATEGORY RETENTION PERIOD Administrative—All Administration,Arts & Culture, Billing, Budget, Controller, Purchasing) Correspondence Records created or received in the Semipermanent Destroy records course of administering city policies, dated on or before procedures or programs, but these December 31, 2015 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. Special Documents related to special or non- Temporary Destroy records Projects/Initiatives confidential one-time projects. dated on or before December 31, 2018 Accounting Accounts Payable Records documenting payment of city Semipermanent Destroy records bills, including reports, invoices, check IC§50- dated on or before stubs,purchase orders, payment 907(2)(a) December 31, 2015 authorizations. Accounts Records documenting billing and Semipermanent Destroy records Receivable collection of monies owed to the city by IC§50- dated on or before vendors, citizens, organizations, 907(2)(a) December 31, 2015 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 Destroy records IC§50- dated on or before 907(2)(a) December 31, 2015 Grant Records Records documenting the application, Semipermanent Destroy records evaluation, awarding, administration, IC§50- dated on or before reporting and status of grants applied 907(2)(g) December 31, 2010 for, received, awarded or administered from final grant by the city. Records include: closeout 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 Destroy records corresponding release of liens. dated on or before Insert Code December 31, 2015 from lien release Page 356 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Sales & Use Tax Used to report and remit sales tax Semipermanent Destroy records Forms collected and due to the state. IC§50- dated on or before 907(2)(a) December 31, 2015 Travel Records Records documenting requests, Semipermanent Destroy records authorizations, reimbursements, and IC§50- dated on or before other actions related to employee travel, 907(2)(a) December 31, 2015 including expense reports and receipts, vouchers and related documents. Budget Financial Reports Reports documenting the financial Semipermanent Destroy records Quarterly condition and operation of the city, IC§50- dated on or before Published Reports include information on revenues 907(2)(a) December 31, 2010 and expenditures in relation to the final budget. Financial Reports Reports and data used to document the Semipermanent Destroy records Year End financial condition and operation of the IC§50- dated on or before city, sub ledgers related to, but not 907(2)(a) December 31, 2015 including the final Audit Report. Bank Transaction Records documenting the status and Semipermanent Destroy records Records transaction activity of city bank IC§50- dated on or before accounts, including account statements. 907(2)(a) December 31, 2015 Budget Records Records used in preparing and adopting Semipermanent Destroy records the city budget, including revenue IC§50- dated on or before projections, instructions, department 907(2)(a) December 31, 2010 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 Destroy records Records— related documents. IC§50- dated on or before Purchase 907(2)(a) December 31, 2015 Capital Asset Record of disposal, department request Semipermanent Destroy records Records—Disposal of disposal. IC§50- dated on or before 907(2)(a) December 31, 2015 after disposal Gift and Records documenting gifts and Semipermanent Destroy records Contribution contributions to the city. IC§50- dated on or before Records 907(2)(a) December 31, 2010 Chief Financial Officer Investment Reports, statements, summaries, Semipermanent Destroy records Records correspondence and other records IC§50- dated on or before documenting and tracking investments 907(2)(a) December Page 357 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD made by the city, including the Local Government Investment Pool. Controller Accounting Transaction records within the Semipermanent Destroy records Software Records Accounting Software system: including IC§50- dated on or before —payroll, vendor listing, vendor 907(2)(a) December 31, 2010 payments, vendor purchase orders, budget transactions, cash receipts, and general ledger. Departmental Reports documenting the financial Semipermanent Destroy records Reports condition and operation of the city, IC§50- dated on or before issued on a monthly, quarterly, annual or 907(2)(e) December 31, 2010 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 Destroy records accounts reflecting the financial position IC§50- dated on or before of the city, showing debit, credit and 907(2)(a) December 31, 2010 balance amounts per account,budget, fund and department, asset depreciation, and totals for notes receivable, interest income, amounts due from other funds, bank loans received, cash in escrow, deferred loans received, cash, revenue, accounts receivable, accounts payable, etc. Journal Entries Records including detailed reports and Semipermanent Destroy records back up documentation for journal IC§50- dated on or before entries. 907 2 (a) December 31, 2015 Payroll Administrative Reports, statistical studies, and other Semipermanent Destroy records Reports records designed and used for budget IC§50- dated on or before preparation, projections, workload and 907(2)(a) December 31, 2010 personnel management, and research and general reference. Deduction Records documenting employee Semipermanent Destroy records Authorization authorization for voluntary payroll IC§50- dated on or before Records deductions. Records may include: direct 907(2)(a) December 31, 2015 bank deposits, insurance applications, after employee enrollment cards, deduction separation authorizations, approval notices, deduction terminations, and related records. Page 358 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Federal & State Records, in addition to those itemized in Semipermanent Destroy records Tax Records this section, used to report the collection, IC§50- dated on or before distribution, deposit, and transmittal of 907(2)(a) December 31, 2015 federal and state income taxes as well as social security tax. Examples include: the federal miscellaneous income statement(1099), employers' quarterly federal tax return(941, 941E), tax deposit coupon(8109), and similar federal and state completed forms. Garnishment Records documenting requests and court Semipermanent Destroy records Record orders to withhold wages from employee IC§50- dated on or before earnings for garnishments, tax levies, 907(2)(a) December 31, 2015 support payments, and other reasons. after termination 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 Year Payroll Registers: Registers or records Semipermanent Destroy records End serving the same function of IC§50- dated on or before documenting the earnings, voluntary and 907(2)(a) December 31, 2015 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 Destroy records leave hours accrued, and leave hours IC§50- dated on or before taken by city employees. Information 907(2)(a) December 31, 2015 usually includes: employee name and after employee employee number, hours worked, type separation and number of leave hours taken, total hours, dates and related data. W2s Annual statements documenting Semipermanent Destroy records individual employee earnings and IC§50- dated on or before withholdings for state and federal 907(2)(a) December 31, 2015 income taxes and social security tax, also known as federal tax form W-2. Information includes: city name and tax Page 359 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD identification number, employee name and social security number, wages paid, amounts withheld, and related data. W4s Certificates documenting the exemption Semipermanent Destroy records status of individual city employees, also IC§50- dated on or before known as W-4 forms. Information 907(2)(a) December 31, 2015 includes: employee name and address, after employee social security number, designation of separation exemption status, and signature. PERSI Records Records relating to PERSI, including Semipermanent Destroy records Employer Remittance Forms, invoices, IC§50- dated on or before correspondence, financial adjustments, 907(2)(a) December 31, 2015 etc. Unemployment Records documenting employee Semipermanent Destroy records Reports earnings on a quarterly basis. Used to IC§50- dated on or before document costs and charges in the event 907(2)(a) December 31, 2015 of an unemployment compensation claim. Information includes: employee name and social security number, quarterly earnings. Purchasing Contracts Agreements with vendors and other Semipermanent Destroy records parties either in hard copies or contained IC§50- dated on or before on the Contract Management Database 907(2)(b) December 31, 1010 for the acquisition or sale of equipment, from the date of supplies, services or property, also substantial includes insurance certificates,payment completion and performance bonds pertaining to a solicitation or contract that Purchasing is facilitating. Lease Agreements Lease agreements for property or Semipermanent Destroy records equipment. IC§50- dated on or before 907(2)(b) December 31, 2015 Purchase Orders Requests and purchase orders for goods Semipermanent Destroy records or services purchased by the city. IC§50- dated on or before Information includes: department, 907(2)(a) December 31, 2010 delivery location, date, quantity, description,unit and total price, and authorizing signatures. Purchasing Records documenting competitive Semipermanent Destroy records Selection bidding and purchase of goods, services, IC§50- dated on or before and public works construction, and 907(2)(a) December 31, 2010 procurement of design professionals. from award date Records include: published notices and solicitations, specifications, bids, requests for qualifications, statements of qualifications, etc. Page 360 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Utility Billing Adjustment Records documenting adjustments to Semipermanent Destroy records Registers customer water, sewer, garbage or other IC§50- dated on or before city-provided service billings for debits, 907(2)(a) December 31, 2015 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 Destroy records property manager to initiate Third Party IC§50- dated on or before billing for specified utility account. 907(2)(a) December 31, 2015 Information included: owner, property manager, tenant, move-in date, and service address. Billing/Payment Records documenting transactions on Semipermanent Destroy records Registers the water, sewer, garbage or other city- IC§50- dated on or before provided service account of each 907(2)(a) December 31, 2015 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 Destroy records information changes to customer IC§50- dated on or before accounts, including name and address. 907(2)(a) December 31, 2015 (Records held within the billing software). Customer File General correspondence and forms Semipermanent Destroy records related to a specific utility account. This IC§50- dated on or before information would be in addition to that 907(2)(a) December 31, 2015 found within the billing software. Documents in file may include and are not limited to: general letters,payment arrangement forms, third party billing docs, hard copies of customer history reports, leak adjustment requests, letters submitted to the City for customers. Page 361 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Disconnect Notice Notice to City Council to verify that no Semipermanent Destroy records to City Council customer currently slated for shut off IC§50- dated on or before due to non-payment has requested a 907(2)(a) December 31, 2015 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 Destroy records request for disconnection of water, IC§50- dated on or before sewer, garbage or other city-provided 907(2)(a) December 31, 2015 services. (Records held within the billing software). Meter Readings Document the readings of customer Semipermanent Destroy records water meters for billing purposes. IC§50- dated on or before Information typically includes: meter 907(2)(a) December 31, 2015 reading, date read, account number, billing code, final reading, reason for turnoff, meter changes, and related data. records held within the billing software Renter Supplemental document completed by Semipermanent Destroy records Addendums the tenant to accept the third party IC§50- dated on or before billing for specified utility account. 907(2)(a) December 31, 2015 Information included: tenants name, service address, mailing address and hone number. Security Deposit Records documenting customer payment Semipermanent Destroy records Records of a security deposit to receive IC§50- dated on or before temporary dumpster services. 907(2)(a) December 31, 2015 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 Destroy records off day by water department field staff IC§50- dated on or before and MUBS. Tracks customers that are 907(2)(a) December 31, 2015 to be shut off,payments, and turn-ons as authorized. Record includes: Customer name, service address, meter id, time of shut off, time of payment, time of turn- on, fee waived if applicable and general notes. Page 362 Item#18. FIRE DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Car Seat Car seat inspection forms. Semipermanent Destroy records Inspections dated on or before December 31, 2010 Correspondence General administrative correspondence, Semipermanent Destroy records including records created or received in the dated on or before course of administering city December 31, 2015 policies/programs, but not related to significant policy/program discussions or decisions. Includes customer survey cards. Equipment and Records relating to equipment and vehicles Semipermanent Destroy records Vehicle Test, owned and serviced by the City documenting dated on or before Maintenance & maintenance and repairs of equipment, December 31, 2015 Repair Records vehicles and other assets with a useful life after disposal of generally more than five years. Includes the vehicle or until following: fire hose records (such as test date, administrative need date previously tested, apparatus number, ends,whichever is station number, hose diameter, conditions longer found, service date, defects corrected, etc.), annual ladder inspections and test results, tests done on SCBA's (including flow testing), etc. Vehicle maintenance records, inspections, pump testing and repair records of apparatus. Emergency medical equipment maintenance records used to verify regular maintenance of emergency medical equipment such as copies of contracts, maintenance schedules, test protocols, equipment inventory,performance test records, repair records, parts used and service reports. Per NFPA Standards 1901, 1961, 1852 and 1500. Buildings & Fire inspection records relating to buildings Temporary Destroy records Subdivisions— and subdivisions that have been demolished dated on or before Demolished or or are otherwise no longer in existence (never December 31, 2017 No Longer in constructed). from date of last Existence (never inspection constructed Meeting Final, approved Officer and Command Staff Semipermanent Destroy records Minutes meeting minutes. dated on or before December 31, page 363 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Narcotics Narcotic inventory and usage- hard copy, Temporary Destroy records Inventory& narcotics distributed to the engine companies. dated on or before Usage December 31, 2017 Public Records related to the design and Semipermanent Destroy records Education implementation of educational and other dated on or before Programs & outreach programs provided to the public by December 31, 2015 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 Destroy records Requests dated on or before December 31, 2018 after last action Ride-Along Signed waivers for persons requesting a ride- Destroy records Forms along with the department. Ride Along Temporary dated on or before tracking records. December 31, 2018 Structure Burn Records related to structure burns. Semipermanent Destroy records Training dated on or before Records December 31, 2010 Page 364 Item#18. HUMAN RESOURCES DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Affirmative Records documenting city compliance with Semipermanent Destroy records Action; Equal the Civil Rights Act of 1964, the Equal IC§50-90 7(2)(g); dated on or before Employment Employment Opportunity Act of 1972 and 29 CFR December 31, 2015 Opportunity the Americans with Disabilities Act. 1602,1602.14, from request or Commission Records include: plans, policy statements, 1620.32 personnel action, Reports reports, investigations, case files and related whichever is later 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 em to ees. Benefits Records documenting notice to employees, Semipermanent Destroy records Continuation spouses and dependents informing them of IC§50-90 7(2)(g); dated on or before their rights to continue insurance coverage 29 CFR 1627.3 December 31, 1945 after termination or disability or family after employee leave and whether coverage was elected or separation, rejected. Continuation may be under expiration of COBRA or another provision. Notice is also eligibility, or sent to a third party administrator who completion of administers the extended coverage. Records litigation, may be filed with the Employee Benefits whichever is Records or Employee Personnel Records. longest Budget Prep Working documents utilized to build base Semipermanent Destroy records Records budgets and establish yearly budgets; dated on or before worksheets, enhancements, amendments, December 31, 2010 etc. Collective Records documenting negotiations between Temporary Destroy records Bargaining the city and employee representatives, IC§50-90 7(3)(d); dated on or before including contracts, reports, negotiation 29 CFR 516.5 December 31, 2017 notes, letters of agreement, arbitration findings, cost analyses, minutes, tape recordings, etc. Committee Agendas and meeting minutes/notes for Semipermanent Destroy records Records special groups convened by HR for specific dated on or before purposes such as Benefits, Compensation, December 31, 2013 and Wellness. Correspondence, Correspondence created or received in the Semipermanent Destroy records Administrative course of administering City policies and dated on or before programs. December 31, 2015 Department HR guidelines, including but not limited to, Semipermanent Destroy records Guidelines, Salary Administration Guidelines. dated on or before Policies, December 31, 2010 Procedures, from date guideline Processes, and in its entirety, or Reports any part th Page 365 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD officially replaced, updated City Standard Operating Policy/Procedure Semipermanent Destroy records Manual. dated on or before December 31, 2000 from date SOP Manual in its entirety, or any part thereof, is officially replaced, updated Records documenting and relating to HR Semipermanent Destroy records processes, including but not limited to, dated on or before recruiting/interviewing processes. December 31, 2015 from date HR process in its entirety or any part thereof, is officially replaced, updated Policies, reports, and documents regarding Semipermanent Destroy records the internal department operations and dated on or before procedures (e.g. Turnover, Recruiting December 31, 2010 reports, etc.). HR reports regarding department Semipermanent Destroy records performance or other management dated on or before presentations. Includes reports documenting December 31, 2010 trends, department or City performance in key areas as determined. Employee Benefits Records relating to city employee benefits Semipermanent Destroy records information such as: selection of insurance IC§§50-907(2)(g) dated on or before plans, retirement,pension, and disability and 45-610; 29 December 31, 1945 plans, deferred compensation plans, and CFR 1627.3; 29 after employee other benefit information. Records may CFR 1602.31; separation, include but are not limited to: plan selection IDAPA expiration of and application forms, enrollment records, 09.01.35.081 eligibility, or contribution and deduction summaries, completion of personal data records, authorizations, litigation, beneficiary information, notices of whichever is disability payment made, and related longest documentation. Employee Medical Document an individual employee's Semipermanent Destroy records Records medical history. These records are not IC§§50-907(2)(g) dated on or before personnel records and must be kept in a and 72-601; 29 December 31, 1945 separate location from employee personnel CFR 1602.31; 29 after employee records as required by the Americans with CFR 1910.1020 separation, Disabilities Act. Records may include,but expiration of are not limited to: medical exam records eligibility, o Page 366 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD (pre-employment,pre-assignment,periodic completion of or episodic), X-rays, and records of litigation, significant health or disability limitations. whichever is longest Employee Document of employee's work history. Semipermanent Destroy records Personnel Records Original employee personnel records are IC§§50-907(2)(g) dated on or before kept by Human Resources Department and 45-610; 29 December 31, 1945 unless otherwise specified. Records may CFR 1627.3; 29 after employee include, but are not limited to: employment CFR 1602.31; separation, applications, notices of appointment, IDAPA expiration of training and certification records, records of 09.01.35.081 eligibility, or health limitations, drug testing, salary completion of schedules, personal actions, performance litigation, evaluations, awards and other special whichever is recognition, letters of recommendation, longest investigation information, disciplinary action, notices of layoff, letters of resignation, home address and telephone, emergency notification forms, oaths of office, grievance and complaint records, and relate correspondence and documentation. (See also Employee Benefits Records, Employee Medical Records, Recruitment and Selection Records, and Volunteer Records). Notes: (1)Meridian Police Department employee personnel records including original Internal Affairs files and training materials are kept by the Police Department according to the Police Department Records Retention Schedule. Upon employee separation, these records shall be forwarded to Human Resources Department. All other Police Department current employee original personnel records are kept by the Human Resources Department. (2)Meridian Fire Department employee personnel records including original training records and original records related to Union promotions are kept by the Fire Department. Upon employee separation Page 367 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD 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 Destroy records Verification Naturalization Service that an applicant or IC§50-90 7(3)(d), dated on or before (I-9) of Job employee is eligible to work in the U.S. 8 U.S.C. § December 31, 2017 Applicants Information includes: employee information 1324a(b)(3) after date of hire or and verification data such as citizenship or (Immigration 1 year after alien status and signature, employer review Reform and employment is and verification data such as documents, Control Act) terminated, which establish identity and eligibility, and whichever is later 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 Destroy records Records signs or symptoms possibly resulting from IC§50-90 7(2)(g); dated on or before exposure to hazardous substances are 29 CFR 1910.1020 December 31, 1945 required to be provided medical after employee examination and consultation. Records separation, include: employee's name and social expiration of security number; physician's written eligibility, or opinion, recommended limitations; results completion of of examinations and tests; employee litigation, medical complaints related to hazardous whichever is substance exposure; description of longest 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 h sician and other information. Insurance Records documenting plan descriptions and Semipermanent Destroy records Policies/Plans: summaries of city insurance policies and dated on or before Employee Group plans covering employee group health and December 31, 2010 Health and Life life benefits, including annual certification Benefits records. FPage 368 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Kinds and Levels Records documenting the description, Temporary Destroy records Chart classification and compensation of city jobs IC§50-90 7(3)(d); dated on or before and positions. Usually includes details of 29 CFR Part 1602 December 31, 2017 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 Destroy records Applications employees for compensatory, family and IC§50-90 7(3)(d) dated on or before medical leave, long term leave and other December 31, 2017 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. Personnel Action Completed employee forms submitted to Semipermanent Destroy records (PAR) Forms HR upon initial hire,pay increase or IC§50-90 7(2)(g); dated on or before decrease, change of address, or change of 29 CFR Part 1602 December 31, 1945 supervisor. and 29 CFR after employee 1627.3 separation, expiration of eligibility, or completion of litigation, whichever is longest Position Records documenting the description, Temporary Destroy records Descriptions classification and compensation of city jobs IC§50-90 7(3)(d); dated on or before and positions. Usually includes details of 29 CFR Part 1602 December 31, 2017 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 Destroy records Council, other formal bodies. dated on or before December 31, 2015 Recruitment and Documents regarding the recruitment and Temporary Destroy records Selection Records selection of city employees and contracted IC§5 0-90 7(3)(d); dated on or before for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2018 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 Page 369 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD 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 Police Department employee Temporary Destroy records original background investigation records dated on or before are kept by the Police Department. Upon December 31, 2018 employee separation these original records after separation shall be forwarded to the Human Resources Department for proper disposition. Meridian Fire Department Union original Temporary Destroy records recruitment records including National dated on or before Testing Network testing, application, and December 31, 2018 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 b the Fire Department. Recruitment and Documents regarding the recruitment and Temporary Destroy records Selection Records selection of city employees and contracted IC§50-90 7(3)(d); dated on or before for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2018 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 Destroy records recruitment records including National dated on or before Testing Network testing, application, and December 31, 2018 interview notes, for applicants who are not Page 370 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD hired, are kept by the Fire Department until the expiration of the retention period at which time, they shall be properly destroyed b the Fire Department Special Projects Documents related to special, one-time Semipermanent Destroy records projects to include, but not limited to, dated on or before Employee Satisfaction Survey, Policy December 31, 2010 Review/Revision, Salary Structure Review. Surveys HR and other initiated internal surveys, Semipermanent Destroy records survey results (e.g. Salary Surveys, dated on or before Employee Satisfactions Surveys, Best Place December 31, 2010 to Work. Etc.). Training Records related to the design and Semipermanent Destroy records Programs/HR implementation of training programs IC§50-907(2)(g) dated on or before provided to employees by the City. December 31, 2015 Documents may include course from final descriptions, instructor certifications, presentation instructional materials, course outlines, and/or use class enrollment and attendance records, tests, test results, and related records. Training/Travel Records documenting attendance and Semipermanent Destroy records Records presentation by HR employees at dated on or before conventions, conferences, seminars, December 31, 2015 workshops, and similar training events. Includes training/travel requests, training materials, reports and related correspondence. Payroll Records documenting claims submitted by Temporary Destroy records Unemployment former city employees for unemployment IC§50-90 7(3)(d) dated on or before Claims compensation. Usually includes: claims, December 31, 2017 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 Destroy records Correspondence and other Challenge dated on or before documentation. December 31, 2015 • Wellness Committee Meeting Semipermanent Destroy records Agendas and Minutes dated on or before December 31, 2013 • Wellness Day Off—Incentive Semipermanent Destroy records Verification Forms for Day Off dated on or before Requests December 31, 1945 (retained in accordance page 371 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Employee Benefit records retention period) Workers' Medical records related to job assignments Semipermanent Destroy records Compensation that document work-related injuries and dated on or before Records and illnesses, including but not limited to, December 31, 1990 Claims hearing test records, hazard exposure after employment records, first- aid incident records, separation 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. Page 372 Item#18. INFORMATION TECHNOLOGY(I.T.)DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Correspondence Records created or received in the course of Semipermanent Destroy records administering city policies, procedures or dated on or before programs, but these records do not provide December 31, 2015 insight into significant policy,procedure or program discussions or decisions. Operational Records Service All customer support tickets opened in Semipermanent Destroy records Management Tool service management systems. dated on or before (o �'SO-907(2)(g) December 31, 2010 (other) Department Policies, reports, and documents regarding Semipermanent Destroy records Policies and internal department operations and dated on or before Reports procedures, e. computer usage policy' IC fit. report) December 31 2015 p p g• p g p Y, password policy, service level goals, (dept. report) training materials, evaluations of materials. Outlook E-mail All e-mail messages, sent or received by Semipermanent Destroy records Messages—City City staff using City's e-mail system. (E- IC D50-907(2) dated on or before Staff Sta mail messages may be preserved elsewhere December 31, 2015 in digital or paper format for longer periods (other) (g) of time as the subject matter of such messages may require.) Page 373 Item#18. MAYOR'S OFFICE RECORD DESCRIPTION CATEGORY RETENTION PERIOD Administrative Records Correspondence Correspondence created or received in Semipermanent Destroy records the course of administering city dated on or before policies/programs, but these records do December 31, 2015 not provide insight into significant policy/program discussions or decisions. May include citizen response letters, letters to homeowner associations and businesses. Operational Records Agendas & Agendas and minutes of Director Semipermanent Destroy records Minutes Meetings, Operational Meetings, dated on or before Mayor's Youth Advisory Council, December 31, 2015 Mayor's Senior Advisory Board, and Faith Ambassador Council Meetings. Applications Forms and materials submitted with Semipermanent Destroy records application for positions or awards dated on or before administered by Mayor's Office, December 31, 2015 including applications for scholarships, Promise partners, Mayor's Youth Advisory Council, volunteer positions, City commissions, and City committees or task forces. Memoranda Mayoral memos regarding Semipermanent Destroy records proclamations, meetings, or events. dated on or before December 31, 2015 News Releases A written or recorded record directed at Semipermanent Destroy records members of the news media for the dated on or before purpose of making a newsworthy December 31, 1995 announcement. Proclamations Proclamations issued by the Mayor Semipermanent Destroy records not read at City Council meetings. dated on or before December 31, 2010 Publications Informational or promotional Semipermanent Destroy records publications of the Mayor's office, dated on or before including newsletters, flyers, marketing December 31. 2015 Page 374 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD materials, brochures, program materials. Special Projects Documents related to special or one- Semipermanent Destroy records time projects to include, but not limited dated on or before to: Strategic Plans. December 31, 2010 Videos Videos prepared weekly for Temporary Destroy records informational or promotional purposes, dated on or before e.g., City Council meetings, December 31, 2018 This Week in Meridian. Page 375 Item#18. PARKS & RECREATION DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Agendas & Minutes Agendas and minutes of weekly Semipermanent Destroy records and monthly MPR staff meetings. dated on or before December 31,2010 Budget Preparation Working documents utilized to Semipermanent Destroy records Records build base budgets and establish dated on or before yearly budgets, including but not December 31, 2010 limited to enhancements, amendments, carry forward support, FTE anticipation, vehicle replacement, and quotes for service/maintenance. Correspondence Records created or received in the Semipermanent Destroy records course of administering city dated on or before policies,procedures or programs, December 31, 2015 but these records do not provide insight into significant policy, procedure or program discussions or decisions. Including but not limited to citizen response letters. Employee Time Completed logs of employees' Semipermanent Destroy records Logs and Reports timesheets, tasks, and location; dated on or before reports and analysis of related December 31, 2015 data. Facility Permits Permits and materials including, Temporary Destroy records but not limited to: Completed Park dated on or before Alcohol and Amplified Sound December 31, 2018 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 Destroy records Application and materials collected from dated on or before Materials individuals or businesses December 31, 2018 registering for a recreation class, team, or event and other required documentation, such as proof of insurance. Destroy records dated on or before Collected Certificates of Liability Temporary December 31, 2018 Insurance from individuals or vendors. I I Page 376 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Financial Aid Completed application forms and Temporary Destroy records Applications materials submitted to request dated on or before financial assistance for children's December 31, 2018 class or program(e.g., Care Enough to Share). Incident or Accident Citizen reports of incidents, Temporary Destroy records Reports injuries, or accidents incurred dated on or before during or related to a department- December 31, 2018 sponsored or department-provided class, camp, program, reservation, or activity. Indemnity Forms, Signed waiver/indemnity Temporary Destroy records Medical Release agreement related to individual's dated on or before Forms,Waivers or organization's participation in December 31, 2018 department-sponsored or department-provided class, camp, program, reservation, activity, transportation, or travel. Recreation Activity Log sheets completed by parents Temporary Destroy records Sign In/Sign Out to signify that minor has been dated on or before Sheets dropped off or picked up from a December 31, 2018 department-sponsored or department-provided class, camp, program, or activity. Log sheets completed by Temporary Destroy records participant confirming they have dated on or before attended a class or activity. December 31, 2018 Special Event Forms Completed forms from citizens Temporary Destroy records and businesses participating in a dated on or before special event, including but not December 31, 2018 limited to vendor and sponsor contracts and entries. Surveys Internal and external outreach Semipermanent Destroy records surveys and results,presentations, dated on or before neighborhood meeting minutes, December 31, 2010 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 Destroy records registered for a sports team. dated on or before December 31, 2018 Page 377 Item#18. POLICE DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD Activity reports Daily, weekly, monthly or other Semipermanent Destroy records reports documenting the activities of dated on or before ees p Y ,em to including: type of activity, Idaho Code December 31 2015 OO 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 Destroy records records seizure process and obtaining approval dated on or before through the courts. 90§SO- December 31, 2015 7(2)(a) after closure of case Code enforcement Records created by code enforcement Semi- Destroy records records" officers to document a violation or permanent dated on or before investigation into a suspected December 31, 2015 violation of city ordinance that does Idaho Code) after last action not become a crime report(DR). SO-907(2)(g) Crime analysis Records documenting police efforts to Temporary Destroy records statistics anticipate, prevent, or monitor dated on or before criminal activity. May include 90§SO- December 31, 2017 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 IC�SO- Destroy records and Major Crimes charges or arrests. Record typically 907(2)(e) dated on or before includes location of occurrence, date December 31, 1920 (murder, after final and time, handling officer, involved involuntary parties (suspects, victims,witnesses, disposition manslaughter, reporting parties, etc.) and their rape, sexual abuse personal information, summary of to a child, events and supportive documents (e.g., Non-prosecuted cases: terrorism) probable cause statements, witness Destroy records statements, runaway forms, release of dated on or befo custody forms (juveniles), criminal Page 378 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD background information December 31, 1920 (ILETS/Triple III,Ada LE Lookup, after date of last ISTARS, JDOC), documents investigative action provided by citizens and victims, citations,property invoices, release of property forms, etc.). May include polygraph records (e.g.,pre- examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information);property and evidence control and disposition records (e.g., evidence photographs, receipt forms, evidence logs, property reports, destruction lists,property consignment sheets, seized firearm logs, homicide evidence inventories, etc.); and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). 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 IC�SO- Destroy records includes location of occurrence, date 907(2)(g) dated on or before and time, handling officer, involved December 31, 2015 parties (suspects, victims,witnesses, after final reporting parties, etc.) and their disposition personal information, summary of events and supportive documents (e.g., probable cause statements, witness Non-prosecuted cases: statements, tow slips, administrative Destroy records license suspension forms, intoxilyzer dated on or before slips,field sobriety tests forms, December 31, 2015 runaway forms, release of custody after date of last forms (juveniles), criminal investigative action Page 379 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD background information (ILETS/Triple III,Ada LE Lookup, ISTARS, JDOC), documents provided by citizens and victims, citations,property invoices, release of property forms,Leads Online printouts, shoplifting reports from store security officers, etc.). May include polygraph records (pre- examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, related information), abandoned vehicle reports,found property records, traffic collision reports,property and evidence control and disposition records (e.g., evidence photographs, receipt forms, evidence logs,property reports, destruction lists,property consignment sheets, seized firearm logs, homicide evidence inventories, etc.), and/or informant case files (reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informants' activities and related records). Digital media— 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- Destroy records created by a law enforcement officer 907(2)(g) dated on or before in the course of an investigation or December 31, 1920 response and attached to a crime after final report for murder, involuntary disposition manslaughter, rape, sexual abuse of a Non-prosecuted cases: child, or terrorism. Destroy records dated on or before December 31, 1920 Page 380 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD after date of last investigative 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�SO- Destroy records digital content created by a law 907(2)(g) dated on or before enforcement officer in the course of an December 31, 2015 investigation or response and attached after final to a crime report for a crime other than disposition murder, involuntary manslaughter, Non-prosecuted cases: rape, sexual abuse of a child, or Destroy records terrorism. dated on or before December 31, 2015 after date of last investigative action Digital media— Digital media related to an officer Temporary Destroy records Type 5X complaint. Includes video, audio, or dated on or before other digital content created by a law 90§SO- December 31, 2018 enforcement officer in the course of an 907(3)(d) investigation or response relevant to a complaint about such response or officer. Field interview An informational document written by Semipermanent Destroy records reports (FI cards) police officers relating to individuals, dated on or before events, or vehicles for which the 90 7(2)()(g) December 31, 2015 officer does not have probable cause 90 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 Destroy records documents for grants to support law dated on or before enforcement initiatives and Idaho Code § December 31, 2010 programming (e.g., crime prevention, 50-907(2)(g) after grant closeout substance abuse programs, criminal justice, SWAT). Page 381 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD Health & Welfare Referrals of suspected child abuse, Semipermanent Destroy records Referrals adult abuse and daycare complaints. dated on or before IC§50- December 31, 2015 APS & Daycare 907(2)(g from closure of complaints referral or case. Internal affairs files Records documenting department's Semipermanent Destroy records investigation of an officer's role in an dated on or before incident for the purpose of evaluating 90 (2 50- December 31, 1945 compliance with department policy 45-61 ; and 29 CFR after employee and professional standards. Records 1627.3; 29 CFR separation or typically include investigative 02 completion of materials (video and audio recordings, 16 .31 related litigation, written statements, narratives, whichever is longest 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 Destroy records Draeger 9510 and for instrument; log of each person that IC§50- dated on or before LifeLoc instrument takes the breathalyzer test and December 31, 2017 records verification testing. May include 907(3A and after certificate has suspect name, date, time, results, IDAP been issued operator name, calibration check 11.03.01.013.06 results, simulated temperature in range, comments, etc. Master name index Information on individuals who are Semipermanent Destroy records records field interviewed, individuals who are dated on or before arrested, suspects or accomplices in IC§50- December 31, 1920 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 Page 382 Item#18. RECORD DESCRIPTION CATEGORY RETENTION PERIOD (DR#), citation numbers and other identifying data. Radar equipment, Records documenting the calibration Temporary Destroy records certifications, and and maintenance of radar equipment dated on or before maintenance that may be useful in documenting the 90§SO- December 31, 2017 records accuracy of the readings. Often 907(3)(d) after equipment includes original factory certification retirement 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 Destroy records provided to MPD personnel by dated on or before presenters including City employees, 90§SO- December 31, 2015 contractors, or other presenters. May 907(2)(g) from final include course descriptions, instructor presentation and/or certifications, instructional materials, use course outlines and handouts, and attendance records. Victim Witness Notations and documents Semipermanent Destroy records System documenting contact with victims and IC§SO- dated on or before witnesses. December 31, 2000 907(2)(g) after investigation closure or disposition of case, whichever is later Written warnings Written notice provided by MPD Semipermanent Destroy records officer to member of the public to dated on or before bring attention to a potential or actual 90§SO- December 31, 2015 violation. 907(2)(g) * 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. Page 383 Item#18. ** Note: Where record is embedded with a crime report (DR), it shall be retained according to the retention period established for the crime report. Page 384 Item#18. PUBLIC WORKS DEPARTMENT RECORD DESCRIPTION CATEGORY RETENTION PERIOD All Department Records Ada County Permits issued by Ada County Semipermanent Destroy records dated on Highway District Highway District(ACHD) to dig in or before December 31, ACHD Permits public utility easement. 2015 Alarm Monitoring/ Reports of monitoring fire alarms, Semipermanent Destroy records dated on Test Results security alarms and sprinkler tests or before December 31, Reports for all relevant City-owned facilities 2015 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 Semipermanent Destroy records dated on Records base budgets and establish yearly or before December 31, budgets, including vehicle 2010 replacement worksheets, enhancements, amendments and carry forward support. Correspondence, Correspondence created or received Semipermanent Destroy records dated on Administrative in the course of administering City or before December 31, policies, procedures, or programs. 2015 Departmental Department reports, performance Semipermanent Destroy records dated on Reports management presentations. or before December 31, 2010 Engineering Capital Engineering Capital &Enhancement Semipermanent Destroy records dated on and Enhancement Plan(ECEP)—5 year Capital or before December 31, Plan (ECEP) Improvement Plan Reports. 2010 Reports Meeting Minutes Internal meeting agendas, minutes, Semipermanent Destroy records dated on sign-in sheets or before December 31, 2015 Photos, Building Photos relating to repair and Semipermanent Destroy records requiring Maintenance replacement of City-owned engineering stamps dated equipment, material, and facilities. on or before December 31, 2018 after life of structure. Destroy all other records dated on or before December 31, 2010. Presentations Departmental presentations. Semipermanent Destroy records dated on or before December 31, 2010 Safety Audits Health and Safety audits. Temporary Destroy records dated on or before December 31 Page 385 Item#18. 2017 after most recent audit Safety/Health and Safety and health documents Semipermanent Destroy records dated on Testing including but not limited to training, or before December 31, auditory testing records, respirator 1945 fit test information. Safety Meeting Topics covered and sign-up sheet for Semipermanent Destroy records dated on Agenda/ Signup employees who attended the or before December 31, Sheets meetings. 2015 Training Records documenting attendance Semipermanent Destroy records dated on and presentation by City employees or before December 31, at conventions, conferences, 2015 seminars, workshops, and similar training events. Includes training requests, training and Continuing Education Unit(CEU)tracking reports, and related correspondence. Administration Area of Impact Records related to analysis of Semipermanent Destroy records dated on Records expansion of Public Works services or before December 31, into the Area of Impact such as 1995 those for Kuna, Kuna Treatment Plant, Meridian Heights Water and Sewer District, South Meridian Planning. Committee Records Agendas and meeting minutes for Semipermanent Destroy records dated on special groups convened by Public or before December 31, Works such as City Services Focus 2015 Group, Construction Best Management Practices Sub- Committee, Energy. Emergency Master Emergency plan records for City Semipermanent Destroy records dated on Plans Hall, Emergency Management, and or before December 31, Continuity of Operations. 2010 Events, Public Records related to planning Public Semipermanent Destroy records dated on Works Works internal and external events. or before December 31, 2015 Rate/Fee Records Records related to establishing Semipermanent Destroy records dated on utility rates and fees, including or before December 31, calculations, research and 2000 recommendations. Special Projects Documents related to special or one- Semipermanent Destroy records dated on time projects to include,but not or before December 31, limited to: Strategic Plans, Inventory 2010 Management, Project Information, Rail with Trail, Subdivisions, and Accreditation. Page 386 Item#18. Surveys Public Works initiated internal and Semipermanent Destroy records dated on external surveys and survey results. or before December 31, 2015 Capital Projects and Facilities Engineering Correspondence, Engineering transmittals (not Temporary Destroy records dated on Engineering project-related), serviceability or before December 31, letters, Letters of Interest. 2017 Fire Flow Requests Requests from customers for fire Semipermanent Destroy records dated on flow and responses from or before December 31, Engineering staff based on computer 1945 modeling. Sewer Modeling Requests from customers to run Semipermanent Destroy records dated on Requests sewer model for capacity and sizing or before December 31, and response from Engineering staff 1945 based on computer modeling. Environmental Environmental Awards presented to citizens and Semipermanent Destroy records dated on Awards Records businesses in recognition of or before December 31, environmental contributions to the 2015 community. This includes but is not limited to award nominations, certificates, photographs, and lists of recipients. Pretreatment Industrial Records related to the identification, Semipermanent Destroy records dated on Pretreatment inspections sampling,permitting, or before December 31, formalized agreements and/or 2015 if at the end of the contracts between the City and IPDES permit cycle, or as individual facilities within the requested by state or business and industrial sectors that federal agencies must comply with the federal requirements of the Environmental Protection Agency 40 CFR Part 403, General Pretreatment regulations. These records and supporting documentation typically include: Industrial waste questionnaires, permit applications,permits and fact sheets, inspection reports, Industrial user reports, monitoring data (including laboratory reports), required plans (e.g., slug control, sludge management, pollution prevention) , enforcement activities, and correspondence to and from the Industrial User. Page 387 Item#18. Permitted Facilities Records related to permitted Semipermanent Destroy records dated on facilities, including zero discharge or before December 31, permits 2010 Photos,Industrial Photos related to the identification, Semipermanent Destroy records dated on Pretreatment inspections sampling,permitting, or before December 31, formalized agreements and/or 2015 if at the end of the contracts between the City and IPDES permit cycle, or as individual facilities within the requested by state or business and industrial sectors that federal agencies must comply with the federal requirements of the Environmental Protection Agency 40 CFR Part 403, General Pretreatment regulations. Pretreatment Awards presented to businesses in Semipermanent Destroy records dated on Awards Records recognition of Best Management or before December 31, Practices (BMP) contributions to the 2015 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 Destroy records dated on the Air Permit. Can include reports, or before December 31, manuals, data, and calibration 2011 from the date of the information. monitoring sample, measurement, report or application; or from end of permit Biosolids All documents and reports related to Semipermanent Destroy records dated on biosolids production and disposal. or before December 31, Can include Sewer Sludge 2011 until end of the Application Site Logs and Sewage IPDES permit cycle, or Sludge Management Plans. longer as requested by state or federal agencies; Destroy discharge monitoring reports dated on or before December 31, 1992 after permit expiration Confined Space A written authorization prepared Semipermanent Destroy records dated on Entry Permit prior to employee entry into a Permit or before December 31, Required Confined Space. The 2015 from date issued Department's permit contains Page 388 Item#18. specific entry space, purpose and time conditions under which the entrance will operate. Discharge Records documenting effluent Semipermanent Destroy discharge Monitoring Records quality discharged from the City monitoring reports dated wastewater treatment facility. on or before December Includes permit required supporting 31, 1992 after permit documentation. expiration. Destroy all other records dated on or before December 31, 2011, until the end of the IPDES permit cycle, or as requested by state or federal agencies Equipment Records documenting the Semipermanent Destroy records dated on Maintenance & maintenance and calibration of or before December 31, Calibration Records equipment and instruments used to 2015 after equipment undertake and monitor wastewater removed from service, treatment operations. Useful to until the end of the IPDES verify equipment reliability and for permit cycle, or as reference by regulatory agencies. requested by state or Information includes: date, type of federal agencies equipment maintained or calibrated, tests performed, repairs needed, comments, and related information. Idaho Pollutant Records documenting the Semipermanent Destroy records dated on Discharge application for and issuance of a 40 CFR 122.41 or before December 31, Elimination System permit to the City under the Idaho 2011, until the end of the (IPDES) Records Pollutant Discharge Elimination IPDES permit cycle, or as System(IPDES)program which requested by state or allows discharge of specific federal agencies pollutants under controlled conditions. Records typically include: applications, permits, addenda, modifications, and related supporting documentation. Information includes: influent and effluent limits, chemical analysis records, water flow, test and recording requirements, definitions and acronyms, compliance schedules, and related data. Reclaimed Water Includes all records related to the Semipermanent Destroy records dated on Records (REUSE) reclaimed water permit. Can include or before December 31, permits, permit applications, 2011 beyond the period of manuals,plans, agreements, data the permit, or as and reports. requested by state or federal agencies Page 389 Item#18. Sewer Maintenance Records documenting the Semipermanent Destroy records dated on and Repair Records maintenance and repair of City or before December 31, sewers. May include summaries, 2018 requiring reports, and similar records usually engineering stamps after compiled from daily work records life of structure. Destroy on a monthly or quarterly basis. records dated on or before December 31, 2015 for other records or until asset is removed from service or the administrative need ends Sewer Smoke Test Records documenting smoke tests Semipermanent Destroy records dated on Records undertaken to verify hookup to main or before December 31, sewer lines, check condition of 2010 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 Semipermanent Destroy records dated on Videoscan documenting television inspections or before December 31, Inspection Records used to locate problems and defects 2015 (External) in sewer lines. Often consists of, inspections of newly constructed lines. Valve Maintenance Records documenting the location, Semipermanent Destroy records dated on Records specifications, maintenance, and or before December 31, repair of valves in the City sewer 2018 requiring system. Includes lists, charts, engineering stamps, after drawings, reports, logs, and related life of structure. Destroy records, valve location, other records dated on or identification number, run of pipe, before December 31, 2015 size, make, year installed, depth, or until asset is removed turns to open and normal position, from service or the narratives of valve maintenance and administrative need ends repair, test run,personnel completing work, dates, and related information. Wastewater Complaint letters, notes, or phone Semipermanent Destroy records dated on Customer calls and in-person complaints from or before December 31, Complaint Records customers or citizens 2011, until the end of the IPDES permit cycle, or as requested by state or federal agencies Wastewater Preventative maintenance schedules, Semipermanent Destroy records dated on Preventative work orders or before December 31, Maintenance Work 2011 or until the asset is Plan Records removed from sery Page 390 Item#18. until the period of reclaimed water permit plus two years, until the end of the IPDES Permit cycle, or as requested by state or federal agencies Water Backflow Tests Backflow assemblies test report Temporary Destroy records dated on or before December 31, 2017 Confined Space A written authorization prepared Semipermanent Destroy records dated on Entry Permit prior to employee entry into a Permit or before December 31, Required Confined Space. The 2015 from date issued Department's permit contains specific entry space, purpose and time conditions under which the entrance will operate. Construction Bacteria sample results taken for Semipermanent Destroy records dated on Samples water line/well construction or before December 31, 2015 Daily Chlorine Field notes from Chlorine residuals Temporary Destroy records dated on Residuals taken from various sample ports in or before December 31, the City waters stem 2017 Digline Marking Agreements between City and Semipermanent Destroy records dated on Agreement Excavators for marking facility or before December 31, 2015 Fire Flow Reports Actual fire flow data taken from a Semipermanent Destroy records dated on particular fire hydrant or before December 31, 1945 ISO Fire Hydrant Updates to our Insurance Evaluator Semipermanent Destroy records dated on Reports notifying them of new hydrants to or before December 31, Water System 2015 Leak Letters Letters that are mailed to customer Semipermanent Destroy records dated on informing customer of a possible or before December 31, leak are attached to the service order 2015 for leak check Meter Warranty A report on meter warranty Semipermanent Destroy records dated on Report or before December 31, 1995 Safety Inspections Inspections/Reports for Gas Semipermanent Destroy records dated on Monitors, Crane, Fall Protection, or before December 31, and Fire Inspection 1990 Service Orders Records including requests from Semipermanent Destroy records dated on customer,Utility Billing, or Water or before December 31, Division to perform work or get a 2015 read at an address as well as historical logs showing service order number Page 391 Item#18. Spring flush notices Flush notices mailed to customers Semipermanent Destroy records dated on (Mailers) for spring flush of water system/ or before December 31, Maps 2015 Turbidity Reports Logs used for entering wasted water Semipermanent Destroy records dated on flushed from the water system and or before December 31, not sold. Flush locations are listed. 1995 Water Quality information, including Nephelometer Turbidity TU readings, are documented. Water Meter Water meter reports including NC Semipermanent Destroy records dated on Reports list,billing status report, autoread or before December 31, master route report, billing pre-scan 2015 report, re-reads, and water meter testing results, Sensus analytics, RNI Reports Water Quality Any mailed correspondence with Semipermanent Destroy records dated on Correspondence labs, customers, regulators or before December 31, concerning sampling 2005 Water Quality Records documenting water quality Semipermanent Destroy records dated on Master Log calls from customers or before December 31, 1995 Page 392 Item#18. IDAHO STATUTE TITLE 50, CHAPTER 9, SECTION 50-907 TITLE 50 MUNICIPAL CORPORATIONS CHAPTER 9 ORDINANCES -- CITY CODE—RECORDS 50-907. CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS. (1) "Permanent records" shall consist of. (a) Adopted meeting minutes of the city council and city boards and commissions; (b) Ordinances and resolutions; (c) Building plans and specifications for commercial projects and government buildings; (d) Fiscal year-end financial reports; (e) Records affecting the title to real property or liens thereon; (f) Cemetery records of lot ownership, headstone inscriptions, interment, exhumation and removal records, and cemetery maps, plot plans and surveys; (g) Poll books, excluding optional duplicate poll books used to record that the elector has voted, tally books, sample ballots, campaign finance reports, declarations of candidacy, declarations of intent, and notices of election; and (h) Other documents or records as may be deemed of permanent nature by the city council. Permanent records shall be retained by the city in perpetuity, or may be transferred to the Idaho state historical society's permanent records repository upon resolution of the city council. (2) "Semipermanent records" shall consist of: (a) Claims, canceled checks, warrants, duplicate warrants, purchase orders, vouchers, duplicate receipts,utility and other financial records; (b) Contracts; (c) Building applications for commercial projects and government buildings; (d) License applications; (e) Departmental reports; (f) Bonds and coupons; and (g) Other documents or records as may be deemed of semipermanent nature by the city council. Semipermanent records shall be kept for not less than five (5)years after the date of issuance or completion of the matter contained within the record. (3) "Temporary records" shall consist of. (a) Building applications, plans, and specifications for noncommercial and nongovernment projects after the structure or project receives final inspection and approval; (b) Cash receipts subject to audit; (c) Election ballots and duplicate poll books; and (d) Other documents or records as may be deemed of temporary nature by the city council. Temporary records shall be retained for not less than two (2) years, but in no event shall financial records be destroyed until completion of the city's financial audit as provided in section 67-450B, Idaho Code. (4) "Historical records" shall consist of records which, due to age or cultural significance, are themselves artifacts of historical value. Historical records have enduring value based on the administrative, legal, fiscal, evidential or historical information they page 393 Item#18. 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 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: Page ss4 Item#18. (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 maybe 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.] Page 395