21-2280 City Wide Records Retention Schedule Item#14.
CITY OF MERIDIAN RESOLUTION NO. 21-2280
BY THE CITY COUNCIL: BERNT, BORTON, CAVENER,
HOAGLUN, PERRAULT, STRADER
A RESOLUTION AMENDING THE CITY OF MERIDIAN'S CITYWIDE RECORDS
RETENTION SCHEDULE;AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, Idaho Code section 50-907(5) requires City Council to adopt by
resolution a records retention schedule listing the various types of city records and the
retention period for each type of record;
WHEREAS, pursuant to Idaho Code section 50-908(1)(c), the City Clerk serves as
the manager of municipal records, and in the course of such duty is charged with supervising
the administration of city records, including overseeing retention and destruction of
municipal records; and
WHEREAS,pursuant to Idaho Code section 50-908(2)(b), the City Clerk has consulted
City staff in the various departments regarding updates to the Citywide Records Retention
Schedule necessary for the orderly and efficient management of records, and prepared the
updated Citywide Records Retention Schedule attached hereto as Exhibit A;
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF MERIDIAN,IDAHO:
Section 1. That the City Council of the City of Meridian hereby adopts the 2021
Citywide Records Retention Schedule attached hereto as Exhibit A.
Section 2.That the City Clerk is hereby authorized to supervise the administration of City
records pursuant to such 2021 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 271h day of July,
2021.
APPROVED by the Mayor of the City of Meridian, Idaho,this 271h day of July,2021.
APPROVED: ATTEST:
Robert E. Simison,Mayor Chris Johnson, CityClerk
CITY OF MERIDIAN 2021 RECORDS RETENTION SCHEDULE PAGE 1 page 240
O
IDIAN�--
2021 RECORDS
RETENTION SCHEDULE
Approved July 28, 2021 by Resolution No. 21-2280
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TABLE OF CONTENTS
Introduction ....................................................................................... Page 3
Frequently Asked Questions ................................................................... Page 5
City Attorney's Office .......................................................................... Page 7
City Clerk's Office .............................................................................. Page 10
Commissions, Committees, Boards ............................................................ Page 15
Community Development ....................................................................... Page 16
Finance Department .............................................................................. Page 27
Fire Department ................................................................................... Page 37
Human Resources Department ................................................................. Page 41
Information Technology Department ......................................................... Page 50
Mayor's Office ................................................................................... Page 53
Parks and Recreation Department ............................................................. Page 57
PoliceDepartment ............................................................................... Page 65
Public Works Department ...................................................................... Page 74
Appendix A: Idaho Statute Title 50, Chapter 9, Section 50-907 ......................... Page 89
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INTRODUCTION
Management of public records is a vital function of every city, and understanding the basic
principles of records management is essential for every city official and staff member.
In basic terms, the definition of a public record, as established by Idaho law, is any
recorded information that relates to the business of city government. Public records can be
on any medium—paper documents, books, maps,pictures, audio/visual recordings,
microfilm or microfiche, as well as digital or electronic documents, including computer
files and email.
THE CITY CLERK'S ROLE
Idaho Code section 50-908 outlines the role and responsibilities of the City Clerk as
municipal records manager. That law directs the City Clerk to: ensure the orderly and
efficient management, retention, and destruction of city records in compliance with state
and federal laws and city ordinances, resolutions and policies; identify and care for
historical records; and coordinate the transfer of permanent records to the Idaho State
Historical Society's ("ISHS's")permanent records repository.
All city employees and elected officials have responsibilities with regard to city records.
Idaho Code section 50-908 establishes those responsibilities. Employees and officials must
protect the records in their custody; cooperate with the City Clerk to efficiently manage
records and preserve records of enduring value; and pass on to their successors records
necessary for the continuing conduct of city business.
All city records are property of the city, and no city official, elected, appointed or staff,
may assert any personal or property right to such records, even where he or she may have
developed or compiled them. The unauthorized destruction or removal of city records is
prohibited by law.
CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS
Idaho Code section 50-907(5) requires every city in Idaho to adopt a records retention
schedule, listing the types of city records retained by the city and the retention period for
each type of record.
As of July 1, 2016, Idaho Code section 50-907(1)-(4) classifies municipal records into four
separate categories (permanent, semipermanent, temporary, and historical). Each of the
four classifications either list specific record types or provides a description for what
constitutes records fitting that classification. The statute allows for cities to designate
additional records for each classification as deemed appropriate by the City Council. Cities
may assign records to a fifth category designated as transitory.
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
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(5) years after the date of issuance or completion of the matter contained within the record.
Temporary records are to be retained for not less than two (2) years. After the expiration of
the designated retention period for semipermanent and temporary records, the destruction
of those records may be destroyed only by resolution of the City Council, upon advice of
the City Attorney, and in coordination with the City Clerk according to the procedures
established in section 50-907, Idaho Code. Transitory records may be destroyed upon
expiration of the designated retention period according to the procedure established by the
department.
FINAL DISPOSITION OF RECORDS
As set forth above, permanent and historical records are never destroyed—they are retained
in perpetuity by the city or transferred to the ISHS by resolution of City Council.
Semipermanent and temporary records may only be destroyed by resolution of City
Council. The process for destruction of all nonpermanent records typically begins once the
records have reached their minimum retention period, but there are some important
exceptions, where circumstances dictate that records must be kept longer:
■ Records related to pending criminal or civil cases;
■ Records that are the subject of a pending public records request; and
■ Records needed for any pending audit or investigation.
The departments, the City Clerk, and the City Attorney's Office work closely together to
resolve retention questions and to accomplish final disposition of records according to the
process set forth in section 50-907, Idaho Code. The first step in the official record
destruction process is that the City Clerk obtains approval for the destruction of the records
from the City Attorney's Office. If appropriate, the City Attorney's Office prepares a
resolution and submits it to City Council for approval to destroy the records. Depending on
the records to be destroyed, the City Clerk may be required to notify the ISHS at least thirty
(30) days prior to destruction. When all of the steps are complete, the City Clerk notifies
the department that it may destroy the designated records. The department destroys the
records within thirty(30) days of notification and returns proof of destruction to the City
Clerk.
In addition to the above information, the following FAQ on classification and retention of
municipal records is designed to summarize the changes to Idaho Code section 50-907 that
became effective on July 1, 2016 and provide quick answers to often-asked questions. The
statute in its entirety is included in Appendix A.
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FAQ: CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS PER IDAHO CODE
SECTION 50-907 AS OF JULY 1,2016:
1. What are the four(4) statutory record classifications? The four(4)
classifications are permanent, historical, semipermanent, and temporary. For complete
information regarding the retention period and list of specific record types for each
category, go to Appendix A at the end of this Schedule where the statute is set forth in its
entirety.
2. How are historical records described? Historical records shall consist of records
which, due to age or cultural significance, are themselves artifacts of historical value.
Historical records have enduring value based on the administrative, legal, fiscal, evidential
or historical information they contain. Historical records shall be retained by the city in
perpetuity or may be transferred to the ISHS's permanent records repository pursuant to
subsections 8 and 9 of section 67-4126, Idaho Code, upon resolution of the City Council.
3. Does the City allow for a fifth (5th) record category? Yes, the 51h 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 original be summarily disposed of or returned to
sender like semipermanent and temporary records once it has been reproduced in a
nonpaper medium? Yes, once a permanent paper original is converted, it may be treated
like a copy and destroyed provided the following steps are followed:
a. Prior to destruction of original paper documents, the City Clerk shall provide
written notice, either by email or mail, including a detailed list of the documents
proposed for destruction to the ISHS.
b. The ISHS has 30 days after receipt of the City Clerk's notice to review the list
and respond in writing, either by email or mail, to the City Clerk identifying any
documents that will be requested to be transferred from the city to the ISHS for
retention in the permanent records repository.
c. Any documents that will not be transferred may be destroyed.
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d. If the City Clerk has not heard back from the ISHS within thirty(30) days after
the ISHS received notice from the City Clerk, then the records may be
destroyed.
8. What has changed regarding destruction or transfer of records?
a. Permanent records:
(1) Must be kept forever by the city, except for paper originals of permanent
records maintained in a nonpaper medium as discussed in FAQ #7 (above);
or
(2) Permanent records may be transferred to ISHS's permanent records
repository upon resolution by City Council.
b. Semipermanent and Temporary records:
(1) May be destroyed only by resolution of the City Council and upon the
advice of City Attorney, except for paper originals of semipermanent or
temporary records retained in a nonpaper medium.
(2) Such disposition is under the direction and supervision of the City Clerk.
The Clerk no longer needs to give thirty(30) day written notice to the ISHS
of intent to destroy.
(3) Copies: It is always important to remember that once a Resolution to
Destroy Records is approved and the City Clerk gives the department the
"ok"to destroy the records listed therein, the department must take care to
destroy all versions of the records listed. In other words, copies cannot
outlive the destruction of the original record.
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CITY ATTORNEY'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Legal Department
Administrative 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.
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
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
evaluations, comment cards,
complaints, certificates, etc.
Forms, Templates Legal forms and templates. Transitory Until superseded
Land Use Appeals Appeals of land use decisions, 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)
policies covering liability,
property, motor vehicle, etc.
Records usually include: policies,
endorsements, rate change notices,
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
agent of record, and related
documents.
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CITY CLERK'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records
Activity Daily, weekly monthly or other reports Transitory Until administrative
Logs/Reports documenting the activities of the City needs ends
Clerk's Office employees, including but
not limited to: sign in/out sheet for keys,
archival Records and phone Logs, land
use, ordinances,permits, minutes, and
resolution tracking spreadsheets, and
Dashboard statistics.
Administrative Copies of: A/P invoices, Expense Transitory Until administrative
Records Reports, MIP A/P unposted Reports, need ends or record
Detailed Statements of Revenues and is superseded
Expenditures.
Budget Preparation Working documents utilized to build base Transitory 1 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
nurse of administering City policies, need ends
rocedures 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
pique information about City functions or
programs, for example scrolling agenda
and announcements.
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
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
file 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.
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.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
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.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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 su erseded
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.
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
rooms in City Hall. Such as reservation
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Records for City request forms, and Outlook calendar
Hall scheduling records.
Vehicle Titles State of Idaho Certificate of Title for Transitory Until vehicle is no
vehicles owned by the City. longer owned by the
City
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COMMISSIONS, COMMITTEES,AND BOARDS
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Agendas Agendas of commission, committee, Permanent In perpetuity
or board meetings. IC§50-
9071 a
Audio Recordings Audio recordings of commission, Semipermanent 5 years
committee, or board meetings. IC§§50-
907 2
Bylaws Internal rules governing commission, Permanent In perpetuity
committee, or board structure, IC§50-
o erations, procedures, officers, etc. 9071
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 Permanent In perpetuity
commission, committee, or board
meetings; documents and other written
or visual materials presented at
meetings (e.g., handouts, photos,
presentations, etc.).
Project Files and Documents and materials used by staff Transitory Until administrative
Reports or commission, committee, or board need ends
members in the course of researching,
developing, completing, reporting on,
or acting on initiatives of the
commission/committee/board.
Roster, current List of current commission/committee/ Transitory Until record is
board members, including names, seat superseded
numbers, and appointment dates.
Roster, historical List of all commission, committee, or Historical In perpetuity
board members throughout history of IC§50-907(4)
the body; may include names, seat
numbers, dates of appointment and
departure.
*Note: This schedule does not apply to City Council or Planning &Zoning Commission
records, which are addressed in Clerk's Office Records Retention Schedule.
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COMMUNITY DEVELOPMENT DEPARTMENT
RECORD DESCRIPTION CATEGORY I RETENTION PERIOD
Administrative—All Divisions: (Community Development (CD) Departmental/Operational, Building
Services, Economic Development,Land Development, Planning, Community Development Block Grant
CDBG and Current/L ng Range Planning)
Activity Logs/Reports Daily, weekly, monthly, or other reports Transitory Until administrative
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 Records Copies of: A/P invoices, expense reports, Transitory Until administrative
A/P unposted Reports, Detailed Statements need ends or record is
of Revenues, and Expenditures. superseded
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, 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 of Semi- 5 years
administering city policies,procedures, or permanent
programs,but these records do not provide
insight into significant policy,procedure, or
program discussions or decisions,
including, but not limited to: citizen
response letters, change of address
notifications including corner lot change of
address, and street name changes.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Correspondence and support material Transitory Until administrative
created or received in the course of need ends
administering City policies, SOPS,
programs, or customer service requests;
including other city departments and
interagency coordination, including, but not
limited to: lists, maps, graphics, figures, and
other location specific materials and
information, thank you notes, letters to
businesses, citizens, and day-to-day office
and housekeeping correspondence, for
example: final action courtesy letters, will-
serve letters and address verifications.
Customer Complaint or compliment records including, Transitory Until administrative
Complaints/Kudos but not limited to: letters, phone calls, need ends
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, Processes formulation, adoption, and implementation
and Reports of significant departmental policy or
program decisions, including, but not
limited to: Standard Operating Procedures
(SOP) and department guidelines, etc.
Departmental records created or received in Temporary 2 years or until
the course of administering departmental administrative need
policies, procedures, or programs, but these ends
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 I year after document
reference material from another government replacement or until
agency or business. administrative need
ends
Director Documents, including, but not limited to: Permanent In perpetuity
Determination/Interpr written request for Unified Development
etation Code (UDC) interpretation, analysis, and
the responsive departmental opinion.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Forms/Templates Forms/templates created for use by the CD Transitory Until administrative
department, including,but not limited to: need ends or record is
visual aids/cut-sheets, applications, superseded
checklists, 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
file, with manager, until employment has
ended.
Marketing Materials Documents, including, but not limited to: Transitory Until record is
working and draft research superseded or
products/materials, analysis, maps, images, administrative need
photos, demographics, market studies, ends
conference materials, site selector
information, spreadsheets, public
outreach/town hall information,
publications, or other metrics for
department, inter-departmental, and
external customers.
Meeting Records and Internal meeting records and notes Transitory Until administrative
Notes generated in the course of day- to- day need ends or record is
business, including, but not limited to: 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 a Transitory Until administrative
Agreement PSA/contract, including, but not limited to: need ends
(PSA)/Contracts 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.
Work-in-progress documents, material, or Transitory Until record is
work products for ongoing or one-time superseded or
projects, including,but not limited: to
18 1 P a g e Page 258
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
strategic plan initiatives,urban renewal administrative need
districts, inventory, or non-application ends
specific projects.
Staff Working Documents, including, but not limited to: Transitory Until record is
Documents, Notes and notes, draft spreadsheets, PowerPoints, superseded or
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 agencies ends
(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 studies, superseded or
planning studies, and related documents not administrative need
adopted in the Comprehensive Plan or UDC ends
(e.g. pathways, downtown street crossing).
Telephone Records Message logs, voicemails, ShoreTel/Mitel Transitory Until administrative
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.
19 1 P a g e Page 259
Item#14.
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 dated January 2012 or later, including
buildings dated but not limited to: structural calculations;
January 2012 and geotechnical investigations/reports (soil
later classifications; strength, compressibility,
load bearing values tests; groundwater;
borings; pits; subsurface explorations);
and Certificates of Occupancy.
Building permit files Records related to commercial and Permanent In perpetuity
for commercial governmental building projects, dated
projects and January 2012 or later, including but not
government limited to: building, mechanical,
buildings dated plumbing, fire, and/or electrical permit
January 2012 and applications, inspection records, and
later permits; letters of completion;
certificates of values; and
correspondence. (Kept in Accela.
Temporary Temporary certificates of occupancy Transitory Until issuance of
certificates of issued for commercial and government Final CO
occupancy for buildings.
commercial and
government
buildings
Notices of Violation, Records related to reports and Transitory Until resolved(or if
stop work orders, investigations of building code transferred to
related records violations, including, but not limited to: Meridian Police
signed letters of alternative compliance Department/Code
from design professional, engineers, or Enforcement
architects; letters generated from City's Division or
legal counsel; notes of conversations; prosecutor, see
telephone logs; photos, reports, and respective agency's
analyses of violations. records retention
schedules
All building records All records regarding commercial and Semi- 5 years
regarding government buildings dated before permanent
commercial and January 2012.
government
buildings dated
before January 2012
Sign permit plans Drawn and written approved-for- Permanent In perpetuity(see
and specifications construction plans and specifications for also related records
signs. in Planning Division
records retention
schedule
20 1 P a g e Page 260
Item#14.
Building Division—Non-Commercial and Non-Government Buildin s (Residential)
Building plans and Drawn and written approved-for- Permanent In perpetuity
specifications for construction building plans and
non-commercial and Certificates of Occupancy, dated January
non-government 2012 or later.
buildings dated
January 2012 and
later
Building permit files Records related to non-commercial and Permanent In perpetuity
for non-commercial non-governmental building projects,
projects and non- dated January 2012 or later, including
government but not limited to: building, mechanical,
buildings dated plumbing, fire, and/or electrical permit
January 2012 and applications, inspection records, and
later permits; letters of completion;
certificates of values; and
correspondence. (Kept in Accela.
Temporary Temporary certificates of occupancy Transitory Until issuance of
certificates of issued for non-commercial and non- Final CO
occupancy for non- government buildings.
commercial and
non-government
buildings
Notices of Violation, Records related to reports and Transitory Until resolved(or if
stop work orders, investigations of building code transferred to
related records violations, including, but not limited to: Meridian Police
signed letters of alternative compliance Department/Code
from design professional, engineers, or Enforcement
architects; letters generated from City's Division or
legal counsel; notes of conversations; prosecutor, see
telephone logs; photos, reports, and respective agency's
analyses of violations. records retention
schedules
All building records All records regarding non-commercial Semi- 5 years
regarding non- and non-government buildings dated permanent
commercial and before January 2012.
non-government
buildings dated
before January 2012
21 1 P a g e Page 261
Item#14.
Economic Development
Economic HTML text stored in economic Transitory Until record is
Development Website development website's external data base. superseded or
Documents, including but not limited to administrative need
Available Properties Lists and marketing ends
information.
Confidentiality Documents, related to signed confidentiality Transitory Until administrative
Agreement Projects agreements, including, but not limited to need ends
and letters of intent, community Tax
Correspondence/Docu Reinvestment Incentive (TRI) match letter,
ments market research,project prospectus,photos,
and written correspondence.
Economic Development - Community Development Block Grant (CDBG)
Plans and Reports Plans, reports, substantial plan amendments, Permanent In perpetuity
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 Documents Performance Evaluation Report(CAPER), program year's HUD
sub-recipient agreements, environmental approved CAPER
review records, PSAs (and corresponding
products), sub-recipient reporting
documents (activity reports, draw requests,
labor files), etc.
Land Development Division
Permits and Files or documents created and/or used in Transitory Until administrative
Inspection Records— the land developments phase of all need ends
All Land Development Governmental, Commercial, or
(Accela Record ID's) Residential/Commercial Subdivision
projects with Accela ID's (LD-RSUB, LD-
CSUB, LD-CAP, LD-MISC, LD-WSA,
LDIR).
Surety (performance) All documents related to surety agreements, Transitory Until requirements
including,but not limited to work-in- and/or conditions are
progress files for development of a surety met and
agreement(correspondence,bids, memos, administrative need
surety applications, contract filing ends or release occurs
information), Letters of Credit, Bonds, whichever is later
securing the performance compliance with
requirements or conditions of a project
including,but not limited to sewer, water,
landscaping, fencing, amenities, car ports,
pathways, lighting, paving/striping for
private park lots , etc.
Letters of Credit/Bond(s) Transitory Until requirements
and/or conditions are
met and administrative
need ends or release
22 1 Page Page 262
Item#14.
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 to and/or conditions are
working files for development of a surety met and
agreement(correspondence,bids, memos, Administrative need
surety applications, business filing ends or release occurs,
information), Letters of Credit, Bonds, whichever is later
securing the performance and warranty
compliance with requirements or conditions
of a project; including,but not limited to
sewer, water, landscaping, fencing,
amenities, car ports, pathways, lighting,
paving/striping, and private park lots 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)
-Planning Division-Administrative Applications
Accessory Use Permits Documents, including, but not limited to Permanent In perpetuity
for Daycare or Home application, associated checklist items, and
Occupation staff report with decision letter.
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.
23 1 Page Page 263
Item#14.
Certificate of Zoning Documents, including, but not limited to Permanent In perpetuity
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, and
Modification 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 revocation
Program (No longer approved application, and sign requirements permanent from property owner
issuing, but still have for a specific project.
existing records)
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 Description. See Land See Land Development
Developme Schedule for retention
nt Schedule
for
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.
24 1 P a g e Page 264
Item#14.
Annexation Documents, including, but not limited to Permanent In perpetuity
application, associated checklist items, staff
report, Planning and Zoning Commission
Recommendations, and Findings.
Comprehensive Plan Documents, including, but not limited to Permanent In perpetuity
Text and Map application, associated checklist items, staff
Amendments 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, staff
Modification 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 Commission
Recommendations, and Findings.
Final Plat Documents, including, but not limited to Permanent In perpetuity
Modification application, associated checklist items, staff
report, and 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, and FFCL.
Preliminary and Final Documents, including, but not limited to Permanent In perpetuity
Plat application, associated checklist items, staff
report, letter of completion, FFCL, and
Order of decision.
Final Plat Documents, including, but not limited to: Permanent In perpetuity
application, associated checklist items, staff
report, letter of completion and Order of
Decision.
Short Plat Documents, including, but not limited to Permanent In perpetuity
application, associated checklist items, staff
report, and FFCL.
Rezone Documents, including, but not limited to Permanent In perpetuity
application, associated checklist items, staff
25 1 Page Page 265
Item#14.
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, staff
Commission or report, and Order.
Council
Unified Development Documents, including, but not limited to Permanent In perpetuity
Code Text application, associated checklist items, staff
Amendment report, and 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 P a g e Page 266
Item#14.
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
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
27 1 Page Page 267
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
Telephone Records Message logs, voicemails, etc. Transitory Until administrative
need ends
Accounting
28 1 P a g e Page 268
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
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.
29 1 Page Page 269
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
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.
30 1 P a g e Page 270
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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.
Monthly bond statements, payments of Semipermanent 5 years after final
bonds payment of bond
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,
bank loans received, cash in escrow,
deferred loans received, cash, revenue,
accounts receivable, accounts payable,
etc.
31 P a g e Page 271
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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.
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
32 1 Page Page 272
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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.
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.
33 1 Page Page 273
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
solicitations, specifications, bids,
requests for qualifications, statements of
qualifications, etc.
Utility Billing
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
34 1 P a g e Page 274
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
docs, hard copies of customer history
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)
35 1 Page Page 275
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
hone 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-
on, fee waived if applicable and general
notes.
36 1 P a g e Page 276
Item#14.
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 re arding 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,
equipment inventory,performance test
records, repair records, parts used and service
171 Page Page 277
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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,
laborato 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,
re orts, 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 re orts 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
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,
laborato reports, incident/injury reports.
38 1 Page Page 278
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
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
ac uisition records, records relating to
39 1 Page Page 279
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
40 1 P a g e Page 280
Item#14.
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 10 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.
Correspondence, Correspondence regarding day-to-day office Transitory Until administrative
Transitory operations and does not contain unique need ends
411 Page Page 281
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
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,
42 1 Page Page 282
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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.
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
43 Page Page 283
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
tem late, 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
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.
44 P a g e Page 284
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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§50-90 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
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
45 1 Page Page 285
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
identification or prox card or driver's
license hotoco
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.
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
46 1 P a g e Page 286
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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 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
b 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
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
rovided to employees by the City. use
47 1 Page Page 287
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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§5 0-90 7(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
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
481 Page Page 288
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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.
49 1 Page Page 289
Item#14.
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
business, including but not limited to is superseded
lagendas, notes and presentations.
50 P a g e Page 290
Item#14.
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;
appointments scheduled via City email
system by employees.
51 P a g e Page 291
Item#14.
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.
52 Page Page 292
Item#14.
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
person feedback from citizens,
customers, developers and contractors.
53 1 Page Page 293
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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 file 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. I need ends
O erational Records
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.
54 1 P a g e Page 294
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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.
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.
55 1 Page Page 295
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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.
Raw video footage, used or unused. Transitory Until administrative
need ends
56 1 P a g e Page 296
Item#14.
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
arks 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.
57 1 Page Page 297
Item#14.
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, andsponsors.
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. I I Department
58 1 P a g e Page 298
Item#14.
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
other documents related to parks
and recreation facilities.
19 1 P a g e Page 299
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
Commission, MPR staff, and other
volunteers and contributors.
Photographs, newspaper and news Permanent In perpetuity
channel articles and clippings,
60 1 P a g e Page 300
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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.
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
611 Page Page 301
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
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,
62 1 Page Page 302
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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. 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
63 1 Page Page 303
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
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.
64 P a g e Page 304
Item#14.
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
employees, including: type of activity, Idaho Code§
employees involved, time spent on 50-907(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§S0-
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). 50-907(2)(g)
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.
65 1 Page Page 305
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Crime analysis Records documenting police efforts to Semipermanent 5 years
statistics anticipate, prevent, or monitor
criminal activity. May include 90�50-
statistical summaries of crime
907(2)(g)
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§50- 100 years after final
and Major Crimes charges or arrests. Record typically 907(2)(e) disposition
includes location of occurrence, date
involuntary
and time, handling officer, involved
nvoluntary parties (suspects, victims,witnesses, Non-prosecuted cases:
manslaughter, reporting parties, etc.) and their
rape, sexual abuse personal information, summary of 100 years after date of
of a child, events and supportive documents (e.g., last investigative
terrorism) probable cause statements, witness action
statements, runaway forms, release of
custody forms (juveniles), criminal
background information
(ILETS/Triple III,Ada LE Lookup,
ISTARS, JDOC), documents
provided by citizens and victims,
citations,property invoices, release of
property forms, etc.). May include
polygraph records (e.g.,pre-
examination records, questions,
statements of consent, analysis
reports, results charts, conclusions,
interviewee statements, related
information);property and evidence
control and disposition records (e.g.,
evidence photographs, receipt forms,
evidence logs, property reports,
destruction lists,property consignment
sheets, seized firearm logs, homicide
evidence inventories, etc.); and/or
informant case files (reports,
correspondence, payment records,
fingerprint cards, signature cards,
letters of understanding on
informants' activities and related
records).
66 P a g e Page 306
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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§50- 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,
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).
67 Page Page 307
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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§50- 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
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
68 1 P a g e Page 308
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
other digital content created by a law IC§50-
enforcement officer in the course of an 907(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
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,
events, or vehicles for which the IC 50-
officer does not have probable cause 907(2)(g)
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).
69 1 Page Page 309
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
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 employee separation
incident for the purpose of evaluating IC§§50- or completion of
compliance with department policy 907(2)(g) and related litigation,
and professional standards. Records 45-610; 29 CFR whichever is longest
typically include investigative 1627.3; 29 CFR
materials (video and audio recordings, 1602.31
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 certificate has been
LifeLoc instrument takes the breathalyzer test and IC SO- issued
records verification testing. May include 907(3)(d) and
suspect name, date, time, results,
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
operator name, calibration check IDAPA
results, simulated temperature in 11.03.01.013.06
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
their employment purposes. requestor
Backgrounds
Master name index Information on individuals who are Semipermanent 100 years
records field interviewed, individuals who are
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. 18mpletion
U.S.CU.SC. �
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
711 Page Page 311
Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
photos taken for employee
identification cards,prox cards, etc.
Public records Written public records requests, Transitory 1 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 original Crime DR
under the Category of Crime reports file.
(DRs) for Suicides, Unattended
Deaths, and Major Crimes (murder,
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 equipment retirement
maintenance that may be useful in documenting the 90�SO-
records accuracy of the readings. Often
907(3)(d)
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, IC SO- 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.
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Item#14.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Victim Witness Notations and documents Semipermanent 20 years after
System documenting contact with victims and investigation closure
witnesses. 90§50- or disposition of case,
907(2)(g) 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 IC§50-
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.
** Note: Where record is embedded with a crime report (DR), it shall be retained
according to the retention period established for the crime report.
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Item#14.
PUBLIC WORKS DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All Department Records
Accessibility Contractor logs, key list, and any Transitory Until administrative need
Records, City- other records documenting access to ends or record is
Owned Facilities City-owned buildings by authorized superseded
persons.
Activity Reports Daily, weekly, monthly or other Transitory Until administrative need
reports documenting the activities of ends or record is
Public Works Department superseded
employees, including: type of
activity, employees involved, time
spent on activity, work completed,
equipment and fuel used, reports,
logs, log sheets, and related records.
Administrative Clothing order spreadsheets, copies o£ Transitory Until administrative need
Records Accounts Payable invoices,expense ends or record is
reports, leave request logs,MIP superseded
Accounts Payable invoices,professional
membership documents, evacuation
checklists and on call yearly roster logs.
Alarm Monitoring/ Reports of monitoring fire alarms, Semipermanent 5 years or until
Test Results security alarms and sprinkler tests administrative need ends
Reports 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 Semipermanent 20 years
Records base 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 Semipermanent 5 years
Administrative in the course of administering City
policies, procedures, or programs.
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.
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Item#14.
Customer Complaint letters, notes on phone Transitory Until administrative need
Complaints calls 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
generating reports, data files, and a superseded
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) Improvement Plan Reports.
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 and
license agreements.
Equipment Records of repair and maintenance Transitory Until administrative need
Maintenance and of equipment assigned to Public ends or record is
Repair Records Work, including but not limited to: superseded.
generators, sewage lift pumps, water
pumps, office equipment, and
furniture. Records may include
75 1 Page Page 315
Item#14.
summaries, reports, and similar
records usually compiled from daily
work records on a monthly or
quarterly basis.
Facility Records regarding maintenance and Transitory Until administrative need
Assessments, repairs of buildings and grounds ends or record is
Maintenance, and owned or leased by the City superseded
Repair Records 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 Transitory Until administrative need
Works personnel to facilitate their ends or record is
work including but not limited to superseded
performance review forms,project
forms, staff forms, communication
forms, and record retention labels.
Geographic Aerial photographs of properties Permanent In perpetuity
Information within the City.
Systems,Digital
Orthophotography
Images
Geographic Points, lines, attributes, and Transitory Until superseded
Information polygons relating to infrastructure
Systems, GIS Data that the City owns or maintains.
Geographic A visual representation of data Transitory Until administrative need
Information within a particular geographical ends
Systems,Maps area. Also includes maps and data
provided by outside agencies
including edge of pavement,parcels,
roads, and others.
Health and Safety Documents related to the Public Transitory Until administrative need
Manual Works Department Health and ends or record is
Safety Manual. 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 that document the present Permanent In perpetuity
Records and projected needs of the City for
water, sewer, storm drainage, streets,
bike paths, and other utility related
systems. Includes an
implementation schedule for
76 1 P a g e Page 316
Item#14.
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 engineering stamps 2 years
equipment, material, and facilities. after life of structure. Keep
all other records 10 years.
Photos, Photos relating to Public Works Permanent In perpetuity
Construction construction activities,
infrastructure, inspection photos, etc.
Photos, General Photos related to Public Works Transitory Until administrative need
Department activities and other ends
general 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. Semi ermanent 10 years
Preventative Preventative maintenance schedules, Transitory Until administrative need
Maintenance Work work orders. ends or record is
Plans su erseded.
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 Permanent In perpetuity
by contractor upon completion of
land development phase of a
commercial, governmental, or
residential project or components
thereof. This includes stamped
record drawings, as-builts, and
wiring diagrams including but not
limited to water and sewer
infrastructure as installed in
Meridian.
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Item#14.
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
SDS Potential Exposure Records above. or record is superseded
Safety/Health and Safety and health documents Semipermanent 75 years
Testing including 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
Sheets meetings.
Supervisory Reports printed from Supervisory Transitory Until administrative need
Control and Data Control and Data Acquisition ends or record is
Acquisition Reports (SCADA) system. superseded
SCADA
Technical Manuals, Owner's manuals and warranties for Transitory Until administrative need
Specifications, and City-owned vehicles and equipment. ends or record is
Warranties Includes specifications, operating superseded
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 ends
not limited to, recorded calls,
voicemails,phone call logs.
Training Records documenting attendance Semipermanent 5 years
and presentation by City employees
at conventions, conferences,
seminars, workshops, and similar
training events. Includes training
requests, training and Continuing
Education Unit(CEU)tracking
reports, and related correspondence.
Vehicle Inspection, Maintenance records, inspection Transitory Until administrative need
Maintenance, work orders for vehicles, vehicle ends or record is
Repair Work mileage reports, repair records. superseded
Orders, and
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
Area of Impact Records related to analysis of Semipermanent 25 years
Records expansion of Public Works services
78 1 P a g e Page 318
Item#14.
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, Transitory Until administrative need
adoption, and implementation of ends or record is
internal actions/decisions. Includes: superseded
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
factsheets, and posters which are superseded
displayed in the division and
distributed at public education
outreach events.
Emergency Master Emergency plan records for City Semipermanent 10 years
Plans Hall, Emergency Management, and
Continuity of Operations.
Events, Public Records related to planning Public Semipermanent 10 years
Works 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 Organization charts. Transitory Until administrative need
Charts ends or record is
superseded
Rate/Fee Records Records related to establishing Semipermanent 20 years
utility rates and fees, including
calculations, research and
recommendations.
Resource Notebooks, Meeting Notes, To Do Transitory Until administrative need
Documents/Notes Lists, employee-compiled notes or ends or record is
references to assist in work superseded
including non-city lawsuits.
Special Projects Documents related to special or one- Semipermanent 10 years after completion
time projects to include,but not
limited to: Strategic Plans, Inventory
Management, Project Information,
79 1 Page Page 319
Item#14.
Rail 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 10 years
external surveys and survey results.
Capital Projects and Facilities
Capital Records including but not limited to Transitory Records are kept until
Improvement attendance for public meetings, project completion and then
Projects for Other AVO's (Avoid Verbal Orders— turned over to appropriate
Departments Written Instructions), change orders, department
construction checklists, consultant
reports, consultants/contractor's
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,
license agreements.
Engineering
Correspondence, Engineering transmittals (not Temporary 3 years
Engineering project-related), serviceability
letters, Letters of Interest.
Engineering Policies Documents the formulation, Transitory Until administrative need
adoption, and implementation of ends or record is
internal actions/decisions. superseded
Includes: project design and
construction assumptions and
procedures, customer relations and
80 1 P a g e Page 320
Item#14.
claims guidance, time off,
attendance of professional
association events, and other
guidance.
Fire Flow Requests Requests from customers for fire Semipermanent 75 years
flow and responses from
Engineering staff based on computer
modeling.
Mailing Lists Project mailing list. Transito Until project completed
Reference Preliminary engineering reports, Permanent In perpetuity
Documents facility plans, other studies.
Sewer Modeling Requests from customers to run Semipermanent 75 years
Requests sewer model for capacity and sizing
and response from Engineering staff
based on computer modeling.
Specifications Specifications such as, but not Transitory Until administrative need
limited to the City's Supplemental ends or record is
Specs, Idaho Standards for Public superseded
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
factsheets, and posters which are superseded
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
811 Page Page 321
Item#14.
formalized agreements and/or permit cycle, or as
contracts between the City and requested by state or
individual facilities within the federal agencies, whichever
business and industrial sectors that is longer
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.
Permitted Facilities Records related to permitted Semipermanent 10 years
facilities, 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 permit cycle, or as
contracts between the City and requested by state or
individual facilities within the federal agencies, whichever
business and industrial sectors that is longer
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 5 years
Awards 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
82 Page Page 322
Item#14.
Air Permit All documents and reports related to Semipermanent 5 years from the date of the
the Air Permit. Can include reports, monitoring sample,
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. IPDES permit cycle, or
Can include Sewer Sludge longer as requested by state
Application Site Logs and Sewage or federal agencies;
Sludge Management Plans. Discharge monitoring
reports kept 20 years after
ermit ex iration
Confined Space A written authorization prepared Semipermanent 5 years from date issued
Entry Permit prior to employee entry into a Permit
Required Confined Space. The
Department's permit contains
specific entry space, purpose and
time conditions under which the
entrance will operate.
Discharge Records documenting effluent Semipermanent Keep discharge monitoring
Monitoring Records quality discharged from the City reports 20 years after
wastewater treatment facility. permit expiration. Keep all
Includes permit required supporting other records 5 years,until
documentation. the end of the IPDES
permit cycle, or as
requested by state or
federal agencies, whichever
is longer
Equipment Records documenting the Semipermanent Keep 5 years after
Maintenance & maintenance and calibration of equipment removed from
Calibration Records equipment and instruments used to service, until the end of the
undertake and monitor wastewater IPDES permit cycle, or as
treatment operations. Useful to requested by state or
verify equipment reliability and for federal agencies, or the life
reference by regulatory agencies. of City Database,
Information includes: date, type of whichever is longer.
equipment maintained or calibrated,
tests performed, repairs needed,
comments, and related information.
Idaho Pollutant Records documenting the Semipermanent Keep all records 5 years,
Discharge application for and issuance of a 40 CFR 122.41 until the end of the IPDES
Elimination System permit to the City under the Idaho permit cycle, or as
(IPDES) Records Pollutant Discharge Elimination requested by state or
System(IPDES)program which federal agencies, whichever
allows discharge of specific is longer.
pollutants under controlled
conditions. Records typically
include: applications, permits,
83 1 Page Page 323
Item#14.
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 Keep for two years beyond
Records (REUSE) reclaimed water permit. Can include the period of the permit, or
permits, permit applications, as requested by state or
manuals,plans, agreements, data federal agencies, whichever
and reports. is longer.
Sewer Maintenance Records documenting the Semipermanent Keep records requiring
and Repair Records maintenance and repair of City engineering stamps two
sewers. May include summaries, years after life of structure.
reports, and similar records usually Keep other records five
compiled from daily work records years or until asset is
on a monthly or quarterly basis. removed from 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 Semipermanent 5 years
Videoscan documenting television inspections
Inspection Records used to locate problems and defects
(External) in sewer lines. Often consists of,
inspections of newly constructed
lines.
Sewer Television/ Records documenting television Transitory Until administrative need
Videoscan inspections used to locate problems ends or record is
Inspection Records and defects in sewer lines. Often superseded.
(Internal) 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 engineering stamps two
repair of valves in the City sewer years after life of structure.
system. Includes lists, charts, Keep other records five
84 1 P a g e Page 324
Item#14.
drawings, reports, logs, and related years or until asset is
records, valve location, removed from service or
identification number, run of pipe, the administrative need
size, make, year installed, depth, ends.
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 Semipermanent Keep all records five years,
Customer calls and in-person complaints from until the end of the IPDES
Complaint 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, or the life
of City Database,
whichever is longer.
Water
Backflow Dual A list of customers who have two Transitory Until administrative need
Connection List water connection sources for ends
outdoor use
Backflow Surveys A survey of properties noting the Transitory Until administrative need
location and type of hazard and type ends or record is
of assembly superseded
Backflow Tester Tester information including a copy Transitory Until administrative need
Information of their license,proof of insurance, ends or record is
and tester kit calibration su erseded
Backflow Tester A list of backflow testers with their Transitory Until administrative need
List 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 waters stem
Clothing Spreadsheet with individual clothing Transitory Until administrative need
Spreadsheet and boot information ends or record is
superseded
Confined Space A written authorization prepared Semipermanent 5 years from date issued
Entry Permit prior to employee entry into a Permit
85 1 Page Page 325
Item#14.
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 Semipermanent 5 years
Samples water line/well construction
Consumer Report mandated by EPA delivered Transitory Until administrative need
Confidence Reports to Meridian citizens that are ends
CCR's connected to City water
Critical Water Records that identify critical water Transitory Until administrative need
Users users within the City of Meridian, ends or record is
such as hospitals, medical facilities, superseded
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 waters stem
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
articular fire hydrant
Hydrant Meter Billing documents from fire hydrant Transitory Until administrative needs
Reads Spreadsheet meter readings based on water used ends
for 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 Permanent In perpetuity
Contaminant Level (MCL)Violation notices. Required
(MCL) Public by Department of Environmental
Notification (DEQ) Quality DEQ to notify the public.
Meter Warranty A report on meter warranty Semipermanent 25 years
Report
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Monitoring Waivers Sampling waivers to reduce the Permanent In perpetuity
frequency of sampling
Production & Repair/Maintenance history on Transitory Until superseded or
Maintenance distribution&Production system administrative need ends
Distribution System and all related equipment
History
PRV/Wells Reads Asset Management software reports Permanent In perpetuity
on 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
two/way radios, meter reading superseded
infrastructure
Reclaimed Water Reads from reclaimed meters based Transitory Until administrative need
Read Spreadsheet on water used ends
Reclaimed Water Survey reports to monitor Transitory Until administrative need
Surveys compliance ends or record is
supersede
Safety Inspections Inspections/Reports for Gas Semipermanent 30 years
Monitors, Crane, Fall Protection,
and Fire Inspection
Sampling Chain of Sample report form for sampling Permanent In perpetuity
Custody City water for bacteria to satisfy
compliance monitoring. Results are
reported on separate form unless
sampling is done for Bac-T.
Sampling Forms for calibration and Permanent In perpetuity
Equipment certification or repair of sampling
Calibration/Repair 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 Transitory Until administrative need
customer,Utility Billing, or Water ends or record is
Division to perform work or get a superseded
read at an address as well as
historical logs showing service order
number
Spring flush notices Flush notices mailed to customers Semipermanent 5 years
(Mailers) for spring flush of water system/
Maps
Subdivision Map Spreadsheet with subdivision Transitory Until administrative need
Section reports number ends or record is
superseded
System Location Maps, Photos, hand drawings of Transitory Until administrative needs
Documents Water System Components ends or record is
superseded
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Item#14.
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
TU readings, are documented.
Water Asset Records that identify asset location Transitory Until administrative need
Information and manufacturer maintenance ends or record is
information su erseded
Water Division Standard policies and procedures for Transitory Until administrative need
SOPs the Water Division ends or record is
superseded
Water Meter Water meter reports including NC Semipermanent 5 years
Reports list,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 Semipermanent 15 years
Correspondence labs, customers, regulators
concerning sampling
Water Quality Records documenting water quality Semipermanent 25 years
Master Log calls from customers
Well Disconnects Documents on private well Permanent In perpetuity
disconnects
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Item#14.
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
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Item#14.
value based on the administrative, legal, fiscal, evidential or historical information they
contain. Historical records shall be retained by the city in perpetuity or may be transferred to
the Idaho state historical society's permanent records repository pursuant to subsections 8.
and 9. of section 67-4126, Idaho Code,upon resolution of the city council.
(5) Each city council shall adopt by resolution a records retention schedule, listing
the various types of city records and the retention period for each type of record.
(6) The city may reproduce, retain and manage records in a photographic, digital or
other nonpaper medium. The medium in which a document is retained shall accurately
reproduce the record in paper form during the period for which the document must be
retained and shall preclude unauthorized alteration of the document.
(a) If the medium chosen for retention is photographic, all film used must meet the quality
standards of the American national standards institute (ANSI).
(b) If the medium chosen for retention is digital, the medium must provide for reproduction
on paper at a resolution of at least two hundred (200) dots per inch.
(c) A record retained by the city in any form or medium permitted under this section shall
be deemed an original public record for all purposes. A reproduction or copy of such record,
certified by the city clerk, shall be deemed to be a transcript or certified copy of the original
and shall be admissible before any court or administrative hearing.
(d) Once a semipermanent or temporary record is retained in a nonpaper medium as
authorized by this section:
(i) The original paper document shall be considered a duplicate of the record, and may be
summarily disposed of or returned to the sender; and
(ii) The provisions of this section related to retention and destruction of semipermanent and
temporary records shall apply only to the record retained in the nonpaper medium.
(e) Once a permanent record is retained in a nonpaper medium as authorized by this section:
(i) The original paper document shall be considered a copy of the record and may be
destroyed after compliance with the provisions of this subparagraph. Prior to destruction of
original paper documents, the city clerk shall provide written notice, either by electronic or
physical delivery, including a detailed list of the documents proposed for destruction to the
Idaho state historical society. The Idaho state historical society shall have thirty (30) days
after receipt of the notice to review the list and respond in writing, either by electronic or
physical delivery, to the city clerk identifying any documents that will be requested to be
transferred from the city to the historical society for retention in the permanent records
repository. Any documents that will not be transferred for retention in the permanent records
repository may be destroyed. If the city clerk receives no written response within thirty(30)
days after the notice was received by the historical society, then the records proposed for
destruction may be destroyed.
(ii) The provisions of this section related to retention of permanent records shall only apply
to the record retained in the nonpaper medium.
(f) Even if a historic record is retained in a nonpaper medium as authorized by this section,
the original paper record shall also be retained by the city in perpetuity, or it may be
transferred to the Idaho state historical society's permanent records repository upon
resolution of the city council.
(g) Whenever any record is retained in a nonpaper medium, the city clerk shall maintain,
throughout the scheduled retention period for such record, suitable equipment for displaying
such record at not less than original size and for making copies of the record.
(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
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Item#14.
facility, and he shall retain the other copy in his office with suitable equipment for displaying
such record at not less than original size and for making copies of the record.
(7) Destruction or transfer of records:
(a) Permanent records shall not be destroyed, except for paper originals of permanent
records retained in a nonpaper medium as provided in subsection (6)(e) of this section.
Permanent records may be transferred to the Idaho state historical society's permanent
records repository upon resolution of the city council.
(b) Semipermanent records may be destroyed only by resolution of the city council and upon
the advice of the city attorney, except for paper originals of semipermanent records retained
in a nonpaper medium as provided in subsection(6)(d)of this section. Such disposition shall
be under the direction and supervision of the city clerk. The resolution ordering destruction
shall list in detail records to be destroyed.
(c) Temporary records may be destroyed only by resolution of the city council and upon the
advice of the city attorney, except for paper originals of temporary records retained in a
nonpaper medium as provided in subsection(6)(d) of this section. Such disposition shall be
under the direction and supervision of the city clerk. The resolution ordering destruction shall
list in detail records to be destroyed.
(d) Historical records may not be destroyed but may be transferred to the Idaho state
historical society's permanent records repository upon resolution of the city council.
History:
[50-907, added 2005, ch. 41, sec. 2, p. 164; am. 2016, ch. 226, sec. 1,p. 621.]
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