22-2331 Records Destruction CITY OF MERIDIAN RESOLUTION NO.22-2231
BY THE CITY COUNCIL: BERNT,BORTON,CAVENER,
HOAGLUN,PERRAULT, STRADER
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN
AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN SEMI-PERMANENT AND
TEMPORARY RECORDS OF THE CITY OF MERIDIAN; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code section 50-
907(7) to, by resolution, destroy semi-permanent and temporary records, upon the advice of the City
Attorney, and with such disposition to be under the direction and supervision of the City Clerk; and
WHEREAS, upon the advice of the City Attorney, the City Clerk has identified certain semi-
permanent and temporary records that may be destroyed pursuant to Idaho Code sections 50-907(2)and(3)
because the time period for retention of such records has expired; and
WHEREAS, the list of semi-permanent and temporary records ripe for destruction through
December 31,2021 are identified in Exhibit A, attached.
NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY
OF MERIDIAN CITY,IDAHO:
Section 1. That the City Clerk is hereby authorized to direct and supervise the destruction of the
semi-permanent and temporary records of the City of Meridian identified in Exhibit A,attached.
Section 2. That the City Clerk is authorized to take all necessary steps to destroy the records as
provided by this Resolution.
Section 3. That this Resolution shall be in full force and effect iininediately upon its adoption and
approval.
ADOPTED by the City Council of the City of Meridian, Idaho,this 21 st day of June, 2022.
APPROVED by the Mayor of the City of Meridian, Idaho,this 21 st day of June,2022.
APPROVED: ATTEST: (SEAL)
By: B
Mayor Robert E. Simison Chris Johnson, City Clerk
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 1 OF 1
CITY ATTORNEY'S OFFICE
RECORD DESCRIPTION CATEGORY YEARS
Legal Department
Bankruptcy Records documenting notification Semipermanent Destroy records dated
Notices and Case to the city that certain individuals IC§50-907(2)(a,g) on or before December
Files have filed for bankruptcy, and used 31, 2016 after receipt of
to determine if the individual owes Trustee Final Report or
money to the city and to file notice an Order Dismissing
or claim with the court. the Case. (See Civil
Information may include: debtor's Case Files for litigated
name, utility accounts information, claims and adversary
prepared repayment plan and actions)
related documentation.
Civil Case Files Pending and closed cases filed by Semipermanent Destroy records dated
and against the city, including all IC§50-907(2)(g) on or before
pre-litigation, litigation, appellate December 31, 2011
documents (complaints, summons, after date of last action
investigations, reports, attorney
notes, discovery-related records,
pleadings, affidavits, motions,
deposition transcripts, disposition,
orders and judgments, exhibits,
appeals, and related records), and
bankruptcy adversary action files.
Departmental Reports prepared by the city Semipermanent Destroy records dated
Reports attorney for the mayor and city IC§50-907(2)(e) on or before
council. December 31, 2016
Land Use Appeals Appeals of land use decisions, Semipermanent Destroy records dated
including staff reports, pleadings, IC§50-907(2)(g) on or before
briefs, and related records. December 31, 2011
after date of last action
Legal Opinions, Formal and informal opinions and Semipermanent Destroy records dated
Memoranda memoranda rendered by the city IC§50-907(2)(g) on or before
attorney for the mayor, city council, December 31, 2011
or city departments, examining
legal questions relating to
state/federal law/rules or local
ordinances/policies.
Privileged Records held in confidence by the Semipermanent Destroy records dated
Administrative City Attorney's Office regarding IC§50-907(2)(g) on or before December
Records confidential or privileged matters 31, 1946
including personnel investigations,
settlements related to personnel
matters.
Settlement Settlement agreements and related Semipermanent Destroy records dated
Records documentation from civil cases, IC§50-907(2)(g) on or before
claims, mediation, and arbitration. December 31, 1946
RECORD DESCRIPTION CATEGORY YEARS
Risk Management
Claim Files Claims for damages filed by and Semipermanent Destroy records dated
against the city, including claims IC§50-907(2)(a,g) on or before December
caused by city 31, 2011 provided
employees/equipment, including there is no litigation.
Property Damage Records,
Liability Claims Records, Public
Injury Reports, and related
correspondence.
Insurance Policy Records documenting the terms Semipermanent Destroy records dated
Records and conditions of city insurance IC§50-90 7(2)(g) on or before
policies covering liability, December 31, 2016
property, motor vehicle, etc.
Records usually include: policies,
endorsements, rate change notices,
agent of record, and related
documents.
CITY CLERK'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records
Correspondence Records created or received in the course Semipermanent Destroy records
f administering city policies,procedures dated on or before
or programs,but these records do not December 31, 2016
provide insight into significant policy,
procedure or program discussions or
decisions.
Operational Records
AudioNideo Audio and video recordings of City Semipermanent Destroy records
Recordings Council, Commission and Committee dated on or before
Meetings. December 31, 2016
Contracts & Agreements with vendors and other Semipermanent Destroy records
Agreements to parties for the acquisition, lease, lease- IC§50- dated on or before
which the City is a purchase or sale of equipment, supplies, 907(2)(b) December 31, 2011
Party services or property, letters of credit,
warranty surety agreements which have
been approved at a City Council meeting,
approved by the Mayor, or have been
recorded with Ada County.
Election— Includes the following records: polling Semipermanent Destroy records
General/Regular places,judges and clerks, challengers and IC§50- dated on or before
(Working Files) watchers, voting machines and vote tally 907(2)(g) December 31, 2016
systems, correspondence, and other
records not specifically listed in this
schedule.
Election ballots, including voted ballots, Temporary Destroy records
unused ballots, spoiled ballots,ballot IC§50- dated on or before
stubs, absentee voting, and duplicate poll 907(3)(e) December 31, 2019
books.
Passports— Daily transmittal spreadsheets that Transitory Destroy records
Transmittals accompany passport applications mailed dated on or before
to the Department of State Regional office. December 31, 2019
Permits & Licenses Records relating to city permits and Semipermanent Destroy records
licenses issued in the City Clerk's Office. IC§50- dated on or before
907 2 d December 31, 2016
COMMISSIONS, COMMITTEES,AND BOARDS
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Audio Recordings Audio recordings of commission, Semipermanent Destroy records
committee, or board meetings. IC§§50- dated on or before
907 2 December 31, 2016
Minutes Summary or verbatim minutes of Semipermanent Destroy records
commission, committee, or board IC§§50- dated on or before
meetings; documents and other written 907(2)(g) December 31, 2016
or visual materials presented at
meetings (e.g., handouts, photos,
presentations, etc.).
*Note: This schedule does not apply to City Council or Planning& Zoning Commission
records, which are addressed in Clerk's Office Records Retention Schedule.
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD DESCRIPTION I CATEGORY RETENTION PERIOD
Administrative—All Divisions: (Community Development(CD)Departmental/Operational, Building
Services, Economic Development, Land Development, Planning( Community Development Block
Grant(CDBG) and C rrent/Long Range Planning)
Committee/Ad-Hoc Agendas and meeting minutes/notes for Temporary Destroy records
Team Records special groups convened by Community dated on or before
Development for specific purposes such December 31, 2019
as understanding operational gaps, Code
issues, and process delays.
Correspondence Records created or received in the course Semi- Destroy records
of administering city policies, pennanent dated on or before
procedures, or programs, but these December 31, 2016
records do not provide insight into
significant policy,procedure, or program
discussions or decisions, including,but
not limited to: citizen response letters,
change of address notifications including
corner lot change of address, and street
name changes.
Department Departmental records created or received Temporary Destroy records
Guidelines, Policies, in the course of administering dated on or before
Procedures, departmental policies,procedures, or December 31, 2049
Processes and programs,but these records do not
Reports provide insight into significant policy,
procedure,program, discussions, or
decisions. Including, but not limited to:
citizen response letters.
Zoning Verification Documents, including,but not limited to: Semi- Destroy records
Letter written requests for zoning analysis of a permanent dated on or before
December 31, 2011
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
specific parcel/property and the
responsive departmental opinion.
Building Division—Commercial and Government Buildings
Building Accela files related to commercial and Semi- Destroy records
Applications for governmental buildings and projects, permanent dated on or before
Commercial including, but not limited to: permit December 31, 2011
Projects and application, signs, inspection records,
Government certificates of values,photos,building,
Buildings mechanical, plumbing, fire, and/or
electrical permits, letters, and
correspondence.
Building Division—Non-Commercial and Non-Government Buildings Residential
Building Accela Files related to Non-commercial Semi- Destroy records
Applications for and Non-governmental buildings and permanent dated on or before
Non-Commercial projects, including, but not limited to: December 31, 2011
Projects and Non- permit applications, inspection records,
Government photos, building, mechanical,plumbing,
Buildings and/or electrical permits.
Economic Develo ment - Community Development Block Grant (CDBG)
Sub Recipient Documents, including,but not limited to: Semi- Destroy records
Agreements and agreements, Consolidated Annual permanent dated on or before
Supporting Performance Evaluation Report December 31, 2016
Documents (CAPER), sub-recipient agreements, from completion of
environmental review records, PSAs program year's
(and corresponding products), sub- HUD approved
recipient reporting documents (activity CAPER
reports, draw requests, labor files), etc.
Land Development Division—Commercial and Government Buildin s
Land Development Files or documents created and/or used Semi- Destroy records
Commercial and in the land development phase of a permanent dated on or before
Governments commercial project, including but not December 31, 2011
Project Files limited to: approval letters, QLPE letters,
soil reports, and drainage calculations.
Land Development Division—Non-Commercial and Non-Government Buildings (Residential)
Land Development Files or documents created or used in the Semi- Destroy records
Non-Commercial land development phase of a residential permanent dated on or before
and Non- or commercial subdivision project, December 31, 2011
Government including, but not limited to: approval
(Residential) Project letters, QLPE letters, soil report, and
Files drainage calculations.
Permits and Files or documents created and/or used Semi- Destroy records
Inspection Records in the land developments phase of all permanent created on or
—All Land Governmental, Commercial, or before
Development Residential/Commercial Subdivision December 31,
(Accela Record projects with Accela ID's (LD-DEV, 2011
ID's) LD-CLOT, LD-RSUB, LD-CSUB, LD-
CAP, LD-MISC, LD-WSA).
RECORD I DESCRIPTION CATEGORY RETENTION PERIOD
-Planning Division-Administrative Applications
Sign: Planned Sign Documents, including,but not limited to: Semi- Destroy records
Program; No longer approved application, and sign permanent dated on or before
issuing,but still requirements for a specific project. December 31,
have existing 2016 after
records revocation from
property owner
FINANCE DEPARTMENT
RECORD DESCRIPTION I CATEGORY RETENTION PERIOD
Administrative—All Administration,Arts & Culture, Billing, Budget, Controller, Purchasing)
Correspondence Records created or received in the Semipermanent Destroy records
course of administering city policies, dated on or before
procedures or programs, but these December 31, 2016
records do not provide insight into
significant policy,procedure or program
discussions or decisions. Including but
not limited to Citizen Response letters,
billing adjustment requests, etc.
Special Documents related to special or non- Temporary Destroy records
Projects/Initiatives confidential one-time projects. dated on or before
December 31, 2019
Accounting
Accounts Payable Records documenting payment of city Semipermanent Destroy records
bills, including reports, invoices, check IC§50- dated on or before
stubs,purchase orders, payment 907(2)(a) December 31, 2016
authorizations.
Accounts Records documenting billing and Semipermanent Destroy records
Receivable collection of monies owed to the city by IC§50- dated on or before
vendors, citizens, organizations, 907(2)(a) December 31, 2016
governments, etc. Records include:
reports, receipts, invoices, statements,
etc. Information typically includes:
receipt amount, date, invoice number,
name, account number, account balance,
adjustments, etc.
Cash Receipts Receipt and supporting documentation. Semipermanent Destroy records
IC§50- dated on or before
907(2)(a) December 31, 2016
Grant Records Records documenting the application, Semipermanent Destroy records
evaluation, awarding, administration, IC§50- dated on or before
reporting and status of grants applied 907(2)(g) December 31,
for, received, awarded or administered 2011 from final
by the city. Records include: grant closeout
applications and proposals, summaries,
objectives, activities,budgets, exhibits,
award notices,progress reports,
contracts, financial reports, and related
correspondence and documentation.
Liens Liens held by the city and any Semipermanent Destroy records
corresponding release of liens. dated on or before
Insert Code December 31, 2016
from lien release
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Sales & Use Tax Used to report and remit sales tax Semipermanent Destroy records
Forms collected and due to the state. IC§50- dated on or before
907(2)(a) December 31, 2016
Travel Records Records documenting requests, Semipermanent Destroy records
authorizations, reimbursements, and IC§50- dated on or before
other actions related to employee travel, 907(2)(a) December 31, 2016
including expense reports and receipts,
vouchers and related documents.
Budget
Financial Reports Reports documenting the financial Semipermanent Destroy records
Quarterly condition and operation of the city, IC§50- dated on or before
Published Reports include information on revenues 907(2)(a) December 31, 2011
and expenditures in relation to the final
budget.
Financial Reports Reports and data used to document the Semipermanent Destroy records
Year End financial condition and operation of the IC§50- dated on or before
city, sub ledgers related to, but not 907(2)(a) December 31, 2016
including the final Audit Report.
Bank Transaction Records documenting the status and Semipermanent Destroy records
Records transaction activity of city bank IC§50- dated on or before
accounts, including account statements. 907(2)(a) December 31, 2016
Budget Records Records used in preparing and adopting Semipermanent Destroy records
the city budget, including revenue IC§50- dated on or before
projections, instructions, department 907(2)(a) December 31, 2011
requests, worksheets, council-approved
tentative budget and notice of budget
hearing, adopted appropriations
ordinance and amendments, and other
information.
Capital Asset Record of purchase, vendor invoice and Semipermanent Destroy records
Records— related documents. IC§50- dated on or before
Purchase 907(2)(a) December 31, 2016
Capital Asset Record of disposal, department request Semipermanent Destroy records
Records—Disposal of disposal. IC§50- dated on or before
907(2)(a) December 31, 2016
after disposal
Gift and Records documenting gifts and Semipermanent Destroy records
Contribution contributions to the city. IC§50- dated on or before
Records 907(2)(a) December 31, 2011
Chief Financial Officer
Investment Reports, statements, summaries, Semipermanent Destroy records
Records correspondence and other records IC§50- dated on or before
documenting and tracking investments 907(2)(a) December 31, 2016
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
made by the city, including the Local
Government Investment Pool.
Controller
Accounting Transaction records within the Semipermanent Destroy records
Software Records Accounting Software system: including IC§50- dated on or before
—payroll, vendor listing, vendor 907(2)(a) December 31, 2011
payments, vendor purchase orders,
budget transactions, cash receipts, and
general ledger.
Departmental Reports documenting the financial Semipermanent Destroy records
Reports condition and operation of the city, IC§50- dated on or before
issued on a monthly, quarterly, annual or 907(2)(e) December 31, 2011
other basis, including quarterly
published treasurer's report and year-end
financial reports. Reports include
information on revenues and
expenditures in relation to the final
budget.
General Ledgers Records documenting the summary of Semipermanent Destroy records
accounts reflecting the financial position IC§50- dated on or before
of the city, showing debit, credit and 907(2)(a) December 31, 2011
balance amounts per account,budget,
fund and department, asset depreciation,
and totals for notes receivable, interest
income, amounts due from other funds,
bank loans received, cash in escrow,
deferred loans received, cash, revenue,
accounts receivable, accounts payable,
etc.
Journal Entries Records including detailed reports and Semipermanent Destroy records
back up documentation for journal IC§50- dated on or before
entries. 907 2 (a) December 31, 2016
Payroll
Administrative Reports, statistical studies, and other Semipermanent Destroy records
Reports records designed and used for budget IC§50- dated on or before
preparation, projections, workload and 907(2)(a) December 31, 2011
personnel management, and research and
general reference.
Deduction Records documenting employee Semipermanent Destroy records
Authorization authorization for voluntary payroll IC§50- dated on or before
Records deductions. Records may include: direct 907(2)(a) December 31, 2016
bank deposits, insurance applications, after employee
enrollment cards, deduction separation
authorizations, approval notices,
deduction terminations, and related
records.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Federal & State Records, in addition to those itemized in Semipermanent Destroy records
Tax Records this section, used to report the collection, IC§50- dated on or before
distribution, deposit, and transmittal of 907(2)(a) December 31, 2016
federal and state income taxes as well as
social security tax. Examples include:
the federal miscellaneous income
statement(1099), employers' quarterly
federal tax return(941, 941E), tax
deposit coupon(8109), and similar
federal and state completed forms.
Garnishment Records documenting requests and court Semipermanent Destroy records
Record orders to withhold wages from employee IC§50- dated on or before
earnings for garnishments, tax levies, 907(2)(a) December 31, 2016
support payments, and other reasons. after termination
Usually includes original writs of
garnishment, orders to withhold, federal
or state tax levies, recapitulations of
amounts withheld, and related records.
Information usually includes: employee
name and social security number, name
of agency ordering garnishment,
amount, name of party to whom
payment is submitted, dates, and related
data.
Registers Year Payroll Registers: Registers or records Semipermanent Destroy records
End serving the same function of IC§50- dated on or before
documenting the earnings, voluntary and 907(2)(a) December 31, 2016
required deductions, and withholdings of
city employees. Information usually
includes employee name and social
security number, hours worked, rate,
overtime, vacation value, various
allowance, gross pay, federal and state
withholding, voluntary deductions, net
pay, and related data.
Time Records Records documenting hours worked, Semipermanent Destroy records
leave hours accrued, and leave hours IC§50- dated on or before
taken by city employees. Information 907(2)(a) December 31, 2016
usually includes: employee name and after employee
employee number, hours worked, type separation
and number of leave hours taken, total
hours, dates and related data.
W2s Annual statements documenting Semipermanent Destroy records
individual employee earnings and IC§50- dated on or before
withholdings for state and federal 907(2)(a) December 31, 2016
income taxes and social security tax,
also known as federal tax form W-2.
Information includes: city name and tax
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
identification number, employee name
and social security number, wages paid,
amounts withheld, and related data.
W4s Certificates documenting the exemption Semipermanent Destroy records
status of individual city employees, also IC§50- dated on or before
known as W-4 forms. Information 907(2)(a) December 31, 2016
includes: employee name and address, after employee
social security number, designation of separation
exemption status, and signature.
PERSI Records Records relating to PERSI, including Semipermanent Destroy records
Employer Remittance Forms, invoices, IC§50- dated on or before
correspondence, financial adjustments, 907(2)(a) December 31, 2016
etc.
Unemployment Records documenting employee Semipermanent Destroy records
Reports earnings on a quarterly basis. Used to IC§50- dated on or before
document costs and charges in the event 907(2)(a) December 31, 2016
of an unemployment compensation
claim. Information includes: employee
name and social security number,
quarterly earnings.
Purchasing
Contracts Agreements with vendors and other Semipermanent Destroy records
parties either in hard copies or contained IC§50- dated on or before
on the Contract Management Database 907(2)(b) December 31, 2011
for the acquisition or sale of equipment, from the date of
supplies, services or property, also substantial
includes insurance certificates,payment completion
and performance bonds pertaining to a
solicitation or contract that Purchasing is
facilitating.
Lease Agreements Lease agreements for property or Semipermanent Destroy records
equipment. IC§50- dated on or before
907(2)(b) December 31, 2016
Purchase Orders Requests and purchase orders for goods Semipermanent Destroy records
or services purchased by the city. IC§50- dated on or before
Information includes: department, 907(2)(a) December 31, 2011
delivery location, date, quantity,
description,unit and total price, and
authorizing signatures.
Purchasing Records documenting competitive Semipermanent Destroy records
Selection bidding and purchase of goods, services, IC§50- dated on or before
and public works construction, and 907(2)(a) December 31,
procurement of design professionals. 2011 from award
Records include: published notices and date
solicitations, specifications, bids,
requests for qualifications, statements of
qualifications, etc.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Utility Billing
Adjustment Records documenting adjustments to Semipermanent Destroy records
Registers customer water, sewer, garbage or other IC§50- dated on or before
city-provided service billings for debits, 907(2)(a) December 31, 2016
credits, refunds, returned checks, and
related reasons. Information usually
includes: customer's name and address,
type of adjustment,justification, amount
changed, authorizing signatures and
other information. (Records held within
the billing software).
Billing Directive Application completed by owner or Semipermanent Destroy records
property manager to initiate Third Party IC§50- dated on or before
billing for specified utility account. 907(2)(a) December 31, 2016
Information included: owner, property
manager, tenant, move-in date, and
service address.
Billing/Payment Records documenting transactions on Semipermanent Destroy records
Registers the water, sewer, garbage or other city- IC§50- dated on or before
provided service account of each 907(2)(a) December 31, 2016
customer. Useful for reference to assure
accurate customer billings and posting of
payments. Information often includes:
customer's name, service address, meter
reading, water usage,utility charges,
payments, adjustments and related data.
(records held within the billing
software).
Change Record Records documenting routine Semipermanent Destroy records
information changes to customer IC§50- dated on or before
accounts, including name and address. 907(2)(a) December 31, 2016
(Records held within the billing
software).
Customer File General correspondence and forms Semipermanent Destroy records
related to a specific utility account. This IC§50- dated on or before
information would be in addition to that 907(2)(a) December 31, 2016
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.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Disconnect Notice Notice to City Council to verify that no Semipermanent Destroy records
to City Council customer currently slated for shut off IC§50- dated on or before
due to non-payment has requested a 907(2)(a) December 31, 2016
hearing with the Board of Adjustment.
Notice includes number of customers
slated for shut off and the value of the
delinquent accounts.
Disconnect Record Records documenting a customer's Semipermanent Destroy records
request for disconnection of water, IC§50- dated on or before
sewer, garbage or other city-provided 907(2)(a) December 31, 2016
services. (Records held within the
billing software).
Meter Readings Document the readings of customer Semipermanent Destroy records
water meters for billing purposes. IC§50- dated on or before
Information typically includes: meter 907(2)(a) December 31, 2016
reading, date read, account number,
billing code, final reading, reason for
turnoff, meter changes, and related data.
records held within the billing software
Renter Supplemental document completed by Semipermanent Destroy records
Addendums the tenant to accept the third party IC§50- dated on or before
billing for specified utility account. 907(2)(a) December 31, 2016
Information included: tenants name,
service address, mailing address and
hone number.
Security Deposit Records documenting customer payment Semipermanent Destroy records
Records of a security deposit to receive IC§50- dated on or before
temporary dumpster services. 907(2)(a) December 31, 2016
Information usually includes date,
amount of deposit, customer's name,
address, and account number, date
account closed, refund date, amount of
deposit applied, and related information.
Shut Off Turn On Electronic spreadsheet used during shut Semipermanent Destroy records
off day by water department field staff IC§50- dated on or before
and MUBS. Tracks customers that are 907(2)(a) December 31, 2016
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.
FIRE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Car Seat Car seat inspection forms. Semipermanent Destroy records
Inspections dated on or before
December 31, 2011
Correspondence General administrative correspondence, Semipermanent Destroy records
including records created or received in the dated on or before
course of administering city December 31, 2016
policies/programs, but not related to
significant policy/program discussions or
decisions. Includes customer survey cards.
Equipment and Records relating to equipment and vehicles Semipermanent Destroy records
Vehicle Test, owned and serviced by the City documenting dated on or before
Maintenance & maintenance and repairs of equipment, December 31, 2016
Repair Records vehicles and other assets with a useful life after disposal of
generally more than five years. Includes the vehicle or until
following: fire hose records (such as test date, administrative need
date previously tested, apparatus number, ends,whichever is
station number, hose diameter, conditions longer
found, service date, defects corrected, etc.),
annual ladder inspections and test results,
tests done on SCBA's (including flow
testing), etc. Vehicle maintenance records,
inspections, pump testing and repair records
of apparatus. Emergency medical equipment
maintenance records used to verify regular
maintenance of emergency medical
equipment such as copies of contracts,
maintenance schedules, test protocols,
equipment inventory,performance test
records, repair records, parts used and service
reports. Per NFPA Standards 1901, 1961,
1852 and 1500.
Buildings & Fire inspection records relating to buildings Temporary Destroy records
Subdivisions— and subdivisions that have been demolished dated on or before
Demolished or or are otherwise no longer in existence (never December 31, 2018
No Longer in constructed). from date of last
Existence (never inspection
constructed
Meeting Final, approved Officer and Command Staff Semipermanent Destroy records
Minutes meeting minutes. dated on or before
December 31, 2016
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Narcotics Narcotic inventory and usage- hard copy, Temporary Destroy records
Inventory& narcotics distributed to the engine companies. dated on or before
Usage December 31, 2018
Public Records related to the design and Semipermanent Destroy records
Education implementation of educational and other dated on or before
Programs & outreach programs provided to the public by December 31, 2016
Publications the department. May include: class
descriptions, instructional materials, course
outlines, class enrollment and attendance
records, reports, speeches, and publications.
Public Record Public records requests and responses. Temporary Destroy records
Requests dated on or before
December 31, 2019
after last action
Ride-Along Signed waivers for persons requesting a ride- Destroy records
Forms along with the department. Ride Along Temporary dated on or before
tracking records. December 31, 2019
Structure Burn Records related to structure burns. Semipermanent Destroy records
Training dated on or before
Records December 31, 2011
HUMAN RESOURCES DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Affirmative Records documenting city compliance with Semipermanent Destroy records
Action; Equal the Civil Rights Act of 1964, the Equal IC§50-90 7(2)(g); dated on or before
Employment Employment Opportunity Act of 1972 and 29 CFR December 31,
Opportunity the Americans with Disabilities Act. 1602,1602.14, 2016 from request
Commission Records include: plans, policy statements, 1620.32 or personnel
Reports reports, investigations, case files and related action,whichever
information. Also includes EEO-4 reports is later
submitted to the Equal Employment
Opportunity Commission(EEOC)
documenting compliance with EEOC
requirements by cities with 15 or more
em to ees.
Benefits Records documenting notice to employees, Semipermanent Destroy records
Continuation spouses and dependents informing them of IC§50-90 7(2)(g); dated on or before
their rights to continue insurance coverage 29 CFR 1627.3 December 31, 1946
after termination or disability or family after employee
leave and whether coverage was elected or separation,
rejected. Continuation may be under expiration of
COBRA or another provision. Notice is also eligibility, or
sent to a third party administrator who completion of
administers the extended coverage. Records litigation,
may be filed with the Employee Benefits whichever is longest
Records or Employee Personnel Records.
Budget Prep Working documents utilized to build base Semipermanent Destroy records
Records budgets and establish yearly budgets; dated on or before
worksheets, enhancements, amendments, December 31, 2011
etc.
Collective Records documenting negotiations between Temporary Destroy records
Bargaining the city and employee representatives, IC§50-90 7(3)(d); dated on or before
including contracts, reports, negotiation 29 CFR 516.5 December 31, 2018
notes, letters of agreement, arbitration
findings, cost analyses, minutes, tape
recordings, etc.
Committee Agendas and meeting minutes/notes for Semipermanent Destroy records
Records special groups convened by HR for specific dated on or before
purposes such as Benefits, Compensation, December 31, 2014
and Wellness.
Correspondence, Correspondence created or received in the Semipermanent Destroy records
Administrative course of administering City policies and dated on or before
programs. December 31, 2016
Department HR guidelines, including but not limited to, Semipermanent Destroy records
Guidelines, Salary Administration Guidelines. dated on or before
Policies, December 31, 2011
Procedures, from date guideline
Processes, and in its entirety, or any
Reports part thereof, is
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
officially replaced,
updated
City Standard Operating Policy/Procedure Semipermanent Destroy records
Manual. dated on or before
December 31,
2001 from date
SOP Manual in its
entirety, or any
part thereof, is
officially replaced,
updated
Records documenting and relating to HR Semipermanent Destroy records
processes, including but not limited to, dated on or before
recruiting/interviewing processes. December 31, 2016
from date HR
process in its
entirety or any part
thereof, is officially
replaced, updated
Policies, reports, and documents regarding Semipermanent Destroy records
the internal department operations and dated on or before
procedures (e.g. Turnover, Recruiting December 31, 2011
reports, etc.).
HR reports regarding department Semipermanent Destroy records
performance or other management dated on or before
presentations. Includes reports documenting December 31, 2011
trends, department or City performance in
key areas as determined.
Employee Benefits Records relating to city employee benefits Semipermanent Destroy records
information such as: selection of insurance IC§§50-907(2)(g) dated on or before
plans, retirement,pension, and disability and 45-610; 29 December 31, 1946
plans, deferred compensation plans, and CFR 1627.3; 29 after employee
other benefit information. Records may CFR 1602.31; separation,
include but are not limited to: plan selection IDAPA expiration of
and application forms, enrollment records, 09.01.35.081 eligibility, or
contribution and deduction summaries, completion of
personal data records, authorizations, litigation,
beneficiary information, notices of whichever is
disability payment made, and related longest
documentation.
Employee Medical Document an individual employee's Semipermanent Destroy records
Records medical history. These records are not IC§§50-907(2)(g) dated on or before
personnel records and must be kept in a and 72-601; 29 December 31, 1946
separate location from employee personnel CFR 1602.31; 29 after employee
records as required by the Americans with CFR 1910.1020 separation,
Disabilities Act. Records may include,but expiration of
are not limited to: medical exam records eligibility, or
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
(pre-employment,pre-assignment,periodic completion of
or episodic), X-rays, and records of litigation,
significant health or disability limitations. whichever is
longest
Employee Document of employee's work history. Semipermanent Destroy records
Personnel Records Original employee personnel records are IC§§50-907(2)(g) dated on or before
kept by Human Resources Department and 45-610; 29 December 31,
unless otherwise specified. Records may CFR 1627.3; 29 1946 after
include, but are not limited to: employment CFR 1602.31; employee
applications, notices of appointment, IDAPA separation,
training and certification records, records of 09.01.35.081 expiration of
health limitations, drug testing, salary eligibility, or
schedules, personal actions, performance completion of
evaluations, awards and other special litigation,
recognition, letters of recommendation, whichever is
investigation information, disciplinary longest
action, notices of layoff, letters of
resignation, home address and telephone,
emergency notification forms, oaths of
office, grievance and complaint records, and
relate correspondence and documentation.
(See also Employee Benefits Records,
Employee Medical Records, Recruitment
and Selection Records, and Volunteer
Records).
Notes:
(1)Meridian Police Department employee
personnel records including original Internal
Affairs files and training materials are kept
by the Police Department according to the
Police Department Records Retention
Schedule. Upon employee separation, these
records shall be forwarded to Human
Resources Department.
All other Police Department current
employee original personnel records are
kept by the Human Resources Department.
(2)Meridian Fire Department employee
personnel records including original training
records and original records related to
Union promotions are kept by the Fire
Department. Upon employee separation
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
these records shall be forwarded to Human
Resources Department.
All other Fire Department current employee
original personnel records including ICRMP
and BEST training records and Union
member promotion applications and PAR
forms documenting a promotion are kept by
Human Resources Department..
Employment Document to the U.S. Immigration and Temporary Destroy records
Verification Naturalization Service that an applicant or IC§50-90 7(3)(d), dated on or before
(I-9) of Job employee is eligible to work in the U.S. 8 U.S.C. § December 31, 2018
Applicants Information includes: employee information 1324a(b)(3) after date of hire or
and verification data such as citizenship or (Immigration 1 year after
alien status and signature, employer review Reform and employment is
and verification data such as documents, Control Act) terminated,
which establish identity and eligibility, and whichever is later
employer's signature certifying that
documents were checked. This category
includes forms completed for all new hires,
as superseded or previous forms completed
on rehires.
Forms Forms created for use by HR personnel to Transitory Until administrative
facilitate work, including Performance need ends or record
Review,job description template, PAR is superseded
template, etc.
Hazard Exposure Emergency response employees exhibiting Semipermanent Destroy records
Records signs or symptoms possibly resulting from IC§50-90 7(2)(g); dated on or before
exposure to hazardous substances are 29 CFR 1910.1020 December 31,
required to be provided medical 1946 after
examination and consultation. Records employee
include: employee's name and social separation,
security number; physician's written expiration of
opinion, recommended limitations; results eligibility, or
of examinations and tests; employee completion of
medical complaints related to hazardous litigation,
substance exposure; description of whichever is
employee's duties as they relate to longest
exposure; the employee's exposure levels or
anticipated exposure levels; description of
protective equipment used; and information
from previous medical examinations of the
employee which is not readily available to
h sician and other information.
Insurance Records documenting plan descriptions and Semipermanent Destroy records
Policies/Plans: summaries of city insurance policies and dated on or before
Employee Group plans covering employee group health and December 31, 2011
Health and Life life benefits, including annual certification
Benefits records.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Kinds and Levels Records documenting the description, Temporary Destroy records
Chart classification and compensation of city jobs IC§50-90 7(3)(d); dated on or before
and positions. Usually includes details of 29 CFR Part 1602 December 31, 2018
duties and responsibilities of each position and 29 CFR
time percentage breakdowns of tasks, skills 1627.3
and abilities needed for each position, and
related records documenting the
development, modification or redefinition
of each job or position.
Leave Applications or requests submitted by city Temporary Destroy records
Applications employees for compensatory, family and IC§50-90 7(3)(d) dated on or before
medical leave, long term leave and other December 31, 2018
leave time. Information usually includes:
employee name, department, date, leave
dates requested, type of leave requested, and
related data. These are not kept by Finance.
Personnel Action Completed employee forms submitted to Semipermanent Destroy records
(PAR) Forms HR upon initial hire,pay increase or IC§50-90 7(2)(g); dated on or before
decrease, change of address, or change of 29 CFR Part 1602 December 31, 1946
supervisor. and 29 CFR after employee
1627.3 separation,
expiration of
eligibility, or
completion of
litigation,
whichever is
longest
Position Records documenting the description, Temporary Destroy records
Descriptions classification and compensation of city jobs IC§50-90 7(3)(d); dated on or before
and positions. Usually includes details of 29 CFR Part 1602 December 31, 2018
duties and responsibilities of each position and 29 CFR
time percentage breakdowns of tasks, skills 1627.3
and abilities needed for each position, and
related records documenting the
development, modification or redefinition
of each job or position.
Presentations Formal departmental presentations to Semipermanent Destroy records
Council, other formal bodies. dated on or before
December 31, 2016
Recruitment and Documents regarding the recruitment and Temporary Destroy records
Selection Records selection of city employees and contracted IC§5 0-90 7(3)(d); dated on or before
for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2019
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
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Meridian Police Department employee Temporary Destroy records
original background investigation records dated on or before
are kept by the Police Department. Upon December 31,
employee separation these original records 2019 after
shall be forwarded to the Human Resources separation
Department for proper disposition.
Meridian Fire Department Union original Temporary Destroy records
recruitment records including National dated on or before
Testing Network testing, application, and December 31, 2019
interview notes, for applicants who are
hired, are kept by the Fire Department
until the expiration of the retention period at
which time they shall be properly destroyed
b the Fire Department.
Recruitment and Documents regarding the recruitment and Temporary Destroy records
Selection Records selection of city employees and contracted IC§50-90 7(3)(d); dated on or before
for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2019
are Not Hired auditors, consultants, etc. Records may 29 CFR
include, but are not limited to:job 162 7.3(b)(1)(vi)
announcements and descriptions, applicant
lists, applications and resumes, position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Meridian Fire Department Union original Temporary Destroy records
recruitment records including National dated on or before
Testing Network testing, application, and December 31, 2019
interview notes, for applicants who are not
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
hired, are kept by the Fire Department until
the expiration of the retention period at
which time, they shall be properly destroyed
b the Fire Department
Special Projects Documents related to special, one-time Semipermanent Destroy records
projects to include, but not limited to, dated on or before
Employee Satisfaction Survey, Policy December 31, 2011
Review/Revision, Salary Structure Review.
Surveys HR and other initiated internal surveys, Semipermanent Destroy records
survey results (e.g. Salary Surveys, dated on or before
Employee Satisfactions Surveys, Best Place December 31, 2011
to Work. Etc.).
Training Records related to the design and Semipermanent Destroy records
Programs/HR implementation of training programs IC§50-907(2)(g) dated on or before
provided to employees by the City. December 31,
Documents may include course 2016 from final
descriptions, instructor certifications, presentation
instructional materials, course outlines, and/or use
class enrollment and attendance records,
tests, test results, and related records.
Training/Travel Records documenting attendance and Semipermanent Destroy records
Records presentation by HR employees at dated on or before
conventions, conferences, seminars, December 31, 2016
workshops, and similar training events.
Includes training/travel requests, training
materials, reports and related
correspondence.
Payroll Records documenting claims submitted by Temporary Destroy records
Unemployment former city employees for unemployment IC§50-90 7(3)(d) dated on or before
Claims compensation. Usually includes: claims, December 31, 2018
notices, reports, and related records. May
also include records generated by the appeal
of claim determinations. These are
received by HR and kept in HR.
Wellness Program Records related to the management and
administration of the Wellness Program
including:
• Wellness Challenges - Semipermanent Destroy records
Correspondence and other Challenge dated on or before
documentation. December 31, 2016
• Wellness Committee Meeting Semipermanent Destroy records
Agendas and Minutes dated on or before
December 31, 2014
• Wellness Day Off—Incentive Semipermanent Destroy records
Verification Forms for Day Off dated on or before
Requests December 31,
1946 (retained in
accordance with
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Employee Benefit
records retention
period)
Workers' Medical records related to job assignments Semipermanent Destroy records
Compensation that document work-related injuries and dated on or before
Records and illnesses, including but not limited to, December 31,
Claims hearing test records, hazard exposure 1991 after
records, first- aid incident records, employment
physician statements, release consent forms separation
and related correspondence, and records
documenting claims submitted by city
employees for work-related injuries and
illnesses. These records are kept separate
from employee personnel files.
INFORMATION TECHNOLOGY(I.T.)DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative
Correspondence Records created or received in the course of Semipermanent Destroy records
administering city policies, procedures or dated on or before
programs, but these records do not provide December 31, 2016
insight into significant policy,procedure or
program discussions or decisions.
Operational Records
Service All customer support tickets opened in Semipermanent Destroy records
Management Tool service management systems. dated on or before
IC�'SO-907(2)(g) December 31, 2011
(other)
Department Policies, reports, and documents regarding Semipermanent Destroy records
Policies and internal department operations and dated on or before
Reports procedures, e. computer usage policy'
IC fit. report)
December 31 2016
p p g• p g p Y,
password policy, service level goals, (dept. report)
training materials, evaluations of materials.
Outlook E-mail All e-mail messages, sent or received by Semipermanent Automatic
Messages—City City staff using City's e-mail system. (E- destruction of
IC DSO-907(2)(g)
Staff mail messages may be preserved elsewhere emails greater than
in digital or paper format for longer periods (other) 5 years old on a
of time as the subject matter of such rolling basis
messages may require.)
MAYOR'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records
Correspondence Correspondence created or received in Semipermanent Destroy records
the course of administering city dated on or before
policies/programs, but these records do December 31, 2016
not provide insight into significant
policy/program discussions or
decisions.
May include citizen response letters,
letters to homeowner associations and
businesses.
Operational Records
Agendas & Agendas and minutes of Director Semipermanent Destroy records
Minutes Meetings, Operational Meetings, dated on or before
Mayor's Youth Advisory Council, December 31, 2016
Mayor's Senior Advisory Board, and
Faith Ambassador Council Meetings.
Applications Forms and materials submitted with Semipermanent Destroy records
application for positions or awards dated on or before
administered by Mayor's Office, December 31, 2016
including applications for scholarships,
Promise partners, Mayor's Youth
Advisory Council, volunteer positions,
City commissions, and City committees
or task forces.
Memoranda Mayoral memos regarding Semipermanent Destroy records
proclamations, meetings, or events. dated on or before
December 31, 2016
News Releases A written or recorded record directed at Semipermanent Destroy records
members of the news media for the dated on or before
purpose of making a newsworthy December 31, 4996
announcement.
Proclamations Proclamations issued by the Mayor Semipermanent Destroy records
not read at City Council meetings. dated on or before
December 31, 2011
Publications Informational or promotional Semipermanent Destroy records
publications of the Mayor's office, dated on or before
including newsletters, flyers, marketing December 31, 2016
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
materials, brochures, program
materials.
Special Projects Documents related to special or one- Semipermanent Destroy records
time projects to include, but not limited dated on or before
to: Strategic Plans. December 31, 2011
Videos Videos prepared weekly for Temporary Destroy records
informational or promotional purposes, dated on or before
e.g., City Council meetings, December 31, 2019
This Week in Meridian.
PARKS & RECREATION DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Agendas & Minutes Agendas and minutes of weekly Semipermanent Destroy records
and monthly MPR staff meetings. dated on or before
December 31, 2011
Budget Preparation Working documents utilized to Semipermanent Destroy records
Records build base budgets and establish dated on or before
yearly budgets, including but not December 31, 2011
limited to enhancements,
amendments, carry forward
support, FTE anticipation, vehicle
replacement, and quotes for
service/maintenance.
Correspondence Records created or received in the Semipermanent Destroy records
course of administering city dated on or before
policies,procedures or programs, December 31, 2016
but these records do not provide
insight into significant policy,
procedure or program discussions
or decisions. Including but not
limited to citizen response letters.
Employee Time Completed logs of employees' Semipermanent Destroy records
Logs and Reports timesheets, tasks, and location; dated on or before
reports and analysis of related December 31, 2016
data.
Facility Permits Permits and materials including, Temporary Destroy records
but not limited to: Completed Park dated on or before
Alcohol and Amplified Sound December 31, 2019
Permits related to individual's or
organization's park picnic shelter
reservation, short-term
concessions permits and related
materials from vendors.
Facility Reservation Completed forms and related Temporary Destroy records
Application and materials collected from dated on or before
Materials individuals or businesses December 31, 2019
registering for a recreation class,
team, or event and other required
documentation, such as proof of
insurance. Destroy records
dated on or before
Collected Certificates of Liability Temporary December 31, 2019
Insurance from individuals or
vendors.
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Financial Aid Completed application forms and Temporary Destroy records
Applications materials submitted to request dated on or before
financial assistance for children's December 31, 2019
class or program(e.g., Care
Enough to Share).
Incident or Accident Citizen reports of incidents, Temporary Destroy records
Reports injuries, or accidents incurred dated on or before
during or related to a department- December 31, 2019
sponsored or department-provided
class, camp, program, reservation,
or activity.
Indemnity Forms, Signed waiver/indemnity Temporary Destroy records
Medical Release agreement related to individual's dated on or before
Forms,Waivers or organization's participation in December 31, 2019
department-sponsored or
department-provided class, camp,
program, reservation, activity,
transportation, or travel.
Recreation Activity Log sheets completed by parents Temporary Destroy records
Sign In/Sign Out to signify that minor has been dated on or before
Sheets dropped off or picked up from a December 31, 2019
department-sponsored or
department-provided class, camp,
program, or activity.
Log sheets completed by Temporary Destroy records
participant confirming they have dated on or before
attended a class or activity. December 31, 2019
Special Event Forms Completed forms from citizens Temporary Destroy records
and businesses participating in a dated on or before
special event, including but not December 31, 2019
limited to vendor and sponsor
contracts and entries.
Surveys Internal and external outreach Semipermanent Destroy records
surveys and results,presentations, dated on or before
neighborhood meeting minutes, December 31, 2011
correspondence, and summary
reports to solicit citizen input on
parks and recreation, customer
service, and process improvement.
Records of public input, including
survey results, neighborhood
meeting minutes, correspondence,
etc.
Team Rosters Record of all individuals Temporary Destroy records
registered for a sports team. dated on or before
December 31, 2019
POLICE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Activity reports Daily, weekly, monthly or other Semipermanent Destroy records
reports documenting the activities of dated on or before
ees
p Y ,em to including: type of activity, Idaho Code December 31 2016
OO
employees involved, time spent on SO-907 2 e
activity, work completed, equipment
used, etc. May include Education&
Prevention Training reports.
Asset forfeiture Documentation pertaining to the Semipermanent Destroy records
records seizure process and obtaining approval dated on or before
through the courts. 90§SO- December 31, 2016
7(2)(a) after closure of case
Code enforcement Records created by code enforcement Semi- Destroy records
records" officers to document a violation or permanent dated on or before
investigation into a suspected December 31, 2016
violation of city ordinance that does Idaho Code) after last action
not become a crime report(DR). SO-907(2)(g)
Crime analysis Records documenting police efforts to Temporary Destroy records
statistics anticipate, prevent, or monitor dated on or before
criminal activity. May include 90§SO- December 31, 2018
statistical summaries of crime 907(3)(d)
patterns, modes of operation, analysis
of particular crimes, criminal profiles,
forecasts, movements of known
offenders, etc.
Crime reports Reports documenting a suicide, Prosecuted cases:
(DRs) for Suicides, unattended death and/or criminal
Unattended Deaths, offense and actions taken, including IC�SO- Destroy records
and Major Crimes charges or arrests. Record typically 907(2)(e) dated on or before
includes location of occurrence, date December 31, 1921
(murder, after final
and time, handling officer, involved
involuntary parties (suspects, victims,witnesses, disposition
manslaughter, reporting parties, etc.) and their
rape, sexual abuse personal information, summary of
to a child, events and supportive documents (e.g., Non-prosecuted cases:
terrorism)
probable cause statements, witness
Destroy records
statements, runaway forms, release of
dated on or before
custody forms (juveniles), criminal
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
background information December 31, 1921
(ILETS/Triple III,Ada LE Lookup, after date of last
ISTARS, JDOC), documents investigative action
provided by citizens and victims,
citations,property invoices, release of
property forms, etc.). May include
polygraph records (e.g.,pre-
examination records, questions,
statements of consent, analysis
reports, results charts, conclusions,
interviewee statements, related
information);property and evidence
control and disposition records (e.g.,
evidence photographs, receipt forms,
evidence logs, property reports,
destruction lists,property consignment
sheets, seized firearm logs, homicide
evidence inventories, etc.); and/or
informant case files (reports,
correspondence, payment records,
fingerprint cards, signature cards,
letters of understanding on
informants' activities and related
records).
Crime reports Reports documenting a criminal Semipermanent Prosecuted cases:
(DRs) and citations offense and actions taken, including
for other crimes charges or arrests. Record typically IC�SO- Destroy records
includes location of occurrence, date 907(2)(g) dated on or before
and time, handling officer, involved December 31, 2016
parties (suspects, victims,witnesses, after final
reporting parties, etc.) and their disposition
personal information, summary of
events and supportive documents (e.g.,
probable cause statements, witness Non-prosecuted cases:
statements, tow slips, administrative Destroy records
license suspension forms, intoxilyzer dated on or before
slips,field sobriety tests forms, December 31, 2016
runaway forms, release of custody after date of last
forms (juveniles), criminal investigative action
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
background information
(ILETS/Triple III,Ada LE Lookup,
ISTARS, JDOC), documents
provided by citizens and victims,
citations,property invoices, release of
property forms,Leads Online
printouts, shoplifting reports from
store security officers, etc.). May
include polygraph records (pre-
examination records, questions,
statements of consent, analysis
reports, results charts, conclusions,
interviewee statements, related
information), abandoned vehicle
reports,found property records,
traffic collision reports,property and
evidence control and disposition
records (e.g., evidence photographs,
receipt forms, evidence logs,property
reports, destruction lists,property
consignment sheets, seized firearm
logs, homicide evidence inventories,
etc.), and/or informant case files
(reports, correspondence, payment
records, fingerprint cards, signature
cards, letters of understanding on
informants' activities and related
records).
Digital media— Digital media attached to a crime Semipermanent Prosecuted cases:
Type 1 report for a major crime. Includes
video, audio, or other digital content IC,�SO- Destroy records
created by a law enforcement officer 907(2)(g) dated on or before
in the course of an investigation or December 31, 1921
response and attached to a crime after final
report for murder, involuntary disposition
manslaughter, rape, sexual abuse of a Non-prosecuted cases:
child, or terrorism.
Destroy records
dated on or before
December 31, 1921
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
after date of last
investigative action
Digital media— Digital media attached to a crime Semipermanent Prosecuted cases:
Type 2 report for a felony other than a major
crime. Includes video, audio, or other IC�SO- Destroy records
digital content created by a law 907(2)(g) dated on or before
enforcement officer in the course of an December 31, 2016
investigation or response and attached after final
to a crime report for a crime other than disposition
murder, involuntary manslaughter, Non-prosecuted cases:
rape, sexual abuse of a child, or Destroy records
terrorism. dated on or before
December 31, 2016
after date of last
investigative action
Digital media— Digital media related to an officer Temporary Destroy records
Type 5X complaint. Includes video, audio, or dated on or before
other digital content created by a law 90§SO- December 31, 2019
enforcement officer in the course of an 907(3)(d)
investigation or response relevant to a
complaint about such response or
officer.
Field interview An informational document written by Semipermanent Destroy records
reports (FI cards) police officers relating to individuals, dated on or before
events, or vehicles for which the 90 7(2)()(g) December 31, 2016
officer does not have probable cause 90
for enforcement. Typically includes
name and current address of person
contacted, physical description of
person or vehicle, officer's name,
location of contact, date and time,
reason for contact, etc.
Grant records Applications and required reporting Semipermanent Destroy records
documents for grants to support law dated on or before
enforcement initiatives and Idaho Code § December 31, 2011
programming (e.g., crime prevention, 50-907(2)(g) after grant closeout
substance abuse programs, criminal
justice, SWAT).
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Health & Welfare Referrals of suspected child abuse, Semipermanent Destroy records
Referrals adult abuse and daycare complaints. dated on or before
IC§50- December 31, 2016
APS & Daycare 907(2)(g from closure of
complaints
referral or case.
Internal affairs files Records documenting department's Semipermanent Destroy records
investigation of an officer's role in an dated on or before
incident for the purpose of evaluating 90 (2 50- December 31, 1946
compliance with department policy 45-61 ; and 29 CFR after employee
and professional standards. Records 1627.3; 29 CFR separation or
typically include investigative 02 completion of
materials (video and audio recordings, 16 .31 related litigation,
written statements, narratives, whichever is longest
analysis),polygraph records (pre-
examination records, questions,
statements of consent, analysis
reports, results charts, conclusions,
interviewee statements, related
information), and recommended
disciplinary actions, if any.
Intoxilyzer 5000en, Factory and State of Idaho certificates Temporary Destroy records
Draeger 9510 and for instrument; log of each person that IC§50-
dated on or before
LifeLoc instrument takes the breathalyzer test and December 31, 2018
records verification testing. May include 907(3A and after certificate has
suspect name, date, time, results, IDAP been issued
operator name, calibration check 11.03.01.013.06
results, simulated temperature in
range, comments, etc.
Master name index Information on individuals who are Semipermanent Destroy records
records field interviewed, individuals who are dated on or before
arrested, suspects or accomplices in IC§50- December 31, 1921
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
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
(DR#), citation numbers and other
identifying data.
Radar equipment, Records documenting the calibration Temporary Destroy records
certifications, and and maintenance of radar equipment dated on or before
maintenance that may be useful in documenting the 90§SO- December 31, 2018
records accuracy of the readings. Often 907(3)(d) after equipment
includes original factory certification retirement
of calibration. Information relating to
maintenance and repair may include a
description of the work completed,
parts used, date of service, equipment
number, make, model, etc.
Training materials Records related to training programs Semipermanent Destroy records
provided to MPD personnel by dated on or before
presenters including City employees, 90§SO- December 31, 2016
contractors, or other presenters. May 907(2)(g) from final
include course descriptions, instructor presentation and/or
certifications, instructional materials, use
course outlines and handouts, and
attendance records.
Victim Witness Notations and documents Semipermanent Destroy records
System documenting contact with victims and IC§SO-
dated on or before
witnesses. December 31, 2001
907(2)(g) after investigation
closure or
disposition of case,
whichever is later
Written warnings Written notice provided by MPD Semipermanent Destroy records
officer to member of the public to dated on or before
bring attention to a potential or actual 90§SO- December 31, 2016
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.
PUBLIC WORKS DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All Department Records
Ada County Permits issued by Ada County Semipermanent Destroy records dated on
Highway District Highway District(ACHD) to dig in or before December 31,
ACHD Permits public utility easement. 2016
Alarm Monitoring/ Reports of monitoring fire alarms, Semipermanent Destroy records dated on
Test Results security alarms and sprinkler tests or before December 31,
Reports for all relevant City-owned facilities 2016
including annual fire alarm testing,
annual backflow testing, quarterly
sprinkler testing in Sapphire
suppression system, monthly fire
pump runs, and monthly check on
fire extinguishers and Sapphire.
Budget Preparation Work documents utilized to build Semipermanent Destroy records dated on
Records base budgets and establish yearly or before December 31,
budgets, including vehicle 2011
replacement worksheets,
enhancements, amendments and
carry forward support.
Correspondence, Correspondence created or received Semipermanent Destroy records dated on
Administrative in the course of administering City or before December 31,
policies, procedures, or programs. 2016
Departmental Department reports, performance Semipermanent Destroy records dated on
Reports management presentations. or before December 31,
2011
Engineering Capital Engineering Capital &Enhancement Semipermanent Destroy records dated on
and Enhancement Plan(ECEP)—5 year Capital or before December 31,
Plan (ECEP) Improvement Plan Reports. 2011
Reports
Meeting Minutes Internal meeting agendas, minutes, Semipermanent Destroy records dated on
sign-in sheets or before December 31,
2016
Photos, Building Photos relating to repair and Semipermanent Destroy records requiring
Maintenance replacement of City-owned engineering stamps dated
equipment, material, and facilities. on or before December
31, 2019 after life of
structure. Destroy all
other records dated on or
before December 31,
2011.
Presentations Departmental presentations. Semipermanent Destroy records dated on
or before December 31,
2011
Safety Audits Health and Safety audits. Temporary Destroy records dated on
or before December 31,
2018 after most
recent audit
Safety/Health and Safety and health documents Semipermanent Destroy records dated on
Testing including but not limited to training, or before December 31,
auditory testing records, respirator 1946
fit test information.
Safety Meeting Topics covered and sign-up sheet for Semipermanent Destroy records dated on
Agenda/ Signup employees who attended the or before December 31,
Sheets meetings. 2016
Training Records documenting attendance Semipermanent Destroy records dated on
and presentation by City employees or before December 31,
at conventions, conferences, 2016
seminars, workshops, and similar
training events. Includes training
requests, training and Continuing
Education Unit(CEU)tracking
reports, and related correspondence.
Administration
Area of Impact Records related to analysis of Semipermanent Destroy records dated on
Records expansion of Public Works services or before December 31,
into the Area of Impact such as 1996
those for Kuna, Kuna Treatment
Plant, Meridian Heights Water and
Sewer District, South Meridian
Planning.
Committee Records Agendas and meeting minutes for Semipermanent Destroy records dated on
special groups convened by Public or before December 31,
Works such as City Services Focus 2016
Group, Construction Best
Management Practices Sub-
Committee, Energy.
Emergency Master Emergency plan records for City Semipermanent Destroy records dated on
Plans Hall, Emergency Management, and or before December 31,
Continuity of Operations. 2011
Events, Public Records related to planning Public Semipermanent Destroy records dated on
Works Works internal and external events. or before December 31,
2016
Rate/Fee Records Records related to establishing Semipermanent Destroy records dated on
utility rates and fees, including or before December 31,
calculations, research and 2001
recommendations.
Special Projects Documents related to special or one- Semipermanent Destroy records dated on
time projects to include,but not or before December 31,
limited to: Strategic Plans, Inventory 2011
Management, Project Information,
Rail with Trail, Subdivisions, and
Accreditation.
Surveys Public Works initiated internal and Semipermanent Destroy records dated on
external surveys and survey results. or before December 31,
2016
Capital Projects and Facilities
Engineering
Correspondence, Engineering transmittals (not Temporary Destroy records dated on
Engineering project-related), serviceability or before December 31,
letters, Letters of Interest. 2018
Fire Flow Requests Requests from customers for fire Semipermanent Destroy records dated on
flow and responses from or before December 31,
Engineering staff based on computer 1946
modeling.
Sewer Modeling Requests from customers to run Semipermanent Destroy records dated on
Requests sewer model for capacity and sizing or before December 319
and response from Engineering staff 1946
based on computer modeling.
Environmental
Environmental Awards presented to citizens and Semipermanent Destroy records dated on
Awards Records businesses in recognition of or before December 31,
environmental contributions to the 2016
community. This includes but is not
limited to award nominations,
certificates, photographs, and lists of
recipients.
Pretreatment
Industrial Records related to the identification, Semipermanent Destroy records dated on
Pretreatment inspections sampling,permitting, or before December 31,
formalized agreements and/or 2016 if at the end of the
contracts between the City and IPDES permit cycle, or as
individual facilities within the requested by state or
business and industrial sectors that federal agencies
must comply with the federal
requirements of the Environmental
Protection Agency 40 CFR Part 403,
General Pretreatment regulations.
These records and supporting
documentation typically include:
Industrial waste questionnaires,
permit applications,permits and fact
sheets, inspection reports, Industrial
user reports, monitoring data
(including laboratory reports),
required plans (e.g., slug control,
sludge management, pollution
prevention) , enforcement activities,
and correspondence to and from the
Industrial User.
Permitted Facilities Records related to permitted Semipermanent Destroy records dated on
facilities, including zero discharge or before December 31,
permits 2011
Photos,Industrial Photos related to the identification, Semipermanent Destroy records dated on
Pretreatment inspections sampling,permitting, or before December 31,
formalized agreements and/or 2016 if at the end of the
contracts between the City and IPDES permit cycle, or as
individual facilities within the requested by state or
business and industrial sectors that federal agencies
must comply with the federal
requirements of the Environmental
Protection Agency 40 CFR Part 403,
General Pretreatment regulations.
Pretreatment Awards presented to businesses in Semipermanent Destroy records dated on
Awards Records recognition of Best Management or before December 31,
Practices (BMP) contributions to the 2016
Wastewater Resource Recovery
Facility. This includes but is not
limited to award nominations,
certificates, photographs, and lists of
recipients.
Wastewater
Air Permit All documents and reports related to Semipermanent Destroy records dated on
the Air Permit. Can include reports, or before December 31,
manuals, data, and calibration 2012 from the date of the
information. monitoring sample,
measurement, report or
application; or from end
of permit
Biosolids All documents and reports related to Semipermanent Destroy records dated on
biosolids production and disposal. or before December 31,
Can include Sewer Sludge 2012 until end of the
Application Site Logs and Sewage IPDES permit cycle, or
Sludge Management Plans. longer as requested by
state or federal agencies;
Destroy discharge
monitoring reports dated
on or before December
3191992 after permit
expiration
Confined Space A written authorization prepared Semipermanent Destroy records dated on
Entry Permit prior to employee entry into a Permit or before December 31,
Required Confined Space. The 2016 from date issued
Department's permit contains
specific entry space, purpose and
time conditions under which the
entrance will operate.
Discharge Records documenting effluent Semipermanent Destroy discharge
Monitoring Records quality discharged from the City monitoring reports dated
wastewater treatment facility. on or before December
Includes permit required supporting 31, 1993 after permit
documentation. expiration. Destroy all
other records dated on or
before December 31,
2012, until the end of the
IPDES permit cycle, or as
requested by state or
federal agencies
Equipment Records documenting the Semipermanent Destroy records dated on
Maintenance & maintenance and calibration of or before December 31,
Calibration Records equipment and instruments used to 2016 after equipment
undertake and monitor wastewater removed from service,
treatment operations. Useful to until the end of the IPDES
verify equipment reliability and for permit cycle, or as
reference by regulatory agencies. requested by state or
Information includes: date, type of federal agencies
equipment maintained or calibrated,
tests performed, repairs needed,
comments, and related information.
Idaho Pollutant Records documenting the Semipermanent Destroy records dated on
Discharge application for and issuance of a 40 CFR 122.41 or before December 31,
Elimination System permit to the City under the Idaho 2012, until the end of the
(IPDES) Records Pollutant Discharge Elimination IPDES permit cycle, or as
System(IPDES)program which requested by state or
allows discharge of specific federal agencies
pollutants under controlled
conditions. Records typically
include: applications, permits,
addenda, modifications, and related
supporting documentation.
Information includes: influent and
effluent limits, chemical analysis
records, water flow, test and
recording requirements, definitions
and acronyms, compliance
schedules, and related data.
Reclaimed Water Includes all records related to the Semipermanent Destroy records dated on
Records (REUSE) reclaimed water permit. Can include or before December 31,
permits, permit applications, 2012 beyond the period
manuals,plans, agreements, data of the permit, or as
and reports. requested by state or
federal agencies
Sewer Maintenance Records documenting the Semipermanent Destroy records dated on
and Repair Records maintenance and repair of City or before December 31,
sewers. May include summaries, 2019 requiring
reports, and similar records usually engineering stamps after
compiled from daily work records life of structure. Destroy
on a monthly or quarterly basis. records dated on or
before December 31, 2016
for other records or until
asset is removed from
service or the
administrative need ends
Sewer Smoke Test Records documenting smoke tests Semipermanent Destroy records dated on
Records undertaken to verify hookup to main or before December 31,
sewer lines, check condition of 2011
pipes, or determine effectiveness of
backflow prevention devices.
Information typically includes: maps
or diagrams of lines tested, location
of leaks detected, inspector's name,
pipe size, and related information.
Sewer Television/ Records from contractors Semipermanent Destroy records dated on
Videoscan documenting television inspections or before December 31,
Inspection Records used to locate problems and defects 2016
(External) in sewer lines. Often consists of,
inspections of newly constructed
lines.
Valve Maintenance Records documenting the location, Semipermanent Destroy records dated on
Records specifications, maintenance, and or before December 31,
repair of valves in the City sewer 2019 requiring
system. Includes lists, charts, engineering stamps, after
drawings, reports, logs, and related life of structure. Destroy
records, valve location, other records dated on or
identification number, run of pipe, before December 31, 2016
size, make, year installed, depth, or until asset is removed
turns to open and normal position, from service or the
narratives of valve maintenance and administrative need ends
repair, test run,personnel
completing work, dates, and related
information.
Wastewater Complaint letters, notes, or phone Semipermanent Destroy records dated on
Customer calls and in-person complaints from or before December 31,
Complaint Records customers or citizens 2012, until the end of the
IPDES permit cycle, or as
requested by state or
federal agencies
Wastewater Preventative maintenance schedules, Semipermanent Destroy records dated on
Preventative work orders or before December 31,
Maintenance Work 2012 or until the asset is
Plan Records removed from service or
until the period of
reclaimed water permit
plus two years, until the
end of the IPDES Permit
cycle, or as requested by
state or federal agencies
Water
Backflow Tests Backflow assemblies test report Temporary Destroy records dated on
or before December 31,
2018
Confined Space A written authorization prepared Semipermanent Destroy records dated on
Entry Permit prior to employee entry into a Permit or before December 31,
Required Confined Space. The 2016 from date issued
Department's permit contains
specific entry space, purpose and
time conditions under which the
entrance will operate.
Construction Bacteria sample results taken for Semipermanent Destroy records dated on
Samples water line/well construction or before December 31,
2016
Daily Chlorine Field notes from Chlorine residuals Temporary Destroy records dated on
Residuals taken from various sample ports in or before December 31,
the City waters stem 2018
Digline Marking Agreements between City and Semipermanent Destroy records dated on
Agreement Excavators for marking facility or before December 31,
2016
Fire Flow Reports Actual fire flow data taken from a Semipermanent Destroy records dated on
particular fire hydrant or before December 31,
1946
ISO Fire Hydrant Updates to our Insurance Evaluator Semipermanent Destroy records dated on
Reports notifying them of new hydrants to or before December 31,
Water System 2016
Leak Letters Letters that are mailed to customer Semipermanent Destroy records dated on
informing customer of a possible or before December 31,
leak are attached to the service order 2016
for leak check
Meter Warranty A report on meter warranty Semipermanent Destroy records dated on
Report or before December 31,
1996
Safety Inspections Inspections/Reports for Gas Semipermanent Destroy records dated on
Monitors, Crane, Fall Protection, or before December 31,
and Fire Inspection 1991
Service Orders Records including requests from Semipermanent Destroy records dated on
customer,Utility Billing, or Water or before December 31,
Division to perform work or get a 2016
read at an address as well as
historical logs showing service order
number
Spring flush notices Flush notices mailed to customers Semipermanent Destroy records dated on
(Mailers) for spring flush of water system/ or before December 31,
Maps 2016
Turbidity Reports Logs used for entering wasted water Semipermanent Destroy records dated on
flushed from the water system and or before December 31,
not sold. Flush locations are listed. 1996
Water Quality information,
including Nephelometer Turbidity
TU readings, are documented.
Water Meter Water meter reports including NC Semipermanent Destroy records dated on
Reports list,billing status report, autoread or before December 31,
master route report, billing pre-scan 2016
report, re-reads, and water meter
testing results, Sensus analytics, RNI
Reports
Water Quality Any mailed correspondence with Semipermanent Destroy records dated on
Correspondence labs, customers, regulators or before December 31,
concerning sampling 2006
Water Quality Records documenting water quality Semipermanent Destroy records dated on
Master Log calls from customers or before December 31,
1996
IDAHO STATUTE TITLE 50, CHAPTER 9, SECTION 50-907
TITLE 50
MUNICIPAL CORPORATIONS
CHAPTER 9
ORDINANCES -- CITY CODE—RECORDS
50-907. CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS.
(1) "Permanent records" shall consist of.
(a) Adopted meeting minutes of the city council and city boards and commissions;
(b) Ordinances and resolutions;
(c) Building plans and specifications for commercial projects and government buildings;
(d) Fiscal year-end financial reports;
(e) Records affecting the title to real property or liens thereon;
(f) Cemetery records of lot ownership, headstone inscriptions, interment, exhumation and
removal records, and cemetery maps, plot plans and surveys;
(g) Poll books, excluding optional duplicate poll books used to record that the elector has
voted, tally books, sample ballots, campaign finance reports, declarations of candidacy,
declarations of intent, and notices of election; and
(h) Other documents or records as may be deemed of permanent nature by the city council.
Permanent records shall be retained by the city in perpetuity, or may be transferred to the
Idaho state historical society's permanent records repository upon resolution of the city
council.
(2) "Semipermanent records" shall consist of:
(a) Claims, canceled checks, warrants, duplicate warrants, purchase orders, vouchers,
duplicate receipts,utility and other financial records;
(b) Contracts;
(c) Building applications for commercial projects and government buildings;
(d) License applications;
(e) Departmental reports;
(f) Bonds and coupons; and
(g) Other documents or records as may be deemed of semipermanent nature by the city
council.
Semipermanent records shall be kept for not less than five (5)years after the date of issuance
or completion of the matter contained within the record.
(3) "Temporary records" shall consist of.
(a) Building applications, plans, and specifications for noncommercial and nongovernment
projects after the structure or project receives final inspection and approval;
(b) Cash receipts subject to audit;
(c) Election ballots and duplicate poll books; and
(d) Other documents or records as may be deemed of temporary nature by the city council.
Temporary records shall be retained for not less than two (2) years, but in no event shall
financial records be destroyed until completion of the city's financial audit as provided in
section 67-450B, Idaho Code.
(4) "Historical records" shall consist of records which, due to age or cultural
significance, are themselves artifacts of historical value. Historical records have enduring
value based on the administrative, legal, fiscal, evidential or historical information they
contain. Historical records shall be retained by the city in perpetuity or may be transferred to
the Idaho state historical society's permanent records repository pursuant to subsections 8.
and 9. of section 67-4126, Idaho Code,upon resolution of the city council.
(5) Each city council shall adopt by resolution a records retention schedule, listing
the various types of city records and the retention period for each type of record.
(6) The city may reproduce, retain and manage records in a photographic, digital or
other nonpaper medium. The medium in which a document is retained shall accurately
reproduce the record in paper form during the period for which the document must be
retained and shall preclude unauthorized alteration of the document.
(a) If the medium chosen for retention is photographic, all film used must meet the quality
standards of the American national standards institute (ANSI).
(b) If the medium chosen for retention is digital, the medium must provide for reproduction
on paper at a resolution of at least two hundred (200) dots per inch.
(c) A record retained by the city in any form or medium permitted under this section shall
be deemed an original public record for all purposes. A reproduction or copy of such record,
certified by the city clerk, shall be deemed to be a transcript or certified copy of the original
and shall be admissible before any court or administrative hearing.
(d) Once a semipermanent or temporary record is retained in a nonpaper medium as
authorized by this section:
(i) The original paper document shall be considered a duplicate of the record, and may be
summarily disposed of or returned to the sender; and
(ii) The provisions of this section related to retention and destruction of semipermanent and
temporary records shall apply only to the record retained in the nonpaper medium.
(e) Once a permanent record is retained in a nonpaper medium as authorized by this section:
(i) The original paper document shall be considered a copy of the record and may be
destroyed after compliance with the provisions of this subparagraph. Prior to destruction of
original paper documents, the city clerk shall provide written notice, either by electronic or
physical delivery, including a detailed list of the documents proposed for destruction to the
Idaho state historical society. The Idaho state historical society shall have thirty (30) days
after receipt of the notice to review the list and respond in writing, either by electronic or
physical delivery, to the city clerk identifying any documents that will be requested to be
transferred from the city to the historical society for retention in the permanent records
repository. Any documents that will not be transferred for retention in the permanent records
repository may be destroyed. If the city clerk receives no written response within thirty(30)
days after the notice was received by the historical society, then the records proposed for
destruction may be destroyed.
(ii) The provisions of this section related to retention of permanent records shall only apply
to the record retained in the nonpaper medium.
(f) Even if a historic record is retained in a nonpaper medium as authorized by this section,
the original paper record shall also be retained by the city in perpetuity, or it may be
transferred to the Idaho state historical society's permanent records repository upon
resolution of the city council.
(g) Whenever any record is retained in a nonpaper medium, the city clerk shall maintain,
throughout the scheduled retention period for such record, suitable equipment for displaying
such record at not less than original size and for making copies of the record.
(h) Whenever any record is retained in a nonpaper medium, it shall be made in duplicate
and the custodian thereof shall place one (1) copy in a fire-resistant vault or off-site storage
facility, and he shall retain the other copy in his office with suitable equipment for displaying
such record at not less than original size and for making copies of the record.
(7) Destruction or transfer of records:
(a) Permanent records shall not be destroyed, except for paper originals of permanent
records retained in a nonpaper medium as provided in subsection (6)(e) of this section.
Permanent records may be transferred to the Idaho state historical society's permanent
records repository upon resolution of the city council.
(b) Semipermanent records maybe destroyed only by resolution of the city council and upon
the advice of the city attorney, except for paper originals of semipermanent records retained
in a nonpaper medium as provided in subsection(6)(d)of this section. Such disposition shall
be under the direction and supervision of the city clerk. The resolution ordering destruction
shall list in detail records to be destroyed.
(c) Temporary records may be destroyed only by resolution of the city council and upon the
advice of the city attorney, except for paper originals of temporary records retained in a
nonpaper medium as provided in subsection(6)(d) of this section. Such disposition shall be
under the direction and supervision of the city clerk. The resolution ordering destruction shall
list in detail records to be destroyed.
(d) Historical records may not be destroyed but may be transferred to the Idaho state
historical society's permanent records repository upon resolution of the city council.
History:
[50-907, added 2005, ch. 41, sec. 2, p. 164; am. 2016, ch. 226, sec. 1,p. 621.]