23-2381 City Code Records Destruction CITY OF MERIDIAN RESOLUTION NO.23-2381
BY THE CITY COUNCIL: BORTON, CAVENER,HOAGLUN,
OVERTON,PERRAULT, STRADER
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDIAN DIRECTING THE
CITY CLERK TO DESTROY AND/OR SUPERVISE THE DESTRUCTION OF CERTAIN SEMI-
PERMANENT AND TEMPORARY RECORDS;AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Council has the authority pursuant to Idaho Code section 50-907(7) to, by
resolution,direct that the City Clerk destroy semi-permanent and temporary records,upon the advice of the
City Attorney; 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 City Council finds that it is in the best interest of the City of Meridian to destroy
all semi-permanent and temporary records as set forth in Exhibit A hereto;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
MERIDIAN,IDAHO:
Section 1. That the City Clerk is hereby directed to destroy and/or supervise the destruction of
the semi-permanent and temporary records of the City of Meridian as set forth in Exhibit A hereto.
Section 2. 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 4th day of April,2023.
APPROVED by the Mayor of the City of Meridian,Idaho,this 4th day of April,2023.
APPROVED:
Robert E. Simison, Mayor
ATTEST:
By:
Chris Johnson, City Clerk
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION PAGE I OF I
CITY ATTORNEYS 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, 2017 after receipt of
to determine if the individual owes Trustee Final Report or
money to the city and to file notice an Order Dismissing the
or claim with the court. Case. (See Civil Case
Information may include: debtor's Files for litigated claims
name, utility accounts information, and adversary actions)
prepared repayment plan and
related documentation.
Civil Case Files Pending and closed cases filed by Semipermanent Destroy Records dated
and against the city, including all IC§5 0-90 7(2)(g) on or before December
pre-litigation, litigation, appellate 31, 2012
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 Destroy Records dated
Reports attorney for the mayor and city IC§5 0-90 7(2)(e) on or before December
council. 31, 2017
Land Use Appeals Appeals of land use decisions, Semipermanent Destroy Records dated
including staff reports, pleadings, IC§5 0-90 7(2)(g) on or before December
briefs, and related records. 31, 2012 (10 years after
date of last action
Legal Opinions, Formal and informal opinions and Semipermanent Destroy Records dated
Memoranda memoranda rendered by the city IC§5 0-90 7(2)(g) on or before December
attorney for the mayor, city council, 31, 2012
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§5 0-90 7(2)(g) on or before December
Records confidential or privileged matters 31, 1947
including personnel investigations,
settlements related to personnel
matters.
Settlement Settlement agreements and related Semipermanent Destroy Records dated
Records documentation from civil cases, IC§5 0-90 7(2)(g) on or before December
claims, mediation, and arbitration. 31, 1947
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RECORD DESCRIPTION CATEGORY YEARS
Risk Management
Claim Files Claims for damages filed by and Semipermanent Destroy Records dated
against the city, including claims IC§5 0-9 0 7(2)(a,g) on or before December
caused by city 31, 2012, provided there
employees/equipment, including is no litigation. (See
Property Damage Records, Civil Case Files for
Liability Claims Records, Public litigated claims)
Injury Reports, and related
correspondence.
Insurance Policy Records documenting the terms Semipermanent Destroy Records dated
Records and conditions of city insurance IC§5 0-9 0 7(2)(g) on or before December
policies covering liability, 31, 2017
property, motor vehicle, etc.
Records usually include: policies,
endorsements, rate change notices,
agent of record, and related
documents.
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CITY CLERK'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative Records
Correspondence Records created or received in the course Semipermanent Destroy Records
f administering city policies, procedures dated on or before
r programs, but these records do not December 31, 2017
rovide insight into significant policy,
procedure or program discussions or
ecisions.
Operational Records
City Council and Audio and video recordings of City Semipermanent Destroy Records
Planning and Council, Commission and Committee dated on or before
Zoning Meeting Meetings. December 31, 2017
Agenda, Minutes
and Minute Books
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, 2012
Party services or property, letters of credit, (after completion)
warranty surety agreements which have
been approved at a City Council meeting,
approved by the Mayor, or have been
recorded with Ada County.
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, 2017
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, 2017
*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 I DESCRIPTION I CATEGORY RETENTION PERIOD
Administrative-All Divisions: (Community Development (CD) Departmental/Operational, Building
Services, Land Development, Planning, Community Development Block Grant (CDBG) and
Current/Long Range Plannin
Committee/Ad-Hoc Agendas and meeting minutes/notes for Temporary Destroy Records
Team Records special groups convened by dated on or before
Community Development for specific December 31, 2020
purposes such as understanding
operational gaps, Code issues, and
process delays.
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, 2017
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 Temporary Destroy Records
Guidelines, Policies, received in the course of administering dated on or before
Procedures, Processes departmental policies,procedures, or December 31, 2020
and Reports programs, but these records do not (after administrative
provide insight into significant policy, need ends)
procedure,program, discussions, or
decisions. Including, but not limited to:
citizen response letters.
Zoning Verification Documents, including, but not limited Semipermanent Destroy Records
Letter to: written requests for zoning analysis dated on or before
of a specific parcel/property and the December 31, 2012
responsive departmental opinion.
-Building Division -Commercial and Government Buildings
All building records All records regarding commercial and Semipermanent Destroy Records
regarding government buildings dated before dated on or before
commercial and January 2012. December 31, 2017
government
buildings dated
before January 2012
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-Building Division -Non-Commercial and Non-Government Buildin s Residential
All building records All records regarding non-commercial Semipermanent Destroy Records
regarding non- and non-government buildings dated dated on or before
commercial and before January 2012. December 31, 2017
non-government
buildings dated
before January 2012
-Planning Division-Administrative Applications
Sign: Planned Sign Documents, including, but not limited Semipermanent Destroy Records
Program (No longer to approved application, and sign dated on or before
issuing,but still have requirements for a specific project. December 31, 2017
existing records) (after revocation from
property owner
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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, 2017
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.
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, 2017
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, 2017
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, 2017
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, 2012
for, received, awarded or administered if 10 years from final
by the city. Records include: grant close-out
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
IC�50- December 31, 2017
907(2)(g) (if lien released)
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, 2017
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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, 2017
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, 2012
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, 2017
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, 2017
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, 2012
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, 2017
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, 2017
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, 2012
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, 2017
made by the city, including the Local
Government Investment Pool.
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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, 2012
payments, vendor purchase orders,
budget transactions, cash receipts, and
general ledger.
Bond Records Monthly bond statements, payments of Semipermanent Destroy Records
bonds dated on or before
December 31, 2017
(after final payment
of bond
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, 2012
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, 2012
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, 2017
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, 2012
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, 2017
bank deposits, insurance applications, (after employee
enrollment cards, deduction separation)
authorizations, approval notices,
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deduction terminations, and related
records.
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, 2017
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 5 years after
Record orders to withhold wages from employee IC§50- termination (after
earnings for garnishments, tax levies, 907(2)(a) termination)
support payments, and other reasons.
Usually includes original writs of
garnishment, orders to withhold, federal
or state tax levies, recapitulations of
amounts withheld, and related records.
Information usually includes: employee
name and social security number, name
of agency ordering garnishment,
amount, name of party to whom
payment is submitted, dates, and related
data.
Registers 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, 2017
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, 2017
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, 2017
income taxes and social security tax,
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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 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, 2017
includes: employee name and address, (after employee
social security number, designation of separates)
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, 2017
etc.
Unemployment Records documenting employee Semipermanent 5 years
Reports earnings on a quarterly basis. Used to IC§50-
document costs and charges in the event 907(2)(a)
of an unemployment compensation
claim. Information includes: employee
name and social security number,
quarterly earnings.
Purchasing
Contracts Agreements with vendors and other Semipermanent 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, 2017
for the acquisition or sale of equipment, (after substantial
supplies, services or property, also completion)
includes insurance certificates, payment
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, 2017
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, 2012
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, 2012
procurement of design professionals. (after date of award)
Records include: published notices and
solicitations, specifications, bids,
101Page
requests for qualifications, statements of
qualifications, etc.
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, 2017
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, 2017
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, 2017
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, 2017
(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, 2017
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.
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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, 2017
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, 2017
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, 2017
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, 2017
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, 2017
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, 2017
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.
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FIRE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Car Seat Car seat inspection forms. Semipermanent Destroy Records
Inspections dated on or before
December 31, 2012
Correspondence General administrative correspondence, Semipermanent Destroy Records
including records created or received in the dated on or before
course of administering city December 31, 2017
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, 2017
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.
Inspection Documents relating to fire code inspections Semipermanent Destroy Records
records performed by the department, including dated on or before
inspections of home daycares and foster care December 31, 2002
homes, commercial buildings, and
subdivisions. May include reports, notices,
citations, occupancy and pre-fire planning
records, floor plans, sketches, reports, lists,
Tier II re orts, and related documents.
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, 2019
No Longer in constructed). (from date of last
Existence (never inspection)
constructed
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Meeting Final, approved Officer and Command Staff Semipermanent Destroy Records
Minutes meeting minutes. dated on or before
December 31, 2017
Narcotics Narcotic inventory and usage-hard copy, Temporary Destroy Records
Inventory & narcotics distributed to the engine companies. dated on or before
Usage December 31, 2019
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, 2017
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, 2020
after last action
Ride-Along Signed waivers for persons requesting a ride- Temporary Destroy Records
Forms along with the department. Ride Along dated on or before
tracking records. December 31, 2020
Structure Burn Records related to structure burns. Semipermanent Destroy Records
Training dated on or before
Records December 31, 2012
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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§5 0-90 7(2)(g); dated on or before
Employment Employment Opportunity Act of 1972 and 29 CFR December 31, 2017
Opportunity the Americans with Disabilities Act. 1602,1602.14, (from date of
Commission Records include: plans, policy statements, 1620.32 request or personnel
Reports reports, investigations, case files and related action whichever is
information. Also includes EEO-4 reports later)
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 Destroy Records
Continuation spouses and dependents informing them of IC§5 0-90 7(2)(g); dated on or before
their rights to continue insurance coverage 29 CFR 1627.3 December 31,
after termination or disability or family 2017: 7 years after
leave and whether coverage was elected or employee
rejected. Continuation may be under separation,
COBRA or another provision. Notice is also expiration of
sent to a third party administrator who eligibility, or
administers the extended coverage. Records completion of
may be filed with the Employee Benefits litigation, whichever
Records or Employee Personnel Records. is longest
Budget Prep Working documents utilized to build base Semipermanent Destroy Records
Records budgets and establish yearly budgets; dated on or before
worksheets, enhancements, amendments, December 31, 2012
etc.
Collective Records documenting negotiations between Temporary Destroy Records
Bargaining the city and employee representatives, IC§5 0-90 7(3)(d); dated on or before
including contracts, reports, negotiation 29 CFR 516.5 December 31, 2019
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, 2015
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, 2017
Department HR guidelines, including but not limited to, Semipermanent Destroy Records
Guidelines, Salary Administration Guidelines. dated on or before
Policies, December 31,
Procedures, 2012: from date
guideline in its
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Processes, and entirety, or any part
Reports thereof, is officially
replaced, updated
City Standard Operating Policy/Procedure Semipermanent Destroy Records
Manual. dated on or before
December 31,
2002: 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,
2017: 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, 2012
reports, etc.).
HR reports regarding department Semipermanent Destroy Records
performance or other management dated on or before
presentations. Includes reports documenting December 31, 2012
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,
plans, deferred compensation plans, and CFR 1627.3; 29 2015: after
other benefit information. Records may CFR 1602.31; employee
include but are not limited to: plan selection IDAPA separation,
and application forms, enrollment records, 09.01.35.081 expiration of
contribution and deduction summaries, eligibility, or
personal data records, authorizations, completion of
beneficiary information, notices of litigation, whichever
disability payment made, and related is 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,
separate location from employee personnel CFR 1602.31; 29 1947: after
records as required by the Americans with CFR 1910.1020 employee
Disabilities Act. Records may include, but separation,
are not limited to: medical exam records expiration of
161 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
(pre-employment, pre-assignment, periodic eligibility, or
or episodic), X-rays, and records of completion of
significant health or disability limitations. litigation, 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 2015: 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, whichever
recognition, letters of recommendation, is longest
investigation information, disciplinary
action, notices of layoff, letters of Retirees
resignation, home address and telephone,
emergency notification forms, oaths of Destroy Records
office, grievance and complaint records, and dated on or before
relate correspondence and documentation. December 31,
(See also Employee Benefits Records, 2002: after
Employee Medical Records, Recruitment employee
and Selection Records, and Volunteer separation,
Records). expiration of
eligibility, or
Notes: completion of
litigation, whichever
(1) Meridian Police Department employee is longest
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
17 Page
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§50-907(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, 2019
Applicants Information includes: employee information 1324a(b)(3) or 2021: 3 years
and verification data such as citizenship or (Immigration after date of hire or
alien status and signature, employer review Reform and 1 year after
and verification data such as documents, Control Act) employment is
which establish identity and eligibility, and terminated,
employer's signature certifying that whichever is later
documents were checked. This category
includes forms completed for all new hires,
as superseded or previous forms completed
on rehires.
Hazard Exposure Emergency response employees exhibiting Semipermanent Destroy Records
Records signs or symptoms possibly resulting from IC§5 0-90 7(2)(g); dated on or before
exposure to hazardous substances are 29 CFR 1910.1020 December 31,
required to be provided medical 2019: 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, whichever
substance exposure; description of is longest
employee's duties as they relate to
exposure; the employee's exposure levels or
anticipated exposure levels; description of
protective equipment used; and information
from previous medical examinations of the
employee which is not readily available to
h sician and other information.
Insurance Records documenting plan descriptions and Semipermanent Destroy Records
Policies/Plans: summaries of city insurance policies and dated on or before
Employee Group plans covering employee group health and December 31, 2012
Health and Life life benefits, including annual certification
Benefits records.
Kinds and Levels Records documenting the description, Temporary Destroy Records
Chart classification and compensation of city jobs IC§50-907(3)(d); dated on or before
and positions. Usually includes details of December 31, 2019
181 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
duties and responsibilities of each position 29 CFR Part 1602
time percentage breakdowns of tasks, skills and 29 CFR
and abilities needed for each position, and 1627.3
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§5 0-9 0 7(3)(d) dated on or before
medical leave, long term leave and other December 31, 2019
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§5 0-90 7(2)(g); dated on or before
decrease, change of address, or change of 29 CFR Part 1602 December 31,
supervisor. and 29 CFR 2015: after
1627.3 employee
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§5 0-90 7(3)(d); dated on or before
and positions. Usually includes details of 29 CFR Part 1602 December 31, 2019
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, 2017
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, 2020
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, a licant background investigation
191Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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 2020: 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, 2020
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§5 0-90 7(3)(d); dated on or before
for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2020
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, 2020
201Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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
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, 2012
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, 2012
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, 2017
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 Destroy Records
Records presentation by HR employees at dated on or before
conventions, conferences, seminars, December 31, 2017
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§5 0-9 0 7(3)(d) dated on or before
Claims compensation. Usually includes: claims, December 31, 2019
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, 2017
• Wellness Committee Meeting Semipermanent Destroy Records
Agendas and Minutes dated on or before
December 31, 2015
• Wellness Day Off—Incentive Semipermanent Destroy Records
Verification Forms for Day Off dated on or before
Requests December 31, 1947
211 Page
RECORD DESCRIPTION CATEGORY 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 1992: 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.
221Page
INFORMATION TECHNOLOGY(I.T.)DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Administrative
Correspondence dZinisterning
rds created or received in the course of Semipermanent Destroy Records
city policies, procedures or dated on or before
programs, but these records do not provide December 31, 2017
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. IC§5 0-90 7(2)(g) dated on or before
other December 31, 2012
Department Policies, reports, and documents regarding Semipermanent Destroy Records
Policies and internal department operations and IC§50-907(2)€ dated on or before
Reports procedures, e.g. computer usage policy, (dept. report) December 31, 2017
password policy, service level goals,
training materials, evaluations of materials.
Outlook E-mail All e-mail messages, sent or received by Semipermanent Destroy Records
Messages—City City staff using City's e-mail system. (E- IC§5 0-90 7(2)(g) dated on or before
Staff mail messages may be preserved elsewhere (other) December 31, 2017
in digital or paper format for longer periods
of time as the subject matter of such
messages may require.)
23 Page
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, 2017
not provide insight into significant
policy/program discussions or
decisions.
May include citizen response letters,
letters to homeowner associations and
businesses.
Economic Development - Community Development Block Grant CDBG
Sub Recipient Documents, including, but not limited Semipermanent Destroy Records
Agreements and to agreements, Consolidated Annual dated on or before
Supporting Performance Evaluation Report December 31, 2017:
Documents (CAPER), sub-recipient agreements, from the completion
environmental review records, PSAs of a program year's
(and corresponding products), sub- HUD approved
recipient reporting documents CAPER
(activity reports, draw requests, labor
files), etc.
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, 2017
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, 2017
including applications for scholarships,
Promise partners, Mayor's Youth
Advisory Council, volunteer positions,
City commissions, and City committees
or task forces.
Mayoral Mayoral memos regarding Semipermanent Destroy Records
Memorandums proclamations, meetings, or events. dated on or before
December 31, 2017
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, 2012
announcement.
241Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Proclamations Proclamations issued by the Mayor not Semipermanent Destroy Records
read at City Council meetings. dated on or before
December 31, 2017
Publications Informational or promotional Semipermanent Destroy Records
publications of the Mayor's office, dated on or before
including newsletters, flyers, marketing December 31, 2017
materials, brochures,program materials.
Public Addresses Published records relating addresses, Semipermanent Destroy Records
speeches or podcasts. May include dated on or before
script, video, PowerPoint,program, December 31, 2017
agenda,photos.
Special Projects Documents related to special or one- Semipermanent Destroy Records
time projects. dated on or before
December 31, 2012
251Page
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, 2012
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, 2012
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, 2017
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, 2017
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, 2020
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, 2020
registering for a recreation class,
team, or event and other required
documentation, such as proof of
insurance.
Collected Certificates of Liability Temporary
Insurance from individuals or
vendors.
26
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, 2020
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, 2020
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, 2020
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, 2020
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, 2020
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, 2020
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, 2012
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, 2020
271Page
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
employees, including: type of activity, Idaho Code§ December 31, 2017
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 Destroy Records
records seizure process and obtaining approval dated on or before
9
through the courts. 0§SO-7(2)(a) December 31, 2017
Code enforcement Records created by code enforcement Semipermanent Destroy Records
records" officers to document a violation or dated on or before
investigation into a suspected Idaho Code§ December 31, 2017
violation of city ordinance that does 50-907(2)(g)
not become a crime report(DR).
Crime analysis Records documenting police efforts to Semipermanent Destroy Records
statistics anticipate,prevent, or monitor dated on or before
criminal activity. May include IC SO- December 31, 2017
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, Semipermanent Prosecuted cases:
(DRs) for Suicides, unattended death and/or criminal
Unattended Deaths, offense and actions taken, including IC§50- Destroy Records
and Major Crimes charges or arrests. Record typically 907(2)(e) dated on or before
includes location of occurrence, date December 31, 1922
involuntary
and time, handling officer, involved
nvoluntary parties (suspects, victims, witnesses, 100 years after final
manslaughter, disposition
reporting parties, etc.) and their
rape, sexual abuse personal information, summary of
of a child, events and supportive documents (e.g.,
terrorism) probable cause statements, witness Non-prosecuted cases:
statements, runaway forms, release of
custody forms (juveniles), documents last
years after date of
provided by citizens and victims, last investigative
citations,property invoices, release of action
property forms, etc.). May include
polygraph records (e.g., re-
281 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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§50- 5 years after final
includes location of occurrence, date 907(2)(g) disposition
and time, handling officer, involved Destroy Records
parties (suspects, victims, witnesses, dated on or before
reporting parties, etc.) and their
personal information, summary of December 31, 2017
events and supportive documents (e.g.,
probable cause statements, witness
statements, tow slips, administrative Non-prosecuted cases:
license suspension forms, intoxilyzer 5 years after date of
slips,field sobriety tests forms, last investigative
runaway forms, release of custody action
forms (juveniles), documents
provided by citizens and victims, Destroy Records
citations,property invoices, release of dated on or before
property forms, Leads Online December 31, 2017
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
29 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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§50- 100 years after final
created by a law enforcement officer 907(2)(g) disposition
in the course of an investigation or Destroy Records
response and attached to a crime
dated on or before
report for murder, involuntary
December 31, 1922
manslaughter, rape, sexual abuse of a
child, or terrorism. Non-prosecuted cases:
100 years after date of
last investigative
action
Destroy Records
dated on or before
December 31, 1922
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 Destroy Records
investigation or response and attached
dated on or before
to a crime report for a crime other than
December 31, 2017
murder, involuntary manslaughter,
rape, sexual abuse of a child, or Non-prosecuted cases:
terrorism. 5 years after date of
last investigative
action
Destroy Records
dated on or before
December 31, 2017
301Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Digital media— Digital media related to an officer Temporary Destroy Records
Type 5* complaint. Includes video, audio, or dated on or before
other digital content created by a law IC§50- December 31, 2020
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 IC 50- December 31, 2017
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 Destroy Records
documents for grants to support law dated on or before
enforcement initiatives and Idaho Code § December 31, 2012
programming (e.g., crime prevention, 50-907(2)(g)
substance abuse programs, criminal
justice, SWAT).
Health & Welfare Referrals of suspected child abuse, Semipermanent Destroy Records
Referrals adult abuse and daycare complaints. dated on or before
IC§50- December 31, 2012
APS & Daycare 907(2)(g
complaints
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 Destroy Records
written statements, narratives, dated on or before
analysis),polygraph records (pre- December 31, 1947
examination records, questions,
statements of consent, analysis
reports, results charts, conclusions,
interviewee statements, related
information), and recommended
disciplinary actions, if any.
311 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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 90§50- issued
records verification testing. May include 7(3)(d) and
suspect name, date, time, results, IDAPA Destroy Records
operator name, calibration check 11.03.01.013.06 dated on or before
results, simulated temperature in December 31, 2019
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, 1922
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.
Radar equipment, Records documenting the calibration Temporary 3 years after
certifications, and and maintenance of radar equipment equipment retirement
907(3)(
maintenance that may be useful in documenting the 90�50-
records accuracy of the readings. Often d) Destroy Records
includes original factory certification dated on or before
of calibration. Information relating to December 31, 2019
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§50- use
contractors, or other presenters. May 907(2)(g)
include course descriptions, instructor Destroy Records
certifications, instructional materials, dated on or before
course outlines and handouts, and December 31, 2017
attendance records.
Victim Witness Notations and documents Semipermanent 20 years after
System documenting contact with victims and investigation closure
witnesses. 90§50- or disposition of case,
7(2)(� whichever is later
321Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Destroy Records
dated on or before
December 31, 2002
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 IC SO- December 31, 2017
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.
331Page
PUBLIC WORKS DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All Department Records
Alarm Monitoring/ Reports of monitoring fire alarms, Semiperman Destroy Records dated on
Test Results security alarms and sprinkler tests for ent or before December 31,
Reports all relevant City-owned facilities 2017
including annual fire alarm testing,
annual backflow testing, quarterly
sprinkler testing in Sapphire
suppression system, monthly fire pump
runs, and monthly check on fire
extinguishers and Sapphire.
Budget Preparation Work documents utilized to build base Semiperman Destroy Records dated on
Records budgets and establish yearly budgets, ent or before December 31,
including vehicle replacement 2002
worksheets, enhancements,
amendments and carry forward
support.
Confined Space A written authorization prepared prior Semiperman Destroy Records dated on
Entry Permit to employee entry into a Permit ent or before December 31,
Required Confined Space. The 2017
Department's permit contains specific
entry space,purpose and time
conditions under which the entrance
will operate.
Correspondence, Correspondence created or received in Semiperman Destroy Records dated on
Administrative the course of administering City ent or before December 31,
policies,procedures, or programs. 2017
Departmental Department reports,performance Semiperman Destroy Records dated on
Reports management presentations. ent or before December 31,
2012
Engineering Capital Engineering Capital & Enhancement Semiperman Destroy Records dated on
and Enhancement Plan(ECEP)—5-year Capital ent or before December 31,
Plan (ECEP) Improvement Plan Reports. 2012
Reports
Meeting Minutes Internal meeting agendas, minutes, Semiperman Destroy Records dated on
sign-in sheets ent or before December 31,
2017
Photos, Building Photos relating to repair and Semiperman Keep records requiring
Maintenance replacement of City-owned equipment, ent engineering stamps 2 years
material, and facilities.
341Page
afterlife of structure. Keep
all other records 10 years.
Destroy Records dated on
or before December 31,
2012
Presentations Departmental presentations. Semiperman Destroy Records dated on
ent or before December 31,
2012
Safety Audits Health and Safety audits. Temporary Destroy Records dated on
or before December 31,
2019
Safety/Health and Safety and health documents including Semiperman Destroy Records dated on
Testing but not limited to training, auditory ent or before December 31,
testing records, respirator fit test 1947
information.
Safety Meeting Topics covered and sign-up sheet for Semiperman Destroy Records dated on
Agenda/Signup employees who attended the meetings. ent or before December 31,
Sheets 2017
Training and Travel Records documenting attendance and Semiperman Destroy Records dated on
presentation by City employees at ent or before December 31,
conventions, conferences, seminars, 2017
workshops, and similar training events.
Includes training requests, travel
requests, training and Continuing
Education Unit(CEU) tracking reports,
and related correspondence.
Administration
Area of Impact Records related to analysis of Semiperman Destroy Records dated on
Records expansion of Public Works services ent or before December 31,
into the Area of Impact such as those 1947
for Kuna, Kuna Treatment Plant,
Meridian Heights Water and Sewer
District, South Meridian Planning.
Committee Records Agendas and meeting minutes for Semiperman Destroy Records dated on
special groups convened by Public ent or before December 31,
Works such as City Services Focus 2017
Group, Construction Best Management
Practices Sub-Committee, Energy.
Emergency Master Emergency plan records for City Hall, Semiperman 10 years
Plans Emergency Management, and ent
Continuity of Operations.
351Page
Events, Public Records related to planning Public Semiperman Destroy Records dated on
Works Works internal and external events. ent or before December 31,
2012
Rate/Fee Records Records related to establishing utility Semiperman Destroy Records dated on
rates and fees, including calculations, ent or before December 31,
research and recommendations. 2002
Special Projects Documents related to special or one- Semiperman Destroy Records dated on
time projects to include, but not limited ent or before December 31,
to: Strategic Plans, Inventory 2012
Management, Project Information, Rail
with Trail, Subdivisions, and
Accreditation.
Surveys Public Works initiated internal and Semiperman Destroy Records dated on
external surveys and survey results. ent or before December 31,
2012
Capital Projects and Facilities
Engineering
Fire Flow Requests Requests from customers for fire flow Semiperman Destroy Records dated on
and responses from Engineering staff ent or before December 31,
based on computer modeling. 1947
Sewer Modeling Requests from customers to run sewer Semiperman Destroy Records dated on
Requests model for capacity and sizing and ent or before December 31,
response from Engineering staff based 1947
on computer modeling.
Environmental
Environmental Awards presented to citizens and Semiperman Destroy Records dated on
Awards Records businesses in recognition of ent or before December 31,
environmental contributions to the 2012
community. This includes but is not
limited to award nominations,
certificates,photographs, and lists of
recipients.
Pretreatment
361 Page
Industrial Records related to the identification, Semiperman Destroy Records dated on
Pretreatment inspections sampling, permitting, ent or before December 31,
formalized agreements and/or contracts 2017
between the City and individual
facilities within the business and
industrial sectors that 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 facilities, Semiperman Destroy Records dated on
including zero discharge permits ent or before December 31,
2012
Photos, Industrial Photos related to the identification, Semiperman Keep all records five years,
Pretreatment inspections sampling, permitting, ent until the end of the IPDES
formalized agreements and/or contracts permit cycle, or as
between the City and individual requested by state or
facilities within the business and federal agencies, whichever
industrial sectors that must comply is longer
with the federal requirements of the Destroy Records dated on
Environmental Protection Agency 40 or before December 31,
CFR Part 403, General Pretreatment 2017
regulations.
Pretreatment Awards presented to businesses in Semiperman Destroy Records dated on
Awards Records recognition of Best Management ent or before December 31,
Practices (BMP)contributions to the 2017
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 Semiperman 5 years from the date of the
the Air Permit. Can include reports, ent monitoring sample,
measurement, report or
371 Page
manuals, data, and calibration application; or from end of
information. permit
Destroy Records dated on
or before December 31,
2017
Biosolids All documents and reports related to Semiperman 5 years, until end of the
biosolids production and disposal. Can ent IPDES permit cycle, or
include Sewer Sludge Application Site longer as requested by state
Logs and Sewage Sludge Management or federal agencies;
Plans. Discharge monitoring
reports kept 20 years after
permit expiration
Destroy Records dated on
or before December 31,
2017
Discharge Records documenting effluent quality Semiperman Keep discharge monitoring
Monitoring Records discharged from the City wastewater ent reports 20 years after
treatment facility. Includes permit permit expiration. Keep all
required supporting documentation. other records 5 years, until
the end of the IPDES
permit cycle, or as
requested by state or
federal agencies, whichever
is longer
Destroy Records dated on
or before December 31,
2017
Equipment Records documenting the maintenance Semiperman Keep 5 years after
Maintenance & and calibration of equipment and ent equipment removed from
Calibration Records instruments used to undertake and service, until the end of the
monitor wastewater treatment IPDES permit cycle, or as
operations. Useful to verify equipment requested by state or
reliability and for reference by federal agencies, or the life
regulatory agencies. Information of City Database,
includes: date, type of equipment whichever is longer.
maintained or calibrated, tests
performed, repairs needed, comments, Destroy Records dated on
and related information. or before December 31,
2017
38
Idaho Pollutant Records documenting the application Semiperman Keep all records 5 years,
Discharge for and issuance of a permit to the City ent until the end of the IPDES
Elimination System under the Idaho Pollutant Discharge 40 CFR permit cycle, or as
(IPDES) Records Elimination System(IPDES)program 122.41 requested by state or
which allows discharge of specific federal agencies, whichever
pollutants under controlled conditions. is longer.
Records typically include: applications, Destroy Records dated on
permits, addenda, modifications, and or before December 31,
related supporting documentation. 2017
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 Semiperman Keep for two years beyond
Records (REUSE) reclaimed water permit. Can include ent the period of the permit, or
permits, permit applications, manuals, as requested by state or
plans, agreements, data and reports. federal agencies, whichever
is longer.
Destroy Records dated on
or before December 31,
2020
Sewer Maintenance Records documenting the maintenance Semiperman Keep records requiring
and Repair Records and repair of City sewers. May include ent engineering stamps two
summaries, reports, and similar records years after life of structure.
usually compiled from daily work Keep other records five
records on a monthly or quarterly basis. years or until asset is
removed from service or
the administrative need
ends.
Destroy Appropriate
Records
Sewer Smoke Test Records documenting smoke tests Semiperman Destroy Records dated on
Records undertaken to verify hookup to main ent or before December 31,
sewer lines, check condition of pipes, 2012
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.
39
Sewer Television/ Records from contractors documenting Semiperman Destroy Records dated on
Videoscan television inspections used to locate ent or before December 31,
Inspection Records problems and defects in sewer lines. 2017
(External) Often consists of, inspections of newly
constructed lines.
Valve Maintenance Records documenting the location, Semiperman Keep records requiring
Records specifications, maintenance, and repair ent engineering stamps two
of valves in the City sewer system. years after life of structure.
Includes lists, charts, drawings, reports, Keep other records five
logs, and related records, valve years or until asset is
location, identification number, run of removed from service or
pipe, size, make, year installed, depth, the administrative need
turns to open and normal position, ends.
narratives of valve maintenance and Destroy Records dated on
repair, test run, personnel completing or before December 31,
work, dates, and related information. 2020
Wastewater Complaint letters, notes, or phone calls Semiperman Keep all records five years,
Customer and in-person complaints from ent until the end of the IPDES
Complaint Records customers or citizens permit cycle, or as
requested by state or
federal agencies, whichever
is longer.
Destroy Records dated on
or before December 31,
2017
Wastewater Preventative maintenance schedules, Semiperman Keep records five years or
Preventative work orders ent 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.
Destroy Records dated on
or before December 31,
2017
Water
Backflow Tests Backflow assemblies test report Temporary Destroy Records dated on
or before December 31,
2019
40
Construction Bacteria sample results taken for water Semiperman Destroy Records dated on
Samples line/well construction ent or before December 31,
2017
Daily Chlorine Field notes from Chlorine residuals Temporary Destroy Records dated on
Residuals taken from various sample ports in the or before December 31,
City water system 2019
Digline Marking Agreements between City and Semiperman Destroy Records dated on
Agreement Excavators for marking facility ent or before December 31,
2017
Fire Flow Reports Actual fire flow data taken from a Semiperman Destroy Records dated on
particular fire hydrant ent or before December 31,
1947
ISO Fire Hydrant Updates to our Insurance Evaluator Semiperman Destroy Records dated on
Reports notifying them of new hydrants to ent or before December 31,
Water System 2017
Leak Letters Letters that are mailed to customer Semiperman Destroy Records dated on
informing customer of a possible leak ent or before December 31,
are attached to the service order for 2017
leak check
Meter Warranty A report on meter warranty Semiperman Destroy Records dated on
Report ent or before December 31,
1997
Safety Inspections Inspections/Reports for Gas Monitors, Semiperman Destroy Records dated on
Crane, Fall Protection, and Fire ent or before December 31,
Inspection 1992
Spring flush notices Flush notices mailed to customers for Semiperman Destroy Records dated on
(Mailers) spring flush of water system/Maps ent or before December 31,
2017
Turbidity Reports Logs used for entering wasted water Semiperman Destroy Records dated on
flushed from the water system and not ent or before December 31,
sold. Flush locations are listed. Water 1992
Quality information, including
Nephelometer Turbidity(NTU)
readings, are documented.
Water Meter Water meter reports including NC list, Semiperman Destroy Records dated on
Reports billing status report, autoread master ent or before December 31,
route report, billing pre-scan report, re- 2017
41 1 Page
reads, and water meter testing results,
Sensus analytics, RNI Reports
Water Quality Any mailed correspondence with labs, Semiperman Destroy Records dated on
Correspondence customers, regulators concerning ent or before December 31,
sampling 2007
Water Quality Records documenting water quality Semiperman Destroy Records dated on
Master Log calls from customers ent or before December 31,
1997
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