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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 11 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. 21 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. 3 1 P a g e 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 4 1 P a g e -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 51 ' age 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 6 1 P a g e 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. 7 1 P a g e 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, 8 1 P a g e 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, 9 � 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. 11 � 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. 121Page 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 131Page 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 141 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 151Page 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 42 1 Page