24-2447 Records Retention Destruction CITY OF MERIDIAN RESOLUTION NO. 22-2447
BY THE CITY COUNCIL: CAVENER,LITTLE ROBERTS,
OVERTON, STRADER, TAYLOR
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF THE CITY OF MERIDIAN
AUTHORIZING THE CITY CLERK TO DESTROY CERTAIN SEMI-PERMANENT AND
TEMPORARY RECORDS OF THE CITY OF MERIDIAN; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the Mayor and City Council have the authority pursuant to Idaho Code section 50-
907(7) to, by resolution, destroy semi-permanent and temporary records, upon the advice of the City
Attorney, and with such disposition to be under the direction and supervision of the City Clerk; and
WHEREAS, upon the advice of the City Attorney, the City Clerk has identified certain semi-
permanent and temporary records that may be destroyed pursuant to Idaho Code sections 50-907(2)and(3)
because the time period for retention of such records has expired; and
WHEREAS, the list of semi-permanent and temporary records ripe for destruction through
December 31,2023 are identified in Exhibit A, attached.
NOW THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY
OF MERIDIAN CITY,IDAHO:
Section 1. That the City Clerk is hereby authorized to direct and supervise the destruction of the
semi-permanent and temporary records of the City of Meridian identified in Exhibit A, attached.
Section 2. That the City Clerk is authorized to take all necessary steps to destroy the records as
provided by this Resolution.
Section 3. That this Resolution shall be in full force and effect immediately upon its adoption and
approval.
ADOPTED by the City Council of the City of Meridian, Idaho,this 16th day of April,2024.
APPROVED by the Mayor of the City of Meridian, Idaho,this 16th day of April, 2024.
APPROVED: ATTEST: (SEAL)
By: B
Mayor Robert E. Simison Chris Johnson, City Clerk
RESOLUTION AUTHORIZING CERTAIN RECORDS FOR DESTRUCTION
PAGE 1 OF 1
RECORDS RETENTION
SCHEDULE
UPDATED APRIL 10, 2024
RESOLUTION NO. 24-2447
RESOLUTION ADOPTING UPDATED RECORDS RETENTION SCHEDULE PAGE 1
TABLE OF CONTENTS
Introduction ............................................................................... Page 3
City Attorney's Office ................................................................... Page 5
City Clerk's Office ....................................................................... Page 7
Commissions, Committees, Boards ................................................... Page 7
Community Development ............................................................... Page 8
Finance Department ..................................................................... Page 9
Fire Department .......................................................................... Page 16
Human Resources Department ......................................................... Page 18
Information Technology Department ................................................. Page 26
Mayor's Office ........................................................................... Page 27
Parks and Recreation Department ...................................................... Page 29
Police Department ........................................................................ Page 35
Public Works Department ............................................................... Page 42
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INTRODUCTION
Management of public records is a vital function of every city, and understanding the basic
principles of records management is essential for every city official and staff member.
Under the Idaho Public Records Act, a public record is any recorded information that
relates to the business of city government. Public records can be on any medium—paper
documents, books, maps, pictures, audio/visual recordings, microfilm or microfiche, as
well as digital or electronic documents, including computer files and email.
Idaho Code section 50-907(5) requires every city in Idaho to adopt a records retention
schedule, listing the types of records retained by the city and the retention period for each
type of record. Records must be retained for the specified retention period, and may be
destroyed only pursuant to the direction of the City Clerk.
EMPLOYEES'ROLE IN RECORDS RETENTION
All City of Meridian employees and elected officials have responsibilities with regard to
City records. Employees, elected officials, and appointed officials must protect the records
in their custody; cooperate with the City Clerk to efficiently manage records and preserve
records of enduring value; and pass on to their successors records necessary for the
continuing conduct of City business.
Idaho Code section 50-908 outlines the role and responsibilities of the City Clerk as
municipal records manager. That law directs the City Clerk to: ensure the orderly and
efficient management, retention, and destruction of City records in compliance with state
and federal laws and City ordinances, resolutions and policies; identify and care for
historical records; and coordinate the transfer of historical and permanent records to the
Idaho State Historical Society("ISHS").
All City records are property of the City, and no City official, elected, appointed or staff,
may assert any personal or property right to such records. The unauthorized destruction or
removal of City records is prohibited.
CLASSIFICATION AND RETENTION OF MUNICIPAL RECORDS
Idaho Code sections 50-907(1—4) lists four categories for municipal records: permanent,
semipermanent, temporary, and historical. The provisions relating to these categories
enumerate specific record types that must be designated with the respective category and
retention period. The statute allows cities to designate additional records for each
classification as deemed appropriate by the City Council. Pursuant to its authority under
Idaho Constitution Art. XII, section 2, the City has created a"transitory" category, for
records of ephemeral or task-based utility.
Idaho Code section 50-907(7) addresses the destruction of records following the expiration
of their retention period. Permanent records may not be destroyed, but must be retained by
the City in perpetuity. If retained in digital form, prior to its destruction, the paper original
must be offered to ISHS for permanent retention,pursuant to the procedures established in
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Idaho Code sections 50-907(6) and(7). Historical records must be retained in perpetuity,
in their original form, or transferred to ISHS.
Semipermanent records must be retained for not less than five (5) years after the date of
issuance or completion of the matter contained within the record, and temporary records for
not less than two (2) years. After the expiration of the designated retention period for
semipermanent and temporary records, they may be destroyed only by resolution of the
City Council, upon advice of the City Attorney, and in coordination with the City Clerk,
according to the procedures established in Idaho Code section 50-907. Transitory records
may be destroyed upon expiration of the designated retention period according to the
procedure established by the custodial department.
DESTRUCTION OF RECORDS
The departments, the City Clerk, and the City Attorney's Office work together to
accomplish final disposition of records according to the process set forth in Idaho Code
section 50-907. The first step in the official record destruction process is that the City Clerk
obtains approval for the destruction of the records from the City Attorney's Office. The
City Attorney's Office prepares a resolution and submits it to City Council for approval to
destroy the records. Depending on the records to be destroyed, the City Clerk may be
required to notify the ISHS at least thirty(30) days prior to destruction. When all of the
steps are complete, the City Clerk notifies the department that it may destroy the
designated records. The department destroys the records within thirty(30) days of
notification and returns proof of destruction to the City Clerk.
EXCEPTIONS—RECORDS THAT CANNOT BE DESTROYED
The process for destruction of all nonpermanent records typically begins once the records
have reached their minimum retention period, but there are some important exceptions,
where circumstances dictate that records must be kept beyond their designated retention
period:
■ Records related to pending criminal or civil cases;
■ Records that are responsive to a pending public records request or subpoena; and
■ Records needed for any pending audit or investigation.
DIGITIZING AND DESTROYING PAPER RECORDS
A. Permanent Records. Pursuant to Idaho Code section 50-907(6)(e), where a department
retains a permanent record in paper form and wishes to retain it in digital form instead,
the department must follow this process:
1. The department scans or otherwise digitizes the paper records. The paper record is
now a copy. The department must keep the paper copies until Clerk notifies per
step 4(b), below (preferably storing the copy in a file folder or box labeled"Copies
of permanent records—to be destroyed").
2. The department makes a list of the paper copies to be destroyed, in the following
format:
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Record title from retention Record description from Year(s)of record whose
schedule retention schedule paper copy will be
destroyed
3. The department transmits the list to the City Clerk, on an annual basis, upon City
Clerk's request.
4. Annually, the City Clerk transmits the compiled list to ISHS.
a. If ISHS wants the paper copies: Clerk transmits list to City Attorney's Office,
City Attorney's Office prepares City Council resolution, City Council approves
transfer of copies to ISHS via resolution, City Clerk collects copies from the
department and transmits them to ISHS.
b. If ISHS does not want the paper copies: Clerk notifies the department that the
paper copies may be destroyed. The department destroys paper copies.
c. If 30 days go by with no response: Clerk notifies the department the paper
copies may be destroyed. Department destroys paper copies.
B. Semipermanent or Temporary Records. Pursuant to Idaho Code section 50-
907(6)(d), where a department retains a semipermanent or temporary record in paper
form and wishes to retain it in digital form instead, the department must follow this
process:
1. The department scans or otherwise digitizes the paper records. The paper record is
now a copy.
2. The department destroys the paper copy. The digital copy is now the record, and
must be retained for the retention period specified in the retention schedule.
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CITY ATTORNEY'S OFFICE
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Legal Department
Bankruptcy Records documenting notification Semipermanent Destroy records for
Notices and Case to the city that certain individuals IC§50-907(2)(a,g) which Trustee Final
Files have filed for bankruptcy, and used Report or an Order
to determine if the individual owes Dismissing the Case
money to the city and to file notice was entered on or
or claim with the court. before December 319
Information may include: debtor's 2018
name, utility accounts information,
prepared repayment plan and
related documentation.
Civil Case Files Records related to cases filed by Semipermanent Destroy records dated
and against the City, including IC§50-907(2)(g) on or before December
bankruptcy litigated claims and land 31, 2018
use judicial review/appeals .
Includes complaints, summons,
investigations, reports, attorney
notes, discovery-related records,
pleadings, affidavits, motions,
deposition transcripts, disposition,
orders and judgments, exhibits,
appeals, and related records.
Contracts Agreements with outside counsel, Semipermanent Destroy records dated
investigators, representatives, and IC§50-907(2)(b) on or before December
other parties approved by the City 31, 2018
Attorney.
Departmental Reports prepared by the city Semipermanent Destroy records dated
Reports attorney for the mayor and city IC§50-907(2)(e) on or before December
council. 31, 2018
Forms and Forms and agreements prepared by Semipermanent Destroy records dated
Agreements City Attorney's Office (e.g. consent IC§50-907(2)(g) on or before December
forms, acknowledgement forms, 31, 2018
waiver agreements, liability
agreements).
Legal Opinions, Formal and informal opinions and Semipermanent Destroy records dated
Memoranda memoranda rendered by the city IC§50-907(2)(g) on or before December
attorney for the mayor, city council, 31, 2018
or city departments, examining
legal questions relating to
state/federal law/rules or local
ordinances/policies.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Privileged Records held in confidence by the Semipermanent Destroy records related
Administrative City Attorney's Office regarding IC§50-907(2)(g) to employees separated
Records confidential or privileged matters on or before December
including personnel investigations, 31, 2018
settlements related to personnel
matters.
Settlement Settlement agreements and related Semipermanent Destroy records related
Records documentation from civil cases, IC§50-907(2)(g) to settlements in which
claims, mediation, and arbitration. all parties' obligations
are fulfilled on or
before December 31,
2018
Risk Management
Claim Files Claims for damages filed by and Semipermanent Destroy records of
against the city, including claims IC§50-907(2)(a,g) unlitigated claims dated
caused by City employees/ on or before December
equipment, including tort claims, 31, 2018 (See Civil Case
property damage records, and Files for litigated
related correspondence. claims)
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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
of administering city policies,procedures dated on or before
or programs,but these records do not December 31, 2018
provide insight into significant policy,
procedure or program discussions or
decisions.
Operational Records
Audio/Video Audio and video recordings of City Semipermanent Destroy records
Recordings Council, Commission and Committee dated on or before
Meetings. December 31, 2018
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, 2013
Party services or property, letters of credit,
warranty surety agreements which have
been approved at a City Council meeting,
approved by the Mayor, or have been
recorded with Ada County.
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, 2018
Public Records Written public records requests, city Temporary Destroy records in
Requests denials of public records requests, which last action
responses, etc. was taken
December 31,2022
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)(g) December 31, 2018
*Note: This schedule does not apply to City Council or Planning &Zoning Commission
records, which are addressed in Clerk's Office Records Retention Schedule.
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COMMUNITY DEVELOPMENT DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Administrative-All Divisions
Committee/Ad-Hoc Agendas and meeting minutes/notes for Temporary Destroy records
Team Records special groups convened by Community dated on or
Development for specific purposes such as before December
understanding operational gaps, Code 31, 2021
issues, and process delays.
Departmental records created or received in Temporary Destroy records
the course of administering departmental dated on or
policies, procedures, or programs, but these before December
records do not provide insight into 31, 2018
significant policy,procedure,program,
discussions, or decisions. Including,but not
limited to: citizen response letters.
Zoning Verification Documents, including, but not limited to: Semi- Destroy records
Letter written requests for zoning analysis of a permanent dated on or
specific parcel/property and the responsive before December
departmental opinion. 31, 2013
-Building Division-Commercial and Government Buildings
All building records All records regarding commercial and Semi- Destroy records
regarding commercial government buildings dated before January permanent dated on or
and government 2012. before December
buildings dated before 31, 2018
January 2012
-Planning Division-Administrative Applications
Sign: Planned Sign Documents, including, but not limited to Semi- Destroy records
Program (No longer approved application, and sign requirements permanent dated on or
issuing,but still have for a specific project. before December
existing records) 31, 2018
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FINANCE DEPARTMENT
RECORD DESCRIPTION I CATEGORY RETENTION PERIOD
Administrative—All(Administration,Arts & Culture, Billing, Budget, Controller, Purchasing)
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, 2018
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, 2018
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, 2018
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, 2018
Grant Records Records documenting the application, Semipermanent Destroy records of
evaluation, awarding, administration, IC§50- grants closed out on
reporting and status of grants applied 907(2)(g) or before December
for, received, awarded or administered 31, 2013
by the city. Records include:
applications and proposals, summaries,
objectives, activities,budgets, exhibits,
award notices,progress reports,
contracts, financial reports, and related
correspondence and documentation.
Liens Liens held by the city and any Semipermanent Destroy records
corresponding release of liens. Insert Code dated on or before
December 31, 2018
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, 2018
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, 2018
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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, 2013
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, 2018
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, 2018
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, 2013
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, 2018
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, 2018
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, 2013
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, 2018
made by the city, including the Local
Government Investment Pool.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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, 2013
payments, vendor purchase orders,
budget transactions, cash receipts, and
general ledger.
Bond Sales Monthly bond statements, payments of Semipermanent Destroy records of
bonds bonds paid in full
on or before
December 31, 2018
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, 2013
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, 2013
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, 2018
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, 2013
personnel management, and research and
general reference.
Deduction Records documenting employee Semipermanent Destroy records
Authorization authorization for voluntary payroll IC§50- related to employees
Records deductions. Records may include: direct 907(2)(a) separated on or
bank deposits, insurance applications, before December
enrollment cards, deduction 31, 2018
authorizations, approval notices,
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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, 2018
federal and state income taxes as well as
social security tax. Examples include:
the federal miscellaneous income
statement(1099), employers' quarterly
federal tax return(941, 941E), tax
deposit coupon(8109), and similar
federal and state completed forms.
Garnishment Records documenting requests and court Semipermanent Destroy records
Record orders to withhold wages from employee IC§50- related to employees
earnings for garnishments, tax levies, 907(2)(a) separated on or
support payments, and other reasons. before December
Usually includes original writs of 3192018
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, 2018
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- related to employees
taken by city employees. Information 907(2)(a) separated on or
usually includes: employee name and before December
employee number, hours worked, type 31, 2018
and number of leave hours taken, total
hours, dates and related data.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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, 2018
income taxes and social security tax,
also known as federal tax form W-2.
Information includes: city name and tax
identification number, employee name
and social security number, wages paid,
amounts withheld, and related data.
W4s Certificates documenting the exemption Semipermanent Destroy records
status of individual city employees, also IC§50- related to employees
known as W-4 forms. Information 907(2)(a) separated on or
includes: employee name and address, before December
social security number, designation of 31, 2018
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, 2018
etc.
Unemployment Records documenting employee Semipermanent Destroy records
Reports earnings on a quarterly basis. Used to IC§50- dated on or before
document costs and charges in the event 907(2)(a) December 31, 2018
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- related to contracts
on the Contract Management Database 907(2)(b) completed on or
for the acquisition or sale of equipment, before December
supplies, services or property, also 31, 2013
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, 2018
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, 2013
delivery location, date, quantity,
description,unit and total price, and
authorizing signatures.
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Purchasing Records documenting competitive Semipermanent Destroy records
Selection bidding and purchase of goods, services, IC§50- related to bids
and public works construction, and 907(2)(a) awarded on or
procurement of design professionals. before December
Records include: published notices and 3192013
solicitations, specifications, bids,
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, 2018
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, 2018
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, 2018
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, 2018
(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, 2018
found within the billing software.
Documents in file may include and are
not limited to: general letters,payment
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RECORD DESCRIPTION CATEGORY RETENTION PERIOD
arrangement forms, third party billing
docs, hard copies of customer history
reports, leak adjustment requests, letters
submitted to the City for customers.
Disconnect Notice Notice to City Council to verify that no Semipermanent 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 3192018
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, 2018
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, 2018
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, 2018
Information included: tenants name,
service address, mailing address and
phone 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, 2018
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, 2018
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.
151Page
FIRE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Car Seat Car seat inspection forms. Semipermanent Destroy records
Inspections dated on or before
December 31, 2013
General administrative correspondence, Semipermanent Destroy records
including records created or received in the dated on or before
course of administering city December 31, 2018
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 of
Vehicle Test, owned and serviced by the City documenting vehicles disposed on
Maintenance & maintenance and repairs of equipment, or before December
Repair Records vehicles and other assets with a useful life 31, 2018 (if no
generally more than five years. Includes the ongoing
following: fire hose records (such as test date, administrative need
date previously tested, apparatus number, for such records)
station number, hose diameter, conditions
found, service date, defects corrected, etc.),
annual ladder inspections and test results,
tests done on SCBA's (including flow
testing), etc. Vehicle maintenance records,
inspections, pump testing and repair records
of apparatus. Emergency medical equipment
maintenance records used to verify regular
maintenance of emergency medical
equipment such as copies of contracts,
maintenance schedules, test protocols,
equipment inventory,performance test
records, repair records, parts used and service
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, 2003
homes, commercial buildings, and
subdivisions. May include reports, notices,
citations, occupancy and pre-fire planning
records, floor plans, sketches, reports, lists,
Tier II reports, and related documents.
Buildings & Fire inspection records relating to buildings Temporary Destroy records of
Subdivisions— and subdivisions that have been demolished buildings and
Demolished or or are otherwise no longer in existence (never subdivisions last
No Longer in constructed). inspected on or
Existence (never before December 31,
constructed) 2020
161 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Meeting Final, approved Officer and Command Staff Semipermanent Destroy records
Minutes meeting minutes. dated on or before
December 31, 2018
Narcotics Narcotic inventory and usage- hard copy, Temporary Destroy records
Inventory& narcotics distributed to the engine companies. dated on or before
Usage December 31, 2020
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, 2018
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 of
Requests PRRs for which last
action is dated on or
before December 31,
2018
Ride-Along Signed waivers for persons requesting a ride- Destroy records
Forms along with the department. Ride Along Temporary dated on or before
tracking records. December 31, 2021
Structure Burn Records related to structure burns. Semipermanent Destroy records
Training dated on or before
Records December 31, 2013
171Page
HUMAN RESOURCES DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Affirmative Records documenting city compliance with Semipermanent Destroy records
Action; Equal the Civil Rights Act of 1964, the Equal IC§50-90 7(2)(g); related to requests
Employment Employment Opportunity Act of 1972 and 29 CFR or actions taken on
Opportunity the Americans with Disabilities Act. 1602,1602.14, or before
Commission Records include: plans, policy statements, 1620.32 December 31, 2018
Reports reports, investigations, case files and related
information. Also includes EEO-4 reports
submitted to the Equal Employment
Opportunity Commission(EEOC)
documenting compliance with EEOC
requirements by cities with 15 or more
employees.
Benefits Records documenting notice to employees, Semipermanent Destroy records
Continuation spouses and dependents informing them of IC§50-90 7(2)(g); dated on or before
their rights to continue insurance coverage 29 CFR 1627.3 December 31, 2016
after termination or disability or family after employee
leave and whether coverage was elected or separation,
rejected. Continuation may be under expiration of
COBRA or another provision. Notice is also eligibility, or
sent to a third party administrator who completion of
administers the extended coverage. Records litigation,
may be filed with the Employee Benefits whichever is
Records or Employee Personnel Records. longest
Budget Prep Working documents utilized to build base Semipermanent Destroy records
Records budgets and establish yearly budgets; dated on or before
worksheets, enhancements, amendments, December 31, 2013
etc.
Collective Records documenting negotiations between Temporary Destroy records
Bargaining the city and employee representatives, IC§50-90 7(3)(d); dated on or before
including contracts, reports, negotiation 29 CFR 516.5 December 31, 2020
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, 2016
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, 2018
18 1 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Department HR guidelines, including but not limited to, Semipermanent Destroy records
Guidelines, Salary Administration Guidelines. dated on or before
Policies, December 31, 2013
Procedures, from date guideline
Processes, and in its entirety, or
Reports any part thereof, is
officially replaced,
updated
City Standard Operating Policy/Procedure Semipermanent Destroy replaced/
Manual. updated SOP
Manual versions
dated on or before
December 31,2003
Records documenting and relating to HR Semipermanent Destroy records
processes, including but not limited to, related to replaced/
recruiting/interviewing processes. updated HR
processes dated on
or before
December 31, 2018
Policies, reports, and documents regarding Semipermanent Destroy records
the internal department operations and dated on or before
procedures (e.g. Turnover, Recruiting December 31, 2013
reports, etc.).
HR reports regarding department Semipermanent Destroy records
performance or other management dated on or before
presentations. Includes reports documenting December 31, 2013
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) related to
plans, retirement,pension, and disability and 45-610; 29 employees who
plans, deferred compensation plans, and CFR 1627.3; 29 have separated,
other benefit information. Records may CFR 1602.31; whose benefit
include but are not limited to: plan selection IDAPA eligibility has
and application forms, enrollment records, 09.01.35.081 expired, and who
contribution and deduction summaries, have completed
personal data records, authorizations, any related
beneficiary information, notices of litigation on or
disability payment made, and related before December
documentation. 31, 2016
191Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Employee Medical Document an individual employee's Semipermanent Destroy records
Records medical history. These records are not IC§§50-907(2)(g) related to
personnel records and must be kept in a and 72-601; 29 employees who
separate location from employee personnel CFR 1602.31; 29 have separated,
records as required by the Americans with CFR 1910.1020 whose benefit
Disabilities Act. Records may include,but eligibility has
are not limited to: medical exam records expired, and who
(pre-employment,pre-assignment,periodic have completed
or episodic), X-rays, and records of any related
significant health or disability limitations. litigation on or
before December
31, 1948
Employee Document of employee's work history. Semipermanent Destroy records
Personnel Records Original employee personnel records are IC§§50-907(2)(g) related to
kept by Human Resources Department and 45-610; 29 employees who
unless otherwise specified. Records may CFR 1627.3; 29 have separated,
include, but are not limited to: employment CFR 1602.31; whose benefit
applications, notices of appointment, IDAPA eligibility has
training and certification records, records of 09.01.35.081 expired, and who
health limitations, drug testing, salary have completed
schedules, personal actions,performance any related
evaluations, awards and other special litigation on or
recognition, letters of recommendation, before December
investigation information, disciplinary 31, 2018
action, notices of layoff, letters of
resignation, home address and telephone,
emergency notification forms, oaths of
office, grievance and complaint records, and
relate correspondence and documentation.
(See also Employee Benefits Records,
Employee Medical Records, Recruitment
and Selection Records, and Volunteer
Records).
Notes:
(1)Meridian Police Department employee
personnel records including original Internal
Affairs files and training materials are kept
by the Police Department according to the
Police Department Records Retention
Schedule. Upon employee separation, these
records shall be forwarded to Human
Resources Department.
All other Police Department current
employee original personnel records are
kept by the Human Resources Department.
20 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
(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
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§5 0-90 7(3)(d), related to
(I-9) of Job employee is eligible to work in the U.S. 8 U.S.C. § employees hired on
Applicants Information includes: employee information 1324a(b)(3) or before
and verification data such as citizenship or (Immigration December 31, 2020
alien status and signature, employer review Reform and
and verification data such as documents, Control Act) Destroy records
which establish identity and eligibility, and related to
employer's signature certifying that applicants not
documents were checked. This category hired dated on or
includes forms completed for all new hires, before December
as superseded or previous forms completed 31, 2022
on rehires.
Hazard Exposure Emergency response employees exhibiting Semipermanent Destroy records
Records signs or symptoms possibly resulting from IC§50-90 7(2)(g); related to
exposure to hazardous substances are 29 CFR 1910.1020 employees who
required to be provided medical have separated,
examination and consultation. Records whose benefit
include: employee's name and social eligibility has
security number; physician's written expired, and who
opinion, recommended limitations; results have completed
of examinations and tests; employee any related
medical complaints related to hazardous litigation on or
substance exposure; description of before December
employee's duties as they relate to 31, 1993
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
physician and other information.
211 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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, 2013
Health and Life life benefits, including annual certification
Benefits records.
Kinds and Levels Records documenting the description, Temporary Destroy records
Chart, General classification and compensation of city jobs IC§50-90 7(3)(d); dated on or before
Employee or and positions. Usually includes details of 29 CFR Part 1602 December 31, 2020
Police Step Plan duties and responsibilities of each position and 29 CFR
time percentage breakdowns of tasks, skills 1627.3
and abilities needed for each position, and
related records documenting the
development, modification or redefinition
of each job or position.
Leave Applications or requests submitted by city Temporary Destroy records
Applications employees for compensatory, family and IC§50-907(3)(d) dated on or before
medical leave, long term leave and other December 31, 2020
leave time. Information usually includes:
employee name, department, date, leave
dates requested, type of leave requested, and
related data. These are not kept by Finance.
Personnel Action Completed employee forms submitted to Semipermanent Destroy records
(PAR) Forms HR upon initial hire,pay increase or IC§50-90 7(2)(g); related to
decrease, change of address, or change of 29 CFR Part 1602 employees who
supervisor. and 29 CFR have separated,
1627.3 whose benefit
eligibility has
expired, and who
have completed
any related
litigation on or
before December
31, 2018
Position Records documenting the description, Temporary Destroy records
Descriptions classification and compensation of city jobs IC§50-90 7(3)(d); dated on or before
and positions. Usually includes details of 29 CFR Part 1602 December 31, 2020
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, 2018
221Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Recruitment and Documents regarding the recruitment and Temporary Destroy records
Selection Records selection of city employees and contracted IC§50-90 7(3)(d); dated on or before
for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2021
are Hired auditors, consultants, etc. Records may 29 CFR
include, but are not limited to:job 162 7.3(b)(1)(vi)
announcements and descriptions, applicant
lists, applications and resumes,position
advertisement records, civil service and
other examination records, interview
questions, interview and application scoring
notes, applicant background investigation
information, polygraph test results, letters of
reference, civil service records, staffing
requisition forms, certification of eligibles,
recruitment file (job announcement,
position description, documentation relating
to the announcement and test, and test items
and rating levels), and related
correspondence and documentation.
Meridian Police Department employee Temporary Destroy records
original background investigation records related to
are kept by the Police Department. Upon employees who
employee separation these original records separated on or
shall be forwarded to the Human Resources before December
Department for proper disposition. 31, 2021
Meridian Fire Department Union original Temporary Destroy records
recruitment records including National dated on or before
Testing Network testing, application, and December 31,2021
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
by the Fire Department.
231Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Recruitment and Documents regarding the recruitment and Temporary Destroy records
Selection Records selection of city employees and contracted IC§50-90 7(3)(d); dated on or before
for Applicants who service providers such as attorneys, 29 CFR 1602.31; December 31, 2021
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, 2021
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
by 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, 2013
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, 2013
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, 2018
Documents may include course from final
descriptions, instructor certifications, presentation
instructional materials, course outlines, and/or use
class enrollment and attendance records,
tests, test results, and related records.
241Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Training/Travel Records documenting attendance and Semipermanent Destroy records
Records presentation by HR employees at dated on or before
conventions, conferences, seminars, December 31, 2018
workshops, and similar training events.
Includes training/travel requests, training
materials, reports and related
correspondence.
Payroll Records documenting claims submitted by Temporary Destroy records
Unemployment former city employees for unemployment IC§50-907(3)(d) dated on or before
Claims compensation. Usually includes: claims, December 31, 2018
notices, reports, and related records. May
also include records generated by the appeal
of claim determinations. These are
received by HR and kept in HR.
Wellness Program Records related to the management and
administration of the Wellness Program
including:
• Wellness Challenges - Semipermanent Destroy records
Correspondence and other Challenge dated on or before
documentation. December 31, 2018
• Wellness Committee Meeting Semipermanent Destroy records
Agendas and Minutes dated on or before
December 31,2016
• Wellness Day Off—Incentive Semipermanent Destroy records
Verification Forms for Day Off dated on or before
Requests December 31, 1948
(retained in
accordance with
Employee Benefit
records retention
period)
Workers' Medical records related to job assignments Semipermanent Destroy records
Compensation that document work-related injuries and dated on or before
Records and illnesses, including but not limited to, December 31, 1993
Claims hearing test records, hazard exposure after employment
records, first- aid incident records, separation
physician statements, release consent forms
and related correspondence, and records
documenting claims submitted by city
employees for work-related injuries and
illnesses. These records are kept separate
from employee personnel files.
251Page
INFORMATION TECHNOLOGY(I.T.)DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Administrative
Correspondence Records created or received in the course of Semipermanent Destroy
administering city policies, procedures or records dated
programs, but these records do not provide on or before
insight into significant policy, procedure or December 31,
program discussions or decisions. 2018
Operational Records
Service All customer support tickets opened in Semipermanent Destroy
Management Tool service management systems. IC§50-907(2)(g) records dated
(other) on or before
December 31,
2013
Department Policies, reports, and documents regarding Semipermanent Destroy
Policies and internal department operations and IC§50-907(2)€ records dated
Reports procedures, e.g. computer usage policy, (dept. report) on or before
password policy, service level goals, December 31,
training materials, evaluations of materials. 2018
Outlook E-mail All e-mail messages, sent or received by Semipermanent Destroy
Messages—City City staff using City's e-mail system. (E- IC§50-907(2)(g) records dated
Staff mail messages may be preserved elsewhere (other) on or before
in digital or paper format for longer periods December 31,
of time as the subject matter of such 2018
messages may require.)
26 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
policies/programs, but these records do before December
not provide insight into significant 31, 2018
policy/program discussions or
decisions.
May include citizen response letters,
letters to homeowner associations and
businesses.
Economic Develo ment - Community Development Block Grant (CDBG)
Subrecipient Documents, including,but not limited Semi-permanent Destroy records
Agreements and to agreements, Consolidated Annual related to
Supporting Performance Evaluation Report CAPER
Documents (CAPER), sub-recipient agreements, completed on or
environmental review records, PSAs before program
(and corresponding products), sub- year ending on or
recipient reporting documents (activity before December
reports, draw requests, labor files), etc. 31, 2018
Operational Recordgjr
Agendas & Agendas and minutes of Director Semipermanent Destroy records
Minutes Meetings, Operational Meetings, dated on or
Mayor's Youth Advisory Council, before December
Mayor's Senior Advisory Board, and 31, 2018
Faith Ambassador Council Meetings.
Applications Forms and materials submitted with Semipermanent Destroy records
application for positions or awards dated on or
administered by Mayor's Office, before December
including applications for scholarships, 31, 2018
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, 2018
News Releases A written or recorded record directed at Semipermanent Destroy records
members of the news media for the dated on or
purpose of making a newsworthy before December
announcement. 31, 2013
271Page
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, 2018
Publications Informational or promotional Semipermanent Destroy records
publications of the Mayor's office, dated on or
including newsletters, flyers, marketing before December
materials, brochures, program 3192018
materials.
Public Addresses Published records relating addresses, Semipermanent Destroy records
speeches or podcasts. May include dated on or
script, video, PowerPoint,program, before December
agenda, photos. 31, 2018
Special Projects Documents related to special or one- Semipermanent Destroy records
time projects. dated on or
before December
31, 2013
28 1 Page
PARKS & RECREATION DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Agendas & Minutes— Agendas and minutes of monthly Semipermanent Destroy
Staff Meetings MPR all-staff meetings. IC§50-907(2)(g) records dated
on or before
December 31,
2018
Agreements and Agreements signed by City staff Temporary Destroy
Contracts (not by Council). IC§50-907(3)(d) agreements
expired or
terminated on
or before
December 31,
2021
Camp Registration Records regarding camp Semipermanent Destroy
Records registration. IC§50-907(2)(g) records dated
on or before
December 31,
1998
Concessionaires' Central District Health food safety Temporary Destroy
Health Department certifications and permits IC§50-907(3)(d) records dated
Records submitted by concessionaire. on or before
December 31,
2021
Correspondence Correspondence created or Semipermanent Destroy
received in the course of IC§50-907(2)(g) records dated
administering City policies, on or before
procedures or programs including December 31,
but not limited to memos, 2018
transmittals, notes, comments,
thank you notes, letters to
businesses and day-to day office
and housekeeping correspondence.
Committee Records Agendas, meeting minutes/notes, Semipermanent Destroy
and audio recordings of ad hoc IC§50-907(2)(g) records dated
groups convened by Parks & on or before
Recreation for specific purposes December 31,
(e.g., Christmas in Meridian). 2018
Employee files Certifications, disciplinary reports, Semipermanent Transfer to
performance evaluations, IC§50-907(2)(g) HR: records
comment cards, complaints, dated on or
kudos, awards, etc. regarding before
employees and lifeguards. December 31,
2018
291Page
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
External Guidelines, Director's orders and policies Temporary Destroy
Policies,Director's pertaining to external customers, IC§50-907(3)(d) records dated
Orders facilities, recreation classes, on or before
camps, special events, and sports December 31,
(e.g., Lost& Found, Metal 2021
Detecting, Recreational Instructor
Policy, Registrations &Refunds,
Sports League Bylaws,
Partnerships Between Private or
Public Entities, Hot Air Balloons).
Employee Time Logs Completed logs of employees' Semipermanent Destroy
and Reports timesheets, tasks, and location; IC§50-907(2)(g) records dated
reports and analysis of related on or before
data. December 31,
2018
Facility Improvement Plans and specifications related to Semipermanent Destroy
Plans remodel and improvement of MPR IC§50-907(2)(c) records dated
buildings and facilities. on or before
December 31,
2013
Facility Reservations Materials related to reservation of Semipermanent Destroy
facilities and equipment(e.g., IC§50-907(2)(g) records dated
shelters; tennis, pickleball, and on or before
basketball courts; multiuse and December 31,
baseball/ softball fields; comhole 1998
boards).
Financial Aid Completed application forms and Temporary Destroy
Applications materials submitted to request IC§50-907(3)(d) records dated
financial assistance for children's on or before
class or program(e.g., Care December 31,
Enough to Share). 2021
Grounds Pesticide spray records, Temporary Destroy
Maintenance Records playground inspection records. IC§50-907(3)(d) records dated
IDAPA on or before
02.03.03.100.05 December 31,
2020
Homecourt Records regarding Homecourt Temporary Destroy
Membership Records membership registration, IC§50-907(3)(d) records dated
including, e.g., waiver, financial on or before
information, daily sign-in logs. December 31,
2021
301Page
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Incident or Accident Records regarding incidents, Temporary Destroy
Reports injuries, accidents, rescues, or IC§50-907(3)(d) records dated
other staff actions, incurred during on or before
or related to a department- December 31,
sponsored or department-provided 2021
class, camp, program, reservation,
or activity.
Memorial Forms Completed citizen forms Semipermanent Destroy
requesting memorial in MPR IC§50-907(2)(g) records dated
facility under established on or before
memorial program(e.g. December 31,
Generations Plaza Brick Sales 1948
form, Kleiner Park Memorial Tree
Plaza Paver Sales, Memorial Tree
Program form).
Meeting Records and Agendas and minutes of monthly Semipermanent Destroy
Notes MPR all-staff meetings. IC§50-907(2)(g) records dated
on or before
December 31,
2018
Permits Materials related to permit Semipermanent Destroy
applications and permits issued by IC§50-907(2)(g) records dated
MPR(e.g., amplified sound on or before
permits, short-term concession December 31,
permits). 2018
Recreation Class/ Materials related to registration for Semipermanent Destroy
Activity Registration a recreation class or activity. IC§50-907(2)(g) records dated
on or before
December 31,
1998
Special Event Records related to MPR-sponsored Semipermanent Destroy
Records special events, including vendor IC§50-907(2)(g) records dated
and sponsor contracts and entries, on or before
Trunk or Treat trunk entries, December 31,
parade float entries. 1948
Payment Materials related to customer Semipermanent Destroy
Records payment for MPR services e.g., IC§50-907(2)(g) records dated
special event applications, on or before
vendors, sponsors, registration, December 31,
permit applications, memorials, 1998
sports league registration,
recreation class registration, camp
registration, swim lessons.
Sports Schedules and Records of games played and final Semipermanent Destroy
Scores scores. IC§50-907(2)(g) records for
_ which
311 Page
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
administrative
need has ended
Surveys Internal and external outreach Semipermanent Destroy
surveys and results. IC§50-907(2)(g) records dated
on or before
December 31,
2013
Team Rosters and Record of all individuals Temporary Destroy
Registration Forms registered for a sports team. IC§50-907(3)(d) records dated
on or before
December 31,
2021
Time Capsule Records regarding location and Temporary Destroy
Content Information contents of time capsules that have IC§50-907(3)(d) records related
not been opened. to time capsule
opened on or
before
December 31,
2021
Tree Abatement Case Records related to nuisance tree Temporary Destroy
Files abatement as ordered by City IC§50-907(3)(d) records dated
Arborist. on or before
December 31,
2021
Lakeview Golf Course
Golf Cart Records regarding maintenance of Temporary Destroy
Maintenance Records golf carts. IC§50-907(3)(d) records dated
on or before
December 31,
2021
Golf Course Annual Records related to annual pass Temporary Destroy
Passes registration and issuance, IC§50-907(3)(d) records dated
including, e.g., waiver, contact on or before
and financial information. December 31,
2021
Golf Course Pesticide, herbicide, and fertilizer Temporary Destroy
Fertilizer and spray records. IC§50-907(3)(d) records dated
Pesticide Records IDAPA on or before
02.03.03.100.05 December 31,
2020
321Page
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Golf Course Payment Materials related to customer Semipermanent Destroy
Records accounts and payments for LGC IC§50-907(2)(g) records dated
goods and services. on or before
December 31,
1998
Tournament Tournament application form and Temporary Destroy
Applications related materials, including IC§50-907(3)(d) records dated
waiver,proof of insurance, etc. on or before
December 31,
2021
Community Swimming Pool
Chemical Test Logs Records of water chemical level Temporary Destroy
testing performed by pool staff. IC§50-907(3)(d) records dated
on or before
December 31,
2021
Chemical Test Records of automatic chemical Semipermanent Destroy
reports tests performed by chemical IC§50-907(2)(g) records dated
automation system and emailed to on or before
MPR staff. December 31,
2018
Swim Team Waiver Completed waivers submitted by Temporary Destroy
Forms individual swim team members. IC§50-907(3)(d) records dated
on or before
December 31,
2021
Pool Operation License(s)to operate pool issued Temporary Destroy
License by Central District Health. IC§50-907(3)(d) records dated
on or before
December 31,
2021
Lifeguard Schedules Lifeguard schedule and Semipermanent Destroy
and Timesheets timesheets, contact information. IC§50-907(2)(g) records dated
on or before
December 31,
1998
Arts and Culture Coordinator
Initial Point Gallery Records regarding applicants not Temporary Destroy
Records selected for exhibition of work in IC§50-907(3)(d) records dated
IPG. on or before
December 31,
2021
Permission forms allowing display Temporary Destroy
of work by minor artists in IPG. IC§50-907(3)(d) records dated
331Page
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
on or before
December 31,
2021
IPG visitor sign-in sheets. Temporary Destroy
IC§50-907(3)(d) records dated
on or before
December 31,
2021
341Page
POLICE DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Activity reports Daily, weekly, monthly or other Semipermanent Destroy records
reports documenting the activities of Idaho Code§ dated on or before
employees, including: type of activity, 50-907(2)(e) December 31, 2018
employees involved, time spent on
activity, work completed, equipment
used, etc. May include Education&
Prevention Training reports.
Code enforcement Records created by code enforcement Semi- Destroy records
Incident Notes" officers to document a violation or permanent dated on or before
investigation into a suspected December 31, 1948
2012-2019 violation of city ordinance in Accella. Idaho Code§
50-907(2)(g)
Code Enforcement Records created by code enforcement Semi- Destroy records
Incident Notes" officers to document a violation or permanent dated on or before
investigation into a suspected December 31, 2018
2020—Present violation of city ordinance that do not Idaho Code)
become a DR in case management 50-907(2)(g)
module of ITS.
Crime analysis Records documenting police efforts to Semipermanent Destroy records
statistics anticipate, prevent, or monitor IC§50- dated on or before
criminal activity. May include 907(2)(g) December 31, 2018
statistical summaries of crime
patterns, modes of operation, analysis
of particular crimes, criminal profiles,
forecasts, movements of known
offenders, etc.
Crime reports Reports documenting a suicide, Semipermanent Destroy records of
(DRs) for Suicides, unattended death and/or criminal IC§50- prosecuted cases
Unattended Deaths, offense and actions taken, including 907(2)(e) where final
and Major Crimes charges or arrests. Record typically disposition was
includes location of occurrence, date complete on or
(Including and time, handling officer, involved before December 31,
Homicide Offenses, parties (suspects, victims, witnesses, 1923
Human reporting parties, etc.) and their
Trafficking, personal information, summary of Destroy records of
Kidnapping/Abduc events and supportive documents (e.g., non-prosecuted cases
tion, Sex Offenses, probable cause statements, witness where last
and Terrorism) statements, runaway forms, release of investigative action
custody forms (juveniles), documents was on or before
provided by citizens and victims, December 31, 1923
citations,property invoices, release of
property forms, etc.). May include
polygraph records (e.g.,pre-
examination records, questions,
statements of consent, analysis
351Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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 felony offense Semipermanent Destroy records
(DRs) for Group A and actions taken, including charges IC§50- related to prosecuted
Felony Offenses or arrests. Record typically includes 907(2)(g) cases where final
location of occurrence, date and time, disposition is dated
(Including Animal handling officer, involved parties on or before
Cruelty,Arson, (suspects, victims,witnesses, December 31, 2013
Assault Offenses, reporting parties, etc.) and their
Bribery, personal information, summary of Destroy records
Burglary/Breaking events and supportive documents (e.g., related to non-
& Entering, probable cause statements, witness prosecuted cases
Commerce statements, tow slips, administrative where last
Violations, license suspension forms, intoxilyzer investigative action
Counterfeiting/For slips,field sobriety tests forms, is on or before
gery, runaway forms, release of custody December 31, 2013
Destruction/Damag forms (juveniles), criminal
e/Vandalism of background information
Property, (ILETS/Triple III,Ada LE Lookup,
Drug/Narcotic ISTARS, JDOC), documents
Offenses, provided by citizens and victims,
Embezzlement, citations,property invoices, release of
Espionage, property forms,Leads Online
Extortion/Blackmai printouts, shoplifting reports from
1,Fraud Offenses, store security officers, etc.). May
Fugitive Offenses, include polygraph records (pre-
Gambling, examination records, questions,
Immigration statements of consent, analysis
Violations, reports, results charts, conclusions,
Larceny/Theft interviewee statements, related
Offenses, Motor information), abandoned vehicle
Vehicle Theft, reports,found property records,
Pornography/Obsc traffic collision reports,property and
ene Material, evidence control and disposition
Prostitution
36 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Offenses, Robbery, records (e.g., evidence photographs,
Stolen Property receipt forms, evidence logs,property
Offenses, Treason, reports, destruction lists,property
and Weapon Law consignment sheets, seized firearm
Violations) 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 Destroy records
(DRs) for Group A offense and actions taken, including IC related to prosecuted
Misdemeanor charges or arrests. Record typically SO-
cases where final
Offenses and includes location of occurrence, date 907(2)(g) disposition is dated
Group B Offenses and time, handling officer, involved on or before
parties (suspects, victims,witnesses, December 31, 2018
(Including Bad reporting parties, etc.) and their
Checks, Bond personal information, summary of Destroy records
Default, events and supportive documents (e.g., related to non-
Curfew/Loitering/V probable cause statements, witness prosecuted cases
agrancy Violations, statements, tow slips, administrative where last
Disorderly license suspension forms, intoxilyzer investigative action
Conduct, Driving slips,field sobriety tests forms, is on or before
Under the runaway forms, release of custody December 31, 2018
Influence, forms (juveniles), criminal
Drunkenness, background information
Family Offenses (ILETS/Triple III,Ada LE Lookup,
Nonviolent, Federal ISTARS, JDOC), documents
Resource Violation, provided by citizens and victims,
Liquor Law citations,property invoices, release of
Violations,Peeping property forms,Leads Online
Tom, Perjury, printouts, shoplifting reports from
Trespass of Real store security officers, etc.). May
Property,All Other include polygraph records (pre-
Offenses) examination records, questions,
Code enforcement statements of consent, analysis
offences (eg. UDC, reports, results charts, conclusions,
nuisance, parking, interviewee statements, related
vehicle impound) information), abandoned vehicle
reports,found property records,
traffic collision reports,property and
evidence control and disposition
records (e.g., evidence photographs,
receipt forms, evidence logs,property
reports, destruction lists,property
consignment sheets, seized firearm
37 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
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).
Citations Police department copy of citations Temporary Destroy records
(Misdemeanor and issued for traffic violations not dated on or before
Infraction) for associated with a crime report. Record IC§50-
December 31, 2021
Other Crimes typically includes date and time, 907(3)(d)
location of offense, vehicle license
plate information, code violation
number, and issuing officer.
Digital media— Digital media attached to a crime Semipermanent Destroy records
Type 1 (Associated report for a major crime. Includes IC§50- related to prosecuted
with Major Crimes video, audio, or other digital content 907(2)(g) cases where final
Reports, created by a law enforcement officer disposition is dated
Unattended Deaths, in the course of an investigation or on or before
and Suicides) response and attached to a crime December 31, 1923
report for Major crimes including
Homicide Offenses, Human Destroy records
Trafficking, Kidnapping/Abduction, related to non-
Sex Offenses, and Terrorism prosecuted cases
where last
investigative action
is on or before
December 31, 1923
Digital media— Digital media attached to a crime Semipermanent Group A Cases:
Type 2 (Associated report other than a major crime. IC§50-
with Group A and Includes video, audio, or other digital 907(2)(g) Destroy records
B Reports) content created by a law enforcement related to prosecuted
officer in the course of an cases where final
investigation or response and attached disposition is dated
to a crime report for a crime other than on or before
a major crime. December 31, 2013
Destroy records
related to non-
prosecuted cases
where last
investigative action
is on or before
December 31, 2013
38 1 Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
Group B Cases:
Destroy records
related to prosecuted
cases where final
disposition is dated
on or before
December 31, 2018
Destroy records
related to non-
prosecuted cases
where last
investigative action
is on or before
December 31, 2018
Digital media— Digital media related to an officer Temporary Destroy records
Type 5* complaint. Includes video, audio, or IC§50- dated on or before
other digital content created by a law 907(3)(d) December 31, 2021
enforcement officer in the course of an
investigation or response relevant to a
complaint about such response or
officer.
*Where record is embedded with a
crime report (DR), it shall be retained
according to the retention period
established for the crime report.
Field interview An informational document written by Semipermanent Destroy records
reports (FI cards) police officers relating to individuals, IC§50- dated on or before
events, or vehicles for which the 907(2)(g) December 31, 2018
officer does not have probable cause
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 of
documents for grants to support law Idaho Code § grants closed out on
enforcement initiatives and 50-907(2)(g) or before December
programming (e.g., crime prevention, 31, 2013
substance abuse programs, criminal
justice, SWAT).
Health & Welfare Referrals of suspected child abuse, Semipermanent Destroy records
Referrals adult abuse and daycare complaints. IC§50- related to cases
APS & Daycare 907(2)(g closed or referred on
complaints
391Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
or before December
31,2018
Internal affairs files Records documenting department's Semipermanent Destroy records
investigation of an officer's role in an IC§§50- related to employees
incident for the purpose of evaluating 907(2)(g) and who have separated
compliance with department policy 45-610; 29 CFR and completed any
and professional standards. Records 1627.3; 29 CFR related litigation on
typically include investigative 1602.31 or before December
materials (video and audio recordings, 31, 1948
written statements, narratives,
analysis),polygraph records (pre-
examination records, questions,
statements of consent, analysis
reports, results charts, conclusions,
interviewee statements, related
information), and recommended
disciplinary actions, if any.
Intoxilyzer 5000en, Factory and State of Idaho certificates Temporary Destroy records
Draeger 9510 and for instrument; log of each person that IC§50- related to machines
LifeLoc instrument takes the breathalyzer test and 907(3)(d) and with certificates
records verification testing. May include IDAPA issued on or before
suspect name, date, time, results, 11.03.01.013.06 December 31, 2020
operator name, calibration check
results, simulated temperature in
range, comments, etc.
Master name index Information on individuals who are Semipermanent Destroy records
records field interviewed, individuals who are IC§50- dated on or before
arrested, suspects or accomplices in 907(2)(g) December 31, 1923
crimes, victims, complainants, and
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.
Public records Written public records requests, Semipermanent See destruction
requests of records responses, records provided, and IC§50- order for the
associated to a original (unredacted)records 907(2)(g) original crime DR
Major Crime DR pertaining to a crime DR that falls
under the Category of Crime reports
(DRs) for Suicides, Unattended
Deaths, and Major Crimes (murder,
involuntary manslaughter, rape, sexual
abuse of a child, terrorism).
Radar equipment, Records documenting the calibration Temporary Destroy records
certifications, and and maintenance of radar equipment dated on or before
401Page
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
maintenance that may be useful in documenting the IC§50- December 31, 2020
records accuracy of the readings. Often 907(3)(d) after equipment
includes original factory certification retirement
of calibration. Information relating to
maintenance and repair may include a
description of the work completed,
parts used, date of service, equipment
number, make, model, etc.
Training materials Records related to training programs Semipermanent Destroy records
provided to MPD personnel by IC§50- related to a
presenters including City employees, 907(2)(g) presentation or last
contractors, or other presenters. May use of records dated
include course descriptions, instructor on or before
certifications, instructional materials, December 31, 2018
course outlines and handouts, and
attendance records.
Victim Witness Notations and documents Semipermanent Destroy records
System documenting contact with victims and IC§50- related to cases in
witnesses. 907(2)(g) which investigation
was closed or case
was disposed before
December 31, 2003
Written warnings Written notice provided by MPD Semipermanent Destroy records
officer to member of the public to IC§50- dated on or before
bring attention to a potential or actual 907(2)(g) December 31, 2018
violation.
* 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.
411 Page
PUBLIC WORKS DEPARTMENT
RECORD DESCRIPTION CATEGORY RETENTION PERIOD
All Department Records
Alarm Monitoring/ Reports of monitoring fire alarms, Semipermanent Destroy records for which
Test Results security alarms and sprinkler tests there is no further
Reports for all relevant City-owned facilities administrative need dated
including annual fire alarm testing, on or before December
annual backflow testing, quarterly 31, 2018
sprinkler testing in Sapphire
suppression system, monthly fire
pump runs, and monthly check on
fire extinguishers and Sapphire.
Budget Preparation Work documents utilized to build Semipermanent Destroy records dated on
Records base budgets and establish yearly or before December 31,
budgets, including vehicle 2003
replacement worksheets,
enhancements, amendments and
carry forward support.
Confined Space A written authorization prepared Semipermanent Destroy records dated on
Entry Permit prior to employee entry into a Permit or before December 31,
Required Confined Space. The 2018 from date issued
Department's permit contains
specific entry space, purpose and
time conditions under which the
entrance will operate.
Correspondence, Correspondence created or received Semipermanent Destroy records dated on
Administrative in the course of administering City or before December 31,
policies,procedures, or programs. 2018
Departmental Department reports, performance Semipermanent Destroy records dated on
Reports management presentations. or before December 31,
2013
Engineering Capital Engineering Capital &Enhancement Semipermanent Destroy records dated on
and Enhancement Plan(ECEP)— 5-year Capital or before December 31,
Plan (ECEP) Improvement Plan Reports. 2013
Reports
Meeting Minutes Internal meeting agendas, minutes, Semipermanent Destroy records dated on
sign-in sheets or before December 31,
2018
Photos, Building Photos relating to repair and Semipermanent Destroy records requiring
Maintenance replacement of City-owned engineering stamps on or
equipment, material, and facilities. before December 31, 2021
after life of structure.
Destroy all other records
dated on or before
December 31, 2013
421Page
Presentations Departmental presentations. Semipermanent Destroy records dated on
or before December 31,
2013
Safety Audits Health and Safety audits. Temporary Destroy records dated on
or before December 31,
2020
Safety/Health and Safety and health documents Semipermanent Destroy records dated on
Testing including but not limited to training, or before December 31,
auditory testing records, respirator 1948
fit test information.
Safety Meeting Topics covered and sign-up sheet for Semipermanent Destroy records dated on
Agenda/Signup employees who attended the or before December 31,
Sheets meetings. 2018
Training and Travel Records documenting attendance Semipermanent Destroy records dated on
and presentation by City employees or before December 31,
at conventions, conferences, 2018
seminars, 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 Semipermanent Destroy records dated on
Records expansion of Public Works services or before December 31,
into the Area of Impact such as 1948
those for Kuna, Kuna Treatment
Plant, Meridian Heights Water and
Sewer District, South Meridian
Planning.
Committee Records Agendas and meeting minutes for Semipermanent Destroy records dated on
special groups convened by Public or before December 31,
Works such as City Services Focus 2018
Group, Construction Best
Management Practices Sub-
Committee, Energy.
Emergency Master Emergency plan records for City Semipermanent Destroy records dated on
Plans Hall, Emergency Management, and or before December 31,
Continuity of Operations. 2013
Events, Public Records related to planning Public Semipermanent Destroy records dated on
Works Works internal and external events. or before December 31,
2013
Rate/Fee Records Records related to establishing Semipermanent Destroy records dated on
utility rates and fees, including or before December 31,
calculations, research and 2003
recommendations.
431Page
Special Projects Documents related to special or one- Semipermanent Destroy records dated on
time projects to include, but not or before December 31,
limited to: Strategic Plans, Inventory 2013 after completion
Management, Project Information,
Rail with Trail, Subdivisions, and
Accreditation.
Surveys Public Works initiated internal and Semipermanent Destroy records dated on
external surveys and survey results. or before December 31,
2013
441Page
Engineering
Fire Flow Requests Requests from customers for fire Semipermanent Destroy records dated on
flow and responses from or before December 31,
Engineering staff based on computer 1948
modeling.
Sewer Modeling Requests from customers to run Semipermanent Destroy records dated on
Requests sewer model for capacity and sizing or before December 31,
and response from Engineering staff 1948
based on computer modeling.
Environmental
Environmental Awards presented to citizens and Semipermanent Destroy records dated on
Awards Records businesses in recognition of or before December 31,
environmental contributions to the 2013
community. This includes but is not
limited to award nominations,
certificates, photographs, and lists of
recipients.
Pretreatment
Industrial Records related to the identification, Semipermanent Destroy all records dated
Pretreatment inspections sampling,permitting, on or before December
formalized agreements and/or 319 2018 (unless IPDES
contracts between the City and permit cycle is not
individual facilities within the concluded or state or
business and industrial sectors that federal agency has
must comply with the federal requested retention)
requirements of the Environmental
Protection Agency 40 CFR Part 403,
General Pretreatment regulations.
These records and supporting
documentation typically include:
Industrial waste questionnaires,
permit applications,permits and fact
sheets, inspection reports, Industrial
user reports, monitoring data
(including laboratory reports),
required plans (e.g., slug control,
sludge management, pollution
prevention), enforcement activities,
and correspondence to and from the
Industrial User.
Permitted Facilities Records related to permitted Semipermanent Destroy records dated on
facilities, including zero discharge or before December 31,
permits 2013
451Page
Photos,Industrial Photos related to the identification, Semipermanent Destroy all records dated
Pretreatment inspections sampling,permitting, on or before December
formalized agreements and/or 31, 2018 (unless IPDES
contracts between the City and permit cycle is not
individual facilities within the concluded or state or
business and industrial sectors that federal agency has
must comply with the federal requested retention)
requirements of the Environmental
Protection Agency 40 CFR Part 403,
General Pretreatment regulations.
Pretreatment Awards presented to businesses in Semipermanent Destroy records dated on
Awards Records recognition of Best Management or before December 31,
Practices (BMP) contributions to the 2018
Wastewater Resource Recovery
Facility. This includes but is not
limited to award nominations,
certificates, photographs, and lists of
recipients.
Wastewater
Air Permit All documents and reports related to Semipermanent Destroy records related to
the Air Permit. Can include reports, monitoring samples
manuals, data, and calibration taken, measurements
information. taken, reports or
applications prepared, or
permits expired on or
before December 31, 2018
Biosolids All documents and reports related to Semipermanent Destroy all records dated
biosolids production and disposal. on or before December
Can include Sewer Sludge 31, 2018 (unless IPDES
Application Site Logs and Sewage permit cycle is not
Sludge Management Plans. concluded or state or
federal agency has
requested retention)
Destroy discharge
monitoring reports
related to permits that
expired on or before
December 31, 2003
Discharge Records documenting effluent Semipermanent Destroy discharge
Monitoring Records quality discharged from the City monitoring reports
wastewater treatment facility. related to permits that
Includes permit required supporting expired on or before
documentation. December 31, 2003
Destroy all other records
dated on or before
46 1 Page
December 31, 2018
(unless IPDES permit
cycle is not concluded or
state or federal agency
has requested retention)
75Equipment Records documenting the Semipermanent Destroy records dated on
Maintenance & maintenance and calibration of or before December 31,
Calibration Records equipment and instruments used to 2018 after equipment
undertake and monitor wastewater removed from service, at
treatment operations. Useful to end of the IPDES permit
verify equipment reliability and for cycle, or as requested by
reference by regulatory agencies. state or federal agencies,
Information includes: date, type of or the life of City
equipment maintained or calibrated, Database,whichever is
tests performed, repairs needed, longer.
comments, and related information.
Idaho Pollutant Records documenting the Semipermanent Destroy records dated on
Discharge application for and issuance of a 40 CFR 122.41 or before December 31,
Elimination System permit to the City under the Idaho 2018 at end of the IPDES
(IPDES) Records Pollutant Discharge Elimination permit cycle, or as
System(IPDES)program which requested by state or
allows discharge of specific federal agencies,
pollutants under controlled whichever is longer.
conditions. Records typically
include: applications, permits,
addenda, modifications, and related
supporting documentation.
Information includes: influent and
effluent limits, chemical analysis
records, water flow, test and
recording requirements, definitions
and acronyms, compliance
schedules, and related data.
Reclaimed Water Includes all records related to the Semipermanent Destroy records related to
Records (REUSE) reclaimed water permit. Can include permits that expired
permits, permit applications, before December 31, 2021
manuals,plans, agreements, data (unless state or federal
and reports. agency has requested
retention)
Sewer Maintenance Records documenting the Semipermanent Keep records requiring
and Repair Records maintenance and repair of City engineering stamps
sewers. May include summaries, Destroy records dated on
reports, and similar records usually or before December 31,
compiled from daily work records 2021 after life of
on a monthly or quarterly basis. structure. Destroy all
other records dated on or
before December 31, 2018
471Page
or until asset is removed
from service or the
administrative need ends.
Sewer Smoke Test Records documenting smoke tests Semipermanent Destroy records dated on
Records undertaken to verify hookup to main or before December 31,
sewer lines, check condition of 2013
pipes, or determine effectiveness of
backflow prevention devices.
Information typically includes: maps
or diagrams of lines tested, location
of leaks detected, inspector's name,
pipe size, and related information.
Sewer Television/ Records from contractors Semipermanent Destroy records dated on
Videoscan documenting television inspections or before December 31,
Inspection Records used to locate problems and defects 2018
(External) in sewer lines. Often consists of,
inspections of newly constructed
lines.
Valve Maintenance Records documenting the location, Semipermanent Keep records requiring
Records specifications, maintenance, and engineering stamps dated
repair of valves in the City sewer on or before December
system. Includes lists, charts, 31, 2021 after life of
drawings, reports, logs, and related structure. Keep other
records, valve location, records dated on or
identification number, run of pipe, before December 31, 2018
size, make, year installed, depth, or until asset is removed
turns to open and normal position, from service or the
narratives of valve maintenance and administrative need ends.
repair, test run,personnel
completing work, dates, and related
information.
Wastewater Complaint letters, notes, or phone Semipermanent Destroy records dated on
Customer calls and in-person complaints from or before December 31,
Complaint Records customers or citizens 2018, at end of the IPDES
permit cycle, or as
requested by state or
federal agencies,
whichever is longer.
Wastewater Preventative maintenance schedules, Semipermanent Destroy records dated on
Preventative work orders or before December 31,
Maintenance Work 2018 or until the asset is
Plan Records removed from service or
until the period of
reclaimed water permit
plus two years, at end of
the IPDES Permit cycle,
or as requested by state or
federal a encies, or the
48 1 Page
life of City Database,
whichever is longer.
Water
Backflow Tests Backflow assemblies test report Temporary Destroy records dated on
or before December 31,
2020
Construction Bacteria sample results taken for Semipermanent Destroy records dated on
Samples water line/well construction or before December 31,
2018
Daily Chlorine Field notes from Chlorine residuals Temporary Destroy records dated on
Residuals taken from various sample ports in or before December 31,
the City water system 2021
Digline Marking Agreements between City and Semipermanent Destroy records dated on
Agreement Excavators for marking facility or before December 31,
2018
Fire Flow Reports Actual fire flow data taken from a Semipermanent Destroy records dated on
particular fire hydrant or before December 31,
1948
ISO Fire Hydrant Updates to our Insurance Evaluator Semipermanent Destroy records dated on
Reports notifying them of new hydrants to or before December 31,
Water System 2018
Leak Letters Letters that are mailed to customer Semipermanent Destroy records dated on
informing customer of a possible or before December 31,
leak are attached to the service order 2018
for leak check
Meter Warranty A report on meter warranty Semipermanent Destroy records dated on
Report or before December 31,
1998
Safety Inspections Inspections/Reports for Gas Semipermanent Destroy records dated on
Monitors, Crane, Fall Protection, or before December 31,
and Fire Inspection 1993
Spring flush notices Flush notices mailed to customers Semipermanent Destroy records dated on
(Mailers) for spring flush of water system/ or before December 31,
Maps 2018
Turbidity Reports Logs used for entering wasted water Semipermanent Destroy records dated on
flushed from the water system and or before December 31,
not sold. Flush locations are listed. 1998
Water Quality information,
including Nephelometer Turbidity
(NTU)readings, are documented.
Water Meter Water meter reports including NC Semipermanent Destroy records dated on
Reports list,billing status report, autoread or before December 31,
master route report, billing pre-scan 2018
report, re-reads, and water meter
testing results, Sensus analytics, RNI
Reports
491Page
Water Quality Any mailed correspondence with Semipermanent Destroy records dated on
Correspondence labs, customers, regulators or before December 31,
concerning sampling 2008
Water Quality Records documenting water quality Semipermanent Destroy records dated on
Master Log calls from customers or before December 31,
1998
501Page