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12-832 Adopting the Records Retention ScheduleCITY OF MERIDIAN RESOLUTION NO. ~ o~ ` ~3a BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION ADOPTING THE CITY OF MERIDIAN RECORDS RETENTION SCHEDULE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, a record retention schedule establishes minimum retention periods for the various types of city records; WHERAS, Idaho Code 50-907 requires the City Council to adopt by resolution a record retention schedule, listing the various types of city records with the applicable retention periods; WHEREAS, adoption of a record retention schedule assists in efficient and effective records management by identifying records that have exceeded their minimum retention that maybe destroyed following approval by the City Attorney and, as required for semipermanent records, approval by the Idaho State Historical Society and upon resolution of the City Council in accordance with the provisions of Idaho Code 50-907; and, WHEREAS, a record retention schedule also enhances protection of historic records by identifying records of enduring value as permanent records that are retained by the city in perpetuity or transferred to the Idaho State Historical Society's Permanent Records Repository for permanent retention upon resolution of the City Council; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN CITY, IDAHO: Section 1. That the City Council of the City of Meridian hereby adopts the record retention schedule attached hereto as Exhibit A. Section 2. That the City Clerk is hereby authorized to implement the Record Retention Schedule adopted by this Resolution. 2012. 2012. Section 3. That this Resolution shall be in full force and effect on February 1, 2012. he Cit Council of the Cit of Meridian Idaho this 2 da of Janua , ADOPTED by t y y ~ y ~' `~,~,.' ' ' ' ~ f Janu APPROVED b the Ma or of the Cit of Meridian, Idaho, this Z• day o ary, Y Y y APPROVED: ATTEST: O~,ZED A UC~S?' '` G0~ r r Tammy yt~ ~9eerd, Mayor CITY OF MERIDIAN RECORDS RETENTION SCHED _ City of ~ IDIA IDAHO .~- °~ SEAL ,~ f tb~ taEh olman, City Clerk PAGE 1 OF EXHIBIT A RECORDS RETENTION SCHEDULE CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 2 OF ; (~QTE DIANA ,~~~HO RECORDS RETENTION SCHEDULE CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 3 OP ; INTRODUCTION In basic terms, the definition of a public record, as established by Idaho law, is any recorded information that relates to the business of city government. Public records can be on any medium -paper documents, books, maps, pictures, audio/visual recordings, microfilm or microfiche, as well as digital or electronic documents, including computer files and email. Idaho Code section 50-907(5) requires every city in Idaho to adopt a records retention schedule, listing the types of city records retained by the City and the retention period for each type of record. Each record is designed as a permanent, semipermanent, temporary, or transitory record. Permanent records may not be destroyed, but must be retained by the City in perpetuity, or transferred to the Idaho State Historical Society's Permanent Records Repository for permanent retention upon resolution of the City Council. Semipermanent and temporary records are to be retained for the period specified in the retention schedule, after which period destruction of those records maybe approved by resolution of the City Council according to the procedures established in Idaho Code section 50-907. THE CITY CLERK'S ROLE Idaho Code section 50-908 outlines the role and responsibilities of the city clerk as municipal records manager. That law directs the City Clerk to: ensure the orderly and efficient management, retention, and destruction of City records in compliance with state and federal laws and city ordinances, resolutions and policies; identify and care for historical records; and coordinate the transfer of permanent records to the Idaho state historical society's permanent records repository. All City employees and elected officials have responsibilities with regard to City records. Idaho Code 50-908 establishes those responsibilities. Employees and officials must: protect the records in their custody; cooperate with the City Clerk to efficiently manage records and preserve records of enduring value; and pass onto their successors records necessary for the continuing conduct of city business. All city records are property of the city, and no city official, elected, appointed or staff, may assert any personal or property right to such records, even where he or she may have developed or compiled them. The unauthorized destruction or removal of city records is prohibited by law. FINAL DISPOSITION OF RECORDS As set forth above, permanent records are never destroyed -they are retained in perpetuity by the city or transferred to the state archives. Nonpermanent records maybe destroyed, but only in accordance with the process established by Idaho Code. The process for destruction of nonpermanent records typically begins once the records have reached their minimum retention period, but there are some important exceptions, where circumstances dictate that records must be kept longer: • Records related to pending criminal or civil cases; CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 4 OF ; • Records that are the subject of a pending public records request; ^ Records needed for any pending audit or investigation; and • Records that may have considerable historical value. The first step in the record destruction process is that the City Clerk obtains approval for the destruction of the records from the city attorney. When the city attorney has reviewed and approved the list of records slated for destruction. The next step is a resolution of the City Council approving the destruction of the records, which the City Clerk sends to the Idaho State Historical Society at least thirty days prior to destruction. When all of these steps are complete, the City Clerk may destroy the designated records. CITY OF MERIDIAN RECORDS RETENTION SCHEDULH - PAGE 5 OF " BUILDING/DEVELOPMENT SERVICES DIVISION January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Building plans and Drawn and written Approved for Construction Permanent In specifications for plans and specifications for commercial and SO-907(1)(c) perpetuity commercial and government buildings. (building plans government and specs for buildings commercial projects and government buildings) Building project Files related to commercial and governmental Semipermanent 10 years files buildings and projects; may include: permit SO-907(2)(c) application, Certificate of Occupancy signature (Building card, Temporary Certificate of Occupancy, applications for Certificate of Occupancy, Certificate of Values, commercial Building, Mechanical, Plumbing, and/or projects and Electrical Permit requests for permit and/or government permit, Ada County Highway District Impact buildings) Fee certificate, inspectors' reports to Building Official, mechanical compliance certificate, transmittals, irrigation performance.specs, fee invoice, photos, correspondence, plan review report, and structural calculations. Fire inspection files File of documents created or used by the fire Semipermanent 10 years inspector regarding commercial or governmental SO-907(2)(g) projects; may include: fire correction notice, (other), alarm system record of completion, review International comments and conditions, fire sprinkler plan Fire Code review comments and conditions, system section 104.6 specification sheet, hazardous materials inventory statement, range hood systems report, industrial fire suppression system report, generator set commissioning sheet, contractors material test certificate, alarm plans, sprinkler plans, fire permit applications, fire review and inspection fee calculation form, memos, correspondence, and transmittals. Land development File of documents created or used in the land Semipermanent 100 years subdivision project development phase of a residential or SO-907(2)(g) files commercial subdivision project; may include: (other) Approved for Construction drawings, record drawings, approval letters, invoices, application review comments, easements, soil report, inspection re orts, and/or engineer certifications CITY OF MERIDIAN ACCORDS RETENTION SCHEDULE PAGE 6 OF 70 pertaining to development applications (e.g., preliminary plat, final plat, rezone, conditional use permit, annexation, right-of--way vacation, variance, property boundary adjustraent). Land development File of documents created or used in,the land Semipermanent 100 years commercial project development phase of a commercial project; 50-907(2)(g) files may include: Approved for Constructi',on (other) drawings, record drawings, approval letters, invoices, application review comments; easements, soil report, inspection reports, and/or engineer certifications pertaining to development applications (e.g., preliminary plat, final plat, rezone, conditional use permit, annexation, right-of--way vacation, variance, roperty boundary ad'ustment). Land development Revised set of drawing submitted by contractor Semipermanent 100 years record drawings upon completion of land development phase of a SO-907(2)(g) commercial, governmental, or residential project (other) or components thereof; Approved for Construction plans during construction process, as well as dimensions and location of all elements of work as built. Permits and Building, Mechanical, Plumbing, and/or Semipermanent 5 years inspection records Electrical permits and inspection records. 50-907(2)(y~ (other) Receipts Receipts for fees collected by Transitory Current Building/Development Services; monthly Fiscal Year receipt re ort; duplicate tape/re orts CTTY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 7 OF 70 CLERK'S OFFICE August 2007 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Activity & Room Records documenting scheduling and Transitory 1 year Scheduling & reservations related to public participation in Reservation and use of various city activities, events, classes Records and meeting rooms. Includes schedules, logs, lists, requests, etc. Activity Reports, Daily, weekly, monthly, or annual reports Semipermanent 5 years General documenting the activities of city employees. 50-907(2)(e) Useful for compiling annual reports, planning (department and budgeting, monitoring work progress, etc. reports) Usually tracks type of activity, employees and/or volunteers involved, time spent on activity, work completed, and related informafion in narrative or statistical form. Appointment Files These files document appointments to fill Permanent In vacancies in the offices of mayor and perpetuity councilmember, and also appointments to city boards, commissions and committees. Documents may include: letters of recommendation, letters of appointment, resumes, and related correspondence. Calendars, Records including calendars, appointment Transitory 1 year Appointment Books books, schedules, logs, diaries, and other records & Scheduling documenting meetings, appointments, and other Records activities of city officials. Capital Asset Records documenting purchase, maintenance, Semipermanent 5 years after Records depreciation and disposition of capital assets, disposal or such as buildings, real estate, infrastructure, replacement vehicles, equipment, and other assets with a of asset useful life generally more than five years. Capital Asset Inventories of capital assets, such as buildings, Transitory Until inventory real estate, infrastructure, vehicles, equipment, superseded and other assets with a useful life generally more than five ears Citizen Awards Lists of awards presented to honor citizens for Permanent In civic contributions. Records may include award perpetuity nominations, certificates, ceremony records, photographs, lists of recipients, etc. Some records may have historic value. City Boards, Bylaws, meeting minutes and agendas of city Permanent In Commissions & boards, commissions and committees. 50-907(1)(a) perpetuity Committees City Council Records documenting meetings of the city Permanent In Meetin A enda, council and motions, resolutions, ordinances and 50-9071 (a) pe etuity CTTY OF MERIDIAN RECORDS RETENTTON SCHEDULE PAGE 8 OF 70 Minutes & other actions taken at council meetings. Recordin s Conferences, Records documenting attendance and Semipermanent 5 years Seminars & presentations by city employees at conventions, Workshops conferences, seminars, workshops, and similar events, including staff reports, instructional materials, related corres ondence, etc. Contracts & Agreements with vendors and other parties for Semipermanent 5 years Agreements the acquisition, lease, lease-purchase or sale of 50-907(2)(6) equi ment, supplies, services or roperty. Correspondence, Correspondence regarding day-to-day office and Transitory Until Transitory housekeeping correspondence and does not administrati contain unique information about city functions ve need or programs. ends Correspondence, Correspondence created or received in the Semipermanent 5 years Administrative course of administering city policies/programs, but these records do not provide insight into significant policy/program discussions or decisions. Correspondence, Correspondence documenting the formulation, Permanent In Policy/Program adoption, and implementation of significant perpetuity policy/program decisions. Deeds & Real Records relating to ownership of real property, Permanent In Properly Records including deeds, title opinions, abstracts and SO-907(1)(e) perpetuity certificates of title, title insurance, documentation concerning alteration or transfer of title, and records relating to acquisition and disposal of real property such as offer letters, options, agreements of short duration, staff reports, appraisal and inspection reports, letters of transmittal, and related records. Disaster Records documenting planning for, impact of, Permanent In Preparedness & and actions taken by the city in response to perpetuity Response Records disasters, emergencies, and civil disorder, including: earthquakes, wildfires, severe storms, floods, drought, utility failures, hazardous materials incidents, riots, etc. Records may include: plans and studies, logs, diaries, damage assessment reports, response reports, situation and resource status reports, resource ordering and tracking records, financial documentation, mesa es, photographs, etc. Easement Records Records relating to acquisition of city-owned Permanent In easements and rights-of--way for public works or perpetuity other local government purposes, including deeds, corres ondence and legal documentation. Franchise Records Records relating to franchises for electricity and Semipermanent 5 years after natural gas distribution, cable television and expiration garbage collection, including: contracts, of CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 9 OP 70 franchise fee information, election information, agreement audits and other verification of revenue from franchisee, published franchise ordinance, and other records. Historical Records Historical information about the city. 1Vtay Permanent In include maps, newspaper clippings,, scrapbooks, perpetuity photographs, compiled histories of the city, information on historic homes and propeitties, special events & celebrations, etc. ~ Key & Keycard Document the issuance of keys/keycards tp city Transitory Until Records staff for entrance to city buildings. superseded Legislative Issues Bulletins, publications, bills, and other Transitory Until information about state/federal legislation administrati affecting the city. ve need ends News Releases Prepared statements, announcements, and news Permanent In conference transcripts issued to the news media perpetuity by the city. Notary Bond Bond posted by notaries conditioned on the Semipermanent 5 years after Records faithful performance of their duties. Note- expiration other notary records, including application, appointment, journal and other records are the property of the notary. Oaths of Office Signed oaths of elected officials swearing to Permanent In uphold the federal and state constitutions and perpetuity laws of the city. Ordinances & Proposed ordinances and resolutions that are Transitory Until Resolutions, considered by city council but not adopted. administrati proposed or draft ve need ends Ordinances & Ordinances and resolutions passed by the city Permanent In Resolutions, council. 50-907(1)(6) perpetuity ado ted Permits & Licenses Records relating to city permits and licenses. Semipermanent 5 years SO-907(2)(d) Postage Records Document transactions with the U.S. Postal Temporary 3 years Service and private carriers, including: postage meter records, receipts for registered and certified mail, insured mail, special delivery receipt and forms, loss reports, etc. Proclamations Ceremonial or celebratory statements issued by Permanent In the mayor e etuity Professional Records documenting city-paid individual Semipermanent 5 years Membership memberships and activities in professional Records organizations (i.e. Idaho City Clerks, Treasurers & Finance Officers Association, Association of Public Treasurers, etc.). CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 10 OF 70 Public Addresses Includes speeches (State of the City), addresses Permanent In and other comments or remarks made at formal perpetuity ceremonies by elected officials. Public Records .Written public records requests, city denials of Temporary 2 years after Requests public records requests, appeals information, last action etc. Publications Newsletters, annual reports, policies, manuals, Semipermanent 5 years pamphlets, brochures, leaflets, reports, plans, feasibility studies, proposals, etc. published by the cit or at the cit 's request. Purchasing & Records documenting compefitive bidding and Semipermanent 5 years Quality-Based purchase of goods, services, and public works 67-2805(2)(3) Selection Records construction, and procurement of design and 67- professionals. Records include: published 2806(1)(3) noflces and solicitations, specifications, bids, requests for qualifications, statements of ualifications, etc. Purchase Orders & Requests and purchase orders for goods or Semipermanent 5 years Requisitions services purchased by the city. Information 50-907(2)(a) includes: department, delivery location, date, quantity, description, unit and total price, and authorizing signatures. Records Records documenting the inventory, retention, Permanent In Management management and disposition of city records, perpetuity Records including: records retention schedules, inventory worksheets, correspondence, record retenfion schedules and amendments, and destruction records including destruction resolution and authorization from Idaho State Historical Society and legal counsel. Sister City Records Records of sister city relationships with cities in Semipermanent 5 years other countries, including correspondence, ceremonial agreements, proclamations, exchange visit records, photographs and related documents. Surveys, Polls & Records documenting measurement of public Permanent In Questionnaires opinion, including surveys, polls, perpetuity questionnaires, studies, etc. Technical Manuals, Owners manuals and warranties for city-owned Transitory Until Specifications & vehicles and equipment. Includes removed Warranties specifications, operating instructions, safety from service information, and terms for coverage of repair or replacement of equipment. Telephone Actual telephone messages and telephone Transitory Until Messages message registers. administrati ve need ends Urban Renewal Includes urban renewal plans, annual financial Permanent In CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 11 OF 70 Records reports, audit reports, budgets, project records, perpetuity tax-increment financing information and related documents. Vacation Records Recorded property vacations by the city, Permanent In including streets, alleys, easements, public perpetuity utilities, subdivisions, and rights-of-way. Records may include: petitions to vacate, maps, descriptions of property, staff reports, and related correspondence. Vehicle Document the maintenance and repair history of Transitory Until Maintenance & city-owned vehicles. Records typically include: removed Repair Records description of work completed, parts and from service supplies used, date of service, date purchased, price, vehicle identification number, make and model, registration, etc. Visitor Logs Records documenting visitors to city buildings, Transitory 1 year and typically include: visitor's name, visitor badge issued, and entrance and exit times. Ballots Includes voted ballots, unused ballots, absentee Temporary 2 years ballots, s oiled ballots, and ballot stubs. SO-907(3)(c Campaign Finance Reports showing contributions and expenditures Permanent In Reports in city campaigns by mayor/council candidates, 50-907(1)0 perpetuity political committees and independent persons/entities. Includes C-1 (Certification of Treasurer), C-2 (Campaign Financial Disclosure Report), C-4 (Independent Expenditures), C-5 (48 Hour Notice of Contributions/ Loans Received), C-6 (Statement by Nonbusiness Entity), and C-7 (48 Hour Notice of Independent Ex enditures). Candidate Includes declarations of candidacy and intent for Permanent In Declarations & candidates for city elective office. Declarations 50-907(1)(p~ perpetuity Petitions of candidacy are filed by candidates to get their name on the election ballot, and are accompanied by a filing fee of $40 or a petition with the signatures of at least five qualified city electors, including a certification by the county clerk of the number of signatures that are of qualified city electors. Declarations of intent are filed by write-in candidates, and do not require the filing fee or petition. Election Working Includes the following records: absentee voting, Semipermanent 5 years Files polling places, judges and clerks, challengers and watchers, voting machines and vote tally systems, correspondence, and other records not specifically listed in this schedule. Notices of Election Includes the first and second notice of election Permanent In & Sample Ballots and sample ballot, which are published in the 50-907(1)(8) perpetuity official newspaper. CITY OF MERIDTAN RECORDS RETENTION SCHEDULE PAGE 12 OF 70 Poll Books Books showing the name, address and signature Permanent In of those voting in city elections. 50-907(1)(g), perpetuity 50-907(3) (c) Tally Books The book in which election staff record and total Permanent In the votes cast for each candidate and ballot 50-907(1)(g) perpetuity question at the polling precinct. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 13 OF 70 FINANCE DEPARTMENT August 2007 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Accounts Payable Records documenting payment of city bills, Temporary 3 years after including reports, invoices, statements, audit report vouchers, purchase orders, payment authorizations, receipt records, canceled checks or warrants, etc. SEE ALSO Grant Records in this section for records documenting expenditure of grant funds. Accounts Records documenting billing and collection of Temporary 3 years after Receivable monies owed to the city by vendors, citizens, collected or organizations, governments, etc. Records deemed include: reports, receipts, invoices, awards, logs, uncollectible lists, summaries, statements, etc. Information typically includes: receipt amount, date, invoice number, name, account number, account balance, adjustments, etc. SEE ALSO Grant Records in this section for records documenting receipt of grant funds. Audit Report Documents the city's annual audit, examining Permanent In perpetuity the city's compliance with generally accepted accounting principles and methods, the accuracy and legality of transactions, accounts, etc., and compliance with requirements, orders, and regulations pertaining to the financial condition and operation of the city. Information includes: auditor's report and recommendations, single audit information concerning federal grants, and other information. Bank Transaction Records documenting the current status and Temporary 3 years after Records transaction activity of city bank accounts, audit report including account statements, deposit and withdrawal slips, checks, checkbook stubs and check registers, etc. SEE ALSO Grant Files in this section for records documenting grant transactions. Bankruptcy Notices Records documenting notification to the city Temporary 3 years from that certain individuals have filed for discharge of bankruptcy, and used to determine if the debt or last individual owes money to the city and to file action notice or claim with the court. Information may (whichever is include: debtor's name, accounts information, shorter) prepared repayment plan and related documentation. CITY OF MERIDIAN RECORDS RETENTION SCHEbULE PAGE 14 OF 70 Bond Records Records documenting the authorization to Temporary 3 years after finance city improvements through bonded final bond indebtedness. Records include: bond rating payment information, bond ordinance and legal notices announcing bond election, bond counsel information and o inions, covenants, etc. Bonds & Coupons, Records documenting paid bonds and coupons Temporary 3 years after Paid issued for capital improvements financed by final payment property tax levies, assessments on property owners or city utility user charges. The paid (canceled or redeemed) bonds and coupons are received from paying agents and include: bond number, maturity date, series number, interest payable date, dollar amount, sale conditions, and related information. Bonds Issued Registers or similar records documenting all city Temporary 3 years after Registers bond issues and related information. Useful for audit report ensuring accurate information about the overall indebtedness of the city. Information often includes: bond number, date paid, place of payment, maturity date, date registered and related data. Budget Records Records used in preparing and adopting the city Temporary 3 years budget, including revenue projections, instructions, deparhnent requests, worksheets, and other information. Deduction Records documenting employee application and Temporary 3 years after Authorization authorization for voluntary payroll deductions, superseded, Records direct bank deposits, and related actions. terminated, or Payroll deductions are directly deposited or employee remitted to the authorized financial institution, separation insurance company, or other agency or vendor. Records may include: insurance applications, enrollment cards, deduction authorizations, approval notices, deduction terminations, and related records. Deduction Registers Registers or records documenting voluntary Semipermanent 5 years and/or required deductions from the gross pay of city employees. Types of deductions include: federal income and social security taxes, state income tax, workers' compensation, union dues, insurance, deferred compensation, credit union, parking permit, pre-written checks, garnishments, levies, charitable contributions, and others. Information may include: employee name and social security number, pay period, total deductions, net pay, check number, and related data. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 15 OF 70 Employee Bond Records documenting the posting of fidelity, Semipermanent 6 years after Records performance or position bonds to guarantee the expiration honest and faithful performance of elected officials, individual employees or groups of employees. Information typically includes: name and position(s) of the individual or group, amount of coverage, effective and expiration dates, and related information. Employee Time Records documenting hours worked, leave hours Temporary 3 years Records accrued, and leave hours taken by city employees. Information usually includes: employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates and related.data. SEE AL50 Leave A lications in this section. Employee Travel Records documenting requests, authorizations, Temporary 3 years Records reimbursements, and other actions related to employee travel, including expense reports and receipts, vouchers and related documents. Information typically includes: estimated and final cost, destination, method of transportation, travel dates, approval signatures, etc. Federal & State Records, in addition to those itemized in this Semipermanent 5 years Tax Records section, used to report the collection, distribution, deposit, and transmittal of federal and state income taxes as well as social security tax. Examples include: the federal miscellaneous income statement (1099), request for taxpayer identification number and certificate (W-9), employers' quarterly federal tax return (941, 941E), tax deposit coupon (8109), and similar federal and state completed forms. SEE ALSO Wage & Tax Statements and Withholding Allowance Certificates in this section for related records. Financial Reports Reports documenting the financial condition and Permanent In perpetuity operation of the city, issued on a monthly, quarterly, annual or 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. Garnishment Records documenting requests and court orders Temporary 3 years Records to withhold wages from employee earnings for garnishments, tax levies, support payments, and other reasons. Usually includes original writs of garnishment, orders to withhold, federal or state tax levies, recapitulations of amounts withheld, and related records. Information usually CITY OF MERIDIAN RECORDS RETENTION SCFYEDULE PAGE 16 OF 70 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. General Ledgers Records documenting the summary of accounts Semipermanent 10 years reflecting the financial position of the city, showing debit, credit and balance amounts per account, budget, fund and department, and totals for notes receivable, interest income, amounts due from other funds, federal grants received, bank loans received, cash in escrow, deferred loans received, cash, encumbrances, revenue, accounts receivable, accounts payable, etc. Gift & Records documenting gifts and contributions to Temporary 3 years after Contribution the city, including donor and acknowledgment completion of Records letters, acquisition lists itemizing purchases the terms of made with contributed money, checks, receipts the gift/ and related records. contribution Grant Records Records documenting the application, Semipermanent 10 years final evaluation, awarding, administration, reporting disposition, or and status of grants received, awarded or as specified in administered by the city. Records include: grant applications and proposals, summaries, agreement objectives, activities, budgets, exhibits, award notices, progress reports, contracts, financial reports, and related correspondence and documentation. Interdepartmental Accounting documents that request the transfer Temporary 3 years Billings of funds between departments for services rendered or materials urchased. Investment Records Reports, statements, summaries, correspondence Temporary 3 years and other records documenting and tracking investments made by the city, including the Local Government Investment Pool. Leave Applications Applications or requests submitted by city Temporary 3 years employees for sick, vacation, compensatory, personal business, family and medical leave, long term leave, and other leave time. Information usually includes: employee name, department, date, leave dates requested, type of leave requested, and related data. SEE ALSO Employee Time Records in this section. Leave Balance Reports documenting individual city employee Semipermanent 75 years after Reports accrual and use of sick, vacafion, compensatory, date of hire personal business, family and medical leave, and other leave time. Information usually includes: employee name and social security number, leave beginning balance, leave time accrued, leave time used, ending balance, and related CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 17 OP 70 data. SEE ALSO Employee Benefits Records in the Personnel section. Loeal Improvement Records documenting the formation of a local Permanent In perpetuity Districts improvement district and levying of special assessments, including: published notices, assessment roll, appeals, affidavits, bonds and coupons, delinquencies, and related correspondence and documents. Payroll Reports, statistical studies, and other records Temporary 3 years Administrative designed and used for budget preparation, Reports projections, workload and personnel management, and research and general reference. Often consists of recapitulation reports organizing wages, deductions, and other data into categories such as quarter-to-date, year-to-date, fiscal year-to-date, department, division, section, employee/employer contributions, and others. Payroll Registers Registers or records serving the same function Temporary 3 years of documenting the earnings, voluntary and 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. Receipts Copies of receipts, showing the date, from Temporary 3 years whom received, amount, purpose, etc. Sales & Use Tax Used to report and remit sales tax collected and Temporary 3 years Forms due to the state. Signature Records documenting authorization of Semipermanent 6 years Authorization designated employees to sign fiscal and Records contractual documents. Subsidiary Ledgers, Records documenting details of transactions Semipermanent 75 years Journals & such as those related to receipts and Registers expenditures on a daily, monthly, quarterly or similar basis. Includes journals, ledgers, registers, daybooks and other account books that provide backup documentation for the general ledger. Unemployment Records documenting claims submitted by Temporary 3 years Compensation former city employees for unemployment Claim Records compensation. Usually includes: claims, notices, reports, and related records. May also include records generated by the appeal of claim determinations. Unemployment Records documenting employee earnings on a Temporary 3 years Reports quarterly basis. Used to document costs and CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 1$ OF 70 charges in the event of an unemployment compensation claim. Information includes: employee name and social security number, quarterly earnings, days worked, totals, and other data. Utility Account Records documenting routine information Temporary 2 years Change Records changes to customer accounts, including name and address. Utility Applications completed by customers requesting Temporary 3 years Application/Discon or disconnecting water, sewer, power, garbage nect Records or other city-provided services. Information typically includes: customer's name, address, phone number, meter information, date and approval signatures. Utility Bill Bill stubs received with payments for water, Temporary 3 years Remittance Stubs sewer, power, garbage and other city-provided services that document receipt and posting of customer payments. Information typically includes: account number, name, service address, payment received, and receipt date and number. Utility Billing Records documenting adjustments to customer Temporary 3 years Adjustment water, sewer, power, garbage or other city- Records provided service billings for debits, 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. Utility Billing Records documenting transactions on the water, Temporary 3 years Register sewer, power, garbage or other city-provided service account of each customer. Useful for reference to assure accurate customer billings. Information often includes: customer's name, service address, meter reading, water or power usage, utility charges, payments, adjustments, prior balance due, current balance due and related data. Utility Customer Records documenting customer payment of a Temporary 3 years after Security Deposit security deposit to receive water, sewer, power, refund or last Records garbage or other services. Information usually action includes date, amount of deposit, customer's name, address, and account number, date account closed, refund date, amount of deposit confiscated, reason for confiscation; and related information. Utility Meter Books Document the readings of customer water/power Temporary 3 years meters by city employees for billing purposes. Information typically includes: name of meter CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 19 OF 70 reader, meter reading, date read, account number, billing code, final reading, reason for turnoff, meter changes, and related data. Vendor Lists Lists of vendors providing goods and services to Transitory Until the city. superseded or administrative need ends Wage & Tax Annual statements documenting individual Semipermanent 5 years Statements employee earnings and withholdings for state and federal 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. SEE ALSO Federal & State Tax Forms in this section for related records. Withholding Certificates documenting the exemption status Semipermanent 5 years Allowance of individual city employees, also known as W- Certiticates 4 forms. Information includes: employee name and address, social security number; designation of exemption status, and signature. SEE ALSO Federal & State Tax Forms in this section for related records. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 20 OF 70 F1RE DEPARTMENT January 2012 NAME OF DESCRIPTION CATEGORY RETENTION RECORD PERIOD Administrative Records regarding day-to-day administration of Transitory Until Records department, e.g., copies of invoices, travel records, administrative uniform clothing purchases, fuel charges, fuel need ends or receipts, fuel reports, inventory asset information record is forms, and copier copy count sheets. Phone logs, superseded ride-along tracking records, waste water inventory, IZnox Box Forms, blogs, daily attendance sheets, and quarterly personnel newsletter. Correspondence Day-to-day office and housekeeping correspondence Transitory Until not unique to city functions or programs. administrative need ends General administrative correspondence, including Semipermanent 5 years records created or received in the course of administering city policies/programs, but not related to significant policy/program discussions or decisions. Policy/program correspondence, documenting the Permanent In perpetuity formulation, adoption, and implementation of significant policy/program decisions, including letters to personnel, Certified Family Home Fire District letters, letters regarding training burns, etc. Equipment Equipment maintenance and test records include: Transitory Until Maintenance & Fire hose records such as test date, date previously administrative Test Records tested, apparatus number, station number, hose need ends diameter, conditions found, service date, defects corrected, etc. Ladder test results done annually on all ladders. Tests done on SCBA's including flow testing. 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 re orts. Fire & Security Records documenting the department's role in issuing Permanent In perpetuity Alarm System permits, testing and maintaining fire and security Records alarms, including fire alarm and sprinkler system plans. May include permits, applications, malfunction reports, maintenance reports, and related documents. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 21 OF 70 Fire Fire and arson investigation case files, including Permanent In perpetuity Investigation investigatve reports, witness statements, Records photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laboratory reports, and incident/injuryrepnrts. Hazardous Inspection records of underground and above ground Permanent In perpetuity Materials fuel storage tanks. Reports and investigation results Records of incidents including spills and leaks, etc. Historical Newspaper clippings and articles relating to the Permanent In perpetuity Records Meridian Fire Department, photos of events. In-Home Care Documents relating to fire code inspections Semipermanent 5 years Facility performed by the department of home daycares and Inspections foster care homes. May include reports, notices, citations, occupancy and pre-fire planning records, floor plans, sketches, reports, lists and related documents. Inspection and Documents relating to fire code inspections Semipermanent 5 years Occupancy performed by the department of commercial Records for buildings. May include reports, notices, citations, Commerciat occupancy and pre-fire planning records, floor plans, Buildings sketches, reports, lists and related documents. Juvenile Fire Case files related to juvenile fire setter investigation, Permanent In perpetuity Setter including investigative reports, witness statements, Evaluations photographs, maps, correspondence, notes, video and audio recordings, copies of property releases, laboratory reports, incidenUinjury reports. Maps Maps and related records maintained by the Transitory Until department for address location, reference and for superseded tracking various trends. May include lists, books and other methods of address location. Meeting Final, approved Officer and Command Staff meeting Semipermanent 5 years Minutes minutes. Monthly and Monthly and Annual Department reports Permanent In perpetuity Annual Department Re orts CITY OF MERIDIAN RECORDS RETENTION SCIIEDULE PAGE 22 OF 70 Narcotics Narcotic inventory and usage- hard copy, narcotics Temporary 3 years Inventory & distributed to the engine companies Usa e National Fire National Fire Incident Reporting System (NFIRS) Permanent In perpetuity Incident Fire Incident Report, including as related to fire run, Reports medical emergency, casualty, hazardous materials call, false alarm, good intent, or service call. May include property release forms, civilian and fire service casualty reports, hazardous materials reports, etc. Patient Care Records related to patient care, refusal of care, denial Permanent In perpetuity Records of need for care, supplemental emergency medical services reports, diagnostic attachments to include ECG, care summary reports and vital sign re orts. Plans, Records related to department operations, including Transitory Until Protocols, Medical Supervision Plan, standing written orders, superseded Guidelines, operational guidelines, administrative and operational Policies policies Proof of Proof of worker's compensation and other insurance Transitory Until Insurance required for training tower usage by other agencies superseded Public Records related to the design and implementation of Semipermanent 10 years Education educational and other outreach programs provided to Programs & the public by the department. May include: class Publications descriptions, instructional materials, course outlines, class enrollment and attendance records, reports, s eeches, publications, and car seat inspection forms. Public Record Public records requests and responses. Temporary 1 year Requests Ride-Along Signed waiver for persons requesting aride-along Transitory Until Forms with the department. administrative need ends CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 23 OF 70 Structure Burn Training Records Records related to structure burns. Semipermanent 10 years Vehicle and Records documenting maintenance and repairs of Semipermanent 5 years after Equipment vehicles, equipment, and other assets with a useful disposal or Maintenance life generally more than five years. May include replacement and Repair vehicle maintenance records, inspections, pump of asset to Records testing and repair records of apparatus, ladder which record inspections, and SCBA equipment. is related Meridian Rural All records of activifies of the department or other Permanent In perpetuity Fire Protection City departments as they relate to the Meridian Rural District Records Fire Protection District. May include: annual audits, land and apparatus acquisition records, records relating to construction of fire stations, bank statements, tax levy forms, Local Government Investment Pool statements, financial statements, annual budget records, legal notices, meeting minutes, election records, declarations of candidacy, election results, ICRMP insurance records, audio recordings of meetings. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 24 OF 70 HUMAN RESOURCES DEPARTMENT January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Affirmative Records documenting city compliance with the Civil Semipermanent 5 years Action; Rights Act of 1964, the Equal Employment Idaho Code § Equal Opportunity Act of 1972 and the Americans with 50-907(2)(g); Employment Disabilities Act. Records include: plans, policy 29 CFR Part Opportunity statements, reports, investigations, case files and 1602; 29 CFR Commission related information. Also includes EEO-4 reports 1620.32 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, spouses and Semipermanent 75 years after Continuation dependents informing them of their rights to continue Idaho Code ,~ employee insurance coverage after termination or disability or 50-907(2)(g~; separation, family leave and whether coverage was elected or 29 CFR 1627.3 expiration of rejected. Continuation may be under COBRA or eligibility, or another provision. Notice is also sent to a third party completion of administrator who administers the extended coverage. litigation, Records maybe filed with the Employee Benefits whichever is Records or Employee Personnel Records. longest City Hall Records documenting the activities and administration Semipermanent 2 years from last Volunteer of volunteer programs in city hall and records Idaho Code ~',¢ date of volunteer Program documenting work performed for the City by citizens 50-907(2)(g~ work records without compensation for their services. May include and 72-601 volunteer applications forms, volunteer and emergency contact information, agreements, applications, skills test results, training documentation, task assignments, monitoring records, volunteer hour statistics, volunteer program publicity records, insurance information, inactive volunteer files, and related records. Collective Records documenting negotiations between the city Semipermanent 3 years Bargaining and employee representatives, including contracts, Idaho Code ,¢ reports, negotiafion notes, letters of agreement, 50-907(2)(g); arbitration findings, cost analyses, minutes, tape 29 CFR 516.5 recordings, etc. Employee Records relating to city employee benefits information Semipermanent 75 years after Benefits such as: selection of insurance plans, retirement, Idaho Code ~',¢ employee pension, and disability plans, deferred compensation 50-907(2)(g) sepazation, plans, and other benefit information. Records may and 45-610; 29 expiration of include but are not limited to: plan selection and CFR 1627.3; 29 eligibility, or application fonns, enrollment records, conhibution and CFR 1602.31; completion of deduction summaries, personal data records, IDAPA litigation, CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 25 OF 70 authorizations, beneficiary information, yeaz-end leave 09.01.35.081 whichever is balance reports, notices of disability payment made, longest and related documentation. Employee Document an individual employee's work-related Semipermanent 75 years after Medical medical history. These records are not personnel Idaho Code ,¢§ employee Records records and must be kept in a separate location from 50-907(2)(g) sepazation, employee personnel records as required by the and 72-601; 29 expiration of Americans with Disabilities Act. Records may include, CFR 1602.31; eligibility, or but are not limited to: medical exam records (pre- 29 CFR completion of employment, pre-assignment, periodic or episodic), X- 1910.1020 litigation, rays, records of significant health or disability whichever is limitations related to job assignments, documentation longest or work-related injuries or illnesses, hearing test records, hazard exposure records, first- aid incident records, physician statements, release consent forms and related correspondence. Employee Document of employee's work history. Records may Semipermanent 75 years after personnel include, but are not limited to: employment Idaho Code ,¢,¢ employee records applications, notices of appointment, training and 50-907(2)(g) separation, certification records, records of health limitations, drug and 45-610; 29 expiration of testing, salary schedules, personal actions, performance CFR 1627.3; 29 eligibility, or evaluations, awards and other special recognition, CFR 1602.31; completion of letters of recommendation, investigation information, IDAPA litigation, disciplinary action, notices of layoff, letters of 09.01.35.081 whichever is resignation, home address and telephone, emergency longest notification forms, oaths of office, grievance and complaint records, and relate correspondence and documentation. (See also Employee Benefits Records, Employee Medical Records, Recruitment and Sellection Records, and Volunteer Records.) Employment Document to the U.S. Immigration and Naturalization Semipermanent 3 years after date verification Service that an applicant or employee is eligible to Idaho Code ~ of hire or 1 year (I-9) of job work in the U.S. Information includes: employee 50-907(2)(g) 8 after employment applicants information and verification data such as citizenship or U.S.C. § is terminated, alien status and signature, employer review and 1324a(b)(3) whichever is later verification data such as documents, which establish (Immigration identity and eligibility, and employer's signature Reform and certifying that documents were checked. This category Control Act) includes forms completed for all new hires, as superseded or previous forms completed on rehires. Hazard Emergency response employees exhibiting signs or Semipermanent 75 years after exposure symptoms possibly resulting from exposure to Idaho Code ~' employee records hazardous substances are required to be provided 50-907(2)(g); separation, medical examination and consultation. Records 29 CFR expiration of include: employee's name and social security number; 1910.1020 eligibility, or physician's written opinion, recommended limitations; completion of results of examinations and tests; employee medical ]iti ation, CITY OP MERID WN RECORDS RETENTION SCHEDULE PAGE 26 OF 70 complaints related to hazardous substance exposure; whichever is description of employee's duties as they relate to longest exposure; the employee's exposure levels or . anticipated exposure levels; description of protective equipment used; and information from previous medical examinations of the employee which is not readily available to physician and other information. Kinds and Records documenting the description, classification Temporary 3 years levels chart and compensation of city jobs and positions. Usually Idaho Code ,¢ includes details of duties and responsibilities of each 50-907(3)(d); position time percentage breakdowns of tasks, skills 29 CFR Part and abilities needed for each position, and related 1602 and 29 records documenting the development, modification or CFR 1627.3 redefinition of each job or osition. Personnel Forms submitted to HR upon initial hire, pay increase Semipermanent 75 years after Action (PAR) or decrease, change of address, or change of supervisor Idaho Cade ,¢ employee Forms 50-907(2)(g); sepazation, 29 CFR Part expiration of 1602 and 29 eligibility, or CFR 1627.3 completion of litigation, whichever is longest Position Records documenting the description, classification Temporary 3 years descriptions and compensation of city jobs and positions. Usually Idaho Code ~' includes details of duties and responsibilities of each 50-907(3)(d); position time percentage breakdowns of tasks, skills 29 CFR Part and abilities needed for each position, and related 1602 and 29 records documenting the development, modification or CFR 16273 redefmition of each job or osition. Photo Photographs and other records used to identify city Transitory Until superseded, Identification employees, private security personnel, contract workers obsolete or and other. May include photographs taken by City for administrative identification or prox card or driver's license needs end photoco y. Recruitment Documents regarding the recruitment and selection of Semipermanent 2 years and selection city employees and contracted service providers such Idaho Code § records for as attorneys, auditors, consultants, etc. Records may 50-907(2)0; applicants include, but aze not limited to: job announcements and 29 CFR who are descriptions, applicant lists, applications and resumes, 1602.31; 29 hired position advertisement records, civil service and other CFR examination records, interview questions, interview 16273(b)(1)(vi) 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 CITY OP MERIDIAN RECORDS RETENTION SCI-IEDULE PAGE 27 OF 70 documentation. Recruitment Documents regarding the recruitment and selection of Semipermanent 2 years and selection city employees and contracted service providers such Idaho Code ,¢ records for as attorneys, auditors, consultants, etc. Records may 50-907(2)(g); applicants include, but are not limited to: job announcements and 29 CFR who are not descriptions, applicant lists, applications and resumes, 1602.31; 29 hired position advertisement records, civil service and other CFR examination records, interview questions, interview 1627.3(b)(1)(vi) 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. HR internal Records related to the design and implementation of Semipermanent 5 years from final training training program provided to employees by the city. Idaho Code ,¢ presentation/use program May include course descriptions, instructor 50-907(2)0 certifications, instructional materials, course outlines, class enrollment and attendance records, tests, test results, and related records. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 2$ OF 70 LEGAL DEPARTMENT January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Civil Case Files Pending and closed cases filed by and Semipermanent Keep 10 years against the city, including all pre- 50-907(2)(g~ after case closed litigation, litigation, appellate or dismissed, or documents (complaints, summons, date of last investigations, reports, attorney notes, action discovery-related records, pleadings, deposition transcripts, disposition, orders and judgments, settlement and mediation information, appeals, and related records), and bankruptcy files. Claim Files Claims for damages filed by and Semipermanent Keep 10 years against the city, including claims 50-907(2)(g) from date of caused by city employees/equipment, resolved claim, including related correspondence. provided there is no litigation. Departmental Reports prepared by the city attorney Semipermanent 5 years after date Reports for the mayor and city council. 50-907(2) (e) of issuance or completion of the matter contained within the record. Forms, tem lates Legal forms and templates Transitor Until superceded Land Use Appeals of land use decisions, Semipermanent Keep 10 years Appeals including staff reports, pleadings, 50-907(2)0 after case closed briefs, and related records. or dismissed, or date of last action Legal Opinions, Formal and informal opinions and Permanent In perpetuity Memoranda memoranda rendered by the city 50-907(1)(h) attorney for the mayor, city council, or city deparhnents, examining legal questions relating to state/federal law/rules or local ordinances/policies. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 29 OP 70 INFORMATION TECHNOLOGY DEPARTMENT January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Backup tapes A copy on a tape cartridge of the Transitory 6 months contents of all data from the City servers Case Management All cases opened in Case Management, Temporary 3 years notes including Code Enforcement, Building SO-907(3)(d) Services, Legal, and Information (other) Technolo Department Policies, reports, and documents Semipermanent 5 years policies and regarding internal department 50-907(2)(e) reports operations and procedures, e.g. (dept. report) computer usage policy, password policy, service level goals, training materials, evaluations of materials Disaster Recovery Strategy for retention and recovery of Transitory Until Plan network and electronic documents superseded or following network or server crash or updated failure Information Minutes kept of monthly MIS Temporary 2 years Steering Committee meetings 50-907(3)(d) Committee (other) Minutes Internally- Text-based programming statements or Transitory Until generated source instructions that create or execute a superseded or code computer ro ram updated Internet history List of websites accessed on City Transitory 90 days computers and electronic devices Inventory List of electronic devices held by City Transitory Until Management and software licensing information and superseded or (Express Metrix) specifications for each electronic updated device used by City Outlook Meeting requests sent and received by Transitory Until deleted appointments employees via Outlook; appointments by user scheduled via Outlook by employees; meeting and appointment reminders sent and received via Outlook Outlook a-mail All e-mail messages, sent or received Semipermanent 5 years messages -general by City staff using Outlook software, 50-907(2)(p~ City staff that are stored in Outlook or the City's (other) e-mail archiving system. (E-mail messages may be preserved elsewhere in digital or paper format for longer periods of time as the subject matter of such messages may require.) CITY OF MERTDTAN RECORDS RETENTTON SCHEDULE PAGE 30 OF 70 Outlook a-mail All e-mail messages, sent or received Transitory Until deleted messages -specific by part-time staff, seasonal staff, by user City staff temporary staff, interns, or firefighters using Outlook software, that are stored in Outlook or the City's a-mail archiving system (E-mail messages may be preserved elsewhere in digital or paper format for longer periods of time as the subject matter of such `. messages ma re uire.) Outlook tasks and Tasks, task requests and reminders sent Transitory Until deleted notes and received by employees via by user Outlook Prox card access Register of which prox cards have Transitory 90 days histo accessed a restricted area Security camera Video footage from security cameras Transitory Until footage mounted on and in city facilities overwritten by system Shoretel phone List of incoming and outgoing calls, Transitory 90 days history including phone numbers and caller identification, as available Voice mail Incoming verbal messages recorded on Transitory Until deleted messa es Shoretel or other voice mails stems b user CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 31 OP 70 MAYOR' S OFFICE January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Agendas & Agendas and minutes of Director Semipermanent 10 years Minutes Meetings, Operational Meetings, Mayor's Youth Advisory Council Meetings/ Annual Reports Report on City's and Mayor's Office Permanent In perpetuity activities over preceding year summarizing activities and financial performance. Attendance Sheets Sign-in sheets, where offered, for Temporary 2 years from activities and events hosted by the date of event Mayor's Office. Applications Forms and materials submitted in Semipermanent 10 years application for positions or awards administered by Mayor's Office, including applications for scholarships, Promise partners, Mayor's Youth Advisory Council, volunteer positions, City commissions, and City committees or task forces. City Website HTML text stored in data base table in Transitory Until updated Content CMS. Note: Source document may or superseded exist elsewhere, and be retained pursuant to separate record retention schedule. Correspondence- Records created or received in the Semipermanent 5 years General course of administering city Administrative policies/programs, but these records do not provide insight into significant policy/program discussions or decisions. To include: Citizen response letters Correspondence Day-to-day office and housekeeping Transitory Until correspondence not unique to City administrative functions or programs. May include; needs ends thank you notes, welcome letters, letters to homeowners associations and businesses. Policy/program correspondence, Permanent In perpetuity documenting the formulation, adoption, and implementation of significant policy/program decisions. May include corres ondence relating CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 32 OF 70 to Commission and Committee appointments and correspondence with other government agencies. Economic HTML text stored in economic Transistory Until updated Development development website's external data or superseded Website base. Memoranda Internal or external memoranda Permanent In perpetuity summarizing research, I~ recommendations, and other 'i information News Releases A written or recorded record directed Permanent In perpetuity at members of the news media for the purpose of making a newsworthy announcement. Photos Published or historically significant Permanent In perpetuity photographs taken, owned, or stored by the Mayor's Office. Photographs that are not used or Transitory Until needed for a particular purpose. administrative need ends Proclamations Cit -initiated proclamations Permanent In erpetuit Outside oup-initiated roclamations Transitory 1 year Publications Informational or promotional 5emiperrnanent 10 years publications of the Mayor's office, including newsletters, flyers, marketing materials, brochures, program materials. Public Addresses Records relating to State of the City Permanent In perpetuity address. May include script, video, PowerPoint, program, agenda, hotos. Records relating to State of the City Transitory Until addresses or speeches. May include administrative script, video, PowerPoint, program, need ends agenda, hotos. Talking Points Records prepared to summarize issues Transitory Until in preparation for discussion with the administrative public or media. need ends Videos Videos prepared monthly for Permanent In perpetuity informational or promotional purposes, e.g., Celebrate Meridian Videos prepared weekly for Temporary 2 years informational or promotional purposes, e.g., City Council meetings, This Week in Meridian Raw video footage, used or unused Transitory Until administrative need ends CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 33 OF 70 PARKS c~ RECREATION DEPARTMENT January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Facility reservation Form applying for reservafion of MPR Temporary 2 years application and facility; other required documentation SO-907(3)(d) materials such as proof of insurance. (othery Financial aid Completed application form and Temporary 2 years applications materials submitted to request 50-907(3)(d) financial assistance for children's (other) class or program. Incident or Reports of incidents, injuries, or Temporary 2 years accident reports accidents incurred during or related to 50-907(3)(d) a department-sponsored or (other) department-provided class, camp, program, reservation, or activity. Indemnity forms, Signed waiver/indemnity agreement Temporary 2 years medical release related to individual's or 50-907(3)(d) forms, waivers organization's participation in (other) department-sponsored or department- provided class, camp, program, reservation, activity, transportation, or travel. Internal Logs of employees' time, tasks, and Permanent In perpetuity department time location; reports and analysis of 50-907(1)(h) logs and reports related data. (other) Memorial forms Form requesting memorial in MPR Permanent In perpetuity facility under established memorial 50-907(1)(h) program (e.g. Generation Plaza Brick (other) Sales form, Memorial Tree Program form) Parks & Recreation Annual newsletter prepared by Parks Permanent In perpetuity Department & Recreation Department. 50-907(1)(h) newsletters (other) Public input Records of public input, including Permanent In perpetuity records survey results, neighborhood meeting SO-907(1)(h) minutes, correspondence, etc. (other) Registration forms Form registering an individual fora Temporary 2 years recreation class, team, or event. 50-907(3)(d) (other) Sign in/Sign out Forms completed by parents to signify Temporary 2 years sheets that minor articipant has been 50-907 3 (d) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 34 OF 70 dropped off or picked up from a (other) department-sponsored or department- provided class, camp, program, or activit . Sports schedules Record of games played and final Temporary 2 years and scores scores. 50-907(3)(d) (other) Team rosters Record of all individuals registered for Temporary 2 years a sports team. 50-907(3)(d) (other Tree inventory Inventory of all public trees Permanent In perpetuity maintained by City Arborist per City 50-907(1)(h) Code. other) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 35 OF 70 PLANNING DEPARTMENT January 2012 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Accessory Use Application. Records also may Permanent In perpetuity Permits for include: administrative review Daycare or Home documents including copy of issued ', Occupation permit, and the original signed copy of home occupation compliance statements. Alternative Application. Records also may include: Permanent In perpetuity Compliance administrative review documents including copy of issued approval with accompanying CZC or final plat. Annexation Application. Records also may include: Permanent In perpetuity annexation development agreement, 50-907(1)(e) notices of hearing, staff report, recommendations of the planning and zoning commission, maps, City Council decision, ordinance, legal descri tion, etc. Area of City Records include public notices, Permanent In perpetuity Impact; correspondence, notices of hearing, 50- negotiations recommendations from the planning 907(1)(a)(b)(e) and zoning commission, maps, and (h) "committee of nine" proceedings, etc. CDBG Sub Agreement. Semi- 5 years recipient permanent a reements 50-907(2) CDBG Plans and Plans, reports, and related Permanent In perpetuity Re orts cones ondence, documentation. 50-907(1 Certificate of Application. Records also may include: Permanent III perpetuity Zoning proposed site/landscape plan with 50-907(1)(h) Compliance; parking, landscaping, setbacks, lot See also Verification area, administrative review documents, 50-907(2)(C) co of cerkificate, verification, etc. City Council Application for City Council Review. Permanent In perpetuity Review a eal 50-907(1) h Comprehensive Application with map, map and text Permanent In perpetuity Plan amendments, future land use and 50-907(1)(e) acquisition maps and related documents. Records also may include: related documents, notices of hearing, staff report, planning and zoning commission recommendations, decision, related correspondence, ado ting resolution, etc. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 36 OF 70 Conditional Use Application. Records also may Permanent In perpetuity Permit; include: blueprint drawings, notices of 50-907(1)(h) Modification hearing, staff report, planning and zoning commission recommendations, decision, related corres ondence, etc. Design Review Application. Records also may include: Permanent In perpetuity records related to design review 50-907(1){h) overlay districts, staff reports, committee recommendations, material boards, ma s, photographs, eta Development Development agreement including: Permanent In perpetuity Agreement; records documenting formation, 50-907(1)(e) Modification modification including application to modify conditions, application to extend the time to sign the agreement, and termination of development agreement. Director Application and decision. Semipermanent 10 years Determination 50-907(2)(g) Planned Unit Application. Records also may Permanent In perpetuity Development include: maps, diagrams, site plans, 50-907(1)(h) notices of hearing, staff report, recommendation/decision by the planning and zoning commission, corres ondence, etc. Planning Studies Planning studies and related Permanent In perpetuity not adopted into documentation. 50-907(1)(h) the Comprehensive Plan or UDC Plat, final; Application. Records also may include: Permanent In perpetuity modification to map, plan, proof of ownership, 50-907(1)(e) condition applicable statement(s) of conformance, staff report, correspondence, Director determination, City Council decision, application for modification of condition(s) and decision, etc. Plat, preliminary Application. Records also may include: Permanent In perpetuity map, staff report, correspondence, 50-907(1)(e) decision, etc. Plat, preliminary Application. Records also may include: Permanent In perpetuity and final final plat and supporting records, staff 50-907(1)(e) re ort, correspondence, decision, etc. Plat, short Application. Records also may include: Permanent In perpetuity map, staff report, correspondence, 50-907(1)(e) decision, etc. Private Road; Application. Records also may include: Permanent In perpetuity ermit map, documents related to access, 50-907(1)(e) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 37 OF 70 maintenance, right-of--way, easement, correspondence, decision, etc. Property Application. Records also may include: Permanent In perpetuity Boundary tentative Director approval 50-907(1)(e) Adjustment documentation, recorded survey, conditions of approval, Director determination, certificate ,of zoning compliance, etc. Rezone Application. Records also may include: Permanent Iri perpetuity rezone agreement, notices of hearing, 50-907(1)(e) staff report, recommendations of fhe planning and zoning commission, ma s, decision, ordinance, etc. Sign; planned sign Application. Records also may include: Semipermanent 5 years after program; permit sign design/drawings, correspondence, 50-907(2)g) expiration, staff notes, tentative Director approval, revocation, or decision, ermit, etc. denial. Sign, temporary Application. Records also may include: Transitory 1 year and/or limited sign design drawings, correspondence, duration; ermit staff notes, decision, permit, etc Time Extension, Application, staff report, and decision. Semipermanent 5 years Director, Planning 50-907(2)(g) & Zoning Commission or Council Unified Application with proposed code Permanent In perpetuity Development amendments. Records may include: 50-907(1)(e) Code; amendment staff report, recommendation of the planning and zoning commissioner, correspondence, decision, ordinance, etc. Vacation Records Records include petitions to vacate, Permanent In perpetuity maps, descriptions of property, staff 50-907(1)(e) reports, letters of relinquishment and other correspondence, decision, etc. Variance Application. Records also may Permanent In perpetuity include: Idaho Transportation Department correspondence and/or decisions, decision(s), etc. Zoning Letter and related documentation. Temporary 2 years Verification Letter 50-907(3)(d) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 38 OP 70 POLICE DEPARTMENT August 2007 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Audio files, active Audio recordings created by police Temporary 6 months a8er case pending officer making a traffic stop or other conviction, citizen contact, where a citaflon is plea, issued, an arrest is made, a charge is payment, or filed, or an investigation is opened other final regarding the incident. disposition of citation or charge Audio files, no Audio recordings created by police Temporary 30 days after further contact officer making a traffic stop or other recorded citizen contact, where no citation is issued, no arrest is made, no charge is filed, and no investigation is pending regarding the incident. Activity Reports Daily, weekly, monthly or other Semipermanent 5 years reports documenting the activities of 50-907(2)(e) employees, including: type of activity, employees involved, time spent on activity, work completed, equipment used, etc. Briefing Records Records documenting internal Transitory Until communication between supervisors administrative and shift workers or between staff on need ends different shifts to alert them to problems, issues or activities. Records may include, but are not limited to: briefing logs, teletype messages, and bulletins from other agencies. Data Management Records documenting the maintenance Transitory Until System Records and update of current information used superseded to provide and direct incident response within a 911 service area. Information may include, but is not limited to: address data, response unit assignments, response codes, responsible person data, and related documentation. Dispatch Incident Document specific incidents when a Temporary 2 years Records call is received by the 911 dispatch center and subsequent response activities. Information may include, but is not limited to: caller's name, address, and telephone number; details CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 39 OF 70 of incident or complaint; dispatcher's name; responding agency and time of response; and incident disposifion. Additional information received through an enhanced system is the Automatic Number Identification and Automatic Location Identification (ANI/ALI) which includes the telephone subscriber name, subscriber's telephone number and location. Master Street Records document the city's Transitory Until Address Guide notification to the phone service superseded Maintenance provider about the addition of new Forms streets or revision to existing streets on the Master Street Address Guide (MSAG). The MSAG is maintained by the phone service provider or its independent contractor. Information may include, but is not limited to: new or updated address, customer, and res onder information. Master 24-Hour Document recorded incoming Temporary 30 days after Audio Tapes emergency and non-emergency calls; recorded law enforcement, fire and emergency medical services dispatches; radio activity; and 911 calls. Tapes are maintained on a 24-hour basis. Operational Logs Records documenting chronological Temporary 1 year tracking of activities related to 911 dispatch center operations, including, but not limited to: radio logs, telephone logs, and criminal background check request logs. Premise Records documenting information Temporary Until Information about specific premises or locations administrative Records that emergency responders need to need ends know in advance of arrival at an incident site. Information may include, but is not limited to: hazardous materials storage locations, building plans submitted to the fire department, location of utility shut- offs, and related information. Quality Assurance Records documenting the evaluation, Temporary 2 years Records analysis, and assessment of the performance and quality of 911 dispatch services. Records ma CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 40 OF 70 include, but are not limited to: system evaluations, performance reports, surveys and questionnaires, quality improvement reports and recommendations, and related documentation. Statistical Reports Records documenting the compilation Permanent In perpetuity of statistical data about the actions and SO-907(2)(e) activities of the 911 dispatch center. Data may be compiled on a daily, weekly, monthly, quarterly and/or annual basis and maybe used for analysis, evaluation, and budget development purposes. Information may include, but is not limited to: data about response times, number of calls received and dispatched, and res onses by individual agency. System Records documenting 911 electronic Temporary 2 years Error/Malfunction system errors or malfunctions and Records corrective action. Records may include, but are not limited to: enhanced system error reports, trouble logs, work orders, correspondence, and related documentation. Accident Reports Document traffic accidents Temporary 3 years investigated by the police department. These reports typically include complete information on all cars and drivers involved in the accident, accident location, damage, cause of accident, date and time, accident diagram, description and weather conditions. Animal Control Records documenting animal control Semipermanent 5 years Records activities, often including: reports, 50-907(2)(e) logs, lists, cards, receipts, and related records. Subjects may include: lost and found animals, animals running at-large, dog bite reports, animals turned over to county animal control programs or humane society rograms, eta Arrest Warrant Records relating to arrest warrants and Temporary 3 years Records documenting the status of warrants as served, unserved or recalled by the court. Records may also include detainer requests, informational ~ documents related to the wanted CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 41 OF 70 person, teletypes, and other records relevant to the service of warrants. Warrant information includes: date, court, judge's name, individual's name and date of birth, charge, etc. Felony booking Record of all persons arrested and Permanent In perpetuity records booked by the police deparhnent. Information includes: case number, name, race, sex, date of birth, docket number, age, height, weight, hair, eyes, social security number, visible scars and marks, NCIC identification number, address, phone number, aliases, drivers license number, occupation, next of kin and address, booking officer's name, current date, charge information, medical information, release date, time and arresting officer. Misdemeanor Record of all persons arrested and Temporary 3 years booking records booked by the police department. Information includes: case number, name, race, sex, date of birth, docket number, age, height, weight, hair, eyes, social security number, visible scars and marks, NCIC identification number, address, phone number, aliases, drivers license number, occupation, next of kin and address, booking officer's name, current date, charge information, medical information, release date, time and arresting officer. Bulletins from Records including bulletins, circulars, Transitory Until Other Agencies and related records received from administrative federal, state and local law need ends enforcement agencies. Usually contains descriptions and photographs of fugitives, missing persons, stolen property, etc. Civil Enforcement Records relating to actions taken on a Temporary 3 years Case Files specific civil case. Information may include: attempts at service, actual service information, and documentation of enforcement actions taken under the provisions of the order. Community Service Records relating to police community Semipermanent 5 years Pro rams service programs, including: DARE, 50-907(2)(e) CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 42 OF 70 Neighborhood Watch, youth activities, etc. Records may include: publications, mailing lists, plans, evaluations, notes, reports, lesson lans and outlines, etc. Crime Analysis Records documenting police efforts to Semipermanent 10 yeazs Files anticipate, prevent, or monitor criminal activity. May include reports, statistical summaries, photographs, audio/videotape, etc. Subjects often include: crime patterns or modes of operation, analysis of particular crimes, criminal profiles, forecasts, movements of known offenders, alerts from other agencies, etc. Crime Prevention Records documenting citizen- Temporary 3 years Security Survey requested officer surveys of homes Records and businesses and subsequent recommendations for improving security. Information usually includes:azeas vulnerable to break- ins, blocked exits, landscaping that can hide crime, etc. Information. is typically compiled in a report that is sent to the property owner/renter. Crime Prevention Records documenting inspection of Temporary 3 yeazs Vacation House homes and other properties while the Inspection Records occupants are away. Information typically includes: name, address, date received, vacation beginning and ending dates, emergency contact information, special conditions, dates and times officers checked the house or property, etc. Criminal Arrest Records documenting information on Temporary 3 years History Records the accumulated criminal arrest history of individuals which maybe useful in current or future investigations. Records may include: summary sheets or cards, arrest reports, fingerprint cards, mug shots,. and related records. Information typically includes: name, aliases; residence, sex, age, date and place of birth, height, weight, hair and eye color, race, scars, mazks, tattoos, abnormalities, date of arrest, offense committed, habits, closest relatives or CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 43 OP 70 friends, etc. Criminal History Records documenting the Temporary 3 years Dissemination dissemination of criminal histories and Records other law enforcement information to other agencies or criminal information systems. May include teletype and computer message logs. Information includes: date of release, subject of information, recipient of information, reason information was requested, and identification numbers. Detoxification Logs listing names of intoxicated Temporary 3 years Confinement Logs individuals held and released when sober. Includes dates and times confined and released, name of individual and related information. Equipment Issued These records document equipment Temporary 3 years after Records issued to police department personnel, employee including: handcuffs, keys, uniforms, separation badges, bulletproof vests, and weapons (specifying the make, model, serial number and caliber). Expunged or Records documenting the arrest and/or Permanent In perpetuity Sealed Records conviction of a person who petitions and is granted by the court an order sealing records. Also applies to juvenile records. Field Interrogation Informational reports written by police Temporary 3 years Reports officers relating to individuals, events or vehicles for which the officer does not have probable cause for enforcement. Typically includes: name and address of person contacted, physical description of person or vehicle, officer's name, location of contact, date and time, witnesses, reason for contact, etc. Firearm Disposal These files contain records of firearms Permanent In perpetuity Records that have been disposed of through sale, trade or destruction. They include the manufacturer's name; serial number, model, caliber, disposal method, disposal date, name of business urchasing firearm, and bid. Fingerprint Cards Cards containing fingerprints, Permanent In perpetuity palmprints, and other personal identifiers of arrested individuals. Used for identification and a rehension of suspects in criminal CTTY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 44 OF 70 investigations. The cards also contain information necessary to identify the individual, including: fingerprint classification number, name, address, date of birth, date of arrest, social security number, photograph, occu ation, em loyer, etc. Fingerprint Cards Cards containing latent fingerprints Permanent In perpetuity (Latent) and paten prints found at crime scenes without identification of suspects. These are compared against cards on file at the agency. Usually contains information related to the crime, location, date and time, and other details of the case. Handgun Dealers Records documenting purchases of Semipermanent 50 years Sales Records handguns from dealers. May include duplicate register sheets mailed by the dealer to the police department and triplicate register sheets mailed by the dealer to the State Police for criminal records checks and then forwarded to the city police department. Information includes: series number, sheet number, sales person, date and time, city, make, serial number, caliber, name ofpurchaser, date of birth, address, height, occupation, race, eye and hair color, local address (if traveling) and signatures of purchaser and sales erson. Indemnity Bonds Copies of insurance bonds issued to Semipermanent 5 years after indemnify the police department seizure against claims of wrongful actions in completed civil seizure cases. Impounded & Records documenting vehicles Temporary 3 years after Abandoned Vehicle impounded by police due to accidents, disposition of Records abandonment, recovered stolen vehicle vehicles, vehicles used in commission of crimes, etc. May include reports, notifications, information cards or sheets, receipts, etc. Information typically includes: make, model, year, color, identification number, tag number, condition of vehicle and contents, reason for impounding, location of impoundment, charge (if any), towing company used, release conditions, and name and address of CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 4$ OF 70 individual to whom the vehicle was released. Incident Case File Indexes to incideritt case files used as Permanent In perpetuity Index cross references between case numbers, names, dates, modus operandi, and other descriptive . information. Incident Case Files Central case files documenting Permanent In perpetuity complaints or other actions or incidents investigated by the pcllice department. Usually filed by case number. Records may include investigative reports, fingerprint cal°ds, arrest reports, supplemental reports, photographs, correspondence, teletypes, court orders, court dispositions, officer notes, laboratory reports, drug/alcohol test records, physical force records, citizen arrest certificates, copies of warrants, search warrants, booking sheets, property/evidence reports, custody reports, and other related documents. Information typically includes: suspect information, alleged activity, location, date, validity of source information and other data Informant Case Records documenting information Temporary 3 years Files about informants used by department personnel. Records typically include: reports, correspondence, payment records, fingerprint cards, signature cards, letters of understanding on informant activities, and related records. Internal Records documenting investigations Semipermanent 10 years after Investigations Case of police department personnel for employee Files violations of laws, rules or policies separation and may include findings and dispositions of investigations. Records often include: complaints, correspondence, investigatory reports, interviews, hearing summaries, testimony, etc. Information usually includes: the name of the officer. investigated, reason, location of violation, date, accomplices' names and addresses, witnesses' names and addresses, action taken, etc. CITY OE MERIDIAN RECORDS RETENTION SCHEDULE PAGE 46 OF 70 Juvenile Records documenting youths taken Temporary 3 years Temporary into temporary custody by the Custody Records department. The action is not considered an arrest. Information typically includes: name, age and address of the youth; name and address of the person having legal or physical custody of the youth; reasons for and circumstances under which the youth was taken into temporary custod ;and related information. Lost & Found Records documenting city receipt and Temporary 3 years Properly Records maintenance of lost and found or abandoned property such as money, bicycles and other items not related to a crime. Includes: receipts, inventory lists, disposition information, etc. (SEE ALSO Property & Evidence Control & Disposition Records for records documenting property related to or held as evidence to an alleged crime. SEE ALSO Impounded & Abandoned Vehicle Records for records on abandoned vehicles.) Maps Maps and related records maintained Transitory Until for reference and for tracking various administrative trends. Examples include: need ends Neighborhood Watch Program maps, street number location maps and books, parking meter maps, and maps plotting reported crimes in a given area. Master Name Index Records documenting information on Permanent In perpetuity Records each individual who has been field interrogated or arrested, suspects or accomplices in crimes, victims, complainants, and witnesses to incidents. Information typically includes: name, address, date of birth, race, sex, date and time of incident or contact, incident number, and related data. Mug Shots Photographs and negatives of arrested Permanent In perpetuity individuals used for identification and apprehension of suspects in criminal investigations. The photograph is stamped with the case number or a department number and the date the picture was taken. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 47 OE 70 National Crime NCIC is a computerized database of Transitory 1 year (if not Information Center criminal justice information available part of case (NCIC) Records to federal, state and local law file) enforcement agencies. NCIC includes information on: wanted persons, individuals charged with serious/significant offenses, missing persons, gang members, etc. Categories of records in the system cover stolen vehicles, guns and articles, and wanted ersons. Neighborhood Records documenting the city's Temporary 3 years Dispute Resolution dispute resolution program to handle Records complaints by citizens about disputes with neighbors or merchants. Typical cases may cover: animal control, landlord/tenant issues, noise, hazassment, property disputes, business/consumer issues, eta Records may include: evaluation and intake records, service referrals, resolution agreements, and follow-up surveys. Information may include: name, phone number and address of person filing complaint; case number; date of activity; narration of request/complaint; name and address of offender; action taken; and other information. Officer notes, Notes written by officers during the Permanent In perpetuity felony course of a shift containing information which may or may not be included in an official report. Information may pertain to contacts, incidents, unusual circumstances; and other subjects. Notes are often used for writing reports and testifying in court. Information typically includes: names, dates, times, vehicles, activities, locations and related information. Officer notes, Notes written by officers during the Semipermanent 5 years misdemeanor coarse of a shift containing information which may or may not be included in an official report. Information may pertain to contacts, incidents, unusual circumstances, and other subjects. Notes are often used for writing reports and testifying in CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 48 OF 70 court. Information typically includes: names, dates, times, vehicles, activities, locations and related information. Parade Applications and other records Temporary 3 years Applications relating to parades on city streets, including: fees, insurance requirements, alternative routes for emergency vehicles, etc. Parking & Traffic Police department copies of citations Temporary 3 years Warnings & and records documenting warnings Citations issued for traffic, motor vehicle and parking offenses. Information includes: date and time; name and address; date of birth, sex, and occupation; license number and state; year, make and model of vehicle; location and type of violation; name of officer issuing citation; etc. Pawnbroker & Reports submitted to the police Temporary 3 years Secondhand Dealer department documenting merchandise Reports bought and sold by dealers. Useful in tracing stolen items. Information includes: name, address, identification, personal description of pledgor, date, dealer's name, and description of article. Peer Court Records documenting the city's peer Temporary 2 years Records: court program where youths who have committed certain first time offenses (typically status offenses, i.e. underage drinking) are judged by a court of their peers and typically sentenced to community service. Records may include: policy and procedure manuals, guidelines and instructions, agreements with juvenile and parents, verdict and terms of community service. Photo Identification Photographs and other records used to Transitory Unfil Records identify agency employees, private administrative security personnel, contract workers need ends and others. May include photographs taken for agency identification cards, driver's license photographs, and information such as name, date of birth, physical description, identification number, driver's license CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 49 OP 70 number, and other data. Polygraph Records Records documenting polygraph tests Permanent In perpetuity given to criminal suspects, for internal investigations and other purposes. Includes pre-examination records, questions, statements of consent, analysis reports, results charts, conclusions, interviewee statements, and related information. Property & Records used to track property and Semipermanent 7 years Evidence Control evidence coming into police & Disposition department possession. Documents Records receipt, storage, and disposition of personal property and physical evidence from defendants, victims, etc. May include evidence photographs documenting crime scenes, accidents, and other incidents. Records often include: receipt forms, evidence logs (showing chain of possession of evidence), property reports, destruction lists, property consignment sheets, seized firearm logs, homicide evidence inventories, etc. Information usually includes case number, tag number, date and time, property or evidence description, storage location, release date, etc. Often filed with Incident Case Files. (SEE ALSO Lost & Found Property Records in this section for property not related to an alleged crime.) Property Records documenting registration of Transitory Until Registration property for identification in case of superseded Records theft, loss or burglary. Property includes, but is not limited to: bicycles, televisions, cameras, stereos and guns. Information typically includes: name and contact information of owner, description of pro erty, serial number, etc. Property Sales Documents sale and conveyance.of Semipermanent 7 years Records real and personal property by the police department. Records may include: certificates of levy, notices of sale, publication proofs, mailing receipts, copy of judgment and execution, certificate of sale, return of service, and copy of deed issued: CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 50 OF 70 Radar Equipment Records documenting the calibration Temporary 3 years after Certification & and maintenance of radar equipment equipment is Maintenance that may be useful in documenting the replaced Records accuracy of the readings. Often includes original factory certification of calibration. Information relating to maintenance and repair may include: a description of work completed, parts used, date of service, equipment number, make, model, etc. Teletype, Fax & Incoming and outgoing teletype, fax Transitory Until Electronic or electronic messages concerning a administrative Messages variety of subjects, including: need ends incidents, meetings, arrests, warrant confirmation, etc. Information typically includes: date, time, originating agency, and text. These are messages not warranting inclusion in Incident Case Files or other classifications of records. Videotapes, active Videotapes documenting traffic stops Temporary 6 months after case pending and arrests, as well as surveillance conviction, videos of city facilities (including plea, police facilities, airport, etc.). payment, or other final disposition of citation or charge Videotapes, no Videotapes documenting traffic stops Temporary 30 days after further contact and arrests, as well as surveillance recorded videos of city facilities (including police facilities, air ort, etc.). CITY OF MERIDTAN RECORDS RETENTION SCHEDULE PAGE $ I OF 70 PUBLIC WORKS DEPARTMENT August 2007 RECORD DESCRIPTION CATEGORY RETENTION PERIOD Engineering Records related to the planning, Semipermanent Keep records Project Technical design, and construction of various of project cost Records city projects, including, but not limited three years to: streets, sidewalks, traffic lights, after disposal streetlights, bikeways, water and or wastewater facilities, buildings, etc. replacement May be useful for litigation, reference, of facility, or budget planning. Records often structure, or include: impact statements, feasibility system. Keep studies, plans, amendments, field test all other and laboratory reports, inspector. records 10 reports, change orders, status reports, years after and related records. (SEE ALSO substantial Maps, Plans, Drawings & Photos in completion. this section and Purchasing & Quality- Based Selection Records in the Administrative section.) Activity Reports Daily, weekly, monthly or other Semipermanent 5 years reports documenting the activities of 50-907(2)(e) public works department employees, (department including: type of activity, employees reports) involved, time spent on activity, work completed, equipment and fuel used, etc. Benchmark Benchmarks placed by the city or the Permanent In perpetuity Records U.S. Geological Survey to denote elevations above sea level. Records may include books, maps, cards, and other documents. Information includes: location, monument number, elevation, description, and related data. Usually filed numerically by benchmark number. Delivery Tickets Tickets issued by suppliers to verify Temporary 2 years delivery of supplies or materials (concrete, road base, gravel, etc.). Information usually includes: date, time, amount and type of supplies/materials received, and related data. Equipment Records documenting the inspection, Temporary Until vehicle Maintenance & maintenance, and repair of city-owned removed from Re air Records equipment not listed elsewhere in this service CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE $2 OF 70 section. Examples include, but are not limited to: generators, sewage lift pumps, water pumps, office equipment, and furniture. Records may include summaries, reports, and similar records usually compiled from daily work records on a monthly or quarterly basis. Information often includes: description of work completed, parts and supplies used, date of service, date of purchase,. purchase price, equipment number, make and model, and related data. (SEE ALSO Capital Asset Records in Administrative section.) Facilities & Records of all minor maintenance and Semipermanent Keep records Grounds repairs to buildings and grounds requiring Maintenance & owned or leased by the city. Used to engineering Repair Records verify that repairs were made. May stamps 2 include summaries, logs, reports, and years after life similar records usually compiled from of structure. daily work records on a monthly or Keep all other quarterly basis. Information often records five includes location, narrative of work years. completed, materials used, personnel completing work, authorization, dates of activities, and related data. Fill & Leaf Records documenfing citizen requests Temporary 2 years Delivery Records and city delivery of fill material and leaves to private property. Often includes conditions; property owner address, phone number and signature; number of loads requested; desired dumping location; and related information. (SEE ALSO Street Surface Maintenance Records in this section for records documenting the removal of leaves from city streets.) Maps, Plans, Maps, plans, drawings, and photos Permanent Keep maps, Drawings & Photos created by or for the city. These plans, include various types of maps such as drawings, and system schematic, as-built, photos topographic, planemetric, orthophoto, permanently resource, and others. System (with the schematic maps represent locational exception of and other information about major copies systems such as water and sewer. obtained from Other maps are derived from aerial other photographs and represent physical agencies). CITY OF MERIDTAN RECORDS RETENTION SCHEDULE PAGE 53 OF 70 features such as building footprints, edge of pavement, and contours. -This category also includes as-built plans, drawings, and details documenting city engineering and construction rojects. Maintenance Records documenting complaints or Temporary 2 years Request/Complaint requests concerning a variety of Records maintenance responsibilities carried out by the public works department. Examples include, but are not limited to: brushing and limbing; road grading, rocking, sealing, patching, and marking; traffic signals and signs; city-owned buildings and equipment; streetlights; and water and sewer system problems. Information often includes: name, phone number, and address of person making request/complaint; narration of request/complaint; name of person responding to request/complaint; dates of related activities; resolution of re uest/complaint; and other data. Master Plan Document the present and projected Permanent Ixl perpetuity Records needs of the city for water, sewer, storm drainage, streets, bike paths, and other systems. Often includes an implementation schedule for construction. Records often include: plans, reports, evaluations, cost analyses, drawings, and related documents. Subjects may include: rates, inventory evaluations, system rehabilitation or replacement, distribution of services, etc. Right-of-Way Permits issued for private use or Semipermanent Keep Permit Records construction on public rights-of--way construction- such as streets, sidewalks, and related adjacent land. Examples of activities records 10 may include house moving, block years after parties and other uses. Information substantial can include owner's name, address, completion of and phone number; contractor's name, project. Keep address, and phone number; location other records and description of activity; permit two years conditions; fee amount; date; after permit signatures; and related data. expiration, revocation, or CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 54 OF 70 discontinuanc e of use. Survey Field Detailed field notes and other records Semipermanent Keep other Records related to surveys for boundary records 10 location or construction, including years after notes on traverses, right-of--way substantial location, construction (including completion of levels, cuts, and grades), sketches project related to the survey, and other information. Temporary Access/ Records documenting temporary Temporary Keep two Construction easements allowing entrance and work years after Easement Records on property or streets not owned by expiration of the easement holder. Permits usually easement. apply to city crews and utility workers. Information can include: applicant name, address, and phone number; contractor name and license number; utility involved; location; description of work; security deposit; surface restoration material used; signature; date; comments; permit number; and related data. (SEE ALSO Right-of--Way Permit Records in this section and Easement Records in the Administrative section.) Utility Installation Records documenting installation of Semipermanent Keep two & Connection city utility systems or the connection years after Records of specific properties to city water, physical sewer, power, or similar systems. disconnection. Does not apply to temporary stoppages or disconnections service. May include applications, permits, and similar records. Information often includes: applicant's name and address, permit number, fee charged, service level, type of structure, pipe size, meter size and number, and. related data. Utility Line Records documenting requests and Temporary 2 years Location Request city action to locate underground lines Records in the vicinity of a construction site. Information often includes: name of person requesting location; planned and actual date and time of location; notations of water, sewer, storm drains, and other line locations; name and signature of person locating lines; and related data. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 55 OF 70 Utility Meter Records documenting the installation, Temporary Keep one year Installation, location, maintenance, testing, after meter Location, calibration and repair of city operated removed from Maintenance, & water and power meters. May include service. Repair Records logs, summaries, and similar records usually compiled from daily work records on a monthly or quarterly basis. Information often includes: address, narrative of work completed, personnel completing work, dates, and related data. Bridge & Culvert Records documenting maintenance Semipermanent Keep records Maintenance & and repairs on city bridges and with Repair Records culverts, including pedestrian and engineering bicycle bridges. May include stamps summaries, reports, logs, and related documenting records usually compiled from daily structural work records on a monthly or maintenance quarterly basis. Information often or repairs two includes: location, narrafive of work years after completed, materials used, personnel bridge/culvert completing work, authorization, dates permanently of activities, and related data. (SEE removed from ALSO Activity Reports in this service. Keep section.) all other records five years. Bridge Inspection Records related to bridge inspections Semipermanent Keep two Records required by the U.S. Department of years after Transportation (23 CFR 650.305). bridge Inspections generally are done every removed from two years. Records may include. service. re orts prepared Crosswalk Records Records documenting the location and Temporary Keep 2 years use of crosswalks in the city. Useful in after determining the need for and superseded or placement of existing and proposed obsolete. crosswalks. May include striping records, reports, maps, studies, and related records. Railroad Crossing Records documenting city activities in Permanent In perpetuity Records relation to railroad crossings. Records may include: crossing plans and drawings, reports and studies, accident records, and related documentation and correspondence. Special Event Records documenting preparation for Temporary 2 years after Records and implementation of traffic changes event related to s ecial events such as C1TY OF MERIDTAN RECORDS RETENTION SCHEDULE PAGE 56 OF 70 parades, motorcades, and demonstrations. Includes situations resulting in heavy traffic or street use requiring street closures, traffic rerouting, barricades, signal timing changes, and other variations. May include notifications, planning documents, reports, and related records. Speed Zone Records documenting the Temporary 2 years after Records establishment and review of speed superseded zones in the city, including reports, photographs, proposals, orders, maps, accident summaries, and related documents. Considerations include pedestrian and bicycle movements, environmental impact, adjacent land use, and other factors. Street & Road Records documenting the condition of Semipermanent 5 years Condition city streets, roads, curbs, shoulders, Inventory sidewalks, bikeways, alleys, etc. Useful for reference and planning. Information can include street or road name and location; year surveyed, constructed, and surfaced; bed and surface type; surface size; condition; and other data. Street Banner Records documenting proposals for Temporary 2 years Records and installations of banners on city streets, often in relation to civic events or celebrations. Records may include: plans, maps, proposals, reports, applications, and other documents. Applications usually include: applicant's name, address, and phone number; organization name; banner message; display period requested; signature of city official approving permit; and related information. Streetlight Records documenting inventory, Temporary 3 years Inventory, maintenance and repairs of city Maintenance & streetlights. May include reports, Repair Records summaries, and similar records usually compiled from daily work records on a monthly or quarterly basis. Information often includes: location, pole numbers, maps, types of lights, dates of purchase and installation, narratives of repair work CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 57 OP 70 completed, equipment repaired or replaced, supplies used, personnel completing work, authorization, dates of activities, and related data. (SEE ALSO Activity Records in this section.) Streetlight Request Records documenting requests by Temporary 2 years after & Survey Records citizens for the installation of last action streetlights, as well as city surveys to assess need and feasibility. Often includes request forms, correspondence, surveys, reports, and related records. Street Maintenance Records documenting maintenance Semipermanent Keep records & Repair Records and repairs of city-owned streets and requiring sidewalks. May include reports, engineering summaries, and similar documents stamps 10 usually compiled from daily work years after records on a monthly or quarterly substantial basis. Information often includes: completion. location, narrative of work completed, Keep all other amount of materials used, personnel records five involved, authorization, dates of years. activities, and related data. (SEE ALSO Activity Reports in this section.) Street Surface Records documenting routine and Semipermanent 5 years Maintenance special street sweeping, cleaning, Records snow removal, sanding, leaf removal, and similar work. Often includes reports, summaries and similar records. Information can include: date and time, area covered, broom down time and mileage, traveling time and mileage, operator's name, equipment used, amount of sand applied, amount of leaves removed, weather conditions, and related data. (SEE ALSO Activity Reports in this section.) Traffic Control Records documenting the location, Semipermanent Keep traffic Equipment type, use, maintenance and repair of signal records Inventory, traffic signals and signs in the city. two years Maintenance & May include inventories, reports, after Repair Records summaries, and similar records. equipment Information often includes: location, removed from type of signal/sign, timing intervals service. Keep for signals, date of purchase and all other installation, narrative of work records five CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 5 S OF 70 completed, equipment repaired or years. replaced, supplies used, personnel completing work, dates of activities, and related data. (SEE ALSO Activity Reports in this section.) Traffic Research & Records documenting the study of Semipermanent Keep reports Accident Analysis traffic patterns, speed, direction, and and Records accidents in the city. Records may summaries 10 include various statistical data such as: years. Keep machine or manual traffic counts; all other information on vehicles, bicycles, and records five pedestrians; types of accidents; years. complicated intersections; bridges; pedestrians; city streets/state highways; and other factors. Truck Route Records documenting the designation Temporary 2 years after Records of truck routes for transporting goods superseded within and through the city. May include reports, maps, studies, and related documents. Subjects often include: hazardous materials, triple trailer trucks, log trucks, buses, and others. Discharge Records documenting the amount of Semipermanent Keep Monitoring pollution discharged from the city discharge Records wastewater treatment facility. May monitoring also include supporting reports 20 documentation. Information includes: years after date; period covered; NPDES permit permit number; discharge number; frequency expiration. of analysis; sample type; and average Keep all other and maximum quantities and records five concentrations of solids, ammonia, years, until chlorine, nitrogen, and other the end of the chemicals. NPDES permit cycle, or as requested by state or federal agencies, whichever is longer. Equipment Records documenting the maintenance Semipermanent Keep five Maintenance & and calibration of equipment and years after Calibration instruments used to undertake and equipment Records monitor wastewater treatment removed from operations. Useful to verify service, until Cn'Y OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 59 OF 70 equipment reliability and for reference the end of the by regulatory agencies. Information NPDES includes: date, type of equipment permit cycle, maintained or calibrated, tests or as performed, repairs needed, comments, requested by and related information. state or federal agencies, whichever is longer. Industrial Permits issued by the city to private Permanent In perpetuity Pretreatment industries allowing the dischazge of Permits specific pollutants under controlled conditions. Records typically include: applications, permits, addenda, modifications, and related supporting documentation. Information typically includes: influent and effluent limits, chemical analysis data, water flow, test and recording requirements, . definitions and acronyms, compliance schedules, and related information. Mobile Waste Records documenting the dumping of Semipermanent 5 years Hauler Dumping septic pumpings and other wastes Records from various sources at the city waste treatment facility. Records include logs, manifests, and similar documents. Information includes: name and signature of hauler, quantity of wastes dumped, location at which wastes were pumped, and related information. National Pollutant Records documenting the application Semipermanent 5 years Discharge for and issuance of a permit to the city 40 CFR 122.41 Elimination System under the NPDES program which (NPDES) Records allows discharge of specific pollutants under controlled conditions. Records typically include: applications, permits, addenda, modifications, and related supporting documentation. Information includes: influent and effluent limits, chemical analysis records, water flow, test and recording requirements, definitions and acronyms, compliance schedules, and related data. (SEE ALSO Wastewater Ins ection Records in this section.) Sewage Sludge Agreements between the city and Semipermanent 6 yeazs CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 60 OF 70 Application landowners related to the application Landowner of sewage sludge to approved sites. Agreements Records include signed agreements, exhibits, amendments, and related documents. Information typically includes: agreement number, date, conditions or terms, parties involved, period covered, and si natures. Sewage Sludge Logs documenting the agricultural Permanent In perpetuity Application Site application of sewage sludge to Logs approved sites. Subjects include agronomic loading calculations related to maximum application of nitrogen in pounds per acre per year, and ultimate site life loading calculations tracking the amount of heav metals applied. Sewage Sludge Plans submitted by the city to engage Permanent In perpetuity Management Plans in sludge disposal or application activity. Information includes: method of sludge removal, land application or disposal sites, sludge stability determination methods, projected sludge storage basin use, sludge analyses, application rates, and heavy metal limitations. Sewer & Storm Records documenting the maintenance Semipermanent Keep records Drainage and repair of city sewers and storm requiring Maintenance & drains. May include summaries, engineering Repair Records reports, and similar records usually stamps two compiled from daily work records on years after life a monthly or quarterly basis. of structure. Information often includes location, Keep other narrative of work completed, amount records five and type of material used, personnel years. completing work, dates of activities, authorization, and related information. (SEE ALSO Activity Reports and Sewer Television/Videoscan Inspection Records in this section.) Sewer Smoke Test Records dooumenting smoke tests Semipermanent 10 years Records undertaken to verify hookup to main sewer lines, check condition of pipes, or determine effectiveness of backflow prevention devices. Information typically includes: maps or diagrams of lines tested, location of leaks detected, inspector's name, pipe size, and related information. Sewer Television/ Reports documenting television Tem orary 1 year CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 61 OP 70 Videoscan inspections used to locate problems Inspection Records and defects in sewer lines. Often consists of periodic inspections of existing lines, final inspections of newly constructed lines, and inspections at the end of warranty periods. Records usually contain videotapes and written reports. Information typically includes: date, type of inspection, conditions found, repairs needed, distances from manholes, and related information. Strip & Circle Records documenting the continuous Temporary Keep 3 years Chart Records monitoring of various wastewater treatment operations. May include strip charts, circle charts, and similar monitoring records. Information typically pertains to pump flows, influent and effluent water flows; secondary total flow, influent pH, chlorine residue, and related subjects. Valve Maintenance Records documenting the location, Semipermanent Keep location Records specifications, maintenance, and repair and of valves in the city sewer system. specification May include lists, charts, drawings, records one reports, logs, and related records. year after Information often includes: valve valve location, identification number, run of removed from pipe, size, make, year installed, depth, service. Keep turns to open and normal position, all other narratives of valve maintenance and records five repair, tests run, personnel completing years. work, dates, and related information. Wastewater Records documenting the application Permanent In perpetuity Facilities Permit for and issuance of a permit Records authorizing the city to construct and operate a disposal system with no discharge to navigable waters. Examples include: sewage lagoons, land application/reuse, septic tanks, and drain fields. Records often include: applications, permits, addenda, modifications, and related supporting documentation. Wastewater Grant Records relating to Idaho Department Semipermanent Keep three & Loan Records of Environmental Quality grants and years after loans for wastewater facilities, grant closure including: application form and or loan checklist, authorizing resolution, payoff. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 62 OF 70 engineering contract checklist, certificate of negotiation, proof of professional liability insurance, . certification of financial and management capability, and other documents. Wastewater Records documenting inspections of Semipermanent 5 years Inspection Records city wastewater treatment operations to monitor compliance with National Pollution Discharge Elimination System (NPDES) permit conditions. May include reports and supporting documentation. Information typically includes: date, location, areas evaluated during inspection, summary of findings, pre-treatment requirements review, sampling checklists, flow measurements, laboratory assurance checklists, and related information. Wastewater Records not listed elsewhere in this Semipermanent 5 years Treatment schedule which document wastewater Operations Records treatment operations. Created on a daily, monthly, and annual basis. Usually consists of reports, logs, log sheets, and related records. Baclcflow Records documenting test results on Temporary 3 years Prevention Device backflow prevention devices designed Test Records to protect the city water system from pollution related to substances backing into water lines. Information typically includes: date, type and size of device, serial number, location, test records, line pressure, name of tester, name and address of device owner, and related data. Cross Connection Records documenting the monitoring Semipermanent Keep one year Control Survey of potential or actual water system after Records health hazards from pollution entering disconnection water pipes from other pipes. Records or 10 years, may include: reports, surveys, whichever is checklists, and related documents. longer. Information often includes: address, contact person, business name, date, inspector, type of facility, description of protection, comments, corrections made, and other information. Consumer Records documenting the presence of Semipermanent 5 years Confidence Re orts an contaminants identified b the city 40 CFR CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 63 OF 70 in city water over the course of a year. 141.1 SS Reports are mailed to city residences and businesses receiving city water. Disinfection Records relating to disinfection Permanent In perpetuity Profiling & profiling and benchmarking for 40 CFR Benchmarking Giardia lamblia or virus inactivation. 141.571 Records Drinking Water Records relating to Idaho Department Semipermanent Keep three Grant & Loan of Environmental Quality grants and years after Records loans for water facilities, including: grant closure application form and checklist, or loan authorizing resolution, engineering payoff. contract checklist, certificate of negotiation, proof of professional liability insurance, certification of financial and management capability, and other documents. )Jquipment Records documenting the maintenance Semipermanent Keep until Maintenance & and calibration of equipment and equipment Calibration instruments used to monitor water removed from Records treatment operations. Useful in service. verifying reliability and for reference by regulatory agencies. May include logs, reports, and related records. Information typically includes: date, type of equipment maintained or calibrated, tests conducted, repairs needed, comments, and related information. Flouride Analysis Daily records of flow and amounts of Semipermanent 5 years Records fluoride, and weekly analyses of IDAPA fluoride in finished water. 58.01.08.552.06 Free Chlorine Analyses made at least daily for free Temporary 1 year Residual Analysis chlorine residual for systems using IDAPA Records ground water that add chlorine for 58.01.08.552.05 disinfection. Hydrant Records Records documenting the location, Semipermanent Keep location specifications, maintenance, testing, and and repair of water hydrants in the city specification water system. May include lists, records until charts, logs, reports, and related hydrant records. Information typically permanently includes: location, make, description removed from (main size, valve size, flow capacity, service. Keep etc.), maintenance and repair all other narratives, dates, authorizations, and records five related information. years. Lead & Copper Records documenting treatment Semipermanent 12 years Control Records triggered b lead and copper action 40 CFR 141.91 CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 64 OF 70 levels measured in samples collected at consumers' taps, including corrosion control treatment, source water treatment, lead service line replacement, public education and supplemental monitorin . Non-Compliance Records documenting action taken by Temporary 3 years after Corrective Action the city to correct violations of 40 CFR 141.33 the last action Records primary drinking water regulations. taken with May include reports, logs, and related respect to the records. particular violation Sanitary Survey Records documenting surveys Semipermanent 10 years Records examining the overall sanitary 40 CFR 141.33 condition of the city water system. May be conducted by the city, private consultants, or state/federal agencies. Records may include written reports, summaries, and related documents. Secondary Reports documenting the analysis of Semipermanent 10 years Contaminant water samples to determine the level Reports of secondary contaminants. Secondary contaminants are those which, at levels generally found in drinking water, do not present a health risk but may affect taste, odor, and color of water, as well as stain plumbing fixtures and interfere with water treatment processes. Information typically includes: date, report number, analyst, time of sample collection, contaminant levels, and related information. Strip & Circle Records documenting the continuous Temporary 3 years Chart Records monitoring of various water treatment operations. May include strip charts, circle charts, and similar monitoring records. Information often pertains to reservoir levels, pump flows, distribution line pressure, and related subjects. Variance & Records documenting variances and Semipermanent 5 years after Exception Records exceptions granted to the city by 40 CFR 141.33 expiration of regulatory agencies concerning water the variance/ treatment operations. Information exception typically includes: date, conditions of variance or exception, expiration date, and related information. Valve Maintenance Records documenting the location, Semi ermanent Keep location CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 65 OF 70 Records specifications, maintenance, and repair and of valves in the city water system. specification May include lists, charts, drawings, records one reports, logs, and related records. year after Information typically includes: valve valve locafion, identification number, run of removed from pipe, size, make, year installed, depth, service. Keep turns to open and normal position, all other narrafives of valve maintenance and records five repair, tests run, personnel completing years. work, dates, and related information. Water Reports documenting water samples Semipermanent 5 years Bacteriological taken from various locations 40 CFR 141.33 Quality Analysis throughout the city water system and Reports supply sources for bacteriological tests. Information includes: location, collection date, person taking samples, sample type, analysis date, laboratory name, person performing analysis, analytical method used, and the results of the analysis. Water Chemical & Records documenting water samples Semipermanent 10 years Radiological taken from various locations 40 CFR 141.33 Analysis Reports throughout the city water system. and supply sources for chemical and radiological tests. Information includes: location, collection date, person collecting sample, sample type, analysis date, laboratory name, person conducting analysis, analytical method used, and results of the anal sis. Water Reports documenting statistics of Permanent 10 years Consumption daily, monthly and annual water Reports consumption. Useful for prediction of future flows and peak demands. Information may include water consumption in millions of gallons and cubic feet from treatment plants, springs, artesian wells, pumped wells, and reservoirs. Water Line Records documenting the maintenance Semipermanent Keep records Maintenance & and repair of city-owned water lines. requiring an Repair Records May include reports, summaries, and engineering similar documents usually compiled stamp two from daily work records on a monthly years after or quarterly basis. Information often water line includes: location, narrative of work permanently completed, amount and type of removed from materials used, personnel completing service. Keep CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 66 OF 70 work, dates of activities, authorization, other records and related data. (SEE ALSO Valve five years. Maintenance Records, Hydrant Records, and Activity Reports in this section.) Water Quality Records documenting complaints Temporary 3 years after Complaint Records received from the public about the last action quality of city water. Information typically includes: name, address, and phone number of complainant; nature of complaint; location; description of water; name of person responding to complaint; narrative of investigation; and resolution. Water Treatment Records not listed elsewhere in this Semipermanent 5 years Operations Records schedule, which document water treatment operations, created on a daily, monthly, or annual basis. Records may include state or federal required reports. May consist of reports, logs, log sheets, and related records. Subjects may include: amount and types of chemicals used, filter rates, etc. Water Turbidity Reports documenting the analysis of Semipermanent 3 years Reports water samples to determine the level 40 CFR of cloudiness caused by suspended 141.175 particles. Information typically includes: date, report number, analyst, time of sample collection, turbidity unit values for routine and check samples, and related information. CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 67 OF 70 RISK MANAGEMENT August 2007 RECORD DESCRIPTION CATEGORY RETENTION PERIOD. City Vehicle Records documenting accidents Temporary 3 years Accident Records involving city vehicles, including: name and address of parties involved, date and time, complaint, description of damage, photographs, correspondence, etc. (SEE ALSO Liability Claims Records in this . section.) Contractor Letters or certificates of coverage Semipermanent For city Liability Insurance provided by insurance companies public works Verification declaring that specific contractors are projects keep Records covered by appropriate liability 10 years after insurance. Records include: insurance substantial company name and address, issue completion. date, expiration date, amount and type Keep all other of coverage, special provisions, records six signature of insurance company years after representative, etc. expiration. Contractor Records documenting the posting of Semipermanent For city Performance Bond performance guarantees or surety public works Records bonds by contractors performing work projects keep for the city, including letters, 10 years after certificates, copies of bonds, etc. substantial Information usually includes: name of completion. individual or company covered, Keep all other amount of coverage, effective dates, records six name of bonding agent, authorized years after si natures, etc. ex iration. Insurance Policy Records documenting the terms and Permanent Keep group Records conditions of city insurance policies employee covering liability, property, group health and employee health and life, motor life, property vehicle, workers' compensation,.etc. and liability Records usually include: policies, insurance endorsements, rate change notices, policies agent of record, and related permanently. documents. Liability Claims Records documenting various types of Semipermanent Keep 10 years Records liability claims filed against the city, after case including: personal injury, property closed or damage, motor vehicle accident, false dismissed. arrest, etc. Records often include: reports, photographs, summaries; reviews, notices, audio and videotapes, transcripts of recorded CITY OF MERIDIAN RECORDS RETENTION SCHEDDLE PAGE 68 OF 70 statements, correspondence and related documents. Liability Waiver Document the release of the city from Semipermanent 6 years Records liability related to various activities, including: police/fire ride-alongs, rekindling fires, participating in city- sponsored recreational events or classes, etc. Information usually includes: release terms, date, signatures, and related information. Property Damage Records, photographs, and other- Temporary 3 years Records records documenting damage to city property such as signs, trees, picnic tables, buildings, fountains, and fences. Information often includes: type and location of property damaged, description of damage, date and time of damage (if known), name and address of individual causing the damage (if known), value of damage, billing costs, etc. (SEE ALSO Liability Claims Records in this section.) Public Injury Records documenting injuries Temporary 3 years Reports sustained by non-employees on city property (i.e. parks, swimming pools, libraries, etc.). Information usually includes: date, time, and location; description of injury; name, address, phone number, sex and age; witnesses and other related information. (SEE ALSO Liability Claims Records in this section.) Risk Survey & Records documenting surveys, Semipermanent 5 years Inspection Records inspections, and other actions designed to identify potential hazards and liabilities to the city related to buildings, parks, playgrounds, swimming pools, etc. Useful for preventing liability claims and for illustrating a pattern of responsible action regarding hazards. Records may include: survey summaries and reports, safety audit and inspection reports, correspondence, etc. Safety Program Records documenting the city's Semipermanent 10 years Records program to promote a safe work environment for its employees. Records may include: safety policies, CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 69 OF 70 plans and procedures, workplace safety committee records, reports on inspections conducted by the safety officer, evacuation rosters and reports, and related documentation and corres ondence. Workers' Records documenting the processing Semipermanent 5 years after Compensation of individual employee claims of job Idaho Code claim closed Claim Records related injuries or illnesses, but not section 72-601 or final action those describing actual medical conditions. Records may include: claim disposition notices, claim reporting and status forms, injury reports, determination orders, insurance premium data, hearing requests, safety citations, inspection reports, medical status updates and reports, investigation reports, reimbursement and payment records, and related correspondence and documentation. (SEE ALSO Employee Medical Records in the Personnel Records section for retention of records describing injuries and illnesses). CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 70 OF 70