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
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°~ SEAL ,~
f tb~ taEh
olman, City Clerk
PAGE 1 OF
EXHIBIT A
RECORDS RETENTION SCHEDULE
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 2 OF ;
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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).
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