13-933 Clerk's Office Records Retention ScheduleCITY OF MERIDIAN RESOLUTION NO. ~ ~ '" (~3
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 may be
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.
Section 3. That this Resolution shall be in full force and effect on August 1, 2013
ADOPTED by the City Council of the City of Meridian, Idaho this 23rd day of July,
2013.
APPROVED by the Mayor of the City of Meridian, Idaho, this 23rd day of July, 2013.
APPROVED:
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CITY OF MERIDIAN RECORDS RETENTION SCHEDULE
lman, City Clerk
PAGE 1 OF f
EXHIBIT A
RECORDS RETENTION SCHEDULE
CITY OF M1iRIDIAN RECORDS RETENTION SCHEDULE PAGE 2 OF f
~rEIZIDIAN
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RECORDS RETENTION
SCHEDULE
CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 3 OF f
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 may be 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 OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 4 OF f
^ 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.
CTTY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 5 OP E
BUILDING/DEVELOPMENT SERVICES DIVISION
July 2013
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Building plans and Drawn and written Approved for Construcfion Permanent In
specifications for plans and specifications for commercial and 50-907(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 50-907(2)(g)
projects; may include: fire correction notice, (other);
alarm system record of completion, review International
comments and conditions, fire sprinter 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 50-907(2)0
files commercial subdivision project; may include: (other)
Approved for Construction drawings, record
drawings, approval letters, invoices, application
review comments, easements, soil report,
inspection reports, and/or engineer certifications
CITY OF MERR)TAN RECORDS RETENTION SCHEDULE PAGE 6 OF 60
pertaining to development applications (e.g.,
preliminary plat, final plat, rezone, conditional
use permit, annexation, right-of--way vacation,
variance, property boundary adjustment).
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)(p~
files may include: Approved for Construction (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 pelmit,
annexation, right-of--way vacation, variance,
property boundary adjustment).
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)(g)
(other)
Receipts Receipts for fees collected by Transitory Current
Building/Development Services; monthly Fiscal Year
receipt report; duplicate tape/reports
CITY OF MERIDIAN RECORDS RBTGNTION SCHEDULE PAGE 7 OF 60
CLERK'S OFFICE
July 2013
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Audio/Video Audio and video recordings of City Council, Semipermanent 5 years
Recordin s Commission and Committee Meetings
City Commissions Bylaws, meeting minutes, agendas and minute Permanent In
& Committees books of city commissions and committees. 50-907(1)(a) perpetuity
City Council Records documenting meetings of the city Permanent In
Meeting Agenda, council and motions, resolutions, ordinances, SO-907(1)(a) perpetuity
Minutes and transcripts and other actions taken at council
Minute Books meetings.
Contracts & Agreements with vendors and other parties for Semipermanent 100 years
Agreements to the acquisition, lease, lease-purchase or sale of SO-907(2)(b)
which the City is a equipment, supplies, services or property and
Party easement agreements which have been approved
at a City Council meeting or have been recorded
with Ada County.
Correspondence, Correspondence created or received in the Semipermanent 5 years
Administrative course of administering city policies/programs.
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 to include scrolling agenda and ends
announcements.
Deeds & Real Records relating to ownership of real property, Permanent In
Property 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.
Election - Reports showing contributions and expenditures Permanent In
Campaign Finance in city campaigns by mayor/council candidates, 50-907(1)(g) perpetuity
Reports political committees and independent
persons/entifies. Includes C-1 (Certificafion 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
Expenditures).
Election - Includes declarations of candidacy and intent for Permanent In
Candidate candidates for city elective office. Declarations SO-907(1)0 perpetuity
Declarations & of candidacy are filed by candidates to get their
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 8 OF 60
Petitions 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 -Runoff or Includes the first and second notice of election Permanent In
Recall - (Election and sample ballot which are published in the 50-907(1)(g~ perpetuity
Files) official newspaper, poll books showing the
name, address and signature of those voting in
City elections, and the tally book in which
election staff record and total the votes cast for
each candidate and ballot question at the polling
precinct.
Election -Runoff or Includes the following records: polling places, Semipermanent 5 years
Recall - (Working judges and clerks, challengers and watchers, 50-907(2)0
Files) voting machines and vote tally systems,
correspondence, and other records not
specifically listed in this schedule.
Election ballots, including voted ballots, unused Temporary 2 years
ballots, spoiled ballots, ballot stubs, absentee 50-907(3)(c)
voting, and duplicate poll books
Oaths of Office Signed oaths of elected officials swearing to Permanent In
uphold the federal and state constitutions and perpetuity
laws of the city.
Passports - Daily transmittal spreadsheets that accompany Transitory 2 years
Transmittals passport applications mailed to the Department
of State Regional office.
Passports -General Training records, Department of State monthly Transitory Until record
Information newsletters, and Passport Agent's Reference is
Guide superceded
Permits & Licenses Records relating to city permits and licenses Semipermanent 10 years
issued in the City Clerk's Office 50-907(2)(d)
Public Records Written public records requests, city denials of Temporary 2 years after
Re uests public records requests, responses, etc. last action
Records Destruction records including destruction Permanent In
Management resolution and authorization from Idaho State perpetuity
Records Historical Society and legal counsel.
Room Scheduling & Records documenting scheduling and Transitory Until
Reservation reservations related to public meeting rooms in administrati
Records for City City Hall. Such as reservation request forms, ve need
Hall payment records and Outlook calendar ends
scheduling records.
Vehicle Titles State of Idaho Certificate of Title for vehicles Transitory Until
owned by the City. vehicle is no
longer City
owned
CITY OF MERIDIAN RECORDS RETENTION SCIEiDULE PAGE 9 OF 60
FINANCE DEPARTMENT
July 2013
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Accounting Transaction records within the Accounting Semipermanent 10 years
Software Records Software system: including-payroll, vendor SO-907(2)(a)
listing, vendor payments, vendor purchase
orders, budget transactions, cash receipts, and
general ledger.
Records documenting payment of city bills, Semipermanent 5 years
Accounts Payable including reports, invoices, purchase orders, 50-907(2)(a)
payment authorizations
Records documenting billing and collection of Semipermanent 5 years
Accounts monies owed to the city by vendors, citizens, 50-907(2)(a)
Receivable organizations, governments, etc. Records
include: reports, receipts, invoices, statements,
etc. Information typically includes: receipt
amount, date, invoice number, name, account
number, account balance, adjustments, etc.
Documents the city's annual audit, examining Permanent In Perpetuity
Audit Report compliance with generally accepted accounting 50-907(1)(d)
principles and methods, the accuracy and
legality of transactions and accounts, and
compliance with requirements, orders, and
regulations pertaining to the financial condition
and operation of the city. Information includes:
financial statements, auditor's report and
recommendations, single audit information
concerning federal grants, and other
information.
Bank Transaction Records documenting the status and transaction Semipermanent 5 years
Records activity of city bank accounts, including account 50-907(2)(a)
statements.
Records documenting notification to the city Semipermanent 10 years after
Bankruptcy Notices that certain individuals have filed for 50-907(2)(a) case closed or
bankruptcy, and used to determine if the dismissed, or
individual owes money to the city and to file date of last
notice or claim with the court. Information may action
include: debtor's name, accounts information,
prepared repayment plan and related
documentation.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 10 OF 60
Records documenting fmancing of city Permanent In Perpetuity
Bond Records improvements through bonded indebtedness. SO-
Records include: bond rating information, bond 907(1)(a)(b)(h)
and election ordinances, legal notices
announcing bond election, bond ccunsel
information and opinions, covenants, paid bonds
and coupons, bond registers, State Treasurer
public bond issue reports (IDAPA 54.01.01),
etc.
Records used in preparing and adopting the city Semipermanent 10 years
Budget Records budget, including revenue projections, 50-907(2)(a)
instructions, department requests, worksheets,
council-approved tentative budget and notice of
budget hearing, adopted appropriations
ordinance and amendments, and other
information.
Permanent In Perpetuity
Budget Hearing Newspaper notice of budget hearing 50-907(1)(h)
Notice
Cancelled Checks Bank record of account transactions Semipermanent 5 years
50-907(2)(a)
Cash Receipts Receipt and supporting documentation Semipermanent 5 years
50-907(2)(a)
Contracts Agreements with vendors and other parties for Semipermanent 5 years
the acquisition or sale of equipment, supplies, SO-907(2)(b)
services or property.
Departmental Reports documenting the financial condition and Semipermanent 10 years
Reports operation of the city, issued on a monthly, SO-907(2)(e)
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.
Financial Reports Reports documenting the financial condition and Semipermanent 10 years
Quarterly operation of the city, Reports include 50-907(2)(e)
Published information on revenues and expenditures in
relation to the final budget.
Financial Reports Reports documenting the financial condition and Permanent In Perpetuity
Year End operation of the city, Audit Report SO-907(1)(4)
General Ledgers Records documenting the summary of accounts Semipermanent 10 years
reflecting the financial position of the city, 50-907(2)(a)
showing debit, credit and balance amounts per
account, budget, fund and department, asset
depreciation, and totals for notes receivable,
interest income, amounts due from other funds,
bank loans received, cash in escrow, deferred
loans received, cash, revenue, accounts
receivable, accounts payable, etc.
CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 11 OF 60
Gift & Records documenting gifts and contributions to Semipermanent 10 years
Contribution the city 50-907(2)(a)
Records
Grant Records Records documenting the application, Semipermanent 10 years from
(final reports, grant evaluation, awarding, administration, reporting 50-907(2)(g) final grant
applications and and status of grants applied for, received, close-out
awards) awarded or administered by the city. Records
include: applications and proposals, summaries,
objectives, activities, budgets, exhibits, award
notices, progress reports, contracts, financial
reports, and related correspondence and
documentation.
Investment Records Reports, statements, summaries, corespondence Semipermanent 5 years
and other records documenting and tracking 50-907(2)(a)
investments made by the city, including the
Local Govenunent Investment Pool.
Semipermanent 5 years
Lease Agreements Lease agreements for property or equipment SO-907(2)(6)
Local Improvement Records documenting the formation of a local Permanent In Perpetuity
Districts (LID) improvement district and levying of special 50-907(1)(e)
assessments, including: ordinance, published
notices, assessment roll, appeals, affidavits,
bonds and coupons, delinquencies, and related
correspondence and documents.
Payroll Reports, statistical studies, and other records Semipermanent 10 years
Administrative designed and used for budget preparation, 50-907(2)(e)
Reports projections, workload and personnel
management, and research and general
reference.
Payroll Deduction Records documenting employee authorization Semipermanent 5 years after
Authorization for voluntary payroll deductions. Records may 50-907(2)(a) employee
Records include: direct bank deposits, insurance separation
applications, enrollment cards, deduction
authorizations, approval notices, deduction
terminations, and related records.
Payroll Federal & Records, in addition to those itemized in this Semipermanent 5 years
State Tax Records section, used to report the collection, 50-907(2)(a)
distribution, deposit, and transmittal of federal
and state income taxes as well as social security
tax. Examples include: the federal
miscellaneous income statement (1099),
employers' quarterly federal tax return (941,
941E), tax deposit coupon (8109), and similar
federal and state completed forms.
CITY OF MERIDIAN RECORDS RL•'PENTION SCHEDULE PAGE 12 OP 60
Payroll Records documenting requests and court orders Semipermanent 5 years after
Garnishment to withhold wages from employee earnings for 50-907(2)(a) termination
Record garnishments, tax levies, support payments, and
other reasons. Usually includes original writs of
gaznishment, orders to withhold, federal or state
tax levies, recapitulations of amounts withheld,
and related records. Information usually
includes: employee name and social security
number, name of agency ordering garnishment,
amount, name of party to whom payment is
submitted, dates, and related data.
Leave Applications Applications or requests submitted by city Temporary 3 years
employees for sick, vacation, compensatory, 50-907(3)(d)
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. These are
kept in the departments themselves NOT sent to
finance.
Payroll Registers - Monthly registers documenting earnings, Transitory Disposed
other deductions, and withholdings of city employees. yearly after
audit
Payroll Registers: Registers or records serving Semipermanent 5 years
the same function of documenting the earnings, 50-907(2) (a)
Payroll Register - voluntary and required deductions, and
Year End 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.
Records documenting hours worked, leave hours Semipermanent 5 years after
Payroll Time accrued, and leave hours taken by city 50-907(2)(a) employee
Records employees. Information usually includes: separation
employee name and employee number, hours
worked, type and number of leave hours taken,
total hours, dates and related data
Travel Records Records documenting requests, authorizations, Semipermanent 5 years
reimbursements, and other actions related to 50-907(2)(a)
employee travel, including expense reports and
receipts, vouchers and related documents.
Records documenting claims submitted by Temporary 3 years
former city employees for unemployment SO-907(3)(d)
Payroll compensation. Usually includes: claims,
Unemployment notices, reports, and related records. May also
Claims include records generated by the appeal of claim
determinations. These are received by HR and
kept in HR
CITY OF MERIDIAN RECORDS RL'TENTION SCHEDULE PAGE 13 OF 60
Records documenting employee earnings on a Semipermanent 5 years
quarterly basis. Used to document costs and 50-907(2)(a)
Payroll charges in the event of an unemployment
Unemployment compensation claim. Information includes:
Reports employee name and social security number,
quarterly earnings.
Payroll W2s Annual statements documenting individual Semipermanent 5 years
employee earnings and withholdings for state 50-907(2)(a)
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.
Certificates documenting the exemption status Semipermanent 5 years after
Payroll W4s of individual city employees, also known as W- SO-907(2)(a) employee
4 forms. Information includes: employee name separates
and address, social security number, designation
of exemption status, and signature.
PERSI Records Records relating to PERSI, including Employer Semipermanent 5 years
Remittance Forms, invoices, correspondence, 50-907(2)(a)
financial adjustments, etc.
Records documenting competitive bidding and Semipermanent 5 years
purchase of goods, services, and public works SO-907(2)(a)
Purchasing construction, and procurement of design
Selection professionals. Records include: published
notices and solicitations, specifications, bids,
requests for qualifications, statements of
qualifications, etc.
Requests and purchase orders for goods or Semipermanent 5 yeazs
Purchase Orders services purchased by the city. Information 50-907(2)(a)
includes: department, delivery location, date,
quantity, description, unit and total price, and
authorizing signatures.
Real Property Title Record documenting payment of real property Permanent In Perpetuity
Records 50-907(1)(e)
Receipts Copies of receipts, showing the date, from Semipermanent 5 years
whom received, amount, purpose, eta (same as 50-907(2)(a)
cash receipts)
Sales & Use Tax Used to report and remit sales tax collected and Semipermanent 5 years
Forms due to the state. 50-907(2)(a)
Signature Records documenting authorization of Semipermanent 5 years
Authorization designated employees to sign fiscal and 50-907(2)(a)
Records contractual documents.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 14 OF 60
Utility Billing - Records documenting adjustments to customer Semipermanent 5 years
Adjustment water, sewer, garbage or other city-provided SO-907(2)(a)
Registers 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. (records held within the
billing software)
Utility Billing - Records documenting transactions on the water, Semipermanent 5 years
Billing/ Payment sewer, garbage or other city-provided service 50-907(2)(a)
Registers account of each customer. Useful for reference
to assure accurate customer billings and posting
of payments. Information often includes:
customer's name, service address, meter
reading, water usage, utility charges, payments,
adjustments and related data. (records held
within the billing software)
Records documenting routine information Semipermanent 5 years
Utility Billing - changes to customer accounts, including name 50-907(2)(a)
Change Record and address. (records held within the billing
software)
Utility Billing - Records documenting a customer's request for Semipermanent 5 years
Disconnect Record disconnection of water, sewer, garbage or other 50-907(2)(a)
city-provided services. (records held within the
billing software)
Utility Billing - Document the readings of customer water Semipermanent 5 years
Meter Readings meters for billing purposes. Information 50-907(2)(a)
typically includes: meter reading, date read,
account number, billing code, final reading,
reason for turnoff, meter changes, and related
data. (records held within the billing software)
Utility Billing - Records documenting customer payment of a Semipermanent 5 years
Security Deposit security deposit to receive temporary dumpster 50-907(2)(a)
Records services. Information usually includes date,
amount of deposit, customer's name, address,
and account number, date account closed, refund
date, amount of deposit applied, and related
information.
Until
Vendor Lists Lists of vendors providing goods and services to Transitory superseded or
the city. Name, address W9 for vendors obsolete
Capital Asset Record of purchase, vendor invoice and related Semipermanent 5 years
Record documents 50-907(2)(a)
Capital Asset Record of disposal, department request of Semipermanent 5 years after
Record disposal 50-907(2)(a) disposal
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 1$ OF 60
Utility Billing - Notice to City Council to verify that no Semipermanent 5 years
Disconnect Notice customer currently slated for shut off due to 50-907(2)(a)
to City Council non-payment has requested a hearing with the
Board of Adjustment. Notice includes number
of customers slated for shut off and the value of
the delinquent accounts.
Electronic spreadsheet used during shut off day Semipermanent 5 years
Utility Billing -Shut by water department field staff and 1VIUBS. 50-907(2)(a)
off Turn On (Soto) Tracks customers that are to be shut off,
payments, and turn-ons as authorized. Record
includes: Customer name, service address, meter
id, time of shut off, time of payment, time of
turn-on, fee waived if applicable and general
notes.
Utility Billing - One page document that records a customer's Semipermanent 5 years
Payment promise to pay. 50-907(2)(a)
Arran ement
Utility Billing - Completed application with voided check from Transitory 1 year after
Direct Pay customer authorizing automatic with-drawl of cancellation
A plication funds to pay on specified utility account of enrollment
Utility Billing - Application completed by owner or property Semipermanent 5 years
Billing Directive manager to initiate Third Party billing for SO-907(2)(a)
specified utility account. Information included:
owner, property manager, tenant, move-in date,
and service address.
Utility Billing - Supplemental document completed by the tenant Semipermanent 5 years
Renter Addendum to accept the third party billing for specified SO-907(2)(a)
utility account. Information included: tenants
name, service address, mailing address and
phone number.
Utility Billing - General correspondence and forms related to a Semipermanent 5 years
Customer File specific utility account. This information would SO-907(2)(a)
be in addition to that found within the billing
software. Documents in file may include and
are not limited to: general letters, payment
arrangement forms, third party billing dots, hard
copies of customer history reports, leak
adjustment requests, letters submitted to the City
for customers
Utility Billing - Document submitted by customer requesting an Semipermanent 5 years
Billing Adjustment adjustment of charges on their account. SO-907(2)(a)
Request Information includes: Customer name, service
address, reason for billing adjustment
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE l6 OF 6O
FIRE 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,
Knox 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 adminishative 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 bums, 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 reports.
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 17 OF 60
Fire Fire and arson investigation case files, including Permanent In perpetuity
Investigation investigative reports, witness statements,
Records photographs, maps, correspondence, notes, video and
audio recordings, copies of property releases,
laboratory reports, and incident/injury reports.
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,
Commercial occupancy and pre-fire planning records, floor plans,
Buildin s 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, incident/injury reports.
Maps Maps and related records maintained by the Transitory Until
depaztment 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
Reports
CITY OF MERIDIAN RECORDS RETENTION SCI-llillUL& PAGE 18 OF 60
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 surntnary reports and vital sign reports.
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,
speeches, 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 SCFIEDULE PAGE 19 OF 60
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 activities of the department or other Permanent In perpetuity
Fire Protection City deparhnents 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 SCHEDULG PAGE 20 OF 60
HUMAN RESOURCES DEPARTMENT
July 2013
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)0;
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 SO-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 may be filed with the Employee Benefits whichever is
Records or Employee Personnel Records. longest
City Hall Records documenting the activities and administration Temporary 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(3)(d) work
records without compensation for their services. May include
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 Temporary 3 years
Bargaining and employee representatives, including contracts, Idaho Code §
reports, negotiation notes, letters of agreement, 50-907(3)(d);
arbitration findings, cost analyses, minutes, tape 29 CFR 516. S
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 SO-907(2)0 separation,
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 forms, enrollment records, contribution and CFR 1602.31; completion of
deduction summaries, personal data records, IDAPA litigation,
authorizations, beneficiary information, year-end leave 09.01.35.081 whichever is
balance reports, notices of disability payment made, longest
and related documentation.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 21 OF 60
Employee
Medical
Records
Document an individual employee's work-related
medical history. These records are not personnel
records and must be kept in a separate location from
employee personnel records as required by the
Americans with Disabilities Act. Records may include,
but are not limited to: medical exam records (pre-
employment, pre-assignment, periodic or episodic), X-
rays, records of significant health or disability
limitations related to job assignments, documentation
or work-related injuries or illnesses, hearing test
records, hazard exposure records, first- aid incident
records, physician statements, release consent forms
and related correspondence.
Document of employee's work history. Records may
include, but are not limited to: employment
applications, notices of appointment, training and
certification records, records of health limitations, drug
testing, salary schedules, personal actions, performance
evaluations, awards and other special recognition,
letters of recommendation, investigation information,
disciplinary action, notices of layoff, letters of
resignation, home address and telephone, emergency
notification forms, oaths of office, grievance and
complaint records, and relate correspondence and
documentation. (See also Employee Benefits Records,
Employee Medical Records, Recruitment and
Sellection Records, and Volunteer Records.)
Document to the U.S. Immigration and Naturalization
Service that an applicant or employee is eligible to
work in the U.S. Information includes: employee
information and verification data such as citizenship or
alien status and signature, employer review and
verification data such as documents, which establish
identity and eligibility, and employer's signature
certifying that documents were checked. This category
includes forms completed for all new hires, as
Idaho Code ,¢§
SO-907(2)(y~
and 72-601, 29
CFR 1602.31;
29 CFR
1910.1020
75 years after
employee
separation,
expiration of
eligibility, or
completion of
litigation,
whichever is
longest
Employee
personnel
records
Employment
verification
(I-9) of job
applicants
superseded or previous forms completed on rehires
Hazard Emergency response employees exhibiting signs or
exposure symptoms possibly resulting from exposure to
records hazardous substances are required to be provided
medical examination and consultation. Records
include: employee's name and social security number;
physician's written opinion, recommended limitations;
results of examinations and tests; employee medical
complaints related to hazardous substance exposure;
description of employee's duties as they relate to
exposure; the employee's exposure levels or
anticipated exposure levels; description of protective
Semipermanent ~ 75 years after
Idaho Cade ~¢§
50-907(2)(g)
and 45-610; 29
CFR 1627 3; 29
CFR 1602.31;
IDAPA
09.01.35.081
employee
separation,
expiration of
eligibility, or
completion of
litigation,
whichever is
longest
Temporary
Idaho Code ~'
50-907(3) (d),
U.S.C. §
1324a(b)(3)
(Immigration
Reform and
Control Act)
Semipermanent
Idaho Code ,¢
50-907(2)(8);
29 CFR
1910.1020
3 years after date
of hire or 1 year
after employment
is terminated,
whichever is later
75 years after
employee
separation,
expiration of
eligibility, or
completion of
litigation,
whichever is
longest
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 22 OF 60
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 position.
Personnel Forms submitted to HR upon initial hire, pay increase Semipermanent 75 years a8er
Action (PAR) or decrease, change of address, or change of supervisor Idaho Code § employee
Forms 50-907(2)(8); separation,
29 CFR Part expiration of
1602 and 29 eligibility, or
CFR 1627.3 completion of
litigation,
whichever is
longest
Position Records documenting the description, classificafion 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 1627.3
redefinition of each job or position.
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
photocopy.
Recruitment Documents regarding the recruitment and selection of Temporary 2 years
and selection city employees and contracted service providers such Idaho Code ,¢
records for as attorneys, auditors, consultants, etc. Records may 50-907(3)(d);
applicants include, but are 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 1627.3(h)(1)(vi)
and application scoring notes, applicant background
invesfigation 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.
Recruitment Documents regarding the recruitment and selection of Temporary 2 years
and selection city employees and contracted service providers such Idaho Code ,¢
records for as attorneys, auditors, consultants, etc. Records may 50-907(3)(d);
CITY OF MERIDIAN RECORDS RETENTION SCHEDOLE PAGF. 23 OF 60
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)(g)
certifications, instructional materials, course outlines,
class enrollment and attendance records, tests, test
results, and related records.
CITY OF MERIDIAN RECORDS RETENTION SCHEDOLE PAGE 24 OP 60
LEGAL DEPARTMENT
Januuy 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- SO-907(2)(p~ 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, tern lates Legal forms and templates Transitory Until superceded
Land Use Appeals of land use decisions, Semipermanent Keep 10 years
Appeals including staff reports, pleadings, 50-907(210 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 departments, examining legal
questions relating to state/federal
law/rules or local ordinances/policies.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 25 OF 60
INFORMATION TECHNOLOGY DEPARTMENT
July 2013
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Backup tapes A copy on a tape cartridge of the Transitory 1 year
contents of all data from the City
servers
Case Management All cases opened in Case Management, Semipermanent 5 years
notes including Code Enforcement, Building 50-907(3)(d)
Services, Legal, and Information (other)
Technology
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 program 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)(g)
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 MERIDIAN RECORDS Rli'rENTION SCHEDULE PAGE 26 OF 60
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 may require.)
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
history 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
mesa es Shoretel or other voice mail systems by user
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 27 OF 60
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
scholaz~ships, 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 correspondence relating
CITY OF MERIDIAN RL•CORDS RETENTION SCLIBDULE PAGE 28 OF 60
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,
recommendations, and other
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 City-initiated proclamations Permanent In perpetuity
Outside group-initiated proclamations Transitory 1 year
Publications Informational or promotional Semipermanent 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, photos.
Records relating to State of the City Transitory Until
addresses or speeches. May include administrative
script, video, PowerPoint, program, need ends
agenda, photos.
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 OP ML'RIDIAN RECORDS RETENTION SCFIEDULE PAGE 29 OF 60
PARKS & RECREATION DEPARTMENT
Januazy 2012
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Facility reservation Form applying for reservation of MPR Temporary 2 years
application and facility; other required documentation SO-907(3) (d)
materials such as proof of insurance. (other)
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 incuned during or related to SO-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, h'ansportation, 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(I)(h)
newsletters (other)
Public input Records of public input, including Permanent In perpetuity
records survey results, neighborhood meeting 50-907(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 participant has been 50-907(3)(d)
CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 30 OF 60
dropped off or picked up from a (other)
department-sponsored or department-
provided class, camp, program, or
activity.
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 MERmIAN RECORDS RETENTION SCHEDOLE PAGE 31 OP 60
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
description, 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)(g)
CDBG Plans and Plans, reports, and related Permanent In perpetuity
Re orts correspondence, documentation. 50-907(1)(h)
Certificate of Application. Records also may include: Permanent In 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)
copy of certificate, verification, etc.
City Council Application for City Council Review. Permanent In perpetuity
Review appeal) 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,
adopting resolution, etc.
CITY OF MERR)IAN RECORDS RL'TENTION SCI-IEDULE PAGE 32 OF 60
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 correspondence, 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, maps, photographs, etc.
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,
correspondence, 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)
report, 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
permit map, documents related to access, 50-907(1)(e)
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 33 OP 60
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 In perpetuity
rezone agreement, notices of hearing, 50-907(1)(e)
staff report, recommendations of the
planning and zoning commission,
maps, 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, permit, 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 RE'PENTION SCHEDULE PAGE 34 OF 60
POLICE DEPARTMENT
July 2013
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Activity reports Daily, weeldy, monthly or other Semipermanent 5 years
reports documenting the activities of Idaho Code ,¢,¢
employees, including type of activity, 50-907(2)(e)
employees involved, time spent on
activity, work completed, equipment
used, etc.
Animal Control Reports documenting animal control Semipermanent If citation is
reports calls for service and activities, Idaho Code § issued or
typically includes reports of lost/found 50-907(2) (g) charge is
dogs, dogs at large, dog bites, filed:
voluntary relinquishments, etc. 5 years after
Supportive document that are scanned final
into the police report are typically disposition
kennel cards, adoption papeltivork,
release to owner paper work, If no citation
euthanize record, copy of citations is issued and
issued, vicious dog reports, findings, no charges are
and correspondence, etc. filed: 5 years
Note: Does not include animal control after closure
reports embedded with a crime report of file
(DR), which shall be retained
according to the retention period
established for DRs.
Audio files (active Audio recordings created by police Transitory 6 months after
case pending) officer making a traffic stop or other final
citizen contact, where a citation is disposition of
issued, an arrest is make, a charge is citation or
filed, or an investigation is opened charge
regarding the incident.
Note: Does not include audio
recordings embedded with a crime
report (DR), which shall be retained
according to the retention period
established for DRs.
Audio files (no case Audio recordings created by police Transitory 30 days after
or investigation officer making a traffic stop or other recorded
pending) citizen contact, where no citation is
issued, no arrest is make, no charge is
filed, and no investigation is pending
regarding the incident.
Briefing records Records documenting internal Transitory Until
communications between supervisors administrative
and shift workers or between staff on need ends
CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 35 OP 60
different shifts to alert them to
problems, issues or activities. Records
may include, but not limited to:
briefing logs, ILETS/NCIC messages,
and bulletins from other agencies.
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.
Community service Records relating to police community Transitory Unti]
and outreach service programs. Records may administrative
programs include: publications, mailing lists, need ends
plans, evaluations, notes, reports,
lesson plans and outlines, etc.
Crime analysis Records documenting police efforts to Temporary 3 years
statistics anticipate, prevent, or monitor Idaho Code ,¢
criminal activity. May include 50-907(3)(d)
statistical summaries of crime
patterns, modes of operation, analysis
of particular crimes, criminal profiles,
forecasts, movements of known
offenders, etc.
Crime reports Reports created by police officers Permanent In perpetuity
(DRs) for major documenting a criminal offense and
crimes actions taken, may include charging or
(homicide, rape, arresting suspects. Information
kidnapping, typically included in this case report is
robbery, and location of occurrence, date and time,
aggravated battery) handling officer, involved parties
involved and their personal
information (suspect, vicfims,
witnesses, reporting party, etc.), a
summary of the events and additional
supportive documents, which may
include embedded audio recordings,
notarized probable cause statements,
witness statements, runaway forms,
release of custody forms (juveniles),
criminal background information
(ILETS/Triple III, Ada LE Lookup,
ISTARS, JDOC), documents provided
by citizens and victims, copy of
citations, property invoice and release
of property forms, etc.
Crime reports Reports created by police officers Semipermanent If citation is
Rs for other documenting a criminal offense and Idaho Code ,¢ issued or
CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 36 OF 60
crimes actions taken, may include charging or 50-907(2)(g) charge is
arresting suspects. Information filed:
typically included in this case report is 5 years after
location of occurrence, date and time, final
handling officer, involved parties disposition
involved and their personal
information (suspect, victims, If no citation
witnesses, reporting party, etc), a is issued and
summary of the events and additional no charges are
supportive documents, which may filed: 5 years
include embedded audio recordings, after closure
notarized probable cause statements, of file
witness statements, tow slips,
administrative license suspension
forms, intoxilyzer slips, field sobriety
tests form, runaway form, release of
custody form (juveniles), criminal
background information (ILETS/Triple
III, Ada LE Lookup, ISTARS, JDOC),
documents provided by citizens and
victims, copy of citations, property
invoice and release of property forms,
Leads Online printouts, shoplifting
reports from store security officers,
etc.
Criminal history Records obtained via ILETS or local Transitory Until
records or jail systems (Ada LE Lookup) that administrative
ILETS/NCIC provides information on the need ends
reports accumulated criminal arrest and
conviction history of an individual
which may be useful in an
investigation. Records may include a
summary sheet, arrest record,
fingerprint information, and mug shot;
information typically includes name,
aliases, residence, sex age, date and
place of birth, height, weight, hair and
eye color, scars, marks, tattoos,
abnormalities, date of arrest, offense
committed.
Note: Does not include criminal
history records embedded with a crime
report (DR), which shall be retained
according to the retention period
established for DRs.
Daily patrol log Summary of patrol calls for service Transitory 1 year
that result in a case report (DR) being
generated. May include type of call,
location, time, short summary and
CITY OP MERIDIAN RECORDS RE'I'EN7'ION SCHEDULE PAGE 37 OF 60
case number.
Expunged or sealed Police reports documenting criminal Semipermanent 5 years
records charging and/or arrests of a person Idaho Code §~
whose petition to seal the records is 50-907(2) (g)
granted by the court. This includes
juvenile records.
Field interview Informational document written by Temporary 3 years
reports (FI cards) police officers relating to individuals, Idaho Code ~
events, or vehicles for which the 50-907(3)(d)
officer does not have probable cause
for enforcement. Typically includes
name and cmxent address of person
contacted, physical description of
person or vehicle, officer's name,
location of contact, date and time ,
reason for contact, etc.
Firearm disposal These files contain records of firearms Semipermanent 5 years
records that have been disposed of through Idaho Code §
sale, trade or deshuction. They 50-907(2)(g)
include manufacturer's name, serial
number, model, caliber, disposal
method, disposal date, name of
business purchasing the firearm, and
bid.
Gun dealers' sales Records documenting purchases of Transitory Until
records guns from dealers. May include background
duplicate register sheets mailed by the check is
dealer to the police department and completed
triplicate register sheets mailed by the and
dealer to the State Police for criminal administrative
records checks and then forwarded to need ends
the city police deparment.
Information may include sheet
number, sales person, date and time,
city, serial number, make, model,
caliber, purchaser's information, and
signatures.
Impounded and Forms documenting vehicles Semipermanent 5 years
abandoned vehicle impounded by police due to accidents, Idaho Code §
records (impound abandonments, recovered stolen 50-907(2)(g)
forms) vehicles, vehicles used in commission
of a crime, etc. Documents may
include notifications, information
cards or sheets, receipts, etc.
Information typically includes make,
model, year, color, vin identification
number, tag number, condition and
contents of vehicle, tow company
used, release conditions, name and
CITY OF MERtflIAN RECORDS RETENTION SCHEDULE PAGE 38 OF 60
address of individual to whom the
vehicle was released.
Note: Does not include impound
forms embedded with a crime report
(DR), which shall be retained
according to the retention period
established for DRs.
Indemnity bonds Copies of insurance bonds issued to Semipermanent 5 years after
indemnify the police department Idaho Code § seizure is
against claims of wrongful actions in 50-907(2)(g) completed
civil seizure cases.
Informant case files Records documenting information Temporary 3 years
about -informants used by department Idaho Code ,¢
personnel. Records typically include 50-907(3)(d)
reports, correspondence, payment
records, fingerprint cards, signature
cards, letters of understanding on
informants' activities and related
records.
Intoxilyzer SOOOEN Factory and State of Idaho Certificates Temporary 3 years
and LifeLoc for instrument. Idaho Code §
instrument SO-907(3)(d)
certificate
Intoxilyzer SOOOEN Logging of each person that takes the Temporary 3 years
log and LifeLoc breathalyzer test and verification Idaho Code ~'
performance testing, may include name of suspect, 50-907(3)(d)
verification log date and time, test results, operator's and IDAPA
name, calibration check results, 11.03.01.013.06
simulated temperature in range,
comments, etc.
Intoxilyzer user User certification cards and class Transitory Until
certifications and roster for our agency's Officers. administrative
class roster Intoxilyzer instructor replaces with need ends
each new certification period.
Master name index Information on every individual who Semipermanent 100 years
records has been field interviewed, has been Idaho Code §
arrested, suspects or accomplices in 50-907(2)(g)
crimes, victims, complainants, and
witnesses to incidents. Information
typically includes name, address, date
of birth, race, sex, date and time of
incident or contact, case number
(DR#), citation numbers and other
identifying data. Master Name files
are automated in either Laserfiche or
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 39 OF 60
New World RMS.
Media log Summary from daily patrol log for Transitory 1 year
release to the news agencies and
public. Includes DR # (case number),
type of call for service, arrest
information, location of offense.
Parking citations Police Department copy of citations Transitory 6 months after
issued for parking violations. final
Information includes date and time, disposition of
location of offense, vehicle license citation or
plate information and Meridian City charge
Code violation number, and issuing
officer. Parking citations that are paid
are sent to City Hall Finance
Department. Parking'citations that are
unpaid and lead to court summons are
sent to the City Prosecutor.
Photo identification Photographs and other records used to Transitory Until
records identify agency employees, private administrative
security personnel, contract workers need ends
and others. It may include
photographs taken for agency
identification cards and prox cards,
driver's license photographs, and
information such as name, date of
birth, physical description,
identification number, driver's license
information.
Polygraph records Records documenting polygraph tests Semipermanent 5 years
given to criminal suspects, for internal Idaho Code ,¢
investigations, and other purposes. 50-907(2)(g)
Includes pre-examination records,
questions, statements of consent,
analysis reports, results charts,
conclusions, interviewee statements,
and related information.
Property and Records used to track property and Semipermanent 5 years
evidence control evidence coming into the police Idaho Code ~'
and disposition department's possession. Documents 50-907(2)(g)
records receipts, storage, and disposition of
person property and physical evidence
from defendants, victims, etc. May
include evidence photographs and
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
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 40 OF 60
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.
Note: Does not include property and
evidence control and disposition
records embedded with a crime report
(DR), which shall be retained
according to the retention period
established for DRs.
Radar equipment, Records documenting the calibration Temporary 3 years after
certifications, and and maintenance of radar equipment Idaho Code ~ retirement of
maintenance that may be useful in documenting the 50-907(3)(d) equipment
records accuracy of the readings. Often
includes original factory certification
of calibration. Information relating to
maintenance and repair may include a
description of the work completed,
parts used, date of service, equipment
number, make, model, etc.
Traffic collision Documents of traffic collisions Semipermanent If citation is
reports investigated by the police department. Idaho Code ,¢ issued or
These reports typically include 50-907(2)(g~ charge is
complete information on all cars and filed:
drivers involved in the accident, 5 years after
location of occurrence, damage, cause final
of accident, date and time, accident disposition
diagram, description and weather
conditions. If no citation
Note: Does not include traffic is issued and
collision reports embedded with a no charges are
crime report (DR), which shall be filed: 5 years
retained according to the retention after closure
period established for DRs. of file
Vacation watch Records (forms) documenting Transitory Until
forms inspection of homes and other administrative
properties when the owner/occupant is need ends
away. Information typically includes
name, address, date requested,
vacation beginning and ending time,
emergency contact information,
special conditions, date and time
officers check the house or property,
etc.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 41 OP 60
PUBLIC WORKS DEPARTMENT
July 2013
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
AlhDivisions (Administration, Business Operations, Construction Inspection, Engineering,
Envirpnment~l, Wastewater; Water)~~
Activity Reports Daily, weekly, monthly or other reports Semi- 5 years
documenting the activities of Public Works permanent
Department employees, including: type of activity,
employees involved, time spent on activity; work
completed, equipment and fuel used, reports, logs,
log sheets, and related records.
Ada County Permits issued by Ada County Highway District Semi- 5 years
Highway District (ACHD) to dig in public utility easement. permanent
(ACHD) Permits
Administrative Clothing order spreadsheets, copies of: Accounts Transitory Until
Records Payable invoices, expense reports, leave request administrative
logs, MIP Accounts Payable invoices, professional need ends or
membership documents, on call yearly roster logs. record is
superseded
Alarm Monitoring / Reports of monitoring fire alarms, security alarms Semi- 5 years
Test Results Reports and sprinkler tests for all relevant City-owned Permanent
facilities including annual fire alarm testing, annual
backflow testing, quarterly sprinkler testing in
Sapphire suppression system, monthly fire pump
runs, and monthly check on fire extinguishers and
Sapphire.
Correspondence, Correspondence created or received in the course of Semi- S years
Administrative administering City policies, procedures, or Permanent
programs.
Correspondence, Day-to-day office and housekeeping Transitory Until
Transitory correspondence that does not contain unique administrative
information about City functions or programs. need ends
Customer Complaint letters, notes on phone calls and in Temporary 3 years from
Complaints person complaints from customers/citizens. complaint
resolution
Daily Inspection Inspection logs outlining construction progress. Semi- 5 years
Los permanent
Databases Database records created and maintained for the Semi- 10 years
purposes of generating reports, data files, and a Permanent
variety of different outputs.
Departmental Department reports, performance management Semi- 10 years
Re orts presentations. Permanent
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 42 OF 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Engineering Capital Engineering Capital & Enhancement Plan (ECEP) - Semi- 5 years
and Enhancement 5 year Capital Improvement Plan Reports. permanent
Plan (ECEP)
Reports
Equipment Records of repair and maintenance of equipment Transitory Until asset is
Maintenance and assigned to Public Work, including but not limited removed from
Repair Records to: generators, sewage lift pumps, water pumps, service or until
office equipment, and furniture. Records may administrative
include summaries, reports, and similar records need ends.
usually compiled from daily work records on a
monthly or quarterly basis.
Evacuation Checklists showing current employees and protocol. Transitory Until record is
Checklists superseded
Facility Assessments, Records regarding maintenance and repairs of Semi- Keep records
Maintenance, and buildings and grounds owned or leased by the City Permanent requiring
Repair Records including assessments of the condition ofCity- engineering
owned buildings, summaries, logs, reports, and stamps 2 years
similar records usually compiled from daily work after life of
records. structure. Keep
all other
records 10
years.
Geographic Aerial photographs of properties within the City. Permanent In perpetuity
Information
Systems, Digital
Orthophotography
Images
Geographic Points, lines, attributes, and polygons relating to Transitory Until
Information infrashucture that the City owns or maintains. superseded
S stems, GIS Data
Geographic A visual representation of data within a particular Transitory Until
Information geographical area. Also includes maps and data administrative
Systems, Maps provided by outside agencies including edge of need ends
pavement, parcels, roads, and others.
Geographic Record drawings, as-builts, and wiring diagrams Permanent In perpetuity
Information including but not limited to water and sewer
Systems, infrastructure as installed in Meridian.
Record Drawings
HR Documents Departmental employee personnel records should Semi- Per HR
be kept in the appropriate Division's file until permanent retention
employment has been terminated (involuntary or policy, records
voluntary) and then the file should be sent to HR for will be kept 30
retention. years after
separation from
employment
CITY OF MERIDIAN RECORDS RETENTION SCHEDDLE PAGE'' 43 OF 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Maintenance Records documenting requests and responses Temporary 2 years
Request Record thereto concerning a variety of 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, and
water and sewer system problems.
Master Plan Records Records that document the present and projected Permanent In perpetuity
needs of the City for water, sewer, storm drainage,
streets, bike paths, and other utility related systems.
Includes an implementation schedule for
construction, plans, reports, evaluations, cost
analyses, drawings, and related documents
containing rates, inventory evaluations, system
rehabilitation or replacement, distribution of
services, etc.
Materials Safety Materials Safety Data Sheets (MSDS). Also see Transitory Until chemical
Data Sheets (MSDS) Potential Exposure Records below. is removed or
Sheets record is
superseded
Meeting Minutes Internal meeting agendas, minutes, sign-in sheets Semi- 5 years
permanent
Photos, Construction Photos relating to Public Works construction Permanent In perpetuity
activities, infrastructure, inspection photos, etc.
Photos, Building Photos relating to repair and replacement ofCity- Semi- Keep records
Maintenance owned equipment, material, and facilities. Permanent requiring
engineering
stamps 2 years
after life of
structure. Keep
all other
records 10
years.
Photos, General Photos related to Public Works Department Transitory Until
activities and other general use pictures. administrative
need ends
Potential Exposure Report created when personnel is exposed or Semi- 30 years from
Records potentially exposed to a chemical, including MSDS permanent separation of
sheet of the chemical involved. Record is placed in employment
the employee personnel record.
Presentations Departmental presentations. Semi- 10 years
Permanent
Process Documents Standard Operating Procedures, Process Semi- 5 years
Flowcharts, Workflows, Responsible Accountable Permanent
Consulted Informed (RACI) Chazts and Process
Performance Measures.
CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 44 OF 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Quotes Quotes from contractors and other service Temporary 3 years
providers. Preliminary and final quotes for goods
and services used to conduct building repairs,
maintenance, or modifications.
Safety Documents Health and Safety Manual, safety audits, training, Semi- 30 years
standard operating procedures, auditory testing Permanent
records, respirator fit test information.
Safety Meeting Topics covered and sign-up sheet for employees Semi- 30 years
Agenda / Signup who attended the meetings. permanent
Sheets
Supervisory Control Reports printed from Supervisory Control and Data Temporary 3 years
And Data Acquisition (SCADA) system.
Acquisition Reports
(SCADA
Technical Manuals, Owner's manuals and warranties for City-owned Transitory Until asset is
Specifications, and vehicles and equipment. Includes specifications, removed from
Warranties operating instructions, safety information, and service
terms of coverage of repair or replacement of
equipment.
Telephone Records A log of all messages taken both via phone and in Transitory Until
person including, but not limited to, recorded calls, administrative
voicemails, phone call logs need ends
Training/Travel Records documenting attendance and presentation Semi- 5 years
by City employees at conventions, conferences, Permanent
seminars, workshops, and similar training events.
Includes h•aining/travel requests, training and
Continuing Education Unit (CEU) tracking reports,
instructional materials, training attendance
certificates, and related correspondence.
Website Public Works Department Website. Transitory Until
administrative
need ends or
record is
superseded
Administration
Area of Impact Records related to analysis of expansion of Public Semi- 10 years
Records Works services into the Area of Impact such as permanent
those for Kuna, Kuna Treatment Plant, Meridian
Heights Water and Sewer District, South Meridian
Planning.
Committee Records Agendas and meeting minutes for groups convened Semi- 5 years
by Public Works such as City Services Focus permanent
Group, Construction Best Management Practices
Sub-Committee, Energy.
CITY OF MERIDIAN RECORDS RETENTION SCUEDULE PAGE 4$ OF 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Department Policies Documents the formulation, adoption, and Transitory Until
implementation of internal actions/decisions. administrative
Includes: Computer, Geographic Information need ends or
System (GIS) Policy, Dress Code, Purchasing record is
department policies. superseded
Events, Public Records related to planning Public Works internal Semi- 5 years
Works and external events. permanent
Emergency Master Emergency plan records for City Hall, Emergency Semi- 10 years
Plans Management, and Continuity of Operations. permanent
Newsletters Annual newsletter prepared by the Public Works Permanent In perpetuity
Department.
Notes Notebooks, Meeting Notes, To Do Lists. Transitory Until
administrative
need ends or
record is
superseded
Organization Charts Organization charts. Transitory Until
administrative
need ends or
record is
superseded
Rate Model Records Records related tD establishing utility rates Semi- 10 years
including calculations and recommendations. permanent
Special Projects Documents related to special, one-time projects to Semi- 10 years
include, but not limited to, Inventory Management, permanent
Project Information, Rail with Trail, Subdivisions,
and Accreditation.
Studies Studies related to Public Worlcs as provided by Semi- 10 years
consultants. permanent
Surveys Public Works initiated internal and external surveys Semi- 5 years
and survey results. permanent
Business Operations
Accessibility Contractor logs, key list, and any other records Semi- 5 years
Records, City- documenting access to City-owned buildings by Permanent
Owned Facilities authorized persons.
Vehicle Inspection, Maintenance records, inspection work orders for Transitory Keep until
Maintenance, Repair vehicles, vehicle mileage reports, vehicle vehicle is
Work orders, and replacement worksheets, repair records. removed from
Re orts service
Preventative Preventative maintenance schedules, work orders. Temporary 3 years
Maintenance Wark
Plans
Construction Inspection
CITY OF ML'RIDTAN RIiCORDS RETENTION SCHEDULE PAGE 46 OF 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Capital Records including but not limited to attendance for Transitory Records are
Improvement public meetings, AVO's (Avoid Verbal Orders - kept until
Projects for Other Written Instructions), change orders, construction project
Departments checklists, consultant reports, completion and
consultants/contractors contracts, contract then turned
addendums, council memos, daily reports, design over to
checklists, door knockers/hangers, engineering appropriate
estimates, field orders, final acceptance letters, department
inspection reports, Notices of Intent (NOI), Notices
of Termination (NOT), Notices to Proceed, pay
applications, preconstruction agendas,
preconstruction notices, preconstructionrecnrdings,
progress reports, project correspondence (letters,
responses), project info memos, project schedules,
project-related purchase order (PO) requisitions,
project-related POs, QLPE (Qualified Licensed
Professional Engineer) letters, record drawings
(filed separately), project-related requests for
information, resubmittals, submittal responses,
submittals, substantial completion letters, work
change directives.
Engineering
Construction Construction Drawings. Transitory Until replaced
Drawings by Record
Drawings
Correspondence Engineering transmittals (not project-related), Temporary 3 years
serviceability letters, Letters of Interest.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 47 OF 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Engineering Project Records including but not limited to attendance for Permanent In perpetuity
File public meetings, AVO's (Avoid Verbal Orders -
Written Instructions), change orders, construction
checklists, consultant reports,
consultants/contractors contracts, contract
addendums, council memos, daily reports, design
checklists, door knockers/hangers, engineering
estimates, field orders, final acceptance letters,
inspection reports, Notices of Intent (NOI), Notices
of Termination (NOT), Notices to Proceed, pay
applications, preconstruction agendas,
preconstructionnoticw, preconstructionreeordings,
progress reports, project correspondence (letters,
responses), project info memos, project schedules,
project-related purchase order requisitions (PO),
project-related POs, QLPE (Qualified Licensed
Professional Engineer) letters, record drawings
(filed separately), project-related requests for
information, resubmittals, submittal responses,
submittals, substantial completion letters, work
change directives.
Mailing Lists Project mailing list. Transitory Until project
completed
Reference Preliminary engineering reports, facility plans, Permanent In perpetuity
Documents other studies.
Specifications Specifications such as, but not limited to the City's Semi- 5 years
Supplemental Specs, Idaho Standards for Public Permanent
Works Construction (ISPWC), and American Water
Works Association (AW WA).
Street Light Work Street light work orders. Semi- 5 years
Orders Permanent
Environmental
Floodplain Records of floodplain development including Permanent In Perpetuity
Administration floodplain permits and floodplain certificates.
CITY OP MERIDIAN RECORDS RETENTION SCI~IEDULE PAGE 4$ OF 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Industrial Records related to the identification, inspections Permanent In Perpetuity
Pretreatment sampling, permitting, formalized agreements and/or
contracts between the City and individual facilities
within the business and industrial sectors that must
comply with the federal requirements of the
Environmental Protection Agency 40 CFR Part 403,
General Pretreatment regulations. These records
and supporting documentation typically include:
Industrial waste quesfionnaires, permit applications,
permits and fact sheets, inspection reports,
Industrial user reports, monitoring data (including
laboratory reports), required plans (e.g., slug
control, sludge management, pollution prevention) ,
enforcement activities, and correspondence to and
from the Industrial User.
National Pollutant All records and information resulting from the Semi- 5 years
Discharge National Pollutant Discharge Elimination System Permanent
Elimination System (NPDES) Construction General Permit including,
(NPDES) but not limited to copy of completed and signed
Construction Storm Water Pollution Protection Plans (SWPPPs)
General Permit and and SWPPP inspection reports.
Storm Water
Pollution Protection
Plans SWPPP
Wastewater
Confined Space A written authorization prepared prior to employee Semi- 5 years from
Entry Permit entry into a Permit Required Confined Space. The permanent date issued
Department's permit contains specific entry space,
purpose and time conditions under which the
entrance will operate.
Construction Punch New projects inspection report on City projects Semi- 5 years
Lists noting repairs that need made. permanent
Delivery Tickets Tickets issued by suppliers to verify delivery of Temporary 2 years
supplies or materials (concrete, road base, gravel,
etc.). Information usually includes: date, time,
amount and type ofsupplies/materials received, and
related data.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 4J OF CO
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Discharge Records documenting effluent quality discharged Semi- Keep discharge
Monitoring Records from the City wastewater treatment facility. permanent monitoring
Includes supporting documentation such as date, reports 20
period covered, National Pollutant Discharge years after
Elimination System (NPDES) permit number, permit
discharge number, frequency of analysis, sample expiration.
type, and average and maximum quantities and Keep all other
concentrations of solids, ammonia, chlorine, records 5 years,
nitrogen, and other chemicals. until the end of
the NPDES
permit cycle, or
as requested by
state or federal
agencies,
whichever is
longer.
Equipment Records documenting the maintenance and Semi- Keep 5 years
Maintenance & calibration of equipment and instl•uments used to permanent after equipment
Calibration Records undertake and monitor wastewater treatment removed from
operations. Useful to verify equipment reliability service, until
and for reference by regulatory agencies. the end of the
Information includes: date, type of equipment NPDES permit
maintained or calibrated, tests performed, repairs cycle, or as
needed, comments, and related information. requested by
state or federal
agencies,
whichever is
longer.
Mobile Waste Records documenting the dumping of septic Semi- 5 years
Hauler Dumping pumping and other wastes from various sources at permanent
Records 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.
CITY OF MERIDIAN RECORDS RETENTION SCFIGDULE PAGE 50 OF 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
National Pollutant Records documenting the application for and Semi- Keep all
Discharge issuance of a permit to the City under the National permanent records 5 years,
Elimination System Pollutant Discharge Elimination System (NPDES) 40 CFR until the end of
(NPDES) Records program which allows discharge of specific 122.41 the NPDES
pollutants under controlled conditions. Records permit cycle, or
typically include: applications, permits, addenda, as requested by
modifications, and related supporting state or federal
documentation. Information includes: influent and agencies,
effluent limits, chemical analysis records, water whichever is
flow, test and recording requirements, definitions longer.
and acronyms, compliance schedules, and related
data. (SEE ALSO Wastewater Inspection Records
in this section.)
Sewage Sludge Agreements between the City and landowners Semi- 6 years
Application related to the application of sewage sludge to permanent
Landowner approved sites. Records include signed agreements,
Agreements exhibits, amendments, and related documents.
Information typically includes: agreement number,
date, conditions or terms, parties involved, period
covered, and signatures.
Sewage Sludge Logs documenting the agriculhual application of Permanent In perpetuity
Application Site sewage sludge to approved sites. Subjects include
Logs 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 heavy metals applied.
Sewage Sludge Plans submitted by the City to engage in sludge Permanent In perpetuity
Management Plans 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 and Storm Records documenting the maintenance and repair of Semi- Keep records
Drainage City sewers and storm drains. May include permanent requiring
Maintenance and summaries, reports, and similar records usually engineering
Repair Records compiled from daily work records on a monthly or stamps 2 years
quarterly basis. Information often includes location, after life of
narrative of work completed, amount and type of structure. Keep
material used, personnel completing work, dates of other records 5
activities, authorization, and related information. years.
(SEE ALSO Activity Reports and Sewer
Television/Videoscan Inspection Records in this
section.)
CITY OP MERIDIAN RECORDS RETENTION SCHL•DULE PAGE 51 OF 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Sewer Smoke Test Records documenting smoke tests undertaken to Semi- 10 years
Records verify hookup to main sewer lines, check condition permanent
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 inspections used to Semi- 10 years
Videoscan locate problems and defects in sewer lines. Often permanent
Inspection Records 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.
Valve Maintenance Records documenting the location, specifications, Semi- Keep location
Records maintenance, and repair of valves in the City sewer permanent and
system. Includes lists, charts, drawings, reports, specification
logs, and related records, valve location, records 1 year
identification number, run of pipe, size, make, year after valve
installed, depth, turns to open and normal position, removed from
narratives of valve maintenance and repair, test run, service. Keep
personnel completing work, dates, and related all other
information. records 5 years.
Wastewater Facility Records such as applications, permits, addenda, Permanent In perpetuity
Permit Records modifications, and related supporting
documentation, documenting the application for and
issuance of a permit authorizing the City to
construct and operate a disposal system with no
discharge to navigable waters such as sewage
lagoons, land application reuse, septic tanks, and
drain fields
Wastewater Grant Records relating to Idaho Department of Semi- Keep 3 years
& Loan Records Environmental Quality (IDEQ) grants and loans for permanent after grant
wastewater facilities, including: application form closure or loan
and checklist, authorizing resolution, engineering payoff
contract checklist, certificate of negotiation, proof
of professional liability insurance, certification of
financial and management capability, and other
documents.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 52 OP 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Wastewater Records documenting inspections of City Semi- Keep all
Inspection Records wastewater treatment operations to monitor permanent records 5 years,
compliance with National Pollution Discharge until the end of
Elimination System (NPDES) permit conditions. the NPDES
These reports and supporting documentation permit cycle, or
typically include: date, location, areas evaluated as requested by
during inspection, summary of findings, pre- state or federal
treatment requirements review, sampling checklists, agencies,
flow measurements, laboratory assurance whichever is
checklists, and related information. longer.
Water
Backflow Assembly A report of backflow assemblies that are scheduled Semi- 5 Years
Surve Lists to be surveyed. perranent
Backflow Dual A list of customers who have two water connection Semi- 5 years
Connection Lists sources for outdoor use. permanent minimum or as
long as
customer
remains
connected to
two sources of
water
Backtlow Plan A letter sent to Building Services and the design Permanent In perpetuity
Review Transmittal professional with the Cross Connection Control
Letters Inspectors requirements.
Backflow Prevention Records documenting test results on backflow Semi- 5 years
Device Test Records prevention devices designed to protect the City permanent
water system from pollution related to substances
backing into water lines.
Backtlow Repair Test reports of backflow assemblies needing Semi- 5 Years
Reports repairs. permanent minimum or
life of
backflow
assembly
Backt7ow Surveys A survey of properties noting the location and type Semi- 10 years
of hazard and type of assembly. permanent
Backflow Test Electronic report for customers who have their Temporary 3 years
Credit Logs backflow tests completed by their City-mandated
annual due date.
Backflow Tester Tester information including a copy of their license, Transitory Until
Information proof of insurance, and tester kit calibration. administrative
(License, Insurance, need ends or
Calibration) record is
superseded
Backtlow Testers A list of backflow testers with their pricing. Transitory 1 year or until
Lists With Pricing record is
superseded
Backflow Tests Backflow assemblies test report. Temporary 3 years
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 53 OP 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Backflow Violation Backflow Shut Off Turn On (SOTO) report lists Temporary 3 years
Reports customers who have not had their backflow tests
done and are in non-compliance and scheduled for
water service termination.
Chlorine Residual A report showing sample dates and locations of free Permanent In perpetuity
Report chlorine remaining in the City water system.
Confined Space A written authorization prepared prior to employee Semi- 5 years from
Entry Permit entry into a Permit Required Confined Space. The permanent date issued
Department's permit contains specific entry space,
purpose and time conditions under which the
entrance will operate.
Construction Punch New projects inspection report on City projects Semi- 5 years
Lists noting repairs that need made permanent
Construction Bacteria sample results taken for new water Semi- 5 years
Samples for new line/well construction pelTnanent
Construction
Consumer Report mandated by EPA delivered to Meridian Semi- 5 years
Confidence Reports citizens that are connected to City water. permanent
(Water Quality
Report)
Correspondence, All backflow program correspondence with Semi- 5 Years
Backflow customers and testers including: reminder to test, permanent
past due letters, reminder of expectations, and tester
requirement forms.
Correspondence, Any mailed correspondence with labs, customers, Semi- 15 years
Samplin regulators concerning sampling. Permanent
Correspondence, Letters that were mailed to customer informing Semi- 5 years
Water Leaks customer of a possible leak are attached to the permanent
service order for leak check
Critical Water Users Records that identify critical water users within the Transitory Until
Spreadsheet City of Meridian, such as hospitals, medical administrative
facilities, schools, large corporate facilities, hotels, need ends or
motels, restaurants, and the water park. This record record is
evolves as new businesses move into Meridian and superseded
critical water users leave Meridian.
Daily Chlorine Field notes from Chlorine residuals taken from Temporary 3 years
Residual various sample ports in the City water system.
S readsheet
Dig Line Tickets Customer and contractor requests via Dig Line to Transitory 1 year
Completed/ Daily locate underground City utilities before excavation
Audit Transmission begins.
Sheets
Federal Licensing spreadsheets for SCADA radios, base Semi- 10 years
Communications station and vehicle two/way radios permanent
Commission (FCC)
Radio Licensing
Spreadsheet
CITY OP MERIDIAN RECORDS RETENTION SCHEDULE PAGE 54 OP 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Fire Flow Reports Actual fire flow data taken from a particular fire Semi- 75 years
hydrant. permanent
Fire Hydrant Records that identify hydrant location and Transitory Keep until
Information manufacturer information. hydrant is
Spreadsheets removed from
service
Fire Hydrant Meter Billing documents from fire hydrant meter readings Semi- 75 years
Billing Spreadsheet based on water used for construction. permanent
Fire Hydrant Meter Roster of hydrant meters checked out by Semi- 5 years
Check Out List contractors. permanent
Fire Hydrant Meter Copy of invoices sent to contractors for hydrant Semi- 5 years
Invoices meter water usage/daily rental fee. permanent
Flush Logs used for entering wasted water flushed from Semi- 25 years
Log/Nephelometer the water system and not sold. Flush locations are permanent
Turbidity Unit listed. Water Quality information, including
(NTU) Reports Nephelometer Turbidity (NTU) readings, are
documented.
GP5 /Meter GPS coordinates listed on meter set service orders. Transitory Keep until
Location Reports meter location
is removed
from service
Junked Water Meter List of meters that are taken out of use. Temporary 2 years
Records
License Agreements Agreement between water purveyors (City of Permanent In perpetuity
Meridian) and the Idaho Department of
Environmental Quality (IDEQ) for discharge of
domestic water into U.S waterways.
Maximum Maximum Contaminant Load (MCL) Violation Permanent In perpetuity
Contaminant Load notices. Required by Department of Environmental
Violation Notices Quality (DEQ) to notify the public.
Meter Tracking Electronic reports that log meters in City water Transitory Until
Stored Electronically system by the month. administrative
on Shared Drive need ends or
record is
superseded
Meter Transceiver Lists Meter Transceiver Unit numbers and Transitory Until
Unit Type Total addresses for types 505 or 520. administrative
Reports need ends or
record is
superseded
Monitoring Waivers Sampling waivers to reduce the frequency of Permanent In perpetuity
sampling.
Pressure Test Pressure testing report forms for new water Semi- 5 years
Report systems. permanent
Reading Cycles Records that list electronic monthly meter totals per Permanent In perpetuity
Sections Report section and cycle.
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 55 OE 60
NAME OF DESCRIPTION CATEGORY RETENTION
RECORD PERIOD
Reclaimed Water Survey reports to monitor compliance. Permanent In perpetuity
Site Surve Reports
Residential Well Reports on private well disconnects. Permanent In perpetuity
Disconnect Re orts
Salvage Information Itemized receipt of salvaged and recycled material. Transitory Until
/ Receipts Material is coming from worn out water meters administrative
(brass) pipe and fire hydrants that are replaced (cast need ends or
iron). record is
superseded
Sample Results and Sample report form for sampling City water for Permanent In perpetuity
Chain of Custody / bacteria to satisfy compliance monitoring. Results
Bacteria- are reported on separate form unless sampling is
done for Bac-T.
Sample Results and Sample report form for sampling the water for Permanent In perpetuity
Chain of Custody / noncompliance monitoring.
S ecial
Sampling Forms for calibration and certification or repair of Permanent In perpetuity
Equipment sampling equipment.
Calibration and
Certification /
Re air
Service Orders / Records including requests from customer, Utility Semi- 5 years
Service Order Billing, or Water Division to perform work or get a permanent
Documents read at an address as well as historical logs showing
service order number.
Spring Flush (Brown Electronic records of discolored water complaints Semi- 5 years
Water logs) by customers. permanent
Historical
Spring flush notices Flush notices mailed to customers for spring flush Semi- 5 years
(Mailers) of water system. permanent
Subdivision Map Spreadsheet with subdivision number. Transitory Keep as long as
Section re orts record is valid
Water Meter Water meter reports including: water meter Semi- 5 years
Reports assessment forms, water meter installation reports, permanent
water meter proof reports, water meter change out
lists, water meter re-install fee lists, water meter
exception reports, water meter set forms, water
meter size totals report, water meter and meter parts
warranty return reports, water meter work orders,
stopped meter lists, water meter reading high/low
consumption reports, historical meter change out
reports, historical meter reading route reports,
monthly meter reads, unread meters and
malfunctions by date and time, master route reports,
non-read exception report.
Water Quality Calls Records documenting water quality calls from Semi- 25 years
"Master File" customers. permanent
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 56 OP 60
NAME OF
RECORD DESCRIPTION CATEGORY RETENTION
PERIOD
Well /Pressure Spreadsheet maintained for Pressure Reducing Semi- 25 years
Reducing Value Valves (PRV) inspection and repair. permanent
(PRV) Inspection,
Operation and
Re air Data
Well /Pressure Hansen software reports on Pressure Reducing Permanent In perpetuity
Reducing Value Valves (PRV) and Well reads.
(PRV) Read Annual
Re orts
CITY OC MER]DIAN RECORDS RE'rEN'rION SCIILDULG PAGE 57 OP 60
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
signatures, etc. expiration.
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, suminaries,
reviews, notices, audio and
videotapes, transcripts of recorded
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 58 OP 60
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-
sponsoredrecreational events or
classes, etc. Information usually
includes: release terrns, 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
illush~ating 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 59 OF 60
plans and procedures, workplace
safety committee records, reports on
inspections conducted by the safety
officer, evacuation rosters and reports,
and related documentation and
correspondence.
Workers' Records documenting the processing Semipermanent 5 years a8er
Compensation of individual employee claims of job Idaho Code claim closed
Claim Records related injuries or illnesses, but not section 72-601 or final action
those describing actual medical
conditions. Records may include:
claim disposition notices, claim
reporting and status forms, injury
reports, determination orders,
insurance premium data, hearing
requests, safety citations, inspection
reports, medical status updates and
reports, investigation reports,
reimbursement and payment records,
and related correspondence and
documentation. (SEE ALSO
Employee Medical Records in the
Personnel Records section for
retention of records describing injuries
and illnesses).
CITY OF MERIDIAN RECORDS RETENTION SCHEDULE PAGE 60 OP 60