HomeMy WebLinkAbout2018-005 Record Retention and ClassificationCITY OF CHUBBUCK
RESOLUTION No. 2018-06
A RESOLUTION OF THE CITY OF CHUBBUCK, IDAHO, PROVIDING A DEFINITION OF CITY RECORDS AND
THE CLASSIFICATION AND RETENTION OF CERTAIN PUBLIC RECORDS PURSUANT TO IDAHO CODE AND
COUNCIL POLICY; AND PROVIDING THAT THIS RESOLUTION BE EFFECTIVE UPON ITS PASSAGE,
APPROVAL, AND PUBLICATION ACCODING TO LAW.
WHEREAS, the Idaho Code allows for the classification, retention, preservation, and destruction
of certain records as "historical", "permanent", "semi-permanent" and "temporary" records; and
WHEREAS, Idaho Code requires the Council adopt by Resolution a Records Retention Schedule
listing the various types of City records and the retention period for each type of records; and
WHEREAS, the City has made a survey of all its records and has reviewed current Idaho Code
regarding classification of records; and
WHEREAS, the Council has determined that the records categorizations and respective retention
schedules, as set out in Idaho Code 50-907, is appropriate for the City to adopt, with some minor
clarifications; and
WHEREAS, the City wishes to classify some writing, documents, and other similar City information
as neither "historical records", "permanent records", Semi-permanent records" or "temporary records"
because they are ephemeral and have no reasonable intrinsic, historical, or other value which requires
retention; and
WHEREAS, Council is confident that the City Clerk and City Attorney (with the input of relevant
City staff) can make determinations regarding those records not considered "historical records",
"permanent records", "semi-permanent", or "temporary records", as those terms are defined in Idaho
Code Title 50, Chapter 9.
NOW, THEREFORE, be it resolved by the City Council of the City of Chubbuck that effective,
February 21, 2018, as follows:
City of Chubbuck Record Retention Schedule (attached)
I. Historical Records.
A. The following records shall be classified as historical records:
Shall consist of records which, due to age or cultural significance, are themselves artifacts of
historical value. Historical records have enduring value based on the administrative, legal, fiscal,
evidential or historical information they contain.
Historical records shall be retained by the City in perpetuity or may be transferred to the
Idaho State Historical Society's permanent records repository pursuant to Idaho Code 67-4126(8)
and (9), upon separate Resolution of the Council.
chubbuck 041218 th rev to record retention resolution
II. Permanent Records.
The City may reproduce, retain and manage records in a photographic, digital or other
nonpaper medium. The medium in which a document is retained shall accurately reproduce the
record in paper form during the period for which the document must be retained and shall preclude
unauthorized alteration of the document.
(a) If the medium chosen for retention is photographic, all film used must meet the quality
standards of the American National Standards Institute (ANSI).
(b) If the medium chosen for retention is digital, the medium must provide for reproduction on
paper at a resolution of at least two hundred (200) dots per inch.
(c) A record retained by the city in any form or medium permitted under this section shall be
deemed an original public record for all purposes. A reproduction or copy of such record,
certified by the city clerk, shall be deemed to be a transcript or certified copy of the original
and shall be admissible before any court or administrative hearing.
Once a permanent record is retained in a nonpaper medium as authorized by this section:
(a) The original paper document shall be considered a copy of the record and may be destroyed
after compliance with the provisions of this subparagraph. Prior to destruction of original paper
documents, the city clerk shall provide written notice, either by electronic or physical delivery,
including a detailed list of the documents proposed for destruction to the Idaho state historical
society. The Idaho State Historical Society shall have thirty (30) days after receipt of the notice to
review the list and respond in writing, either by electronic or physical delivery, to the city clerk
identifying any documents that will be requested to be transferred from the city to the historical
society for retention in the permanent records repository. Any documents that will not be
transferred for retention in the permanent records repository may be destroyed. If the city clerk
receives no written response within thirty (30) days after the notice was received by the historical
society, then the records proposed for destruction may be destroyed.
(b) The provisions of this section related to retention of permanent records shall only apply to
the record retained in the nonpaper medium.
Permanent records shall not be destroyed, except for paper originals of permanent records
retained in a nonpaper medium as provided and upon approval of the City Council. Permanent
records may be transferred to the Idaho State Historical Society's permanent records repository
upon approval of the City Council
M. Semi -Permanent Records.
Once a semi-permanent is retained in a nonpaper medium as authorized by this section:
(a) The original paper document shall be considered a duplicate of the record, and may be
summarily disposed of or returned to the sender; and
(b) The provisions of this section related to retention and destruction of semi-permanent
shall apply only to the record retained in the nonpaper medium.
chubbuck 041218 th rev to record retention resolution
Semi-permanent records may be destroyed by approval of the City Council and upon the
advice of the City Attorney, except for paper originals of semi-permanent records retained in a
nonpaper medium.
IV. Temporary Records.
Once a temporary is retained in a nonpaper medium as authorized by this section:
(a) The original paper document shall be considered a duplicate of the record, and may be
summarily disposed of or returned to the sender; and
(b) The provisions of this section related to retention and destruction of temporary shall
apply only to the record retained in the nonpaper medium.
Temporary records may be destroyed by approval of the City Council and upon the advice of
the City Attorney, except for paper originals of temporary records retained in a nonpaper medium.
V. Ephemera
A. The following shall not be considered records:
Writings, documents, and other similar City information which, in the reasonable belief of
the recipient or custodian which do not have any historical, intrinsic or other value, and
records which are not reasonably believed to be the subject of litigation discovery shall not
be considered "records" for purposes of this Records Retention Schedule and shall not be
required to be a subject of a resolution authorizing their destruction.
(a) Where there is a question regarding whether something is a "record"; the
classification of a record; or retention of a record; such questions are to be
directed to the City Clerk and/or the City Attorney prior to and destruction.
(b) Where the City Clerk determines, in THE Clerk's best judgement and based
upon acceptable practices, a non -paper reproduction of a record is
appropriate, the City Clerk shall create, retain, or destroy such non -paper
copies of a City record pursuant to Title 50, Chapter 9, of the Idaho Code.
PASSED AND APPROVED BY THE MAYOR AND COUNCIL OF THE CITY OF CHUBBUCK, THIS 2nd
DAY OF May, 2018.
Kevin B. England, Mayor
ATTEST:
Rich Morgan, City
chubbuck 041218 th rev to record retention resolution
City of Chubbuck
Records Retention Schedule
Reports Regarding accidents or
Accident & Injury Reports
injuries to or by personnel or
Semi -Permanent 5 years
City -Owned Equipment.
Accident Reports from Chubbuck
Accident Data
Police Department.
Temporary 7 years
Documenting payment of City
bills, including reports, invoices,
Accounts Payable Registers
statements, voucher, and
Semi -Permanent 5 years
canceled checks.
Annual report includes total
accruals for holiday pay,
Accrual Report- Annual
compensatory time, vacation,
Semi -Permanent 5 years
and sick leave citywide.
Records Documenting the
Addressing
request for property addresses.
Semi -Permanent 5 years
Aerial photographs and map of
Aerial Photographs
the City.
Historical/Permanent
Records documenting compliance
with the Civil Rights Act of 1964;
Affirmative Action Records
include EEo-4 reports, Affirmative
Semi -Permanent 5 years
Action Questionnaire,
investigations, case files,
complaints and other information
and reports.
For City Council, Boards,
Agendas
Commissions, and Committees.
Semi -Permanent 5 years
Includes full packets.
Alcohol Beverage License
Semi -Permanent 5 years
Reports of Animal Control
Animal Control
Activities, including logs, lists,
Temporary 2 years
receipts, lost/found animals,
animals at large, and animal bits.
Includes application, annexation
Annexations
agreement, notices of hearing,
Historical/Permanent
staff report, recommendations,
of planning & zoning
commissions, maps, and
ordinances, etc.
Annexations Requests Denied
Semi -Permanent 5 years
Files related to appointments to
fill vacancies in the offices of
Mayor or Councilmembers, and
Appointment Files
also appointments to city boards,
Semi -Permanent 5 years
commissions or committees;
includes letters of
recommendation, letters of
appointment, resumes and other
related documents.
Agreement between the County
Area of City Impact Agreement
and City regarding the
Historical/Permanent
Ordinance
delineation and administration of
land use within the area of city
impact.
Audio recordings of City Council
Audio Recordings
and Commission, Board or
Temporary 2 years
Committee meetings.
Audio recordings of City Council
Audio Recordings- Public Hearing
and Commission, Board or
Decision + 2 years
Committee meetings.
Original documents in the City's
annual audit; includes auditor's
Audit Report
report, recommendations, single
Historical/Permanent
audit information concerning
federal grants and other related
audit documents.
Test records include date, type
Backflow Prevention Device Tests
and size of device, serial number,
Temporary 3 years, after
location, test records, line
subsequent test
pressure, name of tester, device
owner and related data.
Police background checks for
Background Checks
those involved in recreation
Semi -Permanent 5 years
activities.
Includes statements, deposit
Bank Transaction Records
slips, checkbook register stubs
Semi -Permanent 5 years
and other bank transaction
documents.
Records documenting notification
Temporary 2 years following
Bankruptcy Records
to the City that certain individuals
discharge of debt
have filed for bankruptcy.
Benchmarks placed by the City US
Benchmark Records
Geological Survey to denote
Permanent
elevations above sea level
includes location, monument
number, elevation, description.
Records Documenting notice to
employees, spouses and
Semi -Permanent 5 years, after
Benefit Continuation Records-
dependents informing them of
employee separation or expired
Cobra
their rights to continue insurance
eligibility.
coverage after termination or
during disability of family leave.
Records relating to City Employee
benefit information; may include
plan selection, application forms,
Benefit Records
enrollment records, contribution
Semi -Permanent 5 years, after
and dedication summaries,
employee separation or expired
personal data records,
eligibility.
authorizations, beneficiary
information, notices of disability
payment made and other related
documentation.
Birth Certificates
Baseball, Softball, Etc.
Semi -Permanent 15 years
Documents the financing of City
Improvements through bonded
indebtedness; includes bond
Bond Records
rating information, legal notices,
Semi -Permanent 5 years, after
counsel information and
payment of bond
opinions, covenants, paid bonds
and coupons, bon registers, State
Treasurer public bond issue
reports and other related
documents.
Boundary Line Covenant and
Property line changes or
agreement forms
adjustments.
Permanent
Any City created brochures, flyer
Brochures
or pamphlets for City sponsored
Temporary 2 years
activities.
Budgets -Final
Annual Budget with details
Permanent
Records used in preparation and
adoption of the City Budget;
includes revenue projection,
Budget Records
instructions, department
Temporary 2 years, after fiscal
requests, worksheets,
yearend
workshops, and other related
documents, including any
documents used in budget
amendment preparation.
Annual reports of statistical
compilations tracking building
Building Activity Reports- Annual
activity, used for specific projects;
Semi -Permanent 5 years
used for budget and staff.
Planning, as well as monitoring
growth and building trends.
Monthly reports or statistical
compilations tracking building
Building Activity Reports -Monthly
activity, used for specific projects,
Temporary 2 years following
used for budget and staff
completion of annual report
planning as well as monitoring
growth and building trends and
annual reporting.
Codes that may be adopted by
City ordinances; may include the
international building, residential,
Building Codes
energy conservation, mechanical,
Permanent
fuel & gas, uniform plumbing,
electrical, fire, and other building
code books.
Includes inspection reports, logs,
Building Inspection Reports
correspondence, and other
Permanent
related working files.
Building Permits
Residential, and Commercial.
Permanent
Building Permits- commercial &
Government building plans and
Permanent
specifications
Business License Records
Semi -Permanent 5 years, after
expiration
Includes original checks,
Canceled Checks
microfilm, copies sent by bank &
Semi -Permanent 5 years
electronic versions sent by bank.
And receipts printed for revenue
Temporary 2 years
Cash Receipts
received by the City.
Registers and journals printed
Semi -Permanent 5 years
Cash Receipt Registers and
reflecting the receipts received
Journals
by the City.
Burial, certificates of ownership,
Cemetery Records
exhumation, headstone
Permanent
inscriptions, internment, maps,
plot plans & surveys, and
purchase records.
Certificates of Occupancy
Permanent
Documents the application of
Chemical Application
pesticides, herbicides and
Temporary 3 years
fertilizers to city property.
Awards presented to citizens for
Citizen Awards
civic contributions; may include
Semi -Permanent 5 years
nominations, certificates,
ceremony records, photographs
and other related documents.
City Code
Historical/Permanent
Civil Claims
Close + 5 years
Records documenting city code
violations and complaints;
includes correspondence with
Code Enforcement Files
owners, site inspections,
Semi -Permanent 5 years
photographs, enforcement
actions, hearings and other
related documents.
Collection Records
Records related to the collection
Semi -Permanent 5 years
of delinquent accounts.
Records documenting the
description, classification and
compensation of City jobs and
positions; includes details of
duties and responsibilities or
each position, time percentage
Compensation & Classification
breakdowns of tasks, skills and
Temporary 2 years after
abilities needed for each position,
superseded
and related records documenting
the development, modification or
redefinition or each job or
position; may include reports, job
descriptions, job evaluations,
salary & benefit studies, job
analyses, interview data,
selection criteria and related
records.
Application and associated
Comprehensive Plan Denied
records for an amendment to the
Semi -Permanent 5 years
City's adopted comprehensive
plan.
Comprehensive Plan Map &
Historical/Permanent
Amendments
Computer equipment
inventories, hardware
Computer/Network systems
performance reports, component
Semi -Permanent Life of the Unit
Maintenance
maintenance records, system
backup reports and procedures,
inventories technical manuals
specifications and warranties.
Computer/Network Systems
Backup tapes, disks, or other
Temporary 1 year after
Backups
media storing backups.
superseded
Records documenting the
Computer/Network Systems
development, installation,
Temporary 2 years superseded
Program Documentation
modification, troubleshooting,
operation and removal of
computer software.
Employee access request,
Computer Systems Security
authorizations, passwords and
Temporary 2 years superseded
related documents.
Conditional Use Permits
Application & Decision
Permanent
Conditional Use Permits —
Other records after expiration,
Semi -Permanent 10 years
General
revocation, or discontinuance.
Condo Plats
Plat maps for condominium
Permanent
projects.
Continued Disclosure Reports
Correspondence with bank
Semi -Permanent 5 years
indicating delinquencies.
Contracts & Agreements
Original contracts in which the
Permanent
City is a party.
May include letters, memos,
notes, drafts, chronological files,
Correspondence
emails that relate to city
Temporary 2 years
business, and professional
memberships maintained by each
departments. Includes Boards &
Commissions.
Credit Card Receipts
Temporary 2 years
Maintenance and repair records
Culvert Records
including logs, reports and other
Permanent
related documents.
Declaration of intent
Candidate form.
Permanent
Deeds to City -owned property,
Deeds and Easements
warranty deeds, quit claim deeds,
Permanent
right of way deeds, etc. and
easements granted to the City.
Tickets issued by suppliers to
Delivery Tickets
verify delivery of supplies such as
Temporary 2 years
concrete, road base and gravel.
Demolition permits
Permanent
Commercial structures
Demolition permits
Temporary 2 years
Residential structures
Semi -Permanent 5 years,
Department Reports
Citywide department reports.
EXCLUDES fiscal year end reports
which are permanent.
Report showing City's banking
Deposit & Check Register
information in regards to
Semi -Permanent 5 years
deposits made and check or
electronic fund transfers sent.
Copy of original deposit slip sent
Deposit Slip Duplicates
to bank along with any receipt
Temporary 2 years
sent back from bank.
Documents the earnings,
Detailed General Ledger Posting
voluntary and required
Semi -Permanent 5 years, after
for Payroll
deductions, and withholdings of
fiscal year end
City employees.
The agreements are recorded
Development Agreements
and binding on subsequent
Permanent
property owners.
Records may include plans &
Disaster Preparedness &
studies, logs, diaries, damage
Historical/Permanent
Response Records
assessment reports, response
reports, financial documentation,
photographs, etc.
Dog License Register
Temporary- Current + 1 year
Door to Door Solicitation
Semi -Permanent 5 years, after
Registration Records
expiration.
Records of drug tests requires
Drug Testing Records
randomly or as a pre-
Semi -Permanent 5 years
employment qualification.
Maintenance and repair records
Dry Well Records
including logs, reports and other
Permanent
related documents.
Response to information requests
Economic Development Proposal
for potential commercial, and
Semi -Permanent 5 years
industrial location or relocation.
Voted ballots, unused ballots,
Election Ballots
absentee ballots, spoiled ballots,
Temporary 2 years
and ballot stubs.
Campaign finance reports,
Historical- Oath of Office,
declaration of candidacy,
Precinct Map, Sample Ballots
Election
declaration of intent, election
Printed in Newspaper, Poll Books,
notices, poll books, and tally
and Tally Books.
books. Sample ballots printed in
Permanent- Campaign finance
the newspaper.
reports, declaration of candidacy,
declaration of intent, and
election notices.
Documents an employee's work
related medical history; may
include medical exam records, x-
Employee Medical Records
rays, records of significant health
Semi-Permanent 5 years
or disability limitations related to
job assignments, documentation
of work-related injuries or
illnesses, hearing tests, hazard
exposure, first-aid incidents,
physician statements, release
consent forms and related
correspondence.
Semi-Permanent 5 years, five
Employee Training Certifications
years following the separation of
employment.
Records related to the design and
implementation of training
programs provided to employees
Employee Training Programs
by the city; may include class
Temporary 2 years
reports
descriptions, instructor
certifications, planning
documentation, instructional
materials, course outlines, class
enrollment and related records.
Employment applications
Temporary 2 years
Document to the US Immigration
Employment Eligibility
and Naturalization Service that an
Semi-Permanent 5 years, five
Verification Forms
applicant or employee is eligible
years following the separation of
to work in the United States.
employment.
Design and construction of
Engineering Design and Specs.
infrastructure, wastewater,
Permanent
grassy swales and lift stations, as-
builts.
As-built plans, drawings and
Engineering Plans
details documenting city
Permanent
engineering and construction
projects as-builts.
Engineering Survey Records
Survey and right of way location
Permanent
records.
Engineering Surveys, General
Written report of general survey.
Semi -Permanent 5 years
Engineering Surveys, General-
Detailed field notes and other
Field Records.
survey and right of way related
Semi -Permanent 5 years
records.
Inventory records and logs for
Semi -Permanent, until
Equipment Inventory
recreation equipment.
superseded, but not less than 5
years.
Equipment Maintenance Records
Life of equipment
Facilities Plans and Studies
Permanent
Facility Use Permits
Application for use of City owned
Temporary 2 years
facilities.
Includes request for taxpayer
Federal and State Tax records
identification number and
Semi -Permanent 5 years, after
certificate- w-9, and 1099 forms.
fiscal year end
Revenue and expenditure data
Financial Reports- Annual
related to the final budget fiscal
Permanent
year end finance reports.
Records documenting the City's
Finance Reports- Monthly
revenues and expenditures in
Semi -Permanent 5 years
relation to the final budget
monthly reporting.
Fixed Assets Records
Life of Asset while City owned
plus 5 years.
Franchise Agreement Records
Includes contracts, franchise fee
Semi -Permanent 5 years, after
information, franchise ordinance
expiration of agreement
and other records.
General Ledger Journals
Summary of the City's chart of
Semi -Permanent 5 years, after
accounts.
fiscal year end
City initiated study on any topic
General Studies- adopted by City
such as planning, residential
Permanent
Council
development, park development
and other related documents.
City initiated study on any topic
General Studies- Not adopted by
such as planning, residential
Semi -Permanent 5 years
City Council
development, park development
and other related documents.
Gift & Contribution Records
Records documenting gifts and
Temporary 2 years
contributions to the City
Miscellaneous land based
Permanent, Copies from federal,
information as it relates to City
State, County or other agencies
GIS Data
functions.
may be destroyed when
superseded. Excludes copies
obtained from other agencies.
Grant Application not funded
Temporary 3 years
Includes application and
proposals, summaries, objectives,
Grant Records
activities, budgets, exhibits,
Semi -Permanent Close + 10 years
award notices, progress reports,
copy of contract, and related
documentation.
Grants Final Report
Final report from significant
Permanent
grants of $11,000 and above.
Grievance and Complaint Records
Complaints and appeals;
Semi -Permanent 5 years, after
Personnel
personnel matters.
employee separation.
Records of employees exhibiting
signs or symptoms possibly
resulting from exposure to
hazardous substances during
work; includes employee name
and social security number,
Hazard Exposure Records-
physician's written opinion,
Semi -Permanent 5 years, after
Personnel
results of exam of tests,
employee separation.
employee medical complaints
related to hazardous substance
exposure, description of
employees duties as related to
exposure, the exposure levels,
description of protective
equipment used and other
related documents.
Records include chemical spill
HazMat Records
and oil disposal logs, reports and
Semi -Permanent 5 years
inspections, as well as other
related documents.
Includes historical information
about the City; may include
Historical Records
maps, newspaper clippings and
Historical/Permanent
other documents City Council,
Mayor, or City administrator have
deemed to have historical value.
Information Services
Subscriptions, invoices, and
Temporary 2 years
Subscription Records
correspondence.
Information System Planning &
IT plan, surveys, proposals,
Semi -Permanent life of the
Development Records
feasibility studies, cost benefit
system
analysis, and other related
reports.
Information Systems Electronic
All email correspondences
Temporary 2 years
Correspondence Records
performed by personnel using
City email services.
Insurance Claim Files
Close + 7 years
Insurance Loss Reports
Semi -Permanent 5 years
Insurance Policies
Permanent
Reports, statements, summaries,
correspondence and other
Investment Records
records documenting and
Semi -Permanent 5 years, after
tracking investments made by the
fiscal year end
City including local Government
investment pool.
Includes job titles with
descriptions of position duties
Job Descriptions
required, minimum qualifications
Temporary 2 years, after
and examples of work performed,
superseded
and data on fair labor standards
classifications.
Job Notices
Filled + 2 years
Documents the issuance of keys
Key Records and Inventory
to City Staff of entrance to City
Semi -Permanent, until
buildings and vehicles.
superseded
Central case files documenting
Law Enforcement Incident
complaints or other actions or
Permanent
Reports
incidents investigated by the
police department.
Records documenting various
types of liability claims files
Liability Claims Records
against the City including
Keep 10 years after case closed
personal injury, property
or dismissed
damage, motor vehicle accident,
false arrest.
The document that certifies the
LID Affidavit or Certification
delinquent LID accounts to
Semi -Permanent 5 years
county.
LID Billing and Receipting
The final posting of the LID data.
Semi -Permanent 5 years
Journals
LID Delinquency Certificates
Certifies the delinquency of the
Semi -Permanent 5 years, after
LID.
certificate paid in full
LID interim Financing Transcript
Interim documentation of the LID
Semi -Permanent 5 years
Title company requests and
LID Payoff Quotes
payoff quotes; correspondence
Temporary 2 years
received via fax and mail.
Includes copy of the resolution,
LID Summary Transcript
ordinance and other LID
Semi -Permanent 5 years
documents.
Maintenance and repairs,
including summaries, logs,
reports and other related
Semi -Permanent 5 years, after
Maintenance and Repair Records
documents for City vehicles,
the equipment vehicle or
equipment and infrastructure,
infrastructure is removed from
including but not limited to
service.
docks, restrooms, sprinklers,
streets, streetlights, ground and
facilities.
Records documenting
maintenance requests and
Maintenance Requests and
complaints; includes type of
Semi -Permanent 5 years
Complaint Records
request, name phone number
and address of person making
request and resolution.
Historical/Permanent, Copies
Created by or for the City
from federal, State, County or
Maps
including system schematic,
other agencies may be destroyed
topographic, aerial and others.
when superseded. Excludes
copies obtained from other
agencies.
Annual report documenting
transactions on the service
Master File- Finance
accounts for each customer;
Semi -Permanent 5 years
includes debits, credits, refunds,
returned checks and reason.
Documents the present and
projected needs of City systems;
Master Project Files
includes plans, reports,
Permanent
evaluations, cost analysis and
other related documents.
Merchant/Security Police
Semi -Permanent 5 years, after
Licenses
expiration, revocation or denial.
For City Council, Boards,
Minutes
Commissions, and Committee
Historical/Permanent
meetings.
Information on network circuits
including reports, diagrams,
Network Records
circuit number, vendor, types or
Semi -Permanent 5 years, until
connection, terminal series,
superseded
software, contact person and
other related information.
Bond posted by notaries
conditioned on the faithful
Notary Bond Records
performance of their duties;
Semi -Permanent 5 years, after
includes bond and other related
expiration of commission
documents.
Includes notice of budget hearing
Notice of Budget Hearing
and council approved tentative
Permanent
budget.
Oath of Office
For City Council, Mayor. Etc.
Permanent
Officials List
Adult and youth sport league list
Temporary 2 years
of officials.
Ordinances
City Council action adopting laws
Historical/Permanent
and regulations -City Code.
Park Design
Design for City parks.
Historical/Permanent
Park Inspection Forms
Semi -Permanent 5 years
Payment Authorizations
Payment authorizations from the
Semi -Permanent 5 years
City Council.
Records documenting hours
Payroll- Employee Time Sheets
worked, leave hours accrued and
Semi -Permanent 5 years
taken by City Employees.
Payroll Register
Payroll register/journal.
Semi -Permanent 5 years, after
employee separation
Payroll Tax Reports- Quarterly
Reports produced for IRS and
Semi -Permanent 10 years
and Annual
State of Idaho.
Annual statement documenting
Payroll Wage and Tax Statements
individual employee earnings and
Permanent
withholdings for state and federal
taxes and social security tax.
Personal Injury Claim Public
Close + 10 years
(non-employee)
Personnel Policy manuals
Semi -Permanent 5 years, after
superseded
Documents an employee's work
history. May include employment
applications, notices of
appointment, training and
Personnel Records
certification records, records of
Semi -Permanent 5 years, after
health limitations, salary
employee separation.
schedules, personnel actions,
performance evaluations,
awards, letters of
recommendation, investigation
information, disciplinary action,
drug testing, notice of layoff,
letters of resignation, home
address and telephone,
emergency notification forms,
related correspondence and
documentation.
Petitions
Temporary 2 years
Petty Cash Documentation
Documentation for petty cash
Semi -Permanent 5 years
accounts.
Photographic and digital
documentation of City
Photographs
engineering and construction
Historical/Permanent
projects deemed to have
historical value by the City
Council, Mayor or City
administrator, as well as Mayor
and Councilmember
photographs.
Planned Unit Development (PUD)
Application & Decision.
Permanent
Planned Unit Development (PUD)
Other records after approval or
Semi -Permanent 10 years
denial.
Planned Unit Development (PUD)
Permanent
written approval and agreement
Police Citations
Uniform.
Semi -Permanent 5 years
Police Citations
Animal Control, and Parking.
Temporary 2 years
Police Correspondence
Not related to permanent or
Temporary 2 years
semi-permanent records.
Radio log files, digital from
remote camera equipment,
Police General Files
lockout release forms,
Temporary 7 years
phone/radio system voice
recordings, records requests
(including denials), and police
ride along forms, vehicle
inventory records.
Police impounded & abandoned
Temporary 3 years, after
vehicle records
Records not included in case files.
disposition of vehicle
Police Phone Messages, notes
Transient
Police Property & Evidence
Semi -Permanent 5 years
control & Disposition Records
Postage Records
Includes bulk mail and postage
Temporary 2 years
meter reports.
Pre -Employment Exam Files
Filled + 2 years
Proclamation — Outside Groups
Requested by outside groups or
Temporary 1 year
organizations.
Proclamation- City
Ceremonial or celebratory
Permanent
statements issued by Mayor.
Proof of Publication
Permanent
Prepared statements,
Press Releases
announcements and news
Permanent
conference transcripts issued to
the news media by the City, and
public addresses.
Professional Membership
Semi -Permanent 5 years
Records
Annual report to the Idaho
Public Mileage Report
Transportation Department (ITD)
Semi -Permanent 5 years
showing current road miles.
Public Notices Posted
Public Notices
Semi -Permanent 5 years
Published/Affidavits.
Public Outreach Records
Flyers, pamphlets, newsletters,
Temporary 2 years
etc.
Public Record Requests
Requests for public information;
Temporary 2 years
includes requests and logs.
Public Works As -Built Plans
Permanent
Public Works Locates
Utility Locates.
Permanent
Public Works Maps
Historical/Permanent
Public Works Work Orders
Temporary 2 years
Newsletters, annual reports, HR
and department policies,
Publications- Administrations
manuals and other City
Permanent
publications such as public
notices.
Publications and Advertisement-
Any advertisement or publication
Temporary 2 years
Recreation
regarding the City's Recreation
activities, programs and events.
Purchase Orders
Purchase orders and receipt
Semi -Permanent 5 years
records.
Purchasing Formal Bids
Close + 5 years
Purchasing Quotes
Semi -Permanent 5 years
Error of failure records,
Quality Assurance Records
transaction history and any other
Semi -Permanent 5 years
records needed as an audit trail
to evaluate data accuracy.
Quality Treasurer's Report
Published quality report.
Semi -Permanent 5 years
Real Property Leases
Permanent
Record Inventory
Inventory of archived records.
Semi -Permanent, until
superseded
Completed public record request
forms and disposition of request;
Record Requests
also included the annual log of
Temporary 2 years
public record requests received
by the City which includes name
of requestor, type of request and
disposition.
Records for Destruction
Destruction notices and lists.
Permanent
Records Retention Schedule
Retention schedule,
Permanent
amendments, destruction.
Records and other related
documents.
Recreation Annual Activity
Annual reports summarizing
Semi -Permanent 5 years
Reports
activities, classes or athletic
programs throughout the year.
Recreation Game Schedules
Game schedules for City athletic
Temporary 2 years
programs.
Recreation Program Rosters
Athletic and class rosters
Temporary 2 years
Recreation Programs Weekly or
Reports summarizing activities,
Temporary 2 years
Monthly Activity Report
classes or athletic programs.
Recreation Registration Forms
Temporary 2 years
Documents the recruitment and
selection of City employees and
contracted service providers such
as attorneys, auditors,
Recruitment Records
consultants, etc.; may include job
Temporary 2 years, after position
announcements and descriptions,
filled or canceled.
applicant lists, applications and
resumes, position advertisement
records, and other examination
records, interview questions,
interview and application scoring
notes and other related
documentation.
Employer remittance forms,
invoices, correspondence,
Remittance Forms
financial adjustments; includes
Semi -Permanent 5 years
941, delta dental, Blue Cross,
Regence, PECU, Aflac, State Tax
commission, unemployment
reports, sales & Use tax forms.
Reports to Council from Boards &
Semi -Permanent 5 years
Commissions
Request for Proposals (RFPs)
Semi -Permanent 5 years
Resolutions
City Council actions setting policy
Historical/Permanent
and procedures.
Retro -Reflective Study
Biannual study.
Semi -Permanent 5 years
Returned Mail- Refunds, notices
Temporary 2 years
Returned Mail- correspondence,
Temporary 1 year
bill statements
Right of Way Permits
Permanent
Right of Way Permits Records-
Temporary 2 years after permit
General
expiration, or discontinuance.
Risk Management Incident
Semi -Permanent 5 years
Reports
Risks Management Policy Files
Permanent
Safety Inspections
Semi -Permanent 5 years, or when
superseded.
Documents include, but are not
limited to disaster preparedness
Safety Records
Documents include, but are not
Semi -Permanent 5 years
limited to disaster preparedness
documents, plans, studies, logs,
tree removal, disease records,
controlled burns and tree pruning
and other related documents.
Security Spreadsheet
Spreadsheet documenting the
Semi -Permanent 5 years, from
disposition of securities, cashier's
the date of the final disposition.
checks.
Sewer Application Agreements
Semi -Permanent 6 years, after
expiration.
Sewer Studies
Any studies pertaining to sewer
Permanent
systems.
Video tape of sewer line and
Sewer Videos and Inspection
reports documenting video
Semi -Permanent life of the sewer
Reports
inspections used to locate
line plus 5 years.
problems and defects in sewer
lines.
Signature Authorization Records
Banking authorization records,
Semi -Permanent 5 years, after
State pool forms, etc.
from is superseded or expired.
Sister City Agreements and
Ceremonial agreements and
Permanent
Proclamations.
proclamations.
Sister City Records- General
Semi -Permanent 5 years
Adopted City snow removal plan;
Temporary until superseded, but
Snow Removal Plan
includes plow routes and other
not less than 2 years.
issues related to snow removal.
Software Management Records
Software purchasing records,
Temporary 2 years after software
licenses and inventory.
upgrade or disposed.
Records related to community
events and education and records
Special Event Records
documenting preparation related
Temporary 2 years
to Chubbuck days, parade,
motorcades, movies in the park,
and other special events, may
include street closures, traffic
rerouting, barricades and other
related activities.
Speeches and public addresses
Speeches
made at formal ceremonies by
Permanent
Elected Officials.
Data and reports from analysis or
Speed Studies
speed studies, including studies
Temporary 2 years
to support a speed limit other
than designated in the State laws.
Sponsor Invoices
Accounts payable invoices for
Semi -Permanent 5 years
sponsors.
Staff/ Departmental Reports
Reports for boards, commissions,
Semi -Permanent 5 years
and City Council.
Staff Meeting
Minutes.
Semi -Permanent 5 years
Quarterly and annual reports on
computer printout showing
State Insurance Fund Reports
number of losses, injury, source,
Semi -Permanent 5 years
cause and amount or reserve for
losses based on estimated
amount of claims.
Street Maintenance and Repair
Documents street and road
Semi -Permanent 5 years
conditions; includes logs and
other related records.
Street Light Requests
Document requests made to the
Temporary 2 years
City for street lights.
Street Operations & Maintenance
Information to update records on
Semi -Permanent 5 years
inventory maintenance of streets.
Street Sign Inventory
Inventory records and logs for
Semi -Permanent, until
City -owned street signs.
superseded and at least 5 years.
Approved subdivision- Case File
which may include applications,
Subdivision Records
maps, diagrams, site plans, staff
Permanent
reports, state reports, As Built
Drawings, and recorded Mylar,
and Development Agreement,
and other related documents,
etc.
Subdivision Written Decision
Permanent
and Mylar
Survey Summaries
Polls, questionnaires or studies
Permanent
documenting public opinion.
Survey Questionnaires
Temporary 2 years
Tax Certification Forms
Forms, other than payroll, filled
Semi -Permanent 10 years
with IRS, State or County.
Tax Forms
W-2 and 1099.
Semi -Permanent 10 years
Traffic Control Equipment
Includes inventory of signals,
Semi -Permanent, until
Inventory
crosswalks and other traffic
superseded but not less than 5
control equipment.
years.
Traffic Studies
Traffic counts and turning
Semi -Permanent, until
movement counts.
superseded.
Transportation Master Plan
Plan for traffic patterns and flow.
Permanent
Tree Appraisals
Documentation related to tree
Temporary 2 years
appraisals.
Tree Dedications
Documentation related to tree
Temporary 2 years
dedications.
Tree Inventory
Documentation related to the
Semi -Permanent, until
City's tree inventory.
superseded and at least 5 years.
Tree Permits
Documentation related to tree
Temporary 2 years
permits.
Records documenting employee
Unemployment Reports
earnings on a quarterly basis;
Semi -Permanent 5 years
used to document costs in the
event of an unemployment claim.
Unsuccessful Grants
Applications and related
Temporary 3 years
documents.
Urban renewal project files, as
Urban Renewal Records
records relate to records of the
Semi -Permanent 5 years,
City only. Agency maintains
following closeout of agency.
separate records.
Report of privately owned
US Census Bureau Form C404-
residential building permits
Semi -Permanent 5 years
monthly
issued.
US Census
Census Reports
Historical/Permanent
Logs or reports documenting
assistance provided by
User Support Records
information systems personnel;
Temporary 2 years
including requests, resolution
records and related documents.
Utility Account Records
Changes to customer accounts.
Semi -Permanent 5 years
Utility Bill Remittance
Bill stubs received with
Temporary 2 years
payments.
Utility Billing Misc. Reports
Temporary 2 years
Utility Customer Security Deposit
Documents customer's security
Semi -Permanent 5 years
Records
deposit for services.
Utility Line Location Records
Public works records related to
Permanent
locating utility lines.
Utility Meter Books
Semi -Permanent 5 years
Utility New Hookup Application
Semi -Permanent 5 years
Utility New Hookup Plans
Permanent
Utility Service Requests
Requests for services provided on
Semi -Permanent 5 years
utility accounts.
Letters authorizing someone
Semi -Permanent 5 years, after
Utility Letters of Agreement
other than the landlord to be
agreement expires
billed on an account.
Application, staff
Semi -Permanent 5 years, after
Variance Records
recommendation,
the life of the structure. Excludes
correspondence and related
Decision which is permanent.
documents.
Variance Records- Decision
Planning and Zoning and City
Permanent
Council decisions.
Variance Records- Denied
Denied application and
Temporary 2 years
associated records.
Vehicle Maintenance Record
Life of equipment
Banking documents establishing a
lease for purchase of capital
Vehicle & Equipment Leases
equipment. Resolution
Semi -Permanent 5 years, after
authorizing lease would fall under
lease is paid in full
the resolutions records retention
schedule.
Includes employee travel records,
Vendor Files
payment authorizations, invoice,
Semi -Permanent 5 years
and copy of check stub, reports,
statements, vouchers and other
related accounts payable and
receivable documents.
Voided Checks
Documentation of voided checks.
Semi -Permanent 5 years
Volunteer Files
Term + 5 years
Wage Schedules
Minimum and Maximum wage
Temporary 2 years, after
ranges by grade and class.
superseded
Wage/Salary Surveys
Temporary 2 years, or when
superseded
Waivers of Liability
Semi -Permanent 5 years
Includes applications, permits,
Wastewater Permits Records
addenda, modifications and
Permanent
related supporting documents.
Wastewater Treatment
Permanent
Monitoring Reports
Records documenting water
Water Bacteriological Quality
samples taken from various
Semi -Permanent 5 years
Analysis Reports
locations throughout the City
water system and supply sources
for bacteriological tests.
Water Consumer Confidence
Semi -Permanent 5 years
Reports
Water Consumption Annual
Permanent
Report
Water Consumption Summaries
Information not summarized in
Semi -Permanent 10 years
annual report.
Water Consumption Information
Information summarized in
Temporary 1 year
annual report.
Records documenting action
Water Non -Compliance
taken by the City to correct
Temporary 3 years, after last
Corrective Action Records
violations of primary drinking
action
water regulations. May include
reports, logs and related records.
Water Secondary Contaminant
Documenting analysis of water
Semi -Permanent 10 years
Reports
samples to determine level of
secondary contaminants.
Water/Wastewater Annual
Permanent
reports
Well Logs, Water Rights
Permanent
Compensation claims and
Semi -Permanent 5 years, after
Workers' Compensation Records
documentation for work-related
employee separation
accidents and injuries.
Zone Change Ordinance
City Council approved zone
Historical/Permanent
change ordinance.
Application, staff
Semi -Permanent 5 years,
Zone Change Records
recommendation,
Excludes zone change ordinance
correspondence and related
which is permanent
documents.
Zone Change Records- Denied
Denied zone change and related
Temporary 2 years
documents.
Zoning Map
Historical/Permanent