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Home My WebLink About2021Records for Destruction 1/6/2021 Documents Years H of PGS Retention Years Quarterly Treasurers Report 2012-2015 16 5 Utility Applications 2009-2012 150 5 Sanitation Issues 2014 150 5 Cart Audit 2012-2014 250 5 Termination Billing 2012-2014 250 5 PW Invoices 2008-2012 75 5 Baseball Sponsorships 2010-2014 250 5 Invoices 2012-2013 125 5 Quick Books 2010-2011 250 5 Shut Off List 2013-2015 175 5 Meter Book 2012-2014 75 5 Recycling Signup Forms 2010-2014 150 5 Animal Licenses 2001 20 2 Carpet Cleaning Bid 2003 10 5 List of Business Licenses 2001 20 5 City Licensing- How to & notes/memos 2006 20 5 Correspondence with Jones Chartered 2002-2003 20 2 List of Council's Approval for Destruction 2002 2 2 Directories- ID Criminal Justice & Agencies 2001 20 5 Equipment Checkout 2009 10 5 Impounds- Abandoned vehicle cert of sale 2005-2010 50 3 Instruction Manuals 2001-2005 175 5 Juvenile Expungements 2002-2010 50 5 Key Checkout Sheet 2003 2 5 Letters by Jerry Rowland 1995-1998 15 2 Licensing Letter for fee change 2000 1 2 Miicor- Budget; Agreements/correspondence 2001 50 2 Mug Shots 2002 50 5 Policy Implementation for citations 2001 50 2 Request for Patches 2002-2008 50 5 Retention info 2001 10 5 Schools Registered with Idaho State Board of Edu. 2006 10 5 US Probation Office- Notice of Change of Address 2002 10 5 Uofl Cooperative Extension System Guide 2003-2011 175 5 Vehicles- past vehicles maintenance 1999-2003 10 5 Volunteer's hours 2003 2 5 Wreckers- Correspondence & info 2000-2005 10 2 Police Pre -Employment Applications 2018 250 2 Connor Academy Petitions 2015 125 2 CDA Public Hearing Signup Sheet 2014-2015 7 5 LUDC Public Hearing Signup Sheet 2014-2015 23 5 LUDC Terms of Office/ Appointments 2006-2015 25 5 A/P Invoices (10/01/13-9/30/15) 2013-2015 1000 5 Receipt Book 2008-201.5 30 5 Public Works Correspondence 1998-2014 30 2 PO Reconciliation FY14-15 2015 60 5 Fuel Bids 2011-2015 15 5 Tennis Court A/R 2D13 50 5 Hockey Rink A/R 2013 1 5 PW A/R 2009-2014 50 5 Leaf & Branch Pickup Correspondence 2016-2017 15 2 Staff Meeting Minutes 2014-2015 24 5 Council, CDA, & Land Use Audio Recordings 2018 48 2 Social Media Correspondence 2018 500 2 Text Correspondence 2006-2018 50 2 Proof of Publication Proof 2018 50 2 Records Request 2018 50 2 Email Correspondence 2018 1000 2 Press Release 2018 10 2 Baseball Background Checks 2015 197 5 Baseball/Softball Birth Certificates 2003 300 15 Public Record Requests 2018 100 2 Council Packets 2015 1000 5 Mayor Correspondence 2018 6 2 Billing Register 2015 2000 5 Cash Receipting 2018 6000 2 Meter Book 2015 4000 5 Pocatello Sewage Treatment Charges 2015 63 5 Monthly Cash Report 2015 12 5 A/P Checks 2015 2600 5 A/P Reports 2015 6000 5 Bank Statements & Reconciliation 2014-2015 200 5 Public Hearing Requests/Notices & Correspondence 2010-2015 1500 5 Work Orders 2015 5000 5 Termination Billing 2015 450 5 Circuit Breaker 2015 100 5 Police Record Requests 2015 100 2 Council Agendas 2015 36 5 Land Use & CDA Agendas 1997-2015 408 5 CDA & Land Use Certificates of Appointments 2006-2015 50 5 Bankruptcy Notices 2015 50 5 Collection Records 2015 28 5 Delinquent Accounts 2015 43 5 Terminated Landlord Agreements 2015 11 5 Baseball Player Grants 2008-2015 30 5 Liability Claims 2010-2011 50 Close + 7 years Outside Group Proclamation 2017-2019 15 1 Fire Reports 2004 1500 5 Fire Personnel Reports 2004-2015 5500 5 years after employee separation Fire A/P & A/R 2012-2015 1500 5 Fire Budget Records 2012-2015 1500 5 Dig Line Reports 2017 50 3 PW PO's 2014 1500 5 PW Invoices 2014 1500 5 PW Requisitions 2014 1500 5 PW Receipts 2014 1500 5 Tennis Forms 2016 50 3 Park Reservations 2016 50 3 Chemical Applications 2016 50 2 Call out Reports 2014 50 5 Clean up Connections 2016 50 3 Fuel Bids 2012-2014 50 5 Landfill Tickets 2017-2018 100 2 PW Packing Slips 2014-2019 500 1 PW Delivery Tickets 2014-2019 300 1 PW Laserfiche Archiving Checklist 2002-2003 1000 10 Police Record Requests 2015 2504 2 Police Record Requests 2016 2432 2 Day Care Providers 1988-1995 250 10 Police Receipts Books 2002-2010 400 5 Police Receipts/AP 2010-2012 2000 5 Police Pre Employment Apps 2016-2017 930 2 CDA & Land Use Audio Recordings 2006-2017 264 2 Police Criminal File Summaries 2007-2012 360 7 Time Cards 2014-2015 1000 5 Copies of Payroll Paychecks 2014-2015 1000 5 Service Tickets 2013-2015 100 5 Sales Receipts 2013-2015 100 5 Total 66,110 City of Chubbuck HR Records for Destruction 12/31/2020 Document Retention Requirement Yearof Documents Year Termination Year Superseded # of Files Invoices 5 years 2005 2 Invoices 5 years 2006 15 Invoices 5 years 2007 11 Invoices 5 years 2008 7 Invoices 5 years 2009 3 Employment Applications 2 years 1970/1971 57 Employment Applications 2 years 2013 2 Recruitment Records 2 years 2016 1 Recruitment Records 2 years 2017 9 Recruitment Records 2 years 2018 11 Complaints/Grievances 5 yrs after term 2008 1 Complaints/Grievances 5 yrs after term 2010 1 Complaints/Grievances 5 yrs after term 2011 1 Drug Testing Records 5 yrs after term 2005 1 Drug Testing Records 5 yrs after term 2008 1 Drug Testing Records 5 yrs after term 2011 1 Drug Testing Records 5 yrs after term 2012 3 Drug Testing Records 5 yrs after term 2013 3 Drug Testing Records 5 yrs after term 2014 2 Drug Testing Records 5 yrs after term 2015 3 Personnel Records 5 yrs after term 1997 1 Personnel Records 5 yrs after term 1999 1 Personnel Records 5 yrs after term 2004 1 Personnel Records 5 yrs after term 2005 2 Personnel Records 5 yrs after term 2007 7 Personnel Records 5 yrs after term 2008 3 Personnel Records 5 yrs after term 2009 3 Personnel Records 5 yrs after term 2010 7 Personnel Records 5 yrs after term 2011 8 Personnel Records 5 yrs after term 2012 9 Personnel Records 5 yrs after term 2013 5 Personnel Records 5 yrs after term 2014 10 Personnel Records 5 yrs after term 2015 3 Grievance and Complaints 5 yrs after term 2005 1 Grievance and Complaints 5 yrs after term 2015 1 Personnel Policy 5 yrs after superseded 1987 1993 1 Personnel Policy 5 yrs after superseded 1993 2001 1 Records for Destruction 6/2/2021 Years # of PGS Retention Years Documents Chubbuck Days Correspondence 2015-2018 20 2 Request for Funding Correspondence 2015-2018 50 2 Civil/Non Criminal Reports 1973-1974 200 7 Daily Journals 1994-2015 8000 5 non -criminal reports 1975-1983 600 7 Police Employment Applications 2003 100 2 International Building Code Commentary 2003-2006 6000 5 Uniform Mechanical Code Commentary 1993-1998 600 5 IBC Handbook 2000 400 5 UBC Checklist 1991 4 5 Safety VHS Training Videos 1997-2000 20 5 International Residential Code Commentary 2003-2006 6000 5 Basic Code Enforcement 2006-2008 500 5 Fundamentals for Permit Technicians 2009 200 5 VHS Reasonable Training for Supervisors 2000 1 5 International Mechanical Code Commentary 2009 3000 5 International Fuel Gas Code Commentary 2009 3000 5 Safety Training Manuel 1998 75 5 AIC Residential Hand Book 2009 100 5 IBC Handbook 2000 300 5 UBC Handbook 1994 200 5 ID Department of Juvenile Corrections- FY99 JAIBG Project 2000 200 7 ID Department of Juvenile Corrections- FY01 JAIBG Project 2002 200 7 ID Department of Juvenile Corrections- FY02 JAIBG Project 2003 200 7 ID Department of Juvenile Corrections- FY03 JAIBG Project 2004 200 7 Fuel Bids 2012-2015 75 5 Dig Line Requests 2017-2018 1000 2 Park & Field Reservations 2016-2018 100 2 2 Tennis Keys 2016-2018 75 2014-2018 1000 2 PO Requisition 2018 75 25 Landfill Tickets 1996 8 Pictures of zoning maps unknown 1 5 years after superseded City of Pocatello Map 1971 1 5 years after superseded Michaud Idaho Map 1983 1 5 years after superseded Franklin County Map 1996 1 5 years after superseded Bannock Planning Organization Map 1979 2 5 years after superseded Bannock County Highway Map 1971 2 5 years after superseded North Pocatello Map 1971 1 5 years after superseded Moonlight Mtn. Map 1971 1 5 years after superseded Michaud Quadrangle Map 1985 40 5 years after superseded Bannock County Addresses and Address Map 2 5 after superseded Power County Map 1976 1973 years 2 5 years after superseded Bannock County Highway Map unknown 1 5 years after superseded Fort Hall Reservation Map 1979 1 5 years after superseded Bear Lake County Map 2002 1 5 years after superseded Synchro Signal Map 1993 1 5 years after superseded ITD Traffic Signal Map unknown 2 5 years after superseded Bannock County Controls Map 1970 25 5 years after superseded City of Idaho Falls Engineering Drawing Standards 1 5 after superseded City of Pocatello Map 1970 unknown years 1 5 years after superseded Salt Lake Basin Map unknown 1 5 years after superseded HP Drafting Plotter Diagram 1983 3 5 years after superseded Ward & Valenty Profile Diagram 1983 15 10 Perspective Sketch Chubbuck City Office 1990 8 5 years after superseded Pocatello Pilot Project Map 2017-2018 500 2 Survey Questionnaires 2013 20 5 Mayor Leak Approval Requests PW Laserfiche Checklists and Notes 2000-2009 100 5 Computer Hard drives 2000-2020 30 Life of unit 2000-2016 50 5 years after Issuance Home Occupations Business License 2000-2015 25 5 Solicitor License 2000-2015 50 5 Temporary Sign Permits 2000-2015 50 5 Tota 1 33,442