HomeMy WebLinkAbout2021Records 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