HomeMy WebLinkAboutItem #12 Record Retention ResolutionCITY OF CHUBBUCK
RESOLUTION No. 2023 -XX
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 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" or “transitory” because they are ephemeral and have no
reasonable intrinsic, historical, or other value which requires retention and which are not
identified in Idaho Code 50-907 or this resolution ; 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 Mayor and City Council of the City
of Chubbuck that effective, March 15, 2023, the City of Chubbuck adopts the Record
Retention Schedule 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.
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 nonpa per 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 pa per 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.
For purposes of this Resolution, “permanent” records include those records are identified
in Idaho Code 50-907(1) and identified in the attached Record Retention Schedule as
“permanent” records.
III. 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.
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.
For purposes of this Resolution, “semi-permanent” records include those records are
identified in Idaho Code 50-907(2) and identified in the attached Record Retention Schedule
as “semi-permanent” records.
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.
For purposes of this Resolution, “temporary” records include those records are
identified in Idaho Code 50-907(3) and identified in the attached Record Retention Schedule
as “temporary” records.
V. Transitory or Ephemera
A. The following shall not be considered records:
Writings, documents, and other similar City informati on 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 shah 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 appro priate, 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 BY THE COUNCIL AND APPROVED BY THE MAYOR ON MARCH
__, 2023.
_____________________________
Kevin B. England, Mayor
ATTEST:
___________________________
Joey Bowers, City Clerk
Administrative Records
Record Type Retention Category Idaho Code
Activity & Room Scheduling & Reservation Records: Records
documenting scheduling and reservations related to participation in and
use of various city activities, events, classes, and meeting rooms.
Includes schedules, logs, lists, requests, etc.
Transitory: Keep one year.
Activity Reports, General: Daily, weekly, monthly, or annual reports
documenting the activities of city employees. Useful for compiling annual
reports, planning and budgeting, monitoring work progress, etc. Usually
tracks type of activity, employees and/or volunteers involved, time spent
on activity, and work completed in narrative or statistical form.
Permanent: Keep reports summarizing
department activities on an annual basis
permanently. Semipermanent: Keep all
other reports five years.
Idaho Code 50-907(2)(e)
Administrative Records: Written messages, reminders,
notes, working drafts, task lists, etc.
Transitory: Keep until administrative
needs end.
Appointment Files: Appointments to fill vacancies in the offices of mayor
and councilmember, and appointments to city boards, commissions, and
committees. Documents may include letters of recommendation, letters of
appointment, resumes, and related correspondence.
Permanent: Keep mayoral and
council appointments permanently.
Semipermanent: Keep all other
records five years after city service.
Calendars, Appointment Books & Scheduling Records: Records
including calendars, appointment books, Outlook appointments,
schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities of city officials.
Transitory: Keep until administrative
needs end.
Capital Asset Records: Records documenting purchase, maintenance,
inventory, depreciation, and disposition of capital assets, such as vehicles,
lawn mowers, office furniture, computers, etc. (excluding buildings, real
estate and infrastructure) with a useful life generally more than five years.
Semipermanent: Keep records five
years or three years after disposal or
replacement of capital asset (whichever is
longer). Transitory: Keep inventories
until superseded.
Citizen Awards: Awards presented to honor citizens for civic
contributions. Records may include award nominations, certificates,
ceremony records, photographs, lists of recipients, etc. Some records may
have historic value.
Semipermanent: Keep five years.
City Boards, Commissions & Committees: Bylaws, meeting minutes,
contact information and historical rosters of city boards, commissions,
and committees. Historical rosters list all board, commission, and
committee members over the history of the body, with the date of
appointment and date of departure for each member.
Permanent: Bylaws, adopted meeting
minutes, and historical rosters of city
boards, commissions and committees are
permanent. Semipermanent: Meeting
Packets keep five years. Transitory: Keep
recordings of non-land use issues and notes
for meeting minutes until minutes officially
approved. Keep contact information for
members until administrative needs end.
Idaho Code 50-907(1)(a)
City Council Meeting Agenda, Minutes & Recordings: Records
documenting meetings of the city council and motions, resolutions,
ordinances, and other actions taken at council meetings. (SEE ALSO
Land Use Hearing Recordings & Exhibits in the Building, Planning &
Zoning section.)
Permanent: Adopted council meeting
minutes and council meeting agendas (if not
included in the minutes) are permanent.
Idaho Code 67-6536 requires that
audio recordings of planning and
zoning hearings (transcribable
verbatim record) be kept at least
six months after the final Transitory: Keep audio/visual recordings of
non-land use issues and notes for meeting
minutes until minutes officially approved.
Keep audio recordings of land use issues one
year after the final decision unless a longer
period is required due to litigation.
decision. Idaho Code 50-
907(1)(a) provides that adopted
meeting minutes of the city
council are permanent.
Conferences, Seminars & Workshops: Records documenting attendance
and presentations by city employees at conventions, conferences, seminars,
workshops, and similar events, including staff reports, instructional
materials, related correspondence, etc. (SEE ALSO Employee Travel
Records in the Accounting, Budget, Finance & Payroll section.)
Semipermanent: Keep presentations by
city employees five years. Temporary:
Keep all other records two years.
Contracts & Agreements: Agreements with vendors and other parties
for the acquisition, lease, lease-purchase or sale of equipment, supplies,
services, or property.
Semipermanent: Keep five
years after contract term expires.
Idaho Code 50-907(2)(b)
Correspondence: Correspondence is divided into two types. Transitory
Correspondence covers day-to-day office correspondence and does not
contain unique information about city functions or programs. General
Administrative Correspondence includes records created or received while
administering city policies/programs, discussions or decisions, public service
announcements (PSA). All classifications of correspondence include records
on various types of media, including paper, email, and other media.
Semipermanent: Keep general
administrative correspondence for two
years. Transitory: Keep transitory
correspondence until administrative
needs end.
Deeds & Real Property Records: Records relating to ownership of real
property, including deeds, title opinions, abstracts and 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.
Permanent. Idaho Code 50-907(1)(e) provides
that records affecting the title to
real property or liens thereon
are permanent.
Disaster Preparedness & Response Records: Records documenting
planning for, impact of, and actions taken by the city in response to
disasters, emergencies, and civil disorder, including earthquakes,
wildfires, severe storms, floods, drought, utility failures, hazardous
materials incidents, riots, etc. Records may include plans and studies,
logs, diaries, damage assessment reports, response reports, situation and
resource status reports, resource ordering and tracking records, financial
documentation, messages, photographs, etc.
Permanent.
Easement Records: Records relating to acquisition of city-owned
easements and rights-of-way for public works or other local government
purposes, including deeds, correspondence, and legal documentation.
(SEE ALSO Vacation Records in this section and Temporary
Access/Construction Easement Records and Right-of-Way Permit Records
in the Public Works & Engineering section.)
Permanent. Idaho Code 50-907(1)(e) provides
that records affecting the title to
real property or liens thereon
are permanent.
Franchise Records: Records relating to franchises for electricity, natural
gas distribution, cable television, garbage collection and water
purveyors, including contracts, franchise fee information, election
information, audits and other verification of revenue from franchisee,
published franchise ordinance, and other records.
Semipermanent: Keep six years after
expiration of franchise agreement.
Historical File: Includes historical information about the city. May include Permanent.
maps, newspaper clippings, scrapbooks, photographs, compiled histories
of the city, information on historic homes and properties, oral histories,
audio/video recordings, special events & celebrations, etc.
Key & Keycard Records: Document the issuance of keys/keycards to
city staff for entrance to city buildings.
Transitory: Keep until superseded.
Legislative Issues: Bulletins, publications, bills, and other information
about state/federal legislation affecting the city.
Transitory: Keep until administrative
needs end.
Notary Bond Records: Bond posted by notaries conditioned on the faithful
performance of their duties. Other notary records, including application,
appointment, journal, and other records are the property of the notary.
Semipermanent: Keep six years
after expiration.
Oaths of Office: Signed oaths of elected and appointed officials swearing
to uphold the federal and state constitutions.
Permanent.
Ordinances & Resolutions: Ordinances and resolutions passed Permanent: Adopted ordinances and
resolutions are permanent. Transitory:
Keep failed proposed ordinances and
resolutions until administrative needs end.
Idaho Code 50-907(1)(b)
or considered by the city council. provides that ordinances and
resolutions are permanent
Permits & Licenses: Includes records relating to city permits and licenses,
including sale of package beer and wine; alcohol catering permits; sale of
beer, wine, and liquor by the drink; animal licenses; business licenses;
daycare licenses; pawn shop licenses; taxicab licenses; etc.
Semipermanent: Keep five years
after expiration, revocation, or denial.
Idaho Code 50-907(2)(d)
provides that license
applications must be kept for at
least five years.
Postage Records: Document transactions with the U.S. Postal Service and
private carriers, including postage meter records, receipts for registered and
certified mail, insured mail, special delivery receipt and forms, etc.
Temporary: Keep three years.
Press Releases: Press releases, and news conference transcripts
issued to the news media by the city.
Permanent.
Proclamations: Ceremonial or celebratory statements issued by the mayor. Permanent: Proclamations are permanent,
except for those requested by outside
groups or organizations. Transitory: Keep
proclamations requested by outside
groups/organizations one year.
Professional Membership Records: Records of city-paid individual
memberships and activities in professional organizations (i.e. Idaho City
Clerks, Treasurers & Finance Officers Association; International Institute of
Municipal Clerks; Association of Public Treasurers; Association of Idaho
Public Works Professionals; Idaho City Managers Association; etc.).
Semipermanent: Keep five years.
Public Records Requests: Includes written public records requests,
city denials of public records requests, appeals information, etc.
Temporary: Keep two years after last
action or final disposition of appeal.
Publications: Includes newsletters, annual reports, strategic plans,
policies (e.g., personnel, internet use, drug testing, etc.), manuals,
pamphlets, brochures, leaflets, reports, plans, feasibility studies,
proposals, etc. published by the city or at the city's request.
Permanent: One copy of newsletters,
annual reports, strategic plans, policies
and procedures manuals, feasibility
studies and other important publications.
Semipermanent: Keep other publications
five years.
Purchasing & Quality-Based Selection Records: Records documenting
competitive bidding and purchase of goods, services, and public works
construction, and procurement of design professionals. Records include
published notices and solicitations, specifications, requests for proposals,
bids, requests for qualifications, statements of qualifications, etc.
Semipermanent: Keep five years.
Temporary: If a city finds it impractical
or impossible to obtain three bids for
personal property or from licensed public
works contractors, documentation of the
efforts undertaken to procure three bids
must be kept at least six months after the
procurement decision is made
Idaho Code 67-2805(1)(e) and
67-2806(1)(e)
Purchase Orders & Requisitions: Requests and purchase orders for
goods or services purchased by the city. Information includes
department, delivery location, date, quantity, description, unit and total
price, and authorizing signatures.
Semipermanent: Keep five years. Idaho Code 50-907(2)(a) provides
that purchase orders must be
kept at least five years.
Records Management Records: Records used in establishing and
administering records management programs, including records inventories,
record retention schedules, filing procedures, records management
equipment and software, records destruction, lists of records transferred to
State Archives, etc. (SEE ALSO Public Records Requests in this section).
Permanent: Keep record retention
schedules and amendments, and destruction
records including destruction resolution and
authorization from Historical Society and
legal counsel and lists of records transferred
to Historical Society permanently.
Semipermanent: Records management
equipment and software records for the life
of the asset. All other records relating to
records management keep five years.
Sister City Records: Records of sister city relationships with cities in other
countries, including correspondence, ceremonial agreements,
proclamations, exchange visit records, photographs, and related documents.
Permanent: Keep ceremonial agreements
and proclamations permanently.
Semipermanent: Keep other records five
years.
Speeches: Includes speeches (State of the City), addresses and other
comments or remarks made at formal ceremonies by elected
Semipermanent: Keep five years.
officials. Format may be paper, audio or video, etc.
Staff Meeting Minutes Semipermanent: Keep five years.
Surveys, Polls & Questionnaires: Records documenting measurement of
public opinion, including surveys, polls, questionnaires, studies, etc.
Permanent: Keep summaries permanently.
Transitory: Keep survey forms and other
records one year.
Technical Manuals, Specifications & Warranties: Owner's manuals
and warranties for city-owned vehicles and equipment. Includes
specifications, operating instructions, safety information, and terms for
coverage of repair or replacement of equipment.
Transitory: Keep until
vehicle/equipment is removed from service or
until administrative needs end.
Telephone Messages: Includes actual telephone messages and
telephone message registers.
Transitory: Keep until administrative
needs end.
Urban Renewal Records: Includes urban renewal plans, annual
financial reports, audit reports, budgets, project records, tax-increment
financing information and related documents.
Permanent: Keep urban renewal plans,
financial reports, audit reports, feasibility
studies, financial impact analyses, and other
written studies or reports permanently.
Semipermanent: Keep urban renewal
project records ten years after closing
the urban renewal agency.
Vacation Records: Recorded property vacations by the city,
including streets, alleys, easements, public utilities, subdivisions, and
rights-of-way. Records may include petitions to vacate, maps,
descriptions of property, staff reports, and related correspondence.
Permanent.
Vehicle Maintenance & Repair Records: Document the maintenance
and repair history of city-owned vehicles. Records like parts and supplies
used, date of service, date purchased, price, vehicle identification number,
make and model, registration, etc. (SEE ALSO Technical Manuals,
Specifications & Warranties and Capital Asset Records in this section)
Transitory: Keep until
vehicle/equipment is removed from
service or until administrative needs
end.
Visitor Logs: Records documenting visitors to city buildings, and typically
include visitor's name, visitor badge issued, and entrance and exit times
Transitory: Keep one year.
Accounting, Budget, Finance & Payroll Records
Accounts Payable: Records documenting payment of city bills, including
reports, invoices, statements, vouchers, purchase orders, payment
authorizations, receipt records, canceled checks or warrants, etc. (SEE
ALSO Grant Records for records documenting expenditure of grant funds.)
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Accounts Receivable: Records documenting billing and collection of
monies owed to the city by vendors, citizens, governments, etc. Records
include reports, receipts, invoices, awards, logs, lists, summaries,
statements, etc. Information typically includes receipt amount, date, invoice
number, name, account number, account balance, adjustments, etc. (SEE
ALSO Grant Records for records documenting receipt of grant funds.)
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Audit Report: Documents the city's annual audit, examining compliance
with generally accepted accounting 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
Permanent. Idaho Code 50-907(1)(d) requires
fiscal year-end financial reports to
be kept permanently.
concerning federal grants, and other information.
Bank Transaction Records: Records documenting the status and
transaction activity of city bank accounts, including account statements,
deposit and withdrawal slips, checks, checkbook stubs and check registers,
etc. (SEE ALSO Grant Files for records documenting grant transactions.)
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a)
Bankruptcy Notices: Records documenting notification to the city that
certain individuals have filed for bankruptcy and used to determine if
the individual owes money to the city and to file notice or claim with the
court. Information may include debtor's name, accounts information,
prepared repayment plan and related documentation.
Temporary: Keep five years after receipt
of trustee final report or an order dismissing
the case.
Bond Records: Records documenting financing of city equipment and Permanent: Bond and election ordinances
are permanent. Semipermanent: Keep all
other records five years after the bonds are
paid off.
Idaho Code 50-907(2)(0
improvements through bonded indebtedness. Records include bond rating
information, bond and election ordinances, legal notices announcing bond
election, bond counsel information, covenants, paid bonds and coupons,
bond registers, State Treasurer bond issue reports (IDAPA 54.01.01), etc.
Budget Records: Records used in preparing and adopting the city
budget, including revenue projections, instructions, department
requests, worksheets, council-approved tentative budget and notice of
budget hearing, adopted appropriations ordinance and amendments, etc.
Permanent: Keep notice of budget hearing
(with tentative budget) and appropriations
ordinance and amendments permanently.
Semipermanent: Keep all other records 10
years after fiscal year end.
Deduction Authorization Records: Records documenting employee
application and authorization for voluntary payroll deductions, direct bank
deposits, and related actions. Payroll deductions are directly deposited or
remitted to the authorized financial institution, insurance company, or other
agency or vendor. Records may include direct bank deposits, insurance
Semipermanent: Keep five years
after superseded, terminated, or
employee separation.
Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and
29 CFR 516.6) require
retention of these records for at
least four years.
Deduction Registers: Registers or records documenting voluntary and/or
required deductions from the gross pay of city employees. Types of
deductions include federal income and social security taxes, state income
tax, workers' compensation, union dues, insurance, deferred compensation,
credit union, parking permit, garnishments, levies, charitable contributions,
and others. Information may include employee name and social security
number, pay period, total deductions, net pay, and related data.
Semipermanent: Keep five
years after fiscal year end.
Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and
29 CFR 516.6) require retention
of these records for at least four
years. Idaho Code 50-907(2)(a)
provides that these records
must be kept at least five years.
Employee Bond Records: Records documenting the posting of fidelity,
performance, or position bonds to guarantee the honest and faithful Semipermanent: Keep six years
after expiration.
performance of elected officials, individual employees, or groups of
employees. Information typically includes name and position(s) of the
individual or group, amount of coverage, and effective and expiration dates.
Employee Time Records: Records documenting hours worked, leave
hours accrued, and leave hours taken by city employees. Information
usually includes employee name and social security number, hours
worked, type and number of leave hours taken, total hours, and dates.
(SEE ALSO Leave Applications in this section.)
Semipermanent: For records
documenting expenditure of grant funds,
see Grant Records in this section. Keep
all other records five years after employee
separation.
Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and 29
CFR 516.6) require retention for
at least four years. Idaho Code
45-610 provides that employment
records must be maintained for at
least three years after the
employee's last date of service.
Employee Travel Records: Records documenting requests, authorizations,
reimbursements, and other actions related to employee travel, including
expense reports and receipts, vouchers, and related documents. Information
typically includes estimated and final cost, destination, method of
transportation, travel dates, approval signatures, etc.
Semipermanent: Keep five
years after fiscal year end.
Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and 29
CFR 516.6) require retention for
at least four years. Idaho Code
50-907(2)(a) provides that these
records must be kept at least five
years. IDAPA 09.01.35.081
provides that payroll, personnel,
benefits, and employee travel
reimbursement records must be
kept for at least 5 years after the
calendar year.
Federal & State Tax Records: Records, in addition to those itemized in
this section, used to report the collection, distribution, deposit, and
transmittal of federal and state income taxes, as well as social security
tax. Examples include: the federal miscellaneous income statement
(1099), request for taxpayer identification number and certificate (W-9),
employers' quarterly federal tax return (941, 941E), tax deposit coupon
(8109), and similar federal and state completed forms. (SEE ALSO W-2s
and W-4s in this section for related records.)
Semipermanent: Keep five years after fiscal
year end.
Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and 29
CFR 516.6) require retention of
these records for at least four
years.
Financial Reports: Reports documenting the financial condition
and operation of the city, issued on a monthly, quarterly, annual, or
other basis, including quarterly published treasurer's report and year-
end financial reports. Reports include information on revenues and
Permanent: Keep fiscal year-end financial
reports and quarterly published treasurer's
reports permanently. Semipermanent:
Idaho Code 50-907(1)(d) requires
fiscal year-end financial reports to
be kept permanently. Idaho Code
Keep all other reports five years after fiscal
year end.
50-907(2)(a) states other financial
expenditures in relation to the final budget. reports be kept at least five years.
Garnishment Records: Records documenting requests and court orders
to withhold wages from employees for garnishments, tax levies, support
payments, and other reasons. Usually includes original writs of
garnishment, orders to withhold, federal or state tax levies, and
recapitulations of amounts withheld. Information includes employee name
and social security number, name of agency ordering garnishment,
amount, name of party to whom payment is submitted, and dates.
Semipermanent: Keep five
years after resolution.
Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and
29 CFR 516.6) require
retention of these records for at
least four years.
General Ledgers: Records documenting the summary of accounts
reflecting the financial position of the city, 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, federal grants received, bank loans received, cash
in escrow, deferred loans received, cash, encumbrances, revenue,
accounts receivable, accounts payable, etc.
Semipermanent: Keep all general
ledgers five years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Gift & Contribution Records: Records documenting gifts and
contributions to the city, including donor and acknowledgment
letters, acquisition lists itemizing purchases made with contributed
money, checks, receipts, and related records.
Temporary: Keep three years after
completion of the terms of the
gift/contribution, unless otherwise
specifically provided.
Grant Records: Records documenting the application, evaluation,
awarding, administration, reporting and status of grants applied for,
received, 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.
Permanent: Keep final reports from
significant grants permanently.
Semipermanent: Keep records
documenting the purchase and/or disposal
of real property 10 years after completion
or as specified in the agreement, whichever
is longer. Keep other grant records five
years or as specified in the agreement,
whichever is longer. Temporary: Keep
unsuccessful grant applications three years.
Interdepartmental Billings: These are accounting documents that request
the transfer of funds between departments for services rendered or
materials purchased.
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years
Investment Records: Reports, statements, summaries, correspondence and
other records documenting, and tracking investments made by the city,
including the Local Government Investment Pool.
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Leave Applications: Applications or requests submitted by city
employees for sick, vacation, compensatory, personal business, family
and medical leave, long term leave, and other leave time. Information
usually includes employee name, department, date, leave dates requested,
type of leave requested, and related data
Temporary: Keep three years.
Leave Balance Reports: Reports documenting individual city employee
accrual and use of sick, vacation, compensatory, personal business,
family and medical leave, and other leave time. Information usually
includes employee name and social security number, leave beginning
balance, leave time accrued, leave time used, ending balance, and related
data. (SEE ALSO Employee Benefits Records in the Personnel section.)
Semipermanent: Keep year-end leave
balance reports 10 years after
employee separation. Keep all other
records five years after fiscal year end.
Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and
29 CFR 516.6) require
retention of these records for at
least four years.
Local Improvement Districts: Records documenting the formation of a
local improvement district and levying of special assessments, including
ordinance, published notices, assessment roll, appeals, affidavits, bonds
and coupons, delinquencies, and related correspondence and documents.
Permanent: Ordinances, assessment rolls
and payment records (if kept separately
from the roll itself) are permanent.
Semipermanent: Keep other records five
years after the local improvement district
is closed and all bonds are paid off.
Payroll Administrative Reports: Reports, statistical studies, and other
records designed and used for budget preparation, projections, workload and
personnel management, and research and general reference. Often consists
of recapitulation reports organizing wages, deductions, and other data into
categories such as quarter-to-date, year-to-date, fiscal year-to-date,
depal_ intent, division, section, employee/employer contributions, and others.
Temporary: Keep three years
after fiscal year end.
Payroll Registers: Registers or records serving the same function of
documenting the earnings, voluntary and required deductions, and
withholdings of city employees. Information usually includes
employee name and social security number, hours worked, rate,
overtime, vacation value, various allowance, gross pay, federal and
state withholding, voluntary deductions, net pay, and related data.
Permanent: year-end registers
Semipermanent: Keep month- end and
all other payroll registers five years after
fiscal year end.
Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and
29 CFR 516.6) require retention
of these records for at least four
years. Idaho Code 50-907(2)(a)
provides that these records must
be kept at least five years. Idaho
Code 45-610 provides that
employment records must be
maintained for at least three years
after the employee's last date of
service. IDAPA 09.01.35.081
provides that payroll, personnel,
benefits, and employee travel
reimbursement records must be
kept for at least 5 years after the
calendar year.
PERSI Records: Records relating to PERSI, including Employer
Remittance Forms, invoices, correspondence, financial adjustments, etc.
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) states
these records must be kept at least
five years. IDAPA 09.01.35.081
states payroll, personnel, benefits,
and employee travel
reimbursement records must be
kept for at least 5 years.
Receipts: Copies of receipts, showing the date, from
whom received, amount, purpose, etc.
Semipermanent: Keep five
years after fiscal year end.
IRS regulations (26 CFR
31.6001-1; 29 CFR 516.5; and 29
CFR 516.6) require retention for
at least four years. Idaho Code
50-907(2)(a) states duplicate
receipts must be kept at least five
years. Idaho Code 50-907(3)(b)
states cash receipts subject to
audit must be kept two years.
Sales & Use Tax Forms: Used to report and remit sales tax collected
and due to the state.
Semipermanent: Keep five
years after fiscal year end.
Signature Authorization Records: Records documenting authorization of
designated employees to sign fiscal and contractual documents.
Semipermanent: Keep six years after
authorization superseded or expired.
Subsidiary Ledgers, Journals & Registers: Records documenting details
of transactions related to receipts and expenditures on a daily, monthly,
quarterly basis. Includes journals, ledgers, registers, daybooks, and other
account books that provide backup documentation for the general ledger.
Semipermanent: Keep year-end payroll
register 75 years after fiscal year end. Keep
all other records five years after fiscal year
end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Unemployment Compensation Claim Records: Records documenting
claims submitted by former city employees for unemployment
compensation. Usually includes claims, notices, reports, and related
records. May include records related to the appeal of claim determinations.
Temporary: Keep three years.
Unemployment Reports: Records documenting employee earnings on a
quarterly basis. Used to document costs and charges in the event of an
unemployment compensation claim. Information includes employee name
Temporary: Keep three years.
and social security number, quarterly earnings, days worked, and totals.
Utility Account Change Records: Records documenting routine
information changes to customer accounts, including name and address.
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Utility Application/Disconnect Records: Applications completed by
customers requesting or disconnecting water, sewer, power, garbage, or
other city-provided services. Information typically includes customer's
name, address, phone number, meter information, date, and signatures.
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Utility Bill Remittance Stubs: Bill stubs received with payments for water,
sewer, power, garbage, and other city-provided services that document
receipt and posting of customer payments. Information includes account
number, name, address, payment received, and receipt date and number.
Transitory: Keep until administrative
needs end.
Utility Billing Adjustment Records: Records documenting adjustments to
customer water, sewer, power, garbage or other city-provided service
billings for debits, credits, refunds, returned checks, and related reasons.
Information includes customer's name and address, type of adjustment,
justification, amount changed, authorizing signatures and other information.
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Utility Billing Register: Records documenting transactions on the water,
sewer, power, garbage, or other city-provided service 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 or power usage, utility charges, payments,
adjustments, prior balance due, current balance due and related data.
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Utility Customer Security Deposit Records: Records documenting
customer payment of a security deposit to receive water, sewer, power,
garbage, or other services. Information includes date; amount of deposit;
customer's name, address, and account number; date account closed; refund
date; amount of deposit confiscated; and reason for confiscation.
Semipermanent: Keep five
years after refund or last action.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Utility Meter Books: Document the readings of customer water/power
meters by city employees for billing purposes. Information includes
name of meter reader, meter reading, date read, account number, billing
code, final reading, reason for turnoff, meter changes, and related data.
Semipermanent: Keep five
years after fiscal year end.
Idaho Code 50-907(2)(a) provides
that these records must be kept at
least five years.
Vendor Lists: Lists of vendors providing goods and services to the city. Transitory: Keep until superseded.
W-2s: Annual statements documenting individual employee earnings and
withholdings for state and federal income taxes and social security taxes.
Information includes city name and tax identification number, employee
name and social security number, wages paid, amounts withheld, and
related data. (SEE ALSO Federal & State Tax Records in this section.)
Permanent Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and
29 CFR 516.6) require
retention for at least four years.
W-4s: Certificates documenting the exemption status of individual
city employees. Information includes employee name and address,
Semipermanent: Keep five
years after employee separation.
Federal regulations (26 CFR
31.6001-1; 29 CFR 516.5; and
29 CFR 516.6) require retention
of for at least four years.
social security number, designation of exemption status, and
signature. (SEE ALSO Federal & State Tax Records in this section.)
Building, Planning & Zoning Records
Annexation Records: Document the annexation of new land into the
city. Records may include application, annexation agreement, notices of
hearing, staff report, recommendations of the planning and zoning
commission, maps, etc.
Permanent.
Area of City Impact Records: Document the negotiation and adoption of
area of impact agreements and ordinances with the county, including
public notices, correspondence, notices of hearing, planning and zoning
Permanent.
commission recommendations, maps, committee of nine proceedings, etc.
Building Activity Records: Reports or statistical compilations tracking
building activity on a monthly or annual basis, used to plan budgets and
staffing, and monitor growth and building trends. Typically tracks number
of permits issued, type of activity, value of projects, fees collected, etc.
Permanent: Keep reports summarizing
activity on an annual basis permanently.
Semipermanent: Keep all other reports
five years.
Idaho Code 50-907(2)(e) provides
that departmental reports must be
kept at least five years.
Building Codes: Codes that may be adopted by local ordinance,
including: the International Building Code, International Residential
Code, International Energy Conservation Code, International Mechanical
Code, International Fuel Gas Code, Uniform Plumbing Code, National
Electrical Code, International Fire Code, etc.
Permanent.
Building Inspection Reports & Working Papers: Records documenting
inspections to ensure compliance with the city's adopted codes, including
inspection reports, logs, requests for inspections, correspondence, etc.
Semipermanent: Keep for the life of
the structure.
Building Permit Applications & Review: Applications for construction,
structural modifications, installation of plumbing, electrical or
mechanical equipment, etc.
Permanent. Idaho Code 50-907(2)(c) requires
building applications for
commercial projects and
government buildings to be kept
for at least five years. Idaho
Code 50-907(3)(a) requires
building applications, plans and
specifications for noncommercial
and nongovernment projects to be
kept at least two years after final
inspection and approval.
Building Permits: Permits granted to property owners for construction,
structural modifications, installation of plumbing, electrical or
mechanical equipment, etc.
Permanent: Keep building permits for
completed structures permanently.
Semipermanent: Keep revoked or
expired building permits two years
after revocation/expiration.
Building Plans & Specifications: Blueprints and other graphic illustrations
of designs submitted by contractors for the construction, reconstruction, or
alteration of buildings. These plans and accompanying specifications are
submitted to ensure compliance with building codes, setbacks, and other
regulations. Documents include site plan, scale of floor plan, elevation plan,
electrical plan, typical wall section and foundation, and specifications.
Permanent: Keep plans and
specifications for publicly owned and
commercial structures permanently.
Idaho Code 50-907(1)(c) requires
building plans and specifications
for commercial projects and
government buildings to be kept
permanently. Idaho Code 50-
Temporary: Keep plans and
specifications for residences two years
after issuance of certificate of occupancy. 907(2)(c) requires building
applications for commercial
projects and government
buildings to be kept for five
years. Idaho Code 50-907(3)(a)
requires building applications,
plans and specifications for
noncommercial and
nongovernment projects to be
kept at least two years after
final inspection and approval.
Certificates of Occupancy: Certification that a building complies with
city codes and is safe for occupancy. Information may include type of
building, building permit number, type of construction, owner of
building, address, contractor name, date built and certified in compliance
with code. Includes requests for temporary occupancy.
Permanent.
Code Enforcement: Case files on city code violations including
correspondence with owners, site inspections, photographs,
enforcement actions, and hearings.
Semipermanent: Keep for five years.
Comprehensive Plan: The plan used to guide the long-term growth and
development of a city. Records typically include: the plan document,
periodic updates, citizen surveys and participation information, notices of
hearing, maps, photographs, staff reports, recommendations from the
Permanent.
planning and zoning commission, etc.
Conditional Use Permits: Permits allowing construction of buildings in
specific areas when impacts to neighbors are mitigated. Documents
typically include application, blueprint drawings, notices of hearing, staff
report, planning and zoning commission recommendations/decision, and
Permanent: Keep application and
decision documents permanently.
Semipermanent: Keep other records
10 years.
related correspondence.
Correction Notices: Notices to contractor/builder to correct
defects noted during the inspection process.
Permanent.
Design Review Records: Records related to design review overlay
districts, including applications, staff reports, committee
recommendations, maps, photographs, and other records.
Permanent: Keep application and decision
documents permanently. Semipermanent:
Keep other records 10 years after approval
or denial.
Development Agreements: Records documenting formation, modification,
and termination of development agreements, in which the city requires the
developer to make a written commitment concerning use or development of
the subject parcel as a condition of rezoning. The agreements are recorded
and binding on subsequent property owners.
Permanent.
Flood Plain Permit Records: Permits issued for construction within
a flood plain zone. Records also may include elevation certificates,
applications, review records, checklists, and other documents.
Semipermanent: Keep permits and
elevation certificates 10 years after the life
of the structure or until area is determined
not to be a flood plain, whichever is
longer. Keep other records 10 years.
Future Acquisitions Map: Records relating to the future acquisitions map,
which identifies land proposed for acquisition for infrastructure and
services over the next 20 years.
Permanent.
Historic District Records: Records relating to historic district overlay
zones, including applications, staff reports, committee recommendations,
maps, photographs, list of historic structures and other records.
Permanent.
Home Occupation Certificates: Certificates authorizing property
owners to pursue limited business purposes in residential zones.
Temporary: Keep for two years
after discontinuation of use.
Land Use Hearing Recordings & Exhibits: Includes maps, plans,
drawings, and other exhibits prepared for land use hearings and audio
recordings of land use hearings before the planning and zoning commission
and city council.
Permanent: Keep land use exhibits
referenced in minutes permanently.
Semipermanent: Keep exhibits not
referenced in minutes five years.
Transitory: Keep audio recordings one
year after the date of the hearing unless a
longer period is required due to litigation.
Idaho Code 67-6536 requires that
audio recordings of planning and
zoning hearings (transcribable
verbatim record) be kept at
least six months after the final
decision.
Nonconforming Use Records: Records pertaining to uses that are
grandfathered in when zoning regulations change for a particular property.
Changes or expansions of nonconforming uses may require city approval.
Records may include site plan, verification of original and current use,
nonconforming use certificate, and records regarding changes or expansion
of the nonconforming use.
Permanent.
Plan Review Reports: Reports indicating compliance with
adopted building codes, planning and zoning ordinances, and other
Permanent: Keep plan review reports
for commercial buildings permanently.
city requirements. Semipermanent: Keep plan review
reports for residential buildings five years
after issuance of certificate of occupancy.
Planned Unit Development Records: PUDs allow for flexibility in
subdivision and zoning regulations with greater amenities provided by
the developer. These records include application, maps, diagrams, site
plans, notices of hearing, staff report, recommendation/decision by the
Permanent: Keep application and decision
documents permanently. Semipermanent:
Keep other records 10 years after approval
or denial.
planning and zoning commission, correspondence, etc.
Planning Studies: Reports completed in-house or by outside consultants
on specific planning issues, including transportation plans, affordable Permanent.
housing plans, etc.
Rezoning Records: Document applications for rezoning property within
the city, including application, review forms, maps of areas involved,
notices of hearing, staff report, recommendation of the planning and zoning
commission, written decision by the council, appeals, correspondence, etc.
Permanent: Keep application and decision
documents permanently. Semipermanent:
Keep other records 10 years after approval
or denial.
Sign Review Case Files: Applications and related records for sign permits,
including approvals, photographs or renderings of proposed signs, etc.
Semipermanent: Keep for the life of
the structure.
Subdivision Records: Document the preliminary and final plat stages of Permanent: Keep records relating to
approved subdivisions permanently.
Semipermanent: Keep records relating to
denied, expired, or revoked applications 10
years after denial, expiration or revocation.
subdivision approval, including application, maps, diagrams, site plans,
staff report, recommendation by planning and zoning commission, written
decision by the council, correspondence, appeals. Includes administrative
lot split or short plat applications involving less than five lots.
Variance Records: Document variance applications for relief from a
quantifiable zoning standard (such as setback, lot size, etc.). Records
include application, staff recommendation, recommendation/decision
by planning and zoning commission and council, correspondence, etc.
Zoning Ordinance Interpretations: Records providing interpretations of
city ordinances by the planning director.
Zoning Maps: Show zoning boundaries in the city, with streets,
property lines, and zoning classifications.
Election Records
Idaho Code 50-907(3)(c)
requires ballots to be kept at least
two years
Idaho Code 50-907(1)(g) requires
campaign finance reports be kept
permanently.
Semipermanent: Keep 10 years
after the life of the structure.
Permanent.
Permanent.
Temporary: Keep two years. Ballots: Includes voted ballots, unused ballots, absentee ballots,
spoiled ballots, and ballot stubs.
Campaign Finance Reports: Reports showing contributions and
expenditures in city campaigns by mayor/council candidates, political
committees, and independent persons/entities. Includes C-1 (Certification
of Treasurer), C-2 (Campaign Financial Disclosure Report), C-4
(Independent Expenditures), C-5 (48 Hour Notice of Contributions/ Loans
Received), C-6 (Statement by Nonbusiness Entity), and C-7 (48 Hour
Notice of Independent Expenditures).
Permanent.
Candidate Declarations & Petitions: Includes Declarations of Candidacy,
Petitions of Candidacy, and Declarations of Intent for candidates for city
elective office. Declarations of Candidacy are filed by candidates to get
their name on the election ballot and are accompanied by a filing fee of $40
or a Petition of Candidacy 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.
Permanent. Idaho Code 50-907(1)(g) requires
candidate filing forms be kept
permanently.
Election Working Files: Includes the following records: absentee
voting, polling places, judges and clerks, challengers, and
watchers, voting machines and vote tally systems, correspondence,
and other records not specifically listed in this schedule.
Semipermanent: Keep five years.
Notices of Election & Sample Ballots: Includes the first and second notice
of election and sample ballot, which are published in the official newspaper.
Permanent. Idaho Code 50-907(1)(g) requires
notices of election and sample
ballots to be kept permanently.
Petitions: Petitions for initiative, referendum, recall, liquor by
the drink, and other elections.
Permanent.
Poll Books: Books showing the name, address and signature of those voting
in city elections
Permanent: Keep one poll book from
each precinct permanently. Temporary:
Duplicate copies of poll books may be
destroyed after two years.
Idaho Code 50-907(1)(g)
provides that one poll book from
each precinct must be kept
permanently. Idaho Code 50-
907(3)(c) provides that duplicate
poll books must be kept at
least five years.
Tally Books: The book in which election staff record and total the
votes cast for each candidate and ballot question at the polling precinct.
Permanent. Idaho Code 50-907(1)(0
provides that tally books must be
kept permanently.
Emergency Communications
Activity Reports: Daily, weekly, monthly or other reports documenting the
department activities of employees, including: type of activity, employees
involved, time spent on activity, work completed, equipment used, etc.
Permanent: Keep reports summarizing
activities on an annual basis permanently.
Idaho Code 50-907(2)(e) provides
that departmental reports must be
kept at least five years. Semipermanent: Keep all other reports
five years.
Briefing Records: Records documenting internal communication between Transitory: Keep until administrative
needs end.
supervisors and shift workers or between staff on different shifts to
alert them to problems, issues, or activities. Records may include, but
are not limited to briefing logs, teletype messages, and bulletins from
other agencies.
Data Management System Records: Records documenting the
maintenance and update of current information used to provide and direct Transitory: Keep until
superseded or obsolete.
incident response within a 911 service area. Information may include, but
is not limited to address data, response unit assignments, response codes,
responsible person data, and related documentation.
Dispatch Incident Records: Document specific incidents when a call is
received by the 911 dispatch center and subsequent response activities.
Information may include, but is not limited to caller's name, address, and
Temporary: Keep two years.
telephone number; details of incident or complaint; dispatcher's name;
responding agency and time of response; and incident disposition.
Additional information received through an enhanced system is the
Automatic Number Identification and Automatic Location
Identification (ANI/ALI) which includes the telephone subscriber
name, subscriber's telephone number and location.
Master Street Address Guide Maintenance Forms: Records document
the city's notification to the phone service provider about the addition of
new streets or revision to existing streets on the Master Street Address
Guide (MSAG). The MSAG is maintained by the phone service provider
or its independent contractor. Information may include but is not limited
to: new or updated address, customer, and responder information.
Transitory: Keep until superseded.
Master 24-Hour Audio Tapes: Document recorded incoming emergency Transitory: Keep tapes not needed for
investigations, litigation, etc. six months.
and non-emergency calls; law enforcement, fire, and emergency medical
services dispatches; radio activity; and 911 calls. Tapes are maintained on
a 24-hour basis.
Operational Logs: Records documenting chronological tracking of
activities related to 911 dispatch center operations, including, but
not limited to: radio logs, telephone logs, and criminal background
check request logs.
Transitory: Keep one year.
Premise Information Records: Records documenting information about
specific premises or locations that emergency responders need to know in
advance of arrival at an incident site. Information may include, but is not
limited to hazardous materials storage locations, building plans submitted
to the fire department, location of utility shut-offs, and related information.
Temporary: Keep two years, or until
renewed, superseded or expired, whichever
is longer.
Quality Assurance Records: Records documenting the evaluation,
analysis, and assessment of the performance and quality of 911 dispatch
services. Records may include, but are not limited to system evaluations,
Temporary: Keep two years.
performance reports, surveys and questionnaires, quality improvement
reports and recommendations, and related documentation.
Statistical Reports: Records documenting the compilation of statistical
data about the actions and activities of the 911 dispatch center. Data may be
compiled on a daily, weekly, monthly, quarterly and/or annual basis and
may be used for analysis, evaluation, and budget development purposes.
Information may include but is not limited to: data about response times,
number of calls received and dispatched, and responses by agency.
Permanent: Keep annual reports
permanently. Semipermanent: Keep
all other reports five years.
Idaho Code 50-907(2)(e) provides
that departmental reports must be
kept at least five years.
System Error/Malfunction Records: Records documenting 911
electronic system errors or malfunctions and corrective action. Records
may include but are not limited to: enhanced system error reports,
trouble logs, work orders, correspondence, and related documentation.
Temporary: Keep two years.
Fire & Emergency Medical Services Records
Activity Reports: Individual, shift, project or other department activity
reports or logs filed on a daily, weekly, monthly, or similar basis. Useful
for reference, performance monitoring, compiling annual reports,
planning, and budgeting, and briefing subsequent shifts. Information
typically includes name, shift, date, description of activities, and various
statistical categories for tracking responses, such as training, public
outreach, inspections, maintenance and other work.
Semipermanent: Keep five years. Idaho Code 50-907(2)(e) provides
that departmental reports must be
kept at least five years.
Burn Permits: Applications and documents relating to permits issued for
open air burning in the city. Information may include name, phone number,
address, amount and location of burn, fire protection equipment and
conditions required, date and signatures of permittee and issuing officer.
Temporary: Keep two years.
Certification Records: Applications, supporting materials and
certifications from the Idaho Department of Health and Welfare for
certification of first responders, EMTs and paramedics.
Semipermanent: Keep five years or until
employee separation, whichever is longer.
Emergency Medical Equipment Maintenance Records: Records used
to verify regular maintenance of emergency medical equipment. Includes:
contracts, maintenance schedules, test protocols, equipment inventory,
performance test records, repair records, parts used and service reports.
Temporary: Keep one year after equipment
is replaced.
Emergency Services Billings: Records relating to billings for transporting
patients treated by EMS personnel. Information typically includes account
number, incident number, service date and time, patient information,
insurance information, next of kin information, responsible party, services
provided and charges, signature authorizing insurance payments and
signature of patient or next of kin recognizing financial responsibility.
Temporary: Keep five years.
False Alarm Record: Monthly and annual lists of false alarms by street
address. Semipermanent: Keep five years.
Fire & Security Alarm System Records: Records documenting the city
fire department role in issuing permits, testing and maintaining fire and
security alarms that connect to a city alarm system. May include permits,
applications, malfunction reports, maintenance reports, and related
documents. Permit information• name and address of property owner, name
Semipermanent: Keep plans for life of
the system. Temporary: Keep permit
records two years after expiration.
Keep other records two years.
and address of company installing the system, permit number, alarm
location, and date. Maintenance information: date, malfunction, tests
conducted, corrective actions taken, location of alarm, and related data.
Fire Investigation Records: Arson investigation case files,
including investigative reports; witness statements; photographs;
maps; correspondence; notes; video and audio recordings; copies of
property releases; laboratory reports; and incident, injury, and police
department general reports.
Permanent: Keep permanently if a death
is involved with an undetermined origin.
Semipermanent: Keep all other records
10 years.
Hose & Pump Test Reports: Document that fire hoses and pumping
equipment are in good working condition. Includes: test date, date
previously tested, apparatus number, station number, hose diameter,
conditions found, service date, defects corrected, etc.
Temporary: Keep one year after
hose/equipment is replaced.
House Burns Training File: Record of house burns for
training, results, and evacuations.
Semipermanent: Keep 10 years.
Hydrant Installation & Maintenance: Record of fire hydrant locations
and repairs. Indexed by hydrant number, map coordinate, location or street
intersection. Includes: date last checked, service record, date installed,
physical characteristics, operation, flow check, pressure, and leakage.
Semipermanent: Keep one year
after hydrant removed.
Incident Reports: Uniform Fire Incident Reports. Made for each fire run,
medical emergency, or casualty. Returned monthly to State Fire Marshal.
Information includes date, run number, location of fire, owner's name and
address, property damage, loss estimate and other data. Also includes the
Civilian & Fire Service Casualty Reports, EMS Report, HazMat Report.
Semipermanent: Keep arson-related
records ten years. Keep all other records
five years,
Inspection & Occupancy Records: Documents relating to fire code
inspections performed by the city fire department. Inspection records may
include reports, notices, citations, and related documents. Information
typically includes occupant name, location, contact person, violations
found, inspector's name, number of days to correct violations, comments,
Semipermanent: Keep ten years.
etc. Also, may include occupancy and pre-fire planning records such
as: floor plans, sketches, reports, lists and related documents.
Maps: Maps and related records maintained by the city fire department
for address location, reference and for tracking various trends, such as
fire frequency and location, arson fires, etc. Includes lists, books, and
other methods of address location.
Transitory: Keep until
superseded or obsolete.
Mutual Aid Agreements: Agreements for cooperative fire fighting
policy and procedures (includes EMS).
Permanent.
Public Education Programs & Publications: Records related to the
design and implementation of educational and other outreach programs
provided to the public by the fire department. Includes class descriptions,
instructional materials, course outlines, class enrollment and attendance
records, reports, speeches, etc. Also includes publications on: CPR, electric
wiring, fire prevention, fire safety for children, Christmas fire safety, etc.
Permanent: Keep annual reports
summarizing activities
permanently. Temporary: Keep
other records three years.
Information Systems Records
Computer System Maintenance Records: These records document the
maintenance of city computer systems and are used to ensure compliance
with warranties and service contracts; schedule regular maintenance;
diagnose system or component problems; and document system backups.
Records may include, but are not limited to computer equipment
inventories, hardware performance reports, component maintenance
records (invoices, warranties, maintenance logs, correspondence,
maintenance reports, etc.), system backup reports and procedures, backup
tape inventories, etc.
Temporary: Keep records related to system
or component repair or service for the life
of the system or component. Keep records
related to regular or essential records
backups one year after superseded or
obsolete.
Computer System Program Documentation: Records documenting the
development, installation, modification, troubleshooting, operation and
removal of software from city computer systems; records required to plan,
develop, operate, maintain and use electronic records; system specs, file
Temporary: Keep migration plans until
superseded or obsolete. Keep other
records one year after system superseded
or obsolete.
specs, codebooks, record layouts, user guides and output specifications.
Computer System Security Records: Records documenting the security
of the city's computer systems, including employee access requests,
passwords, access authorizations, and related documents.
Temporary: Keep three years after
superseded or obsolete.
Network Records: Records containing information on network
circuits used by the city, including circuit number, vendor, type of
connection, terminal series, software, contact person and other relevant
information. Also includes records used to implement a computer
network, including reports, network diagrams, and wiring schematics.
Transitory: Keep until
superseded or obsolete.
Information Service Subscription Records: Subscriptions to information
services, including subscriptions, invoices, and correspondence.
Temporary: Keep five years.
Information System Planning & Development Records: Records
documenting the planning and development of city information
systems, including information technology plans, feasibility studies,
cost-benefit analyses, institution studies and surveys, information
management project records, system specifications and revisions,
software evaluations, component proposals, technical literature, vendor
literature and proposals and correspondence.
Semipermanent: Keep information
relating to implemented systems for the
life of the system. Temporary: Keep
information relating to unimplemented
systems three years.
Quality Assurance Records: Records verifying the quality of system,
hardware or software operations including records of errors or failures and
the loss of data resulting from such failures, documentation of abnormal
termination and of error free processing, checks of changes put into
production, transaction histories and other records needed as an audit trail to
evaluate data accuracy.
Transitory: Keep until
superseded or obsolete.
Software Management Records: Records documenting the use of
software in city information systems to ensure that institution software
packages are compatible, that license and copyright provisions are complied
with and that upgrades are obtained in a timely manner. Records may
include, but are not limited to: software purchase records, inventories,
licenses and correspondence.
Temporary: Keep five years after software
disposed of or upgraded.
User Support Records: Records documenting troubleshooting and
problem-solving assistance provided by information systems personnel to
users of the systems. Records may include: assistance requests, resolution
records, and related documentation.
Transitory: Keep one year.
Insurance, Risk Management & Safety Records
City Vehicle Accident Records: Records documenting accidents 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.)
Temporary: If no claim is filed, keep three
years.
Contractor Liability Insurance Verification Records: Letters or
certificates of coverage provided by insurance companies declaring that
specific contractors are covered by appropriate liability insurance. Records
include insurance company name and address, issue date, expiration date,
amount and type of coverage, special provisions, signature of insurance
company representative, etc.
Semipermanent: For city public
works projects keep 10 years after
substantial completion. Keep all other
records six years after expiration.
Contractor Performance Bond Records: Records documenting the
posting of performance guarantees or surety bonds by contractors
performing work for the city, including letters, certificates, copies of
bonds, etc. Information usually includes name of individual or company
covered, amount of coverage, effective dates, name of bonding agent,
Semipermanent: For city public works
projects keep 10 years after substantial
completion. Keep all other bond records six
years after expiration.
authorized signatures, etc.
Insurance Policy Records: Records documenting the terms and
conditions of city insurance policies covering liability, property, group
employee health and life, motor vehicle, workers' compensation, etc.
Records usually include policies, endorsements, rate change notices,
agent of record, and related documents.
Permanent: Keep group employee health
and life, property, and liability insurance
policies permanently. Semipermanent:
Keep other insurance records six years
after expiration if no claims pending.
Liability Claims Records: Records documenting various types of liability
claims filed against the city, including personal injury, property damage,
motor vehicle accident, false arrest, etc. Records often include reports,
photographs, summaries, reviews, notices, audio and video recordings,
transcripts of recorded statements, correspondence and related documents.
Semipermanent: Keep 10 years
after case closed or dismissed.
Liability Waiver Records: Document the release of the city from liability
related to various activities, including police/fire ride-alongs, rekindling
fires, participating in city-sponsored recreational events or classes, etc.
Information usually includes release terms, date, signatures, and related
information.
Semipermanent: Keep six years.
Property Damage Records: Photographs and other 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
Temporary: If no claim is filed, keep three
years.
(if known), value of damage, billing costs, etc.
Public Injury Reports: Records documenting injuries sustained by non-
employees on city property (i.e., parks, swimming pools, libraries, etc.).
Temporary: If no claim is filed, keep three
years.
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 & Inspection Records: Records documenting surveys,
inspections, and other actions designed to identify potential hazards and
liabilities to the city related to buildings, parks, playgrounds, etc. Useful for
preventing liability claims and for illustrating a pattern of responsible action
regarding hazards. Records may include survey summaries and reports,
Permanent: Keep records documenting the
formation or change of policy permanently.
Semipermanent: Keep other records five
years.
safety audit and inspection reports, correspondence, etc.
Safety Program Records: Records documenting the city's program to
promote a safe work environment for its employees. Records may include
safety policies, plans and procedures, workplace safety committee records,
reports on inspections conducted by the safety officer, evacuation rosters
and reports, and related documentation and correspondence.
Semipermanent: Keep safety policies,
plans and procedures five years after
superseded. Keep inspection reports,
evaluations, and recommendations ten
years. Keep all other records five years.
Workers' Compensation Claim Records: Records documenting the
processing of individual employee claims of job-related injuries or
illnesses, but not 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.
Semipermanent: Keep five years
after claim closed or final action.
Idaho Code 72-601 requires
employers to keep records of
work-related injuries and illnesses
and provides that failure to keep
these records is a misdemeanor.
Idaho Code 72-603 requires
employers to keep records of the
job classifications and wages of
employees.
Legal Records
Civil Case Files: Documentation of pending and closed cases filed by
and against the city, including complaints, summons, investigations,
reports, attorney's notes, orders and judgments, dispositions, pleadings,
mediation information and related records.
Semipermanent: Keep 10 years after case
closed or dismissed, or date of last action.
Claim Files: These records contain claims for damages caused by
city employees/equipment.
Semipermanent: Keep 10 years,
provided there is no pending litigation.
Criminal Case Files: Records related to the prosecution of criminal cases,
including citations, police reports, driving records, recordings, complaints,
subpoenas, motions, judgments, and related records.
Semipermanent: Keep 10 years after case
closed or dismissed, or date of last action.
Land Use Appeals: Records related to appeals of land use decisions,
including staff reports, pleadings, briefs, and related records.
Semipermanent: Keep 10 years after
final decision or date of last action.
Legal Opinions: Formal and informal opinions rendered by the city
attorney for the mayor, council or city departments, examining legal Permanent.
questions relating to state/federal law/rules or local ordinances/policies.
Privileged Administrative Records: Confidential records
concerning matters such as personnel investigations and
settlements related to personnel matters.
Semipermanent: Keep 5 years after final
decision, settlement, judgment or resolution.
Idaho Code 50-907(2)(b)
provides that contracts must
be kept at least five years.
Settlement Records: Settlement agreements and related
documentation from civil cases, claims, mediation, and arbitration.
Semipermanent: Keep 5 years after final
decision, settlement, judgment or resolution.
Idaho Code 50-907(2)(b)
provides that contracts must
be kept at least five years.
Parks & Recreation Records
Activity Reports: Daily, weekly, monthly or other reports documenting the
activities of parks and recreation department employees, including type of
activity, employees/volunteers involved, time spent on activity, work
completed, etc.
Permanent: Keep reports summarizing
activities on an annual basis permanently.
Semipermanent: Keep all other reports
five years.
Idaho Code 50-907(2)(e) provides
that departmental reports must be
kept at least five years.
Chemical Application Records: Document the application of
pesticides, herbicides and fertilizers to city parks, golf courses and other
property. Information typically includes date used, weather conditions,
application area, chemical applied, mix ratio, and coverage rate.
Temporary: Keep three years. IDAPA 02.03.03.150 requires
professional pesticide applicators
to maintain records documenting
each application for three years.
Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies
or materials (mulch, sand, bark, topsoil, etc.). Information usually includes
date, time, amount and type of supplies received, and related data.
Temporary: Keep two years.
Equipment Maintenance & Repair Records: Records documenting the
inspection, maintenance, and repair of city-owned equipment, including
mowers, trailers, edgers, blowers, aerators, office equipment, and
furniture. Information often includes description of work completed,
parts and supplies used, date of service, date of purchase, purchase price,
equipment number, make and model, and related data.
Temporary: Keep until
equipment removed from service.
Facility & Equipment Rental/Loan Records: Records documenting
rental or loan of city-owned facilities (e.g., parks, ball fields, etc.) or
equipment (e.g., sports equipment, tools, gardening implements). Records
often include applications, calendars, lists, receipts, and related documents.
Information typically includes name, address and phone number of
renter/borrower; description of facility/equipment; date and time of
reservation and signature.
Temporary: Keep five years.
Park & Facility Inspection & Maintenance Records: Document periodic
inspections, complaints, maintenance and repairs for parks, playgrounds,
sidewalks, picnic tables, and other property, equipment, and facilities.
Semipermanent: Keep five years.
Park & Facility Use Permits: Permits issued to individuals or
organizations for special uses of city parks and facilities. Examples
include fun runs, bicycle races, events with more than a specified number
of participants, concerts, etc.
Temporary: Keep two years after date of
event, denial, or revocation of permit.
Recreation Program Files: Records relating to city recreation
programs, including fliers, class/activity rosters, participants,
instructors, schedules, calendars, fees, advertisements, etc.
Permanent: Keep annual summary
reports permanently. Temporary:
Keep other records three years.
Recreational Facility Files: Records used to maintain a record of
construction and renovation projects for each facility (parks, golf courses,
swimming pools, etc.). Records may include correspondence, construction
information, architectural drawings, contracts, specifications, news
clippings, histories of facilities, safety reports, photographs, and maps.
Permanent.
Registration Records: Registration records for city parks and recreation
programs, classes, and events. Information includes participant's name,
address, phone, and signature of participant/guardian; program name and
date(s); fee paid; etc. (SEE ALSO Liability Waiver Records in the
Insurance, Risk Management & Safety Section.)
Temporary: Keep three years.
Sports Team Records: Document information relating to
adult/youth sports leagues, including team rosters, participant
information, sponsors, game/tournament schedules, etc.
Temporary: Keep three years.
Swimming Pool Operation & Maintenance Records: Records
documenting the operation and maintenance of city swimming pools.
Information typically includes results of water quality tests, date and time of
filter backwash, dates during which the pool was emptied and/or cleaned,
inspections, and periods of recirculation equipment operation, malfunction
and repair. May also include records documenting inspection and
maintenance of safety equipment.
Semipermanent: Keep five years.
Personnel Records
Affirmative Action Records: Records documenting city compliance with
the Civil Rights Act of 1964, the Equal Employment Opportunity Act of
1972 and the Americans with Disabilities Act. Records include plans,
updates, policy statements, reports, investigations, case files, complaints,
and related information. Also includes EEO-4 reports submitted to the
Equal Employment Opportunity Commission (EEOC) documenting
compliance with EEOC requirements by cities with 15 or more employees.
Permanent: Keep plans, updates, and
policy statements permanently.
Semipermanent: Keep EEO-4 reports
and all other records five years. When a
charge of discrimination or action is filed,
records must be kept until final
disposition of the case. 29 CFR 1620.32
(Equal Pay Act) requires personnel,
recruitment and selection records, payroll,
and collective bargaining/contract records
to be kept two years.
29 CFR 1602.14 (Recordkeeping
& Reporting Under Title VII of
the Civil Rights Act, Americans
with Disabilities Act (ADA), &
Genetic Information
Nondiscrimination Act (GINA))
requires certain personnel records
be kept at least one year from the
date of the personnel action
involved. Involuntarily
terminated employees
information must be kept one
year from the date of termination.
Benefits Continuation Records: Records documenting notice to
employees, spouses and dependents informing them of their rights to
Semipermanent: Keep three years after
employee separation or eligibility expired,
or five years, whichever is longer.
No retention period specified in
26 CFR Part 54. 29 CFR 1627.3
(Age Discrimination) requires
employee benefit plans and other
records be kept while the plan is
in effect and one year after.
continue insurance coverage after termination or during disability or
family leave and whether coverage was elected or rejected. Notice is also
sent to a third-party administrator. Records may be with the Employee
Benefits Records or Employee Personnel Records.
Federal regulations (29 CFR
516.5) requires certain
employment contracts and
collective bargaining agreements
to be kept three years after their
last effective date. 29 CFR
1620.32 (Equal Pay Act) requires
personnel, recruitment and
selection records, payroll and
collective bargaining/contract
records to be kept at least two
years. Numerous federal
regulations provide retention
periods for these records: 29 CFR
1627.3 (Age Discrimination)
requires employee benefit plans
such as pension and insurance
plans to be kept for the full
period the plan is in effect, and
for at least one year after its
termination. 29 CFR 1602.14
(Recordkeeping & Reporting
Under Title VII of the Civil
Rights Act, ADA, & GINA)
requires personnel and
employment records to be kept at
least one year from the date of
making the record or the
personnel action involved,
whichever is later, except in the
case of involuntarily terminated
employees, which must be kept at
least one year from the date of
termination. When a charge of
discrimination or action is filed,
records must be kept until final
disposition of the case.
Employee Benefits Records: Records relating to city employee benefit
information such as: selection of insurance plans, retirement, pension and
disability plans, deferred compensation plans, and other benefit
information. Records may include but are not limited to: plan selection and
application forms, enrollment records, contribution and deduction
summaries, personal data records, authorizations, beneficiary information,
year-end leave balance reports, notices of disability payment made, and
related documentation. Generally filed with Employee Personnel Records.
Semipermanent: Keep year-end leave
balance reports and official copy of
retirement enrollment records 30 years after
date of leave or retirement. Payroll records
must be kept for at least three years.
Recruitment and selection, personnel, and
employee benefits records must also be kept
at least one year from the date of the
personnel action to which the records relate,
with the exception of records required for an
enforcement action, which must be kept
until the action's final disposition. Idaho
Code 45-610 provides that employment
records must be maintained for at least three
years after the employee's last date of
service. IDAPA 09.01.35.081 provides that
payroll, personnel, benefits, and employee
travel reimbursement records must be kept
for at least 5 years after the calendar year in
which remuneration was due.
Collective Bargaining Records: Records documenting negotiations Semipermanent: Keep contracts and
between the city and employee representatives, including contracts, reports, minutes 15 years after contract expires.
negotiation notes, letters of agreement, arbitration findings, cost analyses, Keep other records six years after contract
minutes, tape recordings, etc. expires.
Federal regulations (29 CFR
1910.120 and 29 CFR 1910.1020)
require hazard exposure records
be kept for the duration of
employment plus 30 years. 29
CFR 1602.31 (Recordkeeping &
Reporting for Title VII of the
Civil Rights Act, ADA, & GINA)
requires personnel and
employment records be kept at
least two years from the date of
the making of the record or the
personnel action involved,
whichever occurs later.
Involuntary termination records
must be kept two years from the
date of termination. Where a
charge of discrimination has been
filed, or an action brought by the
Attorney General against a
political jurisdiction, the city is
required to preserve all personnel
records relevant to the
charge/action until final
disposition of the charge/action.
Idaho Code 72-601 requires
employers to keep records of
work-related injuries and illnesses
and provides that failure to keep
these records is a misdemeanor.
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 of work-related
injuries or illnesses, hearing test records, hazard exposure records, first-aid
incident records, physician statements, release consent forms and related
correspondence.
Semipermanent: Keep hazard exposure
records 30 years after separation. Keep
other records five years after separation or
completion of litigation, whichever is
longer.
Numerous regulations provide
retention periods for these
records: 29 CFR 1602.14
(Recordkeeping & Reporting
Under Title VII of the Civil
Rights Act, ADA, & GINA)
requires personnel and
employment records to be kept at
least one year from the date of the
record or the personnel action
involved, except in the case of
involuntarily terminated
employees, which must be kept
one year from the date of
termination. 29 CFR 1602.31
(Recordkeeping & Reporting for
Title VII of the Civil Rights Act,
ADA, & GINA requires
personnel and employment
records be kept two years from
the date of the record or the
personnel action involved. 29
CFR 1620.32 (Equal Pay Act)
requires personnel, recruitment
and selection records, payroll and
collective bargaining/contract
records to be kept at least two
years. 29 CFR 1627.3 (Age
Discrimination) requires
employee benefit plans such as
insurance plans to be kept for the
period the plan is in effect, and
one year after its termination.
Payroll records must be kept for
at least three years.
Federal regulations (8 CFR
274a.2 and 8 U.S.C. 1324a(b)(3))
require these records be kept one
year after the individual's
employment is terminated.
Employee Personnel Records: Document an 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, personnel 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
related correspondence and documentation. (SEE ALSO Employee
Benefits Records, Employee Medical Records, Recruitment & Selection
Records, and Volunteer Worker Records in this section.)
Semipermanent: Keep five years after
separation. When a charge of discrimination
or action is filed, records must be kept until
final disposition of the case. In the case of
involuntary termination these records must
be kept at least two years from the date of
termination. Recruitment and selection,
personnel, and employee benefits records
must be kept one year from the date of the
personnel action, except for records required
for an enforcement action, which must be
kept until the action's final disposition. 49
CFR 382.401 (Drug Testing for Holders of
Commercial Driver's Licenses) provides
various retention requirements for drug
testing records.
Employment Eligibility Verification Forms (I-9): Federal document
that an applicant or employee is eligible to work in the United States.
Information includes employee information and verification data such as
citizenship or alien status and signature, and employer review and
verification data such as documents. Includes forms completed for all new
hires, as well as superseded or previous forms completed on rehires.
Semipermanent: Keep five years after
separation.
Hazard Exposure Records: Emergency response employees
exhibiting signs or symptoms possibly resulting from exposure to
hazardous substances are required to be provided medical examination
and consultation. Records include employee's name and social security
number; physician's opinion; recommended limitations; results of
examinations and tests; employee medical complaints; description of
employee's; the employee's exposure levels; description of protective
equipment used; and information from previous medical examinations.
Semipermanent: Keep 30 years after
separation.
29 CFR 1910.120 and 29 CFR
1910.1020 require hazard
exposure records be kept for the
30 years after employment. Idaho
Code 72-601 requires employers
keep records of work-related
injuries - failure to keep these
records is a misdemeanor.
Photo Identification Records: Photographs and other records used to
identify city employees, private security personnel, contract workers and
others. May include photographs taken for city identification cards, and
information such as name, date of birth, driver's license number, etc.
Transitory: Keep until superseded,
obsolete, or administrative needs end.
Position Description, Classification & Compensation Records: Records
documenting the description, classification and compensation of city jobs
and positions. Includes details of duties and responsibilities of each
position, time percentage breakdowns of tasks, skills and abilities needed
for each position, and related records documenting the development,
modification or redefinition of each job or position. Records include
reports, position descriptions, position evaluations, salary & benefits
studies, job analyses, interview data, selection criteria, and related records.
Temporary: Keep three years
after superseded, obsolete or
administrative needs end.
Recruitment & Selection Records: Document the recruitment and
selection of city employees, and contracted service providers such as
attorneys, auditors, consultants, etc. Records may include, but are
not limited to: job announcements and descriptions, applicant lists,
Semipermanent: Keep announcement
records, position description, and test and
ratings 10 years. Keep unsuccessful
applications and all other records five years.
29 CFR 1602.31 (Recordkeeping &
Reporting for Civil Rights Act & ADA)
requires records be kept two years from the
date of the record. Where there is a
discrimination charge, against a political
jurisdiction under title VII or the ADA,
preserve all personnel records relevant until
final disposition. 29 CFR 1620.32 (Equal
Pay Act) requires personnel, recruitment
and selection records, payroll and collective
bargaining/contract records to be kept two
years. 29 CFR 1627.3 (Age Discrimination)
requires payroll, recruitment and selection,
personnel, and employee benefits records be
kept at least one year from the date of the
personnel action.
29 CFR 1602.14 (Recordkeeping
& Reporting Under Title VII &
ADA) requires recruitment and
selection, personnel,
compensation, and benefits
records to be kept one year from
the date of making the record or
applications and resumes, position advertisement records, civil service and
other examination records, classification specifications, affirmative action
records, interview questions, interview and application scoring notes,
applicant background investigation information, polygraph test results,
letters of reference, civil service records, position authorization forms,
certification of eligibles, recruitment summary records (job announcement,
position description, documentation relating to the announcement and test,
and test items and rating levels), and related correspondence and
documentation. (SEE ALSO Employee Personnel Records and
Employment Eligibility Verification Forms (I-9) in this section.)
the personnel action involved,
except in the case of involuntarily
terminated employees, which
must be kept one year from the
date of termination. When a
charge of discrimination or action
is filed, records must be kept until
final disposition of the case.
Training Program Records: Records related to the design and
implementation of training programs provided to employees by the
city. May include class descriptions, instructor certifications, planning
Semipermanent: Keep significant
program records five years. Temporary:
Keep class enrollment and attendance
records two years. Transitory: Keep all
other records one year.
documentation, instructional materials, course outlines, class enrollment
and attendance records, and related records. (SEE ALSO Employee
Personnel Records for training records related to individual employees.)
Volunteer/Intern Program Records: Records documenting the
activities and administration of volunteer programs in the city. May
include volunteer hours statistics, volunteer program publicity records,
insurance information, inactive volunteer files, and related records. For
records related to individual volunteers, see Volunteer Worker Records
in this section.
Semipermanent: Keep five years.
Volunteer/Intern Worker Records: Records documenting work
performed for the city by citizens without compensation for their
services. May include agreements, applications, skills test results,
training documentation, task assignment and monitoring records, etc.
Semipermanent: Keep five
years after separation.
Police & Law Enforcement Records
Accident Reports: Document traffic accidents investigated by the police
department. These reports typically include complete information on all
cars and drivers involved in the accident, accident location, damage,
cause of accident, date and time, accident diagram, description, and
weather conditions.
Temporary: Keep three years.
Activity Reports: Individual officer, shift, and other activity reports
usually filed on a daily, weekly, or monthly basis. Applies to various duties,
including dispatch, investigations, and patrol. Includes name, shift, date,
activities, and various statistical categories for tracking the number of
arrests, phone calls, mileage, etc. Also includes crime reports summarizing
statistics on criminal activity and office operations.
Permanent: Keep reports summarizing
activities on an annual basis permanently.
Semipermanent: Keep all other reports
five years.
Idaho Code 50-907(2)(e) provides
that departmental reports must be
kept at least five years.
Animal Control Records: Records documenting animal control activities,
often including reports, logs, lists, cards, receipts, and related records.
Subjects may include lost and found animals, animals running at-large,
dog bite reports, animals turned over to county animal control programs or
humane society programs, etc.
Temporary: Keep three years.
Arrest Warrant Records: Records relating to arrest warrants and
documenting the status of warrants as served, unserved or recalled by
the court. Records may also include detainer requests, informational
documents related to the wanted person, teletypes, and other records
relevant to the service of warrants. Warrant information includes date,
court, judge's name, individual's name and date of birth, charge, etc.
Temporary: Keep three years.
Booking Records: Record of all persons arrested and booked by the
police department. Information includes case number, name, race, sex,
Permanent: Keep homicide and
felony booking records permanently.
date of birth, docket number, age, height, weight, hair, eyes, social
security number, visible scars and marks, NCIC identification number,
address, phone number, aliases, drivers license number, occupation, next
of kin and address, booking officer's name, current date, charge
information, medical information, release date, time and arresting officer.
Semipermanent: Keep misdemeanor
booking records five years.
Bulletins from Other Agencies: Records including bulletins, circulars,
and related records received from federal, state, and local law
enforcement agencies. Usually contains descriptions and photographs of
fugitives, missing persons, stolen property, etc.
Temporary: Keep records relied upon
for police action three years. Transitory:
Keep all other records until superseded,
obsolete or administrative needs end.
Civil Enforcement Case Files: Records relating to actions taken on a
specific civil case. Information may include attempts at service, actual
service information, and documentation of enforcement actions taken
under the provisions of the order.
Temporary: Keep three years
after action completed.
Community Service Programs: Records relating to police community
service programs, including DARE, Neighborhood Watch, youth
activities, etc. Records may include publications, mailing lists, plans,
evaluations, notes, reports, lesson plans and outlines, etc.
Permanent: Keep annual reports
summarizing activities permanently.
Temporary: Keep other records
three years.
Crime Analysis Files: Records documenting police efforts to anticipate,
prevent, or monitor criminal activity. May include reports, statistical
summaries, photographs, audio/videotape, etc. Subjects often include crime
patterns or modes of operation, analysis of crimes, criminal profiles,
forecasts, movements of known offenders, alerts from other agencies, etc.
Permanent: Keep records relating to
homicides permanently.
Semipermanent: Keep records relating
to major investigations 10 years after
case closed. Transitory: Keep all other
records until superseded, obsolete, or
administrative needs end.
Crime Prevention Security Survey Records: Records documenting
citizen-requested officer surveys of homes and businesses and
subsequent recommendations for improving security. Information
usually includes areas vulnerable to break-ins, blocked exits, landscaping
that can hide crime, etc. Information is typically compiled in a report that
is sent to the property owner/renter.
Temporary: Keep three years.
Crime Prevention Vacation House Inspection Records: Records
documenting inspection of homes and other properties while the occupants
are away. Information typically includes name, address, date received,
vacation beginning and ending dates, emergency contact information,
Temporary: Keep three years.
special conditions, dates, and times officers checked the house or
property, etc.
Criminal Arrest History Records: Records documenting information on Permanent: Keep records relating to
homicides or felonies permanently.
the accumulated criminal arrest history of individuals which may be useful
in current or future investigations. Records may include summary sheets or
cards, arrest reports, fingerprint cards, mug shots, and related records.
Information typically includes name, aliases, residence, sex, age, date and
place of birth, height, weight, hair and eye color, race, scars, marks,
tattoos, abnormalities, date of arrest, offense committed, habits, closest
relatives, or friends, etc.
Semipermanent: Keep records relating
to misdemeanors five years.
Criminal History Dissemination Records: Records documenting the Temporary: Keep three years.
dissemination of criminal histories and other law enforcement information
to other agencies or criminal information systems. May include teletype and
computer message logs. Information includes date of release, subject of
information, recipient of information, reason information was requested,
and identification numbers.
Detoxification Confinement Logs: Logs listing names of intoxicated Temporary: Keep three years.
individuals held and released when sober. Includes dates and times
confined and released, name of individual and related information.
Equipment Issued Records: These records document equipment issued
to police department personnel, including handcuffs, keys, uniforms,
badges, bulletproof vests, and weapons (specifying the make, model,
serial number and caliber).
Temporary: Keep three years
after employee separation.
Expunged or Sealed Records: Records documenting the arrest and/or
conviction of a person who petitions and is granted by the court an order
sealing records. Also applies to juvenile records.
Permanent.
Field Interrogation Reports: Informational reports written by police
officers relating to individuals, events, or vehicles for which the officer
does not have probable cause for enforcement. Typically includes name and
address of person contacted, physical description of person or vehicle,
officer's name, location of contact, date and time, witnesses, reason for
contact, etc.
Temporary: Keep three years.
Firearm Disposal Records: These files contain records of firearms that
have been disposed of through sale, trade, or destruction. They include
the manufacturer's name, serial number, model, caliber, disposal method,
disposal date, name of business purchasing firearm, and bid.
Permanent.
Fingerprint Cards: Cards containing fingerprints, palmprints, toeprints
and other personal identifiers of arrested individuals. Used for
identification of suspects in criminal investigations. The cards also
contain information necessary to identify the individual, including
fingerprint classification number, name, address, date of birth, date of
arrest, social security number, photograph, occupation, employer, etc.
Permanent: Keep records relating to
homicides or felonies permanently.
Semipermanent: Keep records relating
to misdemeanors five years.
Fingerprint Cards (Latent): Cards containing latent fingerprints and palm
prints found at crime scenes without identification of suspects. These are
compared against cards on file at the agency. Usually contains information
related to the crime, location, date and time, and other details of the case.
Permanent: Keep records relating to
homicides or felonies permanently.
Semipermanent: Keep records relating
to misdemeanors five years.
Handgun Dealers Sales Records: Records documenting purchases of
handguns from dealers. May include register sheets mailed by the dealer to
the police department and register sheets mailed by the dealer to the State
Police for criminal records checks. Information includes series number, sheet
number, salesperson, date and time, city, make, serial number, caliber, name
of purchaser, date of birth, address, height, eye and hair color, local address
(if traveling) and signatures of purchaser and salesperson.
Permanent: Keep records permanently.
Indemnity Bonds: Copies of insurance bonds issued to indemnify the
police department against claims of wrongful actions in civil seizure cases.
Semipermanent: Keep five years after
seizure completed and a return has been
made to the court of issuance.
Impounded & Abandoned Vehicle Records: Records documenting
vehicles impounded by police due to accidents, abandonment, recovered
stolen vehicles, vehicles used in commission of crimes, etc. May include
reports, notifications, information cards or sheets, receipts, etc. Information
typically includes make, model, year, color, identification number, tag
number, condition of vehicle and contents, reason for impounding, location
of impoundment, charge (if any), towing company used, release conditions,
and name and address of individual to whom the vehicle was released.
Temporary: Keep records not included
in case files three years after disposition
of vehicle.
Incident Case File Index: Indexes to incident case files used as cross
references between case numbers, names, dates, modus operandi, and
other descriptive information.
Permanent.
Incident Case Files: Central case files documenting complaints, other
actions, or incidents investigated by the police department. Usually filed by
case number. Records may include investigative reports, fingerprint cards,
arrest reports, supplemental reports, photographs, correspondence,
teletypes, court orders, court dispositions, officer notes, laboratory reports,
drug/alcohol test records, physical force records, citizen arrest certificates,
copies of warrants, search warrants, booking sheets, property/evidence
reports, custody reports, and other related documents. Information typically
includes suspect information, alleged activity, location, date, validity of
source information and other data.
Permanent: Keep records permanently.
Informant Case Files: Records documenting information about
informants used by department personnel. Records typically include
reports, correspondence, payment records, fingerprint cards, signature
cards, letters of understanding on informant activities, and related records.
Temporary: Keep three years.
Internal Investigations Case Files: Records documenting investigations of
police department personnel for violations of laws, rules or policies and
may include findings and dispositions of investigations. Records often
include complaints, correspondence, investigatory reports, interviews,
hearing summaries, testimony, etc. Information usually includes: the name
Semipermanent: Keep 10 years after
employee separation.
of the officer investigated, reason, location of violation, date, accomplices'
names and addresses, witnesses' names and addresses, action taken, etc.
Juvenile Temporary Custody Records: Records documenting youths
taken into temporary custody by the department. The action is not
considered an arrest. Information typically includes name, age and address
of the youth; name and address of the person having legal or physical
custody of the youth; reasons for and circumstances under which the youth
was taken into temporary custody; and related information.
Temporary: Keep three years.
Lost & Found Property Records: Records documenting city receipt and
maintenance of lost and found or abandoned property such as money,
bicycles and other items not related to a crime. Includes: receipts, inventory
lists, disposition information, etc. (SEE ALSO Property & Evidence Control
& Disposition Records for records documenting property related to or held
as evidence to an alleged crime. SEE ALSO Impounded & Abandoned
Vehicle Records for records on abandoned vehicles.)
Temporary: Keep three years.
Maps: Maps and related records maintained for reference and for
tracking various trends. Examples include Neighborhood Watch Program
maps, street number location maps and books, parking meter maps, and
maps plotting reported crimes in a given area.
Transitory: Keep until superseded,
obsolete, or administrative needs end.
Master Name Index Records: Records documenting information on
everyone who has been field interrogated or arrested, suspects or
accomplices in crimes, victims, complainants, and witnesses to incidents.
Information typically includes name, address, date of birth, race, sex, date
and time of incident or contact, incident number, and related data.
Permanent.
Mug Shots: Photographs and negatives of arrested individuals used for
identification and apprehension of suspects in criminal investigations.
The photograph is stamped with the case number or a department number
and the date the picture was taken.
Permanent: Keep records relating to
homicides or felonies permanently.
Semipermanent: Keep records relating
to misdemeanors five years.
National Crime Information Center (NCIC) Records: NCIC is a
computerized database of criminal justice information available to federal,
state and local law enforcement agencies. NCIC includes information on
wanted persons, individuals charged with serious/significant offenses,
missing persons, gang members, etc. Categories of records in the system
cover stolen vehicles, guns, and articles, and wanted persons.
Transitory: Keep one year if not part of
case file.
Neighborhood Dispute Resolution Records: Records documenting the
city's dispute resolution program to handle complaints by citizens about
disputes with neighbors or merchants. Typical cases may cover animal
control, landlord/tenant issues, noise, harassment, property disputes,
business/consumer issues, etc. Records may include evaluation and intake
records, service referrals, resolution agreements, and follow-up surveys.
Information may include name, phone number and address of person filing
complaint; case number; date of activity; narration of request/complaint;
name and address of offender; action taken; and other information.
Semipermanent: Keep case records five
years after last action. Temporary:
Keep other records three years.
Officer Notes: Notes written by officers during a shift containing
information which may or may not be included in an official report.
Information may pertain to contacts, incidents, unusual circumstances,
and other subjects. Notes are often used for writing reports and testifying
in court. Information typically includes names, dates, times, vehicles,
activities, locations, and related information.
Permanent: Keep records relating to
homicides or felonies permanently.
Semipermanent: Keep all other
records five years.
Parade Applications: Applications and other records relating to parades
on city streets, including fees, insurance requirements, alternative routes
for emergency vehicles, etc.
Temporary: Keep three years.
Parking & Traffic Warnings & Citations: Police department copies of
citations and records documenting warnings issued for traffic, motor vehicle
and parking offenses. Information includes date and time; name and
address; date of birth, sex, and occupation; license number and state; year,
make and model of vehicle; location and type of violation; name of officer
issuing citation; etc.
Temporary: Keep citation records three
years. Transitory: Keep warning
records until superseded, obsolete or
administrative needs end.
Pawnbroker & Secondhand Dealer Reports: Reports submitted to
the police department documenting merchandise bought and sold by
dealers. Useful in tracing stolen items. Information includes name,
address, identification, personal description of pledgor, date, dealer's
name, and description of article.
Temporary: Keep three years.
Peer Court Records: Records documenting the city's peer court program
where youths who have committed certain first-time offenses (typically Semipermanent: Keep case records five
years after final disposition of case or youth
reaches age of majority, whichever is
longer. Temporary: Keep records not
classified as semipermanent or transitory
two years. Transitory: Keep participant
guidelines and instructions until superseded,
obsolete, or administrative needs end.
status offenses, i.e., underage drinking) are judged by a court of their peers
and typically sentenced to community service. Records may include policy
and procedure manuals, guidelines and instructions, agreements
with juvenile and parents, verdict, and terms of community service.
Photo Identification Records: Photographs and other records used to
identify agency employees, private security personnel, contract workers and
others. May include photographs taken for agency identification cards,
driver's license photographs, and information such as name, date of birth,
physical description, identification number, driver's license number, etc.
Transitory: Keep until superseded,
obsolete, or administrative needs end.
Polygraph Records: Records documenting polygraph tests given to
criminal suspects, for internal investigations and other purposes. Includes
pre-examination records, questions, statements of consent, analysis
reports, results charts, conclusions, interviewee statements, and related
information. (SEE ALSO Recruitment & Selection Records in the
Personnel section for records relating to prospective employees.)
Permanent: Keep records relating
homicides or felonies permanently.
Semipermanent: Keep records relating
to employees thirty years. Keep all
other records five years.
Property & Evidence Control & Disposition Records: Records used to
track property and evidence coming into police department possession. Semipermanent: Keep records relating to
crimes with no statute of limitations 75
years after case closed. Keep records
relating to felonies one year after statute of
limitations expires. Temporary: Keep
records relating to all other cases one year
after statute of limitations expires.
Documents receipt, storage, and disposition of personal property and
physical evidence from defendants, victims, etc. May include evidence
photographs documenting crime scenes, accidents, and other incidents.
Records often include receipt forms, evidence logs, property reports,
destruction lists, property consignment sheets, seized firearm logs,
homicide evidence inventories, etc. Information usually includes case
number, tag number, date and time, property or evidence description,
storage location, release date, etc. Often filed with Incident Case Files.
Property Registration Records: Records documenting registration
of property for identification in case of theft, loss, or burglary.
Property includes, but is not limited to bicycles, televisions, cameras,
stereos, and guns. Information typically includes name and contact
information of owner, description of property, serial number, etc.
Transitory: Keep until registration
expired, superseded or obsolete.
Property Sales Records: Documents sale and conveyance of real and
personal property by the police depai tnient. Records may include
certificates of levy, notices of sale, mailing receipts, copy of judgment and
execution, certificate of sale, return of service, and copy of deed issued.
Permanent: Keep records affecting title to
real property or liens there on permanently.
Semipermanent: All other records keep
seven years.
Radar Equipment Certification & Maintenance Records: Records
documenting the calibration and maintenance of radar equipment that may
be useful in documenting the accuracy of the readings. Often includes
original factory certification of calibration. Information relating to
maintenance and repair may include: a description of work completed, parts
used, date of service, equipment number, make, model, etc.
Temporary: Keep three years after
equipment replaced.
Teletype, Fax & Electronic Messages: Incoming and outgoing Transitory: Keep until superseded,
obsolete, or administrative needs end.
teletype, fax or electronic messages concerning a variety of subjects,
including incidents, meetings, arrests, warrant confirmation, etc.
Information typically includes date, time, originating agency, and text.
These are messages not warranting inclusion in Incident Case Files.
Video: Videos documenting traffic stops and arrests, as well as surveillance
videos of city facilities (including police facilities, airport, etc.).
Temporary: Keep tapes used as evidence
three years after case's final disposition.
Keep tapes used for internal investigations
three years after investigation. Transitory:
Keep all other tapes 30 days.
Public Works & Engineering Records
Engineering Project Technical Records: Records related to the planning, Semipermanent: Keep records of
project cost three years after disposal or
replacement of facility, structure, or
system. Keep all other records 10 years
after substantial completion.
design, and construction of various city projects, including, but not limited
to streets, sidewalks, traffic lights, streetlights, bikeways, water and
wastewater facilities, buildings, etc. May be useful for litigation, reference,
or budget planning Records often include impact statements, feasibility
studies, plans, amendments, field test and laboratory reports,
inspector reports, change orders, status reports, and related records.
Activity Reports: Daily, weekly, monthly, or other reports
documenting the activities of public works department employees,
including type of activity, employees involved, time spent on activity,
work completed, equipment and fuel used, etc.
Permanent: Keep reports summarizing
activities on an annual basis permanently.
Semipermanent: Keep all other reports
five years.
Idaho Code 50-907(2)(e) provides
that departmental reports must be
kept at least five years.
Benchmark Records: Benchmarks placed by the city or the U.S.
Geological Survey to denote elevations above sea level. Records may
include books, maps, cards, and other documents. Information includes
location, monument number, elevation, description, and related data.
Usually filed numerically by benchmark number.
Permanent.
Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies
or materials (concrete, road base, gravel, etc.). Information usually includes
date, time, amount, and type of supplies/materials received, etc.
Temporary: Keep two years.
Equipment Maintenance & Repair Records: Records documenting the
inspection, maintenance, and repair of city-owned equipment not listed
elsewhere in this section. Examples include generators, sewage lift pumps,
water pumps, office equipment, and furniture. Records may include
summaries, reports, and similar records. Information often includes
description of work completed, parts and supplies used, date of service, date
of purchase, purchase price, equipment number, make and model, and etc.
Semipermanent Keep until equipment
removed from service.
Facilities & Grounds Maintenance & Repair Records: Records of all
minor maintenance and repairs to buildings and grounds owned or leased by
the city. Used to verify that repairs were made. May include summaries,
logs, reports, and similar records usually compiled from daily work records
on a monthly or quarterly basis. Information often includes location,
narrative of work completed, materials used, personnel completing work,
authorization, dates of activities, and related data.
Semipermanent: Keep records requiring
engineering stamps 2 years after life of
structure. Keep all other records five years.
Fill & Leaf Delivery Records: Records documenting citizen requests and
city delivery of fill material and leaves to private property. Often includes
conditions; property owner address, phone number and signature; number
of loads requested; desired dumping location; and related information.
(SEE ALSO Street Surface Maintenance Records in this section for
records documenting the removal of leaves from city streets.)
Temporary: Keep two years.
Maps, Plans, Drawings & Photos: Maps, plans, drawings, and photos
created by or for the city. These include various types of maps such as
system schematic, as-built, topographic, planimetric, orthophoto,
resource, and others. System schematic maps represent locational and
other information about major systems such as water and sewer. Other
maps are derived from aerial photographs and represent physical features
such as building footprints, edge of pavement, and contours. This
category also includes as-built plans, drawings, and details documenting
city engineering and construction projects.
Permanent: Keep maps, plans, drawings,
and photos permanently (except for copies
obtained from other agencies). Transitory:
Copies of maps, plans, drawings, and
photos obtained from federal, state, county
or other agencies may be destroyed when
superseded, obsolete or administrative
needs end.
Maintenance Request/Complaint Records: Records documenting
complaints or requests concerning a variety of maintenance responsibilities
Temporary: Keep two years
after last action.
carried out by the public works department. Examples include but are not
limited to brushing and limbing; road grading, rocking, sealing, patching,
and marking; traffic signals and signs; city-owned buildings and
equipment; streetlights; and water and sewer system problems. Information
often includes name, phone number, and address of person making
request/complaint; narration of request/complaint; name of person
responding to request/complaint; dates of related activities; resolution
of request/complaint; and other data.
Master Plan Records: Document the present and projected needs of the
city for water, sewer, storm drainage, streets, bike paths, and other
systems. Often includes an implementation schedule for construction.
Records often include plans, reports, evaluations, cost analyses, drawings,
and related documents. Subjects may include rates, inventory evaluations,
system rehabilitation or replacement, distribution of services, etc.
Permanent.
Right-of-Way Permit Records: Permits issued for private use or
construction on public rights-of-way such as streets, sidewalks, and adjacent
land. Examples of activities may include house moving, block parties and
other uses. Information can include owner's name, address, and phone
number; contractor's name, address, and phone number; location and
Semipermanent: Keep construction-
related records 10 years after substantial
completion of project. Temporary: Keep
other records two years after permit
expiration, revocation, or discontinuance of
use.
description of activity; permit conditions; fee amount; date; signatures; etc.
Survey Field Records: Detailed field notes and other records related to
surveys for boundary location or construction, including notes on
traverses, right-of-way location, construction (including levels, cuts,
and grades), sketches related to the survey, and other information.
Permanent: Keep general surveys and
right-of-way location records permanently.
Semipermanent: Keep other records 10
years after substantial completion of project.
Temporary Access/Construction Easement Records: Records
documenting temporary easements allowing entrance and work on property
or streets not owned by the easement holder. Permits usually apply to city
crews and utility workers. Information can include applicant name, address,
and phone number; contractor name and license number; utility involved;
location; description of work; security deposit; surface restoration material
used; signature; date; comments; permit number; and related data.
Temporary: Keep two years
after expiration of easement.
Utility Installation & Connection Records: Records documenting
installation of city utility systems or the connection of specific properties
to city water, sewer, power, or similar systems. Does not apply to
temporary stoppages or disconnections service. May include applications,
permits, and similar records. Information often includes applicant's name
and address, permit number, fee charged, service level, type of structure,
pipe size, meter size and number, and related data.
Temporary: Keep two years after physical
disconnection.
Utility Line Location Request Records: Records documenting requests
and city action to locate underground lines in the vicinity of a construction
site. Information often includes name of person requesting location; planned
and actual date and time of location; notations of water, sewer, storm drains,
and other line locations; name and signature of person locating lines; etc.
Temporary: Keep two years.
Utility Meter Installation, Location, Maintenance, & Repair Records:
Records documenting the installation, location, maintenance, testing,
calibration and repair of city operated water and power meters. Includes
logs, summaries, and similar records usually compiled from daily work
Temporary : Keep two years after
meter removed from service.
records on a monthly or quarterly basis. Information often includes address,
narrative of work completed, personnel completing work, dates, etc.
Bridge & Culvert Maintenance & Repair Records: Records
documenting maintenance and repairs on city bridges and culverts,
including pedestrian and bicycle bridges. May include summaries, reports,
logs, and related records usually compiled from daily work records on a
monthly or quarterly basis. Information often includes location, narrative
of work completed, materials used, personnel completing work,
authorization, dates of activities, and related data.
Semipermanent: Keep records with
engineering stamps documenting structural
maintenance or repairs five years after
bridge/culvert permanently removed from
service. Keep all other records five years.
Bridge Inspection Records: Records related to bridge inspections
required by the U.S. Department of Transportation (23 CFR
650.305). Inspections generally are done every two years. Records
may include reports prepared in accordance with federal standards,
photographs, correspondence and related documents.
Semipermanent: Keep five years
after bridge removed from service.
Crosswalk Records: Records documenting the location and use of
crosswalks in the city. Useful in determining the need for and placement of
existing and proposed crosswalks. May include striping records, reports,
maps, studies, and related records.
Temporary: Keep two years
after superseded or obsolete.
Railroad Crossing Records: Records documenting city activities in
relation to railroad crossings. Includes crossing plans and drawings, reports
and studies, accident records, and related documentation.
Permanent.
Special Event Records: Records documenting preparation for and
implementation of traffic changes related to special events such as
parades, motorcades, and demonstrations. Includes situations resulting in
heavy traffic or street use requiring street closures, traffic rerouting,
barricades, signal timing changes, and other variations. May include
notifications, planning documents, reports, and related records.
Temporary: Keep two years after event.
Speed Zone Records: Records documenting the establishment and review
of speed zones in the city, including reports, photographs, proposals,
orders, maps, accident summaries, and related documents. Considerations
include pedestrian and bicycle movements, environmental impact,
adjacent land use, and other factors.
Temporary: Keep two years after
superseded.
Street & Road Condition Inventory: Records documenting the
condition of city streets, roads, curbs, shoulders, sidewalks, bikeways,
alleys, etc. Useful for reference and planning. Information can include
street or road name and location; year surveyed, constructed, and
surfaced; bed and surface type; surface size; condition; and other data.
Semipermanent: Keep five years.
Street Banner Records: Records documenting proposals for and
installations of banners on city streets, often in relation to civic events or
celebrations. Records may include plans, maps, proposals, reports,
applications, and other documents. Applications usually include applicant's
name, address, and phone number; organization name; banner message;
Temporary: Keep two years.
display period requested; signature of city official approving permit; etc.
Streetlight Inventory, Maintenance & Repair Records: Records
documenting inventory, maintenance, and repairs of city streetlights. May
include reports, summaries, and records usually compiled from daily work
records on a monthly or quarterly basis. Includes location, pole numbers,
maps, types of lights, dates of purchase and installation, narratives of repair
work completed, equipment repaired or replaced, supplies used, personnel
completing work, authorization, dates of activities, and related data.
Temporary: Keep three years.
Streetlight Request & Survey Records: Records documenting requests
by citizens for the installation of streetlights, as well as city surveys to
assess need and feasibility. Often includes request forms, correspondence,
surveys, reports, and related records.
Temporary: Keep two years
after last action.
Street Maintenance & Repair Records: Records documenting
maintenance and repairs of city-owned streets and sidewalks. Includes
reports, summaries, and similar documents usually compiled from daily
work records. Includes location, narrative of work completed, amount of
materials used, personnel involved, authorization, dates of activities, etc.
Semipermanent: Keep records requiring
engineering stamps 10 years after
substantial completion. Keep all other
records five years.
Street Surface Maintenance Records: Records documenting routine and
special street sweeping, cleaning, snow removal, sanding, leaf removal,
and similar work. Often includes reports, summaries, and similar records.
Information can include date and time, area covered, broom down time and
mileage, traveling time and mileage, operator's name, equipment used,
amount of sand applied, amount of leaves removed, weather conditions,
and related data. (SEE ALSO Activity Reports in this section.)
Semipermanent: Keep five years.
Traffic Control Equipment Inventory, Maintenance & Repair
Records: Records documenting the location, type, use, maintenance and
repair of traffic signals and signs in the city. May include inventories,
reports, summaries, and similar records. Information often includes
location, type of signal/sign, timing intervals for signals, date of purchase
and installation, narrative of work completed, equipment repaired or
replaced, supplies used, personnel completing work, dates of activities, and
related data. (SEE ALSO Activity Reports in this section.)
Semipermanent: Keep records five years.
Traffic Research & Accident Analysis Records: Records documenting
the study of traffic patterns, speed, direction, and accidents in the city.
Records may include various statistical data such as: machine or manual
traffic counts; information on vehicles, bicycles, and pedestrians; types of
accidents; complicated intersections; bridges; pedestrians; city
streets/state highways; and other factors.
Semipermanent: Keep reports and
summaries 10 years. Keep all other records
five years.
Truck Route Records: Records documenting the designation of truck
routes for transporting goods within and through the city. May include
reports, maps, studies, and related documents. Subjects often include
hazardous materials, triple trailer trucks, log trucks, buses, and others.
Temporary: Keep two years after
superseded.
Discharge Monitoring Records: Records documenting the amount of
pollution discharged from the city wastewater treatment facility. May also
include supporting documentation. Information includes date; period
covered; NPDES permit number; discharge number; frequency of analysis;
sample type; and average and maximum quantities and concentrations of
solids, ammonia, chlorine, nitrogen, and other chemicals.
Permanent: Keep reports permanently.
Semipermanent: Keep discharge
monitoring reports 20 years after permit
expiration. Keep all other records five
years, until the end of the NPDES permit
cycle, or as requested by state or federal
agencies, whichever is longer.
Equipment Maintenance & Calibration Records: Records documenting
the maintenance and calibration of equipment and instruments used to
undertake and monitor wastewater treatment operations. Useful to verify
equipment reliability and for reference by regulatory agencies. Information
includes date, type of equipment maintained or calibrated, tests performed,
repairs needed, comments, and related information.
Semipermanent: Keep five years after
equipment removed from service, until
the end of the NPDES permit cycle, or
as requested by state or federal agencies,
whichever is longer.
Industrial Pretreatment Permits: Permits issued by the city to private
industries allowing the discharge of specific pollutants under controlled
conditions. Records typically include applications, permits, addenda,
modifications, and related supporting documentation. Information
typically includes influent and effluent limits, chemical analysis data,
water flow, test and recording requirements, definitions and acronyms,
compliance schedules, and related information.
Permanent: Keep permits, addenda, and
modifications permanently.
Semipermanent: Keep other records
five years after expiration or revocation.
Mobile Waste Hauler Dumping Records: Records documenting the
dumping of septic pumpings and other wastes from various sources at the
city waste treatment facility. Records include logs, manifests, and similar
documents. Information includes name and signature of hauler, quantity of
wastes dumped, location at which wastes were pumped, and related
information.
Semipermanent: Keep five years.
National Pollutant Discharge Elimination System (NPDES) Records:
Records documenting the application for and issuance of a permit to the
city under the NPDES program which allows discharge of specific
pollutants under controlled conditions. Records typically include
applications, permits, addenda, modifications, and related supporting
documentation. Information includes influent and effluent limits, chemical
analysis records, water flow, test and recording requirements, definitions
and acronyms, compliance schedules, and related data. (SEE ALSO
Wastewater Inspection Records in this section.)
Permanent: Keep permit, addenda, and
modifications permanently.
Semipermanent: Keep other records five
years, until the end of the permit cycle, or as
requested by state or federal agencies,
whichever is longer.
Federal regulations (40 CFR
122.41) require that permittees
keep records of monitoring
information, all records required
by the permit, and records of all
data used to complete the permit
application for at least 3 years
from the date of the sample,
measurement, report or
application.
Sewage Sludge Application Landowner Agreements: Agreements
between the city and landowners related to the application of sewage
sludge to approved sites. Records include signed agreements, exhibits,
amendments, and related documents. Information typically includes
agreement number, date, conditions or terms, parties involved, period
covered, and signatures.
Semipermanent: Keep six years
after expiration.
Sewage Sludge Application Site Logs: Logs documenting the agricultural
application of sewage sludge to approved sites. Subjects include
agronomic loading calculations related to maximum application of
nitrogen in pounds per acre per year, and ultimate site life loading
calculations tracking the amount of heavy metals applied.
Permanent. Federal regulations (40 CFR
503.27 and 40 CFR 503.17)
require certain records relating to
application of sewage sludge be
kept permanently (including the
location and acreage of sites,
date of application, cumulative
pollutants, tons of sludge applied
and a certification from the
employee) and other records
must be kept at least five years.
Sewage Sludge Management Plans: Plans submitted by the city to
engage in sludge disposal or application activity. Information includes
method of sludge removal, land application or disposal sites, sludge
stability determination methods, projected sludge storage basin use,
sludge analyses, application rates, and heavy metal limitations.
Permanent.
Sewer & Storm Drainage Maintenance & Repair Records: Records
documenting the maintenance and repair of city sewers and storm drains.
May include summaries, reports, and similar records usually compiled
from daily work records on a monthly or quarterly basis. Information often
includes location, narrative of work completed, amount and type of
material used, personnel completing work, dates of activities,
authorization, and related information. (SEE ALSO Activity Reports and
Sewer Television/Videoscan Inspection Records in this section.)
Semipermanent: Keep records five
years.
Sewer Smoke Test Records: Records documenting smoke tests undertaken
to verify hookup to main sewer lines, check condition of pipes, or determine
Semipermanent: Keep 10 years.
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/Videoscan Inspection Records: Reports documenting
television inspections used to locate problems and defects in sewer lines.
Often consists of periodic inspections of existing lines, final inspections of
newly constructed lines, and inspections at the end of warranty periods.
Records usually contain videotapes and written reports. Information
typically includes date, type of inspection, conditions found, repairs
needed, distances from manholes, and related information.
Semipermanent: Keep written reports
five years after the life of the sewer line.
Transitory: Keep videotapes one year
after written report submitted.
Strip & Circle Chart Records: Records documenting the continuous
monitoring of various wastewater treatment operations. May include strip
charts, circle charts, and similar monitoring records. Information
typically pertains to pump flows, influent and effluent water flows,
secondary total flow, influent pH, chlorine residue, and related subjects.
Temporary: Keep three years, except for
NPDES-related charts (see Wastewater
Facilities Permit Records below).
Valve Maintenance Records: Records documenting the location,
specifications, maintenance, and repair of valves in the city sewer
system. May include lists, charts, drawings, reports, logs, and related
records. Information often includes valve location, identification number,
run of pipe, size, make, year installed, depth, turns to open and normal
position, narratives of valve maintenance and repair, tests run, personnel
completing work, dates, and related information.
Semipermanent: Keep location and
specification records one year after
valve removed from service. Keep
all other records five years.
Wastewater Facilities Permit Records: Records 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.
Examples include sewage lagoons, land application/reuse, septic tanks,
and drain fields. Records often include applications, permits, addenda,
modifications, and related supporting documentation.
Permanent: Keep permit, addenda, and
modifications permanently.
Semipermanent: Keep other records five
years after permit expiration or revocation.
Wastewater Grant & Loan Records: Records relating to Idaho
Department of Environmental Quality grants and loans for wastewater
facilities, including application form and checklist, authorizing resolution,
engineering contract checklist, certificate of negotiation, proof of
professional liability insurance, certification of financial and management
capability, and other documents.
Semipermanent: Keep five years
after grant closure or loan payoff.
Wastewater Inspection Records: Records documenting inspections of
city wastewater treatment operations to monitor compliance with National
Pollution Discharge Elimination System (NPDES) permit conditions. May
include reports and supporting documentation. Information typically
includes date, location, areas evaluated during inspection, summary of
findings, pre-treatment requirements review, sampling checklists, flow
measurements, laboratory assurance checklists, and related information.
Permanent: Keep reports permanently.
Semipermanent: Keep other records
five years, until the end of the NPDES
permit cycle, or as requested by state or
federal agencies, whichever is longer.
Wastewater Treatment Operations Records: Records not listed
elsewhere in this schedule which document wastewater treatment
operations. Created on a daily, monthly, and annual basis. Usually
consists of reports, logs, log sheets, and related records.
Permanent: Keep annual reports
permanently. Semipermanent: Keep other
records five years, or as requested by state
or federal agencies, whichever is longer.
Idaho Code 50-907(2)(e) provides
that depaitmental reports must be
kept at least five years.
Backflow Prevention Device Test Records: Records documenting test
results on backflow prevention devices designed to protect the city
water system from pollution related to substances backing into water
lines. Information typically includes date, type and size of device, serial
number, location, test records, line pressure, name of tester, name and
address of device owner, and related data.
Temporary: Keep three years after
subsequent test.
Cross Connection Control Survey Records: Records documenting the
monitoring of potential or actual water system health hazards from
pollution entering water pipes from other pipes. Records may include
reports, surveys, checklists, and related documents. Information often
includes address, contact person, business name, date, inspector, type of
facility, description of protection, comments, corrections made, and other
Semipermanent: Keep one year after
disconnection or 10 years, whichever is
longer.
information.
Consumer Confidence Reports: Records documenting the presence of any
contaminants identified by the city in city water over the course of a year.
Reports are mailed to city residences and businesses receiving city water.
Semipermanent: Keep five years. Federal regulations (40 CFR
141.155) require these records to
be kept for at least three years.
Disinfection Profiling & Benchmarking Records: Records relating
to disinfection profiling and benchmarking for Giardia lamblia or virus
inactivation.
Permanent. Federal regulations (40 CFR
141.571) require these records
to be kept permanently.
Drinking Water Grant & Loan Records: Records relating to Idaho
Department of Environmental Quality grants and loans for water
facilities, including application form and checklist, authorizing resolution,
engineering contract checklist, certificate of negotiation, proof of
professional liability insurance, certification of financial and management
capability, and other documents.
Semipermanent: Keep five years
after grant closure or loan payoff
Equipment Maintenance & Calibration Records: Records documenting
the maintenance and calibration of equipment and instruments used to
monitor water treatment operations. Useful in verifying reliability and for
reference by regulatory agencies. May include logs, reports, and related
records. Information typically includes date, type of equipment maintained
or calibrated, tests conducted, repairs needed, comments, and related
Semipermanent: Keep until five years after
equipment removed from service.
information.
Flouride Analysis Records: Daily records of flow and amounts of fluoride,
and weekly analyses of fluoride in finished water.
Semipermanent: Keep five years. Idaho regulations (IDAPA
58.01.08.552.06) require these
records to be kept at least five
years.
Free Chlorine Residual Analysis Records: Analyses made at least daily
for free chlorine residual for systems using ground water that add chlorine
for disinfection.
Transitory: Keep one year. Idaho regulations (IDAPA
58.01.08.552.05) require records
to be kept at least one year.
Hydrant Records: Records documenting the location, specifications,
maintenance, testing, and repair of water hydrants in the city water system.
May include lists, charts, logs, reports, and related records. Information
typically includes location, make, description (main size, valve size, flow
capacity, etc.), maintenance and repair narratives, dates, authorizations, etc.
Semipermanent: Keep records five
years.
Lead & Copper Control Records: Records documenting treatment of
lead and copper action levels measured in samples collected at consumers'
taps, including corrosion control treatment, source water treatment, lead
service line replacement, public education, and supplemental monitoring.
Semipermanent: Keep twelve years. Federal regulations (40 CFR
141.91) require these records be
kept at least 12 years.
Non-Compliance Corrective Action Records: Records documenting
action taken by the city to correct violations of primary drinking water
regulations. May include reports, logs, and related records.
Temporary: Keep three years
after last action.
Federal regulations (40 CFR
141.33) require these records to
be kept at least three years after
the last action taken with respect
to the violation.
Sanitary Survey Records: Records documenting surveys examining the
overall sanitary condition of the city water system. May be conducted by
the city, private consultants, or state/federal agencies. Records may
include written reports, summaries, and related documents.
Permanent: Keep reports and summaries
permanently. Semipermanent: Keep all
Federal regulations (40 CFR
141.33) require written reports,
summaries and communications other records ten years.
relating to sanitary surveys
must be kept at least 10 years
after completion of the survey.
Secondary Contaminant Reports: Reports documenting the analysis of
water samples to determine the level of secondary contaminants. Secondary
Semipermanent: Keep 10 years.
contaminants are those which, at levels generally found in drinking water,
do not present a health risk but may affect taste, odor, and color of water, as
well as stain plumbing fixtures and interfere with water treatment processes.
Information typically includes date, report number, analyst, time of sample
collection, contaminant levels, and related information.
Strip & Circle Chart Records: Records documenting the continuous
monitoring of various water treatment operations. May include strip charts,
circle charts, and similar monitoring records. Information often pertains to
Temporary: Keep three years.
reservoir levels, pump flows, distribution line pressure, and related subjects.
Variance & Exception Records: Records documenting variances and
exceptions granted to the city by regulatory agencies concerning water
treatment operations. Information typically includes date, conditions of
variance or exception, expiration date, and related information.
Semipermanent: Keep five years
after expiration of variance/exception.
Federal regulations (40 CFR
141.33) require these records be
kept at least five years after
expiration of the
variance/exception.
Valve Maintenance Records: Records documenting the location, Temporary: Keep location and
specification records one year after
valve removed from service.
Semipermanent: Keep all other
records five years.
specifications, maintenance, and repair of valves in the city water system.
May include lists, charts, drawings, reports, logs, and related records.
Information typically includes valve location, identification number, run
of pipe, size, make, year installed, depth, turns to open and normal
position, narratives of valve maintenance and repair, tests run, personnel
completing work, dates, and related information.
Water Bacteriological Quality Analysis Reports: Reports documenting
water samples taken from various locations throughout the city water
system and supply sources for bacteriological tests. Information includes
location, collection date, person taking samples, sample type, analysis date,
laboratory name, person performing analysis, analytical method used,
Semipermanent: Keep five years. Federal regulations (40 CFR
141.33) require these records be
kept at least five years.
and the results of the analysis.
Water Chemical & Radiological Analysis Reports: Records
documenting water samples taken from various locations throughout the
city water system and supply sources for chemical and radiological tests.
Information includes location, collection date, person collecting sample,
sample type, analysis date, laboratory name, person conducting analysis,
analytical method used, and results of the analysis.
Semipermanent: Keep 10 years. Federal regulations (40 CFR
141.33) require chemical analyses
be kept at least 10 years.
Water Consumption Reports: Reports documenting statistics of daily,
monthly, and annual water consumption. Useful for prediction of future
flows and peak demands. Information may include water consumption in
millions of gallons and cubic feet from treatment plants, springs, artesian
wells, pumped wells, and reservoirs.
Permanent: Keep annual reports
permanently. Semipermanent: Keep
information not summarized in annual
report 10 years. Transitory: Keep
information summarized in annual report
one year.
Water Line Maintenance & Repair Records: Records documenting
the maintenance and repair of city-owned water lines. May include
reports, summaries, and similar documents usually compiled from daily
work records on a monthly or quarterly basis. Information often
includes location, narrative of work completed, amount and type of
materials used, personnel completing work, dates of activities,
authorization, and related data. (SEE ALSO Valve Maintenance
Records, Hydrant Records, and Activity Reports in this section.)
Temporary: Keep records requiring an
engineering stamp two years after water line
permanently removed from service.
Semipermanent:
Keep
other records five years.
Water Quality Complaint Records: Records documenting complaints
received from the public about the quality of city water. Information
typically includes name, address, and phone number of complainants;
nature of the complaint; location; description of water; name of person
responding to complaint; narrative of investigation; and resolution.
Temporary: Keep three years
after last action.
Water Treatment Operations Records: Records not listed elsewhere
in this schedule, which document water treatment operations, created on
a daily, monthly, or annual basis. Records may include state or federal
required reports. May consist of reports, logs, log sheets, and related
records. Subjects may include amount and types of chemicals used,
filter rates, etc.
Permanent: Retain annual reports
permanently. Semipermanent: Keep all
other reports five years, or as requested
by state or federal agencies, whichever
is longer.
Idaho Code 50-907(2)(e) provides
that depattmental reports must be
kept at least five years.
Water Turbidity Reports: Reports documenting the analysis of water
samples to determine the level of cloudiness caused by suspended
particles. Information typically includes date, report number, analyst,
time of sample collection, turbidity unit values for routine and check
samples, and related information.
Semipermanent: Keep 10 years. Federal regulations (40 CFR
141.175) require that the results
of individual filter monitoring
must be kept at least three years.