Schedule 1.  Building and Structure Records

1.10       Address History Files
1.20       Applications for Building Permits
1.30       Building and Demolition Permits
1.40       Building and Other Uniform Codes
1.50       Building Board Case Files
1.60       Certificates of Occupancy
1.70       Communication Tower Structures
1.80       Construction Drawings and Plans
1.90       Contractor's Licenses
1.100      Downtown Redevelopment Projects
1.110      Fees – Building Permit
1.120      Fence Permits
1.130      Gas and Oil Drilling Structures
1.140      Housing Rehabilitation Projects
1.150      Inspection Records
1.160      Landmark and Historic Designations
1.170      Mobile Home Standards
1.180      Policies and Procedures
1.190      Registers and Ledgers
1.200      Regulations – Building
1.210      Reports – Building Activity
1.220      Signs – Construction and Installation
1.230      Standards – Building
1.240      Street Address and House Number Records
1.250      Violations – Building Code

 Schedule 2.  Cemetery Records

2.10       Burial Records
2.20       Cemetery Boundary and Lot Records
2.30       Cemetery Financial Records
2.40       Policies and Procedures
2.50       Regulations and Standards
2.60       Rules – Cemetery
2.70       Vandalism Records

 Schedule 3.  Election Records

3.10       Absentee Voter Records
3.20       Ballot Issue Comments
3.30       Ballots
3.40       Campaign Reports and Statements
3.50       Certifications of Election
3.55       Coordinated Election Records
3.60       Election Judges Records
3.65       Mail Ballot Election Records
3.70       Maps – Election
3.80       Nomination Records
3.90       Notices of Election
3.100      Oaths and Affidavits
3.110      Petitions – Election
3.120      Polling Records
3.130      Receipts and Accounting Forms
3.135      Surveillance Recordings -- Election Areas
3.140      Tabulation Records

 Schedule 4.  Entities Appointed by Municipality

4.10       Agendas and Supporting Documentation
4.20       Appointments and Resignations
4.30       Building Board Case Files
4.40       Bylaws
4.50       Goals
4.55       Member Lists
4.60       Minutes and Supporting Documentation
4.70       Notices – Meetings
4.80       Oaths of Office
4.90       Packets Distributed to Appointed Entities - Convenience Copies
4.100     Recommendations
4.105     Recordings of Meetings
4.110     Reports

 Schedule 5.  Financial Records

5.10       Accounts Payable Records
5.20       Accounts Receivable Records
5.30       Agreements and Contracts – Financial
5.40       Audit Records
5.50       Bank Records
5.55       Bankruptcy and Foreclosure Records
5.60       Bids
5.70       Billing Records
5.80       Bond Issue Records
5.90       Bonds – Public Officials
5.100      Budget Records
5.110      Cemetery Financial Records
5.120      County Revenue Programs
5.130      Expense Records
5.140      Federal Revenue Programs
5.150      Fee and Rate Schedules
5.160      Financial Guarantees
5.170      Financial Reports
5.180      Fixed Asset Records
5.190      Franchise Records
5.200      Fund Records
5.210      Government Revenue Programs
5.220      Grant Records
5.230      Improvement District Records
5.240      Insurance Records
5.250      Inventories
5.260      Investment Records
5.270      Ledgers and Journals
5.280      Loan Records
5.290      Payroll Records
5.300      Purchasing Records
5.310      Rate Schedules
5.315      Rebate Program Records
5.320      Receipts – Fees Paid
5.330      Reports – Financial
5.340      Tax Collection Records
5.350      Travel Expenses
5.360      Utility Billing
5.370      Warrants/Checks
5.380      Worksheets – Financial

 Schedule 6.  Fleet and Equipment Records

6.10       Agreements – Acquisition, Lease, Maintenance and Service
6.20       Auction Records
6.30       Bills of Sale
6.40       Communications System Licenses
6.50       Computer System Records
6.60       Equipment Records
6.70       Fuel Records
6.80       Insurance Coverage
6.90       Inventories – Fleet and Equipment
6.100      Lease-Purchase Records
6.110      Maintenance and Safety Records
6.120      Manuals – Vehicles and Equipment
6.130      Office Equipment Records
6.140      Policies and Procedures
6.150      Purchasing Records
6.160      Telephone System – Municipal Buildings
6.170      Unclaimed Personal Property
6.180      Vehicle Histories
6.190      Vehicle Registration Certificates
6.200      Vehicle Titles
6.210      Warranties
6.220      Work Orders 

Schedule 7.  General Administrative Records

7.05       Administrative Proceedings Records
7.10       Affidavits of Publication
7.20       Agreements and Contracts
7.30       Associations and Organizations
7.40       Awards and Honors
7.50       Charter Records
7.60       Code Book Records
7.70       Committees – Internal
7.80       Complaints, Routine Service Requests and Nonbinding Petitions
7.90       Correspondence and General Documentation
7.100      Electronic Records
7.110      Event Records
7.120      External Groups and Agencies
7.130      Forms – Blank
7.140      General Subject Files
7.150      Legislation and Regulatory Actions
7.160      Mailing and Distribution Records
7.170      Manuals and Handbooks
7.180      Maps and Drawings
7.190      Maps – Informational
7.200      Memberships
7.210      Minutes
7.220      News Clippings
7.230      News Releases
7.235      Open Records Requests and Supporting Documentation
7.240      Organization Files
7.250      Petitions, Objections and Remonstrances
7.260      Policies and Procedures Documentation
7.270      Program Records
7.280      Project Files
7.290      Public Relations Records
7.300      Publications
7.310      Records Finding Aids
7.320      Regulations and Standards
7.330      Reports
7.340      Retention Schedules and Compliance Certificates
7.350      Rules and Regulations
7.360      Software and Software Manuals
7.365      Special District Records
7.370      Standards
7.380      Studies, Plans and Reports
7.390      Surveys and Questionnaires
7.395      Surveys Conducted by Municipalities
7.400      Training and Conference Materials
7.410      Worksheets and Drafts

Schedule 8.  Governing Body Records

8.10       Agendas and Supporting Documentation
8.20       Reserved
8.30       Appointments
8.40       Bylaws
8.45       Committee Records - Governing Body
8.50       Enterprise Board Records
8.60       Goals
8.70       Governing Body as Another Decision-Making Body
8.80       Legislative Lobbying Records
8.90       List of Members
8.100      Member Records
8.110      Minutes and Supporting Documentation
8.120      Notes Taken at Meetings
8.130      Notices of Meetings
8.140      Oaths of Office
8.150      Ordinances
8.160      Orientation and Training Information
8.170      Packets of Information Distributed to Governing Body
8.180      Proclamations
8.185      Recordings of Meetings
8.190      Removal From Office – Initiated by Governing Body
8.200      Resolutions
8.210      Signature Certificates

 Schedule 9.  Historical Records

9.05       Archaeological and Historical Site Records
9.10       Community and Municipal Histories
9.20       Community Records
9.30       Historic Buildings and Districts
9.40       Historical Society
9.50       Incorporation Records
9.60       Landmarks
9.70       Logo – Municipal
9.80       News Clippings
9.90       Newspapers – Local
9.100      Photographic Records with Historical Value
9.110      Records Older Than 1900
9.120      Scrapbooks
9.130      Seal, Logo and Other Intellectual Property Records 

Schedule 10.       Infrastructure Records

10.10      Communications Systems
10.20      Electricity Service
10.30      Encroachments – Utility Lines
10.40      Enterprise Board Records
10.50      Franchises
10.60      Gas Service
10.70      Impact Fees
10.80      Improvement Districts
10.90      Maps and Drawings
10.100    Policies and Procedures
10.110    Project Records
10.120    Railroad Records
10.130    Regulations
10.140    Rights-of-Way and Easements
10.150    Solid Waste Management
10.160    Standards
10.170    State Highway System Records
10.180    Stormwater Drainage System
10.190    Street and Traffic Operations Records
10.200    Street Engineering Records
10.210    Studies and Reports
10.220    Traffic Code
10.230    Traffic Operations Records
10.240    Transportation System Records
10.250    Utility Features
10.260    Vacations – Street, Alley and Right-of-Way
10.270    Water and Sanitation District Records
10.280    Water and Sanitation Records – General
10.290    Water and Sewer Distribution and Storage System Records
10.300    Water and Sewer Treatment System Records
10.310    Water Source of Supply Records 

Schedule 11.       Land Use and Planning Records

11.10      Annexation Case Files
11.15      Annexation Review Records
11.20      Census and Population Records
11.30      Development Case Files
11.40      Development Proposals – Not Approved
11.45      Development Review Records
11.50      Downtown Redevelopment Records
11.60      Economic Development Records
11.70      Environmental Records
11.80      Fee Receipts
11.90      Floodplain Records
11.100    Maps, Plats and Plans
11.110    Nuisances
11.120    Permitted and Accessory Uses
11.130    Plans, Studies and Reports
11.140    Referrals From Other Jurisdictions
11.150    Regulations and Standards
11.155    Special District Records
11.160    Variance and Exemption Case Files
11.170    Vested Property Rights
11.180    Violations – Code
11.190    Zoning Records 

Schedule 12.       Licenses and Permits

12.10      Bonds – Licenses and Permits
12.15      Licenses Issued to the Municipality
12.20      Licensing Records
12.30      Permit Records
12.35      Permits Issued to the Municipality
12.40      Registers – Licenses and Permits

 Schedule 13.       Litigation and Legal Counsel Records

13.10      Attorney Correspondence
13.20      Billings – Legal Counsel
13.30      Claims
13.40      Criminal Case Files
13.50      Garnishments
13.60      Legal Opinions
13.70      Litigation Case Records

 Schedule 14.       Municipal Court Records

14.10      Appeal Records
14.20      Bank Records – Court-Maintained Accounts
14.25      Bonds and Supporting Documentation -- Court
14.30      Case Files
14.40      Docket Sheets
14.50      Fines and Charges
14.60      Judges
14.70      Jury Records
14.80      Procedures
14.90      Registers and Indexes
14.100    Reports
14.110    Subpoenas
14.120    Summonses and Complaints
14.130    Tape Recordings of Court Proceedings
14.140    Warrants

 Schedule 15.       Personnel Records

15.10      Affirmative Action Records
15.20      Agreements and Contracts – Personnel
15.30      Americans With Disability Act Records
15.40      Benefits
15.50      Bonds – Public Officials
15.55      Collective Bargaining Records
15.60      Compliance with Regulatory Requirements
15.65      Driver's License Verifications
15.70      Employee Records – Active and Terminated
15.80      Employee Records – Temporary and Seasonal
15.85      Employment Verifications
15.90      Expense Records
15.100    Garnishments
15.110    Grievances
15.120    Health and Safety Records
15.130    I-9 Forms
15.140    Insurance – Employee
15.150    Job Records
15.160    Oaths of Office
15.170    Payroll Records
15.180    Pension Records
15.190    Physical and Medical Records
15.200    Policies and Procedures – Personnel
15.210    Regulatory Agency Information
15.220    Reports – Personnel
15.230    Safety
15.240    Signature Certificates
15.250    Social Security
15.260    Test Records
15.270    Training Information
15.280    Unemployment Insurance
15.290    Volunteer Worker Records
15.300    Work Schedules
15.310    Workers' Compensation

 Schedule 16.       Property Records

16.10      Acquisition Records
16.20      Auction Records
16.30      Buildings and Structures – Municipal
16.40      Cemeteries
16.50      Deeds and Dedications
16.60      Easements and Rights-of-Way
16.70      Encroachments
16.80      Fleet and Equipment Records
16.90      Inventories
16.100    Leases
16.110    Maintenance, Upkeep and Damage Records
16.120    Parks
16.130    Projects
16.140    Rights-of-Way
16.150    Sale or Transfer of Property Records
16.155    Security Records
16.160    Trees
16.165    Utility Locate Requests
16.170    Vacations – Easements and Rights-of-Way
16.180    Work Orders – Property

 Schedule 17.       Public Safety Records

17.10    Agreements and Contracts
17.20    Animal Control
17.30    Civil Defense
17.40    Disaster Response Planning
17.50    Emergency Planning and Response
17.60    Equipment – Public Safety
17.70    Fire and Rescue Activity Records
17.75    Fire Department Records (If International Fire Code is Adopted)
17.80    Hazardous Materials
17.90    Police Records
17.100  Procedures and Policies
17.105  Recordings -- Dispatch
17.110  Summonses and Complaints
17.130  Traffic Code
17.140  Vehicles – Public Safety
17.150  Videotapes

Appendices

 

Appendix A.  Non-Records

Appendix B.  Glossary

Appendix C.  Approval Request Form

Appendix D.  Update Request Form

Appendix E.  Methods of Record Destruction
Appendix F. Frequently Asked Questions

Appendix G. Amendment Schedule