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SCHEDULE NO. 12

LICENSES AND PERMITS

General Description: Records pertaining to the review, investigation, approval, issuance, renewal, denial, suspension or revocation of licenses and permits for regulated activities. The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).

Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy.

12.10 Bonds - Licenses And Permits

Bonds required to be filed with the district before a license or permit (such as house moving, tree trimming, street cutting etc.) can be issued or renewed.

Retention: 6 years + current after expiration

12.15  Licenses Issued To The District

Licenses and supporting documentation for licenses issued to the special district by other entities as evidence that the special district is allowed to undertake some type of activity for which a license is required.

Project-Related

See 7.280.A, Capital Projects

Routine Licenses Not Related to Capital Projects

 Retention:  1 year + current after expiration

12.30 Permit Records

Documentation issued by the district as evidence that the bearer is allowed to undertake some type of activity for which a permit is required.

Burning Permits

Permits issued by the district to individuals, or to the district by other agencies, to allow open burning on specified days.

Retention: 1 year + current, unless connected with an investigation

Communication Tower Permits

Retention: 2 years + current after removal of tower

Encroachment Permits

Permits issued by the district to allow the permanent or long-term location of communication, utility or other installations under or over public rights-of-way or publicly owned property. See also Permits to Work in Public Way below.

Retention: Permanent

Excavation Permits

Retention: 2 years + current

Facility Permits

Documentation issued by the district to allow access to and use of a district facility.

Retention: 1 year + current

Fence Permits

Retention: 2 years + current

Fire Alarm System Permits

Retention: 2 years + current

Industrial Pretreatment Permits

See Schedule 10 Water and Sewer Treatment System Records.

Permits to Work in Public Way

Permits issued for private use or construction on district right-of-way ("public way") such as streets, sidewalks or adjacent land for demolitions, excavations, street cuts, blasting, crane operations, barricade installations, concrete construction (curb, gutter sidewalks) or the moving of heavy equipment or houses. See also Encroachment Permits above.

Retention: 2 years + current after expiration, revocation or discontinuance of use

Sewer Tap Permits

See Schedule 10 Water and Sewer Distribution and Storage System Records.

Sludge Application Permits

See Schedule 10 Water and Sewer Treatment System Records.

Special Events and Use Permits

Retention: 1 year + current

Street Cut Permits

Retention: 1 year + current after expiration of warranty period

Telephone Company Permits

See Encroachment Permits above.

Underground Storage Tank Permits

Records that document installation, maintenance and removal of underground storage tanks for regulated substances such as gasoline and fuel oil. See also Schedule 11 Environmental Records – Storage Tanks – Regulated Substances.

Denied Permits

Retention: 3 years + current after final action

Issued Permits

Retention: Permanent

Use Permits

Permits issued by the district for various special or temporary uses.

Retention: 1 year + current

Water Tap Permits

See Schedule 10 Water and Sewer Distribution and Storage System Records.

12.35  Permits Issued To The District 

Permits and supporting documentation for permits issued to the special district by other entities as evidence that the special district is allowed to undertake some type of activity for which a permit is required.

Project-Related

See 7.280.A, Capital Projects.

Routine Permits Not Related to Capital Projects

Retention:  1 year + current after expiration

12.40 Registers - Licenses And Permits

Records, listings or logs of issuance of licenses or permits by the special district.

Retention: Permanent

Contact Lists – Licensees

Retention: Until superseded

2008 Colorado Special Districts Records Retention Schedule Main Page

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