16-1. Departmental Recovery Reports
Agency reports of operation tests, consisting of consolidated or
comprehensive reports reflecting agency-wide results of tests
conducted under emergency plans.
Retention
Record copy: Retain for 5 years and then destroy.
Duplicate copies: Retain for 3 years and then destroy.
16-2. Disaster Planning Files
Files used to prepare statewide plans for action to address and
emergency, e.g.: fire, flood, earthquake and other disasters.
Retention
Record copy: Permanent.
Duplicate copies: Retain until superseded and then destroy.
16-3. Guard Assignment Files
Files relating to guard assignments. Includes ledger records or
requests, analyses, reports, change notices, and other papers
relating to post assignments.
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
16-4. Guard Service Control Files
Control center key or code records, emergency call cards,
building record, and employee identification cards.
Retention
Record copy: Retain by agency until superseded or
obsolete and then destroy.
Duplicate copies: Retain by agency until superseded or
obsolete and then destroy.
16-5. Guard Service Reports
Round reports, facility checks, service reports on interruptions
and tests, punch clock dial sheets, automatic machine patrol
charts, and registers of patrol and alarm services.
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
16-6. Insurance Reports
Reports used for the reference and generation of claims files.
Retention
Record copy: Retain by Risk Management Office for 12
years and then destroy.
Duplicate copies: Retain for 1 year and then destroy.
16-7. Key Accountability Files
Files relating to accountability for keys issued, including keys
to maximum security areas.
Retention
Record copy: Retain by agency for 3 years after
superseded and then destroy.
Duplicate copies: Retain until superseded and then
destroy.
16-8. Liability Insurance Policy Files
Insurance policy contracts between the State of Colorado and
private insurers.
Retention
Record copy: Retain by the Risk Management Office for 6
years after the contract expires then
destroy.
Duplicate copies: Retain by agency for 1 year and then
destroy.
16-9. Liability Risk Management Case Files
Case files of the reporting, investigation, and settlement of
liability claims filed against the state, colleges and
universities.
Retention
Record copy: Retain by Risk Management Office for 10
years and then destroy.
Duplicate copies: Retain by agency for 5 years and then
destroy.
16-10. Loss Control Inspection Reports
An annual self-inspection report used to identify potential
hazards within the building or on the agency property. If the
agency completes this report, it may receive a 15% discount on
its insurance premium after a follow-up survey has been
conducted. This records may also be used as evidence in defense
of a claim.
Retention
Record copy: Retain by Risk Management Office for 12
years and then destroy.
Duplicate copies: Retain until superseded and then destroy.
16-11. Personnel Security Clearance Status Files
Lists of rosters showing the current security clearance status of
individuals.
Retention
Record copy: Retain by agency until superseded or
obsolete and then destroy.
Duplicate copies: Retain by agency until superseded or
obsolete and then destroy.
16-12. Property Insurance Policy Files
Insurance policy contracts between the State of Colorado and
private insurers.
Retention
Record copy: Retain by Risk Management Office for 6 years
after the contract and then destroy.
Duplicate copies: Retain for 1 year and then destroy.
16-13. Security Logs and Registers - Individual Guard Posts
Individual guard post logs of occurrences.
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
16-14. Security Logs and Registers - Master Office
Central guard logs which are compiled from individual guard post
logs of occurrences.
Retention
Record copy: Retain by agency for 5 years and then
destroy.
Duplicate copies: Retain for 3 years and then destroy.
16-15. Visitor Control Files
Registers or logs used to record names of outside contractors,
service personnel, visitors, and employees admitted to areas, and
reports of passengers in State automobiles.
Retention
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
16-16. Visitor Control Files for Areas of Maximum Security
Registers or logs used to record names of visitors who are
admitted to areas of maximum security.
Retention
Record copy: Retain by agency for 5 years and then
destroy.
Duplicate copies: Retain by agency for 3 years and then
destroy.
last modified 12/31/04