[Return to Table of Contents]

SCHEDULE NO. 10

General Description: Records pertaining to the provision of basic infrastructure and underlying public works services and systems that provide the foundation for the special district. 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.).

Records pertaining to community-wide communications systems, including cable television and telephone service. See Schedule 5 Franchise Records; Schedule 6 Communications System Licenses and Telephone System – Buildings; Schedule 12 Permit Records – Communication Tower Permits and Encroachment Permits; and Schedule 16 Easements and Rights-of-Way.

Records relating to the provision of electrical service to the community and its residents. See Schedule 5 Franchise Records and Utility Billing; and Schedule 7 Agreements and Contracts.

See Schedule 12 Permit Records – Encroachment Permits.

See Schedule 8 Governing Body as Another Decision-Making Body.

See Schedule 5 Franchise Records.

Records pertaining to the provision of natural gas service to residents of the special district. See Schedule 5 Franchise Records; Schedule 7 Agreements and Contracts; and Schedule 12 Permits – Encroachment Permits.

Maps, plans and drawings created by the district or its contractor(s) for district use, including system schematics, "as-built" drawings, topographic and planemetric maps, etc. See also Schedule 7 Maps and Drawings.

Retention: Permanent for final versions

Duplicate Copies: Until no longer needed for reference

See Schedule 7 Policies and Procedures Documentation.

See Schedule 7 Project Files.

Special District Operations on Railroad Right-of-Way

Records of license agreements, right-of-way agreements or other transactions for the district's use of the railroad right-of-way for utility line installation or other purposes.

Retention: Permanent

Railroad Crossings

Crossing plans and drawings, PUC/CDOT public hearings and rulings, reports and studies, accident records, corrective actions in relation to State inspection reports and similar documentation.

Retention: Permanent

Railroad Systems

Records pertaining to railroad systems, routes, regulations and rights-of-way for railways operating within the district.

Retention: Permanent

See Schedule 7 Regulations and Standards.

See Schedule 16 Easements and Rights-of-Way.

Records pertaining to landfills operated by the district. See also Schedule 5 Accounts Receivable for cash receipts for trash hauling etc.

Dump Tickets

Retention: 3 years

Landfill Locations

Retention: Permanent

Landfill Monitoring – Surrounding Jurisdictions

See Schedule 11 Environmental Records.

See Schedule 7 Regulations and Standards.

Records regarding street maintenance contract with Colorado Department of Transportation and other standards and policy issues relating to State highways within the district. See also Schedule 5 Government Revenue Programs and Schedule 10 Street and Traffic Operations Records.

Retention: Permanent

Records relating to the management of stormwater run-off and drainage, flooding and storm drainage basins. See Schedule 7 Project Files and Regulations and Standards and Schedule 11 Floodplain Records.

Records documenting the ongoing street system and traffic flow operations of the district.

Colorado Department of Transportation Projects

Records of roadway and signalization improvement projects on State highways located within the district. See also Schedule 10 State Highway System Records.

Retention: 6 years + current after project completion

Encroachments

See Schedule 12 Permit Records.

High Accident Locations

Records documenting accidents at locations that have a relatively high accident rate.

Retention: 6 years + current

Projects

See Schedule 7 Project Files.

Snow Removal

Records relating to the designation of snow routes, snow removal policies, and snow and ice removal programs.

Retention: 2 years after superseded

Street Cuts

See Schedule 12 Permit Records – Permits to Work in Public Way.

Street Lighting Files

Records relating to street lighting improvements, maintenance and repairs on district streets and roadways.

Retention: 6 years + current

Street and Drainage Problem History Files

See Schedule 10 Street Engineering Records.

Street Cleaning Records

Retention:  2 years + current

Traffic Marking and Signalization Files

Records documenting traffic marking and signalization projects.

Retention: 6 years + current

Truck Route Designations

Retention: 2 years after superseded

Weather Observation Records   

Data and reports relating to weather conditions impacting street and traffic operations.

Retention:  Permanent

 

Records documenting the layout and planning of streets, intersections and sidewalks, street address assignments, establishment of grades, major street construction and maintenance, street and intersection design and alignment, right-of-way acquisition, street and drainage problem histories and similar records of long-term significance. See also Schedule 1 Street Address and House Number Assignments; Schedule 7 Maps and Drawings and Project Files; and Schedule 16 Easements and Rights-of-Way.

Retention: Permanent

Bench Mark Records

Records of bench marks placed by the district or the U.S. Geological Survey to denote elevations above sea level, including record books, maps, cards and other documentation that sets out locations and monument numbers, elevation, description and related data.

Retention: Permanent

Street System Records

Documentation filed on or before December 31, 1953, with the State department of transportation by the district certifying the total mileage of streets in the district street system, certification of adoption and a map of the arterial street system, and documentation of subsequent changes in total mileage and arterial mileage shown in an annual report [CRS 43-2-125 and 43-2-132].

Retention: Permanent

See Schedule 7 Studies, Plans and Reports.

See Schedule 10 Street and Traffic Operations Records.

Records pertaining to the operation of district or privately owned transportation systems that serve district residents, such as taxicab service, bus system and paratransit service, etc.

Retention: 6 years + current

Route Maps 

Bus and paratransit transportation system route maps.

Retention:  Permanent

Duplicate Copies:  Until superseded

Disconnection Records

Records documenting the disconnection of properties from district water, sewer, power or similar utility systems.

Retention: Permanent

Installation and Connection

Records documenting installation of district utility systems or the connection of properties to water, sewer, power or similar utility systems. See also Water and Sewer Distribution and Storage System Records – Tap and Connection Records.

Retention: 2 years after disconnection, provided record of disconnection is retained permanently

Locates

Documentation of request and district action to locate underground lines in vicinity of a construction site.

Retention: 2 years

Locations

Drawings, maps, charts, indexes, plats and other documentation showing the location of utility features such as manholes, valves, shutoffs, lines and mains etc.

Retention: Permanent

Duplicate Copies: Until superseded

Records relating to the operation of the district's water and sewer distribution and storage systems. 

Agreements – Service

See Schedule 7 Agreements and Contracts.

Backflow Prevention Device Test Records

Documentation of test results on backflow prevention devices designed to protect the district water system from pollution related to substances backing into water lines.

Retention: 10 years

Cross-Connection Control Survey Records

Documentation of monitoring of potential or actual water system health hazards from pollution entering water pipes from other pipes, including address, description of protection, corrections made etc.

Retention:  1 year after disconnection or 10 years, whichever is later 

Easements and Rights-of-Way 

See 16.60, Easements and Rights-of-Way.

Emergency Plans  

See 17.50.A, Emergency Operations and Management Plans.

Maps and Drawings  

See 7.180, Maps and Drawings and Supporting Documentation.

Meter Records

See Schedule 5 Utility Billing.

Oversizing Project Records   

See 7.280, Project Files.

Projects – Distribution System Improvements

See Schedule 7 Project Files.

Sewer Inspection and Testing Records 

Records of inspections to locate problems and defects so that corrective measures can be taken.

Retention:  10 years or until superseded, whichever is shorter

Sewer Smoke Test Records

Documentation of smoke tests undertaken to verify hookup to main sewer lines, check condition of pipes or determine effectiveness of backflow prevention devices.

Retention: 10 years

Sewer Test Records  

Documentation of smoke, X-ray and other tests undertaken to verify hookup to main sewer lines, check condition of pipes or determine effectiveness of backflow prevention devices.

Retention:  10 years after completion of test

Video Inspection Records  

Records of video inspections to locate problems and defects so that corrective measures can be taken.

Retention:  Until after the next video inspection, then evaluate prior to destruction of the records to determine ongoing value

Tap and Connection Records

Records regarding the application for and issuance of water and sewer tap permits and connections between specific properties and the district utility systems. See also Schedule 10 Utility Features.

Outside Users Tap Records

Retention: 2 years after disconnection, provided record of disconnection is retained permanently

Sewer Tap Permits

Retention: 2 years after disconnection, provided record of disconnection is retained permanently

Water Tap Permits

Retention: 2 years after disconnection, provided record of disconnection is retained permanently

Utility Billing Records 

See 5.360, Utility Billing.

Utility Lines

See Schedule 10 Utility Features.

Valve Records

Records documenting installation, locations and maintenance of valves in the district water and sewer systems.

Locations

Retention: Permanent

Maintenance and Repair

Retention: 2 years

Specifications

Retention: Until valve is permanently removed from service

Water Consumption Reports

Compilations of statistics documenting daily water consumption.

Annual Reports

Retention: Permanent

Information Summarized in Annual Reports

Retention: 1 year + current

Water Distribution and Production System Records

Analysis of System

Retention: 2 years + current

Flow Measurements

Data regarding water flows collected from recording stations in streams or wells.

Retention: 1 year

Reports – Distribution and Production Systems

Retention: Permanent

Water Conservation Records 

Records of activities that promote and coordinate the efficient use of water resources within the special district; i.e., educational and outreach efforts, reports, etc.  See also 12.290.P.8, Water Use Restriction Records.

Retention:  5 years + current, then evaluate for continuing value prior to destruction of records

Water Line Maintenance and Repair Records

Documentation of maintenance and repair of district owned water lines.

Records Requiring Engineering Stamp

Retention: 2 years after water line permanently removed from service

Other Records

Retention: 2 years

Water Pressure Measurements

Retention: 6 years + current

Water Storage Inspection Reports

Retention: 6 years + current

Water System Inspection and Testing Records  

Video Inspection Records

Records of video inspections to locate problems and defects so that corrective measures can be taken.

Retention:  Until after the next video inspection, then evaluate prior to destruction of records to determine ongoing value

Water System Test Records

Documentation of tests undertaken to verify connections, check condition of pipes, etc.

Retention:  10 years after completion of test

Water Use Restriction Records 

Complaints and Supporting Documentation

See 7.80 Complaints, Routine Service Requests and Nonbinding Petitions.

Notices of Restrictions

Notices of water use restrictions imposed by the special district because of restrictions on water supply.

Retention: 1 year + current

Records relating to the treatment of water or sewage at district owned and operated facilities.

Analytical Reports

Records relating to analysis of samples taken from various locations throughout the system and from raw and processed sources of supply.

Bacteriological Quality Analysis

Samples collected for laboratory testing for various contaminants that are naturally present in the environment. 

Retention: 5 years + current [40 CFR 141.33]

Chemical and Radiological Analysis

Verifications of water quality at various sampling points to determine the presence of radionuclides from the decay of natural and manmade deposits and the erosion of natural deposits. 

Retention:  10 years + current [40 CFR 141.33] 

Chlorination Reports 

Retention:  10 years + current

Lead and Copper Analysis

Tests to determine the levels of lead and copper resulting from the corrosion of household plumbing systems, the erosion of natural deposits and leaching from wood preservatives. 

Retention:  12 years + current [40 CFR 141.91] 

Secondary Contaminants

Tests to determine the levels of inorganic and volatile organic contaminants. 

Retention:  10 years + current [40 CFR 141.33] 

Sewage Plant Composite Samples

Retention: 5 years + current [40 CFR 141.33]

Sewage Tests – Weekly

Retention: 5 years + current [40 CFR 141.33]

Water Test Standards

The districts's standards for water testing. 

Retention: 5 years + current

Water Turbidity Reports

Documentation of analysis of water samples to determine level of cloudiness caused by suspended particles resulting from soil runoff. 

Retention:  10 years + current  

Annual Reports

Reports created on annual basis documenting water and wastewater treatment operations.

Retention: Permanent

Consumer Confidence Report

Annual report delivered to consumers as required by the National Primary Drinking Water Regulations.

Retention: Permanent¹²

Corrective Actions – Noncompliance

Documentation of actions taken by the district to correct violations of primary drinking water regulations.

Retention: 3 years after last action [40 CFR 141.33]

Discharge Permits and Monitoring

Documentation of pollution and effluent discharged from the special district wastewater treatment facilities and reports submitted in conjunction with permit compliance; permits issued under the Clean Water Act to the special district by the Colorado Department of Public Health & Environment or Environmental Protection Agency/National Pollution Discharge Elimination System (NPDES) for discharge of treated sewage under controlled conditions. 

Inspection Records

Documentation of annual inspections of wastewater treatment operations to monitor compliance with NPDES permit conditions.

Retention: Permanent [40 CFR 122.2]

Odor Complaints 

Retention:  2 years + current

Permits

Retention: Permanent [40 CFR 122.2]

Supporting Documentation

Retention: 5 years + current

Equipment

Maintenance and Calibration Records

Documentation of maintenance and calibration of equipment and instruments used in testing and monitoring of water and wastewater treatment operations.

Retention: Life of equipment

Sand Trap Inspections

Retention: Life of equipment

Industrial Pretreatment Permits

Permits and permit modifications issued by the district to private industries allowing the discharge of specific pollutants under controlled conditions.

Retention: Permanent

Operator Records

Records of certifications and training for water and wastewater operating personnel. See Schedule 15 Employee Records.

Operational Reports

Filter Plant Logs

Daily information regarding plant operations.

Retention: 5 years + current

Plant Capacity Records

Retention: 1 year + current

Projects – Treatment System Improvements

See Schedule 7 Project Files.

Sanitary Surveys of System

Written reports, summaries and communications by the district, its agents or State and Federal agencies.

Retention: 10 years [40 CFR 141.33]

Sludge Application Records

Documentation of placement of approved sites and the surface application of sewage sludge to approved sites.

Domestic Septage Application

Retention: 5 years [40 CFR 503.17]

Permits

Retention: 6 years after expiration

Preparation and Application of Sludge

Records relating to preparation of sewage sludge and the application by the district of sewage sludge to approved sites.

Retention: 5 years [40 CFR 503.17]

Surface Disposal Site Placement

Retention: By person who prepares the sludge, for as long as sewage sludge remains on the land [40 CFR 503.20]

Variances and Exemptions

Retention: 5 years after expiration [40 CFR 141.33]

Water Meter Reading Sheets

See Schedule 5 Utility Billing.

Water Quality Studies

See Schedule 7 Studies, Plans and Reports.

Records pertaining to source of supply of raw (untreated) water for the district, including records relating to adjudication, acquisition, dedication and transfer of water shares and water resources and records relating to the district's water storage system.

Water Offers 

Records relating to water offers made to the special district and offers from the special district relating to the rental or purchase of water from others.

Retention:  Until offer is accepted or rejected

Ditch Records 

Records relating to gauging station and visual monitoring of ditch flows and conditions.

Irrigation (Ditch) Company Records

Water stock assessments and seasonal rental of surplus irrigation water.

Retention: 6 years + current

Reservoir, Dam and Lake Records

Records relating to the construction, repair and maintenance, monitoring and capacity of district owned and controlled water storage reservoirs, dams and lakes.

Retention: Permanent

Construction and Capacity Records 

Records relating to the construction, repair and maintenance and capacity of district owned and controlled water storage reservoirs, dams and lakes.  See also 7.280, Project Files.

Retention:  Life of reservoir, dam or lake + 1 year

Dam Monitoring and Inspection Records 

Dam safety inspections and monitoring data and reports.

Retention:  Life of dam + 1 year

River and Stream Records

Augmentation plans, river flow observations, adjudication of priorities of use and similar records relating to surface water rights.

Retention: Permanent

Flow Measurements 

Data reported to the State Engineer's Office regarding water flows, collected from recording stations in streams or wells.

Retention:  1 year

Hydrologic Data – Rivers and Streams 

Raw data collected from field gauging stations established to monitor river and stream flows diverted by special districts.

Retention:  5 years + current, provided that data is compiled into a report that is retained permanently

Surface Water Rights Records 

Augmentation plans, river flow observations, adjudication of priorities of use and similar records relating to surface water rights.

Retention:  Permanent

Studies and Reports

See Schedule 7 Studies, Plans and Reports.

Underground Water Rights and Supply

Records relating to underground aquifers, water wells and similar records.

Retention: Permanent

Water Associations

See Schedule 7 External Groups and Agencies.

Water Conservancy Districts

Records relating to temporary use permits and cancellations and permanent allotment contracts for the use of water through agencies such as the Northern Colorado Water Conservancy District (NCWCD).

Retention: Permanent

Water Court Records 

See 10.310.A, Acquisition, Sale and Transfer Records.

Water Decree Accounting  

Records retained as required by the State Engineer or Water Court to track the use of water under a decree.

Retention:  Permanent

Water Modeling and Forecasting Records 

Records relating to projections of future water needs and supplies for the special district.

Retention:  Permanent

Water Policies, Regulations and Standards

Records pertaining to district policies, standards and regulations regarding issues such as the dedication of water rights or cash in-lieu-of water rights, water metering, rate adjustments, plant investment fees, water quality, raw water rental, water conservation, etc. See also Schedule 7 Regulations and Standards and Policies and Procedures Documentation.

Retention: Permanent

Water Quality Monitoring Records 

Biological Protection Plans

See 7.380, Studies, Plans and Reports.

Environmental Audits and Biological Assessments

Records of environmental and biological audits, assessments and studies relating to water quality monitoring of the special district's watershed.

Retention:  30 years

Water Quality Modeling and Forecasting Records

Analyses of future water quality issues and projections of possible water quality scenarios.

Retention:  Permanent

Water Quality Studies

See 7.380, Studies, Plans and Reports.

Water Rental or Leasing Records 

Records relating to water stock assessments and seasonal rental of surplus irrigation water by the special district.

Retention:  6 years + current

Water Stock Certificates

Documents issued to the district by water companies as proof of an ownership interest in the company.

Retention: Permanent

Weather Records 

Weather Modification Records

Records of cloud seeding projects conducted by the special district or its agents.

Retention:  Permanent

Weather Observation Records

Reports on weather, river, snow pack and climatological observations affecting water supply.

Retention:  Permanent

Weather Sensor Calibration and Testing Records

Documentation of testing and calibration of district weather sensors to ensure accuracy

Retention:  Life of equipment + 1 year

Well Location Records

Records pertaining to adjudication, installation, testing and use of water wells and abandonment of water wells.

Retention: Permanent

Well Permits

Records pertaining to the application and approval process for permits for drilling and use of water wells for district water supply uses.

Retention: Permanent

2008 Colorado Special Districts Records Retention Schedule Main Page

Services We Provide

Colorado State Archives