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SCHEDULE NO. 16

General Description: Records of real property considered for acquisition or owned, sold or vacated by 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.).

See Schedule 5 Fixed Asset Records.

Records relating to acquisition, construction and sale of buildings and structures owned by the special district.

Retention: 6 years after disposition of building or structure

Conveyances of property or property rights to or from the special district, including warranty deeds, dedication deeds and similar documents.

Retention: Permanent

See Schedule 12 Encroachment Permits.

See Schedule 6 Fleet and Equipment Records.

See Schedule 5 Fixed Asset Records.

Agreements through which the special district obtains the right to use property owned by another, or through which the district grants the right to use district property to another party, for a specified period of time in exchange for the payment of rental; includes leases, subleases, assignments of leases, rental rates, terms of property use, etc. See also Schedule 5 Purchasing Records – Lease Purchase Records.

Retention: 6 years after termination of lease

Records documenting the minor maintenance, repair and upkeep of district owned facilities and property. See also Schedule 16 Work Orders – Property.

Retention: 1 year + current

Chemical Application Records

Records documenting the application of chemicals such as pesticides, herbicides and fertilizers to parks and other district property. See also Schedule 15 Health and Safety Records – Hazardous Materials Exposure.

Retention: 3 years after application

Damage Records

Records of damage to district property, including signs, trees, park facilities, buildings and fences.

Retention: 3 years after date of last action if not litigated; if litigated see Schedule 13

Inspection Records

Records documenting periodic inspection of parks and facilities to check for damage and recommend repairs and maintenance.

Retention: 2 years

Construction, renovation or other building projects on district owned property. See Schedule 7 Project Files.

See Schedule 16 Easements and Rights-of-Way.

Records pertaining to transactions for the sale or trade of land, buildings or other real property owned by the special district.

Retention: Permanent

Automated Access System Records
Records generated by automated systems to show entry and exit from secured areas by authorized persons using an electronic badge or similar system to gain entry or exit.

Retention: 1 year + current

Entry and Exit Log Sheets
Retained to document entry and exit to and from secured areas.

Retention: 1 year + current

Videotapes Related to Security

Facility Security of District Buildings

Video recordings from security cameras in public areas of district buildings.  Security setups vary and recordings may be continuous, stop-frame or random use.  In addition to visual feed, videos also show date and time indexing information.  See 3.135 for surveillance recordings made in election areas.

Retention: 30 days

Records pertaining to the planting, removal, care and inventory of trees on district owned property.

Tree Inventory

Retention: Until superseded

Records of utility and infrastructure locate requests processed by the district.

Retention: 90 days after locate is completed or determined to be the responsibility of

another jurisdiction.

See Schedule 10 Vacations – Street, Alley and Right-of-Way.

Request and authorization forms for repair or maintenance work on district owned facilities, signs, structures, etc.  

Retention: 2 years

2008 Colorado Special Districts Records Retention Schedule Main Page

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