Municipal Records Retention Manual

Introduction

SCHEDULE NO. 05  - BUILDING AND STRUCTURE RECORDS

  • 05.010 ADDRESS HISTORY FILES
  • 05.020 APPLICATIONS FOR BUILDING PERMITS
  • 05.030 BUILDING AND DEMOLITION PERMITS
  • 05.040 BUILDING REVIEW BOARD CASE FILES
  • 05.050 CERTIFICATES OF OCCUPANCY
  • 05.060 CONSTRUCTION DRAWINGS AND PLANS
  • 05.070 INSPECTION RECORDS
  • 05.080 REGISTERS AND LEDGERS – BUILDING PERMITS
  • 10.010 BURIAL RECORDS
  • 10.020 CEMETERY BOUNDARY AND LOT RECORDS
  • 10.030 CEMETERY FINANCIAL RECORDS

SCHEDULE NO. 15  - ELECTION RECORDS 

  • 15.010 ABSENTEE VOTER RECORDS
  • 15.020 BALLOT ISSUE COMMENTS
  • 15.030 BALLOTS
  • 15.040 CAMPAIGN REPORTS AND STATEMENTS
  • 15.050 COMPLAINTS AND SUPPORTING DOCUMENTATION – H.A.V.A.
  • 15.060 COORDINATED ELECTION RECORDS
  • 15.070 ELECTION EQUIPMENT RECORDS
  • 15.080 ELECTION HISTORY FILES
  • 15.090 ELECTION JUDGES RECORDS
  • 15.100 MAIL BALLOT ELECTION RECORDS
  • 15.110 MAPS – ELECTION
  • 15.120 NOMINATION RECORDS
  • 15.130 NOTICES OF ELECTION
  • 15.140 OATHS AND AFFIDAVITS
  • 15.150 PETITIONS – BALLOT MEASURES AND RECALL
  • 15.160 POLLING RECORDS
  • 15.170 RECEIPTS AND ACCOUNTING FORMS
  • 15.180 SURVEILLANCE RECORDINGS – ELECTION AREAS
  • 15.190 TABULATION AND ELECTION CERTIFICATION RECORDS

SCHEDULE NO. 20 ENTITIES APPOINTED BY MUNICIPALITY 

  • 20.010 AGENDAS AND SUPPORTING DOCUMENTATION
  • 20.020 APPOINTMENTS AND RESIGNATIONS
  • 20.030 BYLAWS
  • 20.040 GOALS AND WORK PLANS20.050 MEMBER LISTS
  • 20.050 MEMBER LISTS
  • 20.060 MINUTES AND SUPPORTING DOCUMENTATION
  • 20.070 NOTICES – MEETINGS
  • 20.080 OATHS OF OFFICE
  • 20.090 RECOMMENDATIONS, FINDINGS AND SUPPORTING DOCUMENTATION
  • 20.100 RECORDINGS OF MEETINGS

SCHEDULE NO. 25 - ENVIRONMENTAL RECORDS 

  • 25.010 ENVIRONMENTAL MONITORING AND REVIEW
  • 25.020 HAZARDOUS WASTE STORAGE AND TRANSPORT RECORDS
  • 25.030 MATERIAL SAFETY DATA SHEETS (MSDS)
  • 25.040 S.A.R.A. TIER II REPORTS – SUBMITTING FACILITY'S COPY
  • 25.050 STORAGE TANKS – REGULATED SUBSTANCES
  • 25.060 TOXIC SITES

SCHEDULE NO. 30 FINANCIAL RECORDS

  • 30.010 ACCOUNTS PAYABLE (A/P) RECORDS
  • 30.020 ACCOUNTS RECEIVABLE (A/R) RECORDS
  • 30.030 ASSET RECORDS
  • 30.040 AUDIT RECORDS
  • 30.050 BANK RECORDS
  • 30.060 BANKRUPTCY AND FORECLOSURE RECORDS
  • 30.070 BOND ISSUE RECORDS
  • 30.080 BUDGET RECORDS
  • 30.090 FEE AND RATE SCHEDULES AND SUPPORTING DOCUMENTATION
  • 30.100 FINANCIAL GUARANTEES
  • 30.110 FRANCHISE RECORDS
  • 30.120 GRANT RECORDS
  • 30.130 IMPROVEMENT DISTRICT RECORDS
  • 30.140 INVESTMENT RECORDS
  • 30.150 LEDGERS AND JOURNALS
  • 30.160 LOAN RECORDS
  • 30.170 PURCHASING RECORDS
  • 30.180 REBATE PROGRAM RECORDS
  • 30.190 TAX COLLECTION RECORDS
  • 30.200 TAX REPORTING RECORDS
  • 30.210 UTILITY BILLING RECORDS
  • 35.010 EQUIPMENT RECORDS IN GENERAL
  • 35.020 FUEL USE RECORDS
  • 35.030 MAINTENANCE AND SAFETY RECORDS – VEHICLES AND EQUIPMENT
  • 40.010 ADMINISTRATIVE PROCEEDINGS RECORDS
  • 40.020 AFFIDAVITS OF PUBLICATION
  • 40.030 AGREEMENTS AND CONTRACTS
  • 40.040 AWARDS AND HONORS
  • 40.050 CALENDARS
  • 40.060 CHARTERS AND SUPPORTING DOCUMENTATION
  • 40.070 CODE BOOK RECORDS
  • 40.080 COMMITTEES – INTERNAL
  • 40.090 COMPLAINTS, ROUTINE SERVICE REQUESTS AND NONBINDING PETITIONS
  • 40.100 CORRESPONDENCE AND GENERAL DOCUMENTATION
  • 40.105 DONOR RECORDS
  • 40.110 EVENT RECORDS
  • 40.120 EXTERNAL GROUPS AND AGENCIES
  • 40.130 FORMS – BLANK
  • 40.140 HOUSEKEEPING FILES
  • 40.150 INTELLECTUAL PROPERTY RECORDS 
  • 40.160 LEGISLATION AND REGULATORY ACTIONS – EXTERNAL
  • 40.170 MAILING AND DISTRIBUTION RECORDS 
  • 40.180 MAPS, DRAWINGS AND SUPPORTING DOCUMENTATION
  • 40.190 MAPS – INFORMATIONAL
  • 40.200 OPEN RECORDS REQUESTS AND SUPPORTING DOCUMENTATION
  • 40.210 ORGANIZATION FILES
  • 40.220 POLICIES AND PROCEDURES DOCUMENTATION
  • 40.230 PROGRAM RECORDS
  • 40.240 PROJECT FILES
  • 40.250 PUBLIC RELATIONS RECORDS
  • 40.260 PUBLICATIONS
  • 40.270 RECORDS FINDING AIDS
  • 40.280 REFERENCE FILES
  • 40.290 REPORTS
  • 40.300 RETENTION SCHEDULES AND COMPLIANCE CERTIFICATES
  • 40.310 RULES, REGULATIONS AND STANDARDS
  • 40.320 SPECIAL DISTRICT RECORDS
  • 40.330 STUDIES, PLANS AND REPORTS
  • 40.340 SURVEYS CONDUCTED BY MUNICIPALITIES
  • 40.350 WORKSHEETS, DRAFTS AND OTHER PRELIMINARY WORKING MATERIAL
  • 40.280 REFERENCE FILES
  • 45.010 AGENDAS AND SUPPORTING DOCUMENTATION
  • 45.020 APPOINTMENTS
  • 45.030 BYLAWS
  • 45.040 COMMITTEE RECORDS – GOVERNING BODY
  • 45.050 GOALS AND WORK PLANS
  • 45.060 GOVERNING BODY AS ANOTHER DECISION-MAKING BODY
  • 45.070 LIST OF MEMBERS
  • 45.080 MEMBER RECORDS
  • 45.090 MINUTES AND SUPPORTING DOCUMENTATION
  • 45.100 NOTES TAKEN AT MEETINGS
  • 45.110 NOTICES OF MEETINGS
  • 45.120 ORDINANCES AND SUPPORTING DOCUMENTATION
  • 45.130 PROCLAMATIONS
  • 45.140 RECORDINGS OF MEETINGS
  • 45.150 REMOVAL FROM OFFICE – INITIATED BY GOVERNING BODY
  • 45.160 RESOLUTIONS AND SUPPORTING DOCUMENTATION
  • 50.010 ARCHAEOLOGICAL AND HISTORICAL SITE RECORDS
  • 50.020 COMMUNITY AND MUNICIPAL HISTORIES
  • 50.030 COMMUNITY RECORDS
  • 50.040 LANDMARK AND HISTORIC DESIGNATION
  • 50.050 NEWSPAPERS AND NEWS CLIPPINGS – LOCAL
  • 50.060 PHOTOGRAPHIC RECORDS WITH HISTORICAL VALUE
  • 50.070 RECORDS OLDER THAN 1900
  • 50.080 SCRAPBOOKS
  • 55.010 COMMUNICATION SYSTEMS RECORDS
  • 55.020 COMPUTER SYSTEM RECORDS
  • 55.030 DISASTER PREPAREDNESS AND RECOVERY PLANS – IT
  • 55.040 ELECTRONIC RECORDS IN GENERAL
  • 55.050 ELECTRONICALLY STORED INFORMATION (ESI) DATA MAPS
  • 55.060 PROJECT RECORDS – INFORMATION TECHNOLOGY AND COMMUNICATION SYSTEMS
  • 55.070 TELEVISION SYSTEM RECORDS – MUNICIPALLY OPERATED
  • 55.080 WEBSITE AND INTRANET RECORDS
  • 60.010 ELECTRIC SERVICE
  • 60.020 LOCATE REQUESTS
  • 60.030 SOLID WASTE MANAGEMENT
  • 60.040 STORMWATER DRAINAGE SYSTEM RECORDS
  • 60.050 STREET AND TRAFFIC OPERATIONS RECORDS
  • 60.060 TRANSPORTATION SYSTEM RECORDS
  • 60.070 VACATIONS – STREET, ALLEY AND RIGHT-OF-WAY
  • 60.080 WATER AND SEWER DISTRIBUTION AND STORAGE SYSTEM RECORDS
  • 60.090 WATER AND SEWER TREATMENT SYSTEM RECORDS
  • 60.100 WATER SOURCE OF SUPPLY RECORDS
  • 65.010 ANNEXATION CASE FILES
  • 65.020 CENSUS AND POPULATION RECORDS
  • 65.030 DEVELOPMENT CASE FILES
  • 65.040 ECONOMIC DEVELOPMENT RECORDS
  • 65.050 REFERRALS FROM OTHER JURISDICTIONS
  • 65.060 VARIANCE AND EXEMPTION CASE FILES
  • 65.070 VIOLATIONS – LAND USE CODE
  • 65.080 ZONING RECORDS
  • 70.010 LIBRARY RECORDS
  • 70.020 MUSEUM AND OTHER REPOSITORY RECORDS
  • 75.010 BONDS – LICENSES AND PERMITS
  • 75.020 LICENSES AND PERMITS – ISSUED BY THE MUNICIPALITY
  • 75.030 LICENSES , PERMITS AND SUPPORTING DOCUMENTATION – ISSUED TO THE MUNICIPALITY
  • 75.040 REGISTERS – LICENSES AND PERMITS
  • 80.010 CLAIMS
  • 80.020 CRIMINAL CASE FILES
  • 80.030 LEGAL COMMUNICATIONS
  • 80.040 LITIGATION CASE RECORDS
  • 85.010 APPEAL RECORDS
  • 85.020 BONDS AND SUPPORTING DOCUMENTATION – COURT
  • 85.030 CASE FILES
  • 85.040 DOCKET SHEETS
  • 85.050 EVIDENCE
  • 85.060 JURY RECORDS
  • 85.070 PROBATION FILES
  • 85.080 RECORDINGS OF COURT PROCEEDINGS
  • 85.090 REGISTERS AND INDEXES
  • 85.100 WARRANTS
  • 90.010 AFFIRMATIVE ACTION RECORDS
  • 90.020 AGREEMENTS AND CONTRACTS – EMPLOYMENT
  • 90.030 BENEFIT RECORDS90.040 BONDS – PUBLIC OFFICIALS
  • 90.050 COLLECTIVE BARGAINING RECORDS
  • 90.060 DRIVER'S LICENSE VERIFICATIONS
  • 90.070 EMPLOYEE RECORDS – ACTIVE AND TERMINATED
  • 90.080 EMPLOYEE RECORDS – TEMPORARY AND SEASONAL
  • 90.090 EMPLOYMENT VERIFICATIONS
  • 90.100 GRIEVANCES
  • 90.110 HEALTH, MEDICAL AND SAFETY RECORDS
  • 90.120 I-9 FORMS
  • 90.130 JOB RECRUITMENT RECORDS
  • 90.140 PAYROLL RECORDS
  • 90.150 PENSION AND RETIREMENT RECORDS
  • 90.160 POLYGRAPH RECORDS – WORKPLACE INVESTIGATIONS
  • 90.170 STATE OF COLORADO NEW HIRE REPORTING COMPLIANCE
  • 90.180 TRAINING INFORMATION
  • 90.190 UNEMPLOYMENT INSURANCE
  • 90.200 VOLUNTEER WORKER RECORDS
  • 90.210 WORK SCHEDULES
  • 90.220 WORKERS' COMPENSATION
  • 95.010 ACQUISITION, SALE AND TRANSFER RECORDS
  • 95.020 DEEDS AND DEDICATIONS AND SUPPORTING DOCUMENTATION
  • 95.030 EASEMENTS AND RIGHTS-OF-WAY AND SUPPORTING DOCUMENTATION
  • 95.040 LEASES AND SUPPORTING DOCUMENTATION
  • 95.050 MAINTENANCE, UPKEEP AND DAMAGE RECORDS
  • 95.060 PARKS
  • 100.010 AMBULANCE LICENSING AND OPERATION RECORDS
  • 100.020 ANIMAL CONTROL
  • 100.030 DISPATCH RECORDS
  • 100.040 EMERGENCY PLANNING AND RESPONSE
  • 100.050 FIRE AND RESCUE RECORDS
  • 100.060 HAZARDOUS MATERIALS ENFORCEMENT RECORDS
  • 100.070 IMMIGRATION STATUS REPORTING RECORDS
  • 100.080 POLICE RECORDS
  • 105.010 INSURANCE RECORDS
  • 105.020 SECURITY RECORDS – MUNICIPAL FACILITIES

Appendices