Municipal Records Retention Manual

Introduction

 

SCHEDULE 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

SCHEDULE 10. Cemetery Records

  • 10.010 Burial Records

  • 10.020 Cemetery Boundary and Lot Records

  • 10.030 Cemetery Financial Records

SCHEDULE 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 20. Entities Appointed by Municipality

  • 20.010 Agendas and Supporting Documentation

  • 20.020 Appointments and Resignations

  • 20.030 Bylaws

  • 20.040 Goals and Work Plans

  • 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 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 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

SCHEDULE 35. Fleet and Equipment Records

  • 35.010 Equipment Records in General

  • 35.020 Fuel Use Records

  • 35.030 Maintenance and Safety Records – Vehicles and Equipment

SCHEDULE 40. General Administrative Records

  • 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

SCHEDULE 45. Governing Body Records

  • 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

SCHEDULE 50. Historic Preservation Records

  • 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

SCHEDULE 55. Information Technology and Communication Systems Records

  • 55.010 Communication and Technology Systems Records

  • 55.020 Reserved

  • 55.030 Disaster Preparedness and Recovery Plans – IT

  • 55.040 Reserved

  • 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

SCHEDULE 60. Infrastructure 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

SCHEDULE 65. Land Use and Planning 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

SCHEDULE 70. Library, Museum and Other Repository Records

  • 70.010 Library Records

  • 70.020 Museum and Other Repository Records

SCHEDULE 75. Licenses and Permits

  • 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

SCHEDULE 80. Litigation and Legal Counsel Records

  • 80.010 Claims

  • 80.020 Criminal Case Files

  • 80.030 Legal Communications

  • 80.040 Litigation Case Records

SCHEDULE 85. Municipal Court 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

SCHEDULE 90. Personnel Records

  • 90.010 Affirmative Action Records

  • 90.020 Agreements and Contracts – Employment

  • 90.030 Benefit Records

  • 90.040 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

SCHEDULE 95. Property Records

  • 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

SCHEDULE 100. Public Safety Records

  • 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

SCHEDULE 105. Risk Management Records

  • 105.010 Insurance Records

  • 105.020 Security Records – Municipal Facilities

Common Records Records Managment Documents