Municipal Records Management Manual

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

40.110 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 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

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 and Museum Records

70.010 Library Records

70.020 Museum 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