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
- 10.010 Burial Records
- 10.020 Cemetery Boundary and Lot Records
- 10.030 Cemetery Financial 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
- 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