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