HomeMy WebLinkAboutRes1986-074
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. Sponsored by:
Murphy
CITY OF SEWARD, ALASKA
RESOIlJTION NO. 86 -7 4
A RESOIlJTICN OF THE CITY COUNCIL OF THE CITY OF
SEWARD, ALASKA, AMENDING THE RECORDS RETENI'ION SCHEDULE OF
THE CITY OF SEWARD
WHEREAS, On June 9, 1980, the City Council approved Resolution
No. 80-29, creating a city records retention schedule; and
WHEREAS, changes in state and city regulations and an increase
in the volume of records created and received by the city ffi3.ke certain
changes to this retention schedule necessary; and
WHEREAS, Section 5.5 of the Charter for the City of Seward,
Alaska, designates the City Clerk as the custodian of the official
records of the City;
NCW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA, that:
Section 1. Resolution No. 80-29 of the City of Seward,
Alaska, is hereby repealed.
Section 2. The records retention schedule for the city of
Seward, Alaska, is hereby arrended to read as Exhibit "A", attached and
incorporated herein by reference.
Section 3. The City Clerk is hereby authorized to develop and
administer a plan whereby the municipal records of the City of Seward
which are to be retained ffi3.y be stored and secured in Seward rather than
transferred to the State of Alaska.
Section 4. This resolution shall take effect inrnediately upon
its adoption.
PASSED AND APPROIlED BY THE CITY COUNCll.. OF THE CITY OF SEWARD,
ALASKA, this 28th day of Julv , 19 86
THE CITY OF SEWARD, ALASKA
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CITY OF SEWARD, ALASKA
RESOLUTICN NO. 86-74
AYES:
NOES:
ABSENT:
ABSTAIN:
ATI'EST:
.
MEEHAN, SCHOLL & SIMUTIS
GIESELER, GILLESPIE,
NONE
BOOHER & HILTON
NONE
APPROVED AS 'ID FORM:
HUGHES, THORSNESS, GANTZ, PCMELL
AND BRUNDIN, Attorneys for the
City of Seward, Alaska
~((j~
Fre B. Arvidson, City Attorney
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Item
A-I
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A-2
A-3
A-4
A-5
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A-6
GENERAL RETENTION SCHEDULE
ADMINISTRATIVE, GENERAL
DEPARTMENT OR GENERAL TOPIC:
SCHEDULE:
A
1
1
OF
PAGE
Retention Period
Series Title & Description
Remarks
Office
Vault
Total
CORRESPONDENCE, GENERAL
Letters, memoranda and miscel-
laneous information sent or re-
ceived
2
1
3
CORRESPONDENCE, TRANSITORY
Files pertaining to purely rou-
tine functions such as inter-
office memos, reading files,
transmittal letters, appoint-
ments and schedules
1
1
DELEGATIONS OF AUTHORITY OR APPOINT-
MENT TO OFFICE
P
EXECUTIVE'S ANNUAL REPORT TO THE
COUNCIL
P
SUBJECT FILES (FUNCTIONAL)
3
10
Possible Archival Value
7
PUBLIC RELATIONS RECORDS
Speeches, press releases, clip-
pings, etc.
P
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Item
B-1
B-2
B-3
B-4
B-5
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC: CLERK AND GOVERNING BODY
SCHEDULE: B
Retention Period
Series Title & Description
Vault
Total
Office
ANNEXATION RECORDS
Petitions, Correspondence, Af-
fidavits of Publication of No-
tices, copy of ordinance and
related public hearing records
P
PAGE
1
OF 3
AUDIO/VIDEO TAPE RECORDINGS OF
MEETINGS
Includes governing body, boards,
commissions, committees and pub-
lic hearings
5
CENSUS REPORTS
P
Remarks
Archival value
Due to fragile nature of
magnetic media, this shoul
not serve as a permanent
record
T
After recording in
minutes
CHARTER AND AMENDMENTS
P
DELEGATIONS OF AUTHORITY OR APPOINT-
MENT TO OFFICE
P
Unless election is contest d
B-6 ELECTION RECORDS:
(a)
(b)
(c)
(d)
Certification of Election Returns
1
T + 1
Certification of Returns of Elec-
tion Board
P
Copy of Ballot(s)
P
Completed Voting Ballots
1
1
(e)
Declaration of Candidacy or
Nominating Petition
1
3
2
Item
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GENER~L RE1EN110N SCHEDULE
DEPARTMENT OR GENERAL TOPIC:
CIXRK AND GOVERNING BODY
PAGE 2
OF 3
SCHEDULE: ...--!L-
Retention period
RemarkS
Series Title & Description
ELECTION RECORDS (cont'd):
Election precinct Boundaries
Rejected & Questioned Ballots
Election Registers & TallybookS
Absentee Ballot Requests
INCORPORATION RECORDS
MINUTES
Otticial account ot proceedings
ot governing body, boards, com-
missions or committees
B-9 NOTICE OF MEETING AND AFFIDAVIT OF
PUBLICATION
B-IO NOTICE OF PROPOSED ORDINANCES AND
RESOLUTIONS AND AFFIDAVIT OF PUB-
LICATION
B-ll OATBS OF OFFICE
Elected and appointed officials
B-12 OFFICIAL SEAL
B-13 ORDINANCES AND RESOLUTIONS
Signed originalS
Office
Vault
Total
P
.....
1 UnlesS Election is contest d
1 1 UnlesS Election is contest d
1 1
p
p
2
1
1
P
1
p
p
p
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC:
CLERK AND GOVERNING BODY
SCHEDULE:
B
PAGE 3
OF 3
Retention Period
Item
Series Title & Description
Office
Vault
Total
Remarks
B-14 PETITIONS
Filed by individuals or groups
to request governing body action
2
3
5
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B-15 PROCLAMATIONS
1
T + 1
T Recording in minutes
B-16 PUBLIC HEARING RECORDS
A description of the subject,
public comment, turnout, and
results of the hearing
1
T + 1
T Recording in minutes
B-17 PUBLIC RELATIONS RECORDS
Speeches, press releases, clip-
pings. etc.
~
B-18 SPECIAL COMMISSION AND COMMITTEE
REPORTS
p
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Item
C-l
C-2
C-3
C-4
C-5
GENERAL RETENTION SCHEDULE
CONTRACTS AND FRANCHISES
DEPARTMENT OR GENERAL TOPIC:
SCHEDULE:
C
Retention Period
Series Title & Description
Vault
Total
Office
BID FILES
Should include specifications,
invitation to bid or request for
quotation, responses, bid ab-
stract
1
7
6
CONTRACT FILES T
Official documentation of selec-
tion of contractor and issuance
of contract. May include RFP,
affidavits of publication and
evaluation of responses. Must
include notices of award, signed
contract and amendments, contract
negotiation records, correspon-
dence and performance bonds/insur nce
7
T + 7
CONSTRUCTION PROJECT FILES
Includes specifications, plans,
progress reports, general cor-
respondence, etc.
7
T + 7
T
FRANCHISES
Official authorization granted
to a private entity to provide
public utilities or services
within the jurisdiction of the
city
7
T + 7
T
RESPONSES TO RFP'S (Not Selected)
1
2
3 or A
PAGE
1
OF
1
Remarks
T
termination or com-
pletion of contract
T = completion & final
payment
T = termination of fran-
chise agreement
A
Audit
.
.
Item
D-l
D-2
D-3
D-4
D-5
D-6
D-7
D-8
GENERAL RETENTION SCHEDULE
ENGINEERING, PUBLIC WORKS & BUILDING INSPECTION
DEPARTMENT OR GENERAL TOPIC:
SCHEDULE:
D
Retention Period
Series Title & Description
Office
Vault
BUILDING PERMITS
ENGINEER's DRAWINGS, MAPS, PLATS
Block & street maps, architectu-
ral drawings of tunnels & under-
ground vaults, maps showing sub-
surface structure of streets,
blueprints & as-built drawings of
government structures, original
street profiles showing grades,
original street opening maps, ap-
proved city maps & lot plans
GEOLOGIC DATA RECORDS
Reports relating to slides, ava-
lanches, borings & drainage, and
other subsurface conditions in-
cluding piling records
INSPECTION REPORTS
Building, electrical, plumbing, e c.
PUBLIC WORKS POLICIES & PROCEDURES
SERVICE REQUESTS
Requests for connection or dis-
connection of utility service
STREET IMPROVEMENT FILES
Recommendations, petition, action
taken, repairs, complaints, etc.
WORK ORDERS
Extension, upgrade or repair of
utilit service
PAGE 1
Total
Remarks
P
P
T
OF 1
T = until superseded
I
,
I
7
P
3
P
P
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Item
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC:
SCHEDULE:
Series Title & Description
Office
E-I0 FINANCIAL MANAGEMENT REPORTS
Monthly or Quarterly reports of
Finance Officer or Comptroller
FINANCIAL SERVICES
E
PAGE 2
OF 5
1
E-ll FINANCIAL REPORT (ANNUAL)
Report prepared by the Chief
Fiscal Officer summarizing fi-
nancial condition, activity and
balances
E-12 GRANTS
(a)
(b)
(c)
Grant Applications (Not success-
ful)
1
Grant Files -- Official documen-
tation for receipt of grant funds
from either state or federal a-
gencies. Should include grant
application, budget, project
narrative, plans of work, pro-
gress reports, records of match-
ing or in-kind contributions,
and correspondence. Contents
may depend on regulations of
source agency.
T
Retention Period
Vault
Remarks
Financial Support Records -- May
include workpapers, spreadsheets,
summaries, and other data reflect
ing the expenditure of contract
or grant funds.
Total
6
7
P
2
3
T + 3
T
Completion of project
A
A
Audit
Item
E-13
(a)
.
(b)
(c)
(d)
(e)
.
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GENERI\L RE1EN1\ON SCOEDOLE
fIN~CI~L SER~ICES
3
OF
5
PAG"E
D"EP AIl'flA"EN'f
Oil GlSN"EIlAL 'fOP1C:
SCllEDUL"E: ~
RemarkS
Retention period
'total
~ault
Series Title & uescri?tion
Office
75
-PERSONNEL flN~NCl~L RECORUS
ShoVlS
and
Em~lo ee Earnin s Reco~d --
grOSS earnings, deduct~ons,
net ?ay to each em?loyee
Em loyee ~ithhOldin E~em~tions
(~-4 )
1 3 4
l 3 4
2 \) 10
T + lO T " Termination of em?loym nt
T
(0
~
flC~ & vnem?lo ment Insurance
~
IndiVidual l'ayrol1 case fileS
uocumentS related to the em?loy-
ee' s salary; may include ?ayroll
action formS, l'ERS/TRS/SBS en-
rollment and transaction forms.
etc.
payroll ueduction & ~uthorization
ListS
~
payroll l'olicies & l'rocedures
l'a roll ~arrant Re ister -- In-
cludes check number. em?lOyee
name, net amount and cost center
coding
Records of ~ttachmentS & Garn~s-
mentS or Levies ~ ainst salar~es
7
. 6
1
-p
75
p/
T " satisfaction or termi-
nation of emplOym t
(g)
(h)
T + 7
T
(i)
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Item
GENERAL RETENTION SCHEDULE
FINANCIAL SERVICES
DEPARTMENT OR GENERAL TOPIC:
Series Title & Description
E-13 PERSONNEL FINANCIAL RECORDS (Cont'd
(j)
(k)
Savings Bond Accounting Records
Timesheets & Timecards -- Daily,
weekly or monthly record of time
(including overtime)
E-14 RECEIPTS, INVOICES & STATEMENTS
Statements for services or taxes
due, official documentation of
payment for goods or services,
fines, fees & permits
E-lS SAVINGS & INVESTMENTS
(a)
(b)
Fund Investment Records -- In-
cludes buy/sell orders, confir-
mations, safekeeping advices &
ledgers
Savings Account Records -- Pass-
books, statements & reconcilia-
tions
E-16 SUBSIDIARY LEDGERS & JOURNALS
Accounts receivable, accounts
payable, daily cash receipts,
cash disbursements, adjusting
journal entries
E-17 TAXES & ASSESSMENTS
(See next page)
SCHEDULE:
E
PAGE 4
Retention Period
Office
Remarks
Vault
Total
1
1
6
2
7
3
1
2
3
1
6
7
1
6
7
1
6
7
OF 5
/-------
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Retention pe~iod Retlla~\l.s
se~ies Title & Desc~iption Office vault 'total
Itetll
E-17 TAXES & ASSESsME~TS T + 5 T "" final payment
(a) ASsessment Dist. Records __-"In-
cl uues backg~ound, public bear-
ing notices & affidavitS of .pub-
lication. copies of resolut~ons
& ordinances. assessment rolls,
correspondence, etc. relative
to special itllprovement districtS 7
(b) ~otice of ASsessmentS 7
Reel & .e,,,..l ,'O"e<<v 'rez 5'" ementS
(c) 7
(d) Re~ortS of collection of TaReS 7
(e) Sales TaR Re~istration & Re~ortS l'
(f) ~
7
E-1\) TRA'JE"L REQUESTS & VOUCtlERS
Official documentatiOn of travel
re~uest, autbOrization & cost or
reimbursement
1 4 5
E-19 U'tI"Ll't1 BI"L"LlNG REGIS'tER
1 3 4
E-20 UTI"LIT1 DEPOSIT RECORDS
Refunded or applied depositS
1 4 5
E-21 UTl"LlT1 METER "BOORS Retain 2 years in file
1 6 7
E-22 voUCtlERS (ACcotm'tS 1'A"YAB"LE) dravJers in vault; 4 years
Official autbOrization to pay a in boReS
claim or bill \
=--=-
--
G1'.N1'.AAl 1\fl1'.N1\01I SC"1'.Jl\ll1'.
Fl~A~ClA"L SERVICES
PAGE 5
0" 5
DEl'~ 011 G"""".L "",pIC:
scR1IDUl$. ~
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Item
G-l
G-2
G-3
G-4
G-5
G-6
G-7
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC:
SCHEDULE:
PARKS AND RECREATION
G
Series Title & Description
Office
Retention Period
Vault
ACCOUNTING RECORDS
Includes rate/fee schedules, re-
ceipts, etc.
2
5
2
2
2
EQUIPMENT INVENTORY RECORDS
FACILITY USE PERMITS
1
HORTICULTURAL ACTIVITY PROJECT FILES
Includes records of landscaping
work, tree work, etc.; requests
for landscaping, design plans,
and work orders
MAPS, PLANS & DRAWINGS
Site maps of parks showing topo-
graphic features, drainage and
structures; as-built drawings
for structures; utility maps
SPORTS PROGRAM RECORDS
Includes schedules, team rosters,
tournament records, etc.
1
VOLUNTEER SERVICE RECORDS
Contains volunteer information,
evaluations, time reports and
awards
1
Total
7
T
3
T + 3
P
3
3
PAGE 1
OF 1
Remarks
Retain current listing onl
T
termination of project
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC: PERMITS & LICENSING
SCHEDULE: H
PAGE 1 OF 1
Retention Period
Item Series Title & Description Office Vault Total Remarks
H-l ABCB -- APPLICATIONS (W/O OJBECTION) 1 2 3
H-2 ABCB -- APPLICATIONS PROTESTED 2 T + 3 T issue resolved
. H-3 APPLICATIONS FOR GAMES OF SKILL & 1 2 3
CHANCE
H-4 APPLICATIONS FOR LICENSE OR PERMIT 1 2 3
(DENIED)
H-5 NON-PROFIT FUND RAISING PERMIT 1 T + 3 T expiration of permit
H-6 PERMITS FOR GATHERINGS OR USE OF 1 T + 2 T expiration of permit
PUBLIC FACILITIES
H-7 RECEIPTS FOR FEES PAID FOR PERMITS 1 6 7
OR LICENSES
H-8 REGISTER OF PERMITS ISSUED 1 9 10
. H-9 TAXICAB & VEHICLE FOR HIRE PERMITS 2 T + 5 T date business ceases
to operate
H-I0 VENDOR PERMITS 1 T + 3 T expiration of permit
.
.
Item
I-I
1-2
1-3
1-4
1-5
1-6
1-7
1-8
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC:
Series Title & Description
ACCOUNTING RECORDS
(See E-13--Financial Services)
APPLICATIONS FOR EMPLOYMENT
Not hired
ARBITRATION DECISIONS
CLASSIFICATION/RECLASSIFICATION
ACTION CASE FILES
Documents changes in job class
EEO & AFFIRMATIVE ACTION RECORDS
Compliance reports, action plans,
complaints, etc.
ELIGIBLE LISTS
Lists of qualified candidates
for positions
EMPLOYEE HISTORY CARDS
Abstract of data on each employee
such as dates of employment, pro-
motions, demotions, salary and
overall performance
GRIEVANCE CASE FILES
INDIVIDUAL PERSONNEL CASE FILES
Should contain application for
employment or resume, personnel
actions, evaluation reports,
letters of commendation or re ri-
mand and other documents related to
PERSONNEL MANAGEMENT
SCHEDULE: I
Retention Period
Office
Vault
Total
PAGE 1
OF
3
1
1
2
Remarks
#'
P
T + 2
2
3
5
T
position abolished
1
1
2
T
finals settlement of
case
P
T
5
T + 5
T
termination of employ-
ment
T
10
T + 10
.
.
Item
1-9
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC: PERSONNEL MANAGEMENT
SCHEDULE: I
PAGE
Retention Period
Series Title & Description
Total
Remarks
Office
Vault
INSERVICE & EMPLOYEE TRAINING RECOR S
Significant training should be
documented in the individual
personnel case file
10
T
T + 10
T
termination of employ-
ment
1-10 JOB CLASSIFICATION SPECIFICATIONS
Established minimum qualifica-
tions for each job or job class
and examples of duties
P
1-11 JOB DESCRIPTIONS
Description of specific duties
P
1-12 LABOR CONTRACT ADMINISTRATION RECORD
Documents negotiations with u-
nions to create or revise con-
tracts and may include the signed
contract, letters of understand-
ing, amendments and correspondenc
P
1
2
3
1-13 LEAVE RECORDS
Includes individual records of
leave accrued and used and re-
quests for leave
1-14 MASTER EXAMINATION FILE
Samples of each test or examina-
tion (oral or written) used in
the selection and rating process
for prospective employees. In-
cludes answer keys
P
ORGANIZATION CHARTS
P
2
OF
3
GfNfl\1IL l\t1fNlI ON SCl\fJ)lllf
D1<l' >a~"""~ Da """Ea>L -roPl C , PERSONNEl. l'\ANhGElfr'.NT
SCllEDULE: ..-1--
Retention period
Series Title [, Descrirtion Office \fault Total
Item
l'
1-1.6 l'ERSoN~E"L RU1.-ES, pO"LICIES [, PRO-
CEDURES
1 1. 2
1-17 RECRUITl1ENT 1)\J"L"LEllNS [, hFflDh\flTS
. OF P\JB"LIChTI0N
P
I-HI Sh"LpJt1 SCllEDU1.-ES
1 1. 2
1-1.9 !E" """"" "",,TS , ,COllE 'UEETS
hND RESU"LTS
2 3 S
1-20 ,w>1Jl1JlG coURsE DE"'U)Y"'''' llECOWS
T S T + S
1-21. mWhlR UBOR pRl\.CT1CE Co~"L&.lNTS
1-22 VlORRERS' CO~ENS&.TI0~ C"Lh111S
(see 11-6, Ris~ l1anagement)
PAGE 3
Remar~s
.
011 3
~.
.
.
Item
J-l
J-2
J-3
J-4
J-5
J-6
J-7
J-8
J-9
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC:
PLANNING, ZONING & LANDS MANAGEMENT
SCHEDULE: J
Series Title & Description
COASTAL ZONE MANAGEMENT PLANS &
AMENDMENTS
COMPREHENSIVE PLAN & AMENDMENTS
Statement of overall development
and zoning plans
COMPREHENSIVE PLAN WORKPAPERS
May include surveys, studies and
reports
CONDITIONAL USE PERMITS
DEEDS TO CITY REAL PROPERTY
EASEMENTS -- GRANTED OR RECEIVED
ENFORCEMENT CASE FILES
Documents complaints and action
taken to enforce planning & zon-
ing regulations
LAND CLASSIFICATION CASE FILES
Actions to classify lands within
the jurisdiction of the city
LEASES -- CITY IS LESSEE
Should include specifications,
invitation to bid or requests
for proposals, repsponses, e-
valuations, abstracts, lease
agreements, payment records and
correspondence
Office
Retention Period
T
1
T
Vault
7
1
7
Total
P
P
5
T + 7
P
P
2
P
T + 7
PAGE
1
Remarks
OF
T = use discontinued
T
termination of lease
G[<<[\\~L \\[1[<<1\0<< seR[DOL[
rLlJ'"NG, "ON jllG , LlJ'O' ,",NAG''''''''
OF
2
DEl' ,"~.J<ll~ oll GJ<ll"".L 'tOPIC'
SCllEDULB: .--:J-
se~ies Title & Desc~i~tion
Office
Item
J-10
l.EhSES __ ClT'i IS l.ESSOR
Sbou1d include lease ag~eementS'
,aymane "co," an' co".",n'a' ·
.
J-ll
rL,,'INe e'S' ,IL" (SUBOIVISIONS)
DocumentS e~aluation, en~~,on-
mental im~actS, ~e,mitS isSued,
and com~laintS on de~elo~ment
ot subdi~ision
J-12 TE~oR1\R'i USE 1'ER1'\.ITS
J-13 .."""CUB. ""VO'" · ",corno",
.
Retention 1'e~iod
Total
vault
T + 7
7
T
T + 10
10
T
T + 7
7
T
PAGB
2
Remarl<.s
T ~ te~mination ot lease
T ~ com~letion ot de~elop
ment
T ~ use diScontinUed
l'
Item
K-l
K-2
. K-3
K-4
.
Gf.~f.AAt Rf.1f.~nO~ seDf.D"tf.
OF 2
1'13BL IC SlI:I'ET'l
1
PAGE
D1!I'''''~1I!<l'~ OR G1l!IERAL ']'OVIC:
SCllEDULE: J-
RemarkS
Retention 1'erioa
Total
vault
serieS 1itle & Description
Office
3
2
1
l'
ALAR1'\. TEST & MAINTENpJ<CE RECORDS
BOOKING RECORDS (CORRECTIONS)
BURNING 1'ER1'\.ITS
CASE nl,ES (ORIGINAL CR'S) .
Criminal, investigative, off~cer
acciaent reportS, theftS, van-
aalism, missing persons, }Uvenil
reportS; contains original case
report, photOS' estimates of
aamage, insurance in~uiries, etc.
1
C ~ open, unsolvea caseS
l'
C
2
1
1
K-5
CASE 1"1LES, 11ISCELLANEOUS
1'ropertJ (lost & founa), impounds,
animalS, etc.
l'
2
1
1
K-6 cITATIONS
T ~ settlement of cause
for action
K-7
CRIl'lB STATISTICS
110nthlJ, computer-generated lO-
cal crime statistiCS (~ard cOPJ)
l'
T + 5
5
T
K-8
DISCll'LINAR'l ACTIOl'l 1"1LES
7
K-9 DIS1'ATCt\. J013Rl'lAL
2 5
1<.-10 DIS1'ATCt\. 1'~Ol'lE LOG
2 5
K-ll DIS1'ATCt\. RhDIO LOG
K- El1ERGENC'l SERVICES 1'LA1:1S & AHENDl'lBNT
7
l'
Gf.ME\lJ\l \\I'.1t.ll1\ OM SC~EnuLE
y\31'>L IC Sl\fET'!
PAGE 2
0" 2
D1lP~ oR aJ<l<llR!L '!:OplC:
SClllIDULE: -1:-
Retention 1'e~iod
Remat:kS
Total
Item
1<-" BQUll''''''' 1...,eTIOR REfORTS
Rose testS, hydrant testS, etc.
se~ies Title & Desc~ik'tion
Office
1 1 2
2 3 5
2 8 10
y
T 5 T + 5 T ~ life of structure
vault
.
\<.-14
\<.-15
\<.-16
lZ-17
rIRE INCIDENT REPORTS
fIRf, INSYECTlON REl'ORTS
YlRE INVESTIGl\TION REl'ORTS
rIRE DEY i\.RTl'\ENT Cl\SE YlLES
Indi~idu3l fileS, bY structure,
pro~iding 3 histOry of fire in-
spections, reportS, ~iolations,
tc.
T + 10
T ~ terminatiOn of emploY
ment or ~olunteer st3 uS
10
T
P
lZ-18 YlRE TRl\INI';:1G YlLES
EmplOyees & ~olunteers
\<.-19
INDIVIDUl\L W\STER rILES (1'ERSO~l\L
Jl\c\<.ETS)
criminal history of indi~idu3l
2
l'
T ~ final diSPosition of ehicle
1
LOG RE1'ORTS 1
\<.-20
MUTUl\L l\ID i\.GREEl'\ENTS T
. \<.-21
ROTICE TO CORP1S ""DiDR "Du.T1OR 1
\<.-22
OfnCER TRl\INING fILES T
lZ-23
\<.-24 1'ROTOGRl\1'tl & Yl';:1GERPRINT YlLES
\<.-25 VERICLE SERVICE RECORDS
3
T _ termination of emploY ent
2
T + 10
10
T
Item
L-l
.
L-2
L-3
L-4
L-5
. L-6
L-7
L-8
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC:
Series Title & Description
BID FILES
Should include specifications,
invitation to bid or request for
proposals or quotations, respon-
ses and bid abstract
EQUIPMENT MAINTENANCE RECORDS
LOGS: PURCHASE REQUISITIONS, BIDS &
PURCHASE ORDERS
Listings in numeric order showing
document number, date, amount,
department and vendor
MAILROOM LOGS & REGISTERS
Certified & registered mail
POSTAGE METER RECORDS
PROPERTY INVENTORIES
PURCHASE CONTRACTS
Official documentation regarding
the purchase of goods and ser-
vices resulting from a formal bid
PURCHASE ORDERS
Official documentation of purchas
transactions for goods or service
not on contract
PURCHASE REQUISITIONS
Departmental requests
SCHEDULE:
PURCHASING & PROPERTY MANAGEMENT
Office
L
Retention Period
2
2
T
2
2
Vault
5
5
7
5
5
Total
7
T
7
1
1
T
T + 7
7
7
PAGE 1
OF 2
Remarks
T = final disposition of
equipment
Retain current listings on y
T = termination of contrac
A'
.
.
Item
GENERAL RETENTION SCHEDULE
DEPARTMENT OR GENERAL TOPIC:
SCHEDULE:
PURCHASING & PROPERTY MANAGEMENT
L
Series Title & Description
Office
Retention Period
'Vault
L-I0 STOCKROOM INVENTORIES
1
L-ll STORES REQUISITIONS
1
L-12 SUPPLY SIGN-OUT SHEET
Departmental check-out of sup-
plies stocked in central stores
2
L-13 SURPLUS PROPERTY SALE RECORDS
Documents the disposal of prop-
erty declared to be excess or
surplus
L-14 TITLES TO MUNICIPAL VEHICLES &
EQUIPMENT
L-lS VEHICLE SERVICE RECORDS
L-16 VEHICLE USAGE REPDRTS
1
L-17 WARRANTIES & GUARANTEES ON EQUIPMENT
2
1
5
2
Total
T
3
2
7
T
T
3
T
PAGE
2
2
OF
Remarks
Retain current data only
T ~ final disposition of
vehicle or equipment
T ~ final disposition of
vehicle
T after equipment is
dropped from inventory
Item
1'\.-1
1'\.-2
. 1'1-3
1'\.-4
*,"S
.
GE~E\\~l \\E1E~no~ SLI\ElJIllE
RISK ~~AGEl1E$r
OF 1
PAGE 1
D1<P'\\~.""~ 0\\ GE"""'" ~OPlC'
ScnEDULE: ..JI..--
Series Title & Descrivtion
""elDEt<! BErORTS - ,,;RSORAL INJ"'''
,eelU,-.T BJ\PORTS __ fRoY',RT'1 u"",,CE
111'OEl.,lT1' & SURETY "BO~'OS
coverage against claims made
against citY
l~SDRANCE Cl.,Al}1S (~ot Vl/C)
l~SURANCE 1'OUC1ES
l.,iability, vehicle, fi~e, theft,
health & life, ~orKers com~en-
sation, etc.
M-6 ,,,,,,,,,,,,S' CO>Il'E"SIoTlOR eLl'lMS
Retention 1'eriod
RemarKs
'total
vault
Office
2 8 10
2 5 7
7 '1 + 7 T '" e~~iration of ~oliCY
T
10 T + 10 T '" final dis~osition of
T claim
10 T + 10 T '" e~~iration of ~olicY
T
10
8
2