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Home My WebLink AboutRes1993-007 . . . Sponsored by: Murphy CITY OF SEWARD, ALASKA RESOLUTION NO. 93-007 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING THE RECORDS RETENTION 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, on July 28, 1986, the City Council approved Resolution No. 86-74 which amended the city records retention schedule to accommodate changes made in state and city regulations regarding records retention; and WHEREAS, further changes to regulations and an increase in the volume of records created and received by the city necessitates additional changes and additions to the retention schedule; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. Resolution No. 86-74 of the city of Seward is hereby repealed. Section 2. The records retention schedule for the city of Seward, Alaska, attached and incorporated herein by reference, is hereby amended. 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, may be stored and secured in Seward rather than transferred to the State of Alaska. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 25th day of January, 1993. THE CITY OF SEWARD, ALASKA ~ u)-. C~ Dave W. Crane, Mayor . . . CITY OF SEWARD, ALASKA RESOLUTION NO. 93-007 AYES: NOES: ABSENT: ABSTAIN: Bencardino, Crane, Darling, Krasnansky, Sieminski, Swartz & White None None None A TIEST: APPROVED AS TO FORM: Perkins Coie, Attorneys for the city of Seward, Alaska 7 r-v-tI III duw.- Fred B. Arvidson City Attorney (City Seal) . -0 ~ (0 t (/) "'6 ?; .~ (..) . (1) 'S -0 (1) J5 (/) c: o .~ t: ~ ~ ~ -0 ~ o u (1) ex. r-~c() 00\ 00\ , ...... co _ 0\ I.!) 6('.1 -z.~ CIO 0:;) 'oP C ':;)10 --> o ~ 0::. E -0 Q) b ~ 0- :l C") ~ - ...... o -0 G) en .- ~ ct . CITY ~^'ARD GENERAL RE~ON SCHEDULE TABLE OF CONTENTS . DeDartment or General TODic Schedule PaQe ADMINISTRATIVE, GENERAL ...................................... A .. . . . . . . . . . . . . . . . . . . .. 1 CLERK AND GOVERNING BODY .................................... B . . . . . . . . . . . . . . . . . . . . . . 2 CONTRACT AND FRANCHISES ..................................... C . . . . . . . . . . . . . . . . . . . . . . 5 ENGINEERING, PUBLIC WORKS AND BUILDING INSPECTION. . . . . . . . . . . . . . . . D . . . . . . . . . . . . . . . . . . . . . . 7 FINANCIAL SERVICES ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E .. . . . . . . . . . . . . . . . . . . . . 9 LEGAL AND LITIGATION ......................................... F ..................... 15 PARKS AND RECREATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 . . . . . . . . . . G . . . . . . 0 . . . . . . . . . . . . 0 0 16 PERMITS AND LICENSING. . . . . . . . . . . . . . 0 . . . . . . . . . . . . . . . 0 . . . . . . . . . H . . . . . . . . . . . . . . . . . . . 0 0 17 PERSONNEL MANAGEMENT ........................... 0 . . . . . . . . . . I .................... 0 18 PLANNING, ZONING AND LANDS MANAGEMENT. . . . . . . . . . . . . . . . . . . . . . . . J ..................... 21 PUBLIC SAFETY .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . K . . . . . . . . . . . . . . . . . . . . . 23 PURCHASING AND PROPERTY MANAGEMENT. . . . . . . . . . . . . . . . . . . . . . . . . . L ................... 0 . 26 RISK MANAGEMENT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . M . . . . . . . . . . . . . . . . . . . . . 28 DOCKS AND HARBORS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . N . . . . . . . . . . . . . . . . . . . . . 29 SEWARD GENERAL HOSPITAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 . . . . . . . . . . . . . . . . . . . . . 30 . . . GENERAL RETENTION SCHEDULE CITY OF SEWARD I DEPARTMENT OR GENERAL TOPIC: ADMINISTRATIVE GENERAL SCHEDULE A Page I of I Item Series Title and Retention Period Remarks Ref. Description Office Vault Total A-I CORRESPONDENCE, GENERAL 2 I 3 Letters, memos & misc. sent or received A-2 CORRESPONDENCE, TRANSITORY I I Files pertaining to purely routine functions such as interoffice memos, reading files, transmittal letters, appointments and sched- ules A-3 DELEGATIONS OF AUTHORITY OR AP- P POINTMENTS TO OFFICE A-4 EXECUTIVE'S ANNUAL REPORT TO THE P COUNCIL A-5 SUBJECT FILES (FUNCTIONAL) 3 7 10 Possible Archival Value (Re- view) A-6 PUBLIC RELATIONS RECORDS P Speeches, press releases, clippings, etc. O(P~Rl~BI1 OR GBI(R~lI0PIC' ~ Page 1 o~ 3 SC\-IEOllLE ~ RemarKS Retention period \tem Series lit\e and \laU\t lota\ oescription Office Ret p 2 B-1 p..GENOp..S P p..rchi\la\ \la\Ue 6-2 p..NN(1J>..I\ON RECOROS . b petitiOns. cofll'Spondenee. atMa"" " p. d lication" notices. coP~ 01 oldlnanee {eiate oue to ~ragi\e nature o~ mag- pub\iC nearing records 5 ~UOiOl'iiO(O 1 ~p( RECOROil'lGS Of ~((\- netic media. this sMU\d not 6-3 seNe as a permanent record \NGS . inci.des g."e,nlng \JQd~. boatdS. commIS- sions. _mlttees and p.bilc heanng5 p 6-A cH~SllS REPOR1S P 6-5 C\-Ip..R1ER p..NO p..t-AENOt-AEN1S 2 4 6 p..pOC Regu\ation COl'lfllC1 Of 1l'lIER(5\ SI~1E~(l'lIS 6-6 P 6-7 O(l(G~1I0l'lS Of ~U1CiORI1'I OR ~p- PO\Nlt-AEN1S 10 Orr\CE 6-B ELEC1\ON RECOROS: P a 6a\\ot summaf'l statements P b 6a\\ot5 tCop'I of) 1 1 c 6a\\ots - \}oted 1 1 A.bSentee 6a\\ot Requests d . . G(l'l(R~l R(\(l'l1l0l'l SCCi(OUl( C\Ti Or s(\/'Jp..RO .., . . GENERI\L RETENilON SCrlEOULE cli'{ or st.'NI\RO DEPARllAEN1 OR GENERAL 10PIC, ~ Page 2 0' 3 SCrlEOULE ~ Retention period Remar\<.s Item Series iitle and Ret oescription O<<ice 'Jault iotal 6-8 ELECilON RECOROS (continued) p certlfi..... 01 Elecli- ~eturns bY 600- e lion _rds (~.sults ol .eel> precinct1 p , Oft\cia\ resu\ts of e\ection i + 1 i -;;;; I\'ter recording in minutes Unoft\cia\ ResU\ts of e\ection 1 g 3 Oool.relion ol CendldeCV or NOll\!nelill!l 1 2 h petition p i E\ection precinct Boundaries 1 UnlesS election is contested ! Re\ected & QuestiOned Ba\\ots 1 UnlesS election is contested E\ection Registers & la\\'1bOO\<.s 1 \\ P 6-9 INCORPORl\ilON RECOROS P 6-10 MINUiES . OIflcla! account 0\ proceedings 0\ gO'lemlng bodY, boalds, commissions Of commIttees 2 N011CE OF lAEt:1ING AND AFfIOAVI1 of 1 1 6-11 PU6L1Cl\iION P NOIlCE of PROPoSEO OROINANCES ANO 1 6-12 RESOLU1\ONS 8. AFfIOAVI1 OF PUIlLlCAIION P 6-13 Ol\irlS Or OrrlCE \ Elected and appointed o<<icials - . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 4 DEPARTMENT OR GENERAL TOPIC: CLERK AND GOVERNING BODY SCHEDULE B Page 3 of 3 Item Series Title and Retention Period Remarks Ref. Description Office Vault Total B-14 OFFICIAL SEAL P B-15 ORDINANCES AND RESOLUTIONS P Signed originals B-16 PETITIONS Filed by individuals or groups to request gov- 2 3 5 erning body action B-17 PROCLAMATIONS 1 T + 1 T == Recording in minutes B-18 PUBLIC HEARING RECORDS 1 T + 1 T == Recording in minutes A description of the subject, public comment turnout, and results of the hearing B-19 PUBLIC RELATIONS RECORDS P Speeches, press releases, clippings, etc. B-20 SPECIAL COMMISSION & COMMITTEE RE- P PORTS B-21 RECORDS RETENTION P Schedule, Destruction Authority, Lists of Records Destroyed :.J . . GENERP-.L Rt.lEN1\ON SC\1EOllLE C\T'{ Of SEW P-.RO OEP ~R1\11EN1 OR GENERAL 10PIC, COIl'TR"etS l'lIO fMIIC\\\SES page 1 o~ 2 SC\1EOllLE 9- Retention period Retnar\<.s \tem series 1it\e and Ref. oescription Office vault 10ta\ C-l BIOIREQUES1 fOR PROPOS~L fiLES a con"act ""orded - see C-2 (RespOnsive bid ti\ed in contract ~i\e) 3 or P-. P-. :::: p.,udit 1 2 b Re\ected bids/RfP's 5 contract not aV4arded 2 3 c 1+7 1 :::: termination or comp\etion 1 7 C-2 CON1RP-'Cl f\LES o~ contract. Re\JieW ~or archi- OIIidal doCumentation of selection of con- \Ja\ \Ja\ue. contracts to design trac\Of and issuance 01 con""ct. \IIaV In- or construct a pub\iC ~aci\ity dude RfP Of bid, alUd",its of publlcetion shou\d be retained lor me o~ and ",aluation of IOSpOlIses. RfP Of bId ~aci \ ity . shOuld inc\ude speci~ications, Quotation. . fesponse, bid abStract. \IIus'lnclude notices of ...",d, signed contract and amendments Of c\1Bnge ofde<5, contract negot\atlon fe- cords, correspondence and pertormance bonds/insurance C-3 CONS1RUC1\ON PROJECl f\LES p,ogress ,e""""' gene'o\ CO"..""... 1 7 1 + 7 1 :::: comp\etion and ~ina\ pay- a ment dence, etc. specifications and plans p b - -~ v DEPAR1lAElH OR GENERAL 10PIC, COtl'TR"'crs ",NO fR","CHISe$ page 2 of 2 SC\1EDULE C series Tit\e and Retention period RemarKs \tem Ref. oescription Office "au\t Tota\ 1 7 1+7 1 ::: termination of franchise C-4 fRI\t'lC\-I \SES agreement Olfrci., .uthal'Z.t'on gr.nted to · pfl.'" entil'/ to proVide public utilities Of services within the iurisdiction of the ci'roJ . . GEt'lERI\L Rt.lEt'lI\Ot'l SC\1EDULE C\1'( Of SEW I\RD . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 7 DEPARTMENT OR GENERAL TOPIC: ENGINEERING. PUBLIC WORKS & BUILDING INSPECTION SCHEDULE D Page 1 of 2 Item Series Title and Retention Period Remarks Ref. Description Office Vault Total D-l BUILDING PERMITS P D-2 ENGINEER'S DRAWINGS, MAPS, PLATS P Block & street maps, architectural drawings of tunnels and underground vaults, maps showing subsurface 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 D-3 GEOLOGIC DATA RECORDS T T = until superseded Reports relating to borings, slides, avalan- ches and drainage, and other subsurface conditions including piling records D-4 INSPECTION REPORTS 7 Building, electrical, plumbing D-5 PUBLIC WORKS POLICIES & PROCEDURES P D-6 SERVICE REQUESTS 3 Requests for connection or disconnection from utility service D-7 STREET IMPROVEMENT FILES P Recommendations, petition, action taken, re- pairs, complaints, etc. . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 8 DEPARTMENT OR GENERAL TOPIC: ENGINEERING. PUBLIC WORKS & BUILDING INSPECTION SCHEDULE D Page 2 of 2 Item Series Title and Retention Period Remarks Ref. Description Office Vault Total D-8 WORK ORDERS P Extension, upgrade or repair of utility service ~ - OEPAR1MEN1 OR GENERAL 10PIC, f\NAIICIAL SERVICES Page 1 of 6 SCHEOULE g \tem series T\t\e and Retent\on period RemarkS Ref. oescr\pt\on Office 'iau\t Tota\ E.-1 i\UOI1 RE.POR1S P Report.s prepared either b';/ externa\ or inter- nal sources showing results and recommen- dations E.-2 i\UOI1 WORKPi\PE.RS 1 2 3 E.-3 BILLS Or Si\LE 1 6 7 Official documentation of transaction be- tween cit';/ and bu';/ers E.-4 Bi\NKING RE.COROS 1 6 7 8anl< statements. cancelled chaGlo;. checl< stubS or copies, deposit slips, checK regis- ters, reconciliation worKsheets E.-5 Bi\NKRUP1C'( NOilCES 1 4 5 E.-6 BONO Si\LE. RECOROS & lRi\NSCRIP1S P E.-7 BONO i\NO COUPON REGIS1ER 1+7 1 "" final pa';/ment Numeric listing of bonds and coupons E.-8 BONOS i\NO COUPONS (Ci\NCELLEO) 1 + 7 1 "" final pa';/ment (-9 BOOKS Or ORIGINi\L E.N1R'( P General ledger/iournal, re\lenue ledger/iourn- aI, e){penditure ledger/iournal . GENERi\L REiEN110N SCHEOULE. cl1'( Or SE.Wi\RO . 9 ---------- - OEP~R1MUli OR GUIER~L 10PIC, flllANCIAL SERVICES page 2 01 6 SC\-\EO\.llE g. Retention period RemarKs \tem series lit\e and Ref. oescr\pt\on Office VaU\t 10ta\ 2 p E-10 6\.lOGEI FlOal OIl"'ating & capital budge\S applO'ied b'! the city counci\ 1 2 6\.lOGEI 'NORKP~PERS . . 1 E-11 oralt. I nstfllctlons. worl<sheets. prel' IT\,nal'i budgets, agenc'! requests 6 7 f\1I~IICI~L M~II~GEMEII1 REPOR1S 1 E-12 Month\'! or Quarter\'! reports of finance Oirector or Coll\ptro\\er p E-13 r\NM"C\~l REPORl (~NN\.l~U . RI)\lO~ prepared bY the cole!. Fiscal Off,cer sUlT\lOartzlng financial cond'bOll. acbVllY and ba\ances E-14 GR~N1S 3 1 2 a Grant app\\Cations Not successfU\ I . GENER~l RElEN1\ON Sc\-\EO\.llE c\1'{ Or SE'Nf\RO . lU -------- DEP~RWEN1 OR GENER~L 10PIC, f\1IM1C\Al SER~\CES {'age 3 o~ 6 SC\-\(O\JL( E RemarKS Re\eo\iOO period ser\es 1'\\\e aod \\em "au\\ 1'o\a\ oescr\P\\OO Office Ret. (-11\- GRI\.N1S \..continued) 1 1+3 1 "" cO{lw\etion o~ pfO\ect b Grao\ tUes . OIflcial doCu",entatiOl\ lor _,p' 01 g",n' lunds II"'" el,",,1 s,ate or tede",1 agencies. ShOuld include glan' application. budget. ploiecl nallative. plans 01 work,. plO!less ll>i'ons retonls 01 ",ateili ng or In-\<I nd cOl\- '''bUti~ns and COllespondence. COn,ents ",aj depend on ,egulatiOl\S 01 SOUlce agen- Cy. 3+1\. I\. "" I\.udit c f\oaoc\a\ support. records Ma'i Include wori<P"pelS. splll"dSneetS. su",,,,alles. and ot\I<l' date "llecIl ng 'ile ""- pendi'u" 01 cQl\tTac\ 01 \!lam lunds. 3 d Reveoue Shar\Og records (-15 PERSONNEL f\N~NCI~L RECORDS 50 a Emp\o'lee Earo\Ogs Records . Sil,,"s \!lOSS "Inlngs. deducbOl\s. and ne' pa-y to each emp\o-yee 1 3 I\- E"'ploy.. VlI\lliloldin9 "".",pllon- b W-A: 1 3 I\- \ c Emp\O'ler cop'/ ot 'tJ-2. . . GENER~L RElEN110N scrtEDULE crN Of S(WI\.RO ~ 1<:' - DEPAII1MElH Oil GEllEAAL 10PIC, f\NAliCI",L 5EI\'IICE5 page 4- ot 6 SC\-\l:.DU LE e. Retention period Remar\(S \tent series lit\e and Ref. oescription Office VaU\t 10ta\ E-15 \'ERSO~~EL f\~J\~C\J\L RECOROS {continued) 4- e.mp\O~er cop~ ot VJ-2 1 3 c 10 flC'" &. unemplO'/",ent Insu,ance ~epor\s 2 8 d 1 + 10 1 -;: termination ot emp\o-yment \ndMdua\ pa~ro\\ case fUes 1 e D(lCll",en\$ ret",,", to the emplOyee'S salal'/; ma'I include payroll aclion \o""s, PEIIS enro\\ment and transaction torms. etc. 7 p8'j\'oll Deduction &. jl,Uthorizalion Us\S 1 6 t 10 pa~ro\\ \.ea"e Accrua\ Records g \' h pa~ro\\ po\\cies & procedures 7 pay,oll p,oieet ~epot\S lCotlIpu'"' ptintOU\$) \ 50 i pa~ro\\ VJarrant Register Includes checK numbel, employee name, net amount and cost center coding 7 staff time re\ated to projects proieet 5U",,,,al"/ ~eCOl'dslcomputer plint- \( outs) 1+7 1 -;: satlstaction or termination ~ecolds 01 jl,ttacl"ns"'" &. Gatnlsb",entS 1 \ ot emp\o-yment or \.e"ies Against salaries . GE~ERJ\L Rt.lEN1\ON sc\-\EOULE C\1'{ Of SE\NJ\RO . ~ OEP~R,Mun OR GEl'lEAAl ,OPIC, f\,,~ClAl SEI\VlCES ?age 5 oi 6 SCr\EOIJ\.E ~ ReR\arKS Retention period series 1it\e and \teR\ 'Jau\t 10\8\ oescription Office Ref, E.-15 PERSOl'll'lEl nl'l~l'lCI~l RECOROS lcontinued) 1 :3 4- m 1iR\esheets and 1iR\eCards . oail~, ",eekN Of """,,"I~ fecofd of h",e, inc\uding overt.ime 1 2 :3 REWP'S, 1l'l~OICES 8. S,~,EMEl'l'S .. E-16 S\aternenl> lof se",lces Of ,,,,,es due, oll,c..1 dOCU"",n'ation of pa~"",n' \Of goods Of .. se",ices, lines, lees and pef",11> (i.e., u'li'''J pa-yment receipts) E-11 Sf\\J\NGS f\NO \N\JE.S1MEN1S 1 6 7 fund \n\lestR\ent Records . . a Includes bu~lsell oroer.;, confirmations, saIe- \C.eeping advice and \edgers 1 6 7 b Sa \lings ~ccount Records .' . passlJOOl<S' sta,e",enl> and feconc,l..Mns 1 6 7 SUBSIOI~R~ lEIlGERS ~l'lO JOURl'l~lS . (-18 ~ccOllnl> fecelvable, aCCOUnl> pa~abie, da\\~ cash ",celpls, cash dISbmse",enl>, adlushng iourna\ entries \ . . GEl'lER~l R8El'l1l0l'l SCtlEOUUo C\1'( Of SE.'-Nf\RO ~ 1.'t . . GENER~L RE1EN110N SC\-\EO\JLE C\1'l Of SE'N~RO ocPAR1t.\Un OR GcllcRAL 10PIC, flllllllCIAl SER'/ICES page 6 o~ 6 SC\-\EO\JLE g Retention period Remar\ts \tem series lit\e and Ret. oescription Office '1au\t 10ta\ E-19 lp.XES ~NO ~SSESSMEN1S 1 -I- 5 1 "" ~inal pa'jtnent A.ssessment Oistrict Records. . a Includes bacl<glOUnd, pUblic "..r,,\g nobces 8< alfldavils 01 publication, copies ol_lu- tions 8< ordinances, assess"",nt rolls, corre- spOndellce, etc. relati.e to special impr""e. tnent districts 1-1-5 1 "" tinal pa'jtnent b Notice ot A.ssessments p consists o~ records prior to c Tax A.ssessment RO\\S 1964. current records re- tained b'J Kenai peninsula Borough. 1RAV8- RcQUE$1S AIlO VOUC\4cRS 7 (-20 Olflclal documentation 01 \l1l'Iel reQuest, aut\lOriZlltlOn and cost or reimbursement 5 \JIILI\{ BILLING REGIS1ER 1 4 E-21 4 \JIILlI'l OEPOS\1 RECOROS 1 3 E-22 Re~unded or applied deposits 5 \JIILlI'l ME1ER BOOKS 1 4 E-23 7 Retain 2 'jears in ~ile drawers 'JO\JC\-\ERS (~CCO\JN1S pr-,. 'I ~BLE). . 1 6 E-24 in \fault; 4 'jears in boxes Official authOrization to pfO} a claim or bIll - Pt~~R1Mtt-l1 OR Gtt-ltR~L 1P~IC' LEG~ ~O unGA1\ON page 1 o~ 1 sc\-\EO\JlE E Reenar\(S Re\en\\on period series 1\\\e and \\een 'Vau\\ 10\a\ Ret. oescr\p\\on Office P f-1 CrY'l p..i10R~E'l OPI~IO~S. . Ollicial intefll!elatiO!" ,.ga!d,ng ~uest,,)ns 01 legal "&tits O! liabilities affecbng o?Orabng depattments or the ci'r-/ counCil 2 3 5 f-2 lEGp..L p..m-AI~IS'Rp..'IO~ f\LES Corr"'p""dence and (epotts related III tl>e legal ""ieW 01 cit'i lunctiOllS such as bOlId ~sues, insurance, otdinanceS, contracts, grants. claims ~or damages. etc. , ,+ 10 ' "" ~inal settlement f-3 LlIIGp..1I0~ Cp..SE fILES {C\\JIL) pocuments civil actions b~ the local gOVe!n- ment O! against tl>e local go,,,,,nment and inciudes wO!l<\la?O(S' co~ies 01 coUlt dOCu- , "" completion/resolution o~ ments and correspondence , ,+ 10 1~\JES,IGp..,\\JE fILES .' issue f-4 Includes !e~uests to! investigatiOn, woriC papers. and ~inal repotts 1 2 3 t-I011ct 10 COM~L~ ~t-IP/OR ~10iJ\110t-l f-5 REPOR'S . . GEl'tAAL RtTtt-l110t-l sctltoULt CI1'l Of SEWp..RO ----- OEP~R1t<1ElI1 DR GEI'lEAAL 10PIC, I'M\KS 1\110 RECReAlIOII Page 1 o~ 1 SC\-\EOULE q Remar\(S Retent\on per\od ser\es 1'\t\e and \tem l' ota\ oescr\pt\on Office 'Jau\t Ret. 2 5 7 G-l (:..ccou\'rnNG RECOROS . Includes rarellee schedules, r_plS, etc. I Retain current \isting on\-y G-2 EQUIPt<lEI'l1 II'l~EI'l10R~ RECOROS 1 2 3 G-3 f(:..C\L\T'{ USE PERMnS 1+3 I :::: teHnination o~ pro\ect G-4 ~OR1ICUL 1UR~L ~ClNITl PROJEC1 fiLES Includes records 01 landscaping worl<, ~ wor\<, etc.; le<tueslS lor landscaPIng, desIgn p\ans and worK orders P G-5 M(:..PS, pv.NS ANO ORAW\NGS . 51'" maps 01 pa"" shoWing ~aph\c. tealureS drainage and structUres; as-bUIll drawings ~or structures; uti\it'Y maps 1 2 3 G-6 SPORIS PROGRM~ RECOROS tncludes schedules, team {OStelS, \!)I1ma- ment records, etc. 2 3 \JOLUNIEER SER\J\CE RECOR?S . 1 G-7 eontains volun",e' intormabon, eValuatIOns, time reports and awardS . . GEI'lEAAL RETEI'l1101'l SC~EOULE Cn^{ Of SEWARO . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 17 DEPARTMENT OR GENERAL TOPIC: PERMITS AND LICENSING SCHEDULE H Page 1 of 1 Item Series Title and Retention Period Remarks Ref. Description Office Vault Total H-l ABCB APPLICATIONS (NO OBJECTION) 1 2 3 H-2 ABCB APPLICATIONS (PROTESTED) 2 T+3 T = issue resolved H-3 APPLICATIONS FOR GAMES OF CHANCE AND 1 2 3 SKILL H-4 APPLICATIONS FOR LICENSE OR PERMIT 1 2 3 (DENIED) H-5 BED AND BREAKFAST PERMITS 1 T+3 T = date business ceases to operate H-6 CAMPER PARK & EMPLOYEE CAMPGROUND 1 T+2 T = date business ceases to PERMITS operate H-7 PERMIT FOR GATHERINGS OR USE OF PUB- 1 T+2 T = expiration of permit L1C FACILITIES H-8 RECEIPTS FOR FEES PAID FOR PERMITS OR 1 6 7 LICENSES H-9 REGISTER OF PERMITS ISSUED 1 9 10 H-lO TAXICAB & VEHICLE FOR HIRE PERMITS 2 T+5 T = date business ceases to operate H-ll CHAUFFEUR'S LICENSE 1 2 3 H-12 TERMINAL USE/DOCK PERMITS T T+5 T = expiration of permit DO' ^Rlt.1Un OR GENER^L lDPIC, PERSONNEL JAAllAGEt.lEtl'l SCHt.OULE t page 1 of 3 \tem Series T\t\e and Retent\on period Remarks Ref. oescr\pt\on Office '1au\t T ota\ ACCOUN11NG RECORDS (See E_15__financial sef\Jices) 1-1 APPLlCAIIONS fOR EMPLO'{MENl 1 1 2 (Not hired) 1-2 ARB\1RAIION DECISIONS P 1-3 CL/>.SSIFIC^ 110NlRECLI'SSIf\CA liON ^ClI0N 1+2 1 '"' position abolished CASE fILES Documents changes in iob class 1-4 EEO ^ND ^Ff\RJA^1NE M:\ION RECORDS a comp\\ance reports P b A.ct\on p\ans, comp\a\nts, etc. 2 3 5 1-5 ELlGIBILlT'f L1S1S 1 2 3 Lists of Qualified candidates for positions 1-6 EMPLO'{EE HIS10R'{ CARDS P Abstract of data on each employee such as dates of emplOyment, promotions, demo- tions, salary and overall performance 1-7 GRIEVANCE CASE fILES 1 5 1+5 1 '"' final settlement of case . ~ . GENERAL RE1ENIION SCHEDULE C\1'{ Of SEWARD ...... 18 \l(p~R11A(!l1 OR G(!l(R~l 10PIC, PEI\SONNEl t.Wl~GEMEN1 Page 2 ot 3 Sc\-\ED\JLE \ Retnar\ts Retention period Series 1it\e and \tetn 'lau\t 1ot.a\ Ref. DescriptiOn ottice \ "'" tennination ot etnp\o'}tnent 1 25 \ -\- 25 I!lOWIOU~l P(RSO!l!l(LC!>.S( fll(S \-8 SI>O"la contiln appl'- \Of e!llploymenl 01 lesU!lle, po_nel ac\Ions, evaluatlOll leport> Iette<' 0\ CO!ll!llenaaoon 01 ",pn- !lIana ~nd _ dotUment> lelated to elll' \ "'" tertnination ot etnp\o'}tnent plO'}rnent \ 25 1 -\- 25 I!lS(R~IC( ~!l0 (IAPlO~(( 1RM!lI!lG RI'- \-9 CORDS d' Sign,icant uaining should be d.otUmente In toe indi\JidUa\ personnel case t,le P 1-10 JOB ClASSIfIC~ 110!l SP(ClflC~ 110!lS (stablished !lIini!llU!ll qua\d,catl()\\S \01 each iob 01 iob clasS and ""a!llples 01 duties P \-11 JOB DESCRIP\IONS .' . Description ot speclhc dutIes P \-12 lABOR CO!l1R~C1 ~01A1!lIS1R~110!l RECORDS .' \lotUmen\> negotiabOllS WIth un'OIIS to Cle. ate 01 ""ise conuaclS and !lIlfi include the signed conuact, letle" 01 undelStand,ng, atnendtnents and correspondence . . G(!l(R~l R(\(!l110!l SC\1(OUl( C\1'l Or SE'N p..RD ., DEPARTMENT OR GENERAL TOPIC, PERSOIIIIEL t.4A1I",GEMEKT =----- - SC\-\EDULE l Page 3 of 3 Item Series Title and Retention period RemarkS Ref. Description Office Vault Total 1-13 LEAVE RECORDS 1 2 3 Includes individual records of leave accrued and used and requests for leave 1-14 MAS1ER EXAMINAlION fiLE P Samples of each test or examination (oral or written) used in the selection and rating pro- cess for prospective employees. Includes answer keys 1-15 ORGANllAlION C\-\AR1S P 1-16 PERSONNEL RULES, POLICIES AND PROCE- P DURES 1-17 RECRUnMENl BULLElINS AND AfflDAVnS 1 4 5 Of PUBLlCAlION 1-18 SALAR'< SC\-\EOULES P 1-19 lESl ANSWER S\-\EElS AND SCORE S\-\EElS 1 1 2 AND RESUL1S 1-20 lRAINING COURSE DEVELOPMENl RECORDS 2 3 5 1-21 UNfAIR LABOR PRAClICE COMPLAIN1S 1 5 1 + 5 1-22 WORKERS' COMPENSAlION CLAIMS (See M-7, Risk Management) . GENERAL RElENlION SC\-\EDULE CII'< Of SEWARD . 20 . \tet1\ Ret. J-l J-2 J-3 J-I\. J-5 J-G J-7 . Gtt-ltRAl REltt-l110t-l set! tOUlt crT'~ Of SEWP-.RO ~ ~., DSM"NAGEMENl OtPARlt.\tt-l1 OR Gtt-ltRAll0PIC' PlANNING ZON\ pall" 1 012 SC\-lEOULE J. . . d Ret1\af\{S d Retent\on pef\O sef'ies l'it\e an Desc<Ip\\on Olllce "ault 10\81 P COAS1Al rot-lt t.\At-lAGtt.\tt-l1 PLl't-lS At-lO P-.MENOMEN1S COt.\PRtt!tt-lSNt pLl't-l At-lO At.\tt-lOt.\8'lIS Stal.",.nl 01 o,.rall d.,.,O\lmenl and tonlOg p\ans COt.\PRWtt-lSNt pLl't-l WORl\PAPtRS t.\a~ includ. su",.'I5' studies and ,.pOrtS CONO\1\ONP-.L USE PERM\1S OEEOS 10 C\1'{ REP-'L PROPERI'( \J>Stt.\tt-l1S __ GRAt-l1tO OR RtctNtO ENfORCEMENl CP-'SE f\LES . Oocu",.n\); camplain\); and act",n ta..n 10 .nlo,ee planning and toning ,.gulallons Ll't-lO CLl'SSlflcA110t-l cAst f\Lt:S . . . ActiOllS 10 class~ lands ,,,thin the ,unsdlc- tion 01 the city Ltp..SES - C\1'{ \S LESSEE. .' . IncludeS specilicetions, In",ta\elOn 10 bid 0' 'e<lUes\); \0' p(OpOSals, ,.spOIl'"" ...Iua- tiQl\S, absITactS, leas. agreemen\);, pa~"'''''' records and correspondence P 5 1 ::;::. use discontinued 7 1+7 P P 2 1 1 1 P 7 1+7 1 ::;::. termination 01 \ease 1 J-B J-9 . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 22 DEPARTMENT OR GENERAL TOPIC: PLANNING. ZONING & LANDS MANAGEMENT SCHEDULE 4 Page 2 of 2 Item Series Title and Retention Period Remarks Ref. Description Office Vault Total J-lO LEASES - CITY IS LESSOR T 7 T+7 T = termination of lease Includes lease agreements, payment records, insurance and correspondence. May include requests for proposals, responses, evalua- tions or abstracts J-ll PLATTING CASE FILES (SUBDIVISIONS) T 10 T + 10 T = completion of development Documents evaluation, environmental im- pacts, permits issued, and complaints on development of subdivision J-12 TEMPORARY USE PERMITS T 7 T+7 T = use discontinued J-13 VARIANCES, WAIVERS AND EXCEPTIONS P ~ 23 DEP^RTMEIlT OR GEIlEAAL TOPIC, ~UC SAfEIT SCHEDULE K page 1 of 3 \tem Series Tit\e and Retention period Remarks Ref. Description Office Vault Tota\ \<.-1 Ji.LARM lESl & MJi.IN1ENJi.NCE RECORDS 1 2 3 \<.-2 BOOKIIlG RECORDS &. LOGS (CORRECTIOIlSI P \<.-3 BURNING PERM\1S 1 \<.-4 CJi.SE FILES (ORIGINJi.L CR'S) C P C := open, unsolved cases Criminal. investigatiVe, officer accident re- ports, thefts, vandalism, missing persons, iuvenile reports; contains original case re- port, phOtos, estimates of damage, insur- ance inquiries, etc. \<.-5 CASE FILES, MISCELLANEOUS 1 1 2 Propert'l (lost & found), impounds, animals \<.-6 C\1Ji.lI0NS - POLICE 1 1 2 \<.-7 CRIME S1Al1S11CS P Monthly, computer-generated local crime statisticS (hard coPY) \<.-8 CRIMIIl^L HISTORY FILES (Original BooI<ings1 P Individual Master Files \<.-9 DISCIPLlNJi.R'( AC110N FILES 1 5 1+5 1 := settlement of cause for action \<.-10 DISPA1CH JOURNAL P \<.-11 DISPA1CH PHONE LOG 2 5 7 . . GENERJi.L RE1EN110N SCHEDULE CIH OF SEWARD . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 24 DEPARTMENT OR GENERAL TOPIC: PUBLIC SAFETY SCHEDULE K Page 2 of 3 Item Series Title and Retention Period Remarks Ref, Description Office Vault Total K-12 DISPATCH RADIO LOG 2 5 7 K-13 EMERGENCY SERVICE PLANS/AMENDMENTS P K-14 EQUIPMENT INSPECTION REPORTS 1 1 2 Hose tests, hydrant tests, etc. K-15 FIRE INCIDENT REPORTS 2 3 5 K-16 FIRE INSPECTION REPORTS 2 B 10 K-17 FIRE INVESTIGATION REPORTS P K-1B FIRE DEPARTMENT CASE FILES T 5 T+5 T = life of structure Individual files, by structure, providing a history of fire inspections, reports, violations, etc. K-19 FIRE TRAINING FILES T 10 T + 10 T = termination of employment Employees and volunteers or volunteer status K-20 LOG REPORTS 1 1 2 K-21 MUTUAL AID AGREEMENTS T P T = termination of agreement K-22 NOTICE TO COMPLY AND/OR VIOLATION 1 2 3 ...- OEP~R1IAE\'l1 OR GE\'lER~L 10PIC, ~ ?age 3 of 3 SCHEDULE ~ Re\eo\\OO per\od Remarks ser\es ,\\\e aod \\em ,o\a\ Ref. oescr\P\\OO Office 'lau\\ 1 10 1 -\- 10 1 "'" termination of emp\o'Jment \<.-23 OFF\CER lRP-.\N\NG F\LES ? \<.-24 P\101QGR~P\1 " f\\'lGERPR\\'l1 fILES 1 1 "'" fina\ disPosition of venic\e \<.-25 \/EH\CLE SER\/ICE RECORDS or eQUipment \ . GENERf>.L Rt.1EN1\ON SCHEDULE Cn'! OF SEWf>.RD . <-~ OEP~R1t,\B,1 OR GENEAAl10PIC, ~ ~ page 1 of 2 sc\-\EDllLE \" Retent\on per\od RemarkS ser\es 1\t\e and \tem Ref. oescr\pt\on Off\ce 'Jau\t 10ta\ L-l 61D fILES See schedule C-l 1 1 :::: final diSPosition of equip- L-2 EQUIPt,\EN1 t,\~IN1EN~NCE RECORDS ment loGS, PURC\\~SE REQUIS\110NS. 610S ~NO 2 5 7 L-3 PllRC\-\f\SE ORDERS . Us\IOll'in numenc oldel .hO""ng dOCumenl numbel. d.... .mounl. dep.Mlenl 8< vendol 1 L-A t,\~llROOt,\ loGS ~NO REGIS1ERS cett'lfied and registered mall 1 L-5 POS1f\GE MEiER RECORDS 1 Retain current listings onl,; L-6 PROPERi'< IN\lH-HORIES 7 1+7 1 :::: termination of contract 1 L-7 PllRC\-\f\SE CON1Rf\C1S . OIflci.1 documentation _,dlng Il>e pu{Cha- .e of good' .nd ..TVie<' ,.suiting 1(Ol\\ · 101- mal bid 5 7 2 L-B PllRC\-\f\SE ORDERS Offici.1 documentation 0\ pun:nase ".o"c- tioo' \o! good' o! .eTVices 001 on conwe\ \ . GH-\ERf\L R8EN110N Sc\-\EDllLE Cli'< Of SEWf\RD . . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 27 DEPARTMENT OR GENERAL TOPIC: PURCHASING & PROPERTY MANAGEMENT SCHEDULE L Page 2 of 2 Item Series Title and Retention Period Remarks Ref, Description Office Vault Total L-9 PURCHASE REQUISITIONS 2 5 7 Departmental requests L-lO STOCKROOM INVENTORIES T Retain current data only L-ll SUPPLY SIGN-OUT SHEET 1 1 2 Departmental check out of supplies stocked in central stores L-12 SURPLUS PROPERTY SALE RECORDS 2 5 7 Documents the disposal of property declared to be excess or surplus L-13 TITLES TO CITY VEHICLES/EQUIPMENT T T = final disposition of vehicle or equipment L-14 VEHICLE SERVICE RECORDS T T = final disposition of vehicle L-15 VEHICLE USAGE REPORTS 1 2 3 L-16 WARRANTIES AND GUARANTEES ON T T = after equipment is dropped EQUIPMENT from inventory . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 28 DEPARTMENT OR GENERAL TOPIC: RISK MANAGEMENT SCHEDULE M Page 1 of 1 Item Series Title and Retention Period Remarks Ref. Description Office Vault Total M-l ACCIDENT REPORTS - PERSONAL INJURY 2 8 10 M-2 ACCIDENT REPORTS - PROPERTY DAMAGE 2 5 7 M-3 DISASTERS (NATURAL OR MAJOR) A Review for archival value Documentation and history of disasters in the city such as earthquake, fire, flood, etc. M-4 FIDELITY AND SURETY BONDS T 7 T+7 T = expiration of policy Coverage for claims made against the city M-5 INSURANCE CLAIMS (Not Worker's Compensa T 10 T + 10 T = final disposition of claim tion) M-6 INSURANCE POLICIES T 10 T + 10 T = expiration of policy Liability, vehicle, fire, theft, health & life, worker's compensation, etc. M-7 WORKERS' COMPENSATION CLAIMS 2 8 10 . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 29 DEPARTMENT OR GENERAL TOPIC: DOCKS & HARBORS SCHEDULE N Page 1 of 1 Item Series Title and Retention Period Remarks Ref. Description Office Vault Total N-l ADVERTISING DIRECTORY APPLICATIONS 2 3 5 Applications received for advertising in the Seward Harbor Marine Service Directory N-2 BERTH LIST & WAITING L1STIYEAR END 2 8 10 N-3 MOORAGE APPLICATIONS 5 5 Permanent and Transient N-4 MOORAGE/SLIP WAITING LIST 25 25 N-5 SLIP ASSIGNMENTS & CANCELLATIONS 2 8 10 N-6 SLIP CORRESPONDENCE 1 2 3 N-7 USE LOGS - Record of use of floats, electricity, 7 7 & yards N-8 USE FORMS AND CALENDARS 5 5 Used for grid, boat lift, pumps, dock use . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 30 DEPARTMENT OR GENERAL TOPIC: SEWARD GENERAL HOSP'TAL SCHEDULE 0 Page 1 of 2 Item Series Titte and Retention Period Remarks Ref. Description Office Vault Total 0-1 CORRESPONDENCE, GENERAL 1 2 3 0-2 CONTRACT FILES See Schedule C T 7 T+7 T = termination of contract 0-3 REGISTERS OF BIRTH, SURGERY, DEATH P 0-4 MEDICAL RECORDS P 0-5 RADIOLOGY FILMS 7 7 0-6 FINANCIAL RECORDS a Audit Reports P b Audit Workpapers 1 2 3 c Bank Records See Schedule E-4 1 6 7 d Budget Workpapers 1 1 2 e Financial Reports 1 6 7 Annual, Quarterly, Monthly f Books of Original Entry P General ledger/journal, revenue & expendi- ture journal g Subsidiary Ledgers and Journa's 1 6 7 Accounts receivable, payable, daily cash receipts, cash disbursements, adjusting journal entries . . GENERAL RETENTION SCHEDULE CITY OF SEWARD . 31 DEPARTMENT OR GENERAL TOPIC: SEWARD GENERAL HOSPITAL SCHEDULE 0 Page 2 of 2 Item Series Title and Retention Period Remarks Ref. Description Office Vault Total 0-6 FINANCIAL RECORDS CONTINUED h Accounts Payable 2 5 7 0-7 PERSONNEL RECORDS a Applications for Employment 1 1 2 Not hired b Employee Personnel Files T 25 T + 25 T = termination of employee c Employee Withholding Exemptions 1 3 4 d Employer Copy of W-2 1 3 4 e Job Descriptions P f Salary Schedules P g Time Sheets 1 3 4 h Travel Requests 1 6 7 0-8 POSTAGE METER RECORDS 1 1 0-9 PURCHASE ORDERS 1 6 7 0-10 STORES REQUISITIONS 1 2 3