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HomeMy WebLinkAbout21 Schedule 80 - Litigation and Legal Counsel Records75-6 Schedule 75 — Licenses and Permits Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §80.010 General Description: Records pertaining to claims, lawsuits and advice received from legal counsel. 80.10 CLAIMS A. Claim Notifications Records of notifications of claims regarding potential lawsuits that are forwarded to legal counsel and/or the insurance carrier. Retention: 6 years after closure of claim B. Medical Records - Personal Injury Claims Medical records that provide supporting documentation needed for resolution of personal injury claims. Retention: Until claim is resolved, then evaluate for continuing value prior to destruction 80.020 CRIMINAL CASE FILES Files used by prosecutors to conduct trials against persons charged with criminal misdemeanors, including citations, police reports, driving records, complaints, subpoenas, motions, judgments and related records. Retention: 2 years after case is closed 80.30 LEGAL COMMUNICATIONS Communications and legal advisory opinions written by legal counsel to give advice regarding the legality or legal consequences of various courses of action and to present the basis and rationale for legal recommendations. A. Enduring Long-Term Value Legal counsel communications that have long-term administrative, policy, legal, fiscal, histor- ical, informational, reference or research value. Retention: Permanent B. Routine Value Routine legal counsel communications that contain no long-term significant administrative policy, legal, fiscal, historical, informational, reference or research value. Retention: 2 years, then evaluate prior to destruction to determine that there is no further value Supp. 13 80-1 Schedule 80 — Litigation and Legal Counsel Records No record may be destroyed under this Retention Schedule if it is pertinent to any current, pending or anticipated investigation, audit or legal proceeding. The minimum retention periods specified in this schedule apply to the information contained within the record copy, regardless of the physical format of the record copy (paper, microfilm, electronic). Each municipality must decide on the physical format for each type of record, ensuring authenticity, readability and accessibility for the entire retention period. Duplicate Copies: Retain duplicated copies until no longer needed but not longer than the record copy. SCHEDULE NO. 80 LITIGATION AND LEGAL COUNSEL RECORDS COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §80.040 80.040 LITIGATION CASE RECORDS Civil case files documenting pending and closed cases, including legal documents, notes, reports, background material, settlement records and other documentation created in handling of claims, legal disputes, civil actions and regulatory proceedings. These records include complaints, summonses, investigations, reports, attorney's notes, photographs, orders and judgments, dispo- sitions, pleadings, court decisions, court proceedings and research material. Retention: 6 years after case closed, dismissed or date of last action or thereafter until legal counsel determines that there is no further reference or historical value Cross References Agreements and contracts - 40.030, Agreements and Contracts Billings to outside legal counsel - 30.010, Accounts Payable (A/P) Records Correspondence and general documentation - 40.100, Correspondence and General Documentation Garnishments - 90.140.A, Basis of Pay Policies and procedures - 40.220, Policies and Procedures Documentation Reports - 40.290, Reports Risk management - Schedule 105, Risk Management Rules, regulations and standards - 40.310, Rules, Regulations and Standards Supp. 13 80-2 Schedule 80 — Litigation and Legal Counsel Records