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HomeMy WebLinkAbout06 Schedule 05 - Building and Structure Records5-1 Schedule 5 — Building & Structure Records Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §05.010 General Description: Records relating to the building permit and inspection functions. 05.010 ADDRESS HISTORY FILES Records maintained by some municipalities as address history files to provide a chronological record and running history of building-related activities for each address. Retention: Permanent 5.20 APPLICATIONS FOR BUILDING PERMITS Applications for the erection of new structures or modifications to existing structures. A. Applications for Building Permits Issued Retention: 180 days after completion B. Applications for Building Permits Not Issued Retention: 180 days after application 05.030 BUILDING AND DEMOLITION PERMITS Permits issued for construction-related activities (such as new construction, remodeling, renova- tion, installation of plumbing, electrical or mechanical equipment, demolition, etc.). Retention: 10 years after revocation or demolition, except retain permits for structures with historic designations permanently 05.040 BUILDING REVIEW BOARD CASE FILES Records pertaining to cases or appeals heard by the Fire Code Board of Appeals, Building Board of Adjustment, Building Board of Appeals or other boards with review and/or decision-making authority regarding code compliance, alternate building materials, methods of construction, build- ing code violations or similar matters. Retention: 20 years 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. 05 BUILDING AND STRUCTURE RECORDS COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §05.050 05.050 CERTIFICATES OF OCCUPANCY Documents issued after the permitted construction activity is completed as evidence that all minimum requirements have been met before the building or structure can be occupied and used. Retention: Until a new certificate of occupancy is issued, OR 10 years after demolition, except retain permanently for structures with historic designations 5.60 CONSTRUCTION DRAWINGS AND PLANS Blueprints and specifications submitted as supporting documentation for a building permit. A. Nonresidential 1. Approved Drawings, plans (final or as-built) or specifications for a nonresidential building permit for public buildings, or commercial or industrial structures. Retention: 10 years after demolition, except retain permanently for structures with historic designations 2. Not Approved Unapproved drawings, plans or specifications submitted for a nonresidential building permit. Retention: 2 years from date of denial B. Residential 1. Approved Drawings, plans (final or as-built) or specifications for a residential building permit. Note: Under Section 202 of the International Building Code (IBC), "residential" includes hotels and apartments. Retention: 180 days after completion or as directed by the building code adopted by reference 2. Not Approved Unapproved drawings, plans (final or as-built) or specifications for a residential building permit. Retention: 180 days after submitted or as directed by the building code adopted by reference 5.70 INSPECTION RECORDS A. Building and Structure Inspection Reports Records of final on-site inspections done to determine compliance with building, electrical, fire, plumbing, mechanical or other requirements and building standards; also includes other inspection reports, such as inlet inspections, proof roll inspections, etc. Retention: 10 years after demolition [CRS 13-80-102, CRS 13-80-104] B. Soil Condition Reports Records of inspections of soil conditions, including nature, distribution and supporting ability of soils and rocks on building sites prior to issuance of building permits or approval of develop- ment proposals. Retention: 20 years Supp. 13 5-2 Schedule 5 — Building & Structure Records 5-3 Schedule 5 — Building & Structure Records Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE §05.070 C. Trailer/Mobile Home Inspection Reports Records of inspections of mobile home installations, anchoring, utility connections, etc. Retention: 2 years D. Unsafe Buildings Documentation of complaints, inspections, notifications, corrective actions, closure and board- ing, demolition and related actions relating to buildings and structures determined to be unsafe. Retention: 5 years after final action 05.080 REGISTERS AND LEDGERS - BUILDING PERMITS Record books, ledgers or computer printouts listing issued building permits. Retention: 3 years, except retain permanently if the register or ledger is older than 1920 Cross References Agreements and contracts - 40.030, Agreements and Contracts Building permit fee collection - 30.020, Accounts Receivable (A/R) Records Codes adopted by reference - 40.070.A, Codes Adopted by Reference Communication tower permits - 75.020.F, Permits Issued by the Municipality in General Contractor's licenses - 75.020.B, Contractor's Licenses/Registrations Correspondence and general documentation - 40.100, Correspondence and General Documentation Fence permits - 75.020.F, Permits Issued by the Municipality in General Gas and oil drilling structures - 75.020.F, Permits Issued by the Municipality in General Landmark designations - 50.040, Landmark and Historic Designation Policies and procedures - 40.220, Policies and Procedures Documentation Reports - 40.290, Reports Rules, regulations and standards - 40.310, Rules, Regulations and Standards Sign, banner and billboard permits - 75.020.F, Permits Issued by the Municipality in General