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Home My WebLink About35 Appendix HAppx-19 Appendix H — Amendment Schedule Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE APPENDIX H AMENDMENT SCHEDULE § Changed Date Description of Change Schedule 4/2011 Review and Recodification of Schedule 05 4/2011 Building and Structure Records 10 4/2011 Cemetery Records 15 4/2011 Election Records 20 4/2011 Entities Appointed by Municipality 25 4/2011 Environmental Records 30 4/2011 Financial Records 35 4/2011 Fleet and Equipment Records 40 4/2011 General Administrative Records 45 4/2011 Government Body Records 50 4/2011 Historic Preservation Records 55 4/2011 Information Technology and Communication Systems Records 60 4/2011 Infrastructure Records 65 4/2011 Land Use and Planning Records 70 4/2011 Library and Museum Records 75 4/2011 Licenses and Permits 80 4/2011 Litigation and Legal Counsel Records 85 4/2011 Municipal Court Records 90 4/2011 Personnel Records 95 4/2011 Property Records 100 4/2011 Public Safety Records 105 4/2011 Risk Management Records Appx A 4/2011 Non-Records Appx B 4/2011 Glossary Appx C 4/2011 Approval Request Form Appx D 4/2011 Update Request Form Appx E 4/2011 Methods of Record Destruction Appx F 4/2011 Frequently Asked Questions Appx G 4/2011 Guidelines for Long-Term Preservation of Records Appx H 4/2011 Amendment Schedule 05.060 5/2013 In A. Nonresidential, 1. Approved, changed description; in B. Residential, 1. Approved, added at end of description Note: Under Section 202 of the International Building Code (IBC), "residential" includes hotels and apartments 05.090 5/2013 Deleted Section 05.090, Signs - Construction and Installation Appx-20 Appendix H — Amendment Schedule Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE Appendix H — Amendment Schedule (Cont'd) § Changed Date Description of Change 15.030 5/2013 Deleted description, added A. Ballots, with description and Retention: 6 months after election [CRS 31-10-606, CRS 31-10-616(1)]; added B. Sample Ballots, 1. Master Copy and Retention: Permanent, and 2. All Other Sample Ballots, and Retention: 6 months after election [CRS 31-10- 606, CRS 31-10-616(1)] 15.130 5/2013 Added A. Duplicate or Working Copies, changed retention from 6 months after election, except retain one copy permanently [CRS 31-10-616(2)] to 6 months after election [CRS 31-10-616(2)]; added B. Master Copy, and Retention: Permanent 20.010 5/2013 Deleted retention after description; added A. Quasi-Judicial Entities with description and Retention: Permanent; added B. Other Entities With Advi- sory Powers and Duties Only and Retention: 2 years 30.010.C 5/2013 Changed description 30.080 5/2013 Changed name of A. Budget Document to add Final Version, changed retention from Permanent for final version and 1 year after adoption of the final budget for any preliminary versions to Permanent; changed de- scription of B. Budget Work Records 30.170.A 5/2013 Changed description 30.190.E 5/2013 Changed name of 1. Applications, Returns and Audits - Taxpayers to Ap- plication; added 2. Audits - Sales Tax and Retention: 7 years; renum- bered 2. Delinquent Sales/Use Tax Notices as 3.; renumbered 3. Motor Vehicle Sales Tax Receipts as 4; added 5. Sales Tax Return Records and Retention: 4 years after filing of the return or settlement for delin- quent taxes, whichever is later; renumbered 4. Transaction Journal/Log as 6. 40.030 5/2013 Changed description, changed retention from 6 years after expiration, fulfillment of all terms of agreement or contract or resolution of any dis- putes, whichever is later, provided that audit has been completed and agreement or contract no longer has any binding effect; except prior to destruction, evaluate for continuing legal, administrative or historical value to 6 years after expiration or cancellation, fulfillment of all terms of agreement or contract or resolution of any disputes, whichever is later, provided that audit has been completed and agreement or contract no longer has any binding effect; except prior to destruction, evaluate for continuing legal, administrative or historical value 40.200 5/2013 At end of description added Note: Supporting documentation includes material such as follow-up correspondence relating to the open records request and does not include the records that are the subject of the open records request Appx-21 Appendix H — Amendment Schedule Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE Appendix H — Amendment Schedule (Cont'd) § Changed Date Description of Change 60.080.C 5/2013 Changed retention from 2 years after disconnection, provided that record of disconnection is retained permanently to 2 years after disconnection; added 1. Disconnection Records and Retention: Permanent 60.080.F 5/2013 At 6. Water System Inspection and Testing Records, a. Video Inspection Records, changed retention from Until after next video inspection, then evaluate prior to destruction of records to determine ongoing value, to Until superseded, replaced or revised, then evaluate prior to destruction of records to determine ongoing value 60.090.H 5/2013 Under 4. Surface Disposal Site Placement, amended description; changed retention from By person who prepares sludge, for as long as sewage sludge remains on land [40 CFR 503.20] to As long as sewage sludge remains on land [40 CFR 503.20] 75.020.A 5/2013 Under 2. Special Events Licenses changed retention from 2 years + cur- rent after event to 3 years after event 75.020.H 5/2013 Under 1. Confined Space Entry Permits changed description 90.070 5/2013 Changed description 90.140.E 5/2013 Under 4. Year-End, changed retention from 7 years, provided that payroll register is retained permanently to 7 years, provided that payroll register is retained for 50 years Text box 6/2014 At beginning of each schedule in General Description Box, changed Du- plicate Copies: Retain duplicated copies that are created for administra- tive purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy to Duplicate Copies: Retain duplicated copies until no longer needed but not longer than the record copy. 40.105 6/2014 Added Donor Records 40.340 6/2014 Added description. Added C. Routine; Retention: until no longer needed 70 6/2014 Changed title from Library and Museum Records to Library, Museum and Other Repository Records. Changed General Description 70.020 6/2014 Changed title to Museum and Other Repository Records. Changed de- scription. 100.040 6/2014 Changed A. Emergency Operations and Management Plans Retention from Permanent to Until Superseded. Appx-22 Appendix H — Amendment Schedule Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE Appendix H — Amendment Schedule (Cont'd) § Changed Date Description of Change 100.080 6/2014 Amended A. Arrest Records by adding may include mug shots and fin- gerprints at end of description; amended A.1.a. Felony Arrests (Major Felonies and Violent Crimes) by deleting missing persons (excluding run- aways) and adding sexual assault on a child and [Reference: CRS 16-5- 401]; amended A.1.d. Sexual Assault Arrest Records by adding (exclud- ing sexual assault on a child) to title and changing Retention: 50 years to Retention: 99 years; deleted A.1.e. Sexual Assault on a Child Arrest Re- cords; changed name of A.5. by deleting No Criminal Charges Filed; amended description of B.2. Felony Case Records (Major Felonies and Violent Crimes) by deleting missing persons (excluding runaways), add- ing sexual assault on a child and adding [Reference: CRS 16-5-401]; added B.5. Missing Person Records including Runaways and Retention: until located; renumbered B.5. as B.6. Sex Offender Case Records and added description; renumbered B.6. to B.7., changed title by adding (ex- cluding sexual assault on a child) and added description; deleted I amended B.8. title from Traffic Accident Arrest Records - No Criminal Charges Filed to Traffic Accident Case Records; deleted E. Criminal His- tory Files; relettered F. through CC as E. through BB; amended I. Intelli- gence Files (Police) by deleting description and retention, adding 1. Intel- ligence Files with description and retention, and adding 2. Confidential Information Files with description and retention; amended J. Internal Af- fairs Investigations and Police Action Reviews by deleting the Note at end of description and adding 1. Unsubstantiated and retention and 2. Substantiated with description and retention; amended Q. Requests for Release of Information retention to read 2 years after request is an- swered. 55 8/2016 Information Technology and Communication Systems Records 90.110.B 8/2016 Retention: Changed records Amended retention period from 10 years to 6 years after case in closed Appx G 8/2016 Added paragraphs after the second existing paragraph to explain the State Archives/ new position on storage of archival records on digital me- dia: 15.100 10/2022 Retention: Added for mail ballot elections conducted under C.RS. Title 1 (Elections); added Retention: 6 months after election, for mail ballot elec- tions conducted under C.RS. Title 31, Article 10 (Municipal Elections) except that unused replacement ballots may be destroyed after the chal- lenge period has expired [CRS 31-10-616] 75.020 10/2022 Changed D. Medical Marijuana Licensing Records to D. Marijuana Li- censing Records; changed 1. License Files to 1. Medical and Recre- ational License Files Appx-23 Appendix H — Amendment Schedule Supp. 13 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE Appendix H — Amendment Schedule (Cont'd) § Changed Date Description of Change 100.080.AA 10/2022 Replaced definition and retention of Video Recordings — Vehicle and Officer Recording Systems with 1. Accidental, Test, or Training Record- ings, 2. Citizen Issues, Non-Criminal Incidents, 3. Misdemeanors, Minor Crimes, and Use of Force, and 4. Felonies and Major Crimes (Major Fel- onies and Violent Crimes) Appx I 10/2022 Added Appendix I Social Media