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Home My WebLink About04 Table of Contents7 Table of Contents Supp. 14 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE PREFACE TABLE OF CONTENTS HOW TO USE THE COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE Note: The Index is the key to locating records in this document. SCHEDULE 05. Building and Structure Records 05.010 Address History Files 05.020 Applications for Building Permits 05.030 Building and Demolition Permits 05.040 Building Review Board Case Files 05.050 Certificates of Occupancy 05.060 Construction Drawings and Plans 05.070 Inspection Records 05.080 Registers and Ledgers - Building Permits SCHEDULE 10. Cemetery Records 10.010 Burial Records 10.020 Cemetery Boundary and Lot Records 10.030 Cemetery Financial Records SCHEDULE 15. Election Records 15.010 Absentee Voter Records 15.020 Ballot Issue Comments 15.030 Ballots 15.040 Campaign Reports and Statements 15.050 Complaints and Supporting Documentation - H.A.V.A. 15.060 Coordinated Election Records 15.070 Election Equipment Records 15.080 Election History Files 15.090 Election Judges Records 15.100 Mail Ballot Election Records 15.110 Maps - Election 15.120 Nomination Records 15.130 Notices of Election 15.140 Oaths and Affidavits 15.150 Petitions - Ballot Measures and Recall 15.160 Polling Records 15.170 Receipts and Accounting Forms 15.180 Surveillance Recordings - Election Areas 15.190 Tabulation and Election Certification Records SCHEDULE 20. Entities Appointed by Municipality 20.010 Agendas and Supporting Documentation 20.020 Appointments and Resignations 20.030 Bylaws 20.040 Goals and Work Plans 20.050 Member Lists 20.060 Minutes and Supporting Documentation 20.070 Notices - Meetings 20.080 Oaths of Office 20.090 Recommendations, Findings and Supporting Documentation 20.100 Recordings of Meetings SCHEDULE 25. Environmental Records 25.010 Environmental Monitoring and Review 8 Table of Contents Supp. 14 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE 25.020 Hazardous Waste Storage and Transport Records 25.030 Material Safety Data Sheets (MSDS) 25.040 S.A.R.A. Tier II Reports - Submitting Facility's Copy 25.050 Storage Tanks - Regulated Substances 25.060 Toxic Sites SCHEDULE 30. Financial Records 30.010 Accounts Payable (A/P) Records 30.020 Accounts Receivable (A/R) Records 30.030 Asset Records 30.040 Audit Records 30.050 Bank Records 30.060 Bankruptcy and Foreclosure Records 30.070 Bond Issue Records 30.080 Budget Records 30.090 Fee and Rate Schedules and Supporting Documentation 30.100 Financial Guarantees 30.110 Franchise Records 30.120 Grant Records 30.130 Improvement District Records 30.140 Investment Records 30.150 Ledgers and Journals 30.160 Loan Records 30.170 Purchasing Records 30.180 Rebate Program Records 30.190 Tax Collection Records 30.200 Tax Reporting Records 30.210 Utility Billing SCHEDULE 35. Fleet and Equipment Records 35.010 Equipment Records in General 35.020 Fuel Use Records 35.030 Maintenance and Safety Records - Vehicles and Equipment SCHEDULE 40. General Administrative Records 40.010 Administrative Proceedings Records 40.020 Affidavits of Publication 40.030 Agreements and Contracts 40.040 Awards and Honors 40.050 Calendars 40.060 Charters and Supporting Documentation 40.070 Code Book Records 40.080 Committees - Internal 40.090 Complaints, Routine Service Requests and Nonbinding Petitions 40.100 Correspondence and General Documentation 40.105 Donor Records 40.110 Event Records 40.120 External Groups and Agencies 40.130 Forms - Blank 40.140 Housekeeping Files 40.150 Intellectual Property Records 40.160 Legislation and Regulatory Actions - External 40.170 Mailing and Distribution Records 40.180 Maps, Drawings and Supporting Documentation 40.190 Maps - Informational 9 Table of Contents Supp. 14 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE 40.200 Open Records Requests and Supporting Documentation 40.210 Organization Files 40.215 Passport Records 40.220 Policies and Procedures Documentation 40.230 Program Records 40.240 Project Files 40.250 Public Relations Records 40.260 Publications 40.270 Records Finding Aids 40.280 Reference Files 40.290 Reports 40.300 Retention Schedules and Compliance Certificates 40.310 Rules, Regulations and Standards 40.320 Special District Records 40.330 Studies, Plans and Reports 40.340 Surveys Conducted by Municipalities 40.350 Worksheets, Drafts and Other Preliminary Working Material SCHEDULE 45. Governing Body Records 45.010 Agendas and Supporting Documentation 45.020 Appointments 45.030 Bylaws 45.040 Committee Records - Governing Body 45.050 Goals and Work Plans 45.060 Governing Body as Another Decision-Making Body 45.070 List of Members 45.080 Member Records 45.090 Minutes and Supporting Documentation 45.100 Notes Taken at Meetings 45.110 Notices of Meetings 45.120 Ordinances and Supporting Documentation 45.130 Proclamations 45.140 Recordings of Meetings 45.150 Removal From Office - Initiated by Governing Body 45.160 Resolutions and Supporting Documentation SCHEDULE 50. Historic Preservation Records 50.010 Archaeological and Historical Site Records 50.020 Community and Municipal Histories 50.030 Community Records 50.040 Landmark and Historic Designation 50.050 Newspapers and News Clippings - Local 50.060 Photographic Records with Historical Value 50.070 Records Older Than 1900 50.080 Scrapbooks SCHEDULE 55. Information Technology and Communication Systems Records 55.010 Communication and Technology Systems Records 55.020 Reserved 55.030 Disaster Preparedness and Recovery Plans - IT 55.040 Reserved 55.050 Electronically Stored Information (ESI) Data Maps 55.060 Project Records - Information Technology and Communication Systems 55.070 Television System Records - Municipally Operated 55.080 Website and Intranet Records 10 Table of Contents Supp. 14 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE SCHEDULE 60. Infrastructure Records 60.010 Electric Service 60.020 Locate Requests 60.030 Solid Waste Management 60.040 Stormwater Drainage System Records 60.050 Street and Traffic Operations Records 60.060 Transportation System Records 60.070 Vacations - Street, Alley and Right-of-Way 60.080 Water and Sewer Distribution and Storage System Records 60.090 Water and Sewer Treatment System Records 60.100 Water Source of Supply Records SCHEDULE 65. Land Use and Planning Records 65.010 Annexation Case Files 65.020 Census and Population Records 65.030 Development Case Files 65.040 Economic Development Records 65.050 Referrals From Other Jurisdictions 65.060 Variance and Exemption Case Files 65.070 Violations - Land Use Code 65.080 Zoning Records SCHEDULE 70. Library, Museum and Other Repository Records 70.010 Library Records 70.020 Museum and Other Repository Records SCHEDULE 75. Licenses and Permits 75.010 Bonds - Licenses and Permits 75.020 Licenses and Permits - Issued by the Municipality 75.030 Licenses , Permits and Supporting Documentation - Issued to the Municipality 75.040 Registers - Licenses and Permits SCHEDULE 80. Litigation and Legal Counsel Records 80.010 Claims 80.020 Criminal Case Files 80.030 Legal Communications 80.040 Litigation Case Records SCHEDULE 85. Municipal Court Records 85.010 Appeal Records 85.020 Bonds and Supporting Documentation - Court 85.030 Case Files 85.040 Docket Sheets 85.050 Evidence 85.060 Jury Records 85.070 Probation Files 85.080 Recordings of Court Proceedings 85.090 Registers and Indexes 85.100 Warrants SCHEDULE 90. Personnel Records 90.010 Affirmative Action Records 90.020 Agreements and Contracts - Employment 90.030 Benefit Records 90.040 Bonds - Public Officials 11 Table of Contents Supp. 14 COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE 90.050 Collective Bargaining Records 90.060 Driver's License Verifications 90.070 Employee Records - Active and Terminated 90.080 Employee Records - Temporary and Seasonal 90.090 Employment Verifications 90.100 Grievances 90.110 Health, Medical and Safety Records 90.120 I-9 Forms 90.130 Job Recruitment Records 90.140 Payroll Records 90.150 Pension and Retirement Records 90.160 Polygraph Records - Workplace Investigations 90.170 State of Colorado New Hire Reporting Compliance 90.180 Training Information 90.190 Unemployment Insurance 90.200 Volunteer Worker Records 90.210 Work Schedules 90.220 Workers' Compensation SCHEDULE 95. Property Records 95.010 Acquisition, Sale and Transfer Records 95.020 Deeds and Dedications and Supporting Documentation 95.030 Easements and Rights-of-Way and Supporting Documentation 95.040 Leases and Supporting Documentation 95.050 Maintenance, Upkeep and Damage Records 95.060 Parks SCHEDULE 100. Public Safety Records 100.010 Ambulance Licensing and Operation Records 100.020 Animal Control 100.030 Dispatch Records 100.040 Emergency Planning and Response 100.050 Fire and Rescue Records 100.060 Hazardous Materials Enforcement Records 100.070 Immigration Status Reporting Records 100.080 Police Records SCHEDULE 105. Risk Management Records 105.005 ADA Complaints 105.010 Insurance Records 105.020 Security Records - Municipal Facilities Appendix Appendix A. Non-Records Appendix B. Glossary Appendix C. Approval Request Form Appendix D. Update Request Form Appendix E. Methods of Record Destruction Appendix F. Frequently Asked Questions Appendix G. Guidelines for Preservation of Records Appendix H. Amendment Schedule Appendix I. Social Media INDEX [The Key To This Document]