HomeMy WebLinkAbout05 PrefaceSupp. 14 13
COLORADO MUNICIPAL RECORDS RETENTION SCHEDULE
PREFACE
The Colorado Municipal Records Retention Schedule was originally prepared by a municipal records
management consultant on behalf of 11 Weld County municipalities. It is intended to provide a comprehen-
sive records retention schedule for most records that are typically kept by any small, growing Colorado
municipality and is being expanded over time to cover specialized records retained by larger municipalities.
The document may list records that an individual municipality does not currently have but that it may have in
the future. The municipality should, however, request approval to follow the entire Colorado Municipal
Records Retention Schedule so that provisions are in place for future growth in records holdings.
The Colorado Municipal Records Retention Schedule should be reviewed and updated periodically to ensure
that appropriate updates are made. An Update Request Form is included in Appendix D.
Each municipality that receives approval to follow the Colorado Municipal Records Retention Schedule
should add notations regarding any local provisions affecting the retention periods of its records. To request
approval to follow the Colorado Municipal Records Retention Schedule, complete the approval request form
included in Appendix C - Approval Request Form.
IMPORTANT:
THIS DOCUMENT DOES NOT PROVIDE LEGAL AUTHORITY OR AUTHORIZATION FOR DESTRUCTION OF MUNICIPAL RECORDS BY ANY MUNICIPALITY UNTIL IT IS APPROVED FOR USE FOR THAT MUNICIPALITY BY THE COLORADO STATE ARCHIVES.
NO RECORD SHOULD BE DESTROYED IF IT IS PERTINENT TO ANY CURRENT, PENDING OR ANTICIPATED AUDIT, INVESTIGATION OR LEGAL PROCEEDING.
Subsequent to approval, the records retention schedule will apply to the record copy, regardless of how it is stored (electronic, microfilm, digital image, paper, audio or video recording, etc.).
If the record copy of a permanent record is stored in electronic format, carefully determine that the storage system is nonproprietary and whether there is a capability to migrate these records to the next generation of technology.