Resolution - 2006 - 56 - Amend Policy For Retention Of Public Records - 12/12/2006
RESOLUTION NO, 06-56
.'
A RESOLUTION OF THE CITY OF EAGLE, IDAHO, A MUNICIPAL
CORPORATION OF THE STATE OF IDAHO; AMENDING THE POLICY FOR THE
CLASSIFICATION AND RETENTION OF CERTAIN PUBLIC RECORDS AND
PROVIDING FOR THE CLASSIFICATION AND RETENTION OF CERTAIN
PUBLIC RECORDS PURSUANT TO IDAHO CODE; PROVIDING THIS
RESOLUTION TO BE EFFECTIVE UPON IT PASSAGE AND APPROVAL.
WHEREAS, Idaho Code allows for the classification, retention, preservation and
destruction of certain records as "permanent", "semipermanent" and "temporary"
records; and
WHEREAS, The City Council wishes to classify as "transitory records" some writings,
documents, and other similar City information which are neither "permanent records",
"semipermanent records", or "temporary records" because they have no reasonable
intrinsic, historical or other value which requires their retention; and
WHEREAS, Council is confident that the City Clerk and City Attorney (with input of
relevant City stafl) can make determinations regarding those records classified as
"transitory records" which are not considered "permanent", "semipermanent" or
"temporary", as those terms are defined in Idaho Code, Title 50, Chapter 9; and
WHEREAS, Idaho Code requires the City Council to adopt by Resolution a Records
Retention Schedule listing the various types of City records and the retention period for
each type of record prior to January 1, 2007; and
WHEREAS, The City has made a survey of all its records and has reviewed current Idaho
Code regarding classification of records; and
WHEREAS, The City has determined that the records categorization, as set out in Idaho
Code, 50-907, is appropriate for the City to adopt, with some minor clarification;
BE IT RESOLVED BY THE MAYOR AND THE CITY COUNCIL OF THE CITY
OF EAGLE, IDAHO AS FOLLOWS:
Section 1: That the attached Records Retention Manual for the City of Eagle is an
amendment to Resolution 02-14 which established the policy for the keeping, storing and
destroying of all records, proceedings and documents of the City of Eagle, Idaho:
Section 2: The attached Records Retention Manual for the City of Eagle is incorporated
by reference herein and adopted by the Council as the Records Retention Manual for the
City of Eagle in accordance with Idaho Code, Title 50, Chapter 9.
Section 3: Where there is a question regarding the classification of records or their
retention, such questions should be directed to the City Clerk and/or City Attorney prior
to any destruction.
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Section 4: Those records, which may be destroyed, shall be shredded under the direction
and supervision of the City Clerk.
Section 5: This Resolution shall become effective as of the date of its passage.
PASSED AND APPROVED BY THE MAYOR AND EAGEL CITY COUNCIL,
DECEMBER 12, 2006.
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SHARON K. BERGMANN, CI CLERK
CITY CLERK/TREASURER
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CITY OF EAGLE
RECORDS RETENTION MANUAL
Adopted December 12,2006
Preface
Management of public records is a vital function of every city, and understanding the basic
principles of records management is essential for every city official. While Idaho law provides
that any "writing" prepared or used in the conduct of public business qualifies as a public record,
it also recognizes that records vary tremendously in their utility and significance. For instance,
ordinances, resolutions, and minutes are important for the day-to-day operation of city
government and also are historically significant, and Idaho law provides that these records are
not to be destroyed. On the other hand, many types of public records should be kept for the
applicable retention period and destroyed once their utility is exhausted.
Table of Contents
What Constitutes a Public Record? ............................................................................................2
Classification and Retention of City Records .... .......... .......... ............ ......... ... ..... ...2
The Role of Municipal Records Management Officers ................ ....... ... .,........... ........5
Preparation of a Record Retention Schedule ..... ....... .... ....... ..... ... ............ ........ ..... ...6
Management and Control of Active, Semi-Active and Inactive Records ...... ..... .... ........ ...7
Pinal Disposition,. ..... .. ... .... .. . .. . .. ... ... . .. . . . . . .... .. . ... . .. .. . . .. ...... . . . . . . . . . . . . ... .. . . . . .. . ....7
Model Record Retention Schedule .... ....... ....... ... ......... ...... ... ... ... ... .... ......... ....... ..10
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What Constitutes a Public Record?
The definition of "public record" is found in the Idaho Public Records Law in Idaho Code 9-337:
"Public record" includes, but is not limited to, any writing containing information
relating to the conduct or administration of the public's business prepared, owned,
used or retained by any state agency, independent public body corporate and
politic or local agency regardless of physical form or characteristics.
Idaho Code 9-337 also defines "writing":
"Writing" includes, but is not limited to, handwriting, typewriting, printing,
photostatting, photographing and every means of recording, including letters,
words, pictures, sounds or symbols or combination thereof, and all papers, maps,
magnetic or paper tapes, photographic films and prints, magnetic or punched
cards, discs, drums or other documents.
In basic terms, the definition of public record established by Idaho law includes any recorded
information, regardless of medium, that relates to the business of city government. Public
records can be paper documents, books, maps, pictures, audio/visual recordings, microfilm or
microfiche, as well as electronic documents (including computer files and email).
Classification and Retention of City Records
State laws governing retention of city records were substantially updated and revised by the
passage of House Bill 48 by the 2005 Idaho Legislature. House Bill 48 was sponsored by the
Idaho City Clerks, Treasurers, and Finance Officers Association (ICCTFOA). The legislation
preserved the "permanent," "semipermanent" and "temporary" categories of city records found
in Idaho Code 50-907. One important change made by the legislation is that records classified as
"permanent" by state law or a city's retention schedule must be kept permanently or be
transferred to the State Archives upon resolution of the City Council. The legislation also
provided that each city must adopt, by resolution, a record retention schedule by January 1, 2007
listing each type of city record with the applicable retention period.
Idaho Code 50-907 is provided in its entirety below.
50-907. CLASSIFICATION AND RETENTION OF MUNICIPAL
RECORDS, (1) "Permanent records" shall consist of:
(a) Adopted meeting minutes of the city council and city boards
and commissions;
(b) Ordinances and resolutions;
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(c) Building plans and specifications for commercial projects and
government buildings;
(d) Fiscal year-end financial reports;
(e) Records affecting the title to real property or liens thereon;
(f) Cemetery records of lot ownership, headstone inscriptions,
interment, exhumation and removal records, and cemetery maps,
plot plans and surveys;
(g) Poll books, excluding optional duplicate poll books used to
record that the elector has voted, tally books, sample ballots,
campaign fmance reports, declarations of candidacy, declarations
of intent, and notices of election; and
(h) Other documents or records as may be deemed of permanent
nature by the city council.
Permanent records shall be retained by the city in perpetuity, or may be
transferred to the Idaho state historical society's permanent records repository
upon resolution of the city council.
(2) "Semipermanent records" shall consist of:
(a) Claims, canceled checks, warrants, duplicate warrants,
purchase orders, vouchers, duplicate receipts, utility and other
financial records;
(b) Contracts;
(c) Building applications for commercial projects and government
buildings;
(d) License applications;
( e) Departmental reports;
(f) Bonds and coupons; and
(g) Other documents or records as may be deemed of
semipermanent nature by the city council.
Semipermanent records shall be kept for not less than five (5) years after the date
of issuance or completion ofthe matter contained within the record.
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(3) "Temporary records" shall consist of:
(a) Building applications, plans, and specifications for
noncommercial and nongovernment projects after the structure or
project receives final inspection and approval;
(b) Cash receipts subject to audit;
(c) Election ballots and duplicate poll books; and
(d) Other documents or records as may be deemed of temporary
nature by the city council.
Temporary records shall be retained for not less than two (2) years, but in no event shall
financial records be destroyed until completion ofthe city's financial audit as provided in
section 67-450B, Idaho Code.
(4) Semipermanent and temporary records may only be destroyed by resolution of the
city council, and upon the advice of the city attorney. Such disposition shall be under the
direction and supervision of the city clerk. The resolution ordering destruction shall list in
detail records to be destroyed. Prior to destruction of semipermanent records, the city
clerk shall provide written notice, including a detailed list of the semipermanent records
proposed for destruction, to the Idaho state historical society thirty (30) days prior to the
destruction of any records.
(5) Prior to January 1,2007, each city council shall adopt by resolution a records
retention schedule, listing the various types of city records and the retention period for
each type of record.
Transitory Records: Transitory records are not defined in Idaho Code 50-907. Transitory
records consist of the following:
1. Internal information record including telephone messages, appointment books,
calendars, office and travel schedules, memoranda and routing slips, used solely to
disseminate information or for similar administrative purposes and other records with
very short-lived utility which may be destroyed when no longer needed for the
conduct of city business.
2. Correspondence not containing fiscal, legal or administrative value, including letters
of transmittal, invitations and cover letters.
3. Working documents such as draft, worksheet, or posting record except worksheets
containing fiscal information (retain until no longer needed).
4. Log or schedule used of internal administrative purposes only.
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The Role of Municipal Records Manal!ement Officers
One ofthe more important elements of House Bill 48 was the addition of a section outlining the
role and responsibilities of the city clerk as municipal records manager and establishing the
duties of city officials with regard to records. Idaho Code 50-908 is provided in its entirety
below:
50-908, DESIGNATION, POWERS AND RESPONSIBILITIES OF
MUNICIPAL RECORDS MANAGEMENT OFFICERS -- DUTIES OF
CITY OFFICIALS CONCERNING RECORDS. (1) The city clerk shall serve
as the municipal records manager in each city, and each department may
designate a department records manager who reports to the city clerk. The
municipal records manager shall supervise the administration of city records,
including:
(a) Ensuring the orderly and efficient management of municipal
records in compliance with state and federal statutes and
regulations and city ordinances, resolutions and policies;
(b) Identification and appropriate administration of records of
enduring value for historical or other research;
(c) Overseeing retention and destruction of municipal records as
directed by state and federal statutes and regulations and city
ordinances, resolutions and policies; and
(d) Coordinating transfer of permanent records to the Idaho state
historical society's permanent records repository, with the
assistance of the state archivist.
(2) All city officials, elected, appointed and staff, shall:
(a) Protect the records in their custody;
(b) Cooperate with the municipal records manager on the orderly
and efficient management of records including identification and
management of inactive records and identification and preservation
of records of enduring value; and
(c) Pass on to their successor records necessary for the continuing
conduct of city business.
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All city records are property of the city, and no city official, elected, appointed or
staff, shall have any personal or property right to such records even though he or
she may have developed or compiled them. The unauthorized destruction or
removal of city records is prohibited.
Preparation of a Record Retention Schedule
A record retention schedule establishes the minimum retention period and final disposition
(either by destruction or permanent retention) for the various types of city records. State and
federal law and regulations provide specific retention periods for many, but not all, city records.
The intent of the Idaho municipal record retention law is that each city incorporates these
requirements into a retention schedule that covers all city records.
. Tire retention period only applies to tire official copy of a record.
Duplicate copies may be disposed of at any time. It is important to designate the
official copy so it is easily identifiable for retention purposes.
. Administrative Value: This is the length of time a city needs to retain a record to
meet its own business needs. Records with administrative value are typically
operational records documenting the implementation of city or state policies. For
instance, a public records request form is an operational record, because it
implements the state Public Records Act and a city's policy to have public records
requests made in writing. In most cases, the administrative value of records is
exhausted when the applicable transaction is completed.
· Policy Value: Records with policy value document the establishment and
interpretation of city laws and policies. Most of these records have long-term or
permanent retention, because they deal with issues of lasting importance.
Records with significant policy value include: ordinances and resolutions, legal
opinions, policy-related correspondence, personnel and other city policies, etc.
· Fiscal Value: Records with fiscal value document the city's financial transactions
and include ledgers, payroll, vouchers, receipts, etc. Retention periods for these
records are often relatively short, because their value is largely exhausted after
completion of the city's audit. However, there are other records (primary copies
of the city budget, audit and year-end financial reports, for instance) that merit
permanent retention.
· Lel!al Value: Records with legal value provide documentation of the city's rights
and obligations. These records include: contracts and agreements, titles, leases,
claims, etc. Some records have permanent legal value (titles to real property, for
instance). Contracts and agreements typically have legal value until expiration of
the applicable statute of limitations for legal action to enforce the
contract/agreement. It is important to understand the applicable state and federal
laws when establishing retention periods for these records.
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. Historical Value: Certain records have long term historical value because they
provide authentic evidence of a city's incorporation, policies, programs,
governing officials, local historical information, etc. Even though these records
may have exhausted their administrative, policy, fiscal, and legal value, they
should be identified as permanent records.
It is important that the schedule be updated periodically to reflect new types of records
that accompany new services or responsibilities. These changes need to be reviewed by
the city attorney and adopted by council resolution.
Mana2ement and Control of Active. Semi-Active and Inactive Records
The fundamental principle of effective records management is that the various stages of the
records "life-cycle" have important implications for how records are managed.
./ Active Records: Records typically less than two years old, which are actively
used and stored in the most easily accessible areas.
./ Semi-Active Records: Records generally at least two years old, which are needed
occasionally and should be stored in low cost facilities that meet appropriate
requirements for records storage.
./ Inactive Records: Records that are seldom, if ever, needed and are retained until
the end of their retention period (unless a permanent record).
./ Final Disposition: Permanent records must be retained by the city in perpetuity
or transferred to the State Archives. Nonpermanent records reaching the end of
the required retention period may be destroyed pursuant to the requirements of
Idaho law and local policies.
Final Disposition
Final disposition of records happens in one of two ways.
. Destruction of nonpermanent records.
· Permanent records are retained in perpetuity by the city or transferred to the State
Archives.
APPROVED RECORD RETENTION SCHEDULES DO NOT TARE
THE PLACE OF GOOD JUDGMENT. IF RECORDS ARE NEEDED
BECAUSE OF A LAWSUIT, FOR AUDIT PURPOSES, OR IF A
PUBLIC RECORDS REQUEST HAS BEEN FILED, DON'T DESTROY
THEM UNTIL THE MATTER IS COMPLETED AND YOU HAVE
RECEIVED APPRO V AL FROM YOUR CITY ATTORNEY.
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The process for destruction of nonpermanent records typically begins once the records
have reached their minimum retention period, but there are some important exceptions
that dictate records must be kept longer.
. Le!!al Actions: Records needed for pending criminal or civil cases must not be
destroyed. Consult your attorney to determine when the record should be
destroyed, after the case has reached its final disposition and appeals periods have
ended.
. Public Records Requests: Records that are the subject of a pending public
records request must not be destroyed until the request is granted or the period for
appealing the city's denial of the request has ended. Again, consult your attorney.
· Audit or Investi!!ations: Records needed for any pending audit or investigation
must not be destroyed. Again, consult your attorney.
. Records with Unique Historical Value: Certain "nonpermanent" records may
have considerable historical value that justifies permanent retention. For more
information on the potential historical value of a specific record, contact the State
Archivist at the Idaho State Historical Society.
The first step is to prepare a Resolution for adoption by the City Council. For the destruction of
semipermanent records approval must be obtained from the Idaho State Historical Society-
Idaho Code 50-907 provides that notice must be given to the Historical Society prior to the
destruction of any semipermanent records. The Resolution for destruction of semipermanent
records must have an Idaho State Historical Society Certification attached. The Resolution must
be sent at least 30 days prior to adoption by the City Council. The Resolution should be mailed
to the State Archivist at the Idaho Public Archives & Research Library, 2205 E. Old Penitentiary
Rd., Boise, rD 83712-8250 or e-mailedtoSteveWalkeratswalker@ishs.state.id.us. Generally,
requests are reviewed and approved within a few days.
Resolutions for the destruction of records must have an Attorney Certification attached, this
includes semipermanent, temporary, and transitory records proposed for destruction. When the
city attorney has reviewed and signed the Attorney Certification the destruction resolution may
go before the City Council.
Shredding is the preferred method of disposal by the City: Shredding destroys records
and ensures confidentiality in a single step. The City uses the services of Shred-It which
provides a guarantee.
· For permanent records the City transfers the records to the State Archives upon
resolution of the City Council.
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It is important to understand that unauthorized destruction of records is a serious crime:
. Idaho Code 18-3201 provides that a public officer found guilty of willfully destroying,
altering, falsifying or theft of city records is guilty of a felony punishable by up to 14
years in prison.
. Idaho Code 18-3202 provides that any individual (excluding public officers) found guilty
of willfully destroying, altering, falsifying, or theft of city records may be punished by up
to 5 years in prison or 1 year in the county jail, and a fine of up to $1000.
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Model Record Retention Schedule
Administrative Records ... ...... ................... ................. ... ... ... ............ ..... ..... 11
Accounting, Budget, Finance & Payroll Records .... .................... ................. ... 19
Building Department Records.................................................................... 29
City Boards, Commissions & Committees... ............ ... ............... ........ .... ... ..... ..32
Election Records ..................................................................................... 37
Information Systems Records .......................................................................................... 39
Insurance, Risk Management & Safety Records. . . ... ... .. . . ..... . .. ... . .. . .. ... ... . .. . .. .... 41
Legal Records ......................................................,................................. 44
Library Records...... ............................................................... .............. ...45
Parks & Recreation Records...... ................................................... ........... ...48
Personnel Reco rds .................................................................................... 51
Planning & Zoning Records ........................................... ..... ............... .......... ......60
Public Works & Engineering Records .. ...... .......... ............................ ....... .......65
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Administrative Records
. Activity & Room Scheduling & Reservation Records: Records documenting scheduling
and reservations related to public participation in and use of various city activities, events,
classes and meeting rooms. Includes schedules, logs, lists, requests, etc. (SEE ALSO
Recreation Program Files and Park & Facility Use Permits in the Parks & Recreation
section.)
Transitory:
Keep one year.
. Activity Reports, General: Daily, weekly, monthly, or annual reports documenting the
activities of city employees. Useful for compiling annual reports, planning and budgeting,
monitoring work progress, etc. Usually tracks type of activity, employees and/or volunteers
involved, time spent on activity, work completed, and related information in narrative or
statistical form. (SEE ALSO Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Permanent:
Keep reports summarizing activities on an annual basis permanently.
Semipermanent: Keep all other reports five years.
Note:
Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
· Appointment Files: These files document appointments to fill vacancies in the offices of
mayor and councilmember, and also appointments to city boards, commissions and
committees. Documents may include: letters of recommendation, letters of appointment,
resumes, and related correspondence.
Permanent:
Keep records relating to mayoral and council appointments permanently.
Temporary:
Keep all other records one year after service with city ends.
· Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities of city officials.
Transitory:
Keep one year.
· Capital Asset Records: Records documenting purchase, maintenance, inventory,
depreciation and disposition of capital assets, such as buildings, real estate, infrastructure,
vehicles, equipment, and other assets with a useful life generally more than five years. (SEE
ALSO Technical Manuals, Specifications & Warranties and Vehicle Maintenance & Repair
Records in this section and the Public Works & Engineering section for a variety of records
relating to capital assets.)
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Permanent:
Transitory:
Keep inventories until superseded.
. Citizen Awards: Awards presented to honor citizens for civic contributions. Records may
include award nominations, certificates, ceremony records, photographs, lists of recipients,
etc. Some records may have historic value.
Permanent:
Transitory:
Keep lists ofrecipients permanently.
Keep other records one year.
. City Boards, Commissions & Committees: Bylaws, meeting minutes and agendas of city
boards, commissions, and committees, including the Eagle Arts Commission, Historical
Preservation Commission and the Parks and Pathway Committee.
Permanent:
Transitory:
Note:
Bylaws, adopted meeting minutes and agendas of city boards,
commissions and committees are permanent.
Keep notes for meeting minutes until minutes officially approved.
Idaho Code 50-907(1 )(a) provides that adopted meeting minutes of city
boards and commissions are permanent.
. City Council Meeting Agenda, Minutes & Recordings: Records documenting meetings of
the city council and motions, resolutions, ordinances and other actions taken at council
meetings. (SEE ALSO Land Use Hearing Recordings & Exhibits in the Building, Planning
& Zoning section.)
Permanent:
Transitory:
Note:
Adopted council meeting minutes and council meeting agendas (if not
included in the minutes) are permanent.
Keep audio/visual recordings of non-land use issues until superseded,
obsolete, or administrative needs end. Keep notes for meeting minutes
until minutes officially approved.
Idaho Code 50-907(1)(a) provides that adopted meeting minutes of the
city council are permanent.
. Conferences, Seminars & Workshops: Records documenting attendance and presentations
by city employees at conventions, conferences, seminars, workshops, and similar events,
including staff reports, instructional materials, related correspondence, etc. (SEE ALSO
Employee Travel Records in the Accounting, Budget, Finance & Payroll section.)
Permanent:
Keep presentations by city employees permanently.
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Temporary:
Keep all other records two years.
. Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease-purchase or sale of equipment, supplies, services or property.
Semipermanent: Keep five years after contract term expires.
Note:
Idaho Code 50-907(2)(b) provides that contracts must be kept at least five
years.
. Correspondence: Correspondence is divided into three types. Transitory Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media.
Permanent: Policy/program correspondence is permanent.
Transitory: Keep general administrative correspondence until administrative needs end.
Transitory: Keep transitory correspondence until administrative needs end.
. Deeds & Real Property Records: Records relating to ownership of real property, including
deeds, title opinions, abstracts and certificates of title, title insurance, documentation
concerning alteration or transfer of title, and records relating to acquisition and disposal of
real property such as offer letters, options, agreements of short duration, staff reports,
appraisal and inspection reports, letters of transmittal, and related records.
Permanent.
Note:
Idaho Code 50-907(1 )(e) provides that records affecting the title to real
property or liens thereon are permanent.
. Disaster Preparedness & Response Records: Records documenting planning for, impact
of, and actions taken by the city in response to disasters, emergencies, and civil disorder,
including: earthquakes, wildfires, severe storms, floods, drought, utility failures, hazardous
materials incidents, riots, etc. Records may include: plans and studies, logs, diaries, damage
assessment reports, response reports, situation and resource status reports, resource ordering
and tracking records, financial documentation, messages, photographs, etc.
Permanent,
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. Duplicate copy of record: Retain until no longer needed.
Transitory: Retain until no longer needed,
. Easement Records: Records relating to acquisition of city-owned easements and rights-of-
way for public works or other local government purposes, including deeds, correspondence
and legal documentation. (SEE ALSO Vacation Records in this section and Temporary
Access/Construction Easement Records and Right-of-Way Permit Records in the Public
Works & Engineering section.)
Permanent:
. Franchise Records: Records relating to franchises for electricity and natural gas
distribution, cable television and garbage collection, including: contracts, franchise fee
information, election information, audits and other verification of revenue from franchisee,
published franchise ordinance, and other records.
Permanent:
Original Franchise Agreements and records.
Temporary:
All other records keep six years after expiration of franchise agreement.
. Historical File: Includes historical information about the city. May include maps,
newspaper clippings, scrapbooks, photographs, compiled histories of the city, information on
historic homes and properties, special events & celebrations, etc.
Permanent.
. Key & Keycard Records: Document the issuance of keys /key cards to city staff for entrance
to city buildings.
Transitory:
Keep until superseded.
. Legislative Issues: Bulletins, publications, bills, and other information about state/federal
legislation affecting the city.
Transitory:
Keep until administrative needs end.
. List, Index or Summary: List, index or summary used for internal administrative
convenience or for information papooses.
Transitory:
Keep until obsolete
. Mailing List: Mailing lists used for billing or other administrative purposes.
Transitory:
Keep until superseded or obsolete.
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-' ,----,------,._--,---~----~-"----,._-~----~"--_.,--~--._-,---_...~---_.---~_.~-_._-
. News Releases: Prepared statements, announcements, and news conference transcripts
issued to the news media by the city.
Permanent.
. Notary Bond Records: Bond posted by notaries conditioned on the faithful performance of
their duties. Note--other notary records, including application, appointment, journal and
other records are the property of the notary.
Temporary:
Keep in the employees personnel file.
. Oaths of Office: Signed oaths of elected officials swearing to uphold the federal and state
constitutions and laws of the city.
Permanent.
. Ordinances & Resolutions: Ordinances and resolutions passed or considered by the city
council.
Permanent:
Adopted ordinances and resolutions are permanent.
Transitory:
Keep proposed ordinances and resolutions that are not adopted until
administrative needs end.
Note:
Idaho Code 50-907(1)(b) provides that ordinances and resolutions are
permanent.
. Permits & Licenses: Includes records relating to city permits and licenses, including: beer,
wine and liquor by the drink, animal licenses, business licenses, daycare licenses, pawn shop
licenses, taxicab licenses, etc.
Semipermanent: Keep five years after expiration, revocation, or denial.
Note:
Idaho Code 50-907(2)(d) provides that license applications must be kept
for at least five years.
. Postage Records: Document transactions with the U.S. Postal Service and private carriers,
including: postage meter records, receipts for registered and certified mail, insured mail,
special delivery receipt and forms, loss reports, etc.
Transitory:
Keep one year.
. Proclamations: Ceremonial or celebratory statements issued by the mayor.
Permanent:
Proclamations are permanent, with the exception of those requested by
outside groups or organizations (see below).
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Transitory:
Keep proclamations requested by outside groups/organizations one year.
. Professional Membership Records: Records documenting city-paid individual
memberships and activities in professional organizations (i.e. Idaho City Clerks, Treasurers
& Finance Officers Association, Association of Public Treasurers, etc.).
Temporary:
Keep five years.
. Public Addresses: Includes speeches (State of the City), addresses and other comments or
remarks made at formal ceremonies by elected officials. Format may be paper, audio or
videotape, etc.
Permanent,
· Public Records Requests: Includes written public records requests, city denials of public
records requests, appeals information, etc.
Temporary:
Keep two years after last action or final disposition of appeal (whichever
is longer).
· Publications: Includes newsletters, annual reports, policies (e.g. personnel, internet use, drug
testing, etc.), manuals, pamphlets, brochures, leaflets, reports, plans, feasibility studies,
proposals, etc. published by the city or at the city's request.
Permanent:
Keep one copy of newsletters, annual reports, policies and procedures
manuals, plans, feasibility studies and other publications with lasting
significance permanently.
Transitory:
Keep other publications one year.
· Purchasing & Quality-Based Selection Records: Records documenting competitive
bidding and purchase of goods, services, and public works construction, and procurement of
design professionals. Records include: published notices and solicitations, specifications,
bids, requests for qualifications, statements of qualifications, etc.
Permanent:
Note:
Idaho Code 67-2805(2)(3) and 67-2806(1 )(3) require that if a city finds it
impracticable or impossible to obtain three bids for personal property or
from licensed public works contractors for public works projects,
documentation of the efforts undertaken to procure three bids must be kept
at least six months after the procurement decision is made.
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· Purchase Orders & Requisitions: Requests and purchase orders for goods or services
purchased by the city. Information includes: department, delivery location, date, quantity,
description, unit and total price, and authorizing signatures.
Semipermanent: Keep five years.
Note:
Idaho Code 50-907(2)(a) provides that purchase orders must be kept at
least five years.
· Records Management Records: Records documenting the inventory, retention,
management and disposition of city records, including: records retention schedules, inventory
worksheets, correspondence, etc. (SEE ALSO Public Records Requests in this section).
Permanent:
Transitory:
Keep record retention schedules and amendments, and destruction records
including destruction resolution and authorization from Idaho State
Historical Society and legal counsel, permanently.
Keep until administrative needs end.
· Sister City Records: Records of sister city relationships with cities in other countries,
including correspondence, ceremonial agreements, proclamations, exchange visit records,
photographs and related documents.
Permanent:
Transitory:
Keep ceremonial agreements and proclamations permanently.
Keep other records one year.
· Surveys, Polls & Questionnaires: Records documenting measurement of public opinion,
including surveys, polls, questionnaires, studies, etc.
Permanent:
Transitory:
Keep summaries permanently.
Keep survey forms and other records one year.
· Technical Manuals, Specifications & Warranties: Owners manuals and warranties for
city-owned vehicles and equipment. Includes specifications, operating instructions, safety
information, and terms for coverage of repair or replacement of equipment. (SEE ALSO
Vehicle Maintenance & Repair Records and Capital Asset Records in this section).
Temporary:
Keep until vehicle/equipment is removed from service.
· Telephone Messages: Includes actual telephone messages and telephone message registers.
Transitory:
Keep for one week or until administrative needs end.
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. Urban Renewal Records: Includes urban renewal plans, annual financial reports, audit
reports, budgets, project records, tax-increment financing information, and related
documents.
Permanent:
Keep urban renewal plans, annual financial reports, audit reports,
feasibility studies, financial impact analyses, and other written studies or
reports permanently.
Semipermanent: Keep urban renewal project records ten years after closeout of the urban
renewal agency.
. Vehicle Maintenance & Repair Records: Document the maintenance and repair history of
city-owned vehicles. Records typically include: description of work completed, parts and
supplies used, date of service, date purchased, price, vehicle identification number, make and
model, registration, etc. (SEE ALSO Technical Manuals, Specifications & Warranties and
Capital Asset Records in this section)
Temporary:
Keep until vehicle is removed from service.
. Visitor Logs: Records documenting visitors to city buildings, and typically include: visitor's
name, visitor badge issued, and entrance and exit times.
Transitory:
Keep one year.
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Accounting, Budget, Finance & Payroll Records
. Accounts Payable: Records documenting payment of city bills, including reports, invoices,
statements, vouchers, purchase orders, payment authorizations, receipt records, canceled
checks or warrants, etc. (SEE ALSO Grant Records in this section for records documenting
expenditure of grant funds.)
Semipermanent: Keep five years after fiscal year end.
Note:
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
. Accounts Receivable: Records documenting billing and collection of monies owed to the
city by vendors, citizens, organizations, governments, etc. Records include: reports, receipts,
invoices, awards, logs, lists, summaries, statements, etc. Information typically includes:
receipt amount, date, invoice number, name, account number, account balance, adjustments,
etc. (SEE ALSO Grant Records in this section for records documenting receipt of grant
funds.)
Semipermanent: Keep five years after fiscal year end.
Note:
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
. Audit Report: Documents the city's annual audit, examining compliance with generally
accepted accounting principles and methods, the accuracy and legality of transactions and
accounts, and compliance with requirements, orders, and regulations pertaining to the
financial condition and operation of the city. Information includes: auditor's report and
recommendations, single audit information concerning federal grants, and other information.
Permanent.
. Bank Transaction Records: Records documenting the status and transaction activity of city
bank accounts, including account statements, deposit and withdrawal slips, checks,
checkbook stubs and check registers, etc. (SEE ALSO Grant Files in this section for records
documenting grant transactions.)
Semipermanent: Keep five years after fiscal year end.
Note:
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
· Bankruptcy Notices: Records documenting notification to the city that certain individuals
have filed for bankruptcy, and used to determine if the individual owes money to the city and
to file notice or claim with the court. Information may include: debtor's name, accounts
information, prepared repayment plan and related documentation.
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Temporary: Keep two years after discharge of debt or last action (whichever is shorter).
. Bond Records: Records documenting financing of city improvements through bonded
indebtedness. Records include: bond rating information, bond and election ordinances, legal
notices announcing bond election, bond counsel information and opinions, covenants, paid
bonds and coupons, bond registers, State Treasurer public bond issue reports (IDAP A
54.01.01), etc.
Permanent:
Bond and election ordinances are permanent.
Semipermanent: Keep all other records five years after the bonds are paid off.
Note:
Idaho Code 50-907(2)(f) provides that these records must be kept at least
five years.
. Budget Records: Records used in preparing and adopting the city budget, including revenue
projections, instructions, department requests, worksheets, council-approved tentative budget
and notice of budget hearing, adopted appropriations ordinance and amendments, and other
information.
Permanent:
Keep notice of budget hearing (with tentative budget) and appropriations
ordinance and amendments permanently.
Transitory:
Keep all other records one year after fiscal year end,
. Deduction Authorization Records: Records documenting employee application and
authorization for voluntary payroll deductions, direct bank deposits, and related actions.
Payroll deductions are directly deposited or remitted to the authorized financial institution,
insurance company, or other agency or vendor. Records may include: insurance applications,
enrollment cards, deduction authorizations, approval notices, deduction terminations, and
related records.
Temporary:
Keep five years after superseded, terminated, or employee separation.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
. Deduction Registers: Registers or records documenting voluntary and/or required
deductions from the gross pay of city employees. Types of deductions include: federal
income and social security taxes, state income tax, workers' compensation, union dues,
insurance, deferred compensation, credit union, parking permit, garnishments, levies,
charitable contributions, and others. Information may include: employee name and social
security number, pay period, total deductions, net pay, check number, and related data.
Semipermanent: Keep five years after fiscal year end.
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Note:
Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
. Employee Bond Records: Records documenting the posting of fidelity, performance or
position bonds to guarantee the honest and faithful performance of elected officials,
individual employees or groups of employees. Information typically includes: name and
position(s) of the individual or group, amount of coverage, effective and expiration dates, and
related information.
Temporary:
Keep five years after expiration.
. Employee Time Records: Records documenting hours worked, leave hours accrued, and
leave hours taken by city employees. Information usually includes: employee name and
social security number, hours worked, type and number ofleave hours taken, total hours,
dates and related data. (SEE ALSO Leave Applications in this section.)
Temporary:
For records documenting expenditure of grant funds, see Grant Records in
this section. Keep all other records five years after fiscal year end.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee's last date of service.
. Employee Travel Records: Records documenting requests, authorizations, reimbursements,
and other actions related to employee travel, including expense reports and receipts, vouchers
and related documents. Information typically includes: estimated and final cost, destination,
method of transportation, travel dates, approval signatures, etc.
Semipermanent: Keep five years after fiscal year end.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
IDAP A 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
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. Federal & State Tax Records: Records, in addition to those itemized in this section, used to
report the collection, distribution, deposit, and transmittal of federal and state income taxes as
well as social security tax. Examples include: the federal miscellaneous income statement
(1099), request for taxpayer identification number and certificate (W-9), employers'
quarterly federal tax return (941, 941E), tax deposit coupon (8109), and similar federal and
state completed forms. (SEE ALSO Wage & Tax Statements and Withholding Allowance
Certificates in this section for related records.)
Temporary:
Keep four years after fiscal year end.
Note:
Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
· Financial Reports: Reports documenting the financial condition and operation of the city,
issued on a monthly, quarterly, annual or other basis, including quarterly published
treasurer's report and year-end financial reports. Reports include information on revenues
and expenditures in relation to the final budget.
Permanent:
Keep fiscal year-end financial reports and quarterly published treasurer's
reports permanently.
Semipermanent: Keep all other reports five years after fiscal year end.
Note:
Idaho Code 50-907(1)(d) requires fiscal year-end financial reports to be
kept permanently.
Idaho Code 50-907(2)(a) provides that other financial reports must be kept
at least five years.
· Garnishment Records: Records documenting requests and court orders to withhold wages
from employee earnings for gamishments, tax levies, support payments, and other reasons.
Usually includes original writs of garnishment, orders to withhold, federal or state tax levies,
recapitulations of amounts withheld, and related records. Information usually includes:
employee name and social security number, name of agency ordering garnishment, amount,
name of party to whom payment is submitted, dates, and related data.
Temporary:
Keep five years after resolution.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
· General Ledgers: Records documenting the summary of accounts reflecting the financial
position of the city, showing debit, credit and balance amounts per account, budget, fund and
department, and totals for notes receivable, interest income, amounts due from other funds,
federal grants received, bank loans received, cash in escrow, deferred loans received, cash,
encumbrances, revenue, accounts receivable, accounts payable, etc.
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Semipermanent: Keep year-end ledgers five years after fiscal year end.
Note:
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
· Gift & Contribution Records: Records documenting gifts and contributions to the city,
including donor and acknowledgment letters, acquisition lists itemizing purchases made with
contributed money, checks, receipts and related records.
Permanent:
· Grant Records: Records documenting the application, evaluation, awarding, administration,
reporting and status of grants applied for, received, awarded or administered by the city.
Records include: applications and proposals, summaries, objectives, activities, budgets,
exhibits, award notices, progress reports, contracts, financial reports, and related
correspondence and documentation.
Permanent:
Keep final reports from significant grants permanently.
Semipermanent: Keep records documenting the purchase and/or disposal of real property
lO years after substantial completion or as specified in the agreement,
whichever is longer. Keep other grant records five years or as specified in
the agreement, whichever is longer.
Temporary:
Keep unsuccessful grant applications two years.
· Interdepartmental Billings: These are accounting documents that request the transfer of
funds between departments for services rendered or materials purchased.
Semipermanent: Keep five years after fiscal year end.
Note:
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
· Investment Records: Reports, statements, summaries, correspondence and other records
documenting and tracking investments made by the city, including the Local Government
Investment Pool.
Semipermanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
· Leave Applications: Applications or requests submitted by city employees for sick,
vacation, compensatory, personal business, family and medical leave, long term leave, and
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other leave time. Information usually includes: employee name, department, date, leave
dates requested, type of leave requested, and related data. (SEE ALSO Employee Time
Records in this section.)
Temporary:
Keep five years.
· Leave Balance Reports: Reports documenting individual city employee accrual and use of
sick, vacation, compensatory, personal business, family and medical leave, and other leave
time. Information usually includes: employee name and social security number, leave
beginning balance, leave time accrued, leave time used, ending balance, and related data.
(SEE ALSO Employee Benefits Records in the Personnel section.)
Temporary:
Keep year-end leave balance reports five years after employee separation.
Keep all other records four years after fiscal year end.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
· Letters of Credit, Bonds Sureties: Letters of Credit, Bonds, Sureties provided by
Developers to the City to be held until completion ofthe improvements so specified.
Permanent:
· Local Improvement Districts: Records documenting the formation of a local improvement
district and levying of special assessments, including: ordinance, published notices,
assessment roll, appeals, affidavits, bonds and coupons, delinquencies, and related
correspondence and documents.
Permanent:
Ordinances, assessment rolls, and payment records (if kept separately
from the roll itself) are permanent.
Temporary: Keep other records five years after the local improvement district is closed and
all bonds are paid off.
· Payroll Administrative Reports: Reports, statistical studies, and other records designed and
used for budget preparation, projections, workload and personnel management, and research
and general reference. Often consists of recapitulation reports organizing wages, deductions,
and other data into categories such as quarter-to-date, year-to-date, fiscal year-to-date,
department, division, section, employee/employer contributions, and others.
Temporary:
Keep two years after fiscal year end.
· Payroll Registers: Registers or records serving the same function of documenting the
earnings, voluntary and required deductions, and withholdings of city employees.
Information usually includes employee name and social security number, hours worked, rate,
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overtime, vacation value, various allowance, gross pay, federal and state withholding,
voluntary deductions, net pay, and related data.
Semipermanent: Keep year-end (or month-end, if year-end registers not used) five years
after fiscal year end.
Note:
Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee's last date of service.
IDAPA 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
· PERSI Records: Records relating to PERSI, including Employer Remittance Forms,
invoices, correspondence, financial adjustments, etc.
Semipermanent: Keep five years after fiscal year end.
Note:
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
· Receipts: Copies of receipts, showing the date, from whom received, amount, purpose, etc.
Temporary:
Cash receipts subject to audit must be kept four years after completion of
the audit.
Note:
IRS regulations (29 CFR 516.5; and 29 CFR 516.6) require retention of
these records for at least four years.
Note:
Idaho Code 50-907(3)(a) provides that cash receipts subject to audit must
be kept at least two years after completion of the audit.
· Sales & Use Tax Forms: Used to report and remit sales tax collected and due to the state.
Temporary: Keep two years after fiscal year end.
· Sales, Use and other Tax Records: Tax exempt records showing local government is
exempt from paying sales, use, or other taxes.
Transitory: Keep one year after superseded or obsolete.
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. Signature Authorization Records: Records documenting authorization of designated
employees to sign fiscal and contractual documents.
Temporary :
Keep two years after authorization superseded or expired.
. Subsidiary Ledgers, Journals & Registers: Records documenting details of transactions
such as those related to receipts and expenditures on a daily, monthly, quarterly or similar
basis. Includes journals, ledgers, registers, daybooks and other account books that provide
backup documentation for the general ledger.
Semipermanent: Keep year-end payroll register five years after fiscal year end. Keep all
other records five years after fiscal year end.
Note:
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
· Unemployment Compensation Claim Records: Records documenting claims submitted by
former city employees for unemployment compensation. Usually includes: claims, notices,
reports, and related records. May also include records generated by the appeal of claim
determinations.
Temporary:
Keep five years.
· Unemployment Reports: Records documenting employee earnings on a quarterly basis.
Used to document costs and charges in the event of an unemployment compensation claim.
Information includes: employee name and social security number, quarterly earnings, days
worked, totals, and other data.
Temporary:
Keep five years.
· Utility Account Change Records: Records documenting routine information changes to
customer accounts, including name and address.
Semipermanent: Keep five years after fiscal year end.
Note:
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
· Utility Application/Disconnect Records: Applications completed by customers requesting
or disconnecting water, sewer, power, garbage or other city-provided services. Information
typically includes: customer's name, address, phone number, meter information, date and
approval signatures.
Semipermanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
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. Utility Bill Remittance Stubs: Bill stubs received with payments for water, sewer, power,
garbage and other city-provided services that document receipt and posting of customer
payments. Information typically includes: account number, name, service address, payment
received, and receipt date and number.
Semipermanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
· Utility Billing Adjustment Records: Records documenting adjustments to customer water,
sewer, power, garbage or other city-provided service billings for debits, credits, refunds,
returned checks, and related reasons. Information usually includes: customer's name and
address, type of adjustment, justification, amount changed, authorizing signatures and other
information.
Semipermanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
· Utility Billing Register: Records documenting transactions on the water, sewer, power,
garbage or other city-provided service account of each customer. Useful for reference to
assure accurate customer billings. Information often includes: customer's name, service
address, meter reading, water or power usage, utility charges, payments, adjustments, prior
balance due, current balance due and related data.
Semipermanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
· Utility Customer Security Deposit Records: Records documenting customer payment of a
security deposit to receive water, sewer, power, garbage or other services. Information
usually includes date, amount of deposit, customer's name, address, and account number,
date account closed, refund date, amount of deposit confiscated, reason for confiscation, and
related information.
Semipermanent: Keep five years after refund or last action.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
· Utility Meter Books: Document the readings of customer water/power meters by city
employees for billing purposes. Information typically includes: name of meter reader, meter
reading, date read, account number, billing code, final reading, reason for turnoff, meter
changes, and related data.
Semipermanent: Keep five years after fiscal year end.
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Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
· Vendor Lists: Lists of vendors providing goods and services to the city.
Transitory:
Keep until superseded or obsolete.
· Wage & Tax Statements: Annual statements documenting individual employee earnings
and withholdings for state and federal income taxes and social security tax, also known as
federal tax form W-2. Information includes: city name and tax identification number,
employee name and social security number, wages paid, amounts withheld, and related data.
(SEE ALSO Federal & State Tax Records in this section.)
Temporary:
Keep five years.
Note:
Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
· Withholding Allowance Certificates: Certificates documenting the exemption status of
individual city employees, also known as W-4 forms. Information includes: employee name
and address, social security number, designation of exemption status, and signature. (SEE
ALSO Federal & State Tax Records in this section.)
Temporary:
Keep five years after employee separation.
Note:
Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
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Building Department Records
· Building Activity Records: Reports or statistical compilations tracking building activity on
a monthly or annual basis, used to plan budgets and staffing and monitor growth and building
trends. Typically tracks number of permits issued, type of activity, value of projects, fees
collected, etc.
Permanent:
Keep reports summarizing activity on an annual basis permanently.
Semipermanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
· Building Codes: Codes that may be adopted by local ordinance, including: the International
Building Code, International Residential Code, Intemational Energy Conservation Code,
International Mechanical Code, International Fuel Gas Code, Uniform Plumbing Code,
National Electrical Code, International Fire Code, etc.
Permanent.
· Building Code Complaints & Violations: Records documenting building code complaints
and violations, including original complaint/violation, correspondence, inspection reports,
photographs, enforcement action, hearings, and documentation recording the final out come
of the complaint/violation.
Permanent.
· Building Condemnation & Demolition Files: Records documenting building
condemnation and demolition files, including application, copy of permit, correspondence,
notice of condemnation and demolition permit.
Permanent.
· Building Inspection Reports & Working Papers: Records documenting inspections to
ensure compliance with the city's adopted codes, including inspection reports, logs, requests
for inspections, correspondence, etc.
Permanent:
Keep building inspection report permanently.
Temporary:
All other records keep two years.
· Building Permit Applications & Review: Applications for construction, structural
modifications, installation of plumbing, electrical or mechanical equipment, etc.
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Permanent.
. Building Permits: Permits granted to property owners for construction, structural
modifications, installation of plumbing, electrical, or mechanical equipment, etc.
Permanent:
Keep building permits for completed structures permanently.
Temporary:
Keep revoked or expired building permits two years after
revocation/expiration.
. Building Plans & Specifications: Blueprints and other graphic illustrations of designs
submitted by contractors for the construction, reconstruction or alteration of buildings. These
plans and accompanying specifications are submitted to ensure compliance with building
codes, setbacks and other regulations. Documents include: site plan, scale of floor plan,
elevation plan, electrical plan, typical wall section and foundation, and specifications.
Permanent:
Keep plans and specifications for publicly-owned and commercial
structures permanently.
Temporary:
Keep plans and specifications for residences two years after issuance of
certificate of occupancy.
Note:
Idaho Code 50-907(1)(c) requires building plans and specifications for
commercial projects and government buildings to be kept permanently.
Idaho Code 50-907(2)(c) requires building applications for commercial
projects and government buildings to be kept for at least five years. Idaho
Code 50-907(3)(a) requires building applications, plans and specifications
for noncommercial and nongovernment projects to be kept at least two
years after fmal inspection and approval.
· Certificates of Occupancy: Certification that a building complies with city codes and is safe
for occupancy. Information may include: type of building, building permit number, type of
construction, owner of building, address, contractor name, date built and certified in
compliance with code. Includes requests for temporary occupancy.
Permanent.
· Correction Notices: Notices to contractorlbuilder to correct defects noted during the
inspection process.
Permanent.
· Flood Insurance Maps: All flood insurance maps, including updates.
Permanent.
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. Flood Plain Permit Records: Permits issued for construction within a flood plain zone.
Records also may include: elevation certificates, applications, review records, checklists, and
other documents.
Semipermanent: Keep permits and elevation certificates 10 years after the life of the
structure or until area is determined not to be a flood plain, whichever is
longer. Keep other records 10 years.
. IRES Forms: Completed IRES forms submitted with building permit applications.
Permanent:
. Mechanical Permits: Issued mechanical permits.
Permanent:
. Plan Review Reports: Reports indicating compliance with adopted building codes, planning
and zoning ordinances, and other city requirements.
Permanent:
Keep plan review reports for commercial buildings permanently.
Semipermanent: Keep plan review reports for residential buildings five years after issuance
of certificate of occupancy.
. Sewer Permits: Permits issued by the sewer district for residential and commercial building
permits.
Permanent:
. Vehicle Maintenance & Repair Records: Document the maintenance and repair history of
city-owned vehicles. Records typically include: description of work completed, parts and
supplies used, date of service, date purchased, price, vehicle identification number, make and
model, registration, etc. (SEE ALSO Technical Manuals, Specifications & Warranties and
Capital Asset Records in this section)
Temporary:
Keep until vehicle is removed from service.
. Water Permits: Water permits issued by all entities providing water services to the city for
residential and commercial building permits.
Permanent:
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Citv Boards, Commissions & Committees
. Accounts Payable: Records documenting payment of bills, including reports, invoices,
statements, vouchers, purchase orders, payment authorizations, receipt records, canceled
checks or warrants, etc. (SEE ALSO Grant Records in this section for records documenting
expenditure of grant funds.)
Semipermanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
. Accounts Receivable: Records documenting billing and collection of monies owed by
vendors, citizens, organizations, governments, etc. Records include: reports, receipts,
invoices, awards, logs, lists, summaries, statements, etc. Information typically includes:
receipt amount, date, invoice number, name, account number, account balance, adjustments,
etc. (SEE ALSO Grant Records in this section for records documenting receipt of grant
funds.)
Semipermanent: Keep five years after fiscal year end.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
. Appointment Files: These files document appointments to fill vacancies to city boards,
commissions and committees. Documents may include: letters of recommendation, letters of
appointment, resumes, and related correspondence.
Temporary:
Keep all other records one year after service with city boards,
commissions, or committees ends.
. Citizen Awards: Awards presented to honor citizens for civic contributions. Records may
include award nominations, certificates, ceremony records, photographs, lists of recipients,
etc. Some records may have historic value.
Permanent:
Keep lists of recipients permanently.
Transitory:
Keep other records one year.
· City Boards, Commissions & Committees: Bylaws, meeting minutes and agendas of city
boards, commissions, and committees, including the Eagle Arts Commission, Historical
Preservation Commission and the Parks and Pathway Committee.
Permanent:
Bylaws, adopted meeting minutes and agendas of city boards,
commissions and committees are permanent.
Transitory:
Keep notes for meeting rninutes until minutes officially approved.
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Note:
Idaho Code 50-907(1 )(a) provides that adopted meeting minutes of city
boards and commissions are permanent.
· Conferences, Seminars & Workshops: Records documenting attendance and presentations
by city employees at conventions, conferences, seminars, workshops, and similar events,
including staff reports, instructional materials, related correspondence, etc.
.
Permanent:
Keep presentations by city employees permanently.
Temporary:
Keep all other records two years.
· Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease-purchase or sale of equipment, supplies, services or property.
Semipermanent: Keep five years after contract term expires.
Note: Idaho Code 50-907(2)(b) provides that contracts must be kept at least five years.
· Correspondence: Correspondence is divided into three types. Transitory Correspondence
covers day-to-day office and housekeeping correspondence and does not contain unique
information about city functions or programs. General Administrative Correspondence
includes records created or received in the course of administering city policies/programs,
but these records do not provide insight into significant policy/program discussions or
decisions. Policy/Program Correspondence documents the formulation, adoption, and
implementation of significant policy/program decisions. All three classifications of
correspondence include records on various types of media, including paper, email, and other
media.
Permanent:
Policy/program correspondence is permanent.
Temporary:
Keep general administrative correspondence for two years.
Transitory:
Keep transitory correspondence until administrative needs end.
· Employee Travel Records: Records documenting requests, authorizations, reimbursements,
and other actions related to employee travel, including expense reports and receipts, vouchers
and related documents. Information typically includes: estimated and final cost, destination,
method of transportation, travel dates, approval signatures, etc.
Semipermanent: Keep five years after fiscal year end.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
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IDAP A 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
· Gift & Contribution Records: Records documenting gifts and contributions to the city,
including donor and acknowledgment letters, acquisition lists itemizing purchases made with
contributed money, checks, receipts, and related records.
Permanent:
· Grant Records: Records documenting the application, evaluation, awarding, administration,
reporting and status of grants applied for, received, awarded or administered by the city.
Records include: applications and proposals, summaries, objectives, activities, budgets,
exhibits, award notices, progress reports, contracts, financial reports, and related
correspondence and documentation.
Permanent:
Keep final reports from significant grants permanently. Keep records
documenting the purchase and/or disposal of real property permanently.
Semipermanent: Keep other grant records five years or as specified in the agreement,
whichever is longer.
Temporary:
Keep unsuccessful grant applications two years.
· Historical File: Includes historical information about the city. May include maps,
newspaper clippings, scrapbooks, photographs, compiled histories of the city, information on
historic homes and properties, special events & celebrations, etc.
Permanent.
· Historical Preservation Commission: Permanent Collection Records: Collection records
documenting the acquisition, accession, use, care, maintenance, storage and disposition of
objects in the permanent collection, and may also provide records of deaccession of objects
no longer in the collection. Records may include: acquisition and deaccession policies and
procedures, appraisal and authenticity records, accession and catalog paper copy and/or
electronic catalog records, accession records, deaccession records, deeds of gift and other
gift/donor records, receipts on loaned items, inventory and location records,
condition/conservation records, photographs of objects, collections use records, loan
agreements.
Permanent.
· Historical Preservation Commission: Exhibits: Exhibit file documenting, planning,
construction and use of exhibit, including but not limited to photographs, sketches,
worksheets, publicity, loan agreements, and visitor surveys.
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Permanent:
· Historical Preservation Commission: Records: Records, including but not limited to
background files relating to proposed historic preservation legislation, historic district and lor
structure designation, records and case files for proposed external modifications to structures
with historic designations. Inventory list of non-current archival records in storage. Records
documenting final acquisitions and manner and date of acquisition. Transfer lists of archival
records of enduring historical value.
Permanent:
· News Releases: Prepared statements, announcements, and news conference transcripts
issued to the news media by the city.
Permanent.
· Professional Membership Records: Records documenting city-paid individual
memberships and activities in professional organizations.
Temporary:
Keep five years.
· Publications: Includes newsletters, annual reports, policies (e.g. personnel, internet use, drug
testing, etc.), manuals, pamphlets, brochures, leaflets, reports, plans, feasibility studies,
proposals, etc. published by the city or at the city's request.
Permanent:
Keep one copy of newsletters, annual reports, policies and procedures
manuals, plans, feasibility studies and other publications with lasting
significance permanently.
Transitory:
Keep other publications one year.
· Purchasing & Quality-Based Selection Records: Records documenting competitive
bidding and purchase of goods, services, and public works construction, and procurement of
design professionals. Records include: published notices and solicitations, specifications,
bids, requests for qualifications, statements of qualifications, etc.
Permanent:
Note:
Idaho Code 67-2805(2)(3) and 67-2806(1 )(3) require that if a city finds it
impracticable or impossible to obtain three bids for personal property or
from licensed public works contractors for public works projects,
documentation ofthe efforts undertaken to procure three bids must be kept
at least six months after the procurement decision is made.
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. Purchase Orders & Requisitions: Requests and purchase orders for goods or services
purchased by the city. Information includes: department, delivery location, date, quantity,
description, unit and total price, and authorizing signatures.
Semipermanent: Keep five years.
Note: Idaho Code 50-907(2)(a) provides that purchase orders must be kept at least five
years.
. Telephone Messages: Includes actual telephone messages and telephone message registers.
Transitory:
Keep for one week or until administrative needs end.
. Vendor Lists: Lists of vendors providing goods and services to the city.
Transitory:
Keep until superseded or obsolete.
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Election Records
· Ballots: Includes voted ballots, unused ballots, absentee ballots, spoiled ballots, and ballot
stubs.
Temporary:
Keep two years.
Note:
Idaho Code 50-907(3)(c) requires ballots to be kept at least two years.
· Campaign Finance Reports: Reports showing contributions and expenditures in city
campaigns by mayor/council candidates, political committees, and independent
persons/entities. Includes C-l (Certification of Treasurer), C-2 (Campaign Financial
Disclosure Report), C-4 (Independent Expenditures), C-5 (48 Hour Notice of Contributions/
Loans Received), C-6 (Statement by Nonbusiness Entity), and C-7 (48 Hour Notice of
Independent Expenditures).
Permanent.
Note: Idaho Code 50-907(1)(g) requires campaign finance reports be kept permanently.
· Candidate Declarations & Petitions: Includes declarations of candidacy and intent for
candidates for city elective office. Declarations of candidacy are filed by candidates to get
their name on the election ballot, and are accompanied by a filing fee of $40 or a petition
with the signatures of at least five qualified city electors, including a certification by the
county clerk of the number of signatures that are of qualified city electors. Declarations of
intent are filed by write-in candidates, and do not require the filing fee or petition.
Permanent.
Note: Idaho Code 50-907(1)(g) requires candidate declarations and petitions be kept
permanently.
· Election Working Files: Includes the following records: absentee voting, polling places,
judges and clerks, challengers and watchers, voting machines and vote tally systems,
correspondence, and other records not specifically listed in this schedule.
Temporary:
Keep two years.
· Notices of Election & Sample Ballots: Includes the first and second notice of election and
sample ballot, which are published in the official newspaper.
Permanent.
Note: Idaho Code 50-907(1 )(g) requires notices of election and sample ballots to be kept
permanentl y.
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· Petitions: Petitions for initiative, referendum, recall, liquor by the drink, & other elections.
Permanent.
· Poll Books: Books showing the name, address and signature of those voting in city elections.
Permanent:
Keep one poll book from each precinct permanently.
Temporary:
Duplicate copies of poll book may be destroyed after two years.
Note:
Idaho Code 50-907(1)(g) provides that one poll book from each precinct
must be kept permanently. Idaho Code 50-907(3)(c) provides that
duplicate poll books must be kept at least two years.
· Tally Books: The book in which election staff record and total the votes cast for each
candidate and ballot question at the polling precinct.
Permanent.
Note:
Idaho Code 50-907(1)(g) provides that tally books must be kept permanently.
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Information Systems Records
· Computer System Maintenance Records: These records document the maintenance of city
computer systems and are used to ensure compliance with warranties and service contracts;
schedule regular maintenance; diagnose system or component problems; and document
system backups. Records may include, but are not limited to: computer equipment
inventories, hardware performance reports, component maintenance records (invoices,
warranties, maintenance logs, correspondence, maintenance reports, etc.), system backup
reports and procedures, backup tape inventories, etc. (SEE ALSO Technical Manuals,
Specifications & Warranties in the Administrative section).
Transitory:
Keep records related to system or component repair or service for the life
of the system or component. Keep records related to regular or essential
records backups one year after superseded or obsolete.
· Computer System Program Documentation: Records documenting the development,
installation, modification, troubleshooting, operation and removal of software from city
computer systems; records required to plan, develop, operate, maintain and use electronic
records; system specifications, file specifications, code books, record layouts, user guides and
output specifications. (SEE ALSO Software Management Records in this section.)
Transitory:
Keep migration plans until superseded or obsolete. Keep other records
one year after system superseded or obsolete.
· Computer System Security Records: Records documenting the security of the city's
computer systems, including: employee access requests, passwords, access authorizations,
and related documents.
Transitory:
Keep until superseded or obsolete.
· Network Records: Records containing information on network circuits used by the city,
including: circuit number, vendor, type of connection, terminal series, software, contact
person and other relevant information. Also includes records used to implement a computer
network, including; reports, network diagrams, and wiring schematics.
Transitory:
Keep until superseded or obsolete.
· Information Service Subscription Records: Records documenting city subscriptions to
information services, including: subscriptions, invoices, and correspondence.
Semipermanent: Keep invoices five years.
Transitory: Keep all other records until no longer required.
· Information System Planning & Development Records: Records documenting the
planning and development of city information systems, including: information technology
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plans, feasibility studies, cost-benefit analyses, institution studies and surveys, information
management project records, system specifications and revisions, software evaluations,
component proposals, technical literature, vendor literature and proposals and
correspondence.
Transitory: Keep information relating to implemented systems for the life ofthe system.
All other records keep until superseded or obsolete
. Quality Assurance Records: Records verifying the quality of system, hardware or software
operations including records of errors or failures and the loss of data resulting from such
failures, documentation of abnormal termination and of error free processing, checks of
changes put into production, transaction histories and other records needed as an audit trail to
evaluate data accuracy.
Transitory:
Keep until superseded or obsolete.
. Software Management Records: Records documenting the use of software in city
information systems to ensure that institution software packages are compatible, that license
and copyright provisions are complied with and that upgrades are obtained in a timely
manner. Records may include, but are not limited to: software purchase records, inventories,
licenses and correspondence.
Transitory:
Keep until software disposed of or upgraded.
. User Support Records: Records documenting troubleshooting and problem-solving
assistance provided by information systems personnel to users of the systems. Records may
include: assistance requests, resolution records, and related documentation.
Transitory: Keep until the fiscal year end.
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Insurance, Risk Management & Safety Records
. City Vehicle Accident Records: Records documenting accidents involving city vehicles,
including: name and address of parties involved, date and time, complaint, description of
damage, photographs, correspondence, etc. (SEE ALSO Liability Claims Records in this
section. )
Temporary:
If no claim is filed, keep two years.
. Contractor Liability Insurance Verification Records: Letters or certificates of coverage
provided by insurance companies declaring that specific contractors are covered by
appropriate liability insurance. Records include: insurance company name and address, issue
date, expiration date, amount and type of coverage, special provisions, signature of insurance
company representative, etc.
Semipermanent: For city public works projects keep 10 years after substantial completion.
Keep all other records six years after expiration.
. Contractor Performance Bond Records: Records documenting the posting of performance
guarantees or surety bonds by contractors performing work for the city, including letters,
certificates, copies of bonds, etc. Information usually includes: name of individual or
company covered, amount of coverage, effective dates, name of bonding agent, authorized
signatures, etc.
Semipermanent: For city public works projects keep 10 years after substantial completion.
Keep all other bond records six years after expiration.
. Insurance Policy Records: Records documenting the terms and conditions of city insurance
policies covering liability, property, motor vehicle, workers' compensation, etc. Records
usually include: policies, endorsements, rate change notices, agent of record, and related
documents.
Permanent:
Keep property and liability insurance policies permanently.
Temporary:
Keep other insurance records two years after expiration if no claims
pending.
. Liability Claims Records: Records documenting various types of liability claims filed
against the city, including: personal injury, property damage, motor vehicle accident, false
arrest, etc. Records often include: reports, photographs, summaries, reviews, notices, audio
and videotapes, transcripts of recorded statements, correspondence and related documents.
Semipermanent: Keep ten years after case closed or dismissed.
. Liability Waiver Records: Document the release of the city from liability related to various
activities, including: police/fire ride-alongs, rekindling fires, participating in city-sponsored
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recreational events or classes, etc. Information usually includes: release terms, date,
signatures, and related information.
Semipermanent: Keep five years.
. Property Damage Records: Records, photographs, and other records documenting damage
to city property such as signs, trees, picnic tables, buildings, fountains, and fences.
Information often includes: type and location of property damaged, description of damage,
date and time of damage (if known), name and address of individual causing the damage (if
known), value of damage, billing costs, etc. (SEE ALSO Liability Claims Records in this
section.)
Temporary:
If no claim is filed, keep two years.
. Public Injury Reports: Records documenting injuries sustained by non-employees on city
property (i.e. parks, swimming pools, libraries, etc.). Information usually includes: date,
time, and location; description of injury; name, address, phone number, sex and age;
witnesses and other related information. (SEE ALSO Liability Claims Records in this
section.)
Temporary:
If no claim is filed, keep two years.
. Risk Survey & Inspection Records: Records documenting surveys, inspections, and other
actions designed to identify potential hazards and liabilities to the city related to buildings,
parks, playgrounds, swimming pools, etc. Useful for preventing liability claims and for
illustrating a pattern of responsible action regarding hazards. Records may include: survey
summaries and reports, safety audit and inspection reports, correspondence, etc.
Permanent:
Keep records documenting the formation or change of policy permanently.
Temporary:
Keep other records two years.
. Safety Program Records: Records documenting the city's program to promote a safe work
environment for its employees. Records may include: safety policies, plans and procedures,
workplace safety committee records, reports on inspections conducted by the safety officer,
evacuation rosters and reports, and related documentation and correspondence.
Temporary:
Keep safety policies, plans, and procedures two years after superseded.
Keep inspection reports, evaluations, and recommendations ten years.
Keep all other records two years.
. Workers' Compensation Claim Records: Records documenting the processing of
individual employee claims of job related injuries or illnesses, but not those describing actual
medical conditions. Records may include: claim disposition notices, claim reporting and
status forms, injury reports, determination orders, insurance premium data, hearing requests,
safety citations, inspection reports, medical status updates and reports, investigation reports,
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reimbursement and payment records, and related correspondence and documentation. (SEE
ALSO Employee Medical Records in the Personnel Records section for retention of records
describing injuries and illnesses).
Semipermanent: Keep five years after claim closed or final action.
Note:
Idaho Code 72-601 requires employers to keep records of work-related
injuries and illnesses and provides that failure to keep these records is a
misdemeanor. Idaho Code 72-603 requires employers to keep records of
the job classifications and wages of employees.
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Legal Records
. Civil Case Files: Documentation of pending and closed cases filed by and against the city,
including complaints, summons, investigations, reports, attorney's notes, orders and
judgments, dispositions, pleadings, mediation information and related records.
Permanent:
. Claim Files: These records contain claims for damages caused by city employees/equipment.
Semipermanent: Keep five years, provided there is no pending litigation.
. Criminal Case Files: Records related to the prosecution of criminal cases, including
citations, police reports, driving records, tape recordings, complaints, subpoenas, motions,
judgments, and related records.
Permanent:
. Land Use Appeals: Records related to appeals of land use decisions, including staff reports,
pleadings, briefs, and related records.
Permanent:
Legal Opinions: Formal and informal opinions rendered by the city attorney for the mayor,
councilor city departments, examining legal questions relating to
state/federal law/rules or local ordinances/policies.
Permanent.
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Library Records
. Accession Records: Document the accession of all library acquisitions into the library's
holdings. Information may include: author, title, publisher, year purchased, price, and other
related information. May include accession registers and documentation of materials
deaccessioned from the library collection.
Transitory:
Keep until superseded or obsolete.
. Borrower Application Records: Includes application filled out by patrons applying for a
library card. This information is frequently computerized and is used for the checkout of
library materials, monitoring of overdue books, fines and fees, and for ongoing verification
of address and telephone number.
Transitory:
Keep until materials returned and applicable fees and fines paid or until
administrative needs end.
. Circulation Records: Records of all library materials checked out. May be automated or
manual system, and information typically includes: item title, identification (or barcode)
number, due date, patron name, and library card number.
Transitory:
Keep until items returned and late fees paid.
. Circulation & Other Library Statistical Reports: Weekly, monthly, quarterly or annual
statistical reports on the numbers and type of library materials checked out, number of library
cards issued and totals.
Permanent:
Keep department reports summarizing activities on an annual basis
permanently.
Transitory:
Keep all other reports until obsolete or superseded.
Note:
Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
. Educational & Public Outreach Program Records: Records relating to educational and
public outreach programs, including: tours, lectures, workshops, children's story time and
other adult and children's events. Records may include: brochures, fliers, reports, teaching
packets, photographs, audio and video tapes, class schedules, attendance rosters,
correspondence and related records.
Permanent:
Keep annual reports summarizing activities permanently.
Transitory:
Keep all other reports until obsolete or superseded.
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. Holdings Catalog: This is a catalog used by patrons to find materials in the library's
collection. May be manual card catalog or online database. Information includes: call
number, author, title, publisher, number of copies, subject, and other pertinent information.
Transitory:
Keep until superseded or obsolete.
. Interlibrary Loan Records: These records document the lending and borrowing of library
materials through the interlibrary loan network, including interlibrary loan forms, computer
searches, related correspondence, etc. The interlibrary loan forms include: patron's name,
address, telephone, description of material requested (author, title, publisher, etc.), date
material provided and date material was returned.
Transitory:
Keep until request completed or canceled, materials returned and
applicable fees and fines paid, or until administrative needs end.
. Library Board Meeting Agenda, Minutes & Recordings: Records documenting meetings
of the library board and motions, and other actions taken at library board meetings.
Permanent:
Transitory:
Note:
Adopted library board meeting minutes and meeting agendas (if not
included in the minutes) are permanent.
Keep audio/visual recordings until superseded, obsolete, or administrative
needs end. Keep notes for meeting minutes until minutes officially
approved.
Idaho Code 50-907(1)(a) provides that adopted meeting minutes of the
library board are permanent.
. Library Complaints: These records document complaints received and actions taken
concerning library services, including progranuning and material selection policies.
Information includes: complainant's name, address, telephone, date, explanation of
complaint, etc.
Temporary:
Keep two years after resolution of complaint or final action.
. Library Operation Policies: Policies concerning library operations, including materials
selection.
Permanent.
. Library Publications: Publications distributed to the public to advertise library services,
programs and activities, including brochures, newsletters, activities calendars, bookmobile
schedules, special events fliers, etc.
Permanent:
Keep one copy of newsletters and other publications with lasting
significance permanently.
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Transitory:
Keep all other publications and etc. until superseded or obsolete.
. Master Shelf ListlInventory: Inventory of all library holdings, including volumes and titles
added or withdrawn from the collection. Typically arranged by shelf, showing title, author,
accession number, publisher, date purchased, cost and number of copies. Used as an
inventory control by library personnel.
Transitory:
Keep until superseded or obsolete.
. Overdue Book Records: Lists and notices used to monitor status of overdue books and other
media, and notify patrons to return overdue materials.
Transitory:
Keep until materials returned and fines collected, or debts deemed
uncollectible.
. Patron Requests: Requests by library patrons for materials currently checked out or to add
new materials to the library collection. 1nformation may include: patron's name, library card
number, address, and telephone; call number, author, and title of material requested.
Transitory:
Keep until request approved or rejected.
. Permanent Collection Records: Records documenting the accession, use, care,
maintenance, storage and disposition of objects in the library's permanent collection, and
may also provide records of deaccession of objects no longer in the collection. Records may
include: acquisition and deaccession policies and procedures, appraisal and authenticity
records, accession and catalog paper copy and/or electronic catalog records, accession
records, deaccession records, deeds of gift and other gift/donor records, inventory and
location records, condition/conservation records, photographs of objects, collections use
records and library shelf lists and finding aids.
Permanent.
. Research Inquiry & Response Records: Records relating to research requests received and
responses made by library staff. Information typically includes: name of researcher, subject
of inquiry or request, reply, information sources, etc.
Transitory:
Keep until administrative needs end.
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Parks & Recreation Records
. Activity Reports: Daily, weekly, monthly or other reports documenting the activities of
parks and recreation department employees, including: type of activity, employees/volunteers
involved, time spent on activity, work completed, etc.
Permanent:
Keep reports summarizing activities on an annual basis permanently.
Semipermanent: Keep all other reports five years.
Note:
Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
. Chemical Application Records: Document the application of pesticides, herbicides and
fertilizers to city parks, golf courses and other property. Information typically includes date
used, weather conditions, application area, chemical applied, mix ratio, and coverage rate.
Transitory:
Destroy after three years.
Note:
IDAPA 02.03.03.150 requires professional pesticide and chemigation
applicators to maintain records documenting each application for three
years.
. Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies or materials
(mulch, sand, bark, topsoil, etc.). Information usually includes date, time, amount and type
of supplies received, and related data.
Transitory:
Destroy after fiscal year end.
. Equipment Maintenance & Repair Records: Records documenting the inspection,
maintenance, and repair of city-owned equipment, including: mowers, trailers, edgers,
blowers, aerators, office equipment, and furniture. Information often includes: description of
work completed, parts and supplies used, date of service, date of purchase, purchase price,
equipment number, make and model, and related data. (SEE ALSO Capital Asset Records in
the Administrative section).
Transitory:
Keep until equipment is removed from service.
. Facility & Equipment RentallLoan Records: Records documenting rental or loan of city-
owned facilities (e.g. parks, ball fields, etc.) or equipment (e.g. sports equipment, tools,
gardening implements). Records often include: applications, calendars, lists, receipts, and
related documents. Information typically includes: name, address and phone number of
renter/borrower; description of facility/equipment; date and time of reservation and signature.
Transitory:
Destroy after fiscal year end.
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. Parks and Pathway Development Committee Meeting Agenda, Minutes & Recordings:
Records documenting meetings ofthe city council and motions, resolutions, ordinances and
other actions taken at council meetings.
Permanent:
Adopted council meeting minutes and council meeting agendas (if not
included in the minutes) are permanent.
Transitory:
Keep audio/visual recordings of non-land use issues until superseded,
obsolete, or administrative needs end. Keep notes for meeting minutes
until minutes officially approved.
Note:
Idaho Code 50-907(1)(a) provides that adopted meeting minutes of the
city council are permanent.
. Park & Facility Inspection & Maintenance Records: Document periodic inspections,
complaints, maintenance and repairs for parks, playgrounds, sidewalks, picnic tables, and
other property, equipment and facilities.
Permanent:
. Park & Facility Use Permits: Permits issued to individuals or organizations for special uses
of city parks and facilities. Examples include: fun runs, bicycle races, events with more than
a specified number of participants, concerts, etc.
Transitory:
Destroy after fiscal year end.
. Recreation Program Files: Records relating to city recreation programs, including: fliers,
class/activity rosters, participants, instructors, schedules, calendars, fees, advertisements, etc.
Permanent:
Keep annual reports summarizing activities permanently.
Temporary:
Keep other records two years.
. Recreational Facility Files: Records used to maintain a record of construction and
renovation projects for each facility (parks, golf courses, swimming pools, etc.). Records
may include: correspondence, construction information, architectural drawings, contracts,
specifications, news clippings, histories offacilities, safety reports, photographs and maps.
Permanent.
. Registration Records: Registration records for city parks and recreation programs, classes
and events. Information includes: participant's name, address, phone and signature of
participant/guardian; program name and date(s); fee paid; etc. (SEE ALSO Liability Waiver
Records in the Insurance, Risk Management & Safety Section.)
Temporary:
Keep two years.
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. Sports Team Records: Document information relating to adult/youth sports leagues,
including team rosters, participant information, sponsors, game/tournament schedules, etc.
Temporary:
Keep two years.
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Personnel Records
· Affirmative Action Records: Records documenting city compliance with the Civil Rights
Act of 1964, the Equal Employment Opportunity Act of 1972 and the Americans with
Disabilities Act. Records include: plans, updates, policy statements, reports, investigations,
case files, complaints and related information. Also includes EEO-4 reports submitted to the
Equal Employment Opportunity Commission (EEOC) documenting compliance with EEOC
requirements by cities with 15 or more employees.
Permanent:
Keep plans, updates, and policy statements permanently.
Temporary:
Keep EEO-4 reports and all other records five years.
· Benefits Continuation Records: Records documenting notice to employees, spouses and
dependents informing them of their rights to continue insurance coverage after termination or
during disability or family leave and whether coverage was elected or rejected. Continuation
may be under COBRA or another provision. Notice is also sent to a third party administrator
who administers the extended coverage. Records may be filed with the Employee Benefits
Records or Employee Personnel Records.
Temporary:
Keep five years after employee separation or eligibility expired.
Note:
No retention period specified in 26 CFR Part 54.
· Collective Bargaining Records: Records documenting negotiations between the city and
employee representatives, including contracts, reports, negotiation notes, letters of
agreement, arbitration findings, cost analyses, minutes, tape recordings, etc.
Temporary:
Keep contracts and minutes three years after contract expires.
Note:
Federal regulations (29 CFR 516.5) requires certain employment contracts
and collective bargaining agreements to be kept three years after their last
effective date.
· Deduction Authorization Records: Records documenting employee application and
authorization for voluntary payroll deductions, direct bank deposits, and related actions.
Payroll deductions are directly deposited or remitted to the authorized financial institution,
insurance company, or other agency or vendor. Records may include: insurance applications,
enrollment cards, deduction authorizations, approval notices, deduction terminations, and
related records.
Temporary:
Keep five years after superseded, terminated, or employee separation.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
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. Deduction Registers: Registers or records documenting voluntary and/or required
deductions from the gross pay of city employees. Types of deductions include: federal
income and social security taxes, state income tax, workers' compensation, union dues,
insurance, deferred compensation, credit union, parking permit, garnishments, levies,
charitable contributions, and others. Information may include: employee name and social
security number, pay period, total deductions, net pay, check number, and related data.
Temporary:
Keep five years after fiscal year end.
· Employee Benefits Records: Records relating to city employee benefit information such as:
selection of insurance plans, retirement, pension and disability plans, deferred compensation
plans, and other benefit information. Records may include, but are not limited to: plan
selection and application forms, enrollment records, contribution and deduction summaries,
personal data records, authorizations, beneficiary information, year-end leave balance
reports, notices of disability payment made, and related documentation. Generally filed with
Employee Personnel Records.
Temporary:
Keep year-end leave balance reports and official copy of retirement
enrollment records five years after employee separation or eligibility
expired.
Note:
Numerous federal regulations provide retention periods for these records:
29 CFR 1627.3 (Age Discrimination) requires employee benefit plans
such as pension and insurance plans to be kept for the full period the plan
or system is in effect, and for at least one year after its termination.
Payroll, recruitment and selection, personnel, and employee benefits
records must also be kept at least one year from the date of the personnel
action to which the records relate, with the exception of records required
for an enforcement action, which must be kept until the action's final
disposition.
29 CFR 1602.14 (Recordkeeping & Reporting Under Title VII & ADA)
requires personnel, compensation and benefits records to be kept at least
one year from the date of making the record or the personnel action
involved, whichever is later, except in the case of involuntarily terminated
employees, which must be kept at least one year from the date of
termination. When a charge of discrimination or action is filed, records
must be kept until final disposition of the case.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee's last date of service.
IDAPA 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
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. Employee Medical Records: Document an individual employee's work-related medical
history. These records are not personnel records and must be kept in a separate location from
employee personnel records as required by the Americans with Disabilities Act. Records
may include, but are not limited to: medical exam records (pre-employment, pre-assignment,
periodic or episodic), X-rays, records of significant health or disability limitations related to
job assignments, documentation of work-related injuries or illnesses, hearing test records,
hazard exposure records, first-aid incident records, physician statements, release consent
forms and related correspondence.
Temporary:
Keep hazard exposure records 30 years after separation.
Keep other records five years after separation or completion of litigation,
whichever is longer.
Note:
Idaho Code 72-601 requires employers to keep records of work-related
injuries and illnesses and provides that failure to keep these records is a
misdemeanor. Failure to keep these records is a misdemeanor.
· Employee Personnel Records: Document an employee's work history. Records may
include, but are not limited to: employment applications, notices of appointment, training and
certification records, records of health limitations, drug testing, salary schedules, personnel
actions, performance evaluations, awards and other special recognition, letters of
recommendation, investigation information, disciplinary action, notices of layoff, letters of
resignation, home address and telephone, emergency notification forms, oaths of office,
grievance and complaint records, and related correspondence and documentation. (SEE
ALSO Employee Benefits Records, Employee Medical Records, Recruitment & Selection
Records, and Volunteer Worker Records in this section.)
Temporary:
Keep five years after separation.
Note:
Numerous regulations provide retention periods for these records:
29 CFR 1602.14 (Recordkeeping & Reporting Under Title VII & ADA)
requires personnel, compensation and benefits records to be kept at least
one year from the date of making the record or the personnel action
involved, whichever is later, except in the case of involuntarily terminated
employees, which must be kept at least one year from the date of
termination. When a charge of discrimination or action is filed, records
must be kept until final disposition of the case.
29 CFR 1602.31 (Recordkeeping & Reporting for Civil Rights Act &
Americans with Disabilities Act) requires these records be kept at least
two years from the date of the making ofthe record or the personnel action
involved, whichever occurs later. Where a charge of discrimination has
been filed, or an action brought by the Attorney General against a political
jurisdiction under title VII or the ADA, the city is required to preserve all
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personnel records relevant to the charge/action until final disposition of
the charge/action.
29 CFR 1620.32 (Equal Pay Act) requires personnel, recruitment and
selection records, payroll and collective bargaining/contract records to be
kept at least two years.
49 CFR 382.401 (Drug Testing for Holders of Commercial Driver's
Licenses) provides various retention requirements for drug testing records.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee's last date of service.
IDAP A 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
· Employee Time Records: Records documenting hours worked, leave hours accrued, and
leave hours taken by city employees. Information usually includes: employee name and
social security number, hours worked, type and number of leave hours taken, total hours,
dates and related data. (SEE ALSO Leave Applications in this section.)
Temporary:
For records documenting expenditure of grant funds, see Grant Records in
this section. Keep all other records five years after fiscal year end.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee's last date of service.
· Employment Eligibility Verification Forms (1-9): Document to the U.S. Immigration and
Naturalization Service that an applicant or employee is eligible to work in the United States.
Information includes: employee information and verification data such as citizenship or alien
status and signature, and employer review and verification data such as documents, which
establish identity and eligibility, and employer's signature certifying that documents were
checked. This category includes forms completed for all new hires, as well as superseded or
previous forms completed on rehires.
Temporary:
Keep five years after separation.
Note:
Federal regulations (8 CFR 274a.2) require these records be kept three
years after the date of hiring or one year after the individual's employment
is terminated, whichever is later.
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. Federal & State Tax Records: Records, in addition to those itemized in this section, used to
report the collection, distribution, deposit, and transmittal of federal and state income taxes as
well as social security tax. Examples include: the federal miscellaneous income statement
(1099), request for taxpayer identification number and certificate (W -9), employers'
quarterly federal tax return (941, 941 E), tax deposit coupon (8109), and similar federal and
state completed forms. (SEE ALSO Wage & Tax Statements and Withholding Allowance
Certificates in this section for related records.)
Temporary:
Keep five years after fiscal year end.
Note:
Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
· Garnishment Records: Records documenting requests and court orders to withhold wages
from employee earnings for garnishments, tax levies, support payments, and other reasons.
Usually includes original writs of garnishment, orders to withhold, federal or state tax levies,
recapitulations of amounts withheld, and related records. Information usually includes:
employee name and social security number, name of agency ordering garnishment, amount,
name of party to whom payment is submitted, dates, and related data.
Temporary:
Keep five years after resolution.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
· Hazard Exposure Records: Emergency response employees exhibiting signs or symptoms
possibly resulting from exposure to hazardous substances are required to be provided medical
examination and consultation. Records include: employee's name and social security
number; physician's written opinion, recommended limitations; results of examinations and
tests; employee medical complaints related to hazardous substance exposure; description of
employee's duties as they relate to exposure; the employee's exposure levels or anticipated
exposure levels; description of protective equipment used; and information from previous
medical examinations of the employee which is not readily available to the physician and
other information. (SEE ALSO Employee Medical Records in this section.)
Semipermanent: Keep 30 years after separation.
· Leave Applications: Applications or requests submitted by city employees for sick,
vacation, compensatory, personal business, family and medical leave, long term leave, and
other leave time. Information usually includes: employee name, department, date, leave
dates requested, type of leave requested, and related data. (SEE ALSO Employee Time
Records in this section.)
Temporary:
Keep five years.
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. Leave Balance Reports: Reports documenting individual city employee accrual and use of
sick, vacation, compensatory, personal business, family and medical leave, and other leave
time. Information usually includes: employee name and social security number, leave
beginning balance, leave time accrued, leave time used, ending balance, and related data.
(SEE ALSO Employee Benefits Records in this section.)
Temporary:
Keep year-end leave balance reports five years after employee separation.
Keep all other records four years after fiscal year end.
Note:
Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention
of these records for at least four years.
· Payroll Administrative Reports: Reports, statistical studies, and other records designed and
used for budget preparation, projections, workload and personnel management, and research
and general reference. Often consists of recapitulation reports organizing wages, deductions,
and other data into categories such as quarter-to-date, year-to-date, fiscal year-to-date,
department, division, section, employee/employer contributions, and others.
Temporary:
Keep two years after fiscal year end.
· Payroll Registers: Registers or records serving the same function of documenting the
earnings, voluntary and required deductions, and withholdings of city employees.
Information usually includes employee name and social security number, hours worked, rate,
overtime, vacation value, various allowance, gross pay, federal and state withholding;
voluntary deductions, net pay, and related data.
Semipermanent: Keep year-end (or month-end, if year-end registers not used) five years
after fiscal year end.
Note:
Federal regulations (26 CFR 31.6001-1; 29 CFR 516.5; and 29 CFR
516.6) require retention of these records for at least four years.
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
Idaho Code 45-610 provides that employment records must be maintained
for at least three years after the employee's last date of service.
IDAPA 09.01.35.081 provides that payroll, personnel, benefits, and
employee travel reimbursement records must be kept for at least 3 years
after the calendar year in which remuneration was due.
· PERSI Records: Records relating to PERSI, including Employer Remittance Forms,
invoices, correspondence, financial adjustments, etc.
Semipermanent: Keep five years after fiscal year end.
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Note:
Idaho Code 50-907(2)(a) provides that these records must be kept at least
five years.
. Receipts: Copies of receipts, showing the date, from whom received, amount, purpose, etc.
Temporary:
Cash receipts subject to audit must be kept four years after completion of
the audit.
Note:
IRS regulations (29 CFR 516.5; and 29 CFR 516.6) require retention of
these records for at least four years.
Note:
Idaho Code 50-907(3)(a) provides that cash receipts subject to audit must
be kept at least two years after completion of the audit.
· Photo Identification Records: Photographs and other records used to identify city
employees, private security personnel, contract workers and others. May include
photographs taken for city identification cards, driver's license photographs, and information
such as name, date of birth, physical description, identification number, driver's license
number, and other data.
Transitory:
Keep until superseded, obsolete or administrative needs end.
· Position Description, Classification & Compensation Records: Records documenting the
description, classification, and compensation of city jobs and positions. Usually includes
details of duties and responsibilities of each position, time percentage breakdowns of tasks,
skills and abilities needed for each position, and related records documenting the
development, modification or redefinition of each job or position. Records often include:
reports, position descriptions, position evaluations, salary & benefits studies, job analyses,
interview data, selection criteria, authorizations, agreements and related records.
Temporary:
Keep two years after superseded, obsolete or administrative needs end.
Note:
29 CFR 1602.31 (Recordkeeping & Reporting for Civil Rights Act &
Americans with Disabilities Act) requires these records be kept at least
two years from the date of the making of the record or the personnel action
involved, whichever occurs later. Where a charge of discrimination has
been filed, or an action brought by the Attorney General against a political
jurisdiction under title VII or the ADA, the city is required to preserve all
personnel records relevant to the charge/action until final disposition of
the charge/action.
29 CFR 1620.32 (Equal Pay Act) requires personnel, recruitment and
selection records, payroll and collective bargaining/contract records to be
kept at least two years.
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29 CFR 1627.3 (Age Discrimination) requires payroll, recruitment and
selection, personnel, and employee benefits records to be kept at least one
year from the date of the personnel action to which the records relate, with
the exception of records required for an enforcement action, which must
be kept until the action's final disposition.
. Recruitment & Selection Records: Document the recruitment and selection of city
employees, and contracted service providers such as attorneys, auditors, consultants, etc.
Records may include, but are not limited to: job announcements and descriptions, applicant
lists, applications and resumes, position advertisement records, civil service and other
examination records, classification specifications, affirmative action records, interview
questions, interview and application scoring notes, applicant background investigation
information, polygraph test results, letters of reference, civil service records, position
authorization forms, certification of eligible, recruitment summary records (job
announcement, position description, documentation relating to the announcement and test,
and test items and rating levels), and related correspondence and documentation. (SEE
ALSO Employee Personnel Records and Employment Eligibility Verification Forms (I-9) in
this section.)
Temporary:
Keep unsuccessful applications and all other records two years after
position filled or recruitment canceled.
Note:
29 CFR 1602.14 (Recordkeeping & Reporting Under Title VII & ADA)
requires recruitment and selection, personnel, compensation and benefits
records to be kept at least one year from the date of making the record or
the personnel action involved, whichever is later, except in the case of
involuntarily terminated employees, which must be kept at least one year
from the date of termination. When a charge of discrimination or action is
filed, records must be kept until final disposition of the case.
29 CFR 1602.31 (Recordkeeping & Reporting for Civil Rights Act &
Americans with Disabilities Act) requires these records be kept at least
two years from the date of the making of the record or the personnel action
involved, whichever occurs later. Where a charge of discrimination has
been filed, or an action brought by the Attorney General against a political
jurisdiction under title VII or the ADA, the city is required to preserve all
personnel records relevant to the charge/action until final disposition of
the charge/action.
29 CFR 1620.32 (Equal Pay Act) requires personnel, recruitment and
selection records, payroll and collective bargaining/contract records to be
kept at least two years.
29 CFR 1627.3 (Age Discrimination) requires payroll, recruitment and
selection, personnel, and employee benefits records to be kept at least one
year from the date of the personnel action to which the records relate, with
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the exception of records required for an enforcement action, which must
be kept until the action's final disposition.
. Training Program Records: Records related to the design and implementation of training
programs provided to employees by the city. May include class descriptions, instructor
certifications, planning documentation, instructional materials, course outlines, class
enrollment and attendance records, and related records. (SEE ALSO Employee Personnel
Records for training records related to individual employees.)
Permanent:
City sponsored training programs.
Transitory:
Keep all other records one year.
Note:
Copies of Employee's Certificates of Completion are to be kept in the
Employee's personnel folder.
. Unemployment Compensation Claim Records: Records documenting claims submitted by
former city employees for unemployment compensation. Usually includes: claims, notices,
reports, and related records. May also include records generated by the appeal of claim
determinations.
Temporary:
Keep five years.
. Unemployment Reports: Records documenting employee earnings on a quarterly basis.
Used to document costs and charges in the event of an unemployment compensation claim.
Information includes: employee name and social security number, quarterly earnings, days
worked, totals, and other data.
Temporary:
Keep five years.
. Volunteer Program Records: Records documenting the activities and administration of
volunteer programs in the city. May include volunteer hour's statistics, volunteer program
publicity records, insurance information, inactive volunteer files, and related records. For
records related to individual volunteers, see Volunteer Worker Records in this section.
Temporary:
Keep two years.
. Volunteer Worker Records: Records documenting work performed for the city by citizens
without compensation for their services. May include agreements, applications, skills test
results, training documentation, task assignment and monitoring records, etc.
Temporary:
Keep two years after separation.
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Planning & Zoning Records
. Annexation Records: Document the annexation of new land into the city. Records may
include: application, annexation agreement, notices of hearing, staff report, recommendations
of the planning and zoning commission, maps, etc.
Permanent:
. Area of Impact Records: Document the negotiation and adoption of area of impact
agreements and ordinances with the county, including: public notices, correspondence,
notices of hearing, recommendations from the planning and zoning commission, maps,
"committee of nine" proceedings, etc.
Permanent:
. Code Enforcement: Case files on city code violations including: correspondence with
owners, site inspections, photographs, enforcement actions, and hearings.
Permanent:
. Capital Construction or Public Improvement Projects: All documents relevant to capital
construction or public improvement projects, including: bid documents, addendums to bid
documents, scope of work, advertisements for bids, original affidavits of publication, bid
bonds and certificates of insurance, bid opening documentation including any protests, notice
of bid award, change orders, executed original contract documents, correspondence relevant
to the project, inspection reports, environmental impact statements, plans, maps, designs and
architectural drawings and photographs, performance guarantees, budget schedules and etc.
Permanent:
· Community DevelopmentlUrban Renewal Projects: Case files, these records have
historical value, federal assistance applications, final reports, master summary record
documenting all activity of the agency covering housing rehabilitation, tenant relocation,
economic development, property acquisition and resale, special projects, original executed
contracts, photographs, architect's plans and sketches of buildings, streets, and urban areas.
Permanent:
· Comprehensive Plan: The plan used to guide the long-term growth and development of a
city. Records typically include: the plan document, periodic updates, citizen surveys and
participation information, notices of hearing, maps, photographs, staff reports,
recommendations from the planning and zoning commission, etc.
Permanent:
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. Conditional Use Permits: Permits allowing construction of buildings in specific areas when
impacts to neighbors are mitigated. Documents typically include: application, blueprint
drawings, notices of hearing, staff report, planning and zoning commission
recommendations/decision, and related correspondence.
Permanent:
Keep application and decision documents permanently.
. Design Review Records: Records related to design review overlay districts, including:
applications, staff reports, committee recommendations, maps, photographs, and other
records.
Permanent:
Keep application and decision documents permanently.
. Development Agreements: Records documenting formation, modification and termination
of development agreements, in which the city requires the developer to make a written
commitment concerning use or development of the subject parcel as a condition of rezoning.
The agreements are recorded and binding on subsequent property owners.
Permanent.
. Economic DevelopmentlIndustrial Development: Master summary records documenting
contracts and inquiries and resulting responses and actions taken, opinion surveys, special
project or program files, official copies of publications, videotapes or informational literature
prepared for public distribution.
Permanent:
. Future Acquisitions Map: Records relating to the future acquisitions map, which identifies
land proposed for acquisition for infrastructure and services over the next 20 years.
Permanent.
. Historic District Records: Records relating to historic district overlay zones, including:
applications, staff reports, committee recommendations, maps, photographs, list of historic
structures and other records.
Permanent.
. Land Use Hearing Recordings & Exhibits: Includes maps, plans, drawings, and other
exhibits prepared for land use hearings and audio recordings ofland use hearings before the
planning and zoning commission and city council.
Permanent:
Keep land use exhibits referenced in minutes permanently.
Transitory:
Keep audio recordings one year after the date of the hearing, unless a
longer period is required due to litigation.
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Note:
Idaho Code 67-6536 requires that audio recordings of planning and zoning
hearings (transcribable verbatim record) be kept at least six months after
the fmal decision.
. Letters of Credit, Bonds Sureties: Letters of Credit, Bonds, Sureties provided by
Developers to the City to be held until completion of the improvements so specified.
Permanent:
. Nonconforming Use Records: Records pertaining to uses that are "grandfathered" in when
zoning regulations change for a particular property. Changes or expansions of
nonconforming uses may require city approval. Records may include: site plan, verification
of original and current use, nonconforming use certificate, and records regarding changes or
expansion of the nonconforming use.
Permanent.
. Planned Unit Development Records: PUDs allow for flexibility in subdivision and zoning
regulations with greater amenities provided by the developer. These records include:
application, maps, diagrams, site plans, notices of hearing, staffreport,
recommendation/decision by the planning and zoning commission, correspondence, etc.
Permanent:
Keep application and decision documents permanently.
. Planning & Zoning Commission Meeting Agenda, Minutes & Recordings: Records
documenting meetings of the city council and motions, resolutions, ordinances and other
actions taken at council meetings. (SEE ALSO Land Use Hearing Recordings & Exhibits in
the Building, Planning & Zoning section.)
Permanent:
Adopted council meeting minutes and council meeting agendas (if not
included in the minutes) are permanent.
Transitory:
Keep audio/visual recordings of non-land use issues until superseded,
obsolete, or administrative needs end. Keep notes for meeting minutes
until minutes officially approved.
Note:
Idaho Code 50-907(1)(a) provides that adopted meeting minutes of the
city council are permanent.
. Planning Studies: Reports completed in-house or by outside consultants on specific
planning issues, including transportation plans, affordable housing plans, etc.
Permanent.
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. Rezoning Records: Document applications for rezoning property within the city, including:
application, review forms, maps of areas involved, notices of hearing, staff report,
recommendation of the planning and zoning commission, written decision by the council,
appeals, correspondence, etc.
Permanent:
Keep application and decision documents permanently.
. Sign Review Case Files: Applications and related records for sign permits, including:
approvals, photographs or renderings of proposed signs, etc.
Permanent:
. Subdivision Ordinance Amendments: Amendments to subdivision ordinances.
Permanent:
. Subdivision Records: Document the preliminary and final plat stages of subdivision
approval, including: application, maps, diagrams, site plans, staff report, recommendation by
planning and zoning commission, written decision by the council, correspondence, appeals,
etc. Includes administrative lot split or "short plat" applications involving less than five lots.
Permanent:
Keep records relating to approved subdivisions permanently.
· Urban Renewal Records: Includes urban renewal plans, annual financial reports, audit
reports, budgets, project records, tax-increment financing information, and related
documents.
Permanent:
Keep urban renewal plans, annual financial reports, audit reports,
feasibility studies, financial impact analyses, and other written studies or
reports permanently.
Semipermanent: Keep urban renewal project records ten years after closeout of the urban
renewal agency.
. Vacation Records: Recorded property vacations by the city, including streets, alleys,
easements, public utilities, subdivisions, and rights-of-way. Records may include: petitions
to vacate, maps, descriptions of property, staff reports, and related correspondence.
Permanent.
· Variance Records: Document variance applications for relief from a quantifiable zoning
standard (such as setback, lot size, etc.). Records include: application, staff recommendation,
recommendation/decision by planning and zoning commission and council, correspondence,
etc.
Permanent:
Keep records relating to approved variances permanently.
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. Vehicle Maintenance & Repair Records: Document the maintenance and repair history of
city-owned vehicles. Records typically include: description of work completed, parts and
supplies used, date of service, date purchased, price, vehicle identification number, make and
model, registration, etc. (SEE ALSO Technical Manuals, Specifications & Warranties and
Capital Asset Records in this section)
Temporary:
Keep until vehicle is removed from service.
.
. Zoning Ordinance Amendments: Amendments made to Zoning Ordinances.
Permanent:
. Zoning Ordinance Interpretations: Records providing interpretations of city ordinances by
the planning director.
Permanent.
. Zoning Maps: Show zoning boundaries in the city, with streets, property lines, and zoning
classifications.
Permanent.
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Engineering & Public Works Records
Ene:ineerine:
. Engineering Project Technical Records: Records related to the planning, design, and
construction of various city projects, including, but not limited to: streets, sidewalks, traffic
lights, streetlights, bikeways, water and wastewater facilities, buildings, etc. May be useful
for litigation, reference, or budget planning. Records often include: impact statements,
feasibility studies, plans, amendments, field test and laboratory reports, inspector reports,
change orders, status reports, and related records. (SEE ALSO Maps, Plans, Drawings &
Photos in this section and Purchasing & Quality-Based Selection Records in the
Administrative section.)
Permanent:
General
. Activity Reports: Daily, weekly, monthly or other reports documenting the activities of
public works department employees, including: type of activity, employees involved, time
spent on activity, work completed, equipment and fuel used, etc.
Semipermanent: Keep all other reports five years.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
. Benchmark Records: Benchmarks placed by the city or the U.S. Geological Survey to
denote elevations above sea level. Records may include books, maps, cards, and other
documents. Information includes: location, monument number, elevation, description, and
related data. Usually filed numerically by benchmark number.
Permanent.
. Capital Construction or Public Improvement Projects: All documents relevant to capital
construction or public improvement projects, including: bid documents, addendums to bid
documents, scope of work, advertisements for bids, original affidavits of publication, bid
bonds and certificates of insurance, bid opening documentation including any protests, notice
of bid award, change orders, executed original contract documents, correspondence relevant
to the project, inspection reports, environmental impact statements, plans, maps, designs and
architectural drawings and photographs, performance guarantees, budget schedules and etc.
Permanent:
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. Community DevelopmentlUrban Renewal Projects: Case files, these records have
historical value, federal assistance applications, final reports, master summary record
documenting all activity of the agency covering housing rehabilitation, tenant relocation,
economic development, property acquisition and resale, special projects, original executed
contracts, photographs, architect's plans and sketches of buildings, streets, and urban areas.
Permanent:
. Delivery Tickets: Tickets issued by suppliers to verify delivery of supplies or materials
(concrete, road base, gravel, etc.). Information usually includes: date, time, amount and type
of supplies/materials received, and related data.
Transitory:
Keep until fiscal year end.
. Economic DevelopmentlIndustrial Development: Master summary records documenting
contracts and inquiries and resulting responses and actions taken, opinion surveys, special
project or program files, official copies of publications, videotapes or informational literature
prepared for public distribution.
Permanent:
. Equipment Maintenance & Repair Records: Records documenting the inspection,
maintenance, and repair of city-owned equipment not listed elsewhere in this section.
Examples include, but are not limited to: generators, sewage lift pumps, water pumps, office
equipment, and furniture. Records may include summaries, reports, and similar records
usually compiled from daily work records on a monthly or quarterly basis. Information often
includes: description of work completed, parts and supplies used, date of service, date of
purchase, purchase price, equipment number, make and model, and related data. (SEE
ALSO Capital Asset Records in Administrative section.)
Transitory:
Keep until equipment removed from service.
. Facilities Maintenance & Repair Records: Records of all minor maintenance and repairs to
buildings owned or leased by the city. Used to verify that repairs were made. May include
summaries, logs, reports, and similar records usually compiled from daily work records on a
monthly or quarterly basis. Information often includes location, narrative of work
completed, materials used, personnel completing work, authorization, dates of activities, and
related data.
Permanent:
. Grounds Maintenance & Repair Records: Records of all minor maintenance and repairs to
grounds owned or leased by the city. Used to verify that repairs were made. May include
summaries, logs, reports, and similar records usually compiled from daily work records on a
monthly or quarterly basis. Information often includes location, narrative of work
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completed, materials used, personnel completing work, authorization, dates of activities, and
related data.
Temporary:
Keep all records two years.
. Maps, Plans, Drawings & Photos: Maps, plans, drawings, and photos created by or for the
city. These include various types of maps such as system schematic, as-built, topographic,
planemetric, orthophoto, resource, and others. System schematic maps represent location
and other information about major systems such as water and sewer. Other maps are derived
from aerial photographs and represent physical features such as building footprints, edge of
pavement, and contours. This category also includes as-built plans, drawings, and details
documenting city engineering and construction projects.
Permanent:
Keep maps, plans, drawings, and photos permanently (with the exception
of copies obtained from other agencies).
Transitory:
Copies of maps, plans, drawings, and photos obtained from federal, state,
county or other agencies may be destroyed when superseded, obsolete or
administrative needs end.
. Maintenance Request/Complaint Records: Records documenting complaints or requests
concerning a variety of maintenance responsibilities carried out by the public works
department. Examples include, but are not limited to: brushing and limbing; road grading,
rocking, sealing, patching, and marking; traffic signals and signs; city-owned buildings and
equipment; streetlights; and water and sewer system problems. Information often includes:
name, phone number, and address of person making request/complaint; narration of
request/complaint; name of person responding to request/complaint; dates of related
activities; resolution of request/complaint; and other data.
Temporary:
Keep two years after last action.
. Master Plan Records: Document the present and projected needs of the city for water,
sewer, storm drainage, streets, bike paths, and other systems. Often includes an
implementation schedule for construction. Records often include: plans, reports, evaluations,
cost analyses, drawings, and related documents. Subjects may include: rates, inventory
evaluations, system rehabilitation or replacement, distribution of services, etc.
Permanent.
. Right-of-Way Permit Records: Permits issued for private use or construction on public
rights-of-way such as streets, sidewalks, and adjacent land. Examples of activities may
include house moving, block parties and other uses. Information can include owner's name,
address, and phone number; contractor's name, address, and phone number; location and
description of activity; permit conditions; fee amount; date; signatures; and related data.
Permanent:
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. Survey Field Records: Detailed field notes and other records related to surveys for
boundary location or construction, including notes on traverses, right-of-way location,
construction (including levels, cuts, and grades), sketches related to the survey, and other
information.
Permanent:
. Temporary Access/Construction Easement Records: Records documenting temporary
easements allowing entrance and work on property or streets not owned by the easement
holder. Permits usually apply to city crews and utility workers. Information can include:
applicant name, address, and phone number; contractor name and license number; utility
involved; location; description of work; security deposit; surface restoration material used;
signature; date; comments; permit number; and related data. (SEE ALSO Right-of-Way
Permit Records in this section and Easement Records in the Administrative section.)
Permanent:
Utility Installation & Connection Records: Records documenting installation of city utility
systems or the connection of specific properties to city water, sewer, power, or similar
systems. Does not apply to temporary stoppages or disconnections service. May include
applications, permits, and similar records. Information often includes: applicant's name and
address, permit number, fee charged, service level, type of structure, pipe size, meter size and
number, and related data.
Permanent:
. Utility Line Location Request Records: Records documenting requests and city action to
locate underground lines in the vicinity of a construction site. Information often includes:
name of person requesting location; planned and actual date and time of location; notations
of water, sewer, storm drains, and other line locations; name and signature of person locating
lines; and related data.
Temporary:
Keep two years.
. Utility Meter Installation, Location, Maintenance, & Repair Records: Records
documenting the installation, location, maintenance, testing, calibration and repair of city
operated water and power meters. May include logs, summaries, and similar records usually
compiled from daily work records on a monthly or quarterly basis. Information often
includes: address, narrative of work completed, personnel completing work, dates, and
related data.
Permanent:
. Vehicle Maintenance & Repair Records: Document the maintenance and repair history of
city-owned vehicles. Records typically include: description of work completed, parts and
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supplies used, date of service, date purchased, price, vehicle identification number, make and
model, registration, etc. (SEE ALSO Technical Manuals, Specifications & Warranties and
Capital Asset Records in this section)
Temporary:
Keep until vehicle is removed from service.
Streets, StreetIil!:hts & Bridl!:es
. Bridge & Culvert Maintenance & Repair Records: Records documenting maintenance
and repairs on city bridges and culverts, including pedestrian and bicycle bridges. May
include summaries, reports, logs, and related records usually compiled from daily work
records on a monthly or quarterly basis. Information often includes: location, narrative of
work completed, materials used, personnel completing work, authorization, dates of
activities, and related data. (SEE ALSO Activity Reports in this section.)
Permanent:
Bridge Inspection Records: Records related to bridge inspections required by the U.S.
Department of Transportation (23 CFR 650.305). Inspections generally are done every two
years. Records may include reports prepared in accordance with federal standards,
photographs, correspondence and related documents.
Permanent:
. Crosswalk Records: Records documenting the location and use of crosswalks in the city.
Useful in determining the need for and placement of existing and proposed crosswalks. May
include striping records, reports, maps, studies, and related records.
Permanent:
. Special Event Records: Records documenting preparation for and implementation of traffic
changes related to special events such as parades, motorcades, and demonstrations. Includes
situations resulting in heavy traffic or street use requiring street closures, traffic rerouting,
barricades, signal timing changes, and other variations. May include notifications, planning
documents, reports, and related records.
Transitory:
Keep until fiscal year end.
. Street Banner Records: Records documenting proposals for and installations of banners on
city streets, often in relation to civic events or celebrations. Records may include: plans,
maps, proposals, reports, applications, and other documents. Applications usually include:
applicant's name, address, and phone number; organization name; banner message; display
period requested; signature of city official approving permit; and related information.
Transitory:
Keep until fiscal year end.
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. Streetlight Inventory Records: Records documenting the inventory of city streetlights.
Information often includes: location, pole numbers, maps, types oflights, dates of purchase
and installation.
Permanent:
. Streetlight Maintenance & Repair Records: Records documenting the maintenance and
repairs of city streetlights. Used to verify that repairs were made. May include summaries,
logs, reports, and similar records usually compiled from daily work records on a monthly or
quarterly basis. Information often includes location, pole numbers, maps, types of lights,
date of purchase and installation, narrative of repair work completed, equipment repaired or
replaced, supplies used, personnel completing work, authorization, dates of activities, and
related data.
Temporary:
Keep all records two years.
. Streetlight Request & Survey Records: Records documenting requests by citizens for the
installation of streetlights, as well as city surveys to assess need and feasibility. Often
includes request forms, correspondence, surveys, reports, and related records.
Permanent:
Water
. Backflow Prevention Device Test Records: Records documenting test results on backflow
prevention devices designed to protect the city water system from pollution related to
substances backing into water lines. Information typically includes: date, type and size of
device, serial number, location, test records, line pressure, name of tester, name and address
of device owner, and related data.
Temporary:
Keep three years after subsequent test.
. Cross Connection Control Survey Records: Records documenting the monitoring of
potential or actual water system health hazards from pollution entering water pipes from
other pipes. Records may include: reports, surveys, checklists, and related documents.
Information often includes: address, contact person, business name, date, inspector, type of
facility, description of protection, comments, corrections made, and other information.
Semipermanent: Keep one year after disconnection or 10 years, whichever is longer.
· Consumer Confidence Reports: Records documenting the presence of any contaminants
identified by the city in city water over the course of a year. Reports are mailed to city
residences and businesses receiving city water.
Permanent:
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Note:
Federal regulations (40 CFR 141.155) require these records to be kept for
at least three years.
. Disinfection Profiling & Benchmarking Records: Records relating to disinfection profiling
and benchmarking for Giardia lamblia or virus inactivation.
Permanent.
Note:
Federal regulations (40 CFR 141.571) require these records to be kept
permanently.
. Drinking Water Grant & Loan Records: Records relating to Idaho Department of
Environmental Quality grants and loans for water facilities, including: application form and
checklist, authorizing resolution, engineering contract checklist, certificate of negotiation,
proof of professional liability insurance, certification of financial and management capability,
and other documents.
Permanent:
. Equipment Maintenance & Calibration Records: Records documenting the maintenance
and calibration of equipment and instruments used to monitor water treatment operations.
Useful in verifying reliability and for reference by regulatory agencies. May include logs,
reports, and related records. Information typically includes: date, type of equipment
maintained or calibrated, tests conducted, repairs needed, comments, and related information.
Temporary:
Keep until equipment removed from service.
. Fluoride Analysis Records: Daily records of flow and amounts of fluoride, and weekly
analyses of fluoride in finished water.
Semipermanent: Keep five years.
Note:
Idaho regulations (IDAPA 58.01.08.552.06) require these records to be
kept at least five years.
· Free Chlorine Residual Analysis Records: Analyses made at least daily for free chlorine
residual for systems using ground water that add chlorine for disinfection.
Transitory:
Keep one year.
Note:
Idaho regulations (58.01.08.552.05) require these records to be kept at
least one year.
· Hydrant Records: Records documenting the location, specifications, maintenance, testing,
and repair of water hydrants in the city water system. May include lists, charts, logs, reports,
and related records. Information typically includes: location, make, description (main size,
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valve size, flow capacity, etc.), maintenance and repair narratives, dates, authorizations, and
related information.
Permanent:
. Lead & Copper Control Records: Records documenting treatment triggered by lead and
copper action levels measured in samples collected at consumers' taps, including corrosion
control treatment, source water treatment, lead service line replacement, public education and
supplemental monitoring.
Permanent:
Note:
Federal regulations (40 CFR 141.91) require these records be kept at least
12 years.
. Non-Compliance Corrective Action Records: Records documenting action taken by the
city to correct violations of primary drinking water regulations. May include reports, logs,
and related records.
Temporary:
Keep three years after last action.
Note:
Federal regulations (40 CFR 141.33) require these records to be kept at
least three years after the last action taken with respect to the particular
violation.
. Sanitary Survey Records: Records documenting surveys examining the overall sanitary
condition of the city water system. May be conducted by the city, private consultants, or
state/federal agencies. Records may include written reports, summaries, and related
documents.
Permanent:
Keep reports and summaries permanently.
Semipermanent: Keep all other records ten years.
Note:
Federal regulations (40 CFR 141.33) require written reports, summaries
and communications relating to sanitary surveys must be kept at least 10
years after completion of the survey.
· Secondary Contaminant Reports: Reports documenting the analysis of water samples to
determine the level of secondary contaminants. Secondary contaminants are those which, at
levels generally found in drinking water, do not present a health risk but may affect taste,
odor, and color of water, as well as stain plumbing fixtures and interfere with water treatment
processes. Information typically includes: date, report number, analyst, time of sample
collection, contaminant levels, and related information.
Semipermanent: Keep 10 years.
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. Strip & Circle Chart Records: Records documenting the continuous monitoring of various
water treatment operations. May include strip charts, circle charts, and similar monitoring
records. Information often pertains to reservoir levels, pump flows, distribution line
pressure, and related subjects.
Temporary:
Keep three years.
. Variance & Exception Records: Records documenting variances and exceptions granted to
the city by regulatory agencies concerning water treatment operations. Information typically
includes: date, conditions of variance or exception, expiration date, and related information.
Semipermanent: Keep five years after expiration of variance/exception.
Note:
Federal regulations (40 CFR 141.33) require these records be kept at least
five years after expiration of the variance/exception.
. Valve Maintenance Records: Records documenting the location, specifications,
maintenance, and repair of valves in the city water system. May include lists, charts,
drawings, reports, logs, and related records. Information typically includes: valve location,
identification number, run of pipe, size, make, year installed, depth, turns to open and normal
position, narratives of valve maintenance and repair, tests run, personnel completing work,
dates, and related information.
Permanent:
· Water Bacteriological Quality Analysis Reports: Reports documenting water samples
taken from various locations throughout the city water system and supply sources for
bacteriological tests. Information includes: location, collection date, person taking samples,
sample type, analysis date, laboratory name, person performing analysis, analytical method
used, and the results of the analysis.
Semipermanent: Keep five years.
Note:
Federal regulations (40 CFR 141.33) require these records be kept at least
five years.
· Water Chemical & Radiological Analysis Reports: Records documenting water samples
taken from various locations throughout the city water system and supply sources for
chemical and radiological tests. Information includes: location, collection date, person
collecting sample, sample type, analysis date, laboratory name, person conducting analysis,
analytical method used, and results of the analysis.
Semipermanent: Keep 10 years.
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Note:
Federal regulations (40 CFR 141.33) require chemical analyses be kept at
least 10 years.
. Water Consumption Reports: Reports documenting statistics of daily, monthly and annual
water consumption. Useful for prediction of future flows and peak demands. Information
may include water consumption in millions of gallons and cubic feet from treatment plants,
springs, artesian wells, pumped wells, and reservoirs.
Permanent:
Keep annual reports permanently.
Semipermanent: Keep information not summarized in annual report 10 years.
Transitory:
Keep information summarized in annual report one year.
. Water Line Maintenance & Repair Records: Records documenting the maintenance and
repair of city-owned water lines. May include reports, summaries, and similar documents
usually compiled from daily work records on a monthly or quarterly basis. Information often
includes: location, narrative of work completed, amount and type of materials used,
personnel completing work, dates of activities, authorization, and related data. (SEE ALSO
Valve Maintenance Records, Hydrant Records, and Activity Reports in this section.)
Permanent:
. Water Quality Complaint Records: Records documenting complaints received from the
public about the quality of city water. Information typically includes: name, address, and
phone number of complainant; nature of complaint; location; description of water; name of
person responding to complaint; narrative of investigation; and resolution.
Temporary:
Keep two years after last action.
· Water Treatment Operations Records: Records not listed elsewhere in this schedule,
which document water treatment operations, created on a daily, monthly, or annual basis.
Records may include state or federal required reports. May consist of reports, logs, log
sheets, and related records. Subjects may include: amount and types of chemicals used, filter
rates, etc.
Permanent:
Retain armual reports permanently.
Semipermanent: Keep all other reports five years, or as requested by state or federal
agencies, whichever is longer.
Note:
Idaho Code 50-907(2)(e) provides that departmental reports must be kept
at least five years.
· Water Turbidity Reports: Reports documenting the analysis of water samples to determine
the level of cloudiness caused by suspended particles. Information typically includes: date,
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report number, analyst, time of sample collection, turbidity unit values for routine and check
samples, and related information.
Semipermanent: Keep five years.
Note:
Federal regulations (40 CFR 141.175) require that the results of individual
filter monitoring must be kept at least three years.
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