Resolution - 2019 - 19-08 - Policy For The Classification And Retention - 02/12/2019RESOLUTION NO. 19-08
A RESOLUTION OF THE CITY OF EAGLE, IDAHO, A MUNICIPAL
CORPORATION OF THE STATE OF IDAHO; ADOPTING A 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 AND PROVIDING THIS
RESOLUTION TO BE EFFECTIVE UPON IT PASSAGE AND APPROVAL.
WHEREAS, Idaho Code requires the City Council to adopt by Resolution a Records
Retention Policy listing the various types of city records and the retention period for each
type of record; and
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" as defined in Idaho Code, Title 50,
Chapter 9, because they have no reasonable intrinsic, historical or other value which
requires their retention; 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.
BE IT RESOLVED BY THE MAYOR AND THE CITY COUNCIL OF THE CITY
OF EAGLE, IDAHO AS FOLLOWS:
Section 1: The attached Records Retention Policy for the City of Eagle is incorporated
by reference herein and adopted by the Council as the Records Retention Policy for the
City of Eagle in accordance with Idaho Code, Title 50, Chapter 9.
Section 2: Where there is a question regarding the classification of records or their
retention, such questions should be directed to the City Clerk, the Records Management -
Information Specialist and/or City Attorney prior to any destruction.
Section 3: Those records, which may be destroyed, shall be shredded under the direction
and supervision of the City Clerk.
Section 4: This Resolution shall become effective as of the date of its passage.
PASSED AND APPROVED BY THE MAYOR AND EAGEL CITY COUNCIL
THIS 12TH DAY OF FEBRUARY 2019
STAN RIDGEWAY, MAYOR
ATTEST:
-- ��,C lig a'o�n�-
SHARON K. BERGMANN, CITY CLERK
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Manual.doc Page 1 of 1
RECORDS RETENTION POLICY
Adopted February 12, 2019
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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 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
Policy Statement 3
What Constitutes a Public Record 4
Management of City Records 4
Record Retention Schedule 11
Records Index 106
Attachments 111
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,o■4, Policy Statement
It is the policy of the City of Eagle to provide for efficient, economical, and effective controls
over the creation, distribution, organization, maintenance, use and disposition of all City records
through a comprehensive system of integrated procedures for the management of records from
their creation to their ultimate disposition.
The City of Eagle uses "Laserfiche" as their digital medium for records retention. All documents
are scanned and stored in the Laserfiche repository. Laserfiche is backed up to the Cloud which
serves as the City's off-site storage facility. These scanned documents shall be deemed an
original public record for all purposes. I.C. 50-907(6)(c)(h).
A reproduction or copy of such record, certified by the City Clerk, shall be deemed to be a
transcript or certified copy of the original and shall be admissible before any court or
administrative hearing. I.C. 50-907(6)(c).
Periodically the City Clerk and the Records Specialist will make transfers of records, arrange for
the disposition of outdated records and otherwise assist City department heads, officials and
employees in complying with the City Records Retention Policy.
The City of Eagle hereby adopts Idaho Code 50-907 through Idaho Code 50-908 as its Records
Retention Policy.
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I
What Constitutes a Public Record?
The definition of "Public Record" is found in I.C. 74-101(13):
"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."
The definition of "Writing" is found in I.C. 74-101(16):
"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 a 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).
All City records as defined hereinabove are hereby declared to be the property of the City of
Eagle. No City official or employee has, by virtue of his/her position, any personal or property
right to such records even though he/she may have developed or compiled them. The
unauthorized destruction, removal from files, or private use of such records is prohibited.
LC 50-908
II
Management of City Records
Idaho Code 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.
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(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.
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.
Senate Bill 1274: Senate Bill 1274 was passed by the 2018 Legislature and went into
effect July 1, 2018. The Bill requires state and local government to:
"Designate a records custodian for each city department and an alternate that will
respond to public records requests, which should be done by council resolution."
The Eagle City Council has adopted Resolution Nos. 18-20 and 18-44 designating
Records Custodians for each City Department and Alternate Records Custodians.
The Role of Municipal Records Management Officers:
The City Clerk shall serve as the Records Manager for the City of Eagle. The City Clerk shall
supervise the administration of City records.
The Records Custodians for each City Department and the Records Management -Information
Specialist shall assist the City Clerk in the management of City records.
Preparation of a Record Retention Schedule:
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. I.C. 50-907(5)
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.
The retention period only applies to the official copy of a record.
Duplicate copies may be disposed of at any time. I.C. 50-907(6)(d)(ii)
The city may reproduce, retain and manage records in a photographic, digital or other
nonpaper medium. The medium in which a document is retained shall accurately
reproduce the record in paper form during the period for which the document must be
retained and shall preclude unauthorized alteration of the document. I.C. 50-907(6)
The City uses Laserfiche as their "nonpaper medium".
It is important to designate an official copy, so it is easily identifiable for retention
purposes.
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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, and etc.
Fiscal Value: Records with fiscal value document the city's financial transactions and
include ledgers, payroll, vouchers, receipts, and 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.
Legal 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.
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 adopted by
Council Resolution.
1. Ensure the orderly and efficient management of City records in compliance with
State, Federal and City statutes, regulations, ordinance, resolutions and policies;
2. Identify records of enduring value of historical or other research;
3. Oversee the retention and destruction of City records; and
4. Coordinate the transfer of permanent records to the Idaho State Historical Society's
permanent records repository, with the assistance of the State Archivist.
Duties of all other City Personnel, including Elected and Appointed Officials:
All City officials, elected, appointed and staff shall:
1. Protect the records in their custody;
2. Cooperate with the City Clerk, the Records Custodians for each City Department and
the Records Management -Information Specialist in the orderly and efficient
management of City records, including the identification and management of inactive
records and identification and preservation of records of enduring value;
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3. Identify and recommend to the City Clerk, the Records Custodians for their
Department and the Records Management -Information Specialist the City Records
proposed to be destroyed;
4. Maintain and preserve City records in an orderly and organized fashion so that their
successor is able to continue to conduct the business of the City.
Retention of City Records Using Photographic and Digital Media:
The City of Eagle uses "Laserfiche" as their digital medium for records retention. All documents
will be scanned and stored in the Laserfiche repository.
These scanned documents will be deemed the original public record for all purposes. A
reproduction or copy of such record, certified by the City Clerk, shall be deemed to be a
transcript or certified copy of the original and shall be admissible before any court or
administrative hearing. I.C. 50-907(6)(c)
1. The Records Custodians and the Records Management -Information Specialist will scan and
store all documents in the Laserfiche repository. The Laserfiche repository accurately
reproduces and retains the document. Laserfiche precludes unauthorized alteration of the
document.
2. I.C. 50-907(6)(e) Once a permanent record is retained in a nonpaper medium (Laserfiche), as
authorized by this section:
(i) The original paper document shall be considered a copy of the record and may be
destroyed after compliance with the provisions of this subparagraph.
Prior to destruction of original paper documents, the City Clerk will provide written notice,
either by electronic or physical delivery, including a detailed list of the documents proposed
,^` for destruction to the Idaho State Historical Society.
The Idaho State Historical Society will have thirty (30) days after receipt of the notice to
review the list and respond in writing, either by electronic or physical delivery, to the City
Clerk identifying any documents that will be requested to be transferred from the City to
Idaho State Historical Society for retention in the permanent records repository.
Any documents that will not be transferred for retention in the permanent records repository
may be destroyed.
If the City Clerk receives no written response within thirty (30) days after the notice was
received by the Idaho State Historical Society, then the records proposed for destruction may
be destroyed.
3. Once a semi-permanent or temporary document is retained in Laserfiche, as authorized by
this section, the original paper document shall be considered a duplicate of the record and may
be summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
The provisions of this section related to retention and destruction of semi-permanent and
temporary records shall apply only to the record retained in the nonpaper medium.
I.C. 50-907(6)(d)(ii)
If a Historical Record is retained in Laserfiche as authorized, the original paper record shall also
be retained by the city in perpetuity, or it may be transferred to the Idaho State Society's
permanent records repository upon resolution of the city council. I.C. 50-907(6)(f)
s''i%, 4. Whenever a record is retained in Laserfiche, the City Clerk will maintain, throughout the
scheduled retention period for such record, suitable equipment for displaying such record at not
less than original size and for making copies of the record. I.C. 50-907(6)(g)
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Classification and Retention of City Records:
Permanent records shall consist of:
(a) Adopted meeting minutes of the city council and city boards and commissions;
(b) Ordinances and resolutions;
(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 finance 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. I.C. 50-907(1)
Permanent records shall not be destroyed, except for paper originals of permanent records
retained in a nonpaper medium as provided in this subsection (6)(e) of this section.
Permanent records may be transferred to the Idaho State Historical Society's permanent
records repository upon resolution of the City Council. I.C. 50-907(7)(a)
Semi-permanent 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 semi-permanent nature by the
City Council.
Semi-permanent records shall be kept for not less than five (5) years after the date of issuance
or completion of the matter contained within the record. I.C. 50-907(2)
Semi-permanent records may be destroyed only by resolution of the City Council and upon
the advice of the City Attorney, except for paper originals of semi-permanent records retained
in a nonpaper medium as provided by this subsection (6)(d) of this section. 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. I.C. 50-907(7)(b)
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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 of the City's financial audit as provided in
section 67-450B, Idaho Code. I.C. 50-907(3)
Temporary records may be destroyed only by resolution of the City Council and upon the
advice of the City Attorney, except for paper originals of temporary records retained in a
nonpaper medium as provided in subsection (6)(d) of this section. 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. I.C. 50-907(7)(c)
Historical records shall consist of:
Records which, due to age or cultural significance, are themselves artifacts of historical value.
Historical records have enduring value based on the administrative, legal, fiscal, evidential or
historical information they contain. Historical records shall be retained by the City in
perpetuity or may be transferred to the Idaho State Historical Society's permanent records
repository pursuant to subsections S. and 9. of section 67-4126, Idaho Code, upon resolution
of the City Council. I.C. 50-907(4)
Historical records may not be destroyed but may be transferred to the Idaho State Historical
Society's permanent records repository upon resolution of the City Council. I.C. 50-907(7)(d)
Transitory Records:
Transitory Records are not defined in Idaho Code 50-907.
Transitory records are records of short-lived utility and are records of temporary usefulness in
any format or medium, created or received by the City in carrying out its daily activities, having
no ongoing value beyond an immediate and minor transaction or the preparation of a subsequent
record. Transitory records are in such short-lived utility that they are not required to meet legal
or fiscal obligations, initiate, sustain, evaluate or provide evidence of decision-making,
administrative or operational activities.
Transitory Records can be destroyed when the administrative need ends.
Transitory records consist of the following:
1. Internal information records including telephone messages, appointment books,
calendars, mailing lists, office and travel schedules, professional memberships
documentation, 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.
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3. Working documents and materials such as drafts, worksheets, or posting records
except worksheets containing fiscal information (retain until no longer needed).
4. Log or schedule used of internal administrative purposes only.
5. Advertising and promotional material
6. Duplicates.
7. Records of short-lived value.
8. Intermediate records.
Permanent - City: This designation has been established by the City to identify records that the
City deems permanent in nature. These are permanent records that cannot be transferred to the
State Repository under Idaho Code Guidelines. These permanent records will be stored in City
facilities.
Legal Actions: Records needed for pending criminal or civil cases must not be
destroyed. Consult the City 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. Consult the City Attorney.
Audit or Investigations: Records needed for any pending audit or investigation must not
be destroyed. Consult the Attorney.
Records With Unique Historical Value: Certain "non -permanent" 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.
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Record Retention Schedule
Administrative Records 12
Accounting, Budget & Finance 21
Building Department Records . 26
City Boards, Commissions & Committees .. 31
Community Enhancement 34
Economic Development . 40
Election Records ... 44
Information Systems Records 45
,i•ab. Insurance, Risk Management & Safety Records 50
Library Records 53
Museum Records .. 57
Personnel Records 61
Planning & Zoning Records . 70
Public Works Records .. 79
Recreation Records 86
Trails and Pathways Records 90
Water Records 95
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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. (ALSO SEE
Recreation Program Files and Park & Facility Use Permits in the Parks & Recreation section)
and (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Transitory: Keep all other records until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Appraisal Reports: Reports relating to the appraisal of City owned properties.
Transitory: Keep until administrative need ends or are superseded.
Note: Transitory Records can be destroyed when the administrative need ends.
• Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
(ALSO SEE 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.)
Temporary: Keep records (except inventories) two years after disposal or replacement of
capital asset.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. Idaho Code 50-907(6)(d)(i)
Transitory: Keep inventories until superseded or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
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• City Boards, Commissions & Committees: Bylaws, Agendas, Minutes & Recordings:
Meeting minutes and agendas of city boards, commissions, and committees, including the
Library Board, Eagle Arts Commission, Historical Preservation Commission, Parks, Pathway
and Recreation Commission and Development Impact Fee Committee. These meetings are
recorded on Granicus.
Permanent: Adopted meeting minutes and agendas of city boards, commissions and
committees are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and
may be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(a) provides that adopted meeting minutes of city boards and
commissions are permanent.
Temporary: Keep audio/visual recordings on Granicus for five years from the meeting date.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. Idaho Code 50-907(6)(d)(i)
Transitory: Bylaws: Keep until amended or superseded.
Keep notes and drafts of meeting minutes until minutes are officially approved.
Note: Transitory Records can be destroyed when the administrative need ends.
• City Council Meeting Agenda, Minutes & Recordings: Records documenting meetings of
the city council. These meetings are recorded on Granicus. (ALSO SEE Land Use Hearing
Recordings & Exhibits)
Permanent: Adopted council meeting minutes and agendas are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i).
Note: Idaho Code 50-907(1)(a) provides that adopted meeting minutes of the city council
are permanent.
Temporary: Keep audio/visual recordings on Granicus for five years from the meeting date.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. Idaho Code 50-907(6)(d)(i)
Transitory: Keep notes and drafts of meeting minutes until minutes are officially approved.
Note: Transitory Records can be destroyed when the administrative need ends.
• Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease -purchase or sale of equipment, supplies, services or property.
Semi-permanent: Keep five years after contract term expires.
Note: Once a semi-permanent or temporary document is retained in Laserfiche, as
authorized by this section, the original paper document may be disposed of.
IC. 50-909
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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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(e) provides that records affecting the title to real property or
liens thereon are permanent.
• Departmental Reports: 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. (ALSO SEE Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Semi-permanent: Keep reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
• 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.
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Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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. (ALSO SEE Vacation Records in this section and Temporary
Access/Construction Easement Records and Right -of -Way Permit Records in the Public
Works & Engineering section.)
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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.
Semi-permanent: Keep five years after expiration of franchise agreement.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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 — City: If required by the Agency keep final reports from significant grants
permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep records documenting the purchase and/or disposal of real property
10 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.
Transitory: Keep unsuccessful grant applications until administrative need ends.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Transitory Records can be destroyed when the administrative need ends.
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• Insurance Policy Records: Records documenting the terms and conditions of City
insurance policies covering liability, property, group employee health and life, motor vehicle,
worker's compensation, etc. Records usually include: policies, endorsements, rate change
notices, agent of record and related documents.
Transitory: Keep until the administrative need ends or superseded.
Note: Transitory Records can be destroyed when the administrative need ends.
• Land Use Hearing Recordings & Exhibits: Records may include maps, plans, drawings,
other exhibits prepared for land use hearings and audio recordings of land use hearings
before the planning and zoning commission and city council, and other related
correspondence. These hearings are recorded in Granicus.
Permanent - City: Keep land use exhibits referenced in minutes permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Temporary: Keep Granicus audio recordings five years after hearing date.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 67-6536 requires that audio recordings of planning and zoning hearings
(transcribe verbatim record) be kept at least six months after the final decision.
• Legislative Issues: Bulletins, publications, bills, and other information about state/federal
legislation affecting the city. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• List, Index or Summary: List, index or summary used for internal administrative
convenience or for information purposes. (SEE Page 9, Classification of Transitory
Records.)
Transitory: Keep until the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Mailing List: Mailing lists used for billing or other administrative purposes. (SEE Page 9,
Classification of Transitory Records.)
Transitory: Keep until the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Notary Bond Records: Bond posted by notaries conditioned on the faithful performance of
their duties.
Temporary: Keep in the employees personnel file.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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Note: Other notary records, including application, appointment, journal and other records
are the property of the notary.
• Oaths of Office: Signed oaths of elected officials swearing to uphold the federal and state
constitutions and laws of the city.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Ordinances & Resolutions: Ordinances and resolutions passed or considered by the city
council.
Permanent: Adopted ordinances and resolutions are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(b) provides that ordinances and resolutions are permanent.
Transitory: Keep proposed ordinances and resolutions that are not adopted until
administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Semi-permanent: Keep five years after expiration, revocation, or denial.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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 and
special delivery receipts. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Proclamations: Ceremonial or celebratory statements issued by the mayor.
Permanent - City: Proclamations by the City are permanent.
Transitory: Proclamations requested by outside groups or organizations.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i).
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Transitory: Keep proclamations requested by outside groups/organizations until the
administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Public Records Requests: Includes written public records requests, city denials of public
records requests, appeals information, etc.
Transitory: Keep for one fiscal year.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• Purchase Orders: Purchase orders for goods or services purchased by the city.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that purchase orders must be kept at least five
years.
• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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, awarded
bids, requests for qualifications, statements of qualifications, etc.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
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Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• Surveys, Polls & Questionnaires: Records documenting measurement of public opinion,
including surveys, polls, questionnaires, studies etc.
Semi-permanent: Keep survey summaries five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep survey forms and other records until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• Telephone Messages: Includes actual telephone messages and telephone message registers.
(SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Vendor Lists: Lists of vendors providing goods and services to the city. (SEE Page 9,
Classification of Transitory Records.)
Transitory: Keep until superseded or obsolete or administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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• Volunteer Worker Records: Records documenting work performed for the City by citizens
without compensation for their services. May include Release of Liability Contract, Minor
Volunteer Release of Liability Contract, Use of Vehicle Policy, Consent to Background
Check, timesheets, sign in and sigh out timesheet, task assignments and monitoring records
and etc. Contract the City Clerk's Office for Volunteer Worker Records.
Semi-permanent: Keep five years after separation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
END OF ADMINISTRATIVE RECORDS
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Accounting, Budget & Finance 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. (ALSO SEE Grant Records in this section for records documenting
expenditure of grant funds.)
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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. (ALSO SEE Grant Records in this section for records documenting receipt of grant
funds.)
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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. (ALSO SEE Grant Files in this section for records
documenting grant transactions.)
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
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• 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.
Temporary: Keep two years after discharge of debt or last action (whichever is shorter).
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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 (IDAPA
54.01.01), etc.
Permanent - City: Bond and election ordinances are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep all other records five years after the bonds are paid off.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(f) provides that these records must be kept at least five years. r''''�
• Budget Records: Council approved budgets and amended budgets, notices of budget
hearings, adopted appropriations ordinance and other pertinent information.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Miscellaneous Budget Records: Transitory: Records used in preparing and adopting the
city budget, including revenue projections, instructions, department requests, and worksheets.
(SEE Page 9, Classification of Transitory Records.)
Transitory: Keep records until the Budget is adopted by the City Council.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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.
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Semi -Permanent: Keep all other reports five years after fiscal year end.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: I.C. 50-907(1)(d) requires fiscal year-end financial reports to be kept permanently.
I.C. 50-907(2)(a) provides that other financial reports must be kept at least five 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.
Semi-permanent: Keep year-end ledgers five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
• Interdepartmental Billings: These are accounting documents that request the transfer of
funds between departments for services rendered or materials purchased.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
• 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.
Temporary: Keep Letter of Credit, Bonds and Sureties provided by Developers to the City
to be held until completion of the improvements so specified.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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• 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 - City: Ordinances, assessment rolls, and payment records (if kept separately
from the roll itself) are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep other records five years after the local improvement district is
closed and all bonds are paid off.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
(SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory records may be destroyed after review and approval by the City Clerk or by
Resolution of the City Council.
• Sales, Use and other Tax Records: Tax exempt records showing local government is
exempt from paying sales, use, or other taxes.
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Signature Authorization Records: Records documenting authorization of designated
employees to sign fiscal and contractual documents.
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
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• 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.
Semi-permanent: Keep year-end payroll register five years after fiscal year end. Keep all
other records five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
END OF ACCOUNTING, BUDGET, FINANCE & PAYROLL RECORDS
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Building Department Records
(Retention of General City Records see "Administrative Records)
The Building Department uses IWorq Software for their Records Repository.
Permanent and semi-permanent records will be stored in Laserfiche and in IWorq.
• 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.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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, International Energy Conservation Code,
International Mechanical Code, International Fuel Gas Code, Uniform Plumbing Code,
National Electrical Code, International Fire Code, etc.
Transitory: Keep until superseded or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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 outcome
of the complaint/violation.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Building Condemnation & Demolition Files: Records documenting building
condemnation and demolition files, including application, copy of permit, correspondence,
notice of condemnation and demolition permit.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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 - City: Keep Commercial building inspection report permanently.
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Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep Residential building inspection reports 5 years after CO has been
issued.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Building Permits: Permits granted to property owners for construction, structural
modifications, installation of plumbing, electrical, or mechanical equipment, etc.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep revoked or expired building original hard copy of permits for two
years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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 — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Commercial Projects and Government Buildings: Building Permit Applications &
Review: Applications for construction, structural modifications, installation of plumbing,
electrical or mechanical equipment, etc.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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Note: Idaho Code 50 -907(2)(c) requires building applications for commercial
projects and government building applications for commercial projects
and government buildings to be kept for at least five years.
• Commercial Projects & Government Buildings 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.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(c) requires building plans and specifications for commercial
projects and government buildings to be kept permanently.
• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Departmental Reports: 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. (ALSO SEE Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Semi-permanent: Keep reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
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• Noncommercial and Nongovernment Projects: Building Permit Applications &
Review: Applications for construction, structural modifications, installation of plumbing,
electrical or mechanical equipment, etc.
Temporary: Keep plans and specifications for noncommercial and nongovernment projects
two years after issuance of certificate of occupancy.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: 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 final inspection and approval.
• Noncommercial and Nongovernment Projects Buildings 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.
Temporary: Keep plans and specifications for noncommercial and nongovernment projects
two years after issuance of certificate of occupancy.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: 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 final
inspection and approval.
• Plan Review Reports: Reports indicating compliance with adopted building codes, planning
and zoning ordinances, and other city requirements.
Permanent - City: Keep plan review reports for commercial buildings permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep plan review reports for residential buildings five years after issuance
of certificate of occupancy.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
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Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(1)(a) and 67-2806(1)(a) 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.
• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• Sewer Permits: Permits issued by the sewer district for residential and commercial building
permits.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Trade Permits- Electrical, Mechanical and Plumbing Permits:
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
END OF BUILDING DEPARTMENT RECORDS
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City Boards, Commissions & Committees
(Retention of General City Records see "Administrative Records)
• 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.
Transitory: Keep all other records until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• City Boards, Commissions & Committees: Bylaws, Agendas, Minutes & Recordings:
Meeting minutes and agendas of city boards, commissions, and committees, including the
Library Board, Eagle Arts Commission, Historical Preservation Commission, Parks, Pathway
and Recreation Commission and Development Impact Fee Committee. These meetings are
recorded on Granicus.
Permanent: Adopted meeting minutes and agendas of city boards, commissions and
committees are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and
may be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(a) provides that adopted meeting minutes of city boards and
commissions are permanent.
Temporary: Keep audio/visual recordings on Granicus for five years from the meeting date.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. Idaho Code 50-907(6)(d)(i)
Transitory: Bylaws: Keep until amended or superseded.
Keep notes and drafts of meeting minutes until minutes are officially approved.
Note: Transitory Records can be destroyed when the administrative need ends.
• Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease -purchase or sale of equipment, supplies, services or property.
Semi-permanent: Keep five years after contract term expires.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(b) provides that contracts must be kept at least five years.
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• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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 — City: If required by the Agency keep final reports from significant grants
permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep records documenting the purchase and/or disposal of real property
10 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.
Transitory: Keep unsuccessful grant applications until administrative need ends.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Transitory Records can be destroyed when the administrative need ends.
• Historical Preservation Commission: Records: Records, including but not limited to
background files relating to proposed historic preservation legislation, historic district and /or
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 — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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• Surveys, Polls & Questionnaires: Records documenting measurement of public opinion,
including surveys, polls, questionnaires, studies etc.
Semi-permanent: Keep survey summaries five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep survey forms and other records until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Volunteer Worker Records: Records documenting work performed for the City by citizens
without compensation for their services. May include Release of Liability Contract, Minor
Volunteer Release of Liability Contract, Use of Vehicle Policy, Consent to Background
Check, timesheets, sign in and sigh out timesheet, task assignments and monitoring records
and etc. Contract the City Clerk's Office for Volunteer Worker Records.
Semi-permanent: Keep five years after separation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
END OF CITY BOARDS, COMMISSIONS & COMMITTEES
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Community Enhancement Records
(Retention of General City Records see "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.) (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Contracts & Agreements: Agreements with park vendors, Saturday Market/Special
events/Eagle Fun Days entertainers and other parties, program facilities and other programs
and events.
Semi-permanent: Keep five years after contract term expires.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Departmental Reports: 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. (ALSO SEE Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Semi-permanent: Keep reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
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• Facility/Sports Equipment Rental/Equipment Records: Records documenting the rental
of facilities (e.g. parks, ballfields, school facilities and etc.), sports equipment (e.g. sports
equipment and etc.) and recreation program/events equipment. Records often include:
applications, calendars, lists, receipts and related documents. Information typically includes:
name, address and phone number of renter/borrower, description of facility/sports equipment;
date and time of reservation and signature. (SEE Page 9, Classification of Transitory
Records.)
Transitory: Keep until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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 — City: If required by the Agency keep final reports from significant grants
permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep records documenting the purchase and/or disposal of real property
10 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.
Transitory: Keep unsuccessful grant applications until administrative need ends.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Transitory Records can be destroyed when the administrative need ends.
• Liability Waivers: Document the release of the city from liability related to various city
sponsored recreation events or classes, etc. Information usually includes: release terms, date,
signatures and related information.
Semi-permanent: Keep five years
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Ordinances & Resolutions: Ordinances and resolutions passed or considered by the city
council.
Permanent: Adopted ordinances and resolutions are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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Note: Idaho Code 50-907(1)(b) provides that ordinances and resolutions are permanent.
Transitory: Keep proposed ordinances and resolutions that are not adopted until
administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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 when the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Permission Slips: Permission slips to participate City programs and events.
Transitory: Keep until the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Permits & Licenses: Includes records relating to city permits and licenses, including: beer,
wine and liquor by the drink, vendors, etc.
Semi-permanent: Keep five years after expiration, revocation, or denial.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(d) provides that license applications must be kept for at least
five years.
• Program Registration Records: Includes registration forms, financial records and waiver
of responsibility and other related documents.
Temporary: Keep two years
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Purchase Orders: Purchase orders for goods or services purchased by the city.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that purchase orders must be kept at least five
years.
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141.
• 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.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and
may be summarily disposed of or returned to the sender. I.C. 50-
907(6)(d)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• 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.) (SEE Page 9, Classification
of Transitory Records.)
Transitory: Keep until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
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• Saturday Market/Special Events: Vendor application forms, ticket sale records for
events/concerts & amusement/contracts between City and entertainers, amusement
equipment, fireworks display companies, awards, volunteer forms, etc. (SEE Page 9,
Classification of Transitory Records.)
Transitory: Keep until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until Special Event is completed or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Sports Team Records: Document information relating to adult/youth sports leagues,
including team rosters, participant information, sponsors, game/tournament schedules, etc.
(SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• Surveys, Polls & Questionnaires: Records documenting measurement of public opinion,
including surveys, polls, questionnaires, studies etc.
Semi-permanent: Keep survey summaries five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep survey forms and other records until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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• Volunteer Worker Records: Records documenting work performed for the City by citizens
without compensation for their services. May include Release of Liability Contract, Minor
Volunteer Release of Liability Contract, Use of Vehicle Policy, Consent to Background
Check, timesheets, sign in and sigh out timesheet, task assignments and monitoring records
and etc. Contract the City Clerk's Office for Volunteer Worker Records.
Semi-permanent: Keep five years after separation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
END OF COMMUNITY ENHANCEMENT RECORDS
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Economic Development
(Retention of General City Records see "Administrative Records)
• Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease -purchase or sale of equipment, supplies, services or property.
Semi-permanent: Keep five years after contract term expires.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Departmental Reports: 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. (ALSO SEE Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Semi-permanent: Keep reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
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• 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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Federal 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(2)(a) provides that these records must be kept at least five years.
Note: 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.
• 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 — City: If required by the Agency keep final reports from significant grants
permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep records documenting the purchase and/or disposal of real property
10 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.
Transitory: Keep unsuccessful grant applications until administrative need ends.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
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Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record
and may be summarily disposed of or returned to the sender. I.C. 50-
907(6)(d)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• Purchase Orders: Purchase orders for goods or services purchased by the city.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that purchase orders must be kept at least five
years.
• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• 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.
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Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Volunteer Worker Records: Records documenting work performed for the City by citizens
without compensation for their services. May include Release of Liability Contract, Minor
Volunteer Release of Liability Contract, Use of Vehicle Policy, Consent to Background
Check, timesheets, sign in and sigh out timesheet, task assignments and monitoring records
and etc. Contract the City Clerk's Office for Volunteer Worker Records.
Semi-permanent: Keep five years after separation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
END OF ECONOMIC DEVELOPMENT
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Election Records
• Campaign Finance Reports: Reports showing contributions and expenditures in city
campaigns by mayor/council candidates, political committees, and independent
persons/entities. Includes C-1 (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: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(g) requires campaign finance reports be kept permanently.
• Notices of Election: Includes the first and second notice of election which are published in
the official newspaper.
Permanent:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(g) requires notices of election and sample ballots to be kept
permanently.
• Petitions: Petitions for initiative, referendum, recall, liquor by the drink, & other elections.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
END OF ELECTION RECORDS
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Information Systems Records
(Retention of General City Records see "Administrative Records)
• Audio/Visual Recordings of City Meetings: City meetings include regular and special
meetings of the City Council, Planning and Zoning Commission, Design Review Board,
Library Board, Parks, Pathways and Recreation Commission, Eagle Arts Commission,
Historical Preservation Commission and Development Impact Fee Committee. These
meeting are recorded on Granicus
Temporary: Keep audio/visual recordings on Granicus for five years from the meeting date.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. Idaho Code 50-907(6)(d)(i)
Permanent: Idaho Code 50-907(1)(a) provides that adopted meeting minutes are
permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may be
destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i).
• Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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. (ALSO SEE Technical Manuals,
Specifications & Warranties in the Administrative section). (SEE Page 9, Classification of
Transitory Records.)
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 or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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, codebooks, record layouts, user guides and
output specifications. (ALSO SEE Software Management Records in this section.) (SEE
Page 9, Classification of Transitory Records.)
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Transitory: Keep migration plans until superseded or obsolete. Keep other records until
superseded or obsolete or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Computer System Security Records: Records documenting the security of the city's
computer systems, including: employee access requests, passwords, access authorizations,
and related documents. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until superseded or obsolete or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease -purchase or sale of equipment, supplies, services or property.
Semi-permanent: Keep five years after contract term expires.
Note: Once a semi-permanent or temporary document is retained in Laserfiche, as
authorized by this section, the original paper document may be disposed of.
IC. 50-909
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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Departmental Reports: 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. (ALSO SEE Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Semi-permanent: Keep reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five /4'11°4\
years.
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• 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 — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Information Service Subscription Records: Records documenting city subscriptions to
information services, including: subscriptions, invoices, and correspondence.
Temporary: Keep two years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Information System Planning & Development Records: Records documenting the
planning and development of city information systems, including: information technology
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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep information relating to implemented systems for the life of the system.
All other records keep until superseded or obsolete or the administrative need
ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Key & Keycard Records: Document the issuance of keys/keycards to city staff for entrance
to city buildings. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until superseded or obsolete or administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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. (SEE Page 9,
Classification of Transitory Records.)
Transitory: Keep until superseded or obsolete or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
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• Photo Identification Records: Photographs and other records used to identify City
employees and others. May include photographs taken for City identification cards. (SEE
Page 9, Classification of Transitory Records.)
Transitory: Keep until superseded, obsolete or administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• Purchase Orders: Purchase orders for goods or services purchased by the city.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that purchase orders must be kept at least five
years.
• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until superseded or obsolete or administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
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• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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, awarded
bids, requests for qualifications, statements of qualifications, etc.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• 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. (SEE Page 9, Classification of Transitory Records.)
• 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. (SEE Page 9,
Classification of Transitory Records.)
Transitory: Keep until the administrative need end.
Note: Transitory Records can be destroyed when the administrative need ends.
END OF INFORMATION SYSTEMS RECORDS
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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. (ALSO SEE Liability Claims Records in this
section.)
Temporary: If no claim is filed, keep two years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Claim Files: These records contain claims for damages caused by city employees/equipment.
Semi-permanent: Keep five years, provided there is no pending litigation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium'the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Semi-permanent: For city public works projects keep 5 years after substantial completion.
Keep all other records six years after expiration.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Semi-permanent: For city public works projects keep 5 years after substantial completion.
Keep all other bond records six years after expiration.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Insurance Policy Records: Records documenting the terms and conditions of City
insurance policies covering liability, property, group employee health and life, motor vehicle,
worker's compensation, etc. Records usually include: policies, endorsements, rate change
notices, agent of record and related documents.
Transitory: Keep until the administrative need ends or superseded.
Note: Transitory Records can be destroyed when the administrative need ends.
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• Liability Claims Records: Records documenting various types of liability claims filed
against the city, including: personal injury, property damage, motor vehicle accident, etc.
Records often include: reports, photographs, summaries, reviews, notices, audio and
videotapes, transcripts of recorded statements, correspondence and related documents.
Transitory: Keep until the administrative need ends or superseded.
Note: Transitory Records can be destroyed when the administrative need ends.
• Liability Waiver Records: Document the release of the city from liability related to various
activities, including: police/fire ride -along, rekindling fires, participating in city -sponsored
recreational events or classes, etc. Information usually includes: release terms, date,
signatures, and related information.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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. (ALSO SEE Liability Claims Records in this
section.)
Temporary: If no claim is filed, keep two years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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. (ALSO SEE Liability Claims Records in this
section.)
Temporary: If no claim is filed, keep two years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Transitory: Keep until the administrative need ends or superseded.
Note: Transitory Records can be destroyed when the administrative need ends.
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• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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,
reimbursement and payment records, and related correspondence and documentation. (ALSO
SEE Employee Medical Records in the Personnel Records section for retention of records
describing injuries and illnesses).
Semi-permanent: Keep five years after claim is closed or final action.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
END OF INSURANCE, RISK MANAGEMENT & SAFETY RECORDS
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Library Records
(Retention of General City Records see "Administrative Records)
• 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.
Transitory: Keep all other records until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep all other reports until obsolete or superseded or until the administrative
need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
• City Boards, Commissions & Committees: Bylaws, Agendas, Minutes & Recordings:
Meeting minutes and agendas of city boards, commissions, and committees, including the
Library Board, Eagle Arts Commission, Historical Preservation Commission, Parks, Pathway
and Recreation Commission and Development Impact Fee Committee. These meetings are
recorded on Granicus.
Permanent: Adopted meeting minutes and agendas of city boards, commissions and
committees are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and
may be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(a) provides that adopted meeting minutes of city boards and
commissions are permanent.
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Temporary: Keep audio/visual recordings on Granicus for five years from the meeting date.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. Idaho Code 50-907(6)(d)(i)
Transitory: Bylaws: Keep until amended or superseded.
Keep notes and drafts of meeting minutes until minutes are officially approved.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Departmental Reports: 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. (ALSO SEE Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Semi-permanent: Keep reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
• Library Operation Policies: Policies concerning library operations, including materials
selection. (SEE -Page 9, Classification of Transitory Records.)
Transitory: Keep until obsolete or superseded or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
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• 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.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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• Volunteer Worker Records: Records documenting work performed for the City by citizens
without compensation for their services. May include Release of Liability Contract, Minor
Volunteer Release of Liability Contract, Use of Vehicle Policy, Consent to Background
Check, timesheets, sign in and sigh out timesheet, task assignments and monitoring records
and etc. Contract the City Clerk's Office for Volunteer Worker Records.
Semi-permanent: Keep five years after separation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
END OF LIBRARY RECORDS
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Museum Records
(Retention of General City Records see "Administrative Records)
Museum records are also governed by the American Alliance of Museums (AMA)
Standards of Operations.
In accordance with AMA Standards of Operations, digital and physical records are
permanent records.
The Eagle City Museum uses Past Perfect Museum Software for their records repository.
Permanent and semi-permanent records will be stored in Laserfiche and in Past Perfect.
• Accession Records: records that document the acceptance of materials into the museum.
Including but not limited to: accession worksheets; memorandums of transfer; deeds of gift;
supporting documentation; donor information; gift forms; worksheets of physical
descriptions; photographs of objects; conservation information regarding objects; background
research; and accession ledgers.
Permanent — City: Deeds of Gifts are permanent records which are stored in Laserfiche and
Past Perfect in accordance with AMA Standards of Operation.
All other documents are stored in the Past Perfect repository.
• Collection Records: Records that document the description of materials in the museum.
Including but not limited to: appraisal reports; background materials; biographical
information; conservation or preservation reports; photographs; legal documentation, and
correspondence.
Permanent — City: These records are stored in Past Perfect in accordance with AMA
Standards of Operation.
• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Deaccession Records: Records that document the deaccessioning of materials from the
museum. Including but not limited to: deaccession worksheets; memorandums of transfer;
supporting documentation justifying action; any related correspondence.
Permanent — City: These records are stored in the Past Perfect in accordance with AMA
Standards of Operation.
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• Exhibition Records: Records that document the planning, display, and use of artifacts and
materials in the museum. Including but not limited to: planning documentation; installation
photographs; sketches; worksheets; loan agreements; certificates of insurance; shipping
receipts; exhibit catalogs; publicity; and related correspondence.
Permanent — City: These records are stored in the Past Perfect in accordance with AMA
Standards of Operation.
• 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 — City: If required by the Agency keep final reports from significant grants
permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep records documenting the purchase and/or disposal of real property
10 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.
Transitory: Keep unsuccessful grant applications until administrative need ends.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Transitory Records can be destroyed when the administrative need ends.
• 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 — City: These records are stored in the Past Perfect in accordance with AMA
Standards of Operation.
• Historical Preservation 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 — City: These records are stored in the Past Perfect in accordance with AMA /4''1
Standards of Operation.
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• Loan Records: Records that document loans of materials from the museum to other
institutions. Including but not limited to: Loan forms; item appraisals, insurance
certifications, if applicable, and related correspondence.
Permanent — City: These records are stored in the Past Perfect in accordance with AMA
Standards of Operation.
• Museum Catalog Records: Records that document material pertaining to catalogs in the
museum. Any catalog or list that identifies and locates the contents of the entire museum.
Temporary: Retain until replaced or as long as administratively useful, whichever is
greater.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Patron and Visitor Records: Document number of tours, individual visits to the facility.
The series may include but is not limited to weekly visitor statistics; sign -in sheets, patron
logs and guest books. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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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• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Volunteer Worker Records: Records documenting work performed for the City by citizens
without compensation for their services. May include Release of Liability Contract, Minor
Volunteer Release of Liability Contract, Use of Vehicle Policy, Consent to Background
Check, timesheets, sign in and sigh out timesheet, task assignments and monitoring records
and etc. Contract the City Clerk's Office for Volunteer Worker Records.
Semi-permanent: Keep five years after separation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
END OF MUSEUM RECORDS
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Personnel Records
• Applications for Employment:
Temporary: Not selected Employment Applications: Keep two years from date of
application.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention of these
records for at least four years.
• 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 employee benefits records three years after employees last date of
service or termination.
Records required for an enforcement or discrimination action must be kept
until the action's final disposition.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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
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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.
• 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.
Transitory: Keep until obsolete or superseded or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Semi-permanent: Keep hazard exposure records 30 years after separation.
Keep other records five years after separation or completion of litigation,
whichever is longer.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
Note: Federal regulations (29 CFR 1910.120 and 29 CFR 1910.1020) require hazard
exposure records to be kept for the duration of employment plus 30 years.
• 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.)
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Semi -Permanent: Keep five years after last date of service.
Records required for an enforcement or discrimination action must be
kept until the action's final disposition
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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 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.
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.
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.
• 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. (ALSO SEE Leave Applications in this section.)
Semi -Permanent: Keep records five years after employees last date of service.
For records documenting expenditure of grant funds, see Grant Records
in this section.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Federal regulations (29 CFR 516.5; and 29 CFR 516.6) require retention of these
records for at least four years.
Note: Idaho Code 45-610 provides that employment records must be maintained for at least
three years after the employee's last date of service.
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• 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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Federal 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(2)(a) provides that these records must be kept at least five years.
Note: 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.
• Employment Eligibility Verification Forms (I-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 these records three year after hire date.
One year after individuals' employment is terminated, whichever is later.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
• 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.)
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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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• 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.
Semi-permanent: Keep five years after resolution.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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. (ALSO SEE Employee Medical Records in this section.)
Semi-permanent: Keep for the duration of employment plus 30 years.n.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Federal regulations (29 CFR 1910.120 and 29 CFR 1910.1020) require hazard
exposure records to be kept for the duration of employment plus 30 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.
(ALSO SEE Employee Benefits Records in the Personnel section.)
Semi-permanent: Keep year-end leave balance reports five years after employee
separation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
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Temporary: Keep two years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Semi-permanent: Keep payroll registers five years after the employee's last date of service.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
Note: Idaho Code 45-610 provides that employment records must be maintained for at least
three years after the employee's last date of service.
Note: 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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until superseded, obsolete or administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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:
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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.
Records required for an enforcement or discrimination action must be kept
until the action's final disposition.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Numerous regulations provide retention periods for these records:
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 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. (ALSO
SEE 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.
Records required for an enforcement or discrimination action must be kept
until the action's final disposition.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Numerous regulations provide retention periods for these records:
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,
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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 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. (ALSO SEE Employee Personnel
Records for training records related to individual employees.) (SEE Page 9, Classification of
Transitory Records.)
Transitory: Keep all other records until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
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.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
(ALSO SEE Federal & State Tax Records in this section.)
Semi -Permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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. (ALSO
SEE Federal & State Tax Records in this section.)
Semi-permanent: Keep five years after employee separation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
END OF PERSONNEL RECORDS
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Planning & Zoning Records
(Retention of General City Records see "Administrative Records)
• Annexation: Records related to the annexation of new land into the city. Records may
include, application, public notices, annexation agreement, notices of hearing, staff reports,
maps, planning and zoning commission and city council recommendations/decision, and
other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Appeal: Records related to appeals of administrative applications, administrative
interpretations and determinations and design review board decisions. Records may include,
application, review forms, maps of areas involved, notices of hearing, staff reports, written
decision by the design review board, and other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Area of Impact Records: Records related to the negotiation and adoption of area of impact
agreements and ordinances with the county. Records may include, public notices,
correspondence, notices of hearing, planning and zoning commission and city council
recommendations/decision, maps, "committee of nine" proceedings, and other related
correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Capital Construction or Public Improvement Projects: Records related to the capital
construction or public improvement projects. Records may include, 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 other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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• Code Enforcement: Case files on city code violations. Records may include,
correspondence with owners, site inspections, photographs, compliance letters and
enforcement actions.
Permanent - City: Case Files resulting in litigation.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Transitory: Keep case files until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Comprehensive Plan: Records related to the plan used to guide the long-term growth and
development of a city. Records may include: the plan document, periodic updates, citizen
surveys and participation information, notices of hearing, maps, photographs, staff reports,
planning and zoning commission and city council recommendations/decision, and other
related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Conditional Use Permits: Records related to all conditional uses. Records may include,
application, maps, public notices, notices of hearing, staff reports, planning and zoning
commission and city council recommendations/decision, and other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
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• Departmental Reports: 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. (ALSO SEE Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Semi-permanent: Keep reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
• Design Review Records: Records related to design review overlay districts. Records may
include, building, site, sign, and landscaping applications, staff reports, design review board
and city council decisions, maps, photographs, and other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Development Agreements: Record related to the 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. (ALSO SEE
Rezone)
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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 - City
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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• Flood Control Ordinance Amendment: Records related to the flood control ordinance
amendment changes and/or updates to Eagle City Code Title 10. Records may include:
memos, staff reports, notices of public hearing, draft and executed ordinances, planning and
zoning commission and city council recommendations/decision, and other related
correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Flood Insurance Maps: All flood insurance maps, including updates.
Permanent — City: Keep maps and decision documents permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Floodplain Development Permits: Records related to the permits issued for construction
within a flood plain zone. Records may include, elevation certificates applications, review
records, checklists, and other related correspondence.
Semi-permanent: 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Future Acquisitions Map: Records related to the future acquisitions map, which identifies
land proposed for acquisition for infrastructure and services over the next 20 years.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Historic District Records: Records related to historic district overlay zones. Records may
include, applications, staff reports, committee recommendations, maps, photographs, list of
historic structures and other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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• Land Use Hearing Recordings & Exhibits: Records may include maps, plans, drawings,
other exhibits prepared for land use hearings and audio recordings of land use hearings
before the planning and zoning commission and city council, and other related
correspondence. These hearings are recorded in Granicus.
Permanent - City: Keep land use exhibits referenced in minutes permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Temporary: Keep Granicus audio recordings five years after hearing date.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 67-6536 requires that audio recordings of planning and zoning hearings
(transcribe verbatim record) be kept at least six months after the final decision.
• Land Use Appeals: Records related to appeals of land use decisions, including staff reports,
pleadings, briefs, and related records.
Permanent - City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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.
Transitory: Keep Letter of Credit, Bonds, Sureties until project completion or until Letter
of Credit has been released in its entirety.
Note: Transitory Records can be destroyed when the administrative need ends.
• Nonconforming Use Records: Records related to the 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, and other related correspondence.
Permanent - City: Keep application and decision documents.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Planned Unit Development Records: Records related to the PUDs that allow for flexibility
in subdivision and zoning regulations with greater amenities provided by the developer.
Records may include: application, maps, diagrams, site plans, notices of hearing, staff
reports, planning and zoning commission and city council recommendation/decision and
other related correspondence.
Permanent - City: Keep application and decision documents.
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Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Planning & Zoning Commission Meeting Agenda, Minutes & Recordings: Records
documenting meetings of the planning and zoning commission. Records may include:
planning and zoning commission and city council meeting agendas and minutes, recordings,
and other related correspondence. These meetings are recorded on Granicus. (ALSO SEE
Land Use Hearing Recordings & Exhibits)
Permanent: Adopted planning and zoning and council meeting minutes and planning and
zoning council meeting agendas are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(a) provides that adopted meeting minutes of the planning and
zoning commission and city council are permanent.
Temporary: Keep audio/visual recordings on Granicus for five years from the meeting date.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep notes and drafts of meeting minutes until minutes officially approved.
Note: Transitory Records can be destroyed when the administrative need ends.
• Planning Studies: Records related to the reports completed in-house or by outside
consultants on specific planning issues. Records may include, transportation plans, affordable
housing plans, and other related correspondence.
Permanent - City: Keep studies, plans, and other related correspondence.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Purchasing & Quality -Based Selection Records: Records related to the competitive
bidding and purchase of goods, services, and public works construction, and procurement of
design professionals. Records may include: published notices and solicitations,
specifications, bids, requests for qualifications, statements of qualifications, and other related
correspondence.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, and other related correspondence.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
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Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: Records related to the competitive bidding and
purchase of goods, services, and public works construction, and procurement of design
professionals. Records may include: published notices and solicitations, specifications, bids,
requests for qualifications, statements of qualifications, and other related correspondence.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• Rezone: Records related to applications for rezoning property within the city. Records may
include: application, review forms, maps of areas involved, notices of hearing, staff reports,
recommendation of the planning and zoning commission, written decision by the council,
appeals, and other related correspondence. (SEE ALSO Development Agreement).
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Subdivision Ordinance Amendments: Records related to the amendments to subdivision
ordinances. Records may include, memos, staff reports, notices of public hearing, draft and
executed ordinances, planning and zoning commission and city council recommendations/
decision, and other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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• Subdivision Records: Records related to the preliminary and final plat stages of subdivision
approval. Records may include, application, public notices, maps, diagrams, site plans,
notices of hearing, staff reports, planning and zoning commission and city council
recommendations/decision, and other related correspondence. Includes administrative lot
split or "short plat" applications involving less than five lots. Excludes construction
drawings.
Permanent - City: Keep records relating to approved subdivisions permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep records relating to denied, expired or revoked applications 10 years
after denial, expiration or revocation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Subdivision Construction Drawings: Construction drawings for subdivision final plats
submittals within the city.
Semi-permanent: Keep construction drawings for 5 years after City approval of the final
plat.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Vacation Records: Records related to 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, notice of hearing, staff reports, and
planning and zoning and city council recommendations/decision and other related
correspondence.
• Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Variance Records: Records related to the variance applications for relief from a quantifiable
zoning standard (such as setback, lot size, etc.). Records may include: application, staff
recommendation, planning and zoning commission and city council
recommendations/decision, and other related correspondence.
Permanent - City: Keep records relating to approved variances.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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• Waiver: Records related to waiver applications for relief from zoning and subdivision
standards, other than variances. Records may include application, staff recommendation,
planning and zoning commission, design review board, and city council
recommendation/decision, and other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Zoning Ordinance Amendments: Records related to the zoning ordinance amendment
changes and/or updates to Eagle City Code. Records may include, memos, staff reports,
notices of public hearing, draft and executed ordinances, planning and zoning commission
and city council recommendations/decision, and other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Zoning Ordinance Interpretations: Records related to the interpretations of city ordinances
by the Zoning Administrators.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Zoning Maps: Records related to the zoning boundaries in the city, with streets, property
lines, and zoning classifications.
Permanent - City: Keep a separate copy for each year wherein zoning map changes have
been made.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
END OF PLANNING & ZONING RECORDS
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Public Works Records
(Retention of General City Records see "Administrative Records)
"wok` The Public Works Department uses Facility Dude Software for their records repository.
Permanent and semi-permanent records will be stored in Laserfiche and in Facility Dude.
• Calendars, Appointment Books & Scheduling Records: Records including calendars,
appointment books, schedules, logs, diaries, and other records documenting meetings,
appointments, and other activities. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.)
Temporary: Keep records (except inventories) two years after disposal or replacement of
capital asset.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep inventories until superseded or administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Capital Construction or Public Improvement Projects: Records related to the capital
construction or public improvement projects. Records may include, 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 other related correspondence.
Permanent - City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Construction 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 of facilities, safety reports, photographs and maps.
Permanent — City:
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Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease -purchase or sale of equipment, supplies, services or property.
Semi-permanent: Keep five years after contract term expires.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Departmental Reports: 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. (ALSO SEE Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Semi-permanent: Keep reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
• 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 — City:
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Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Federal 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(2)(a) provides that these records must be kept at least five years.
• Equipment Maintenance & Repair Records: Records documenting the inspection,
maintenance, and repair of city -owned equipment, including: mowers, trailers, ledgers,
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. (ALSO SEE Capital Asset Records in
the Administrative section). (SEE Page 9, Classification of Transitory Records.)
"ink, Transitory: Keep until equipment removed from service or the administrative needs ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Inspection Records: Document periodic inspections for parks, playgrounds, spray fountains,
splash pads, health permits, sidewalks, picnic tables, pathways and other property, equipment
and facilities.
Transitory: Keep records until superseded or administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Maintenance Requests/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, rocking, sealing, patching,
signs, city -owned buildings and equipment, parks, sidewalks, street trees and street lights.
Information often includes: name, phone number and address of person making
request/complaint, a narration of the request/complaint, name of person responding to
request/complaint, dates of related events, resolution of request/complaint and other data.
(SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
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• 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,
planimetric, orthophoto, resource, and others. System schematic maps represent locational
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).
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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.
Note: Transitory Records can be destroyed when the administrative need ends.
• Memorial 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.
Transitory: Keep records until memorial is permanently removed or administrative need
ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Ordinances & Resolutions: Ordinances and resolutions passed or considered by the city
council.
Permanent: Adopted ordinances and resolutions are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(b) provides that ordinances and resolutions are permanent.
Transitory: Keep proposed ordinances and resolutions that are not adopted until
administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Public Records Requests: Includes written public records requests, city denials of public
records requests, appeals information, etc.
Transitory: Keep for one fiscal year.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
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Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• Purchase Orders: Purchase orders for goods or services purchased by the city.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that purchase orders must be kept at least five
years.
• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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, awarded
bids, requests for qualifications, statements of qualifications, etc.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Permanent: City: Original records including published notices and solicitations,
specifications, awarded bids, requests for qualifications, statements of
qualifications, etc.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i) .
Transitory: Duplicate copies keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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
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procure three bids must be kept at least six months after the procurement decision is
made.
• 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 of facilities, safety reports, photographs and maps.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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.
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Residential Tree Voucher Program: Vouchers issued to individuals for the purchase of a
tree in accordance with the "Plant A Street Tree" program. (SEE Page 9, Classification of
Transitory Records.)
Transitory: Application Records and vouchers keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Streetlight Inventory Records: Records documenting the inventory of city streetlights.
Information often includes: location, pole numbers, maps, types of lights, dates of purchase
and installation.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may be
destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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• Streetlight Maintenance & Repair Records: Records documenting the maintenance and
repairs of city streetlights which are 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 light, 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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). (SEE
Page 9, Classification of Transitory Records.)
Transitory: Keep until vehicle/equipment is removed from service.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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. (ALSO SEE Technical Manuals, Specifications & Warranties and
Capital Asset Records in this section)
Temporary: Keep until vehicle is removed from service.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
END OF PUBLIC WORKS DEPARTMENT
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Recreation Records
(Retention of General City Records see "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.) (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• City Boards, Commissions & Committees: Bylaws, Agendas, Minutes & Recordings:
Meeting minutes and agendas of city boards, commissions, and committees, including the
Library Board, Eagle Arts Commission, Historical Preservation Commission, Parks, Pathway
and Recreation Commission and Development Impact Fee Committee. These meetings are
recorded on Granicus.
Permanent: Adopted meeting minutes and agendas of city boards, commissions and
committees are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and
may be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(a) provides that adopted meeting minutes of city boards and
commissions are permanent.
Temporary: Keep audio/visual recordings on Granicus for five years from the meeting date.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. Idaho Code 50-907(6)(d)(i)
Transitory: Bylaws: Keep until amended or superseded.
Keep notes and drafts of meeting minutes until minutes are officially approved.
Note: Transitory Records can be destroyed when the administrative need ends.
• Contracts & Agreements: Agreements with park vendors, Saturday Market/Special
events/Eagle Fun Days entertainers and other parties, program facilities and other programs
and events.
Semi-permanent: Keep five years after contract term expires.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(b) provides that contracts must be kept at least five years.
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• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Departmental Reports: 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. (ALSO SEE Grant Records in the Accounting, Budget, Finance & Payroll
section.)
Semi-permanent: Keep reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
• Facility/Sports Equipment Rental/Equipment Records: Records documenting the rental
of facilities (e.g. parks, ballfields, school facilities and etc.), sports equipment (e.g. sports
equipment and etc.) and recreation program/events equipment. Records often include:
applications, calendars, lists, receipts and related documents. Information typically includes:
name, address and phone number of renter/borrower, description of facility/sports equipment;
date and time of reservation and signature. (SEE Page 9, Classification of Transitory
Records.)
Transitory: Keep until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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 — City: If required by the Agency keep final reports from significant grants
permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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Semi-permanent: Keep records documenting the purchase and/or disposal of real property
10 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.
Transitory: Keep unsuccessful grant applications until administrative need ends.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Transitory Records can be destroyed when the administrative need ends.
• Liability Waivers: Document the release of the city from liability related to various city
sponsored recreation events or classes, etc. Information usually includes: release terms, date,
signatures and related information.
Semi-permanent: Keep five years
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Ordinances & Resolutions: Ordinances and resolutions passed or considered by the city
council.
Permanent: Adopted ordinances and resolutions are permanent.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(b) provides that ordinances and resolutions are permanent.
Transitory: Keep proposed ordinances and resolutions that are not adopted until
administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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 when the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Permission Slips: Permission slips to participate City programs and events.
Transitory: Keep until the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Permits & Licenses: Includes records relating to city permits and licenses, including: beer,
wine and liquor by the drink, vendors, etc.
Semi-permanent: Keep five years after expiration, revocation, or denial.
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Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(d) provides that license applications must be kept for at least
five years.
• Program Registration Records: Includes registration forms, financial records and waiver
of responsibility and other related documents.
Temporary: Keep two years
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Purchase Orders: Purchase orders for goods or services purchased by the city.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that purchase orders must be kept at least five
years.
• 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.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and
may be summarily disposed of or returned to the sender. I.C. 50-
907(6)(d)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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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• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• Recreation Program Files: Records relating to city recreation programs, including:
advertisements, fliers, class/activity rosters, registration forms, instructors, officials,
scorekeepers, gym & field attendants, schedules, calendars, fees, insurance waivers, etc.
Permanent - City: Keep annual reports summarizing activities permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Transitory: Keep other records until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.) (SEE Page 9, Classification
of Transitory Records.)
Transitory: Keep until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• Saturday Market/Special Events: Vendor application forms, ticket sale records for
events/concerts & amusement/contracts between City and entertainers, amusement
equipment, fireworks display companies, awards, volunteer forms, etc. (SEE Page 9,
Classification of Transitory Records.)
Transitory: Keep until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
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• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until Special Event is completed or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Sports Team Records: Document information relating to adult/youth sports leagues,
including team rosters, participant information, sponsors, game/tournament schedules, etc.
(SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• Surveys, Polls & Questionnaires: Records documenting measurement of public opinion,
including surveys, polls, questionnaires, studies etc.
Semi-permanent: Keep survey summaries five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be summarily
disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep survey forms and other records until administrative need has ended.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Volunteer Worker Records: Records documenting work performed for the City by citizens
without compensation for their services. May include Release of Liability Contract, Minor
Volunteer Release of Liability Contract, Use of Vehicle Policy, Consent to Background
Check, timesheets, sign in and sigh out timesheet, task assignments and monitoring records
and etc. Contract the City Clerk's Office for Volunteer Worker Records.
Semi-permanent: Keep five years after separation.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
END OF RECREATION RECORDS
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Trails and Pathway Records
(Retention of General City Records see "Administrative Records)
The Trails/Pathway Department uses Facility Dude Software for their records
repository. Permanent and semi-permanent records will be stored in Laserfiche and in
Facility Dude.
• 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. (SEE Page 9, Classification of Transitory
Records.)
Transitory: Keep until the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Capital Asset Records: Records documenting purchase, maintenance, inventory,
depreciation and disposition of capital assets such as equipment, and other assets with a
useful life generally more than five years.
Temporary: Keep records (except inventories) two years after disposal or replacement of
capital asset.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep inventories until superseded or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Capital Construction or Public Improvement Projects: Records related to the capital
construction or public improvement projects on trails and pathways. Records may include,
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 other related correspondence.
Permanent: City: Keep application and decision documents permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Contracts & Agreements: Agreements with vendors and other parties for the acquisition,
lease, lease -purchase or sale of equipment, supplies, services or property.
Semi-permanent: Keep five years after contract term expires.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(b) provides that contracts must be kept at least five years.
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• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Departmental Reports: Daily, weekly, monthly or other reports documenting the activities
of department employees, including: type of activity, employees/volunteers involved, time
spent on activity, and work completed.
Semi-permanent: Keep all other reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
• 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 — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Federal 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(2)(a) provides that these records must be kept at least five years.
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• Equipment Maintenance & Repair Records: Records documenting the inspection,
maintenance, and repair of city -owned equipment, including: mowers, trailers, ledgers,
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. (ALSO SEE Capital Asset Records in
the Administrative section). (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until equipment removed from service or the administrative needs ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Inspection & Maintenance Records: Document periodic inspections, complaints,
maintenance and repairs of trails and pathways.
Transitory: Keep records until superseded or administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Maintenance Requests/Complaint Records: Records documenting complaints or requests
concerning a variety of maintenance responsibilities carried out by the Trails & Pathway
Department. Information often includes: name, phone number and address of person making
request/complaint, a narration of the request/complaint, name of person responding to
request/complaint, dates of related events, resolution of request/complaint and other data.
(SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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,
planimetric, orthophoto, resource, and others. This category also includes as -built plans,
drawings and details documenting trials and pathway engineering and construction projects.
Permanent: Keep maps, plans, drawings and photos permanently (with the exception of
copies obtained from other agencies).
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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.
Note: Transitory Records can be destroyed when the administrative need ends.
• Ordinances & Resolutions: Ordinances and resolutions passed or considered by the city
council.
Permanent: Adopted ordinances and resolutions are permanent.
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Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Note: Idaho Code 50-907(1)(b) provides that ordinances and resolutions are permanent.
Transitory: Keep proposed ordinances and resolutions that are not adopted until
administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Semi-permanent: Original records including published notices and solicitations,
specifications, bids, requests for qualifications, statements of
qualifications, etc.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• Purchase Orders: Purchase orders for goods or services purchased by the city.
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that purchase orders must be kept at least five
years.
• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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, awarded
bids, requests for qualifications, statements of qualifications, etc.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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Transitory: Duplicate copies keep until administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) require that if a city finds it impracticable or /4'4.
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.
• Repair Records: Records of all minor maintenance and repairs to trails and pathways owned
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.
Transitory: Keep records until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends
• 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep until Special Event is completed or the administrative need ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
END OF TRAILS AND PATHWAY DEPARTMENT
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Water Department
(Retention of General City Records see "Administrative Records)
• 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 two years after subsequent test.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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 -made available in
accordance with DEQ requirements.
Temporary: Keep for three years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Federal regulations (40 CFR 141.155) require these records to be kept for at least
three 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep transitory correspondence, general administrative correspondence and
policy/program correspondence until administrative needs end.
Note: Transitory Records can be destroyed when the administrative need ends.
• Department of Environmental Quality Test Records:
Semi-permanent: Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho regulations (IDAPA 58.01.08.552.06) require these records to be kept at least
five years.
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• Departmental Reports: Daily, weekly, monthly or other reports documenting the activities
of - department employees, including: type of activity, employees/volunteers involved, time
spent on activity, and work completed.
Semi-permanent: Keep all other reports five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
• 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 — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Disinfection Profiling & Benchmarking Records: Records relating to disinfection profiling
and benchmarking for Giardia lamblia or virus inactivation.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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 — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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.
(SEE Page 9, Classification of Transitory Records.)
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Transitory: Keep until equipment removed from service and the administrative needs ends.
Note: Transitory Records can be destroyed when the administrative need ends.
• Free Chlorine Residual Analysis Records: Analyses made at least daily for free chlorine
residual for systems using ground water that add chlorine for disinfection. SEE Page 9,
Classification of Transitory Records.
Transitory: Keep one year.
Note: Transitory Records can be destroyed when the administrative need ends.
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,
valve size, flow capacity, etc.), maintenance and repair narratives, dates, authorizations, and
related information.
Permanent - City :
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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.
Semi-permanent: Keep twelve years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
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• 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: City: Original records including bid of award, published notices and
solicitations, specifications, bids, requests for qualifications, statements
of qualifications, etc.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Transitory: Duplicate copies.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• RFQ, RFP, Bidding & Purchase of Goods, Services, and Public Works Construction,
and Procurement of Design Professionals: 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.
Semi-permanent: Records include published notices and solicitations, specifications,
awarded bids, requests for qualifications, statements of qualifications, etc.
Keep five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Duplicate copies and unawarded bid documents.
Note: Transitory Records can be destroyed when the administrative need ends.
Note: Idaho Code 67-2805(e) and 67-2806(e) 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.
• 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.
Semi-permanent: Keep reports and summaries ten (10) years from the date of completion.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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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.
Semi-permanent: Keep -five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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 two years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• Utility Account Change Records: Records documenting routine information changes to
customer accounts, including name and address.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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.
Semi-permanent: Keep five years after refund or last action.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five years.
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• 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 disconnection service. May include
applications, permits and similar records. Information often includes: applicant's name and
address, permit umber, fee charged, service level, type of structure, pipe size, meter size and
number and related data.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• Utility Line Location Request Record: 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
line, and related data.
Transitory: Keep one year.
Note: Transitory Records can be destroyed when the administrative need ends.
• 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.
Semi-permanent: Keep five years after fiscal year end.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(a) provides that these records must be kept at least five 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. (SEE Page 9, Classification of Transitory Records.)
Transitory: Keep one year after meter is removed from service and administrative needs
ends
Note: Transitory Records can be destroyed when the administrative need ends.
• Vendor Lists: Lists of vendors providing goods and services to the city. (SEE Page 9,
Classification of Transitory Records.)
Transitory: Keep until superseded or obsolete or administrative need ends.
"iwk, Note: Transitory Records can be destroyed when the administrative need ends.
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• 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.
Semi-permanent: Keep five years after expiration of variance/exception.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
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 — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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.
Semi-permanent: Keep annual reports for five years.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Transitory: Keep information summarized in annual report one year or administrative need
ends.
Note: Transitory Records can be destroyed when the administrative need ends.-
• 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 — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
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• Water Permits: Water permits issued by all entities providing water services to the city for
residential and commercial building permits.
Permanent — City:
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
• 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.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
• 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 - City: Retain annual reports permanently.
Note: Once a permanent record is retained in a nonpaper medium as authorized by this
section the original paper document shall be considered a copy of the record and may
be destroyed after compliance with the provisions of I.C. 50-907(6)(e)(i)
Semi-permanent: Keep all other reports five years, or as requested by state or federal
agencies, whichever is longer.
Note: Once a semi-permanent or temporary record is retained in a nonpaper medium the
original paper document shall be considered a duplicate of the record and may be
summarily disposed of or returned to the sender. I.C. 50-907(6)(d)(i)
Note: Idaho Code 50-907(2)(e) provides that departmental reports must be kept at least five
years.
END OF WATER DEPARTMENT
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RECORDS INDEX
-A-
Accession Records ....50
Accounts Payable ..21
Accounts Receivable 21
Activity & Room Scheduling & Reservation Records 12,34,89
Annexation Records .70
Appeal 70
Applications for Employment ..61
Appointment Files ...12,31,53
Appraisal Reports .12
Area of Impact Records 70
Audio/Visual Recordings City Meetings ....45
Audit Report .21
-B-
Backflow Prevention Device Test Records .97
Bank Transaction Records 21
Bankruptcy Notices 22
Bond Records 22
Budget Records .22
Building Activity Records ...26
Building Codes .....26
Building Code Complaints & Violations ...26
Building Condemnation & Demolition Files 26
Building Inspection Reports & Working Papers 27
Building Permits 27
-C-
Calendars, Appointment Books & Scheduling Records 12,27,40,45,53,79,92
Campaign Finance Reports ..44
Capital Asset Records 12,79,92
Capital Construction or Public Improvement Projects ..70,79,92
Certificates of Occupancy 27
Circulation & Other Library Statistical Reports ..53
City Boards, Commissions & Committees .13,31,53,86
City Council Meeting Agenda, Minutes & Recordings 13
City Vehicle Accident Records 50
Claim Files .50
Code Enforcement .71
Collection Records 57
Commercial Projects and Government Buildings 27
Commercial Projects & Government Buildings Plans & Specifications 28
Comprehensive Plan ....71
Computer System Maintenance Records ...45
Computer System Program Documentation ..45
Computer System Security Records ..46
Conditional Use Permits 71
Construction Files .79 l'a**\.
Consumer Confidence Reports 97
Contractor Liability Insurance Verification Records 50
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Contractor Performance Bond Records .50
Contracts & Agreements 13,31,34,40,46,80,86,92
Correspondence 14,28,32,34,40,46,54,57,71,80,87,93,97
- D-
Deaccession Records .57
Deeds & Real Property Records ..14
Deduction Authorization Records .61
Department of Environmental Quality Test Records 97
Departmental Reports .14,28,34,40,46,54,72,80,87,93,98
Design Review Records 72
Development Agreements .72
Disaster Preparedness & Response Records .14,47,72,80,93,98
Disinfection Profiling & Benchmarking Records ..98
Drinking Water Grant & Loan Records 98
-E-
Easement Records 15
Employee Benefits Records ..61
Employee Bond Records ...62
Employee Medical Records ..62
Employee Personnel Records ...62
Employee Time Records ..63
Employee Travel Records .41,64,81,93
Employment Eligibility Verification Forms (I-9) ...64
Equipment Maintenance & Calibration Records ..98
Equipment Maintenance & Repair Records 81,94
Exhibition Records 58
F-
Facility/Sports Equipment Rental/Loan Records .35,87
Federal & State Tax Records ..64
Financial Reports 22
Flood Control Ordinance Amendment 73
Flood Insurance Maps .....73
Flood Plain Permit Records ....73
Franchise Records .15
Free Chlorine Residual Analysis Records 99
Future Acquisitions Map .73
- G-
Garnishment Records 63
General Ledgers 24
Grant Records ..15,31,34,39,55,85
- H-
Hazard Exposure Records ...65
Historic District Records 73
Historical File ..58
Historical Preservation Commission: Records .32,58
Hydrant Records .99
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-I -
Information Service Subscription Records 47
Information System Planning & Development Records 47
Inspection Records 81,94
Insurance Policy Records 16,50
Interdepartmental Billings ...23
Investment Records ..23
-J-
-K-
Key & Keycard Records 47
-L-
Land Use Appeals 74
Land Use Hearing Recordings & Exhibits 16,74
Lead & Copper Control Records 99
Leave Balance Reports .65
Legislative Issues ...16
Letters of Credit, Bonds Sureties 23,74
Liability Claims Records 51
Liability Waiver Records 35,51,88
Library Board Meeting Agenda, Minutes & Recordings .13
Library Operation Policies ..54
List, Index or Summary ..16
Local Improvement Districts 24
Loan Records 59
-M-
Maps, Plans, Drawings & Photos .82,94
Mailing List 16
Maintenance Request/Complaint Records 81,94
Memorials Gift and Contribution Records 82
Museum Catalog Records 59
-N-
Network Records ...47
Noncommercial and Nongovernment Projects Building Permit Applications/Review...29
Noncommercial and Nongovernment Projects Buildings Plans & Specifications ..29
Non -Compliance Corrective Action Records .99
Nonconforming Use Records 74
Notary Bond Records . 16
Notices of Election ...44
-0-
Oaths of Office ..17
Ordinances & Resolutions 17,35,82,88,94
-P-
Park & Facility Use Permits ...36,88
Patron and Visitors Records 59
Payroll Administrative Reports 65
Payroll Registers 66
Permission Slips 36,88
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r^\
Permits & Licenses .17,36,88
PERSI Records ..66
Petitions — Elections .....44
Plan Review Reports .29
Planned Unit Development Records 74
Planning & Zoning Commission Meeting Agenda, Minutes & Recordings 75
Planning Studies .75
Photo Identification Records ..48,66
Position Description, Classification & Compensation Records ...66
Postage Records 17
Proclamations 17
Program Registration ..36,89
Property Damage Records 51
Public Injury Reports ..51
Public Records Requests 18,83
Purchase Orders .18,36,42,48,83,89,95
Purchasing & Quality -Based Selection Records 18,29,37,40,48,55,59,75,82,89,95,100
-Q-
Quality Assurance Records .48
-R-
RFQ, RFP, Bidding & Purchase of Goods, Service & Public Works Construction
& Procurement of Design Professionals 18,30,37,42,49,55,60,76,83,90,95,100
Receipts 24
Recreation Program Files ....90
Recreational Facility Files 84
Recruitment & Selection Records ...67
Registration Records 37,90
Repair Records .84,96
Residential Tree Voucher Program 84
Rezone .76
Risk Survey & Inspection Records .51
-S-
Safety Program Records ..52,84
Sales & Use Tax Forms .24
Sales, Use and other Tax Records 24
Sanitary Survey Records 100
Saturday Market/Special Events Records ....38,90
Secondary Contaminant Reports ..101
Sewer Permits 30
Signature Authorization Records 24
Software Management Records 49
Special Event Records ....38,91,96
Sports Team Records 38,91
Streetlight Inventory Records 84
Streetlight Maintenance & Repair Records 85
Strip & Circle Chart Records 101
Subdivision Construction Drawings 77
Subdivision Ordinance Amendments 76
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Subdivision Records 77
Subsidiary Ledgers, Journals & Registers .25
Surveys, Polls & Questionnaires ...19,33,38,91 /'''\
- T-
Technical Manuals, Specifications & Warranties ..85
Telephone Messages .19
Trade Permits- Electrical, Mechanical and Plumbing Permits 30
Training Program Records 68
-U-
Unemployment Compensation Claim Records .68
Unemployment Reports 68
User Support Records .49
Utility Account Change Records ...101
Utility Application/Disconnect Records 101
Utility Bill Remittance Stubs ..102
Utility Billing Adjustment Records 102
Utility Billing Register 102
Utility Customer Security Deposit Records ..102
Utility Installation & Connection Records 103
Utility Line Location Request Records .103
Utility Meter Books .103
Utility Meter Installation, Location, Maintenance, & Repair Records .103
-V-
Vacation Records ..77
Variance & Exception Records ..104
Variance Records ..77
Valve Maintenance Records 104
Vehicle Maintenance & Repair Records .S5
Vendor Lists 19,103
Volunteer Program and Worker Records .19,33,38,42,55,60,69,85,91,96
- W-
Wage & Tax Statements ...69
Waiver 78
Water Consumption Reports 104
Water Line Maintenance & Repair Records 104
Water Permits 105
Water Quality Complaint Records 105
Water Treatment Operations Records .105
Withholding Allowance Certificates .69
Workers' Compensation Claim Records .52
- X-
- Y-
-Z-
Zoning Ordinance Amendments .78
Zoning Ordinance Interpretations .78
Zoning Maps ....78
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ATTACHMENTS
A. Resolution Adopting City of Eagle Records Retention Policy
B. Disclosure of City Records — Public Records Requests
C. Idaho Code Statutes:
Municipal Corporations:
50-907 — Classification and Retention of Municipal Records
50-908 — Designation, Powers and Responsibilities of Officials Concerning Records
50-909 — Retention of City Records Using Photographic and Digital Media
State Government and State Affairs:
67-450B — Independent Financial Audits of Local Government Entities
67-4126 — Powers and Duties of Board
Transparent and Ethical Government — Public Records Act:
74-101 — Definitions
74-102 — Public Records — Right to Examine
74-103 — Response to Request for Examination of Public Records
74-104, 74-105, 74-106, 74-107, 74-108, 74-109, 74-110, 74-111— Records Exempt from
Disclosure
74-112 — Exempt and Nonexempt Public Records to be Separated
74-113 — Access to Records About a Person by a Person
74-115 — Proceedings to Enforce Right to Examine or to Receive a Copy of Records.
74-116 — Order of the Court — Court Costs and Attorney Fees
74-120 — Prohibition of Destruction or Sale of Mailing or Telephone Number Lists
74-124 — Exemptions for Disclosure - Confidentiality
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CITY OF EAGLE
RECORDS RETENTION POLICY
ATTACHMENT "A"
RESOLUTION NO. 19-08
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RESOLUTION NO. 19-08
A RESOLUTION OF THE CITY OF EAGLE, IDAHO, A MUNICIPAL
CORPORATION OF THE STATE OF IDAHO; ADOPTING A 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 AND PROVIDING THIS
RESOLUTION TO BE EFFECTIVE UPON IT PASSAGE AND APPROVAL.
WHEREAS, Idaho Code requires the City Council to adopt by Resolution a Records
Retention Policy listing the various types of city records and the retention period for each
type of record; and
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" as defined in Idaho Code, Title 50,
Chapter 9, because they have no reasonable intrinsic, historical or other value which
requires their retention; 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.
BE IT RESOLVED BY THE MAYOR AND THE CITY COUNCIL OF TIII; CITY
OF EAGLE, IDAHO AS FOLLOWS:
Section 1: The attached Records Retention Policy for the City of Eagle is incorporated
by reference herein and adopted by the Council as the Records Retention Policy for the
City of Eagle in accordance with Idaho Code, Title 50, Chapter 9.
Section 2: Where there is a question regarding the classification of records or their
retention, such questions should be directed to the City Clerk, the Records Management -
Information Specialist and/or City Attorney prior to any destruction.
Section 3: Those records, which may be destroyed, shall be shredded under the direction
and supervision of the City Clerk.
Section 4: This Resolution shall become effective as of the date of its passage.
PASSED AND APPROVED BY THE MAYOR AND EAGEL CITY COUNCIL
THIS 12TI" DAY OF FEBRUARY 2019
STAN RIDGEWAY, MAYOR
ATTEST:
(), - 2.2e--4---
SHARON K. BERGMANN, CITY CLERK
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Manual.doc Page 1 of 1
ATTACHMENT "B"
DISCLOSURE OF CITY RECORDS
PUBLIC RECORDS REQUESTS
I
Policy Statement
All records maintained by the City of Eagle are open to the public for inspection and copying at
all reasonable times, unless the information is exempt from disclosure by law. See Idaho Code
Title 74.
II
What Constitutes a Public Record
The definition of "public record" is found in Idaho Public Records Law. Idaho Code 74-101(1):
"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.
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).
III
Writing Defined
"Writing" includes, but is not limited to, handwriting, typewriting, printing, photo stating,
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. Idaho Code 74-101(16)
IV
City Records Declared Public Property
All City records as defined hereinabove are hereby declared to be property of the City of
Eagle. No City Official or employee has, by virtue of his/her position, any personal or
property right to such records event though he/she may have developed or compiled
them. The unauthorized destruction, removal from files, or private use of such records is
prohibited. Idaho Code 50-908.
V
Records Custodian Defined
The City Clerk shall be responsible for the management and control of all City records.
Custodian means the City Clerk and/or the Records Specialist who have custody and control of
the City records.
,1.114, The City Clerk and the Records Specialist are responsible for the implementation and operation
of effective file operations, records transfers and dispositions, and other activities in accordance
with the provisions of this policy.
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VI
City Records Exempt from Disclosure
The City of Eagle hereby adopts Idaho Code Sections 74-124 and 74-104 through 74-111 as a r''`*
list of City records that are exempt from disclosure. Of particular note regarding the
dissemination of personnel information, the employment history, classification, pay grade and
step, longevity, gross salary and salary history, status, workplace and employing agency of any
current or former employee are required to be disclosed to any person who requests the
information. However, all other information relating to an employee oar applicant, such as home
address and phone numbers shall not be disclosed to the public without the written consent of the
employee, applicant, or authorized representative.
VII
Records Containing both Exempt and Non-exempt Material
The Custodian is responsible for separating the exempt from the non-exempt information and
supplying the records that are not exempt. The Custodian shall not deny access to City records
based upon the fact that the City records contain both exempt and non-exempt records. Idaho
Code 74-112.
If a designated Custodian determines that a City record contains both exempt and non-exempt
records, the request shall be forwarded to the City Clerk, who, upon advice of counsel, shall
segregate the exempt from the non-exempt records, and the non-exempt records shall then be
disclosed to the person making the request. Idaho Code 74-112.
VIII
Policy for Requesting Public Records
A request for public records must contain the requester's name, mailing address, e-mail address
and telephone number. Requests and delivery may also be made by electronic mail. (Note: The
public records request form is available on the City of Eagle's website as well as an electronic
submittal option.) If the request is for copyrighted material, a separate request form must be
submitted in order to obtain the materials.
The Custodian shall make no inquiry of any person who applies for a public record, except to
verify the identity of a person requesting a record in accordance with Section 74-113, Idaho
Code, to ensure that the requested record or information will not be used for purposes of a
mailing or telephone list prohibited by Section 74-120, Idaho Code, or as otherwise provided by
law, and except as required for purposes of protecting personal information from disclosure
under Chapter 2, Title 49, Idaho Code, and Federal Law. Idaho Code 74-102(5)
It is the policy of the City of Eagle to provide access to and copies of non-exempt records upon
written request. Examination of records should be done during normal working hours, unless the
Custodian authorizes otherwise. A certified copy, if feasible to produce or required by law, must
be provided by the City Clerk or other Custodian upon written request as provided in Section IX
hereinafter.
It is permissible to explain what records are available and to help identify records that are
desired. It is also permissible to allow the person to examine non-exempt files in order to select
the specific records needed. The Records Custodian(s) must maintain vigilance to see that
records are not altered or destroyed. The Custodian is prohibited from asking to examine any
copy, photograph or notes in the possession of the person seeking the City records, unless such
person offers the examination.
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The Records Custodian shall extend to the requesting person, all reasonable comfort and facility
for the full exercise of the person's right to inspect City records.
A Request for Public Records must be granted or denied with three (3) working days of the date
of the receipt of the Request for Examination of copying. If it is determined that a longer period
of time is needed to locate or retrieve the public records, the City shall notify in writing the
person requesting to examine the public records and shall provide the public records to the
person no later than ten (10) working days following the person's request. If the Records
Custodian fails to respond, the request shall be deemed to be denied with ten (10) working days
following the receipt of the request.
IX
Inspection, Copies of City Records and Fees
A Custodian shall, upon the request and demand of a person, permit such requesting person to
inspect such City records under the supervision and such reasonable rules and regulations as may
be prescribed by the Custodian having custody of such City records. At no time shall such
Custodian authorize a person to remove such requested City record from the immediate presence
of the Custodian or his/her designee. Requests for copying or inspection of City records shall be
processed in a manner consistent with the provisions of Idaho Code 74-102. The City of Eagle
has established the following procedure in determining the fulfillment of such public records
requests:
1. Except for fees that are authorized or prescribed under other provisions of Idaho law,
no fee may be charged for the first one hundred (100) pages for the first two (2) hours
of labor in responding to any public records requests.
2. City staff may provide the requester information to assist the requester to narrow the
scope of the request or make the request more specific when the response to the
request is likely to be voluminous or require payment.
The following provisions (as indicated 2011 Amendments made to Idaho Code Sections 74-101
and 74-102 will only be undertaken under advisement of the City Clerk and the City Attorney:
1. Fee waivers should only be granted for requests that are likely to contribute
significantly to the public's understanding of the operations and activities of the
government, are not primarily in the individual interest of the requester including, but
not limited to, the requester's interest in litigation, and will not occur if fees are
charged because the requester has insufficient financial resources to pay such fees.
2. Fees shall not exceed reasonable labor costs necessarily incurred in responding to a
request.
3. Itemized fee statements must be provided to the requester from the City when
applicable.
a. The request is for more than 100 pages of paper records; or
b. The request includes records from which non-public (exempt) information
must be deleted; or
c. The actual labor associated with locating and copying documents for a request
exceeds two person hours. Idaho Code 74-102(8)(a).
4. The City may require advance fee payment and should notify the requester that he/she
may be required to pay additional fees or may receive a refund. Sales Tax shall be
assessed and collected on all copying fees, and the City will provide a receipt to all
customers.
Requesters may not file multiple public records requests in order to avoid paying fees.
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Other Fees Associated with Pubic Records:
1. The City of Eagle will charge a standard fee for other types of City records according
to the following:
a. Copies: More than 100 pages (fee per page) Black/White $.10 per page
Colored Copies $.25
b. Copies: Over 2 hours or if redactions are required Lowest department hourly rate
2. If the requestor desires a map or large plat copy the City of Eagle shall charge the
City's costs of copying the information in that form.
Estimated Costs to be Paid in Advance: For purposes of this subsection the Records
Custodian shall, whenever possible, provide the requestor with an estimate of the actual costs
which will be incurred to locate, segregate and duplicate the City records when the request is for
more than 100 pages of paper records, the request includes records from which non-public
(exempt) information must be deleted; or the actual labor associated with locating and copying
documents for a request that exceeds two person hours.
If copying resources or equipment are not available, the Custodian may elect to have an outside
source copy the City records requested and assess the charges of the outside source in addition to
the labor costs.
Nothing contained herein shall prevent the City from disclosing statistical information that is
descriptive of an identifiable person or persons, unless such disclosure is otherwise prohibited
(exempt) from disclosure.
The Fee Schedule may be amended annually in order to reflect the increases in costs to the City.
Access to Records about a Person, by the Person (Idaho Code 74-113) :
1. A person may inspect and copy the records of the City of Eagle pertaining to that person,
even if the record is otherwise exempt from public disclosure. Unless the person
requesting City records is known personally by the Records Custodian, the Records
Custodian shall require the requesting person to provide legal proof of his/her identity.
2. A person may request an amendment of any record pertaining to that person. Such
request shall be made in writing. Within ten (10) days of the receipt of the request, a
Records Custodian shall either:
a. Make any correction of any portion of the record which the person establishes is
not accurate, relevant or complete; or
b. Inform the person in writing of the refusal to amend in accordance with the
request, and the reasons for the refusal. Such notice shall provide the person's
right to appeal the refusal and the time period for doing so. Idaho Code 74 -115 -
Idaho Code 74-116.
3. The right to inspect and amend records pertaining to oneself does not include the right to
review:
a. Otherwise exempt investigatory records of the City if the investigation if ongoing;
b. Information that is compiled in reasonable anticipation of a civil action or
proceeding which is not otherwise discoverable;
c. Material used to screen and test for employment. Idaho Code 74-106(1);
d. The information relates to adoption records; or
e. Information which is otherwise exempt from disclosure by statute, Court Order or
the Idaho Rules of Civil Procedure. Idaho Code 74-113(3)
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XI
Granting the Request
The Records Custodian has the responsibility to read the records requested and determine
whether the record or information contained therein is exempt from disclosure. If the public
record is not otherwise exempt, then the Records Custodian shall proceed to permit the
examination or copying of the record.
It is unlawful for City officials, including employees, to allow or permit the removal of the
original City's records from their immediate presence. The Records Custodian shall maintain
such vigilance as is required to prevent the alteration, destruction, or taking of the City record
while being examined. This may require a City employee to be in the same room while the
records are being examined or copied. Circumstance shall dictate what is reasonable.
Examination of Public Records must be conducted during regular office or working hours, 8:00
a.m. — 5:00 p.m., Monday through Friday, unless the Custodian shall authorize the examination
of records in other than regular office or working hours.
The completed Public Request Form shall be provided to the City Clerk or the Records
Management -Information Specialist, along with a copy of the documents actually delivered.
The Public Request Form, along with a copy of the documents actually delivered are Temporary
Records and need to be retained for a period of two (2) years after the last action or final
disposition of appeal whichever is longer.
If the Records Custodian has any questions about whether certain records should be disclosed,
the Custodian shall consult with the City Clerk and if necessary consult with the City Attorney.
XII
Denying the Request in Part
All denials and partial denials require legal review/consultation
It is important to remember that the Records Custodian only has three (3) working days to
process the Request for Public Records. However, if it is determined that a longer period of time
is needed to locate or retrieve the public records, the City shall notify in writing the person
requesting to examine the public records and shall provide the public records to the person no
later than ten (10) working days following the person's request.
The Records Custodian must read carefully or listen closely to the entire Request for Public
Records. If only a part of the record is exempt from disclosure, then those portions of the record
must be redacted (blacked out or deleted) and notice shall be provided to the requesting person
that the redacted portions of the record are exempt from disclosure. Where parts of a record may
be deleted from the copy given to the person requesting to examine or copy the record, the
Custodian is required to make the deletions and give notice as to the basis for the denial/partial
denial. In her words, if a public record contains material both exempt and non-exempt from
disclosure, the Custodian must, upon receipt of a Request for Public Records, separate the
exempt from the non-exempt material and make the non-exempt material available for
examination. A denial of a request shall not be based upon the fact that exempt material is
contained in the same City records as the non-exempt material.
A Partial Denial Letter needs to be completed when portions of the public record, including
entire pages of a report, are deleted because they are exempt from disclosure by law.
The Notice of Partial Denial must indicate the statutory authority for the denial, and that the
request and response has been reviewed by the City Clerk and the City Attorney, or his/her
designee, and clearly indicate the person's right to appeal and the time period for doing so.
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Idaho Code 74-103, 74-115 and 74-116.
A copy of the response, including a copy of the redacted record or the records that were not
disclosed shall be filled with the City Clerk.
XIII
Denial of the Request
All denials and partial denials require legal review/consultation
If the requested City record is exempt from disclosure, the Custodian shall deny the request to
examine or copy of said record. Idaho Code 74-124, 74-106 A -H.
If only portions of the records are exempt, then deletions are appropriate. Review the preceding
Section XII "Denying the Request in Part".
A copy of the response, including a copy of the redacted record or the records that were not
disclosed shall be filled with the City Clerk.
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ATTACHMENT "C"
IDAHO CODE STATUTES
Municipal Corporations:
50-907 — Classification and Retention of Municipal Records
50-908 — Designation, Powers and Responsibilities of Officials Concerning Records
50-909 — Retention of City Records Using Photographic and Digital Media
State Government and State Affairs:
67-450B — Independent Financial Audits of Local Government Entities
67-4126 — Powers and Duties of Board
Transparent and Ethical Government — Public Records Act:
74-101 — Definitions
74-102 — Public Records — Right to Examine
74-103 — Response to Request for Examination of Public Records
74-104, 74-105, 74-106, 74-107, 74-108, 74-109, 74-110, 74-111— Records Exempt from
Disclosure
74-112 — Exempt and Nonexempt Public Records to be Separated
74-113 — Access to Records About a Person by a Person
74-115 — Proceedings to Enforce Right to Examine or to Receive a Copy of Records.
74-116 — Order of the Court — Court Costs and Attorney Fees
74-120 — Prohibition of Destruction or Sale of Mailing or Telephone Number Lists
74-124 — Exemptions for Disclosure - Confidentiality
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