Resolution - 2023 - 23-24 - Records Retention Policy - 12/12/2023 RESOLUTION NO. 23-24
A RESOLUTION OF THE CITY OF EAGLE,IDAHO,RESCINDING RESOLUTION 19-08 IN
ITS ENTIRETY AND ADOPTING A RECORDS RETENTION POLICY; AND PROVIDING
AN EFFECTIVE DATE.
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; 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 surveyed 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.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND THE CITY
COUNCIL OF THE CITY OF EAGLE, IDAHO as follows:
Section 1: That the City of Eagle hereby rescinds Resolution No. 19-08;
Section 2: That 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 3: 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 4: Those records,which may be destroyed,shall be shredded or otherwise disposed
of under the direction and supervision of the City Clerk.
Section 5: This Resolution shall become effective as of the date of its passage.
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APPROVED:
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Page 1 of 45
RECORDS RETENTION POLICY
Resolution No. 23-24
Adopted 12/12/2023
Page 2 of 45
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 ………………………………………………………… 5
Record Retention Schedule …………………………………………………………… 11
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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” and other department-specific software as the digital medium
for records retention. Documents are retained in original format at Eagle City Hall or at the Idaho
State Archives, or 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 for digital records. These scanned
documents shall be deemed an original public record for all purposes. Idaho Code 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. Idaho Code 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 Idaho Code 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 Idaho Code 74-101(17):
"Writing" includes, but is not limited to, handwriting, typewriting, printing,
photostating, 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. Idaho Code 50-908
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II
Management of City Records
Designation, Powers and Responsibilities of Municipal Records Management Officers –
Duties of City Officials Concerning Records
“(1) The City Clerk shall serve as the municipal records manager in each city, and each department
may designate a department records manager who reports to the City Clerk. The municipal
records manager shall supervise the administration of city records, including:
(a) Ensuring the orderly and efficient management of municipal records in compliance with
state and federal statutes and regulations and city ordinances, resolutions, and policies.
(b) Identification and appropriate administration of records of enduring value for historical
or other research.
(c) Overseeing retention and destruction of municipal records as directed by state and federal
statutes and regulations and city ordinances, resolutions, and policies; and
(d) Coordinating transfer of permanent records to the Idaho state historical society's
permanent records repository, with the assistance of the state archivist.
(2) All city officials, elected, appointed and staff, shall:
(a) Protect the records in their custody; and
(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.” Idaho
Code 50-908
Designation of Records Custodians
“Public agencies shall designate at least one (1) person as custodian to receive public records
requests and shall provide an alternate custodian or alternate custodians for contingencies.” Idaho
Code 74-119
The Eagle City Council has adopted Resolution No. 23-23 designating records custodians and
alternates.
The Role of Municipal Records Management Officers
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. Idaho Code 50-908(1)
The Records Custodians for each City department and the Records Management-Information
Specialist shall assist the City Clerk in the management of City records.
Vital Records Coordinator
The City has assigned the role of vital records coordination to City Clerk. The coordinator shall
develop and deliver a brief report to the Mayor and City Council annually. The report should list
the vital records identified by department, the responsible individual within the department
charged with record preservation, and the method or plan for record availability in a disaster.
Page 6 of 45
The City Council has adopted a records retention policy that identifies department responsibilities
for record preservation and the method or plan for record availability in a disaster. In the event of
a disaster, vital records shall be preserved and retrievable through cloud-based methods.
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. Idaho Code 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 is
that each City incorporates the requirements of Idaho Code 50-907 into a retention schedule that
covers all City records.
The retention period applies to the official copy of a record.
Duplicate copies may be disposed of in accordance with Idaho Code 50-907 (d) & (e).
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. Idaho Code 50-907(6)
It is important to designate an official copy so it is easily identifiable for retention purposes.
Administrative Value: This is the length of time a City needs to retain a record to meet its own
business needs. Records with administrative value are typically operational records documenting
the implementation of City or State policies. For instance, a public records request form is an
operational record, because it implements the Idaho Public Records Act and a City’s policy to have
public records requests made in writing. In most cases, the administrative value of records is
exhausted when the applicable transaction is completed.
Policy Value: Records with policy value document the establishment and interpretation of City
laws and policies. Most of these records have long-term or permanent retention because they deal
with issues of lasting importance. Records with significant policy value include: ordinances and
resolutions, legal opinions, policy-related correspondence, personnel and other City policies, etc.
Fiscal Value: Records with fiscal value document the City’s financial transactions and include
ledgers, payroll, vouchers, receipts, etc. Retention periods for these records are often relatively
short because their value is largely exhausted after completion of the City’s audit. However, there
are other records (primary copies of the city budget, audit, and year-end financial reports, for
instance) that merit permanent retention.
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, such as titles to real property, for example. 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. Though these records may have exhausted their administrative, policy, fiscal, and
legal value, they should be identified as permanent records.
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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 a resolution of
the City Council.
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 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.
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 can continue to conduct the business of the City.
Retention of City Records Using Photographic and Digital Media
The City utilizes specialized electronic repositories/software to manage municipal records. Unless
specified otherwise, Laserfiche is the records repository for electronic records. All specialized
electronic repositories have been reviewed to ensure conformance with the policies established in
the records retention manual. The software platforms identified reflect those utilized at the time of
adoption of this policy. It is not the intent that the policy be amended each time a software platform
change; however, when a policy wide modification is undertaken, specific software repositories
will be updated at that time.
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. Idaho Code 50-
907(6)(c)
1. Departmental records custodians and the Records Management-Information Specialist will
scan and store documents in the Laserfiche repository. The Laserfiche repository
accurately retains and reproduces the document. Laserfiche precludes unauthorized
alteration of the document.
2. Once a permanent record is retained in a nonpaper medium (Laserfiche), 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 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.
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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. Idaho Code 50-907(6)(e)(i)
3. Once a semi-permanent or temporary record 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. Idaho Code 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. Idaho
Code 50-907(6)(d)(ii)
4. If a historical record is retained in Laserfiche as authorized, the original paper record shall
also 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. Idaho Code
50-907(6)(f)
5. 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. Idaho Code 50-907(6)(g)
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. 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. Idaho Code 50-907
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.
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(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. Idaho Code 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. Idaho Code 50-907(7)(b)
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. Idaho Code 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. Idaho Code 50-907(7)(c)
Historical records shall consist of:
Records which, due to age or cultural significance, are themselves artifacts of historical value.
Certain “non-permanent” records may have considerable historical value that justifies permanent
retention. 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 8. and 9. of section 67-4126, Idaho Code, upon
resolution of the City Council. Idaho Code 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. Idaho Code 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
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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 shall be destroyed when the administrative need ends; a resolution of the City
Council is not required for the destruction of transitory records.
Transitory records consist of:
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 of fiscal, legal, or administrative value, including letters of transmittal,
invitations, and cover letters.
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 has deemed 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.
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Records Retention Schedule
General/Administrative Records ……………………………………………………… 12
Accounting, Budget & Finance Records ……….……………………………………… 17
Building Department Records ………………………………………………………… 20
Election Records ………………………………………………………………….……. 22
Information Systems Records ……………………………………………………….… 23
Insurance, Risk Management & Safety Records ……………………………………… 25
Library Records ………………………………………………………………………… 27
Museum Records ………………………………………………………………………. 28
Personnel Records ……………………………………………………………………… 30
Planning & Zoning Records ............................………………………………………… 35
Public Works Records …………………………………………………………………. 40
Recreation & Programming Records ………………………………………………… 41
Water Department Records …………………………………………………………… 42
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General /Administrative Records
Applicable to all City Departments
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
Activity & Room Scheduling/Reservation Records:
Records documenting scheduling and reservations of various City activities, events, classes,
and meeting rooms. Includes schedules, logs, lists, requests.
• Transitory (City): Keep until 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.
• Temporary (City): Two (2) years.
Appraisal Reports:
Reports relating to the appraisal of City-owned properties for insurance coverage purposes.
• Transitory (City): Keep until administrative need ends or is superseded.
Calendars, Appointment Books & Scheduling Records:
Records including calendars, appointment books, schedules, logs, diaries, and other records
documenting meetings, appointments, and other activities.
• Transitory (City): Keep until the administrative need ends.
Capital Asset Records:
Records related to capital assets, such as buildings, real estate, infrastructure, vehicles,
equipment, and other assets with a useful life generally more than five (5) years.
• Purchase/sale records: Records documenting purchase or sale of capital assets.
Semi-permanent (State): Keep related financial records five (5) years. Reference: Idaho
Code 50-907(2)(a)
• Disposal records: Records documenting disposition of capital assets.
Temporary (City): Keep records (except inventories) two (2) years after disposal or
replacement of capital asset.
• Other records: Records documenting maintenance and depreciation of capital assets,
including inventories.
Transitory (City): Keep until superseded or the administrative need ends.
Capital Construction, Maintenance or Public Improvement Projects:
Records related to the capital construction or public improvement, renovation projects or
maintenance. 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 or
maintenance project, inspection reports, environmental impact statements, plans, maps,
designs and architectural drawings and photographs, performance guarantees, budget
schedules. See also: Purchasing & Quality-Based Selection Records, RFB-RFP-RFQ Records
• Final construction plans and specifications
Permanent (State) Reference: Idaho Code 50-907(1)(c)
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• Financial records and building permit applications
Semi-permanent (State): Keep five (5) years. Reference: Idaho Code 50-907(2)(a) and
Idaho Code 50-907(2)(b)
City Boards/Commissions/Committees/Council – Bylaws, Agendas, Minutes, & Recordings:
Meeting minutes, agendas and exhibits from applicant submittals or documentation submitted
at meetings (including staff presentations) of City boards, commissions, and committees that
have been established via City code or resolution by the City Council. These meetings are
recorded on Granicus or current City platform.
• Meeting agendas and approved minutes
Permanent (State) Reference: Idaho Code 50-907(1)(a)
• Draft minutes
Transitory (City): Keep drafts of meeting minutes until minutes are officially approved.
• Audio/visual recordings
Semi-Permanent (State & City): Retain for five (5) years from the meeting date.
Reference: Idaho Code 67-6563 requires that a transcribable record of some proceedings
be kept for not less than six (6) months after a final decision on the matter. The City has
elected to retain audio/visual recordings of public meetings for five (5) years.
• Bylaws
Transitory (City): Keep until amended or superseded.
Contracts & Agreements:
Agreements with vendors and other parties for the acquisition, lease, lease-purchase or sale of
equipment, supplies, services or property. Also includes settlement agreements/contracts.
• Semi-permanent (State): Keep five (5) years after contract term expires. Reference:
Idaho Code 50-907(2)(b)
Correspondence – General:
Correspondence includes day-to-day office and housekeeping correspondence, records created
or received while administering City policies/programs, and records documenting the
formulation, adoption, and implementation of significant policy/program decisions.
See also: Correspondence – Email & Instant Message Records
• Transitory (City): Keep until administrative needs end.
Correspondence – Email & Instant Message Records:
E-mails sent or received using the City’s email system.
• Semi-permanent (City): Keep backups five (5) years then destroy.
Instant messages sent or received using the City’s instant messaging system.
• Transitory (City): Keep backups one (1) year then destroy.
Deeds & Real Property Records:
Records relating to ownership of City owned 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, letters of transmittal, and related records.
• Permanent (State): Reference: Idaho Code 50-907(1)(e)
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Departmental Reports:
Monthly, quarterly, or annual department reports, or other reports used to generate forecasting
and budgeting documents.
• Semi-permanent (State): Keep reports five (5) years. Reference: Idaho Code 50-
907(2)(e)
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.
• Permanent (City)
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.
• Permanent (State) Reference: Idaho Code 50-907(1)(e)
Franchise Records:
Records relating to franchises for electricity and natural gas distribution, cable television and
garbage collection, including contracts, election information, audits, published franchise
ordinance or agreements.
• Permanent (City)
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 (Granting Agency & City): If required by the Granting Agency, keep final
reports permanently. Keep records documenting the purchase and/or disposal of real
property permanently.
• Semi-permanent (Granting Agency & City): Keep records for grants unrelated to the
purchase or sale of real property five (5) years or as specified in the agreement, whichever
is longer.
• Transitory (City): Keep unsuccessful grant applications until administrative need ends.
Key Issuance Records:
Document the issuance of keys/keycards to City staff for entrance to City buildings.
• Transitory (City): Keep until superseded or obsolete, or 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. 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
Page 15 of 45
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 (State): Keep plans of government buildings/facilities permanently (except
for copies obtained from other agencies). Reference: Idaho Code 50-907(1)(c)
• Transitory (City): Maps, drawings, and photos may be destroyed when superseded,
obsolete or administrative needs end.
Oaths of Office:
Signed oaths of elected officials swearing to uphold the federal and state constitutions and laws
of the City.
• Permanent – Historical (State): Reference: Idaho Code 50-415
Ordinances & Resolutions:
Ordinances and resolutions passed or considered by the City Council.
• Permanent (State): Adopted ordinances and resolutions are permanent. Reference: Idaho
Code 50-907(1)(b)
• Transitory (City): Keep proposed ordinances and resolutions that are not adopted until
administrative needs end.
Permits & Licenses:
Includes applications for City permits and licenses, including but not limited to alcohol
licenses, animal licenses, business licenses, catering and open container permits, daycare
licenses, special event permits (non-City sponsored bicycle races, fun runs, concerts, or
similar), vendor/solicitor licenses, etc.
• Semi-permanent (State): Keep five (5) years after expiration, revocation, or denial.
Reference: Idaho Code 50-907(2)(d)
Press/News Releases:
Press releases, announcements, etc. issued to the news media by the City.
• Transitory (City): Keep until administrative need ends.
Proclamations:
Ceremonial or celebratory statements issued by the Mayor.
• Permanent (City)
Public Records Requests:
Includes submitted request forms and the responsive documents uploaded to the JustFOIA
software system, City denials of public records requests, appeals information, etc.
• Transitory (City): Keep for one (1) calendar year after last action or final disposition of
appeal, whichever is longer.
Purchasing & Quality-Based Selection Records, RFB-RFP-RFQ Records:
Records documenting competitive bidding and purchase of goods, services, and public works
construction, and procurement of design professionals
• Semi-permanent (City): Keep five (5) years. Includes published notices and solicitations,
specifications, awarded bids, requests for qualifications, statements of qualifications, etc.
Reference: Idaho Code 50-907(2)(g)
Page 16 of 45
• Temporary (State): Sole-source procurement records: If the City finds it impractical or
impossible to obtain three (3) bids for personal property or from licensed public works
contractors, documentation of the efforts undertaken to procure three (3) bids must be kept
at least six (6) months after the procurement decision is made. Reference: Idaho Code 67-
2805 (1)(e) & 67-2806(1)(e)
• Transitory (City): Unawarded bid documents.
Sponsorship, Memorial Gift/Contribution and Donation Records:
Sponsorship registration forms, memorial gifts and contributions, donor letters, waiver of
responsibility.
• Temporary (City): Keep two (2) years.
Surveys, Polls & Questionnaires:
Records documenting measurement of public opinion, including surveys, polls, questionnaires,
studies.
• Transitory (City): Keep survey forms, results, and other records until administrative need
ends.
END OF GENERAL / ADMINISTRATIVE RECORDS
Page 17 of 45
Accounting, Budget & Finance Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
Accounts Payable:
Records documenting payment of City bills, including reports, invoices, statements, vouchers,
purchase orders, payment authorizations, receipt records, canceled checks or warrants.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
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.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
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 (State): Reference: Idaho Code 50-907(1)(d)
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.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
Bankruptcy Notices:
Records documenting notification to the City that certain individuals have filed for bankruptcy
and used to determine whether 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 (City): Keep notice two (2) years after discharge of debt or last action
(whichever is shorter), if individual is found to owe money to the City.
• Transitory (City): Keep until administrative need ends if individual is not found to owe
money to the City.
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 submitted pursuant to IDAPA 54.01.01,
etc.
Page 18 of 45
• Permanent (State): Bond and election ordinances are permanent. Reference: Idaho Code
50-907(1)(b)
• Semi-permanent (State): Keep all other records five (5) years after the bonds are paid off.
Reference: Idaho Code 50-907(2)(f)
Budget Records:
Records used in preparing and adopting the City budget, including revenue projections,
instructions, department requests, worksheets, Council-approved tentative budget and notice
of budget hearing, adopted appropriations ordinance and amendments, etc.
• Permanent (State & City): Keep notice of budget hearing (with tentative budget) and
appropriations ordinance and amendments permanently. Reference: Idaho Code 50-
907(1)(b)
• Temporary (City): Keep miscellaneous budget records used in preparing and adopting the
City budget, including revenue projections, instructions, department requests, and
worksheets for two (2) years.
Financial Reports:
• Permanent (State): Keep fiscal year-end financial reports permanently. Reference: Idaho
Code 50-907(1)(d)
• Semi-permanent (State): Keep other financial reports five (5) years. Reference: Idaho
Code 50-907(2)(a)
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.
• Semi-permanent (State): Keep year-end ledgers five (5) years after fiscal year end.
Reference: Idaho Code 50-907(2)(a)
Interdepartmental Billings:
These are accounting documents that request the transfer of funds between departments for
services rendered or materials purchased.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
Investment Records:
Reports, statements, summaries, correspondence, and other records documenting, and tracking
investments made by the City.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
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 (City): Keep until completion of the improvements so specified, until replaced,
or until expired.
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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 (State & City): Ordinances and assessment rolls are permanent. Reference:
Idaho Code 50-907(1)(b)
• Semi-permanent (State & City): Keep records of unsuccessful district proposals five (5)
years. Keep other records five (5) years after the local improvement district is closed and
all bonds are paid off. Reference: Idaho Code 50-907(2)(f)
Receipts:
Copies of receipts, showing the date, from whom received, amount, purpose.
• Semipermanent (Federal & State): Keep five (5) years after fiscal year end. Reference:
26 CFR 31.6001-1, 29 CFR 516.5, 29 CFR 516.6, Idaho Code 50-907(2)(a), Idaho Code
50-907(3)(b)
Sales, Use and other Tax Records:
Tax exempt records showing local government is exempt from paying sales, use, or other taxes.
• Transitory (City): Keep until administrative need ends.
END OF ACCOUNTING, BUDGET, FINANCE & PAYROLL RECORDS
Page 20 of 45
Building Department Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
Building Activity Records:
Reports or statistical compilations tracking building activity on a periodic 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.
• Semi-permanent (State): Keep five (5) years. Reference: Idaho Code 50-907(2)(e)
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.
• Transitory (City): Keep until superseded or the administrative need ends.
Building Code Violations & Appeals:
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.
• Semi-Permanent (City): Keep five (5) years after resolution.
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)
Inspection Records:
Records documenting inspections to ensure compliance with the City’s adopted codes,
including inspection reports, logs, requests for inspections, correspondence.
• Temporary (City): Keep inspection records two (2) years after certificate of occupancy
has been issued.
Permits:
Permits issued for construction, structural modifications, installation of plumbing, electrical,
or mechanical equipment, demolition, and condemnation.
• Permanent (City)
See next page for retention requirements related to
Commercial Projects/Government Buildings and Noncommercial/Nongovernment records
Page 21 of 45
Commercial Projects and Government Buildings:
Applications for Permits:
Applications for construction, structural modifications, installation of plumbing, electrical
or mechanical equipment.
• Semi-permanent (State): Keep five (5) years. Reference: Idaho Code 50-907(2)(c)
Plan Review Records:
Records indicating compliance with adopted building codes, planning and zoning
ordinances, and other City requirements.
• Permanent (State): Keep plan review reports for commercial buildings permanently.
Reference: Idaho Code 50-907(1)(c)
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 (State): Keep plans and specifications for publicly owned and commercial
structures permanently. Reference: Idaho Code 50-907(1)(c)
Noncommercial (Residential) and Nongovernment Projects:
Applications for Permits:
Applications for construction, structural modifications, installation of plumbing, electrical
or mechanical equipment.
• Temporary (State): Keep applications for noncommercial and nongovernment
projects two (2) years after issuance of certificate of occupancy. Reference: Idaho
Code 50-907(3)(a)
Plan Review Records:
Notes or reports indicating compliance with adopted building codes, planning and zoning
ordinances, and other City requirements.
• Temporary (State): Keep plan review records two (2) years after issuance of
certificate of occupancy. Reference: Idaho Code 50-907(3)(a)
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 (State): Keep plans and specifications for noncommercial and
nongovernment projects two (2) years after issuance of certificate of occupancy.
Reference: Idaho Code 50-907(3)(a)
END OF BUILDING DEPARTMENT RECORDS
Page 22 of 45
Election Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
*Campaign Finance Reports – for records prior to 2021:
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 (State): Reference: Idaho Code 50-907(1)(g)
Declarations of Candidacy:
Document a person signs to start the process of becoming a candidate for a particular office.
• Permanent (State): Reference: Idaho Code 50-907(1)(g)
Notices of Election:
Includes the first and second notice of election which are published in the official newspaper.
• Permanent (State): Reference: Idaho Code 50-907(1)(g)
*Petitions – for records prior to 2021:
Petitions for initiative, referendum, recall, liquor by the drink, & other elections.
Due to statutory changes to Idaho Code, the City no longer administers or oversees these
portions of election records.
• Permanent (City)
*Tally Books – for records prior to 2021:
The book in which election staff record and total the votes cast for each candidate and ballot
question at the polling precinct.
• Permanent (State): Reference: Idaho Code 50-907(1)(g)
*Due to statutory changes to Idaho Code, the City no longer administers or oversees these portions
of election records.
END OF ELECTION RECORDS
Page 23 of 45
Information Systems Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
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.
• Transitory (City): 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 (1) year after superseded, obsolete, or 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.
• Transitory (City): Keep migration plans until superseded or obsolete. Keep other records
until superseded, obsolete, or 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.
• Transitory (City): Keep until superseded, obsolete, or the administrative need ends.
Information System Research & Development Records:
Records documenting the research 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.
• Transitory (City): Keep information relating to implemented systems for the life of the
system. All other records keep until superseded, obsolete, or the administrative need ends.
Keycard Records:
Document the issuance of keycards to City staff for entrance to City buildings.
• Transitory (City): Keep until superseded, obsolete, or 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.
• Transitory (City): Keep until superseded, obsolete, or the administrative need ends.
Page 24 of 45
Quality Assurance Records:
Records verifying the quality of system, hardware or software operations including records of
errors or failures and the loss of data resulting from such failures, documentation of abnormal
termination and of error free processing, checks of changes put into production, transaction
histories and other records needed as an audit trail to evaluate data accuracy.
• Transitory (City): Keep until superseded, obsolete, or administrative need ends.
Software Management Records:
Records documenting the use of software in City information systems to ensure that institution
software packages are compatible, that license and copyright provisions are complied with and
that upgrades are obtained in a timely manner. Records may include, but are not limited to
software purchase records, inventories, licenses, and correspondence.
• Transitory (City): Keep until superseded, obsolete, or administrative need ends.
User Support Records:
Records documenting troubleshooting and problem-solving assistance provided by
information systems personnel to users of the systems. Records may include assistance
requests, resolution records, and related documentation.
• Transitory (City): Keep until the administrative need ends.
END OF INFORMATION SYSTEMS RECORDS
Page 25 of 45
Insurance, Risk Management & Safety Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
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.
Temporary (City): If no claim is filed, keep two (2) years.
Semi-permanent (State): If a claim is filed, keep five (5) years after claim is closed or
dismissed, pending no active litigation. Reference: Idaho Code 50-907(2)(a)
Claim Files:
These records contain claims for damages caused by City employees/equipment.
• Semi-permanent (State): Keep five (5) years after claim is closed or dismissed, pending
no active litigation. Reference: Idaho Code 50-907(2)(a)
Contractor Performance Bond and Liability Insurance Verification Records:
Records documenting the posting of performance guarantees or surety bonds by contractors
performing work for the City, including letters, certificates, copies of bonds. 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.
• Semi-permanent (State): Keep records five (5) years after project completion. Reference:
Idaho Code 50-907(2)(f)
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.
• Temporary (City): Keep two (2) years after expiration, if no pending claims.
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.
• Semi-permanent (State): If a claim is filed, keep five (5) years after claim is closed or
dismissed, pending no active litigation. Reference: Idaho Code 50-907(2)(a)
Liability Waivers & Photo Consent Release Forms:
Document the release of the City from liability related to various City sponsored recreation
events or classes, volunteer activities, etc, and authorize City use of photos taken during events.
Information usually includes release terms, date, signatures, and related information.
• Semi-permanent (City): Keep six (6) years.
Page 26 of 45
Property Damage Records:
Records, photographs, and other records documenting damage to City owned 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.
• Temporary (City): If no claim is filed, keep (two) 2 years.
Public Incident/Injury Reports:
Records documenting injuries sustained by non-employees on City property (i.e., parks,
swimming pools, libraries, etc.). Information usually includes date, time, and location;
description of injury; name, address, phone number, sex, and age; witnesses and other related
information. See also: Liability Claims Records.
• Temporary (City): If no claim is filed, keep two (2) years.
• Semi-permanent (State): Keep five (5) years after case is closed or dismissed. Reference:
Idaho Code 50-907(2)(a)
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, evacuation rosters and reports, and related documentation and
correspondence.
• Temporary (City): Keep safety policies, plans, and procedures two (2) years after
superseded. Keep evaluations and recommendations two (2) years.
Workers’ Compensation Claim Records:
Records documenting the processing of individual employee claims of job-related injuries or
illnesses, but not those describing actual medical conditions. Records may include claim
disposition notices, claim reporting and status forms, injury reports, determination orders,
insurance premium data, hearing requests, safety citations, inspection reports, medical status
updates and reports, investigation reports, reimbursement and payment records, and related
correspondence and documentation. (Also See Personnel Records)
• Semi-permanent (State): Keep five (5) years after claim is closed or final action.
Reference: Idaho Code 72-601, Idaho Code 72-603
END OF INSURANCE, RISK MANAGEMENT & SAFETY RECORDS
Page 27 of 45
Library Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
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 (State): Keep five (5) years. Reference: Idaho Code 50-907(2)(e)
• Transitory (City): Keep other reports until obsolete, superseded, or the administrative
need ends.
Library Operation Policies:
Policies concerning library operations, including materials selection.
• Transitory (City): Keep until obsolete or superseded, or the administrative need ends.
Request for Reconsideration of Library Materials:
Request forms and decision documents related to requests for reconsideration of library
materials.
• Semi-permanent (City): Keep ten (10) years.
END OF LIBRARY RECORDS
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Museum Records
Museum records are also governed by the American Alliance of Museums (AAM) Standards of Operations. In
accordance with AAM Standards of Operations, digital and physical records are permanent records. The Museum
Department uses Past Perfect Museum Software for the records repository. Permanent and semi-permanent records
will be stored in their original format, or digitally in Laserfiche and/or 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 (AAM/City): Deeds of Gifts are permanent records which are stored in
Laserfiche and Past Perfect in accordance with AAM Standards of Operation. All other
documents are stored in the Past Perfect repository.
Curatorial 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 (AAM/City): These records are stored in Past Perfect in accordance with AAM
Standards of Operation.
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 (AAM/City): These records are stored in the Past Perfect in accordance with
AAM Standards of Operation.
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 (AAM/City): These records are stored in the Past Perfect in accordance with
AAM Standards of Operation.
Historical File:
Includes historical information regarding historic/City administrative documents. May include
maps, newspaper clippings, scrapbooks, photographs, compiled histories of the City,
information on historic homes and properties, special events & celebrations.
• Permanent (AAM/City): These records are stored at the Idaho State Archives or in Past
Perfect in accordance with AAM Standards of Operation.
Historical Preservation Collection Records:
Records that document the properties found on, but not limited to, the Eagle Historic Registry.
The registry is a functioning compilation of the City’s most historical homes and properties.
Records may include Historic Sites worksheets, Register of Historic Places Registration
Forms, photographs of historic properties, land use records, property indentures, and land
warranty deeds.
Page 29 of 45
• Permanent (AAM/City): These records are stored in the Past Perfect in accordance with
AAM Standards of Operation.
Loan Records:
Records that document loans of materials from the museum to other institutions or Patron’s
loaning items to the Museum. Including but not limited to: Loan forms; item appraisals,
insurance certifications, if applicable, and related correspondence.
• Permanent (AAM/City): These records are stored in the Past Perfect in accordance with
AAM 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.
• Transitory (City): Retain until replaced or as long as administratively useful, whichever is
greater.
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.
• Transitory (City): Keep until obsolete or superseded, or the administrative need ends.
END OF MUSEUM RECORDS
Page 30 of 45
Personnel Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
NOTE: Personnel records are required to be retained in accordance with the provisions outlined below, except for,
in cases where a charge of discrimination has been filed, or an action brought by the Attorney General against a
political jurisdiction, the City is required to preserve all personnel records relevant to the charge/action until final
disposition of the charge/action.
Applications for Employment:
• Semi-Permanent (Federal): If hired, keep five (5) years after employee separation or
termination.
• Temporary (Federal): If not hired, keep two (2) years from date of application. Reference:
29 CFR 1602.14 requires applications be retained for no less than one (1) year after the
date of application or last action if not hired.
Benefit Plan Records:
Information related to employee benefit plans such as pension and insurance plans.
• Temporary (Federal): Keep for the full period the plan is in effect, plus at least one (1)
year after its termination. Reference: 29 CFR 1627.3
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. 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.
• Semi-Permanent (Federal): Keep five (5) years after superseded, terminated, or
employee separation. Reference: 26 CFR 31.6001-1, 29 CFR 516.5, and 29 CFR 516.6
Employee Benefits Records:
Records relating to City employee benefit information such as: selection of insurance plans,
PERSI/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. Includes benefit continuation records. Generally
filed with Employee Personnel Records.
• Semi-Permanent (Federal & State): Keep five (5) years after last date of service.
Reference: 26 CFR 31.6001-1, 26 CFR Part 54, 29 CFR 516.5, CFR 516.6, 29 CFR
1627.3, 29 CFR 1602.14, Idaho Code 45-610, IDAPA 09.01.35.081
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
Page 31 of 45
employees. Information typically includes name and position(s) of the individual or group,
amount of coverage, effective and expiration dates, and related information.
• Semi-Permanent (State): Keep five (5) years after superseded, or after termination or
employee separation. Reference: Idaho Code 50-907(2)(f)
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 drug testing, pre-assignment, periodic or episodic), X-
rays, records of significant health or disability limitations related to job assignments,
documentation of work-related injuries (post-accident drug testing) or illnesses, hearing test
records, hazard exposure records, first-aid incident records, physician statements, release
consent forms and related correspondence.
• Semi-permanent (Federal & State): Keep other records five (5) years after separation or
completion of litigation, whichever is longer. Reference: 29 CFR 1910.120 & 29 CFR
1910.1020, Idaho Code 72-601
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, 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.
• Semi-Permanent (Federal & State): Keep five (5) years after last date of employment.
Reference: 29 CFR 1602.14; 29 CFR 1602.31; 29 CFR 1620.32; 49 CFR 382.401; Idaho
Code 45-610; IDAPA 09.01.35.081
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.
• Semi-Permanent (Federal & State): Keep records five (5) years after employee’s last
date of employment. Reference: 26 CFR 31.6001-1, 29 CFR 516.5; 29 CFR 516.6, Idaho
Code 45-610
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 costs, destination, method of transportation,
travel dates, approval signatures, etc.
• Semi-Permanent (Federal & State): Keep five (5) years after fiscal year end. Reference:
26 CFR 31.6001-1, 29 CFR 516.5; 29 CFR 516.6, Idaho Code 50-907(2)(a), IDAPA
09.01.35.081
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
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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.
• Semi-Permanent (Federal): Keep five (5) years after termination or employee separation.
Reference: 8 CFR 274a.2 & 8 U.S.C. 1324a(b)(3)
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), wage and tax statement (W-2), employee
exemption status (W-4), employers’ quarterly federal tax return (941, 941E), tax deposit
coupon (8109), and similar federal and state completed forms.
• Semi-permanent (Federal): Keep five (5) years after fiscal year end. Reference: 26 CFR
31.6001-1, 29 CFR 516.5, 29 CFR 516.6
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.
• Semi-permanent (Federal & State): Keep for the duration of employment plus thirty (30)
years. Reference: 29 CFR 1910.120, 29 CFR 1910.1020; Idaho Code 72-601
Notary Bond Records:
Bond posted by notaries conditioned on the faithful performance of their duties.
• Semi-Permanent (State): Keep five (5) years after termination or employee separation.
Reference: Idaho Code 50-907(2)(f) Note: Other notary records, including application,
appointment, journal, and other records are the property of the notary.
Payroll Administrative Reports:
Reports, statistical studies, and other records designed and used for budget preparation,
projections, workload and personnel management, and research and general reference. Often
consists of recapitulation reports organizing wages, deductions, and other data into categories
such as quarter-to-date, year-to-date, fiscal year-to-date, department, division, section,
employee/employer contributions, and others.
• Temporary (City): Keep two (2) years after fiscal year end.
Payroll Registers:
Registers or records serving the same function of documenting the earnings, voluntary and
required deductions, and withholdings of City employees. Information usually includes
employee name and social security number, hours worked, rate, overtime, vacation value,
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various allowance, gross pay, federal and state withholding, voluntary deductions, net pay, and
related data.
• Semi-permanent (Federal & State): Keep quarterly and year-end payroll registers
seventy-five (75) years after fiscal year end. Keep other payroll registers five (5) years after
fiscal year end. Reference: 26 CFR 31.6001-1, 29 CFR 516.5, 29 CFR 516.6, Idaho Code
50-907(2)(a), Idaho Code 45-610, IDAPA 09.01.35.081
PERSI Records:
Records relating to PERSI, including Employer Remittance Forms, invoices, correspondence,
financial adjustments, etc.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a), IDAPA 09.01.35.081
Photo Identification Records:
Photographs and other records used to identify City employees, private security personnel,
contract workers and others. May include photographs taken for City identification cards,
driver’s license photographs, and information such as name, date of birth, physical description,
identification number, driver’s license number, and other data.
• Transitory (City): Keep until superseded, obsolete, or administrative needs end.
Position Description, Classification & Compensation Records:
Records documenting the description, classification, and compensation of City jobs and
positions. Usually includes details of duties and responsibilities of each position, time
percentage breakdowns of tasks, skills and abilities needed for each position, and related
records documenting the development, modification or redefinition of each job or position.
Records often include reports, position descriptions, position evaluations, salary & benefits
studies, job analyses, interview data, selection criteria, authorizations, agreements, and related
records.
• Temporary (Federal): Keep three (3) years after superseded, obsolete or administrative
need ends. Reference: 29 CFR 1602, 29 CFR 1627.3
Recruitment & Selection Records:
Document the recruitment and selection of City employees. 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.
• Temporary (Federal): Keep two (2) years after position filled or recruitment canceled, or
date of personnel action involved. Reference: 29 CFR 1602.14, 29 CFR 1602.31, 29 CFR
1620.32, 29 CFR 1627.3
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.
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• Semi-permanent (State): Keep five (5) years. Reference: Idaho Code 50-907(2)(a)
Unemployment Quarterly 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 (State): Keep five (5) years. Reference: Idaho Code 50-907(2)(a)
Volunteer Program Records:
Records documenting the activities and administration of volunteer programs in the City. For
records related to individual volunteers, see Volunteer Worker Records in this section.
• Temporary (City): Keep two (2) years.
Volunteer Worker Records:
Records documenting work performed for the City by citizens without compensation for their
services. May include Volunteer Application, Use of Vehicle Policy, Consent to Background
Check, timesheets, sign in and sign out timesheet, task assignments and monitoring records,
etc. Contact the City Clerk’s Office for Volunteer Worker Records. See also: Liability Waivers
& Photo Consent Release Forms under Insurance, Risk Management & Safety Records
section.
• Semi-permanent (City): Keep six (6) years.
END OF PERSONNEL RECORDS
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Planning & Zoning Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
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 related correspondence.
• Permanent (City): Keep original application, staff reports, final approved plan, and
decision documents permanently.
• Transitory (City): Keep documents not listed above until the administrative need ends.
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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
Code Enforcement:
Case files on City code violations. Records may include correspondence with owners, site
inspections, photographs, compliance letters and enforcement actions.
• Temporary (City): Keep case files resulting in litigation for two (2) years after litigation
is complete.
• Transitory (City): Keep non-litigated case files until 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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until the administrative need ends.
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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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.
• Permanent (City): Keep application, staff reports, decision documents, and executed
development agreements permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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, decision documents, and adopted ordinances
permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
Flood Insurance Maps:
All flood insurance maps, including updates.
• Permanent (Federal): Keep maps and decision documents permanently.
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 (Federal): Keep permits and elevation certificates ten (10) years after
the life of the structure or until area is determined not to be a flood plain, whichever is
longer.
• Semi-permanent (City): Keep other records ten (10) years.
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Future Acquisitions Map:
Records related to the future acquisitions map, which identifies land proposed for acquisition
for infrastructure and services over the next ten (10) years.
• Permanent (City): Keep adopted maps and related decision documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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.
• Transitory (City): Keep documents not listed above until 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.
• Semi-Permanent (State & City): Keep audio/visual recordings on Granicus for five (5)
years from the meeting date. Reference: Idaho Code 67-6563 requires that a transcribable
record of some proceedings be kept for not less than six (6) months after a final decision
on the matter. The City has elected to exceed this requirement and retain these records for
five (5) years.
Land Use Appeals:
Records related to appeals of land use decisions, including staff reports, pleadings, briefs, and
related records.
• Permanent (City): Keep application, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
Meeting Request Form Submissions:
Meeting request forms and supporting documentation submitted electronically to request a
meeting with the Planning & Zoning Department.
• Transitory (City): Keep three (3) months after date of request.
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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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,
Page 38 of 45
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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until 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 results of studies, plans, and other related final documents.
• Transitory (City): Keep documents not listed above until administrative need ends.
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 City Council,
appeals, and other related correspondence. See also: Development Agreement
• Permanent (City): Keep application, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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 (5) lots. Excludes subdivision record drawings.
• Permanent (City): Keep application, staff reports, final approved plan, and decision
documents for records relating to approved subdivisions permanently.
• Semi-permanent (City): Keep records relating to denied, expired, or revoked applications
ten (10) years after denial, expiration or revocation.
• Transitory (City): Keep documents not listed above until administrative need ends.
Subdivision Record Drawings:
Record drawings for subdivision final plats constructed within the City.
• Permanent (City): Keep as-built record drawings for subdivisions constructed in the City
of Eagle permanently.
• Transitory (City): Keep subdivision construction drawings until superseded.
Page 39 of 45
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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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 application, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
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, staff reports, final approved plan, and decision
documents permanently.
• Transitory (City): Keep documents not listed above until administrative need ends.
Zoning Ordinance Interpretations:
Records related to the interpretations of City ordinances by the Zoning Administrator.
• Permanent (City): Keep decision documents permanently.
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.
END OF PLANNING & ZONING RECORDS
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Public Works Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
City Facility Maintenance 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 streetlights. 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.
• Transitory (City): Keep until administrative need ends.
Chemical Application Records: Document application of pesticides, herbicides and fertilizers to
City parks and other properties. Information typically includes date used, weather conditions,
application area, chemical applied, mix ratio, and coverage rate.
• Temporary (State): Keep three (3) years. Reference: IDAPA 02.03.03.150 requires
professional pesticide applicators maintain records documenting each application for three
(3) years.
Equipment and Vehicle Maintenance & Repair Records:
Records documenting the maintenance and repair of City-owned equipment, including
mowers, trailers, ledgers, blowers, aerators. Information may include description of work
completed, parts and supplies used, date of service, equipment number, make and model, and
related data.
• Transitory (City): Keep until equipment/vehicle is removed from service.
Inspection Records:
Document periodic inspections for parks, playgrounds, spray fountains, splash pads, health
permits, sidewalks, picnic tables, pathways and other property, equipment, and facilities.
• Semi-permanent (City): Keep records five (5) years from date of inspection.
Streetlight Inventory Records:
Records documenting the inventory of City-owned streetlights. Information often includes
location, pole numbers, maps, types of lights, dates of purchase and installation.
• Transitory (City): Keep until superseded.
Technical Manuals, Specifications & Warranties:
Owner’s 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.
• Transitory (City): Keep until vehicle/equipment is removed from service.
END OF PUBLIC WORKS RECORDS
Page 41 of 45
Recreation & Programming Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
Facility Rental Records:
Records documenting the rental of facilities (e.g., parks, ballfields, etc.) and recreation program
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 also: Activity & Room
Scheduling/Reservation Records under General/Administrative Records section.
• Transitory (City): Keep until administrative need ends.
Program Registration/Participant Records:
Registration records for City parks and recreation programs, classes, youth sports leagues, and
events. Information includes participant’s name, address, phone, approval of
participant/guardian; program name and date(s); also includes emergency contact forms and
permission slips. See also: Liability Waivers & Photo Consent Release Forms under
Insurance, Risk Management & Safety Records section.
• Temporary (City): Keep two (2) years.
Recreation Program & Special Event Records:
Records relating to City recreation programs, including advertisements, flyers, class/activity
rosters, schedules, calendars, fees, special event traffic change records, etc. See also: Activity
& Room Scheduling/Reservation Records under General /Administrative Records section.
• Semi-permanent (State): Keep annual reports summarizing activities five (5) years.
Reference: Idaho Code 50-907(2)(e)
Transitory (City): Keep other records until administrative need has ended.
Vendor Records:
Vendor applications and registration records for City-sponsored events such as Eagle
Saturday Market, Harvest Fest, Country Christmas, Gazebo Concert Series, etc.
• Transitory (City): Keep until administrative need ends.
END OF RECREATION & PROGRAMMING RECORDS
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Water Department Records
The City of Eagle uses “Laserfiche” as the digital medium for records retention. Documents will be retained in
original format, or stored digitally in the Laserfiche repository or department-specific software.
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 results, line
pressure, name of tester, name and address of device owner.
• Temporary (City): Keep two (2) years after completion of testing year.
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 (Federal): Keep for three (3) years. Reference: CFR 141.155
DEQ Monitoring Waivers:
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.
• Semi-permanent (Federal): Keep five (5) years after expiration of variance/exception.
Reference: 40 CFR 141.33) require these records be kept at least five (5) years after
expiration of the variance/exception.
Department of Environmental Quality Test Records:
The City of Eagle follows the monitoring schedules as defined by the Idaho DEQ in accordance
with EPA standards. The tests, results and corresponding documentation shall be retained as
follows:
• Analysis of Chlorine Residual: Transitory – One (1) year
• Backflow Prevention Records: Temporary – Two (2) years
• Consumer Confidence Reports: Temporary – Three (3) years
• Disinfection Profiling and Benchmarking Records: Permanent
• Fluoride Analysis Reports: Semi-permanent – Five (5) years
• Lead and Copper Control Records: Semi-permanent – Twelve (12) years
• Non-Compliance Corrective Action Records: Temporary – Three (3) years
• Sanitary Survey Records: Semi-permanent – Ten (10) years
• Secondary Contaminant Reports: Semi-permanent – Five (5) years
• Variance and Exception Records: Semi-permanent – Five (5) years
• Other Test Records: Keep in accordance with applicable Federal/State requirements.
Reference: IDAPA 58.01.08.552.06, IDAPA 58.01.08.552.05, 40 CFR 141.571, 40 CFR
141.91, 40 CFR 141.30, 40 CFR 141.155, 40 CFR 141.33, 40 CFR 141.175.
Disinfection Profiling & Benchmarking Records:
Records relating to disinfection profiling and benchmarking for Giardia lamblia or virus
inactivation.
• Permanent (Federal) Reference: Federal regulations (40 CFR 141.571) require these
records to be kept permanently.
Page 43 of 45
Distribution System Maintenance and Repair Records:
Records documenting the location, specifications, maintenance, and repair of valves and
hydrants 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.
• Permanent (City)
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)
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.
• Transitory (City): Keep until equipment removed from service and the administrative
needs ends.
Fluoride Analysis Records: Records of flow and amounts of fluoride, and weekly analyses of
fluoride in finished water.
• Semi-permanent (State): Keep five (5) years. Reference: IDAPA 58.01.08.552.06
Free Chlorine Residual Analysis Records:
Analyses made at least daily for free chlorine residual for systems using ground water that add
chlorine for disinfection.
• Transitory (State): Keep one (1) year. Reference: IDAPA 58.01.08.552.05
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 (Federal): Keep twelve (12) years. Reference: 40 CFR 141.91
Non-Compliance Corrective Action Records:
Records documenting action taken by the City to correct violations of primary drinking water
regulations. May include reports, and logs.
• Temporary (Federal): Keep three (3) years after last action. Reference: 40 CFR 141.33
Production Records:
Records pertain to reservoir levels, pump flows, distribution line pressure, and related subjects.
• Semi-Permanent (City): Keep five (5) years.
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Record Drawings:
As-built record drawings showing infrastructure within the City’s water system.
• Permanent (City): Keep as-built record drawings permanently.
• Transitory (City): Keep other plans, drafts until superseded or administrative need ends.
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.
• Semi-permanent (Federal): Keep reports and summaries ten (10) years from the date of
completion. Reference: 40 CFR 141.33
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.
• Semi-permanent (City): Keep five (5) years.
Utility Account Change Records:
Records documenting routine information changes to customer accounts, including name and
address.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
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 (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
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.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
Utility Billing Register:
Records documenting transactions on the water, 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 usage,
utility charges, payments, adjustments, prior balance due, current balance due.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
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Utility Customer Security Deposit Records:
Records documenting customer payment of a security deposit to receive water, 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.
• Semi-permanent (State): Keep five (5) years after refund or last action. Reference: Idaho
Code 50-907(2)(a)
Utility Installation, As-Builts & 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 water permits issued by City.
• Permanent (City)
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.
• Transitory (City): Keep one (1) year.
Utility Meter Readings:
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.
• Semi-permanent (State): Keep five (5) years after fiscal year end. Reference: Idaho Code
50-907(2)(a)
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.
• Transitory (City): Keep one (1) year after meter is removed from service and
administrative needs ends.
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 (City): Keep two (2) years after last action.
END OF WATER DEPARTMENT RECORDS