Resolution - 2002 - 04 - Setting Forth A Policy On The Keeping, Storing And Destroying Of City Records - 02/12/2002
RESOLUTION NO, 02-04
A RESOLUTION OF THE CITY OF EAGLE, IDAHO, SEITING FORTH A POLICY
ON THE KEEPING, STORING AND DESTROYING OF CITY RECORDS,
PROCEEDINGS AND DOCUMENTS CONSISTENT WITH IDAHO CODE 50-907.
BE IT RESOLVED BY THE MAYOR AND THE CITY COUNCIL OF THE CITY OF
EAGLE, IDAHO:
Section 1: That the following policy is hereby established for the keeping, storing and
destroying of all records, proceedings and documents of the City of Eagle, Idaho:
1. The following are records that need to be archived:
Audits:
Audit reports
Internal Investigation or non-fiscal audit records
Budget:
Annual Budget Report
Special Budget Report
Building Dept:
Building Plans of City owned buildings
Commercial plans and engineering documents
IRES forms
Building permits
Mechanical permits
Water permits issued for the City owned water system
Election:
Election financing - detailed report of campaign receipts and expenditures
Final election results
Official copy of election notice
Referendum records covering any questions, recall or special election
including petitions, records of signature verification and correspondence
Sample ballot
Financial :
Accounting Journal with detailed entries on payee or payer
Journal recording chronological entries of all fiscal transactions
General:
Annual, special or final report, summary, review or evaluation
Annual, special or long-range program plan
Bill of Sale of property owned by local government other than real
property
Chattel mortgage or conditional sale contract & satisfaction (after
inactive)
Correspondence documenting significant policy or decision making
Court Orders
Legal agreements including contracts, lease and release involving local
government
Local law rules
Manual of procedures or policies and standards
Official copy of publications including newsletter, press releases,
published report or bulletin
Official minutes and hearing proceedings
Ordinances
Proclamations
Records affecting the title to real property or liens thereon
Regulations
Resolutions
Special project or program files including official copies of publications,
videotapes or infonnationalliterature prepared for public distribution
Tape recordings of minutes of meetings
Planning and Zoning Department:
Development Agreements
Final Plats
Findings of Fact and Conclusions of Law
Land use applications
Site plans
Subdivision construction drawings
2. The following are pennanent records and shall be retained for not less than ten (10)
years:
Bonds:
Bond Register
Budget:
Budget Records
Financial:
Cash Books
General Ledger
Warrant Register
General:
All records, coITespondence or documents deemed a pennanent nature.
3. The following are semi-pennanent records and shall be retained for not less than five
(5) years or completion of the matter contained within the record.
Audits:
Audit background documentation including summaries, posting records &
related records created by an auditing office
Audit hearing or review file
Bonds:
Bonds and coupons
Bonds and Notes, all records 5 years after bond issued retired
Depository agreement, including designation of depository, bond or
surety, or other record relating to deposition of local government funds (5
years after agreement, contract, designation, bond or surety has expired or
been superseded or rescinded)
Budget:
Budget change requests
Budget hearing and review files
Budget preparation files
Budget status report
Copy of county, city or other budget used in determining tax levy
Preliminary or tentative budget
Election:
Election challenge or investigation records
Election return of canvass
Registration and other election records
Voter registration records
Financial:
Accounting record including check register, transfer of funds register,
encumbrance register & register of claims presented for payment & paid
claims (5 years after last entry)
Banking communications including bank statement, reconciliation,
notification of voiding or return of check, cancellation of payment or other
notice for checking or savings account
Cancelled checks or other instruments of payment, such as bank check,
warrant check, order check and check stubs
Cash transaction record showing cash received from collection of various
fees & petty cash disbursed
Certificate, demand or direction to fiscal officer to pay monies
Claim for payment including claim, vendor's voucher and bill
Daily, weekly, monthly, quarterly or other periodic fiscal reports including
daily funds report, daily cash report, statement of monthly balance,
recapitulation of disbursements
Daily, weekly, monthly, quarterly or other periodic internal or external
report, summary, review evaluation, log, list, statement or statistics, except
annual report
Deposit book for checking account (5 years after date of most recent
entry)
Deposit book for savings account (5 years after cancellation)
Depository agreement, including designation of depository, bond or
surety, or other record relating to deposition of local government funds (5
years after agreement, contract, designation, bond or surety has expired or
been superseded or rescinded)
Disallowed claim for payment when no legal action is pending
Duplicate receipts
Financial:
Fiscal reports from state agencies
Internal investigation or non-fiscal audit records: background materials &
support documents
Notice of claim record and index
Order or warrant to pay monies for funds not held in savings bank
Purchase Orders
Sales tax records covering sales tax collected by local government
Signature cards - 5 years after authorization expires or is withdrawn
State or Federal - State reimbursement claim file including summary and
detail of claim, worksheets and other supporting documents
Summary record of outstanding or paid warrants, claims or vouchers and
duplicate copies
Utility and financial records
Verification of travel expenses
General:
Accident reports and related records (or 3 years after individual attains age
18, whichever is longer)
Complaint or request for service
COlTespondence containing legal, fiscal or administrative infonnation
Grant program background material, fiscal records and supporting
documentations
License Applications
Proof of publication or posting
Repair, installation, maintenance or similar records including request for
service, work order, record of work done, summary or log of service
perfonned
Special project or program background materials and supporting
documentation
Planning and Zoning Department:
Records consisting of miscellaneous cOlTespondence and documents not
related to pennanent or semi-pennanent records
4. The following are temporary records and may destroyed after six (6) months or one
(1) year. Temporary records consist of colTespondence not related to pennanent or semi-
pennanent records, cash receipts subject to audit, and other records as may be deemed
temporary by the City Council.
Records to be retained for six (6) months:
Building Department:
Residential building plans submitted with building pennit application
Records to be retained for one (1) year:
Building Department:
Building Pennit Applications
Records consisting of miscellaneous coITespondence and documents not
related to pennanent or semi-pennanent records.
Election:
Candidate designation or nomination records including petitions,
certificate, declination nomination, objection to nomination and related
documents (1 year after election unless contested)
Copy of certification to board of elections stating each officer to be voted
for at general election (1 year after election)
Election officials' appointment record including notice of appointment,
oath of office and record of service (1 year after election unless contested)
Election readiness records including certification of testing of voting
machines, record of ballot delivery or similar records (1 year after election
unless contested)
Informational records received from board of elections including lists of
election officials, enrollment or registration lists, district maps and
instructional materials (retain until superseded or obsolete)
Intermediate election records used to compile final election results,
including tally sheets, voting machine tabulation, detailed breakdown of
results by election districts, election inspector's returns, and statements of
canvass where information is duplicated in report of final election results
(1 year after election unless contested)
Proof of publication or posting of election notice, certification and listing
of notice posting, copy of newspaper notice and certification of offices to
be voted for at election (1 year after election unless contested)
Voted ballot and application for absentee ballot (1 year after election)
General:
Agendas
Certificate of acceptance of office (1 year after person leaves office)
Certification or notice of appointment of commissioner of election (1 year
after election)
Complaints or requests relating to routine government services or
activities (1 year after final disposition of complaint or request)
Completed survey forms (retain until survey results are prepared)
Correspondence not containing fiscal, legal or administrative value,
including letters of transmittal, invitations and cover letters
Duplicate copy of record (retain until no longer needed)
Identification card (duplicate or record of issuance) issued to client, patron
or resident (retain until invalid)
Internal information record including calendars of appointments, office
and travel schedules, memoranda and routing slips, used solely to
disseminate information or for similar administrative purposes (retain until
no longer needed)
List, index or summary used for internal administrative convenience or for
informational purposes (retain until obsolete)
Log or schedule used for internal administrative purposes only
Mailing list used for billing or other administrative purposes (1 year after
superseded or obsolete)
Postal records including returned registered or certified mail card or
receipt & insurance receipt
Tax exempt records showing local government is exempt from paying
sales, use or other taxes (1 year after superseded or obsolete)
Working document such as draft, worksheet or posting record except
worksheets containing fiscal information (retain until no longer needed)
5. The following are Payroll records that shall be retained as follows:
Employee records to be retained for four (4) years from date of employee's
separation from employment:
Employees personnel file
Payroll records to be retained for not less than four (4) years:
Employee time sheets
Payroll printouts
W2 forms
1099 forms
941 forms
Section 2: Those documents, which may be destroyed, shall be shredded under the
direction and supervision of the City Clerk.
PASSED BY THE EAGEL CITY COUNCIL, FEBRUARY 12,2002.
SIG
BY THE MAYOR ON FEBRUARY 12,2002.
ATTEST:
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SHARbN K. MOORE
CITY CLERKITRE@ASURER