Example:
|
Police complaints of 1945. These records have exceeded the maximum retention
period ten (10) years and are therefore no longer official city records.
|
Type
|
Retention Period
| |
---|---|---|
Minutes of legislative body
|
Permanent
| |
Ordinances and resolutions
|
Permanent
| |
Bylaws and rules of order
|
Until suspended, plus 5 years
| |
Public hearings, notice and transcript
|
Current, plus 10 years
| |
Legislative investigations, reports
|
Current, plus 10 years
| |
Executive veto and message
|
Current, plus 10 years
| |
Committee minutes, reports, transcripts of committee hearings
|
Current, plus 5 years
| |
Draft proposals for legislative enactment
|
Current, plus 5 years
| |
Reports to legislative body of executive and administrative officers,
departments, boards and commissions
|
Current, plus 2 years
| |
Petitions, complaints, inquiries and routine notices and correspondence
|
Current, plus 2 years
|
Type
|
Retention Period
| |||
---|---|---|---|---|
Charter, charter amendments and corporate name changes:
| ||||
Formal records
|
Permanent
| |||
Charter commission minutes, hearing transcripts and reports
|
10 years
| |||
Annexation, consolidation and boundary change records
| ||||
Formal records
|
Permanent
| |||
Petitions, correspondence, notices, public hearing transcripts, etc.
|
Date of action, plus 5 years
| |||
Deeds and related land records
|
Permanent
| |||
Bonds, municipal
| ||||
Bond ordinance and register
|
Permanent
| |||
Opinions, approvals and redemptions
|
Issue closeout, plus 5 years
| |||
Bonds, performance and security, and insurance policies
|
Expiration date, plus 10 years
| |||
Franchises, leases and licenses
| ||||
Permanent or continuing
|
Permanent
| |||
Annual or short-term
|
Expiration date, plus 5 years
| |||
Court petitions, decrees and orders
|
Permanent
| |||
Solicitor's opinions
| ||||
Basic law
|
Permanent
| |||
Temporary in character
|
Current, plus 5 years
| |||
Litigation, records pertaining to
|
Close of case, plus 20 years
| |||
Lien dockets
|
Date of settlement, plus 5 years
| |||
Bids and contracts
| ||||
Formal
|
Current, plus 10 years
| |||
Informal
|
Current, plus 5 years
| |||
Notices, correspondence, purchase orders, etc.
|
Current, plus 5 years
| |||
Property and supply inventory
|
Current, plus 5 years
| |||
Administrative studies, surveys and reports
|
Current, plus 10 years
| |||
Operating reports of departments
|
Current, plus 2 years
| |||
Executive proclamations and reports
|
Current, plus 2 years
| |||
Financial records
| ||||
Budgets and budget messages
|
Current, plus 5 years
| |||
Annual financial reports
|
Current, plus 10 years
| |||
Tax duplicates, appeals, settlements
|
Current, plus 5 years
| |||
Canceled checks and bank statements
|
Current, plus 5 years
| |||
Daily cash records
|
Until audited
| |||
Journals and ledgers
|
Current, plus 10 years
| |||
Miscellaneous records
|
Until audit, plus 1 year
| |||
Notices and correspondence
|
Current, plus 2 years
| |||
Personnel records
| ||||
Individual employee records
|
Until retirement, plus 10 years
| |||
Pension plans and transactions
|
Permanent
| |||
Classification and pay plans, personnel rules and regulations
|
Until superseded or canceled, plus 5 years
| |||
Payrolls and payroll transactions
|
Current, plus 10 years
| |||
Applications for employment (not hired)
|
Current, plus 1 year
| |||
Civil service commission
| ||||
Minutes
|
Permanent
| |||
Appeals, removals, etc.
|
Current, plus 5 years
| |||
Notices and routine correspondence
|
Current, plus 2 years
| |||
Routine notices and correspondence
|
Current, plus 2 years
|
Type
|
Retention Period
| |||
---|---|---|---|---|
Police records:
| ||||
Complaints and investigations
|
Current, plus 10 years
| |||
Arrests, detentions and hearing dockets
|
Current, plus 20 years
| |||
Probation and parole reports
|
Current, plus 20 years
| |||
Radio and television logs
|
Current, plus 2 years
| |||
Traffic and parking violations
|
Current, plus 2 years
| |||
Dog law enforcement
|
Current, plus 2 years
| |||
Bicycle registration
|
Current, plus 2 years
| |||
Traffic surveys and signals
|
Current, plus 10 years
| |||
Personnel education and training:
| ||||
Individual records
|
Retirement, plus 5 years
| |||
Materials and course outlines
|
Current, plus 5 years
| |||
Routine notices and correspondence
|
Current, plus 2 years
| |||
Fire records
| ||||
Fire-fighting log and records
|
Current, plus 10 years
| |||
Fire investigations
|
Current, plus 20 years
| |||
Special reports and investigations
|
Current, plus 10 years
| |||
Fire prevention activities
|
Current, plus 5 years
| |||
Fire prevention code
|
See ordinances
[§ 366-11B(1)]
| |||
Personnel education and training
| ||||
Individual records
|
Retirement plus 5 years
| |||
Materials and course outlines
|
Current, plus 5 years
| |||
Routine notices and correspondence
|
Current, plus 2 years
|
Type
|
Retention Period
| |||
---|---|---|---|---|
Streets, bridges, storm sewers and sidewalks
| ||||
Engineering and survey notes and drawings
|
Permanent
| |||
Opening orders and deeds of dedication
|
Permanent
| |||
Construction plans and specifications
|
Until reconstruction or abandonment
| |||
Construction bids received
|
Until audited, then destroy
| |||
Construction testing and inspection reports
|
Acceptance of project, plus 20 years
| |||
Maintenance records
|
Until reconstruction or abandonment
| |||
Street opening permits
|
Current, plus 5 years
| |||
Equipment records
|
Life of equipment
| |||
Complaints, routine notices and correspondence
|
Current, plus 2 years
| |||
Refuse collection and disposal
| ||||
Engineering notes and drawings
|
Permanent
| |||
Construction plans and specifications
|
Until reconstruction or abandonment
| |||
Construction bids received
|
Until audited, then destroy
| |||
Maintenance records
|
Until reconstruction or abandonment
| |||
Refuse volume or weight records
|
Current, plus 2 years
| |||
Equipment records
|
Life of equipment
| |||
Licenses and permits
| ||||
Annual
|
Current, plus 5 years
| |||
Continuing or permanent
|
Permanent
| |||
Complaints, routine notices and correspondence
|
Current, plus 2 years
| |||
Public buildings
| ||||
Construction plans and specifications
|
Until reconstruction or abandonment
| |||
Maintenance records
| ||||
Structural
|
Until reconstruction or abandonment
| |||
Routine
|
Current, plus 5 years
| |||
Space allocation and use records
|
Current, plus 10 years
| |||
Routine notices and correspondence
|
Current, plus 2 years
| |||
Sanitary sewers and sewage disposal
| ||||
Engineering and survey notes and drawings
|
Permanent
| |||
Sewer rights-of-way and easements
|
Permanent
| |||
Construction plans and specifications
|
Permanent
| |||
Construction bids received
|
Until audited, then destroy
| |||
Construction testing and inspection reports
|
Acceptance of project, plus discretion of agency
| |||
Maintenance records
|
Current, plus 10 years
| |||
State permits and approvals
|
Permanent
| |||
Plant operation records
|
Daily, current, plus 2 years Monthly, current, plus 10 years Yearly,
permanent
| |||
Equipment records
|
Life of equipment
| |||
Sewer assessment records
|
Current, plus 20 years
| |||
Sewer rental records
|
Current, plus 20 years
| |||
Complaints, routine notices and correspondence
|
Current, plus 2 years
| |||
Water supply and distribution
| ||||
Engineering and survey notes and drawings
|
Permanent
| |||
Deeds and easements
|
Permanent
| |||
Construction plans and specifications
|
Until reconstruction or abandonment
| |||
Construction bids received
|
Until audited, then destroy
| |||
Construction testing and inspection reports
|
Acceptance of project, plus discretion of agency
| |||
Maintenance records
|
Current, plus 10 years
| |||
State permits and approvals
|
Permanent
| |||
Plant operation records
|
Daily, current, plus 2 years Monthly, current, plus 10 years Yearly,
permanent
| |||
Equipment records
|
Life of equipment
| |||
Water line assessment records
|
Current, plus 20 years
| |||
Water meter readings and billings
|
Current, plus 5 years
| |||
Complaints, routine notices and correspondence
|
Current, plus 2 years
| |||
Other utilities (Parallel to sanitary sewers and sewage disposal and
water supply and distribution with changes applicable to function)
| ||||
Engineering and survey bids and drawings
|
Permanent
| |||
Deeds, rights-of-way and easements
|
Permanent
| |||
Construction plans and specifications
|
Permanent or until reconstruction or abandonment (depending on function
of utility)
| |||
Construction bids received
|
Until audited, then destroy
| |||
Construction testing and inspection reports
|
Acceptance of project, plus discretion of agency
| |||
Maintenance records
|
Current, plus 10 years
| |||
State permits and approvals
|
Permanent
| |||
Plant operation records
|
Daily, current, plus 2 years Monthly, current, plus 10 years Yearly,
permanent
| |||
Equipment records
|
Life of equipment
| |||
Assessment records
|
Current, plus 20 years
| |||
Rental records
|
Current, plus 20 years
| |||
Readings and billings
| ||||
Complaints, routine notices and correspondence
|
Current, plus 2 years
|
Type
|
Retention Period
| |||
---|---|---|---|---|
Board of health
| ||||
Minutes
|
Permanent
| |||
Rules, regulations and orders
|
Until superseded or voided, plus 5 years
| |||
Reports and recommendations
|
Current, plus 10 years
| |||
Department of health
| ||||
State permits and approvals
|
Permanent
| |||
Reports to state departments and agencies
|
Current, plus 10 years
| |||
Complaints and investigations
|
Current, plus 5 years
| |||
Health inspections
| ||||
Routine reports
|
Current, plus 2 years
| |||
Compliance notices
|
Current, plus 10 years
| |||
Licenses and permits
| ||||
Annual
|
Current, plus 5 years
| |||
Continuing and permanent
|
Permanent
| |||
Routine notice and correspondence
|
Current, plus 2 years
| |||
Housing code enforcement
| ||||
Complaints and investigations
|
Current, plus 2 years
| |||
Orders and appeals
|
Current, plus 10 years
| |||
Reports and recommendations
|
Current, plus 5 years
| |||
Routine notices and correspondence
|
Current, plus 2 years
|
Type
|
Retention Period
| ||
---|---|---|---|
Applications for building and zoning permits
|
Current, plus 20 years
| ||
Building plans, permits and inspections
|
Until demolition
| ||
Occupancy and use permits
|
Until revocation
| ||
Zoning board of adjustment
| |||
Minutes
|
Permanent
| ||
Hearing transcripts
|
Permanent
| ||
Decisions on appeals
|
Permanent
| ||
Records in court cases
|
Current, plus 20 years
| ||
Routine notices and correspondence
|
Current, plus 2 years
| ||
Routine notices and correspondence
|
Current, plus 2 years
|
Type
|
Retention Period
| |||
---|---|---|---|---|
Parks and playgrounds
| ||||
Park and recreation board
| ||||
Minutes
|
Permanent
| |||
Rules and regulations
|
Until revocation
| |||
Recommendations and reports
|
Current, plus 5 years
| |||
Routine correspondence
|
Current, plus 2 years
| |||
Program records
|
Current, plus 5 years
| |||
Facilities
| ||||
Construction plans and specifications
|
Permanent
| |||
Operation and maintenance records
|
Current, plus 5 years
| |||
Shade tree commission
| ||||
Minutes
|
Permanent
| |||
Rules and regulations
|
Until revocation
| |||
Operation and maintenance records
|
Current, plus 10 years
| |||
Routine notices and correspondence
|
Current, plus 2 years
| |||
Libraries
| ||||
Library commission
| ||||
Minutes
|
Permanent
| |||
Rules and regulations
|
Until revocation
| |||
Recommendations and reports
|
Current, plus 5 years
| |||
Libraries
| ||||
Construction plans and specifications
|
Permanent
| |||
Operating and maintenance records
|
Current, plus 10 years
| |||
Book inventory
|
Kept current
| |||
Book purchases and disposal
|
Current, plus 10 years
| |||
Records of library use
|
Current, plus 5 years
|
Type
|
Retention Period
| |||
---|---|---|---|---|
Planning
| ||||
Planning commission or department
| ||||
Minutes or committee actions
|
Permanent
| |||
Basic studies
|
Permanent
| |||
Comprehensive or master plans
|
Permanent
| |||
Special reports and recommendations
|
Current, plus 10 years
| |||
Routine correspondence
|
Current, plus 2 years
| |||
Land subdivision control
| ||||
Rules and regulations
|
Until superseded
| |||
Subdivision applications, plans and permits
|
Permanent
| |||
Improvement installation agreements
|
Current, plus 20 years
| |||
Notices and routine correspondence
|
Current, plus 2 years
| |||
Real estate registry
| ||||
Basic plans, registry book and formal change of ownership records
|
Permanent
| |||
Notices and routine correspondence
|
Current, plus 2 years
| |||
Community development programs
| ||||
Low cost and public housing programs
| ||||
Proposals
|
Current, plus 5 years
| |||
Projects
|
Permanent
| |||
Neighborhood improvement programs
| ||||
Proposals
|
Current, plus 5 years
| |||
Projects
|
Permanent
| |||
Urban renewal programs
| ||||
Proposals
|
Current, plus 5 years
| |||
Projects
|
Permanent
|
Type
|
Retention Period
| |||
---|---|---|---|---|
Authority
| ||||
Formal organizational and financial agreements
|
Permanent
| |||
Municipal copies
| ||||
Authority minutes
|
Permanent
| |||
Authority financial statements
|
Current, plus 10 years
| |||
Authority reports
|
Current, plus 5 years
| |||
Routine correspondence
|
Current, plus 2 years
|