broomfield county email policy

7/31/2019 Broomfield County Email Policy

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COLORADO

LOCAL GOVERNMENT

RECORDS RETENTION SCHEDULE

Page 1 of 33

Government: CITY OF BROOMFIELDDepartment: COMBINED

Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020

Contact Person: N/A

RETENTION PERIODItem

No.

RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,

FE-Fiscal Yearend, LALife of Asset, US-Until superseded

Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,

MI-Microform, OP-Optical

Department Codes for City of Broomfield

ALL = All departments (records series common to most/all city departments)CA = City AttorneyCC = City Clerk CD = Community DevelopmentCM = City Manager / Public Information OfficeFI = Finance

IN = InsuranceLB = Library BoardMC = Municipal CourtPD = Police DepartmentPE = PersonnelPN = PensionPR = Parks and RecreationPW = Public WorksRE = RecruitingRM = Risk ManagementSS = Senior Services

UB = Utility Billing

The following report has been approved by the Colorado State Archivist as of November 6, 2000


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No.






ALL-01 CORRESPONDENCE AND MEMORANDAIncludes incoming and copies of outgoing correspondenceand internal correspondence and memoranda.

a) POLICY AND PROGRAM DEVELOPMENTCorrespondence and internal memoranda pertaining to theformulation, planning, implementation, modification, orredefinition of the policies, programs, services, or projects ofa local government.

5 years HCMA

ALL-01 CORRESPONDENCE AND MEMORANDAb) ADMINISTRATIVE - Correspondence and internal

memoranda pertaining to or arising from the routineadministration or operation of the policies, programs,services, and projects of a local government

2 years HCMA

ALL-01 CORRESPONDENCE AND MEMORANDAc) ROUTINE. - Correspondence and internal memorandasuch as letters of transmittal, requests for publications,internal meeting notices, and similar routine matters

ACT HCMA

ALL-02 b) SPECIAL REPORTS OR STUDIES - prepared byorder or request of the governing body or considered bygoverning body (as reflected in its minutes) or ordered or

requested by a state agency or court

PERMANENT HC

ALL-02 c) SPECIAL REPORTS OR STUDIES prepared byorder or request of chief administrative officer

5 years HC

ALL-02 d) MONTHLY, BIMONTHLY, QUARTERLY, ORSEMI-ANNUAL REPORTS

3 years HC

ALL-02 e) ACTIVITY REPORTScompiled on a daily or other periodic basis pertaining toworkload measures, time studies, number of publiccontacts, etc., except reports of similar types noted in this orother schedules.

1 year HC

ALL-02 REPORTS AND STUDIES (NON-FISCAL)Annual, sub-annual, or irregularly prepared reports,


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performance audits, or planning studies submitted togoverning body or chief administrative officer of a localgovernment or by local government to a state agency, asmay be required by law or regulation, on non-fiscalperformance of a department, program, or project or forplanning purposes, including those prepared by contractors.a) ANNUAL REPORTS PERMANENT HC

ALL-03 PUBLICATIONSPamphlets, reports, studies, proposals, and similar materialprinted by or for a local government or any of its

departments, subdivisions, or programs and distributed to orintended for distribution to the public on request anddepartmental or program newsletters designed for internaldistribution

PERMANENT (Onecopy of each)

HC Surplus Copies may be disposedof at any time.

ALL-04 DEPARTMENTAL NEWS RELEASES ACT HC

ALL-05 ORGANIZATIONAL CHARTS Until Superseded HC

ALL-06 POLICY AND PROCEDURE DOCUMENTATIONExecutive orders, directives, manuals, and similar documentsthat establish and define policies, procedures, rules, andregulations governing operations or activities of a localgovernment as a whole or any of its departments, programs,services, or projects.

Until superseded + 5years

HC

ALL-07 BUDGETWORKING PAPERScreated exclusively for preparation of budgets, includingbudget requests, justification statements, and similardocuments

2 Years HC

ALL-08 MINUTES (Staff).Minutes of internal staff meetings

ACT HC

ALL-09 CONTRACTS, LEASES, AND AGREEMENTSContracts, leases, and agreements, including reports,correspondence, performance bonds, and similar recordsrelating to their negotiation, administration, renewal, ortermination, except construction contracts

EXP or termination ofinstrument according toits terms + 6 years

HC Yes


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No.






ALL-10 RECORDS MANAGEMENT RECORDSa) RECORDS RETENTION SCHEDULESincluding all successive versions of and amendments toschedules)

PERMANENT HC

ALL-10 RECORDS MANAGEMENT RECORDSb) RECORDS DESTRUCTION DOCUMENTATIONRecords documenting destruction of records under recordsretention schedules, including requests submitted toColorado State Archives for authorization to destroy recordsor originals of Permanent records that have been

microfilmed.

PERMANENT HC Yes

ALL-11 COMPLAINTSComplaints received from public by a governing body orany officer or employee of a local government relating togovernment policy.

Resolution or dismissalof complaint + 2 years

HC

ALL-12 VISITOR CONTROL REGISTERSLogs, registers, or similar records documenting visitors tolimited access or restricted areas.

3 Years HC

ALL-13 TELEPHONE LOGS OR ACTIVITY REPORTSRegisters or logs of telephone calls made and similartelephone activity reports.

1 Year HC

ALL-14 POSTAL AND DELIVERY SERVICE RECORDS

a) METER AND PERMIT USAGE RECORDS 1 Year HCALL-14 POSTAL AND DELIVERY SERVICE RECORDSb) REGISTERED, CERTIFIED, INSURED, ANDSPECIAL DELIVERY MAIL RECEIPTS ANDSIMILAR RECORDSof transmittal by express or delivery companies.

1 Year HC

ALL-15 DUPLICATE RECORDSCouncil Minutes, Ordinances, Resolutions, Employee TimeSheets, Purchase Orders, Requisitions

ACT HC

ALL-16 MATERIAL SAFETY DATA SHEETS (MSDS)Material safety data sheets (MSDS) supplied to localgovernment employers by manufacturers or distributors of

ACT HC After receipt of updated sheetor hazardous chemical is nolonger present in local


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hazardous chemicals. government, as applicable.

ALL-17 EQUIPMENT FILESManuals, operating instructions, maintenance information,warranties, safety certifications (e.g. playgroundequipment), for equipment purchased by the City fordepartment use or administered by the department forpublic use. Does not include vehicles or capital equipmentvalued over $20,000.

ACT HC

CA-18 LEGAL PROJECT FILES

Includes research, negotiations and other, related projectrecords.

ACT+10 HC

CA-19 LEGAL OPINIONSPrepared for City personnel or departments.

PERMANENT HC

CA-20 EXTERNAL RELATIONSCorrespondence to/from federal, state, and other local (cityand county) agencies and departments.

ACT+10 HC

CA-21 LEGISLATIONCopies of federal and state legislation of interest to the City.

ACT HC

CA-22 LITIGATION AND CLAIMSClaims and litigation files for claims and lawsuits broughtagainst the City.

ACT+10 Yes

CC-14 RESEARCH FILES ACT HCCC-15 CITY COUNCIL RECORDS

a) AGENDAS, PACKETS, MINUTES,RESOLUTIONS, ORDINANCES

PERMANENT HCMA

Yes

CC-15 CITY COUNCIL RECORDSb) MEETING NOTICES

CY + 1 Year HC

CC-15 CITY COUNCIL RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES

CY + 5 Years MAHC

CC-16 LOCAL LICENSING AUTHORITY RECORDSa) AGENDAS, PACKETS, MINUTES, PERMANENT HC Yes


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RESOLUTIONS, ORDINANCES MA

CC-16 LOCAL LICENSING AUTHORITY RECORDSb) MEETING NOTICES

CY + 1 Year HC

CC-16 LOCAL LICENSING AUTHORITY RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES

CY + 5 Years MAHC

CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSa) AGENDAS, PACKETS, MINUTES,

RESOLUTIONS, ORDINANCES

PERMANENT HCMA

Yes

CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSb) MEETING NOTICES

CY + 1 Year HC

CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES

CY + 5 Years MAHC

CC-18 ELECTION RECORDSa) CERTIFIED STATEMENT & Determination (ofelection results)

PERMANENT HC Yes

CC-18 ELECTION RECORDSb) CAMPAIGN CONTRIBUTIONS & EXPENDITURE

REPORTS

CY + 2 Years HC

CC-18 ELECTION RECORDSc) PETITIONS (for initiative or referendum, nomination,recall

CY + 2 Years HC

CC-18 ELECTION RECORDSd) POLL BOOKS

CY + 2 Years HC

CC-18 ELECTION RECORDSe) ABSENTEE BALLOT APPLICATION,ACCEPTANCE OF JUDGES, BALLOTS (voted,absentee, spoiled, defective), EXPENSE STATEMENTS(and supporting documentation)

Election + 6 Months HC


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CC-18 ELECTION RECORDSf) JUDGE CERTIFICATE OF VOTES CAST, LIST OFJUDGES & ALTERNATES, NOTICE OF ELECTION,

OATHS/CHALLENGES/AFFIDAVITS, OBJECTIONS

TO NOMINATION, POLL LISTS, RECEIPT FOR

BALLOT BOX, REGISTRATION BOOK RECEIPTS,WITHDRAWALS FROM NOMINATION

6 Months HC

CC-18 ELECTION RECORDSg) SIGNATURE FORMS

45 Days HC

CC-19 MUNICIPAL CODE PERMANENT HC

MA

Yes

CC-20 OATHS OF OFFICE (for elected and appointed officials) Term of Office + 1 Year HC

CC-21 LICENSING RECORDSIncluding licenses for liquor sales, solicitors, sales tax, petshop, route vehicle, and other, similar licenses granted bythe city.

EXP + 1 Year HC Yes

CC-22 PROOFS OF PUBLICATION CY + 5 Years HC

CC-23 NOTICES OF MEETINGS required to be posted onPublic Meeting Board

PERMANENT

CD-18 MAPS, PLATS & PLANSOriginals, reproducibles (copies may be contained inindividual project files)

PERMANENT Yes

CD-19 EASEMENTS AND RIGHTS-OF-WAY EXP + 1 Year YesCD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSa) AGENDAS (INCLUDING PACKETS), BY-LAWS,

RESOLUTIONS

PERMANENT HC Yes

CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSb) MEETING NOTICES

CY + 5 Years HC

CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSc) AUDIO/VIDEOTAPES OF MEETINGS

Completion of Minutes+ 6 Months

MA


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CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSd) MINUTES

PERMANENT HC Yes

CD-32 ANNEXATION RECORDSa) PETITIONS, ORDINANCES, AND AGREEMENTS PERMANENT

HC Yes

CD-32 ANNEXATION RECORDSb) OTHER ANNEXATION RECORDS

PERMANENT HC Yes

CD-33 DEVELOPER PROJECT FILES, NOT APPROVED PERMANENT HC

CD-34 DEVELOPER PROJECT FILES, APPROVEDSite Development Plans, Plats, Amendments, Agreements,

Petitions for Annexation, Applications for Rezoning, LURCReports, Council Memos and Approvals, and relatedrecords.

PERMANENT HC This file is jointly developedand used by the Planning,

Engineering and BuildingSections of the CommunityDevelopment Department.

CD-34 DEVELOPER PROJECT FILES, APPROVEDInformation regarding infrastructure such as water andsewer, drainage and streets. includes engineering drawings,construction plans and drawings, geotechnical reports,utility, traffic and environmental impact studies, inspectionreports, permits, and similar related records.These records are added to the Developer Project Filesinitiated by the Planning Division.

PERMANENT HC SEE: CD-34, Planning Divisionfor Related Records

CD-35 CAPITAL IMPROVEMENT PROJECT (CIP) FILES

Including Council memos and resolutions, specifications,bid documents, contacts and agreements, and notice toproceed.CIP files contain some of the same document types asdeveloper project files, but CIP files function and areorganized more as contract management rather than projectmanagement.

PERMANENT HC This file is jointly developed

and used by the Planning,Engineering and BuildingSections of the CommunityDevelopment Department.

CD-35 CAPITAL IMPROVEMENT PROJECT (CIP) FILESInformation regarding infrastructure such as water andsewer, drainage and streets. includes engineering drawings,construction plans and drawings, geotechnical reports,utility, traffic and environmental impact studies, inspection

PERMANENT HC This file is jointly developedand used by the Planning,Engineering and BuildingSections of the CommunityDevelopment Department.


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reports, permits, and similar related records for City ownedprojects and properties.

CD-36 MINUTES, LAND USE REVIEW COMMISSION(LURC), AND ZONING APPEALS COMMISSION PERMANENT HC

Yes

CD-41 INTERGOVERNMENTAL RELATIONS FILESa) CORRESPONDENCE TO/FROM FEDERAL,

STATE, AND OTHER LOCAL GOVERNMENT

TRAFFIC, PUBLIC WORKS AND PLANNING

AGENCIESnot specific to a project.

ACT HC

CD-41 INTERGOVERNMENTAL RELATIONS FILES

b) AGREEMENTS AND STUDIES

PERMANENT HC

CD-51 BUILDING CODE US + 1 Year HC Yes

CD-52 CONTRACTOR LICENSE FILES EXP + 3 Years HC

CD-53b) COMMERCIAL BUILDING CONSTRUCTION

DRAWINGS AND PLANS

Issuance of Certificateof Occupancy + 90Days

HC

CD-53c) GEOTECHNICAL REPORTS

CY + 20 Years HC

CD-53 BUILDING RECORDS, COMMERCIALa) BUILDING PERMIT, INSPECTION REPORTS,

CERTIFICATE OF OCCUPANCY,

Life of Building + 10Years

HC

CD-54 ZONING BOARD OF ADJUSTMENT RECORDS

a) Appeal for zoning change, supporting documentation,deliberations, decision of ZBA,for a specific address.

PERMANENT HC Yes

CD-54 ZONING BOARD OF ADJUSTMENT RECORDSb) MINUTES, ZONING BOARD OF ADJUSTMENT

PERMANENT HC Yes

CD-55 BUILDING AND CONSTRUCTION REVIEW BOARDRECORDSAppeal for building code revision, supportingdocumentation, deliberations, decision.

PERMANENT HC Yes

CD-56 DAILY INSPECTION LOGS CY HC

CD-57 MONTHLY BUILDING REPORTS CY +10 Years HC

CD-58 REFERENCE LIBRARY US HC


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RETENTION PERIOD

Item

No.






CD-59 PROJECT PERFORMANCE BONDS HC

CD-60 APPRAISALS BUILDING OR PROPERTY HC

CD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)a) RESIDENTIAL BUILDING PLANS,

SPECIFICATIONS


HC

CD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)

b) APPLICATION FOR BUILDING PERMITPermit issued

Permit Denied


Denial + 6 MonthsCD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)

c) BUILDING PERMITSLife of Building + 10Years

HC Two remaining copiesforwarded to County TaxAssessor and to builder

CD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)d) INSPECTIONS


HC


e) WATER LICENSE APPLICATIONIssuance or denial oflicense + 6 Months

HC License forwarded to UtilityBilling


f) CERTIFICATE OF OCCUPANCYLife of Building + 10Years

HC

CM-18 EQUIPMENT FILES

Manuals, operating instructions, maintenance information,warranties, safety certifications (e.g. playgroundequipment), for equipment purchases by the City fordepartment use or administered by the department forpublic use. Does not include vehicles or capital equipmentvalued over $20,000.

ACT HC

CM-19 GRANT APPLICATIONS/RECORDSa) UNSUCCESSFUL GRANT APPLICATIONS CY + 2 Years HC

CM-19 GRANT APPLICATIONS/RECORDSb) SUCCESSFUL GRANT APPLICATIONSand relate records

EXP + 6 Years HC


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CM-19 GRANT APPLICATIONS/RECORDSa) UNSUCCESSFUL GRANT APPLICATIONS CY + 2 Years HC

CM-19 GRANT APPLICATIONS/RECORDSb) SUCCESSFUL GRANT APPLICATIONSand related records

EXP + 6 Years HC

CM-20 PROJECT FILES ACT + 10 Years HC

CM-20 PROJECT FILES ACT + 10 Years HC

CM-21 PRESS RELEASES / BRIEFS ACT (Active ceaseswhen no longer useful)

HC Non legally required pressreleases.

CM-22 ADVERTISING

Copy for display advertising for City departments in localpublications. This includes Board Meetings, Chamber ofCommerce Budget Hearings, etc.

ACT (Active ceases

when no longer useful)

HC

CM-23 EVENTS PLANNINGPlanning, coordinating files, notes for city events such asbuilding ground-breaking, openings, etc. Can includephotographs

ACT (Active ceaseswhen no longer useful)

HC

CM-24 PUBLICATIONS, EXTERNALPublications, clippings, articles published externally aboutthe City of Broomfield. See CM-03 for InternalPublications.

Permanent HC Note: the Broomfieldnewspaper should bemicrofilmed.

CM-25 TELEPHONE INFORMATION SYSTEM

Records related to the coordination of the CitysInformation Line. Includes recording information, responseinformation, use statistics, promotional brochure, and thesoftware required to operate and manage the InformationLine.

ACT HC

MA

CM-26 MEDIA CONTACT FILES ACT HCMA

CM-27 PUBLIC ADVERTISINGFiles related to the approval of private advertising in publicspaces, e.g. bus stops. These files contain advertising copyand correspondence regarding approval/rejection of

CY+5 HC


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advertising.

CM-28 PROCLAMATIONSRoutine proclamations that are not part of the City Councilproceedings and minutes.

ACT MA

CM-29 BIOGRAPHICAL FILESBiographical files for city officials for the Citys web siteand historical purposes.

ACT HCMA

CM-30 ADA COORDINATIONInformation necessary for coordination of the Citys ADA(Americans with Disabilities Act) Program.

CY+7 HC

CM-31 VOLUNTEER CERTIFICATESInformation necessary to generate volunteer certificates.Record of volunteer certificates that have been generated.

ACT MA

FI-19 ACCOUNTING RECORDSa) GENERAL LEDGER PERMANENT Yes

FI-19 ACCOUNTING RECORDSJOURNALS - Cash Receipt, Encumbrance, Disbursement,A/R, A/P, General

CY + 6 YearsYes

FI-19 ACCOUNTING RECORDSc) TRIAL BALANCE

CY + 2 YearsYes

FI-19 ACCOUNTING RECORDSd) POLICE PENSION RECORDS

Last Payout + 2 Years Yes

FI-20 RECEIPTSDaily, Numerical, Cash Register Tapes CY + 1 Year Yes

FI-21 INVESTMENT RECORDSInvestment Purchase/Sale Confirmations, Quotes,Negotiations, Monthly Statements, Internal schedule ofallocation of interest among funds

CY + 10 Years Yes

FI-22 AUDIT RECORDSa) AUDITS PERMANENT

FI-22 AUDIT RECORDSb) AUDIT WORKPAPERS

10 Years

FI-23 BOND RECORDS


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a) BOND REGISTER PERMANENT Yes

FI-23 BOND RECORDSb BOND RECORDS) BONDS

Maturity + 1 Year Yes

FI-23 BOND RECORDSc) BOND COUPONS

Maturity + 1 Year, IFALL Coupons Paid. Ifnot, Coupons may beDestroyed IF CertifiedList Maintained in Lieuof Coupons.

Yes

FI-23 BOND RECORDS

d) PAYING AGENTS RECORDSOfficial Statements, Underwriters Book, Debt ServiceSchedules, Debt Closing Documents, and related records.

Maturity + 1 Year Yes

FI-24 BANKING RECORDSIncludes cancelled checks, deposit slips, statements,reconciliations, certificates of deposit, and related records.

CY + 6 Years Yes

FI-25 BID RECORDSa) BID SOLICITATIONS CY + 2 Years

FI-25 BID RECORDSb) UNSUCCESSFUL BIDS

CY + 2 Years

FI-25 BID RECORDSc) SUCCESSFUL BIDS

CY + 6 Years Yes

FI-26 MONTHLY FINANCIAL REPORT CY + 2 YearsFI-27 URBAN RENEWAL LOAN CASE FILESLoans to individuals by city.

EXP + 6 Years

FI-28 SALES/USE TAX TRANSACTION LOG CY + 2 Years

FI-31 CITY BUDGET PERMANENT Yes

FI-41 SYSTEM BACKUP DATA, DAILY MA Yes

FI-42 SYSTEM BACKUP DATA, WEEKLY MA Yes

FI-43 SYSTEM BACKUP DATA, MONTHLY MA Yes

FI-44 SYSTEM BACKUP DATA, QUARTERLY MA Yes

FI-45 SYSTEM BACKUP DATA, ANNUAL MA Yes

FI-46 OPERATING SYSTEM SOFTWARE MA Yes


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FI-47 APPLICATIONS SOFTWARE MA Yes

FI-48 DOCUMENTATION, DEVELOPED SOFTWARE MA Yes

FI-61 PAYROLL REGISTERa) Bi-weekly report of all payroll detail

CY+1 HCMA

FI-61 PAYROLL REGISTERb) Quarterly summary of payroll, does not include all

detail

Permanent HCMA

Yes

FI-62 EMPLOYEE TIME SHEETS CY+3 HCMA

FI-63 W-2 EMPLOYEE WAGE & TAX STATEMENT

Maintained by tax year and social security number.

CY+4 HC Yes The W-2s are currently locked

up in the safe.FI-64 W-4 EMPLOYEE WITHOLDING ALLOWANCE

CERTIFICATE

ACT+1 HC The W-4s can be destroyed 1year after a person terminatesproviding the have beenaudited.

FI-65 GARNISHMENTS ACT+3 (Active ceaseswhen garnishment iscomplete)

HC

FI-66 PERSONNEL ACTION FORMS (GREEN COPY) -ThePAF form is generated by Personnel and provides Payrollwith the information necessary to make changes to

employees payroll. The official copy is maintained in thepersonnel file.

CY+1 HC These copies can be discardedprovided the payroll register ismaintained (bi-weekly or year

end?).

FI-67 941 RECONCILIATIONS, QUARTERLY CY+6 HC

FI-68 STATE UNEMPLOYMENT INSURANCEQUARTERLY REPORT

CY+6 HC

FI-69 W-2 YEAR END DISKThis is a diskette of summary W-2 data sent to the U.S.Government at year end. The information is contained onthe Payroll system and could be regenerated at any time?

CY+1 MA

FI-70 VACATION, SICK LEAVE, COMP ACCRUALSREGISTER

CY+5 MA Yes


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This register includes FMLA, Family and Medical LeaveAct information.

FI-71 ACCOUNTS PAYABLE RECORDSIncludes Purchase Orders, Invoices, Shipping Receipts,Back Order Notices, Check Copy, Check Requests, PettyCash Reimbursement Requests, and related records.

CY + 6 Years Yes

IN-21 EMPLOYEE BENEFIT POLICIES, PLANS ANDCONTRACTSInsurance policies, plans, and contracts for employeebenefits. These policies include: life, ADD, LTD, FPPA

(non-pension), medical insurance; dental insurance;employee assistance program; prescription drug insurance,etc.

ACT+3 HC Yes active ceases when benefit isreplaced, changed, cancelled orterminated

IN-22 MEDICAL INSURANCE TRUSTEES MEETINGMINUTES AND UNAUDITED FINANCIAL

STATEMENTS

ACT+3 HC Active ceases when planterminates

IN-23 ENROLLMENT FORMS (NOT PENSION)FPPA (non-pension), medical/dental insurance, Section 125,life insurance, etc.

ACT+1 HC

IN-24 COBRA OFFER LETTERSLetters documenting that ex-employees have receivedCOBRA offer letters.

CY+1 HCMA

IN-25 UNEMPLOYMENT AND MEDICAL INSURANCECLAIMSThese are administered by a third party.

ACT+3 HC Active ceases when lastpayment on claim is made)

IN-26 UNEMPLOYMENT INSURANCE QUARTERLYREPORTS

CY+2 HC

LB-19 LIBRARY CATALOGLibrary catalog of library holdings. The catalog is inelectronic format.

SUP MA Yes The library catalog isoutsourced to the City ofBoulder.

LB-20 LIBRARY SHELF LIST (??)A list of all library holdings arranged by call number. Usedfor inventory purposes.

SUP HCMA

There are some issues withgetting a shelf list producedfrom the current automatedsystem.


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LB-21 LIBRARY CIRCULATION RECORDSTransaction records for making library materials andequipment available to library clientele. It includesdelinquent records and charges, reciprocal borrowingsheets, copies of incoming and outgoing interlibrary loanrequests for books, magazine articles, microfilm, renewalsand subject searches.

CY+3 MA

LB-22 REGISTRATION CARDSRecords of all registered library patrons.

ACT+1 HC Library card records are nolonger active when they arecancelled or when there is no

activity for 3 years.LB-23 ACQUISITION RECORDS

Records created as part of the acquisition process, includingcheck requests, order copies, receipt acknowledgements,serials check-in records, etc. This category includes PartialU.S. Government Document Depository Shipping Lists.

CY+3 HC

LB-24 PUBLIC MEETING NOTICESNotices of Library Board Meetings required to be posted onthe Citys public notice board.

PERMANENT HC

LB-25 LIBRARY BOARD MINUTES PERMANENT HC

LB-26 FRIENDS OF THE LIBRARY FILESFiles of Friends activities including projects, meeting

minutes, gifts, displays, exhibits, etc.

CY+6 HC

MC-18 SUMMONS AND COMPLAINTS, TRAFFICa) NON OUTSTANDING JUDGEMENTS/WARRANTS CY + 3 Years HC

1974-92, Microfilm. 1993, 94,part 1995, Optical.

MC-18 SUMMONS AND COMPLAINTS, TRAFFICb) WITH OUTSTANDING JUDGEMENT/WARRANT

LIENS

Date Filed + 5 Years HC

MC-18 SUMMONS AND COMPLAINTS, TRAFFICc) NON DEFAULT

Date Filed + 5 Years HC

MC-19 SUMMONS AND COMPLAINTS, GENERALORDINANCE

CY + 3 Years HC 1974-92, Microfilm. 1993, 94,part 1995, Optical.

MC-20 WARRANTS 5 Years HC Yes 1974-92, Microfilm. 1993, 94,


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MIOP

part 1995, Optical.

MC-21 CASE FILES & SUPPORTING DOCUMENTATIONa) TRAFFIC- NON OJ/W, TRAFFIC-WITH

DEFAULT, GENERAL ORDINANCE

CY + 3 Years HCMIOP


MC-21 CASE FILES & SUPPORTING DOCUMENTATIONb) TRAFFIC- WITH OJ/W LIENS

CY + 5 Years HCMIOP


MC-22 PARKING SUMMONS & PARKING FINE RECORD CY + 1 Year HCMA

MC-23 DOCKET SHEETS CY + 7 Years HCMA

MC-24 JURY PANEL LISTS AND INSTRUCTIONS CY + 2 Years HC

MC-25 APPEAL TRANSCRIPTS 7 Years + current HC

MC-26 TAPES OF COURT PROCEEDINGS Judgement EnteredAND All Rights of

Appeal EXP+ 2 years

MA Tapes erased and reused aftercompletion of retentionrequirement.

MC-27 JUVENILE SUPPORT PROGRAM (JSP) RECORDSa) CASE FILES Informal probation program, documents

include intake interview, background information, priorhistory, investigation, repot to judge, monthly updates,substance abuse and clinical evaluations, and other,

related documents.

Termination + 5 Years HC

MC-27 JUVENILE SUPPORT PROGRAM (JSP) RECORDSb) SUPERVISOR LIST

US MA Excel database

MC-27 JUVENILE SUPPORT PROGRAM (JSP) RECORDSc) PRISONER TRANSPORTATION LOGS

5 Years MA Excel database

MC-27 JUVENILE SUPPORT PROGRAM (JSP) RECORDSd) PROCESS SERVICE LOGS

5 Years MA Excel database

MC-28 DOCKET MANAGEMENT SYSTEM, INACTIVE Obsolete computer system for inactive dockets.

MA DOS based system, no longersupported or updated. Newdockets on HTE system.

PD-15 GRANT RECORDS Administration Division


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Item

No.






Including grant application, notice of award,contract/agreement, correspondence, timesheets, invoices,check copies, staffing/retention records, and other, similarrecords.a) FEDERAL EXP + 3 Years

PD-15 GRANT RECORDSb) STATE

EXP + 5 Years

PD-16 CRIME RECORDS, ADULTIndividual record, includes mugshots, booking reports,custody sheet, and other information on paper and entered

into HTE system

75 Years* HCMAMI

OP

*Hard Copy to be retained untilsuccessfully imaged ormicrofilmed + 30 Days

PD-17 CRIME RECORDS, JUVENILEIndividual record, includes mugshots, booking reports,custody sheet, and other information on paper and enteredinto HTE system

8 Years or when anexpungement order issigned.

HCMAMIOP

*Hard Copy to be retained untilsuccessfully imaged ormicrofilmed + 30 Days

PD-18 CASE FILESIncludes call for service from citizen, or self initiatedactivity by officer, officer report, witness report(s), CADnotes, Watch Officer review and approval, etc.

5 Years unlessincorporated into CrimeRecords

HCMAOP

PD-19 PERSONNEL RECORDSa) DEPARTMENTAL PERSONNEL FILEContains records of training completed, and certifications

awards and commendations received by officers.

Termination ofEmployment

Upon termination file to beforwarded to PersonnelDivision of Support Services

PD-19 PERSONNEL RECORDSb) PERFORMANCE LOG

Copies of officer evaluations

1 Year Patrol DivisionOriginals maintained inPersonnel Division of SupportServices Department

PD-20 INTERNAL INVESTIGATION RECORDSInitial complaint, investigation records, reports, disposition,notice of disciplinary action, etc.

Disposition + 5 Years HCMA

Internal Investigations Division

PD-21 TRAINING RECORDSRecords of in-house developed or delivered training,including curriculum, scripts, handouts, ect. Not specific toany officer receiving training.

US Training Division


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Item

No.






PD-22 INTELLIGENCE FILESa) OPEN

Research and information available to all officersACT

Internal Investigations DivisionDispose by shredding or othermeans which protectsinformation and sources.

PD-22 INTELLIGENCE FILESb) CLOSED

Confidential information from informants pertaining tonarcotics, sex offenders, etc. where information access islimited to designated officers.

ACT Internal Investigations DivisionDispose by shredding or othermeans which protectsinformation and sources.

PD-23 LOGS

a) ADULT BOOKING 75 YearsPD-23 LOGS

b) JUVENILE BOOKING90 Years

PD-23 LOGSc) CRIMINAL HISTORY

???

PD-23 LOGSd) TOWED VEHICLE

1 Year MA Patrol Division

PD-23 LOGSe) LOST ANIMAL

1 Year MA

PD-23 LOGSf) FITNESS ROOM VISITOR LOG

1 Year

PD-23 LOGSg) SHOOTING RANGE LOG AND SCHEDULE

1 Year

PD-24 ENTRY CARDSData entered into State of Colorado Crime ReportingSystem

ACT + 30 Days

PD-25 LICENSES AND REGISTRATIONSa) ANIMAL REGISTRATIONS EXP HC Issued by veterinarians

PD-25 LICENSES AND REGISTRATIONSb) BICYCLE REGISTRATIONS

EXP HC Issued by Fire Stations

PD-25 LICENSES AND REGISTRATIONSc) SOLICITORS LICENSE

EXP + 1 Year HC Short term license to permitsolicitation in city.

PD-26 ABANDONED VEHICLES Disposition of Vehicle HC


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ItemNo.






+ 2 Years

PD-27 ANIMAL CONTROL RECORDS DOMESTIC 1 Year

PE-18 EQUIPMENT FILESManuals, operating instructions, maintenance information,warranties, safety certifications (e.g. playgroundequipment), for equipment purchases by the City fordepartment use or administered by the department forpublic use. Does not include vehicles or capital equipmentvalued over $20,000.

ACT HC

PE-21 PERSONNEL RECORDS, FULL-TIME

Official copy of information pertaining to each full-timecity employee, includes application, reference checks,interview results, pre- and post-employment testing,personnel action forms, performance evaluations, drugscreening results, physicals (for Police), corrective anddisciplinary actions, administrative hearings for demotions suspensions - terminations, job analysis questionnaires,life guard certifications, CPR certifications, etc.

TRM+56 HC

MI

PE-22 PERSONNEL RECORDS, PART-TIME ANDTEMPORARYThese files contain the same information as the full-timeemployee files.

ACT+3 HC

PE-23 VOLUNTEER APPLICATIONSCopy of volunteer applications. ACT+1 HC

PE-24 I-9 FORMSEmployee immigration information which must beavailable for auditing by U.S. Immigration.

ACT+3 HC

PE-25 EMPLOYEE HANDBOOK US+3 HCMA

PE-26 PERSONNEL MERIT COMMISSIONMeeting information including minutes and actions.Includes appeal files for disciplinary action, termination,suspension, or demotion.

CY+3 HCMA


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ItemNo.






PE-27 EMPLOYEE GRIEVANCES CY+3 HC

PE-28 CIVIL RIGHTS CASE FILES ACT+3 HC

PE-29 EMPLOYEE REVIEW COMMITTEE ELECTIONRESULTS

CR+1 HCMA

PE-30 EMPLOYEE REVIEW COMMITTEE MINUTESThe Employee Review Committee was established byordinance. The Committee serves non-exempt and non-supervisory exempt employees and is elected by this group.It meets bi-monthly.

CR+3 HCMA

PE-31 EMPLOYEE CONCERNSThis information is collected during exit interviews. It ismaintained in a notebook.

CY+3 HC

PE-32 EEO BI-ANNUAL REPORT ACT+3 (plus federaland state auditcomplete)

HC

PE-33 EEO INFORMATIONThis is a temporary form used for data entry into the payrollsystem to collect data for EEO reporting.

ACT HC Active ceases when data isentered into payroll system

PE-34 DRUG TESTING RECORDS, NEGATIVE RESULTSDrug testing records for DOT compliance.

CY+1 HC

PE-35 DRUG TESTING RECORDS, POSITIVE RESULTSDrug testing records for DOT compliance.

CY+4 HC Yes

PE-36 EMPLOYMENT VERIFICATION AUTHORIZATION CY+1 HCPE-37 LEAVE REQUESTS (FMLA)

These are maintained separately in a leave folder.CY+3 HC Federal requirement for these

records is three years.

PE-38 RETURN TO WORKThis form is filled out by a doctor for employees returningfrom medical or injury leave.

CY+1 HC

PN-21 PENSION PLANSIncludes the plan itself, and relevant explanations.Includes contract documents if the plan ishandled/administered by a third party.

ACT+3 HC Yes Active ceases when plan is nolonger active and last survivingbeneficiary has been paid in full

PN-22 IRS DETERMINATION LETTER US HC


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ItemNo.






PN-23 PENSION COMMITTEE RECORDSMinutes of pension committee meetings, includes yearlyelection notice and ballots.

CY+3 HCMA

PN-24 PENSION PLAN STATEMENTS WITHBENEFICIARY WITHDRAWAL DETAILRegular reports showing employee status, contributions,pension benefit payments, etc.

ACT+3 HC Active ceases when lastsurviving beneficiary has beenpaid in full

PN-25 PENSION ACTUARIAL REPORTSActuarial reports for specific pension funds.

CY+3 HC

PN-26 PENSION INVESTMENT REPORTS

Periodic reports showing the performance of the Pensionfund.

US HC

PN-27 PENSION ENROLLMENT FORMS Until superseded orbenefit is still owed + 6

years

HC

PN-28 PENSION BENEFIT WAIVERSEmployee waivers for pension plans. Waivers are the legaldocuments showing that the employee waived the benefit.

PERMANENT HC

PN-29 QDROSDomestic relations orders for beneficiaries with rights toreceive pension benefits, e.g. ex-spouses.

ACT+3 HC Active ceases when benefit ispaid

PN-30 HIDDEN PAYCHECK BOOKThis is a convenience record for employees. It is a year endsummary of total compensation including the City portionof benefits. The employee receives their copy and a copy ismaintained by Personnel.

ACT+5 HC

PN-31 PENSION WITHOLDING CALCULATIONSThis information is sent in electronic form to the Pensionmanagers for adding/changing pension benefits andbeneficiaries.

CY+1 HCMA

PN-32 PENSION RECONCILIATION PAPERSReports used to reconcile information on employeespension calculations. These are routine for Pensionsadministered for the City by third parties.

ACT HCMA


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ItemNo.






PR-19 OPEN SPACE ADVISORY COMMITTEE MINUTESThis file includes agendas, packets and the official minutesof the meetings of the Open Space Advisory Committee. Itdoes not include minutes of Sub-Committees.

PERMANENT HC

PR-20 OPEN SPACE ADVISORY COMMITTEECONSTITUENT CORRESPONDENCERoutine correspondence to Advisory Committee members.

CY+3 HC

PR-21 VOLUNTEER FILESFiles of volunteers, e.g. coaches, including application,activities, practices, parent sign-up sheets for the volunteers

activity with participants, complaints, commendations, etc.[Note: fingerprints and background checks for volunteersare kept in Personnel.]

ACT+3 HC

PR-22 REPORTS, MONTHLY FINANCIAL CY+1

PR-23 REPORTS, YEARLY FINANCIAL CY+2

PR-24 REPORTS, EXPENSE BY PROGRAMDetails of receipts and expenses for recreation programsused for planning purposes.

CY+2

PR-25 REPORTS, INCIDENT (Copy)Incident reports for damage to property, stolen property,accidents, etc.

CY+1 HC Official copy with Personnel.

PR-26 DAILY CLOSEOUT SHEETSheets with cash, check, and credit cards detail. This is sentto finance where the deposit is made. Walk-in registrationreceipts are attached to the daily closeout sheets.

CY+1 HC A copy is sent to Finance fordeposit.

PR-27 PROGRAM AND ACTIVITY RECORDSRecords related to sports, recreational, or cultural activitiesand programs sponsored by the city, including activityschedules, programs, rosters, status sheets, scorebooks,rules and regulations, advertising, activity planning records,and all other similar records.

2 years HC

PR-28 RECREATIONAL FACILITIES USE PERMITSPermits for the use of parks, shelters, ball fields, recreationcenter, The Bay and other city-owned recreational

CY+1 HC


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ItemNo.






facilities.

PR-29 REPORTS, SWIMMING POOLSwimming pool and Bay water quality test and analysisreports. These tests are done 3x per day.

CY+1 HC

PR-30 LETTER OF CREDIT FILELetters of credit for customers that have credit on the booksfor use at a later time.

CY+1 HC

PW-15 MATERIAL SAFETY DATA SHEETS (MSDS)Material safety data sheets supplied to local government bymanufacturers or distributors of hazardous chemicals.


government, as applicable.PW-21 GRANT RECORDS

a) GRANT APPLICATIONS, UNSUCCESSFUL 2 Years

PW-22 GRANT RECORDSb) GRANT APPLICATIONS, SUCCESSFUL AUD + 10 Years

PW-22 GRANT RECORDSc) NOTICE OF FINANCIAL ASSISTANCE AWARD

Notice from Federal DOE regarding amount of fundingCity will receive in fiscal year.

AUD + 10 Years HC Subject to Audit by DOE

PW-22 GRANT RECORDSd) FINANCIAL STATUS REPORT, QUARTERLY

Report to DOE, of cash expenditures during reportingperiod.

5 Years HC

PW-22 GRANT RECORDSe) FINANCIAL STATUS REPORT, ANNUAL

Report to DOE of cash expenditures during year.

10 Years HC

PW-22 GRANT RECORDSf) REQUEST FOR REIMBURSEMENT

Submitted to DOE for reimbursement of fundsexpended.

AUD + 10Years HC

PW-22 GRANT RECORDSg) CORRESPONDENCE AND RELATED

DOCUMENTATION

AUD + 10 Years


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ItemNo.






PW-23 WATER PURCHASE AGREEMENTSFor raw and treated water, includes settlement sheets,agreements, escrow records, and related records.


HC Yes

PW-31 REGIONAL AIR QUALITY ANNUAL REPORTTo Colorado Department of Health

5 Years HC

PW-32 SERVICE WORK REQUEST RECORDSIncludes request, work order, work performed and hourscharged

ACT HC Retain until data entered intoSWR system and verified.

PW-33 SERVICE WORK REQUEST (SWR) SYSTEM DATAIncludes same information as above, entered into SWR

system, and maintained electronically.

ACT + 1 Year MA

PW-34 ADOPT A STREET/PARK/OPEN SPACE RECORDSa) ADOPTION AGREEMENT EXP or termination of

instrument according toits terms

HC Duplicate copy retained foradministrative purposes only.Original agreements maintainedelsewhere.

PW-34 ADOPT A STREET/PARK/OPEN SPACE RECORDSb) OTHER RECORDS

Correspondence, procedures, cleanup notifications,Work Orders for Signs and pickup provided by City.

ACT

PW-35 STREET MAINTENANCE RECORDS 10 Years

PW-36 SNOW REMOVAL RECORDS 2 Years

PW-41 UNDERGROUND STORAGE TANK RECORDSFor City owned petroleum, fuel, and waste oil storagetanks. Includes computer monitoring and testing records.

AUD + 5 YearsAUD + 5 Years

HCMA

Subject to audit by ColoradoDepartment of Revenue

PW-42 DRIVERS RECORDS, DOTDrug tests, accident reports, investigations, and other,related records required by the US Dept of Transportation

CE + 5 Years HC Subject to audit by DOT

PW-43 VEHICLE RECORDS, DOTAnnual vehicle inspections, pre/post trip vehicle reports,and other, related records required by the US Dept ofTransportation

LA + 5 Years HC Vehicles with GVW over10,000 lbs. subject to audit byDOT.

PW-44 VEHICLE MAINTENANCE RECORDS LA + 5 Years HC


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ItemNo.






Work orders, parts lists, time records and other recordsdocumenting maintenance of City owned vehicles.

LA + 5 Years MA

PW-45 VEHICLE EMISSIONS REPORTSAnnual report of vehicle diesel emissions to Colorado Deptof Health, using state supplied forms.

CE HC

PW-46 WASTE OIL REMOVAL RECORDSReceipts for waste oil picked up from City waste oil storagefacilities.

CE + 2 Years HC

PW-71 PLANT OPERATION RECORDSa) DAILY

Includes logs, charts and other daily operational data

5 Years HC

PW-71 PLANT OPERATION RECORDSb) MONTHLY

Includes monthly reports and operational data

5 Years HC

PW-72 STATE OF COLORADO REPORTSIncluding fluoride, turbidity, and other periodic reportsfiled with the State of Colorado

10 Years HC

PW-73 LABORATORY RECORDSInspection reports, calibration data

10 Years HC

PW-74 EQUIPMENT RECORDSIncluding manuals, calibration, maintenance and otherequipment records

LA + 2 Years HC

PW-75 INSPECTION RECORDSIncludes Fire Department, State Treatment Facility Reports,and other, similar records and reports

10 Years HC

PW-76 RAW WATER RECORDSRecords pertaining to raw (untreated) water transportedfrom the Northern Colorado Water Conservancy Dist, andother sources utilized by the City. These records DO NOTinclude agreements or financial records, which aremaintained elsewhere in the Public Works Department.

5 Years HC

PW-77 RESERVOIR RECORDSa) EMERGENCY ACTION PLAN US + 1 Year

HC Yes


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ItemNo.






PW-77 RESERVOIR RECORDSb) INCIDENT REPORTS

3 Years HC

PW-78 WATER QUALITY RECORDSa) CHEMICAL ANALYSES 10 Years

HC

PW-78 WATER QUALITY RECORDSb) BACTERIOLOGICAL REPORTS

5 Years HC

PW-78 WATER QUALITY RECORDSc) VARIANCES/EXEMPTIONS GRANTED

5 Years HC

PW-78 WATER QUALITY RECORDSd) DRINKING WATER REGULATION VIOLATION

RECORDS

3 Years HC

PW-81 SEWER DISCHARGE PERMITS EXP + _ Years Yes

PW-82 SEWER DISCHARGE REPORTSNPDES reports and spill reports to the Water ControlDivision of the Colorado Department of Environment

5 Years

PW-83 INDUSTRIAL PRETREATMENT PROGRAMRECORDSLegal authority to operate, permits, annual reports

3 Years

PW-84 INDUSTRIAL PRETREATMENT OPERATINGRECORDSMonitoring reports, inspection reports, notices of discharge,QA/QC reports, industrial user reports, chain of custodyrecords, etc.

3 Years

PW-85 INDUSTRIAL PRETREATMENT EQUIPMENTRECORDSManuals, calibration records, maintenance records, etc.

LA + 2 Years

PW-86 WASTEWATER TREATMENT EQUIPMENTRECORDSBench sheets, calibration data, quality control charts, andreports required by permit

AUD + 3 Years Subject to audit by EPA &Colo. Depth of Health

RE-21 JOB DESCRIPTIONSA description of all city jobs. For new jobs a job analysisquestionnaire is filled out by the requesting department.

ACT MA


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RE-22 SALARY SCHEDULESSchedules of salary ranges for specific jobs within the city.

CY+6 HC+MA

RE-23 SALARY SURVEYS SUMMARY INFORMATION &WORKSHEETSInformation pertaining to determining salary ranges basedon surveys of local salaries.

CY+1 HC+MA

RE-24 JOB REQUISITION FILESJob requisition files include: job requisition, jobdescription, application supplement, interview questions,internal and external advertising, and testing masters.

CY+3 HC

RE-25 RECRUITMENT & SELECTION ELIGIBILITY LIST CY+3 HCMA

RE-26 APPLICANTS NOT HIRED APPLICATIONS CY+3 HC

RE-27 APPLICANT EEO STATISTICS CY+3 HC

RE-28 FINGERPRINTS AND BACKGROUND CHECKSFingerprints and background checks are maintained for full-time employees, part-time employees, temporaryemployees and volunteers. They are kept in binders by typeof employee and then alphabetically.

ACT+3 HC

RM-21 PROPERTY/CASUALTY INSURANCE POLICIESPolicies and annual renewal applications. Includesamendments for vehicles, property and activities. Includes

policies for general liability, errors and omissions, policeliability, public and officials liability, auto liability.

ACT+3 HC Active ceases when policycancels

RM-22 PROPERTY/CASUALTY INSURANCE CLAIMSClaim files, copies at the City if handled by a third party.

ACT+8 HC

RM-23 PROPERTY/CASUALTY LOSS CONTROLSTANDARDS AUDIT

CY+5 HC

RM-24 PROPERTY/CASUALTY FACILITY SURVEYAnnual CIRSA property/facility survey. Includesrecommendations and responses by the City.

CY+3 HCMA

RM-25 CERTIFICATES OF INSURANCECertificates of insurance for City insurance policies.

ACT+3 HC Active ceases when policycancels


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ItemNo.






RM-26 WORKERS COMP INSURANCE POLICYPolicy file and correspondence with third party whoadministers the program.

ACT+3 HC (Active ceases when policycancels and last beneficiary ispaid)

RM-27 WORKERS COMPENSATION CASE FILESBroomfield contracts with CCIA to manage the workerscompensation process. Includes First Report of Injury.There are some duplicate files maintained at the City byRisk Management. These are filed sequentially by year-based case number.

ACT+8 HC Active ceases with settlementof claim) (CCIA RetentionPeriod)

RM-28 ANNUAL WC PREMIUM AUDIT CY+5 HC

RM-29 WORKERS COMP PREMIUM COSTCONTAINMENT CERTIFICATION/

RECERTIFICATION REPORTSThese reports are sent to the U.S. Department of Labor toshow that the City has approved loss control measures inplace and follows an approved 10-step Loss Control ActionPlan (WC). Annual Loss Control Standards Audit usingstandards developed by the CIRSA Safety Committee.

CY+3 HC

RM-30 ACCIDENT/INJURY REPORT FORMS ANDSUPERVISORS INVESTIGATION REPORT FORMThese forms are filled out for each accident or injury. Thefront side which is the Accident/Injury Report provides forrefusal of medical treatment by the employee. The backside is the Supervisors Investigation Report Form and isfilled out if the accident involves City eomployees orproperty. See also First Report of Injury.

CY+3 HC

RM-31 SAFETY COMMITTEE MEETINGSIncludes agendas, packets and minutes.

CY+3 HCMA

RM-32 ACCIDENT REVIEW COMMITTEEThis is a sub-committee of the Safety Committee. Includesminutes and Summary of Actions Taken on variousaccidents.

CY+3 HCMA


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RM-33 SAFETY INCENTIVE PROGRAMInformation on safety program including policies,procedures, tracking, non-cash awards, gift certificates, etc.

CY+3 HCMA

RM-34 VEHICLE TITLES AND REGISTRATIONSFor city-owned vehicles.

ACT+1 HC (Active ceases when vehicle isdisposed of)

RM-35 SURPLUS PROPERTY AUCTION RECORDSRecords related to items for auction. Includes financialrecords of sales which are forwarded to Accounting forhandling.

ACT HCMA

RM-36 BUILDING MAINTENANCE FILES

Files on tenant meetings, safety concerns and generaladministrative matters for #6 Garden Center, #12 GardenCenter, Depot Museum.

ACT+3 HC

MA

SS-18 VOLUNTEER FILESApplication, evaluations, shop liability waiver, shopsupervisor agreement, etc.

ACT + 7 Years HC

SS-19 PROGRAM FILESFiles for specific programs including publicity, descriptiveinformation, contracts (copies), letters of agreement(copies), evaluations, budget information, etc.

ACT+5 Years HC

SS-20 RESOURCE FILESInformation files for use by the staff and constituents.Includes information on services to seniors in the area, and

forms that seniors might need like handicapped parking.

ACT HC

SS-21 CLIENT FILESFiles for constituents that are being tracked because theyare receiving special attention such as home visits.

ACT+? Years HC

SS-22 SENIOR TRANSPORTATION SCHEDULESchedule for transportation, e.g. buses, provided to seniorsthrough block grants.

ACT HC

SS-23 SENIOR TRANSPORTATION STATISTICSStatistics maintained about senior transportation fortransportation block grant.

ACT+? Years HC


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SS-24 VOLUNTEER ORIENTATION INFORMATIONRecords used in volunteer orientations. Includes rules andregulations, videos, description of volunteer jobs, on the

job training, volunteer rights, information on fingerprintand background checks.

ACT HC

SS-25 SENIOR RESOURCES OF BROOMFIELD, INC.Agendas, Board Packets, Minutes.

Permanent HC

UB-19 SERVICE ORDERSService orders are used to generate activity, e.g. final readsfor residents who are moving, water meter reading problem

checks, meter repair and/or replacement, meter shut-off fornon-payment, etc. These are filed by address within a streetfile. Service orders are generated from HTE system,portions of the from completed orders are entered into HTEsystem.

CY+2 HCMA

Paper copies of the serviceorder can be retrieved forclaims when there is an

incorrectly operating meter.

UB-20 PAYMENT STUBS, WATER AND SEWERReceipt copy of water and sewer bill sent to the lock boxwith payment. These are generated from HTE system.

CY+1 HC

UB-21 WATER METER READING RECORDSWater meter readings from radio reads and hand held units.

CY+2 MA

UB-22 CUTOFF AND SHUTOFF LISTINGSWeekly cutoff list generated from HTE system of metersthat should be tagged with yellow warning tags. Weekly

shutoff list used to generate Service Orders for shutoffs.These records are filed by cycle, then route, then customer

CY+1 HC

UB-23 WATER AND SEWER LICENSE (COPY)A copy of the original license is sent from the BuildingDepartment to Utility Billing for getting the correct serviceinformation added to the HTE system for billing

CY+1 HC Note: If official copy ismaintained in Building doesUtility Billing need to keepcopy?

UB-24 AUTHORIZATION AGREEMENT FOR EFTPAYMENTAgreement authorizing the City to debit the customers bankaccount for water and sewer. Contains voided checkattached to agreement.

ACT+1 HC Yes


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UB-25 DAILY CASH RECEIPT TRANSACTION ANDRECONCILIATION RECORDSHousekeeping records to track all lock box deposits andEFTs from debit banking.

CY+2 HC

UB-26 UTILITY BILLING STATISTICS REPORT,MONTHLYComprehensive spreadsheet report summarizing statisticsfor various services. Sent to Finance and Assistant CityManager. Some of information comes from sources otherthan HTE system.

CY+2 HCMA

UB-27 BANK DRAFT LISTINGWeekly listing of all EFT amounts to be debited fromcustomer accounts where an Authorization Agreement forEFT of Payments is in place.

CY+2 HC Norwest Bank in Broomfield isthe agent for doing the debitingwith other banks.

UB-28 TEMPORARY WATER PERMITSPermits for temporary water supplies for constructionprojects. Up front payment is required for a permit and as adeposit for temporary water meter. A copy of this payment(photocopy of check) is attached to the permit. UtilityBilling is responsible for routine billing. Any remainingbalances are refunded using a check request to Finance.

TRM+1 HC Terminated means that all finalpayments have been receivedand there are no monies owingto the city.

UB-29 ACCOUNTS RECEIVABLE, OTHERThis is a file of miscellaneous billing by city. Billing

requests come in including temporary water permits, permitand sampling for industrial pretreatment, off-duty policehours, ambulance company fuel billings, etc. These filesinclude billing requests, invoices, cashiers receiptsincluding the check number, date, amount and paymentstub, if available. Collections are done by Utility Billing

CY+2 HC

UB-30 SEWER AVERAGE WINTER CONSUMPTIONREPORTHardcopy of water winter consumption used to calculateyearly sewer rates.

CY+1 HCMA


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UB-31 ACCOUNT MAINTENANCE FORMThe account maintenance form is for name changes, phonenumber changes, address changes. All new licensees havean Account Maintenance Form for correct formatting ofinformation from the License for data entry.

CY+1 HC

UB-32 PAYMENT ARRANGEMENTSDelinquent accounts worksheet for payment arrangements.These are kept in a notebook and are checked beforecustomers are yellow tagged or shut off.

ACT HC

UB-33 ADJUSTMENT FORM

This form is used to record for data entry any adjustmentsto a customers bill for items such as a lead that causedabnormal water usage that has subsequently been fixed.

CY+1 HC

UB-34 HTE SYSTEMAutomated system used for Utility Billing, the electronicrecords that are part of this system will be scheduledseparately.

To Be Determined MA


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Department Codes for City of Broomfield

ALL = All departments (records series common to most/all city departments)CA = City AttorneyCC = City Clerk CD = Community DevelopmentCM = City Manager / Public Information OfficeFI = FinanceIN = InsuranceLB = Library BoardMC = Municipal CourtPD = Police DepartmentPE = PersonnelPN = PensionPR = Parks and RecreationPW = Public WorksRE = RecruitingRM = Risk ManagementSS = Senior Services

UB = Utility Billing

The following report has been approved by the Colorado State Archivist as of November 6, 2000


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ALL-01 CORRESPONDENCE AND MEMORANDAIncludes incoming and copies of outgoing correspondenceand internal correspondence and memoranda.

a) POLICY AND PROGRAM DEVELOPMENTCorrespondence and internal memoranda pertaining to theformulation, planning, implementation, modification, orredefinition of the policies, programs, services, or projects ofa local government.

5 years HCMA

ALL-01 CORRESPONDENCE AND MEMORANDAb) ADMINISTRATIVE - Correspondence and internalmemoranda pertaining to or arising from the routineadministration or operation of the policies, programs,services, and projects of a local government

2 years HCMA

ALL-01 CORRESPONDENCE AND MEMORANDAc) ROUTINE. - Correspondence and internal memorandasuch as letters of transmittal, requests for publications,internal meeting notices, and similar routine matters

ACT HCMA

ALL-02 b) SPECIAL REPORTS OR STUDIES - prepared byorder or request of the governing body or considered bygoverning body (as reflected in its minutes) or ordered orrequested by a state agency or court

PERMANENT HC

ALL-02 c) SPECIAL REPORTS OR STUDIES prepared byorder or request of chief administrative officer

5 years HC

ALL-02 d) MONTHLY, BIMONTHLY, QUARTERLY, ORSEMI-ANNUAL REPORTS

3 years HC

ALL-02 e) ACTIVITY REPORTScompiled on a daily or other periodic basis pertaining toworkload measures, time studies, number of publiccontacts, etc., except reports of similar types noted in this orother schedules.

1 year HC

ALL-02 REPORTS AND STUDIES (NON-FISCAL)Annual, sub-annual, or irregularly prepared reports,


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performance audits, or planning studies submitted togoverning body or chief administrative officer of a localgovernment or by local government to a state agency, asmay be required by law or regulation, on non-fiscalperformance of a department, program, or project or forplanning purposes, including those prepared by contractors.a) ANNUAL REPORTS PERMANENT HC

ALL-03 PUBLICATIONSPamphlets, reports, studies, proposals, and similar materialprinted by or for a local government or any of its

departments, subdivisions, or programs and distributed to orintended for distribution to the public on request anddepartmental or program newsletters designed for internaldistribution

PERMANENT (Onecopy of each)

HC Surplus Copies may be disposedof at any time.

ALL-04 DEPARTMENTAL NEWS RELEASES ACT HC

ALL-05 ORGANIZATIONAL CHARTS Until Superseded HC

ALL-06 POLICY AND PROCEDURE DOCUMENTATIONExecutive orders, directives, manuals, and similar documentsthat establish and define policies, procedures, rules, andregulations governing operations or activities of a localgovernment as a whole or any of its departments, programs,services, or projects.

Until superseded + 5years

HC

ALL-07 BUDGETWORKING PAPERScreated exclusively for preparation of budgets, includingbudget requests, justification statements, and similardocuments

2 Years HC

ALL-08 MINUTES (Staff).Minutes of internal staff meetings

ACT HC

ALL-09 CONTRACTS, LEASES, AND AGREEMENTSContracts, leases, and agreements, including reports,correspondence, performance bonds, and similar recordsrelating to their negotiation, administration, renewal, ortermination, except construction contracts


HC Yes


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ALL-10 RECORDS MANAGEMENT RECORDSa) RECORDS RETENTION SCHEDULESincluding all successive versions of and amendments toschedules)

PERMANENT HC

ALL-10 RECORDS MANAGEMENT RECORDSb) RECORDS DESTRUCTION DOCUMENTATIONRecords documenting destruction of records under recordsretention schedules, including requests submitted toColorado State Archives for authorization to destroy recordsor originals of Permanent records that have been

microfilmed.

PERMANENT HC Yes

ALL-11 COMPLAINTSComplaints received from public by a governing body orany officer or employee of a local government relating togovernment policy.

Resolution or dismissalof complaint + 2 years

HC

ALL-12 VISITOR CONTROL REGISTERSLogs, registers, or similar records documenting visitors tolimited access or restricted areas.

3 Years HC

ALL-13 TELEPHONE LOGS OR ACTIVITY REPORTSRegisters or logs of telephone calls made and similartelephone activity reports.

1 Year HC

ALL-14 POSTAL AND DELIVERY SERVICE RECORDSa) METER AND PERMIT USAGE RECORDS 1 Year HC

ALL-14 POSTAL AND DELIVERY SERVICE RECORDSb) REGISTERED, CERTIFIED, INSURED, ANDSPECIAL DELIVERY MAIL RECEIPTS ANDSIMILAR RECORDSof transmittal by express or delivery companies.

1 Year HC

ALL-15 DUPLICATE RECORDSCouncil Minutes, Ordinances, Resolutions, Employee TimeSheets, Purchase Orders, Requisitions

ACT HC

ALL-16 MATERIAL SAFETY DATA SHEETS (MSDS)Material safety data sheets (MSDS) supplied to localgovernment employers by manufacturers or distributors of



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hazardous chemicals. government, as applicable.

ALL-17 EQUIPMENT FILESManuals, operating instructions, maintenance information,warranties, safety certifications (e.g. playgroundequipment), for equipment purchased by the City fordepartment use or administered by the department forpublic use. Does not include vehicles or capital equipmentvalued over $20,000.

ACT HC

CA-18 LEGAL PROJECT FILESIncludes research, negotiations and other, related projectrecords.

ACT+10 HC

CA-19 LEGAL OPINIONSPrepared for City personnel or departments.

PERMANENT HC

CA-20 EXTERNAL RELATIONSCorrespondence to/from federal, state, and other local (cityand county) agencies and departments.

ACT+10 HC

CA-21 LEGISLATIONCopies of federal and state legislation of interest to the City.

ACT HC

CA-22 LITIGATION AND CLAIMSClaims and litigation files for claims and lawsuits broughtagainst the City.

ACT+10 Yes

CC-14 RESEARCH FILES ACT HC

CC-15 CITY COUNCIL RECORDSa) AGENDAS, PACKETS, MINUTES,


PERMANENT HCMA

Yes

CC-15 CITY COUNCIL RECORDSb) MEETING NOTICES

CY + 1 Year HC

CC-15 CITY COUNCIL RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES

CY + 5 Years MAHC

CC-16 LOCAL LICENSING AUTHORITY RECORDSa) AGENDAS, PACKETS, MINUTES, PERMANENT HC Yes


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RESOLUTIONS, ORDINANCES MA

CC-16 LOCAL LICENSING AUTHORITY RECORDSb) MEETING NOTICES

CY + 1 Year HC

CC-16 LOCAL LICENSING AUTHORITY RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES

CY + 5 Years MAHC

CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSa) AGENDAS, PACKETS, MINUTES,


PERMANENT HCMA

Yes

CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSb) MEETING NOTICES

CY + 1 Year HC

CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES

CY + 5 Years MAHC

CC-18 ELECTION RECORDSa) CERTIFIED STATEMENT & Determination (ofelection results)

PERMANENT HC Yes

CC-18 ELECTION RECORDSb) CAMPAIGN CONTRIBUTIONS & EXPENDITUREREPORTS

CY + 2 Years HC

CC-18 ELECTION RECORDSc) PETITIONS (for initiative or referendum, nomination,recall

CY + 2 Years HC

CC-18 ELECTION RECORDSd) POLL BOOKS

CY + 2 Years HC

CC-18 ELECTION RECORDSe) ABSENTEE BALLOT APPLICATION,ACCEPTANCE OF JUDGES, BALLOTS (voted,absentee, spoiled, defective), EXPENSE STATEMENTS(and supporting documentation)

Election + 6 Months HC


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CC-18 ELECTION RECORDSf) JUDGE CERTIFICATE OF VOTES CAST, LIST OFJUDGES & ALTERNATES, NOTICE OF ELECTION,

OATHS/CHALLENGES/AFFIDAVITS, OBJECTIONS

TO NOMINATION, POLL LISTS, RECEIPT FOR

BALLOT BOX, REGISTRATION BOOK RECEIPTS,WITHDRAWALS FROM NOMINATION

6 Months HC

CC-18 ELECTION RECORDSg) SIGNATURE FORMS

45 Days HC

CC-19 MUNICIPAL CODE PERMANENT HC

MA

Yes

CC-20 OATHS OF OFFICE (for elected and appointed officials) Term of Office + 1 Year HC

CC-21 LICENSING RECORDSIncluding licenses for liquor sales, solicitors, sales tax, petshop, route vehicle, and other, similar licenses granted bythe city.

EXP + 1 Year HC Yes

CC-22 PROOFS OF PUBLICATION CY + 5 Years HC

CC-23 NOTICES OF MEETINGS required to be posted onPublic Meeting Board

PERMANENT

CD-18 MAPS, PLATS & PLANSOriginals, reproducibles (copies may be contained inindividual project files)

PERMANENT Yes

CD-19 EASEMENTS AND RIGHTS-OF-WAY EXP + 1 Year Yes

CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSa) AGENDAS (INCLUDING PACKETS), BY-LAWS,

RESOLUTIONS

PERMANENT HC Yes

CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSb) MEETING NOTICES

CY + 5 Years HC

CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSc) AUDIO/VIDEOTAPES OF MEETINGS

Completion of Minutes+ 6 Months

MA


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FE-Fiscal Yearend, LALife of Asset, US-Until sup