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3. Resolution 4429 - Adopting Municipal Record Retention ScheduleRESOLUTION NO. 4429 A RESOLUTION TO ADOPT, BY REFERENCE, THE MUNICIPAL RECORDS SCHEDULES, AS PROMULGATED BY THE MONTANA LOCAL GOVERNMENT RECORDS COMMITTEE, PURSUANT TO SECTION 2-6-403, MCA. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF KALISPELL, MONTANA, AS FOLLOWS: SECTION I. That the Municipal Records Schedules, promulgated by the Montana Local Government Records Committee, Local Government Services Bureau, Montana Department of Commerce is hereby adopted, by reference, as the document governing the management, retention, and disposition of records of the City of Kalispell. SECTION II. The City Clerk of Council, all Department Heads, and other employees of the City of Kalispell having possession of any documents subject to said Schedule are directed to manage, retain, and dispose of records only in conformance with said Schedule. PASSED AND APPROVED BY THE CITY COUNCIL AND SIGNED BY THE MAYOR THIS DAY OF AUGUST, 1998. Wm. E. Boharski — Mayor Attest: Theresa White Clerk of Council J:\wp\res\munirecords.wpd RESOLUTION NO* RESOLUTION TO ADOPT, BY REFERENCE, THE MUNICIPAL RECORDS SCHEDULES, AS PROMULGATED BY THE MONTANA LOCAL GOVERNMENT RECORDS COMMITTEE, PURSUE TO SECTION 2-6-403, MCA. BE IT RESOLVEDBY THE CITY COUNCIL OF THE CITY OF KALISPELL, MNT,N , AS FOLLOWS SECTIon..1 That the Municipal Records Schedules , promulgated by the Montana Local Government Records Committee, Local Government Services Bureau, Montana Department of Commerce is hereby adopted, by reference, s the document governingthe management, retention, and, disposition of records of the City of Kalispell. The City Clerk of Council, li Department Heads, and otheremployees of the City Kalispell in possession of any document subjectsaid Schedule are directed to manage, retain, and dispose of records only in conformance with said Schedule. PASSED AND APPROVED BY THE CITY COUNCIL AND SIGNED BY THE MAYOR 711 THIS /"* "n.- DAY OF AUGUST, 1998. Win I Wm- E . Boharski — Mayor Attest. - Theresa .. J;\wp\res\munirecord9.wpd Schedule No. .... . .......... . .. . .. ................ . ........................................ . ................................. .............. ....... ................................................................... . ...... . . . . . . . . . . . . . . . . ................................. I ............... ... ............ ... . . . . ................................. ..... .................... . . . ... .................. -, ................... ........ .... .. ................ . I ................ ..................... . Montana Local Government Records Commiftee Municipal Records Schedules The Local Government Records Committee wishes to recognize and thank the City of Billings. Through theIr diligentdifigent e r s----led by City Clerk. Maria Herold --a records inventory was undertaken and retention schedules were completed in 1997. This work was -used as the foundation for the following Montana al Govemment Retention and Disposition Schedule for Municipal Records, helping; to make it a complete and well -researched document. The Committee also wis .es to recognize and thank the City of Great Falls and City Clerk Peggy J. Bourne for their pioneering work municipal retention. schedules in 1 - . Administration Records .......... — ............................ ............ M - -7 Animal Records - Administrative R. cord ................... ...................... MR - 8-9 Animal Control Records .................. . . ..................... MR-9 BuildinRecords........ ....................... ... . ....................... MR. - 1 -12 Cemetery Records ............... . . ................. ..... ................ 11R - 13 City Court Records (See Courts of Limited Jurisdiction Schedule #1 Clerk Records - Administrative ive (General) Records ........................-.. MR. - 1 Agreements....... .............. -- ...... ........ --- ............. M- 1. Boards, Commissions, Task Forces Records-........... MR - 17 Charter Records ....... I .......... . . . . . .................. . ....... MR - 18 C mmiss on/Co nerl Records ....... .. .................... .11r1R - 1 -2 Election Records ........................................................ MIS - 21 Financial Records ...................... . ....................... . . MR. - 22-23 Planning and evelopm nt 'Records .......................... MR -2 -2 .policies and Procedures ................................... ........ MR - 26 Procurement Records ............ A.- ............... . .............. MR - 27-2 Obsolete Records.... ................................... A.-....... MR - 2 Community Development and Housing Records - Housing Authority Records .._............... „ ._............. M' - 3 -3 Engineering Administrative Records .............. ...................... ......11 R -35 Resews ............................ . ..... ........... .......1........... MR- -37 Street and Traffic Management Records ................. MR - -3 Street sighting Records .............. ---- .............. .. —.. MR. - 4 Work Orders and Contract Administration Records.. R. - 41 Financial Records: Account Activity Records.........................................MR. - 42 Accounts Payable Records... — ................ . ............... MR - 43 Accounts Receivable Records ................................. MR -44 ond Records ..... . . ..................... . ................. .... MR -45 Business License Records. . b k b ............ .. ................. .. MR -46 Miscellaneous Records ............................ . ...... MR. -7 Payroll Records ............. ........................ A.- ................. 11r1iR - 48 Revenue Records ................................................ .. MR. -48 'ax and Other Financial Assessment Records........... MR -49-50 Fire and Dispatch Records ................... . -A .................. .... MR - 1- 3 General (Common) ec rds.................... .....-A............. MR - 4- 3 Hazard Communication Program Records ............... . .. . .... . ...... MR - -67 Hu an Resource Records Administrative Records........................... . ................ MR - -7 Federally Regajre Records.. ... v z ............ . .... . .. . . . . . . .M R - 7 -7 Information Reso- (Computer) puter Records................................M -7 Legal Records ........... . .... .. . .............. . . . .. . ......................MR. -77 LibraryRecords.................................................... . .............M - 7 -7 Motor Fool Records..... , . .......................... .. . ....................Ya.R — 0 Parrs and Recreation Records Administrative Records ........................... . .. ...........MR - .1-8 Forestry and Conservation Records ............... . ... . ... .......MR - 3 Plannina Records Boards, Commissions, Commlaces Records.....................MR -84 Enforcement Records ..................... ........................MR -8 Land 'Devel pment: Records ............... . . .......................MR - Maps................... ................. , ...... .......................MIS - 7 Permits. ........................ ... .. ........................... ...MR -88 'lans and Studies ............ . . . .. . ........................ . .. __.MR ..M - 9-9.1 Subdivision Creation and Review Records ..... . .. . ... . . ......MR -9 Police Records Criminal Justice Records ... . .. . ......................... .. ... _..MR. -9 Investigation Records ............. ....................... ..... .......M. . --9 Personnel Records. .......... ___ ..................... _.MR -9 Public Works Records Agreement Records.. ............... . . . ................... .. . MR. - 7 General Records .................. . .. . ......... . ............ .. . .....MR. -9 Solid Waste Records Collection Records .................................. . .. . .. .. ......MR -99 Fin nn lai R cord ................................................... MR-1 00 ,and ill .records ................................................... ..MR — 0.1-10 Street and Traffic Records Administrative Records ......................................... . ..MR -10 Street Maintenance Records ................. . ... ................... ..MR -1 04 Transit Records Administrative Records. . ................ ..... . .....................MR -1 -107 Boards, Committees, and Associations Records ... . ... . ...........MR -10 Federal Grants and Requirement Records ...........................MR-109--11 Operations Records . ............................................. . ....MR -11 -11 Utility Records Accounting Records. . ............... . ...............................MR -11 Customer Service Records ........... , .......................... , .. ,NCR -117 Operations Rccords...................... .... ..................... ..MR -11 -1 1 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUD IC.Ao ADMINISTRATIONXITY MANAGER Record Series Title and Description Retention and Disposition Citation/Comment ADVISORY BOARDS AND COMMIS- Retain length of term + 1 year; Consider creating; a SIONS: APPLICATIONS destroy. master list of all ap- pp l atlons/requests to seine as an advisory po ntments for his ori- board or commission member, letters of cal reference. appointment, and letters of thanks. COMPLAINTS Retain 2 years after natter is of - For complaints about Original complaint and citizen request forms daily closed; destroy. en ployee , see and related correspondence. Personnel Files. Permanent Program and Policy Correspondence a Permanent. a Recommend keep - Incoming and outgoing letters, -memoranda, ing the most recent and -nail pertaining to the formulation, 3 years in the o planning, and implementation of the misw fi ; after that may slon, policies, programs, op ratio.n.s, and be transferred to a . r j e ct.s are p rl me candidates for p ermanen permanent storage retention. Records With permanent Brae faculty. include, but are not limited to: records documenting municipal policy; records documenting the policy process; records that document how the municipality is or- ganized and . ow it functions; its pattern of action and decision -making: its po i i s, procedures, and achievements; and that serge to substantiate accountability. b Non-- ennan.ent Correspondence; Routine b Retain 3 years; destroy. [neoming and outgoing letters, memoranda, and -mail pertaining to the normal and routine administrative functions. Consists of correspondence providing gen ral infor- mation atlo.n and requests for information, refer- -ring inquiries ets r ere, forwardin mate- rials, a .l no Fted i g incoming letters, making arrangement for routine rnectings or ogler events, and similar matters of mi- nor administrative character which contain no substantive information. Continued on nextpage. Municipal Records Schedule M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: M N CIA IT �o . ADMINISTRATION/CITY MANAGER Record Series Title and .description I Retention and. Disposition Citation/Comments CORRESPONDENCE (eont. Non -Permanent Correspondence- T,rans.1to y c 'Retain for at least 30 days, then Incoming and outgoing letters, memoranda, destroy if no longer needed for ad - and e-mall that, while part of I1 untiC1p .1 mini trative purposes. business, are purely informational with a very short time -value. Examples include routine correspondence for which a record .is needed only for a limited time, sueb as incoming or outgoing transinittallco er .cssages that do not add information to that contained in the transmitted material "enclosed please find ,..7 routineques- tions and answers that require no adminis- trative action, no policy decision, and no special compilation or research. for reply (``our address is ...I" "the deadline is ...,' "please send 10 copies of..."); than.-yoas, acknowledgments, congratulations, infor- which mation copies ofcorrespondence so noadministrative tion was taken. d N. on- Record Correspondence : Destroy at WWII d Destroy/delete at will. The following materials are not records and may be destroyed} deleted at any time, unless they become part of some official re- cord as a result of special circumstances: correspondence and memoranda generated by another entity and kept by your office for reference purposes; unofficial. employee activities (parties, softball games, etc.); in- temal office announcements "Ms. Jones is here to see you," "Joe Smith called," "Is this afternoon's meeting still on?""), qu.asl- official notices (notices of holidays, charity appeals, etc.); junk mall; h t i me sa es, other than those you post in your official capacity. Municipal Records Schedule M. MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for, MUNICIPALITIES AI MINIST A 'IONXITY MANAGER Record Series Title and Description Retention and Disposition Citation/Comments 4 GENERAL ADMINISTRATIVE FILES Memoranda, letters from other governments, copies of Commission./Council action me o- rand.a., and commendations. (..Record," copy is in the .l.0 ic.1pal Clerk's Of- fice. a one 1 i011/ OUn it Action pup }ort Mate- a Permanent. hats b Retain 5 years; destroy.. Corrc;spondenee, Memoranda, Related Ma- tertals LEGISLATIVE FILES Records documenting interest In state legislation/Issues. a Retain until the legislature tales a Copies of Proposed State Legislation action; then destroy. D Correspondence b Retain 5 years; destroy. Correspondence with state legislators, other governmental units, lobbyists, and organi- zations; responses to proposed legislation; and staff comments. PROCLAMATIONS etain the "record"' copy for 2 years Some proclamations "Record"' copy in. the MunicipalClerk's Cif after the end of the mayor"s tee., may have historical flee. destroy. value and should be retained permanently. 1 SUBJECT ECT FILLS Files arranged by subject, relating to projects, administrations, tration.s, and procedures. "R.ecord" copy is in the Municipal Cleric's of- fice. a Orgpnizational and project Files a �' ecord" copy is permanent. May contain administrative directives, policy studies and reports, formal memo- randa, reports of special advisory comm-it- tees and task forces, and similar records documenting formulation and +{�imple- mentation projects. policies, pro rams, and operations of departments. H usck epi.ng Files b Retain 5 years or until superseded; Administrative announcements, routine destroy. coffes.pondence, statements, reports, and other records pertaining to office procedures. Municipal Records Schedule MR7 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES ANIMAL CONTROL ADMINISTRATION DEPARTMENT RECORDS Retention� Disposition Record Series Title Description€� iiomments 1 CA 1_1 RECEIPTS Cash register receipts and cash receipt sum- Retain for 5 years after the end of the manes for financial transactions at the shelter. fiscal year to which the records re - Receipts cover license sales, trap rentals, i - late; destroy. If the receipt constitutes Pound and boarding fees, euthanasia fees, and a -contract," retain for the terrn of the release fees. contract 4- 8 years; destroy. DONATION AND FUNDRAISING RECORDS a && b Retain "record" copy for a Shelter Donation Receipts years after the end of the fiscal year Copies of checks, thank -you letters, and to which the records relate; destroy. 11sts of donors for financial contributions to If the document constitutes a the; shelter. :contract," retain for the term of the b Fundralsing Records contract + 8 years: destroy. Retain all other copies as needed for refer- ence; destroy. TRAP RENTAL CONTRACTS Retain 8 years after the contract Rental loan contracts signed by renter agree- expires; destroy. ing to notify shelter of any animal caught by trap and to use trap humanely. NIMA REC DS ---A IMAL CONTROL l ADOPTION CONTRACTS Retain 8 years after the contract Contracts s�ned by adopters outlining term plres; destroy, of adoption, spayln uter requirements, and free v C t .ri n ary e xam. ANIMAL CONTROL BOARD FILES Permanent. Minutes of meetings. ANIMAL IMPOUND REPO TS Rctain 3 years; destroy. Reports of all animals received by the shelter. Reports contain descriptions of the animal, source, pet profiles, slot records, releases, and final disposition. 4 DEAD ANIMAL ICKUP ECEWTS Retain for 5 years after the en.d of the Receipts, invoices ', and records documenting fiscal year to which the records re - the collection of dead animals from veteri ari- late; destroy. If the receipt consti- ans. Mutes a "contract," retain for the term of the contract + 8 years; destroy. Municipal Records Schedule l' MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES AN'IMAL CONTROL ART M'ENT ANIMAL CONTROL RECORDS Record Series Title and .description Retention anal lip idCitation/Comments JT A' S :I A RECORDS .Reports documenting drug -usage for hu- Rctarn 4 years; destroy. mane animal euthanasia. Lists the bottle number and amount, and identifying ch ra - t ristres of the animal. 1 CI1 ET RECOR S a Cruelty to Animals a Retain 5 years after the last activ- 5T mm 1.1. MCA Fir t Incident ity, destroy. Records relating to the first .reported inei- b Retain for the life of the animal, if dent of potentially -dangerous animal- known, or 15 years; destroy. LICENSES AND PERMITS Retain 3 years; destroy. Annual report of all dog and cat licenses is- -sued during the year. Report provides owner's name and pet vaccination information. LOST AND FOUN'D CARDS Retain 1 year; destroy Cards completed by pet owners to help match lost pees with animals in the shelter. Cards include the owner's name and ad- dress, and a description of the pet. 1 1. NITA A STATE RABIES S BMIS-- Retain 6 years after notification; S ON NOTIFICAT10N RECORDS destroy. Copy of officer's activity .report of animal bicing incidents and letter- of notiation from. the State of Montana indicating results of rabies testing of the animal involved in the. ine-Id nt. Also includes any notification to the bite. victim. 10 OFFICER ER -71 Y' l ER S Retain 2 years; destroy. Reports documenting daily activities of ani- mal control officers. Files include original complaints, in estr at.rons, disposition of complaints, animal license numbers, cita- tions s issued, photographs, police and medrT cal reports, and a record of the amount of time spent working on the case. 11 QUARANTINERECORDS Retain I year after quarantine is 50-3-1 3, MCA Forins with quarantine instructions, signed lifted; destroy. by pet owners. acknowledging receipt after the sighting; of a rabid animal or report of biting by unvaccinated animal. Municipal Records Schedule MR9 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES BUILDING DEPARTMENT Record Series Title and Description Retention and Disposition Citation/Comments l ABATEMENTY RECORDS JJSY A Iso niolition Noticeandnp/+t! }*J1 rh Legal notices to property owners, photo- graphs, Dangerous Building Code Invest.r a- tions, Requests for Recovery of Costs of Demolition of Dangerous Buildings, copies o minutes authorizing demolition of buildings, correspondence and memoranda documenting the inspection of buildings unfit for occu- pancy to determine whether to secure or de- molish and notification to property owners re- garding the sane. a Commission/Council Action a. Commission/Council Action l Municipal Clerk 1 Permanent. All other copies 2 Retain 5 years after demoti- tln; destroy. b Related documents including c rresp n- b Related documents including cor- dence, legal notices, photographs and other respondence, legal notices, photo- doeurnents, graphs and other documents. l Municipal Clerk 1 Permanent. All other copies 2 Retain 5 years after demoli- tion; destroy. BUILDING PERMITS: APPLICATIONS AND PERMITS Applications for and permits granted for building new or temporary structures, altering r demolishing existing structures, house moving, and mobile home park establishment. ..cord.s may include permits, permit applica- tions, bluellne drawings, site plan checklists, , plan review checklists, lists, waivers of protest, performance bonds, certificates of occupancy, receipts, project specifications, site plan re- view comments, calculation Worksheets, inspection reports, correction notices, staff memoranda, and correspondence. a Applications: City -owned Buildings a Permanent. -c May be trans - Applications, background documentation. ferred to an archives b Applications: Not City -owned Buildings b Permanent. or local historical so - Applications, background documentation, ciety for preservation rnuts: Granted c Permanent. andbetter public ac- d Pen -nits. Denied d permanent. cess. Municipal Records Schedule MR1 0 MONTANA LOCAL GOVERNMENT T NTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES BUILDING DEPARTMENT :record Series Title and Description Retention and :Disposition Citation/Comments BUILDING PERMITS. FEE RECEIPTS Retain 5 years after audit; destroy. Receipts for ayment of permit fee. BUILDING PERMITS: S: LEDGERS Perr anent. This record series .Ledgers or Journals with lists of building could be a good can - permits it issued. didat' for ,OM or microfilm B'UILDING PERMITS: LOGS a Applications Status a Retain l year after the permit is Records indicating the status of applica- granted or denied; destroy. tions for permits; may include date received, legal description, owner, address, and status of permit. b Log Sheets b Retain 1 year after the pen -nit 1s Checklist sheets pe.rtainin.g. o applications granted or dcnied; destroy. for building permits which have been completed. Logs provide date the applica- tion was received, legal description. owner, and address. BUILDINGPERMITS: SITE PLANS Permanent. Copies of site plans for current building projects used for refcrence and review until projects are completed. .l U'11,D .l PLANS 'NOTE: This record a Government or Public Buildings a Pennarient. series may be trans- InclUding public schools or colleges, ferred to an archives federal or state-owned buildings, parking or local historical so- facil [ties, and city hall building or ciety for preservation remodel in .projects. and better public ac- b Large Commercial Buildings b Retain for life of structure; Bess. Cities/ towns including hospitals, large office buildings, destroy, are encouraged to .ai- hotels, large retail stores, churches, malls, crofilm plans that will and significant historic buildings. not be retained perma- c Smaller Commercial Buildings c Retain I year after file is closed; nently to save space Including small businesses, single -owner- or destroy, and to enhance c s- small retail stores, restaurants. tourer service. d Residential Structures d Retain 1 year after file is closed; destroy. 8 BUIIDfNG REPORTS a Annual Reports a Permanent. b Monthly Reports b detain until annual report is com- piled, destroy. Municipal Records Schedule MR1'I MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES BULDING DEPARTMENT Record Series Title and'Description Retention and Di po iftion Citation/Comments VARIANCES Record-d oc-amenti requests by citizens for variances from setback, side -yard, lot cover- age, and sign provisions. The original appli- cation `�rccord" copy) must be forwarded to the Municipal Clerk's Office. a Original application a Original application 1 Municipal Clerk 1 Permanent. nt. All other copies 2 Retain 10 years after issuance of variance; destroy. b All other records b Retain 10 years after issuance of variance; destroy. Municipal Records Schedule MR1 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES M'ETERY RECORDS Record Series Title and Description Retention and Disposition Citation./Comments 1 CONTRACTS FOR PLOT PURCHASE B etai . for the ten'n of the contract + INSTALLMENT years; destroy. Series contains contracts relating to the purchase of cemetery plots by installment. I S 1.1 TE RNMENT PERMITS Cemetery's copy is retained May be transferred t T ie "`record" copy is located either in a p rman n l . an archives county office and/or In a state agency. GRAVEBUY-BACK RECORDS Permanent. May be transferred to Series documents the buy-back of cemetery an archives plots by the municipal cemetery fto n original plot owners. Includes deed books or copies of deeds of plot ownership, inctudincompara- ble records relating to deed transfers. 4 I TER'NMENT REC RDS a Books, I -edgers, and 'Databases a Permanent. a 7-3 -41 , MCA Contalning internment information for lndl- This is a Atal vidual , such as name of the deceased, plot record, may be purchase documentation, date of intern- transferred to an me.nt, and section and plot location. Archives. b Intcrnment Sheets b Permanent. Completed work orders detailing location, b May be transferred type of internment, name of deceased, and to an archives. other information necessary to complete in- ternment. 1 . .MISS1 1 FOR GRAVE USE Permanent. May be transferred to Letters of permission from plot mvners an archives. granting -use of the plot: to a particular individual. PLOT AND SECTION LISTS a Listings of Grave Sites . a Pet nanent. a Maybe transferred Listings of all grave sites in the cemetery to an archives. with section and plot information. b Listings of Lots b Perinane t. b Revise as neee µ Listings of lots which have been sold but sary; maybe trans - are not currently being used. ferred to are ar- chives. 17 : ACT1 1 M PS Permanent. May be transferred t Maps, each showing a particular section of the an archives. cemetery. Municipal Records Schedule MR1 3 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES I CITY COURT RECORDS I See Courts of LimitedJurisdiction Records Retention Schedule #10 ...................... Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule : MUNICIPAL T o CLERK'S OFFICE ADMINISTRATION RECORDS Record Series Title l and Description Retention and Disposition Citation/Comments l AFFIDAVITS OF MAILING Eile with related project file and Affidavits and railing lists certifying that dispose of accordingly. certain material was distributed to a particular group of citizens. .legal notices include notices of public bear- a Publication of Ordinances: e ma- in s, invitations to bid, requests for proposal, nent. and affidavits of publication. Contains nota- b All ether Legal Notices: File with rued certificates and newspaper Clippings at- related project files and dispose of testing to the publication of legal notices. accordingly. 3 OATHS OF OFFICE Permanent. Oaths of office of elected and appointed officials. 4 PETITIONS a 'From Citizens a Retain 5 years after the subject of Petitions fx'om citizens to the Commission/ the petition has been decided; de - Council that are not part of supporting stroy. documentation in a matter of 1.1ti ; tion, on b Retain 25 years after the ordinance the passage ofordinances and resolutions. is passed; destroy. b .Relating to Ordinances C Retain 10 years after- the subj ect of c Zoning the petition has been decided; de- stroy. PROMISSORY NOTES This is a vital record Signed note agreeing to the repayment of until the loan is paid money borrowed from or by the City. a Industrial Revenue Notes a permanent. Promissory rotes pertaining to industrial revenue, tax increment, andComm-unity Development Block Grant C B loans. b Retain 3 ear's after repayment of b All Other Notes the loan.; destroy. RECORDS RETENTION AND DISPOSITION SCUIEDULES Records retention and disposition schedules of See Item 22 in the General the City.(Common) Records. SURVEYS OF CITIZI.�NNS Permanent (results only; individual Periodic sun7eys conducted to gather lnforma- survey forms may be destroyed once tion from city/town residents about municipal the results are tallied). services. Municipal Records Schedule MR MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE AGREEMENTS Record Series Title and .description Retention and Disposition Citation/Comments 1 FRANCHISE AGREEMENTS Retain 8 years after expiration, This is a vital record Agreements with private Utility companies, termination, or cancellation of the while the agreement ent i including electric, gas, and cable television. agreement: destroy. active. RANT AGREEMENTS Retain 3 years after the close-out of This is a vital record Agreements for grant monies from federal funds; destroy; if any fittigation, white the agreement is agencies. This series may inctude Airport Ire.- claim negotlatlon, audit, or other ac- active, proverrrent ro-e is .A ) and ommunit started before the expiration tron has star ' 24 C R 570.490 Fart 'Development Block Grant 1 agree- of the -year period after close-out, 92.508 Sec. c= 1.. ) rents. however, the records must be retained [HU'D citation.]; until completion of the action and 49 CFR 18.42 and resolution of all issues which arise 7 CFR. 3016.42 from it, or until the crud of the -year [Transit citation] period, Nvh1chever is later. INTERGOVERNMENTAL AGREEMENTS Retain 8 years after expiration, t.erml- This Is a. vital -record Agreements with other government agencies, nation, or cancellation of the agree- while the agreement i such as signal light maintenance, street and ment; destroy. active. traffic control maintenance, state route mam- tenance, construction, ralh`oad grade crossing signal agreements, landfill use, or agreements or contracts with other government agencies for services and mutual aid. PUBLIC DEFENDER AGREEMENTS TS Detain 8 years after expiration, terms- This is a vital record nation, or cancellation of the agree- while the a&lrreement is merit; destroy. active. SERVICE AGENCY AGREEMENTS Retain 8 years after expiration, ter- This is a vital record Ag]"eem is with service agencies for services mination, or ancettatlo-rl of the while the agreement is such as cleanincy, snow removal, and litter agreement; destroy. active. pickup. SISTER CITY AGREEMENTS Retain 8 years after expiration, ter - Agreements with other cities/towns to minatlon, or cancellation of the exchange cultural and economic resources and agreement; destroy. ideas. 7 UNION CONTRACTS Retain 8 years after expiration, termi- This is a vital record Labor contracts negotiated with police, fire, nation or cancellation of the agree- while the a rcement is and teamsters unions. meat; d.estro . active. Municipal Records Schedule MR1 6 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule r: MUNICIPALITIES CLERK'S OFFICE BOARDS, COMMISSIONS, TASK FORCES RECORDS Record Series Title and. Description Retention andDisposlition Citation/Comments I AD H0 _ C0'MM1TTE E/TASK FORCE Permanent. 2- -2 2, MCA RECORDS Minutes and reports of ad hoe special commit- tees and task forces, ADVISORY OARDICOMMIS SION Retain length of term + 1 yeah; TOTE: Consider ere - RECORDS destroy. ating a master list of C mi ission"Couneil memoranda recom- all appointments for mending persons for appointment to boards historical reference. and commissions. BOARD/COMMISSION COR S�+{�y - � y�RECORDS ��7reportsand Minutes, i,.# %.�#.,i.das,and 1i.po L A boards commissions not affiliated with a department for which the Municipal Clerk is the office o record. May also include Comml siorV Coin c.1.l recommendations for appointments. a Minutes and Reports a Permanent. Aoenda and Affidavits of Publication b Retain 2 years; destroy. e Appointment Recommendations c Retain 5 years: destroy. .LOCAL GOVERNMENT fMENT REVIEW NOTE: MUnieip ll- COMMISS ON RECORDS ties must have the e - St tutorily-created eorninission, authorized by pability of producing the Montana State Constitution. May contain copies of all records, meeting agendas and minutes, affidavits of including sound and publication, interim findings, final and supple- 'video tapes, if that is mental reports, and audiotapes of. meetings. the record medlum Minutcs and Reports a Permanent. chosen fo r the Agenda and Affidavits of Publication b Retain 2 years after dissolution of '`record" copy commission; destroy. - l - 1 1 , MCA. c Sound Recordings e Retain until. minutes are tran- scribed and approved; there may be destroyed or recorded over. Municipal Records Schedule 1 MONTANA LOGIC GOVERNMENT RETENTION AND DISPOSITION SCHEDULES UQ Schedule for. MUNICIPALITMk3 CLERK'S T.I.C. HART, .RECORDS Record Series Title and Description . t tion and Disposition Citation/Comments I City Charter and Amendments Permanent. This is a vital record. City Code Codified City Ordinances Permanent. Supplements Retain until superseded; destroy. Most current version of the ordinances- 3 City Ordinances and Index Permanent. Original. unsupplemented city ordinances and index o same. Municipal Records Schedule M1 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE COMMISSION/COUNCIL RECORDS Record Series Title and Description Retention and Disposition Citation./Comments 1 COMMMISSION/COUNCIL MEETINGS: MCA AGENDAgendas AS noticesor meetings the Commission/ Council and advisory boards. Meeting Agendas a Retain 2 years, destroy. Agendas for regularly scheduled meetings. b Marl-ed :Meeting Agendas b Retain 10 years; destroy. .Agendas marked ed with summary actions; used .for reference purposes. OMMISSION . UNCI TIT S: Permanent. ?� � , MCA MINUTES This is a vital record. Written minutes of mmission/Co-unell meetings and Commission/Council committee meetings. COMMISSION/COUNCIL MEETINGS; Retain 25 vears; destroy. FACT :Material assembled and distributed to Com- mission/ Council members containing docu- ments pertaining to a ommiss1on/Counci meeting, as well as informational/background materials. C MISSIO 0 NCIL ME TrNG : NOTE: Munielpali- . RECORDINGS AND/OR VIDEO ties must have the RECORDINGS I capability of produ- ound recordings and videotape recordings of ing copies of all re - Comm ission./ o cil meetln s orCommis- cords, including slon/ Council committee meetings, meetings sound and video of municipal boards, commissions, and advi- a Retain 1 year after written minutes tapes, 1f that is the re- sory bodies; or speeches by municipal f i- are completed and approved or the cord medium chosen eials. proceedings are completely tran- for the `f'record" copy a ro ediners of Me ti �s scribed, whichever is appropriate. 7-1- 141 F MCA b Speeches and Any Other Recordings b Retain as long as administratively valuable. 1 PORT AND STUDIES: ADMINISTRATIVE Retain 25 gears, destroy. Reports and studies outlining issues to b covered during each Commission/Council meeting. Municipal Records Schedule MR1 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for MNIC.IT�� CLERK'S OFFICE COMMISSION/COUNCIL RECORDS Record Series 'title and Description Retention and Disposition Citation/Comments REPORTS .AND STUDIES: Permanent (one copy). COMMISSIONED Record copy of -reports and studies commissioned by the municipality and funded with public monies, pertaining to public faculties, operations, and services. REPORTS AND STUDIES: MASTER, Permanent. COMPREHENSIVE PLANS Master .plans and comprehensive plans developed by departments. 8 VARIANCES Applications for variances from code provisions. May contain original applications, both granted and denied, rt ,.7my s��' ryreports, {a y�p y� y+�yyry y�y # "record" analysis. plans, staff and variance analysis. Retain E "record" copy #_ ima- copy1 d Application 'ac t and Action Memoranda ne tl ; retain departmentaly-} '+ 1�y b hotogr�Yp s, Drawings, 'Background nd Infor- 1 years after issuance o he arl- mati n ance, destroy. years 4} Retain 10 . ar err issuanceo variance; the destroy. Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFF10E ELECTION RECORDS Record Series Title and Description . t ti and Disposition Citation/Comments 1 CERTIFIED ELECT ON' ESULTS Permanent. Official record of returns in municipal elections including precinct breakdowns, for each candidate, issue, or proposition. REDIS ". I UNG FILES OF WARDS DS . i in 10 years. NOTE, Before Files documenting enting redistricting of city wards. disposing of files, review for continuing administrative and historical value. Documents cement. e a t-n i g to slgnifrcant decisions and actions should be retained permanently. Municipal Records Schedule MR21 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE FINANCIAL . Record Series Title and Description Retenti and Disposition CitationlComments 1 ANNUAL CITY AUDIT permanent l copy). Record copy ANNUAL ].L fT . UI T Permanent. Current budget is Record copy vital record. ANNUAL FINANCTAL REP PORT Permanent. The Department o Z'l eeord" copy of annual financial report sent ommeree's copy to the Montana Department of Commerce, also is kept pra- on e citiesf'towns may use the CAFR nentlyin the State . (Comprehensive Annual Finance Repot to Archives, satisfy the requirements of the annual audit and the annual financial report. 4 BOND ADMINISTRATION" BL E Permanent. Documcnts gelatin to the financing of capital improvement projects, including closing documents, ents, correspondence, legal opinions, and prospectuses, CLAIMS .Record" copy: : retain for 5 cars of :opi s of memoranda pertaining to claims for ter the end of the fiscal year to which payment, damages, or other redress presented the records relate; if the claim co sti- to the ommiss-lo l ouneil. tutes a contract, retain for the term of the contract plus 8 years; clerk's coff retain l year, destroy, INDUSTRIAL DEVELOPMENT V Records are vital BONDS Retain 2 years after the retirement of during the issuance of Bond issues administered red by a trustee for a the issue as a whole; destroy. the bored. private corporation. Files contain transcript of bond sale proceedings, closing documents, and correspondence. Includes bond pwre a e agreement, indemnity letter, loan agreement. official statement, certification of'action, cor- porate documents, duds of trust, and financ- Ing statements. ---------------- Municipal Records Schedule M 22 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE FINANCIAL RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 7 TAX INCREMENT REDEVELOPMENT .'records are vital PROJECTS u+riterm of he -Record""copy documents oi.rLL11 ent r 1 loan. redevelopment projects funded by tax incre- ment a Correspondence, staff memoranda, con- a Permanent. tracts, bid awards, legal notices, maps, agreements, proposals, r jetstatus re-� }7 ports, and other related documents. b Tax Increment Loans. Records document- b Pcrmaaent. ink; loans for small businesses funded b tax increment funds for capitat improve- ment projects and rehabilitation and re- placement prjcets. Contains deeds o t ' st, promissory notes, re onve anee, business plans, agreements, liens, insurance certificates, dcclarati ns, staff memoranda, contracts, speclatin, and bankruptcy ,notices. Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for; MUNICIPALITIES CLERK"S OFFICE PLANNING AND DEVELOPMENT RECORDS Record Series Title and Description Retention 1 Disposition Citation/Comment I ANNEXATIONS- f NEXATl N RE, CORDS DS Clerk" Copy: Per anent This is a vitalrecord Records of annexations of p i' els of land into Other Copies: Retain 1.0 years, then the municipality, including plats, studies, transfer to the Muniexpal Clerk for resolUtio s, correspondence, legal notices, incorporation into pefmanent file. staff memoranda, applications/petitions, ilile reports, oAmersbip reports, consent letters, and protests. ANNEXATIONS: WAIVERS Permanent. This is a vital record Waivers granted. PLANNED UNIT DEVELOPMENT p' 'D RECORDS "Record" copy of documentation regarding ga la Planned Unit Development project that has been 41_ milet .. Agreements, staff metnora d , or-respon- a Permanent. dense, -reports, studies, plats, site plans, conceptual plans, original petitions, ease- ments, ornmissio /Coon 1 action memo- randa, and description of the type, quantity, and time schedule of the development. b Coples of affidavits of publication, propos- b Copies of affidavits... al , deeds, site analysis, and working mate- 1 Clerk" copy. Permanent. ia.ls regarding annual review of Planned 2 Other copies: Retain 5 years; Unit Development projects. destroy. 4 SPECIAL REVIEW'S Copies of application forms, maps, site plans, Clerk's copy: Permanent. memoranda, minutes. of the Zoning Commis- Other copies: Retain 5 years; sion, petitions, photographs, etc., submitted by destroy. members of the public at the Commission/ Council meeting. SUBDIVISION RECORDS a Subdivision Improvement Agreements a Clerk's copy: Permanent. Other Copies: Retain for life of the subdivision or as long as needed for reference, whichever is longer; destroy. b Plats for S bdivislons b .Preliminary plat; permanent. Final plat: Permanent. Municipal al Records ,schedule MR24 MONTANA LOCAL GOVERNMENT I ELATION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CL RK S OFFICE PLANNING AND ELP I T RECORDS Record Series Title and Description Retention and Disposition Citation/Comments URBAN PLANNING AREA EXPANSIONS a Commission/Council Action .Memoranda a Clerk's ' copy: Permanent. and Final Study b Cop1es of affidavi I s of publ1eatlons, site b Retain 10 years or as needed for analysis, agendas of planning and zoning reference, whichever is sooner; de - meetings, and other materials regarding .w stro . pansion of urban planning areas 7 URBAN PLANNING AND NI Permanent. STUDIES Documentation of -urban iaaar ino- studies, onin dies, corridor studies, and neighbor- hood plans. ZONE CHANGES Permanent. Records concerning areas annexed for specific uses. Contains documentation pertaining to onin in the newly annexed area, with corre- spondence and final decisions. Also includes applications for zone changesn areasal- ready in municipal boundaries, with support- ing documentation. Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES IES CLERK"S OFFICE POLICY AND PROCEDURE RECORDS Record Series Title and Description Retention and Disposition itati ln/ e .ts I ADMINISTRATIVE ORDERS a Master Set a Permanent. This is a vital record. b Copies of operatingpolicies and procedures b Retain until superseded; destroy. used for reference. OFFICE 'ICE ROCEDU FILES Retain until superseded; destroy. Documents internal office procedures. Municipal Records Schedule MONTANA LOCAL GOVERNMENT RE N f N AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE PROCUREMENT RECORDS Record Series Title and Description Retention and Disposition Citation/Comment l BID BONDS Return to bidder after award of bid or Bonds filed at the time of the bid protecting contract and upon receivini; payment the municipality in the event the bidder re- and performance bonds or delivery of 1-uses to enter into a contract after award or equipment. withdraws be ore award. CONDOMINIUM OWNERSHIP Retain years; destroy. AGREEMENTS Agreements documenting ownership of a coy doniintum filed for record .in the city and the county. CONTRACTOR BONDS Retain 4 years after bond expiration, Surety bonds required of contractors appiying terminanon, or cancellation; destroy. for licenses and permits to perform various types of work. The types of work include electrical, excavation, demolition, relocation, landscaping, plumbing and heating, action - coring, temporary use of sites, and roofing 4 DEL-N S Permanent. This 1s a vital record. Warranty deeds, quit -claim deeds, deeds of bargain and sale, deeds transferring property and interests, partial and whole. EASEMENTS TS .AND ENCROACHMENT OF Permanent. This is a vital record. RfGHT-OF-WAY FILE Documentation mentation. relating to the granting of ac- cess and right-of-way to and by the city. LAND ACQUI SITION RE CORDS Permanent. Records are vital a Closing documents, deeds, ccrtificates of title, long as the city holds trust indentures,., insurance papers, reaps, and title to the land, similar records evidencing municipal owner- ship of real property. 7 LEAKS Retain 8 years after expiration or Leases and agreements pertaining to real termination of the lease; destroy. property and equipment leased.. Municipal Records Schedule M M NT NA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE 1 ROCUREWT RECORDS Record Series Title and Description Retention and Disposition Citation/Comments SPECIAL IMPROVEMENT DISTRICT Permanent. Records are vital I RECORDS during the tern. of Special Improvement Districts IDs) are assessment. groups of properties that become a legal en- tity in order to construct public improve- ments, such as street paving, curb and gutter, water main, sever main, and storm drain, in a designated area. Improvement costs are bone by the property oncrs with the Sl. The Municipal Clerk is the office of record for documentation pertaining; to the creation of a SID. Files should contain petitions,, resolutions r' i€tentthearing create, staff memo- randa, 11 s, ownership lists, the resolution creating the district, and other related documents. SPECIAL IMPROVEMENT LIGHTING Permanent. Vital records during I1 AU T NA CE DISTRICT SILK . the tern of assess - RE -CORDS ment. Special improvement Lighting Maintenance; Districts ILM s are groups of properties that become a legal entity in order to install street lighting in a designated arca. Improve- ment costs are bore by the property owners with the S.I:LMD. The .Municipal Clerk is the office of record for documentation pertaining to the creation of a SIL.'1 . Files should con- tain petitions, resolutions of intent to create, staff memoranda, nda, public hearing notices, OWTI- ership lists, the resolution creating the district, and other related documents. lO VACATIONS OF LAND Permanent. Records doeume .ting vacations of m-anic,pal-owned Land to private ownership. Re- cords include requests to vacate, land ap- praisals, correspondence, staff memoranda, deeds, maps, petitions, plats, bt.le reports, p-ablic hearing notices, and Commission/ ounell resolutions. I I VEHICLE TITLES AND REGISTRATIONS Retain for the life of the vehicle; de- Current records are a Tide papers and registrations for vehicles cur- stroy. vital record. rently owned by the municipality Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE OBSOLETE RECORDS Record Series Title and Description Retention and Disposition Citation/Comments ! ABSTRACTS OF TITLE May offer to local his - Title abstracts from local mortgage co . a ics Permanent. torical society, etc. ai- for various private property in the municipal- 1ty and the county. ity ANNUAL FINA UAL STATEMENTS OF Permanent. THE MUNICIPAL CLERK CANDIDATE EXPENSE STATEMENTS tin years after term of office h expires,, destroy. TALLY SHEETS: BALLOT COPIES Retain tin days from the date, of the election, destroy. WARRANT ITS Retain 5 years, destroy. Lists of obligations to the municiality to fund improvements_ Municipal Records Schedule MONT NA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES COMMUNITY DEVELOPMENT/HOUSING UT IT RE, CORDS .record Series Title and Description Retention and Disposition CitationlComments l COMMUN1TY DEVELOPMENT L K Active -project files GRANT 'CDBG PROJECT FILES are vital records. Records document the administration of Community Development Bloch Grant Pro - grain funds received from the U.S.:Depart- ment of dousing and U'rban Development (U. a Start-up files a Retain years after closeout of the 24 CFR. hart 92.508 Records contain start-up files for each funds; however, if any litigation, Sec. e l - } year's administration of the program Which Claim, negotiation, audit, or other 24CFR 0.49 include citizen n complaints, budget amend- action has started before the pi- 1 ens and other records documenting citl- ration of the three-year period after en participation, pre -planning activities, closeout, the records must be re - and general administration of the program. tamed until completion of the ac- tion and resolution of all issues which arise from it, or until the end of the three year period, 7hiehe er is later; destroy. b CDBG Project Files b Retain 3) years after closeout of the FR Part 922.508 Purchase orders for lends, request for pay- funds; however, if any litigation, See. e ( I)- : ment, project progress reports, requests for claim., negotiation, audit, or other 24CFR. 570.490) reimbursement from grantee, copies of action has started before the e pi - grantee receipts, memoranda, co.rrspon- ration of the three-year period after denee, block grant agreement, copies of closeout, the records must be re - grantee unernployl ent registration, and a twined until completion of the acµ summary sheet for each program. Records tion and resolution of all issues also contain. CDBG dra do . and -ledcr l which arise from it, or until the cash transaction reports. end of the three year period, whichever is later; destroy. . BG Ledgers c Retain 3 years a cr closeout of the 24 CFR Part 92.508 CD'BG dra do n and federal cash tra.nsac- funds; however, if any litigation, See. .c l - _, ; tion reports and accounting ledgers. claim, negotiation, audit, or other 24CFR 570.490) action has started before the expi- ration of the three-year period after closeout, the records must be re- tained -until completion of the ac- tion and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy. Municipal Records Schedule Mo MONTANA LOCALGOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES COMMUNITY .II. V 'w ENUHOUSING AUTHORITY RECORDS 1Record Series Title and Description Detention and Disposition it io ment 2 'S IATED PLAN A 5-yeas strategic plan and application regUired by HUD to obtain federal funds. The plan ser-xes as the application and long term plan for the use of CDBG and FIOME resOIINe . a Five -Year Consolidated Plan and a Retain 10 years after submission', supporting documentation entation destroy. b Annual Action Plan and Supporting b Retain 5 years after submission; Documentation destroy. COMMUNITY HOUSING AFFORDABILITY STRATEGY AS Records satisfy HUD requirements to Detain 3 years after closcout of the 24 CFR 570.490 rovidea strategic plan for the use of L B funds; destroy. federal resources from 199 through 1995. Records include annual performance reports, updates, annual plans. bac kgound information. correspondence and memoranda. COMMUNITY HOUSING Retain 3 years after closeout of the Active pr leet files DEVELOPMENT R Ali1 ATION funds, however, if any litigation, are vital records PROGRA.'M RECORDS claim. negotiation, audit. or other Records document t grants from Community action has started before the 24 CFRPart 92.508 Development Block Grant Funds to private, expiration of the three-year period Sec. 1 - . , CFR nonprofit organizations in community. after- closeout, the records must be 570.490 9 Contains program guidelines, applications, retained until completion of the correspondence, minutes, recipient actin and resolution of all issues agreements, request for proposals and which arise from it, or until the end proposals submitted by applicants of the three year periods whichever is later-; destroy. 5 FIRST TIME HOME BUYERPROGRAM Vital record until loan RECORDS is settled. Applications, eligibility statements of applicants, statements of work, and original closing documents, which document �l"�oans from grant funds provided by I -IUD / t support activities pertaining to hou-sing for w Mcome households• a Approved .loans a Retain 3 years a. `t r- the settlement of the loan; destroy. b ,Denied Applications b Rain 3 years after application denied; destroy. Municipal Records Schedule MR31 M NT NA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES COMMUNITY E' E PENT 11 S .. AUTHORITY RECORDS RecordSeries Title and DescriptionRetention WN and Disposition Citation/Comments OTT GRANTEE PERFORMANCE RETORTS Annual, report to HUD whichprovide Permanent. statistics on grantee performance programs, and dispensing of funds. Also contains background documentation fog' report, correspondence, and memoranda. HISTORIC PRESERVATION RECOR. S Records document projects and programs foster historic presermtIon. Projects and programs include administering regulations for the 'Historic District and oversecing nominations to the National Register of :Historic Places. a National Regi ster nomination and a National Register nomination and supporting material. supporting material. I National Park Service I Permanent. State Historic Preservation. Office 2 Permanent.. 3 Municipality en-nanent. Other entities if the municipality has 4 Permanent. not kept the records, e.g. local library, local historical society, etc.) All other records including surveys of h All Other Records. historic sites, historic district status repots, historic district review applications, Imps, photographs, copies of building permits, and correspondence. 1 11 un. e [pality 1 Permanent. Other entities 2 Permanent. 140' SING REHABILITATION Vital record -until loan RECORDS S Retain 3 years after settlement of the is settled. 'Records document loans from CDBG fund loan; destroy. for housing rcha flit tion loans to low s. income families. Vital record until loan Records document a defunct loan program after Retain 3 years a r settlement of the is settled. toto low 11icora + city residents purchase loan; destroy. }� homes. I1` cl dos loan applications, eligibility statements, applicant checks, deeds of trust, promissory notes, and closing documents. 10 MINOR HOME .i AID S 'Records rds document ;.rants 1rom CDBG funds Retain 3 years after approval of grant. for m1nor home repairs to low income families. dies. Municipal Records Schedule M 3 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES COMM-UNITY DEVELOPMENTMOUSING AIJTHORITY RECORDS E.Riec=oi-dSexiesTitle and Description Retention Disposition citatioulcomments I I N'EIG14BOR1100D PROJECT ........... . .............. . APPLICATION REC DS Applications for monies from CDBG funds Detain 3 years after closeout of the 24 CFR Fart 92.509 for painting, tree removal, and waterline funds; however, if any litigation, Sec. e 1 - ; 24 replacement projects. Records consist of claim, negotiation, audit, or other CFI. 570,490 program cmidelines, correspondence, grant action has started before the applications, and letters approving or expiration of the three-year period denying grant request.. after closeout, the records must be retained until completion of the option and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy. 12 RENTAL REHABILITATION RECORDS Records document grant p.ro ram from Retain 3 years after closeout of the 24 CFR 51 1 CBC funds for rehabilitation of low grant funds; destroy. income rental housing. 13 SIGN PERMITS Records document the application and granting of sign permit a Approved Applications a Retain l year after completion of Applications approved for sign installation work; destroy. y commercial property owners. Also inctudes diagrams, blueprints, and .maps as backup documentation. b Denied d Applications b Retain 2 years; destroy. c Permit. lispositioll c Retain .1 o years after completion of work or 6 months after original issuance if sign is not installed. 14 TAX INCREMENT OA EC 1 S Vital record during Records document the use of tax increment try . of loan. monies to acquire land, provide loans for purchase and development ent of property der olitio.n and removal of structures, historic revolving loans, and relocation of; occupants to promote development in the downtown Urban f e .ewalf'Tax increment: area Transfer originals to Municipal Land Acquisition Records Clerk's Office who maintains the Records include oniginal deeds of trust', "record" copy. inSUrance cerilficates, trust indentures, reports. photographs, correspondence, and memoranda. Continued on n extpage. Municipal Records Schedule MR33 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES C MMU.MTY DEVELOPMENTMOUSING. AUTHORITY RECORDS Record Series Title and Description Retention and Disposition Ci i n1 ot 1.4 TAX INCREMENT LOAN'RECORDS- Cont. a `"Record" copy is permanent, all ".Record" copy is in the Municipal Clerk's other copies r tatin 5 years after Office. acquisition of land., or as needed Land Acquisition Records for reference. b 'Loan Reeords b Retain 8 years after settlement o Records include loan application, loan loan; destroy. closing documents, report of payment s h dul , correspondence, and memoranda. 15 URBAN HOMESTEAD RE�CORDS Retain 8 years after title is no longer This 1s a vital record i Records document a defunct. program for held by the municipality; destroy. while title is held by low income households to purchase a house the municipality. for 'a ; city holds title on property for 5 -y.ar period until resident owner improves house and obtains p ort age financing. Municipal Records Schedule MR34 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for; MUNICIPALITIES ENGINKERING—ADMINISTRATION RECORDS Record Series Title and ri tion 'Retention and Disposition Citation/Comments I TECHNICAL ADVISORY COMMITTEE EE Permanent, RECORDS Meetin(T minutes and background materials pertaining to the Technical Advisory Commit- tee. tee. ENGINEERING STAFF WORKING FILES Working files consisting of drafts, notes, Iran- pure annually. Retain -until 5 years sitry reference materials, and other records of old r at the end of the project t short. -range value which have been accu u- which they pertain, whichever is lated by staff members to assist with a arti u- sooner; destroy. lar project. Records in this series are not part f the official project files and are not listed elsewhere in this schedule. EN'GINLEERMC—FLOOD CONTROUSTORMWATER MANAGEMENT RECORDS 1 FLOOD CONTROL RECORDS Documentation conceming the involvement with flood control regulations. Historical flood information, snaps, and a Permanent. technical reports concerning floodplain ar- eas. h Working files, including correspondence, b Retain until superseded or obsolete flood control policies and regulations. or when no longer needed for ref- erence, whichever is sooner; purge annually and destroy, ENGINEERING -MAPS, PLATS, PHOTOGRAPHS, SURVEY ATA 1 AERIAL PHOTOGRAPHS Permanent. STA,riSTICS AND STREET CLASSIFICATIONS a Permanent. Current information is Annual statistics on area and infrastructure, a vital record. such as total miles of streets, alleys, highways and int rst to . street footage added within the b Retain 5 years after- end of official past year; and statistics on miles of street by year to which records relate if city/ street type. i.e. gravel, concrete, asphalt. This town is audited annually. If city/ information .is currently submitted to the State town is not audited annually, retain of Montana and used in calculatin.g the alloca- 7 years after the end of the official tin of State Gas Taxes. year to which the records ,relates; a Summary infor ation and supporting destroy. dum►etation (spreadsheets) which is sub- mitted to the State of Montana. b A.11 other- information. Municipal Records schedule M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES ENGINEERING —REVIEWS Record Series Title and Description Retentionand Disposition Citation/Comment 1 ' RIMITS Applications for permits and correspondence concemin ; permits for encroachment on rl ht-o �,Nray and construction involving exca- vatlon., concrete placement, and storm titer connections. Records created doe-ument infra- structure improvements made in public right- of-way and involve plans, inspection reports} a Permits authorized for construction a d other background information. I Permanent. a Permits authorized for construction 2 Retain 7 years after word: is . Storm drain connections completed; destroy. Excavation and concrete. b Permanent; 1f revoked, destroy al- b Encroachment permits ter 8 years. c Permits that have not been authorized c Retain 3 years after denial; de- stroy. PLANNED UNIT DEVELOPMENT PUD REVIEWS Records created in the review o`the plans for Retain review working files 5 years Planned Unit Development P DS projects after completion oft e review; submitted by land developers.Doe-urents o- destroy. ten included are environmental impact assess- ments, correspondence, and notes containing comments from staff pertaining to traffic and other impact evaluations. PRIVATE CONTRACTS This is a vital record. Records in this series relate to the review of contracts proposed and entirely funded by pri- vate developers for installing improvements in the public right-of-way. Records in this series inclUde general correspondence, designs, plans, and specifications. a -bunts and correspondence documenting a Permanent. the final product. b Working files of all other pertinent infor- b Retain 7 years, or when nforma- mation. tion 1s no lodger needed; destroy. SITE PLAN RE -VIEWS FOR BUILDING PERMITS Series documents the review of plans and other information for building Permits a Permanent - a Departmental copy of the review and ap- b Review arinu.ally., retain 3 years, proved site plan documents destroy. b W r ina files and background information not yet approved for construction. I unidp l Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES ENGINEERING —REVIEWS Record Series Title and Description Retention and Disposition Citation/Comments SUBDIVISIONSTUDIES AND REVIEWS Records create{ 'in review of preliminary and final subdivision plats SUbrnitted for land development. Documents in this record series could include: subdivision improvement agreements, correspondence, closure calculations, and notes containing comments from staff pertaining to traffic and other impact evaluations. a Review corking files for preliminary plats a Retain working files 3 years after Zn b Review documentation concerning final completion of the review; destroy. plan and co.py of improvement agreements b Permanent. VACATIONS OF LAN Records in this series document the transfer of rights -of -way on public property to private ownership. Original documents should be transferred to Municipal Clerk for incorporation into permanent file. a Commission/Council Approval of Vacation a ommis ion/Co ncit Approval 1 Municipal Clerk. 1 Permanent. All other copies. 2 Retain 5 years; destroy. b Supporting documents, including raps, b Supporting documents diagrams, ownership reports, and other 1 l em-tanent. supporting documentation. 2 Retain 5 years; destroy. 1 Municipal Clerk All other copies. Municipal Records Schedule M N "ANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule fo: MUNICIPALITIES :ENG1N'EERING—STREET AND TRAFFIC MA TAG N.E. T'I' RECORDS :,record Series Title and Description Retention and Disposition CitationlComments l IJAZARD ELIMINATION FET PROGRAM This series contains records analyzing hazard levels at various tocations. Records provide supporting information for annual submission a Retain 20 years; destroy. to the Montana Department of Transportation b Detain information concerning a to obtain funding for improvement of these lo-- particular location until infor _a- c ations u.ndcr the ' ederal Hazard Elimination tion is superseded or when infor- a 'ety Program. matron is no longer needed for fot- a The original document 1s submitted to the low -up studies, whichever 1s later; Montana Department of Transportation, destroy. h Municipality. STREET AND INTERSECTION LCA- IO FILES These files document studies, problerns, re- pairs and unprovements of public worts struc- tures and streets and interscct.ions. Record types can include correspondence and citizen petitions, !and acquisition documentation, traffic and pedestrian studies, school crossing studies, vehicle volume summaries, accident data, boundary snaps, and speed surreys. Records documenting problems and citizen a Retain tain for life of the structure, or complaints, and their resolution; records wben information become obso- documenting projects or improvements re- fete. q€ firing f Lture action, and records contain- ing ac :ground Information which will support th'se activities. b Land acquisition documents. b "record" copy is permanent.; all Transfer originals to Municipal Clerk, who other copies retain 5 years, or as maintains record copy. needed for reference; destroy. TRAFFIC ACCIDENT DIAGRAMS Series do 'uments the, occurrence of accidents Permanent. at varlous locations. Information is annually summarized Into collision diagrams. TRAFFIC ENGINEERING PLANS Plans for a variety of traffic engineering pro- jects. Plans pertain to completed, current, and proposed projects. Subjectsinclude intersec- tions, s gna.li atlon, street lighting, and ptans Of proposed prof ects. a Plans of compteted projects a Pen-nanent. b Plans of proposed projects h Retain until completion o� the pro- ject or discard when prglect i abandoned. ---------- Municipall ord Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALI I. S GINtERIN---STREET AND TRAFFICMANAGEMENT RECORDS Record Series l and Description ripti Retention and. DispositionCitation/Co nts TRAFFIC ENGINE�E-RI STUDIES AND YS SURVEYS This series consists of traffic surveys, accessibility studies, and apses, Traffic Counts a Retain 15 years; destroy, b SunFeys h Final report is a permanent record; raffile Studies and .A. alyses all backup data not included in the d Accident Report final report retain 2 years after completion of the sun7e ; destroy, e Final report 1s a permanent record; all backup documentation discard years after completion of study or analysis. Final report is a permanent record; all other -summaries retain 7 years; destroy. ---------------- ----------------- Municipal Records Schedule M NTA A LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES for: MUNICIPALITIES RecordSchedule Series Title D rli it Retention nd Disposition Citation/Comments 1 STREET LIGHTING PROJECT .RECORDS Documentation of projects concerning exist- ing lighting districts within public rights -of - way, along with projects of new district con- struction. Included are correspondence, gen- eral district information, product specifica- tions, and working records concerning street 11ht conversions, and lighting design. a Project Administration. Progress reports a Contractors' payroll files: Retain and certified payroll records submitted by 8 years after date of completion of the contractor, and general correspondent thecontract; destroy. created in the course; of the project and General correspondence: Retain 3 used by the administration of the contract. years after date of completion of contract; destroy. Progress reports: Retain 3 years after final payment; destroy. b Project Plans, Correspondence, and Draw-b l etain for the life of the ligh ins iri s. As -built and slop drawings, and cor- structure; destroy. respondence that document and define im- portant decision -making processes. Municipal Records Schedule M M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES ENGINEERING —WORK ORDERS AND CONTRACT ADMINISTRATION RECORDS Record Series Titleand Description Retention and Disposition Citation/Comments I CONTRACT STANDARDS S AND TE - Discard when super tided or obsolete. PLATES This series consists of refercncc: materials concerning standards for preparing contracts, and includes boiler -plate templates for con- tracts. 21 WORK RDER AND SPECIA IMP.R E- ME T DISTRICT T PROJECTS 'Documentation of activities In improving pub- lic rights -of -way and infrastructures withi its j urlsdIction. The serties documents the entire -process for constructing a public improvement project. Records can include general coiTe- spondence with departments, other individuals and organizations, and records documenting a See General Coint n .Reyor the process of selecting consultants and con- b Se> General oninyo Records tractors. c Retain 2 years: destroy. d Discard 8 years after final pay - In addition, this series documents the design ment, and construction phase of a project. Records e Discard records when project has may document aspects of the project, such as not been initiated within 10 years inspection reports, consultant studies and of the date of first proposal, or analyses, shop drawings, and as b ilt.s. Also when proposed project is super- includesproject construction, administrative sued or obsolete, whichever is records include monitoring of the contractor's sooner. work, progress reports, and billings records f See, Genera (Common) Records submitted by the contractors. g l— Diseard 8 years after date of Propos ed Pro.1cct S. completion oath` contract. a Bids and ProposalsPermanent. b Bid awards, contracts and agreements . Retain 2 years, destroy c Correspondence T Discard 3 years after final d Contractor financial documentation payment_ Other prof ects b As -bunts, shop drawings, and cor- f Project accepted for implementation respondence documenting the final Project Administration product are a permanent record, all .lContractor's payroll files others discard when no longer General correspondence needed -for reference or when pro- 3 Progress reports jct 1s completed. Substantive correspondence critical to 1 Discard records 7 years after com- decbsion making process of project. pletion of project or 7 years after h Project plans and drawings final assessment payment was 1 Tax documentation made by the property owner, h This 1s a vitalre- .......... whichever hichever is later. cord. I .. Municipal Records Schedule MR41 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES FINALNUAL,-ACCOUNT ACTIVITY RECORDS Record Series Title and Description Retention and Disposition CitaflonlComments I A.CC , U T RECONCILIATION RECORDS a Monthly bank : statements used to a Retain 5 years after end of official balance and reconcile accounts. year to which records relate; if city/ town is audited annually. If cit.y'r/ town is not audited annually, de- stroy 7 years after the end of the official year to which the records relate. �} �+Y Monthly bank statements used to b 'Retain 5 years after end of official balance and reconcile accounts. year to which records relate if city/ town is audited annually. If city/ torn is not audited annually., de- stroy 7 years after the end of the official year to which the records relate. BID DEPOSIT REPORT Detain 5 years after end of official year to which records relate if city/ town if audited annually. If ity/tovm is not audited annually, destroy years after the end of the official year to which the records relate CASH ADVANCE REPORT ,detain 5 years after crud of official year to which records relate if city/ town is audited annually. If city{ y. to is not audited annually, destroy years after the end of the official year to which the records relate. 4 DAILYCASH RECEIPT AND EDIT .RE- Retain 5 years after end of official PORTS year to which records related if city/ town is audited annually. If city/torn is not audited annually, destroy years after the end of the official year to which the records relate. Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES I.TIES FINANCIAL —ACCOUNTS PAYABLE RECORDS Record Series Title and Description Retentive. and Disposition Citation/Comments ON ACCOUNTS T A;"YABL a Accounts Payable List (Check Disburse- a Retain 5 years after- end of officiat ment) year to which records relate if city/ b Ca .cc;led :I:ns .ranee Checks town is audited annually. if city/ c DailDailly Purchasing, Inventory and Voueber town is not audited annually, d.e- Ed.its stroy 7 years after the end of the; d Expenditure Approval Lit official year to which the records c Monthly Encumbrance Report 'relate. b Sarre as above. c Sane as above. d Same as above. e Same as above. 2 CANCELED VENDORCHECKS Retain 5 years after end of official Canceled cheeps of payments made to v n- year to which records relate if city/ dors. town is audited annually. If c ilty` town is not audited annually, destroy years after the end of the official year to which the records relate. CHECK REGISTER 'Listing; of payments made to vendors, in- Permanent. Consider C M or . i- cludes vendor number, name, check number crofilrn. and amount., information pertaining to a pa.r- tiCUlar purchase, and the aniount paid to the vendor to date for the current fiscal year. CLAIMS "'Record" copy: retain. for 5 years of Copies of memoranda .pertaining; to claims for ter the end of the fiscal year to which payment, damages', or other redress presented the records relate; if the claim con ti- to the Commission/Council. totes a contract, retain for the tern' of the contract .plus 8 years; clerk's copy retain 1 year, destroy. PURCHASE ORDERS (PAIDCLAIM Retain 5 years after end of official Series consists of purchase orders, informa- year to which records relate if city/ tlon on vendors, and documentation of paid town is audited annually. If city/ invoices. town 1s not audited annually, destroy 7 years after the end of the official year to which the records relate Municipal Records Schedule MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES . TIES F:NANCIA CCOUN' S RECEIVABLE RECORDS Record Series Title and Description Retention and Disposition itio it ti n1 or rat l A CO'U TTS RECEIVABLE ACTIVITY Retain 5 years after end of official REPORT year to which records relate if city/ town is audited annually. if city/ town is not audited annually, destroy years after the end of the official year to which the records relate. ACCOUNTS RTEEN LE DAILY Retain 5 }years after end of official 'UPDATES year to which records relate if city/ town is audited annually. If city/ town is not audited annually, destroy years after the end of the official year to which the records relate. ACCOUNTS RECEIVABLE '. ..AL BALANCE MONTHLY E.T Retain 5 years after end of official This report provides detail transaction in or- year to which records relate If city/ oration on the Accounts Receivable Ledger. town is audited annually. If city/ Includes both monthly reports and year-end town is not audited annually, destroy (June reports 7 years after the end of the official year to wh..ich the records relate. EDIT COLLECT1 ' F.ILE Working files documenting deli qu nt debtors Retain 3 years after debt has been and actions taken against thee. pain, or when records are 7 ears old for uncollected debt; destroy. RECEIPTS Copies ofreceipts or receipt stubs issued evi- Retain 5 years after end of official dencing receipt of money owed except those year to which records relate if city/ relating to special assessments. town is audited annually. If city/ town is not audited annually, destroy years after the end of the official year to which the records relate. Municipal Records Schedule MR44 M NT NA LOCAL GOVERNMENT RETENTION AND (SPOSI ON SCHEDULES Schedule for: MUNICIPALITIES FINANCIAL-BON'D RECORDS Record Series Title and .Description Retention and .Disposition Citation/Comments I BOND CAL REPORT Retain 5 years after end of official Reports Contain information on the status of yeas` to which records relate if city/ debt of each. SID and is used for analysis of all town 1s audited annually. If cite outstanding bonds. town is not audited annually, destroy 7 years after the end of the official year to which the .records relate. 2 BOND PAYMENT SLIMS Retain 5 years aftr end of official Copies ofpayment slips sent to bond holders year to which records relate if city/ along with payment for interest on bond or re- town 1s audited annually. if city/ demption. toym is not auditeday nrnial , destroy 7 years after the end of the official year to which the records relate. BONS REGI. TE B EARE . AND REG I - Retain 5 years after end of official This 1s a. vital record. T RED OWNER) year to which records relate I f c.)ty/ Official record of ownership of all bonds is- town is audited annually. if city/ sued by the City. town is not audited annually, destroy 7 years after the end of the official year to which the records relate. MWN .BOND WORKFILES ial Retain 5 years after c- d of official This series documents the activities on each year to which records relate I cilty/ bond from tts initial issue through it's .life un- town i audited annually. if city/ til it is called or fund is closed out. town is not audited annually, destroy 7 years after the end of the official year to which the records relate. 5 CANCELED LE BOND CHECKS Retain 5 years after end of official year to which records relate if city' town is audited annually. if cite town is not audited annually, destroy 7 years after the end of the official year to which the records relate. REVENUEA .AL OBLIGATION BOND CERTIFICATES Retain 2 years after the retirement o Bonds issued to finance capital improvement the issue as a whole. prof ccts. Municipal Records Schedule M MONTANA LOCAL. GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUN IPAL T . � FINANCIA14—BUSINESS LICENSE RECORDS Record rd Series Title and Description Retention and Disposition Citation/Comments 1 APPLICATION FOR BUSINESS LICENSE Retain 2 years after expiration ofli- eense and all rcnewals (life ofbusi- ness); destroy. 2SI SS LWE SE COPIES Detain ye��rs after expiration of license; destroy. BUSINESSIJC NSE REPORT Retain 5 years after end of official Notc.Consider trans - year to which records relate if city/ 1-erring to a local his - town is audited annually. If eltyi torical society for town is not audited annually, destroy preservation and et- years after the end of the official ter public access to year to which the records relate; historical business destroy. data. Municipal cor s Schedule MR46 M N ANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES FINAINICIAL—MISCELLANEOUS RECORDS Record Series Title and Descri tion Detention and Disposition Citation/Comments GENERAL L ER C a n d i d a t e for a Monthly reports other than FY end report, a Retain 30 years after end of fiscal microfilming is b Year end monthly report (June 30 report). year to which the report pertains. Compute- Output b Permanent. 11 icrofilr . JOURNALS This series can be comprised of the Cheek Retain 5 years after fiscal year to Disbursement Journal, Appropriations and which the Journals relate; destroy. Expenditure Joumal, Revenue and :Receipts Journal, the General Journal, and the Encumbrance Liquidation Journal JOURNAL ADJUSTMENT RECORDS Records documenting additions and modifications to journals, including vouchers, edit reports, adju ting Journal entries and daily batch update reports. a Journal Adjustments a Retain 5 years after end of fiscal b Journal Edits year to which the records relate. b Retain 2 years after end of fiscal year to which the records relate. PARKING TICKETS a Parking Citations, Original tickets issued a Retain 3 years; destroy. b 'aid Citations. Parking tickets for which b Retain 3 years; destroy. the fine was paid. Maintained as rcference to document pay -merit. PRINCIPAL MONTHLY REPORTS Year -to -end monthly reports which document the financial information and activities. These reports could include a detail budget report; pr iect expenditure transactions; project activity report, find trial balance, project trial balance report; revenue report; and/or balance sheet. Monthly reports other than fiscal year end a Retain 5 years after end of official .report. year to which records relate if city/ b Year end monthly report June 30 report). town is audited annually. If city/ town is not audited annually, destroy 7 years after the end of the official year to which the records relate. b Retain 15 years after end of the fiscal year to which the report pertains. Municipal Records Schedule MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for MU.N CIA ITIES FINANCIAL —PAYROLL RECORDS Record Series Title d Description t .t . and Disposition Citation/Comment I CANCELED PAYROLL C14ECKS Destroy 5 years after end of official year to which records relate if city/ town is audited annually. if city/ tom is not audited annually, destroy years after the end of the official year to whieb the records relate. PAYROLL DISTRIBUTION REPORT .Destroy 5 years after end of official Report documenting all expenditures of pay- year to which records relate if city/ roll activity. town is audited annually. If city/ town is not audited annually, destroy years after the end of the official year to which the records relate. FINANCIAL -REVENUE RECORDS I ACCRUED/ACTUAL INTEREST Destroy 5 years after end of official BALANCE year to which records relate 1f city/ ton is audited annually. If city/ town is not audited annually, destroy years after the end of the official year to which the records relate. FUND BALANCE REPORT Retain 5 years after end of the fiscal year to which these records relate; de-- stro, MONTHLY f�E'l TS OF ACCRUED UED Destroy 5 gears after end of offer l INTEREST year to which records relate if city/ Information used to calculate the monthly in- town is audited annually. If city/ terest earned from investments. town is not audited annually, destroy vial gears after the end of the official year to which the records relate. Municipal Records Schedule MR48 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES FINANCIAL —TAX AND OTHER FINANCIAL ASSESSMENT RECORDS I Record Series Title and Description Detention and Disposition Citation/Comments 1 ANNUAL TAX BILUNG SUMMARYDestroy 5 years after end of official Summary information concerning all assess- year to which records relate if city/ me .ts billed for the year. Includes individual town is audited annually, If city/ recap sheets for each type of assessment, as town is not audited annually, destroy well as a recap sheet for all assessments. 7 ears after the end of the official year to which the records relate. ANNUAL TAX LEDGER Permanent. 1 TE: on ider ll or microfilm ASSESSMENT WORKING 1LLS a Destroy at end of the fiscal year a Assessment schedules for Special Improve- following the cancellation or call ment Districts SI . of the bond and collection of all b Spreadsheet work es delinquency. Working paper used to create and modify a b Destroy at end of the fiscal year spread, following the cancellation or call f the bond. MONTHLY TAX DISTRIBUUION Destroy 5 years after end of official Spreadsheet wh1c . documents the distribution year to which records relate if City` f taxes, interest and penalties collected. town is audited annually. If city/ town is not audited annually, destroy years after the end of the official year to which the records relate. MONTHLY TAX RECEIVABLE EPO T Report urt detailing the month -end tax and SID balance of every property owner. report's primary purpose is to balance the tax infom-ia- tion.. a Monthly reports excluding Junc 30 report, a Detain 2 years after end of the is - cal year to which these records -relate; destroy. b .dune 30 report. b DestToy 5 years after end of o 'fi- cial year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Municipal Records Schedule MR49 M NTANA, LOCAL GOVERNMENT ET #TI N AND DISPOSITION SCHEDULES Schedule f MUN.ICI ALIT��S IN TAX AND OTHERFINANCIAL ASSESSMENT RECORDS Record Series Tlitle andDescription Retention tion c Disposition Citation/Comments SPECIAL IMPROVEMENT DISTRICT Destroy at cnd of the fiscal year SICONTROLS following the cancellation or call of .Records used to balance O'W.Standlngg principal the bond. assessments against the general ledger and to document the principal paid on a property. 7 SPECIAL. IMPROVEMENT .E DISTRICT Destroy 5 years after end of official ID . OF.Ii F RECEIPTS year to which records relate if city/ town is audited annUal1 . If city/ town is not audited annually, destroy gears after the end of the official. year to which the records relate. TAX AND SID MONTHLY 'Destroy years after end of official MAINTENANCE RECORDS year to which records eat if city/ Series documents the payment of activity of town is audited annually. If city/ taxes and assessments. town is not audited annuatly, destroy 7 years after the end of the official year to which the records relate. Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES FIRE A.ND DISPATCHRECORDS . --d Series Title and Description Retention and Disposition Citation/Comments A COMPLAINT ,h 1�.A .CORDS Retain .4 V arsib destroy. y �lnn / other J�h+{,r trot received from citizens r th r departments concerning emergency re- sponse DISPATCH REPORT 'Logs of al calls received by 911 operators and forwarded to departments, as appropri- ate. a Permanent, retain with the related a Reports forwarded to Fire Department Fire Incident Report. b .deports forwarded to Police Department b See police records 3 EMPLOYMENT ENTRANCE TESTS Discard when test s read mist red. Series consist of the tests administered to j ob appl1-cants. Tests are held bia.n.l.ly for firefighters, and as needed for other posi- tions. EXPOSURE REPORTS Discard 3 0 years after injury or 111- 29 CFR 1910,20 Reports completed prior to 1995 by einploy- ness was reported, unless specified es following CXPOSUre to substances which otherwise by a particular SI-L are :potentially hazardous to their health, standard. such as bodily ffulds, smoke, chemicals. a- A[so inctudcd is medical treatment informa- tion, such as hospital reports. tion, FACILITY PLANS These are vital Original blueprints, site plans, mechanical Retain for life ofbuilding. records drawings, and site and building plans of the NOTE; Consider 11 Center all fire stations and other build- tran.sl rrin to a local in ;s owned by the fire department. historical society for permanent preser a- tio.. IRE INVESTIGATION RECORDS D Permanent. Documentation of investigations conducted by the Fire Prevention Division of the fire department. FIRE DETECTION AND SUPPRESION Detain for 3 years; destroy. 1994 Uniform dire SYSTEM INSPECTION RECORDS Code, 1033.4 Fire Marshal inspection of alarm and extin- guishing systems and plans for new installa- tions submitted by alarm companies .s for De- partment review. Municipal l Records Schedule M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES FIRE AND DISPATC11 RECORDS Record Series Title and Description Detention and . i po liti citation/comments INCIDENT 'REP RTS An electronic copy is . ports of all incidents responded to by the forwarded to the State Fire Department, including ire incidents of Montana. and emergency medical incidents. 16.30.215, ARM. a Montana Department of Justice a Pennan nt. T You should Municipality b 'Permanent. consider COM or rni rofilm INSPECTI'ONGOUDELINES FOR HRE MARSHAL Guidelines for inspecting various types of Retain until superseded or obsolete; m t.erl l , facilities and businesses, destroy. including hotels, high rises, hazardous materials, sebools, fireworks. 10 INSPECTION .E S Retain documentation for 3 years; 1994 Uniform Fire This series documents inspections and life destroy. Code, 1 3.3.4 safety checks conducted by the Fire Department at buildings, facilities, and for equipment. MASTER STREET/ADDRESS GUIDE Retain until next monthly update- Currm record is Master guide containing name, address, and destroy. vital s record. telephone number of every resident. 1.2 PENDINGODE VIOLATIONS Transfer- to series "".Inspection Records"" immediately after violation as been corrected. 13 'POLICIES AND PROCEDURES Current record is a Policies and procedures for fire department vital record. Personnel. Includes policies and procedures, and updates thereto, as well a staff notices ofpolicy updates. a Master set of current and all superseded a Permanent. policies and procedures. b All other copies b Discard when superseded or obsolete; destroy. 14 STATISTICAL SUMMARY P TS Monthly .deports a Retain 10 years; destroy. b Annual Reports b Permanent. 15 SUBDIVISION REVIEWS Documentation of the lire department's Retain 3 gears after completion of the review of subdivision development plans review; destroy. submitted by land developers. Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES FIRE AND DISPATCH RECORDS Record Series Title and Description Retention and Disposidion citation/comments 1.6 TRAININGRECORDS Documents the fire d partm nt's administration of various certification tests developed by the Nationat Fire Protection Association. Including course outlines and a "Record" copy retain 25 years test results. after termination or separation of "Record" copy is a permanent copy. employee. Departmental copy a C rtifi at s transfer to employee personnel file b Test questions and course outline in Human Resources office. e Test results b Update as required. e Retain 5 years after termination or separation of employee: destroy. Municipal Records Schedule M M N ANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES GENERAL (COM�MON) RECORDS 'R o-r. Series Title and Description Retention and Disposition Citation/Comments 1 AFFIDAVITS U L.I AA ION O' - INA C.ES AND LEGAL NOTICES Notarized ed certificates and newspaper clip- pings attesting to the publication of legal notteeS. a Publication of Ordinances a Permanent. b All others b Place with related project file and dispose of accordingly. I no pro- eet file exists, retain 3 years; destroy. AGENDAS Posted agendas and notices for meetings o the Commission/Council and advisory boards, cornmat es, and commissions. Record copy is in Municipal Clerks Office. a Municipal Clerk a Retain 2 years; destroy. b Ali other copies b Retain'L[ tll after meeting; destroy. BID AND PROPOSALS a Retain 8 years after termination or Active record is a a Successful awards under S25,000 completion and final payrnent; de- vital record. b 'Unsuccessful awards under $25,000 st.roy. e Successful awards over S25,000 b Retain 1. year after date of award, d Unsuccessful awards over S25,000 destroy. e Unopened Bids e `Record" copy retain 8 years after Contractor warranties termination or completion andfi- nal payment; destroy. All other copies retain with related bid award or contract file and dispose of accordingly. d Retain until contract is eompleted: destroy. Return to bidder after award. .f Destroy 5 years after end of offi- cial year to which records relate if city/torn is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Municipal Records Schedule M NTANA LOCAL GOVERNMENT I ` ION AND DISPOSITION SCHEDULES Schedule for MUNICIPALITIES GENERAL COMM RECORDS Record Series Title and Description Retention and Disposition i ti nl o s BID A.1]AS, CONTRACTS, AND Active records are AG .1-E.ME T a "Record" copy is in the department vital records. -Record"' copy of routine procurement records that .lets the contract, retain 8 years including legal notices, bid awards, affidavits after termination or completion f publication, signed contracts or and final payment; all other copies agreements, certificates of insurance, surety destroy upon termination or bonds, requests for p-ooals, proposals, completion and final payment. technical specifications, reports, b "'Record'' copy is in the Municipal correspondence, and similar records rc;lating Clerk's office, retain 8 years after to toe negotiation, administration, negotiation, termination or completion and renewal, and termination of awards, contracts final payment. and agreements to which the city is a party. c "Record"" copy is in the Municipal a did awards and contracts under S25,000. Clerk's office and is permanent; all b Bid awards and contracts over $25,000. other copies destroy upon c Utility and other major construction or termination or completion and restoration/renovation contracts. final payment. B'UDGETWORKING PAPERS Records created and used in the preparation of the annual budget, including departmental requests, estimates ledgers, handwritten notes, and related correspondence and memoranda. a Retain 5 years after the fiscal year a ;'Record" copy 1n the finance or treasurers to which the records relate; office: destroy. b All other copies b Retain 2 years; destroy. MLAtNTS Original citizen complaint form listing name, Retain 2 years; destroy. address, phone number, location of complaint, ent, nature of complaint, responsible department, and steps taken. OR Sp N L CL Permanent Program and Policy Correspondence a permanent. Incoming and outgoing letters, memoranda, and e-mail pertaining to the formulation, planning, and implementation of the nuscion, policies, programs, operations, and projects are prime candidates for permanent retention. Records with permanentvalue include, but are not li,r .it d to; records documenting municipal Policy; records documenting the policy process; records that document hove* the Continued on next pacre. municipality is organized and .how it -functions; p tlem of action and deelsion-making; its policies, procedures, and achievements; and that serve to substantiate accountability. Municipal Records Schedule M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES GENERAL M RECORDS Record Series Title and Description Retention and Disposition Ci aiol r e CORRESPONDENCE--Cont. bNon- Permanent Correspondence: Routine b Retain for 3 years; destroy. In.comin.g and outgoing letters, rnet .oranda, and -maill pertaining; to the normal and routine administrative ffi.nctions. Consists of correspondence providing general information and requests for infon .ation, referring inquiries elsewhere, forwarding materials, acknowledging incoming letters. making arrangement for routine meetings or other Qvents, and similar matters of minor administrative character which contain no substantive information. c Retain for at least 30 days lien Non -Permanent Correspondence, Transitory destroy if no longer needed for Incoming and outgoing letters, memoranda, ads in.istrative purposes_ and e-mail that, while part of municipal business, are purely informational with a very short time -value. Examples include routine correspondence for which a record is needed only for a lilted time, such a incoming or outgoing transmittal/cover messages that do not add information to that contained In the transmitted material (4 nclo ed pleas; Find ,., routine questions and answers that require no administrative action, no policy decision, and no special compilation or research for reply "our address is ...» "the deadline Is .,., C4plc.ase send 10 coples of ..'' than -yo s, acknowledgments, congratulations; information co- les of correspondence on which no doeumented administrative action was taken. d Non -record Correspondence- Destroy at Will d Destroy/delete at will. The following materials are not records and may be destroyed/ deleted at any time, unless they become part of some official record as a result of special circumstances, correspondence and memoranda generated by another entity and kept by your office for refere.nee purposes; unofficial employee activities (parties, softball games, etc.); intcrnal office announcements (`Ms. Jones is here to sce you,"" "Joe Smith called,"" "is .his aft rnoo.n"s meeting st l on?"); quasi - official notices notices of holidays, charity appeals, etc.); junk .ail; fistsenT ,messages, other than those you post in your official capacity. Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES GENERAL(COMMON) RECORDS Record Series Title and Description Retention and Disposition Citation/Comments Material assembled and distributed to Co -n ll/Co n.misslon members containing documents pertaining to a Council meeting s well as informational material. "Record" copy is in the Municipal Clerk's Office. a Municipal Clerk a Retain 10 years; destroy. b Alt other copies b Retain until after Council/ Commission meeting to which the package pertains; destroy. Original operating instruction booklets, Life of the equipment, as needed for service agreements, warranty information, reference; destroy. replacement part information, technical reference booklets, purchasing information, and owners Manuals which document the use and maintenance of equipment. .purchased. 10 FINANCIAL FILE Files relating to the expenditure of funds', such as cost estimates, receipts and receipt stubs, purchase orders, invoices, and vouchers, except those for the payment of taxes, special assessments, utility deposits, and any re eipts noted elsewhere in these schedules. a Municipal terk. "'record"" o fte end of official a Retain 8 ea after aa.+{ yearo hick the record relate; destroy. b All other copies b Retain 3 years; destroy. l l GENERAL ADMINISTRATIVE FILES Records relating to the internal management Retain after 2 years old or sooner if or General administration tion of a department purpose is sen7ed; destroy. rather than the functions for which the office exists. In generall these records relate to the office organization, staffing, procedures, and communications, the expenditure of funds, including tTainincy and travel; supplies and office services and eq ipment requests and receipts; and the use of office space and utilities. They may also include copies of reports and correspondence officially filed elsewhere, copies of internal activity and workload reports. Municipal Record Schedule M M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES GENE A.(COMMON) .RECORDS Record Series Title and. r } tion Retention an is ition Citation/Comments 12 INSURANCE BAN C POLICIES Liability, theft, fire, accident, health, life, and other policies for property and personnel, including supportincf documentation regarding in . lernen.tation, "'Record" copy retain 5 years after modification, or replacement of policies. expiration or replacement of policy; "Record" copy is in the Municipal all other copies retain until policy Clerk's Office, expires or is Superseded, destroy. 13 LEASES Legal instruments. stigned leases, correspond n c, memoranda and other records pertaining to the negotiation. administration, renewal, and termination of a lease to which the City is a party. a Retain 8 years after expiration, a Municipal Clerk; "record copy" termination, or cancellation of lease, destroy. b All Ether copies b Retain until lease expires or .i terminated , destroy. 14 MEMBERSHIP IN ASSOCIATIONS, SOCIETIES, AND COMMITTEES a .Records documenting participation in. entin a .Records documenting extemal governmental and professional participation... organizations in which are members rs in their official capacity as city representatives. I Official copies of committee records l 'en-nanent. such as meetingmecting minutes, declarations, newsletters, speeches, correspondence. 2 Background I.n o r m tion, ? Retain ears or when no correspondence of minor administrative lon cr needed for reference, character, drafts. whlchcver is sooner; destroy. Con tin ited on next page. Municipal Records Schedule MR58 M N "ANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES GENERA (COMMON) RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 14 MEMBERSHIP IN ASSOCIATIONS, S CIETIES, .A N'D COMMITTEES—cont. b Records documenting memb rsh.ip of b Retain in years or when no longer toff in professional organizations, needed For reference, whichever is however, not in an official capacity as a sooner, destroy. City representative. Includes correspondence, copies of speeches,, newsletters, copies of minutes, and miscellaneous materials. These records do not reflect official City positions. If membership Is paid for with city funds, then these are city records. if membership Is paid for by employee, they are personal papers, not city records. 15 MASTER. LA 'S Master plans and comprehensive plans developed by departments, Forward one copy to the :unicipal Clerk who maintains the "record" copy. a :I."u ielpal Clerk a Permanent. b All othc,r copies b .Retain until superseded; destroy. 16 .'E S 'NEL FILES Unofficial personnel Folders maintained by departments consistin.g of documents which are duplicates of papers placed in official personnel Folders. a Human Resources Department: "record a Retain 25 years after termination copy" or separation of employee, destroy. b Departmental copies b After ep.rtion, transfer, or termination of employee, transfer to Human Resources for incorporation into official personnel tile, if necessary. Municipal Records Schedule M M N ANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES GENERAL (C .1 MN RECORDS Record Series Title and. Description Retention and .Disposition. Citation/Comments 17 PERSONNEL RECRUITMENT FILES .detain 3 years after selection is n-iade; Position descriptions, resumes o f destroy. prospective employees, and personnel recruitment material. IS POLICY AND PROCEDURE FILES Consists of manuals, directives, administrative rules, handbooks, and other formal policy and procedural issuances. a Formal issuances cleated by department a Formal issuances. or division for which the policy or 1 Permanent. procedure is a program function 2 Retain until superseded; destroy. 1. Master set l`. ed copies and extra copies b Copies of C iry operating policies and b Retain until obsolete or procedures used for reference. superseded; destroy. 19 PUBL'I.CATION a Official Publications a Permanent. Official publications', including, but not limited d to: annual reports, administrative ns, codes, codes of regulatory commissions, and publications. Also included can be research papers created on behalf of or for the use of the city such as urban and regional land use, planning, zoning, air and water pollution., transportation., public utilities, urban geography, surveying, and inapping and semiofficial publications such as city planning repots prepared by surveying and mapping and semiofficial publications such as city planning reports by a commercial firm, or 1n .prepared partnership or consultation with, any city planning agency. Also includes handbooks, manuals, pamphlets, posters, and procrams created for or by the city. zn " ceord" copy is in the Municipal Clerk's office. b Reference Publications b Retain until obsolete or no longer Copies of tinternal or external publications needed; destroy. maintained for reference. 20 PURCHASE ORDERS See Item 10, MR 57 Common Records, for explanation. Municipal Records Schedule MR60 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MNICALIT.c GENERAL (COMMON) RECORDS Record Series Title and Description Retention .d Disposition Citation/Comments 21 READFNG OR CHRONOLOGICAL FILES Retain 2 years; destroy. Copies of correspondence and other papers maintained by the originating department used solely as a reading or rcference file for convenience.. 22 RECORDS RETENTION AND ISPOS TION S ��l��LES {t �j a Munielpal Jerk- "'record" op " �} j� }y}� }j�?�y} retain r Permanent; a .7. rmC�+L1ent; r1r'Lain n co o 41Yy' original, plus one copy of each revision. ' b All other copies atin until superseded, destroy. 23 REPORTS RT AND STUDIES a Official Reports and Studies a Official Reports and Studies. Reports and studies commissioned by or conducted, funded by public monies, pertainif; to public facilities, operations, and services. Studies and reports are US ally performed by staffand/or consultants_ Also includes studies and surveys commI sioned, or those which affect the city. 1 Permanent. I Municipal Clerk, "record copy" 2 Retain until obsolete or no 2 All other copies longer needed: destroy. b Intemal ,Deports and Studies b Internal Reports and Studies. Reports, studies, surveys, and analyses conducted or commissioned by departments for internal information or planning purposes, and not transferred to the Municipal Clerk. l Final report. Record copy maintained 1 Retain 10 years, unless listed by originating department otherwise elsewhere in the retention schedules; destroy. 2 All backup data and documentation 2 Retain 2 gears after completion necessary to support final report's of survey document, unless validity listed other -wise in the retention schedules; destroy. 3 World .g files including drafts, notes, 3 Retain l year after completion and reference materials of survey document; unless listed otherwise elsewhere in the retention schedules; destroy. 24 STAFF WORKING PAPER. Reference files and duplicate copies of Retain l year after completion of documents accumulated durino- preparation report or .project, or discard sooner if of a report or work on a project. no longer needed for reference; destroy. ------------- Municipal Records Schedule MR61 MONTANA LOCAL, GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES GENERA (COMMON) RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 25 SUBJECT FILES Subject files consisting of a nix of administrative ti and technical mat ria , the value of which varles depending on the organizational level at which they are created and the purpose they scrve. a Organizational and .project Files a Pen anent. YFes. Files containing administrative directives. policy studies and reports, formal ine orand . reports or special advisory colymat es and task forces, and similar records documenting the formulation and implementation of projects, policies, programs, and operations of any office.. b Administrative Procedural Files b Retain 5 years or when Administrative announcements, routine superseded: destroy - correspondence and memoranda, statements, reports, and other records of offices pert.ainino to office procedures and distributed within the department or rno ; offices. c Staff Subject Files c Transfer to storage when l year Documents �e crate by departments in old. Destroy when years old. ,n the course of routine office administrative - functions have short-term value. These records include correspondence, general 26 �i E CARDS/SHEETS Current time cards are a Human Resources office: ".record copy" a Retain 3 years; destroy. a vital record. b All other copies b Retain 2 years or when no longer Headed for reference, whichever is sooner; destroy. 7 TRAINING RECORDS :orrespondcnce� memoranda, reports, a Retain 5 years or when superseded and other records pertaining to the or obsolete, whiche ver is sooner; a fatlability of training and employee destroy. s participation in training programs sponsored by other government or non - government envies. b Certificates of completion, certificates or b Transfer to Employee Personnel .passing training requirements, and otber File in. Human Resources office. documentation of s-accessful training completion. Includes test scares of final tests taken by employee. Municipal Records Schedule MR62 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES GENERAL (COMMON) ..CORDS Record Series Title and Description Retention and Disposition Citation/Comments TR V L EXPE SE RECORDS Files relating to the expenditure of funds, such as cast estimates. receipts and receipt stubs, .purchase orders, invoices, and vouchers, except those for the payment of taxes, special assessments, utility deposit , and any receipts noted elsewh= in these schedules. a Record Copy. a Retainears after end of official year to which records relate if city/ town is auditcd annually; if cl r/ town is not audited annually.. retain 7 years after the end of the official year to which the records relate; destroy. b All other copies. b Retain in years; destroy. A AUDIOVISUAL MATERIALS NOTE- 7-1-414 l , a Videotapes/audit tapes of m etin s, a en --anent, if no minutes are MCA, requires that prcpared for the meeting, l year if cities/towns have the official minutes are prepared and c a p a b i 1 i t y o. approved. producing copies of b Promotional and public relations tapes. b Permanent. all records including c Motivational and training audiotapes c Retain as long as administratively sound and video tapes purchased for use by personnel. needed. if that is record medium chosen. Municipal Records Schedule MR63 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES HAZARD M:MUN CA ION PROGRAM RECORDS Record Series Title and. Description. I .detention and Disposition I Citation/Comments HAZA'RD COMMUNICATION PROGRAM The purpose of a hazard communication pro ram is to ensure that the hazards of all chemicals produced or imported are ;valuated, and that information concerning their hazards is transmitted to employers and employees. It applies to any chemical which is known to be present in the rl place in such a manner that employees may be exposed under normal conditions of use or in a foreseeable emergency. Employers are not required to evaluate chemicals unless they choose not to rely on the - evaluation performed by the chemical manufacturer or importer for the chemical. n employee exposure records a record containing any of the following kinds of information. environmental :workplace mon.it rin , or measuring of a toxic substance or harmful physical agent; biological monitoring results; material safety data sleets indicating that the material mav pose a hazard to human health.; or, in the absence of the above, a chemical inventory or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent. a 'Background Data to Environmental Monitoring Data, such as laboratory- reports and worksheets, from environmental (workplace) monitoring or measuring. a b Material Safety Data Sheets MS b See Hazard Communication Program 'Records schedule for a full description. of MSDSs. c Chemical Inventory r any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent. d Biological ical MonitoringResults Results designated as exposure records by specific occupational safety and health d standards. Municipal Records Schedule One year, as long as the sampling results, the collection rmthodoloy (sampling plan), a description o the analytical and mathematical methods used, and a summary of other background data relevant to interpretation of the resutts obtained, are retained for at lust 0 years; destroy. Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was -used is retained for at least 30 years; destroy. Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used Is retained for at least 30 years-, destroy, Retain as required by the specific standard. MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES ,record Series Title and'Description Retention and Disposition Cita on/Comments EMPLOYEE INFORMATION AND a 29 CFR 1910.1200 TRAINING NG ECORDS h , and 0-' 8- 0 a Information a Retain until UPerseded; destroy & 305, MCA_ Employes shall be informed of: the re- quirements of this section; any operations in their work area where hazardous chemi- cals are patient; and the location and avail- nication ability of the Witten hazard communication program, including the required lists) of hazardous chemicals, and material safety data sheets. b Training Employee training shall include at least: b .Employee training records shall be b 49 CFR172.704 methods and observations that may be used placed in the employee's personnel o detect the presence or release of a ha - bile, ardour chemical in the work area, the pby ieal and alth hazards of the chemi- cals in the work area. the measur s employ- ees can take to prote st themselves from . these hazards; and the details of the hazard communication progrann developed by the employer; the employer shall keep a record of the date o training sessions given to and the names of the employee iemployees attending. EMPLOYEE MEDICAL RECORDS/FILES a Retain actual medical records for 29 CFR. 1910.1020(d) a An employee medical file is a record core- duration of employment + 30[formerly 1 1o, o1F as cerning the health status of an employee years; destroy. adopted by the Mon- wbich is made or Maintained by a physi- Lana Department of ian, nurse, or other health care personnel Tabor and Industry or technician, and may include: medical and employment questionnaires or hi to- This is a vital record. ries; the results of medical examinations: medical opinions, diagnoses, progress notes, and recommendations; first aid re- ,FMLA requires these cords; descriptions of treatments and pre- records to be arn- serlptrons: employee medical l complaints; t.ained separately from health and dental insurance enrollment re- b Health and dental insurance claims other personnel re- cords; medical releases; and information need not be retained for any peci- cords. from physician and worker's coy pen aLion Bred period and insurance enroll - reports. relent records, medical releases, b Insurance Records and information from reports should be retained for to years af- Continued on ext afire. ter termination of employment or 10 years after the last year enrolled in the plan, �f they are maintained separately from theemployer's medical program and its files Municipal accords Schedule MO TANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES HAZARD COMMUNWATION PROGRAM RECORDS ......................................................................... . . . .............. ............................ ... . .... .... .. . .. . ... . . .. . . . . . . ..... .. Record Series Title and Description ............................. Retention and Disposition i io/ .me s 3 EMPLOYEE MEDICAL RECORDS/ FILES-CONT. c First Aid Records c First aid records need not be Records s of one-time treatment and retained for any specified period i� , subsequent observation of minor scratches, they are maintained separately cuts, burns, splinters, and the like which do from the employer's medical not involve .medical treatment, loss of program and its files. consciousness, restriction of work or motion, or transfer to another job, if made on -site by a non -physician. d Medical Records of Employees Who Have d Need not be retained beyond .lie Worked for Less than 1 Year for the term of employment they are Employer. 2 (7if'F offered to the employee upon the termination i7 m}r V nt. 'LABELS AND OTHERFORMS F WARNING Retain -until superseded; destroy. 29 CFR191.0.1200 Employers shall ensure that each container of f , and hazardous chemicals in the workplace is 50-78-206t MCA labeled, tagged, or narked with the following information: identity of the hazardous chemicals contained therein, and appropriate hazard warnings. The employer may -use signs., placards, process sheets, batch t.ie et ., operating procedures, or other such written materials in lieu of affixing labels to individual stationary process containers. MATERIAL SAFETY DATA SJJEETS 29 CFR1910.1200 Employers shall have a material safety data Current sheets must be readily a n d 29 CFR sheet in the workplace for each hazardous accessible: when no longer current 19 1 0. 10 2 o d chemical which they use. It shall conta.in at the sheets themselves need not 'be [formerly 1910.201, least the following information. the .identity retained for any specified pefiod as and 0-78- 03,MCA used on the label; physical and Cher ical long as some record of the identity of characteristics, the physical hazards and the the substance or agent, where it was :may be kept in health hazards of the ha ar o-us chemical; l; the used, and when it was used is c l e c t.r o n i c 1 o r r , route(s) of entry; any exposure limits; retained for at least. 30 years, destroy. microfiche, or other .primary whether the hazardous chemical is a The correspondcnee, once the alternatives as long as carcinogen or potential carcinogen; any material safety data sheets are no barriers to generally applicable precautions and control provided, may be retained per the immediate employee measures, emergency and first aid procedures; Correspondence series listed in the access are created by date of preparation or update of the MS ; General o rn m o n Records such options and the name, address, and telepo.e number schedule. of the responsible party who can provide additional. information. Each employer shall maintain a copy of any correspondence sent or received by the employer in an effort to obtain a material safety data sheet when none was provided by the chemical manufacturer or ctrlb '11 ' +,-%*- Municipal Records Schedule MR6d MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES HAZARD COMMUNICATION OG AM RECORDS Record Series Title and Description :Retention and Disposition Citation/Comments WORKPLACE CHEMICAL LIST 'Each employer shall compile and maintain a Must be -updated as necessary but not 50-7S-2027 MCA workplace chemical list which must contain less than annually; destroy when the chemical name of each hazardous ehemi- superseded. cal in the work -place, cross-referenced to any generally used common name; the chemical abstracts service registry number, if available, .t accompany all chemical names on the us list; and the list must indicate to the work area i, which each hazardous chemical is normally stored or used. 7 WRITTEN HAZARD COMMUNICATION Retain -until superseded; destroy. 29 CFR1910.1200 e PROGRAM M Employers shall deNTelop, implement, and maintain at each workplace, a written hazard communication program which at least de- scribes how the criteria for labels and other forms of arnin , material safety data sheets, and employe information and training will he met; includes a list of the hazardous chemicals known to be present using an identity that i referenced on the appropriate material safety data sheet; includes the methods the employer will use to Mform employees of the hazards of non -routine tasks and the; hazards associated with chemicals contained i -unlabeled pipes in them- work areas. Municipal Records Schedule MR67 M N ANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule fury MUNICIPALITIES HUMAN RESOURCES RE CORDS Record Series Title and Description Retention and Disposlition Citation/Comments 1 RRESP D,I NCE Correspondence concerning general personnel Purge annually and destroy super - issues and insurance. seded or obsolete .records. . DRUG AND ALCOHOL.: TESTING - - o F MCA RECORDS: POST -EMPLOYMENT Records doe-umenting procedures for selecting and testing employees randomly for drug and/ or alcohol abuse. Vests are performed in com- pliance with the 1989 Substance 'Free Work- place Act and with 1995 regulations of the Federal HighwayAdministration and the Transit rIt Add. inistr tion. a plans, Procedures, Supporting Documenta- a Retain for 3 years or when super- a 49 CFR 40.23 tion, pertaining to the development of pro- seded or obsolete or no longer eedures for drug and other substance abuse needed, whichever is later; de- testing programs, including the determina- stroy. tion of testing incumbents in designated job Positions. b Employee Acknowledgment of Notice - Forms, orn-m , completed by employees whose po- sitions are designated sensitive for sub- b Retain until employee separates stance abuse testing purposes, aenoled;- frogn designated testing .position; ink; that they have received notice that they destroy. may be tested. e Vest Results e Positive results: Retain for 1 years after termination of employ- ment; destroy. Negative results: Retain 3 years; destroy. DRUG AND ALCO1401, TESTING APplicants hired: Retain until t r nr- RL ,ORDS. PRE -EMPLOYMENT MENT nation of employment; destroy. Results of substance abuse tests administered Applicants not hired. Retain 3 years to employment applicants. after decision was made not to hire; destroy. Municipal Records Schedule MR68 M NTANA LOCAL. GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES . MN RESOURCES RECORDS Record Series 'title and.Deseription Retention and Disposition Citation/Comments EMPLOYEE L OYEE X U.RECORDS At least 30 years: destroy. F 1910.1020 d To Hazardous ardous Materials) [formerly 1.910.20], as An employee exposure records a record eon- adopted by the taining any of the following kinds of informa- Montana Department tion: environmental ental(workplace) monitoring of Labor and Industry or measuring of a toxic substance or harmful phys.1eal agent; biological monitoring results; The form, manner, o€- material safety data sheets indicating that the process by which are material may pose a hazard to human health: employer preserves a or, in the absence of the above, a chemical in- record is not man- ventory or any other record which reveals dated as lonu as the where and when used and the identity of a information contained toxic substance or harmful physical agent. in the record is pre - a Ba l around ,data to Environmental Mon[- a I year, as long as the sampling re- served and retrilev- toring cults, the collection methodology able, except that chest Data, such as laboratory reports and work -(sampling plan), a description of -ray films shall be sheets, from environmental (workplace) the analytical and mathematical preserved in their monitoring or measuring- methods used, and a summary of original state. other background data relevant to interpretation of the results ob- tained, are retained for at least 30 years; destroy. b Material Safety Data Sheets MS S) bleed not he retained for any speci- ;Sec? .Hazard Communication Program fled period as Iong as some record Records ords schedule for a full description of of the identity of the substance or MS Ss. acent, wheret was used. and when it was used is retained for at least 30 years; destroy. c Chemical Inventory e Deed not beretained for any speci- C r any other record which reveals whore fied period as long as some record and when used and the identity of a toxic of the identity of the substance or substance or harmful physical agent. agent, where it was used, and when it was used is retained for at least. 3 0 years: destroy. d Biological icfal Monitoring Results d Retain as required by the specific Results designated as exposure rceords by standard. Spec le occupational safety and health standards. - -- -- ----------- Municipal al Records Schedule i f MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS Record Series 'title and .description Retention and Disposlition Citation/Comments EMPLOYEE MEDICAL RECORDS/FILES a Retain actual medical records for 29 CFR 1 1 0.1 d) a An employee medical file is a record eon- duration of employment + 30 [formerly 1910.20], as cernin the health status of .n employee years, destroy. �' adopted by the Mon - which is made or maintained b a ph Ysi- tryDepartment of clan, nUr e or other health. car€, personnel Labor and Industry or technician, and may include: medical and employment questionnaires or histo- This is a vital record. ries; the results of medical al examinations; medical opinions, diagnoses, progress notes, and recommendations, first aid re. - cords; descriptions of treatments and pre- scriptions; employee medical complaints; health and dental insurance enrollment re- cords; medical releases; and information from physician and worker's compensation b Health and dental insurance claims FMLA requires these reports. need not be retained for any speci- records to he inain-- h Insurance Records fi d period and insurance enroll- Lain d separately from ment records, mcdieal releases, other personnel re - and in ofmation from reports cords. should be retained for 10 years af- ter termination of employment or 10 years after the last year enrolled in the plan, if they are maintained separately from the employer's medical progrann and its files. First Aid Records c First aid records need not be re - Records of one-time treatment and subse- rained for any specified period if went observation of minor scratches, cuts, they are maintained separately burrs', splinters, and the like which do not from the employer's medical pro - involve medical treatment, loss of con- gram and its files. scion-sn ss, restriction of work or t .otion, or transfer to another job, if made on -site by a non -physician. d Medical Records of Employees Who I -la e d Need not be retained beyond the: Worked for Less than 1 Year for the .1 m- term of employment 1f they arc o pl yer f red to the cmployee upon the ter- mination of employment. Municipal Records Schedule MR70 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES HUMAN'RESOURCES RECORDS Record Series Title and Description Retention and. Disposition Citation/Comments I. S RANGE: CLAIMS Retain years after final settlement; Documentation used in the payment of ern- destroy. ployee health and death bcncit claims or payments to non-emptoyees under liability policies-, including insurance clati s forms; copies of hospital, .physician, and medica- tion bills; death certificates; correspondence; beneficiary Information; and other support - in papers used in processing the claims. 7 INSURANCE LI IES Detain 5 years after expiration, tern i- This is a vital record Current insurance policies and i ac ground nation, or cancellation; destroy. while the policy .i information concerning the policy. c .Trent. MOTE: Maybe valuable reference material. LABOR ARBITRATION AND GRIEVANCE ANCE RECORDS ';cords of labor arbitration in general, a well as case files. This series documents grievances filed by employees. includes original grievance, arbitration and investiga- tion reports, and settlement. a Grievance Form a Retain 10 years after termination of employment; ent; destroy. b investigation and Arbitration ocurnenta- b Retain 5 years after final resolution ion of the case; destroy. 9 I-ABOR UNION NEGOTIATION RECORDS S Retain 8 years after expiration of May Include minutes of negotiation s s- agreement; destroy. ston.s, handwritten dotes, and correspon- dence documenting, negotiations with union representatives for labor contracts. 10 LIABILITY AND PROPERTY CLAIMS Retain claims report for 2 years after Initial report of a citizen's liability or prop- final settlement; destroy. erty claim against the city/town. "Record" copy of all follow-up actions, including in- vestigation, arbitration, and settlement. Municipal Records Schedule MR71 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule fm MUNICIPALITIES HUMAN RESOURCES RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 11 PAYROLL: CHECK. REGISTERS TOT . The payroll List containing check number, amount, and Retain 50 years after the fiscal year to checkregister is a employee name of every payroll ;heck is- which these records relate; destroy_ good candidate for sued. COM or microfilm. 12 PAYROLL: PAYROLL REGISTERS Retain 50 years; destroy.'NOTE. The payroll Should include necessary information for re- register is a good can- tirernent pwposes. didate for COM or microfilm. lm. 13 PAYROLL: QUARTERLY PAYROLL REPORTS Retain 4 years after the end of the fis- 29 C FR. 51.6.5 cal year to which the records relate. 1 PERFORMANCE APPRAISAL Retain 3 years after appraisal or RECORDS Fears after last -use in employment de- cision, whichever is later; destroy. 15 PERSONNEL RECORDS/FILESRECORDS/FILES if the file contains only personnel real This is a vital .record. Official personnel records of all cn ployee , cords, retain 1years; 1f payroll in - Files may include resume, employment ap- formation also is included, retain 50 plication, W- form, PERS membership years, destroy. cards, deduction information, and other per- sonnel and payroll .information. 16 POS fTION CLASSIFICATION Retain until superseded; destroy. Study and survey records and background information dOCUMenting decisions leading to position classification. 17 PUBLIC EMPLOYEES RETIREMENT This is a vital record. SYSTEM ERS REPORTS a PF.RD a Permanent b 11 Unicipality b Retain to years after termination of the ernployee; destroy. 18 REQUISITION FOR HIRING Retain 2 years after the end of the :formal request to hire; may include vacancy fiscal year to which the records re - announcement and other in onnation con- late; destroy. cerning the position opening. 19 TIMERECORDS RDS Retain') years; destroy. 29 C 'FR 5 16.6 May be cards or sheets or electronic re- This is a vital record. cords. Municipal Records Schedule MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES 11UMAX-11 RESOURCES RECORDS Record. Serlies Title and .description I Retention and Disposition Citation/Comments MOM 10 WORKERS COMPENSATION 29 CFR 1904.4 a Initial Report a Retain 2 years after claim has been Report submitted by the employer and settled; destroy. Records may be r a.rn- 1or form completed by the employee. tamed for and on be - Summary mar'y information ation is available in guar half of the nauralerpa.l- terly reports submitted to 11 1 1.1 .. ity by the Montana b :Log and Summary Information b Retain 5 years after injury or ill- Municipal Insurance information of all recordable occupational ness was reported; destroy. Authority MMIA injuries and illnesses, as well as supple- mentary records ofeach occupational i .- j ury or illness reported. May include sum- mary reports on accidents and incidents and ensuing workers compensation laims seat uarte.rty to MMI1 _ e Employee Exposure and Medical :records c Retain. 30 years after injury or Ill - See Employee Exposure Records and E - ne s was reported, unless specified ployee Medical Records/Files earlier in this otherwise by a specific o eupa- s hed te. tiona.l safety and health standard., destroy. d Claims Settlement Records d Retain 5 years after claim has been Documentation eoneer ing investigations settled; destroy. of claims and their settlement. Municipal Records Schedule 17 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES HUMAN RESOURCES —FEDERALLY -REQUIRED RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 1 COBRA RECORDS/ . T TRED EMPLOYEE Retain 3 years after termination. of INSUR-ANCE APPLICATIONS employment; destroy. 'Enrollment rolls ent and waiver forms documenting acceptance or rejection of health and dental insurance offered to retired employees and t terminated employees eligible for insurance .deg` the Consolidated Omnibus Budget Reconciliation Act (COBRA). EMPLOYMENT APPLICANT INF RMA- Retain 3 years after filing; EE04 or 29 CFR 1602.30 T1N RECORDS any other federally -required report to Records doeui-renting Minority status info r- which these records relate; destroy. oration concerning all job applicants. The in- formation n is collected in response to federal requirements for tracking the type and -number of minority applicants. 3 EMPLOYMENT ELIGIBILITY FORMS Retain 3 years after hire or 1 year af- 8 CFR 274a.2 Mandatory federal fry 1R to be completed ter termination of employment, by everyjob app i ant to document employ- whichever is later; destroy. ent eligibility. Forms are SUPPlemented by supporting documentation such as photocop- ies of driver 1.1 ens s, birth certificates, green cards, and Social Security cards. 4 FICA QUARTERLY REPORTS Retain 4 years; destroy. Reports to the Social Security Administration showing employee ea itl s on whieh payroll deductions for Social See-urity are based. FLEXTIME PROGRAM RECORDS Includes enrollment form, payment documen- tation, and administrative records do ment- In ; compliance with and administration of the flextime program (Flex .5) required under the Internal Revenue Code 1986, Section 125, as amended. The federal. Employee Benefits Management Services IS maintains the "record" copy. a Annual Report a Retain 15 years; destroy. Submitted to the Internal Revenue Service. b Enrollment and Waiver Forms b Retain 2 years after expiration or superseded; destroy. Municipal Records Schedule MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES H'UMAN'R.ESOU'RC.ES—FEDE.RA.LLY-R.EQUIR-ED RECORDS Record Series Title and Description Retention and Disposition Citation/Comments MEDICARE, QUARTERLY REPORTS Reports s-abmitted to the 'U.S, Department of Retain 4 years; destroy- ealth and Human Services showing employee eamings on which payroll deductions for medicare are based. TAX DEDUCTION REPORTS Reports listing payroll deductions taken for Retain 2 years after end of official state and federal takes. year to which these records relate; dcstroy. 8 �Y� FORMS C�F{� 31.6001 -1 Copies of W-2 forms provided to employees Retain 4 years after end of the fiscal for income tax and other reporting purposes. year to which the records relate, or Includes distributed and undistributed W-s, after tax is paid, whichever is later; destroy. Municipal Records Schedule MR7 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES INFORMATION RESOURCES (COMPUTER) SERVICES RECORDS Record. Series Title and. Description Retention and Disposition Citation/Comment COPIES OF RECORDS Destroy or delete when superseded Records relati.ng to system security, including or obsolete. records documenting eriodi audits or review and recertification of sensitive applications, disaster and continuity plans. DATA SYSTEMS SPECIFICATION'S Series may include code books, final reports Destroy when superseded or obsolete, (regardless of medium) relating to a master or -u n authorized deletion of the re- -file or data base. File specifications, output laced master ail e or database, or upon specifications, record layouts, user guides. the destruction ofthe output of the system if the output is needed to pro- tect legal rights, whichever is latest. Municipal Records Schedule M M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES .LEGAL NSEL � UNIC PAL ATTORNEY RNEY RECORDS . e r Series Title and Description ,detention sand Disposition��ci �� €� II�C � 1 CASE FILES: CIVIL a ForinalJudgement Copy a Permanent (reference copy). b Case Papers and all associated records. b Retain. 10 years after final .1udg - rnent, destroy. CASE FILES: CRIMINAL a Active and :Fending Criminal Files a Detain 10 ears a fter final judge - Case files for individuals tried 1n court for ment: destroy. -misd meanor r less) occurring within the eourt's jurisdiction. Record copy is in the court. b Court Appeals Files a Retain 10 years after final disposi- tion; destroy. 3 COURT REPORTER RECORDS Retain 10 years 3-5-603, MCA FL111 stenographer notes of all proceedings. OPINIONS FILES: MUNICIPAL A_ 'T . - Permanent E Legal opinions issued by the municipality's legal matters. Files attorney as i e u sted o � may contain requests for opinions frorn de- partments, tints, the legal opinions themselves, memoranda, correspondence, reports, photo- graphs, pleadings, ordinances, bonds, and bill- ing statements. OPINIONS FILES: STATE ATTORNEY Pen- anent GENERAL Legal opinions issued by the state Attorney General at the request of the municipality's at- torney. FlI s may contain requests for opin- ions from departments and from the municipal attorney, the legal opinions issued by the At- torney General, memoranda, correspondence, reports, ordinances, and other support doe-a- men.ts. Municipal Records Schedule MR77 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for-, MUNICIPALITIE LIBRARY RECORDS Record Series Title and .description Retention and Dispositioni aionlCo meat 1 ADMINISTRATIVE WORKING AND REF- ERENCE FILES a Files used for reports and statistics which a Retain 1 year after completion of appear in the annual report or minutes of final project; destroy. the Library- Board. b Permanent b Minuics of the 'Library's Board. e Destroy at the end of the fiscal c; Monthly budget reports year to Which the records relate. d Long-.raniiy,,c plans d 'Purr anent; update annually as e Daily financial overview reports (.List the needed. cellar amount collected by in fees and pen- e Retain l year after end of the fiscal alties during the prev'ious day. year to which these records relate, destroy. R,I S CIRCULATION RECORDS Any document, record, or other method of Retails until boob is returned, destroy. These records are bring information retained, ,received, or - confidential, -1- erated by a library that identifies a person as 1. 1037 MCA. having requested, used, or borrowed library material. 3 EMPLOYEE RECORDS Retain 3 years after termination of En..rollmcnt and wavier forms documenting employment: destroy. accept, nce or rejection of health and dental insurance offered to retired employees and terminated employees eligible for insurance ender the Consolidated Omnibus .Budget R.e - . oncillation .Act (COBRA). INTERLIBRARY RLiBRA LOAN DILL) RECORDS Retain 3 years; destroy. LIBRARY PUBLICATION'S Master set is p nnanent; all other These are records created by the Library. Se- copies discard when superseded or ries may include brochures, clippings. fliers, obsolete. news letters, press releases, posters and other -printed material. LIBRARY GRANTS 34 CFR 76.730 and "'Record" copy is in the Municipal Clerk's of Retain 5 years after expiration of 732 lice. Series i ay inct de graft agreements, graft; de troy. grant proposals, and fund expenditure records. 7 OUTREACH RECORDS Documentation of library outreach activities Press clippies are permanent re - such as the bookmobile project, press clip- cords. Retain other record years; pings, statistical information and time sched- destroy. ules, Municipal Records Schedule MR7 M N ANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES LIBRARY RECORDS Record Series T itle and Deserliptilon Retention and Disposition LCitation/Comments PATRON FILES A.n y records a Applications of patrons with no a Purgc annually; destroy, containing nain. s or outstanding dues or unret rn d b Retain year after outstanding other r s o n materials. dues have been paid and/or I d e n t i f y I b Applications of inactivc patrons borrowed materials returned; information of library with no outstanding dues or destroy. -users are o fid .ntiai_ u.nr t rn d materials. -I IW31 MCA, Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule or: MUNICIPALITIES MOTOR POOL RECORDS Record Series Title and. Description Retention and Disposition citation/comment I EQUIPMENT FILES Purchase and maintenance records Retain for iyyAJ}''y'y�o}f equipment c�r work equipment and T V AV�A a including worm T ehicl i L needed d for reference; orders. purchase orders, and copies of vehicle destroy. registrations. MONTHLY FLEET EXPENSE REPORTS Retain 5 years after end of official Deports detailing parts and labor costs for year to which records relate if city/ repairs for each ebi to/piece of equipment town is audited annually. if city/ serviced the transfer of funds from responsible town is not audited annually, destroy departments. 7 years after the end of the official year to which the records relate. Municipal Records Schedule I MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES PARKS AND RE RAT: : MINI. . . . .STRA.T........................ .I � RECORDS ... ........................... ...... .............. . . . . . . . . ........................... . . . .. .. .. . . . . .. .. .. . Record aeries Title and Description Retention and Disposition Citation/Comments AQUATICS AND POOL PROGRAM a Destroy 5 years after end of o 'fi-- a Daily sales and deposit slips cial year to which records relate if b Equipment and operator manuals city/town is audited annually. If Fee wavicr appfication city/town is not audited annually, d 'First Aid requests destroy 7 years after the end of the 29 � 1904.4 .lob Applications official year to which the records f Lifeguard certifications relate. 709, MCA Pool injury reports for citizens b Retain for life of equipment, or as h Pool injury reports regarding employees needed for reference. ,� . 1071 ARM i Pool log c Retain ? years; destroy. j 'Pool inspection reports d Retain ? years, destroy. Swimming attendance rosters e Retain gears after separation, l Statistical report termination of employee rat T Ime sheets f Retain years; destroy. .puma . Resources Retain years after injury occurs; 2 All other copies. destroy Retain 5 years after injury occurs; destroy. i Retain 3 years; destroy. Retain for life of structure. k Retain 2 years; destroy. l Permanent. . Time sheets l "Record" copy retain 3 years; destroy. 2 Retain 1 year; destroy. MAPS AND PLANS a Blue line drawings j� {F Permanent. Building and facilities original .naps and plans c Site plans `3 PARK FILES MCA 7- . - 103 and Documents pertaining to the acquisition, de- MCA - -4 9(. Velop rent, irza ntenance, and improvement of city owned park land. Appraisal reports a--d Permanent h Bills of sale; c ,eases: oUli1; commission resolutions I Retain 8 years after expiration d Correspondence and memoranda da of lease; destroy. e Leases 2 Retain until expiration, termina- 1 Municipal Clerk tion of lease or wben super- .All other copies seded; destroy. f _110 ster Tans f j Permanent. g Minutes of park board h Press Releases i Park maintenance as e s-meut data j Real estate; contracts Con tin ued on n oxt page. Municipal Records Schedule MR81 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES PARKS AND RECREATION -ADMINISTRATION `R, TION .E S .accord Series Title an Deserliption Retentlionand DispositionCitation/Comments PARK FILES—CONT. k-o Permanent Resolutions and Deeds 1 Right of way and utility easements m Subdivision files n Studies o Surveys p Use permits LJ Retain I year: destroy. RECREATIONAL ACTIVITIES a Award Forms y� �j�}e�a�` a Retain years; , Ij b Attendance reports, sign in sheets b Retain 2 years; destroy. e Class plans, class lists c Retain 5 years; destroy. d Clippings, photographs d Retain 5 years; Note: Some e 'Memora durns and correspondence photographs may have historical Promotional flyers value and should be retained Recruitment letters permanently. b Schedules e Retain 5 years; destroy. i Score sheets f Permanent. j Staff and program evaluations g Retain 5 years; destroy. h Retain 5 years; destroy. i Retain 5 gears; destroy. Retain 5 years: destroy. Municipal Records Schedule M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES PARKS AND RECREATION -FORESTRY AND CONSERVATION RE4 CORDS .record Series Title and Description Retention and Disposition Citation/Comments I DAk.lI Y ESTICIDE REPORTS Handwritten record of pesticide application. Retain 1 year after incorporated into reports maintained to document application of annual report; des-woy. Pesticides to trees. FORESTRY RECORDS ally geed control reports and eorre pon-- a Retain years; destroy. dence b Retain 10 years; destroy. b inspections by State c Retain 3 years, destroy. c Pesticide inventory d Retain until incorporated into tree d Tree removal reports inspector annual. report. e Correspondence and studies concerning e Permanent. Forestry programs and policies f :Retain 2 years or as long as needed f Diagrams ram for reference, whichever is longer; destroy. PESTICIDE LICENSE License with Department of Agriculture indi- Maintain 1 year after expiration; de- cating certifteation of training to apply pesti- strov. cide. 4 TREE INSPECTOR 'NUAL REPORT Annual report by tree inspector which cold- Permanent. piles annual statistics on dutch ells disease and tree trimming notices and removals. TREE INVENTORIES Inventory of trees in parks and list of trees to Permanent. be destroyed. T REE_ S F1 CE LS Records document notices to property owners a Retain 2 years after costs for trim- reciarding violation of city ordinances to trim ming .have been satisfied by prop - trees or cut dutch elm infected trees. erty owner; destroy. a Notices to abate b Retain 2 years after tree trimming b Affidavit of mailing completed; destroy. c Tree crew work orders e Retain 2 years after work 1s com- pleted, destroy. Municipal Records Schedule M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for MUNICIPALITIES PLANNING DEPARTIMENT—BOARDS, COMMISSIONS, COWN TTEES RECORDS Record Series Tide and Description Retention nc Disposition Citation/Comments APPLICATION FOR SPECIAL REVIEW Documentation of application process, in laud- Perrwanent. ing application form, naps, site plans, corre- spondence, and lisp: of surrounding property owners. BOARD ADJUSTMENT a This series consists of documentation of Permanent. appeals to the .lord of Adjustment eon- eming rules made by building and zoning coordinators. b Minutes PLANNING OAR Minutes a Permanent. b Resot-utions anent. b Permanent. TECHNICAL ADVISORY COMMITTEE (TAQ RECORDS Record copies of minutes, bylaws, back- ground materials. .Record copy Permanent. b Informational copies b Diseard when no longer need for reference. VARIANCE APPLICATION Documentation of application process, inct d- Permanent. ing application fora, maps, site, plans, corre- spondence, lit of surrounding property own- ers. Series inelu.des documentation of avari- ance to the airport influence zone. L WLY ZONING DECISIONS ON NEWLY ANNEXED AREAS Records concernin'u areas annexed for spectific Permanent. USCS Containing documentation pertaining to zoning .fin the newly annexed areas with corre- spondence, maps and filial decision. Municipal Records Schedule MR84 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES PLANNING DEPARTMENT -ENFORCEMENT RECORDS Record Series Tile and Description Retention n Disposition Citatio l mnts 1. ADMINISTRATIVE RECORDS Includes correspondence, appointments to Retain for 2 years or until superseded v i boards, badget information and raw r � of s;, whichever is later; partmental policies and procedures for hiring destroy. and consultants. AFFIDAVITS OF PUBLICATION Standard affidavits from newspapers confirm- Place with related project file and dis- ing that they published notices of public hear- pose of accordingly or retain 3 years in ;s for the various commissions and boards after publication of notice; destroy. associated with the planning. ANNEXATION'S This is a vital record. Series contains plats, studies, resolutions, cor- respondence, legal notices, memoranda, appli- cations/petitions, title reports, ownership re- ports, consent letters and protests. a "Record" copy 1s with the \2 4un1cipal Clerk. a Permanent. Clerk and Rc order copy. b Permanent All other coples. e Retain until no longer needed for reference; destroy. 4 FLOODPLAIN ADMINISTRATION Administrative records and reference ma en- .ls documenting the administration of flood - plains. Records including photographs of flood events, f oodplain determinations, flood - plain regulations, and correspondence. a Retain 2 years; destroy - a Administrative records b Master set is a permanent record; b Regulations and determinations all other copies retain until super- b Reference material seded; destroy. c Discard when superseded or obso- lete. Municipal Records Schedule MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUN CIPA ITI PLANNING DEPARTMENT —LAND DEVELOPMENT RECORDS .record S rl*s Title and .description Retention and Disposition Citation/Comments .l DEVELOPMENT AGREEMENTS Agreements with developers detailing specific provisions for services, facilities; or structures provided by the developer in developing an area of land. County Clerk and Recorder- "record"' copy a Permanent. Planning Department b Retatin until expiration of a ree- Ment, life of ownership, or when no longer needed for referee and enforcement ent purposes whichever 1s later; destroy. PLANNED UNIT DEVELOPMENT T (PIED) R.D RECORDS Documentation regarding each Planned Unit Permanent. Development project which has been com- pleted, Record types include agreements, site plans, correspondence, conceptual plans, and description of the type, quantity, and time schedule of the development. Municipal Records Schedule M MONTA #A LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for MUNICIPALITIES PLA-NNING DEPARTMENT -MAPS Record Series Title and Description Retention and Disposition Citation/Comments A 'HISTORICAL MAPS Permanent. l i i4nL nt. M.a e transferred to an archive. 7 - i - 1 2b , MC:£ MAPS CREATED BY OTHER ENTITIES Retain as long; as needed for such as the U.S. Geological Survey, and used reference; destroy. for reference purposes IVIAPS CREATED FOR SPECIFIC PLANS P are -1 - ](2b), MC U'RBAN PLANNING AREA MAPS Permanent. 7 -1- 1 b , MCA ZONING MAPS Permanent. This is a vital record; 76- 1 -60 i b, MCA Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for MUNICIPALITIES PLANNING DEPARTMENT —PERMITS Record Series Title and Description Retention and Disposition Citation/Comments Permits ra t c by Boardof dustmen . Retain I year after expiration of per - This is a closed series. mit; destroy. 2 SIGN PERMITS Applications for permits and registration of Retain I year after expiration of r- i gns under the municipal code. it; destroy. Municipal Records Schedule1 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES PLANNING DEPARTMENT —PLANS AND STUDIES Record Series Title and Description Retention and DispositionCitation/Comments ....... . .......... ........ . . ...... ... . . . ........ ... . . . . 1 C M]?R:,�H IVE PLA 1 Series documents creation and modification of the cornprehonsive plan, a long term planning document for development. Records concern each element of the plan, whieh includespub- lie fileiline 9gricf-ulture# .land use, environ- ment, etc. The series includes working re- cords and drafts of each element�-y�a a Municipal Clerk: "'r orC copy Permanent. b ,All other copies. b Retain 25 years; destroy. 2 GENERAL TRANSPORTATION PLANNING AD 11 f ST .ATION Working and reference files concerning a Retain until no longer needed for ref - number of transportation issues including air erence; destroy. quality, bicycle path planning, federal guide- lines, and corres-pon.dence from the planner. 3 REPORTS TO THE MO TA. A EART- MENJ OF TR.ANSPORTATION a Retain 3 years frog . the day the 49 CFR 1 A Reports concerning the expenditare and ac- grantee submits its expenditure re- 7 CFR 3 1 .42 ti sties of the Planning Department. port for the last quarter of the fed - a Quarterly Reports eal fiscal year if grant support is b Annual Reports continued or renewed quarterly; or on the day the report would have been due if expenditure report i waived however, if any litxgat ion claim, negotiation, audit, or other action has started before the pi - ration of the three -yeas period, af- ter closeout. the records must be retained until completion of the ac- tion and resolution of all issues which arise from it, or -until the end of the three year period, whichever is later. b Permanent. 4 TRAASPORTAT.1 .I.MR .l. M T R .RAI S (TIC) FOR THE MLT .O LI- Retain 2 years after improvement TANPLANNINGproject has been completed, destroy. to uments i��f eats 7chedul1�d improvements o docscheduled the transportation network. Municipal Records Schedule ICI MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES . LNNIN NG DEPARTMENT —PLANS AND STUDIES Record Series Title and Description TRANSPORTATION STUDIES AND PLANNFNG PROJECTS a Records documenting studies and projects conducted in agreement with the Montana Department of Transportation .M O under the Comm -unity Transportation E'.nhancement Program C TEP' b All other studies and projects. Retention and Disposition Retain 3 years from the day the grantee or subgrantee submits its sing le or last expenditure; report for the .period if renewed at an annual or other interval or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if gnant support is continued or renewed quarterly; or on the day the grantee submits it s final expenditure report, in all other cases; or on the day the report would have been due, if expefiditure rcpart is waived, however if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or -until the end of the three year period, whichever is later. Detain 2 years after completion o the study; destroy. ..l A. .PLA 1 ING AND ZONING STUDIES Documontation of -urban planning, zoning, corridor studies and neighborhood plans. a Retain 2 gears after completion of a :Drafts and working records the study; destroy. b :.dual document retained in the Municipal b en-nan n.t, Clerks office. Citation/Comments 9 CFI 18.42 7 CFR 3016-42 Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES PLANNING DEPARTMENT —PLANS AND STUDIES Record Series "title and. s p i Retention and Disposition Citation/Comments UNIFIED PLANNING WORK PROGRAM Retain 3 years from the day the 49 CFR 18.42 Records concerning the department's grantee or subgrantee submits its 7 CFR 3016.42 submission of an annual plan for activities single or last expenditure report for funded through the UPWP and explanation. of the period if renewed at an annual or how the funds will be -used. Also contains other interval or from the day the reference materials used In developing the grantee submits its expenditure report plans, including traffic count data, Federal for the last quarter of the federal Title Review and Guidelffles. fiscal year if grant support is continued or renewed quarterly; or o the date the grantee submits its -final expenditure report in all other cases; or on the day the report would have been due, if expenditure report is waived, however, if any litigation., claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or -until the end of the three year period, whichever i later. Municipal Records Schedule MR91 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES PLANNING DEPARTMENT —SUBDIVISION CREATION AND REVIEW IEW RECORDS Record Searles Title and Description Retention and Disposition Citation/Comment Working 'Files a Retain for the life of subdivision Records developed during the creation and review of subdivisions. Record types can include correspondence., city departmental review notes and evaluations, various i- drafts of plats from conceptual to prelimi- nary to Final plat stages. nary b Preliminary .Files b Preliminary Files 1. Npproved Subdivisions I Retain for the .fife of the sub- 2 'Unapproved Subdivisions division; destroy. c Subdivision I1 provemcilt Agreements 2 Retain 10 years; destroy. f "Record" copy retained in the Mumei- c; bdivision i provement Agree - pat Clerk's office. ments Departmental copy. I Permanent. Retain for life of subdivision; destroy. Municipal Records Schedule MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for MUNICIPALITIES POLICE DEPARTMENT —CRIMINAL JUSTICE RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I ARREST WARRANTS Warrants issued for arrest of individuals sus- a Retain in office until warrant is pected of crimes committed executed by Police Depailmen.t or a Original arrest warrant canceled by co-ur of YurlsdI do , b All other copies whichever is sooner, then transfer to court. b Retain until warrant is issued or canceled; destroy. 2 BENCH WARRANTS Warrants for non-appearance in court f e- Return to court after warrant 'I fendant in case. served, if not served, destroy 2 years after issuance. NATIONAL R.IM:E INFORMATION CEN- TER ISRECORDS D o cumentatron o f errrnrn .l iu-stree l n TO armatl on Retain 3 years after state or federal N C I C policy and entered into the National Crime Information audit; destroy. regulations, Section Center's database. 11, Audit a Daily log sheets b Entry sheets providing record of informa- tion by criminal classification for data en- tered on wanted persons, stolen vehicles, missing persons, stolen guns, and stolen li- cense plates. Municipal Records Schedule M M N ANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for MUNICIPALITIES POLICE DEPARTMENT—INVESTIGATIONRECORDS Record Series Title and Descri tion 1 ntion nd i €psi i n Citation/Comments I ACCIDENT INVESTIGATORS REPORT State of Montana accident report forte. com- Retain 3 years after last activity; de- pleted by officers reporting on motor vehicle stroy. accidents. 2 CASE FILES ThIsIs a vital record File for persons arrested and convicted, in- a Rctain 75 years after last activity. for current investi�;a- clude fingerprint lifts, photographs, state b Retain until court of jurisdiction Lions. and federal arrest records. orders destruction of records or b .File for persons arrested but not convicted. return -upon request to individual 4 - -202 .a , arrested but not convicted. MCA. 3 EVIDENCE TAGS Tags identifyingr evidence collected by police 'Retain separately in office as long a officers during criminal investigations. These needed for investigative purposes; should be attached to the evidence and kept incorporate into Criminal Inve tnTa- bere until evidence is no longrer needed; then tive Records after disposition of court tad; should be incorporated into case file to eases. track disposition of evidence. CRIMINAL INTELLIGENCE INFORMATION General intelligence gathered by the depart- Detain in office as lore as needed for d ent for police investigations. Doewiients investigative purposes; destroy. include crime analysis, crime statistics and mapping, handwritten notes, and correspon- dence. CRIMINAL AINVESTIGATIVE RECORDS S This is a vital record Records document all official police investi- fo.r C'Urrent investi a- ations for crimes committed. Sample re- tion. . 23.12.105, cords in a file include an arrest report, .ran- ARM script of suspect interrogation, suspect state- ments, evidence release forms, fingerprint c 41-5604 and 4- - eards, laboratory reports, evidence tags, copy 2, MCA of Montana Highway Patrol accident investi- d 1 --21 , MCA ation report, case worksheet and other docu- ments relating to specific criminal cases. a Records involving adults arrested for fel- a Retain 50 gears after last activity; on r or misdemeanor charges involving do- destroy. mcstre violence, driving under the influ- ence, and violations of protective orders. b Records Involving adults arrested for all b Retain 10 years after last activity; misdemeanor charges not included in a destroy. above. c Records Involvin.g juveniles arrested for c Detain 50 year's after last activity driving under the influence. d Upon consent of the court judge or d Rccords involving Juveniles arrested except county attorney, destroy after re- tbose listed in c above. cords remain sealed for 10 years. Municipal Records Schedule MR94 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES POLICE PARTMEN ` N ESTIG TI RECORDS Record Series Title and Description Retention and Disposition Citation./Comments FINGERPRINT CARDS Cards for arrests leading to conviction. a Retain 75 years after last activity; -5 02 a. b , b Cards for arrests not leading to conviction. destroy. MCA b Retain until court of Jurisdiction in case orders destruction of record or return., upon request, to individual arrested but not convicted. FINGERPRINT LIFTS Retain 50 years after last activity; This is a vital record Fingerprints taken en pollee officers at the destroy. for currcnt scene of crime. investigations 8 MASTER NAME CARDS .1.2..1 5, ARM records provide data pertaining to individuals charged with criminal violations. .data includes criminal charge, citation number, date charged, docket number FBI number, fingerprint classification, physical description, and suspect's date of birth. a Paper cards for all Individuals charged with a Retain 50 years after last activity, felony or misdemeanor offenses involving destroy paper records 10 years domestic; violence, driving under the after last activity. influence, and violations of protective orders. b Paper cards for all individuals charged with b Retain 10 gears after last activity, misdemeanors not included in a above destroy. c Paper cards involving juveniles arrested for c Retain 50 years after last. activity; c 41-5-6043 MCA driving under- the influence. destroy. 5-5- , MCA. d Paper cards frivol in; juveniles arrested, d Upon consent of the court judge or d 41-5y o , MCA except those listed in e above. county attorney, destroy after records remain sealed for 10 years. PAWN SLIPS Copies of pavan slips, slips indicate the items a Transfer to case file being pawned or sold, and the name, address, b Retain one year; destroy and physical description of customer. a Slips for stole items used in rirninal investigations. b Slips not used in criminal investigations. Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES POLICE—PERSON:NEL REi .Record Series Title and Description Retention and Disposition citaiolmts I DEPARTMENTAL DIRECTIVES AND CuiTent record is a vi- PR CEDUES tat record. a Manuals containing memoranda and dirge- a Permanent. fives_ b Pe vane t. Master set of current and superseded poll- c Retain until superseded seded or o so- cies and procedures. fete; destroy. All other copies INTERNAL AFFAIRS INVESTIGATION Statements, reports, polygraph examinations, Permanent. photographs, and other records documenting the investigation of Police Department inter- nal affairs. OFFICER R I IG PROGRAM FILES Retain 5 years after termination o Records documenting training programs for employee; destroy. officers. Municipal Records Schedule MON ANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICI A I o I. PUBLIC WORKS —AGREEMENTS Record Series Title and Description Retention and'Disposlition Citation/Com-ments AGREEMENT NTERGOVER MEET AGREEMENTS i INTERGOVERNMENTAL Current g- ment agreements Agreements with other governments. are €vitalrecord. Agreements can Include sitanal. light maintenance. street and traffic control maintenance, construction, railroad grade crossing signal agreements. Municipal a Clerk: "record" copy. a Retain 8 years after the expiration All other copies or termination of the agreement; destroy. h Retain u ti I expiration or termination of the agreement; destroy. STATE ROUTE''s € INTEN N tints agreements AGREEMNTS '4Current are a Municipal Clerk. "record"' copy and any a Retain 8 years after the expiration supporting documentation. off' termination of the agreement; AH other copies. destroy. Retain until expiration or termination of the agreement; destroy. Municipal Records Schedule MR97 ONTANA LOCAL GOVERNMENT ETENT ION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES PUBLIC WORKS --GENERAL .RECORDS Record Series Title and Description Retention and'Disposlition Citation/Comments I COMPLAINTS Complaints recetvc d from the public, other Retain 2 years after the complaint has municipal agencies, or departments, including been resolved; destroy. any documentation o ce in the resolution of the complaint MONTANA DEPARTMENT OF HIGH- WAY PROJECTS Reports, correspondence and similar records Permanent. pertaining to contracts and ag-reements be- tween the Montana e rg 3 pi nt of flighways and the municipality coneeming the location, relocation, construction, reconstruction. main- tenance control, supervision. and regulation of designated state highways that run within and through the municipality. 3 MONTHLY REPORTS Monthly reports on public works projects and Retain 4 years after end of official related budget status. year to which records relate if city/ town is audited annually. If city/ town is not audited annually, destroy years after the end of the of official year to Which the records relate, Municipal Records Schedule MR98 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES SOLID WASTE —COLLECTION RECORDS Record. Series Title and Description Retention and Disposition Citation/Comments ANNEXATION FILES Records used to track new lands annexed in order to provide garbage. "Record'' copy is in the MunicipalClerk's office. a Affidavits and petitions ofservices b Legal opinions c Mail fist d 'Resolutions and supporting material re- garding annexations. 1 Municipal Clerk: f-record" copy. 2 A.11 other copies. a Retain 3 years after initiation of service; destroy. b Retain 3 years after initiation of service; destroy. c Retain 3 years after initiation of service; destroy. d Resolutions and supporting... 1 Pcrmanent ct in as need for reference; de s r y, 2 CONTAINER INFORMATION a Brochures about containers a Retain until superseded; destroy. Correspondence with citizens b Retain 2 years, destroy. Valor information c .detain until superseded; destroy. MA'S Maps of roads, streets, s bdi isio . , anne a- Retain as needed for reference. tions and other geographical contours. 4 'ROUTE AND COLLECTION CTIOPICKUP RECORDS Route lists, changes, surveys and handwritten Retain 2 years after superseded: notes destroy RGUTE AND COLLECTION S' R E S Surveys, e tionn ires of property owners regarding services and routes_ Retain 2 years; destroy. 6 EHICLE R.l• COR S a Driver listings "Record" copy retain for the life of b 'Fleet schedules the vehicle; all other copies retain a c Inventory ledge's long as needed for reference, d Maintenance records e Vehicle cost worksheets f Vehicle registrations Municipal Records Schedule M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for; MUNICIPALITIES SOLID WASTE—FIN'ANCIAL RECORDS Record Series Tiffle and Description Retentlion and DispositionCiftation/Comments 1 ASI'RECEIPT BOOKS Retain years; destroy. . COLLECTION ASSESSMENT REFUNDS Retain 3 years; destroy. Request for adjustment t to garbage assessment applications and copy of refund slips DEPOSIT SLIPS Retain 3 years; destroy. MATERIALS SAFETY DATA SHEETS Retain for 30 years; destroy. This is a vital record. Records document the safe use and storage of 229 CFR 1910.201 9 hazardous materials maintained o sit . C R 19.10.1. 200 STATEMENT OF ACCOUNT Destroy 5 years after end of official Statement of account sent to customer billing year to which records relate if city/ for landfill d-umps or drop box rentals at the tom is audited annually. If city/ landfill. town is not audited annually, destroy 7 years after the end of the official year to which the records relate. TAX CARDS Retain as tong as administratively Ledger cards detailing, r ownership history, needed; destroy. change .in service, and other information -used to compute mdi idual solid waste tax assess- ments. Municipal Records Schedule M1 00 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for& MUNICIPALITIES SOLID NVASTE-1,ANDFILL RECORDS Record Series i Title and Description Retention and Disposition citation/comments 1. ACQUISITION RECORDS This is a vital .record. Legal agreements. copies of resolutions, maps, deeds, WIC insurance, sales agreements and escrow papers documenting the purchase of land for landfill site. and other documents pertaining to the acquisition of the landfill. I Permanent. 1 Municipal Clerk 2 Retain as lore; as needed for refer- 2 Al I other copies enc . 2 DAILY LOGS Records tabulate the daily number of vehicles enterincy landfilI by user. Ledgers, worksheets and vehicle usage re-- a Retain 1 year; destroy. ports. h Retain 1 year; destroy. b Reports of daily usage by non -city vehicles. INVOICES A. .M: AR-W Invoices prepared for customers making laid-- Retain 30 years after closure of land- 17_50.531; Fed. Reg. fill dumps. fill; destroy. Vol. 56, No. 19 .Oct. 991 p.5105, 40 CFI. 5,9 LEASES "Record" copy retain 8 years after ex- -Record"' copy in the Municipal Clerk's piration or ten—ninat.ion; all other cop- fi e. ies retain until no longer needed; destroy. 5 OPERATIONIS RECORDS Retain 30 years after closure of lard- ARM AR-'W a Citations fill. 1..50.5 3 1; Fed. Red. h Change fund audit Vol. 5, No. 1.9(Oct. e Analytical and technical reports 93 199 p.105, 40 d Solid waste committee records CFR 25&29) e Hazard waste disposal requests f Correspondence and memoranda RENEWAL APPI.I AT.ION' RECO DS a-g Retain 30 years after closure of 'Landfill license and a License land fill; destroy. permit are vital re- b Montana pollution discharge ellmil-nation. cords. 'System PUMA h Retain as needed for reference. C Inspections d Training records e closure plans f Financial memoranda and background documentation - Monitoring, methane, landfill gas, ground- -ater. r fri cratic n reports water. h Montana solid waste regulations andguide- lines. Municipal Records Schedule MR1 01 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES SOLID WASTELANDFILL RECORDS ----------------------- Record Series Title and. Description Retention and Disposition Citation/Comment STUDIES AND PLANNING RECORDS Technical studies and reports completed by Permanent. staff or consultants concerning landfill operations and management. TONNAGE REPORTS Slips indicating tonnage of solid waste Retain 3 years; destroy. USE AGREEMENTS This is a vital record. Signed agreement with commercial users of Retain 8 years after the expiration or landfill. termination f the agreement; destroy. 10 WASTE DISPOSAL RECORDS Series could include, correspondence, waste Retain 30 years after closure of This is a vital record. disposal forms, asbestos di po al forms, landfill; destroy. ARM 17,5 0.531; Fed, waste sippers manifest and non hazardous 'Reg. Vol. 56,1 o. 196 waste manifests. (Oct. 9, 199 1) P. 51056, 40 CFR 2 . Municipal Records Schedule MR1 02 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES STREET AND TRAFFIC RECORD S—A MINIST ATI .......................................................................................................................... N . ............................... ... ................... ........................................................................................................................ Record Series Title and Description ................................................................ . Retention. and Disposition. citation/comments CONFINED SPACE AUT140RIZATIONS Authorizations for workers to enter confined Ret In unt11 separation or transfer of spaces such as manholes. employee; destroy. DAILY WORK REPORTS Daily tabulanons of the amount of time Retain until monthly report'is individual workers spend on specific projects. completed; destroy. These reports duplicate the information found on time cards EQUIPMENT LISTS 'Lists of equipment owned radio call numbers, Retain until superseded; destroy. and equipment rental lists providing rates for s nice -used to charge other city offices and/ or private citizens for special services_ MONTHLY RE -PORTS a Summaries of employees daily -ork used a Retain 2 years; destroy. for scheduling and rotatlng, workers t. b Permanent. b Summaries of work completed and sent to D T. SERVICE REQUESTS Memoranda and .requests received co .ceming.Retain wars; destroy. work that needs to be done, Ynay include ,notes on completion of the work. Municipal Records Schedule M 10 MONTANA LOCALGOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES STREET A_ND TRAFFIC RECORDS —STREET MAINTENANCE Record Series Title and Description Retention and Disposition Citation/Comments 1 SIGNALS a Intersection ,maps s builts Copies of all a Pennan.ent, maps for all of the intersections with traffic 1 Retain for life of equipment: signals. destroy. b Maintenance manuals c Retain 5 years; destroy. c Signal complaint reports d Retain 5 years; destroy. d Signal maintenance records e 'Retain for life of signal. e Traffile signal schematics SIGNING G Records pertaining to the maintenance of Toad signs and lane stripping. a Road signs and lane striping a Retain 2 years; destroy, b Workorders and a tivit: reports l Retain years; destroy. SNOW REMOVAL .Files containIng information ation on snow removal Retain 8 years after contract expires; contractors including copies of insurance destroy. certificates and licenses, drug testing information and similar records regarding contractors tors Oho assist the City with snow removal. STREET MAINTENANCE a Work order a. Retain 2 years after work i b Weed complaint to property owners and completed; destroy. charges for completion of work. b "Record" copy retain 2 years after c Informational memoranda assessment for weed cutting occurs; all other copies retain 1 year after weed cutting occurs_ c Retain until superseded; destroy. STREET SWEEPING a Retain 2 years; destroy. a Chip seal records. b Retain. year ;destroy. 40 CFR 262.40 Daily Reports. c Retain until superseded; destroy. c Flush valve location list. d Retain 3 years or until receipt of a d Hazardous Waste Manifests documenting signed manifest from facility shipment to disposal contractor. receiving the waste; destroy. e Maps of sweeping and leaf pickup. e Retain untif superseded; destroy. .f Signed manifest from recipient facility. f Retain 3 years: destroy. STORMWATER AND SEWER a Sever cleaning and inspection records a Retain for life of structure-, Sep rer district maps of sewers maintained. destroy. This is a vital record, Permanent. Municipal Records Schedule MR1 0 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES TRANSIT—ADMINISTRATIVE1.E, CORDS Record Series Title .d Description Retention and Disposition Citation/Comments 1 ACCIDENT AND INCIDENT REPORT'S 'Deports fled when a transit employee or vehi- a Retain 2 years after claim has been cfle 1s involved in are accident or incident. settled; destroy. a Incident and accident reports entailing li- b Retain I year; destroy. ability or other involvement. c Destroy when no longer needed to b Incident and accident reports not entailing settle claims, or 1 year after claim liability or other involvement. has been settled, whichever is c Accident and incident background and sup- sooner. porting documentation. AUDIT W .K1N FILES Retain 1 year after completion of au - Original and duplicate audit records. dit; destroy. CASH EDIT RECORDS R.DS .Destroy 5 years after end of official records serve to 'Daily printouts of cash edit list with cash rc- year to which records relate if cityl rccon,ciliate. deposits eipts attached documenting the sum of fees town is audited annually. If city! collected. town is not audited annually, destroy 7 gears after the end of the official year to which the records relate CTIA_RTEWS ECI:.AL SERVICES R.- Series does not in- RDS elude any docu enta- Series may contain correspondence, route Detain l year after discontinuation of tion needed to docu- maps, regulations concerning charter services services; destroy. meat Department's and schedules. compliance with state and federal require- ments for particular types of services, such as hose for m rt- cans with. disabilities 5 EMPLOYEE EE SA.:�E�' TRAINING a Detain as long as employee is 49 CFR 172,704 a Employee ftatning history employed as a "ha mat'* employee b Certifications and test results (Record copy and 90 days thereafter; destroy. M . uma.n.. Resources Department) b Retain 6 years after termination of employee, destroy. RD US WASTE DISPOSAL Active records is a Documents the shipment of hazardous materi - vital l record. als to a disposal contractor. Includes shipping receipts, type of material shl.pp d, container type, volume, and destination. Records documenting shipment to disposal a Retain for the term plus eight contractor. years; destroy. b Signed receipts from recipient: facility. b Retain until lease expires or .is ter- m1nated; destroy. Municipal Records Schedule MR105 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule or: MUNICIPALITIES TRANSIT —ADMINISTRATIVE RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 'LEASES Legal instruments, signed leases, correspondence and memoranda, and other records pertaining to the negotiation, administration, renewal and termination of a I Rctain for the term plus eight lease to which the city is a party. years; destroy. 1 Municipal Clerk. 2 Retain until lease has expired or is 2 All other copies. terminated; destroy. MONTHLY OPERATION RE PORTS Retain 5 years; destroy. Reports summarizing activities and operations. 9 STAFF MEETING MINUTES Retain 1 year old; destroy. Record copy of minutes of the meeting of operations staff 10 PASSENGER a Destroy when 2 years old if no Documentation of complaints made by repeat complaints have been riders against employees, also includes received. responses. b Retain record copy with remainder Complaints not resulting in disciplinary of Personnel File until 25 years action a ainst employee. Record copy is after termination. located in the € epart ent Departmental copy —destroy at b Complaints resulting, in disciplinary action transfer or termination of against employee. employe or when no longer 1 "Record" dopy in Hunan Resources needed for reference, whichever is 2 Departmental copy sooner. .l l PLANNING CERTIFICAT10N Retain I year after final expiration. of .Dotes and correspondence concern jn ; certification; destroy. efforts to obtain the Planning Certification from the Montana Department o Transportation, verifying; that the department complied with federal requirement. 1.2 PRE -EMPLOYMENT TEST SCORES a Update as required a Test questions and course outline b Test results b Test results 1 Retain 5 years after termination l Successful applicants of employee; destroy. 2 Unsuccessful applicants 2 Retain 2 years old; destroy. Municipal Records Schedule M 10 M NTA lA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: M N. C ALITI no TRANSIT —ADMINISTRATIVE RECORDS Record Series Title andDescription Retention and Disposition. Citation/Comments 13 PROPERTY UMENTATI T AND AGREEMENTS re .e is and Eastements a Agreements and Easements 1 Permanent. 1 Municipal Clerk 2 Retain -until expiration of All Other Copies cv �` a r eme t r when 1onzn b Correspondence and other working needed for reference, whichever records. is sooner; destroy. Retain years after initiation of a.,urr ement or easement; destroy. 1 F' T POLICIES AND PROCEDURES a Master set of current and superseded a Permanent. versions Retain until ,superseded or All other copies obsolete; destroy. Municipal Records Schedule MR107 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES TRANSIT BOARDS, COMMITTEES, AND ASSOCIATIONS RECORDS Record Series Title and'Description Retention. and Disposittion Citation/Comments 1 MD T N . TRANSIT A I. TION � Series may In.elLide Y la �Fs, handouts from. y`�} y� 77 7 These are not municipal records; roe - meeting and conferences. o � end keeping for reference only; destroy when no longer useful. SAFETY M M TTE Series may include correspondence and "Record"' copy of minutes are perma- mernoranda, ineeting minutes and notes kept ne .t. All other copies and supporting for reference urposes. materials destroy when no longer needed for reference Municipal Records Schedule M MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for; MUNICIPALITIES TRANSIT-YEDERAL GRANTS AND REQUIREMENTS RECO1 S Record Series Title and Description t. tendon and Disposition iti i i nl om en s 1 AMERICANS WITH DISABILITIES ACT ADA CERTIFICATION AND PROGRAM 49 CFR . ; DOCUMENTATION Records doeumenting efforts to comply with 7 CFR 3016.42 requirements of the .Americans with Disablll- ties Act .ADA . Records include studies, compliance plans, notes, correspondence and a Retain 3 years after purr has been data. Also included are computer -generated superseded or becomes obsolete - reports of riders eligible -under the ADA, tis d destroy. to manage e certifi rations of eli�.ibility. b Retain 3 years after date of pur- a Department plans for meeting A.DA re- chase; destroy. quirer tints. c Retain 3 years after certification b Documentation of good faith effort. has been terminated or expired; de- ADA. Certifications stray. d Complianec reports to FTA d Retain until Xo years old; destroy. DISADVANTAGED BUSt ENTER- AND PRISE DBE) CERTIFICATION N - GAI DOCUMENTATION This series documents the compliance with FTE requirements for supporting disadvan- taged business enterprises. Included are cur- rent and past departmental plans for meeting the requirements, DBE certification of cli ff- bility and the department's quarterly reports to the FTA detailing compliance with the regula- tions. a Retain 3 years after plan has been a 49 CFR 1 42; 49 a Departmental plans for meeting DBE re- superseded or become obsolete, CFR 23.45 quirement . destroy. b 49 CRF 1 . ; b DBE Cert-Ifications b Retain 3 years after- certification 49 CRF 23-51 c Quarterly Reports has been terminated or expired; de- c 49 CFR _2. 5 troy. stain until 10 years old; destroy. 3 FEDERAL ..AL TRANSIT ADMINISTRATION Retain 3 years from the day the FTA. GRANT ADMINISTRATION grantee or su grantee submits its sin - Records document the administration tration and ex- gle or last c penditure report for the penditure of ETA gram: monies. Included are period if renewed at an annual or working files such as correspondence and in- other interval; or from the da.y the struc;ti ns for use of the automated ;rants grantee submits its expenditure report management systems., GMIS, and procedures for the last quarter of the federal fis- and instructions for processing grant pay- cal year if grantee support is contin- meats made directly from the FTA. -ued or renewed quarterly; or on the Con ti red on next pa.ge. day the grantee submits its final ex- penditure report in all other cases; or Municipal Records Schedule l l 10 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICI.� . LITI o TRANSIT -FEDERAL GRANTS AND REQUIREMENTS RECORDS Record Series Title and Deserliption Retention ire and Disposition Citation/Comments 'FEDERAL TRANSIT ADMINISTRATION on the day the report would have F GRANT ADMINISTRATION—cont. been due; if the expenditure report 1 Waived: however, if any litigation, c.1m, negotiation., audit, or other action has started before the expiration of the three year period, after closeout the records gust be retained -until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy. FEDERAL TRANSIT A_DMINIST1 ATION Transfer record copy F T A GRANT AGREEMENTS "Record" copy retain 3 years from ipal of grant to Municipal Records documenting the relationship the day the grantee or sub r ntee Clerk. Active records between the city/town and the Federal Transit submits its single or last are vital .records. Administration. expenditure report for the period if I Municipal Clerk renewed at an annual or other int ry t; or from the day the grantee: submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly: r on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waiveed, however, if any litigation, claim, negotiation, audit. or other action has started before the expiration of the three-year period, after eloseout, the records must be retained until completion of the action and resolution of all issues which arise from it. or until the end of the three-year period, whichever is later. Municipal Records Schedule MR110 M NT NA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES TRANSIT —FEDERAL RANT D REQUIREMENTS RECORDS Record Series Title and Description Retention an Disposition CitationlComments FEDERAL TRANSIT ADMINISTRATION .Retain 3 years from the day the 49 CFR1 . 2; FTA GRANT AGREEMENTS—cont. grantee or subgrantee submits its 7 CF'R01 . Departmental Copy singe or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year is grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all eases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation., claim, negotiation, audit, or other action has started before the expiration of the three -gear period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise: from it, or until the end of the three- year period, whichever hever is later; destroy. FEDERAL TRANSIT ADMWI TRATION a Retain 3 years ftom the day the F1 . 1. t , FTA.. AND MO TA A EPA TMEN- ' grantee or subgrantee submits its 7 CFR3016-42 OF TRANSPORTATION' (M.1 T. single or last expcnditure report for REPORTS the period if renewed at an annual Federal mandated reports doeurnenting the or other interval; or from the day expenditure of federal grants authorized under the grantee submits its expenditure 49 FR. . Includes reports of monies spent report for the last quarter of the for planning k ectlon 8 reports.) and federal fiscal year if grant support operations(.Section 9 reports). Also includes is continued or renewed quarterly; "Section 15 reports", the Department's annual or on the day the grantee submits report to the FTA. Series also contains its final expenditure report, in all quarterly subsidy reports submitted to MDOT, uses: or on the day the report which is responsible for disbursing Section 8 would have been due, if federal funds to local entities. e penditUre report is waived; a Annul and all other reports submitted to however, if any litigation, claim, FTA., ne otiatlon audit or other action has stared before the expiration of the three -period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or -until the end of the three Continued on nextpage. ycar period, whichever is later. Municipal Records Schedule MR111 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES TRANSIT —FEDERAL GRANTS AND REQUIREMENTS RECORDS Record Series Title and Description Retention and Disposition Citation/Comments FEDERAL TRANSIT ADMrNITRATI N' b Retain 3 ycars from the day the 49 CFR . ; (FTC.) AND . ONTANA DEPA.I TMENIT grantee or s b rantee submits its 7 CFR 3016.42 F TRANSPORTATION (MD T single or last expenditure report for REPORTS—cont. the period if renewed at an annual b Quarterly reports to the MDOT or other interval; or from the day c All supporting documentation the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all cases; or on the day the report F would have been due, if expenditure report is wai ed, however, if any litigation, claim negotiation audit or other action has started before the expiration of the three -period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from t, or until the end of the three year period, whichever is later; destroy. e Retain I year; destroy. 6 TRIENNIIAL REVIEWS This series documents the triennial reviews conducted by the Federal Transit Administration (FTA). Working paper's a Retain 2 years after review; b Findings report destroy. b Retain 20 years; destroy. Municipal Records Schedule MR1 1 M NTANA LOCAL, GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES TRANSIT —OPERATION'S RECORDS Record Series Title and DescriptionRetention and Disposition Citation/Comments 1 BUILDING RECORDS a Building blueprints and architect s specs. a Retain for the life of the building a This is a vital re- b Building and equipment preventive mainte-- or structure; destroy. cord. nance records. b Retain for the life of the equip- ment; destroy. BUILDING INSPECTIONS This series documents inspections by fire mar- Retain for the life of the building-, de- shal and other safety agents of buildings used stroy.. and operated by the aviation./transit personnel. BUS RESALE RECORDS Records documenting the sale; of used bus Retain 3 years after FTA. audit.; de- 49 CFR 1 ; coaches which were originally purchased with stroy.. 49 CFR Part 90, federal funds. Series may include bid forms, .Appendix. correspondence, invoices, technical specifica- tions. EQUIPMENT RECORDS g Revise as needed; destroy. Inventories of materials and tools b Retain for life of equipment; de- b Bids and purchases stroy. e Maintenance and repair records i Retain for life of equipment; de- d Product Informat.io.n. and warranties stroy. e product warranties j ,Detain for life of equip- ent; de- fOwner's manuals stroy. Retain for life of equipment; de- stroy. 1 Retain for life of equipment; d- strov. FARE DOCUMENTATION Records document: changes es in transit fares. Includes reference copies of public hearing notices and agendas, as well as correspon- dence. a Public hearing notices a Public Bearing notices l Municipal Clerk 1 Permanent 2 All other copies Retain 3 years; destroy. b Com i s.ion/Council Agendas b CommisslonJ ouneil .Agendas .l 'Municipal Clerk l Retain 2 years; destroy. All other copies 2 sRctain 3 months; destroy. 6 MANUALS Operation, safety, and other types of manuals outlining policies and procedures for activities and operations. a Master s t Of CUrrent and superseded ver- a Permanent sloes b Retain until superseded or obso- b All other copies lete; destroy. Municipal Records Schedule M1 1 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES TRANSIT —OPERATIONS RECORDS Record. Series Title n Description Re e .ti and Disposition Citation/Comments i MARKETING RECORDS Document types include publications, correspondence, reports and memoranda. a Retain 2 years after completion of Drafts s and working files project; de stroy. b Final study, flyer or promotional product b Permanent, M0' Tl JJ'_- ' RfDER 14'1' REPORTS Statistical reports and supportin documentation tracking monthly and year-to- date ridership. a Monthly reports a Retain 5 years; destroy, b Annual reports b l en anent. Supporting documentation e. Retain 2 years, destroy. PARATRA 1T CO TRACT R MONITORING Service statistics provided by the contractor provi - ink; paratr . sit services under the Americans with Disabilities Act.. Includes statisticall�'t reports hand 1 y+,�� ldata, �ynotes, f wand regarding ir� rr5J 3 onde LV regard. in onlri.i to s correspondence ��✓✓ performance rma.nee tinder contract. a Retain 1 year after termination o a Adininis r tive. and working files contract; destroy. b Statistical summary reports and data useful b Retain 5 years after termination of for future paratransit planning. contract: destroy. 10PROPERTY RECORDS This series documents ownership of plus and a Easements, leases,... .lard and use agreements for this property I Permanent jade with other entities_ 2 Retain until no longer needed a Easements, leases, and other agreements for ,reference; destroy. 1 11unie.1pal Clerk b Master plans and substantive All other copies studies. b Master plans and substantive studies. 1 Permanent. a Municipal Clerk 2 Retain 25 years; destroy. b .All other copies 11 PUBLICATIONS AND pRf T D MATERIALS 'Pamphlets, flyers, printed schedules, system maps, rote schQdules and other printed materials. Series also includes working files for future printing .proJeet, including art work. a Destroy Nv en no loner deeded for a Copies of artwork and other use files. future print jobs. b Original artwork and design. b Permanent. e Master set of all printed brochures and c permanent. other materials. Municipal Records Schedule 1 R11 M NTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES ANI —OP RAT1ONS RECORDS ....................................................... . ............................................................................... . .......................... ............................... . ... . ... . . ................................................... Record Series Title and Description ........................................................... Retention and Disposition Citation/Comments 12 TRANSIT PASSES a Payment documentation a Payment doe-umentation 1. Retain 8 years after fiscal year .l Record copy to which the records relate; 2 Departmental copy destToy. b A.11 of cr documentation 2 Retain 4 1 ont s; destroy. b Retain 6 months; destroy. .13 TRANSIT SCHEDULES This series consists of working; files Retain 5 years old or when no longver documenting changes to the transit systems needed for reference, whichever i (incl-Li.ding scheduling and routing) well later; destroy. as any other changes concerning procedures related to schools. Includes reference copies of old schedUles used for planning new schedules/routes or changing ex-isting ones. 14 TRADEMARK APPLICATION This is a Vital record. Correspondence, mission/Connell agendas, and application documentation concerning the registration of trademarks. s. a Permanent. a Trademark registration b Retain l year after registration 1s Application documentationcompleted; destroy. Municipal Records Schedule MR1 1 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for MUNICIPALITIES UTILITIES —ACCOUNTING RECO1 S Record Series 'title and.Description Retention and Disposition Citation/Comments NG rI{1 a Cash boo edits r� �y after yy of the le in rs. the e�.71dd+{� b e J.e iati reports �yry -' -{- lis al year t �`Y ich #, LLrk records destroy. b Retain depreciation schedules and any backgo-round documentation for the depreciable life}" f the property as determined y he IRS. Destroy years after final tax return on the depreciation was filed. Municipal Records Schedule MR1 16 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES UTILITIES -CUSTOMER SERVICE RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 2 Cr T Ml I FILES 'Documentation concerning services and bill- ings for each individual customer. Information includes "auto -pay" ire up cards, signature cards, exception reports, correction slips, landlord agreements, transfer of funds, pay- ment,/account adjustments, A B meter read- ing reports and waste water avera cs. a NARUC 50e and a General billing records a Retain 3 gears; destroy, 50 Authorizations for charges under utility- b Retain 3 years; destroy. b NARUC 55a and service contracts and standard billing 55b sheets or schedules. b Custom is account adjustin nts Detailed d records pertaining to the adjust- ments of accounts for over charges, under - char , and other errors, the results o which have been transcribed to other- re- cords and hi ll bill complaints. CUSTOMER LEDGERS Series includes all records used in lieu of e'us- Retain 3 gears or until no longer re- NARUC 52a and b to ner's ledgers, such as bill summaries, red;- qu.ircd to comply with service rules inters, and bill stUbs. regarding refunds on fast meters, whichever is later; destroy. 3 CUSTOMER PAYMENT COUPONS Payment slips stating customer information. Retain l year after payment has been i cl ing name, number, and amount o.fpay- entered into customers" .ledger; de- ment submitted. Slips accompany the actual stroy. utility payment. 4 CUSTOMER WORK ORDERS Records document work performed for cus- tomers, such as meter readings and repairs, Retain 3 year's, destroy. NARUC Sob meter lead: ,repairs, turn-off's for service re- pairs and all other services and Inspections for which customers are charged. 5 SERVICE APPLICATIONS ANDCON- TRACTS Applications by prospective customers for Retain. 1 year after termination of ser- serVice . vice, destroy. Municipal Records Schedule MR1 1 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for. MUNICIPALITIES DS UT: ITS-40'ERA" 'WNS RECORDS Record Series Title and Description Retention and Disposition i t ti /comm nts 1 S-BUJIJ DRAWINGS This is a vital record. Dra"rings of Public utilities facilities and Permanent. water lies. CONSTRUCTION FILE This series documents con tr UCtron aCtiVitles of the eater and waste water facilities, water a Water and sewer line pans are a lines, and extensions of water lines. permanent record; all other plans Water and sewer- fine plans and all other retain until no longer needed for plans. reference. b Contracts; "Record" copy is in the Munici- b ''Record" copy 1s a permanent pal Clerk's 's Office. copy; Departmental copy retain for c Contract Specifications for structural faci i- 2 years after termination or com- t.ies such as buildings, and basins; equip_ pletion of contract; destroy. meat. ci Contract Specifications are a per- d Materials specifications, s .op drawings, - rmnnt record; equipment discard nancial records, and other documentation at the end of it"s life. .d to calculate Fixed assets. d Retain for the life of the facility or construction. 13' EQUIPMENT RECORDS Vehicle r arntenancc and repair wort orders Retain for life chicle, destroy. y. IN STRUMENT ATIONCALIB RATION RE- PORTS Information maintained in hard copy and elec- tronic format conecming calibration of the ow meters, legal monitors, .pressor moni- tors, and similar equipment. 40 CRF 122A 1, Calibration reports for operational in tru- a 'Retain 10 gears; destroy. 16.20.1318, RM mentation and equipment b Retain 3 years; destroy. b Calibration and maintenance records and reports reGarding environmental mon.1tioringy instrumentation. 'LABORATORY .BENCH SHEETS FOR DRINKING WATER MONITORrNG a .bench sheets a Bench sheets 1-: 40 CFR141.33 1 Bacteriological reports 1 Retain 5 years; destroy. and .0., ARM Chemical analyses 2 Retain. 10 years; destroy. Laboratory C hecks and control tests 3 Retain. 10 years: destroy. 3:16.20.2241 ARM Municipal Records ,schedule 11 18 M NT NA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES UTILITIES —OPERATIONS RECORDS Record Series Title and Description Retention and Disposition. citation/co-mments LABORATORY BENCH SHEETS FOR DRINKING WATER M TI " .TN —cons, b Monthly summary reports submitted to the EPA and the MD,Q 1 '.'Record" copy 1 Submit to EPA and MD Q, Departmental €gyp r c nt. LABORATORY R BENCH SHEETS FOR. WASTE WATER MONITORING 'Bench sheets containing the results of tests conducted on waste water at various stages of a Bench Sheets treatment. 1 Retain 3 years; destroy. 1 16.20.1318P ARM a Bench sheets 2 Retain 3 years; destroy. 2 40 CFR 122.41 Montana Pollution Discharge Elimination 3 Retain 3 years; destroy. 3 40 CFR. 503.17 Systems. MPDES nionitoring b Monthly summary reports National Pollution Discharcve Elimination 1 Submit to EPA and MDBQ. System monitoring Permanent. Sewage ;e lud ;e monitoring Monthly summary reports 1 Record copy Departmental Coley MAINTENANCE FILES This is a vital record a Manuals and parts lists Retain for the life of the equipment ent or h Repair reports facility. c Schematics for the water and waste water treatment facilities and equipment d Word: orders METER HISTORY CARDS NARUC 23.3f Cards documenting tests$ repair's, and other Retain for life of equipment, destroy. maintenance conducted on water rneteNs. 9 METER SECTION REPORTS Monthly reports s mmarr rn tests, repair's, Retain 3 years, destroy. NARUC 23.3h and ogler maintenance conducted on Water meters. Municipal Records Schedule MR1 1 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES UTILITIFS-OPERATIONS RECORDS Record Series Title and.Description Retention and Disposition Citation/Comment 10 MONTHLY HLREPORTS Monthly summary reports concerning the activities and operations created in response to reporting rcqu.irements from the EPA and PA— Environmental the .Montana Department of Environmental Protection Agency Quality(,Q)oar for internal administrative purposes, a Montana Pollution Discharge Elimination a permanent. System Permit Report. b Water servtce leap report h Retain 20 years; destroy. 11 OPERATIONAL F 11� S—WA TWATE TREATMENT MD. Q_M ntana Series documents the daily activities of the Department of treatment plant 's staff. Included are Environmental worksheets and daily operator reports. Quality Information in this series is s rnMari ed monthly in report to the EPA and MDE3Q. a Operators' daily logs and reports of a Retain 6 years; destroy. M DE Nm Montana operations. b Retain 3 year's; destroy, Pollution Discharge h Records and reports concerning MPDES c Retain 3 years; destroy. Elimination System monitoring. d Retain 5 years; destro - c Records and reports concerning'NPDES e Pcr anent. monitoring_ f Permanent. ' E -- ational d Sewage sludge monitoring records and Pollutant Discharge reports Elimination System e .Annual operations and monitoring reports f Special reports that are not recapitulated in annual reports, 2 OPERATIONAL FILES —WATER PRODUCTION Series docuirnents the daily activities of the water production staff including worksheets and daily operator reports. Information in this series is summarized in monthly reports submitted to the EPA and Montana Department ofEnvironmental Quality. a Retain years; destroy. a �ARU 23.3a a pe `ato.r"s daily logs b Retain 5 years; destroy. b 40 C R 141.33 and h Bacteriolocy1cal reports c Retain' 1 years; destroy. 1 .20.22 , ARM c Chemical analyses i Retain 10 fears; destroy. c 40 CFR 141.33 and d Laboratory checks and control tests e Retain 10 years, destroy. 16,20.225t ARM. e Sanitary survey reports f Retain 5 years; destroy_ d 1 .2 .224 ARM Records o,rds of variances and exemptions g Retain 3 years after last action, 1 .2 .22 1 ARM g .records of violation corrections taken for each correction; destroy. f 1 .2 .22 ..ARM h Annual operations and monitoring- reports h Permanent. g 40 CFR 141.33 and i Special iv -ports that re not recapitulated I Permanent. .16.20.2251 ARM, in annual reports. Municipal Records Schedule MR120 MONTANA LOCAL GOVERNMENT RETENTION ,AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES Record Series Title and Description Retention and'Disposition Citation/Comments 1 OPERATIONS AND MAINTENANCEThis is a vital record. MANUALS ¢ �y concerning Manuals maintained once 1 ing operating and maintenance procedures for operating equipment and facilities. a Master set of current and superseded a Permanent. versions. b Retain until superseded or b All other eopts obsolete; destroy. 14 PERMITS a Permits granted for the installation and Retain 6 months after expiration or NARUC 6c repair of water and sewacle lines. tn cancellation; destroy. b Permits granted to others for use of the department's facilities. 15 PROPERTY DOCUMENTATION' This series documents ownership of land and use agreements for this land made with other entities. .Included are duds, right-of- way casements, railroad and highway permits, and special water and waste water agreements with developers. a Retain 8 years after expiration of a Railroad and highway permits the permit; destroy. b Special water and waste water b Retain 8 years after expiration of agreements the agreement; destroy. c Deeds and r1uht-of way easements c "Record" copy is a pen anent "Record"" copy is in the Municipal CX rl ' copy; retain in.for mti opie office. until no longer needed for reference; destroy. 16 SUBDIVISION PLATS AND CERTIFICATES F SURVEYS Information copies of plats and certificates Permanent. of Surveys_ 1'7 SUBDIVISION REVIEWS Retain review working files 3 years 'Working files docurnenting the review of after completion of the review; subdivision development plans submitted by destroy. land developers. 18 WORK . }R B ILLING RECOR S :records of cost estimates for maintenance Retain 6 years; destroy work orders and job orders, work order beets detailing break down of costs for job and summaries of expenditures to operating and other accounts. Municipal Records Schedule MR1 21 Approval from. the city or town. commission or council is required before disposing o municipal records that have .met the retention periods listed in this schedule. The following fora. is provided :for your convenience in obtaining that approval and in keeping a record of hat h.as been disposed f i For records not included on this se ed le, this :form must be submitted to the Local Government Records Committee 's Destruction. Subcommittee for approval in addition .io.. o obtaining ing destruction. approval from the commission/co-ancil. The Destruction Subcommittee ill research the legal retention requirements for the record series you submit on a "Request est and Authorization for Records rds Disposal,"" In most cases the inforr a .ion. you submit will. be used to update the retention schedules. Municipal Records Schedules Appendix