The URL can be used to link to this page

Home My WebLink About2023-07-13 HPC Agenda ¦Ejtdvttjpo-!b!ebuf!boe!ujnf!xfsf!tfu!vq!gps!Lfbso-!Ivhift!up!sfwjfx epdvnfoubujpo!bu!NBIT 1 P&RPAYPERPLZPOLPWEPWMRMGUTLWST Engineering………………..Maintenance/Operations…. Fire……………………..See :FirePolice………………………. Permits and Licenses ……. PER –– –– – Works Parks and Recreation………………………Payroll……………………………………….Permits and Licenses………………………Planning and Zoning………………………..Public Safety Public Safety Public Public Works Records Management……………………..Utilities……… ………………………………Waste Management……………………….Addendum 1 City of Maplewood TABLE OF CONTENTS Records Retention Schedule ADMASGATTBONBUICONELEFINFIRHRAHRSINS ……………………………. ………………………………… esources……………………….. …………………………………… uilding Inspections……………………… AdministrationAssessingAttorneyBonds ……………………………………. BContracts/Agreements……………………Elections…………………………………..Financial/Accounting……………………..Fire………………………………………...Housing and Redevelopment Authority…Human RInsurance…………………………………. September 2022 Revised 2 , _______ ubd.3 s MS13.601 STATUTE MS 13.43, MS 13.601MS 13.43 subd.3MS 13.601 /Private ic Public PublicPublic PublicPublicPublicPublicPublicPublicPublPublic/PrivatePublic/Private Public CLASSIFICATION . PERIOD___________________________________________________________ RETENTION Length ofownership 6 6 PermanentPermanent3 PermanentPermanent 6 Permanent 2 afterappointedperiod1 Permanent CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE NERAL NOTICES S . NOT APPOINTED – ENT/PLANNING MISCELLANEOUS boards, and committees not council approved or – TRUST – NTS LES OF INCORPORATION NDA PACKETS .e. bonds, improvement projects, assessment hearings and liquor licenses. TITLE & DESCRIPTION ABSTRACT & CERTIFICATES OF TITLES AFFIDAVIT OF MAILINGCertified list of property owners AFFIDAVITS OF PUBLICATIONS GEi AFFIDAVITS OF PUBLICATIONOrdinances and Resolutions.AGENDA PACKETSCity Council and various Boards, Commissions, Committees and Councilsthat are Council approved or appointed. AGEVarious commissions, appointed. AGREEMEDocuments relating to property the city has acquired through donations orwills.AIRPORT DEVELOPMIncludes minutes of airport commission, committee and major reports, andplanning documents. AIRPORT OPERATIONS/MAINTENANCEANNUAL REPORTSCity or departmental.APPOINTMENT FILESLists appointments of individuals by mayor and or board, or council tovarious boards, commissions and committees including application tocommission. APPOINTMENT FILES ARTIC 0500 00200 00100 M M CODE ADADADM 00300ADM 00400ADM 0ADM 00650ADM 00700ADM 00800ADM 00900ADM 01000ADM 01100ADM01110ADM 01200 September 2022 Revised ON I TION DMINISTRATION SECTION_________________________________________________________________________________________________ ADMINISTRAADMINISTRATION ADMINISTRATIONADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRAT A 3 1 ; ubd.2 S ; MS 13.59 1 13.37 MS MS 13.39 MS 13.59 STATUTE MS 13.37, MS 13.44 Public - Public MS 13.393, - opened. public - Non / /Private/Non CLASSIFICATION PublicPublic/Public/Protected NonUntil all bids are PublicPublicPublicPublicPublicPublicPublicPublicPublic/Private/Confidential RETENTION Permanent 10 aftercompletion ofproject6 Permanent 2 yrsPermanent PermanentPermanent Permanent 5 Permanent7 PERIOD__________________________________________________________________ NOT ACCEPTED ACCEPTED- CITY OF MAPLEWOOD & RFP’S RECORDS RETENTION SCHEDULE BOARDS . OFFICIAL COPY - CITY GENERATED COPY – , SPECIFICATIONS ONS REAL PROPERTY ordinances. - OMMISSIONS AND OFFICIALSUPPORT/WORKING PAPERS – – – C pinions of city attorney QUOTATIONS TITLE & DESCRIPTION ATTORNEY OPINIOfficial oBIDS, BIDS, QUOTATIONS, SPECIFICATIONS & RFP’S BUDGET Includes city and /or departmental budgets.BUDGET BYLAWS CENSUS REPORTS Reports and any protests to census.CHARTERAttorney’s opinions, petitions, correspondence, etc.CITY CODE/CODE OF ORDINANCESComplete list of CITY ORDINANCE VIOLATIONSLetters stating violations, court actions, etc.CITY SEALCOMPLAINTSBy citizens about the use of real property CODE ADM 01300ADM 01400ADM 01500ADM 01800ADM 01900ADM 02000ADM 02100ADM 02200ADM 02300ADM 02400ADM 02500ADM 02600 September 2022 Revised ION MINISTRATION SECTION__________________________________________________________________________________________________ ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRAT AD ADMINISTRATION ADMINISTRATION ADMINISTRATION 4 599 STATUTE MS 13.601MS 13. /Private CLASSIFICATION PublicPublicPublicPublic/PrivatePublicPublicPublicPublicPublic, unless otherwise required by other governmental agency.PublicPublicPublic 6 rmanent uperseded PERIOD__________________________________________________________________ RETENTION 1 after actioncompletedUntil expired3 Permanent Until read3 Pe 1 Consult issuing agency.Typically 3 afteraudit StateCFR 24.42,after auditFederal 28USC2415(b)UntilsWhile active103 __ term - CITY OF MAPLEWOOD vital correspondence. Note: - or phone messages of short RECORDS RETENTION SCHEDULE CITY PROPERTY – , social media, ENERAL HISTORICAL MESSAGES – G– – mail - GENERAL – annual - messages, e hich are considered incidental and non w essages which relate to transaction of city business should be retained in nterest TITLE & DESCRIPTION COMPLAINTS General city services, maintenance, repair, citizen complaints.COPYRIGHTS & PATENTSCORRESPONDENCE CORRESPONDENCE Correspondence to/from mayor, city manager, city administrator. Officialcorrespondence that documents important events or major functions of the office. Usually deals with a specific topic, issue, organization, or individual.CORRESPONDENCE Transitory accordance with applicable retention schedule. Data Practices classificationfor this is public.DATA PRACTICES REQUESTDEPARTMENTAL REPORTSAnnualDEPARTMENTAL REPORTSMonthly/ semiGRANTSMiscellaneous grant programs and stipulations.INVENTORIESReports, equipment supplies, etc.SURVEY/RESEARCH RAW DATALIENSMAINTENANCE RECORDS All buildings. M 03070 DM 03400 CODE ADM 02700 ADM 02800ADM 02900ADM 03000ADM 03050ADADM 03100ADM 03200ADM 03300AADM 03650ADM 03700ADM 03800 September 2022 Revised i M SECTION_________________________________________________________________________________________________ADMINISTRATION ADMINISTRATIONADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION 5 STATUTE CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublic PublicPublicPublic or action after serviceafter PERIOD_________________________________________________________________ RETENTION Length of ownership and after auditUntil removedor supersededPermanent Permanent Permanent Discard when no longer needed5 5 terminationretirementPermanent Untilsuperseded5 Until no longer relevantUntilsuperseded1 1 after recordedor filing of 6 clude WHO CITY OF MAPLEWOOD ISSIONS, COMMITTEES & RECORDS RETENTION SCHEDULE CITY – CITY EQUIPMENT - . CITY COUNCIL & BOARDS & COMMISSIONS – LECTED & APPOINTED OFFICIALS and procedures of the city. POLICE OFFICERS, COMMUNITY SERVICE CITY GENERATED CITY GENERATED– E– – – Charter Commission, Advisory Council, etc. S & RESOLUTIONS ADOPTED CITY EQUIPMENT CITY COUNCILVARIOUS BOARDS, COMM the policies – – – ILS OF OFFICE generated. NC - U TITLE & DESCRIPTION MAINTENANCE RECORDSVehicles, heavy equipment, office and telephone equipment. May inmaintenance agreements, contracts, bids, correspondence, etc.MANUALS Instructions or maintenance manuals of office equipment.MINUTES MINUTES COIncluding Planning, HRA, EDA, Park & Recreation, Zoning, Traffic & Transportation, NEWSLETTERS NEWSPAPER CLIPPINGS / SCRAPBOOKSFor reference purposes onlyNOTICE OF MEETINGSCity OATH OF OFFICE Signed oaths by elected or appointed officials to various boards, commissions and committees. OATH OFFICERS, ANIMAL CONTROL OFFICERS, CITY STAFFISSUE CITATIONSORDINANCE ORGANIZATIONAL CHARTS PETITIONSPHOTOGRAPHS POLICIES & PROCEDURESDocuments PRESS RELEASESPROCLAMATIONSRelated to subject or action. 05500 CODE ADM 03900ADM 04000ADM 04300ADM 04400ADM 04500ADM 04600ADM 04700ADM 04800ADM 04900ADM 05000ADM 05200ADM 05300ADM 05350ADM 05400ADMADM 05600 September 2022 Revised TRATION INIS MINISTRATION DMINISTRATION SECTION__________________________________________________________________________________________________ ADMINISTRATION AD ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADM A ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION 6 , , 3.356 13D.0513.37 MS 1 MS 13D.03 STATUTE MS MS public/Public - CLASSIFICATION PublicPublicPublicNonPublicPublicPublicPublicPublicPublicPublic/Private 3 as projects are retained RETENTION 6 or subject tostate or federalrequirementsUntil superseded3 months afterminutes areapprovedLaborNegotiations years; SecurityInformation 4 years; Purchase orsale of property8 yearsUntil supersededPermanentFile with projects or keep as longPermanent Permanent2 after recordedor filing of actionUntil superseded PERIOD_________________________________________________________________ OOD CITY OF MAPLEW RECORDS RETENTION SCHEDULE etc. GENERALHISTORICALPROJECTS – – – GENERATEDUPS - – CITY AUDIO/VIDEOAUDIOAUDIO/VIDEO AUDIO/VIDEO AUDIO/VIDEO – – – – – – NS IO closed meetings - etitions, studies, engineer’s reports, TITLE & DESCRIPTION PROJECT CORRESPONDENCE With state and federal agencies, not including general correspondence.PUBLICATIncluding brochures, booklets, informational pamphlets, etc.RECORDINGS For nonRECORDINGS For closed meetingsRECORDINGS Including entertainment , training, cable segments and other miscellaneous recordings. RECORDINGS RECORDINGS SPECIAL COMMITTEE REPORTSFinal reports.STREET NAME CHANGE (APPROVED)PSTREET NAME CHANGE (NOT APPROVED)Petitions, studies, engineer’s reports, etc.SUBSCRIPTIONS / SIGNCitizen 5950 0 CODE ADM 05700ADM 05900ADM ADM 05960ADM 05970ADM 05980ADM 05990ADM 06000ADM 06100ADM 06200ADM 06300 September 2022 Revised SECTION__________________________________________________________________________________________________ ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION ADMINISTRATION 7 STATUTE CLASSIFICATION PublicPublic 2 years after separation RETENTIONPERIOD__________________________________________________________________While activeLength of ownership CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE VEHICLES & EQUIPMENT TITLE & DESCRIPTION SURVEY/RESEARCH RAW DATATITLES TO MUNICIPALVOLUNTEER RECORDS Applications, background checks, etc. CODE ADM 06350ADM 06400ADM 06500 September 2022 Revised SECTION___________________________________________________________________________________________________ ADMINISTRATION ADMINISTRATION ADMINISTRATION 8 ubd.2, s , 355 STATUTE MS 13.51MS 13.52MS 13.355MS 13.Privacy Act CFR.405.42Privacy ActCFR.405.42 ublic e -P Public CLASSIFICATION PublicPublicPublicPublicPublicPublicPrivate/NonPublicPublic/PrivatePublic/PrivatePublic/PrivatPublic/Private prior to 1993. ceases homestead status RETENTIONPERIOD__________________________________________________________________6 2 6 6 4 1 Retain untilremoved orsuperseded5 Until removedor superseded.103 after propertyno longerqualifies as a homesteadDestroy cardsRetain future cards 3 yrs. afterpropertyor change of ownership. superseded Until removed or county – assessments. CITY OF MAPLEWOOD (THIS OLD HOUSE LAW) special ON RECORDS RETENTION SCHEDULE REAL PROPERTY F CARDS S LICATION PROPERTY – amount for a 10 year period from property taxes in whole or Certificates of Real Estate Values are available at the MN Department hould retain the original.) of Revenue website TITLE & DESCRIPTION ABATEMENTSAll documents to support a value or classification change for previous assessment year. APPLICATIONS FOR CLASSIFICATIONClass change for tax benefit. APPRAISALS Tax Court. ASSESSMENT NOTIFICATION LETTERSLetters sent out to property owners regarding CERTIFICATE OF REAL ESTATE VALUE (CRV)Electronic CLASSIFICATION LISTSDEFERMENT APPVerifications of income, ownership, etc.DIVISIONS AND COMBINATIONS OEXCLUSION APPLICATIONSLegislated mandated programs administered by City. GREEN ACRE LAND & AGRICULTURE PRESERVE APPLICATIONSForms submitted by property owners to qualify for green acres and/oragriculture preserve classifications usually to obtain a tax break.Completed improvement application form by home owner used to deferimprovement part on homes that are 35 years or older. (Expires 12/31/2002 sHOMESTEAD APPLICATION REQUESTSHOMESTEAD APPLICATION HOME IMPROVEMENT VALUE EXCLUSI ASG 00720 CODE ASG 00050ASG 00100ASG 00200ASG 00300ASG 00400ASG 00500ASG 00600ASG 00700ASG 00750ASG 00800ASG 00900 ASG 00780 September 2022 Revised SECTION___________________________________________________________________________________________________ ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING 9 subd.2 STATUTE MS 13.51.MS 13.39 ublic/Private /Private -P CLASSIFICATION PublicNonPublicPublicPublicPublicPublicPublicPublicPublicPublicPublic from final resolution PERIOD__________________________________________________________________ 3 RETENTION 2 4 6 6 PermanentPermanent2 1 Permanent6 after finalpayment ofassessment.2 CITY OF MAPLEWOOD ROLLS RECORDS RETENTION SCHEDULE PAPER COURT TAX DATA - – / FIELD CARDS NON RECEIPTS AND – VALUATIONS and industrial. OUT LIST - - SPECIAL ASSESSMENTS - DATA CARDS RECORD CARDS/ASSESSMENTS – , commercial ssessment book. mprovement reports, and appraisals, assessment reports, etc. TITLE & DESCRIPTION HOMESTEAD PRINTAnnualINCOME INFORMATIONApartmentPARKLAND DEDICATION VALUATIONSAppraiser’s values, reports, etc.PETITIONS (COURT)Assessors reports, correspondence, etc.PROJECT FILESPetitions, notifications to property owners, plans and specifications,PROPERTY REAL ESTATEWorking copy. SEARCH COPIESSpecial Assessments.SPECIAL ASSESSMENT PROJECT APPROVALS & SPECIAL BENEFITVALUATIONSSPECIAL ASSESSMENTVALUATION CHANGE ORDER After assessment made.VALUATION LISTSA CODE ASG 01000ASG 01200ASG 01400ASG 01500ASG 01600ASG 02200ASG 02400ASG 02800ASG 02900ASG 03000ASG 03350ASG 03400 September 2022 Revised i SECTION___________________________________________________________________________________________________ ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING ASSESSING 10 13.39 STATUTE MS 13.393, MSMS 13.39MS 13.393, MS 13.82MS 13.39 MS 13.39 Public - PublicPublicPublic Public ---- CLASSIFICATION Public/Private/NonPublic/Private/Confidential/Protected NonPublicPublic/Private/Confidential/Protected NonPublic/Private/Confidential/Protected Non Public/Private/Confidential/Protected NonPublic or court activity 0 after last RETENTIONPERIOD__________________________________________________________________101 6 2 after lastcourt activity3 10 after either filing with County orlast court activitylast file activityPermanent CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE briefs and pleadings, probation records ATTORNEY – regarding questions of legal rights or liabilities affecting FILES opinions eference sources and prosecution functions and techniques. TITLE & DESCRIPTION ATTORNEY OPINIONSOfficial operating departments. CIVIL LITIGATION FILESJudgments, settlements, releases, correspondence..CORRESPONDENCE General Correspondence not relating to a case file.CRIMINAL LITIGATION FILESDocuments litigation involving the city. Work papers, copies of policerecords (originals filed with P.D.)and other court records (orig. filed with the court).INVESTIGATIVE FILESIncludes requests for investigation, work papers, and final reports. Research conducted but nolitigation takes place.PROPERTYFiles involving land acquisitions, condemnations, land sales, lawsuits relatedto property platting, registration, proceedings subsequent, title issues, assessments, land use issues, development agreements, etc. Files willinclude correspondence, deeds, titles, affidavits, deathcertificates, sale appraisals, court documents, research, attorney’s opinions, abstracts, and pictures.PROSECUTION / LAW ENFORCEMENT FILES R CODE ATT 00200ATT 00300ATT 00400ATT 00500ATT 00600 ATT 00700ATT 00800 September 2022 Revised SECTION___________________________________________________________________________________________________ ATTORNEY ATTORNEY ATTORNEY ATTORNEY ATTORNEY ATTORNEY ATTORNEY 11 _ STATUTE MS 475.55MS 475.553 Public/Private - CLASSIFICATION PublicNonPublicPublicPublicPublicPublicPublicPublicPublic Public Public RETENTIONPERIOD________________________________________________________________6 after completion ofcontract6 after termination 6 after paymentAfter maturity6 afterpaid/audit6 aftercompletion ofcontract6 aftercompletion ofcontract6 6 aftercompletion ofcontract6 aftercompletion of6 after completion ofcontract contractcompletion ofcontract6 after CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE CITY OFFICIALS ED/PAID BONDS, COUPONS & CERTIFICATES – of reduction, etc. tters of reduction, etc. TITLE & DESCRIPTION APPEARANCE BONDSBONDS BOND & INTEREST COUPON REGISTERBOND SALE TRANSCRIPTSResolutions, etc.CANCELOF DESTRUCTION CONTRACTOR LICENSE BONDSCertificate of insurance, application, etc.FIDELITY BONDSINDEMNITY BONDSLost stock certificates.LICENSE BONDSPAYMENT BONDSLetters of reduction, etc.Le PERFORMANCE BONDSLetters PERMIT BONDS CODE BON 00100BON 00150BON 00200BON 00300BON 00400BON 00500BON 00600BON 00700BON 00800BON 00900 BON 01000BON 01100 September 2022 Revised SECTION___________________________________________________________________________________________________ BONDS BONDS BONDS BONDS BONDS BONDS BONDS BONDS BONDS BONDS BONDS BONDS 12 ubd.1b,ubd.1b. ss STATUTE MS 13.37, MS 541.051.MS 13.37, ublicublic -P-P Private/NonPrivate/Non / CLASSIFICATION PublicPublicPublicPublic/PublicPublicPublicPublic PublicPublicPublicPublicPublicPublic environment) il PERIOD_________________________________________________________________ RETENTION 1 Life of property15, or untsupersededwith completeset.1 after completion ofproject. PermanentPermanentcorrectionunless unusualcircumstancesoccur (i.e.2 Life of Property Until newownershipLife of Property5 (Per MN State Fire Code 104.6)Permanent6 1 after CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE NOT FINALFINAL D - S- AL, INDUSTRIAL ANNUAL – CI . ng, a/c, ventilating, fireplace. ti INSPECTION RECORD ncludes inspection request correction notice, violation notice, referral form, TITLE & DESCRIPTION BUILDING Includes grading, demolitionBUILDING INSPECTION RECORDSBUILDING PLANS: COMMERIncludes architectural, design specifications, structural & utility plans.BUILDING PLANS: RESIDENTIALIncludes architectural, design specifications, structural & utility plans.CERTIFICATE OF OCCUPANCYCERTIFICATE OF SURVEYIgrading site access, special inspections by third party, zoning complaints.INSPECTOR REPORTSDaily, monthly, quarterly.PLUMBING INSPECTION RECORD Survey of property.CODE COMPLIANCE INSPECTIONPoint of conveyance.ELECTRICAL INSPECTION RECORFIRE INSPECTION RECORD Multiple dwelling/commercial.HEATING / VENTILATION INSPECTION RECORDIncludes heaHOUSING INSPECTION RECORDChange of ownership, point of sale.INSPECTION NOTICES TO HOMEOWNER, VIOLATOR, ETC. I 00200 CODE BUI 00100BUI 00150BUBUI 00300BUI 00400BUI 00410BUI 01100BUI 01200 BUI 00500BUI 00600BUI 00700BUI 00800BUI 00900BUI 01000 September 2022 Revised G LDING I SECTION__________________________________________________________________________________________________ BUILDING INSPECTIONS BUILDINGINSPECTIONS BUILDINGINSPECTIONS BUILDINGINSPECTIONS BUILDING INSPECTIONS BUILDININSPECTIONSINSPECTIONS BUILDING INSPECTIONS BUILDINGINSPECTIONS BUILDINGINSPECTIONS BUILDINGINSPECTIONS BUILDINGINSPECTIONS BUINSPECTIONS BUILDINGINSPECTIONS BUILDING 13 STATUTE CLASSIFICATION PublicPublicPublicPublic uperseded RETENTION Until s2 Life of Property6 PERIOD_________________________________________________________________ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE s (submitted to State). TITLE & DESCRIPTION RENTAL INSPECTION RECORDSSEWER AVAILABILITY REPORT And supplemental documentation submitted to Met Council.SIGN INSPECTION RECORDSURCHARGE REPORTSupporting document 01300 CODE BUI 01210BUI 01220 BUI BUI 01310 September 2022 Revised SECTION__________________________________________________________________________________________________ BUILDING INSPECTIONS BUILDING INSPECTIONS BUILDINGINSPECTIONS BUILDINGINSPECTIONS 14 .2f subd STATUTE 13.51 CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublic or disposal or expiration recording RETENTION 10 after paidand audited.Permanent10 afterpaid/audit10 after releaseLength of ownership and after audit. 5 aftercancellation10 afterexpiration oflease10 after of property PERIOD__________________________________________________________________ SCHEDULE ACCEPTED – ACCEPTED – CITY OF MAPLEWOOD PURCHASE OF RECORDS RETENTION OPTIONS, MORTGAGES, – IDS & SPECIFICATIONS FOR CAPITAL IMPROVEMENT TITLE & DESCRIPTION AGREEMENTS / CONTRACTS / LEASES / JOINT POWERSVarious associations doing business with the city.Bid documents, specifications, contracts, agreements & supporting papers.BIDS & SPECIFICATIONS FOR SERVICES & SUPPLIES Bid documents, specifications, contracts, agreements, & supporting papers. DEVELOPERS AGREEMENTSEQUIPMENT CONTRACTSFRANCHISES GRANTED BY MUNICIPALITYAttorney’s opinions, letters of explanation, correspondence, etc.LEASE OF REAL PROPERTYProperty leased or rented from city or by city. Copy of lease, paymentrecord, etc.PROPERTY B 00400 CODE CON 00050CON 00100 CON 00200 CONCON 00500 CON 00600 CON 00700 CON 00800 September 2022 Revised SECTION__________________________________________________________________________________________________CONTRACTS CONTRACTS CONTRACTS CONTRACTS CONTRACTS CONTRACTS CONTRACTS CONTRACTS 15 203B.04 MS 204B.40 STATUTE MS MS 13.37MS 211A.02, subd.6 for online posting requirement MS 203B.06MS 203B.12 /Private /Private CLASSIFICATION PublicPublicPublicPublicPublic/PrivatePublicPublicPublicPublicPublicPublicPublic ot PERIOD__________________________________________________________________ RETENTION 22 months. 42USC 1974 Permanent Length of term22 months. 42USC 197422 months unless contested MS204B.40Destroy afterelection iscertified5 after filingdate if nelected or 5yrs/ after leaving office22 months. 42USC 1974Permanent 22 months. 42USC 197422 months. 42USC 1974Until superseded __ the county auditor. CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE FOR JUDGES DARIES & PRECINCT MAP MATERIALS UNVOTED – lection work history of each individual judge; does not include any personal TITLE & DESCRIPTION ABSENTEE BALLOT APPLICATIONABSTRACT OF ELECTION RETURNSStatement of canvass.AFFIDAVITS OF CANDIDACYApplication by candidates or voters to place the name of candidate on ballot.AFFIDAVITS OF PUBLICATIONBALLOTSMay include absentee, completed, voted, or rejected.BALLOTS CAMPAIGN FINANCIAL REPORTSA statement or report that discloses contributions or expenditures for anycandidate running for city office. CERTIFICATES OF ELECTIONCertificate of election of city officers to be forwarded to ELECTION BOUNResolutions, correspondence with the State, etc.ELECTION DAY FORMSVarious Election Day forms which may include tally sheets, election judgeoaths of office, certification of election judges, flag certificates &reconciliation forms.ELECTION JUDGE WORKSHEETEinformation. INSTRUCTION 400 CODE ELE 00100 ELE 00200 ELE 00300 ELE 00 ELE 00500 ELE 00600 ELE 00700 ELE 00800 ELE 00900 ELE 01000 ELE 01100 ELE 01200 September 2022 Revised SECTION_________________________________________________________________________________________________ ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS 16 STATUTE MS 201.091MS 201.091 CLASSIFICATION PublicPublicPublicPublicAvailable to the public forlimited purposes.Available to the public forlimited purposes.PublicPublicPublic on is after official PERIOD__________________________________________________________________ RETENTION 22 months. 42USC 19745 leaves office22 months. 42USC 19742 after expiration22 months. 42USC 1974Untilsuperseded.5 after filingdate22 months. 42USC 1974Destroy afterelecticertified __ CITY OF MAPLEWOOD . RECORDS RETENTION SCHEDULE FORMS municipality th a facility to provide a location for a certain period of time. OF RESIDENCE/VOUCHER umber of persons registering on election day, number of signatures on TITLE & DESCRIPTION NOMINATING PETITIONSA petition nominating a candidate for an office.OATH OF OFFICEElected or appointed.OATHStatement to verify that a voter is an official resident of the precinct in whichthey are registering.POLLING PLACE AGREEMENTSAn agreement wiPOLLING PLACE ROSTERSSignatures of all voters.MASTER LISTList of all registered voters within the STATEMENT OF ECONOMIC INTERESTPersonal financial information of candidates running for office to ensurethere are no conflicts of interest.SUMMARY STATEMENTSummary statement of election results. Includes but not limited to the totalvoter list, &/or the total number of persons voting in the precinct.VOTER RECEIPTSReceipt used to obtain ballots when voting. CODE ELE 01300 ELE 01400 ELE 01500 ELE 01600 ELE 01700 ELE 01800 ELE 02200 ELE 02300 n ELE 02400 September 2022 Revised SECTION_________________________________________________________________________________________________ELECTIONS ELECTIONSELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS 17 STATUTE MS 13.37; MS 13.591MS 13.392MS 13.37 Public - public - CLASSIFICATION PublicPublicPublicPublicNonPublic/Private/NonPublic/PrivatePublicPublicPublicPublicPublicPublicPublicPublicPublic or until superseded PERIOD__________________________________________________________________ RETENTION 6 6 6 6 years afterdisposal7 7 1 6 6 4 Permanent2 2 5 101 after audit __ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE LEDGERS & JOURNALS DEPARTMENTMASTER – – – DELINQUENT & UNCOLLECTIBLE General and Enterprises. – – EXTERNALINTERNAL – – accounts of monies owed to the city that have not been paid or ANNUAL ll – TITLE & DESCRIPTION ACCOUNT REPORTS Record of aare uncollectible.ACCOUNTS PAYABLE LEDGERS & JOURNALSRecord of all accounts of monies owed to other parties by the city.ACCOUNTS RECEIVABLE Record of all accounts of monies owed to the city.ASSET RECORDSCapital, Fixed.AUDIT REPORTS Reports based on private companies for the review of tax payments.AUDIT REPORTS Reports based on the agencies’ internal operations.AUTOMATIC PAYMENT PLAN AUTHORIZATION FORMWith supporting documentation.BANK STATEMENTSDeposit slips, deposit books & reconciliations.BANKRUPTCY RECORDSIndividual or vendor owing money to the city but was declared bankrupt.BILLINGS STATEMENTSBUDGET City Operating Budget BUDGET REPORTSMonthly reports, departmental breakdown of accounts.BUDGET WORKPAPERS BUDGET WORKPAPERS CAPITAL IMPROVEMENT PROGRAMPlanned list of capital improvements.CASH REGISTER TAPESItem by item list of daily transactions. IN 01900 CODE FIN 00100 FIN 00200 FIN 00300 FIN 00400 FIN 00800 FIN 00900 FIN 00950 FIN 01000 FIN 01100 FIN 01200FIN 01310 FIN 01320 FIN 01400FIN 01500F FIN 02000 September 2022 Revised SECTION_________________________________________________________________________________________________ FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCEFINANCE 18 STATUTE MS 13.37 MS 16A.626 CLASSIFICATION PublicPublicPublicPublic/PrivatePublicPublicPublic/PrivatePublicPublicPublicPublicPublicPublicPublic uperseded RETENTIONPERIOD__________________________________________________________________Until sPermanent6 7 days6 4 2 unless evidencein criminal or civilprosecution2 6 after disposal4 Untilsuperseded2 Permanent2 CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE ORDERS ISSUED – MONTHLY SUMMARIESYEAR END SUMMARIES MERCHANT COPIES – – – habetical order of checks issued. onthly. TITLE & DESCRIPTION CHART OF ACCOUNTSAccounting structures.CHECK REGISTERNumerical list of checks/vouchers issued.CHECKS (CANCELLED & VOIDED) ACCOUNTS PAYABLEPaid & returned checks.CHECKS (ACCOUNTS RECEIVABLE)Checks received from customers submitted electronically to financialinstitution.CHECKS (NSF) BAD CHECKS & BAD CHECKS LISTSCHECKS (DUPLICATE)AlpCREDIT CARD RECEIPTSDAILY CASH REPORTSDaily report of routine receipts received by the city.DISPOSAL OF PROPERTYDocuments the disposal of city owned personal property.ENCUMBRANCES/REVERSALS Report or document of purchase orders by number.EQUIPMENT INVENTORIESList of all property owned by the city.EXPENDITURE REPORTS Record of all city expenditures.EXPENDITURE REPORTS Record of all city expenditures.FINAN CIAL REPORTSM __________________________________________________________________ __ CODE FIN 02006 FIN 02010 FIN 02020 FIN 02022 FIN 02040FIN 02050 FIN 02060 FIN 02100 FIN 02200 FIN 02400 FIN 02450 FIN 02500 FIN 02600 FIN 02610 September 2022 Revised SECTION_______________________________ FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE 19 _ STATUTE lic CLASSIFICATION PublicPublicPublicPublicPubPublicPublicPublicPublicPublicPublicPublic RETENTIONPERIOD_________________________________________________________________Permanent 4 PermanentPermanent4 4 after maturity6 6 6 6 2 2 CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE MONTHLY SUMMARIES – DEPARTMENT COPY – documentation. documenting the purchase of goods & services. forms, reports, etc. CLAIM VOUCHERS & VERIFIEDS (AR & AP) t – TITLE & DESCRIPTION FINANCIAL REPORTS/STATEMENTS (ANNUAL)As audited. Comprehensive Annual Financial Report (CAFR.)GAMBLING/LOTTERY MATERIALTickets, audiGENERAL JOURNALChronological listing of the city’s financial transactions.GENERAL LEDGERSRecord of all city accounts.INCOME SALES TAX RETURNS/RECEIPTSUsed to verify & audit private companies to ensure payment of taxes.INVESTMENT DOCUMENTSRecord of investments made by city.INVOICES Record of payments & requests for payment of accounts paid by or to thecity. JOURNAL ENTRY SUPPORTIncludes source PURCHASE ORDERSOfficial record RECEIPTS & RECEIPT BOOKSRecords documenting cash received by the city.REQUISITIONS Official record documenting the request for the purchase of goods &services.REVENUE REPORTS Record of all city accounts revenue. 02900 CODE FIN 02620 FIN 02800 FIN FIN 03000 FIN 03100 FIN 03200 FIN 03300 FIN 03400 FIN 03800 FIN 04000 FIN 04300 FIN 04400 September 2022 Revised SECTION_________________________________________________________________________________________________ __ FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE 20 469.1771 MS 13.37Need Statute STATUTE MS PublicPublicPublic/Private Need Classification CLASSIFICATION PublicPublicPublicPublicPublicPublic 6 2 6 4 RETENTIONPERIOD__________________________________________________________________Permanent6 10 years afterexpiration ofdistrict 10 years6 years 4 ON (see also FIN 04660) . DISTRICT FINANCIALFINANCIAL - - - CITY OF MAPLEWOOD TO STATE) the city’s financial audit and if the following RECORDS RETENTION SCHEDULE on of the invoices submitted for the MONTHLY – Includes bills, invoices, receipts, vouchers, and YEAR END SUMMARIES . have been part of – RECORDS each TIF transaction is recorded in a ledger (electronic or paper) that is the life of the district plus 10 years: a) the TIF district from which the 9 REQUEST FOR TAXPAYER ID NUMBER AND CERTIFICATI X INCREMENT FINANCE (TIF) DISTRICT RECORDS amount of the TIF expenditure; f) descriptiexpenditure, sufficient to tie the invoice to the qualifying activity; and g)the development purpose of the expenditure, tied to the budget of the TIFplan for the district.TRAVEL EXPENSE Documentation of travel cost & payments.TREASURER’S REPORT UNCLAIMED PROPERTY RECORDS (SENT Includes checks not cashed. Accounts Payable requests this form from companies or individuals that provide a service. TITLE & DESCRIPTION REVENUE REPORTS Record of all city accounts revenue.SALES TAXCity sales tax collected above state tax for specific goods or services; ielodging taxTACREATIONIncludes district qualification records (documentation and criteria tosubstantiate the eligibility and establishment of TIF district), resolutions,agreements, county certification documentsTAX INCREMENT FINANCE (TIF) DISTRICT RECORDS RECORDSIncludes bills, invoices, receipts, vouchers, and cancelled checksTAX INCREMENT FINANCE (TIF) DISTRICT RECORDS RECORDS Must meet certain criteriacancelled checks if theyinformation forretained TIF revenues were generated; b) whether the expenditure was made to aparcel inside or outside the district; c) the name of the recipient of the TIF expenditure; d) detailed description of the development activity; e) the WORK ORDERSUsed for job costing systems. W- FIN 04700 FIN 04710 FIN 04750 FIN 04770 CODE FIN 04500 FIN 04550 FIN 04600 FIN 04650 FIN 04660 FIN 05000 September 2022 Revised INANCE FINANCE FINANCE FINANCE FINANCE SECTION_________________________________________________________________________________________________ __ FINANCEFINANCE FINANCE FINANCE FINANCE F 21 ubd.7, , s MS 13.82, MS 13.83 STATUTE MS 13.384, subd.3MS 13.82MS 13.83 ntil onfidential u Public/Cinvestigation is closed.Public CLASSIFICATION PrivatePublicPublic/PrivatePublicPublic/ConfidentialPublicPublic PermanentPermanent6 Unless arson, death, orhazardousmaterials thenretainpermanently.1 RETENTIONPERIOD__________________________________________________________________1010 6 10UntilsupersededLife of equipment 6 CITY OF MAPLEWOOD EMSRB/STATE FORM – RECORDS RETENTION SCHEDULE & DEMONSTRATION DATA PROTOCOLS reviewed by EMSRB representative upon MAINTENANCE & INSPECTION RECORDS – ORT HOSPITAL - IENT CARE REPORT 1 FORM, APPLICATION OF STATE AID FIRE EQUIPMENT - ARSON REPORTS/INVESTIGATIONSFIRE CODEUsed by investigators to document facts found regarding fires investigatedby the FPB.FIRE PREVENTION WEEK TOURS TITLE & DESCRIPTION AMBULANCE BILLING/HIPPA AUTHORIZATION FORMPatient signs acknowledging they are financially responsible for the providedservices and that they have received a copy of the Notice of Privacy Practices.AMBULANCE EMERGENCY ROOM RECORDSAdmission date, patient name and address, insurance, emergency contact, doctor, birthdate.AMBULANCE MASTER SCHEDULESMonthly Calendar of call time relicensing.AMBULANCE PATIncludes mileage, patient name and address, type of injury, incidentaddress, destination information, vital signs, and narrative.AMBULANCE PREIncludes variances for licensing. APPARATUS/EQUIPMENTFACERTIFICATEFIRE INVESTIGATION REP FIR 00200FIR 00400 FIR 00700 CODE FIR 00010 FIR 00020 FIR 00030 FIR 00040 FIR 00050 FIR 00100 FIR 00350 FIR 00600 September 2022 Revised FIRE FIRE FIRE SECTION_________________________________________________________________________________________________ __ FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE 22 STATUTE MS 13.82MS 13.82 CLASSIFICATION PublicPublicPublicPublicPublicPublic/Private/ConfidentialPublicPublicPublicConfidential untilinvestigation is closed;then public days superseded l RETENTIONPERIOD__________________________________________________________________2 PermanentUntil superseded 6 unless arson, death, orhazardousmaterials; thenretain permanently10At least 31MN Rules 7580.0600 subd.5PermanentUnti 5 after separationPermanent CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE 1) – seize evidence for determining origin of fire. Reports TITLE & DESCRIPTION FIRE TRUCK DAILY/WEEKLY INSPECTION SHEETSHAZARDOUS MATERIAL ACCIDENT REPORTHAZARDOUS MATERIALS DOCUMENTSIncludes Business Hazard Chemical Inventories / Tier II Reports/ HazmatSara Title III INCIDENT FORM (STATE MFIRS Form recording structure or vehicle incident.INCIDENT REPORTS/FIRE RUNS911 RECORDINGSOCCUPANCY PERMITS/INSPECTION FILESRULES & REGULATIONS, FIRE DEPTTRAINING RECORDS / INDIVIDUAL CERTIFICATIONSVOLUNTARY PERMISSION & CONSENT TO SEARCH AND SEIZEObtains permission to CODE FIR 01150FIR 01200FIR 01250 FIR 01300 FIR 01400 FIR 01500 FIR 01600FIR 01700 FIR 01750FIR 01900 September 2022 Revised IRE SECTION_________________________________________________________________________________________________ __ FIREFIRE FIRE FIRE FIRE F FIRE FIRE FIRE FIRE 23 MS 13.462, MS 13.44 STATUTE MS 13.462MS 13.462MS 13.462MS 13.462 MS 13.44, MS 13.585 ublic -P CLASSIFICATION PublicPublic/PrivatePublic/PrivatePublicPublic/PrivatePublicPublic/PrivatePublic/PrivatePublicPublic/Confidential/Protected Non iration after exp audit RETENTIONPERIOD__________________________________________________________________Permanent 10 after federalaudit3 after loan isclosedUntil superseded6 6 3 after loan isclosed3 after loan isclosed 10 after federal 10 after resale CDBG) CITY OF MAPLEWOOD project tracking/evaluation e valuation data, agreements, RECORDS RETENTION SCHEDULE correspondence. SITION ist low income families. TITLE & DESCRIPTION ANNUAL REPORTSCOMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATIONSAnnual breakdown of city applications and supporting materials or services.COMMUNITY DEVELOPMENT BLOCK GRANT (Loans to assHOUSING PROGRAM GUIDELINESSuch as HOME, CHAS, CHODO, etc.HRA PROJECT MANAGEMENT & RENTAL AGREEMENTSRent rolls, schedules, tenant income related to Title II.HUD ADMINISTRATIVE DOCUMENTSGrant/loan program information, correspondence,data, program rules.MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOMEIMPROVEMENT LOANSLoan data to individuals, program data, repayment schedule, reports andcorrespondence.MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME PURCHASELOANSParticipation & commitment agreements, program data, repaymentschedules, reports and PROGRAM FILESCorrespondence, breakdown of projects, HUD regulations, and supportingfiles.PROPERTY ACQUIDeeds, contracts, correspondence, purchasproperty data. CODE HRA 00100 HRA 00200 HRA 00300 HRA 00400 HRA 00500 HRA 00600 HRA 00700 HRA 00800 HRA 01100 HRA 01200 September 2022 Revised SECTION_________________________________________________________________________________________________ __ HRA/EDA HRA/EDA HRA/EDA HRA/EDA HRA./EDA HRA/EDA HRA/EDA HRA/EDA HRA/EDA HRA/EDA 24 STATUTE MS 13.462MS 13.462 lic/Private CLASSIFICATION PubPublic/PrivatePublicPublic RETENTIONPERIOD__________________________________________________________________3 after inactive6 2 after completion10 CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE TITLE & DESCRIPTION SECTION 8 CLIENTSSubsidy data, eligibility information, application for benefits, programinformation and rules, reports and correspondence.SECTION 8 REIMBURSEMENT REQUESTSVALUE IN EXCESS OF PURCHASE PRICE (VIEPP)WARRANT REQUESTS CODE HRA 01300 HRA 01400HRA 01600 HRA 01700 September 2022 Revised SECTION_________________________________________________________________________________________________ __ HRA/EDA HRA/EDA HRA/EDA HRA/EDA 25 (b), if 13.39 discipline reversedMS 13.43 STATUTE MS 13.43MS 13.43, MS 13.39MS 13.43, MS 13.39MS 13.43, MSMS 13.43, subd.3MS 13.43MS 13.43 subd.2grievances sustained and /Private/Private PrivatePublicPublicPublicPublicPublic CLASSIFICATION Public/PrivatePublic/Private/ConfidentialPublic/Private/ConfidentialPublic/Private/ConfidentialPublicPublic/PrivatePublic whichever is later ntil uperseded Superseded or5 after coverage lapses.Until superseded or5 y after coveragelapses2 10 or usPermanent10 RETENTIONPERIOD__________________________________________________________________10 after expiration7 after separation2 5 2 2 or length ofeligibility iflongerPermanent etc. positions. CITY OF MAPLEWOOD NOT HIRED RECORDS RETENTION SCHEDULE – discrimination. LABOR UNIONS – ELECTION ONS complaints of ontracts between city management & various labor unions including BENEFITS ENROLLMENT Employees’ medical, dental, deferred compensation, etc. election forms.BENEFITS PLANIncludes insurance, health care, deferred compensation, wellness plan, CERTIFICATION OF TEST/EXAMINATION RESULTSFrom tests administered to applicants.CLASSIFICATION STUDIESStudies which describe job duties and may rank individual city See also: pay equity.COMPENSATION PLANCONTRACTS/AGREEMENTS TITLE & DESCRIPTION AFFORDABLE CARE ACT REPORTING AFFIRMATIVE ACTION FILESSexual harassment &AFFIRMATIVE ACTION RECRUITMENT FORMSupplemental personnel data from job applications.AFFIRMATIVE ACTION REPORTSCopies of reports sent to Human Rights Commission.APPLICATIONS FOR EMPLOYMENT APPLICATIONS FOR PERSONS ON ELIGIBILITY LISTApplications, resumes, letters of recommendation, police backgroundinvestigations, etc. If hired, application etc becomes part of employeepersonnel file.ARBITRATION DECISICcorrespondence, salary schedule & personnel policies. HRS 00750 HRS 00800 HRS 00900 HRS 01100 HRS 01150HRS 01200 CODE HRS 00150HRS 00200 HRS 00300 HRS 00400 HRS 00500 HRS 00600 HRS 00700 September 2022 Revised URCES ESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESO HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES SECTION_________________________________________________________________________________________________ __ HUMAN RESOURCES HUMAN RESOURCES HUMAN R HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES 26 , 29 CFR 1602.30MS 13.43MS 13.43 STATUTE MS 13.43MS 13.43MS 181.954MS 13.43 PublicPrivatePrivate CLASSIFICATION PublicPublic/PrivatePrivate PrivatePublic R (29 CF ed drug or length of eligibility valuations and ss825) 2 5 after separation RETENTIONPERIOD__________________________________________________________________2 1 1 for records ofnegative andcanceltests, records of alcohol testswith a resultbelow .02 bac(49CFRss382.401). 5 foralcohol testresults greaterthan .02 bacverified positivecontrolledsubstance testresults, documentationof refusal totest, calibrationdocumentation, driver ereferrals.1 for negatives; 5 for positives1 3 going. - tional exams CITY OF MAPLEWOOD GRAM promo RECORDS RETENTION SCHEDULE employment and on - Pre OPPORTUNITY REPORTS/SUMMARY DATA commercial drivers licenses (cdl’s), controlled substance test (EEO REPORTS)Reports sent to Federal Government.EXAMINATION FILECompleted exams administered to applicants, &administered to employees.FAMILY MEDICAL LEAVE DOCUMENTS (FMLA)Should be retained in the medical file rather than employee personnel file. TITLE & DESCRIPTION EMPLOYEE RECOGNITION & AWARDS PROCorrespondence, working papers, nominations, etc. EMPLOYEE SUGGESTION FORMDRUG AND ALCOHOL TESTING RESULTSIncludes results, drivers evaluations, etc.DRUG AND ALCOHOL TESTING RESULTS DOT RANDOMEMPLOYEE SURVEYSEQUAL EMPLOYMENT 850 01 HRS 01800 HRS CODE HRS 01500 HRS 01600HRS 01650 HRS 01660HRS 01680HRS 01700 September 2022 Revised HUMAN RESOURCES HUMAN RESOURCES SECTION_________________________________________________________________________________________________ __ HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES 27 STATUTE MS 13.43MS 13.43MS 13.37 Public - /Private/Non PublicPublicPublic CLASSIFICATION Public/PrivatePrivatePublicPublicPublicPublicPublic PermanentUntilsuperseded RETENTIONPERIOD__________________________________________________________________5 after termination3 after date ofhire, or 1 afterseparation, whichever is laterPermanent Permanent1010 Until superseded3 OOD lations consisting of CITY OF MAPLEW 9 FORM - by city. tions. RECORDS RETENTION SCHEDULE naturalization. NEGOTIATING DATA DISPUTES – ES – union and city or government agency. UITY IMPLEMENTATION REPORT Questionnaires used to rank individual posiPAY EQUITY PLAN/SUMMARYPAY EQUITY WORKPAPERS TITLE & DESCRIPTION GRIEVANCE FILFormal written employee grievance and/or complaint filed under a laboragreement or personnel rules, and receivedEMPLOYMENT ELIGIBILITY VERIFICATION / IVerifies status of citizenship orJOB/POSITION DESCRIPTIONSPersonnel department retains a position description history on the various positions within the city.LABOR UNION Between LABOR UNIONS PAY EQState mandated report filed with Dept of Employee Repay and job class informationPAY EQUITY PROFILESPAY EQUITY QUESTIONNAIRE BOOKS HRS 02900 HRS 03000HRS 03100 CODE HRS 01900 HRS 02000 HRS 02200 HRS 02300 HRS 02400 HRS 02700 HRS 02800 September 2022 Revised RESOURCES MAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES SECTION_________________________________________________________________________________________________ __ HUMAN RESOURCES HU HUMAN HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES 28 ubd. 3. MS 13.43MS 13.43, sMS 13.43MS 13.43 STATUTE MS 13.43 MS 13.43MS 13.43MS 13.43 PublicPublic/PrivatePublicPublic/PrivatePublic/Private CLASSIFICATION Public/Private PublicNeed ClassificationPublic/PrivatePublic/PrivatePublic not hired. 5 10 after superseded 6 2 if after separation ifhired.10 after superseded5 years afterseparation fromcity RETENTIONPERIOD__________________________________________________________________5 aftertermination orseparation Permanent102 5 afteremployee’stermination.2 CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE UNION EMPLOYEES - union employees. - FOR NON non davit of Publications and eligibility reports. FILES Includes Affi Annual salary schedule for all UNEMPLOYMENT CLAIMS/COMPENSATIONVETERANS PREFERENCE ELECTION FORMVeterans Preference Act.WAGE ASSIGNMENTSLetters, correspondence, etc.EMPLOYEE MEDICAL RECORDSAny information concerning the health status of an employee which is madeor maintained by a physician, nurse, or other health care personnel, ortechnician, including medical & employment questionnaires or histories, medical exams, medical opinions, descriptions of treatments andprescriptions, and employee medical complaints. TITLE & DESCRIPTION PERSONNEL Includes relevant records on each employee such as applications, references,performance evaluations, job performance appeals, job descriptions, reprimands,resignation letters, exit interviews, etc.POLICIES & PROCEDURES/RULES & REGULATIONSFor human resource function, includes annual leave program, hiringprocedure file, etc.STUDENT LOAN FORGIVENESS FORMSRECRUITMENT FILESRecords that relate to posting, recruitment, selection & appointment to eachcity position.REPRIMANDS/DISCIPLINARY ACTIONREQUISITIONS FOR PERSONNELSALARY DETERMINATION 0 04050 03300 S 03450 HRS 03750 HRS 04000HRS HRS 04100 HRS 04200 CODE HRS HRS 03400 HRHRS 03500 HRS 03600 HRS 0370 September 2022 Revised URCES HUMAN RESO HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES SECTION_________________________________________________________________________________________________ __ HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES 29 STATUTE MS 13.43MS 13.43MS 13.43 PublicPublic CLASSIFICATION Public/PrivatePublicPublic/PrivatePublic/PrivatePublicPublicPublic as needed - -5 years after Untilsuperseded or5 after RETENTIONPERIOD__________________________________________________________________30 afterseparation.2 after violationhas beencorrected.5 30 separation PermanentUntilsupersededMandatoryNot mandatory5 training program becomesobsolete.separation SCHEDULE h as used , manuals personnel file. xic substances or CITY OF MAPLEWOOD handouts RECORDS RETENTION FOR EACH INDIVIDUAL – Know and Sexual Harassment. - to - PLOYEE EXPOSURE RECORDS CITATIONS OF PENALTY EM Right – – ful physical agents. TRAINING MATERIALSReference & class material including articles, TRAINING RECORDS TITLE & DESCRIPTION INFECTIOUS DISEASE & OCCUPATIONAL EXPOSURE FILESFiles on each employee dealing with safety & training on diseases suchepatitis & AIDS. Should not be kept in employee personnel file. OSHA Notifications of Violations by the City.OSHA REPORTSIncident Reports and Annual SummaryOSHA Any information concerning employee exposure to toharmSAFETY COMMITTEE AGENDA & MINUTESSAFETY MANUALSIGN UP SHEETSList of employees participating in each training program.in each training session. Records on training that may be retained in employee Includes 04600 HRS 05300HRS 05400 CODE HRS 04400 HRS 04500 HRS HRS 04700 HRS 04800HRS 04900 HRS 05100 September 2022 Revised HUMAN RESOURCES HUMAN RESOURCES SECTION_________________________________________________________________________________________________ __ HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES 30 STATUTE MS 13.43MS 13.43MS 13.43MS 13.43MS 176.231MS 176.231 c blic CLASSIFICATION PubliPublicPublic/PrivatePublicPublic/PrivatePuPrivatePublicPrivatePrivatePublic t those after finalafter RETENTIONPERIOD__________________________________________________________________3 6 afterexpiration6 after finalsettlement excepinvolving aminor, saveuntil minorturns 19. 6 afterexpiration6, MS 176.151;20 if maintained with worker’scompensationfile.6 afterexpiration6 settlement.6 expiration6 20Permanent CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE retain 30 years per HRS 04400 to cover any officer or employee, also known as – professional liability, property, inland marine and ALL INSURANCE POLICIES – If infectious disease ed by employee for a long term disability insurance program. TERM DISABILITY (STD) Performance Bond.” TITLE & DESCRIPTION APPLICATIONS FOR INSURANCETo City’s insurance provider.CERTIFICATES OF INSURANCE CLAIMSClaims filed by or against the city. EMPLOYEE DISHONESTY/SURETY BONDSCorporate or personal “Faithful FIRST REPORT OF INJURY INSURANCE AGENTS’ SERVICE AGREEMENT LONG TERM DISABILITY (LTD)Claims fil POLICIES Includes, but not limited to: auto, boiler & machinery, general liability, life, liquor liability, police workers’ compensation. SHORT Claims filed by employee for a short term disability insurance program.WORKERS’ COMPENSATION CLAIMSInjury reports and correspondence dealing with injuries, chemical or hazardous exposure.WORKERS’ COMPENSATION CLAIM REGISTER CODE INS 00100INS 00400INS 00450INS 00500INS 00650INS 00700INS 01100INS 01240INS 01450INS 01550INS 01600 September 2022 Revised NSURANCE SECTION_________________________________________________________________________________________________ __ INSURANCE INSURANCE INSURANCE INSURANCE INSURANCE INSURANCE INSURANCE INSURANCE INSURANCE I INSURANCE 31 STATUTE MS 13.462MS 13.548 CLASSIFICATION PublicPublicPublicPublicPublicPublicPrivatePrivatePublicPublicPublicPublicPublic upersededuperseded RETENTION 7 Retainpermanently1 Permanent 1 Untils2 UntilsPermanentPermanent 2 2 1 PERIOD__________________________________________________________________ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE service/activity. BROCHURESFLYERS – – REPORTS DESCRIPTION G LISTS TITLE & ACKNOWLEDGMENT & WAIVER OF LIABILITYACTIVITIES ACTIVITIES ANNUAL DAILY REPORTS (DEPARTMENT COPY)DEPARTMENT RULES & REGULATIONSIncludes parks, beaches, pools, skating rinks, & general use.FEE WAIVER SHEETSFor low income participants.MAILINProgram participants.PARK ACQUISITIONSThrough bonds or CDBG.PARK MASTER PLAN PARTICIPATION DATACount of participants using PERMITSFor use of school facilities, park use, equipment, picnic sites & ball fields bycitizens.POOL/BEACH PASS FORMS 500 01400 CODE P&R 00100P&R 00200P&R 00300P&R 00400P&R 00700P&R 00900P&R 01000P&R 01100P&R P&R 01P&R 01600P&R 01700P&R 01800 September 2022 Revised ND SECTION__________________________________________________________________________________________________ PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS ARECREATION PARKS ANDRECREATION PARKS ANDRECREATION 32 STATUTE MS 13.548MS 13.37; MS 13.548MS 13.548MS 13.37; MS 13.548 MS 13.548 CLASSIFICATION PublicPublic/PrivatePublicPublicPrivatePublicPublic PublicPublicPublic eded (unless s ntil superseded RETENTION 3 2 unlesssubject to stateor federal grantrequirements.5 after expiration 6 2 1 Until superaccident or injury)U6 Until superseded PERIOD__________________________________________________________________ MAPLEWOOD CITY OF RECORDS RETENTION SCHEDULE ransportation service. OF PARTICIPANTS /CONTRACTS IES use the t participants. TITLE & DESCRIPTION PROGRAM FILESRecords relating to programs, events and activities.REGISTRATION FORMSIncludes participant information forms. If includes waiver of liability, seeP&R 00100. RENTAL AGREEMENTSFor park & recreation facilities usage.REPORTS OF INJURIncident Reports.ROSTERNames of SCHEDULESOf games.PARK & REC SECURITY TAPES SUPPLY EQUIPMENT LISTS TICKET SALES REPORTSOriginals.TRANSPORTATION SERVICEList of people who 0 02000 CODE P&R 01950P&RP&R 02100P&R 02200P&R 02300P&R 02400P&R 02450P&R 02500P&R 02600P&R 0270 September 2022 Revised ATION SECTION__________________________________________________________________________________________________ PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREPARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS AND RECREATION PARKS ANDRECREATION PARKS ANDRECREATION PARKS ANDRECREATION 33 STATUTE MS 13.43MS 13.43MS 13.43MS 13.43MS 13.37; MS 13.43MS 13.43MS 13.43MS 13.43MS 13.43MS 13.43MS 13.43MS 13.43 CLASSIFICATION PrivatePrivatePublic/PrivatePublic/PrivatePublic/PrivatePublicPrivatePublicPublic/Private Public/PrivatePublic/PrivatePublic/PrivatePublic/PrivatePublic/PrivatePublic RETENTION 6 after inactive6 6 1 Until superseded6 6 6 6 Permanent106 10Permanent6 PERIOD__________________________________________________________________ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE date salaries, gross to net, and benefit - to - STATE & FEDERAL PAYROLL CHECKS – / JOURNAL end report - / PENSION FILES 1) - pousal maintenance. & VOIDEDForm 941) CAFETERIA PLAN RECORDS REPORTS D rm MW TITLE & DESCRIPTION AUTHORIZATION FORMSVoluntary (union dues, charitable contributions, employee club, creditunion).BENEFIT / Flex plans and section 125 reports, election forms, reimbursement formsetc.CANCELEPaid and returned checks.CHANGE FORM (PAYROLL COPY)Original retained in personnel file: salary, position, grade level, address,leave of absence, etc.DIRECT DEPOSIT AUTHORIZATIONSEMPL OYERS QUARTERLY FEDERAL TAX RETURN(Federal Tax GARNISHMENTSChild support/s INSURANCE PREMIUM REPORTMonthly statement of employees’ premiums.PAYROLL Detailed register of current & yearhours used. PAYROLL LEDGERPayroll history, yearPAYROLL REPORTSState withholding, federal withholding, & FICA.PAYROLL WORKSHEETSPENSION & RETIREMENT REPORTSDeferred comp, etc.PERA REPORTSIncludes form letters and reports.QUARTERLY WITHHOLDING TAX RETURN(State Fo 00500 CODE PAY 00100PAY 00200PAY 00300PAY 00400PAY 00420PAY 00450PAYPAY 00600PAY 00800PAY 00900PAY 01000PAY 01100PAY 01200PAY 01300PAY 01350 September 2022 Revised ROLL YROLL SECTION__________________________________________________________________________________________________ PAY PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL PA PAYROLL PAYROLL 34 STATUTE MS 13.43MS 13.43MS 13.43MS 13.43MS 13.43MS 13.43 CLASSIFICATION Public/PrivatePublic/PrivatePublic/PrivatePublic/PrivatePublic/PrivatePublicPublic/Private RETENTION 6 3 6 6 5 6 6 PERIOD__________________________________________________________________ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE EMPLOYERS COPY – ORIGINALS – or electronic. 2 STATEMENTS 3 STATEMENTS4 FORM TITLE & DESCRIPTION TIME SHEETSOriginalsVACATION & LEAVE REQUESTSReports/slips.WORKERS COMP PROOF OF PAYMENT1099 MISCELLANEOUS INCOME W- W- W- CODE PAY 01400PAY 01500PAY 01600PAY 01700PAY 01800PAY 01900PAY 02000 September 2022 Revised SECTION__________________________________________________________________________________________________ PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL PAYROLL 35 bd.4 STATUTE See individual permit/licenseMS 270C.72, Subd.4MS 270C.72, Subd.4MS 13.37MS 13.37 MS 270C.72, Subd.4MS 270C.72, Subd.4 MS 270C.72, Su MS 270C.72, Subd.4 ublic -P blic ublic -P-Pu CLASSIFICATION PublicPublic/Private/NonPublicPublicPublicPublic/NonPublic/NonPublicPublicPublicPublic PublicPublicPublicPublicPublicPublic expirationexpirationexpirationexpirationexpirationexpirationexpirationexpirationexpirationexpiration expiration expirationexpirationexpiration RETENTION 2 after 1 2 after 6 after 6 afterPermanent5 after 1 after6 after6 after6 after 2 after2 after 2 after termination2 after2 after 2 after PERIOD__________________________________________________________________ PERMITS CITY OF MAPLEWOOD OR PERMITS RECORDS RETENTION SCHEDULE ONS AY PERMITS -W COMMERCIALRESIDENTIAL RESIDENTIAL OF - – – – NOT APPROVED – parks, streams, etc. alteration permits. TITLE & DESCRIPTION ANIMAL & PET LICENSE APPLICATI APPLICATIONS Refers to various applications in this section. BICYCLE LICENSE OR PERMITCity copy.BILLIARD (POOL HALL) LICENSEBOWLING ALLEY LICENSEBUILDING PERMITS Applications, summary data, etc.BUILDING PERMITS Applications, summary data, etc.BURNING PERMITS CARNIVAL LICENSE APPLICATIONSCIGARETTE/TOBACCO/ETC. LICENSES & APPLICATIONSCONTRACTOR REGISTRATION License issued through MN Dept. of Labor & Industry. DANCE/PARADE/PUBLIC GATHERING/SPECIAL EVENTDOCK LICENSESTo use public DOMESTIC PARTNERSHIPELECTRICAL PERMITEXCAVATION/RIGHTIncludes landFIRE EXTINGUISHER SERVICE LICENSE 0 00 CODE PER 00100PER 002PER 00300PER 00400PER 00500PER 00600PER 00700PER 00800PER 00900PER 01000PER 01100PER 0120PER 01300PER 01350PER 01410PER 01600PER 01700 September 2022 Revised MITS/LICENSES SECTION__________________________________________________________________________________________________ PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSESPERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PER PERMITS/LICENSES PERMITS/LICENSES Addendum 1 on the back of the document 36 _ ; ; 7 STATUTE MS 270C.72, Subd.4MS 270C.72, Subd.4MS 349.19, Subd 6MS 270C.72, Subd.4MS 270C.72, Subd.4MS 270C.72, Subd.4 MS 13.3MN Rules 7515.0440,Subd.5;MS 270C.72, Subd.4MS 270C.72, Subd.4MS 270C.72, Subd.4MS 270C.72, Subd.4 MS 270C.72, Subd.4MS 270C.72, Subd.4 CLASSIFICATION PublicPublicPublic PublicPublicPublic Public/PrivatePublicPublic PublicPublicPublicPublicPublicPublicPublicPublic expirationexpirationexpirationexpirationexpirationexpirationexpirationexpirationexpirationexpirationexpiration expirationexpirationexpirationexpiration RETENTION 2 after6 after4 after 6 after2 after 6 after expiration 6 after2 after 6 after 6 after 6 after 6 after 2 after2 after2 after6 after 2 after expiration PERIOD_________________________________________________________________ MIT HAND DEALER LICENSE CITY OF MAPLEWOOD - RECORDS RETENTION SCHEDULE & REPORTS LICENSES AMUSEMENT DEVICE LICENSE , public pools, etc. BROKERS/PRECIOUS METAL/SECOND TITLE & DESCRIPTION FIREWORKS PERMIT & LICENSEFOOD ESTABLISHMENT LICENSEGAMBLING LICENSES GAS FITTERS LICENSEHEATING, VENTILATION, AIR CONDITIONING PERMechanical. HOTEL & MOTEL HUNTING/SHOOTING PERMIT INSPECTION RECORDS OF LICENSED FACILITIESRestaurantsLIQUOR LICENSEAll types of licenses pertaining to alcohol, including required application data. MASSAGE LICENSE MECHANICAL Video games, pinball machines, etc.MOTOR VEHICLE LICENSESales and rental.MOVING PERMITPARKING METER REPORTS/RECORDSPARKING PERMITPAWN PEDDLER’S, TRANSIENT MERCHANTS & SOLICITORS LICENSEIncludes mobile food units. CODE PER 01800PER 01850PER 01900PER 01920PER 01930PER 02000PER 02020PER 02050PER 02100PER 02200PER 02300PER 02400PER 02500PER 02510PER 02520PER 02600PER 02700 September 2022 S Revised MITS/LICENSES SECTION__________________________________________________________________________________________________ PERMITS/LICENSESPERMITS/LICENSESPERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSESPERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PER PERMITS/LICENSES PERMITS/LICENSE PERMITS/LICENSES 37 100. 0 0. 2.G STATUTE MS 270C.72, Subd.4 MS 270C.72, Subd.4 MS 270C.72, Subd.4MS 270C.72, Subd.4MS 270C.72, Subd.4 MS 270C.72, Subd.4 MS 270C.72, Subd.4MS 270C.72, Subd.4MS 270C.72, Subd.4MN Rules 8420.020 lic CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublicPublicPublic PubPublicPublicPublicPublic Public expiration expirationexpirationexpirationexpirationexpirationexpirationexpirationexpirationexpirationexpiration expirationexpirationexpiration expirationexpiration fter RETENTION 2 after6 after 2 after6 after2 after6 after 6 after6 after2 after6 after 2 after6 after6 after6 a10 after 2 after PERIOD__________________________________________________________________ permits, etc. CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE f insurance, etc. o LICENSE license issued through MN Dept. of Labor and Industry. TITLE & DESCRIPTION PLASTERING LICENSEPLUMBER’S REGISTRATIONAnnual PLUMBING PERMITSPOOL LICENSEPUBLIC PROPERTY USE APPLICATIONSRENTAL APPLICATION/LICENSEMultiple dwelling.SAUNA SEXUALLY ORIENTED BUSINESS LICENSESIGN PERMITSOLID WASTE, GARBAGE, REFUSE AND RECYCLERSLICENSE/PERMITBonds, certificate STREET USE PERMITTAXI LICENSESTHEATER LICENSETREE TRIMMING/REMOVAL LICENSEWETLAND RECORDSReplacement plan requirements, exemptions, certifications, WRECKING PERMIT CODE PER 02800PER 02810PER 02900PER 03000PER 03010PER 03020PER 03100PER 03110PER 03120PER 03200PER 03300PER 03400PER 03410PER 03420PER 03450PER 03500 September 2022 SES Revised MITS/LICENSES SECTION__________________________________________________________________________________________________ PERMITS/LICENSESPERMITS/LICEN PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PER 38 STATUTE CLASSIFICATION Public Public PublicPublicPublicPublicPublicPublicPublicPublicPublicPublic RETENTION Permanent Permanent Permanent PermanentPermanentPermanentRetain untilprojectcompletionunless filed withproject file.Untilsuperseded6 PermanentPermanent10 PERIOD__________________________________________________________________ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE TION TEMPORARY FINAL PLATPRELIMINARY PLAT – – – land. TITLE & DESCRIPTION ANNEXATION RECORDS CERTIFICATE OF FILING LAND USE CONTROLC.U.P. & variance. Document retained by counties.COMPREHENSIVE PLANLand use plan.CONDITIONAL USE PERMIT FILEApplication, planning report, Planning Commission and City Council action, copy of permit, resolutions, etc.DEEDSOriginals stored in clerks office.EASEMENTSGrant of Easements to city.EASEMENTS MAPS & HALF SEC PETITIONS RELATING TO ZONING REQUESTSPLANNING CASE FILEIncludes reports documenting the activity or development of a specific parcelofPLAT FILES Includes subdivisions files, final plat, application, council review, planningcommission review, studies, etc.PLAT FILES CODE PLZ 00100PLZ 00200PLZ 00300PLZ 00400PLZ 00500PLZ 00600PLZ 00700PLZ 00800PLZ 01100PLZ 01200PLZ 01300PLZ 01400 September 2022 Revised NING SECTION__________________________________________________________________________________________________ PLANNING PLANNING PLANNING PLANNING PLANNING PLAN PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING 39 .44 subd. 3B; STATUTE MS 13.44MS 13MS 13.37; MS 13.591 CLASSIFICATION Public/ConfidentialPublic PublicPublicPublicPublicPublicPublicPublicPublicPublic RETENTION Length ofownership20 afterdisposal ofpropertyPermanentPermanentPermanent10PermanentPermanentPermanentPermanentPermanent PERIOD__________________________________________________________________ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE /INSPECTION RECORDS BIDS & ESTIMATES – APPROVEDNOT APPROVED – – TITLE & DESCRIPTION REAL PROPERTY APPRAISALS REAL PROPERTY Appraisal report, certificates, etc. REZONING FILESIGN PLAN VARIANCES/APPROVALSSITE PLAN FILE SITE PLAN FILE SPECIAL USE PERMIT FILESURVEYS, PROPERTYVACATION FILESVARIANCE FILESZONING FILES CODE PLZ 01500PLZ 01600PLZ 01700PLZ 01800PLZ 01900PLZ 02000PLZ 02100PLZ 02200PLZ 02300PLZ 02400PLZ 02500 September 2022 Revised SECTION__________________________________________________________________________________________________ PLANNINGPLANNING PLANNINGPLANNING PLANNINGPLANNING PLANNING PLANNING PLANNING PLANNING PLANNING 40 13.43, MS , MS13.825 13.82 MS 13.43MS 13.82MS 13.82, Subd. 3.MS 13.37Need StatuteMS 13.43MS 13.43MS 13.39, STATUTE MS 299C.10MS 13.82, 260B.171MS Private onfidential Public/PrivatePublic/PrivatePublicPublic/PrivateNeed ClassificationPrivatePublic/Public/Private/ CLASSIFICATION PublicPublicNon PublicPublicPublic/PrivateCPublic separation 5 1 Untilsuperseded5 5 afterseparation1 after 5 after separation RETENTION Permanent3 30 days3 years5 years1 PERIOD__________________________________________________________________ 3 . ilities holding fac CITY OF MAPLEWOOD without supervision. ADMINISTRATION RECORDS RETENTION SCHEDULE ANNUAL REPORT – secured areas APPREHENSION REPORTS POLICE DEPARTMENT / CIVIL DEFENSE FILES – OR PEACE OFFICERS FOR STATE AID APPLICATION 1) - DESCRIPTION of all bookings for jurisdiction. Note: pertains to ase files & reports. ACKGROUND CHECK or janitors or persons accessing DEPARTMENT OF CORRECTIONS ReportDIRECTED PATROLSResident or community requests for patrolling specific areas.EMERGENCY PLAN EQUITABLE SHARING RECORDS FINGERPRINT RECORDS Sworn officers and police personnel. FINGERPRINT RECORDSFINTERNAL INVESTIGATION TITLE & ANNUAL REPORTS AUCTIONRecords or department copy of contracts.Local records check on individual (i.e. employment, adoptions). BACKGROUND CHECKSecond party dissemination log.BUREAU OF CRIMINAL Annual reports of local law enforcement activities complied by BCA andreturned to local department. BCA does not maintain copies of these reports.CERTIFICATION F(State form PACLIABILITY RELEASESFor services rendered (i.e. lock outs, ride alongs, etc.) B 00600 POL 00400POL 00410POL 00450POL 00470POL 00500POL 00510POL CODE POL 00100POL 00200POL 00240POL 00250POL 00300POL 00350POL 00700 September 2022 Revised CE POLICE POLICE POLICE POLICE POLI POLICE POLICE SECTION__________________________________________________________________________________________________ POLICE POLICE POLICE POLICE POLICE POLICE POLICE 41 MS 13.43 STATUTE MS 13.82 MS 13.87MS 13.462 MS 13.37 nfidential vate Public/Private CLASSIFICATION Public/Private/CoPublicPublic/PrivatePriPublicPublic PublicPublicPublic/Private 5 after separation RETENTION 2 3 1 30 days1 1 1 2 after deceased PERIOD__________________________________________________________________ Police CITY OF MAPLEWOOD ANIMAL CONTROL RECORDS RETENTION SCHEDULE /NOTARIZED NAME SEARCH within jurisdiction. / SUPPLEMENTAL REPORTS STATISTICAL REPORTS ECT POLICE REPORT P individual TRAINING RECORDS & REPORTS FOR OFFICERSIncludes summary of officer’s training history. TITLE & DESCRIPTION LOG SHEETSOfficersPAWN SHOP RECORDSRecords are kept by Pawn Shop store. The only records the Department may keep are the pawn shop requests to check whether an itemis stolen, however, record is typically discarded after the check. POLICE CLEARANCE LETTERSCriminal history on PUBLIC ASSISTANCE VOUCHER RECORDSCopies.REQUEST TO INSSTATISTICAL REPORTSPursuit, bias crime, officer killed or assaulted, supplemental homicide.Original filed with state. ANIMAL CONTROL ANIMAL IMPOUND/RELEASEDANGEROUS DOG LICENSE OL 00800 POL 01750 CODE POL 00910POL 01000POL 01500POL 01600POL 01700POL 01800POL 01900POL 01950 September 2022 Revised P SECTION__________________________________________________________________________________________________ POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE 42 6 , Subd.13, Subd.13 Subd.6; 169.09 STATUTE MS 13.37MS 13.37MS 13.82, Subd. 4MS 13.82MS 13.82, Subd.MS MS 13.82, MS 169.09 - ublic CLASSIFICATION PublicPublic/PrivatePublic/Private or NonPPublic/PrivatePrivatePublic/Private/ConfidentialPublic/Private/Confidential 580.0600, subd.5 RETENTION 2 1 after participation ceasesPermanent 31 days per MNRule 77 3 3 PERIOD__________________________________________________________________ EVENTION CITY OF MAPLEWOOD CRIME PRDISPATCH INVESTIGATIONS RECORDS RETENTION SCHEDULE ncludes date, time, place of action, vehicles / CAD DRIVER EXCHANGE REPORT – DESCRIPTION TITLE & BICYCLE SAFETYBike patrol, rodeos, etc. COMMUNITY CRIME PREVENTION PROGRAMSNeighborhood Crime Watch, D.A.R.E., etc.OPERATION I.D. 911 RECORDINGS RADIO LOGSDispatcher. ACCIDENT REPORTSAutomobile (State Report) Iinvolved, drivers of vehicles, a brief factual reconstruction of eventsassociated with the action, names and addresses of witnesses, names andaddresses of any victims or casualties and response or report number. Damage greater than $1000.ACCIDENT CODE POL 02100POL 02150POL 02600POL 02700POL 02800POL 02900POL 02950 September 2022 Revised SECTION__________________________________________________________________________________________________ POLICE POLICE POLICE POLICE POLICE POLICE POLICE 43 260B.171 ubd.7 Subd.2MS STATUTE MS 13.82, 260B.171MS 13.82MS 13.82MS 13.82, MS 13.87MS 13.82MS 13.82MS 13.82MS 13.82 SMS13.82, Subd.20 Public - te ; If juvenile ic/Private/ l pub - CLASSIFICATION Public/Priva Public/PrivatePublic/PrivateNonConfidentialPublicPublic/Private/ConfidentialPrivatePublic/PrivatePrivateConfidential whileinvestigation is active; afterthat Publicnot publicPublic/Private/Non seesee 0 RETENTION 7 7 7 years; ifdeath investigation,POL 037007 years; ifdeath investigation,POL 03703 3 Permanent1 year7 7 3 years PERIOD__________________________________________________________________ ence, date and place CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE ADULTJUVENILE – – o the arrest, and the response or report eived the information that led t stody and identification of agency or person who received custody, the roperty which has been found, confiscated, seized, etc. TITLE & DESCRIPTION ARREST REPORTSAdult/Juvenile: includes date, time, place of action, any resistanceencountered, any pursuit engaged, whether any weapons were used, thecharge, arrest or search warrants or legal basis for action, the identities ofagencies, units within agencies and individual persons taking the action, whether and where the individual is being held in custody or is beingincarcerated by the agency, the date, time and legal basis for any transfer ofcudate, time and legal basis for any release from custody or incarceration, thename, age, sex and last known address of any adult person or the age andsex of any juvenile person cited, arrested or incarcerated or otherwisesubstantially deprived of his liberty, whether the agency employed wiretapsor other eavesdropping techniques, the manner in which the agenciesrecnumber. BAIL RECEIPTSCASE FILES/OFFENSE REPORTS Includes individual’s name, date of birth, time of occurrof action, description of what happened, location, whether any weaponswere used, ICR’s, statistical data, and other pertinent data. CASE FILES/OFFENSE REPORTS JUVENILE: Includes individual’s name, date of birth, time of occurrence,and place of action, description of what happened, location, whether anyweapons were used, and other pertinent data. CITATION/TICKETSCRI MINAL RECORD CHECK / SECONDARY DISSEMINATIONLog recording criminal history queries via state computer sent to another agency.DEATH INVESTIGATIONAny case file or any investigation involving a death.EVIDENCE/PROPERTY LOGSEVIDENCE/PROPERTY INVENTORY REPORTSPFINGERPRINT RECORDSCriminal. FORFEITURE FORMS 0360003750 CODE POL 03000POL 03100POL 03300POL 03400POL 03500POLPOL 03700POL 03740POL POL 03800POL 03820 September 2022 Revised SECTION__________________________________________________________________________________________________ POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE 44 82 13. MS 13.82MS 13.82, Subd.20MS 13.82, Subd. 20 STATUTE MS 13.87MS 13.82MS 13.82, Subd. 2 and Subd. 7MS 13.82MS 260B.171MS 13.82MS ublicublic -P-P PrivatePublicPrivate/NonPrivate/NonPublic CLASSIFICATION PrivatePublic/PrivatePublic/Private/Confidential Public/Private/ConfidentialPrivatePublicPublic/PrivatePublicPublic/Confidential ys ct 7 years orwhen childreaches 19 (MS260B.1712 30 da1 7 RETENTION 6 7 7 after lastconta7 after lastcontact7 subd.5c)2 after inmateis discharged1 2 PERIOD__________________________________________________________________ CITY OF MAPLEWOOD JAIL RECORDS RETENTION SCHEDULE . annual logs - S (from State) JUVENILE ADULT maintained by the BCA. Department copy retained in – – up. - vehicle speed control including but not limited to Radar, Laser or Stalker. ooking records. MUG SHOTS TRAFFIC MONITORING DEVICESLog recording instrument used, locations, description of vehicle (licenseREPOSSESSION LOGSVALIDATION REPORTFor example, regarding stolen property.VEHICLE IMPOUNDSAbandoned, seized, etc. TITLE & DESCRIPTION FIREARM APPLICATION/PERMIT/TRANSFERIncludes application to purchaseICR’sInitial complaint reports.INTOXILYZER TEST RESULTSOriginal recordaccordance with the item they relate to ( i.e. case file or arrest report). MASTER NAME FILEAdult. MASTER NAME FILEJuvenile. MUG SHOTS number, make & model). Logs and certificate of accuracy for devices usedfor ADMISSION RELEASE RECORDSBFOOD SERVICE RECORDSJail/lockJAIL INSPECTION LOGSIncludes daily, annual and bi 3900 POL 04720POL 04820POL 04840POL 04870POL 04900 CODE POL 0POL 04100POL 04200POL 04500POL 04600POL 04700POL 05200POL 05300POL 05350 September 2022 Revised CE POLICE POLICE POLICE SECTION__________________________________________________________________________________________________ POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLI POLICE 45 MS 13.825, 260B.17113.824 STATUTE MS 260B.171MS 13.85MS 13.82MS 13.82 MS 13.82, MS MSMS 13.824MS 13.824,MS 13.82 MS 13.824 Subd. 5 & 6 CLASSIFICATION Public/PrivatePublic/PrivatePublicPublic/Private/ConfidentialPublic Public/Private/Confidential Public/Private Public/Private Public/Private/Non PublicPublic/Private/Non Public IRED. ALL OTHER A MINIMUM OF 90 DAYS. rom the date of collection RETENTION Permanent 2 PermanentUntil transcription isapproved.End of dailyshift FELONY: 90days aftersentencing or ifappeals, afterdisposition. ALLOTHER: Afterfinal casedisposition. Permanent 7 No later than 60 daysfUnless related to active investigation2 PERIOD__________________________________________________________________ and s camera . CITY OF MAPLEWOOD AUDIO & VIDEO RECORDS RETENTION SCHEDULE EXTRANEOUS – ng, but not limited to body worn PORTABLE RECORDING SYSTEMS – includi including, but not limited to squad car camera recordings, DESCRIPTION ATIC LICENSE PLATE READER DATA individuals held at facility. and video recordings of inventory of evidentiary audio & video recordings. tten report. A biennial report summarizing the results of each audit must be provided o the city council and the Legislative Commission on Data Practices and TITLE & JAIL REGISTERLog PRISONER PROPERTY RECEIPTSAUDIO & VIDEO RECORDING INVENTORY LOGAn DICTATED & AUDIO RECORDED REPORTSAudio recordings of officers reports which are subsequently transcribed intowri AUDIO & VIDEO RECORDINGS Audio & video recordingswhich hold no value to the state, city, citizens, police department ,officer(s), and/or any other party. This excludes portable recording systems/body worn camera data.ARREST & CHARGEAudiosquad car camera recordings, determined to have evidentiary value wheresuspects have been arrested, issued citations and/or a report has been forwardedto the prosecutor for a charging decision. AUDIT OF PORTABLE RECORDING SYSTEM TECHNOLOGYIndependent biennial audit of data collected and the applicable classificationof the data. AUDIT SUMMARY REPORT tPersonal Data Privacy within 60 days following completion of the audit.AUTOM AUTOMATIC LICENSE PLATE READER USE LOG & AUDIT DATA 05400 CODE POLPOL 05500POL 05810POL 05820POL 05830POL 05840POL 05844 POL 05846POL 05850POL 05854 September 2022 Revised SECTION__________________________________________________________________________________________________ POLICE POLICE PER DEPARTMENT POLICY ALL BWC VIDEOS HAVING EVIDENTIARY VALUE NEED TO BE KEPT FOR 7 YEARS, UNLESS PERMANENT RETENTION IS REQU POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE 46 ; 626.19 STATUTE MS 13.82MS 13.82MS MS 13.82MS 13.825MS 13.825 MS 13.43 public - - /Private/Non Public - CLASSIFICATION PublicpublicPublic/Private/Non Public/ConfidentialPublic/Private/NonPublic/Private/Non PubicPublic/Private MS 13.825 e applicable agency to retain the Shift t shall retain the recording forshall retain the recording for were collected, the law enforcement xculpatory use related to the If a subject of the data submits ill then be destroyed unless a new * r eata were collected, the law enforcementgency n additional time period requested bynd notify the requester that the recording ircumstances under which the ecording beyond thetention period for possible evidentiaryequest is made under this paragraph. he subject of up to 180 days RETENTION End of Daily90 days Permanenta written request to the law enforcement agency to retain the rretention period for possible evidentiary or exculpatory use related to the circumstances under which the dataagencyan additional time period requested by the subject of up to 180 daysand notify the requester that the recordingwill then be destroyed unless a new request is made under this paragraph. 1 * If a subject of the data submits a written request to the law enforcemenrecording beyond the applicable rocdaatawr5 after termination or separation PERIOD__________________________________________________________________ 1 and ny s including body worn FFICER CITY OF MAPLEWOOD This excludes portable ACTIVE OR INACTIVE CRIMINAL - RECORDS RETENTION SCHEDULE officer discharging a firearm in the course of including, but not limited to body worn cameras and GENERAL/ NON GENERAL – - o recording, including, but not limited to body worn cameras and . evidentiary police and citizen interaction. - ameras quad car camera recordings, determined to contain information regardingquad car camera recordings, determined to have evidentiary value in a TITLE & DESCRIPTION CITIZEN CONTACTSAudio & video recordings including, but not limited to body worn camerasnonrecording systems / body worn cameras.CITIZEN CONTACTS Audio & Video recordings from portable recording systems,CDEATH INVESTIGATIONSAudio & video recordingssquad car camera recordings, containing information regarding any deaths. DISCHARGE OF A FIREARM BY PEACE OFFICER IN COURSE OF DUTYAudio & video recordings of a peaceduty other than for training purposes or the killing of an animal that is sick, injured, or dangerous. FORMAL COMPLAINT MADE AGAINST PEACE OAudio & video recordings of an incident resulting in a formal complaint madeagainst a peace officer related to the incident. INTERNAL INVESTIGATIONSAudio & vides CODE POL 05860POL 05864POL 05870POL 05874POL 05876POL 05880 September 2022 Revised CE SECTION__________________________________________________________________________________________________ POLICE POLICE POLICE POLICE POLICE . POLI 47 13.43, MS 13.82MS 13.82 STATUTE MS 13.82MS 13.825. Subd. 5MS 13.39; MS 626.19, subd. 6cMS 13.39, MS MS 13.43 CLASSIFICATION Public/ConfidentialPublicPublic/PrivatePrivate/NonPublicPublic/Private/Confidential Private iption RETENTION Statute oflimitations forcorrespondingcrime. PermanentSee note in descrDelete asap. no later than7 days after collection unlessdata is part of active criminal investigation.7 30 days PERIOD__________________________________________________________________ CITY OF MAPLEWOOD leted according to department policy. RECORDS RETENTION SCHEDULE BLE RECORDING SYSTEMS TECHNOLOGY including, but not limited to body worn cameras and plicable the precincts in which they were used, policies and AERIAL VEHICLE DATA (DRONE) quad car camera recordings, determined to have evidentiary value. (All audio internal investigations. TITLE & DESCRIPTION INTERVIEWS Audio & video recordings including, but not limited to body worn cameras andstapes will be transcribed and a copy of the transcription will be kept with the case file).INVENTORY OF PORTATotal number of recording devices owned or maintained by the agency, daily record of the total number of recording devices annually deployed and used byofficers and , if approcedures for use, total amount of recorded audio and video data collected and maintained by the agency, the agency’s retention schedule for the data, and the procedures for destruction of the data. PHOTOGRAPHSPictures are retained in accordance with the item they relate to in the GeneralRecords Retention ScheduleUNMANNED USE OF FORCEAudio & video recordingssquad car camera recordings, containing information of any incident where force was used and supervisory review is comp VIDEO TAPE OF BOOKINGThis excludes portable recording systems / body worn cameras. 30 CODE POL 05900POL 05910POL 05920POL 05925POL 059POL 05940 September 2022 Revised OLICE SECTION__________________________________________________________________________________________________ P POLICE POLICE POLICE POLICE POLICE 48 STATUTE MS 13.37 ublic -P lic PublicPublic CLASSIFICATION PublicPublic/NonPublicPublicPublicPublicPublicPubPublicPublicPublic major; 5 if not receipt PERIOD__________________________________________________________________ of as builtsPermanent ifproject ishistorical or RETENTION Permanent Life of property30PermanentPermanent5 aftertransactioncompletePermanentPermanent7 aftercompletionPermanent6 after3 CITY OF MAPLEWOOD striping, sealcoating, street lighting RECORDS RETENTION SCHEDULE r is a major capital improvement. o DRAWINGS / AS BUILTS STREET OPENING historical value, – TOPOGRAPHICAL – maintenance projects need only be retained for 5 yrs after project completion. rojects not having historical value such as nd ConstructionPROJECT RECORDSProjects such as street improvements. Should be retained permanently ifproject hasP TITLE & DESCRIPTION AERIAL PHOTOGRAPHSPhotographs of city.CONSTRUCTION For completed city buildings, streets, storm sewer, sidewalks, etc.DEMOLITION RECORDSENGINEERING DESIGN BOOKS, PRODUCT DEVELOPMENTSTANDARDS, SPECIFICATION BOOKS, DRAWINGSFLOOD CONTROL RECORDSIncludes history, federal disaster assistance info., reports, photos, dike levelcharts.INSPECTION & TESTING RECORDSFor watermains, streets, storm sewers, sidewalks, etc. MAPS, CONSTRUCTIONPublic infrastructure. MAPS PERMITS STREET UTILITY SERVICE LINESPLANS & SPECIFICATIONSaPROJECT RECORDSAbandoned. 00100 01000 PWE 01100PWE 01200 CODE PWE PWE 00200PWE 00300PWE 00400PWE 00500PWE 00600PWE 00700PWE 00800PWE 00900PWEPWE 01300 September 2022 - - - - - - - - - - - - - Revised G ENGINEERING PUBLIC WORKSENGINEERING SECTION___________________________________________________________________________________________________ PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERIN PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKS PUBLIC WORKSENGINEERING 49 STATUTE PublicPublic CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublicPublic after end of permit period xpiration PERIOD__________________________________________________________________ 102 RETENTION 6 3 Permanent10Permanent 1 1 aftere3 Permanent CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE STUDIES WAY DOCUMENTS – PROGRAMS OF – WATERSHED DISTRICT RECORDSWEIGHT TICKETS TITLE & DESCRIPTION PROJECT RECORDSPreliminary.REBATE RIGHT STORM WATER MANAGEMENT RECORDSSTREET INDEXESSTREET REGULATIONSNot passed.STREET REGULATIONSPassed.TRAFFIC REPORTS / Traffic count data, etc.TRAFFIC COUNT MAPAnnual official map. PWE 01860PWE 02100PWE 02200 CODE PWE 01400PWE 01450PWE 01500PWE 01600PWE 01650PWE 01700PWE 01800PWE 01850 September 2022 - - - - - - - - - - - Revised PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING SECTION___________________________________________________________________________________________________ PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING PUBLIC WORKSENGINEERING 50 STATUTE MS 13.44 PublicPublicPublicPublic CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublic/Private/Confidential PERIOD__________________________________________________________________ 102 5 2 RETENTION Reviewannually2 Permanent10102 1 Permanent5 5 Permanent CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE SCHEDULES, CREW SCHEDULES position. ENCY STORM DAMAGE FREEZING CONDITIONS EMERGENCY LOGMAINTENANCE/INSPECTION OF FACILITIESIncluding picnic facilities, ball fields, play grounds, trails, bikeways etc. formaintenance purposes.MANHOLE CONDITION FIELD REPORTS/SUMMARY SHEETS TITLE & DESCRIPTION ARBORCULTUREIncludes resource files, copies from outside sources.ASPHALT MIXING LOGBRIDGE/CULVERT INVENTORYBRIDGE/CULVERT MAINTENANCE REPORTSCLIMATOLOGICAL GRAPHSCURB STOP REQUESTSDAILY WORK DIKE MAINTENANCE RECORDSDRIVEWAY GUTTER PATCHING RECORDSEMERGIncludes request for pickup and hauling, reports, and documentation. ENVIRONMENTAL COMPLAINTS REPORTSIncludes disFILL MATERIAL REQUESTS 00400 PWM 01100PWM 01200PWM 01300PWM 01350PWM 01400 CODE PWM 00100PWM 00200PWM 00300PWMPWM 00500PWM 00600PWM 00700PWM 00800PWM 00900PWM 01000 September 2022 - - - - - - - - - - - - - - - Revised NTENANCE/OPS MAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS SECTION___________________________________________________________________________________________________ PUBLIC WORKSMAI PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKS 51 MS 13.44 STATUTE PublicPublicPublic/Private/Confidential CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublic d uperseded PERIOD__________________________________________________________________1 3 7 RETENTION 5 6 1010 (MN Rules 7150.0450)5 5 Untils5 Permanent Until supersede2 Life of equipment plus2 y5 __ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE esults STREET AREA REPORTSVENTORY/CONDITION/RESURFACING RECORDS VEHICLE SAFETY INSPECTION REPORTSWATERCRAFT INSPECTIONSWEED COMPLAINT & REPORTS TITLE & DESCRIPTION MANHOLE REPAIR REPORTMNDOT CORRESPONDENCEPROBLEMRECONCILIATION REPORTSUnderground fuel tank testing rREFORESTATION PROGRAMIncluding schedule, purchasing information, citizens’ involvement. SIDEWALK REPAIR RECORDSSNOW REMOVAL EMERGENCY PLANS SNOW REMOVAL LOGSSTREET COMPOSITION REPORTSSTREET INSTREET PATCH REQUESTSSTORM SEWER LIFT STATIONS PUMP REPORTS TREE DISEASE CONTROLIncludes inspection reports, removal reports. PWM 02900PWM 02960PWM 03000 CODE PWM 01500PWM 01600PWM 01700PWM 01750PWM 01800PWM 02000PWM 02100PWM 02200PWM 02300PWM 02400PWM 02500PWM 02700PWM 02800 September 2022 - - - - - - - - - - - - - - - - OPS Revised PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/. PUBLIC WORKS SECTION_________________________________________________________________________________________________ PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OP PUBLIC WORKSMAINTENANCE/OPS PUBLIC WORKSMAINTENANCE/OPS 52 STATUTE CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublic l upersededupersededupersededupersededupersededuperseded PERIOD__________________________________________________________________ RETENTION PermanentPermanent UntisUntilsUntils6 monthsPermanentUntilsUntilUntils1 or until therecords areremoved/destroyed __ s 1) - CITY OF MAPLEWOOD LIST RECORDS RETENTION SCHEDULE CORDS STATE FORM (PR TION SCHEDULES records stored by city and the records locations. umentation that tracks and verifies the transfer of records. Includes disposition of complaint.TITLE & DESCRIPTION AUTHORITY TO DISPOSE OF REUsed to approve destruction of records not on an approved retentionschedule. HISTORICAL DATA/PHOTOGRAPHS MICROFILM INDEXList of documents that have been microfilmed.PROCEDURESWritten procedures & policies relative to records management.RECORDS INVENTORIESList of specific types of records generated by the agencies’ staff. Used forgenerating retention schedules.RECORDS CHECKOUT REQUESTDocuments the access of records retrieved from Records Center or otherfacility.RECORDS DISPOSITION AUTHORIZATIONInternal list of records that have been authorized for destruction and arelisted on a state approved retention schedule.RECORDS INVENTORY REPORTIndex ofRECORDS MANAGEMENT MANUALDocuments the policies and procedures of the different programs in recordsmanagement. May include training materials, retention schedules,micrographic procedures, vital records protection procedures, file standards, and general records guidelines.RECORDS RETENList of specific types of records maintained by an agency and the period oftime that each type should be retained. RECORDS TRANSFER/TRANSMITTALDoc CODE RMG 00100RMG 00200RMG 00300RMG 00400RMG 00500RMG 00600RMG 00700RMG 00800RMG 00900RMG 01000RMG 01100 September 2022 Revised GMT MAINTENANCE/OPS SECTION_________________________________________________________________________________________________ RECORDS MGMT RECORDS MGMT RECORDS MGMT RECORDS MGMT RECORDS MGMT RECORDS MGMT RECORDS MGMT RECORDS M RECORDS MGMT RECORDS MGMT RECORDS MGMT 53 MS 13.44MS 13.44 , , 85 13.39 STATUTE MS 13.6MS 13.39MS - - CLASSIFICATION PublicPublicPublicPublicPublicPublicPrivate if electric;Public if water or sewerPublicPublicPublicInactive: Public. Active:varies depending onnature and action ofcomplaint. Private/NonpublicPublicPublicPublicPublicInactive: Public. Active:varies depending onnature and action ofcomplaint. Private/Nonpublic.Public PERIOD__________________________________________________________________ RETENTION Permanent3 Permanent5 4 106 5 2 6 10 Life ofequipment6 Permanent1 12 Permanent __ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE IST L SERVICE NEW MAINS - s, etc. ILY TRANSACTION REPORTS TITLE & DESCRIPTION ABANDONED MAINS AND SERVICES AS BUILTIncludes plans of private sewer and water systems.ADJUSTMENT REPORTSAFFIDAVIT/CONTRACTORBACTERIOLOGICAL TEST/ANALYSISBILLINGS (REGISTER)CHEMICAL ANALYSISCUSTOMER DATA/MUNICIPAL UTILITIES DADELINQUENT REPORTSDISTRIBUTION REPORTSElectric.EPA REPORTSComplaint EQUIPMENT REPORTSMaintenance records, etc.FIRE HYDRANT MAINTENANCEFROZEN WATER LINES Complaints, etc.GOPHER STATE ONE RECORDSCity’s copy.HEALTH DEPARTMENT REPORTSComplaints, etc. INSPECTIONS CODE UTL 00100UTL 00200UTL 00300UTL 00500UTL 00600UTL 00800UTL 00850UTL 00900UTL 01000UTL 01100UTL 01200UTL 01300UTL 01400UTL 01500UTL 01600UTL 01700UTL 01800 September 2022 Revised TILITIES SECTION_________________________________________________________________________________________________ UTILITIESUTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES U UTILITIES 54 85 685 MS 13. STATUTE MS 13.6 PublicPublicPrivate if electric;Public if water or sewer CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPrivate if electric;Public if water or sewerPublic PERIOD__________________________________________________________________2 RETENTION 1 3 Life ofequipment.3 3 Life of pump10PermanentAs long ascustomer isactive156 5 afterexpirationPermanent202 7 days 10 __ , lift CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE REQUESTS UTILITY ACCOUNT CHANGE ORDERS TITLE & DESCRIPTION MAINTENANCE PUMP STATIONSMETER READING CARDS/SHEETSIncluding printouts from electronically read meters.METER RECORDS PEAK DEMAND REPORTSOUTAGE REPORTSPUMPING REPORTSREPORTS AND STUDIESComprehensive sewer plan data; includes maps, statistics, capacitystations, future development, projects and layouts.SERVICE LINE AND ADDRESS CARDSTies to all sewer and water services.SERVICE For water lines, sewer lines, manhole repairs, curb box, valve box repairs, hydrant repairs and alterations and repair orders.SEWER BACKUP RECORDSSEWER CLEANING REPORTSSEWER DISCHARGE PERMITS SEWER MAIN BREAK RECORDSSEWER TELEVISING REPORTSHUT OFF LISTUTILITY PAYMENT STUB WASTEWATER MANAGEMENT RECORDS L 02700 UTL 02900UTL 03000 CODE UTL 01900UTL 02000UTL 02100UTL 02130UTL 02160UTL 02200UTL 02400UTL 02500UTL 02600UTL 02630UTUTL 02800UTL 02830UTI 02850UTL 03050UTI 03070 September 2022 Revised TIES TILITIES UTILI UTILITIES SECTION_________________________________________________________________________________________________ UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES UTILITIES U UTILITIES 55 _ STATUTE MS 13.3805, Subd.4 Public - te/Non /Priva CLASSIFICATION PublicPublicPublicPublic PERIOD__________________________________________________________ RETENTION 10 PermanentPermanent5 after abandonment of well __ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE TITLE & DESCRIPTION WATER AND SEWER ANALYSISWATER MAIN BREAK RECORDSWATER METER REPLACEMENT SHEETSWELL PERMITS CODE UTL 03100 UTL 03200UTL 03300UTI 03400 September 2022 Revised SECTION_________________________________________________________________________________________________UTILITIES UTILITIESUTILITIES UTILITIES 56 STATUTE ic CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublicPublicPublicPubl upersededuperseded PERIOD__________________________________________________________________ RETENTION 5 after eventUntils6 5 303030Untils303030 __ CITY OF MAPLEWOOD ASTE RECORDS RETENTION SCHEDULE P SITES ASTE REGULATIONS W receipt of the Uniform Hazardous Waste Manifest. Can - up efforts employed, etc. - UP DAY INFO/PERMITS - , clean TITLE & DESCRIPTION CLEANAnnual city sponsored events allowing residents to dispose of items such asbatteries, carpeting, tires, and major appliances.COMPOSTING/YARD CURBSIDE RECYCLING PROGRAMDROP OFF SITE/RECYCLING YARD WENVIRONMENTAL ASSESSMENT WORKSHEET(EAW): Environmental Impact Statements (EIS), evaluations ofdevelopment or redevelopment sites, hearing documents, meeting minutes& resolution of findings.EXCEPTION REPORTSDocuments the nonbe a copy of the manifest with a notation stating that the return copy was notreceived. The note should explain the efforts taken to locate the hazardoussubstance and the results of actions.HOUSEHOLD HAZARDOUS WASTE COLLECTION CENTERAccepts paints, corrosives, flammables, toxics, used motor oil, car/truckbatteries. IDENTIFICATION NUMBERSVarious identification numbers assigned by institutions (i.e. EnvironmentalProtection Agency Federal Regulators, State or County).LANDFILL/GARBAGE DUMLocation of any fill, records of materials deposited, cover materials used, reports of leachate and methane leakage and treatment, source of fillmaterials, (household, commercial) source of cover materials, inspectionreports. NOTICES OF COMMERCIAL HAZARDOUS SUBSTANCETypes of materials, chemicals, etc. stored and used by commercial andindustrial users within municipality.NOTICE OF SPILL(S)Minnesota Pollution Control Agency reports on locations of spills, materialsspilled CODE WST 00100WST 00200WST 00300WST 00400WST 00500WST 00600WST 00700WST 00800WST 00900WST 01100WST 01200 September 2022 Revised SECTION_________________________________________________________________________________________________ WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT 57 STATUTE CLASSIFICATION PublicPublicPublicPublicPublicPublicPublicPublicPublicPublic of 20) site - 0294) . uperseded PERIOD__________________________________________________________________ RETENTION 3030 aftertermination orexpiration (L9CFR 1910.3 Untils30 from datereport was due(MN Rules7045.0294)s30 after discontinuation of use5 30 from datesent to offfacility (MNRules704530 (40 CFR263.20)30 from date acceptance bytransporter (40CFR 263.20). __ CITY OF MAPLEWOOD RECORDS RETENTION SCHEDULE INFORMATION HAZARDOUS WASTE TITLE & DESCRIPTION OPEN BURNING PERMITSState and City permits for hazardous and solid waste burning. RECLAMATION AGREEMENTSAgreement with company to transfer, dispose of or treat the substance. RECYCLING BINS & ACCESSORIES PRICE SHEETResale to residents. RECYCLING BROCHURES REPORTSAll disclosure forms & annual reports. SAFETY DATA SHEETSChemical record inventory.SLUDGE DISPOSALTEST RESULTSResults of substance analysis or other determinations used to evaluate thesubstance. TRANSPORTDocumentation concerning the company that transports the hazardoussubstances. Should include the name and EPA number of the company.UNIFORM HAZARDOUS WASTE MANIFESTSState required document for the identification of transported hazardous substances. CODE WST 01300WST 01400WST 01500WST 01600WST 01700WST 01750WST 01800WST 01900WST 02000WST 02100 September 2022 Revised SECTION_________________________________________________________________________________________________ WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT WASTE MGMT 58 tats 13.37 Minn. S STATUTE CLASSIFICATION _____________________________________________________________ expiration RETENTIONPERIOD 2 after expiration6 after expiration 6 after expiration6 after expiration2 after expiration 6 after expiration2 after 2 after expiration2 after expiration cates PERMITS AND LICENSES paper originals are not kept. – lectronic copies, electronic copies, paper originals are not kept. ting papers; e pporting papers; paper originals only; no duplicates BUSINESS AND RESIDENTIAL - supporting papers; electronic copies; paper originals are R REQUEST ADDENDUM 1 are not kept. Issued to an establishment that performs body art procedures. tions and supporting papers; electronic copies only, paper time permit for temporary events where body art procedures are performed. - re kept. Issued for a temporary tent or canopy structure. TITLE & DESCRIPTION BUSINESS REGISTRATIONApplications; paper originals only; no duplicates are kept. Required ofbusinesses that do not need a license or permit.BODY ART ESTABLISHMENTSApplicaoriginals COURTESY BENCHApplications and supporA license for the placement of a bench on a public right of way or near mass transit.MOTOR FUEL (GAS) STATIONApplications and supporting papers; A license issued to a business that sells or dispenses gasoline oil or fuel for use in motor vehicles. ALARM SYSTEMApplications; paper originals only; no duplicates are kept. Required of residential homes and businesses that possess or subscribe to an alarm system.HOME OCCUPATIONApplications andnot kept. Required for a business that a resident runs secondary to the residential use of their property. TEMPORARY BODY ART ESTABLISHMENT Applications; paper originals only; no duplicates are kept. Issued as a oneTENT AND CANOPYApplications and suaNOISE WAIVEApplications and supporting papers; paper originals only; no dupliare kept. Required for an activity that will cause excessive noise duringrestricted hours. CODE PER 1 PER 2 PER 3 PER 4 PER 5 PER 6 PER 7 PER 8 PER 9 September 2022 Revised ITS/LICENSES SECTION _____________________________________________________________________________________________________________________________ PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERM 59 STATUTE CLASSIFICATION _____________________________________________________________ er expiration RETENTIONPERIOD 2 after expiration2 after expiration4 after expiration 6 aft aper originals time outside event on licensed premises. - papers; paper originals only; no duplicates SALE INTOXICATING LIQUOR PERMT - TITLE & DESCRIPTION CHRISTMAS TREE LOTApplications and supporting papers; paper originals only; no duplicatesare kept. Required to sell Christmas trees from outdoor parking lot locations.TEMPORARY FOOD SALESApplications and supportingare kept. Required for food sales at temporary events.TEMPORARY ONApplications and supporting papers; electronic copies; pare not kept. Required for temporary sales of intoxicating liquor associated with a sponsored social event or a oneCURRENCY EXCHANGE PERMIT REVIEW RECORDSApplications and supporting papers; electronic copies; paper originals are not kept. Records created in the process of the review and council approvalof the state issued currency exchange permit. CODE PER 10 PER 11 PER 12 PER 13 September 2022 Revised SECTION _____________________________________________________________________________________________________________________________ PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES PERMITS/LICENSES Revised September 2022 CITY OF MAPLEWOOD GENERAL RECORDS RETENTION SCHEDULE INDEX RECORD SERIES TITLE RECORD SERIES CODE 1099 MISCELLANEOUS INCOME PAY 02000 911 RECORDINGS FIR 01500 911 RECORDINGS POL 02700 ABANDONED MAINS AND SERVICES AS BUILT UTL 00100 ABATEMENTS ASG 00050 ABSENTEE BALLOT APPLICATION ELE 00100 ABSTRACT & CERTIFICATES OF TITLES ADM 00100 ABSTRACT OF ELECTION RETURNS ELE 00200 ACCIDENT – DRIVER EXCHANGE REPORT POL 02950 ACCIDENT REPORTS POL 02900 ACCOUNT REPORTS – DELINQUENT & UNCOLLECTIBLE FIN 00100 ACCOUNTS PAYABLE LEDGERS & JOURNALS FIN 00200 ACCOUNTS RECEIVABLE – LEDGERS & JOURNALS FIN 00300 ACKNOWLEDGEMENT & WAIVER OF LIABILITY P&R 00100 ACTIVITIES – BROCHURES P&R 00200 ACTIVITIES FLYERS P&R 00300 ADJUSTMENT REPORTS UTL 00200 ADMISSION RELEASE RECORDS POL 05200 AERIAL PHOTOGRAPHS PWE 00100 AFFIDAVIT OF MAILING ADM 00200 AFFIDAVIT/CONTRACTOR UTL 00300 AFFIDAVITS OF CANDIDACY ELE 00300 AFFIDAVITS OF PUBLICATION ELE 00400 AFFIDAVITS OF PUBLICATIONS ADM 00400 AFFIDAVITS OF PUBLICATIONS GENERAL NOTICES ADM 00300 AFFIRMATIVE ACTION FILES HRS 00200 AFFIRMATIVE ACTION RECRUITMENT FORM HRS 00300 AFFIRMATIVE ACTION REPORTS HRS 00400 AFFORDABLE CARE ACT REPORTING HRS 00150 60 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE AGENDA PACKETS ADM 00500 AGENDA PACKETS – MISCELLANEOUS ADM 00650 AGREEMENTS – TRUST ADM 00700 AGREEMENTS/CONTRACTS/LEASES/JOINT POWERS CON 00050 AIRPORT DEVELOPMENT/PLANNING ADM 00800 AIRPORT OPERATIONS/MAINTENANCE ADM 00900 ALARM SYSTEM-BUSINESS AND RESIDENTIAL PER 5 AMBULANCE BILLING/HIPPA AUTHORIZATION FORM FIR 00010 AMBULANCE EMERGENCY ROOM RECORDS FIR 00020 AMBULANCE MASTER SCHEDULES FIR 00030 AMBULANCE PATIENT CARE REPORT – EMSRB/STATE FORM FIR 00040 AMBULANCE PRE-HOSPITAL PROTOCOLS FIR 00050 ANIMAL & PET LICENSES OR PERMITS PER 00100 ANIMAL CONTROL STATISTICAL REPORTS POL 01800 ANIMAL IMPOUND/RELEASE POL 01900 ANNEXATION RECORDS PLZ 00100 ANNUAL REPORTS ADM 01000 ANNUAL REPORTS HRA 00100 ANNUAL REPORTS P&R 00400 ANNUAL REPORTS – POLICE DEPARTMENT POL 00100 APPARATUS/EQUIPMENT MAINTENANCE & INSPECTION RECORDS FIR 00100 APPEARANCE BONDS BON 00100 APPLICATIONS – NOT APPROVED PER 00200 APPLICATIONS FOR CLASSIFICATION ASG 00100 APPLICATIONS FOR EMPLOYMENT – NOT HIRED HRS 00500 APPLICATIONS FOR INSURANCE INS 00100 APPLICATIONS FOR PERSONS ON ELIGIBILITY LIST HRS 00600 APPOINTMENT FILES ADM 01100 APPOINTMENT FILES – NOT APPOINTED ADM 01110 APPRAISALS – PROPERTY ASG 00200 ARBITRATION DECISIONS HRS 00700 ARBORCULTURE PWM 00100 ARREST & CHARGE POL 05840 61 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE ARREST REPORTS POL 03000 ARSON REPORTS/INVESTIGATIONS FIR 00200 ARTICLES OF INCORPORATION ADM 01200 ASPHALT MIXING LOG PWM 00200 ASSESSMENT NOTIFICATION LETTERS ASG 00300 ASSET RECORDS FIN 00400 ATTORNEY OPINIONS ATT 00200 ATTORNEY OPINIONS – OFFICIAL COPY ADM 01300 AUCTION POL 00200 AUDIO & VIDEO RECORDING INVENTORY LOG POL 05810 AUDIO & VIDEO RECORDINGS – EXTRANEOUS POL 05830 AUDIT OF PORTABLE RECORDING SYSTEMS TECHNOLOGY POL 05844 AUDIT REPORTS – EXTERNAL FIN 00800 AUDIT REPORTS – INTERNAL FIN 00900 AUDIT SUMMARY REPORT – PORTABLE RECORDING SYSTEMS POL 05846 AUTHORITY TO DISPOSE OF RECORDS STATE FORM (PR-1) RMG 00100 AUTHORIZATION FORMS PAY 00100 AUTOMATIC LICENSE PLATE READER DATA POL 05850 AUTOMATIC LICENSE PLATE READER USE LOG & AUDIT DATA POL 05854 AUTOMATIC PAYMENT PLAN AUTHORIZATION FORM FIN 00950 BACKGROUND CHECK POL 00240 BACKGROUND CHECK POL 00250 BACTERIOLOGICAL TEST/ANALYSIS UTL 00500 BAIL RECEIPTS POL 03100 BALLOTS ELE 00500 BALLOTS – UNVOTED ELE 00600 BANK STATEMENTS FIN 01000 BANKRUPTCY RECORDS FIN 01100 BENEFITS / CAFETERIA PLAN RECORDS PAY 00200 BENEFITS ENROLLMENT ELECTION HRS 00750 BENEFITS PLAN HRS 00800 BICYCLE LICENSE OR PERMIT PER 00300 BICYCLE SAFETY POL 02100 BIDS & SPECIFICATIONS FOR CAPITAL IMPROVEMENT - ACCEPTED CON 00100 62 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE BIDS & SPECIFICATIONS FOR SERVICES & SUPPLIES – ACCEPTED CON 00200 BIDS, QUOTATIONS, SPECIFICATIONS & RFP’S – ACCEPTED ADM 01400 BIDS, QUOTATIONS, SPECIFICATIONS & RFP’S – NOT ACCEPTED ADM 01500 BILLIARD (POOL HALL) LICENSE PER 00400 BILLING STATEMENTS FIN 01200 BILLINGS (REGISTER) UTL 00600 BODY ART ESTABLISHMENTS PER 2 BOND & INTEREST COUPON REGISTER BON 00200 BOND SALE TRANSCRIPTS BON 00300 BONDS – CITY OFFICIALS ADM 00150 BOWLING ALLEY LICENSE PER 00500 BRIDGE/CULVERT INVENTORY PWM 00300 BRIDGE/CULVERT MAINTENANCE REPORTS PWM 00400 BUDGET – ANNUAL FIN 01310 BUDGET – OFFICIAL COPY ADM 01800 BUDGET – SUPPORT/WORKING PAPERS ADM 01900 BUDGET REPORTS FIN 01320 BUDGET WORKPAPERS – DEPARTMENT FIN 01400 BUDGET WORKPAPERS – MASTER FIN 01500 BUILDING INSPECTION RECORDS - FINAL BUI 00150 BUILDING INSPECTION RECORDS – NOT FINAL BUI 00100 BUILDING PERMITS – COMMERCIAL PER 00600 BUILDING PERMITS – RESIDENTIAL PER 00700 BUILDING PLANS - COMMERCIAL, INDUSTRIAL BUI 00200 BUILDING PLANS - RESIDENTIAL BUI 00300 BUREAU OF CRIMINAL APPREHENSION REPORTS POL 00300 BURNING PERMITS – RESIDENTIAL PER 00800 BUSINESS REGISTRATION PER 1 BYLAWS – COMMISSIONS AND BOARDS ADM 02000 CAMPAIGN FINANCIAL REPORTS ELE 00700 CANCELLED & VOIDED PAYROLL CHECKS PAY 00300 CANCELLED/PAID BONDS, COUPONS & CERTIFICATES DESTRUCTION BON 00400 63 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE CAPITAL IMPROVEMENT PROGRAM FIN 01900 CARNIVAL LICENSE APPLICATIONS PER 00900 CASE FILES/OFFENSE REPORTS – JUVENILE POL 03400 CASE FILES/OFFENSE REPORTS – ADULT POL 03300 CASH REGISTER TAPES FIN 02000 CENSUS REPORTS – CITY GENERATED ADM 02100 CERTIFICATE OF FILING LAND USE CONTROL PLZ 00200 CERTIFICATE OF OCCUPANCY BUI 00400 CERTIFICATE OF REAL ESTATE VALUE (CRV) ASG 00400 CERTIFICATE OF SURVEY BUI 00410 CERTIFICATES OF ELECTION ELE 00800 CERTIFICATES OF INSURANCE INS 00400 CERTIFICATION FOR PEACE OFFICERS FOR STATE AID APPLICATION POL 00350 CERTIFICATION OF TEST/EXAMINATION RESULTS HRS 00900 CHANGE FORM (PAYROLL COPY) PAY 00400 CHART OF ACCOUNTS FIN 02006 CHARTER ADM 02200 CHECK REGISTER FIN 02010 CHECKS (ACCOUNTS RECEIVABLE) FIN 02022 CHECKS (CANCELLED & VOIDED) ACCOUNTS PAYABLE FIN 02020 CHECKS (DUPLICATE) FIN 02050 CHECKS (NSF) BAD CHECKS & BAD CHECKS LISTS FIN 02040 CHEMICAL ANALYSIS UTL 00800 CHRISTMAS TREE LOT PER 10 CIGARETTE/TOBACCO/ETC. LICENSES & APPLICATIONS PER 01000 CITATION/TICKETS POL 03500 CITIZEN CONTACTS – GENERAL POL 05860 CITIZEN CONTACTS – GENERAL/NON-ACTIVE OR INACTIVE CRIMINAL POL 05864 INVESTIGATIVE RECORDINGS CITY CODE/CODE OF ORDINANCES ADM 02300 CITY ORDINANCE VIOLATIONS ADM 02400 CITY SEAL ADM 02500 CIVIL LITIGATION FILES ATT 00300 CLAIMS INS 00450 64 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE CLASSIFICATION LISTS ASG 00500 CLASSIFICATION STUDIES HRS 01100 CLEAN-UP DAY INFO/PERMITS WST 00100 CLIMATOLOGICAL GRAPHS PWM 00500 CODE COMPLIANCE INSPECTION BUI 00500 COMMUNITY CRIME PREVENTION PROGRAMS POL 02150 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) HRA 00300 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATIONS HRA 00200 COMPENSATION PLAN HRS 01150 COMPLAINTS – GENERAL ADM 02700 COMPLAINTS – REAL PROPERTY ADM 02600 COMPOSTING/YARDWASTE REGULATIONS WST 00200 COMPREHENSIVE PLAN PLZ 00300 CONDITIONAL USE PERMIT FILE PLZ 00400 CONSTRUCTION DRAWINGS / AS BUILTS PWE 00200 CONTRACTOR LICENSE BONDS BON 00500 CONTRACTOR REGISTRATIONS PER 01100 CONTRACTS/AGREEMENTS – LABOR UNIONS HRS 01200 COPYRIGHTS & PATENTS ADM 02800 CORRESPONDENCE – ATTORNEY ATT 00400 CORRESPONDENCE – GENERAL ADM 02900 CORRESPONDENCE – HISTORICAL ADM 03000 CORRESPONDENCE – MESSAGES ADM 03050 COURTESY BENCH PER 3 CREDIT CARD RECEIPTS – MERCHANT COPIES FIN 02060 CRIMINAL LITIGATION FILES ATT 00500 CRIMINAL RECORD CHECK / SECONDARY DISSEMINATION POL 03600 CURB STOP REQUESTS PWM 00600 CURBSIDE RECYCLING PROGRAM WST 00300 CURRENCY EXCHANGE PERMIT REVIEW RECORDS PER 13 CUSTOMER DATA/MUNICIPAL UTILITIES UTL 00850 DAILY CASH REPORTS FIN 02100 DAILY REPORTS (DEPARTMENT COPY) P&R 00700 DAILY TRANSACTION REPORTS UTL 00900 65 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE DAILY WORK SCHEDULES, CREW SCHEDULES PWM 00700 DANCE/PARADE/PUBLIC GATHERING/SPECIAL EVENT PERMITS PER 01200 DANGEROUS DOG LICENSE POL 01950 DATA PRACTICES REQUESTS ADM 03070 DEATH INVESTIGATION POL 03700 DEATH INVESTIGATION POL 05870 DEEDS PLZ 00500 DEFERMENT APPLICATION ASG 00600 DELINQUENT REPORTS UTL 01000 DEMOLITION RECORDS PWE 00300 DEPARTMENT OF CORRECTIONS – ANNUAL REPORT POL 00400 DEPARTMENT RULES & REGULATIONS P&R 00900 DEPARTMENTAL REPORTS ADM 03100 DEPARTMENTAL REPORTS ADM 03200 DEVELOPERS AGREEMENTS CON 00400 DICTATED & AUDIO RECORDED REPORTS POL 05820 DIKE MAINTENANCE RECORDS PWM 00800 DIRECT DEPOSIT AUTHORIZATIONS PAY 00420 DIRECTED PATROLS POL 00410 DISCHARGE OF A FIREARM BY PEACE OFFICER IN COURSE OF DUTY POL 05874 DISPOSAL OF PROPERTY FIN 02200 DISTRIBUTION REPORTS UTL 01100 DIVISIONS AND COMBINATIONS OF REAL PROPERTY ASG 00700 DOMESTIC PARTNERSHIP PER 01350 DOCK LICENSES PER 01300 DRIVEWAY GUTTER PATCHING RECORDS PWM 00900 DROP OFF SITE/RECYCLING YARD WASTE WST 00400 DRUG AND ALCOHOL TESTING RESULTS HRS 01650 DRUG AND ALCOHOL TESTING RESULTS DOT RANDOM HRS 01660 EASEMENTS PLZ 00600 EASEMENTS – TEMPORARY PLZ 00700 ELECTION BOUNDARIES & PRECINCT MAP ELE 00900 ELECTION DAY FORMS ELE 01000 ELECTION JUDGE WORKSHEET ELE 01100 66 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE ELECTRICAL INSPECTION RECORD BUI 00600 ELECTRICAL PERMIT PER 01410 EMERGENCY PLAN / CIVIL DEFENSE FILES POL 00450 EMERGENCY STORM DAMAGE PWM 01000 EMPLOYEE DISHONESTY/SURETY BONDS INS 00500 EMPLOYEE MEDICAL RECORDS HRS 04200 EMPLOYEE RECOGNITION & AWARDS PROGRAM HRS 01500 EMPLOYEE SUGGESTION FORM HRS 01600 EMPLOYEE SURVEYS HRS 01680 EMPLOYERS QUARTERLY FEDERAL TAX RETURN PAY 00450 EMPLOYMENT ELIGIBILITY VERIFICATION/I-9 FORM HRS 02000 ENCUMBRANCES/REVERSALS – ORDERS ISSUED FIN 02400 ENGINEERING DESIGN BOOKS, PRODUCT DEVELOPMENT PWE 00400 STANDARDS, SPECIFICATION BOOKS, DRAWINGS ENVIRONMENTAL ASSESSMENT WORKSHEET WST 00500 ENVIRONMENTAL COMPLAINTS REPORTS PWM 01100 EPA REPORTS UTL 01200 EQUAL EMPLOYMENT OPPORTUNITY REPORTS/SUMMARY DATA HRS 01700 (EEO REPORTS) EQUITABLE SHARING RECORDS POL 00470 EQUIPMENT CONTRACTS CON 00500 EQUIPMENT INVENTORIES FIN 02450 EQUIPMENT REPORTS UTL 01300 EVIDENCE/PROPERTY LOGS POL 03740 EVIDENCE/PROPERTY INVENTORY REPORTS POL 03750 EXAMINATION FILE HRS 01800 EXCAVATION/RIGHT – OF – WAY PERMITS PER 01600 EXCEPTION REPORTS WST 00600 EXCLUSION APPLICATIONS ASG 00720 EXPENDITURE REPORTS – MONTHLY SUMMARIES FIN 02500 EXPENDITURE REPORTS – YEAR END SUMMARIES FIN 02600 FA-1 FORM, APPLICATION OF STATE AID FIRE EQUIPMENT CERTIFICATE FIR 00350 FAMILY MEDICAL LEAVE DOCUMENTS (FMLA) HRS 01850 FEE WAIVER SHEETS P&R 01000 FIDELITY BONDS BON 00600 67 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE FILL MATERIAL REQUESTS PWM 01200 FINANCIAL REPORTS FIN 02610 FINANCIAL REPORTS/STATEMENTS (ANNUAL) FIN 02620 FINGERPRINT RECORDS POL 00500 FINGERPRINT RECORDS POL 00510 FINGERPRINT RECORDS POL 03800 FIRE CODE FIR 00400 FIRE EXTINGUISHER SERVICE LICENSE PER 01700 FIRE HYDRANT MAINTENANCE UTL 01400 FIRE INSPECTION RECORD – ANNUAL BUI 00700 FIRE INVESTIGATION REPORT FIR 00600 FIRE PREVENTION WEEK TOURS & DEMONSTRATION DATA FIR 00700 FIRE TRUCK DAILY / WEEKLY INSPECTION SHEETS FIR 01150 FIREARM APPLICATION/PERMIT/TRANSFER POL 03900 FIREWORKS PERMIT & LICENSE PER 01800 FIRST REPORT OF INJURY INS 00650 FLOOD CONTROL RECORDS PWE 00500 FOOD ESTABLISHMENT LICENSE PER 01850 FOOD SERVICE RECORDS POL 05300 FORFEITURE FORMS POL 03820 FORMAL COMPLAINT MADE AGAINST PEACE OFFICER POL 05876 FRANCHISES GRANTED BY MUNICIPALITY CON 00600 FREEZING CONDITIONS EMERGENCY LOG PWM 01300 FROZEN WATER LINES LIST UTL 01500 GAMBLING LICENSES & REPORTS PER 01900 GAMBLING/LOTTERY MATERIAL FIN 02800 GARNISHMENTS PAY 00500 GAS FITTERS LICENSE PER 01920 GENERAL JOURNAL FIN 02900 GENERAL LEDGERS FIN 03000 68 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE GOPHER STATE ONE RECORDS UTL 01600 GRANTS ADM 03300 GREEN ACRE LAND & AGRICULTURE PRESERVE APPLICATIONS ASG 00750 GRIEVANCE FILES HRS 01900 HAZARDOUS MATERIAL ACCIDENT REPORT FIR 01200 HAZARDOUS MATERIAL DOCUMENTS Includes Business Hazard Chemical FIR 01250 Inventories / Tier II Reports / Hazmat Sara Title III Reports HEALTH DEPARTMENT REPORTS UTL 01700 HEATING/VENTILATION INSPECTION RECORD BUI 00800 HEATING, VENTILATION, AIR CONDITIONING PERMIT PER 01930 HISTORICAL DATA/PHOTOGRAPHS RMG 00200 HOME IMPROVEMENT VALUE EXCLUSION (THIS OLD HOUSE LAW) ASG 00780 HOME OCCUPATION PER 6 HOMESTEAD APPLICATION REQUESTS ASG 00800 HOMESTEAD APPLICATIONS CARDS ASG 00900 HOMESTEAD PRINT-OUT LIST ASG 01000 HOTEL & MOTEL LICENSES PER 02000 HOUSEHOLD HAZARDOUS WASTE COLLECTION CENTER WST 00700 HOUSING INSPECTION RECORD BUI 00900 HOUSING PROGRAM GUIDELINES HRA 00400 HRA PROJECT MANAGEMENT & RENTAL AGREEMENTS HRA 00500 HUD ADMINISTRATIVE DOCUMENTS HRA 00600 HUNTING/SHOOTING PERMIT PER 02020 ICR’s POL 04100 IDENTIFICATION NUMBERS WST 00800 INCIDENT FORM (STATE MFIRS -1) FIR 01300 INCIDENT REPORTS/FIRE RUNS FIR 01400 INCOME INFORMATION – NON-COURT TAX DATA ASG 01200 INCOME SALES TAX RETURNS/RECEIPTS FIN 03100 INDEMNITY BONDS BON 00700 INFECTIOUS DISEASE & OCCUPATIONAL EXPOSURE FILES HRS 04400 INSPECTION & TESTING RECORDS PWE 00600 69 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE INSPECTION NOTICES TO HOMEOWNER, VIOLATOR, ETC. BUI 01000 INSPECTION RECORDS OF LICENSED FACILITIES PER 02050 INSPECTIONS – SERVICE NEW MAINS UTL 01800 INSPECTOR REPORTS BUI 01100 INSTRUCTION MATERIALS FOR JUDGES ELE 01200 INSURANCE AGENTS’ SERVICE AGREEMENT INS 00700 INSURANCE PREMIUM REPORT PAY 00600 INTERNAL INVESTIGATION POL 00600 INTERNAL INVESTIGATIONS POL 05880 INTERVIEWS POL 05900 INTOXILYZER TEST RESULTS POL 04200 INVENTORIES ADM 03400 INVENTORY OF PORTABLE RECORDING SYSTEMS TECHNOLOGY POL 05910 INVESTIGATIVE FILES ATT 00600 INVESTMENT DOCUMENTS FIN 03200 INVOICES – CLAIM VOUCHERS & VERIFIEDS (AR & AP) FIN 03300 JAIL INSPECTION LOGS POL 05350 JAIL REGISTER POL 05400 JOB/POSITION DESCRIPTIONS HRS 02200 JOURNAL ENTRY SUPPORT FIN 03400 LABOR UNION - DISPUTES HRS 02300 LABOR UNIONS – NEGOTIATING DATA HRS 02400 LANDFILL/GARBAGE DUMP SITES WST 00900 LEASE OF REAL PROPERTY CON 00700 LIABILITY RELEASES POL 00700 LICENSE BONDS BON 00800 LIENS ADM 03700 LIQUOR LICENSE PER 02100 LOG SHEETS POL 00800 LONG TERM DISABILITY (LTD) INS 01100 MAILING LISTS P&R 01100 MAINTENANCE PUMP STATIONS UTL 01900 MAINTENANCE RECORDS – CITY EQUIPMENT ADM 03900 MAINTENANCE RECORDS – CITY PROPERTY ADM 03800 70 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE MAINTENANCE/INSPECTION OF FACILITIES PWM 01350 MANHOLE CONDITION FIELD REPORTS/SUMMARY SHEETS PWM 01400 MANHOLE REPAIR REPORT PWM 01500 MANUALS – CITY EQUIPMENT ADM 04000 MAPS – TOPOGRAPHICAL PWE 00800 MAPS – CONSTRUCTION PWE 00700 MAPS & HALF SECTION PLZ 00800 MASSAGE LICENSE PER 02200 MASTER LIST ELE 01800 MASTER NAME FILE POL 04500 MASTER NAME FILE POL 04600 MECHANICAL AMUSEMENT DEVICE LICENSE PER 02300 METER READING CARDS/SHEETS UTL 02000 METER RECORDS UTL 02100 MICROFILM INDEX RMG 00300 MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME HRA 00700 IMPROVEMENT LOANS MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME HRA 00800 PURCHASE LOANS MINUTES – CITY COUNCIL ADM 04300 MINUTES – VARIOUS BOARDS, COMMISSIONS, COMMITTEES & COUNCILS ADM 04400 MNDOT CORRESPONDENCE PWM 01600 MOTOR FUEL (GAS) STATION PER 4 MOTOR VEHICLE LICENSE PER 02400 MOVING PERMIT PER 02500 MUG SHOTS – ADULT POL 04700 MUG SHOTS– JUVENILE POL 04720 NEWSLETTERS – CITY GENERATED ADM 04500 NEWSPAPER CLIPPINGS/SCRAPBOOKS ADM 04600 NOISE WAIVER REQUEST PER 9 NOMINATING PETITIONS ELE 01300 NOTICE OF MEETINGS – CITY COUNCIL & BOARDS & COMMISSIONS ADM 04700 NOTICE OF SPILL(S) WST 01200 NOTICES OF COMMERCIAL HAZARDOUS SUBSTANCE WST 01100 OATH OF OFFICE ELE 01400 71 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE OATH OF OFFICE – ELECTED & APPOINTED OFFICIALS ADM 04800 OATH OF OFFICE – POLICE OFFICERS, COMMUNITY SERVICE ADM 04900 OFFICERS, ANIMAL CONTROL OFFICERS, CITY STAFF WHO ISSUE CITATIONS OATH OF RESIDENCE/VOUCHER FORMS ELE 01500 OCCUPANCY PERMITS/INSPECTION FILES FIR 01600 OPEN BURNING PERMITS WST 01300 OPERATION I.D. POL 02600 ORDINANCE & RESOLUTIONS ADOPTED ADM 05000 ORGANIZATIONAL CHARTS – CITY ADM 05200 OSHA – CITATIONS OF PENALTY HRS 04500 OSHA – EMPLOYEE EXPOSURE RECORDS HRS 04700 OSHA REPORTS HRS 04600 OUTAGE REPORTS UTL 02160 PARK & REC SECURITY TAPES P&R 02450 PARK ACQUISITIONS P&R 01400 PARK MASTER PLAN P&R 01500 PARKING METER REPORTS/RECORDS PER 02510 PARKING PERMIT PER 02520 PARKLAND DEDICATION VALUATIONS ASG 01400 PARTICIPATION DATA P&R 01600 PAWN SHOP RECORDS POL 00910 PAWNBROKERS/PRECIOUS METAL/SECOND-HAND DEALER LICENSE PER 02600 PAY EQUITY IMPLEMENTATION REPORT HRS 02700 PAY EQUITY PLAN/SUMMARY HRS 03000 PAY EQUITY PROFILES HRS 02800 PAY EQUITY QUESTIONNAIRE BOOKS HRS 02900 PAY EQUITY WORKPAPERS HRS 03100 PAYMENT BONDS BON 00900 PAYROLL LEDGER/JOURNAL PAY 00900 PAYROLL REPORTS PAY00800 72 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE PAYROLL REPORTS – STATE & FEDERAL PAY 01000 PAYROLL WORKSHEETS PAY 01100 PEAK DEMAND REPORTS UTL 02130 PEDDLER’S, TRANSIENT MERCHANTS & SOLICITORS LICENSE PER 02700 PENSION & RETIREMENT REPORTS PAY 01200 PERA REPORTS / PENSION FILES PAY 01300 PERFORMANCE BONDS BON 01000 PERMIT BONDS BON 01100 PERMITS P&R 01700 PERMITS – STREET OPENING PWE 00900 PERSONNEL FILES HRS 03300 PETITIONS ADM 05300 PETITIONS (COURT) – VALUATIONS ASG 01500 PETITIONS RELATING TO ZONING REQUESTS PLZ 01100 PHOTOGRAPHS ADM 05350 PHOTOGRAPHS POL 05920 PLANNING CASE FILE PLZ 01200 PLANS & SPECIFICATIONS PWE 01100 PLASTERING LICENSE PER 02800 PLAT FILES – FINAL PLAT PLZ 01300 PLAT FILES – PRELIMINARY PLAT PLZ 01400 PLUMBER’S REGISTRATION PER 02810 PLUMBING INSPECTION RECORD BUI 01200 PLUMBING PERMITS PER 02900 POLICE CLEARANCE LETTERS / NOTARIZED NAME SEARCH POL 01000 POLICIES – ALL INSURANCE POLICIES INS 01240 POLICIES & PROCEDURES ADM 05400 POLICIES & PROCEDURES/RULES & REGULATIONS HRS 03400 POLLING PLACE AGREEMENTS ELE 01600 POLLING PLACE ROSTERS ELE 01700 POOL LICENSE PER 03000 POOL/BEACH PASS FORMS P&R 01800 PRESS RELEASES ADM 05500 73 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE PRISONER PROPERTY RECEIPTS POL 05500 PROBLEM STREET AREA REPORTS PWM 01700 PROCEDURES RMG 00400 PROCLAMATIONS ADM 05600 PROGRAM FILES P&R 01950 PROGRAM FILES HRA 01100 PROJECT CORRESPONDENCE ADM 05700 PROJECT FILES – SPECIAL ASSESSMENTS ASG 01600 PROJECT RECORDS PWE 01200 PROJECT RECORDS PWE 01300 PROJECT RECORDS PWE 01400 PROPERTY – MORTGAGES, OPTIONS, PURCHASE OF CON 00800 PROPERTY – RECORD CARDS/ASSESSMENTS ASG 02200 PROPERTY ACQUISITION HRA 01200 PROPERTY FILES ATT 00700 PROSECUTION/LAW ENFORCEMENT FILES ATT 00800 PUBLIC ASSISTANCE VOUCHER RECORDS POL 01500 PUBLIC PROPERTY USE APPLICATIONS PER 03010 PUBLICATIONS – CITY-GENERATED ADM 05900 PUMPING REPORTS UTL 02200 PURCHASE ORDERS FIN 03800 PURGE LISTS ELE 01900 QUARTERLY WITHHOLDING TAX RETURN PAY 01350 RADIO LOGS / CAD POL 02800 REAL ESTATE DATA CARDS / FIELD CARDS ASG 02400 REAL PROPERTY – BIDS & ESTIMATES PLZ 01600 REAL PROPERTY APPRAISALS PLZ 01500 REBATE APPLICATIONS PWE 01450 RECEIPTS ASG 02500 RECEIPTS & RECEIPT BOOKS FIN 04000 RECLAMATION AGREEMENTS WST 01400 RECONCILIATION REPORTS PWM 01750 RECORDINGS – AUDIO ADM 05960 RECORDINGS – AUDIO/VIDEO ADM 05950 74 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE RECORDINGS – AUDIO/VIDEO – GENERAL ADM 05970 RECORDINGS – AUDIO/VIDEO – HISTORICAL ADM 05980 RECORDINGS – AUDIO/VIDEO – PROJECTS ADM 05990 RECORDS CHECKOUT REQUEST RMG 00600 RECORDS DISPOSITION AUTHORIZATION RMG 00700 RECORDS INVENTORIES RMG 00500 RECORDS INVENTORY REPORT RMG 00800 RECORDS MANAGEMENT MANUAL RMG 00900 RECORDS RETENTION SCHEDULES RMG 01000 RECORDS TRANSFER/TRANSMITTAL LIST RMG 01100 RECRUITMENT FILES HRS 03500 RECYCLING BINS & ACCESSORIES PRICE SHEET WST 01500 RECYCLING BROCHURES WST 01600 REFORESTATION PROGRAM PWM 01800 REGISTRATION FORMS ELE 02000 RENTAL AGREEMENTS / CONTRACTS P&R 02100 RENTAL APPLICATION / LICENSE PER 03020 RENTAL INSPECTION RECORDS BUI 01210 REPORTS HAZARDOUS WASTE WST 01700 REPORTS AND STUDIES UTL 02400 REPORTS OF INJURIES OF PARTICIPANTS P&R 02200 REPOSSESSION LOGS POL 04840 REPRIMANDS/DISCIPLINARY ACTION HRS 03600 REQUEST TO INSPECT POLICE REPORT POL 01600 REQUISITIONS – DEPARTMENT COPY FIN 04300 REQUISITIONS FOR PERSONNEL HRS 03700 REVENUE REPORTS – MONTHLY SUMMARIES FIN 04400 REVENUE REPORTS – YEAR END SUMMARIES FIN 04500 REZONING FILE PLZ 01700 RIGHT – OF – WAY DOCUMENTS PWE 01500 ROSTER P&R 02300 RULES & REGULATIONS, FIRE DEPT FIR 01700 SAFETY COMMITTEE AGENDA & MINUTES HRS 04800 SAFETY DATA SHEETS WST 01750 75 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE SAFETY MANUAL HRS 04900 SALARY DETERMINATION FOR NON-UNION EMPLOYEES HRS 03750 SALES TAX FIN 04550 SAUNA LICENSE PER 03100 SCHEDULES P&R 02400 SEARCH COPIES ASG 02800 SECTION 8 CLIENTS HRA 01300 SECTION 8 REIMBURSEMENT REQUESTS HRA 01400 SERVICE LINE AND ADDRESS CARDS UTL 02500 SERVICE REQUESTS UTL 02600 SEWER AVAILABILITY REPORT BUI 01220 SEWER BACKUP RECORDS UTL 02630 SEWER CLEANING REPORTS UTL 02700 SEWER DISCHARGE PERMITS UTL 02800 SEWER MAIN BREAK RECORDS UTL 02830 SEWER TELEVISING REPORT UTL 02850 SEXUALLY ORIENTED BUSINESS LICENSE PER 03110 SHORT TERM DISABILITY (STD) INS 01450 SHUT OFF LIST UTL 02900 SIDEWALK REPAIR RECORDS PWM 02000 SIGN INSPECTION RECORD BUI 01300 SIGN PERMIT PER 03120 SIGN PLAN VARIANCES/APPROVALS/INSPECTION RECORDS PLZ 01800 SIGN UP SHEETS HRS 05100 SITE PLAN FILE – APPROVED PLZ 01900 SITE PLAN FILE – NOT APPROVED PLZ 02000 SLUDGE DISPOSAL WST 01800 SNOW REMOVAL EMERGENCY PLANS PWM 02100 SNOW REMOVAL LOGS PWM 02200 SOLID WASTE, GARBAGE, REFUSE AND RECYCLERS LICENSE/PERMIT PER 03200 SPECIAL ASSESSMENT PROJECT APPROVALS & SPECIAL ASG 02900 BENEFIT VALUATIONS 76 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE SPECIAL ASSESSMENT RECEIPTS AND ROLLS ASG 03000 SPECIAL COMMITTEE REPORTS ADM 06000 SPECIAL USE PERMIT FILE PLZ 02100 STATEMENT OF ECONOMIC INTEREST ELE 02200 STATISTICAL REPORTS / SUPPLEMENTAL REPORTS POL 01700 STORM SEWER LIFT STATIONS PUMP REPORTS PWM 02700 STORM WATER MANAGEMENT RECORDS PWE 01600 STREET COMPOSITION REPORTS PWM 02300 STREET INDEXES PWE 01650 STREET INVENTORY/CONDITION /RESURFACING RECORDS PWM 02400 STREET NAME CHANGE (APPROVED) ADM 06100 STREET NAME CHANGE (NOT APPROVED) ADM 06200 STREET PATCH REQUESTS PWM 02500 STREET REGULATIONS PWE 01700 STREET REGULATIONS PWE 01800 STREET USE PERMIT PER 03300 STREET UTILITY SERVICE LINES PWE 01000 STUDENT LOAN FORGIVENESS FORMS HR 03450 SUBSCRIPTIONS / SIGN-UPS ADM 06300 SUMMARY STATEMENT ELE 02300 SUPPLY EQUIPMENT LISTS P&R 02500 SURCHARGE REPORT BUI 01310 SURVEY / RESEARCH RAW DATA ADM 03650 SURVEY / RESEARCH RAW DATA ADM 06350 SURVEYS, PROPERTY PLZ 02200 TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS – DISTRICT FIN 04600 CREATION RECORDS TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS – FINANCIAL RECORDS FIN 04650 TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS- FINANCIAL RECORDS – AUDITED FIN 04660 77 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE TAXI LICENSES PER 03400 TEMPORARY BODY ART ESTABLISHMENT PER 7 TEMPORARY FOOD SALES PER 11 TEMPORARY ON-SALE INTOXICATING LIQUOR PERMIT PER 12 TENT AND CANOPY PER 8 TEST RESULTS WST 01900 THEATER LICENSE PER 03410 TICKET SALES REPORTS P&R 02600 TIME SHEETS PAY 01400 TITLES TO MUNICIPAL VEHICLES & EQUIPMENT ADM 06400 TRAFFIC COUNT MAP PWE 01860 TRAFFIC MONITORING DEVICES POL 04820 TRAFFIC REPORTS/STUDIES PWE 01850 TRAINING MATERIALS HRS 05300 TRAINING RECORDS – FOR EACH INDIVIDUAL HRS 05400 TRAINING RECORDS & REPORTS FOR OFFICERS POL 01750 TRAINING RECORDS / INDIVIDUAL CERTIFICATIONS FIR 01750 TRANSPORT INFORMATION WST 02000 TRANSPORTATION SERVICE P&R 02700 TRAVEL EXPENSE RECORDS FIN 04700 TREASURER’S REPORT – MONTHLY FIN 04710 TREE DISEASE CONTROL PWM 02800 TREE TRIMMING/REMOVAL LICENSE PER 03420 UNMANNED AERIAL VEHICLE DATA (DRONE) POL 05925 UNCLAIMED PROPERTY RECORDS (SENT TO STATE) FIN 04750 UNEMPLOYMENT CLAIMS/COMPENSATION HRS 04000 UNIFORM HAZARDOUS WASTE MANIFESTS WST 02100 UNMANNED AERIAL VEHICLE DATA (DRONE) POL 05925 USE OF FORCE POL 05920 UTILITY ACCOUNT CHANGE ORDERS UTL 03000 UTILITY PAYMENT STUB UTL 03050 VACATION & LEAVE REQUESTS PAY 01500 VACATION FILES PLZ 02300 VALIDATION REPORTS (from State) POL 04870 78 Revised September 2022 RECORD SERIES TITLE RECORD SERIES CODE VALUATION CHANGE ORDER – PAPER ASG 03350 VALUATION LISTS ASG 03400 VALUE IN EXCESS OF PURCHASE PRICE (VIEPP) HRA 01600 VARIANCE FILES PLZ 02400 VEHICLE IMPOUNDS POL 04900 VEHICLE SAFETY INSPECTION REPORTS PWM 02900 VETERANS PREFERENCE ELECTION FORM HRS 04050 VIDEO TAPE OF BOOKING POL 05940 VOLUNTARY PERMISSION & CONSENT TO SEARCH AND SEIZE FIR 01900 VOLUNTEER RECORDS ADM 06500 VOTER RECEIPTS ELE 02400 W-2 STATEMENTS – EMPLOYERS COPY PAY 01600 W-3 STATEMENTS PAY 01700 W-4 FORM – ORIGINALS PAY 01800 W-9 REQUEST FOR TAXPAYER ID NUMBER AND CERTIFICATION FIN 04770 WAGE ASSIGNMENTS HRS 04100 WARRANT REQUESTS HRA 01700 WASTEWATER MANAGEMENT RECORDS PWE 01900 WATER AND SEWER ANALYSIS UTL 03100 WATER MAIN BREAK RECORDS UTL 03200 WATER METER REPLACEMENT SHEETS UTL 03300 WATERCRAFT INSPECTIONS PWM 02960 WATERSHED DISTRICT RECORDS PWE 02100 WEED COMPLAINT & REPORTS PWM 03000 WEIGHT TICKETS PWE 02200 WELL PERMITS UTL 03400 WETLAND RECORDS PER 03450 WORK ORDERS FIN 05000 WORKERS COMP PROOF OF PAYMENT PAY 01900 WORKERS’ COMPENSATION CLAIM REGISTER INS 01600 WORKERS’ COMPENSATION CLAIMS INS 01550 WRECKING PERMIT PER 03500 ZONING FILES PLZ 02500 79