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Home My WebLink AboutResolution 3899 Adopt Montana Local Government Records Retention Schedule COMMISSION RESOLUTION NO. 3899 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, ADOPTING BY REFERENCE THE MONTANA LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE. WHEREAS, the City Commission did, on the 2nd day of September 1986, adopt Commission Resolution No. 2624, adopting by reference the records disposal schedules prepared by the State of Montana Department of Commerce and the Montana Historical Society; and WHEREAS, the schedules have subsequently been revised and adopted by the State of Montana. NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Bozeman, Montana, that the records retention schedule set for in Exhibit "A", attached hereto and by this reference made a part hereof, be adopted. PASSED AND ADOPTED by the City Commission of the City of Bozeman, Montana, at a regular session thereof held on the 27th day of March 2006. ATTEST: ~SuCv~ City Clerk :9 ~(C JE ~R U S, Ma'yor -~ MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: GENERAL SCHEDULE (Applies to all offices) Record Series Title and Description Retention and Disposition Citation/Comments I CORRESPONDENCE: PROGRAM/POLICY Permanent Recommend keeping Incoming and outgoing letters, memoranda, the most recent 3 and e-mail pertaining to the formulation, years in the office; planning, and implementation of the mission, after that may be policies, programs, operations, and projects transferred to a are prime candidates for permanent retention. permanent storage Records with permanent value include, but are facility not limited to: records documenting municipal policy; records documenting the policy process; records that document how the municipality is organized and how it functions; its pattern of action and decision- making; its policies, procedures, and achievements; and that serve to substantiate accountability. 2 CORRESPONDENCE: ROUTINE Retain 3 years; destroy Incoming and outgoing letters, memoranda, and e-mail pertaining to the normal and routine administrative functions. Consists of correspondence providing general information and requests for information, referring inquiries elsewhere, forwarding materials, acknowledging incoming letters, making arrangmenet for routine meetings or other events, and similar matters of minor administrative character which contain no substantive information. 3 CORRESPONDENCE: TRANSITORY Retain for at least 30 days. then Incoming and outgoing letters, memoranda, destroy if no longer needed for and e-mail that, while part of municipal administrative purposes business, are purely informational with a very short time-value. Examples include routine correspondence for which a record is needed only for a limited time, such as incoming or outgoing transmittal/cover messages that do not add information to that contained in the transmitted material ("enclosed please find ..."); routine questions and answers that require no administrative action, no policy decision, and no special compilation or research for reply ("our address is ...," "the deadline is ...," "please send 10 copies of .....); thank-yous, acknowledgments, congratulations; information copies of correspondence on which no documented administrative action was taken. General Records Schedule GS 1 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: GENERAL SCHEDULE (Applies to all offices) Record Series Title and Description 4 CORRESPONDENCE: NON-RECORD The following materials are not records and may be destroyed/ deleted at any time, unless they become part of some official record as a result of special circumstances: correspondence and memoranda generated by another entity and kept by your office for reference purposes; unofficial employee activities (parties, softball games, etc.); internal office announcements ("Ms. Jones is here to see you," "Joe Smith called," "is this afternoon's meeting still on?"); quasi-official notices (notices of holidays, charity appeals, etc.); junk mail; Iistserv messages, other than those you post in your official capacity. 5 CORRESPONDENCE: READING FILES Copies of outgoing communications arranged chronologically and maintained for periodic review by staff; these copies are in addition to the copies kept in either the Program/Policy Correspondence or the Routine Correspon- dence files. 6 CORRESPONDENCE: SUSPENSE/ TICKLER! FOLLOW-UP FILES Files arranged in chronological order as a re- minder that an action is required on a given date or that a reply to action has not been re- ceived and should be traced on a given day. General Records Schedule Retention and Disposition Destroy/delete at will Retain until no longer needed; de- stroy Incorporate into the Program/Policy Correspondence if appropriate. If not, destroy after action has been taken. Citation/Comments GS 2 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: GENERAL SCHEDULE (Applies to all offices) Record Series Title and Description Retention and Disposition Citation/Comments 7 HAZARD COMMUNICATION PROGRAM: Retain at least 30 years; destroy 29 CFR 1910.1020 EMPLOYEE EXPOSURE RECORDS (d) [formerly An employee exposure record is a record 1910.20), as containing any of the following kinds of adopted by the information: evironmental (workplace) Montana Dept. of monitoring or measuring of a toxic substance labor and Industry or harmful physical agent; biological monitoring results; material safety data sheets The form, manner, indicating that the material may pose a or process by hazard to human health; or. in the absence of which an employer the above, a chemical inventory or any other preserves a record record which reveals where and when used is not mandated as and the identity of a toxic substance or long as the infor- harmful physical agent. mation contained in the record is a Background data to environmental a Retain 1 year, as long as the preserved and re- (workplace) monitoring or measuring, sampling results, the collection trievable, except such as laboratory reports and worksheets methodology (sampling plan), a that chest X-ray description of the analytical and films shall be pre- mathematical methods used, and a served in their summary of other background data original state relevant to interpretation of the results obtained, are retained for at least 30 years; destroy b Material safety data sheets b Need not be retained for any specified period as long as some record ofthe identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy c Chemical inventory (or any other record c Need not be retained for any which reveals where and when used and specified period as long as some the identity of a toxic substance or harmful record of the identity of the physical agent) substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy d Biological monitoring results designated as d Retain as required by the specific exposure records by specific occupational standard safety and health standards General Records Schedule GS 3 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: GENERAL SCHEDULE (Applies to all offices) Record Series Title and Description 8 HAZARD COMMUNICATION PROGRAM: EMPLOYEE INFORMA TION/TRAINING RECORDS a Information Employees shall be informed of: the requirements of this section; any operations in their work area where hazardous chemicals are present; and the location and availability of the written hazard communication program, including the required list(s) of hazardous chemicals, and material safety data sheets. b Training Employee training shall include at least: methods and observations that may be used to detect the presence or release of a hazardous chemical in the work area; the physical and health hazards of the chemicals in the work area; the measures employees can take to protect themselves from these hazards; and the details of the hazard communication program developed by the employer; the employer shall keep a record of the dates of training sessions given to employees and the names of the employees attending. General Records Schedule Retention and Disposition a Retain until superseded; destroy b Employee training records shall be placed in the employee's personnel file Citation/Comments 29 CFR 1910.1200 (h) and 50-78-204 & 305, M.C.A. GS 4 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: GENERAL SCHEDULE (Applies to all offices) Record Series Title and Description Retention and Disposition Citation/Comments 9 HAZARD COMMUNICATION PROGRAM: 29 CFR 1910.1020 EMPLOYEE MEDICAL RECORDS Retain for at least the duration of (d) [formerly An employee medical record is a record employment plus 30 years; destroy 1910.20], as concerning the health status of an employee adopted by the which is made or maintained by a physician, Montana Dept. of nurse, or other health care personnel or Labor and Industry technician, including: medical and employment questionnaires or histories; the results of medical examinations; medical opions, diagnoses, progress notes, and recommendations; first aid records; descriptions of treatments and prescriptions; and employee medical complaints. a Health insurance claims records a Need not be retained for any maintained separately from the employer's specified period medical program and its records. b First aid records (not including medical b Need not be retained for any histories) of one-time treatment and specified period subsequent observation of minor scratches, cuts, burns, splinters, and the like which do not involve medical treatment, loss of consciousness, restriciton of work or motion, or transfer to another job, if made on-site by a non-physician and if maintained separately from the employer's medical program and its records. c Need not be retained beyond the c Medical records of employees who have term of employment if they are worked for less than I year for the provided to the employee upon employer. the termination of employment 10 HAZARD COMMUNICATION PROGRAM: Retain until superseded; destroy 29 CFR 1910.1200 LABELS AND OTHER FORMS OF W ARN- (f) and ING 50-78-206, M.C.A. Employers shall ensure that each container of hazardous chemicals in the workplace is labeled, tagged, or marked with the following information: identity of the hazardous chemical(s) contained therein, and appropriate hazard warnings. The employer may use signs, placards, process sheets, batch tickets, operating procedures, or other such written materials in lieu of affixing labels to individual stationary process containers. General Records Schedule GS 5 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: GENERAL SCHEDULE (Applies to all offices) Record Series Title and Description 11 HAZARD COMMUNICATION PROGRAM: MATERIAL SAFETY DATA SHEETS (MSDS) Employers shall have a material safety data sheet in the workplace for each hazardous chemical which they use. It shall contain at least the following information: the identity used on the label; physical and chemical characteristics, the physical hazards, and the health hazards of the hazardous chemical; the primary route(s) of entry; any exposure limits; whether the hazardous chemical is a carcinogen or potential carcinogen; any generally applicable precautions and control measures; emergency and first aid procedures; date of preparation or update of the MSDS; and the name, address, and telephone number of the responsible party who can provide additional information. Each employer shall maintain a copy of any correspondence sent or received by the employer in an effort to obtain a material saftey data sheet when none was provided by the chemical manufacturer or distributor. 12 HAZARD COMMUNICATION PROGRAM: WORKPLACE CHEMICAL LIST Each employer shall compile and maintain a workplace chemical list which must contain the chemical name of each hazardous chemical in the workplace, cross-referenced to any generally used common name; the chemical abstracts service registry number, if available, must accompany all chemical names on the list; and the list must indicate the work area in which each hazardous chemical is normally stored or used. General Records Schedule Retention and Disposition Current sheets must be readily accessible; when no longer current the sheets themselves need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy; (the correspondence, once the material safety data sheets are provided, may be retained per the Correspondence series) Must be updated as necessary but not less than annually; destroy when superseded Citation/Comments 29 CFR 1910.1200 (g) and 29 CFR 1910,1020 (d) [ formerly 1910.20], and 50- 78-203, M.C.A. May be kept in electronic form, microfiche, or other alternatives as long as no barri+ ers to immediate employee access are created by such options 50-78-202, M.C.A. GS 6 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: GENERAL SCHEDULE (Applies to all offices) Record Series Title and Description Retention and Disposition Citation/Comments 13 HAZARD COMMUNICATION PROGRAM: Retain until superseded; destroy 29 CFR 1910.1200 WRITTEN HAZARD COMMUNICATION (e) PROGRAM Employers shall develop, implement, and maintain at each workplace, a written hazard communication program which at least describes how the criteria for labels and other forms of warning, material safety data sheets, and employee information and training will be met; includes a list of the hazardous chemicals known to be present using an identity that is referenced on the appropriate material safety data sheet; includes the methods the employer will use to inform employees of the hazards of non-routine tasks and the hazards associated with chemicals contained in unlabeled pipes in their work areas. 14 MINUTES OF MEETINGS May be microfilmed a Board/Committee/Commission a Permanent (one copy) b Staff and any other copies b Retain until outdated; destroy 15 NON-RECORD MATERIALS May be destroyed when no longer Examples include copies of other documents needed retained only for convenience, outdated blank forms, routing slips which do not contain an- notations of significance, catalogs, journals and other publications not produced by the organization, and stocks of the organization's publications and printed documents which have been superseded or updated. Personal correspondence kept at the office for conven~ ience should be kept in a separate file. 16 REFERENCE FILES Review annually and destroy material Copies of documents retained strictly for ref- of no further value erence and informational purposes and are not part of the official files. These may in- clude copies of reports, studies, special com- pilations of data, drawings, or other exter- nally-generated publications for which the originating agency maintains the original "record" copy, periodicals, books, clippings, brochures, catalogs, trade journals, vendor price lists, extra copies of manuals, publica- tions, etc. General Records Schedule GS 7 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: GENERAL SCHEDULE (Applies to all offices) Record Series Title and Description Retention and Disposition Citation/Comments 17 SUBJECT FILES: ORGANIZATIONAL! Permanent Select and retain PROJECT documents of con- Files arranged by subject, relating to tinuing administra- projects, administrations, and procedures. tive, fiscal, legal, or May contain correspondence, formal research value/use memoranda, administrative directives, policy studies and reports, minutes and/or reports of May be microfilmed special advisory committees and task forces, and similar records documenting the formulation and implementation of projects, policies, programs, operations of departments, fiscal or personnel matters, leg- islation and regulations. 18 SUBJECT FILES: HOUSEKEEPING Review annually and destroy when Records received by or created by the office no longer needed and filed by subject which concern internal office procedures and DO NOT pertain to the performance of the mission functions of the office. Examples include routine correspon- dence, memoranda, publications, reports, ad- ministrative announcements, statements, documents concerning hours of duty, indi- vidual duties which do not have continuing applicability, documents concerning house- keeping activities such as participation in charitable affairs, emergency tests, office se- curity, parking, safety, excess or obsolete forms, property inventory sheets, lists or di- rectories, phone logs, clippings, etc. 19 TASK FORCE OR COMMITTEE FILES Permanent May be microfilmed Records relating to the establishment, or- ganization, membership, and policy of any task forces or committees for which the of- fice is the presiding official or the logical keeper of the records. These records may in- clude minutes, agenda of meetings, corre- spondence, policies, procedures, final reH ports, and other relevant supporting material. General Records Schedule GS 8 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: GENERAL SCHEDULE (Applies to all offices) Record Series Title and Description 20 WORKING PAPERS/PROJECT FILES Project background records, studies, analy. ses, notes, preliminary drafts, interim re- ports, which have been summarized in a fi. nal report or other form. Does not include construction projects. General Records Schedule Retention and Disposition final report: Permanent Working papers: Retain I year after final action is taken on project, unless no report is prepared, then keep permanently Citation/Comments GS 9 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULES Schedule for: MUNICIPALITIES ADMINISTRATION/CITY MANAGER Record Series Title and Description 1 ADVISORY BOARDS AND COMMISSIONS: APPLICATIONS Applications/requests to serves as an advisory board or commission member, letters of appointment, and letters of thanks. 2 COMPLAINTS Original complaint and citizen request forms and related correspondence. 3 CORRESPONDENCE a Permanent Program and Policy Correspondence Incoming and outgoing letters, memoranda, and e-mail pertaining to the formulation, planning, and implementation of the mission, policies, programs, operations, and projects are prime candidates for permanent retention. Records with permanent value include, but are not limited to: records documenting municipal policy; records documenting the policy process; records that document how the municipality is organized and how it functions; its pattern of action and decision-making; its policies, procedures, and achievements; and that serve to substantiate accountability. b Non-Permanent Correspondence: Routine Incoming and outgoing letters, memoranda, and e-mail pertaining to the normal and routine administrative functions. Consists of correspondence providing general information and requests for information, referring inquiries elsewhere, forwarding materials, acknowledging incoming letters, making arrangement for routine meetings or other events, and similar matters of minor administrative character which contain no substantive information. Continued on next page. Municipal Records Schedule Retention and Disposition Retain length of term + I year; destroy Retain 2 years after matter is officially closed; destrov. a Permanent b Retain 3 years; destroy Consider creating a master list of all ap- pointments for histori- cal reference. For complaints about employees, see Personnel Files. a Recommcnd keep- mg the most reccnt 3 years in the office; after that may be transferred to a permanent storage facility . MR! MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULES Schedule for: MUNICIPALITIES AMINISTRA TION/CITY MANAGER Record Series Title and Description Retention and Disposition Citation/Comments ~ CORRESPONDENCE (cont.) c Non-Permanent Correspondence: Transitory c Retain for at least 30 days, then Incoming and outgoing letters, memoranda, destroy if no longer needed for and e-mail that, while part of municipal administrative purposes. business, are purely informational with a very short time-value. Examples include routine correspondece for which a record is needed only for a Iimitcd time, such as incoming or outgoing transmittal/cover messages that do not add information to that contained in the smitted material ("enclosed please find... "); routine questions and answers that require no administrative action, no policy decision, and no spccial compilation or research for reply ("out address is.. .," "the deadline is.. .," "please send 1 0 copies of... "); thank-yous, acknowledgments, congratulations; infor- mation copies of correspondence on which no documented administrative action was taken. d Non-Record Correspondence: Destroy at Will d Destroy/delete at will. The following materials are not records and may be destroyed/deleted at any time, unlcss they become part of some official record as a result of special circumstances: correspond- ence and memoranda generated by another entity and kept by your office for reference purposes; unofficial employee activities (parties, softball games, etc.); internal office announcements ("Ms. Jones is here to see you," "Joe Smith called," "is this afternoon's meeting still on?") quasi-official notices (Notices of holidays, charity appeals, etc.); junk mail; listserv messages, other than those you post in your official capacity. Municipal Records Schedule MR2 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULES Schedule for: MUNICIPALITIES AMINISTRATION/CITY MANAGER Record Series Title and Description 4 GENERAL ADMINISTRATIVE FILES Memoranda, lctters from other governments, copies of Commission/Council action memo. randa, and commendations. "Record" copy is in the Municipal Clerk's Office. a Commission/Council Action Support Materials b Correspondence, Memoranda, Related Materials 5 LEGISLATIVE FILES Records documenting interest in state legislation/issues. a Copies of Proposed State Legislation b Correspondencc Correspondence with state legislators, other governmental units, lobbyists, and organizations; responses to proposed le,gislation; and staff comments. 6 PROCLAMATIONS "Record" copy is in the Municipal Clerk's Office. 7 SUBJECT FILES Files arranged by subject, relating to projects, administrations, and procedures. "Record" copy is in the Municipal Clerk's office. a Organizational and P~oject Files May contain administrative directives, policy studies and reports, formal memoranda, reports of special advisory committees and task forces, and similar records documenting the formulation and implementation of projects, policies, programs, and operations of departments. b Housekeeping Files Administrative announcements, routine correspondence, statements, reports, and other records pertaining to office procedures. Municipal Records Schedule Retention and Disposition a Permanent b Retain 5 years; destroy. a Retain until the legislature takes action and a bill becomes law; then destroy b Retain 5 years; destroy. Retain the "record" copy for 2 years after the end of the mayor's term; destroy. a "Record" copy is permanent. b Retain 5 years or until superseded; destroy Citation/Comments Some proclamations may have historical value and should be retained permanently. MR3 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULES Schedule for: MUNICIPALITIES ANIMAL CONTROL DEPARTMENT - AMINISTRA TION RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I CASH RECEIPTS Retain for 5 years after the end of th~ Cash register receipts and cash receip fiscal year to which the record~ summaries for financial transactions at th~ relate; destroy. If the recelp shelter. Receipts cover license sales, traJ constitutes a "contract," retain for th~ rentals, impound and boarding fees, euthanasi~ term of the contract + 8 years' fces, and release fees. destroy. 2 DONA nON AND FUNDRAISING RECORDS Retain "record" copy for 5 years afte a Shelter Donation Receipts the end of the fiscal year to which th~ Copies of checks, thank-you letters, and records relate; destroy. If thf lists of donors for financial contributions to document constitutes a "contract," the shelter. retain for the term of the contract + 8 b Fundraising Records years; destroy. Rctain all othe copies as needed for reference; destroy. 3 TRAP RENTAL CONTRACTS Rental loan contracts signed by renter agreeing Retain 8 years after the contract to notify shcltcr of any animal caught by trap expires; destroy. and to use trap humanely. ANIMAL RECORDS - ANIMAL CONTROL 1 ADOPTION CONTRACTS Contracts signed by adopters outlining terms of Retain 8 years after the contract adoption, spay/neuter requirements, and free expires; destroy. veterinary exam. 2 ANIMAL CONTROL BOARD FILES Permanent Minutes of meetings. 3 ANIMAL IMPOUND REPORTS Reports of all animals received by the shelter. Retain 3 years; destroy. Reports contain descriptions of the animal, source, pet profiles, shot records, releases, and final disposition. 4 DEAD ANIMAL PICKUP RECEIPTS Retain for 5 years after the end of thl Receipts, invoices, and records documenting fiscal year to which the record~ the collection of dead animals from veteri relate; destroy. If the recelp narians. constitutes a "contract," retain for the term of the contract + 8 years' destroy. Municipal Records Schedule MR4 Municipal Records Schedule MR5 MONTANA LOCAL GOVERNMENT RETENTION AND DlSPOSTION SCHEDULES Schedule for: MUNICIPALITIES ANIMAL CONTROL DEPARTMENT ANIMAL CONTROL RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 5 EUTHANASIA RECORDS Reports documcnting drug usage for humane Retain 4 years; destroy. animal cuthanasia. Lists the bottle number and amount, and identifying characteristics of the animal. 6 INCIDENT RECORDS ~ Retain 5 years after the last 145~8-211, MCA a Cruelty to Animals activity; destroy. b First Incident b Retain for the life of the animal, if Records relating to the first reported incident known, or 15 years; destroy. of a potcntially-dangerous animal. 7 LICENSES AND PERMITS Retain 3 years; destroy. Annual report of all dog and cat licenses issued during the year. Report provides owner's name and pet vaccination information. 8 LOST AND FOUND CARDS Retain 1 year; destroy Cards completed by pet owners to help match lost pets with animals in the shelter. Cards include the owner's name and address, and a description of the pet. 9 MONTANA STATE RABIES SUBMISSION Retain 6 years after notification; NOTIFICATION RECORDS destroy. Copy of officer's activity report of animal biting incidcnts and letter of notification from the State of Montana indicating results of rabies testing ofthe animal involved in the incident. Also includes any notification to the bite victim. 10 OFFICER ACTIVITY RECORDS Retain 2 years; destroy. Reports documenting daily activities of animal control officers. Files include original complaints, invcstigations, disposition of complaints, animal license numbers, citations issued, photographs, police and medical reports, and a record of the amount of time spent working on the case. 11 QUARANTINE RECORDS Retain 1 year after quarantine is lifted; 50-23-103, MCA Forms with quarantine instructions, signed by destroy. pet owners, acknowledging receipt after the sighting of a rabid animal or report of biting by unvaccinated animal. Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULES Schedule for: MUNICIPALITIES BUILDING DEPARTMENT Record Series Title and Description I ABATEMENT RECORDS A/so called: Demolition Notice and Inspection Records. Legal notices to property owners, photographs, Dangerous Building Code Investigations, Requests for Recovery of Costs of Demolition of Dangerous Buildings, copies of minutes authorizing demolition of buildings, correspondence and memoranda documenting the inspection of buildings unfit for occupancy to determine whether to secure or demolish and notification to property owners regarding the same. a Commission/Council Action 1 Municipal Clerk 2 All other copies b Related documents including correspondence, legal notices, photographs and other documents. I Municipal Clerk 2 All other copies BUILDING PERMITS: APPLICATIONS AND PERMITS Applications for and permits granted for building new or temporary structures, altering 0 demolishing existing structures, house moving, and mobile home park establishment. Records ma" include permits, permit applications, bluelin€ drawings, site plan checklists, plan reviev. checklists, waivers of protest, performance bonds certificates of occupancy, receipts, projec specifications, site plan revIew comments calculation worksheets,inspection reports correction notices, staff memoranda, and a correspondence. a Applications: City-owned Buildings Applications, background documentation.. b Applications: Not City-owned Buildings, Applications, background documentation. c Permits: Granted d Permits: Denied Municipal Records Schedule Retention and Disposition a Commission/Council Action I Permanent. 2 Retain 5 years after demolition; destroy. b Related documents including correspondence, legal notices, photographs and other documents. I Permanent. 2 Retain 5 years after demolition; destroy. Permanent b Permanent c Permanent d Permanent a-c May be transferre( to an archives or loca historical society fo preservation and bette public access. MR6 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULES Schedule for: MUNICIPALITIES BUILDING DEPARTMENT Record Series Title and Description Retention and Disposition Citation/Comments 3 BUILDING PERMITS: FEE RECEIPTS Receipts for payment of permit fee. Retain 5 years after audit; dcstroy. 4 BUILDING PERMITS: LEDGERS This record series could Ledgers or journals with lists of building permits Permanent be a good candidate for issued. COM or microfilm 5 BUILDING PERMITS: LOGS a Applications StatusRecords indicating the status a Retain 1 year after the permit is of applications for permits; may include date granted or denied; destroy. received, legal dcscription, owner, address, and status of permit. b Retain 1 year after the pcnnit is b Log Sheets granted or denied; destroy. Checklist sheets pertaining to applications for building pennits which have been completed. Logs provide date the application was reccived, legal dcscription owner and address. 6 BUILDING PERMITS: SITE PLANS Copies of site plans for current buildingprojects Permanent used for reference and rcview until projects are completed. 7 BUILDING PLANS NOTE: This record a Government or Public Buildingslncluding public a Permanent series may be schools or colleges, federal or state-owned transferred to an buildings, parking facilities, and city hal archives or local building or remodeling projects. historical society for b Largc Commercial BuildingsIncluding hospitals, b Retain for life of structurc;dcstroy. prcservation and better large office buildings, hotels, large retail stores public access. Cities/ churches, malls, and significant historic towns are encouraged buildings. c Retain 1 year after file is closed; to microfilm plans that c Smaller Commcrcial BuildingsIncluding smal destroy. will not be retained businesses, singlc-owner or small retail stores, pernlanently to save restaurants. d Retain I year after file is closed; space and to enhancc d Residential Structures destroy. customer service. 8 BUILDING REPORTS a Annual Reports a Permanent b Monthly Rcports b Retain until annual report is compiled; destroy. Municipal Records Schedule MR7 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES BUILDING DEPARTMENT Record Series Title and Description 9 VARIANCES Records documenting requests by citizens for variances from setback, side-yard, lot coverage, and sign provisions. The original application ("record" copy) must be forwarded to the Municipal Clerk's Office. a Original application I Municipal Clerk 2 All other copies b All other records Municipal Records Schedule Retention and Disposition a Original application I Permanent. 2 Retain 10 years after issuance of variance; destroy. b Retain 10 years after issuance 0 variance; destroy. MR8 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CEMETERY RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 1 CONTRACTS FOR PLOT PURCHASE BY INSTALLMENT Retain for the term ofthe contract + Series contains contracts relating to the 8 years; destroy. purchase of cemetery plots by installment. 2 DISINTERMENT PERMITS Cemetery's copy is rctaincd May be transferred to The "record" copy is located either in a county permanently. an archivcs office and/or in a state agency. 3 GRAVE BUY-BACK RECORDS Permanent May bc transfcrrcd to Series documents the buy-back of cemetery an archivcs plots by the municipal cemetery from origina plot owners. Includes deed books or copies 0 deeds of plot ownership, including comparable records relating to deed transfers. 4 INTERMENT RECORDS a Books, Ledgers, and DatabasesContaining a Permanent a 7-35-4109, MCA interment information for individuals, such This is a vital as name of the deceased, plot purchase record; may be documentation, date of interment, and transferred to an section and plot location. b Permanent archives. b Interment SheetsCompleted work orders b May be transferred detailing location, type of interment, name of to an archives. deceased, and other information necessary to complete interment. 5 PERMISSION FOR GRAVE USE May bc transferred tc Letters of permission from plot owncrs Permanent an archives. granting use of the plot to a particular individual. 6 PLOT AND SECTION LISTS a Listings of Grave Sites a Permanent a May be transferred Listings of all grave sites in the cemetery to an archives. with section and plot information. b Listings of Lots b Permanent b Revise as necessary; Listings of lots which have been sold but are may be transferred to not currently being used. an archives. 7 SECTION MAPS Maps, each showing a particular section ofthe Permanent May be transferred tc cemetery. an archives. MUNICIPAL RECORDS SCHEDULE MR9 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CITY COURT RECORDS See Courts of Limited Jurisdiction Records Retention Schedule #10 MUNICIPAL RECORDS SCHEDULE MRIO MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE ADMINISTRATION RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I AFFIDAVITS OF MAILING Affidavits and mailing lists certifYing tha File with related project file and certain material was distributed to a particula dispose of accordingly. group of citizens. 2 LEGAL NOTICES a Publication of Ordinances: Legal notices include notices of public Permanent. hearings, invitations to bid, requests fo b All Other Legal Notices: File with proposal, and affidavits of publication related project files and dispose of Contains notarized certificates and newspape accordingly. clippings attesting to the publication of lega notices. 3 OATHS OF OFFICE Oaths of office of elected and appointed Permanent officials. 4 PETITIONS a Retain 5 years after the subject of a From Citizens the petition has been decided; Petitions from citizens to th( destroy. Commission/Council that are not part 0 b Retain 25 years after the ordinance supporting documentation in a matter 0 is passed; destroy. litigation, or the passage of ordinances and c Retain 10 years after the subject of resolutions. the petition has been decided; b Relating to Ordinances destroy. c Zoning 5 PROMISSORY NOTES This is a vital record Signed notes agreeing to the repayment of until the loan is paid money borrowed from or by the city. a Industrial Revenue Notes a Permanent Promissory notes pertaining to industria revenue, tax increment, and Community Development Block Grant (CDBG) loans. b All Other Notes b Retain 3 years after repayment 0 the loan; destroy. 6 RECORDS RETENTION AND DISPOSITION SCHEDULES Permanent (I copy of the original Records retention and disposition schedules of plus I copy of each revision) the city. 7 SURVEYS OF CITIZENS Permanent (results only; individua Periodic surveys conducted to gather survey forms may be destroyed once information from city/town residents about the results are tallied). municipal services. Municipal Records Schedule MR11 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE AGREEMENTS Record Series Title and Description Retention and Disposition Citation/Comments I FRANCHISE AGREEMENTS Retain 8 years after expiration, This is a vital record Agreements with private utility companies, termination, or cancellation of the while the agreement is including electric, gas, and cable television. agrcement; destroy. active. 2 GRANT AGREEMENTS Retain 3 years after the close-out of This is a vital record Agreements for grant monies from federa funds; destroy; If any litigation, while the agrecmcnt is agencIes. This series may include Airpor1 claim, negotiation, audit, or other active. Improvement Projccts (AlP) and Community action has started before the 24 CFR 570.490 Part Development Block Grant (CDBG) agree expiration of the 3-year period after 92.508 Sec. (c)(I)-(2) ments. close-out, however, the records must [HUD citation]; be rctained until completion of the 49 CFR 18.42 and7 action and resolution of all issues CFR 3016.42 which arise from it, or until the end [Transit citation] of the 3-year period, whichcver is later. 3 INTERGOVERNMENTAL AGREEMENTS Retain 8 years after expiration, This is a vital record Agrecments with other government agencies, termination, or cancellation of the while the agreement is such as signal light maintenance, street and agreement; destroy. activc. traffic control maintenance, state route maintenance, construction, railroad grade crossing signal agreements, landfill use, 0 agreements or contracts with other governmen agencies for services and mutual aid. 4 PUBLIC DEFENDER AGREEMENTS Rctain 8 years after expiration, This is a vital record termination, or cancellation of the while the agreement is agreement; destroy. ;:t.ctive. 5 SERVICE AGENCY AGREEMENTS Retain 8 years after expiration, [his is a vital record Agreements with service agencies for scrvices termination, or cancellation of the ~hile the agreement is such as cleaning, snow removal, and litter agreement; destroy. ;:t.ctive. pickup. 6 SISTER CITY AGREEMENTS Retain 8 years after expiration, Agreements with other cities/towns to exchangf termination, or cancellation of the cultural and economic resources and ideas. agreement; destroy. 7 UNION CONTRACTS Retain 8 years after expiration, fhis is a vital record Labor contracts negotiated with police, fire, and termination, or cancellation of the ~hile the agreement is teamsters unions. agreement; destroy. ;:t.ctive. Municipal Records Schedule MR12 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE BOARDS, COMMISSIONS, TASK FORCES RECORDS Record Series Title and Description 1 AD HOC COMMITTEE/TASK FORCE RECORDS Minutes and reports of ad hoc special committees and task forces. 2 ADVISORY BOARD/COMMISSION RECORDS Commission/Council memoranda recom mending persons for appointment to boards and commissions. 3 BOARD/COMMISSION RECORDS Minutes, agendas, and reports of boards and commissions not affiliated with a department for which the Municipal Clerk is the office of record. May also include Commission/Council recommendations for appointments. a Minutes and Reports b Agenda and Affidavits of Publication c Appointment Recommendations 4 LOCAL GOVERNMENT REVIEW COMMISSION RECORDS Statutorily-created commission, authorized by the Montana State Constitution. May contain meeting agendas and minutes, affidavits of publication, interim findings, final and supplemental reports, and audiotapes of meetings. a Minutes and Reports b Agenda and Affidavits of Publication c Sound Recordings Municipal Records Schedule Retention and Disposition Permanent Retain length ofterm + I year; destroy. a Permanent. b Retain 2 years; destroy. c Retain 5 years; destroy. a Permanent. b Retain 2 years after dissolution of commission; destroy. c Retain until minutes are transcribed and approved; then may be destroyed or recorded over. 2-3-212, MCA NOTE: Consider creating a master list of all appointments for historical reference. NOTE: Municipalities must have the capability of producing copies of all records including sound and video tapes, if that is the record medium chosen for the "record" copy 7-1-4141, MCA. MR13 I City Charter and Amendments 2 City Code a Codified City Ordinances b Supplements Most current version of the ordinances Permanent This is a vital record. MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE CHARTER RECORDS Record Series Title and Description Retention and Disposition Citation/Comments a Permanent b Retain until superseded; detroy 3 City Ordinances and Index Original, unsupplemented city ordinances and index to same. Permanent Municipal Records Schedule MR14 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE COMMISSION/COUNCIL RECORDS Record Series Title and Description Retention and Disposition I COMMISSION/COUNCIL MEETINGS: AGENDAS Agendas and notices for meetings of th( Commission/ Council and advisory boards. a Meeting Agendas a Retain 2 years; destroy. Agendas for regularly scheduled meetings. b Marked Meeting Agendas b Retain 10 years; destroy. Agendas marked with summary actions; used for reference purposes. 2 COMMISSION/COUNCIL MEETINGS: Permanent MINUTES Written minutes of Commission/Council meetings and Commission/Council committee meetings. 3 COMMISSION/COUNCIL MEETINGS: Retain 50 years; destroy. PACKETS Material assembled and distributed to Commission/Council members containing documents pertaining to a Commission/Council meeting, as well as informational/background materials. 4 COMMISSION/COUNCIL MEETINGS: SOUND RECORDINGS AND/OR VIDEO RECORDINGS Sound recordings and videotape recordings of Commission/Council meetings or Commission/ a Council committee meetings; meetings of municipal boards, commissions, and advisory bodies; or speeches by municipal officials. a Proceedings of Meetings b Speeches and Any Other Recordings Retain I year after written minutes are completed and approved or the proceedings are completely transcribed, whichever is appropriate. b Retain as long as administratively valuable. 5 REPORTS AND STUDIES: ADMINISTRATIVE Reports and studies outlining issues to be Retain 25 years; destroy. covered during each Commission/Council meeting. Citation/Comments 2-3-2 I 2, MCA 2-3-212, MCA This is a vital record. NOTE: Municipalities must have th( capability of producing copies of all records, including sound and video tapes, if that i5 the record mediurr chosen for the "record" copy 7-1-4141, MCA Municipal Records Schedule MR15 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE COMMISSION/COUNCIL RECORDS Record Series Title and Description 6 REPORTS AND STUDIES: COMMISSIONED Record copy of reports and studie~ commissioned by the municipality and funded with public montes, pertaining tc publicfacilities, operations, and services. 7 REPORTS AND STUDIES: MASTER!COMPREHENSIVE PLANS Master plans and comprehensive plans developed by departments. 8 VARIANCES Applications for vanances from code provisions. May contain original applications both granted and denied, reports, maps and plans, staff memoranda, and variance analysis. a Application Packet and Action Memoranda b Photographs, Drawings, Background Information Municipal Records Schedule Retention and Disposition Permanent (one copy). Permanent a Retain the "record" copy permanently; retain departmental copy 10 years after issuance of the variance; destroy. b Retain 10 years after issuance of the variance; destroy. Citation/Comments MR16 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE ELECTION RECORDS Record Series Title and Description Retention and Disposition Citation/Comments CERTIFIED ELECTION RESULTS Official record of returns in municipal elections including precinct breakdowns, for each candidate, issue, or proposition. Permanent 2 REDISTRICTING FILES OF WARDS Retain 10 years. Files documenting redistricting of city wards. NOTE: Before disposing of files, review for continuing administrative and historical value. Documents pertaining to significant decisions and actions should be retained permanently. Municipal Records Schedule MR17 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: MUNICIPALITIES CLERK'S OFFICE FINANCIAL RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I ANNUAL CITY AUDIT Record copy Permanent (I copy) 2 ANNUAL CITY BUDGET Currcnt budget is a Record copy Permanent vital rccord. 3 ANNUAL FINANCIAL REPORT The Department of "Record" copy of annual financial report sent Permanent Administration's copy to the Montana Department of also is kept Administration. Some cities/towns may use permanently in the the CAFR (Comprehensive Annual Finance State Archives. Report) to satisfy the requirements of the annual audit and the annual financial report. 4 BOND ADMINISTRATION FILE Documents rclating to the financing of capital Permanent improvement projects, including closing documents, correspondence, legal opinions, and prospectuses. 5 CLAIMS "Record" copy: retain for 5 years Copies of memoranda pertaining to claims after the end of the fiscal year to for payment, damages, or other redress which the records relate; if the claim presented to the Commission/Council. constitutes a contract, retain for the term of the contract plus 8 years; clerk's copy retain I year, destroy. 6 INDUSTRIAL DEVELOPMENT Records are vital REVENUE BONDS during the issuance of Bond issues administered by a trustee for a Retain 2 years after the retirement of the bond. private corporation. Files contain transcripts the issue as a whole; destroy. of bond sale proceedings, closing documents, and correspondence. Includes bond purchase agreement, indemnity letter, loan agreement, official statement, certification of action, corporate documents, deeds of trust, and financing statements. Municipal Records Schedule MR18 Record Series Title and Description Retention and Disposition Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULE Schedule for: MUNICIPALITIES CLERK'S OFFICE FINANCIAL RECORDS 7 TAX INCREMENT REDEVELOPMENT PROJECTS "Record" copy of start-up documents for redevelopment projects funded by tax increment monies. a Correspondence, staff memoranda, a Permanent contracts, bid awards, legal notices, maps, agreements, proposals, project status reports, and other related documents. b Tax Increment Loans. Records b Permanent documenting loans for small businesses funded by tax increment funds for capital improvement projects and rehabilitation and replacement projects. Contains deeds of trust, promissory notes, reconveyance, business plans, agreements, liens, insurance certificates, declarations, staff memoranda, contracts, specifications, and bankruptcy notices. Records are vital during term of the loan. Municipal Records Schedule MR19 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULE Schedule for: MUNICIPALITIES CLERK'S OFFICE PLANNING AND DEVELOPMENT RECORDS Record Series Title and Description I ANNEXA nONS: ANNEXATION RECORDS Records of annexations of parcels of land into the municipality, including plats, studies, resolutions, correspondence, legal notices, staff memoranda, applications/petitions, title reports, ownership reports, consent letters, and protests. 2 ANNEXATIONS: WAIVERS Waivers grantcd. 3 PLANNED UNIT DEVELOPMENT (PUD) RECORDS "Record" copy of documentation regarding each Planned Unit Development project that has been completed. a Agreements, staff memoranda, correspondence, reports, studies, plats, site plans, conceptual plans, original petitions, easements, Commission/Council action memoranda, and description of the type, quantity, and time schedule ofthe development. b Copies of affidavits of publication, proposals, deeds, site analysis, and working materials regarding annual review of Planned Unit Dcvelopment projects. 4 SPECIAL REVIEWS Copies of application forms, maps, site plans, memoranda, minutes of the Zoning Commission, petitions, photographs, etc., submitted by membcrs of the public at the Commission/Council meeting. 5 SUBDIVISION RECORDS a Subdivision Improvement Agreements b Plats for Subdivisions Municipal Records Schedule Retention and Disposition Clerk's copy: Permanent Other copies: Retain 10 years, then transfer to the Municipal Clcrk for incorporation into permanent file. Permanent a Permanent b Copies of affidavits... I Clerk's copy: Permanent. 2 Other copies: Retain 5 years; destroy. Clerk's copy: Permanent. Other copies: Retain 5 years; destroy. a Clerk's copy: Permanent. Other copies: Retain for life of the subdivision or as long as needed for reference, whichever is longer; destroy. b Preliminary plat: Permanent. Final plat: Permanent. This is a vital record This is a vital record MR20 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULE Schedule for: MUNICIPALITIES CLERK'S OFFICE PLANNING AND DEVELOPMENT RECORDS Record Series Title and Description 6 URBAN PLANNING AREA EXPANSIONS a Commission/Council Action Memoranda and Final Study b Copies of affidavits of publications, site analysis, agendas of planning and zoning meetings, and other materials regarding expansion of urban planning areas 7 URBAN PLANNING AND ZONING STUDIES Documentation of urban planning studies, zoning studies, corridor studies, and neighborhood plans. 8 ZONE CHANGES Records concerning areas annexed for specific uses. Contains documentation pertaining to zoning in the newly annexed area, with correspondence and final decisions. Also includes applications for zone changes on areas already in municipal boundaries, with supporting documentation. Municipal Records Schedule Retention and Disposition a Clerk's copy: Permanent. b Retain 10 years or as needed for reference, whichever is sooner; destroy. Permanent Permanent Citation/Comments MR21 Municipal Records Schedule MR22 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULE Schedule for: MUNICIPALITIES CLERK'S OFFICE POLICY AND PROCEDURE RECORDS Record Series Title and Description Retention and Disposition Citation/Comments ADMINISTRATIVE ORDERS a Master Set b Copies of operating policies and procedures used for reference. This is a vital record. a Permanent b Retain until superseded; destroy. 2 OFFICE PROCEDURES FILES Documents internal office procedures. Retain until superseded; destroy. Municipal Records Schedule MR23 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSTION SCHEDULE Schedule for: MUNICIPALITIES CLERK'S OFFICE PROCUREMENT RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I BID BONDS Return to bidder after award of bid or Bonds filed at the time of the bid protecting the contract and upon receiving payment municipality in the cvent the bidder refuses to and performance bonds or delivery of enter into a contract after award or withdraws equipment. beforc award. 2 CONDOMINIUM OWNERSHIP Retain 5 years; destroy. AGREEMENTS Agreements documenting ownership of a condominium filed for record in the city and the county. 3 CONTRACTOR BONDS Retain 4 years after bond expiration, Surety bonds required of contractors applying for termination, or cancellation; destroy. licenses and permits to perform various types of work. The types of work include electrical, excavation, demolition, relocation, landscaping, plumbing and heating, auctioneering, temporary use of sites, and roofing 4 DEEDS Permanent This is a vital record. Warranty deeds, quit~claim deeds, deeds of bargain and sale, deeds transferring property and interests, partial and whole. 5 EASEMENTS AND ENCROACHMENT OF Permanent This is a vital record. RIGHT-Of-WAY FILES Documentation relating to the granting of access and right-of-way to and by the city. 6 LAND ACQUISITION RECORDS Permanent Records are vital as Closing documents, deeds, certificates oftitle, long as the city holds trust indentures, insurance papers, maps, and title to the land. similar records evidencing municipal ownership of real property. 7 LEASES Leases and agreements pertaining to real property Retain 8 years after expiration or and equipment leased. termination of the lease; destroy. Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES CLERK'S OFFICE PROCUREMENT RECORDS Record Series Title and Description Retention and Disposition 8 SPECIAL IMPROVEMENT DISTRICT (SID) RECORDS Permanent Special Improvement Districts (SIDs) are groups of properties that become a legal entity in order to construct public improvements, such as street paving, curb and gutter, water main, sewer main, and storm drain, in a designated area. Improvement costs are borne by the property owners with the SID. The Municipal Clerk is the office of record for documentation pertaining to the creation of a SID. Files should contain petitions, resolutions of intent to create, staff memoranda, public hearing notices, ownership lists, the resolution creating the district, and other related documents. 9 SPECIAL IMPROVEMENT LIGHTING MAINTENANCE DISTRICT (SILMD) Permanent RECORDS Special Improvement Lighting Maintenance Districts (SILMDs) are groups of properties that become a legal entity in order to install street lighting in a designated area. Improvement costs are borne by the property owners with the SILMD. The Municipal Clerk is the office of rccord for documentation pertaining to the creation of a SILMD. Files should contain petitions, resolutions of intent to create, staff memoranda, public hearing notices, ownership lists, the resolution creating the district, and other related documents. 10 V ACA TIONS OF LAND Records documenting vacations of municipal- Permanent owned land to private ownership. Records include requests to vacate, land appraisals, correspondence, staff memoranda, deeds, maps, petitions, plats, title reports, public hearing notices, and Commission/Council resolutions. II VEHICLE TITLES AND REGISTRATIONS Title papers and registrations for vehicles currently owned by the municipality Municipal Records Schedule Retain for the life of the vehicle; destroy. Rccords are vital during the term of assessment. Vital records during the term of assessment. Current records are a vital record. MR24 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES CLERK'S OFFICE OBSOLETE RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I ABSTRACTS OF TITLE May offer to local Title abstracts from local mortgage companies for Permanent historical society, etc. various private property in the municipality and the county. 2 ANNUAL FINANCIAL STATEMENTS OF Permanent THE MUNICIPAL CLERK 3 CANDIDA TE EXPENSE STATEMENTS Retain 2 years after term of office expires; destroy. 4 TALLY SHEETS: BALLOT COPIES Retain 60 days from the date of the election; destroy. 5 W ARRANT LISTS Retain 5 years; destroy. Lists of obligations to the municipality to fund improvements. Municipal Records Schedule MR25 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES COMMUNITY DEVELOPMENT/HOUSING AUTHORITY RECORDS Record Series Title and Description I COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROJECT FILES Records document the administration of Community Development Block Grant Program funds received from the U.S. Department of Housing and Urban Development (HUD). a Start-up files Records contain start-up files for each year's administration of the program which include citizen complaints, budget amendments and other records documenting citizen participation, pre- planning activities, and general administration of thc program. b CDBG Project Files Purchase orders for funds, request for payment, project progress reports, requests for reimbursement from grantee, copies of grantee receipts, memoranda, correspondence, block grant agreement, copies of grantee unemployment registration, and a summary sheet for each program. Records also contain CDBG drawdown and federal cash transaction reports. c CDBG Ledgers CDBG drawdown and federal cash transaction reports and accounting ledgers. Municipal Records Schedule Retention and Disposition a Retain 3 years after closeout of the funds; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy. b Retain 3 years after closeout of the funds; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy. c Retain 3 years after closeout of the funds; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy. Active projcct filcs are vital records. 24 Code of Federal Regulations (CFR) Part 92.508 Sec. (c)(1)-(2); 24CFR 570.490) 24 Code of Federal Regulations (CFR) Part 92.508 Sec. (c)(1)-(2); 24 CFR 570.490) 24 Code ofFcdcral Regulations (CFR) Part 92.508 Sec. (c)( I )-(2); 24 CFR 570.490) MR26 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES COMMUNITY DEVELOPMENT/HOUSING AUTHORITY RECORDS Record Series Title and Description Retention and Disposition 2 CONSOLIDATED PLAN A 5-year strategic plan and application rcquircd by HUD to obtain federal funds. The plan serves as the application and long term plan for the use of CDBG and HOME resources. a Five-Year Consolidated Plan and a Retain 10 years after submission; supporting documentation destroy. b Annual Action Plan and Supporting b Retain 5 years after submission; Documentation destroy. 3 COMMUNITY HOUSING AFFORDABILITY STRATEGY (CHAS) Records satisfy HUD rcquirements to providc a strategic plan for the use of CDBG fcdcral resources from 1992 through 1995. Records include annual performancc rcports, updates, annual plans, background information, correspondence and memoranda. 4 COMMUNITY HOUSING DEVELOPMENT ORGANIZATION PROGRAM RECORDS Records document grants from Community Development Block Grant Funds to private, nonprofit organizations in community. Contains program guidelines, applications, correspondence, minutes, recipient agreements, request for proposals and proposals submitted by applicants. 5 FIRST TIME HOME BUYER PROGRAM RECORDS Applications, eligibility statements of applicants, statements of work, and original closing documents, which document loans from grant funds provided by HUD to support activities pertaining to housing for low income households. a Approved Loans b Denied Applications Municipal Records Schedule Retain 3 years after closeout of the 24 Code of Federal funds; destroy. Regulations (CFR) 570.490 Retain 3 years after closeout of the funds, however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy. a Retain 3 years after the settlement ofthe loan; destroy. b Retain 3 years after application denied; destroy. Active project files are vital records 24 Code of Federal Regulations (CFR) Part 92.508 Sec. (c)(1)-(2); CFR 570.490 Vital record until loan is settled. MR27 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES COMMUNITY DEVELOPMENT/HOUSING AUTHORITY RECORDS Record Series Title and Description 6 GRANTEE PERFORMANCE REPORTS Annual report to HUD which provide statistics on grantee performance programs, and dispensing of funds. Also contains background documentation for report, correspondence, and memoranda. 7 HISTORIC PRESERVATION RECORDS Records document projects and programs foster historic preservation. Projects and programs include administering regulations for the Historic District and overseeing nominations to the National Register of Historic Places. a National Register nomination and supporting material. I National Park Service 2 State Historic Preservation Office 3 Municipality 4 Other entities (if the municipality has not kept the records, e.g. local library, local historical society, etc.) b All other records including surveys of historic sites, historic district status reports, historic district review applications, maps, photographs, copies of building permits, and correspondence. 1 Municipality 2 Other entities 8 HOUSING REHABILITATION RECORDS Records document loans from CDBG fund for housing rehabilitation loans to low income families. 9 HOPE III PROJECT RECORDS Records document a defunct loan program to low income city residents to purchase homes. Includes loan applications, eligibility statements, applicant checks, deeds of trust, promissory notes, and closing documents. Retention and Disposition Permanent a National Register nomination and supporting material. 1 Permanent 2 Permanent 3 Permanent 4 Permanent b All Other Records. 1 Permanent 2 Permanent Retain 3 years after settlement of the loan; destroy. Retain 3 years after settlement of the loan; destroy. 10 MINOR HOME REPAIR RECORDS Records document grants from CDBG Retain 3 years after approval of grant. funds for minor home repairs to low income families. Vital record until loan is settled. Vital record until loan is settled. Municipal Records Schedule MR28 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES COMMUNITY DEVELOPMENT/HOUSING AUTHORITY RECORDS Record Series Title and Description II NEIGHBORHOOD PROJECT APPLICATION RECORDS Applications for monies from COBG funds for painting, tree removal, and waterline replacement projects. Records consist of program guidelines, correspondence, grant applications, and letters approving or denying grant request. 12 RENTAL REHABILIT A TlON RECORDS Records document grant program from CDBG funds for rehabilitation of low incomc rental housing. 13 SIGN PERMITS Rccords document the application and granting of sign pennits a Approved Applications Applications approved for sign installation by commercial property owners. Also includes diagrams, blueprints, and maps as backup documentation. b Denied Applications c Permits. Disposition 14 TAX INCREMENT LOAN RECORDS Records document the use of tax increment monies to acquire land, provide loans for purchase and devclopment of property demolition and removal of structures, historic revolving loans, and relocation of occupants to promote development in the downtown Urban Renewal/Tax increment area Land Acquisition Records Records include original deeds of trust, insurance certificates, trust indentures, reports, photographs, correspondence, and memoranda. Municipal Records Schedule Retention and Disposition Retain 3 years after closeout of the funds; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-ycar period after closeout, the rccords must be retained until completion of the option and resolution of all issues which arise from it, or until the end of the three year period, whichever is later; destroy. Retain 3 years after closeout of the grant funds; destroy. a Retain I year after completion of work; destroy. b Retain 2 years; destroy. c Retain 10 years after completion of work or 6 months after original issuance if sign is not installed. Transfer originals to Municipal Clerk's Office who maintains the "record" copy. 24 CFR Part 92.508 Sec. (c)(1 )-(2); 24 CFR 570.490 24 CFR 5 I I Vital record during term of loan. MR29 Municipal Records Schedule MR30 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES COMMUNITY DEVELOPMENT/HOUSING AUTHORITY RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 14 TAX INCREMENT LOAN RECORDS- cont. "Record" copy is in the Municipal Clerk's Office. a Land Acquisition Records a "Record" copy is permanent, all b Loan Records other copies retain 5 years after Records include loan application, loan acquisition of land, or as needed closing documents, report of payment for reference. schedule, correspondence, and b Retain 8 years after settlement of memoranda. loan; destroy. 15 URBAN HOMESTEAD RECORDS Retain 8 years after title is no longer This is a vital record Records document a defunct program for held by the municipality; destroy. while title is held by low income households to purchase a house the municipality. for $1; city holds title on property for 5- year period until resident owner improves house and obtains mortgage financing. Retention and Disposition Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES ENGINEERING - ADMINISTRATION RECORDS Record Series Title and Description I TECHNICAL ADVISORY COMMITTEE RECORDS Meeting minutes and background materials pertaining to the Technical Advisory Committee. 2 ENGINEERING STAFF WORKING FILES Working files consisting of drafts, notes, transitory reference materials, and other records of short-range value which have been accumulated by staff members to assist with a particular project. Records in this series are not part of the official project files and are not listed elsewhere in this schedule. Permanent Purge annually. Retain until 5 years old or at the end of the project to which they pertain, whichever is sooner; destroy. ENGINEERING-FLOOD CONTROL/STORMW A TER MANAGEMENT RECORDS I FLOOD CONTROL RECORDS Documentation concerning the involvement with flood control regulations. a Historical flood information, maps, and technical reports concerning floodplain areas. b Working files, including correspondence, flood control policies and regulations. a Permanent b Retain until superseded or obsolete or when no longer needed for reference, whichever is sooner; purge annually and destroy. ENGINEERING-MAPS, PLATS, PHOTOGRAPHS, SURVEY DATA 1 AERIAL PHOTOGRAPHS 2 ST A TISTlCS AND STREET CLASSIFICATIONS Annual statistics on area and infrastructure, such as total miles of streets, alleys, highways and interstates, street footage added within the past year; and statistics on miles of street by street type, i.e. gravel, concrete, asphalt. This information is currently submitted to the State of Montana and used in calculating the allocation of State Gas Taxes. a Summary information and supporting a documentation (spreadsheets) which is submitted to the State of Montana. b All other information. Municipal Records Schedule Permanent Current information is a vital record. Permanent b Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, retain 7 years after the end of the official year to which the records relates; destroy. MR3I Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES ENGINEERING - REVIEWS Record Series Title and Description I PERMITS Applications for permits and correspondence concerning permits for encroachments on right-of-way and construction involving cxcavation, concrete placement, and stormwater connections. Records created document infrastructure improvements made in public right~of-way and involve plans, inspection reports, and other background information. a Permits authorized for construction I Storm drain connections 2 Excavation and concrete. b Encroachment permits c Permits that have not been authorized 2 PLANNED UNIT DEVELOPMENT (PUD) REVIEWS Records created in the review of the plans for Planned Unit Development (PUDS) projects submitted by land developers. Documents often included are environmental impact assessments, correspondence, and notes containing comments from staff pertaining to traffic and other impact evaluations. 3 PRIVATE CONTRACTS Records in this series relate to the review of contracts proposed and entirely funded by private developers for installing improvements in the public right-of-way. Records in this series include general correspondence, designs, plans, and specifications. a As-builts and correspondence documenting the final product. b Working files of all other pertinent information. 4 SITE PLAN REVIEWS FOR BUILDING PERMITS Series documents the review of plans and other information for building permits a Departmental copy of the review and approved site plan documents b Working files and background information not yet approved for construction Municipal Records Schedule Retention and Disposition a Permits authorized for construction 1 Permanent. 2 Retain 7 years after work is completed. b Permanent, or until 8 years after the permit is revoked. c Retain 3 years after denial; destroy. Retain review working files 5 ycars after completion of the review; destroy. a Permanent b Retain 7 information destroy. years, or when is no longer needed; a Permanent b Review annually, retain 3 years; destroy. This is a vital record. MR32 Municipal Records Schedule MR33 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES ENGINEERING - REVIEWS Record Series Title and Description Retention and Disposition Citation/Comments 5 SUBDIVISION STUDIES AND REVIEWS Records crcated in review of preliminary and final subdivision plats submitted for land development. Documents in this record series could include: subdivision improvement agreements, correspondence, closure calculations, and notes containing comments from staff pertaining to traffic and other impact evaluations. a Review working files for preliminary plats a b Review documentation concerning final plan and copy of improvement b agreements Retain working files 3 years after completion of the review; destroy. Permanent 6 V ACA TIONS OF LAND Records in this series document the transfer of rights-of-way on public property to private ownership. Original documents should be transferrcd to Municipal Clerk for incorporation into permanent file. a Commission/Council Approval of Vacation I Municipal Clerk. 2 All other copies. b Supporting documents, including maps, diagrams, ownership reports, and other supporting documentation. I Municipal Clerk 2 All other copies a Commission/Council Approval 1 Permanent. 2 Retain 5 years; destroy. b Supporting documents 1 Permanent. 2 Retain 5 years; destroy. Retention and Disposition Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES ENGINEERING - STREET AND TRAFFIC MANAGEMENT RECORDS Record Series Title and Description I HAZARD ELIMINATION SAFETY PROGRAM This series contains records analyzing hazard levels at various locations. Records provide supporting infonnation for annual submission to the Montana Department of Transportation to obtain funding for improvement of these locations under the Federal Hazard Elimination Safety Program. a The original document is submitted to the Montana Department of Transportation. b Municipality a Retain 20 years; destroy. b Retain information concerning a particular location until informa- tion is superseded or when information is no longer needed for follow-up studies, whichever IS later; destroy. 2 STREET AND INTERSECTION LOCATION FILES These files document studies, problems, repairs and improvements of public works structures and streets and intersections. Record types can include correspondence and citizen petitions, land acquisition documentation, traffic and pedestrian studies, school crossing studies, vehicle volume summaries, accident data, boundary maps, and speed surveys. a Records documenting problems and a Retain for life of the structure, or citizen complaints, and their resolution; when information become records documenting projects or obsolete. improvements requiring future action, and records containing background information which will support these activities. b Land acquisition documents. Transfer originals to Municipal Clerk, who maintains record copy. "Record" copy is in the Municipal Clerk's Office. 3 TRAFFIC ACCIDENT DIAGRAMS Series documents the occurrence of accidents at various locations. Information is annually summarized into collision diagrams. 4 TRAFFIC ENGINEERING PLANS Plans for a variety of traffic engineering projects. Plans pertain to completed, current, and proposed projects. Subjects include intersections, signalization, street lighting, and plans of proposed projects. a Plans of completed projects b Plans of proposed projects Municipal Records Schedule b "Record" copy is permanent; all other copies retain 5 years, or as needed forreference; destroy. Permanent a Permanent b Retain until completion of the project or discard when project is abandoned. MR34 Record Series Title and Description Retention and Disposition Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES ENGINEERING - STREET LIGHTING RECORDS 5 TRAFFIC ENGINEERING STUDIES AND SURVEYS This senes consists of traffic surveys, accessibility studies, and analyses. a Traffic Counts b Surveys c Traffic Studies and Analyses d Accident Report a Retain 15 years; destroy. b Final report is a permanent record; all backup data not included in the final report retain 2 years after completion ofthe survey; destroy. c Final report is a permanent record; all backup documentation discard 2 years after completion of study or analysis. d Final report is a pennanent record; all other summaries retain 7 years; destroy. Municipal Records Schedule MR35 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES ENGINEERING - STREET LIGHTING RECORDS Record Series Title and Description I STREET LIGHTING PROJECT RECORDS Documentation of projects concerning existing lighting districts within public rights-of-way, along with projects of new district construction. Included are correspondence, general district information, product specifications, and working records concerning street light conversions, and lighting design. a Project Administration. Progress reports and certified payroll records submitted by the contractor, and general corres- pondence created in the course of the project and used by the administration of the contract. b Project Plans, Correspondence, and Drawings. As-built and shop drawings, and correspondence that document and define important decision-making processes. Municipal Records Schedule Retention and Disposition a Contractors' payroll files: Retain 8 years after date of completion of the contract; destroy. General correspondence: Retain 3 years after date of completion of contract; destroy. Progress reports: Retain 3 years after final payment; destroy. b Retain for the life of the lighting structure; destroy. MR36 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES ENGINEERING - WORK ORDERS AND CONTRACT ADMINISTRATION RECORDS Record Series Title and Description Retention and Disposition 1 CONTRACT STANDARDS AND TEMPLATES This series consists of reference materials Discard when superseded or obsolete. concerning standards for preparing contracts, and includes boiler-plate templates for contracts. 2 WORK ORDER AND SPECIAL IMPROVEMENT DISTRICT PROJECTS Documentation of activities in Improvmg public rights-of-way and infrastructures within its jurisdiction. The series documents the entire process for constructing a public improvement project. Records can include general correspondence with departments, other individuals and organizations, and records documenting the process of selecting consultants and contractors. In addition, this series documents the design and construction phase of a project. Records may document aspects of the project, such as inspection reports, consultant studies and analyses, shop drawings, and as builts. Also includes project construction, administrative records include monitoring of the contractor's work, progress reports, and billings records submitted by the contractors. Proposed Projects. a Bids and Proposals b Bid awards, contracts and agreements c Correspondence d Contractor financial documentation e Other projects f Project accepted for implementation g Project Administration 1 Contractor's payroll files 2 General correspondence 3 Progress reports 4 Substantive correspondence critical to decision making process of project. h Project plans and drawings i Tax documentation Municipal Records Schedule a See General (Common) Recordl' b See General (Common) Record~ c Retain 2 years; destroy. d Discard 8 years after final payment. e Discard records when project has not been initiated within 10 years of the date of first proposal, or when proposed project is superseded or obsolete, whichever is sooner. f See General (Common) Records g 1- Discard 8 years after date of completion of the contract. 2- Permanent. 3- Retain 2 years; destroy 4- Discard 3 years after final payment. h As-builts, shop drawings, and correspondence documenting the final product are a permanent record, all others discard when no longer needed for reference or when project is completed. i Discard records 7 years after completion of project or 7 years after final assessment payment was made by the property owner, whichever is later. h This is a vital record. MR37 Retention and Disposition Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FINANCIAL - ACCOUNT ACTIVITY RECORDS Record Series Title and Description I ACCOUNT RECONCILIATION RECORDS a Monthly bank statements used to balance and reconcile accounts. b Monthly bank statements used to balance and reconcile accounts. 2 BID DEPOSIT REPORT 3 CASH ADVANCE REPORT 4 DAILY CASH RECEIPT AND EDIT REPORTS Municipal Records Schedule a Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. b Retain 5 years after cnd of official year to which records relate if city/town IS audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Retain 5 years after end of official year to which rccords relate if city/town if audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate Retain 5 years after end of official year to which records relatc if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Retain 5 years aftcr end of official year to which records related if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. MR38 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FINANCIAL - ACCOUNTS PAYABLE RECORDS Record Series Title and Description 1 ACCOUNTSPAYABLE a Accounts Payable List (Check Disbursement) b Canceled Insurance Checks c Daily Purchasing, Inventory and Voucher Edits d Expenditure Approval List e Monthly Encumbrance Report 2 CANCELED VENDOR CHECKS Canceled checks of payments made to vendors. Retention and Disposition a Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. b Same as above c Same as above d Same as above e Same as above Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town IS not audited annually, destroy 7 years after the end of the official year to which the records relate. 3 CHECK REGISTER Listing of payments made to vendors, Permanent includes vendor number, name, check number and amount, information pertaining to a particular purchase, and the amount paid to the vendor to date for the current fiscal year. 4 CLAIMS Copies of memoranda pertaining to claims for payment, damages, or other redress presented to the Commission/Council. 5 PURCHASE ORDERS (PAID CLAIMS) Series consists of purchase orders, information on vendors, and documentation of paid invoices. Municipal Records Schedule "Record" copy: retain for 5 years after the end of the fiscal year to which the records relate; if the claim constitutes a contract, retain for the term of the contract plus 8 years; clerk's copy retain I year, destroy. Retain 5 years after end of official year to which records relate if city/town IS audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate Consider COM or microfilm. MR39 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FINANCIAL - ACCOUNTS RECEIV ABLE RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I ACCOUNTS RECEIVABLE ACTIVITY Retain 5 years after end of official REPORT year to which records relatc if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. 2 ACCOUNTS RECEIVABLE DAILY Retain 5 years after end of official UPDATES year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. 3 ACCOUNTS RECEIVABLE TRIAL Retain 5 years after end of official BALANCE MONTHLY REPORT year to which records relate if This report provides detail transaction city/town is audited annually. If information on the Accounts Receivable city/town is not audited annually, Ledger. Includes both monthly reports and destroy 7 years after the end of the year-end (June 30) reports. official year to which the records relate. 4 CREDIT COLLECTION FILES Working files documenting delinquent Retain 3 years after debt has been debtors and actions taken against them. paid, or when records are 7 years old for uncollected debt; destroy. 5 RECEIPTS Retain 5 years after end of official Copies of receipts or receipt stubs issued year to which records relate if evidencing receipt of money owed except city/town is audited annually. If those relating to special assessments. city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Municipal Records Schedule MR40 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FINANCIAL ~ BOND RECORDS Record Series Title and Description 1 BOND CALL REPORT Reports contain information on the status of debt of each SID and is used for analysis of all outstanding bonds. 2 BOND PAYMENT SLIPS Copies of payment slips sent to bond holders along with payment for interest on bond or redemption. 3 BOND REGISTER (BEARER AND REGISTERED OWNER) Official record of ownership of all bonds issued by the City. 4 BOND WORKFILES This series documents the activities on each bond from its initial issue through it's life until it is called or fund is closed out. 5 CANCELED BOND CHECKS 6 REVENUE AND GENERAL OBLIGATION BOND CERTIFICATES Bonds issued to finance capital improvement projects. Municipal Records Schedule Retention and Disposition Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town IS not audited annually, destroy 7 years after the end of the official year to which the records relate. Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Retain 5 years after end of official This is a vital record. year to which records relate if city/town is audited annually. If city/town IS not audited annually, destroy 7 years after the end of the official year to which the records relate. Retain 5 years after end of official year to which records relate if city/town IS audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town IS not audited annually, destroy 7 years after the end of the official year to which the records relate. Retain 2 years after the retirement of the issue as a whole. MR41 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FINANCIAL - BUSINESS LICENSE RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I APPLICATION FOR BUSINESS LICENSE Retain 2 years after expiration of license and all renewals (life of business); destroy. 2 BUSINESS LICENSE COPIES Retain 3 years after expiration of license; destroy. 3 BUSINESS LICENSE REPORT Retain 5 years after end of official Note: Consider trans- year to which records relate if ferring to a local city/town is audited annually. If historical society for city/town is not audited annually, preservation and better destroy 7 years after the end of the public access to official year to which the records historical business relate; data. destroy. Municipal Records Schedule MR42 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FINANCIAL - MISCELLANEOUS RECORDS Record Series Title and Description Retention and Disposition I GENERAL LEDGER a Monthly reports other than FY end report. a Retain 30 years after cnd of fiscal b Year end monthly report (June 30 report). year to which the report pertains. b Permanent 2 JOURNALS This series can be comprised of the Check Disbursement Journal, Appropriations and Expenditure Journal, Revcnuc and Receipts Journal, the General Journal, and the Encumbrance Liquidation Journal 3 JOURNAL ADJUSTMENT RECORDS Records documenting additions and modifications to journals, including vouchers, edit rcports, adjusting journal entries and daily batch update reports. a Journal Adjustments b Journal Edits 4 PARKING TICKETS a Parking Citations. Original tickets issued b Paid Citations. Parking tickets for which the fine was paid. Maintained as reference to document payment. 5 PRINCIPAL MONTHLY REPORTS Year-to-end monthly reports which document the financial information and activities. These reports could include a detail budget report; project expenditure transactions; project activity report; fund trial balance, project trial balance report; revenue report; and/or balance sheet. a Monthly reports other than fiscal year end report. b Year end monthly report (June 30 report). Municipal Records Schedule Retain 5 years after fiscal year to which the journals relate; destroy. a Retain 5 years after end of fiscal year to which the records relate. b Retain 2 years after end of fiscal year to which the records relate. a Retain 3 years; destroy. b Retain 3 years; destroy. a Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. b Retain 15 years after end of the fiscal year to which the report pertains. Citation/Comments Candidate for microfilming via Computer Output Microfilm MR43 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FINANCIAL - PAYROLL RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 1 CANCELLED PAYROLL CHECKS Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. 2 PAYROLL DISTRIBUTION REPORT Destroy 5 years after end of official Report documenting all expenditures of year to which records relate if payroll activity. city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. 3 1099 Form: Statement of earnings over $600 4 years of earnings for services for Federal Tax purposes. FINANCIAL - REVENUE RECORDS 1 ACCRUED/ACTUAL INTEREST Destroy 5 years after end of official BALANCE year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. 2 FUND BALANCE REPORT Retain 5 years after end of the fiscal year to which these records relate. 3 MONTHLY REPORTS OF ACCRUED Destroy 5 years after end of official INTEREST year to which records relate if Information used to calculate the monthly city/town is audited annually. If interest earned from investments. city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Municipal Records Schedule MR44 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FINANCIAL - TAX AND OTHER FINANCIAL ASSESSMENT RECORDS Record Series Title and Description 1 ANNUAL TAX BILLING SUMMARY Summary information concerning all assessments billed for the year. Includes individual recap sheets for each type of assessment, as well as a recap sheet for all assessments. 2 ANNUAL TAX LEDGER 3 ASSESSMENT WORKING FILES a Assessment schedules for Special Improvement Districts (SIDs). b Spreadsheet workfiles Working paper used to create and modifY a spread. 4 MONTHLY TAX DISTRIBUTION Spreadsheet which documents the distribution of taxes, interest and penalties collected. 5 MONTHLY TAX RECEIVABLE REPORTS Report detailing the month-end tax and SID balance of every property owner. Report's primary purpose is to balance the tax information. a Monthly reports excluding June 30 report. b June 30 report. Municipal Records Schedule Retention and Disposition Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Permanent a Destroy at cnd of the fiscal ycar following the cancellation or call of the bond and collection of all delinquency. b Destroy at end of the fiscal year following the cancellation or call of the bond. Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official ycar to which the records relatc. a Retain 2 years after end of the fiscal year to which these records relate; destroy. b Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Citation/Comments NOTE: Consider COM or microfilm MR45 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FINANCIAL - TAX AND OTHER FINANCIAL ASSESSMENT RECORDS Record Series Title and Description 6 SPECIAL IMPROVEMENT DISTRICT (SID) CONTROLS Records used to balance outstanding principal assessments against the general lcdger and to document the principal paid on a property. 7 SPECIAL IMPROVEMENT DISTRICT (SID) PA YOFFF RECEIPTS 8 TAX AND SID MONTHLY MAINTENANCE RECORDS Series documents the payment of activity of taxes and asscssments. Municipal Records Schedule Retention and Disposition Citation/Comments Destroy at end of the fiscal ycar following the cancellation or call of the bond. Destroy 5 years aftcr end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. MR46 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FIRE AND DISPATCH RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 1 COMPLAINT RECORDS Complaints received from citizens or other Retain 10 years; destroy. departments concerning emergency re- sponse 2 DISPATCH REPORT Logs ofall calls rcceived by 91 1 operators and forwarded to departments, as appropriate. a Permanent, retain with the related a Reports forwarded to Fire Department Fire Incident Report. b Reports forwarded to Police Department b See police records 3 EMPLOYMENT ENTRANCE TESTS Discard when test is readministercd. Series consist of the tests administered to job applicants. Tests are held biannually for firefighters, and as needed for other positions. 4 EXPOSURE REPORTS Discard 30 years after injury or 29 CFR 1910.20 Reports completed prior to 1995 by illness was reported, unlcss specified employees following exposure to otherwise by a particular OSI-L4 substances which are potentially hazardous standard. to their health, such as bodily fluids, smoke, chemicals. Also included is medical treatment information, such as hospital reports. 5 FACILITY PLANS These are vital Original blueprints, site plans, mechanical Retain for life of building. records drawings, and site and building plans of the NOTE: Consider 911 Center, all fire stations and other transferring to a local buildings owned by the fire department. historical society for permanent preservation. 6 FIRE INVESTIGATION RECORDS Documentation of investigations conducted Permanent by the Fire Prevention Division of the fire department. 7 FIRE DETECTION AND SUPPRESION 1994 Uniform Fire SYSTEM INSPECTION RECORDS Code, 103.3.4 Fire Marshal inspection of alarm and Retain for 3 years; destroy. extinguishing systems and plans for new installations submitted by alarm companies for Department review. Municipal Records Schedule MR47 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FIRE AND DISPATCH RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 8 INCIDENT REPORTS An electronic copy is Reports of all incidents responded to by the forwarded to the State Fire Department, including firc incidents of Montana. and emergency mcdical incidents. 16.30.215, ARM a Montana Department of Justice a Permanent NOTE: You should b Municipality b Permanent consider COM or microfilm. 9 INSPECTION GUIDELINES FOR FIRE MARSHAL Guidelines for inspecting various types of Retain until superseded or obsolete; materials, facilities and businesses, destroy. including hotels, high rises, hazardous materials, schools, fireworks. 10 INSPECTION RECORDS 1994 Uniform Fire This series documents inspections and life Retain documentation for 3 years; Code, 103.3.4 safety checks conducted by the Fire destroy. Department at buildings, facilities, and for equipment. II MASTER STREET/ADDRESS GUIDE Master guide containing name, address, and Retain until next monthly update; Current record is a telephone number of every resident. destroy. vital record. 12 PENDING CODE VIOLATIONS Transfer to series "Inspection Records" immediately after violation has been corrected. 13 POLICIES AND PROCEDURES Current record is a Policies and procedures for fire department vital record. personnel. Includes policies and procedures, and updates thereto, as well as staff notices of policy updates. a Master set of current and all superseded a Permanent. policies and procedures. b Discard when superseded or b All other copies obsolete. 14 STATISTICAL SUMMARY REPORTS a Monthly Reports a Retain 10 years; destroy. b Annual Reports b Permanent. 15 SUBDIVISION REVIEWS Documentation of the fire department's Retain 3 years after completion of the review of subdivision development plans review; destroy. submitted by land developers. Municipal Records Schedule MR48 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES FIRE AND DISPATCH RECORDS Record Series Title and Description 16 TRAINING RECORDS Documents the fire department's administration of various certification tests developed by the National Fire Protection Association, including course outlines and test results. "Record" copy is a permanent copy. a Certificates b Test questions and course outline c Test results Municipal Records Schedule Retention and Disposition a "Record" copy retain 25 years after termination or separation of employee. Departmental copy transfer to Human Resources upon termination or separation. b Update as required. c Retain 5 years after termination or separation of employee. Citation/Comments MR49 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description I AFFIDAVITS OF PUBLICATION OF ORDINANCES AND LEGAL NOTICES Notarized certificates and newspaper clippings attesting to the publication of legal notices. a Publication of Ordinances b All others 2 AGENDAS Posted agendas and notices for meetings of the Commission/Council and advisory boards, committees, and commissions. Record copy is in Municipal Clerk's Office. a Municipal Clerk b All other copies 3 BID AND PROPOSALS a Successful awards under $25,000 b Unsuccessful awards under $25,000 c Successful awards over $25,000 d Unsuccessful awards over $25,000 e Unopened Bids f Contractor warranties Municipal Records Schedule Retention and Disposition a Permanent. b Place with related project file and dispose of accordingly. If no project file exists, retain 3 years; destroy. a Retain 2 years; destroy. b Retain until after meeting; destroy. a Retain 8 years after termination or completion and final payment; destroy. b Retain I year after date of award; destroy. c "Record" copy retain 8 years after termination or completion and final payment; destroy. All other copIes retain with related bid award or contract file and dispose of accordingly. d Retain until contract is completed; destroy. e Return to bidder after award. f Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Citation/Comments Active record is a vital record. MR50 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description 4 BID AWARDS, CONTRACTS, AND AGREEMENTS "Record" copy of routine procurement records including legal notices, bid awards, affidavits of publication, signed contracts or agreements, certificates of insurance, surety bonds, requests for proposals, proposals, technical specifications, reports, correspondence, and similar records relating to the negotiation, administration, negotiation, renewal, and termination of awards, contracts and agreements to which the city is a party. a Bid awards and contracts under $25,000. b Bid awards and contracts over $25,000. c Utility and other major construction or restoration/renovation contracts. 5 BUDGET WORKING PAPERS Records created and used in the preparation of the annual budget, including departmental requests, estimates, ledgers, handwritten notes, and related correspondence and memoranda. a "Record" copy in the finance or treasurers office b All other copies 6 COMPLAINTS Original citizen complaint form listing name, address, phone number, location of complaint, nature of complaint, responsible department, and steps taken. 7 CORRESPONDENCE a Permanent Program and Policy Correspondence Incoming and outgoing letters, memoranda, and e~mail pertaining to the formulation, planning, and implementation of the mission, policies, programs, operations, and projects are prime candidates for permanent retention. Records with permanent value include, but are not limited to: records documenting municipal policy; records documenting the policy process; records that document how the municipality is organized and how it functions; its pattern of action and decision-making; its policies, procedures, and achievements; and that serve to substantiate accountability. Municipal Records Schedule Retention and Disposition a "Record" copy is in the department that lets the contract; retain 8 years after termination or completion and final payment; all other copies destroy upon termination or completion and final payment. b "Record" copy is in the Municipal Clerk's office, retain 8 years after termination or completion and final payment. c "Record" copy is in the Municipal Clerk's office and is permanent; all other copIes destroy upon termination or completion and final payment. a Retain 5 years after the fiscal year to which the records relate; destroy. b Retain 2 years; destroy. Retain 2 years; destroy. a Permanent. Continued on next page. Citation/Comments Active records arc vital records. MR51 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description 7 CORRESPONDENCE-Coot. b Non-Pennanent Correspondence: Routine Incoming and outgoing letters, memoranda and e-mail pertaining to the normal and routine administrative functions. Consists of correspondencc providing general information and requests for information, referring inquirics elsewhere, forwardinE materials, acknowledging incoming letters, making arrangement for routine meetings 0 other events, and similar matters of mino administrativc character which contain n( substantivc information. c Non-Pennanent Correspondence: Transitory Incoming and outgoing letters, memoranda and e-mail that, while part of municipal business, are purcly informational with E very short time-value. Examples include routine correspondence for which a record i needed only for a limited time, such a5 incoming or outgoing transmittal/cove messages that do not add information to tha contained in the transmitted materia ("enclosed please find ..."); routine questions and answers that require no administrative action, no policy decision, and no special compilation or research for reply ("our address is ...," "the deadline is ...," "please send 10 copies of .....); thank- yous, acknowledgments, congratulations; information copies of correspondence on which no documented administrative action was taken. d Non-Record Correspondence: The following materials are not records and may be destroyed! deleted at any time, unless they become part of some official record as a result of special circumstances: correspondence and memoranda generated by another entity and kept by your office for reference purposes; unofficial employee activities (parties, softball games, etc.); internal office announcements ("Ms. Jones is here to see you," "Joe Smith called," "is this afternoon's meeting still on?"); quasi- official notices (notices of holidays, charity appeals, etc.); junk mail; listserv messages, other than those you post in your official capacity. Municipal Records Schedule Retention and Disposition b Retain for 3 years; destroy c Retain in office for 30 days; destroy d Destroy/delete at will. Citation/Comments MR52 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description 8 COUNCIL/COMMISSION PACKETS Material assembled and distributed to Council/Commission membcrs containing documents pertaining to a Council meeting as weIl as informational material. "Record" copy is in the Municipal Clerk's Office. a Municipal Clerk b All othcr copies 9 DELIVERY RECEIPTS Receipts creatcd when secured armored express, federal express, etc. picks up funds from thc municipality. 10 EQUIPMENT RECORDS Original operating instruction booklets, service agreements, warranty information, replacement part information, technical referencc booklets, purchasing information, and owncrs manuals which document the use and maintenance of equipment purchased. II FINANCIAL FILES Files relating to the expenditure of funds, such as cost estimates, receipts and receipt stubs, purchase orders, invoices, and vouchers, except those for the payment of taxes, special assessments, utility deposits, and any receipts noted elsewhere in these schedules. a Municipal Clerk: "record" copy b All other copies 12 GENERAL ADMINISTRATIVE FILES Records relating to the internal management or general administration of a department rather than the functions for which the office exists. In general, these records relate to the office organization, staffing procedures, and communications; the expenditure of funds, including training and gravel; supplies and office services and equipment requests and receipts; and the use of office space and utilities. They may Rev. l.l Date: 09-2004 Municipal Records Schedule Retention and Disposition a Retain 10 years; destroy. b Retain until after Council/Commission meeting to which the package pertains; destroy. Fiscal plus 2 years Life of the equipmcnt, as needed for reference; destroy. a Retain 8 years after end of official year to which the records relate; destroy. b Retain 3 years; destroy. Retain after 2 years old or sooner if purpose is served; destroy. MR53 Citation/Comments MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description 12 GENERAL ADMINISTRATIVE FILES- CaNT. also include copies of reports and correspondence officially filed elsewhere, copies of internal activity and workload reports. 13 INSURANCE POLICIES Liability, theft, fire, accident, health, life, and other policies for property and personnel, including supporting documentation regarding implementation, modification, or replacement of policies. "Record" copy is in the Municipal Clerk's Office. 14 LEASES Legal instruments, signed leases, correspondence, memoranda and other records pertaining to the negotiation, administration, renewal, and termination of a lease to which the City is a party. a Municipal Clerk: "record copy" b All other copies 15 MEMBERSHIP IN ASSOCIATIONS, SOCIETIES, AND COMMITTEES a Records documenting participation in a external governmental and professional organizations in which are members in their official capacity as city representatives. I Official copies of committee records such as meeting minutes, declarations, newsletters, speeches, correspondence. 2 Background information, corres- pondence of minor administrative character, drafts. Continued on next page. Municipal Records Schedule Retention and Disposition "Record" copy retain 5 years after expiration or replacement of policy; all other copies retain until policy expires or is superseded; destroy. a Retain 8 years after expiration, termination, or cancellation of lease; destroy. b Retain until lease expires or IS terminated; destroy. Records documenting participation. .. I Permanent 2 Retain 5 years or when no longer needed for reference, whichever is sooner; destroy. MR54 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description 16 MEMBERSHIP IN ASSOCIATIONS, SOCIETIES, AND COMMITTEES-cont. b Records documenting membership of staff in professional organizations, however, not in an official capacity as a City representative. Includes corres- pondence, copies of speeches, newsletters, copies of minutes, and miscellaneous materials. These records do not reflect official City positions. If membership is paid for with city funds, then these are city records. If membership is paid for by employee, they are personal papers, not city records. 17 MASTER PLANS Master plans and comprehensive plans developed by departments. Forward one copy to the Municipal Clerk who maintains the "record" copy. a Municipal Clerk b All other copies 18 PERSONNEL FILES Unofficial personnel folders maintained by departments consisting of documents which are duplicates of papers placed in official personnel folders. a Human Resources Department: "record" copy. b Departmental copies Municipal Records Schedule Retention and Disposition b Retain 3 years or when no longer needed for reference, whichever is sooner; destroy. a Permanent. b Retain until superseded; destroy. a Retain 25 years after termination or separation of employee; destroy. b After separation, transfer, or termination of employee, transfer to Human Resources for incorp- oration into official personnel file, if necessary. Citation/Comments MR55 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 19 PERSONNEL RECRUITMENT FILES Retain 3 years after selcction is made; Position descriptions, resumes of destroy. prospective employees, and personnel recruitment material. 20 POLICY AND PROCEDURE FILES Consists of manuals, directives, administrative rules, handbooks, and other formal policy and procedural issuances. a Formal issuances created by department a or division for which the policy or procedure is a program function 1 Master set 2 Used copies and extra copics b Copies of City operating policies and procedures used for reference. 21 PUBLICATION a Official Publications Official publications, including, but not limited to: annual reports, administrative codes, codes of regulatory commissions, and publications. Also included can be research papers created on behalf of or for the use of the city such as urban and regional land use, planning, zoning, air and water pollution, transportation, public utilities, urban geography, surveying, and mapping and semiofficial publications such as city planning reports prepared by surveying and mapping and semiofficial publications such as city planning reports prepared by a commercial firm, or in partncrship or consultation with, any city planning agency. Also includes handbooks, manuals, pamphlets, posters, and programs created for or by the city. "Record" copy is III the Municipal Clerk's office. b Reference Publications Copies of internal or external publications maintained for reference. 22 PURCHASE ORDERS Municipal Records Schedule Formal issuances. I Permanent. 2 Retain until superseded; destroy. b Retain until obsolete or superseded; destroy. a Permanent. b Retain until obsolete or no longer needed; destroy. See Item 10, MR 57 Common Records, for explanation. MR56 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description 23 READING OR CHRONOLOGICAL FILES Copies of correspondence and other papers maintained by the originating department used solely as a reading or reference file for convenience. 24 RECORDS RETENTION AND DISPOSITION SCHEDULES a Municipal Clerk: "record" copy b All other copies 25 REPORTS AND STUDIES a Official Reports and Studies Reports and studies commissioned by or conducted, funded by public monies, pertaining to public facilities, operations, and services. Studies and reports are usually performed by staff and/or consultants. Also includes studies and surveys commissioned, or those which affect the city. 1 Municipal Clerk: "record" copy 2 All other copies b Internal Reports and Studies Reports, studies, surveys, and analyses conductcd or commissioned by departments for internal information or planning purposes, and not transferred to the Municipal Clerk. I Final report. Record copy maintained by originating department 2 All backup data and documentation necessary to support final report's validity 3 Working files including drafts, notes, and reference materials 26 STAFF WORKING PAPERS Reference files and duplicate copies of documents accumulated during preparation of a report or work on a project. Municipal Records Schedule Retention and Disposition Retain 2 years; destroy. a Permanent; retain one copy of the original, plus one copy of each revision. b Retain until superseded; destroy. a Official Reports and Studies. 1 Permanent 2 Retain until obsolete or no longer needed; destroy. b Internal Reports and Studies. I Retain 10 years, unless listed otherwise elsewhere in the retention schedules; destroy. 2 Retain 2 years after completion of survey document, unless listed otherwise in the retention schedules; destroy. 3 Retain I year after completion of survey document, unless listed otherwise elsewhere in the retention schedules; destroy. Retain I year after completion of report or project, or discard sooner if no longer needed for reference; destroy. Citation/Comments MR57 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description 27 SUBJECT FILES Subject files consisting of a mix of administrative and technical material, the value of which varies depending on the organizational level at which they are created and the purpose they serve. a Organizational and Project Files Files containing administrative directives, policy studies and reports, formal memoranda, reports or special advisory committees and task forces, and similar records documenting the formulation and implementation of projects, policies, programs, and operations of any office.. b Administrative Procedural Files Administrative announcements, routine correspondence and memoranda, statements, reports, and other records of offices pertaining to office procedures and distributed within the department or among offices. c Staff Subject Files Documents generated by departments in the course of routine office administrative functions have short. term value. These records include correspondence,general 28 TIME CARDS/SHEETS a Human Resources office: "record copy" b All other copies 29 TRAINING RECORDS Retention and Disposition a Permanent. b Retain 5 years or when superseded; destroy. c Transfer to storage when 1 year old. Destroy when 3 years old. a Retain 3 years; destroy. b Retain 2 years or when no longer needed for reference, whichever is sooner; destroy. a Correspondence, memoranda, reports, a Retain 5 years or when superseded and other records pertaining to the or obsolete, whichever is sooner; availability of training and employee destroy. participation in training programs sponsored by other government or non- government agencies. b Certificates of completion, certificates or passing training requirements, and other documentation of successful training completion. Includes test scores of final tests taken by employee. Municipal Records Schedule b Transfer to Employee Personnel File in Human Resources office. Citation/Comments Current time cards are a vital record. MR58 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES GENERAL (COMMON) RECORDS Record Series Title and Description 30 TRAVEL EXPENSE RECORDS Files relating to the expenditure of funds, such as cost estimates, receipts and receipt stubs, purchase orders, invoices, and vouchers, except those for the payment of taxes, special assessments, utility deposits, and any receipts noted elsewhere in these schedules. a Record Copy b All other copies. 31 AUDIOVISUAL MATERIALS a Videotapes/audit tapes of meetings. b Promotional and public relations tapes. c Motivational and training audiotapes purchased for use by personnel. Municipal Records Schedule Retention and Disposition a Retain 5 years after end of official year to which records relate if city/town is audited annually; if city/town is not audited annually, retain 7 years after the end of the official year to which the records relate; destroy. b Retain 3 years; destroy. a Permanent, if no minutes are prepared for the meeting, I year if official minutes are prepared and approved. b Permanent. c Retain as long as administratively needed. Citation/Comments NOTE: 7-1-4141, MCA, reqUIres that cities/towns have the capability of prod. ucing copies of all records including sound and video tapes if that is record medium chosen. MR59 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HAZARD COMMUNICATION PROGRAM RECORDS Record Series Title and Description Citation/Comments Retention and Disposition HAZARD COMMUNICATION PROGRAM The purpose of a hazard communication program is to ensure that the hazards of all chemicals produced 0 imported are evaluated, and that information concerning their hazards is transmitted to employers and employees. It applies to any chemical which is known to be present in the workplace in such a manner that employees may b~ exposed under normal conditions of use or in a foreseeable emergency. Employers are not required to evaluat~ chemicals unless they choose not to rely on the evaluation performed by the chemical manufacturer or importe for the chemical. I EMPLOYEE EXPOSURE RECORDS An employcc exposure records a record containing any of the following kinds of information: environmental (workplace) monitoring or measuring of a toxic substance or harmful physical agent; biological monitoring results; material safety data shects indicating that the material may pose a hazard to human health; or, in the absence of the above, a chemical inventory or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent. a Background Data to Environmental Monitoring Data, such as laboratory reports and worksheets, from environmental (workplace) monitoring or measuring. b Material Safety Data Sheets (MSDS) See Hazard Communication Program Records schedule for a full description of MSDSs. c Chemical Inventory Or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent. d Biological Monitoring Results Results designated as exposure records by specific occupational safety and health standards. Municipal Records Schedule a Onc year, as long as the sampling results, the collection methodology (sampling plan), a description of the analytical and mathematical methods used, and a summary of other background data relevant to interpretation of the results obtained, are retained for at least 30 years; destroy. b Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy. c Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy. d Retain as required by the specific standard. MR60 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HAZARD COMMUNICATION PROGRAM RECORDS Record Series Title and Description 2 EMPLOYEE INFORM A TION AND TRAINING RECORDS a Information Employees shall be informed of: the requirements of this section; any operations in their work arca where hazardous chemicals arc present; and the location and availability of the written hazard communication program, including the rcquired list(s) of hazardous chemicals, and material safety data sheets. b Training Employee training shall include at least: methods and observations that may be used to detect the presence or release of a hazardous chemical in the work area; the physical and health hazards of the chemicals in the work area; the measures cmployees can take to protect themselves from these hazards; and the details of the hazard communication program developed by the employer; the employer shall keep a record of the dates of training sessions given to employees and the names of the employees attending. 3 EMPLOYEE MEDICAL RECORDS/FILES a An employee medical filc is a record concerning the health status of an employee which is made or maintained by a physician, nurse, or other health care personnel or technician, and may include: medical and employment questionnaires or histories; the results of medical examinations; medical opinions, b diagnoses, progress notes, and recommendations; first aid records; descriptions of treatments and prescriptions; employee medical complaints; health and dental insurance enrollment records; medical releases; and information from physician and worker's compensation reports. b Insurance Records Continued on next page. Municipal Records Schedule Retention and Disposition a Retain until superseded; destroy b Employee training records shall be placed in the employee's personnel file. a Retain actual medical records for duration of employment + 30 years; destroy. Health and dental insurance claims need not be retained for any specified pcriod and insurance enrollment records, medical releases, and information from reports should be retained for 10 years after termination of employment or 10 years after the last year enrolled in the plan, if they are maintained separately from the employer's medical program and its files Citation/Comments a 29 CFR 1910.1200 (h), and 50-78-204 & 305, MCA b 49 CFR 172.704 29 CFR I 91O.1020(d) [formerly 1910.20], as adopted by the Mon- tana Department of Labor and Industry This is a vital record. FMLA requires these records to be maintained separately from other personnel records. MR61 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HAZARD COMMUNICATION PROGRAM RECORDS Record Series Title and Description 3 EMPLOYEE MEDICAL RECORDS/FILE8-CONT. c First Aid Records Records of one-time treatment and subsequent observation of minor scratches, cuts, bums, splinters, and the like which do not involve medical treatment, loss of consciousness, restriction of work or motion, or transfer to another job, if made on-site by a non-physician. d Medical Records of Employees Who Have Worked for Less than I Year for the Employer. Retention and Disposition c First aid records need not be retained for any specified period if they are maintained separately from the cmployer's medical program and its files. d Need not be retained beyond the term of employment if they are offered to the employee upon the termination of employment. 4 LABELS AND OTHER FORMS OF WARNING Employers shall ensure that each container of Retain until superseded; destroy. hazardous chemicals in the workplace is labeled, tagged, or marked with the following information: identity of the hazardous chemical(s) contained therein, and appropriate hazard warnings. The employer may use signs, placards, process sheets, batch tickets, operating procedures, or other such written materials in lieu of affixing labels to individual stationary process containers. 5 MATERIAL SAFETY DATA SHEETS (MSDS) Employers shall have a material safety data Current sheets must be readily sheet in the workplace for each hazardous accessible; when no longer current chemical which they use. It shall contain at the sheets themselves need not be least the following information: the identity retained for any specified period as used on the label; physical and chemical long as some record of the identity of characteristics, the physical hazards and the the substance or agent, where it was health hazards of the hazardous chemical; the used, and when it was used is retained primary route(s) of entry; any exposure for at least 30 years; destroy. The limits; whether the hazardous chemical is a correspondence, once the material carcinogen or potential carcmogen; any safety data sheets are provided, may generally applicable precautions and control be retained per the Correspondence measures; emergency and first aid series listed in the General (Common) procedures; date of preparation or update of Records schedule. the MSDS; and the name, address, and telephone number of the responsible party who can provide additional information. Each employer shall maintain a copy of any correspondence sent or received by the employer in an effort to obtain a material safety data sheet when none was provided by the chemical manufacturer or distributor. Municipal Records Schedule Citation/Comments 29 CFR 1910.1200 (f), and 50-78-206, MCA 29 CFR 1910.1200 (g) and 29 CFR 1910.1020 (d) [formerly 1910.20], and 50-78-203,MCA May be kept in electronic form, microfiche, or othcr alternatives as long as no barriers to immediate employee access are created by such options MR62 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HAZARD COMMUNICATION PROGRAM RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 6 WORKPLACE CHEMICAL LIST Each cmployer shall compile and maintain a Must be updated as necessary but not 50-78-202, MCA workplace chemical list which must contain less than annually; destroy when the chemical name of each hazardous superseded. chemical in the workplace, cross-referenced to any generally used common name; the chemical abstracts service registry number, if available, must accompany all chemical names on the list; and the list must indicate the work area III which each hazardous chemical is normally stored or used. 7 WRITTEN HAZARD COMMUNICATION Retain until superseded; destroy. PROGRAM Employers shall develop, implement, and maintain at cach workplace, a written hazard communication program which at least describes how thc criteria for labels and other forms of warning, material safety data sheets, and employee information and training will be met; includes a list of the hazardous chemicals known to be present using an identity that is referenced on the appropriate material safety data sheet; includes the methods the employer will use to inform employees of the hazards of non-routine tasks and the hazards associated with chemicals contained in unlabeled pipes in their work areas. 29CFR 1910.1200 (e) Municipal Records Schedule MR63 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS Record Series Title and Description 1 CORRESPONDENCE Correspondence concerning general personnel issues and insurance. 2 DRUG AND ALCOHOL TESTING RECORDS: POST-EMPLOYMENT Records documenting procedures for selecting and testing employees randomly for drug and/or alcohol abuse. Tests are performed In compliance with the 1989 Substance Free Workplace Act and with 1995 rcgulations of the Federal Highway Administration and the Federal Transit Administration. a Plans, Procedures, Supporting Documen- tation, pertaining to the development of procedures for drug and other substance abuse testing programs, including the determination of testing incumbents in designated job positions. b Employee Acknowledgment of Notice Forms, completcd by employees whose positions are designated sensitive for substance abuse testing purposes, acknowledging that they have received notice that they may be tested. c Test Results 3 DRUG AND ALCOHOL TESTING RECORDS: PRE-EMPLOYMENT Results of substance abuse tests administered to employment applicants. Municipal Records Schedule Retention and Disposition Purge annually and destroy superseded or obsolete records. a Retain for 3 years or when superseded or obsolete or no longer needed, whichever is later; destroy. b Retain until employee separates from designated tcsting position; destroy. c Positive results: Retain for 10 years after termination of employ- ment; destroy. Negative results retain 3 years; destroy. Applicants hired: Retain until termination of employment; destroy. Applicants not hircd: Rctain 3 years after decision was made not to hire; destroy. Citation/Comments 39-2-304, MCA a 49 CFR 40.23 MR64 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS Record Series Title and Description 4 EMPLOYEE EXPOSURE RECORDS (To Hazardous Materials) An employce exposure records a record containing any of the following kinds of information: environmental (workplace) monitoring or measuring of a toxic substance or harmful physical agent; biological monitoring results; material safety data sheets indicating that the material may pose a hazard to human health; or, in the absence of the above, a chemical inventory or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent. a Background Data to Environmental Moni- toring Data, such as laboratory reports and work- shects, from environmental (workplace) monitoring or measuring. b Material Safety Data Sheets (MSDS) See Hazard Communication Program Records schedule for a full description of MSDSs. c Chemical Inventory Or any other record which reveals where and when used and the identity of a toxic substance or harmful physical agent. d Biological Monitoring Results Results designated as exposure records by specific occupational safety and health standards. Municipal Records Schedule Retention and Disposition At least 30 years; destroy. a I year, as long as the sampling results, the collection methodology (sampling plan), a description of the analytical and mathematical methods used, and a summary of other background data relevant to interpretation of the rcsults obtained, are retained for at least 30 years; destroy. b Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy. c Need not be retained for any specified period as long as some record of the identity of the substance or agent, where it was used, and when it was used is retained for at least 30 years; destroy. d Retain as required by the specific standard. Citation/Comments 29 CFR 1910.1020 (d) [formerly 1910.20], as adopted by thc Montana Department of Labor and Industry Thc form, manner, or process by which an employer preserves a record is not mandated as long as the information contained III the record IS preserved and retriev- able, except that chest X-ray films shall be preserved in their original state. MR65 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS Record Series Title and Description 5 EMPLOYEE MEDICAL RECORDS/FILES a An employee medical file is a record concernIng the health status of an employee which is made or maintained by a physician, nurse, or other health care personnel or technician, and may include: medical and employment questionnaires or histories; the results of medical examinations; medical opinions, diagnoses, progress notes, and recommcndations; first aid records; dcscriptions of treatments and prescriptions; employee medical complaints; health and dental insurance enrollment records; medical releases; and information from physician and worker's compensation reports. b Insurance Records c First Aid Records Records of one-time treatment and subsequent observation of minor scratches, cuts, bums, splinters, and the like which do not involve medical treatment, loss of consciousness, restriction of work or motion, or transfer to another job, if made on-site by a non-physician. d Medical Records of Employees Who Have d Worked for Less than I Year for the Employer Municipal Records Schedule Retention and Disposition a Retain actual medical records for duration of employment + 30 years; destroy. b Health and dental insurance claims need not bc rctained for any specified period and insurance enrollment records, medical releases, and information from reports should be retained for 10 years after termination of employment or 10 years aftcr the last year enrolled in the plan, if they are maintained separately from the employer's medical program and its files. c First aid records need not be retained for any specified period if they are maintained separately from the employer's medical program and its files. Need not be retained beyond the term of employment if they are offered to the employee upon the termination of employment. Citation/Comments 29 CFR I 91O.1020(d) [formerly 1910.20], as adopted by the Mon- tana Department of Labor and Industry This is a vital record. FMLA requires these records to be main- tained separately from other personnel rc- cords. MR66 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS Record Series Title and Description 6 INSURANCE: CLAIMS Documentation used in the payment of employee health and death benefit claims or payments to non-employees under liability policies, including Illsurance claims forms; copies of hospital, physician, and medication bills; death certificates; correspondence; beneficiary information; and other supporting papers used III processing the claims. 7 INSURANCE: POLICIES Current insurance policies and background information concerning the policy. 8 LABOR ARBITRATION AND GRIEVANCE RECORDS Records of labor arbitration in general, as well as case files. This series documents gncvances filed by employees. Includes original grievance, arbitration and investigation reports, and settlement. a Grievance Form b Investigation and Arbitration Documentation 9 LABOR UNION NEGOTIATION RECORDS May include minutes of negotiation seSSIOns, handwritten notes, and correspondcnce documenting negotiations with union representatives for labor contracts. 10 LIABILITY AND PROPERTY CLAIMS Initial report of a citizen's liability or property claim against the city/town. "Record" copy of all follow-up actions, including investigation, arbitration, and settlement. Municipal Records Schedule Retention and Disposition Retain 2 years after final settlement; destroy. Retain 5 years after expiration, termination, or cancellation; destroy. a Retain 10 years after termination of employment; destroy. b Retain 5 years after final resolution ofthe case; destroy. Retain 8 years after expiration of agreement; destroy. Retain claims report for 2 years after final settlement; destroy. Citation/Comments This is a vital record while the policy is current. NOTE: May be valuable reference material. MR67 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 11 PAYROLL: CHECK REGISTERS NOTE: The payroll List containing check number, amount, and Retain 50 years after the fiscal year to check register IS a employee name of every payroll check which these records relate; destroy. good candidate for issued. COM or microfilm. 12 PAYROLL: PAYROLL REGISTERS Retain 50 years; destroy. NOTE: The payroll Should include necessary information for register is a good retirement purposes. candidate for COM or microfilm. 13 PAYROLL: QUARTERLY Retain 4 years after the end of the 29 CFR 516.5 PAYROLL REPORTS fiscal year to which the records relate. 14 PERFORMANCE APPRAISAL Retain 3 years after appraisal or 2 RECORDS years after last use in employment decision, whichever is later; destroy. 15 PERSONNEL RECORDS/FILES If the file contains only personnel This is a vital record. Official personnel records of all employees. records, retain 10 years; if payroll Files may include resume, employment ap- information also is included, retain 50 plication, W -4 form, PERS membership years; destroy. cards, deduction information, and other personnel and payroll information. 16 POSITION CLASSIFICATION Retain until superseded; destroy. Study and survey records and background information documenting decisions leading to position classification. 17 PUBLIC EMPLOYEES Municipality: Retain 10 years after This is a vital record. RETIREMENT SYSTEM (PERS) termination of the employee; destroy. REPORTS Reports submitted to the State Public Employees Retirement Division (PERD). 18 REQUISITION FOR HIRING Retain 2 years after the end ofthe Formal request to hire; may include fiscal year to which the records relate; vacancy announcement and other destroy. information concerning the position opemng. 19 TIME RECORDS Retain 3 years; destroy. 29 CFR 516.6 May be cards or sheets or electronic This is a vital record. records. Municipal Records Schedule MR68 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS Record Series Title and Description 20 WORKERS COMPENSATION a Initial Report Report submitted by thc cmployer and claim form complcted by the employee. Summary information is available in quarterly reports submitted to MMIA. b Log and Smrunary Information Information of all recordable occupational injuries and illnesses, as well as supplementary records of each occupational injury or illness rcported. May include summary reports on accidents and incidents and ensuing workers compensation claims sent quarterly to MMIA. c Employee Exposure and Medical Records See Employcc Exposure Records and Employee Medical Records/Files earlier in this schedule. d Claims Settlement Records Documentation concerning investigations of claims and their settlement. Municipal Records Schedule Retention and Disposition a Retain 2 years after claim has been settled; destroy. b Retain 5 years after injury or illness was reported; destroy. c Retain 30 years after injury or illness was reported, unless specified otherwise by a specific occupational safety and health standard; destroy. d Retain 5 years after claim has been settled; destroy. Citation/Comments 29 CFR 1904.4 Records may be maintaincd for and on behalf of the municipality by the Montana Municipal Insurance Authority (MMIA) MR69 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS - FEDERALLY REQUIRED RECORDS Record Series Title and Description I COBRA RECORDSIRETIRED EMPLOYEE INSURANCE APPLICATIONS Enrollmcnt and waiver forms documenting acccptance or rejection of health and dental insurancc offered to retired employees and to terminatcd employees eligible for insurance under the Consolidated Omnibus Budget Reconciliation Act (COBRA). 2 EMPLOYMENT APPLICANT INFORMATION RECORDS Records documcnting minority status information concerning all job applicants. The information is collected in response to fcderal requirements for tracking the type and numbcr of minority applicants. 3 EMPLOYMENT ELIGIBILITY FORMS Mandatory federal form (1-9) to be completed by every job applicant to document employ- ment eligibility. Forms are supplemented by supporting documentation such as photocopies of driver licenses, birth certificates, green cards, and Social Security cards. 4 FICA QUARTERLY REPORTS Reports to the Social Security Administration showing employee earnings on which payroll deductions for Social Security are based. 5 FLEXTIME PROGRAM RECORDS Includes enrollment form, payment document- tation, and administrative records document- ing compliance with and administration of the flextime program (Flex 125) required under the Internal Revenue Code 1986, Section 125, as amended. The federal Employee Benefits Management Services (EBMS) maintains the "Record" copy. a Annual Report Submitted to the Internal Revenue Service. b Enrollment and Waiver Forms Municipal Records Schedule Retention and Disposition Citation/Comments Retain 3 years after termination of employment; destroy. Retain 3 years after filing EEO-4 or 29 CFR 1602.30 any other federally-required report to which these records relate; destroy. Retain 3 years after hire or 1 year 8 CFR 274a.2 after termination of employment, whichever is later; destroy. Retain 4 years; destroy. a Retain 15 years; destroy. b Retain 2 years after expiration or superseded; destroy. MR70 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES HUMAN RESOURCES RECORDS - FEDERALLY REQUIRED RECORDS Record Series Title and Description 6 MEDICARE QUARTERLY REPORTS Reports submitted to the U.S. Department of Health and Human Services showing employee earnmgs on which payroll deductions for medicare are based. 7 TAX DEDUCTION REPORTS Reports listing payroll deductions taken for state and federal taxes. 8 W-2 FORMS Copies of W -2 forms provided to employees for income tax and other reporting purposes. Includes distributed and undistributed W-2s. Municipal Records Schedule Retention and Disposition Retain 4 years; destroy. Retain 2 years after end of official year to which these records relate; destroy. Retain 4 years after end of the fiscal year to which the records relate, or after tax is paid, whichever is later; destroy. Citation/Comments 26 CFR 31.6001-1 MR71 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES INFORMATION RESOURCES (COMPUTER) SERVICES RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I COPIES OF RECORDS Destroy or delete when superseded Records relating to system security, or obsolete. including records documenting periodic audits or review and recertification of sensitive applications, disaster and continuity plans. 2 DA T A SYSTEMS SPECIFICATIONS a Codebooks b Final reports (regardless of medium) relating to master file or data base. c File specifications d Output specifications e Record layouts f User guides Municipal Records Schedule Destroy when superseded or obsolete, or upon authorized deletion of the related master file or database, or upon the destruction of the output of the system if the output is needed to protect legal rights, whichever IS latest. MR72 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES LEGAL COUNSEL/MUNICIPAL ATTORNEY RECORDS Record Series Title and Description I CASE FILES: CIVIL a Formal Judgement Copy b Case Papers and all associated records. 2 CASE FILES: CRIMINAL a Active and Pending Criminal Files Case files for individuals tried in court for misdemeanors ($500 or less) occurrmg within the court's jurisdiction. Record copy is in the court. b Court Appeals Files 3 COURT REPORTER RECORDS Full stenographcr notes of all proceedings. Retention and Disposition Citation/Comments a Permanent (reference copy). b Retain 10 years after final judgement; destroy. a Retain 10 years after final judgement; destroy. b Retain 10 years after final disposition; destroy. Retain 10 years. 3-5-603, MCA 4 OPINIONS FILES: MUNICIPAL Permanent ATTORNEY Legal opinions issued by the municipality's attorney as requested on legal matters. Files may contain requests for opinions from departments, the legal opinions themselves, memoranda, correspondence, reports, photographs, pleadings, ordinances, bonds, and billing statements. 5 OPINIONS FILES: STATE ATTORNEY Permanent GENERAL Legal opinions issued by the state Attorney General at thc request of the municipality's attorney. Files may contain requests for opinions from departments and from the municipal attorney, the legal opinions issued by the Attorney General, memoranda, correspondence, reports, ordinances, and other support documents. Municipal Records Schedule MR73 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES LIBRARY RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I ADMINISTRATIVE WORKING AND REF- ERENCE FILES a Retain 1 year after completion of a Files used for reports and statistics which final project; destroy. appear in the annual report or minutes of b Permanent the Library Board. c Destroy at the end of the fiscal b Minutes of the Library's Board. year to which the records relate. c Monthly budget reports d Permanent; update annually as d Long-range plans needed. e Daily financial overview reports (List the e Retain I year after end of the collar amount collected by in fees and fiscal year to which these records penalties during the previous day. relate; destroy. 2 CIRCULATION RECORDS Retain until book is returned; destroy. These records are Any document, record, or other method of confidential, 22- ]- storing information retained, received, or 1103, MCA. generated by a library that identifies a person as having requested, used, or borrowed library material. 3 EMPLOYEE RECORDS Enrollment and wavier forms documenting Retain 3 years after termination of acceptance or rejection of health and dental employment; destroy. insurance offered to retired employees and terminated employees eligible for insurance under the Consolidated Omnibus Budget Reconciliation Act (COBRA). 4 INTERLIBRARY LOAN (ILL) RECORDS Retain 3 years; destroy. 5 LIBRARY PUBLICATIONS Master set is permanent; all other These are records created by the Library. copies discard when superseded or Series may include brochures, clippings, fliers, obsolete. newsletters, press releases, posters and other printed material. 6 LIBRARY GRANTS 34 CFR 76.730 and "Record" copy is in the Municipal Clerk's Retain 5 years after expiration of 732 office. Series may include grant agreements, grant; destroy. grant proposals, and fund expenditure records. 7 OUTREACH RECORDS Documentation of library outreach activities Press clippings are permanent such as the bookmobile project, press records. Retain other records 2 years; clippings, statistical information and time destroy. schedules. Municipal Records Schedule MR74 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES LIBRARY RECORDS Record Series Title and Description 8 PATRON FILES a Applications of patrons with no outstanding dues or unreturned materials. b Applications of inactive patrons with no outstanding dues or unreturned materials. Municipal Records Schedule Retention and Disposition a Purge annually b Retain I year after outstanding dues have been paid and/or borrowed materials returned; destroy Citation/Comments Any records contain- ing names or other personal identifying infor-mation of library users are confidential. 22-1-1103, MCA. MR75 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES MOTOR POOL RECORDS Record Series Title and Description I EQUIPMENT FILES Purchase and maintenance records for equipment and vchicles, including work orders, purchase orders, and copies of vehicle registrations. 2 MONTHLY FLEET EXPENSE REPORTS Reports detailing parts and labor costs for repairs for each vehicle/piece of equipment serviced the transfer of funds from responsible departments. Municipal Records Schedule Retention and Disposition Retain for life of equipment, as needed for reference; destroy. Retain 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Citation/Comments MR76 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PARKS AND RECREATION - ADMINISTRATION RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I AQUA TICS AND POOL PROGRAM a Destroy 5 years after end of official 29 (CFR) 1904.4 a Daily sales and deposit slips year to which records relate if b Equipment and operator manuals city/town is audited annually. If 27-2-209, MCA c Fee wavier applications city/town is not audited annually, d First Aid requests destroy 7 years after the end of the 24.30.107, ARM e Job Applications official year to which the records f Lifeguard certifications relate. g Pool injury reports for citizens b Retain for life of equipment, or as h Pool injury reports regarding employees needed for reference. i Pool log c Retain 2 years; destroy. j Pool inspection reports d Retain 2 years; destroy. k Swimming attendance rosters e Retain 25 years after separation, I Statistical report termination of employee m Time sheets f Retain 2 years; destroy. 1 Human Resources g Retain 3 years after injury occurs; 2 All other copies. destroy h Retain 5 years after injury occurs; destroy. i Retain 3 years; destroy. J Retain for life of structure. k Retain 2 years; destroy. I Permanent. m Timesheets 1 "Record" copy retain 3 years; destroy. 2 Retain I year; destroy. 2 MAPS AND PLANS Permanent a Blue line drawings b Building and facilities original maps and plans c Site plans 3 PARK FILES MCA 7-16-4103 and Documents pertaining to the acquisition, MCA 7-16-4209(2) development, maintenance, and improvement of city owned park land. a-d Permanent a Appraisal reports e Leases: b Bills of sale I Retain 8 years after expiration c Council/commission resolutions of lease; destroy. d Correspondence and memoranda 2 Retain until expiration, e Leases termination oflease or when f Master Plans superseded; destroy. g Minutes of park board f-j Permanent h Press Releases i Park maintenance assessment data j Real estate contracts Continued on next page. Municipal Records Schedule MR77 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PARKS AND RECREATION - ADMINISTRATION RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 3 PARK FILES-CONT. k-o Permanent k Resolutions and Deeds I Right of way and utility easemcnts m Subdivision files n Studies 0 Surveys p Use permits p Retain I year; destroy. 4 RECREATIONAL ACTIVITIES a Retain 5 years; destroy. a A ward forms b Retain 2 years; destroy. b Attendance reports, sign in shects c Retain 5 years; destroy. c Class plans, class lists d Retain 5 years; Note: Some d Clippings, photographs photographs may have historical e Memorandums and correspondence value and should be retained f Promotional flyers permanently. g Recruitment letters e Retain 5 years; destroy. h Schedules f Permanent. i Score sheets g Retain 5 years; destroy. j Staff and program evaluations h Retain 5 years; destroy. i Retain 5 years; destroy. j Retain 5 years; destroy. Municipal Records Schedule MR78 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PARKS AND RECREATION - FORESTRY AND CONSERVATION RECORDS Record Series Title and Description Retention and Disposition Citation/Comments I DAILY PESTICIDE REPORTS Handwritten record of pesticide application Retain I year after incorporated into reports maintained to document application annual report; destroy. of pesticides to trees. 2 FORESTRY RECORDS a Retain 2 years; destroy. a Daily weed control reports and b Retain 10 years; destroy. correspondence c Retain 3 years; destroy. b Inspections by State d Retain until incorporated into tree c Pesticide inventory inspector annual report. d Tree rcmoval reports e Permanent. c Correspondence and studies concerning f Retain 2 years or as long as Forestry programs and policies needed for reference, whichever is f Diagrams longer; destroy. 3 PESTICIDE LICENSE Maintain I year after expiration; License with Department of Agriculture destroy. indicating certification of training to apply pesticides. 4 TREE INSPECTOR ANNUAL REPORT Permanent Annual report by tree inspector which com- iles annual statistics on dutch elm disease and trce trimming notices and removals. 5 TREE INVENTORIES Permanent Inventory of trees in parks and list oftrees to be destroyed. 6 TREE NUISANCE NOTICES a Retain 2 years after costs for Records document notices to property trimming have been satisfied by owners regarding violation of city ordinances property owner; destroy. to trim trees or cut dutch elm infected trees. b Retain 2 years after tree trimming a Notices to abate completed; destroy. b Affidavit of mailing c Retain 2 years after work is c Tree crew work orders completed; destroy. Municipal Records Schedule MR79 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PLANNING DEPARTMENT - BOARDS, COMMISSIONS, COMMITTEES RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 1 APPLICA nON FOR SPECIAL REVIEW Documentation of application process, Permanent including application form, maps, site plans, correspondence, and list of surrounding property owners. 2 BOARD OF ADJUSTMENT a This series consists of documentation of Permanent appeals to the Board of Adjustment concerning rules made by building and zoning coordinators. b Minutes 3 PLANNING BOARD a Minutes a Permanent b Resolutions b Permanent 4 TECHNICAL ADVISORY COMMITTEE (T AC) RECORDS Record copics of minutes, bylaws, background materials. a Record copy a Permanent b Informational copies b Discard when no longer need for reference. 5 VARIANCE APPLICATION Documentation of application process, Permanent including application form, maps, site, plans, correspondence, list of surrounding property owners. Series includes documentation of a variance to the airport influence zone. 6 ZONING DECISIONS ON NEWLY ANNEXED AREAS Records concerning areas annexed for Permanent specific uses containing documentation pertaining to zoning in the newly annexed areas with correspondence, maps and final decision. Municipal Records Schedule MR80 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PLANNING DEPARTMENT - ENFORCEMENT RECORDS Record Series Title and Description I ADMINISTRATIVE RECORDS Includes correspondence, appointments to various boards, budget information and de- artmental policies and procedures for hiring and consultants. 2 AFFIDAVITS OF PUBLICATION Standard affidavits from newspapers confirming that they published notices of public hearings for the various commissions and boards associated with the planning. 3 ANNEXATIONS Series contains plats, studies, resolutions, correspondence, legal notices, memoranda, applications/petitions, title reports, ownership reports, consent letters and protests. a "Record" copy is with the Municipal Clerk. b Clerk and Recorder copy. c All other copies 4 FLOODPLAIN ADMINISTRATION Administrative rccords and reference materials documenting the administration of floodplains. Records including photographs of flood events, floodplain determinations, floodplain regulations, and correspondence. a Administrative records b Regulations and determinations c Reference materials Municipal Records Schedule Retention and Disposition Retain for 2 years or until superseded or obsolete, whichevcr is latcr; destroy. Place with related project file and dispose of accordingly or retain 3 years after publication of notice; destroy. a Permanent b Permancnt c Retain until no longer needed for reference; destroy. a Retain 2 years; destroy. b Master set is a permanent record; all other copies retain until superseded; destroy. c Discard when superseded or obsolete. Citation/Comments This is a vital record. MR81 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PLANNING DEPARTMENT - LAND DEVELOPMENT RECORDS Record Series Title and Description I DEVELOPMENT AGREEMENTS Agreements with developers detailing specific provisions for services, facilities, or structures provided by the developer in developing an area of land. a County Clerk and Recorder: "record" copy b Planning Department 2 PLANNED UNIT DEVELOPMENT (PUD) RECORDS Documentation regarding each Planned Unit Development project which has been com. leted. Record types include agreements, site plans, correspondence, conceptual plans, and description of the type, quantity, and time schedule of the development. Municipal Records Schedule Retention and Disposition Citation/Comments a Permanent. b Retain until expiration of agreement, life of ownership, or when no longer needed for reference and enforcement purposes whichever is later; destroy. Permanent MR82 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PLANNING DEPARTMENT - MAPS Record Series Title and Description 1 HISTORICAL MAPS 2 MAPS CREATED BY OTHER ENTITIES such as the U.S. Geological Survey, and used for reference purposes Retention and Disposition Permanent Retain as long as needed for reference; destroy. 3 MAPS CREATED FOR SPECIFIC PLANS Permanent 4 URBAN PLANNING AREA MAPS Permanent 5 ZONING MAPS Permanent Municipal Records Schedule Citation/Comments May be transferred to an archive; 76-1-601 (2b), MCA 76-1-601 (2b), MCA 76-1-601(2b), MCA This is a vital record; 76-l-601(2b), MCA MR83 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PLANNING DEPARTMENT - PERMITS Record Series Title and Description Retention and Disposition Citation/Comments I CONDITIONAL USE PERMITS Permits granted by Board of Adjustment. This is a closed series. Retain 1 year after expiration of permit; destroy. 2 SIGN PERMITS Applications for permits and registration of signs under the municipal code. Retain I year after expiration of permit; destroy. Municipal Records Schedule MR84 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PLANNING DEPARTMENT - PLANS AND STUDIES Record Series Title and Description I COMPREHENSIVE PLAN Series documents creation and modification of the comprehensive plan, a long term planning document for development. Records concern each element of the plan, which includes public facilities, agriculture, land usc, cnvironment, etc. The senes includcs working records and drafts of each clement a Municipal Clerk: "record" copy b All other copies. 2 GENERAL TRANSPORTATION PLANNING ADMINISTRATION Working and reference files concerning a number of transportation issues including air quality, bicycle path planning, federal guidclines, and correspondence from the planner. 3 REPORTS TO THE MONTANA DEPARTMENT OF TRANSPORTATION Reports concerning the expenditures and activities of the Planning Department. a Quarterly Reports b Annual Reports 4 TRANSPORTATION IMPROVEMENT PROGRAMS (TIP) FOR THE METROPOLITAN PLANNING ORGANIZATION Series documents scheduled improvements to the transportation network. Municipal Records Schedule Retention and Disposition Citation/Comments a Permanent b Retain 25 years; destroy. Retain until no longer needed for reference; destroy. a Retain 3 years from the day the 49Codc ofFcderal grantee submits its expenditure Regulations (CFR) report for the last quarter of the 18.42; 7 CFR 3016.42 federal fiscal year if grant support is continued or renewed quarterly; or on the day the report would have been due if expenditure report is waived however, if any litigation claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of thc action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later. b Permanent. Retain 2 years after improvement project has been completed; destroy. MR85 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PLANNING DEPARTMENT - PLANS AND STUDIES Record Series Title and Description 5 TRANSPORTATION STUDIES AND PLANNING PROJECTS a Rccords documenting studies and projects conducted in agreement with the Montana Dcpartment of Transportation (MDOT) under the Community Transportation Enhancement Program (CTEP) b All other studies and projects. 6 URBAN PLANNING AND ZONING STUDIES Documentation of urban planning, zoning, corridor studies and neighborhood plans. a Drafts and working records b Final document retained in the Municipal Clerk's office. Municipal Records Sehedule Retention and Disposition Citation/Comments a Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report IS waived, however if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later. b Retain 2 years after completion of the study; destroy. 49 CFR 18.42 7 CFR 3016.42 a Retain 2 years after completion of the study; destroy. b Permanent MR86 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PLANNING DEPARTMENT - PLANS AND STUDIES Record Series Title and Description 7 UNIFIED PLANNING WORK PROGRAM Records concerning the department's submission of an annual plan for activities funded through the UPWP and explanation of how the funds will be used. Also contains reference materials used in developing the plans, including traffic count data, Federal Title Review and Guidelines. Municipal Records Schedule Retention and Disposition Citation/Comments Retain 3 years from the day the grantee or subgrantce submits its single or last expenditure report for the period if renewcd at an annual or other intcrval or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support IS continued or renewed quarterly; or on the date the grantee submits its final expenditure report in all other cases; or on the day the report would have been due, if expenditure report is waived, however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later. 49 CFR 18.42 7 CFR 3016.42 MR87 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PLANNING DEPARTMENT - SUBDIVISION CREATION AND REVIEW RECORDS Record Series Title and Description I SUBDIVISION RECORDS a Working Files Records developed during the creation and review of subdivisions. Record types can include correspondence, city departmental revIew notes and evaluations, various drafts of plats from conceptual to preliminary to final plat stages. b Preliminary Files I Approved Subdivisions 2 Unapproved Subdivisions c Subdivision Improvement Agreements I "Record" copy retained in the Municipal Clerk's office. 2 Departmental copy. Municipal Records Schedule Retention and Disposition Citation/Comments a Retain for the life of subdivision b Preliminary Files 1 Retain for the life ofthe subdivision. 2 Retain 10 years; destroy. c Subdivision Improvement Agree- ments 1 Permanent 2 Retain for the life of the subdivision. MR88 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES POLICE DEPARTMENT - CRIMINAL JUSTICE RECORDS Record Series Title and Description I ARREST WARRANTS Warrants issued for arrest of individuals suspected of crimes committed. a Original arrest warrant b AIl other copies 2 BENCH WARRANTS Warrants for non-appearance in court of defendant in case. 3 NATIONAL CRIME INFORMATION CENTER (NCIS) RECORDS Documentation of criminal justice information entered into the National Crime Information Center's database. a Daily log sheets b Entry sheets providing record of information by criminal classification for data entered on wanted persons, stolen vehicles, missing persons, stolen guns, and stolen license plates. Municipal Records Schedule Retention and Oisposition a Retain in office until warrant is executed by Police Department or canceled by court of jurisdiction, whichever is sooner, then transfer to court. b Destroy after warrant is issued or canceled. Return to court after warrant is served, if not served, destroy 2 years after issuance. Citation/Comments Retain 3 years aftcr statc or fcdcral NCIC policy and audit. regulations, Scction II, Audit MR89 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES POLICE DEPARTMENT - INVESTGA TION RECORDS Record Series Title and Description Retention and Disposition 1 ACCIDENT INVESTIGATORS REPORT State of Montana accident report form Retain 3 years after last activity; completed by officers reporting on motor destroy. vehicle accidents. 2 CASE FILES a Files for persons arrested and convicted, includes fingerprint lifts, photographs, state and federal arrest records. b Files for persons arrested but not convicted. a Retain 75 years after last activity. b Retain until court of jurisdiction orders destruction of records or return upon request to individual arrested but not convicted. 3 EVIDENCE TAGS Tags identifying evidence collected by police Retain separately in office as long as officers during criminal investigations. These needed for investigative purposes; should be attached to the evidence and kept incorporate into Criminal Investiga- there until evidence is no longer needed; then tive Records after disposition of court tag should be incorporated into case file to cases. track disposition of evidence. 4 CRIMINAL INTELLIGENCE INFORMATION General intelligence gathered by the Retain in office as long as needed for department for police investigations. investigative purposes. Documents include crime analysis, crime statistics and mapping, handwritten notes, and correspondence. 5 CRIMINAL INVESTIGATIVE RECORDS Records document all official police investigations for crimes committed. Sample records in a file include an arrest report, transcript of suspect interrogation, suspect statements, evidence release forms, fingerprint cards, laboratory reports, evidence tags, copy of Montana Highway Patrol accident investigation report, case worksheet and other documents relating to specific criminal cases. a Records involving adults arrested for felony or misdemeanor charges involving domestic violence, driving under the influence, and violations of protective orders. b Records involving adults arrested for all misdemeanor charges not included in (a) above. c Records involving juveniles arrested for driving under the influence. d Records involving juveniles arrested except those listed in (c) above. Municipal Records Schedule a Retain 50 years after last activity; destroy. b Retain 10 years after last activity; destroy. c Retain 50 years after last activity (MCA 41-5604 and MCA 45-5-624 (7) d Upon consent of the court judge or county attorney, destroy after records remain sealed for 10 years. MCA 41-5-216 Citation/Comments This is a vital record for current investigations. 44-5-02(8)(a)(b),MCA This is a vital record for current investiga- tions. (Administrative rules of Montana (ARM) 23.12.105) MR90 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES POLICE DEPARTMENT - INVESTGA TION RECORDS Record Series Title and Description 6 FINGERPRINT CARDS a Cards for arrests leading to conviction. b Cards for arrests not leading to conviction. 7 FINGERPRINT LIFTS Fingerprints taken by police officers at the scene of crime. 8 MASTER NAME CARDS Records provide data pertaining to individuals charged with criminal violations. Data includes criminal charge, citation number, date charged, docket number FBI number, fingerprint classification, physical description, and suspect's date of birth. a Paper cards for all individuals charged with felony or misdemeanor offenses involving domestic violence, driving under the influence, and violations of protective orders. b Paper cards for all individuals charged with misdemeanors not included in (a) above. c Paper cards involving juveniles arrested for driving under the influence. d Paper cards involving juveniles arrested, except those listed in (c) above. Retention and Disposition a Retain 75 years after last activity; destroy. b Retain until court of jurisdiction in case orders destruction of record or return, upon request, to individual arrested but not convicted. Retain 50 years after last activity; destroy. a Retain 50 years after last activity, destroy paper records 1 0 years after last activity. b Retain 10 years after last activity; destroy. c Retain 50 years after last activity d Upon consent of the court judge or county attomey, destroy after records remain sealed for 10 years. 9 PAWN SLIPS Copies of pawn slips, slips indicate the items being pawned or sold, and the name, address, and physical description of customer. a Slips for stolen items used in criminal a Transfer to case file investigations. b Slips not used in criminal investigations. b Retain one year; destroy Citation/Comments MCA 44-202(8)(a)(b) This is a vital record for current investigations 23.12.105, ARM c 41-5-604,MCA 41-5~624 (7), MCA d 41-5-604, MCA Municipal Records Schedule MR91 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES POLICE DEPARTMENT - PERSONNEL RECORDS Record Series Title and Description I DEPARTMENTAL DIRECTIVES AND PROCEDURES a Manuals containing memoranda and directives. b Master set of current and superseded policies and procedures. c All other copies 2 INTERNAL AFFAIRS INVESTIGATION Statements, reports, polygraph examinations, photographs, and other records documenting the investigation of Police Department internal affairs. 3 OFFICER TRAINING PROGRAM FILES Records documenting training programs for officers. Municipal Records Schedule Retention and Disposition Citation/Comments Current record is a vital record. a Permanent b Permanent c Discard when superseded or obsolete. Permanent Retain 5 years after termination of employee; destroy. MR92 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PUBLIC WORKS ~ AGREEMENTS Record Series Title and Description 1 INTERGOVERNMENTAL AGREEMENTS Agreements with other governments. Agreements can include signal light maintenance, street and traffic control maintenance, construction, railroad grade b crossing signal agreements. a Municipal Clerk: "Record" copy b All other copics 2 STATE ROUTE MAINTENANCE AGREEMENTS a Municipal Clerk: "Record" copy and any a supporting documentation. b All other copies. Municipal Records Schedule Retention and Disposition Citation/Comments a Retain 8 years after the expiration Current agreements or termination of the agreement; are a vital record. destroy. Retain until expiration or termination of the agreement; destroy. Retain 8 years after the expiration or termination of the agrcement; destroy. b Retain until expiration or termination of the agrcement; destroy. Current agreements are a vital record. MR93 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES PUBLIC WORKS - GENERAL RECORDS Record Series Title and Description 1 COMPLAINTS Complaints received from the public, other municipal agencies, or departments, including any documentation concerning the resolution of the complaint 2 MONTANADEPARTMENTOF HIGHWAY PROJECTS Reports, correspondence and similar records pertaining to contracts and agreements between the Montana Department of Highways and the municipality concerning the location, relocation, construction, reconstruction, maintenance control, supervision. and regulation of designated state highways that run within and through the municipality . 3 MONTHLY REPORTS Monthly reports on public works projects and related budget status. Municipal Records Schedule Retention and Disposition Retain 2 years after the complaint has been resolved; destroy. Permanent Retain 4 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the of official year to which the records relate. Citation/Comments MR94 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES SOLID WASTE - COLLECTION RECORDS Record Series Title and Description . Retention and Disposition Citation/Comments 1 ANNEXATION FILES Records used to track new lands annexed in a Retain 3 years after initiation of order to provide garbage. "Record" copy is in service; destroy. the Municipal Clerk's office. b Retain 3 years after initiation of a Affidavits and petitions of services service; destroy. b Legal opinions c Retain 3 years after initiation of c Mail lists service; destroy. d Resolutions and supporting material d "Record" copy is a permanent regarding annexations. copy; all other copies retain as needed for reference. 2 CONTAINER INFORMATION a Brochures about containers a Retain until superseded; destroy. b Correspondence with citizens b Retain 2 years; destroy. c Vendor information c Retain until superseded; destroy. 3 MAPS Maps of roads, streets, subdivisions, Retain as needed for reference. annexations and other geographical contours. 4 ROUTE AND COLLECTION PICKUP RECORDS Route lists, changes, surveys and handwritten Retain 2 years after superseded; notes destroy 5 ROUTE AND COLLECTION SURVEYS Surveys, questionnaires of property owners Retain 2 years; destroy. regarding services and routes. 6 VEHICLE RECORDS a Driver listings "Record" copy retain for the life of b Fleet schedules the vehicle; all other copies retain as c Inventory ledgers long as needed for reference. d Maintenance records e Vehicle cost worksheets f Vehicle registrations Municipal Records Schedule MR95 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES SOLID WASTE - FINANCIAL RECORDS Record Series Title and Description Retention and Disposition I CASH RECEIPT BOOKS Retain 3 years; destroy. 2 COLLECTION ASSESSMENT REFUNDS Retain 3 years; destroy. Request for adjustment to garbage assessment applications and copy of refund slips 3 DEPOSIT SLIPS Retain 3 years; destroy. 4 MATERIALS SAFETY DATA SHEETS Retain for 30 years. Records document the safe use and storage of hazardous materials maintained onsite. 5 STATEMENT OF ACCOUNT Statement of account sent to customer billing for landfill dumps or drop box rentals at the landfill. 6 TAX CARDS Ledger cards detailing ownership history, change in service, and other information used to compute individual solid waste tax assessments. Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate. Retain as long as administratively needed. Citation/Comments This is a vital record. 229 CFR 1910.20; 29 CFR 1910.1200 Municipal Records Schedule MR96 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES SOLID WASTE - LANDFILL RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 1 ACQUISITION RECORDS This is a vital record. Legal agreements, copies of resolutions, maps, deeds, title insurance, sales agreements and escrow papers documenting the purchase of land for landfill site. and other documents pertaining to the acquisition of the landfill. 1 Municipal Clerk 1 Permanent 2 All other copies 2 Retain as long as needed for reference. 2 DAILY LOGS Records tabulate the daily number of vehicles entering landfill by user. a Ledgers, worksheets and vehicle usage a Retain I year; destroy. reports. b Reports of daily usage by non-city vehicles. b Retain 1 year; destroy. 3 INVOICES Retain 30 years after closure of ARM (AR-W Invoices prepared for customers making landfill. 17.50.531; Fed. Reg. landfill dumps. Vol. 56, No. 196 (Oct. 9,1991) p.51056, 40 CFR 258.29) 4 LEASES "Record" copy retain 8 years after "Record" copy in the Municipal Clerk's expiration or termination; all other office. copies retain until no longer needed; destroy. 5 OPERATIONS RECORDS Retain 30 years after closure of ARM (AR-W a Citations landfill. 17.50.531; Fed. Reg. b Change fund audit Vol. 56, No. 196 (Oct. c Analytical and technical reports 9,1991) p.51056, 40 d Solid waste committee records CFR 258.29) e Hazard waste disposal requests f Correspondence and memoranda 6 RENEWAL APPLICATION RECORDS Landfill license and a License a-g Retain 30 years after closure of permit are vital b Montana pollution discharge elimination land fill. records. system permit c Inspections h Retain as needed for reference. d Training records e Closure plans f Financial memoranda and background documentation g Monitoring, methane, landfill gas, groundwater, refrigeration reports h Montana solid waste regulations and guidelines. Municipal Records Schedule MR97 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES SOLID WASTE - LANDFILL RECORDS Record Series Title and Description Retention and Disposition 7 STUDIES AND PLANNING RECORDS Technical studies and reports completed by Permanent staff or consultants concerning landfill operations and management. 8 TONNAGE REPORTS Slips indicating tonnage of solid waste Retain 3 years; destroy. Citation/Comments 9 USE AGREEMENTS This is a vital record. Signed agreement with commercial users of Retain 8 years after the expiration or landfill. termination of the agreement. I 0 WASTE DISPOSAL RECORDS Series could include, correspondence, Retain 30 years after closure of waste disposal forms, asbestos disposal landfill. forms, waste shippers manifest and non hazardous waste manifests. This is a vital record. ARM 17.50.531; Fed. Reg. Vol. 56, No. 196 (Oct. 9,1991) p. 51056, 40 CFR 258.29) Municipal Records Schedule MR98 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES STREET AND TRAFFIC RECORDS - ADMINISTRATION Record Series Title and Description 1 CONFINED SPACE AUTHORIZATIONS Authorizations for workers to enter confined spaces such as manholes. 2 DAILY WORK REPORTS Daily tabulations of the amount of time individual workers spend on specific projects. These reports duplicate the information found on time cards 3 EQUIPMENT LISTS Lists of equipment owned radio call numbers, and equipment rental lists providing rates for services used to charge other city offices and/or private citizens for special services. 4 MONTHLY REPORTS a Summaries of employees daily work used for scheduling and rotating workers b Summaries of work completed and sent to MDOT. 5 SERVICE REQUESTS Memoranda and requests received concerning work that needs to be done, may include notes on completion of the work. Retention and Disposition Citation/Comments Retain until separation or transfer of employee; destroy. Retain until monthly report is completed; destroy. Retain until superseded; destroy. a Retain 2 years; destroy. b Permanent Retain 2 years; destroy. Municipal Records Schedule MR99 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES STREET AND TRAFFIC RECORDS - ADMINISTRATION Record Series Title and Description Retention and Disposition Citation/Comments 1 SIGNALS a Intersection Maps (as builts) Copies of all a Permanent. maps for all ofthe intersections with traffic b Retain for life of equipment; signals. destroy. b Maintenance manuals c Retain 5 years; destroy. c Signal complaint reports d Retain 5 years; destroy. d Signal maintenance records e Retain for life of signal. e Traffic signal schematics 2 SIGNING Records pertaining to the maintenance of road signs and lane stripping. a Road signs and lane striping a Retain 2 years; destroy. b Work orders and activity reports b Retain 2 years; destroy. 3 SNOW REMOVAL Files containing information on snow removal Retain 8 years after contract expires; contractors including copies of insurance destroy. certificates and licenses, drug testing information and similar records regarding contractors who assist the City with snow removal. 4 STREET MAINTENANCE a Retain 2 years after work is a Work order completed; destroy. b Weed complaints to property owners and b "Record" copy retain 2 years after charges for completion of work. assessment for weed cutting c Informational memoranda occurs; all other copies retain 1 year after weed cutting occurs. c Retain until superseded; destroy. 5 STREET SWEEPING a Retain 2 years; destroy. 40 Code of Federal a Chip seal records. b Retain 1 year ;destroy. Regulations (CFR) b Daily Reports. c Retain until superseded; destroy. 262.40 c Flush valve location list. d Retain 3 years or until receipt of a d Hazardous Waste Manifests documenting signed manifest from facility shipment to disposal contractor. receiving the waste; destroy. e Maps of sweeping and leaf pickup. e Retain until superseded; destroy. f Signed manifest from recipient facility. f Retain 3 years; destroy. 6 STORMW ATER AND SEWER This is a vital record. a Sewer cleaning and inspection records a Retain for life of structure. b Sewer district maps of sewers maintained. b Permanent. Municipal Records Schedule MRIOO MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - ADMINISTRATIVE RECORDS Record Series Title and Description I ACCIDENT AND INCIDENT REPORTS Reports filed when a transit employee or vehi- cle is involved in an accident or incident. a Incident and accident reports entailing liability or other involvement. b Incident and accident reports not entailing liability or other involvement. c Accident and incident baekground and supporting documentation. 2 AUDIT WORKING FILES Original and duplicate audit records. 3 CASH EDIT RECORDS Daily printouts of cash edit list with cash receipts attached documenting the sum of fees collected. 4 CHARTER/SPECIAL SERVICES RECORDS Series may contain correspondence, route maps, regulations concerning charter services and schedules. 5 EMPLOYEE SAFETY TRAINING a Employee training history b Certifications and test results ("Record" copy in Human Resources Department) 6 HAZARDOUS WASTE DISPOSAL Documents the shipment of hazardous materials to a disposal contractor. Includes shipping receipts, type of material shipped, container type, volume, and destination. a Records documenting shipment to disposal contractor. b Signed receipts from recipient facility. Retention and Disposition a Retain 2 years after claim has been settled; destroy. b Retain 1 year; destroy. c Destroy when no longer needed to settle claims, or I year after claim has been settled, whichever is sooner. Retain 1 year after completion of audit; destroy. Destroy 5 years after end of official year to which records relate if city/town is audited annually. If city/town is not audited annually, destroy 7 years after the end of the official year to which the records relate Retain I year after discontinuation of services; destroy. a Retain as long as employee is employed as a "hazmat" employee and 90 days thereafter; destroy. b Retain 6 years after termination of employee. a Retain for the term plus eight years. b Retain until lease expires or is terminated; destroy. Citation/Comments Records serve to reconciliate dcposits Series does not in- clude any documenta- tion needed to docu- ment Department's compliance with state and federal require- ments for particular types of services, such as those for Americans with disabilities 49 CFR 172.704 Active records is a vital record. Municipal Records Schedule MRIOl MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - ADMINISTRATIVE RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 7 LEASES Legal instruments, signed leases, correspondence and memoranda, and other records pertaining to the negotiation, administration, renewal and termination of a 1 Retain for the term plus eight lease to which the city is a party. years; destroy. 1 Municipal Clerk 2 Retain until lease has expired or is 2 All other copies. terminated; destroy. 8 MONTHLY OPERATION REPORTS Retain 5 years; destroy. Reports summarizing activities and operations. 9 STAFF MEETING MINUTES Retain 1 year old; destroy. Record copy of minutes of the meeting of operations staff. 10 PASSENGER COMPLAINTS a Destroy when 2 years old ifno Documentation of complaints made by repeat complaints have been riders against employees, also includes received. responses. b Retain record copy with remainder a Complaints not resulting in disciplinary of Personnel File until 25 years action against employee. Record copy is after termination. located in the department Departmental copy---destroy at b Complaints resulting in disciplinary transfer or termination of action against employee. employee or when no longer 1 "Record" copy in Human Resources needed for reference, whichever is 2 Departmental copy sooner. 11 PLANNING CERTIFICATION Notes and correspondence concerning Retain 1 year after final expiration of efforts to obtain the Planning Certification certification; destroy. from the Montana Department of Transportation, verifying that the department complied with federal requirements. 12 PRE-EMPLOYMENT TEST SCORES a Update as required a Test questions and course outline b Test results b Test results 1 Retain 5 years after termination 1 Successful applicants of employee; destroy. 2 Unsuccessful applicants 2 Retain 2 years old; destroy. Municipal Records Schedule MRI02 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - ADMINISTRATIVE RECORDS Record Series Title and Description 13 PROPERTY DOCUMENTATION AND AGREEMENTS a Agreements and Easements 1 Municipal Clerk 2 All Other Copies b Correspondence and other working records. 14 SAFETY POLICIES AND PROCEDURES a Master set of current and superseded versions b All other copies Retention and Disposition Citation/Comments a Agreements and Easements I Permanent. 2 Retain until expiration of agreement or when no longer needed for reference, whichever is sooner; destroy. b Retain 3 years after initiation of agreement or easement; destroy a Permanent b Retliin until superseded or obsolete; destroy. Municipal Records Schedule MRI03 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - BOARDS, COMMITTEES, AND ASSOCIATIONS RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 1 MONTANA TRANSIT ASSOCIATION Series may include by-laws, handouts from These are not municipal records; meeting and conferences. recommend keeping for reference only; destroy when no longer useful. 2 SAFETY COMMITTEE Series my include correspondence and memoranda, meeting minutes and notes kept for reference purposes. "Record" copy of minutes are perma- nent. All other copies and supporting materials destroy when no longer needed for reference Municipal Records Schedule MRI04 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - FEDERAL GRANTS AND REQUIREMENTS RECORDS Record Series Title and Description 1 AMERICANS WITH DISABILITIES ACT (ADA) CERTIFICATION AND PROGRAM DOCUMENTATION Records documenting efforts to comply with requirements of the Americans with Disabilities Act (ADA). Records include studies, compliance plans, notes, correspondence and data. Also included are computer-generated reports of riders eligible under the ADA, used to manage certifications of eligibility. a Department plans for meeting ADA requirements. b Documentation of good faith effort. c ADA Certifications d Compliance reports to FT A 2 DISADVANTAGED BUSINESS ENTER- PRISE (DBE) CERTIFICATION AND PROGRAM DOCUMENTATION This series documents the compliance with FTE requirements for supporting disadvan- taged business enterprises. Included are current and past departmental plans for meeting the requirements, DBE certification of eligibility and the department's quarterly reports to the FT A detailing compliance with the regulations. a Departmental plans for meeting DBE requirements. b DBE Certifications c Quarterly Reports 3 FEDERAL TRANSIT ADMINISTRATION (FTA) GRANT ADMINISTRATION Records document the administration and expenditure of FT A grant monies. Included are working files such as correspondence and instructions for use of the automated grants management system, GMIS, and procedures and instructions for processing grant payments made directly from the FT A. Continued on next page. Retention and Disposition a Retain 3 years after plan has been superseded or becomes obsolete; destroy. b Retain 3 years after date of purchase; destroy. e Retain 3 years after certification has been terminated or expired; destroy. d Retain until 10 years old; destroy. a Destroy 3 years after plan has been superseded or become obsolete; destroy. b Destroy 3 years after certification has been terminated or expired; destroy. c Retain until 10 years old; destroy. Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grantee support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report in all other cases; or on the day Citation/Comments 49 CFR 18.42; 7 CFR 3016.42 a 49 CFR 18.42; 49 CFR 23.45 b 49 CRF 18.42; 49 CRF 23.51 c 49 CFR 23.45 Municipal Records Schedule MRI05 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - FEDERAL GRANTS AND REQUIREMENTS RECORDS Record Series Title and Description 3 FEDERAL TRANSIT ADMINISTRATION (FT A) GRANT ADMINISTRA TION-cont. 4 FEDERAL TRANSIT ADMINISTRATION (FTA) GRANT AGREEMENTS Records documenting the relationship between the city/town and the Federal Transit Administration. "Rccord" copy is in the Municipal Clerk's office. Retention and Disposition Citation/Comments the report would have been due, if the expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three year period, after closeout the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever IS later; destroy. "Record" copy retain 3 years from the Transfer record copy day the grantee or subgrantee submits of grant to Municipal its single or last expenditure report for Clerk. Active records the period if renewed at an annual or are vital records. other interval; or from thc day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report IS waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three- year period, whichever is later. Municipal Records Schedule MRI06 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - FEDERAL GRANTS AND REQUIREMENTS RECORDS Record Series Title and Description 4 FEDERAL TRANSIT ADMINISTRATION (FTA) GRANT AGREEMENTS-cont. Departmental Copy 5 FEDERAL TRANSIT ADMINISTRATION (FTA) AND MONTANA DEPARTMENT OF TRANSPORTATION (MDOT) RE- PORTS Federal mandated reports documenting the expenditure of federal grants authorized under 49 CFR 53. Includes reports of monies spent for planning (Section S reports) and operations (Section 9 reports). Also includes "Section 15 reports", the Department's annual report to the FT A. Series also contains quarterly subsidy reports submitted to MDOT, which IS responsible for disbursing Section S federal funds to local entities. a Annual and all other reports submitted to FTA. Continued on next page. Retention and Disposition Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year is grant support is continucd or renewed quarterly; or on the day thc grantee submits its final cxpcnditure report, in all cases; or on the day the report would have been due, if expenditure report IS waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three- year period, whichever IS later; destroy. a Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditurc report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, III all cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation audit or other action has started before the expiration of the three-period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later. Citation/Comments 49 CFR lS.42; 7 CFR 3016.42 49 CFR IS.42; 7 CFR 3016.42 Municipal Records Schedule MRI07 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Citation/Comments Schedule for: MUNICIPALITIES TRANSIT - FEDERAL GRANTS AND REQUIREMENTS RECORDS Record Series Title and Description 5 FEDERAL TRANSIT ADMINISTRATION (FTA) AND MONTANA DEPARTMENT OF TRANSPORTATION (MDOT) RE- PORTS cont. b Quarterly reports to the MDOT c All supporting documentation 6 TRIENNIAL REVIEWS This series documents the triennial reviews conducted by the Federal Transit Administration (FT A). a Working papers b Findings report Retention and Disposition b Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation audit or other action has started before the expiration of the three-period, after closeout, the records must be retained until completion of the action and resolution of all issues which arisc from it, or until the end of the three year period, whichever is later; destroy. c Retain 1 year; destroy. a Retain 2 years after review; destroy. b Retain 20 years; destroy. 49 CFR 18.42; 7 CFR 3016.42 Municipal Records Schedule MRI08 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - OPERATIONS RECORDS Record Series Title and Description 1 BUILDING RECORDS a Building blueprints and architect's specs. b Building and equipment preventive maintenance records. Retention and Disposition a Retain for the life of the building or structure. b Retain for the life ofthe equipment. 2 BUILDING INSPECTIONS This series documents inspections by fire Retain for the life of the building; marshal and other safety agents of buildings destroy. used and operated by the aviation/transit personnel. 3 BUS RESALE RECORDS Records documenting the sale of used bus coaches which were originally purchased with federal funds. a Bid forms b Correspondence c Invoices d Technical specifications 4 EQUIPMENT RECORDS a Inventories of materials and tools b Bids and purchases c Maintenance and repair reeords d Product information and warranties e Product warranties f Owner's manuals 5 FARE DOCUMENTATION Records document changes in transit fares. Includes reference copies of public hearing notices and agendas, as well as correspondence. a Public hearing notices 1 Municipal Clerk 2 All other copies b Commission/Council Agendas 1 Municipal Clerk 2 All other copies 6 MANUALS Operation, safety, and other types of manuals outlining polieies and procedures for activities and operations. a Master set of current and superseded versions b All other copies Retain 3 years after FT A audit; destroy. a Revise as needed. b Retain for life of equipment. c Retain for life of equipment. d Retain for life of equipment. e Retain for life of equipment. f Retain for life of equipment. a Public hearing notices I Permanent 2 Retain 3 years; destroy. b Commission/council Agendas 1 Retain 2 years; destroy. 2 Retain 3 months; destroy. a Permanent b Retain until superseded or obsolete; destroy. Citation/Comments a This is a vital record. 49 CFR 1842; 49 CFR Part 90, Appendix A Municipal Records Schedule MRI09 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - OPERATIONS RECORDS Record Series Title and Description 7 MARKETING RECORDS Document types include publications, correspondence, reports and memoranda. a Drafts and working files b Final study, flyer or promotional product 8 MONTHLY RIDERSHIP REPORTS Statistical reports and supporting documentation tracking monthly and year-to- date ridership. a Monthly reports b Annual reports c Supporting documentation 9 PARATRANSlT CONTRACTOR MONITORING Service statistics provided by the contraetor providing paratransit servIces under the Americans with Disabilities Act. Includes statistical reports and data, notes, and correspondence regarding contractor's performance under contract. a Administrative and working files b Statistical summary reports and data useful for future paratransit planning. 10 PROPERTY RECORDS This series documents ownership of plots and land and use agreements for this property made with other entities. a Easements, leases, and other agreements 1 Municipal Clerk 2 All other copies b Master plans and substantive studies. 1 Municipal Clerk 2 All other copies 11 PUBLICATIONS AND PRINTED MATERIALS Pamphlets, flyers, printed schedules, system maps, route schedules and other printed materials. Series also includes working files for future printing project, including art work. a Copies of artwork and other use files. b Original artwork and design. c Master set of all printed brochures and other materials. Retention and Disposition Citation/Comments a Retain 2 years after completion of project; destroy. b Permanent a Retain 5 years; destroy. b Permanent c Retain 2 years; destroy. a Retain 1 year after termination of contract; destroy. b Retain 5 years after termination of contract; destroy. a Easements, leases,... I Permanent 2 Retain until no longer needed for reference; destroy. b Master plans and substantive studies. 1 Permanent. 2 Retain 25 years; destroy. a Destroy when no longer needed for future print jobs. b Permanent c Permanent Municipal Records Schedule MRII0 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES TRANSIT - OPERATIONS RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 12 TRANSIT PASSES a Payment documentation a Payment documentation 1 Record copy 1 Retain 8 years after fiscal year to 2 Departmental copy which the records relate; destroy. 2 Retain 4 months; destroy. b All other documentation b Retain 6 months; destroy. 13 TRANSIT SCHEDULES This series consists of working files Retain 5 years old or when no longer documenting changes to the transit systems needed for reference, whichever is (including scheduling and routing) as well as later; destroy. any other changes concerning procedures related to schools. Includes reference copies of old schedules used for planning new schedules/routes or changing existing ones. 14 TRADEMARK APPLICATION This is a vital record. Correspondence, Commission/ Council agendas, and application documentation concerning the registration of trademarks. a Permanent. a Trademark registration b Retain I year after registration is b Application documentation completed; destroy. Municipal Records Schedule MRlll MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES UTILITIES - ACCOUNTING RECORDS Record Series Title and Description Retention and Disposition Citation/Comments ACCOUNTING a Cash book edits b Depreciation reports a Retain 3 years after the end of the fiscal year to which the records relate; destroy. b Retain depreciation schedules and any background documentation for the depreciable life of the property as determined by the IRS. Destroy 7 years after final tax return on the depreciation was filed. Municipal Records Schedule MRl12 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES UTILITIES - CUSTOMER SERVICE RECORDS Record Series Title and Description 1 CUSTOMER FILES Documentation concerning services and billings for each individual customer. Information includes "auto-pay" sign up cards, signature cards, exception reports, correction slips, landlord agreements, transfer of funds, payment/account adjustments, ARB meter reading reports and waste water averages. a General billing records Authorizations for charges under utility service contracts and standard billing sheets or schedules. b Customer's account adjustments Detailed records pertaining to the adjustments of accounts for over charges, undercharges, and other errors, the results of which have been transcribed to other records and high bill complaints. 2 CUSTOMER LEDGERS Series includes all records used in lieu of customer's ledgers, such as bill summaries, registers, and bill stubs. 3 CUSTOMER PAYMENT COUPONS Payment slips stating customer information including name, number, and amount of payment submitted. Slips accompany the actual utility payment. Retention and Disposition a Retain 3 years; destroy. b Retain 3 years; destroy. Retain 3 years or until no longer required to comply with service rules regarding refunds on fast meters, whichever is later; destroy. Retain 1 year after payment has been entered into customers' ledger; destroy. 4 CUSTOMER WORK ORDERS Records document work performed for Retain 3 years; destroy. customers, such as meter readings and repairs, meter leak repairs, tum-offs for service repairs and all other services and inspections for which customers are charged. 5 SERVICE APPLICATIONS AND CONTRACTS Applications by prospective customers for servIces. Retain 1 year after termination of service; destroy. Citation/Comments a NARUC 50c and 50d b NARUC 55a and 55b NARUC 52a and b NARUC 50b Municipal Records Schedule MR1l3 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES UTILITIES - OPERATIONS RECORDS Record Series Title and Description 1 AS-BUILT DRAWINGS Drawings of public utilities facilities and water lines. 2 CONSTRUCTION FILES This series documents construction activities of the water and waste water facilities, water lines, and extensions of water lines. a Water and sewer line plans and all other plans. b Contracts; "Record" copy is in the Municipal Clerk's Office. c Contract Specifications for structural facilities such as buildings, and basins; equipment. d Materials specifications, shop drawings, financial records, and other documentation used to calculate fixed assets. 3 EQUIPMENT RECORDS Vehicle maintenance and repair work orders 4 INSTRUMENTATION CALIBRATION REPORTS Information maintained in hard copy and electronic format concerning calibration of the flow meters, legal monitors, pressure monitors, and similar equipment. a Calibration reports for operational instrumentation and equipment b Calibration and maintenance records and reports regarding environmental monitoring instrumentation. 5 LABORATORY BENCH SHEETS FOR DRINKING WATER MONITORING a Bench sheets 1 Bacteriological reports 2 Chemical analyses 3 Laboratory checks and control tests Retention and Disposition Permanent a Water and sewer line pans are a permanent rccord; all other plans retain until no longer needed for reference. b "Record" copy is a permanent copy; Departmental copy retain for 2 years after termination or completion of contract; destroy. c Contract Specifications are a permanent record; equipment discard at the end of it's life. d Retain for the life of the facility or construction. Retain for life of vehicle; destroy. a Retain 10 years; destroy. b Retain 3 years; destroy. a Bench sheets I Retain 5 years; destroy. 2 Retain 10 years; destroy. 3 Retain 10 years; destroy. Citation/Comments This is a vital record. 40 CRF 122.41, 16.20.131S, ARM 1.2: 40 CFR 141.33 and 16.20.225, ARM 3: 16.20.224, ARM Municipal Records Schedule MR114 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES UTILITIES - OPERATIONS RECORDS Record Series Title and Description Retention and Disposition Citation/Comments 5 LABORATORY BENCH SHEETS FOR DRINKING WATER MONITORING-cont. b Monthly summary reports submitted to the EP A and the MDEQ I "Record" copy 1 Submit to EPA and MDEQ. 2 Departmental copy 2 Permanent 6 LABORATORY BENCH SHEETS FOR WASTE WATER MONITORING Bench sheets containing the results of tests conducted on waste water at various stages of treatment. a Bench sheets a Bench sheets I 16.20.131S, ARM 1 Montana Pollution Discharge Elimination 1 Retain 3 years; destroy. 2 40 CFR 122.41 System (MPDES) monitoring 2 Retain 3 years; destroy. 3 40 CFR 503.17 2 National Pollution Discharge Elimination 3 Retain 3 years; destroy. System monitoring 3 Sewage sludge monitoring b Monthly summary reports b Monthly summary reports 1 Record copy 1 Submit to EP A and MDEQ. 2 Departmental Copy 2 Permanent 7 MAINTENANCE FILES a Manuals and parts lists Retain for the life of the equipment or This is a vital record b Repair reports facility . c Schematics for the water and waste water treatment facilities and equipment d Work orders S METER HISTORY CARDS Cards documenting tests, repairs, and other Retain for life of equipment; destroy. NARUC 23.3f maintenance conducted on water meters. 9 METER SECTION REPORTS Monthly reports summarizing tests, repairs, Retain 6 years; destroy. NARUC 23.3h and other maintenance conducted on water meters. Municipal Records Schedule MR115 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES UTILITIES - OPERATIONS RECORDS Record Series Title and Description 10 MONTHL Y REPORTS Monthly summary reports concerning the activities and operations created in response to reporting requirements from the EP A and the Montana Department of Environmental Quality(NOEQ)or for internal administrative purposes. a Montana Pollution Discharge Elimination System Permit Report b Water service leak report 11 OPERATIONAL FILES-WASTEWATER TREATMENT Series documents the daily activities of the treatment plant's staff. Included are worksheets and daily operator reports. Information in this series is summarized monthly in report to the EP A and MDEQ. a Operators' daily logs and reports of operations. b Records and reports concerning MPDES monitoring. c Records and reports concerning NPDES monitoring. d Sewage sludge monitoring records and reports e Annual operations and monitoring reports f Special reports that are not recapitulated in annual reports. 12 OPERATIONAL FILES-- WATER PRODUCTION Series documents the daily activities of the water production staff including worksheets and daily operator reports. Information in this series is summarized in monthly reports submitted to the EP A and Montana Department of Environmental Quality. a Operator's daily logs b Bacteriological reports c Chemical analyses d Laboratory checks and control tests e Sanitary survey reports f Records of variances and exemptions g Records of violation corrections h Annual operations and monitoring reports i Special reports that are not recapitulated h in annual reports. Retention and Disposition a Permanent b Retain 20 years; destroy. a Retain 6 years; destroy. b Retain 3 years; destroy. c Retain 3 years; destroy. d Retain 5 years; destroy. e Permanent f Permanent a Retain 6 years; destroy. b Retain 5 years; destroy. c Retain 10 years; destroy. d Retain 10 years; destroy. e Retain 10 years; destroy. f Retain 5 years; destroy. g Retain 3 years after last action taken for each correction; destroy. Permanent i Permanent Citation/Comments EP Am Environmental Protection Agency MDEQ-Montana Department of Environmental Quality MPDES- Montana Pollution Discharge Elimination System NPDES-National Pollutant Discharge Elimination System a NARUC 23.3a b 40 CFR 141.33 and 16.20.225, ARM c 40 CFR 141.33 and 16.20.225, ARM. d 16.20.224, ARM e 16.20.225, ARM f 16.20.225. ARM g 40 CFR 141.33 and 16.20.225, ARM Municipal Records Schedule MR116 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES UTILITIES - OPERATIONS RECORDS Record Series Title and Description 13 OPERATIONS AND MAINTENANCE MANUALS Manuals maintained concerning operating and maintenance procedures for operating equipment and facilities. a Master set of current and superseded verSIOns. b All other copies 14 PERMITS a Permits granted for the installation and rcpair of watcr and sewage lines. b Permits granted to others for usc of the dcpartment's facilities. 15 PROPERTY DOCUMENTATION This scries documents ownership of land and use agreements for this land made with other entities. Included are deeds, right-of-way easements, railroad and highway permits, and special water and waste water agreements with developers. a Railroad and highway permits b Special water and waste water agreements c Deeds and right-of-way easements "Record" copy is in the Municipal Clerk's office. 16 SUBDIVISION PLATS AND CERTIFICATES OF SURVEYS Information copies of plats and certificates of surveys. 17 SUBDIVISION REVIEWS Working files documenting the review of subdivision development plans submitted by land developers. 18 WORK ORDER BILLING RECORDS Records of cost estimates for maintenance work orders and job orders, work order sheets detailing break down of costs for job and summaries of expenditures to operating and other accounts. Retention and Disposition Citation/Comments a Permanent. b Retain until superseded or obsolete; destroy. This is a vital record. Retain 6 months after cxpiration or NARUC 6c cancellation; destroy. a Retain 8 years after expiration of the permit; destroy. b Retain 8 years after expiration of the agreement; destroy. c "Record" copy is a pcrmanent copy; retain information copies until no longer needed for reference; destroy. Permanent Retain review working files 3 years after completion of the review; destroy. Retain 6 years; destroy Municipal Records Schedule MRl17 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULE Schedule for: MUNICIPALITIES Revisions to Schedule Page MR44 MR53 Municipal Records Schedule Change New record schedule 1099's Added Delivery Receipts Date November 2003 September 2004 MR118 MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: COURTS OF LIMITED JURISDICTION (Justice of the Peace, City, & Municipal Courts) Record Series Title and Description Retention and Disposition Citation/Comments I ANNUAL CASE LISTS Retain 10 years; destroy If this information is com- List of all cases handled; an alphabetical index. puterized, it may be con- May be manual or computerized. Contains names verted to COM* I~)f long- and case numbers. term storage. 2 CIVIL CASES May be composed of initiating documents (complaints, petitions, etc.), pleadings, motions, and other documents submitted by case parties, copies of various types of notices, minutes, sum- mons, subpoenas, etc., court orders, judgments, and other case disposition documents. See also Prior Offense Records. a Closed cases a Retain 10 years; destroy b May microfIlm attach- b Attachments/judgments pertaining to domestic b Permanent, unless ordered otherwise ments; if this informa- violence, violations of protective orders, or any by a court; in that case retain for the tion is computcrized, it other attachments that may be necessary for a duration of the order may be converted to felony conviction COM* for long-term storage. 3 CIVIL DOCKET BOOKS Permanent If this information is com- Books-usually hardbound-to document activity puterized, it may be con- on a case. verted to COM* for long- term storage. 4 COURT CALENDAR Retain 2 years after the end of Ihe calcn- Also called "Monthly Pending Case List" dar year for which it applies; destroy. This is ever changing. The date of court appear- ance is noted on documents in the file. 5 CRIMINAL CASES May be composed of initiating documents (complaints, petitions, etc.), pleadings, motions, and other documents submitted by case parties, copies of various types of notices, minutes, sum- mons, subpoenas, etc. court orders, judgments, and other case disposition documents. See also Prior Offense Records. a Retain 10 years; destroy a Closed cases b Retain 75 years after disposition and b May microfilm attach- b Attachments/judgments for driving under the conviction; destroy menls; if this informa- influence (DUI); domestic violence; order of tion is computerized, it protection; minors in possession, drugs; theft; may be converted to 0.02 or greater under 21; .10 blood alcohol test COM* for long-term result (per se); or any other attachments that storage Courts of Limited Jurisdiction (Exhibit A) CLJ 1 * COM is Computer Output Microfilm/fiche (CD-ROM is not recommended at this time for long-term storage-permanent or 75 years-since the technology to read it may not be available in the future.) MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: COURTS OF LIMITED JURISDICTION (Justice of the Peace, City, & Municipal Courts) Record Series Title and Description Retention and Disposition Citation/Comments 6 CRIMINAL DOCKET BOOKS Permanent If this information is com- Books-usually hardbound-used to document puterized, it may be con- activity on a case. verted to COM* for long~ term storage. 7 DlSSEMINA nON LOG Retain 10 years; destroy If this information is com- Audit trail of access to computerized records. May puterized, it may be con- include the following information pertaining to verted to COM* for long- access to records: date, time, case type and num- term storage. ber being accessed, security code, access code, department, reason for access, person accessing the record. See also Prior Offense Records. 8 FISCAL RECORDS If any of this information a Audit reports a Retain 8 years; destroy is computcri7.cd, it may be b Bank statements, canceled checks, check stubs b Retain 8 years; destroy converted to COM * for c Bank deposit slipslbooks, bank receipts c Retain 8 years; destroy long-term storage. d Checkbook: used d Retain 8 years; destroy e Checkbook: unused e Retain 1 year; destroy f Cash receipts-record/journal f Retain 8 years; destroy g Cash register tape, daily cash balance record g Retain 1 year; destroy h Collection records h Retain 8 years; destroy i Collections/distribution journal i Retain 8 years; destroy j Fine accounts j Retain 8 years; destroy k Reconciliation reports, monthly k Retain 8 years; destroy I Trust accounts I Retain 8 years; destroy m Trust/time pay disbursements reports m Retain 8 years; destroy n Time payment ledger and files n Retain 8 years; destroy 0 Receipts: used 0 Retain 8 years; destroy p Receipts: unused p Retain 8 years; destroy q Requests to data processing to correct errors in q Retain 3 years; destroy accounts receivable on-line system 9 JURY LISTSIRECORDS Retain until superseded; destroy Created at the beginning of each fiscal year. Courts of Limited Jurisdiction (Exhibit A) CLJ 2 * COM is Computer Output Microfilm/fiche (CD-ROM is not recommended at this time for long-term storage-permanent or 75 years-since the technology to read it may not be available in the future.) MONTANA LOCAL GOVERNMENT RETENTION AND DISPOSITION SCHEDULES Schedule for: COURTS OF LIMITED JURISDICTION (Justice of the Peace, City, & Municipal Courts) Record Series Title and Description Retention and Disposition Citation/Comments ] 0 NOTICE TO APPEAR AND COMPLAINT If conviction occurs per- Tickets, citations taining to any of the items See also Prior Offense Records listed in Prior Offense a City a Retain ] 0 years, unless disposition Records, keep those cita- b Fish, Wildlife, and Parks (FWP) b Retain ] 0 years, unless disposition tions 75 years after dispo- c Gross Vehicle Weight (GVW) c Retain ] 0 years, unless disposition sition. d Highway Patrol d Retain 10 years, unless disposition e Livestock e Retain 10 years, unless disposition f Other f Retain ] 0 years, unless disposition g Pub]ic Service Commission (PSC) g Retain 10 years, unless disposition h Sheriff h Retain 10 years, unless disposition i Tribal i Retain 10 years, unless disposition j University j Retain 10 years, unless disposition k Parki ng tickets (all types) k Retain audit + 3 years; destroy ] 1 PRIOR OFFENSE RECORDS If any of this information Separate record of conviction of the following is computerized, it may be attachments for long-tenn/life-time charges converted to COM* for a 0.10 blood alcohol test results (per se) a Retain 75 years after disposition long-term storage. May b ARC-domestic batterer counseling records b Retain 75 years after disposition want to microfilm paper c Domestic abuse c Retain 75 years after disposition records for long-term stor- d Driving under the influence (DUI) d Retain 75 years after disposition age. e Driving with suspended license e Retain 75 years after disposition f Drug possession f Retain 75 years after disposition g Minors in possession g Retain 75 years after disposition h No insurance h Retain 5 years; destroy i Per se 0.02 or greater under 2] i Retain 75 years after disposition 12 SEARCH WARRANTS Retain 75 years after disposition; destroy If this infonnation is com- puterized, it may be con- verted to COM* for long- term storage. May want to microfilm paper records for long-term storage. 13 SMALL CLAIMS CASES The hearing is tape-recorded and a decision is made from the bench at the time of the hearing a Closed claims a Retain 10 years; destroy b Audio tape b Retain 20 days after judgement (i.e., 10 days after appeal time expires, which is 10 days after judgment) 14 SMALL CLAIMS DOCKET BOOKS Penn anent If this information is com- Books-usually hardbound-used to document (consult State Archives about transfer to puterized, it may be con- activity on a case an archives) verted to COM* for long- tenn storage. Courts of Limited Jurisdiction (Exhibit A) CLJ 3 ... COM is Computer Output Microfilm/fiche (CD-ROM is not recommended at this time for long-tenn storage-permanent or 75 years-since the technology to read it may not be available in the future.) ~