Broomfield County Email Policy

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 1 of 33 Item No. RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

Department Codes for City of Broomfield ALL CA CC CD CM FI IN LB MC PD PE PN PR PW RE RM SS UB = = = = = = = = = = = = = = = = = = All departments (records series common to most/all city departments) City Attorney City Clerk Community Development City Manager / Public Information Office Finance Insurance Library Board Municipal Court Police Department Personnel Pension Parks and Recreation Public Works Recruiting Risk Management Senior Services Utility Billing

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

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 2 of 33 Item No. RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

ALL-01 CORRESPONDENCE AND MEMORANDA Includes incoming and copies of outgoing correspondence and internal correspondence and memoranda. a) POLICY AND PROGRAM DEVELOPMENT Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefinition of the policies, programs, services, or projects of a local government. ALL-01 CORRESPONDENCE AND MEMORANDA b) ADMINISTRATIVE - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, services, and projects of a local government ALL-01 CORRESPONDENCE AND MEMORANDA c) ROUTINE. - Correspondence and internal memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters ALL-02 b) SPECIAL REPORTS OR STUDIES - prepared by order or request of the governing body or considered by governing body (as reflected in its minutes) or ordered or requested by a state agency or court ALL-02 c) SPECIAL REPORTS OR STUDIES prepared by order or request of chief administrative officer ALL-02 d) MONTHLY, BIMONTHLY, QUARTERLY, OR SEMI-ANNUAL REPORTS ALL-02 e) ACTIVITY REPORTS compiled on a daily or other periodic basis pertaining to workload measures, time studies, number of public contacts, etc., except reports of similar types noted in this or other schedules. ALL-02 REPORTS AND STUDIES (NON-FISCAL) Annual, sub-annual, or irregularly prepared reports, Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded 5 years HC MA

2 years

HC MA

ACT

HC MA

PERMANENT

HC

5 years 3 years 1 year

HC HC HC

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 3 of 33 Item No. RECORD TITLE and Description performance audits, or planning studies submitted to governing body or chief administrative officer of a local government or by local government to a state agency, as may be required by law or regulation, on non-fiscal performance of a department, program, or project or for planning purposes, including those prepared by contractors. a) ANNUAL REPORTS PUBLICATIONS Pamphlets, reports, studies, proposals, and similar material printed by or for a local government or any of its departments, subdivisions, or programs and distributed to or intended for distribution to the public on request and departmental or program newsletters designed for internal distribution DEPARTMENTAL NEWS RELEASES ORGANIZATIONAL CHARTS POLICY AND PROCEDURE DOCUMENTATION Executive orders, directives, manuals, and similar documents that establish and define policies, procedures, rules, and regulations governing operations or activities of a local government as a whole or any of its departments, programs, services, or projects. BUDGET WORKING PAPERS created exclusively for preparation of budgets, including budget requests, justification statements, and similar documents MINUTES (Staff). Minutes of internal staff meetings CONTRACTS, LEASES, AND AGREEMENTS Contracts, leases, and agreements, including reports, correspondence, performance bonds, and similar records relating to their negotiation, administration, renewal, or termination, except construction contracts OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

ALL-03

PERMANENT PERMANENT (One copy of each)

HC HC

Surplus Copies may be disposed of at any time.

ALL-04 ALL-05 ALL-06

ACT Until Superseded Until superseded + 5 years

HC HC HC

ALL-07

2 Years

HC

ALL-08 ALL-09

ACT EXP or termination of instrument according to its terms + 6 years

HC HC Yes

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 4 of 33 Item RECORD TITLE and Description OFFICE No. ALL-10 RECORDS MANAGEMENT RECORDS a) RECORDS RETENTION SCHEDULES including all successive versions of and amendments to schedules) ALL-10 RECORDS MANAGEMENT RECORDS b) RECORDS DESTRUCTION DOCUMENTATION Records documenting destruction of records under records retention schedules, including requests submitted to Colorado State Archives for authorization to destroy records or originals of Permanent records that have been microfilmed. ALL-11 COMPLAINTS Complaints received from public by a governing body or any officer or employee of a local government relating to government policy. ALL-12 VISITOR CONTROL REGISTERS Logs, registers, or similar records documenting visitors to limited access or restricted areas. ALL-13 TELEPHONE LOGS OR ACTIVITY REPORTS Registers or logs of telephone calls made and similar telephone activity reports. ALL-14 POSTAL AND DELIVERY SERVICE RECORDS a) METER AND PERMIT USAGE RECORDS ALL-14 POSTAL AND DELIVERY SERVICE RECORDS b) REGISTERED, CERTIFIED, INSURED, AND SPECIAL DELIVERY MAIL RECEIPTS AND SIMILAR RECORDS of transmittal by express or delivery companies. ALL-15 DUPLICATE RECORDS Council Minutes, Ordinances, Resolutions, Employee Time Sheets, Purchase Orders, Requisitions ALL-16 MATERIAL SAFETY DATA SHEETS (MSDS) Material safety data sheets (MSDS) supplied to local government employers by manufacturers or distributors of Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded RETENTION PERIOD Storage TOTAL PERMANENT
Media Vital

REMARKS

HC

PERMANENT

HC

Yes

Resolution or dismissal of complaint + 2 years

HC

3 Years

HC

1 Year

HC

1 Year 1 Year

HC HC

ACT

HC

After receipt of updated sheet or hazardous chemical is no longer present in local Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

ACT

HC

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 5 of 33 Item No. RECORD TITLE and Description hazardous chemicals. ALL-17 EQUIPMENT FILES Manuals, operating instructions, maintenance information, warranties, safety certifications (e.g. playground equipment), for equipment purchased by the City for department use or administered by the department for public use. Does not include vehicles or capital equipment valued over $20,000. CA-18 LEGAL PROJECT FILES Includes research, negotiations and other, related project records. CA-19 LEGAL OPINIONS Prepared for City personnel or departments. CA-20 EXTERNAL RELATIONS Correspondence to/from federal, state, and other local (city and county) agencies and departments. CA-21 LEGISLATION Copies of federal and state legislation of interest to the City. CA-22 LITIGATION AND CLAIMS Claims and litigation files for claims and lawsuits brought against the City. CC-14 RESEARCH FILES CC-15 CITY COUNCIL RECORDS a) AGENDAS, PACKETS, MINUTES, RESOLUTIONS, ORDINANCES CC-15 CITY COUNCIL RECORDS b) MEETING NOTICES CC-15 CITY COUNCIL RECORDS c) AUDIO/VIDEO TAPES OF MEETINGS, STUDY SESSION WORKING NOTES CC-16 LOCAL LICENSING AUTHORITY RECORDS a) AGENDAS, PACKETS, MINUTES, Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded ACT HC OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS government, as applicable.

ACT+10

HC

PERMANENT ACT+10

HC HC

ACT ACT+10

HC Yes

ACT PERMANENT CY + 1 Year CY + 5 Years

HC HC MA HC MA HC Yes

PERMANENT

HC

Yes

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 6 of 33 Item No. CC-16 CC-16 RECORD TITLE and Description RESOLUTIONS, ORDINANCES LOCAL LICENSING AUTHORITY RECORDS b) MEETING NOTICES LOCAL LICENSING AUTHORITY RECORDS c) AUDIO/VIDEO TAPES OF MEETINGS, STUDY SESSION WORKING NOTES BROOMFIELD URBAN RENEWAL AUTHORITY (BURA) RECORDS a) AGENDAS, PACKETS, MINUTES, RESOLUTIONS, ORDINANCES BROOMFIELD URBAN RENEWAL AUTHORITY (BURA) RECORDS b) MEETING NOTICES BROOMFIELD URBAN RENEWAL AUTHORITY (BURA) RECORDS c) AUDIO/VIDEO TAPES OF MEETINGS, STUDY SESSION WORKING NOTES ELECTION RECORDS a) CERTIFIED STATEMENT & Determination (of election results) ELECTION RECORDS b) CAMPAIGN CONTRIBUTIONS & EXPENDITURE REPORTS ELECTION RECORDS c) PETITIONS (for initiative or referendum, nomination, recall ELECTION RECORDS d) POLL BOOKS ELECTION RECORDS e) ABSENTEE BALLOT APPLICATION, ACCEPTANCE OF JUDGES, BALLOTS (voted, absentee, spoiled, defective), EXPENSE STATEMENTS (and supporting documentation) OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CY + 1 Year CY + 5 Years

MA HC MA HC

CC-17

PERMANENT

HC MA HC

Yes

CC-17

CY + 1 Year

CC-17

CY + 5 Years

MA HC

CC-18

PERMANENT CY + 2 Years

HC HC

Yes

CC-18

CC-18

CY + 2 Years

HC

CC-18 CC-18

CY + 2 Years Election + 6 Months

HC HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 7 of 33 Item No. CC-18 RECORD TITLE and Description ELECTION RECORDS f) JUDGE CERTIFICATE OF VOTES CAST, LIST OF JUDGES & ALTERNATES, NOTICE OF ELECTION, OATHS/CHALLENGES/AFFIDAVITS, OBJECTIONS TO NOMINATION, POLL LISTS, RECEIPT FOR BALLOT BOX, REGISTRATION BOOK RECEIPTS, WITHDRAWALS FROM NOMINATION ELECTION RECORDS g) SIGNATURE FORMS MUNICIPAL CODE OATHS OF OFFICE (for elected and appointed officials) LICENSING RECORDS Including licenses for liquor sales, solicitors, sales tax, pet shop, route vehicle, and other, similar licenses granted by the city. PROOFS OF PUBLICATION NOTICES OF MEETINGS required to be posted on Public Meeting Board MAPS, PLATS & PLANS Originals, reproducibles (copies may be contained in individual project files) EASEMENTS AND RIGHTS-OF-WAY LAND USE REVIEW COMMISSION (LURC) RECORDS a) AGENDAS (INCLUDING PACKETS), BY-LAWS, RESOLUTIONS LAND USE REVIEW COMMISSION (LURC) RECORDS b) MEETING NOTICES LAND USE REVIEW COMMISSION (LURC) RECORDS c) AUDIO/VIDEOTAPES OF MEETINGS OFFICE RETENTION PERIOD Storage TOTAL 6 Months
Media Vital

REMARKS

HC

CC-18 CC-19 CC-20 CC-21

45 Days PERMANENT Term of Office + 1 Year EXP + 1 Year

HC HC MA HC HC Yes

Yes

CC-22 CC-23 CD-18

CY + 5 Years PERMANENT PERMANENT

HC

Yes

CD-19 CD-31

EXP + 1 Year

Yes

PERMANENT CY + 5 Years

HC HC

Yes

CD-31

CD-31

Completion of Minutes + 6 Months

MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 8 of 33 Item No. CD-31 RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL PERMANENT
Media Vital

REMARKS

LAND USE REVIEW COMMISSION (LURC) RECORDS d) MINUTES CD-32 ANNEXATION RECORDS a) PETITIONS, ORDINANCES, AND AGREEMENTS CD-32 ANNEXATION RECORDS b) OTHER ANNEXATION RECORDS CD-33 DEVELOPER PROJECT FILES, NOT APPROVED CD-34 DEVELOPER PROJECT FILES, APPROVED Site Development Plans, Plats, Amendments, Agreements, Petitions for Annexation, Applications for Rezoning, LURC Reports, Council Memos and Approvals, and related records. CD-34 DEVELOPER PROJECT FILES, APPROVED Information regarding infrastructure such as water and sewer, drainage and streets. includes engineering drawings, construction plans and drawings, geotechnical reports, utility, traffic and environmental impact studies, inspection reports, permits, and similar related records. These records are added to the Developer Project Files initiated by the Planning Division. CD-35 CAPITAL IMPROVEMENT PROJECT (CIP) FILES Including Council memos and resolutions, specifications, bid documents, contacts and agreements, and notice to proceed. CIP files contain some of the same document types as developer project files, but CIP files function and are organized more as contract management rather than project management. CD-35 CAPITAL IMPROVEMENT PROJECT (CIP) FILES Information regarding infrastructure such as water and sewer, drainage and streets. includes engineering drawings, construction plans and drawings, geotechnical reports, utility, traffic and environmental impact studies, inspection Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

HC

Yes

HC PERMANENT PERMANENT PERMANENT PERMANENT HC HC HC

Yes Yes

PERMANENT

HC

This file is jointly developed and used by the Planning, Engineering and Building Sections of the Community Development Department. SEE: CD-34, Planning Division for Related Records

PERMANENT

HC

This file is jointly developed and used by the Planning, Engineering and Building Sections of the Community Development Department.

This file is jointly developed and used by the Planning, Engineering and Building Sections of the Community Development Department. Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

PERMANENT

HC

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 9 of 33 Item No. RECORD TITLE and Description reports, permits, and similar related records for City owned projects and properties. MINUTES, LAND USE REVIEW COMMISSION (LURC), AND ZONING APPEALS COMMISSION INTERGOVERNMENTAL RELATIONS FILES a) CORRESPONDENCE TO/FROM FEDERAL, STATE, AND OTHER LOCAL GOVERNMENT TRAFFIC, PUBLIC WORKS AND PLANNING AGENCIES not specific to a project. INTERGOVERNMENTAL RELATIONS FILES b) AGREEMENTS AND STUDIES BUILDING CODE CONTRACTOR LICENSE FILES b) COMMERCIAL BUILDING CONSTRUCTION DRAWINGS AND PLANS CD-53 CD-53 c) GEOTECHNICAL REPORTS BUILDING RECORDS, COMMERCIAL a) BUILDING PERMIT, INSPECTION REPORTS, CERTIFICATE OF OCCUPANCY, ZONING BOARD OF ADJUSTMENT RECORDS a) Appeal for zoning change, supporting documentation, deliberations, decision of ZBA, for a specific address. ZONING BOARD OF ADJUSTMENT RECORDS b) MINUTES, ZONING BOARD OF ADJUSTMENT BUILDING AND CONSTRUCTION REVIEW BOARD RECORDS Appeal for building code revision, supporting documentation, deliberations, decision. DAILY INSPECTION LOGS MONTHLY BUILDING REPORTS REFERENCE LIBRARY OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CD-36 CD-41

Yes PERMANENT ACT HC HC

CD-41 CD-51 CD-52 CD-53

PERMANENT US + 1 Year EXP + 3 Years Issuance of Certificate of Occupancy + 90 Days CY + 20 Years

HC HC HC HC Yes

HC

CD-54

Life of Building + 10 Years PERMANENT

HC HC Yes

CD-54 CD-55

PERMANENT PERMANENT

HC HC

Yes Yes

CD-56 CD-57 CD-58

CY CY +10 Years US

HC HC HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 10 of 33 Item No. CD-59 CD-60 CD-61 RECORD TITLE and Description PROJECT PERFORMANCE BONDS APPRAISALS – BUILDING OR PROPERTY BUILDING RECORDS, RESIDENTIAL (Address Files) a) RESIDENTIAL BUILDING PLANS, SPECIFICATIONS BUILDING RECORDS, RESIDENTIAL (Address Files) b) APPLICATION FOR BUILDING PERMIT Permit issued Permit Denied BUILDING RECORDS, RESIDENTIAL (Address Files) c) BUILDING PERMITS BUILDING RECORDS, RESIDENTIAL (Address Files) d) INSPECTIONS BUILDING RECORDS, RESIDENTIAL (Address Files) e) WATER LICENSE APPLICATION BUILDING RECORDS, RESIDENTIAL (Address Files) f) CERTIFICATE OF OCCUPANCY EQUIPMENT FILES Manuals, operating instructions, maintenance information, warranties, safety certifications (e.g. playground equipment), for equipment purchases by the City for department use or administered by the department for public use. Does not include vehicles or capital equipment valued over $20,000. GRANT APPLICATIONS/RECORDS a) UNSUCCESSFUL GRANT APPLICATIONS GRANT APPLICATIONS/RECORDS b) SUCCESSFUL GRANT APPLICATIONS and relate records OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

HC HC Issuance of Certificate of Occupancy + 90 Days Issuance of Certificate of Occupancy + 90 Days Denial + 6 Months Life of Building + 10 Years Issuance of Certificate of Occupancy + 90 Days Issuance or denial of license + 6 Months Life of Building + 10 Years ACT HC

CD-61

CD-61

HC

Two remaining copies forwarded to County Tax Assessor and to builder

CD-61

HC

CD-61 CD-61 CM-18

HC HC HC

License forwarded to Utility Billing

CM-19 CM-19

CY + 2 Years EXP + 6 Years

HC HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 11 of 33 Item No. CM-19 CM-19 RECORD TITLE and Description GRANT APPLICATIONS/RECORDS a) UNSUCCESSFUL GRANT APPLICATIONS GRANT APPLICATIONS/RECORDS b) SUCCESSFUL GRANT APPLICATIONS and related records PROJECT FILES PROJECT FILES PRESS RELEASES / BRIEFS ADVERTISING Copy for display advertising for City departments in local publications. This includes Board Meetings, Chamber of Commerce Budget Hearings, etc. EVENTS PLANNING Planning, coordinating files, notes for city events such as building ground-breaking, openings, etc. Can include photographs PUBLICATIONS, EXTERNAL Publications, clippings, articles published externally about the City of Broomfield. See CM-03 for Internal Publications. TELEPHONE INFORMATION SYSTEM Records related to the coordination of the City’s Information Line. Includes recording information, response information, use statistics, promotional brochure, and the software required to operate and manage the Information Line. MEDIA CONTACT FILES PUBLIC ADVERTISING Files related to the approval of private advertising in public spaces, e.g. bus stops. These files contain advertising copy and correspondence regarding approval/rejection of OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CY + 2 Years EXP + 6 Years

HC HC

CM-20 CM-20 CM-21 CM-22

ACT + 10 Years ACT + 10 Years ACT (Active ceases when no longer useful) ACT (Active ceases when no longer useful)

HC HC HC HC

Non legally required press releases.

CM-23

ACT (Active ceases when no longer useful)

HC

CM-24

Permanent

HC

Note: the Broomfield newspaper should be microfilmed.

CM-25

ACT

HC MA

CM-26 CM-27

ACT CY+5

HC MA HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 12 of 33 Item No. CM-28 RECORD TITLE and Description advertising. PROCLAMATIONS Routine proclamations that are not part of the City Council proceedings and minutes. BIOGRAPHICAL FILES Biographical files for city officials for the City’s web site and historical purposes. ADA COORDINATION Information necessary for coordination of the City’s ADA (American’s with Disabilities Act) Program. VOLUNTEER CERTIFICATES Information necessary to generate volunteer certificates. Record of volunteer certificates that have been generated. ACCOUNTING RECORDS a) GENERAL LEDGER ACCOUNTING RECORDS JOURNALS - Cash Receipt, Encumbrance, Disbursement, A/R, A/P, General ACCOUNTING RECORDS c) TRIAL BALANCE ACCOUNTING RECORDS d) POLICE PENSION RECORDS RECEIPTS Daily, Numerical, Cash Register Tapes INVESTMENT RECORDS Investment Purchase/Sale Confirmations, Quotes, Negotiations, Monthly Statements, Internal schedule of allocation of interest among funds AUDIT RECORDS a) AUDITS AUDIT RECORDS b) AUDIT WORKPAPERS BOND RECORDS OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

ACT

MA

CM-29

ACT

HC MA HC

CM-30

CY+7

CM-31

ACT

MA

FI-19 FI-19

PERMANENT CY + 6 Years

Yes Yes

FI-19 FI-19 FI-20 FI-21

CY + 2 Years Last Payout + 2 Years CY + 1 Year CY + 10 Years Yes Yes Yes Yes

FI-22 FI-22 FI-23

PERMANENT 10 Years

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 13 of 33 Item No. FI-23 FI-23 RECORD TITLE and Description a) BOND REGISTER BOND RECORDS b BOND RECORDS) BONDS BOND RECORDS c) BOND COUPONS OFFICE RETENTION PERIOD Storage TOTAL PERMANENT Maturity + 1 Year Maturity + 1 Year, IF ALL Coupons Paid. If not, Coupons may be Destroyed IF Certified List Maintained in Lieu of Coupons. Maturity + 1 Year
Media Vital

REMARKS

Yes Yes Yes

FI-23

FI-24

FI-25 FI-25 FI-25 FI-26 FI-27 FI-28 FI-31 FI-41 FI-42 FI-43 FI-44 FI-45 FI-46

BOND RECORDS d) PAYING AGENTS RECORDS Official Statements, Underwriters Book, Debt Service Schedules, Debt Closing Documents, and related records. BANKING RECORDS Includes cancelled checks, deposit slips, statements, reconciliations, certificates of deposit, and related records. BID RECORDS a) BID SOLICITATIONS BID RECORDS b) UNSUCCESSFUL BIDS BID RECORDS c) SUCCESSFUL BIDS MONTHLY FINANCIAL REPORT URBAN RENEWAL LOAN CASE FILES Loans to individuals by city. SALES/USE TAX TRANSACTION LOG CITY BUDGET SYSTEM BACKUP DATA, DAILY SYSTEM BACKUP DATA, WEEKLY SYSTEM BACKUP DATA, MONTHLY SYSTEM BACKUP DATA, QUARTERLY SYSTEM BACKUP DATA, ANNUAL OPERATING SYSTEM SOFTWARE

Yes

CY + 6 Years

Yes

CY + 2 Years CY + 2 Years CY + 6 Years CY + 2 Years EXP + 6 Years CY + 2 Years PERMANENT MA MA MA MA MA MA Yes

Yes Yes Yes Yes Yes Yes Yes

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 14 of 33 Item No. FI-47 FI-48 FI-61 FI-61 RECORD TITLE and Description APPLICATIONS SOFTWARE DOCUMENTATION, DEVELOPED SOFTWARE PAYROLL REGISTER a) Bi-weekly report of all payroll detail PAYROLL REGISTER b) Quarterly summary of payroll, does not include all detail EMPLOYEE TIME SHEETS W-2 EMPLOYEE WAGE & TAX STATEMENT Maintained by tax year and social security number. W-4 EMPLOYEE WITHOLDING ALLOWANCE CERTIFICATE OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CY+1 Permanent

MA MA HC MA HC MA HC MA HC HC

Yes Yes

Yes

FI-62 FI-63 FI-64

CY+3 CY+4 ACT+1

Yes

The W-2’s are currently locked up in the safe. The W-4’s can be destroyed 1 year after a person terminates providing the have been audited.

FI-65

GARNISHMENTS

FI-66

FI-67 FI-68 FI-69

FI-70

PERSONNEL ACTION FORMS (GREEN COPY) -The PAF form is generated by Personnel and provides Payroll with the information necessary to make changes to employees payroll. The official copy is maintained in the personnel file. 941 RECONCILIATIONS, QUARTERLY STATE UNEMPLOYMENT INSURANCE QUARTERLY REPORT W-2 YEAR END DISK This is a diskette of summary W-2 data sent to the U.S. Government at year end. The information is contained on the Payroll system and could be regenerated at any time? VACATION, SICK LEAVE, COMP ACCRUALS REGISTER

ACT+3 (Active ceases when garnishment is complete) CY+1

HC

HC

These copies can be discarded provided the payroll register is maintained (bi-weekly or year end?).

CY+6 CY+6 CY+1

HC HC MA

CY+5

MA

Yes

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 15 of 33 Item No. RECORD TITLE and Description This register includes FMLA, Family and Medical Leave Act information. ACCOUNTS PAYABLE RECORDS Includes Purchase Orders, Invoices, Shipping Receipts, Back Order Notices, Check Copy, Check Requests, Petty Cash Reimbursement Requests, and related records. EMPLOYEE BENEFIT POLICIES, PLANS AND CONTRACTS Insurance policies, plans, and contracts for employee benefits. These policies include: life, ADD, LTD, FPPA (non-pension), medical insurance; dental insurance; employee assistance program; prescription drug insurance, etc. MEDICAL INSURANCE – TRUSTEES MEETING MINUTES AND UNAUDITED FINANCIAL STATEMENTS ENROLLMENT FORMS (NOT PENSION) FPPA (non-pension), medical/dental insurance, Section 125, life insurance, etc. COBRA OFFER LETTERS Letters documenting that ex-employees have received COBRA offer letters. UNEMPLOYMENT AND MEDICAL INSURANCE CLAIMS These are administered by a third party. UNEMPLOYMENT INSURANCE QUARTERLY REPORTS LIBRARY CATALOG Library catalog of library holdings. The catalog is in electronic format. LIBRARY SHELF LIST (??) A list of all library holdings arranged by call number. Used for inventory purposes. OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

FI-71

CY + 6 Years

Yes

IN-21

ACT+3

HC

Yes

active ceases when benefit is replaced, changed, cancelled or terminated

IN-22

ACT+3

HC

Active ceases when plan terminates

IN-23

ACT+1

HC

IN-24

CY+1

HC MA HC Active ceases when last payment on claim is made)

IN-25

ACT+3

IN-26 LB-19

CY+2 SUP

HC MA Yes

LB-20

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

The library catalog is outsourced to the City of Boulder. SUP HC There are some issues with MA getting a shelf list produced from the current automated system. Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 16 of 33 Item No. LB-21 RECORD TITLE and Description LIBRARY CIRCULATION RECORDS Transaction records for making library materials and equipment available to library clientele. It includes delinquent records and charges, reciprocal borrowing sheets, copies of incoming and outgoing interlibrary loan requests for books, magazine articles, microfilm, renewals and subject searches. REGISTRATION CARDS Records of all registered library patrons. OFFICE RETENTION PERIOD Storage TOTAL CY+3
Media Vital

REMARKS

MA

LB-22

ACT+1

HC

Library card records are no longer active when they are cancelled or when there is no activity for 3 years.

LB-23

LB-24

LB-25 LB-26

ACQUISITION RECORDS Records created as part of the acquisition process, including check requests, order copies, receipt acknowledgements , serials check-in records, etc. This category includes Partial U.S. Government Document Depository Shipping Lists. PUBLIC MEETING NOTICES Notices of Library Board Meetings required to be posted on the City’s public notice board. LIBRARY BOARD MINUTES

CY+3

HC

PERMANENT

HC

PERMANENT CY+6

HC HC

FRIENDS OF THE LIBRARY FILES Files of Friends activities including projects, meeting minutes, gifts, displays, exhibits, etc. MC-18 SUMMONS AND COMPLAINTS, TRAFFIC a) NON OUTSTANDING JUDGEMENTS/WARRANTS MC-18 SUMMONS AND COMPLAINTS, TRAFFIC b) WITH OUTSTANDING JUDGEMENT/WARRANT LIENS MC-18 SUMMONS AND COMPLAINTS, TRAFFIC c) NON DEFAULT MC-19 SUMMONS AND COMPLAINTS, GENERAL ORDINANCE MC-20 WARRANTS Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

CY + 3 Years Date Filed + 5 Years

HC HC

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

Date Filed + 5 Years CY + 3 Years

HC HC

1974-92, Microfilm. 1993, 94, part 1995, Optical. 5 Years HC Yes 1974-92, Microfilm. 1993, 94, Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 17 of 33 Item No. RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

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

MC-21

MC-21

CASE FILES & SUPPORTING DOCUMENTATION a) TRAFFIC- NON OJ/W, TRAFFIC-WITH DEFAULT, GENERAL ORDINANCE CASE FILES & SUPPORTING DOCUMENTATION b) TRAFFIC- WITH OJ/W LIENS PARKING SUMMONS & PARKING FINE RECORD DOCKET SHEETS JURY PANEL LISTS AND INSTRUCTIONS APPEAL TRANSCRIPTS TAPES OF COURT PROCEEDINGS

CY + 3 Years

CY + 5 Years

MC-22 MC-23 MC-24 MC-25 MC-26

CY + 1 Year CY + 7 Years CY + 2 Years 7 Years + current Judgement Entered AND All Rights of Appeal EXP+ 2 years Termination + 5 Years

MI OP HC MI OP HC MI OP HC MA HC MA HC HC MA

Tapes erased and reused after completion of retention requirement.

MC-27

MC-27 MC-27 MC-27 MC-28

JUVENILE SUPPORT PROGRAM (JSP) RECORDS a) CASE FILES – Informal probation program, documents include intake interview, background information, prior history, investigation, repot to judge, monthly updates, substance abuse and clinical evaluations, and other, related documents. JUVENILE SUPPORT PROGRAM (JSP) RECORDS b) SUPERVISOR LIST JUVENILE SUPPORT PROGRAM (JSP) RECORDS c) PRISONER TRANSPORTATION LOGS JUVENILE SUPPORT PROGRAM (JSP) RECORDS d) PROCESS SERVICE LOGS DOCKET MANAGEMENT SYSTEM, INACTIVE – Obsolete computer system for inactive dockets. GRANT RECORDS

HC

US 5 Years 5 Years

MA MA MA MA

Excel database Excel database Excel database DOS based system, no longer supported or updated. New dockets on HTE system. Administration Division

PD-15

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 18 of 33 Item No. RECORD TITLE and Description Including grant application, notice of award, contract/agreement, correspondence, timesheets, invoices, check copies, staffing/retention records, and other, similar records. a) FEDERAL GRANT RECORDS b) STATE CRIME RECORDS, ADULT Individual record, includes mugshots, booking reports, custody sheet, and other information on paper and entered into HTE system CRIME RECORDS, JUVENILE Individual record, includes mugshots, booking reports, custody sheet, and other information on paper and entered into HTE system CASE FILES Includes call for service from citizen, or self initiated activity by officer, officer report, witness report(s), CAD notes, Watch Officer review and approval, etc. PERSONNEL RECORDS a) DEPARTMENTAL PERSONNEL FILE Contains records of training completed, and certifications awards and commendations received by officers. PERSONNEL RECORDS b) PERFORMANCE LOG Copies of officer evaluations OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

PD-15 PD-16

EXP + 3 Years EXP + 5 Years 75 Years* HC MA MI OP HC MA MI OP HC MA OP *Hard Copy to be retained until successfully imaged or microfilmed + 30 Days *Hard Copy to be retained until successfully imaged or microfilmed + 30 Days

PD-17

8 Years or when an expungement order is signed. 5 Years unless incorporated into Crime Records

PD-18

PD-19

Termination of Employment 1 Year

Upon termination file to be forwarded to Personnel Division of Support Services Patrol Division Originals maintained in Personnel Division of Support Services Department Internal Investigations Division

PD-19

INTERNAL INVESTIGATION RECORDS Initial complaint, investigation records, reports, disposition, notice of disciplinary action, etc. PD-21 TRAINING RECORDS Records of in-house developed or delivered training, including curriculum, scripts, handouts, ect. Not specific to any officer receiving training. Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

PD-20

Disposition + 5 Years

HC MA

US

Training Division

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 19 of 33 Item No. PD-22 RECORD TITLE and Description INTELLIGENCE FILES a) OPEN Research and information available to all officers INTELLIGENCE FILES b) CLOSED Confidential information from informants pertaining to narcotics, sex offenders, etc. where information access is limited to designated officers. LOGS a) ADULT BOOKING LOGS b) JUVENILE BOOKING LOGS c) CRIMINAL HISTORY LOGS d) TOWED VEHICLE LOGS e) LOST ANIMAL LOGS f) FITNESS ROOM VISITOR LOG LOGS g) SHOOTING RANGE LOG AND SCHEDULE ENTRY CARDS Data entered into State of Colorado Crime Reporting System LICENSES AND REGISTRATIONS a) ANIMAL REGISTRATIONS LICENSES AND REGISTRATIONS b) BICYCLE REGISTRATIONS LICENSES AND REGISTRATIONS c) SOLICITORS LICENSE ABANDONED VEHICLES OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS Internal Investigations Division Dispose by shredding or other means which protects information and sources. Internal Investigations Division Dispose by shredding or other means which protects information and sources.

ACT

PD-22

ACT

PD-23 PD-23 PD-23 PD-23 PD-23 PD-23 PD-23 PD-24

75 Years 90 Years ??? 1 Year 1 Year 1 Year 1 Year ACT + 30 Days MA MA Patrol Division

PD-25 PD-25 PD-25 PD-26

EXP EXP EXP + 1 Year Disposition of Vehicle

HC HC HC HC

Issued by veterinarians Issued by Fire Stations Short term license to permit solicitation in city.

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 20 of 33 Item No. PD-27 PE-18 RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL + 2 Years 1 Year ACT
Media Vital

REMARKS

PE-21

PE-22

PE-23 PE-24

PE-25 PE-26

ANIMAL CONTROL RECORDS – DOMESTIC EQUIPMENT FILES Manuals, operating instructions, maintenance information, warranties, safety certifications (e.g. playground equipment), for equipment purchases by the City for department use or administered by the department for public use. Does not include vehicles or capital equipment valued over $20,000. PERSONNEL RECORDS, FULL-TIME Official copy of information pertaining to each full-time city employee, includes application, reference checks, interview results, pre- and post-employment testing, personnel action forms, performance evaluations, drug screening results, physicals (for Police), corrective and disciplinary actions, administrative hearings for demotions – suspensions - terminations, job analysis questionnaires, life guard certifications, CPR certifications, etc. PERSONNEL RECORDS, PART-TIME AND TEMPORARY These files contain the same information as the full-time employee files. VOLUNTEER APPLICATIONS Copy of volunteer applications. I-9 FORMS Employee immigration information which must be available for auditing by U.S. Immigration. EMPLOYEE HANDBOOK PERSONNEL MERIT COMMISSION Meeting information including minutes and actions. Includes appeal files for disciplinary action, termination, suspension, or demotion.

HC

TRM+56

HC MI

ACT+3

HC

ACT+1 ACT+3

HC HC

US+3 CY+3

HC MA HC MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 21 of 33 Item No. PE-27 PE-28 PE-29 PE-30 RECORD TITLE and Description EMPLOYEE GRIEVANCES CIVIL RIGHTS CASE FILES EMPLOYEE REVIEW COMMITTEE ELECTION RESULTS EMPLOYEE REVIEW COMMITTEE MINUTES The Employee Review Committee was established by ordinance. The Committee serves non-exempt and nonsupervisory exempt employees and is elected by this group. It meets bi-monthly. EMPLOYEE CONCERNS This information is collected during exit interviews. It is maintained in a notebook. EEO BI-ANNUAL REPORT OFFICE RETENTION PERIOD Storage TOTAL CY+3 ACT+3 CR+1 CR+3
Media Vital

REMARKS

HC HC HC MA HC MA

PE-31

CY+3

HC

PE-32

PE-33

PE-34 PE-35 PE-36 PE-37 PE-38

PN-21

PN-22

EEO INFORMATION This is a temporary form used for data entry into the payroll system to collect data for EEO reporting. DRUG TESTING RECORDS, NEGATIVE RESULTS Drug testing records for DOT compliance. DRUG TESTING RECORDS, POSITIVE RESULTS Drug testing records for DOT compliance. EMPLOYMENT VERIFICATION AUTHORIZATION LEAVE REQUESTS (FMLA) These are maintained separately in a leave folder. RETURN TO WORK This form is filled out by a doctor for employees returning from medical or injury leave. PENSION PLANS Includes the plan itself, and relevant explanations. Includes contract documents if the plan is handled/administered by a third party. IRS DETERMINATION LETTER

ACT+3 (plus federal and state audit complete) ACT

HC

HC

Active ceases when data is entered into payroll system

CY+1 CY+4 CY+1 CY+3 CY+1

HC HC HC HC HC Yes

Federal requirement for these records is three years.

ACT+3

HC

Yes

Active ceases when plan is no longer active and last surviving beneficiary has been paid in full

US

HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 22 of 33 Item No. PN-23 RECORD TITLE and Description PENSION COMMITTEE RECORDS Minutes of pension committee meetings, includes yearly election notice and ballots. PENSION PLAN STATEMENTS WITH BENEFICIARY WITHDRAWAL DETAIL Regular reports showing employee status, contributions, pension benefit payments, etc. PENSION ACTUARIAL REPORTS Actuarial reports for specific pension funds. PENSION INVESTMENT REPORTS Periodic reports showing the performance of the Pension fund. PENSION ENROLLMENT FORMS OFFICE RETENTION PERIOD Storage TOTAL CY+3
Media Vital

REMARKS

HC MA HC Active ceases when last surviving beneficiary has been paid in full

PN-24

ACT+3

PN-25 PN-26

CY+3 US

HC HC

PN-27

PENSION BENEFIT WAIVERS Employee waivers for pension plans. Waivers are the legal documents showing that the employee waived the benefit. PN-29 QDROS Domestic relations orders for beneficiaries with rights to receive pension benefits, e.g. ex-spouses. PN-30 HIDDEN PAYCHECK BOOK This is a convenience record for employees. It is a year end summary of total compensation including the City portion of benefits. The employee receives their copy and a copy is maintained by Personnel. PN-31 PENSION WITHOLDING CALCULATIONS This information is sent in electronic form to the Pension managers for adding/changing pension benefits and beneficiaries. PN-32 PENSION RECONCILIATION PAPERS Reports used to reconcile information on employee’s pension calculations. These are routine for Pensions administered for the City by third parties. Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

PN-28

Until superseded or benefit is still owed + 6 years PERMANENT

HC

HC

ACT+3

HC

Active ceases when benefit is paid

ACT+5

HC

CY+1

HC MA

ACT

HC MA

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 23 of 33 Item No. PR-19 RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL PERMANENT
Media Vital

REMARKS

OPEN SPACE ADVISORY COMMITTEE MINUTES This file includes agendas, packets and the official minutes of the meetings of the Open Space Advisory Committee. It does not include minutes of Sub-Committees. PR-20 OPEN SPACE ADVISORY COMMITTEE CONSTITUENT CORRESPONDENCE Routine correspondence to Advisory Committee members. PR-21 VOLUNTEER FILES Files of volunteers, e.g. coaches, including application, activities, practices, parent sign-up sheets for the volunteers activity with participants, complaints, commendations, etc. [Note: fingerprints and background checks for volunteers are kept in Personnel.] PR-22 REPORTS, MONTHLY FINANCIAL PR-23 REPORTS, YEARLY FINANCIAL PR-24 REPORTS, EXPENSE BY PROGRAM Details of receipts and expenses for recreation programs used for planning purposes. PR-25 REPORTS, INCIDENT (Copy) Incident reports for damage to property, stolen property, accidents, etc. PR-26 DAILY CLOSEOUT SHEET Sheets with cash, check, and credit cards detail. This is sent to finance where the deposit is made. Walk-in registration receipts are attached to the daily closeout sheets. PR-27 PROGRAM AND ACTIVITY RECORDS Records related to sports, recreational, or cultural activities and programs sponsored by the city, including activity schedules, programs, rosters, status sheets, scorebooks, rules and regulations, advertising, activity planning records, and all other similar records. PR-28 RECREATIONAL FACILITIES USE PERMITS Permits for the use of parks, shelters, ball fields, recreation center, “The Bay” and other city-owned recreational Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

HC

CY+3

HC

ACT+3

HC

CY+1 CY+2 CY+2

CY+1

HC

Official copy with Personnel.

CY+1

HC

A copy is sent to Finance for deposit.

2 years

HC

CY+1

HC

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 24 of 33 Item No. PR-29 RECORD TITLE and Description facilities. REPORTS, SWIMMING POOL Swimming pool and “Bay” water quality test and analysis reports. These tests are done 3x per day. LETTER OF CREDIT FILE Letters of credit for customers that have credit on the books for use at a later time. MATERIAL SAFETY DATA SHEETS (MSDS) Material safety data sheets supplied to local government by manufacturers or distributors of hazardous chemicals. GRANT RECORDS a) GRANT APPLICATIONS, UNSUCCESSFUL GRANT RECORDS b) GRANT APPLICATIONS, SUCCESSFUL GRANT RECORDS c) NOTICE OF FINANCIAL ASSISTANCE AWARD Notice from Federal DOE regarding amount of funding City will receive in fiscal year. GRANT RECORDS d) FINANCIAL STATUS REPORT, QUARTERLY Report to DOE, of cash expenditures during reporting period. GRANT RECORDS e) FINANCIAL STATUS REPORT, ANNUAL Report to DOE of cash expenditures during year. GRANT RECORDS f) REQUEST FOR REIMBURSEMENT Submitted to DOE for reimbursement of funds expended. GRANT RECORDS g) CORRESPONDENCE AND RELATED DOCUMENTATION OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CY+1

HC

PR-30

CY+1

HC

PW-15

ACT

HC

After receipt of updated sheet or hazardous chemical is no longer present in local government, as applicable.

PW-21 PW-22 PW-22

2 Years AUD + 10 Years AUD + 10 Years

HC

Subject to Audit by DOE

PW-22

5 Years

HC

PW-22

10 Years

HC

PW-22

AUD + 10Years

HC

PW-22

AUD + 10 Years

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 25 of 33 Item No. PW-23 RECORD TITLE and Description WATER PURCHASE AGREEMENTS For raw and treated water, includes settlement sheets, agreements, escrow records, and related records. REGIONAL AIR QUALITY ANNUAL REPORT To Colorado Department of Health SERVICE WORK REQUEST RECORDS Includes request, work order, work performed and hours charged SERVICE WORK REQUEST (SWR) SYSTEM DATA Includes same information as above, entered into SWR system, and maintained electronically. ADOPT A STREET/PARK/OPEN SPACE RECORDS a) ADOPTION AGREEMENT OFFICE RETENTION PERIOD Storage TOTAL EXP or termination of instrument according to its terms + 6 years 5 Years ACT
Media Vital

REMARKS

HC

Yes

PW-31 PW-32

HC HC Retain until data entered into SWR system and verified.

PW-33

ACT + 1 Year

MA

PW-34

EXP or termination of instrument according to its terms ACT

HC

Duplicate copy retained for administrative purposes only. Original agreements maintained elsewhere.

PW-34

ADOPT A STREET/PARK/OPEN SPACE RECORDS b) OTHER RECORDS Correspondence, procedures, cleanup notifications, Work Orders for Signs and pickup provided by City. PW-35 STREET MAINTENANCE RECORDS PW-36 SNOW REMOVAL RECORDS PW-41 UNDERGROUND STORAGE TANK RECORDS For City owned petroleum, fuel, and waste oil storage tanks. Includes computer monitoring and testing records. PW-42 DRIVERS’ RECORDS, DOT Drug tests, accident reports, investigations, and other, related records required by the US Dept of Transportation PW-43 VEHICLE RECORDS, DOT Annual vehicle inspections, pre/post trip vehicle reports, and other, related records required by the US Dept of Transportation PW-44 VEHICLE MAINTENANCE RECORDS Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

10 Years 2 Years AUD + 5 Years AUD + 5 Years CE + 5 Years

HC MA HC

Subject to audit by Colorado Department of Revenue Subject to audit by DOT

LA + 5 Years

HC

Vehicles with GVW over 10,000 lbs. subject to audit by DOT.

LA + 5 Years

HC

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 26 of 33 Item No. RECORD TITLE and Description Work orders, parts lists, time records and other records documenting maintenance of City owned vehicles. VEHICLE EMISSIONS REPORTS Annual report of vehicle diesel emissions to Colorado Dept of Health, using state supplied forms. WASTE OIL REMOVAL RECORDS Receipts for waste oil picked up from City waste oil storage facilities. PLANT OPERATION RECORDS a) DAILY Includes logs, charts and other daily operational data PLANT OPERATION RECORDS b) MONTHLY Includes monthly reports and operational data STATE OF COLORADO REPORTS Including fluoride, turbidity, and other periodic reports filed with the State of Colorado LABORATORY RECORDS Inspection reports, calibration data EQUIPMENT RECORDS Including manuals, calibration, maintenance and other equipment records INSPECTION RECORDS Includes Fire Department, State Treatment Facility Reports, and other, similar records and reports RAW WATER RECORDS Records pertaining to raw (untreated) water transported from the Northern Colorado Water Conservancy Dist, and other sources utilized by the City. These records DO NOT include agreements or financial records, which are maintained elsewhere in the Public Works Department. RESERVOIR RECORDS a) EMERGENCY ACTION PLAN OFFICE RETENTION PERIOD Storage TOTAL LA + 5 Years CE
Media Vital

REMARKS

MA HC

PW-45

PW-46

CE + 2 Years

HC

PW-71

5 Years

HC

PW-71

5 Years

HC

PW-72

10 Years

HC

PW-73 PW-74

10 Years LA + 2 Years

HC HC

PW-75

10 Years

HC

PW-76

5 Years

HC

PW-77

HC US + 1 Year

Yes

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 27 of 33 Item No. PW-77 PW-78 PW-78 PW-78 PW-78 RECORD TITLE and Description RESERVOIR RECORDS b) INCIDENT REPORTS WATER QUALITY RECORDS a) CHEMICAL ANALYSES WATER QUALITY RECORDS b) BACTERIOLOGICAL REPORTS WATER QUALITY RECORDS c) VARIANCES/EXEMPTIONS GRANTED WATER QUALITY RECORDS d) DRINKING WATER REGULATION VIOLATION RECORDS SEWER DISCHARGE PERMITS SEWER DISCHARGE REPORTS NPDES reports and spill reports to the Water Control Division of the Colorado Department of Environment INDUSTRIAL PRETREATMENT PROGRAM RECORDS Legal authority to operate, permits, annual reports INDUSTRIAL PRETREATMENT OPERATING RECORDS Monitoring reports, inspection reports, notices of discharge, QA/QC reports, industrial user reports, chain of custody records, etc. INDUSTRIAL PRETREATMENT EQUIPMENT RECORDS Manuals, calibration records, maintenance records, etc. WASTEWATER TREATMENT EQUIPMENT RECORDS Bench sheets, calibration data, quality control charts, and reports required by permit JOB DESCRIPTIONS A description of all city jobs. For new jobs a job analysis questionnaire is filled out by the requesting department. OFFICE RETENTION PERIOD Storage TOTAL 3 Years
Media Vital

REMARKS

HC HC

10 Years 5 Years 5 Years 3 Years

HC HC HC

PW-81 PW-82

EXP + _ Years 5 Years

Yes

PW-83

3 Years

PW-84

3 Years

PW-85

LA + 2 Years

PW-86

AUD + 3 Years

Subject to audit by EPA & Colo. Depth of Health

RE-21

ACT

MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 28 of 33 Item No. RE-22 RE-23 RECORD TITLE and Description SALARY SCHEDULES Schedules of salary ranges for specific jobs within the city. SALARY SURVEYS SUMMARY INFORMATION & WORKSHEETS Information pertaining to determining salary ranges based on surveys of local salaries. JOB REQUISITION FILES Job requisition files include: job requisition, job description, application supplement, interview questions, internal and external advertising, and testing masters. RECRUITMENT & SELECTION ELIGIBILITY LIST APPLICANTS NOT HIRED APPLICATIONS APPLICANT EEO STATISTICS FINGERPRINTS AND BACKGROUND CHECKS Fingerprints and background checks are maintained for fulltime employees, part-time employees, temporary employees and volunteers. They are kept in binders by type of employee and then alphabetically. PROPERTY/CASUALTY INSURANCE POLICIES Policies and annual renewal applications. Includes amendments for vehicles, property and activities. Includes policies for general liability, errors and omissions, police liability, public and officials liability, auto liability. PROPERTY/CASUALTY INSURANCE CLAIMS Claim files, copies at the City if handled by a third party. PROPERTY/CASUALTY LOSS CONTROL STANDARDS AUDIT PROPERTY/CASUALTY FACILITY SURVEY Annual CIRSA property/facility survey. Includes recommendations and responses by the City. CERTIFICATES OF INSURANCE Certificates of insurance for City insurance policies. OFFICE RETENTION PERIOD Storage TOTAL CY+6 CY+1
Media Vital

REMARKS

HC+ MA HC+ MA

RE-24

CY+3

HC

RE-25 RE-26 RE-27 RE-28

CY+3 CY+3 CY+3 ACT+3

HC MA HC HC HC

RM-21

ACT+3

HC

Active ceases when policy cancels

RM-22 RM-23 RM-24

ACT+8 CY+5 CY+3

HC HC HC MA HC Active ceases when policy cancels

RM-25

ACT+3

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 29 of 33 Item No. RM-26 RECORD TITLE and Description WORKERS COMP INSURANCE POLICY Policy file and correspondence with third party who administers the program. WORKERS COMPENSATION CASE FILES Broomfield contracts with CCIA to manage the workers compensation process. Includes First Report of Injury. There are some duplicate files maintained at the City by Risk Management. These are filed sequentially by yearbased case number. ANNUAL WC PREMIUM AUDIT WORKERS COMP PREMIUM COST CONTAINMENT CERTIFICATION/ RECERTIFICATION REPORTS These reports are sent to the U.S. Department of Labor to show that the City has approved loss control measures in place and follows an approved 10-step Loss Control Action Plan (WC). Annual Loss Control Standards Audit using standards developed by the CIRSA Safety Committee. ACCIDENT/INJURY REPORT FORMS AND SUPERVISOR’S INVESTIGATION REPORT FORM These forms are filled out for each accident or injury. The front side which is the Accident/Injury Report provides for refusal of medical treatment by the employee. The back side is the Supervisor’s Investigation Report Form and is filled out if the accident involves City eomployees or property. See also First Report of Injury. SAFETY COMMITTEE MEETINGS Includes agendas, packets and minutes. ACCIDENT REVIEW COMMITTEE This is a sub-committee of the Safety Committee. Includes minutes and Summary of Actions Taken on various accidents. OFFICE RETENTION PERIOD Storage TOTAL ACT+3
Media Vital

REMARKS (Active ceases when policy cancels and last beneficiary is paid) Active ceases with settlement of claim) (CCIA Retention Period)

HC

RM-27

ACT+8

HC

RM-28 RM-29

CY+5 CY+3

HC HC

RM-30

CY+3

HC

RM-31 RM-32

CY+3 CY+3

HC MA HC MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 30 of 33 Item No. RM-33 RECORD TITLE and Description SAFETY INCENTIVE PROGRAM Information on safety program including policies, procedures, tracking, non-cash awards, gift certificates, etc. VEHICLE TITLES AND REGISTRATIONS For city-owned vehicles. SURPLUS PROPERTY AUCTION RECORDS Records related to items for auction. Includes financial records of sales which are forwarded to Accounting for handling. BUILDING MAINTENANCE FILES Files on tenant meetings, safety concerns and general administrative matters for #6 Garden Center, #12 Garden Center, Depot Museum. VOLUNTEER FILES Application, evaluations, shop liability waiver, shop supervisor agreement, etc. PROGRAM FILES Files for specific programs including publicity, descriptive information, contracts (copies), letters of agreement (copies), evaluations, budget information, etc. RESOURCE FILES Information files for use by the staff and constituents. Includes information on services to seniors in the area, and forms that seniors might need like handicapped parking. CLIENT FILES Files for constituents that are being tracked because they are receiving special attention such as home visits. SENIOR TRANSPORTATION SCHEDULE Schedule for transportation, e.g. buses, provided to seniors through block grants. SENIOR TRANSPORTATION STATISTICS Statistics maintained about senior transportation for transportation block grant. OFFICE RETENTION PERIOD Storage TOTAL CY+3
Media Vital

REMARKS

HC MA HC HC MA (Active ceases when vehicle is disposed of)

RM-34 RM-35

ACT+1 ACT

RM-36

ACT+3

HC MA

SS-18

ACT + 7 Years

HC

SS-19

ACT+5 Years

HC

SS-20

ACT

HC

SS-21

ACT+? Years

HC

SS-22

ACT

HC

SS-23

ACT+? Years

HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 31 of 33 Item No. SS-24 RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL ACT
Media Vital

REMARKS

VOLUNTEER ORIENTATION INFORMATION Records used in volunteer orientations. Includes rules and regulations, videos, description of volunteer jobs, on the job training, volunteer rights, information on fingerprint and background checks. SS-25 SENIOR RESOURCES OF BROOMFIELD, INC. Agendas, Board Packets, Minutes. UB-19 SERVICE ORDERS Service orders are used to generate activity, e.g. final reads for residents who are moving, water meter reading problem checks, meter repair and/or replacement, meter shut-off for non-payment, etc. These are filed by address within a street file. Service orders are generated from HTE system, portions of the from completed orders are entered into HTE system. UB-20 PAYMENT STUBS, WATER AND SEWER Receipt copy of water and sewer bill sent to the lock box with payment. These are generated from HTE system. UB-21 WATER METER READING RECORDS Water meter readings from radio reads and hand held units. UB-22 CUTOFF AND SHUTOFF LISTINGS Weekly cutoff list generated from HTE system of meters that should be tagged with yellow warning tags. Weekly shutoff list used to generate Service Orders for shutoffs. These records are filed by cycle, then route, then customer UB-23 WATER AND SEWER LICENSE (COPY) A copy of the original license is sent from the Building Department to Utility Billing for getting the correct service information added to the HTE system for billing UB-24 AUTHORIZATION AGREEMENT FOR EFT PAYMENT Agreement authorizing the City to debit the customers bank account for water and sewer. Contains voided check attached to agreement. Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

HC

Permanent CY+2

HC HC MA Paper copies of the service order can be retrieved for claims when there is an incorrectly operating meter.

CY+1

HC

CY+2 CY+1

MA HC

CY+1

HC

Note: If official copy is maintained in Building does Utility Billing need to keep copy? Yes

ACT+1

HC

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 32 of 33 Item No. UB-25 RECORD TITLE and Description DAILY CASH RECEIPT TRANSACTION AND RECONCILIATION RECORDS Housekeeping records to track all lock box deposits and EFT’s from debit banking. UTILITY BILLING STATISTICS REPORT, MONTHLY Comprehensive spreadsheet report summarizing statistics for various services. Sent to Finance and Assistant City Manager. Some of information comes from sources other than HTE system. BANK DRAFT LISTING Weekly listing of all EFT amounts to be debited from customer accounts where an Authorization Agreement for EFT of Payments is in place. TEMPORARY WATER PERMITS Permits for temporary water supplies for construction projects. Up front payment is required for a permit and as a deposit for temporary water meter. A copy of this payment (photocopy of check) is attached to the permit. Utility Billing is responsible for routine billing. Any remaining balances are refunded using a check request to Finance. ACCOUNTS RECEIVABLE, OTHER This is a file of miscellaneous billing by city. Billing requests come in including temporary water permits, permit and sampling for industrial pretreatment, off-duty police hours, ambulance company fuel billings, etc. These files include billing requests, invoices, cashiers receipts including the check number, date, amount and payment stub, if available. Collections are done by Utility Billing SEWER AVERAGE WINTER CONSUMPTION REPORT Hardcopy of water winter consumption used to calculate yearly sewer rates. OFFICE RETENTION PERIOD Storage TOTAL CY+2
Media Vital

REMARKS

HC

UB-26

CY+2

HC MA

UB-27

CY+2

HC

Norwest Bank in Broomfield is the agent for doing the debiting with other banks. Terminated means that all final payments have been received and there are no monies owing to the city.

UB-28

TRM+1

HC

UB-29

CY+2

HC

UB-30

CY+1

HC MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 33 of 33 Item No. UB-31 RECORD TITLE and Description ACCOUNT MAINTENANCE FORM The account maintenance form is for name changes, phone number changes, address changes. All new licensees have an Account Maintenance Form for correct formatting of information from the License for data entry. PAYMENT ARRANGEMENTS Delinquent accounts worksheet for payment arrangements. These are kept in a notebook and are checked before customers are yellow tagged or shut off. ADJUSTMENT FORM This form is used to record for data entry any adjustments to a customer’s bill for items such as a lead that caused abnormal water usage that has subsequently been fixed. HTE SYSTEM Automated system used for Utility Billing, the electronic records that are part of this system will be scheduled separately. OFFICE RETENTION PERIOD Storage TOTAL CY+1
Media Vital

REMARKS

HC

UB-32

ACT

HC

UB-33

CY+1

HC

UB-34

To Be Determined

MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 1 of 33 Item No. RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

Department Codes for City of Broomfield ALL CA CC CD CM FI IN LB MC PD PE PN PR PW RE RM SS UB = = = = = = = = = = = = = = = = = = All departments (records series common to most/all city departments) City Attorney City Clerk Community Development City Manager / Public Information Office Finance Insurance Library Board Municipal Court Police Department Personnel Pension Parks and Recreation Public Works Recruiting Risk Management Senior Services Utility Billing

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

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 2 of 33 Item No. RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

ALL-01 CORRESPONDENCE AND MEMORANDA Includes incoming and copies of outgoing correspondence and internal correspondence and memoranda. a) POLICY AND PROGRAM DEVELOPMENT Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefinition of the policies, programs, services, or projects of a local government. ALL-01 CORRESPONDENCE AND MEMORANDA b) ADMINISTRATIVE - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, services, and projects of a local government ALL-01 CORRESPONDENCE AND MEMORANDA c) ROUTINE. - Correspondence and internal memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters ALL-02 b) SPECIAL REPORTS OR STUDIES - prepared by order or request of the governing body or considered by governing body (as reflected in its minutes) or ordered or requested by a state agency or court ALL-02 c) SPECIAL REPORTS OR STUDIES prepared by order or request of chief administrative officer ALL-02 d) MONTHLY, BIMONTHLY, QUARTERLY, OR SEMI-ANNUAL REPORTS ALL-02 e) ACTIVITY REPORTS compiled on a daily or other periodic basis pertaining to workload measures, time studies, number of public contacts, etc., except reports of similar types noted in this or other schedules. ALL-02 REPORTS AND STUDIES (NON-FISCAL) Annual, sub-annual, or irregularly prepared reports, Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded 5 years HC MA

2 years

HC MA

ACT

HC MA

PERMANENT

HC

5 years 3 years 1 year

HC HC HC

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 3 of 33 Item No. RECORD TITLE and Description performance audits, or planning studies submitted to governing body or chief administrative officer of a local government or by local government to a state agency, as may be required by law or regulation, on non-fiscal performance of a department, program, or project or for planning purposes, including those prepared by contractors. a) ANNUAL REPORTS PUBLICATIONS Pamphlets, reports, studies, proposals, and similar material printed by or for a local government or any of its departments, subdivisions, or programs and distributed to or intended for distribution to the public on request and departmental or program newsletters designed for internal distribution DEPARTMENTAL NEWS RELEASES ORGANIZATIONAL CHARTS POLICY AND PROCEDURE DOCUMENTATION Executive orders, directives, manuals, and similar documents that establish and define policies, procedures, rules, and regulations governing operations or activities of a local government as a whole or any of its departments, programs, services, or projects. BUDGET WORKING PAPERS created exclusively for preparation of budgets, including budget requests, justification statements, and similar documents MINUTES (Staff). Minutes of internal staff meetings CONTRACTS, LEASES, AND AGREEMENTS Contracts, leases, and agreements, including reports, correspondence, performance bonds, and similar records relating to their negotiation, administration, renewal, or termination, except construction contracts OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

ALL-03

PERMANENT PERMANENT (One copy of each)

HC HC

Surplus Copies may be disposed of at any time.

ALL-04 ALL-05 ALL-06

ACT Until Superseded Until superseded + 5 years

HC HC HC

ALL-07

2 Years

HC

ALL-08 ALL-09

ACT EXP or termination of instrument according to its terms + 6 years

HC HC Yes

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 4 of 33 Item RECORD TITLE and Description OFFICE No. ALL-10 RECORDS MANAGEMENT RECORDS a) RECORDS RETENTION SCHEDULES including all successive versions of and amendments to schedules) ALL-10 RECORDS MANAGEMENT RECORDS b) RECORDS DESTRUCTION DOCUMENTATION Records documenting destruction of records under records retention schedules, including requests submitted to Colorado State Archives for authorization to destroy records or originals of Permanent records that have been microfilmed. ALL-11 COMPLAINTS Complaints received from public by a governing body or any officer or employee of a local government relating to government policy. ALL-12 VISITOR CONTROL REGISTERS Logs, registers, or similar records documenting visitors to limited access or restricted areas. ALL-13 TELEPHONE LOGS OR ACTIVITY REPORTS Registers or logs of telephone calls made and similar telephone activity reports. ALL-14 POSTAL AND DELIVERY SERVICE RECORDS a) METER AND PERMIT USAGE RECORDS ALL-14 POSTAL AND DELIVERY SERVICE RECORDS b) REGISTERED, CERTIFIED, INSURED, AND SPECIAL DELIVERY MAIL RECEIPTS AND SIMILAR RECORDS of transmittal by express or delivery companies. ALL-15 DUPLICATE RECORDS Council Minutes, Ordinances, Resolutions, Employee Time Sheets, Purchase Orders, Requisitions ALL-16 MATERIAL SAFETY DATA SHEETS (MSDS) Material safety data sheets (MSDS) supplied to local government employers by manufacturers or distributors of Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded RETENTION PERIOD Storage TOTAL PERMANENT
Media Vital

REMARKS

HC

PERMANENT

HC

Yes

Resolution or dismissal of complaint + 2 years

HC

3 Years

HC

1 Year

HC

1 Year 1 Year

HC HC

ACT

HC

After receipt of updated sheet or hazardous chemical is no longer present in local Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

ACT

HC

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 5 of 33 Item No. RECORD TITLE and Description hazardous chemicals. ALL-17 EQUIPMENT FILES Manuals, operating instructions, maintenance information, warranties, safety certifications (e.g. playground equipment), for equipment purchased by the City for department use or administered by the department for public use. Does not include vehicles or capital equipment valued over $20,000. CA-18 LEGAL PROJECT FILES Includes research, negotiations and other, related project records. CA-19 LEGAL OPINIONS Prepared for City personnel or departments. CA-20 EXTERNAL RELATIONS Correspondence to/from federal, state, and other local (city and county) agencies and departments. CA-21 LEGISLATION Copies of federal and state legislation of interest to the City. CA-22 LITIGATION AND CLAIMS Claims and litigation files for claims and lawsuits brought against the City. CC-14 RESEARCH FILES CC-15 CITY COUNCIL RECORDS a) AGENDAS, PACKETS, MINUTES, RESOLUTIONS, ORDINANCES CC-15 CITY COUNCIL RECORDS b) MEETING NOTICES CC-15 CITY COUNCIL RECORDS c) AUDIO/VIDEO TAPES OF MEETINGS, STUDY SESSION WORKING NOTES CC-16 LOCAL LICENSING AUTHORITY RECORDS a) AGENDAS, PACKETS, MINUTES, Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded ACT HC OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS government, as applicable.

ACT+10

HC

PERMANENT ACT+10

HC HC

ACT ACT+10

HC Yes

ACT PERMANENT CY + 1 Year CY + 5 Years

HC HC MA HC MA HC Yes

PERMANENT

HC

Yes

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 6 of 33 Item No. CC-16 CC-16 RECORD TITLE and Description RESOLUTIONS, ORDINANCES LOCAL LICENSING AUTHORITY RECORDS b) MEETING NOTICES LOCAL LICENSING AUTHORITY RECORDS c) AUDIO/VIDEO TAPES OF MEETINGS, STUDY SESSION WORKING NOTES BROOMFIELD URBAN RENEWAL AUTHORITY (BURA) RECORDS a) AGENDAS, PACKETS, MINUTES, RESOLUTIONS, ORDINANCES BROOMFIELD URBAN RENEWAL AUTHORITY (BURA) RECORDS b) MEETING NOTICES BROOMFIELD URBAN RENEWAL AUTHORITY (BURA) RECORDS c) AUDIO/VIDEO TAPES OF MEETINGS, STUDY SESSION WORKING NOTES ELECTION RECORDS a) CERTIFIED STATEMENT & Determination (of election results) ELECTION RECORDS b) CAMPAIGN CONTRIBUTIONS & EXPENDITURE REPORTS ELECTION RECORDS c) PETITIONS (for initiative or referendum, nomination, recall ELECTION RECORDS d) POLL BOOKS ELECTION RECORDS e) ABSENTEE BALLOT APPLICATION, ACCEPTANCE OF JUDGES, BALLOTS (voted, absentee, spoiled, defective), EXPENSE STATEMENTS (and supporting documentation) OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CY + 1 Year CY + 5 Years

MA HC MA HC

CC-17

PERMANENT

HC MA HC

Yes

CC-17

CY + 1 Year

CC-17

CY + 5 Years

MA HC

CC-18

PERMANENT CY + 2 Years

HC HC

Yes

CC-18

CC-18

CY + 2 Years

HC

CC-18 CC-18

CY + 2 Years Election + 6 Months

HC HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 7 of 33 Item No. CC-18 RECORD TITLE and Description ELECTION RECORDS f) JUDGE CERTIFICATE OF VOTES CAST, LIST OF JUDGES & ALTERNATES, NOTICE OF ELECTION, OATHS/CHALLENGES/AFFIDAVITS, OBJECTIONS TO NOMINATION, POLL LISTS, RECEIPT FOR BALLOT BOX, REGISTRATION BOOK RECEIPTS, WITHDRAWALS FROM NOMINATION ELECTION RECORDS g) SIGNATURE FORMS MUNICIPAL CODE OATHS OF OFFICE (for elected and appointed officials) LICENSING RECORDS Including licenses for liquor sales, solicitors, sales tax, pet shop, route vehicle, and other, similar licenses granted by the city. PROOFS OF PUBLICATION NOTICES OF MEETINGS required to be posted on Public Meeting Board MAPS, PLATS & PLANS Originals, reproducibles (copies may be contained in individual project files) EASEMENTS AND RIGHTS-OF-WAY LAND USE REVIEW COMMISSION (LURC) RECORDS a) AGENDAS (INCLUDING PACKETS), BY-LAWS, RESOLUTIONS LAND USE REVIEW COMMISSION (LURC) RECORDS b) MEETING NOTICES LAND USE REVIEW COMMISSION (LURC) RECORDS c) AUDIO/VIDEOTAPES OF MEETINGS OFFICE RETENTION PERIOD Storage TOTAL 6 Months
Media Vital

REMARKS

HC

CC-18 CC-19 CC-20 CC-21

45 Days PERMANENT Term of Office + 1 Year EXP + 1 Year

HC HC MA HC HC Yes

Yes

CC-22 CC-23 CD-18

CY + 5 Years PERMANENT PERMANENT

HC

Yes

CD-19 CD-31

EXP + 1 Year

Yes

PERMANENT CY + 5 Years

HC HC

Yes

CD-31

CD-31

Completion of Minutes + 6 Months

MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 8 of 33 Item No. CD-31 RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL PERMANENT
Media Vital

REMARKS

LAND USE REVIEW COMMISSION (LURC) RECORDS d) MINUTES CD-32 ANNEXATION RECORDS a) PETITIONS, ORDINANCES, AND AGREEMENTS CD-32 ANNEXATION RECORDS b) OTHER ANNEXATION RECORDS CD-33 DEVELOPER PROJECT FILES, NOT APPROVED CD-34 DEVELOPER PROJECT FILES, APPROVED Site Development Plans, Plats, Amendments, Agreements, Petitions for Annexation, Applications for Rezoning, LURC Reports, Council Memos and Approvals, and related records. CD-34 DEVELOPER PROJECT FILES, APPROVED Information regarding infrastructure such as water and sewer, drainage and streets. includes engineering drawings, construction plans and drawings, geotechnical reports, utility, traffic and environmental impact studies, inspection reports, permits, and similar related records. These records are added to the Developer Project Files initiated by the Planning Division. CD-35 CAPITAL IMPROVEMENT PROJECT (CIP) FILES Including Council memos and resolutions, specifications, bid documents, contacts and agreements, and notice to proceed. CIP files contain some of the same document types as developer project files, but CIP files function and are organized more as contract management rather than project management. CD-35 CAPITAL IMPROVEMENT PROJECT (CIP) FILES Information regarding infrastructure such as water and sewer, drainage and streets. includes engineering drawings, construction plans and drawings, geotechnical reports, utility, traffic and environmental impact studies, inspection Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

HC

Yes

HC PERMANENT PERMANENT PERMANENT PERMANENT HC HC HC

Yes Yes

PERMANENT

HC

This file is jointly developed and used by the Planning, Engineering and Building Sections of the Community Development Department. SEE: CD-34, Planning Division for Related Records

PERMANENT

HC

This file is jointly developed and used by the Planning, Engineering and Building Sections of the Community Development Department.

This file is jointly developed and used by the Planning, Engineering and Building Sections of the Community Development Department. Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

PERMANENT

HC

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 9 of 33 Item No. RECORD TITLE and Description reports, permits, and similar related records for City owned projects and properties. MINUTES, LAND USE REVIEW COMMISSION (LURC), AND ZONING APPEALS COMMISSION INTERGOVERNMENTAL RELATIONS FILES a) CORRESPONDENCE TO/FROM FEDERAL, STATE, AND OTHER LOCAL GOVERNMENT TRAFFIC, PUBLIC WORKS AND PLANNING AGENCIES not specific to a project. INTERGOVERNMENTAL RELATIONS FILES b) AGREEMENTS AND STUDIES BUILDING CODE CONTRACTOR LICENSE FILES b) COMMERCIAL BUILDING CONSTRUCTION DRAWINGS AND PLANS CD-53 CD-53 c) GEOTECHNICAL REPORTS BUILDING RECORDS, COMMERCIAL a) BUILDING PERMIT, INSPECTION REPORTS, CERTIFICATE OF OCCUPANCY, ZONING BOARD OF ADJUSTMENT RECORDS a) Appeal for zoning change, supporting documentation, deliberations, decision of ZBA, for a specific address. ZONING BOARD OF ADJUSTMENT RECORDS b) MINUTES, ZONING BOARD OF ADJUSTMENT BUILDING AND CONSTRUCTION REVIEW BOARD RECORDS Appeal for building code revision, supporting documentation, deliberations, decision. DAILY INSPECTION LOGS MONTHLY BUILDING REPORTS REFERENCE LIBRARY OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CD-36 CD-41

Yes PERMANENT ACT HC HC

CD-41 CD-51 CD-52 CD-53

PERMANENT US + 1 Year EXP + 3 Years Issuance of Certificate of Occupancy + 90 Days CY + 20 Years

HC HC HC HC Yes

HC

CD-54

Life of Building + 10 Years PERMANENT

HC HC Yes

CD-54 CD-55

PERMANENT PERMANENT

HC HC

Yes Yes

CD-56 CD-57 CD-58

CY CY +10 Years US

HC HC HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 10 of 33 Item No. CD-59 CD-60 CD-61 RECORD TITLE and Description PROJECT PERFORMANCE BONDS APPRAISALS – BUILDING OR PROPERTY BUILDING RECORDS, RESIDENTIAL (Address Files) a) RESIDENTIAL BUILDING PLANS, SPECIFICATIONS BUILDING RECORDS, RESIDENTIAL (Address Files) b) APPLICATION FOR BUILDING PERMIT Permit issued Permit Denied BUILDING RECORDS, RESIDENTIAL (Address Files) c) BUILDING PERMITS BUILDING RECORDS, RESIDENTIAL (Address Files) d) INSPECTIONS BUILDING RECORDS, RESIDENTIAL (Address Files) e) WATER LICENSE APPLICATION BUILDING RECORDS, RESIDENTIAL (Address Files) f) CERTIFICATE OF OCCUPANCY EQUIPMENT FILES Manuals, operating instructions, maintenance information, warranties, safety certifications (e.g. playground equipment), for equipment purchases by the City for department use or administered by the department for public use. Does not include vehicles or capital equipment valued over $20,000. GRANT APPLICATIONS/RECORDS a) UNSUCCESSFUL GRANT APPLICATIONS GRANT APPLICATIONS/RECORDS b) SUCCESSFUL GRANT APPLICATIONS and relate records OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

HC HC Issuance of Certificate of Occupancy + 90 Days Issuance of Certificate of Occupancy + 90 Days Denial + 6 Months Life of Building + 10 Years Issuance of Certificate of Occupancy + 90 Days Issuance or denial of license + 6 Months Life of Building + 10 Years ACT HC

CD-61

CD-61

HC

Two remaining copies forwarded to County Tax Assessor and to builder

CD-61

HC

CD-61 CD-61 CM-18

HC HC HC

License forwarded to Utility Billing

CM-19 CM-19

CY + 2 Years EXP + 6 Years

HC HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 11 of 33 Item No. CM-19 CM-19 RECORD TITLE and Description GRANT APPLICATIONS/RECORDS a) UNSUCCESSFUL GRANT APPLICATIONS GRANT APPLICATIONS/RECORDS b) SUCCESSFUL GRANT APPLICATIONS and related records PROJECT FILES PROJECT FILES PRESS RELEASES / BRIEFS ADVERTISING Copy for display advertising for City departments in local publications. This includes Board Meetings, Chamber of Commerce Budget Hearings, etc. EVENTS PLANNING Planning, coordinating files, notes for city events such as building ground-breaking, openings, etc. Can include photographs PUBLICATIONS, EXTERNAL Publications, clippings, articles published externally about the City of Broomfield. See CM-03 for Internal Publications. TELEPHONE INFORMATION SYSTEM Records related to the coordination of the City’s Information Line. Includes recording information, response information, use statistics, promotional brochure, and the software required to operate and manage the Information Line. MEDIA CONTACT FILES PUBLIC ADVERTISING Files related to the approval of private advertising in public spaces, e.g. bus stops. These files contain advertising copy and correspondence regarding approval/rejection of OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CY + 2 Years EXP + 6 Years

HC HC

CM-20 CM-20 CM-21 CM-22

ACT + 10 Years ACT + 10 Years ACT (Active ceases when no longer useful) ACT (Active ceases when no longer useful)

HC HC HC HC

Non legally required press releases.

CM-23

ACT (Active ceases when no longer useful)

HC

CM-24

Permanent

HC

Note: the Broomfield newspaper should be microfilmed.

CM-25

ACT

HC MA

CM-26 CM-27

ACT CY+5

HC MA HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 12 of 33 Item No. CM-28 RECORD TITLE and Description advertising. PROCLAMATIONS Routine proclamations that are not part of the City Council proceedings and minutes. BIOGRAPHICAL FILES Biographical files for city officials for the City’s web site and historical purposes. ADA COORDINATION Information necessary for coordination of the City’s ADA (American’s with Disabilities Act) Program. VOLUNTEER CERTIFICATES Information necessary to generate volunteer certificates. Record of volunteer certificates that have been generated. ACCOUNTING RECORDS a) GENERAL LEDGER ACCOUNTING RECORDS JOURNALS - Cash Receipt, Encumbrance, Disbursement, A/R, A/P, General ACCOUNTING RECORDS c) TRIAL BALANCE ACCOUNTING RECORDS d) POLICE PENSION RECORDS RECEIPTS Daily, Numerical, Cash Register Tapes INVESTMENT RECORDS Investment Purchase/Sale Confirmations, Quotes, Negotiations, Monthly Statements, Internal schedule of allocation of interest among funds AUDIT RECORDS a) AUDITS AUDIT RECORDS b) AUDIT WORKPAPERS BOND RECORDS OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

ACT

MA

CM-29

ACT

HC MA HC

CM-30

CY+7

CM-31

ACT

MA

FI-19 FI-19

PERMANENT CY + 6 Years

Yes Yes

FI-19 FI-19 FI-20 FI-21

CY + 2 Years Last Payout + 2 Years CY + 1 Year CY + 10 Years Yes Yes Yes Yes

FI-22 FI-22 FI-23

PERMANENT 10 Years

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 13 of 33 Item No. FI-23 FI-23 RECORD TITLE and Description a) BOND REGISTER BOND RECORDS b BOND RECORDS) BONDS BOND RECORDS c) BOND COUPONS OFFICE RETENTION PERIOD Storage TOTAL PERMANENT Maturity + 1 Year Maturity + 1 Year, IF ALL Coupons Paid. If not, Coupons may be Destroyed IF Certified List Maintained in Lieu of Coupons. Maturity + 1 Year
Media Vital

REMARKS

Yes Yes Yes

FI-23

FI-24

FI-25 FI-25 FI-25 FI-26 FI-27 FI-28 FI-31 FI-41 FI-42 FI-43 FI-44 FI-45 FI-46

BOND RECORDS d) PAYING AGENTS RECORDS Official Statements, Underwriters Book, Debt Service Schedules, Debt Closing Documents, and related records. BANKING RECORDS Includes cancelled checks, deposit slips, statements, reconciliations, certificates of deposit, and related records. BID RECORDS a) BID SOLICITATIONS BID RECORDS b) UNSUCCESSFUL BIDS BID RECORDS c) SUCCESSFUL BIDS MONTHLY FINANCIAL REPORT URBAN RENEWAL LOAN CASE FILES Loans to individuals by city. SALES/USE TAX TRANSACTION LOG CITY BUDGET SYSTEM BACKUP DATA, DAILY SYSTEM BACKUP DATA, WEEKLY SYSTEM BACKUP DATA, MONTHLY SYSTEM BACKUP DATA, QUARTERLY SYSTEM BACKUP DATA, ANNUAL OPERATING SYSTEM SOFTWARE

Yes

CY + 6 Years

Yes

CY + 2 Years CY + 2 Years CY + 6 Years CY + 2 Years EXP + 6 Years CY + 2 Years PERMANENT MA MA MA MA MA MA Yes

Yes Yes Yes Yes Yes Yes Yes

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 14 of 33 Item No. FI-47 FI-48 FI-61 FI-61 RECORD TITLE and Description APPLICATIONS SOFTWARE DOCUMENTATION, DEVELOPED SOFTWARE PAYROLL REGISTER a) Bi-weekly report of all payroll detail PAYROLL REGISTER b) Quarterly summary of payroll, does not include all detail EMPLOYEE TIME SHEETS W-2 EMPLOYEE WAGE & TAX STATEMENT Maintained by tax year and social security number. W-4 EMPLOYEE WITHOLDING ALLOWANCE CERTIFICATE OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CY+1 Permanent

MA MA HC MA HC MA HC MA HC HC

Yes Yes

Yes

FI-62 FI-63 FI-64

CY+3 CY+4 ACT+1

Yes

The W-2’s are currently locked up in the safe. The W-4’s can be destroyed 1 year after a person terminates providing the have been audited.

FI-65

GARNISHMENTS

FI-66

FI-67 FI-68 FI-69

FI-70

PERSONNEL ACTION FORMS (GREEN COPY) -The PAF form is generated by Personnel and provides Payroll with the information necessary to make changes to employees payroll. The official copy is maintained in the personnel file. 941 RECONCILIATIONS, QUARTERLY STATE UNEMPLOYMENT INSURANCE QUARTERLY REPORT W-2 YEAR END DISK This is a diskette of summary W-2 data sent to the U.S. Government at year end. The information is contained on the Payroll system and could be regenerated at any time? VACATION, SICK LEAVE, COMP ACCRUALS REGISTER

ACT+3 (Active ceases when garnishment is complete) CY+1

HC

HC

These copies can be discarded provided the payroll register is maintained (bi-weekly or year end?).

CY+6 CY+6 CY+1

HC HC MA

CY+5

MA

Yes

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 15 of 33 Item No. RECORD TITLE and Description This register includes FMLA, Family and Medical Leave Act information. ACCOUNTS PAYABLE RECORDS Includes Purchase Orders, Invoices, Shipping Receipts, Back Order Notices, Check Copy, Check Requests, Petty Cash Reimbursement Requests, and related records. EMPLOYEE BENEFIT POLICIES, PLANS AND CONTRACTS Insurance policies, plans, and contracts for employee benefits. These policies include: life, ADD, LTD, FPPA (non-pension), medical insurance; dental insurance; employee assistance program; prescription drug insurance, etc. MEDICAL INSURANCE – TRUSTEES MEETING MINUTES AND UNAUDITED FINANCIAL STATEMENTS ENROLLMENT FORMS (NOT PENSION) FPPA (non-pension), medical/dental insurance, Section 125, life insurance, etc. COBRA OFFER LETTERS Letters documenting that ex-employees have received COBRA offer letters. UNEMPLOYMENT AND MEDICAL INSURANCE CLAIMS These are administered by a third party. UNEMPLOYMENT INSURANCE QUARTERLY REPORTS LIBRARY CATALOG Library catalog of library holdings. The catalog is in electronic format. LIBRARY SHELF LIST (??) A list of all library holdings arranged by call number. Used for inventory purposes. OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

FI-71

CY + 6 Years

Yes

IN-21

ACT+3

HC

Yes

active ceases when benefit is replaced, changed, cancelled or terminated

IN-22

ACT+3

HC

Active ceases when plan terminates

IN-23

ACT+1

HC

IN-24

CY+1

HC MA HC Active ceases when last payment on claim is made)

IN-25

ACT+3

IN-26 LB-19

CY+2 SUP

HC MA Yes

LB-20

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

The library catalog is outsourced to the City of Boulder. SUP HC There are some issues with MA getting a shelf list produced from the current automated system. Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 16 of 33 Item No. LB-21 RECORD TITLE and Description LIBRARY CIRCULATION RECORDS Transaction records for making library materials and equipment available to library clientele. It includes delinquent records and charges, reciprocal borrowing sheets, copies of incoming and outgoing interlibrary loan requests for books, magazine articles, microfilm, renewals and subject searches. REGISTRATION CARDS Records of all registered library patrons. OFFICE RETENTION PERIOD Storage TOTAL CY+3
Media Vital

REMARKS

MA

LB-22

ACT+1

HC

Library card records are no longer active when they are cancelled or when there is no activity for 3 years.

LB-23

LB-24

LB-25 LB-26

ACQUISITION RECORDS Records created as part of the acquisition process, including check requests, order copies, receipt acknowledgements , serials check-in records, etc. This category includes Partial U.S. Government Document Depository Shipping Lists. PUBLIC MEETING NOTICES Notices of Library Board Meetings required to be posted on the City’s public notice board. LIBRARY BOARD MINUTES

CY+3

HC

PERMANENT

HC

PERMANENT CY+6

HC HC

FRIENDS OF THE LIBRARY FILES Files of Friends activities including projects, meeting minutes, gifts, displays, exhibits, etc. MC-18 SUMMONS AND COMPLAINTS, TRAFFIC a) NON OUTSTANDING JUDGEMENTS/WARRANTS MC-18 SUMMONS AND COMPLAINTS, TRAFFIC b) WITH OUTSTANDING JUDGEMENT/WARRANT LIENS MC-18 SUMMONS AND COMPLAINTS, TRAFFIC c) NON DEFAULT MC-19 SUMMONS AND COMPLAINTS, GENERAL ORDINANCE MC-20 WARRANTS Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

CY + 3 Years Date Filed + 5 Years

HC HC

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

Date Filed + 5 Years CY + 3 Years

HC HC

1974-92, Microfilm. 1993, 94, part 1995, Optical. 5 Years HC Yes 1974-92, Microfilm. 1993, 94, Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 17 of 33 Item No. RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

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

MC-21

MC-21

CASE FILES & SUPPORTING DOCUMENTATION a) TRAFFIC- NON OJ/W, TRAFFIC-WITH DEFAULT, GENERAL ORDINANCE CASE FILES & SUPPORTING DOCUMENTATION b) TRAFFIC- WITH OJ/W LIENS PARKING SUMMONS & PARKING FINE RECORD DOCKET SHEETS JURY PANEL LISTS AND INSTRUCTIONS APPEAL TRANSCRIPTS TAPES OF COURT PROCEEDINGS

CY + 3 Years

CY + 5 Years

MC-22 MC-23 MC-24 MC-25 MC-26

CY + 1 Year CY + 7 Years CY + 2 Years 7 Years + current Judgement Entered AND All Rights of Appeal EXP+ 2 years Termination + 5 Years

MI OP HC MI OP HC MI OP HC MA HC MA HC HC MA

Tapes erased and reused after completion of retention requirement.

MC-27

MC-27 MC-27 MC-27 MC-28

JUVENILE SUPPORT PROGRAM (JSP) RECORDS a) CASE FILES – Informal probation program, documents include intake interview, background information, prior history, investigation, repot to judge, monthly updates, substance abuse and clinical evaluations, and other, related documents. JUVENILE SUPPORT PROGRAM (JSP) RECORDS b) SUPERVISOR LIST JUVENILE SUPPORT PROGRAM (JSP) RECORDS c) PRISONER TRANSPORTATION LOGS JUVENILE SUPPORT PROGRAM (JSP) RECORDS d) PROCESS SERVICE LOGS DOCKET MANAGEMENT SYSTEM, INACTIVE – Obsolete computer system for inactive dockets. GRANT RECORDS

HC

US 5 Years 5 Years

MA MA MA MA

Excel database Excel database Excel database DOS based system, no longer supported or updated. New dockets on HTE system. Administration Division

PD-15

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 18 of 33 Item No. RECORD TITLE and Description Including grant application, notice of award, contract/agreement, correspondence, timesheets, invoices, check copies, staffing/retention records, and other, similar records. a) FEDERAL GRANT RECORDS b) STATE CRIME RECORDS, ADULT Individual record, includes mugshots, booking reports, custody sheet, and other information on paper and entered into HTE system CRIME RECORDS, JUVENILE Individual record, includes mugshots, booking reports, custody sheet, and other information on paper and entered into HTE system CASE FILES Includes call for service from citizen, or self initiated activity by officer, officer report, witness report(s), CAD notes, Watch Officer review and approval, etc. PERSONNEL RECORDS a) DEPARTMENTAL PERSONNEL FILE Contains records of training completed, and certifications awards and commendations received by officers. PERSONNEL RECORDS b) PERFORMANCE LOG Copies of officer evaluations OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

PD-15 PD-16

EXP + 3 Years EXP + 5 Years 75 Years* HC MA MI OP HC MA MI OP HC MA OP *Hard Copy to be retained until successfully imaged or microfilmed + 30 Days *Hard Copy to be retained until successfully imaged or microfilmed + 30 Days

PD-17

8 Years or when an expungement order is signed. 5 Years unless incorporated into Crime Records

PD-18

PD-19

Termination of Employment 1 Year

Upon termination file to be forwarded to Personnel Division of Support Services Patrol Division Originals maintained in Personnel Division of Support Services Department Internal Investigations Division

PD-19

INTERNAL INVESTIGATION RECORDS Initial complaint, investigation records, reports, disposition, notice of disciplinary action, etc. PD-21 TRAINING RECORDS Records of in-house developed or delivered training, including curriculum, scripts, handouts, ect. Not specific to any officer receiving training. Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

PD-20

Disposition + 5 Years

HC MA

US

Training Division

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 19 of 33 Item No. PD-22 RECORD TITLE and Description INTELLIGENCE FILES a) OPEN Research and information available to all officers INTELLIGENCE FILES b) CLOSED Confidential information from informants pertaining to narcotics, sex offenders, etc. where information access is limited to designated officers. LOGS a) ADULT BOOKING LOGS b) JUVENILE BOOKING LOGS c) CRIMINAL HISTORY LOGS d) TOWED VEHICLE LOGS e) LOST ANIMAL LOGS f) FITNESS ROOM VISITOR LOG LOGS g) SHOOTING RANGE LOG AND SCHEDULE ENTRY CARDS Data entered into State of Colorado Crime Reporting System LICENSES AND REGISTRATIONS a) ANIMAL REGISTRATIONS LICENSES AND REGISTRATIONS b) BICYCLE REGISTRATIONS LICENSES AND REGISTRATIONS c) SOLICITORS LICENSE ABANDONED VEHICLES OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS Internal Investigations Division Dispose by shredding or other means which protects information and sources. Internal Investigations Division Dispose by shredding or other means which protects information and sources.

ACT

PD-22

ACT

PD-23 PD-23 PD-23 PD-23 PD-23 PD-23 PD-23 PD-24

75 Years 90 Years ??? 1 Year 1 Year 1 Year 1 Year ACT + 30 Days MA MA Patrol Division

PD-25 PD-25 PD-25 PD-26

EXP EXP EXP + 1 Year Disposition of Vehicle

HC HC HC HC

Issued by veterinarians Issued by Fire Stations Short term license to permit solicitation in city.

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 20 of 33 Item No. PD-27 PE-18 RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL + 2 Years 1 Year ACT
Media Vital

REMARKS

PE-21

PE-22

PE-23 PE-24

PE-25 PE-26

ANIMAL CONTROL RECORDS – DOMESTIC EQUIPMENT FILES Manuals, operating instructions, maintenance information, warranties, safety certifications (e.g. playground equipment), for equipment purchases by the City for department use or administered by the department for public use. Does not include vehicles or capital equipment valued over $20,000. PERSONNEL RECORDS, FULL-TIME Official copy of information pertaining to each full-time city employee, includes application, reference checks, interview results, pre- and post-employment testing, personnel action forms, performance evaluations, drug screening results, physicals (for Police), corrective and disciplinary actions, administrative hearings for demotions – suspensions - terminations, job analysis questionnaires, life guard certifications, CPR certifications, etc. PERSONNEL RECORDS, PART-TIME AND TEMPORARY These files contain the same information as the full-time employee files. VOLUNTEER APPLICATIONS Copy of volunteer applications. I-9 FORMS Employee immigration information which must be available for auditing by U.S. Immigration. EMPLOYEE HANDBOOK PERSONNEL MERIT COMMISSION Meeting information including minutes and actions. Includes appeal files for disciplinary action, termination, suspension, or demotion.

HC

TRM+56

HC MI

ACT+3

HC

ACT+1 ACT+3

HC HC

US+3 CY+3

HC MA HC MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 21 of 33 Item No. PE-27 PE-28 PE-29 PE-30 RECORD TITLE and Description EMPLOYEE GRIEVANCES CIVIL RIGHTS CASE FILES EMPLOYEE REVIEW COMMITTEE ELECTION RESULTS EMPLOYEE REVIEW COMMITTEE MINUTES The Employee Review Committee was established by ordinance. The Committee serves non-exempt and nonsupervisory exempt employees and is elected by this group. It meets bi-monthly. EMPLOYEE CONCERNS This information is collected during exit interviews. It is maintained in a notebook. EEO BI-ANNUAL REPORT OFFICE RETENTION PERIOD Storage TOTAL CY+3 ACT+3 CR+1 CR+3
Media Vital

REMARKS

HC HC HC MA HC MA

PE-31

CY+3

HC

PE-32

PE-33

PE-34 PE-35 PE-36 PE-37 PE-38

PN-21

PN-22

EEO INFORMATION This is a temporary form used for data entry into the payroll system to collect data for EEO reporting. DRUG TESTING RECORDS, NEGATIVE RESULTS Drug testing records for DOT compliance. DRUG TESTING RECORDS, POSITIVE RESULTS Drug testing records for DOT compliance. EMPLOYMENT VERIFICATION AUTHORIZATION LEAVE REQUESTS (FMLA) These are maintained separately in a leave folder. RETURN TO WORK This form is filled out by a doctor for employees returning from medical or injury leave. PENSION PLANS Includes the plan itself, and relevant explanations. Includes contract documents if the plan is handled/administered by a third party. IRS DETERMINATION LETTER

ACT+3 (plus federal and state audit complete) ACT

HC

HC

Active ceases when data is entered into payroll system

CY+1 CY+4 CY+1 CY+3 CY+1

HC HC HC HC HC Yes

Federal requirement for these records is three years.

ACT+3

HC

Yes

Active ceases when plan is no longer active and last surviving beneficiary has been paid in full

US

HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 22 of 33 Item No. PN-23 RECORD TITLE and Description PENSION COMMITTEE RECORDS Minutes of pension committee meetings, includes yearly election notice and ballots. PENSION PLAN STATEMENTS WITH BENEFICIARY WITHDRAWAL DETAIL Regular reports showing employee status, contributions, pension benefit payments, etc. PENSION ACTUARIAL REPORTS Actuarial reports for specific pension funds. PENSION INVESTMENT REPORTS Periodic reports showing the performance of the Pension fund. PENSION ENROLLMENT FORMS OFFICE RETENTION PERIOD Storage TOTAL CY+3
Media Vital

REMARKS

HC MA HC Active ceases when last surviving beneficiary has been paid in full

PN-24

ACT+3

PN-25 PN-26

CY+3 US

HC HC

PN-27

PENSION BENEFIT WAIVERS Employee waivers for pension plans. Waivers are the legal documents showing that the employee waived the benefit. PN-29 QDROS Domestic relations orders for beneficiaries with rights to receive pension benefits, e.g. ex-spouses. PN-30 HIDDEN PAYCHECK BOOK This is a convenience record for employees. It is a year end summary of total compensation including the City portion of benefits. The employee receives their copy and a copy is maintained by Personnel. PN-31 PENSION WITHOLDING CALCULATIONS This information is sent in electronic form to the Pension managers for adding/changing pension benefits and beneficiaries. PN-32 PENSION RECONCILIATION PAPERS Reports used to reconcile information on employee’s pension calculations. These are routine for Pensions administered for the City by third parties. Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

PN-28

Until superseded or benefit is still owed + 6 years PERMANENT

HC

HC

ACT+3

HC

Active ceases when benefit is paid

ACT+5

HC

CY+1

HC MA

ACT

HC MA

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 23 of 33 Item No. PR-19 RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL PERMANENT
Media Vital

REMARKS

OPEN SPACE ADVISORY COMMITTEE MINUTES This file includes agendas, packets and the official minutes of the meetings of the Open Space Advisory Committee. It does not include minutes of Sub-Committees. PR-20 OPEN SPACE ADVISORY COMMITTEE CONSTITUENT CORRESPONDENCE Routine correspondence to Advisory Committee members. PR-21 VOLUNTEER FILES Files of volunteers, e.g. coaches, including application, activities, practices, parent sign-up sheets for the volunteers activity with participants, complaints, commendations, etc. [Note: fingerprints and background checks for volunteers are kept in Personnel.] PR-22 REPORTS, MONTHLY FINANCIAL PR-23 REPORTS, YEARLY FINANCIAL PR-24 REPORTS, EXPENSE BY PROGRAM Details of receipts and expenses for recreation programs used for planning purposes. PR-25 REPORTS, INCIDENT (Copy) Incident reports for damage to property, stolen property, accidents, etc. PR-26 DAILY CLOSEOUT SHEET Sheets with cash, check, and credit cards detail. This is sent to finance where the deposit is made. Walk-in registration receipts are attached to the daily closeout sheets. PR-27 PROGRAM AND ACTIVITY RECORDS Records related to sports, recreational, or cultural activities and programs sponsored by the city, including activity schedules, programs, rosters, status sheets, scorebooks, rules and regulations, advertising, activity planning records, and all other similar records. PR-28 RECREATIONAL FACILITIES USE PERMITS Permits for the use of parks, shelters, ball fields, recreation center, “The Bay” and other city-owned recreational Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

HC

CY+3

HC

ACT+3

HC

CY+1 CY+2 CY+2

CY+1

HC

Official copy with Personnel.

CY+1

HC

A copy is sent to Finance for deposit.

2 years

HC

CY+1

HC

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 24 of 33 Item No. PR-29 RECORD TITLE and Description facilities. REPORTS, SWIMMING POOL Swimming pool and “Bay” water quality test and analysis reports. These tests are done 3x per day. LETTER OF CREDIT FILE Letters of credit for customers that have credit on the books for use at a later time. MATERIAL SAFETY DATA SHEETS (MSDS) Material safety data sheets supplied to local government by manufacturers or distributors of hazardous chemicals. GRANT RECORDS a) GRANT APPLICATIONS, UNSUCCESSFUL GRANT RECORDS b) GRANT APPLICATIONS, SUCCESSFUL GRANT RECORDS c) NOTICE OF FINANCIAL ASSISTANCE AWARD Notice from Federal DOE regarding amount of funding City will receive in fiscal year. GRANT RECORDS d) FINANCIAL STATUS REPORT, QUARTERLY Report to DOE, of cash expenditures during reporting period. GRANT RECORDS e) FINANCIAL STATUS REPORT, ANNUAL Report to DOE of cash expenditures during year. GRANT RECORDS f) REQUEST FOR REIMBURSEMENT Submitted to DOE for reimbursement of funds expended. GRANT RECORDS g) CORRESPONDENCE AND RELATED DOCUMENTATION OFFICE RETENTION PERIOD Storage TOTAL
Media Vital

REMARKS

CY+1

HC

PR-30

CY+1

HC

PW-15

ACT

HC

After receipt of updated sheet or hazardous chemical is no longer present in local government, as applicable.

PW-21 PW-22 PW-22

2 Years AUD + 10 Years AUD + 10 Years

HC

Subject to Audit by DOE

PW-22

5 Years

HC

PW-22

10 Years

HC

PW-22

AUD + 10Years

HC

PW-22

AUD + 10 Years

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 25 of 33 Item No. PW-23 RECORD TITLE and Description WATER PURCHASE AGREEMENTS For raw and treated water, includes settlement sheets, agreements, escrow records, and related records. REGIONAL AIR QUALITY ANNUAL REPORT To Colorado Department of Health SERVICE WORK REQUEST RECORDS Includes request, work order, work performed and hours charged SERVICE WORK REQUEST (SWR) SYSTEM DATA Includes same information as above, entered into SWR system, and maintained electronically. ADOPT A STREET/PARK/OPEN SPACE RECORDS a) ADOPTION AGREEMENT OFFICE RETENTION PERIOD Storage TOTAL EXP or termination of instrument according to its terms + 6 years 5 Years ACT
Media Vital

REMARKS

HC

Yes

PW-31 PW-32

HC HC Retain until data entered into SWR system and verified.

PW-33

ACT + 1 Year

MA

PW-34

EXP or termination of instrument according to its terms ACT

HC

Duplicate copy retained for administrative purposes only. Original agreements maintained elsewhere.

PW-34

ADOPT A STREET/PARK/OPEN SPACE RECORDS b) OTHER RECORDS Correspondence, procedures, cleanup notifications, Work Orders for Signs and pickup provided by City. PW-35 STREET MAINTENANCE RECORDS PW-36 SNOW REMOVAL RECORDS PW-41 UNDERGROUND STORAGE TANK RECORDS For City owned petroleum, fuel, and waste oil storage tanks. Includes computer monitoring and testing records. PW-42 DRIVERS’ RECORDS, DOT Drug tests, accident reports, investigations, and other, related records required by the US Dept of Transportation PW-43 VEHICLE RECORDS, DOT Annual vehicle inspections, pre/post trip vehicle reports, and other, related records required by the US Dept of Transportation PW-44 VEHICLE MAINTENANCE RECORDS Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

10 Years 2 Years AUD + 5 Years AUD + 5 Years CE + 5 Years

HC MA HC

Subject to audit by Colorado Department of Revenue Subject to audit by DOT

LA + 5 Years

HC

Vehicles with GVW over 10,000 lbs. subject to audit by DOT.

LA + 5 Years

HC

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 26 of 33 Item No. RECORD TITLE and Description Work orders, parts lists, time records and other records documenting maintenance of City owned vehicles. VEHICLE EMISSIONS REPORTS Annual report of vehicle diesel emissions to Colorado Dept of Health, using state supplied forms. WASTE OIL REMOVAL RECORDS Receipts for waste oil picked up from City waste oil storage facilities. PLANT OPERATION RECORDS a) DAILY Includes logs, charts and other daily operational data PLANT OPERATION RECORDS b) MONTHLY Includes monthly reports and operational data STATE OF COLORADO REPORTS Including fluoride, turbidity, and other periodic reports filed with the State of Colorado LABORATORY RECORDS Inspection reports, calibration data EQUIPMENT RECORDS Including manuals, calibration, maintenance and other equipment records INSPECTION RECORDS Includes Fire Department, State Treatment Facility Reports, and other, similar records and reports RAW WATER RECORDS Records pertaining to raw (untreated) water transported from the Northern Colorado Water Conservancy Dist, and other sources utilized by the City. These records DO NOT include agreements or financial records, which are maintained elsewhere in the Public Works Department. RESERVOIR RECORDS a) EMERGENCY ACTION PLAN OFFICE RETENTION PERIOD Storage TOTAL LA + 5 Years CE
Media Vital

REMARKS

MA HC

PW-45

PW-46

CE + 2 Years

HC

PW-71

5 Years

HC

PW-71

5 Years

HC

PW-72

10 Years

HC

PW-73 PW-74

10 Years LA + 2 Years

HC HC

PW-75

10 Years

HC

PW-76

5 Years

HC

PW-77

HC US + 1 Year

Yes

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 27 of 33 Item No. PW-77 PW-78 PW-78 PW-78 PW-78 RECORD TITLE and Description RESERVOIR RECORDS b) INCIDENT REPORTS WATER QUALITY RECORDS a) CHEMICAL ANALYSES WATER QUALITY RECORDS b) BACTERIOLOGICAL REPORTS WATER QUALITY RECORDS c) VARIANCES/EXEMPTIONS GRANTED WATER QUALITY RECORDS d) DRINKING WATER REGULATION VIOLATION RECORDS SEWER DISCHARGE PERMITS SEWER DISCHARGE REPORTS NPDES reports and spill reports to the Water Control Division of the Colorado Department of Environment INDUSTRIAL PRETREATMENT PROGRAM RECORDS Legal authority to operate, permits, annual reports INDUSTRIAL PRETREATMENT OPERATING RECORDS Monitoring reports, inspection reports, notices of discharge, QA/QC reports, industrial user reports, chain of custody records, etc. INDUSTRIAL PRETREATMENT EQUIPMENT RECORDS Manuals, calibration records, maintenance records, etc. WASTEWATER TREATMENT EQUIPMENT RECORDS Bench sheets, calibration data, quality control charts, and reports required by permit JOB DESCRIPTIONS A description of all city jobs. For new jobs a job analysis questionnaire is filled out by the requesting department. OFFICE RETENTION PERIOD Storage TOTAL 3 Years
Media Vital

REMARKS

HC HC

10 Years 5 Years 5 Years 3 Years

HC HC HC

PW-81 PW-82

EXP + _ Years 5 Years

Yes

PW-83

3 Years

PW-84

3 Years

PW-85

LA + 2 Years

PW-86

AUD + 3 Years

Subject to audit by EPA & Colo. Depth of Health

RE-21

ACT

MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 28 of 33 Item No. RE-22 RE-23 RECORD TITLE and Description SALARY SCHEDULES Schedules of salary ranges for specific jobs within the city. SALARY SURVEYS SUMMARY INFORMATION & WORKSHEETS Information pertaining to determining salary ranges based on surveys of local salaries. JOB REQUISITION FILES Job requisition files include: job requisition, job description, application supplement, interview questions, internal and external advertising, and testing masters. RECRUITMENT & SELECTION ELIGIBILITY LIST APPLICANTS NOT HIRED APPLICATIONS APPLICANT EEO STATISTICS FINGERPRINTS AND BACKGROUND CHECKS Fingerprints and background checks are maintained for fulltime employees, part-time employees, temporary employees and volunteers. They are kept in binders by type of employee and then alphabetically. PROPERTY/CASUALTY INSURANCE POLICIES Policies and annual renewal applications. Includes amendments for vehicles, property and activities. Includes policies for general liability, errors and omissions, police liability, public and officials liability, auto liability. PROPERTY/CASUALTY INSURANCE CLAIMS Claim files, copies at the City if handled by a third party. PROPERTY/CASUALTY LOSS CONTROL STANDARDS AUDIT PROPERTY/CASUALTY FACILITY SURVEY Annual CIRSA property/facility survey. Includes recommendations and responses by the City. CERTIFICATES OF INSURANCE Certificates of insurance for City insurance policies. OFFICE RETENTION PERIOD Storage TOTAL CY+6 CY+1
Media Vital

REMARKS

HC+ MA HC+ MA

RE-24

CY+3

HC

RE-25 RE-26 RE-27 RE-28

CY+3 CY+3 CY+3 ACT+3

HC MA HC HC HC

RM-21

ACT+3

HC

Active ceases when policy cancels

RM-22 RM-23 RM-24

ACT+8 CY+5 CY+3

HC HC HC MA HC Active ceases when policy cancels

RM-25

ACT+3

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 29 of 33 Item No. RM-26 RECORD TITLE and Description WORKERS COMP INSURANCE POLICY Policy file and correspondence with third party who administers the program. WORKERS COMPENSATION CASE FILES Broomfield contracts with CCIA to manage the workers compensation process. Includes First Report of Injury. There are some duplicate files maintained at the City by Risk Management. These are filed sequentially by yearbased case number. ANNUAL WC PREMIUM AUDIT WORKERS COMP PREMIUM COST CONTAINMENT CERTIFICATION/ RECERTIFICATION REPORTS These reports are sent to the U.S. Department of Labor to show that the City has approved loss control measures in place and follows an approved 10-step Loss Control Action Plan (WC). Annual Loss Control Standards Audit using standards developed by the CIRSA Safety Committee. ACCIDENT/INJURY REPORT FORMS AND SUPERVISOR’S INVESTIGATION REPORT FORM These forms are filled out for each accident or injury. The front side which is the Accident/Injury Report provides for refusal of medical treatment by the employee. The back side is the Supervisor’s Investigation Report Form and is filled out if the accident involves City eomployees or property. See also First Report of Injury. SAFETY COMMITTEE MEETINGS Includes agendas, packets and minutes. ACCIDENT REVIEW COMMITTEE This is a sub-committee of the Safety Committee. Includes minutes and Summary of Actions Taken on various accidents. OFFICE RETENTION PERIOD Storage TOTAL ACT+3
Media Vital

REMARKS (Active ceases when policy cancels and last beneficiary is paid) Active ceases with settlement of claim) (CCIA Retention Period)

HC

RM-27

ACT+8

HC

RM-28 RM-29

CY+5 CY+3

HC HC

RM-30

CY+3

HC

RM-31 RM-32

CY+3 CY+3

HC MA HC MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 30 of 33 Item No. RM-33 RECORD TITLE and Description SAFETY INCENTIVE PROGRAM Information on safety program including policies, procedures, tracking, non-cash awards, gift certificates, etc. VEHICLE TITLES AND REGISTRATIONS For city-owned vehicles. SURPLUS PROPERTY AUCTION RECORDS Records related to items for auction. Includes financial records of sales which are forwarded to Accounting for handling. BUILDING MAINTENANCE FILES Files on tenant meetings, safety concerns and general administrative matters for #6 Garden Center, #12 Garden Center, Depot Museum. VOLUNTEER FILES Application, evaluations, shop liability waiver, shop supervisor agreement, etc. PROGRAM FILES Files for specific programs including publicity, descriptive information, contracts (copies), letters of agreement (copies), evaluations, budget information, etc. RESOURCE FILES Information files for use by the staff and constituents. Includes information on services to seniors in the area, and forms that seniors might need like handicapped parking. CLIENT FILES Files for constituents that are being tracked because they are receiving special attention such as home visits. SENIOR TRANSPORTATION SCHEDULE Schedule for transportation, e.g. buses, provided to seniors through block grants. SENIOR TRANSPORTATION STATISTICS Statistics maintained about senior transportation for transportation block grant. OFFICE RETENTION PERIOD Storage TOTAL CY+3
Media Vital

REMARKS

HC MA HC HC MA (Active ceases when vehicle is disposed of)

RM-34 RM-35

ACT+1 ACT

RM-36

ACT+3

HC MA

SS-18

ACT + 7 Years

HC

SS-19

ACT+5 Years

HC

SS-20

ACT

HC

SS-21

ACT+? Years

HC

SS-22

ACT

HC

SS-23

ACT+? Years

HC

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 31 of 33 Item No. SS-24 RECORD TITLE and Description OFFICE RETENTION PERIOD Storage TOTAL ACT
Media Vital

REMARKS

VOLUNTEER ORIENTATION INFORMATION Records used in volunteer orientations. Includes rules and regulations, videos, description of volunteer jobs, on the job training, volunteer rights, information on fingerprint and background checks. SS-25 SENIOR RESOURCES OF BROOMFIELD, INC. Agendas, Board Packets, Minutes. UB-19 SERVICE ORDERS Service orders are used to generate activity, e.g. final reads for residents who are moving, water meter reading problem checks, meter repair and/or replacement, meter shut-off for non-payment, etc. These are filed by address within a street file. Service orders are generated from HTE system, portions of the from completed orders are entered into HTE system. UB-20 PAYMENT STUBS, WATER AND SEWER Receipt copy of water and sewer bill sent to the lock box with payment. These are generated from HTE system. UB-21 WATER METER READING RECORDS Water meter readings from radio reads and hand held units. UB-22 CUTOFF AND SHUTOFF LISTINGS Weekly cutoff list generated from HTE system of meters that should be tagged with yellow warning tags. Weekly shutoff list used to generate Service Orders for shutoffs. These records are filed by cycle, then route, then customer UB-23 WATER AND SEWER LICENSE (COPY) A copy of the original license is sent from the Building Department to Utility Billing for getting the correct service information added to the HTE system for billing UB-24 AUTHORIZATION AGREEMENT FOR EFT PAYMENT Agreement authorizing the City to debit the customers bank account for water and sewer. Contains voided check attached to agreement. Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

HC

Permanent CY+2

HC HC MA Paper copies of the service order can be retrieved for claims when there is an incorrectly operating meter.

CY+1

HC

CY+2 CY+1

MA HC

CY+1

HC

Note: If official copy is maintained in Building does Utility Billing need to keep copy? Yes

ACT+1

HC

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 32 of 33 Item No. UB-25 RECORD TITLE and Description DAILY CASH RECEIPT TRANSACTION AND RECONCILIATION RECORDS Housekeeping records to track all lock box deposits and EFT’s from debit banking. UTILITY BILLING STATISTICS REPORT, MONTHLY Comprehensive spreadsheet report summarizing statistics for various services. Sent to Finance and Assistant City Manager. Some of information comes from sources other than HTE system. BANK DRAFT LISTING Weekly listing of all EFT amounts to be debited from customer accounts where an Authorization Agreement for EFT of Payments is in place. TEMPORARY WATER PERMITS Permits for temporary water supplies for construction projects. Up front payment is required for a permit and as a deposit for temporary water meter. A copy of this payment (photocopy of check) is attached to the permit. Utility Billing is responsible for routine billing. Any remaining balances are refunded using a check request to Finance. ACCOUNTS RECEIVABLE, OTHER This is a file of miscellaneous billing by city. Billing requests come in including temporary water permits, permit and sampling for industrial pretreatment, off-duty police hours, ambulance company fuel billings, etc. These files include billing requests, invoices, cashiers receipts including the check number, date, amount and payment stub, if available. Collections are done by Utility Billing SEWER AVERAGE WINTER CONSUMPTION REPORT Hardcopy of water winter consumption used to calculate yearly sewer rates. OFFICE RETENTION PERIOD Storage TOTAL CY+2
Media Vital

REMARKS

HC

UB-26

CY+2

HC MA

UB-27

CY+2

HC

Norwest Bank in Broomfield is the agent for doing the debiting with other banks. Terminated means that all final payments have been received and there are no monies owing to the city.

UB-28

TRM+1

HC

UB-29

CY+2

HC

UB-30

CY+1

HC MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical

COLORADO LOCAL GOVERNMENT RECORDS RETENTION SCHEDULE

Government:
Department: Address: City, State Zip Code: Contact Person:

CITY OF BROOMFIELD
COMBINED One Descombes Drive Broomfield, CO 80020 N/A

Page 33 of 33 Item No. UB-31 RECORD TITLE and Description ACCOUNT MAINTENANCE FORM The account maintenance form is for name changes, phone number changes, address changes. All new licensees have an Account Maintenance Form for correct formatting of information from the License for data entry. PAYMENT ARRANGEMENTS Delinquent accounts worksheet for payment arrangements. These are kept in a notebook and are checked before customers are yellow tagged or shut off. ADJUSTMENT FORM This form is used to record for data entry any adjustments to a customer’s bill for items such as a lead that caused abnormal water usage that has subsequently been fixed. HTE SYSTEM Automated system used for Utility Billing, the electronic records that are part of this system will be scheduled separately. OFFICE RETENTION PERIOD Storage TOTAL CY+1
Media Vital

REMARKS

HC

UB-32

ACT

HC

UB-33

CY+1

HC

UB-34

To Be Determined

MA

Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration, FE-Fiscal Yearend, LA–Life of Asset, US-Until superseded

Media Abbreviations: HC–Hard Copy (paper/mylar/etc.), MA–Magnetic, MI-Microform, OP-Optical