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Home My WebLink AboutResolution No. 2017-22CITY OF KENAI RESOLUTION NO. 2017 -22 Sponsored by: City Clerk A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, REPEALING THE CITY OF KENAI RECORD RETENTION SCHEDULE ADOPTED ON JULY 6, 2011 BY RESOLUTION NO. 2011 -51 AND ENACTING A PUBLIC RECORDS MANAGEMENT SCHEDULE AND RECORD RETENTION POLICY. WHEREAS, as directed in KMC 10.30, it is appropriate to amend the current record retention schedule to include authorities for mandated retention periods and update current departmental provisions; and, WHEREAS, each department head has reviewed and revised the proposed Public Records Management Schedule and Record Retention Policy; and, WHEREAS, the City Attorney has reviewed the revised Public Records Management Schedule and Record Retention Policy in its entirety. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That the City of Kenai Record Retention Schedule, adopted on July 6, 2011 by Resolution No. 2011 -51, identified as, "Attachment A," is hereby repealed. Section 2. That the City of Kenai Public Records Management Schedule and Record Retention Policy, identified as, "Attachment B," is hereby enacted. Section 3. That this resolution takes effect June 17, 2017 to coincide with Ordinance No. 2954 -2017. PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 17'" day of May, 2017 ATTCCT- ATTACHMENT "A" CITY OF KENAI RECORDS RETENTION SCHEDULE APPROVED JULY 69 2011 by KENAI CITY COUNCIL RESOLUTION NO. 2011 -51 CITY OF KENAI RECORDS RETENTION SCHEDULE LEGEND ADEC Alaska Department of Environmental Conservation AS Alaska Statute CFR Code of Federal Regulations CY Current Year P Permanent Record V Vital CITY OF KENAI RECORDS RETENTION SCHEDULE Retention I I Destroy & Archival Papa after Record Series Title Disposition Media OCd Citation/Comments AIRPORT OWNER — AIRPORT MANAGER Al RPORT T E RM I NAL L EASES CY +2 Digital Department Policy CURRENT PROJECT FILES Papa Retain until obsolete, supaceded or administrative/managanart need is met. DEPOSIT RECONCILIATIONS RECEIPTS CY Papa Department Policy LANDING REPORTS CY Papa Department Policy PARKING ENVELOPES CY originals Department Pol icy PERSONNEL TRAINING FILES Destroy 1 year after employrneit I ends Papa Department Policy CITY OF KENAI RECORDS RETENTION SCHEDULE Retention I Destroy & I Archival Paper after Record SeriesTitle Disposition I Media Wd Citation/Comments ANIMAL CONTROL OWNER— POLICELT. ANIMAL CONTROL FILES May consist of the fol I owi ng: animai complai nt notifications/citations, description of animal, notification to owner, cetfii Cali on of ownership, owner claims, release of animal data, dog bite reports and statitistical reports. Also spay /neuter, euthanasi a, vaccination, patrol, and abuse/cruel ty information. 3 Paper Per State of Alaska Local Government General Records Retention Schedule, Schedule Number 300, September 2001. DAILY DEPOSIT RECONCILATIONS CY +1 Pape Department Policy LI CENS ING I NFORM ATI ON 3 Database Department Policy RABIES INFORMATION 3 Database Department Pblicy CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Paper after RecordSeriesTitle Disposition Media Qcd Citation/Comments CITY MANAGER OWNER— CITY MANAGER CONFIDENTIAL EMPLOYEE MEDICAL RECORDS 30 years after termination Paper As mandated by Occupational Safety requirements and as stated in the City of Kenai Generel Health" Safety Plan. CORRESPONDENCE CY + 2 Papa Department policy CURRENT PROJECT FILES CY Paper Retain until obsolete, supaceded or administrativd rn entneedismet. PA DEEDS& TENTS p Paper Department policy policy EQUIPMENT FILES Equipment contracts and manuals Until equipment retired Papa Department policy JANITORIAL CONTRACTS Related information for City Hall and Visitors Caster CY Papa Department policy LAND LEASE FILES CY +2 Digital Department policy LAND SALE FILES 7 Digital State of Alaska, Local Government General Records Retention Schedule, Schedule Number 300 OCCURRENCE/ACCIDENT REPORTS Applies to all accidents or injuries involving City property or City employees CY +2 Digital Department policy Note: Injunesto employees are placed in their confidential medical files PERSONNEL FILES - Recruitment (for Department Heads) 2 years Papa Supervisor's Handbook - Grievancelssies Current Papa Employee Termination READING FILES CY + 3 Papa Department pol icy CITY OF KENAI RECORDS RETENTION SCHEDULE Retention I Destroy & Disposition I Archival I Media Paper after I QGd Citation/Comments Record Series Title CLERK OWNER —CITY CLERK ALCOHOLIC BEVERAGE CONTROL Liquor License Applications& Information 4 Paper Biennial lip ALASKA PUBLIC OFFICES COMMISSION Financial Disclosure Forms (Lobbyist, City Manager, City Attorney, Clerk, Council and P &Z Commissioners) 6 Paper AS29.20.010 KMC6.05.280 Retan until obsolete, supaoaded or administrativelmanage rent need is met. CENSUS AS 29.60 CITY SEAL P COMMISSIONS& BOARDS Airport Commission, Parks& Rec. Commission, Harbor Commission, Beautification Committee, Council on Aging, Library Commission and Planning & Zoning Commission. - Correspondence 2 years Paper Offi ce Pbl icy - Agende/Mirwtes P digital - Packets P digital - Membership P Papa - TapestCD - Planning& Zoning Commission 6yeers TapeslCD OfficePblicy - Tapes/CD - Lesser Commissions &Committees 2years Tapes/CD Off ice Policy OATHS OF OFFICE Oaths of office may inciudeoathsforDepartment Papa /Digit Heads, City Attorney, a ark. P al AS 29.20.600 DISTRICT /SPECIAL ASSESSMENT DISTRICT (Includes petition, corresp., copiesof Papa /Digit resolutions, notices, etc.) P al COUNCIL Includes Council Meetings& Work Sessions File sets may include notice of meeting, affidavit of publication, sign up sheets workpapers, written testimony, exhibitsand audiolvisual materials Papa, digital, - Agenda/Minutes P microfilm digital, - Meeting Notices P microfilm Paper, digital, Currant year plus 5 - Papa Older - Meeting Packets P microfilm Packets - Digital - M embershi p P Papa Audio Tape;/CD 6 yeas Tapes/CD Oaths of Office P CITY OF KENAI RECORDS RETENTION SCHEDULE Retention & Archival Record Series Title Disposition Media kQCd CitationlComments - Board of Adjustment Hearings P paper (6 yeas), digital, microfilm - Resolutions P digital, microfilm - ResolutionIndex P digital ELECTIONS - Ballots 1 year unless contested AS 15.15.470 KMC 6.05.280 - Certification/Canvas Board 4 years - FinancialDisdosiweStatements 6-y eas - Prednct Maps P Until superseded - Registers 6-ye-as - Nomination Petitions(Dedaation of Candidacy 4 yeas AS 15.25.030 KMC 6.05.280 - Contested Election Data - Voter Ballots (Completed, Challenged, Rejected, Absentee& Speci al Needs 1 year 1 year after election certified (State Retention Schedule) 1 month after election oatified - Certificateof Election Returns (Regular& Special 1 year - DOJ Preclearance Records P Paper. digital Dept. of Justice Recount Petitions - S ecton Id ecnr S ayoon9St recruitment materials, interest letters, training notes, acceptance forms, oaths and mileage reimbursement requests. I rid udes absenteevoting officials documentation. 1 year 4 years 1 year after election certified (State Retention Schedule) INCORPORATION RECORDS P POP digital ORDINANCES& CODES -Index p - Ordi nances & Codes P AS 29.20.380 PURCHASE ORDERS CY Pape READING FILES 1 year Pape RECORD DISPOSAL LIST- P PERMITS May include Mobile Food Vendor, Itinerant Merchant, Private DetediveorVehide- for -Hire. 2 Paper City Policy CEMETERY P City Policy MEMORIAL PARK P City Pbl i CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Paper after RecordSaiesTitle Disposition Media QCd Citation/Comments T -33 STATIC DISPLAY Documentation related to display at Airport Way and Willow Street intersection. P digital USAFAgreanent Loan Agreernent CY + 2 paper 5 yeas after PERSONNEL ARBITRATION BOARD decision AS 39.25.080 AS23.40.245 GAMING PERMITS CORRESPONDENCE /AWARD FILE CITY OF KENAI RECORDS RETENTION SCHEDULE Retention I Destroy & Archival I Papa aka Record Series Title Disposition Media I OC'd CitatioNComments FI NANCE OWNER -- ACCOUNTANT ACCOUNTSPAYABLE - Invoices,vouchersandvendorfiles 3years Papa V Department policy - Reluisitionsandpurdhaseorders 2yews Paper V Department policy ACCOUNTS RECEIVABLE accounts receivable bill i rig (transaction register, invoice register, transaction summary, agi rig report, accounts receivable by category, general I edger update); may i rid ude Casd I e reports generated for water and sewer bi I I i ng (bi I I i rig register, aging report, accounts recei vable by service, trarmction register and transaction summary, billingusagesummay, customer deposit report, rate table summary, general ledger Papa & update). 3years Caselle V Department policy DEPARTMENTAL DEPOSIT Retain until audit for corresponding RECONCILIATIONS CY Papa year has been certified. AMBULANCE BILLINGS 5years Papa V Department policy ASSESSM ENTS 5 years Pape V Department policy AUDIT REPORTS P Paper Department policy Consistsof recordsof bank tra sectionsfor revenue and paymernts and may i nd ude: bank statements, bank reconcliations, cancelled checks, voided checks, deposit slips, wire transfers, transmittal of Direct Pay water and sewer payment Retain 3 years provided an audit or files, savings account data debt service payments, other annual f nanci el statement has signature authorirations,etc. 3years Paper been certified. BOND RECORDS 20 yeas Papa Retan20 yews after issue cal Ied. BUDGET, FINAL & APPROVED 5years Papa V BUDGET WORK PAPERS Documents used i n the devil opment of the City's Auditors have past yeas of budget work annual budget prior to presentation to the Council. CY Paper papers CHART OF ACCOUNTS 3 yeas V CORRESPONDENCE 3years Paper Officepblicy FINANCIAL REPORTS P Paper V FIXED ASSETS V - Buildings Caselle -Land Caselle - Equipment Caselle GENERAL ACCOUNTING RECORDS May i rid ude water and save stubs, dock receipts, Casellereports(payment register, receipt register, payment update, general ledger update), dipnet perking receipt booksand deposit slips, NSF checks, Landing reports, Ca rental Retain 3 yeas provided an audit or commission reports, Animal control receipts other annual fi nand al statement has CY + 3 1 Pape I I been certified. CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Paper after Record Series Title Disposition Media QCd Citation/Comments GRANT FILES Documents recd pt of State or Federal monies and consistsof applications, copy of notification of grant aroard, agreement, special conditions, fiscal reports, closeout documents, report (audit, ststus, progress and compliance) and correspondence. - State 3 years an ur Federal Audit is oompl eted or 3 yeas after grant d oseout, whichever is Per AS 09.10.053 Statute of L i mi tali ons - Federal later. is 3 yeas. JOURNALS CY CaselIa Department policy LEDGERS CY Cassile Department policy METER RELATED Meter prelist, meter exception list, meter proof Paper & report, history report. 10 yeas Caselle Department pol icy PAYROLL 3years Paper Earnirgs and Deductions P I Papa I Department policy - Tirnesheel :4 leave slips,overtimesiips 3years Paper Department policy PERSONNEL FILES -- CURRENT - Applications P Paper CFR7 -850 3 yeas after - Benefit Program termination Paper CFR 11-497 - Performance Evaluations P Paper - Commendation% Disdpl i nay Actions, Educational Certificates P Papa At I empl oyes f i I as are permanent and upon termi nation, the f I e i s to be scanned and the irrkced file becomes the permanent record copy. The paper TERM I NATED EM PLOYEE FI LES 50yrs. Digital copy is to be shredded. REGISTERS CY Caselle Department policy REVENUE SHARING Formula-based funding allocated by the State. This fi I e may i nd ude appl ications, correspondence, yea -and audits/budgets. 3 years Papa Department policy CITY OF KENAI RECORDS RETENTION SCHEDULE Retention I Destroy & Archival Paper after Record Series Titla Disposition Media Wd GtatioMComments FIRE OWNER —FIRE CHIEF APPARATUS - Inventory CY - Maintenance 5 Paper Department policy ARSON INVESTIGATIONS P Paper CORRESPONDENCE CY Paper Department policy DAILY LOGS P Scanned Pape, EMS RUN REPORTS 21 Digital A.S. 18.20.085 EQUIPMENT - Daily Checks CY - I nventory CY - Maintenance 3 Paper Department policy FIRE PREVENTION Presentations made to schools CY Scanned Scanned as pat of daily logs Papa, FIRE RUN REPORTS 21 Digital A.S. 18.20.085 FORMS CY Papa Department policy INSPECTIONS - Business inspections may i ncl ude daycares and bed & breakfasts (every other yea) 5 - CityBuildings(annually) 5 Papa, - Equipment (annually) 5 Digital Destroy 1 year after Complete Personnel fileskept in employment Personnel Department including blood PERSONNEL FILES ands Pape borne pathogens reports Destroy 1 year after employment PERSONNEL TRAINING FILES ends Papa Department policy READING FILES CY Paper Department policy CITY OF KENAI RECORDS RETENTION SCHEDULE Retention I Destroy & I Archival Paper after Record Series Title Disposition Media OC'd CitatioNComments LIBRARY OWNER — LIBRARY DIRECTOR Department Policy: Older copies may COM PLAINT FORMS CY Paper be kept at the Director's discretion. DAILY COUNTS 2 Paper Department Policy DEPOSIT RECONCILIATIONS Reconci I ations are completed weekly and taken to Financefor deposit. CY Paper DepatrnentPolicy FORMSFILES CY Paper Department Policy Y FRI ENDS OF THE LI BRARY record of Friends of the Library Meeting summaries and associated minutes. Retained as reference at documentation. CY Pape Di rector's discretion. City not responsiblefor permanent record of Friendsof the Library FRIENDS OF THE LIBRARYARTICLESOF minutes. Retained asreferenceat INCORPORATION P Pape Director's discretion. GRANT APPLICATIONS (not awarded) Retain until obsolete, superceded or Application riot approved or funded. 1 Paper administrative'menagenent need is met. STATE Rata n 3 yes. FEDERAL Retain until Documents recce pt of State or Federal monies and Federal consists of applications, copy of notification of Audit is grant award, agreement, special conditions fiscal completed reports, closeout documents, report (audit,status or3years Per AS09.10.053 Statuteof Limitations progress and oompl iance) and corresponderm after gra t Paper is 3 yeas. GUARDIAN SECURITY CONTRACT 3 Pape Department Policy HISTORICAL FILES Includes historical information related to period of ti me before City operated the Library P Pape Department Policy Backup tapes are stored offsite for security. Tapes are rotated aocordi rig to established Departmental backup HORIZON CATALOG BACKUP P Tape procedures. Department Head woul d I i ke to keep second year since not everything is INVOICES ICY + 1 1 Paper ordered every yea. JANITORIAL CONTRACTS 13 Papa Department Policy LI BRARY COM M I SSI ON M EETI NG Permanent record is kept through SUMMARIES CY PDF Clerk'soffioe. CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Paper after Record Series Title Disposition Media QC'd Citation/Comments Department Head would I i ke to keep second year because of state report needs. These items are scanned as part paw + of the Clerk's permanent fileswithin MONTHLY REPORTS CY +1 Digital Councilpackets. NORTHERNTECHNOLOGY Work orders and correspondence related to computer issues. CY Paper Department Policy Department Policy - Confidential per PATRON RECORDS 3 Paper AS 40.25.140 Retain until obsolete, supaoeded or PROJECT FILES CY Paper administrativermanagement need is met. Department Head would I i ke to keep second year si nee not everythi rig i s PURCHASE ORDERS CY + 1 Papa ordered every year. Retention is at Summer Reading Program Coordinntor'sdiscretion as past f I as are referred to i n preparati on SUM M ER READI NG PROGRAM FI LES CY + Paper of current year's readi rig program. CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy Record Series Title & Archival Papa after Disposition Media Wd Citatior/Comments LEGAL OWNER -- CITY ATTORNEY 10 Papa V CIVIL ACTIONS CLAI M S AGAI NST CITY 10 Paper V; AS 09.10.100 w/o disability AS 09.10.060, 3 years, AS 09.10.070, 2 yeas CODE SUPPLEM ENTS CODE VIOLATIONS 10 Paper Department Policy CONTRACTS Destroy 5 yeas after expiration Paper Department Policy OPINIONS P Paper V PROFESSIONAL SERVICE REGULATIONS 5 Paper Dapartment Policy TRAFFIC CASES 10 IDepartment Policy CITY OF KENAI RECORDS RETENTION SCHEDULE Retention I Destroy Record Series Title & M Archival Paper attar Disposition I Media imaged & OC'd I CitationlComments PARKS& RECREATION OWNER — PARKS& REC DIRECTOR ACCIDENT REPORTS 2 Paper Department Policy CORRESPONDENCE 4 Paper Department Policy DEPOSIT RECONCILIATIONS CY Paper Department Policy EVALUATIONS CY Paper Department Policy FORMS CY Paper Department Pol icy GRANT FILES P Paper Retention period is a=di ng to individual grant requirements. ICE RINK RESERVATIONS CY Paper Department Policy INSPECTIONS: MULTI - PURPOSE FACILITY Weekly and quarterly inspections 4 Paper Department Policy INSPECTIONS: PLAYGROUND Weekly and quarterly inspections 4 Paper Department Policy M INOR INJURY REPORTS 2 Paper Department Policy PARK RESERVATION INFORMATION CY Papa Department Policy TENT CAMPING INFORMATION CY Papa Department Policy TIMESHEETS CY Paper Department Pol icy TRAINING: FULL -TIME PERMANENT POSITIONS P Papa Department Policy TRAINING: PART-TI M E TEM PORARY POSITIONS CY Paper DepatmentPolicy CITY OF KENAI RECORDS RETENTION SCHEDULE Retention I Destroy & Archival Papa after Record Series Title Disposition Media OCd Citation/ComaxyAs POLICE OWNER — POLICE LT. ACTIVITY LOGS Service calls generated each day. P Digital Department policy CASE FILE PHOTOGRAPHS P Digital V; Sunned in with corresponding case file. CASE FILES P Digital V COMMUNICATION LOGS Dailyradiologs. P Digital V CRI M ESTOPPER FI LES CY +2 Papa ion period decideffby- Crimestopper officer according to Crimesiopper gui del ines(mini mum 2 IMPOUND SLIPS I mpounded vehi d e documentati on. P Digital Scanned inwithcorrespondi rig case fiIa. PERSONNEL FILES Cy Papa Department policy PROPERTY, LOST & FOUND P Digital Officer fills out form; assi gns case number; scanned. ST -Ts Eahindividualcasegeneratedfortheday. P Digital Scanned withcorrespondingcasefile. TRAFFIC CITATIONS CY Department policy CITY OF KENAI RECORDS RETENTION SCHEDULE R Destroy Archival Papa after Record Series Title Media QCd Citation/Comments PLANNING & ZONING OWNER -- CITY PLANNER AGENDA &MINUTES P Digital Permanent - Originals kept in binders COM M I SSI ON RECORDI NGS 6 Tape Retain current 6 years only Rile, COMMISSION PACKETS P Digital Retain current 6 years only inpaper CORRESPONDENCE 4 Papa Depertment Policy Paper, GRANTS P Digital Retain per Grant Retention Date MAPS P Papa Department Pol icy PLATS P Papa Departmr Policy PERMITS: CONDITIONAL USE Origird signed pamitslresol utionsare scanned aid kept in binders. Copies ere Papa, kept with application by address inP &Z P Digital files. PERMITS: ENCROACHMENTS Original-signed pami&resolutionsare scanned and kept in bindes. Copiesere Papa, kept wi th appl i cati on by address i n P& Z PERMITS: HOME OCCUPATIONS P Digital files. iginal signed pamits/resolutionsae scanned and kept in binders Copiesere Papa, kept with application by addressin P&Z P Digital files. PERMITS: VACATIONS Original signed pamitsfresolutionsare scanned and kept in binders. Copiesae Papa, kept with application by address in P &Z P Digital files. PERMITS: VARIANCEIAPPEALS iginal signed pamits(resolutionsEre scanned and kept in binders. Copiesare Papa, keptwith application by addressin P&Z P Digital files. PURCHASE ORDERS CY Papa Department Policy Retain until obsolete, superoeded or REPORTSISTUDIES Papa administZill management need is met. Original signed permitstresautions are scanned and kept in binders. Copiesae Papa, kept with appl ication by address in P &Z P & Z RESOLUTIONS P Digital files. Original signed permitsfresol uti ons are scanned and kept in binders. Copiesae Pape, kept with application by addressin P&Z REZONING P Digital files. original signed permits/resol uti ons ere scanned and kept in binders. Copies ere Papa, kept with application by address inP &Z SUBDIVISIONS PLATS P Digital files. *Permits prior to 1995 were scanned ad destroyed (ecduding buildi ng permitswhich have been kept by address in permanent fibs). Permit originals from 1995 to present we kept per aboveretention sdnedule. CITY OF KENAI RECORDS RETENTI ON SCHEDULE Retention I Destroy & I Archival Papa after Recad SeriesTitle Disposition I Media QCd CitatiorXonn nerts Files have also beat oopied to discs for Planner and Planning Assistait aswdl as 1 kept in the fireproof safe CITY OF KENAI RECORDS RETENTION SCHEDULE Retention I Destroy & I Archival I Paper after Record Series Title Disposition Media I OC'd Citation/Comments PUBLIC WORKS OWNER — PUBLIC WORKS MANAGER CAPITAL IMPROVEMENT PROJECTS LIST 2 years Paper PROPOSED PROJECT FILES Paper Retain until obsolete or not needed REPORTSAND STUDIES Paper Retain until obsoleteor not needed PROJECT CONSTRUCTION FILES (Buildings, Harbor, Streets, STP, Water, Sewer, Airport, Local Impr. Districts) Retain thefollowing filesfor 6 yews after the project has been completed unless permanent. Specificationsw /Exearted Contract P Paper As -built Drawings P Mylar /CD Easements- Construction 6 years Bidder's File- Bids 6 years Resolutions, Ordinances, Budgets copies 6 yeas Originalsfiledwithderk General Correspondence 6 years City Correspondence 6 years Requests for Engineeri rig Proposal s 6yews Engi peer's Correspondence 6 yeas Engi near's Contract 6 years Engineer's Invoices 6 yeas Engi rnear's Reports and Test Results 6 yes Project Final Inspection /Acceptance 6years Borough, Federal, StateAgex:ies- Corresponderxe 6 years Borough, Federal, State Agencies -Agreements 6years Borough, Federal, State Agencies- Permits 6yews After permit expires Utility Correspondence 6 yeas Submittals 6 years Review to retai n w /O& M for I ife of building Operation and MaintenanoeMauals P Paper Pay Estimates 6 yeas Charge Orders P Paper Keep with Specifications Certified Payrolls 6 yeas Goseout Reports- Airport Projects P Paper, Digital EQUIPMENT & SMALL PROJECT BIDS Bids 6 yeas Retain 6 yeas after completion Contract Documents 6 years Reta n 6 yeas after compl ell on _ADM PUBLIC WORKS INIST RAT 10N Corr nde oe and Memos 3 yeas CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Paper after RecordSaiesTitle Disposition Media OCd Citation/Comments Reading Files CY CY PW Staff Meeting Agendas Project Status Reports CY Utilities Correspondence 3 yeas Complaints 3 years Easements (Permanent) P Papa Job Applications 3 years Purchase Orders CY STATE OF ALASKA Correspondence 3 years Grant Applications 3 yeas Dip Net Fishery 10 yeas State Project Files 6 yeas Retai n 6 yeas after completion Dept. of Labor Min. Ratesof Pay 6 yeas Retain 6 years after completion FEDERAL Correspondence 3 years Corps Permits Expi ration + 1 Corps Public Notices 3 yeas BOROUGH Correspondence 3 years Leachate Agreement Current Emergency M arnagernernt Ran Currant + 1 BUILDING INSPECTION Correspondence 3 years Codes P Building Permits P Paper, Digital City owned = P, Residential and Commercial = 1 year Inspection Reports P Paper Filed by street address Building Plans P Palms', Digital AsBuilts P Paper Filed by street address Sign Permits Life of sign Filed by street address Certificate of Occupancy P Papa Filed by street address Abatements 10 yeas Stop Work/Violations 3 years 3 years after action Water & Sewer Drawings P I Paper BUILDINGS- MAINTENANCE Correspondence 3 years Maintenance Schedules Current CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Papa after Record Series Title Disposition Media QC'd CitationtComments Ma ntenance Reports Life of facility Purchase Orders & Quotations CY DOCK /HARBOR Correspondence & M ence 3 yeas Rate Schedules CY Federal& State Permits Moorint Bouy Permits and Locations Until expiration Crane I nspections Life of crane Station Leases 6 yeas Papa Corps Permit - Dredging Until expiration ENVIRONMENTAL Correspondence 3 yeas Request for Proposals 6 yeas Agreements 6 yeas Site Assessments P Paper Work Plans P Paper .Surveys 6 years Testing P SPCC& SWWPT Plans Until superseded NPDES Permits Current + 1 ADEC Underground Storage Tanks Life of tank + 6 years Waste Disposal Remits Current Final Reports P Paper, Digital SAFETY Correspondence and Memos 3 years Mecti rig Agendas and Minutes P Digital Safety Packets P Digital Accident Reports (Original CM) CY Filed in City Manager'sOffioe OSHA and ADEC Correspondence 3 years Training and Certifications Pape Copies in Personnel Files Safety Audits Most recent Site Inspection Reports Most recent CDL License; Current Copies in confidential medical files City Health and Safety Ran Current Pape SEW ER TREATM ENT PLANT CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Paper after Record Series Title Disposition Media OC'd CitatiorVComments Correspondence and Memos 3 years NPDESPermitsandDMRReports 5years Records of all monitoring information, including all calibration & maintenance records, original strip chat recordings, reports and data used to compl ate the application for this permit for a period of at l east 5 years from the date of the sample, measurement, report or application. USEPA EPA Correspondence 5 yeas DEC Correspondence 5 yeas Borough Annual BiosolidsReport 5years SHARP Correspondence and I nspection Reports 5 years OSHA Correspondence and Inspection Reports 5 years Wastewater Facilities Master Plan P Paper, Digital SHOP Correspondence" Memos 3 years Supervisors Weekly Reports CY Equipment List - Vehicles Current Auctions 2 years Previous 2 auctions STREETS Correspondence and M emos 3 years Excavation in ROW Permits 3 yes Detour Permits CY Curb & Gutter and Driveway Permits P Paper Fled by street address Oi I i ng Permits CY State DOT Seasonal Permits CY Repel rs 3 yeas Work Requests 3 yeas Status- Maintai ned Streets Current Snow Rernovall Notices CY Items in ROW 3 years Damage Reports 3 years Pol i ci as Current Signs Current Streetlight Agreements Current Streetlight Specifications P Paper Retainforthelifeofthefixture Streetlight Repairs 3years Paper WATER AND SEWER Correspondence and M emos 13 years CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Paper after Record Series Title Disposition Media QCd Citation/Comments Paper, Water and Sewer Problems P Digital Pte, Water and Sewer Permits P Digital Filed by street address Hydrant Permit 2 yeas Private I nstal lation Agreements P Papa Wildwood Agreement for W & S P Paper Cathodic Protection 3 yeas SCADA System Currant Papa, Source Water Assessments 1, 2, 3 P Digital Per, Water Rights and Surveys P Digital Paper, Permits and Drilling Logs P Digital Papa, Water Use Reports -Daily P Digital ADECCorrespondenoe, Regulations 6years 5 yeaarsfollowing the expiration of the Records concerni rig a variance exemption or Until expires vaianceorexempti on. ADEC CFR Ref. waver grated to the PWS +5 Papa 141.33 Keep actual lab reports or transfer the Microbial Analyses - Coliformtestsandchlorine Paper, data to tabula summai as. ADEC CFR residua reports 5years Digital Ref. 141.33 Chemical Analyses- Inorganics, nitrate, nitrite, flouride, radionuclides, VOCs, pesticides, Papa, Asbestos, Arsenic, HAAS, TTHM 10 yeas Digital ADEC CFR Ref. 141.33 Same period as records of analyses taken under the plan have to be kept. (Monitoring results for micro, turbidity, Paper, and chemical analyses above) ADEC Monitoring Plans 10 yeas Digital CFR Ref. 141.33 Systems must retai n oiginet records of at sampl i rig data and analyses, reports, surveys, letters, eval uations, schedules, State determi nati on% and any other Paper, information required by the rulefor at Lead and Copper 12 years IDigital least 12 yeas. USEPA Regulations 10 years after compl eti on of the sanitary Sanitary Surveys and rel ated written reports, Paper, survey involved. ADEC CFR Ref. summeri as and communi cati ons 10 yeas Digital 141.33 3 yeas after the I ast action taken for the V 1 o ations of pri may dri nki rig water regul ati ons - specific viol ati on i nvolved. ADEC CFR records of corrective actions taken by the PWS 3 yeas Paper Ref. 141.33 Public notices in aocordancewith 40 CFR 3 years after issuance ADEC CFR Ref. 141.202 -.210 & App A,B,C 3 yeas Papa 141.33 Paper, Consumer Confidence Reports 110 years Digital CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Papa after Tn Record Series Title Disposition Media Wd Citation/Comments Emergency Response R an and Water VulnaabiIityAssessment Currant Papa Water System Studies P Papa /PDF CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & Archival Paper after Record Series Title Disposition Media OCd Citation Comments SENIOR CENTER OWNER — SENIOR CENTER DIRECTOR DEPOSIT RECONCILIATIONS CY Paper Department policy STATE Retain 3 years. FEDERAL Retain until Documentsreceipt of Stateor Federal moniesand Federal corsistsof applications, copy of notification of Audit is grant aNard, agreement, special conditions, fiscal completed reports, closeout documents, report (audit, status, or 3 years Per AS 09.10.053 Statute of Limitations progress and compl i ance) and correspondence. after grant Pape is 3 years. enion period is unti I enrol I ee i s deceased or fileis inactive 5 MEDI CARE ENROLLM ENT FILES yeas- Pape ain 2 yeas after tenant VINTAGE POINTE'MANOR moves out of Leese agreements facility. Paper m H Z W U H a �a> u �a W D 70 N U V) n� W n� W O 5� L O L n O -�W U O U •— O � nU, ^� rl I.L N N n 0 6 Z O 1 a Qf �U c D O U _T U Y T n O N n T 70 N O Q Q Q �U �U C C N N Y Y Y N U Y U M 00 N O 0? O LO M A 00 OC) N N 00 Q v- Y U � >1 C P UQ0) N O O o -Q U LL C ONY a 'N (a N G N m N N l6 C c 0 ,.L.. > N a) L MD in L C O m U `C U C 0 O O c E fn N U £ `' m O m X q Q CX N O N— m • L m 0 O >. 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E U N N c ca U d d L F C M d E d � r. m c 0 0 � :5 O C 0 � Q U C O N U d `a O N N O d m c N a d 0 E d U +L-' m d d Co 3 c0 N a 2 c O O N N U LL C a).- rna E N d m A c � 0 N -O 0. c N N = N Ld0 U C N N Y6 O. c .0 w O O O 'V d 2 C E N °ca N 0 m c0 L d a Q T � d O E m N U CL � N M C O ._ O d d � (6 �U c c Cl) 0 d U n 41 N d L 0 U C a d 0a d N U _ 0 U � � N N L l6 D_ N O n N 4) 0 a E 'j n O d) -- a N m g , n a D d C N N d L E c ° C d `1 a d d O 5Na U � CL O N c E N C W € 0-0 O O N Ld C d d d d Lim w L E N O U t0c a � d N N N oEPE a 0 0 0 N U U U C/) 0 N dm d O d d d d DL ca E N L U N "E O U Q d @ $ E cu w ra) k /� ( �( E \d \ \ k }k «�2 E _ k0 { k #k § \k c)2 /\\ fffi A |2 \Eo « k) CL 0 M CL ( / §k`7 k ee m §f a �) } r =f r)) «( k) (D ) § /) \/0 \ // r CL \0j\ \ /0 C \�� k ca #\)G f §f � � /0 ) {% 0 Q2 w \ }( D \\k Ix ,Ew m eo= U 1 1: i, 1� 1' ti 1: 11 V 2( 2' 2: 2: 2< 2`- CITY OF KENAI RETENTION SCHEDULE Records Transfer and Destruction Authorization Form Department Box Number: Department/ Record Owner: Destruction Authorization: Record Manager Use Only: Data Owner Approval (Date) Record Manager Signature: Date Destroyed Tax Approval (Date) Legal Approval (Date) Form Powered by Microsoft Excel v. 11.6355.6360 SP1, (c) 2003 Microsoft (c) 2004 Acumen Information Services, Inc., All Rights Reserved 1 Of 1 'Wid a Past, City wit! a Futcvice 210 Fidalgo Ave, Kenai, Alaska 99611 -7794 Telephone: (907) 283 -7535 1 Fax: (907) 283 -3014 \tke cu'ty 0 www. kenai.city V MEMORANDUM TO: Mayor Brian Gabriel and Kenai City Council THROUGH: FROM: Jamie Heinz, Deputy City Clerk DATE: 05/10/2017 SUBJECT: Public Records Management Schedule and Record Retention Policy — Resolution No. 2017 -22 As previously referenced in the memo attached to Ordinance No. 2954 -2017, the Clerk's Office, in conjuction with the City Attorney, recognized the need for the City's record retention schedule and policy to be brought up to date and improved upon. The attached Records Management Schedule and Record Retention Policy is the culmination of a process involving the Department Head and Record Coordinator for each City department, reviewing all types of records each department owns, determining mandated retention periods, obtaining Department Head approval, and finally, legal approval. Through the process, the document was reformatted, and local, state, and federal regulations were reviewed and cited. The Clerk's Office has prepared this record retention schedule and policy, for your consideration and adoption, together with the enactment of Ordinance No. 2954 -2017. Your consideration is appreciated. r i