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Home My WebLink AboutResolution No. 2008-58ti _ , thraNv/ CITY ®F I{ENAI Suggested by: Administration RES®LYTT%®N NO. 20®8-58 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, RESCINDING AND REPLACING THE CITY OF KENAI RETENTION SCHEDULE. WHEREAS, the current City of Kenai retention schedule has become obsolete due to changes, additions and corrections; and, WHEREAS, as directed in KMC 10.30, it is appropriate to replace the current retention schedule with current grant, statute, and departmental provisions. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, the current City of Kenai retention schedule is rescinded and replaced by the retention schedule delineated on the following pages identified as "Attachment A." PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 17th day of September, 2008. ~ -y--~ PAT PORTER, MAYOR Ai"i EST: Carol L. Freas,'City New Texf Underlined; [DELETED TEXT BRACKETED CITY OF KENAI RECORDS RETENTION SCHEDULE Retention Destroy & __ _ Archival Paper after Imaged & Record Series Title Disposition Media QC'd Citation/Comments i AIRPORT 'OWNER--AIRPORT MANAGER I Retain until obsolete, superseded or CURRENT PROJECT FILES _ ~ Paper administrative/management need is met. - - - - -- - IDEPOSITRECONCILIATIONSRECEIPTS ICY ~Paner i IDenartmentPolicv PARHING ENVELOPES PERSONNEL TRAINING FILES CY year after employment ends ANIMAL CONTROL ; -_ OWNER--POLICE LT. _- ANIMAL CON172~7~ F1LES ~ _ ~ _ May consist of the following: animal complaint notificaYions/citaYions, description of animal, inotification to owner, certfiication of ownership, ,owner claims, release of animal data, dog bite reports and statitistical reports. Also spay/neuter, i Per State of Alaska Local Government 'euthanasia, vaccination, patrol, and. abuse/cruelty ~ General Records Retention Schedule, information. 3 i Paper ~ ~ Schedule Number 30 0, Sep tember 2001. DAILY DEPOSIT RECONCILATIONS - - _ CY+1 ~Papcr _ _ Department Policy -- - LICENSING INFORMATION -- 3 Database Departnent Policy RABIES INFORMATION -- 3 Database Department Policy ~ - CITY MANAGER (OWNER-- CITY MANAGER iCONFIDENTIAL EMPLOYEE MEDICAL I30 years I I As mandated by Occupational Safety 'RECORDS after ',, (requirements and as stated in the City of itermination_ _iPaper _ ' KenaiGeneralHealthandSafetyPlan. __- CORRESPONDENCE iCY+2 iPaper Departmentpolicy i'Retain until obsolete, superceded or CURRENT PROJECT FILES ICY ;Paper administrative/managoment need is met. DEEDS & PATENTS -- - P _ (Paper Departr n ent policy 'Until _ _ _ _ EQUIPMENT FILES equipment Equipment contracts and manuals rerired Paper- - Department policy - JANITORIAL CONTRACTS i Related information for City Hall and Visito rs ( Center CY Paper Department policy LAND LEASE FILES - - _ CY+2 -' _ _ - Digital -- _- Department policy ~ - State of Alaska, Loea( Government LAND SALE FILES General Records Retention Schedule, 7 Digital I Schedule Number 300 OCCURRENCE/ACCIDENT REPORTS Department policy Note: Injuries to i Applies to all accidents or injuries involving City ~ employees are placed in their property or City employees - -- CY + Q Digital conSdential medical &les PERSONNEL FILES - - _ -Recruitment (for Department Heads) 2,years Paper Supervisor s Handbook - Grievance Issues _ , Current Paper Employee Termination READING FILES CY + 3 Pa er - ____.__ Department policy --- CLERK OWNER -- CITY CLERK ALCOHOLIC BEVERAGE CONTROL Liquor , I I - -- ILicenseApplicafions&Information i4 (Paper ~ kBienniallicenses 'ALASKA PUBLIC OFFICES COMMISSION IFinaneia] Disclosure Porms (Lobbyist, City I I I Manager, City Attorney, Clerk, Council and P&Z '...... ', Commissioners) 6 Paper AS 29.20.010 KMC 6.05.280 '~, Retain unni obsolete, superseded or I I administrativelmanagement need is meC CENSUS ',AS 29.60 CITY SEAL P COMMISSIOR'S & BOARDS iAirport Commission., Parks & Rec. Commission, I '.... (Harbor Commission, Beautification Committee, I I .Council on Aging, Library Commission and I '..Planning & Zoning Commission. '..... Correspondence 2 years Paper I Office Policy I -Agenda/Minutes P_ digital - Packets - - P digital - - - - Membership ~ P Pa er -- p -Tapes/CD -Planning & Zoning Commission 6 ears Tapes/CD _ _ - Office Policy i -Tapes/CD -Lesser Commissions & Committees 1 2 years Tapes/CD '. Office Policy .....OATHS OF OFFICE ~ - I Oaths of office may include oaths for Department I #Paper/Digit', !. ',Heads, City Attorney, Clerk. P al 'AS 29.20.600 (DISTRICT/SPECIAL ASSESSMENT DISTRICT (Includes petition, cosesp., copies of Paper/Digit resolutions, notices, etc.} P al COUNCIL ', ':Includes Council Meetings & Work Sessions. Pile I II I i sets may include notice of meeting, affidavit of I 'publication, sign up sheets, workpapers, written ', i '....... testimony, exhibits and audiolvisual materials. _ ~ Paper, ~idtgital, ~ Agenda/Minutes iP (microfilm ,...digital..... __._...) __._ _..- - Meeting Notices P microfilm ~ Paper, ~ ',digital, ~ackets - ~- --___ f P _._. microfilm Mem ber, - hip P _._ __- -~ ---- Paper -T __.. _. _.____ ._.... _ -- - Audio Tapes/CD - 6 years Tapes/CD ---- -Oaths of Office iP Paper _ .......paper (6 __ _...-- Years), I ~ (digital, I i -Board of Adjustment Hearings P _ (microfilm I '',Paper, --- - -.._..-- - -._.. ;digital, -Resolutions P ;microfilm I -Resolution Index P digital 1 year unless -Ballots contested AS 15. ].5.470 KMC 6.05.280 _ -- -.. - - Certification/Canvas Board 4 years ___ __ -Financial Disclosure Statements 16 years I Nominiation Petitions/Declaration of Candidacy 4 years AS 15.25.030 KMC 6.05.280 I year after election certi5ed (State i -Contested Election Data .1 year- _. - - Retention Schedule) Voter Ballots (Completed, Challenged, ' - -- Rejected, Absentee & Special Needs _ _ ~ 1 month after election certified Certificate of Election Returns (Regular & _, _ , _ __ (Special 1 year - - - -- - - ~ Paper, I - DOJ Preclearance Records P - _ ---- --- - digital I - iDept. of Justice II i - - -- ---_. 1 year after election certified (State Recount Petitions I year -- Retention Schedule ) Election Off cials' Records _ 4 years - _ IPa cr, P' I I _IINCORPORATIONRECORDS ~P - -- dig~tal I ORDINANCES & CODES _ I-Index P - _ Ordinances & Codes P _ _ --- ~AS 29.20380 PURCHASE ORDERS ~Y Paper ' READING FILES l year -'Paper - - RECORD DISPOSAL LIST P _ -- , PERMITS _ _ - -- I (May include Mobile Food Vendor, Itinerant I I I .Merchant, Private Detective or Vehicle-for-Hire. 12 I Paper t City Policy P ~ ! I cy 'MEMORIAL PARK I iCityPoli cy -- T-22 STATIC DISPLAY T Documentation related to display at Airport Way and Willow Street intersection. P ~ 'USAF Agreement FINe3NCE ~ O WNER --ACCOUNTANT ~ACCOUNTSPAYABLE j ~ ~ ~~ -Invoices, vouchers and vendor files 3 years Paper _ V Departmentpolicy '': -Requisitions and purchase orders '', 2 years Paper ~ ', V Department policy "ALL-f7C1`ISKLi+I.L~i~'[iBLL~ - ,,_ ..__._ __.-.__.. _ _.. _____. __ ____. _..- iMay include Caselle reports generated for ! I I 'accounts receivable billing (transaction register, I I !invoice register , G~ansaction summary, aging '', `report, accounts receivable by category, general - I I ledger update); may include Caselle reports ~ generated for water and sewer billing (billing ~ register, aging report, accounts receivable by '.. service, transaction register and transaction ~~, '.... summary, billing usage summary, customer Paper & ', (deposit report, rate table summary, general ledger 13 Years ~ __ _ Caselle__. i _ _ I V Department polic Y !DEPARTMENTAL DEPOSIT . __ , -_ -- ---- Retain until audit for corresponding ;RECONCILIATIONS CY Paper !year has been certified. ,AMBULANCE BILLINGS ASSESSMENTS 5 years 5 years Paper Paper V Department policy ~ V Department policy _ AUDIT REPORTS P Paper _ Departnent policy -- BANKING RECORDS - . _ _ _. Consists of records of bank transactions for revenue and payments and may include: bank - ', I I statements, bank reconciliations, cancelled checks, I I I voided checks, deposit slips, wire transfers, i I ~ transmittal of Direct Pay wafer and sewer payment I ~ Retain 3 years provided an audit or (files, savings account data, debt service payments, I j other annual financial statement has s_~tureauthorizations etc. 13 years Paper 'been certified -- -- ,BOND RECORDS 20 years (Paper Retain 20 years after issue called. - _ BUDGET, FINAL & APPROVED S years ,Paper _ - ---- V 'BUDGET WORK PAPERS ' Documents used in the development of the City's Auditors have past years of budget work annual budget prior to presentation to The Council. CY (Paper (papers.- - - _.__._-- CHART OF ACCOUNTS 3 years V CORRESPONDENCE 3 ears Y Pa er P Offtce Policy FINANCIAL REPORTS FIXED ASSETS P p ~ 'Pa er V ~ Buildings _ ~ Caselle _ -Land Caselle ~ -Equipment __ ~ Ile _ _ __ _. :GENERAL ACCOUNTING RECORDS li ' May include: water and sewer stubs, dock ~ i receipts, Caselle reports (payment register, receipt 4 I I ,register, payment update, general ledger update), i ~ I idipnet parking receipt books and deposit slips, I I ;NSF checks, Landing reports, Car rental ~ ~ Retain 3 years provided an audit or commission reports, Animal control receipts. ~fher annual financial statement has CY + 3 Paper ~ en certified. GRANT FILES _ _ _ Documents receipt of State or Federal monies and I consists of applications, copy of notification of ', i I :. (grant award, agreement, special conditions, fiscal ~ ' reports, closeout documents, report (audit, status, (progress and com Hance) and correspondence. - State 3 years ' Retain unri I - - _ ' '...Federal 'I .........Audit is Icompletedor ! 3 years after ... ............grant ! ! ''....closeout, ~'~,. li whichever is Per AS 09. Y G.G53 Siaiute of Limitations I -Federal !]afer. I is 3 years. JOURNALS !CY Caselle I Department policy (LEDGERS - _ - !CY Caselle ` Department policy METERRELATED - -- (Meter prelist, meter exception list, meter proof I Paper & I report, history report. 10 years J Caselle _ Department policy PAYROLL 3 years Paper - - i -Earnings and Deductions P ! -- -- - - Paper _ - - DeparGnenf policy - Timesheets leave skips, overfime slips 3 years __ Paper ~ ~ Departmenf policy IPERSONNELFILES ! -Applications _ -- P Paper , _ CFR 7-850 - I3 years after ', ~ -- -Benefit Program ~tenninahon Paper CFR 11-497 - Performance Evaluations P ' Paper Commendations, Disciplinary Actions, Educational Certificates _ P ! Paper (REGISTERS ~ _ !CY t Caselle I _ _ Department policy !REVENUESHARING Formula-based funding allocated by the State. This file may include applications, correspondence,year-end audits budgets. j3_years Paper __. Departmentpoticy FIRE OWNER -- FIRE CHIEF APPARATUS 1-Inventory CY ~ - Maintenance 5 Pa er p I,Deparhnent policy ARSON INVESTIGATIONS - IP Paper - - - _ CORRESPONDENCE CY Paper DepartmenYpoiicy _ DAILY LOGS ~ :Scanned -- ~ I Paper, EMS RUN REPORTS 21 Digital ~A.S. 18.20 085 iEQUIPMENT - . - _- _ _ - -Daily Checks `CY I Inventory CY ' -Maintenance i3 Paper Department policy FIRE PREVENTION Presentations made to schools. CY `Scanned Scanned as Part of daily logs. _ -- .........Paper, , FIRE RUN REPORTS 21 D~gita~ A.S. 18.20.085 FORMS CY Paper - Department policy ___ (INSPECTIONS _ _ -Business inspections may include daycares and bed &breakfasts (every other year) 5 -City Buildings (annually) 5 Paper, -Equipment(annualty) 5 iDigital Destroy 1 year after ~ Complete Personnel files kept in employment ~ ( Personnel Department including blood PERSONNEL FILES _ _ __ ends Paper ;Destroy 1 -~. borne pathogens reports. -.. - - -- year after employment PERSONNEL TRAINING FILES lends (Paper Department policy READING FILES - _ i CY Paper - -J Department policy - - - - , ~ LI&RARY OWNER-- LIBRARY DIRBCTOR i ~ Depar[mentPolicy:Older copies may ~ COMP_LAINT_FORMS _ i CY .Paper _ _ be kept at the Director's discretion. DAILY COUNTS i2 Paper DeparhnentPolicy - - DEPOSIT RECONCILIATIONS _- ~ i ~ _ - Reconcilations are completed weekly and taken to Finance for deposit. -- _ CY Paper _ _ DeparfinentPohc~_ __ _ FORMS FILES _ C_Y Paper _ Department Policy City not responsible for permament ~ ( irecord of Friends of the Library FRIENDS OF THE LIBRARY (minutes. Retained as reference at Meeting summaries and associated documentation. ~CY Paper _ (Director's discretion. I r b City not esponsi le for permament .record of Friends of the Library FRIENDS OF THE LIBRARY ARTICLES OF ~ ( I minutes. Retained as reference at INCORPORATION P Paper Director's discretion. GRANT APPLICATIONS _ _ __-_ _ -_- _ _ ___ (not awarded) ( (Retain. until obsolete, superseded. or 'Application not approved or funded. Paper administrative/management need is met. _ - t,~tv x ni~zvnlvxsrxn~r~ r 1~5 STATE (Retain 3 years. FEDERAL (Retain u ntil Documents receipt of State or Federal monies and Federal consists of applications, copy of notification of Audit is jgrant award, agreement, special conditions, fiscal completed or` I ~ reports, closeout documents, report (audit, status, 3 years after Per AS 09.10.053 Statute of Limitations p g p ) p ro ress and com ]iance and cones ondence. -grant Paper ~ is 3 years. GUARDIAN SECURITY C ONTRACT I3 (Paper ~ Department Policy _ _ HISTORICAL FILES t eludes historiezl infermztton relzted tc pericd of I ,hme before Cify operafed the Library .P Paper ~ iDepartmentP olicy _ _ _ Backup tapes are stored offsite for .security. Tapes are rotated according to established Departmental backup HORIZON CATALOG BACKUP - P --- Tape I procedures. _ _ t Department Head would like to keep ,second year since not everything is INVOICES - CY+ 1 - Paper - ordered every year. JANITORIALCONTRACT S 3 - - Paper DepartmentPolicy _ LIBRARY COMMISSION MEETING i __ Permanent record is kept through SUMMARIES CY { PDF - _ Clerk's office. _ r 1 ik tment Head would l Depa e to keep second year because of state report ~ ~ ' needs. These items are scanned as part Paper+ ~ofthe Clerk's permanent files within iMONTHLY REPORTS CY * 1 Digital _ _Council packets. NORTHERNTECANOLOGY ~ i I Work orders and correspondence related to ~com uferissues. _.._. P ___ ~ iPa er_ P P _ - ~ ~ ~ ~ DepartmentPolic y -Confidential per PATRON RECORDS 3 p Pa er AS 40.25.140 PROJECT FILES CY Paper jRetain until obsolete, superceded or administrative/management need is met Department Head would like to keep second year since not everything is PURCHASE ORDERS ~Y T 1 '.Paper ordered every year. -~ ' Retention is at Summer Reading ;Program Coordinatar's discretion as pas files are referred to in preparation of SUMMER READING PROGRAM FILES ~ CY + Paper current year's reading program. LEGAL 'OWNER -- CITY ATTOILNEY _ _ -- J __ 1 -_ I ._ _ -_ CIVIL ACTIONS - _ _ _ - 10 - !Paper V _ . __._- V; AS 09 10 100 w1o disability AS 09.10.060, 3 years, AS 09.10.070, 2 CLAIMS AGAINST CITY 10 Paper years CODE SUPPLEMENTS i I __ _ CODE VIOLATIONS -.__ _ 10 _ Paper ~ __ epartment Policy _ Destroy 5 ~ _ years after CONTRACTS _. _,_ expiration _~,,Paper ~ _._ DepartmentPolic~ ,._ _.._ OPINIONS P Paper V - - - PROFESSIO;\ALSERVICE REGULAT1O4S 5 Paper ~ -- Department Policy TRAFFIC CASES 10 _ i Paper 1 _ Department Policy PARKS & RECREATI®N OWNER --PARKS & REC DIRECTOR - ~ ~ ~ _ - - ACCIDENTREPORTS 2 Paper Department Policy CORRESPONDENCE 4 Paper _ Department Policy OSITRECONCH,IATIONS CY .~.- Paper ~ ~ DapartmentPolicy - - - EVA UATIONS _ 1 - ~ CY Paper DeparknenfPolicy FORMS CY ~ ~DepartmentPolicy _ to g _ P ( ~ . uiremen _ P 4 a CE RINK RESERVATION'S CY Paper y Departm entpo INSPECTFONS: MULTI-PURPOSE ~ _ _ 1 FACILITY Weekly and uarterl ms ections __ _ i4 Pa er _.. p Department Policy INSPECTIONS: PLAYGROUND ' y g y p Weekl and uarterl ms ections I 4 Paper ;Department Policy _ MINOR INJURY REPORTS 2 paper _ ~DepartmentPolicy PARK_RESERVATION INFORMATION CY Pa er De artment' Policy TENT CAMPING INFORMATION - CY - Paper ' Department Policy TIMESHEETS - CY - - Paper Department Policy TRAINING: ' FULL-TIME PERMANENT POSITIONS P Paper Department Policy 1 TRAINING: PART-TIME TEMPORARY POSITIONS CY .....Paper Department Policy POLICE IOWNER--POLICE LT. T -- _ -_ . ~ - -j - ACTIVLTY L OGS Service calls generated each day. P_ ;Digital ~ ~Departmentpolicy V; Scanned in with corresponding case CASE FILE PHOTOGRAPHS -I- - - -- ICASE FILES P - Digital file. _ ~P Digital V COMMUNICATION LOGS iDaityradiologs. _ _ _ P_ D_igital_ ~ ~V Retention period decided by Crimestopper officer according to CRIMESTOPPERFiLES ILMPOUND SLIPS CY+2 I Paper ~ iCrimesto er uidelines mmimum2 Impounded vehicle documentation. P ~Dtg~tal __ i __ ~ Scatmed in with corresponding case file. ~PERSONNELFILES -- ~Y .Paper Department policy Officer fills out form; assigns case PROPERTY, LOST & FOUND P .Digital number; scanned. _ Each individual ease generated for the day. P Dtgttal ~ Scanned with correspondmg case file. TRAFFIC CITATIONS - _ _ CY ~_ ~ _ Department policy_ _- PLANNING&ZONING ,OWNER --CITY PLANNER - ~ ~. J _ - _. - -:--- AGENDA & MINUTES _ P - jpigital ~ Permanent-Originals kept in binders -- - - COMMISSION RECORDINGS _ ~6 Tape ~ - Retain current 6 years only -- - - - - COMMISSION PACKETS P .Paper, ;Digital Retain current 6 years only in paper CORRESPONDENCE __ __- ~ Paper I DeparhnentPolicy _......._ ........Paper, GRANTS __ P Digital _ _ Retain per Grant Retention Date MAPS - - _ __ __ iP a ]der _._- ,Department Policy _ _.__ _ _. PLATS IP Paper _ Department Policy -- PERMITS: CONDITIONAL USE ' ~ Original signed permits/resolutions are ~ ;scanned and kepC in binders. Copies are ''Paper, I kept with application by address in P&Z _ -.. - -- ~P Digital files. PERMITS: ENCROACHMENTS _ ~ Original signed permtts/resolutions are scanned and kept in binders. Copies are Paper, ~ ,kept with application by address in P&Z -- P - iDigital ifiles. - - PERMITS: HOME OCCUPATIONS Original signed permits/resolutions are '~ P i scanned and kept in binders. Copies are aper, i kept with application by address in P&Z P Digltal -_ _ files. P'ERMITS: VACATIONS 1 r __. - Original signed permits/resolutions are I scanned and kept in binders. Copies are {Paper, kept with application by address in P&Z P Digital i files. iPERMITS: VARIANCE/APPEALS i (Original signed permits/resolutions are ( scatvled and kept in binders. Copies are I Paper, ~ f kept with application by address in P&Z ~. _ _ _ ;P ,Digital _ ,_ files. _ _ PURCHASE ORDERS CY Paper ~Depariment Policy _. ~ i - I ~ Retain until obsolete, superceded or P~'PORTSlSTUDIES Paper administrative/management need is met. Original signed permits/resolutions are scanned and kept in borders. Copies are ~ Paper, kept with application by address in P&Z P & Z RESOLUTIONS P ,Digital ~ 'files. ~ _ Original signed permits/resolutions are ~ scanned and kept in binders. Copies are I Paper, ~ .kept with application by address in P&Z ~REZONLVG _ ~P ._ (Digital _ files. T _ i I original signed permits/resolutions are '. ~ scanned and kept in binders. Copies are Paper, j lkept with applioation by address in P&Z 4SUBDIVISIONS PLATS -- P i - (Digital 1 _ ~ files. -- - __ *Permits prim'to 1995 were scanned and destroyed (excl ! _ _' I uding building perzuits which have been kept by address m pannanent files). Pennrt originals from 1995 to present are kept pa above re[ennon schedule Files have also been copied to disks for Planner and Plan .... ning Assistant as well as I kept m the fire proo f safe. .__..... __ _.._. __ __._ T _ ~..._ 1 _-_. .._.._ - __... __ _. PUBLIC W®RKS OWNER -- PUBLIC WORKS MANAGER T - _ __ - ~ ~ -- _ _ CAPITAL IMPROVEMENT PROJECTS LYST i 2 Years .........Paper (PROPOSED PROJECT FILES - 1Paper ~ Retain until obsolete or not needed -~- - -- REPORTS AND STUDIES i _ _ Paper _ Retain until obsolete or not needed _ _~ T - T iPROJECT CONSTRUCTION FILES I (Retain the following fi]es for 6 years ~ (Buildings, Harbor, Streets, 5TP, Water, after the project has been completed (Sewer, Airport, Local Imqr. Districts) '.. '.. ''~~unless nennanent. 'As-built Drawings Easements -Construction (Bidder's File -Bids 6 filed with clerk General Correspondence City Correspondence i 6 years _ - __ 6_years ,,,. _ _ Requests for Engineering Proposals _ 6 years ~ _ j _.. _ _ _ Engineer's Correspondence 6 years ~ Engineer's Contract _ 6 years - _ - ~ En meer's Invoices __. _... - -- - ~ 6 years Engineer's Reports and Test Results -- Pi roject Fina] Inspechon/Acceptance ,6 years r - -. ~6 years ~ - -- Rnrnnoh Federal State Aoenciea - _.- - T ~-- -- -- - - i Borough, Federal, State Agencies -Agreements ~6 years _ te Agenctes - Permtts se 6 years I After permit expires -- Utih't Corre ondenc Y- p - years ~ bmitta-ls _ _ _ _ _ 6 years i _ Review to retain w/O&M _ Operation and Maintenance Manuals :P Paper Pay Estimates _ _ 6 years _ __ ~ Change Orders Certfied Pa rolls 6 years .... _ 6 ears y --.. __ y ~ - er (Closeout Regorts - Airoort Proiects p P IDieital i _'.. Easements jJob Applic Correspondence Grant Applications ~ 3years _ 3years ~~ _._ __ - ~ 8 N F o 0 years ~ __ _ ~ ( t Files tat Pro e ~ y y r complehon ~6 De t. of Labor Min. Rates. of Pa ~ ~ y _ 6 ears y Retain 6 ears afte y y r completion FEDERAL CF ores Permits ~CorpsPublicNotices _ ,'3years ~ j _ _ - _....._ .. __. ._ _- -__ _ 1 _ _ _ ._ _.__ _.. (BOROUGH 4Leachate Permits Current t 1 Paper, Paper, street address street address Building Plans _ P Digital _ JAsBuilts , P (Paper i jFiledbystreetaddress ~ Sign Permits Life of sign IF~led by street address _ _ upancy 1 O p Paper ~ _ _ F1edb,+ s*reet2ddess Abatements _ S _ _ 10 years __ __ , ~ Work/Vio lat p ons _..._. _ .- ~3 years - - i 3 years after action. --- _... iBIIILDINGS -MAINTENANCE j - ~ (Maintenance Schec Maintenance Repo -'.Purchase Orders & Correspondence&.Memos ,_ 3years ~ _ ~ _ _ ,... Rate Schedules CY I - - i _i - -- ~Federal & State Permits Moorint Bouy Permits Until land Locations exmration I Station Leases ~ Coms Permit - of crane uest for Prop =reements to Assessments ork Plans & SWWPT Plans S Permits Permits 'Current ~ 1 Life of tank Tanks ~'..+ 6 vears Con~espondence and Memos 3 years Meeting Agendas__and Minutes _ P _ ~Dtgital _ _ ~SafetyPackets _ P iDigital _ _ Accident Reports (Original CM) C Y _ _ Filed in City Manager's Office OSHA and ADEC Con~espondence Trainin and Certifications _ ~ 3 years Pa er _ _ _ _ Co ies in Per onnel Fil g p p s es --- Safety Audits Most recent ' - - _ - ,Site Inspection Reports i _ (Most recent i ~ I CD~ Licenses Curren es in confidential medical files _ Cit Health and Safet Plan y t P Current Pa er ~ ~ SEWER TREATMENT PLANT _ ~ ~ - - - -- _.- Correspondence and Memos ~ ~~ 3 vears NPDES Permits and DMR Reporte EPA Correspondence _ 'DEC Correspondence Borough Annual Biosolids Report SHARP Correspondeuce and Insp¢ :OSHA Correspondence and Inspec Wastewater Facilities Master Plas Records of all monitoring information, including all calibration & maintenance records, original strip chart recordings, reports and data used to complete the application for this permit for a period of at least 5 years from the date of the sample, measurement, report or application. USEPA and. Memos Supervisors Weekly Reports- CY _ _ _. Equipment List -Vehicles I Current I ~ - - Auctions ~~years ~ I Previous 2 auctions Correspondence and Memos _- -.... ~3 years -._ _ ___ ._ _. ___ ExcavationmROWPermits _ ____ __ _._.. 13 years 1 Detour Permits -.,_ - --- -.-_ _. i CY Curb & Gutter and Driveway Permits ~ Pier Filed by streeC address Oiling Permits ~ CY State DOT Seasonal Permits --- _._. CY Repairs ~ 13 years ~ --_--- ~ _ _- ~ WorkRequests _ __ 3years 1 Status -Maintained Streets __~ _ _ _ Current - _ Snow Removal Notices ` - - . _ CY ItemsinROW ~3years I I Damage Reports _ 3 years Poheies _ - - - -_I Current Signs _ _- - ~urrent St<eetlighf Agreements _ Current I _ ~ j Streetlight Specifications __ P Paner Retain for the life of the fixture ~Wildwood Agreement for W _& 5 _ P_ (Paper _ _ _ I Cathodic Protection 3 years ~ SCADA System _ - ~CU*r~nt ~ ~ - - -_- Paper, 'Source Water Assessments 1, 2, 3 __ P Digital ~ ~ _- Paper, Wafer Rights and Surveys P Digital ~ Paper, Permits and Drilling Logs P D~gital - _.. _. Paper, ~ Wafer Use Reports - Dai]v P (Digital Records concerning a vaziance, exemption or I Until expires ~ I ~ years ronowmg the expiranon or me ~ variance or exemption. ADHC CFR Ref. iwaiver granted to the PWS ~ + 5 Paper._-- _ 141.33 _ (Keep acfuah lab reports or transfer the j Microbial Analyses - Coliform tests and chlorine Paper, i ,data to tabular summaries. ADEC. CFR res~dualre oris _. p -_ 5 years ~igital , Ref. 141.33 - - Chemical Analyses -Inorganics, nitrate, nitrite, _ - _ _ _- flouride, radionuclides, VOC's, pesticides, I Paper, ~ ~ (Asbestos, Arsenic, HAAS, TTHM 10 years ,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 years ,Digital CFR Ref. 141.33 i 'Systems must retain origrinal records of all sampling data and analyses, reports, surveys, letters, evaluations, schedules, State determinations, and any other Paper, mforrnation required by the rule for at Lead and Copper __ _-- ~12 years Digital _ - least 12 years USEPA Regulations 10 years after completion of the sanitary Sanitary Surveys and related written reports, Paper, survey mvohed. ADEC CFR Ref. summanes and communications l0 years Digital ~ 14133 i 3 years after the last action taken for the Violations of primary drinking water regulations - f ~ specific violation involved. ADEC CFR ~ records o corrective actions taken by the PWS 3 years 2 Paper i 1 Ref. 14133 Public notices in accordance with 40 CPR 141. 20 i 3 years after issuance ADEC CFR Ref. .210 & Amp A,B,C 3 years PPaper ~ 14133 .Paper, (Consumer Confidence Reports _..- -- 10 years -- jDigital - _ _ _ Emergency Response Plan and Water T ~ ~VulnerabilityAssessment Current Paper TWater System Studies _ P Pa er/PDF SENIOR CENTER 'OWNER -- SENIOR CENTER DIRECTOR ~ ~ i r - - ~ DEPOSITRECONCILiATIONS CY ,Paper Deparhnentpolicy `1CA-1V`1 AllI1TITN7STIrA"ITV1V-FILES _-__ _- __ _-._ _. __. .-___ STATE Retain 3 years. FEDERAL j ( i ~Retam until ' iDocuments receipt of State or Federal monies and iFedera] I I consists of applications, copy of notification of Audit is ~ 1grane award, agreement, special conditions, fiscal completed or I reports, closeout documents, report (audit, status, i 3 years after ( ,Per AS 09.10.053 Statute of Limitations progress and compliance) and correspondence. grant Paper is 3 years. ~ ten&on ~ - - - penod is until 1 I I enrollee is ~ ~ ',....deceased or '' ' 'file is ~ ~inactive5 ~ ' MEDICARE ENROLLMENT FILES lyears. (Paper _ - ~ - ~ .Retain 2 i i years after tenant VINTAGE POINTE' MANOR (moves out of Lease agreements - - ~facilrty. Paper - _~ _. i