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HomeMy WebLinkAboutResolution No. 2011-51the of KENAI, ALASKA u Suggested by: Administration CITY OF KENAI RESOLUTION NO. 2011 -51 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AMENDING THE CITY OF KENAI RETENTION SCHEDULE. WHEREAS, as directed in KMC 10.30, it is appropriate to amend the current retention schedule with current grant, statute, and departmental provisions; and, WHEREAS, the Department Heads have reviewed and revised the current City of Kenai retention schedule; and, WHEREAS, the City Attorney has reviewed the changes being requested to the current City of Kenai retention schedule. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, the current City of Kenai retention schedule is amended as in the retention schedule delineated on the following pages identified as "Attachment A." PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this sixth day of July, 2011. PAT PORTER, MAYOR ATTEST: Corene Hall, Deputy City Clerk New Text Underlined; [DELETED TEXT BRACKETED] CITY OF KENAI RECORDS RETENTION SCHEDULE AIRPORT OWNER - AIRPORT MANAGER Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL AIRPORT TERMINAL LEASES (COPIES) CY + 2 Paper Department Policy CURRENT PROJECT FILES Paper Retain until obsolete, superseded or administrative /management need is met. DEPOSIT 'RECONCILIATIONS' RECEIPT'S' COPIES CY Paper Department Policy (Originals kept in Finance) LANDING REPORTS CY Paper Department Policy PARKING ENVELOPES CY Originals Department Policy PERSONNEL TRAINING FILES Destroy 1 year after employment ends Paper Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 1 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE ANIMAL CONTROL OWNER - POLICE LT. Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS= ALASKA STATUTE CFR= CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P= PERMANENT RECORD V = VITAL ANIMAL CONTROL FILES May consist of the following: animal complaint notifications /citations, description of animal, notification to owner, certification of ownership, owner claims, release of animal data, dog bite reports and statistical reports. Also spay /neuter, euthanasia, vaccination, patrol, and abuse /cruelty information. 3 Years Paper [PER] State of Alaska Local Government Records Retention Schedule, Schedule Number 300 DAILY DEPOSIT 'RECONCILIATIONS! RECEIPT COPIES Current Year+ 1 Paper Department Policy (Originals kept in Finance) LICENSING INFORMATION 3 Years Database Department Policy RABIES INFORMATION 3 Years Database Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 2 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE CITY MANAGER OWNER - CITY MANAGER Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL CONFIDENTIAL EMPLOYEE MEDICAL FILES 30 Years after Termination Paper As mandated by Occupational Safety requirements and as stated in the City of Kenai General Health and Safety Plan AS40.25.120 CFRI910.1001 CORRESPONDENCE - ROUTINE [CY + 2] 3 years Paper Department Policy CORRESPONDENCE SPECIAL 5 years Paper Department Policy CURRENT PROJECT FILES CY Paper Retain until obsolete, superseded or Administrative /Management need is met DEEDS AND PATENTS P Paper Department Policy EQUIPMENT FILES: Office Equipment Until Equipment Retired. Paper Department Policy contracts and manuals HANDBOOKS, SUPERVISOR AND P Paper Department Policy EMPLOYEE (Master Copy) JANITORIAL CONTRACTS: Related information for City Hall and Visitors Center [CY] 3 years Paper [DEPARTMENT POLICY] AS 09.10.053 after contract ends JOB DESCRIPTIONS Until Obsolete Paper State of Alaska. Local Government General Records or Superseded Retention Schedule, Schedule Number 300 LAND LEASE FILES [CY + 2] 10 years Department Policy: Certain leases may be retained for ton °er periods for archival purposes. Digital LAND SALE FILES [7 YEARS] 10 years Digital State of Alaska, Local Government General Records Retention Schedule, Schedule Number 300 OCCURANCE /ACCIDENT REPORTS: Applies to all accidents or injuries involving City Property or City Personnel [CY + 2] 6 years Paper Note: Injuries to employees are placed in their confidential medical files [DIGITAL] ORGANIZATION CHART Until Obsolete State of Alaska. Local Govemment General Records or Superseded Paper Retention Schedule, Schedule Number 300 PERSONNEL FILES - Recruitment (for Department Heads) 2 Years Paper Supervisor's Handbook - Grievance Issues [CY] Until Paper Employee Termination Employee Termination READING FILES CY +3 Paper Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 3 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE CITY CLERK OWNER - CITY CLERK Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL ALCOHOLIC BEVERAGE CONTROL Liquor License Applications & Information 4 years Paper Biennial licenses [ALASKA PUBLIC OFFICES COMMISSION] FINANCIAL 6 years Paper AS 29.20.010; State of Alaska. Local Government DISCLOSURE FORMS (Lobbyist, City Manager, City Attorney, Clerk,Council. and P &Z Commissioners) General Records Retention Schedule. Schedule Number 300 CENSUS Retain until obsolete, superceded or administrative /management need is met. AS 29.60 CITY SEAL P V COMMISSIONS, COMMITTEES & BOARDS Airport Commission, Parks & Rec. Commission, Harbor Commission, Beautification Committee, Council on Aging, Library Commission, Planning & Zoning Commission, Miscellaneous Commissions and Task Forces - Correspondence 2 years Paper [OFFICE] Department Policy - Agenda/Minutes P PapY1, Digital Department Policy - Packets P Paper, Digital Paper - 2 years only - Membership /Term Information P Paper Depattment Policy - [TAPES /CD] Audio /Video Recordings - 6 years [TAPES /C D] Digital [OFFICE] Department Policy Planning & Zoning Commission - [TAPES /CD] Audio/Video Recordings - 2 years [TAPES /C D] Digital [OFFICE] Department Policy Lesser Commissions & Committees OATHS OF OFFICE Oaths of office may include oaths for Department Heads, City Attorney, Clerk. P Paper Digital AS 29.20.600. State of Alaska Local Government Records Retention Schedule. Schedule Number 300 LOCAL IMPROVEMENT DISTRICT /SPECIAL ASSESSMENT DISTRICT (Includes petition, corresp., copies of resolutions, notices. etc.) P Paper Digital Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 4 of 22 COUNCIL Includes Council Meetings & Work Sessions. File sets may include notice of meeting, affidavit of publication, sign up sheets, workpapers, written testimony, exhibits and audio /visual materials. - Agenda/Minutes P Paper, Digital, Microfilm Department Policy - Meeting Notices P - Digital - Meeting Packets P Paper, Digital, Microfilm [CURRENT YEAR PLUS 5 - PAPER OLDER PACKETS - DIGITAL] Paper 6 years, all others permanent. Department Policy. - Membership /Term Information P Paper Department Policy - [AUDIO TAPES /CD] AudioNideo 6 years [TAPES /C D] Digital Department Policy Recordings - Oaths of Office P Paper Depaituient Policy - Resolutions P Paper, Digital, Microfilm Department Policy - Resolution Index P Digital Department Policy BOARD OF ADJUSTMENT HEARINGS P Paper, Digital, Microfilm Paper 6 years, all others permanent. Department Policy. ELECTIONS - Ballots, Rejected 1 year unless contested Paper KMC 6.05.280 [AS 15.15.470] - Certification/Canvass Board [4 YEARS] P Paper, Digital KMC 6.05.280 (a) - Financial Disclosure Statements (a/k/a Conflict of Interest) 6 years Paper KMC 6.05.280 Precinct Maps n nap er 1 year after election is certified or until superseded, whichever is later. [UNTIL SUPERSEDED] - Registers 6 years Paper State of Alaska Local Government Records Retention Schedule, Schedule Number 300 - Nomination Petitions/Declaration of Candidacy 4 years Paper [AS 15.25.030] KMC 6.05.280, KMC 6.10.040 - Contested Election Data 1 year Paper 1 year after election certified (State Retention Schedule) - Voted Ballots (Completed, Challenged, Absentee & Special Needs) Paper [1 MONTH] 30 days after election certified AS 15.15.470 - Certificate of Election Returns (Regular & Special [I YEAR] P Paper, Digital KMC 6.05.280 (Election Retention) - DOJ Preclearance Records P Paper, Digital State of Alaska Local Government Records Retention Schedule. Schedule Number 300 - Iniatives & Referendums 4 years Paper Initiatives AS 15,45.240; Referendums AS 15.45.460 New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 5 of 22 - Program Cards CY +1 Digital [OFFICE' Department Policy - Recount Petitions 1 year Paper 1 year after election certified (State Retention Schedule) - Election Officials' Records -- May consist of recruitment materials, interest letters, training notes, acceptance forms, oaths and mileage reimbursement requests. Includes absentee voting officials' documentation. 4 years Paper [OFFICE] Department Policy INCORPORATION RECORDS P Paper, Digital ORDINANCES & CODES - Index P Paper Department Policy - Ordinances & Codes P Paper, V AS 29.20.380 Digital Microfilm PUBLIC RECORDS REQUESTS CY + I Paper Retention Authority: 2AAC96 (pertains to records prepared for routine public distribution including Digital pamphlets, maps press releases, forms, applications etc.) PURCHASE ORDERS CY + 11 Paper Department Policy READING FILES 1 year Paper Department Policy RECORD DISPOSAL LIST P Digital Department Policy PERMITS May include Mobile Food Vendor, Itinerant Merchant, Private Detective or Vehicle -for- Hire. 2 Paper [CITY] Department Policy CEMETERY P Paper, [CITY] Depatment Policy Digital MEMORIAL PARK P Paper, [CITY] Department Policy Digital T -[22J 33 STATIC DISPLAY Documentation related to display at Airport Way and Willow Street intersection. P Digital USAF Agreement Loan Agreement CY + 2 Paper PERSONNEL ARBITRATION BOARD [5] 6 years after decision Paper AS 39.25.080 AS 023.40.245 GAMING PERMITS 2years Paper Department Policy MINI -GRANT CORRESPONDENCE /AWARD FILE 3 Years after Paper [OFFICE] Department Policy Completion of Project New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 6 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE FINANCE - ACCOUNTANT OWNER Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL ACCOUNTS PAYABLE - Invoices, vouchers & vendor files 3 years Paper V Department Policy - Requisitions and purchase orders 2 years Paper V Department Policy ACCOUNTS RECEIVABLE May include Caselle reports generated for accounts receivable billing (transaction register, invoice register , transaction summary, aging report, accounts receivable by category, general 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 deposit report, rate table summary, general ledger update). 3 years Paper & Caselle V Department Policy DEPARTMENTAL DEPOSIT RECONCILIATIONS CY Paper Retain until audit for corresponding year has been certified. AMBULANCE BILLINGS 5 years Paper V Department Policy ASSESSMENTS 5 years Paper V Department Policy AUDIT REPORTS P Paper Digital Depatt men tPolicy BANKING RECORDS Consists of records of bank transactions for revenue and payments and may include: bank statements, bank reconciliations, cancelled checks, voided checks, deposit slips, wire transfers, transmittal of Direct Pay water and sewer payment files, savings account data, debt service payments, signature authorizations, etc. 3 years Paper Retain 3 years provided an audit or other annual financial statement has been certified. BOND RECORDS 20 years Paper Retain 20 years after issue called. BUDGET, FINAL & APPROVED 5 years Paper, Digital V BUDGET WORK PAPERS Documents used in the development of the City's annual budget prior to presentation to the Council. CY Paper Department Policy Auditors have past years of budget work papers. New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 7 of 22 CHART OF ACCOUNTS 3 years V CORRESPONDENCE 3 years Paper [OFFICE] Department Policy P Paper Digital V FINANCIAL REPORTS FIXED ASSETS V - Buildings Caselle - Land Caselle - Equipment Caselle GENERAL ACCOUNTING RECORDS May include: water and sewer stubs, dock receipts, Caselle reports (payment register, receipt register, payment update, general ledger update), dip net parking receipt books and deposit slips, NSF checks, landing reports, car rental commission reports, Animal Control receipts. CY + 3 Paper Retain 3 years provided an audit or other annual financial statement has been certified. GRANT FILES Documents receipt of State or Federal monies and consists of applications, copy of notification of grant award, agreement, special conditions, fiscal reports, closeout documents, report (audit, status, progress and compliance) and correspondence. - State 3 years Per AS 09.10.053 Statute of Limitations is 3 years, State of Alaska Local Government Records Retention Schedule, Schedule Number 300 - Federal Retain until Federal Audit is completed or 3 years after grant closeout, whichever is later. Per AS 09.10.053 Statute of Limitations is 3 years. State of Alaska Local Government Records Retention Schedule, Schedule Number 300 JOURNALS CY Caselle Department Policy LEDGERS CY Caselle Department Policy METER RELATED Meter prelist, meter exception list, meter proof report, history report. 10 years 3 years Paper & Caselle Paper, Digital Department Policy Department Policy PAYROLL - Earnings and Deductions P Paper Department Policy - Timesheets, leave slips, overtime slips 3 years Paper /Digital Department Policy PERSONNEL FILES -- CURRENT - Applications P Paper CFR 7 -850 - Benefit Program 3 years after termination Paper CFR 11 -497 - Performance Evaluations P Paper Department Policy - Commendations, Disciplinary Actions, Educational Certificates P Paper Departrent Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 8 of 22 TERMINATED EMPLOYEE FILES 50 years Digital Upon termination. the employee file is to be scanned and the imaged file becomes the official record copy. Thepaper copy is to be shredded. State of Alaska Local Government Records Retention Schedule, Schedule Number 300. REGISTERS CY Caselle Depart lent policy REVENUE SHARING Formula -based funding allocated by the State. This file may include applications, correspondence, year -end audits /budgets. 3 years Paper Department policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 9 of 22 CITY OF KENAI RECORDS SCHEDULE RETENTION FIRE OWNER - FIRRE CHIEF Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V =VITAL APPARATUS - Inventory CY Paper Department Policy - Maintenance 5 years Paper Department Policy ARSON INVESTIGATIONS P Paper Digital Department Policy CORRESPONDENCE CY [PAPER] Digital Department Policy DAILY LOGS P Scanned Department Policy EMS RUN REPORTS 21 years Paper, Digital AS 1820.085 EQUIPMENT - Daily Checks - Inventory - Maintenance CY CY 3 years [PAPER] Digital Department Policy ]FIRE PREVENTION' [PRESENTATIONS MADE TO SCHOOLS] [CY] [SCANNED] [SCANNED AS PART OF DAILY LOGS] FIRE RUN REPORTS 21 years Paper, Digital AS 18.20.085 FORMS CY Paper Department Policy INSPECTIONS - Business inspections may include daycares and bed &breakfasts (every other year) [- CITY BUILDINGS (ANNUALLY)] [- EQUIPMENT (ANNUALLY)] 5 years Paper, Digital Department Policy [5] [5] PERSONNEL FILES (COPIES) Destroy 1 year after employment ends Paper, Digital Complete Personnel files kept in Personnel Department including blood borne pathogens reports. PERSONNEL TRAINING FILES Destroy 1 year after employment ends Paper, Digital Department Policy !READING FILES] [CY] [PAPER] [DEPARTMENT POLICY] New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 10 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE LIBRARY OWNER - LIBRARY DIRECTOR Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL EIMIIMI ®Director's 2 ears Paper Department Policy: Older copies may be kept at the discretion. Department Policy COMPLAINT FORMS DAILY COUNTS DEPOSIT !RECONCILIATIONS' RECEIPTS (COPIES) CY Paper Department Policy Reconciliations are completed weekly and taken to Finance for deposit. FORMS FILES CY Paper De artment Policy FRIENDS OF THE LIBRARY Meeting summaries and associated documentation. CY Paper Digital City not responsible for permanent record of Friends of the Library minutes. Retained as reference at Director's discretion. FRIENDS OF THE LIBRARY ARTICLES OF INCORPORATION P Paper City not responsible for permanent record of Friends of the Library minutes. Retained as reference at Director's discretion. GRANT APPLICATIONS (not awarded) Application not a .roved or funded. Paper Digital Retain until obsolete, superseded or administrative /management need is met. GRANT ADMINISTATION FILES IMIEMEMIIII - STATE Documents receipt of State monies and consists of applications, copy of notification of grant award, agreement, special conditions, fiscal reports, closeout documents, report (audit, status, progress and compliance) and correspondence. 3 Years Pacer Per AS 09.10.053; Statute of Limitations is 3 ears. - FEDERAL Documents receipt of Federal monies and consists of applications, copy of notification of grant award, agreement, special conditions, fiscal reports, closeout documents, report (audit, status, progress and compliance) and correspondence. ' etam unti Federal Audit is completed or 3 years after grant closeout, whichever is later. Pater Per AS 09.10.053; Statute of Limitations is 3 years. 'GUARDIAN' SECURITY CONTRACT 3 Years Paper Department Policy HISTORICAL FILES Includes historical information to period of time before City operated the Library P Paper Department Policy IHORIZONI CATALOGING SOFTWARE P Tape Backup tapes are stored offsite for security. Tapes are rotated according to established Departmental backup procedures. BACKUP INVOICES CY * I Paper Department Head would like to keep second year since not everythin * is ordered every year. JANITORIAL CONTRACTS 3 Years Paper Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 11 of 22 MONTHLY REPORTS CY +1 Paper, Digital Departnent Head would like to keep second year because of state report needs. These items are scanned as part of the Clerk's permanent files within Council packets. LIBRARY COMMISSION MEETING SUMMARIES CY PDF Permanent record is keptthrough Clerk's office. (NORTHERN TECHNOLOGY WORK ORDERS AND CORRESPONDENCE RELATED TO COMPUTER ISSUES] [CY�] [Paper, Digital] [Depa ment Policy] PATRON RECORDS 3 Years Paper Department Policy - Confidential per AS 40 25.140 PROJECT FILES CY Paper Retain until obsolete, superseded or administrative /management need is met. PURCHASE ORDERS CY + 1 Paper Digital Department Head would like to keep second year since not everything is ordered every year. SUMMER READING PROGRAM FILES CY + Paper Retention is at Summer Reading Program Coordinator's discretion as past files are referred to in preparation of current year's reading program. New Text Underlined; [DELETED TEXT BRACKETED] Resolution No, 2011 -51 Attachment A, Page 12 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE LEGAL OWNER - CITY ATTORNEY Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL CIVIL ACTIONS 10 Years Paper V CLAIMS AGAINST CITY 10 Years Paper V; AS 09.10.100 w/o disability AS 09.10.060, 3 years, AS 09.10.070. 2 years CODE SUPPLEMENTS Paper Digital CODE VIOLATIONS 10 Years Paper Department Policy CONTRACTS Destroy 5 years after expiration Paper Department Policy OPINIONS P Paper V PROFESSIONAL SERVICE REGULATIONS 5 Years Paper Department Policy TRAFFIC CASES 10 Years Paper Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 13 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE PARKS & RECREATION OWNER - PARKS & REC DIRECTOR Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL ACCIDENT REPORTS 2 Years Paper Department Policy CORRESPONDENCE 4 Years paper DepaiC lent Policy DEPOSIT !RECONCILIATIONS! RECEIPTS (COPIES) CY Paper Department Policy EVALUATIONS CY Paper Department Policy FORMS CY Paper Department Policy GRANT FILES P Paper Retention period is according to individual grant requirements. ICE RINK RESERVATIONS CY Paper Department Policy INSPECTIONS: MULTI - PURPOSE FACILITY Weekly and quarterly inspections 4 Years Paper Department Policy INSPECTIONS: PLAYGROUND Weekly and quarterly inspections 4 Years Paper Department Policy INSPECTIONS: KENAI REC CENTER 4 Years Paper Department Policy Weekly and quarterly inspections MINOR INJURY REPORTS 2 Years Paper Department Policy PARK RESERVATION INFORMATION CY Paper Department Policy ITENT CAMPING INFORMATION! [CY] [PAPER] [DEPARTMENT POLICY] TIMESHEETS (COPIES) CY Paper Department Policy TRAINING: FULL -TIME PERMANENT POSITIONS P Paper Department Policy TRAINING: PART-TIME TEMPORARY POSITIONS CY Paper Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 14 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE POLICE OWNER - POLICE LT. Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS= ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL ACTIVITY LOGS Service calls generated each day. P Digital Department Policy lase Pile Digital Photographs, Digital [P] Varies Digital V, [SCANNED IN WI I H CURRESPUNUINU CASE FILE.] Department Policy Audio, Digital Video CASE FILES P Digital V. }lard Copy one year, then scanned COMMUNICATION LOGS Daily radio logs. P Digital V scanned CRIMESTOPPER FILES CY T 2 Paper Retention period decided by Crimestopper officer according to Crimestopper guidelines (minimum 2 years). IMPOUND SLIPS Impounded vehicle documentation. P Digital Scanned in with corresponding case file. PERSONNEL FILES Destroy 1 year Paper, Database [DEPARTMENT POLICY] Complete Personnel files after employment kept in City Finance Department. ends. [CY] PROPERTY, LOST & FOUND (FORMS) P Digital Officer fills out form; assigns case number; scanned. ST -I's Each individual case generated for the day. P Database [SCANNED WITH CORRESPONDING CASE Fll F ] Stored in electronic records management [DIGITAL] system. TRAFFIC CITATIONS CY Department Policy GRANT ADMINISTRATION FILES Document receipt of State or Federal monies and consists of applications, copy of notification of grant award. agreement, special conditions . fiscal reports. closeout documents. reports (audit status. progress and compliance) and correspondence. -State Retain 3 years State of Alaska Local Government Records Retention minimum Paper Schedule. Schedule Number 300 - Federal Retain until State of Alaska Local Government Records Retention Federal Audit is completed or 3 years after an closeout, whichever is later. Paper Schedule. Schedule Number 300 New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 15 of 22 CITY OFKENAI RECORDS RETENTION SCHEDULE PLANNING & ZONING OWNER - CITY PLANNER Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR= CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL AGENDA & MINUTES P Digital Permanent - Originals kept in binders COMMISSION RECORDINGS 6 years Tape Retain current 6 years only COMMISSION PACKETS P Paper, Digital Retain current 6 years only in paper CORRESPONDENCE 4 Years Paper Department Policy GRANTS P Paper, Digital Retain per Grant Retention Date MAPS P Paper Department Policy PLATS P Paper Department Policy PERMITS: CONDITIONAL USE P Paper, Digital Original signed permits /resolutions are scanned and kept in binders. Copies are kept with application by address in P &Z files. PERM ITS: ENCROACH M ENTS P Paper, Digital Original signed permits /resolutions are scanned and kept in binders. Copies are kept with application by address in P &Z files. PERMITS: HOM E OCCUPATIONS P Paper, Digital Original signed permits/resolutions are scanned and. kept in binders. Copies are kept with application by address in P &Z files. PERMITS: VACATIONS P Paper, Digital Original signed permits /resolutions are scanned and kept in binders. Copies are kept with application by address in P &Z files. PERMITS: VARIANCE /APPEALS P Paper, Digital Original signed permits /resolutions are scanned and kept in binders. Copies are kept with application by address in P &Z files. P & Z RESOLUTIONS P Paper, Digital Original signed permits /resolutions are scanned and kept in binders. Copies are kept with application by address in P &Z files. PURCHASE ORDERS CY Paper Department Policy REPORTS /STUDIES Paper Retain until obsolete, superseded. or administrative /management need is met. REZONING P Paper, Digital Original signed permits /resolutions are scanned and kept in binders. Copies are kept with application by address in P &Z files. SUBDIVISIONS PLATS P Paper, Digital Original signed permits /resolutions are scanned and kept in binders. Copies are kept with application by address in P &Z files. "Permits prior to 1995 were scanned and destroyed (excluding building permits which have bee 1 kept by address in permanent files). Permit originals from 1995 In present are kept per above retention schedule. Piles have also been copied to disks for Planner and Planning Assistant as well as 1 kept in the fire proof safe. New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 16 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE PUBLIC WORKS OWNER - PUBLIC WORKS DIRECTOR Record Series Title Retention & Disposition Archival Media Citation/Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL FEDERAL REGULATIONS CAPITAL IMPROVEMENT PROJECTS LIST 2 years Paper PROPOSED PROJECT FILES Paper Retain until obsolete or not needed REPORTS AND STUDIES Paper Retain until obsolete or not needed PROJECT CONSTRUCTION FILES (Buildings, Harbor, Streets, STP, Water, Retain the following files for 6 years after the project has been completed unless permanent. Sewer, Airport, Local Impr. Districts) Specifications w/Executed Contract P Paper Department Policy As-built Drawings P Mylar/CD Department Policy Easements - Construction 6 years Paper Department Policy Bidder's File - Bids 6 years Paper Department Policy Resolutions, Ordinances, Budgets copies 6 years Paper Originals filed with clerk General Correspondence 6 years Paper Department Policy Requests for Engineering Proposals 6 years Paper Department Policy Engineer's Correspondence 6 years Paper Department Policy Engineer's Contract 6 years Paper Department Policy Engineer's Invoices 6 years Paper Department Policy Engineer's Reports and Test Results 6 years Paper Department Policy Project Final Inspection/Acceptance 6 years Paper Department Policy Borough, Federal, State Agencies - Correspondence 6 years Paper Department Policy Borough, Federal, State Agencies - Agreements 6 years Paper Department Policy Borough, Federal, State Agencies - Permits 6 years Paper After permit expires Utility Correspondence 6 years Paper Department Policy Submittals [6 YEARS] P Paper Review to retain w/O&M for life of building Operation and Maintenance Manuals P Paper Department Policy Pay Estimates 6 years Paper Department Policy Change Orders P Paper Keep with Specifications Certified Payrolls 6 years Paper Department Policy Closeout Reports - Airport Projects P Paper, Digital Department Policy EQUIPMENT & SMALL PROJECT BIDS Bids 6 years Paper Retain 6 years after completion Contract Documents 6 years Paper Retain 6 years after completion New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011-51 Attachment A, Page 17 of 22 New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 18 of 22 PUBLIC WORKS ADMINISTRATION Correspondence and Memos 3 years Paper Department Policy Reading Files CY Paper Department Policy PW Staff Meeting Agendas CY Paper Department Policy Project Status Reports CY Paper Department Policy Utilities Correspondence 3 years Paper Department Policy Complaints 3 years Paper Paper Department Policy Easements (Permanent) P Department Policy Job Applications 3 years Paper Department Policy Purchase Orders CY Paper Department Policy STATE OF ALASKA Correspondence 3 years Paper Department Policy Grant Applications 3 years Paper Department Policy Dip Net Fishery 10 years Paper Department Policy State Project Files 6 years Paper Retain 6 years after completion Dept. of Labor Min. Rates of Pay 6 years Paper Retain 6 years after completion FEDERAL Correspondence 3 years Paper Department Policy Corps Permits Expiration + 1 Paper DepatirmentPolicy Corps Public Notices 3 years Paper Department Policy BOROUGH Correspondence 3 years Paper Department Policy Leachate Agreement [CY] 6 years Paper Department Policy Emergency Management Plan CY + 1 Paper Departruent Policy BUILDING INSPECTION Correspondence 3 years Paper Department Policy Codes P Paper Department Policy Building Permits P Paper, Digital Department Policy Inspection Reports P Paper Filed by street address Building Plans P/I Year Paper, Digital City owned = P, Residential and Commercial = 1 year As- Builts P Paper Filed by street address Sign Permits Life of sign Paper Filed by street address Certificate of Occupancy P Paper Filed by street address Abatements 10 years Paper Department Policy Stop W ork/Violations 3 years. Paper 3 years after action Department Policy Water & Sewer Drawings P Paper Department Policy BUILDINGS - MAINTENANCE New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 18 of 22 Correspondence 3 years Paper Department Policy Maintenance Schedules CY Paper Department Policy Maintenance Reports Life of facility Paper DepaiQ lent Policy Purchase Orders & Quotations CY Paper DepartinentPolicy DOCK/HARBOR Correspondence & Memos 3 years Paper Department Policy Rate Schedules CY Paper Dena r h lent Policy Federal & State Permits Mooring Buoy Permits and Locations Until expiration Paper Department Policy Crane Inspections Life of crane Paper Department Policy Station Leases 6 years Paper Dena iL lent Policy Corps Permit - Dredging Until expiration Department Policy ENVIRONMENTAL Correspondence 3 years Paper Department Policy Request for Proposals 6 years Paper Depar iruent Policy Agreements 6 years Paper Department Policy Site Assessments P Paper Department Policy Work Plans P Paper Department Policy Surveys [6 YEARS] P Paper Department Policy Testing P Paper Department Policy SPCC & SWWPT Plans Until superseded Paper Department Policy NPDES Permits CY + 1 Paper Department Policy ADEC Underground Storage Tanks Life of tank + 6 years Paper Department Policy Waste Disposal Permits Current Paper Department Policy Final Reports - P Paper, Digital pepartment Policy SAFETY Correspondence and Memos 3 years Paper Department Policy Meeting Agendas and Minutes P Digital DepatunentPolicy Safety Meeting Recordings 3 years Digital Dpe artment Policy Safety Packets P Digital Depart ment Policy Accident Reports (Original CM) CY Paper Filed in City Manager's Office OSHA and ADEC Correspondence 3 years Paper Department Policy Training and Certifications Paper Copies in Personnel Files Safety Audits Most recent Pager Department Policy Site Inspection Reports Most recent Paper Department Policy CDL Licenses Current Paper Copies in confidential medical files City Health and Safety Plan Current Paper Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 19 of 22 SEWER TREATMENT PLANT Correspondence and Memos 3 years Paper Department Policy NPDES Permits and DMR Reports 5 years Paper 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 EPA Correspondence 5 years Paper Department Policy DEC Correspondence 5 years Paper Department Policy Borough Annual Biosolids Report 5 years Paper Department Policy SHARP Correspondence and Inspection Reports 5 years Paper Depar ment Policy OSHA Correspondence and. Inspection Reports 5 years Paper p_ epartment Policy Wastewater Facilities Master Plan P Paper, Digital Department Policy SHOP Correspondence and Memos 3 years Paper Department Policy Supervisors Weekly Reports CY Paper Department Policy Equipment List - Vehicles Current Paper Department Policy Auctions 2 years Paper Previous 2 auctions STREETS Correspondence and Memos 3 years Paper Department Policy Excavation in ROW Permits 3 years Paper Dena t L<uent Policy Detour Permits CY Paper Department Policy Curb & Gutter and Driveway Permits P Paper Filed by street address Oiling Permits CY Paper Department Policy State DOT Seasonal Permits CY Paper Department Policy Repairs 3 years Paper Department Policy Work Requests 3 years Paper Department Policy Status - Maintained Streets Current Paper Department Policy Snow Removal Notices CY Paper Depart ment Policy Items in ROW 3 years Paper Department Policy Damage Reports 3 years Paper Deparintent Policy Policies Current Paper Department Policy Signs Current Paper Dena ttanentPolicy Streetlight Agreements Current Paper Department Policy Streetlight Specifications P Paper Retain for the life of the fixture Streetlight Repairs 3 years Paper Department Policy WATER AND SEWER Correspondence and Memos 3 years Paper Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 20 of 22 Water and Sewer Problems P Paper, [DIGITAL] Department Policy Water and Sewer Permits P Paper, Digital Filed by street address Hydrant Permit 2 years Paper Department Policy Private Installation Agreements P Paper Department Policy Wildwood Agreement for W & S P Paper Department Policy Cathodic Protection 3 years Paper Department Policy SCADA System Current Paper Department Policy Source Water Assessments 1, 2, 3 P Paper, Digital Dena' ment Policy Water Rights and Surveys P Paper, Digital Demi Qnent Policy Permits and Drilling Logs P Paper, Digital Department Policy Water Use Reports - Daily P Paper, Digital Department Policy ADEC Correspondence, Regulations 6 years Paper Depai tinent Policy Records concerning a variance, exemption or waiver granted to the PWS Until expires ± 5 Paper 5 years following the expiration of the variance or exemption. ADEC CFR Ref. 141.33 Microbial Analyses - Coliform tests and chlorine residual reports 5 years Paper, Digital Keep actual lab reports or transfer the data to tabular summaries. ADEC CFR Ref. 141.33 Chemical Analyses - Inorganics, nitrate, nitrite, flouride, radionuclides, VOC's, pesticides, Asbestos, Arsenic, HAAS, TTHM 10 years Paper, Digital ADEC CFR Ref. 141.33 Monitoring Plans 10 years Paper, Digital Same period as records of analyses taken under the plan have to be kept. (Monitoring results for micro, turbidity, and chemical analyses above) ADEC CFR Ref. 141.33 Lead and Copper 12 years Paper, Digital Systems must retain original records of all sampling data and analyses, reports, surveys, letters, evaluations, schedules, State determinations, and any other information required by the rule for at least 12 years. USEPA Regulations Sanitary Surveys and related written reports, summaries and communications 10 years Paper, Digital 10 years after completion of the sanitary survey involved. ADEC CFR Ref. 141.33 Violations of primary drinking water regulations - records of corrective actions taken by the PWS 3 years Paper 3 years after the last action taken for the specific violation involved. ADEC CFR Ref. 141.33 Public notices in accordance with 40 CFR 141.202-.210 & App A,B,C 3 years Paper 3 years after issuance ADEC CFR Ref 141.33 Consumer Confidence Reports 10 years Paper, Digital Department Policy Emergency Response Plan and Water Vulnerability Assessment Current Paper Department Policy Water System Studies P Paper[/PD F]. Digital Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011-51 Attachment A, Page 21 of 22 CITY OF KENAI RECORDS RETENTION SCHEDULE SENIOR CENTER OWNER - SENIOR CENTER DIRECTOR Record Series Title Retention & Disposition Archival Media Citation /Comments LEGEND: ADEC = ALASKA DEPT OF ENVIRONMENTAL CONSERVATION AS = ALASKA STATUTE CFR = CODE OF FEDERAL REGULATIONS CY = CURRENT YEAR P = PERMANENT RECORD V = VITAL DEPOSIT RECONCILIATIONS CY Paper Department policy GRANT ADMINISTRATION FILES STATE Documents receipt of State monies and consists of applications, copy of notification of grant award, agreement, special conditions, fiscal reports, closeout documents, report (audit, status, progress and compliance) and correspondence. [Retain 3] 7 Years. Paper [PER AS 09.10.053 STATUTE OF LIMITATIONS IS 3 YEARS.] As per State of Alaska Department of Health and Social Services Grant Requirements. Records pertaining to direct care and treatment of client of services need to be retained for 7 years. FEDERAL Documents receipt of Federal monies and consists of applications, copy of notification of grant award, agreement, special conditions, fiscal reports, closeout documents, report (audit, status, progress and compliance) and correspondence. [RETAIN UNTIL Paper [PER AS 09.10.053 STATUTE OF LIMITATIONS IS 3 YEARS.] As per State of Alaska Department of FEDERAL AUDIT IS COMPLETED OR 3 YEARS AFTER GRANT] Retain 7 years. Health and Social Services Grant Requirements. Records pertaining to direct care and treatment of client of services need to be retained for 7 years. MEDICARE ENROLLMENT FILES Retention period is until enrollee is deceased or file is inactive [5] 7 years. Paper Department policy VINTAGE POINTE MANOR Lease agreements Retain [2] 7 years after tenant moves out of facility. Paper Department Policy New Text Underlined; [DELETED TEXT BRACKETED] Resolution No. 2011 -51 Attachment A, Page 22 of 22