city records retention schedule

Local Government Retention Schedules Jump to: CC | DC | EL | GR HR | JC | LC | PS PW | SD | TX | UT Related: Forms and Templates Laws and Rules Contact Us WARNING: Unless these retention schedules have been adopted by your local government the retention periods listed in the schedules may not be used for the destruction of your records. A Records Retention Schedule serves as a vital policy document that lists the various titles of records series (paper and electronic), length of time each record shall be retained, reason for its retention (i.e. This Records Retention Schedule applies to all documents defined as records - ‘Information created, received and maintained as evidence and information by an organisation or individual, in pursuance of legal obligations or in the transaction of business’ i.e. legal, historical, fiscal, and administrative), and the disposition thereof. The agency-specific records retention schedules are developed for individual agencies in King County. 166-150-0015 Assessment and Taxation Records . County / Local Government Retention Schedules. Oberlin City Department Retention Schedules. 166-150-0045 County Court and Commissioners Records Records Retention Schedule (768 KB) Inactive Records Storage Form (117 KB) City Clerk's Office. This schedule establishes mandatory minimum retention periods for records that are usually found in all local governments, regardless of type. City Clerk Email. Compliance with these retention schedules is mandatory for state agencies and county governments, although not for other local government such as cities or townships. The retention of official records of City business is governed by the City of San José Records Retention Schedule. Box 200547 Helena MT 59620-0547 [email protected] If you are needing to dispose of your records, please fill out the Disposal Form – RM60 (see Instructions) and email/mail to the subcommittee. The record series are grouped by function rather than office so records within an office may be covered by more than one retention schedule. Record Series Title Status Format Retention Disposition Description PII Conf Expires Confidentiality Regs GS000018 GENERAL CORRESPONDENCE Our offices will be closed today, November 26 in observance of, The Chair of the Housing Committee has cancelled the meeting on November 25, 2020. Archival Records Archival records are records that governments must keep permanently to meet fiscal, legal, or administrative needs of the government or which the government retains because they contain historically significant information. Record Retention Schedule A Records Retention Schedule serves as a vital policy document that lists the various titles of records series (paper and electronic), length of time each record shall be retained, reason for its retention (i.e. You may view proposed revisions by clicking the Retention Schedule Revision link, also available on the Open Government page, left menu. 00-43) is available in PDF on the Region 1 (a regional computer service provider) web site. Records Retention Schedule. 166-150-0030 Counsel . 166-150-0020 Building . Local Records:: Records Schedules. Local Government Common Records Retention Schedule (CORE) Local Government Records Retention Schedules - by Type of Agency. No local No local government office may dispose of a record listed in this schedule prior to the expiration of its retention period. This City General Records Retention Schedule establishes minimum retention periods for city records based on their administrative, fiscal, legal and historical value. General Records Retention Schedule for Minnesota School Districts. Local governments must adopt the LGS-1 prior to utilizing it, even if they adopted and have been using the existing schedules, and will have until January 1st, 2021 to do so. The following listed schedules have been approved by the Oversight Committee on Public Records. For more information please contact the Records Management Division at todd.gaydowski@lacity.org. The City of Milpitas 2011 Records Retention Schedule provides established, written guidance to the City staff as to the length of time any one specific record must be maintained, and when it is eligible to be properly disposed of or 166-150-0040 County Clerk — General . Examples include personnel, accounting and general administration. Management Manual; and 2) the City's Records Retention Schedule as adopted by the Council on December 3, 2002. City of San Luis Obispo Records Retention Policy and Schedule Page 3 DEFINITIONS Public Record Any writing containing information relating to the conduct of the City’s business prepared, owned, used, or retained by the For example: If you are a sheriff or a city you would use the County Sheriff Records Retention Schedule or the Municipal Government Records Retention Schedule and the Local Government General Records Retention Schedule respectively. Phone: 785-368-3940 Fax: 785-368-3943. The schedule and revisions to it are approved by the Office of the City Attorney. TORONTO MUNICIPAL CODE CHAPTER 217, RECORDS, CORPORATE (CITY) SCHEDULE A The governing body must adopt Records Retention and Disposition Schedule MU-1 in order to dispose of any records. The General Schedule includes records common to all agencies, while the agency-specific schedule is a customized schedule addressing a single agency's or office's records. All investigations, litigation, required audits, and Virginia Freedom of Information Act requests must be completed or fulfilled. 166-150-0005 Administrative Records . Section 2. This requires that records be appropriately disposed of (for example, destroyed, transferred to the State Archives) when the retention period has been met. City of Madison Retention Schedule September 2019 2 Records Series No. Local Government Records Committee Local Government Services Bureau P.O. Departments are automatically subject to Global Schedules but may opt out if a more specific schedule is required. Records to be destroyed must be covered by a Library of Virginia-approved general or specific records retention and disposition schedule and the retention period for the records must have expired. TORONTO MUNICIPAL CODE CHAPTER 217, RECORDS, CORPORATE (CITY) SCHEDULE A RECORDS RETENTION SCHEDULE Code Records Title Originating Office Retention Comments/Legislation A I Total Disposition AR D . 215 SE 7th Street, Room 166 Topeka, KS 66603 The retention schedule should reflect records that exist in city offices. If you have questions or comments about the schedules, procedures or want to request a change to a retention schedule, please contact them: Document Retention Schedule. Administration, Policy, and Intergovernmental Relations, Fiscal Year 1999 - 2000 to Fiscal Year 2013 - 2014, Broadband Strategy and Small Cell Deployment, Community Emergency Response Team Training, Federated City Employees Retirement System, Retirement Stakeholder Solutions Working Group, Books, Films, and More – Expand Your Understanding, City of San José Records Retention Schedule. This listing follows the State of Michigan’s General Schedule #23 unless a 2356 is repealed. Retention Schedules at the City of Milwaukee are subject to a 3-part approval process: An Administrative Review Team made up of subject-matter experts reviews schedules for major problems related to fiscal or legal issues, technological issues, or judgment of historical value. The links below contain information on the City's records retention policy and documents of interest to records managers and departmental records personnel. For superseded or obsolete General Records Retention Schedules, contact the Office of the Public Records Administrator for assistance. Before any retention periods can be considered in effect they need to be submitted through the State Archives on a records retention schedule using the RC-2 form. Any records not listed on these schedules may be destroyed only with permission of your county commission on public records and the Indiana Archives and Records Administration.. Officials should first reference their office-specific schedule. The Records Retention Schedule is a key element for an effective records management program. Departmental Records Coordinators Local Government Records Retention Schedules - Alphabetical List. The purpose of a records retention schedule is to provide a plan for managing government records by giving continuing authority to dispose of records under Minnesota Statutes section 138.17. Before any records listed on the Retention and Disposition Schedule for New York Local Government Recordsmay be disposed of and even if the local government previously adopted Schedules CO -2, MU-1, MI-1, and ED -1 ,the governing body must formally adopt the Schedule by AC Memo Announced the release of Transmittal 31; AC 25.2019 is a reminder that records management guidance is available for agencies implementing Executive Order 13875, titled "Evaluating and Improving the Utility of Federal Advisory Committees.”; AC 26.2019 Approved NA-1005 Capstone forms have moved from GitHub and are now available on the Records Control Schedule () The City of Sacramento has a Public Records Portalthat allows you to submit your request, correspond with the Records Unit, and track your requests online. City of Santa Monica City-wide Records Retention Schedule Dept/Div Records Series Title Original Vital In Office In Storage Total Retention Legal Citation BBB - Executive Administrative Files Yes No ACT 5Y ACT + 5Y DP BBB This City General Records Retention Schedule establishes minimum retention periods for city records Records that have reached the expiry of their record retention period as identified in Schedule 1 may be destroyed or otherwise disposed of in accordance with policies or procedures as may be established by the City Clerk from time to time. The City of Dallas complies with the retention requirements established by the Texas State Library and Archives Commission (TSLAC). © Copyright 2020 City of Los Angeles. Missouri Revised Statutes Chapter 109 (Public and Business Records) Section 255 authorizes the Local Records Board to establish minimum retention periods for the administrative, fiscal and legal records created by local governments.. evidence of Oberlin City Department Retention Schedules All records are the property of the public office concerned and shall not be removed, destroyed, mutilated, transferred, or otherwise damaged or disposed of, in whole or in part, except as provided by law or under the rules adopted by the records commissions provided for under sections 149.38 to 149.42 of the Ohio Revised Code. Download: Word | PDF As part of the citywide records management initiative, the CRC maintains Global Records Schedules, which describe and dictate retention periods for records used by multiple departments (personnel, fiscal/accounting, etc.) All records retention schedules approved by the Local Records Committee are provided below. Records with an existing Retention Schedule A transfer of records must have the prior approval of both the Records Administrator and the City Archivist. Your Government » Departments & Offices » Office of the City Manager » Official City Records. The goal of the Records Management Program is to manage records The Records Retention Schedule adopted as Resolution 68,661-N.S. Revisions must be posted on the City’s website for 30 days before becoming effective. State agency records retention schedules set both minimum and maximum retention periods. City Records This General Schedule prescribes minimum retention periods for public records created and maintained by the cities of Oregon. The following lists the length of time election records and materials must be retained. 1.42 MB PDF The schedule and revisions to it are approved by the Office of the City Attorney. Agendas/Minutes; City Code; City Legislation. Schedule items to the individual records in the file. City Records Retention Schedule What have you done and how do I use it now? Not all individual records are covered by these General Records Schedules. The schedule lists categories of records for each City department and indicates how long they are to be retained. CITY OF OBERLIN This retention schedule supersedes all previous retention schedules approved by the Oberlin City Records Commission prior to May 10,2012. 166-150-0010 Airport . That the Assembly notes the retention period specified for The retention of official records of City business is governed by the City of San José Records Retention Schedule. It merits note that the retention schedules are separated into two categories: Election Administration, County Records, and City/Township/Village Records. COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE. Glasgow City Council Records Retention and Disposal Schedule July 2019 Final (NB Retention and disposal rules for a large number of Social Care and People Management record series have been temporarily suspended due to Free viewers are required for some of the attached documents.They can be downloaded by clicking on the icons below. You may view proposed revisions by clicking the Retention Schedule Revision link, also available on the Open Government page, left menu. Supporting Documents. retention schedule should be used on regular basis, along with the agency specific schedule for that agency. Records Retention Schedule. The RC-2 should be signed by a local responsible official and local records commission chair, the State Archives, and the State Auditor’s Office. Departmental records retention schedules are not online at this time. A Records Retention Schedule is a policy document that is formulated by your departmental Records Manager with help provided by City Archives staff. The schedule lists categories of records for each City department and indicates how long they are to be retained. Mayor & City Council Offices Records Retention Schedule AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US= Until Superseded Exempt = Exempt from Destruction Request Requirement GR = General Records Schedule 166-150-0025 Community Corrections Records . According to Steven Downs, deputy city manager, the idea of a retention schedule, if successful, could be shared with residents for a citywide spring retention cleanup event. Records retention schedule Details of all the records we hold for our services, how long we keep them for, and how they are disposed of when we don't need to keep them. Purpose of the Records Retention Schedule To describe the records of an agency, organization, or administrative unit To establish a timetable (retention period) for a record’s life cycle, and provide authorization for a record’s ultimate disposition. Revisions must be posted on the City’s website for 30 days before becoming effective. Legal and regulatory records holds Local government units should not dispose of It lists records series common to cities and identifies how long to For more information please contact the Records Management Division at todd.gaydowski@lacity.org. Office of the City Clerk - Record & Management Division. If the records you wish to transfer do not have a Records Retention Schedule, one must first be written and approved before any transfer can be … GENERAL RETENTION SCHEDULE #24 CITY AND VILLAGE CLERKS INTRODUCTION Public Records The Michigan Freedom of Information Act (FOIA) (MCL 15.231-15.246) defines public records as recorded information Departmental records retention schedules are not online at this time. Brenda Younger. Home > Records & Information Management City of Minneapolis General Retention Schedules and Indexes The General Retention Schedule has been created to provide departments with uniform guidelines for the definition, retention and disposition of common records found throughout the City. They may include records that are unique to that agency as well as records that appear on the General Records Retention Schedule (above). The new schedule, Retention and Disposition Schedule for New York Local Government Records (LGS-1), supersedes and replaces the CO-2, MU-1, MI-1, and ED-1 Schedules. The Local Government Records Committee (LGRC), has established records retention schedules for local government units. You can find the Declaration of Page 4 All City employees, part-time and contract staff and elected officials who create, work with or manage records shall: a) Comply with the retention periods as specified in Schedule “A” attached hereto; b) Ensure that official The schedule and revisions to it are approved by the Office of the City Attorney. The Records Management Manual establishes the policy and procedure for the management of the City's Schedule 8 Municipal Retention Schedule Page 3 Article II, Section 9 and Section 10, Title II statutes at 2-17-553, MCA, and consult legal counsel. 166-150-0035 County Clerk — Elections . The City of Burlington Records Retention Schedule below provides: • Descriptions of all records created, used and received at the City of Burlington • Standards for how long each record series should be kept • When and how to In such situations, officials may find it more convenient to dispose of the entire set of records by using the applicable retention item with the longest retention … Local Government Records Retention Schedules. How Minor Updates to Local Government Schedules Are Made Ordinances; Resolutions; Memorandums; ... Homer City Hall … These schedules list records common to most government functions. The City of Burlington Records Retention Schedule below provides: • Descriptions of all records created, used and received at the City of Burlington • Standards for how long each record series should be kept • When and how to dispose of records when retention periods are complete The links below contain information on the City's records retention policy and documents of interest to records managers and departmental records personnel. legal, historical, fiscal, and administrative), and the disposition thereof. Disbursements document the payments and transactions of city purchases. The New 166-200-0210 Accounting – Disbursements Accounting documents the financial transactions of the city to ensure the integrity, accuracy and control of city funds. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. 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