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7/31/2019 Broomfield County Email Policy
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 1 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIODItem
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
Department Codes for City of Broomfield
ALL = All departments (records series common to most/all city departments)CA = City AttorneyCC = City Clerk CD = Community DevelopmentCM = City Manager / Public Information OfficeFI = Finance
IN = InsuranceLB = Library BoardMC = Municipal CourtPD = Police DepartmentPE = PersonnelPN = PensionPR = Parks and RecreationPW = Public WorksRE = RecruitingRM = Risk ManagementSS = Senior Services
UB = Utility Billing
The following report has been approved by the Colorado State Archivist as of November 6, 2000
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIODItem
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
ALL-01 CORRESPONDENCE AND MEMORANDAIncludes incoming and copies of outgoing correspondenceand internal correspondence and memoranda.
a) POLICY AND PROGRAM DEVELOPMENTCorrespondence and internal memoranda pertaining to theformulation, planning, implementation, modification, orredefinition of the policies, programs, services, or projects ofa local government.
5 years HCMA
ALL-01 CORRESPONDENCE AND MEMORANDAb) ADMINISTRATIVE - Correspondence and internal
memoranda pertaining to or arising from the routineadministration or operation of the policies, programs,services, and projects of a local government
2 years HCMA
ALL-01 CORRESPONDENCE AND MEMORANDAc) ROUTINE. - Correspondence and internal memorandasuch as letters of transmittal, requests for publications,internal meeting notices, and similar routine matters
ACT HCMA
ALL-02 b) SPECIAL REPORTS OR STUDIES - prepared byorder or request of the governing body or considered bygoverning body (as reflected in its minutes) or ordered or
requested by a state agency or court
PERMANENT HC
ALL-02 c) SPECIAL REPORTS OR STUDIES prepared byorder or request of chief administrative officer
5 years HC
ALL-02 d) MONTHLY, BIMONTHLY, QUARTERLY, ORSEMI-ANNUAL REPORTS
3 years HC
ALL-02 e) ACTIVITY REPORTScompiled on a daily or other periodic basis pertaining toworkload measures, time studies, number of publiccontacts, etc., except reports of similar types noted in this orother schedules.
1 year HC
ALL-02 REPORTS AND STUDIES (NON-FISCAL)Annual, sub-annual, or irregularly prepared reports,
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 3 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
performance audits, or planning studies submitted togoverning body or chief administrative officer of a localgovernment or by local government to a state agency, asmay be required by law or regulation, on non-fiscalperformance of a department, program, or project or forplanning purposes, including those prepared by contractors.a) ANNUAL REPORTS PERMANENT HC
ALL-03 PUBLICATIONSPamphlets, reports, studies, proposals, and similar materialprinted by or for a local government or any of its
departments, subdivisions, or programs and distributed to orintended for distribution to the public on request anddepartmental or program newsletters designed for internaldistribution
PERMANENT (Onecopy of each)
HC Surplus Copies may be disposedof at any time.
ALL-04 DEPARTMENTAL NEWS RELEASES ACT HC
ALL-05 ORGANIZATIONAL CHARTS Until Superseded HC
ALL-06 POLICY AND PROCEDURE DOCUMENTATIONExecutive orders, directives, manuals, and similar documentsthat establish and define policies, procedures, rules, andregulations governing operations or activities of a localgovernment as a whole or any of its departments, programs,services, or projects.
Until superseded + 5years
HC
ALL-07 BUDGETWORKING PAPERScreated exclusively for preparation of budgets, includingbudget requests, justification statements, and similardocuments
2 Years HC
ALL-08 MINUTES (Staff).Minutes of internal staff meetings
ACT HC
ALL-09 CONTRACTS, LEASES, AND AGREEMENTSContracts, leases, and agreements, including reports,correspondence, performance bonds, and similar recordsrelating to their negotiation, administration, renewal, ortermination, except construction contracts
EXP or termination ofinstrument according toits terms + 6 years
HC Yes
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 4 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
ALL-10 RECORDS MANAGEMENT RECORDSa) RECORDS RETENTION SCHEDULESincluding all successive versions of and amendments toschedules)
PERMANENT HC
ALL-10 RECORDS MANAGEMENT RECORDSb) RECORDS DESTRUCTION DOCUMENTATIONRecords documenting destruction of records under recordsretention schedules, including requests submitted toColorado State Archives for authorization to destroy recordsor originals of Permanent records that have been
microfilmed.
PERMANENT HC Yes
ALL-11 COMPLAINTSComplaints received from public by a governing body orany officer or employee of a local government relating togovernment policy.
Resolution or dismissalof complaint + 2 years
HC
ALL-12 VISITOR CONTROL REGISTERSLogs, registers, or similar records documenting visitors tolimited access or restricted areas.
3 Years HC
ALL-13 TELEPHONE LOGS OR ACTIVITY REPORTSRegisters or logs of telephone calls made and similartelephone activity reports.
1 Year HC
ALL-14 POSTAL AND DELIVERY SERVICE RECORDS
a) METER AND PERMIT USAGE RECORDS 1 Year HCALL-14 POSTAL AND DELIVERY SERVICE RECORDSb) REGISTERED, CERTIFIED, INSURED, ANDSPECIAL DELIVERY MAIL RECEIPTS ANDSIMILAR RECORDSof transmittal by express or delivery companies.
1 Year HC
ALL-15 DUPLICATE RECORDSCouncil Minutes, Ordinances, Resolutions, Employee TimeSheets, Purchase Orders, Requisitions
ACT HC
ALL-16 MATERIAL SAFETY DATA SHEETS (MSDS)Material safety data sheets (MSDS) supplied to localgovernment employers by manufacturers or distributors of
ACT HC After receipt of updated sheetor hazardous chemical is nolonger present in local
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
hazardous chemicals. government, as applicable.
ALL-17 EQUIPMENT FILESManuals, operating instructions, maintenance information,warranties, safety certifications (e.g. playgroundequipment), for equipment purchased by the City fordepartment use or administered by the department forpublic use. Does not include vehicles or capital equipmentvalued over $20,000.
ACT HC
CA-18 LEGAL PROJECT FILES
Includes research, negotiations and other, related projectrecords.
ACT+10 HC
CA-19 LEGAL OPINIONSPrepared for City personnel or departments.
PERMANENT HC
CA-20 EXTERNAL RELATIONSCorrespondence to/from federal, state, and other local (cityand county) agencies and departments.
ACT+10 HC
CA-21 LEGISLATIONCopies of federal and state legislation of interest to the City.
ACT HC
CA-22 LITIGATION AND CLAIMSClaims and litigation files for claims and lawsuits broughtagainst the City.
ACT+10 Yes
CC-14 RESEARCH FILES ACT HCCC-15 CITY COUNCIL RECORDS
a) AGENDAS, PACKETS, MINUTES,RESOLUTIONS, ORDINANCES
PERMANENT HCMA
Yes
CC-15 CITY COUNCIL RECORDSb) MEETING NOTICES
CY + 1 Year HC
CC-15 CITY COUNCIL RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES
CY + 5 Years MAHC
CC-16 LOCAL LICENSING AUTHORITY RECORDSa) AGENDAS, PACKETS, MINUTES, PERMANENT HC Yes
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 6 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
RESOLUTIONS, ORDINANCES MA
CC-16 LOCAL LICENSING AUTHORITY RECORDSb) MEETING NOTICES
CY + 1 Year HC
CC-16 LOCAL LICENSING AUTHORITY RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES
CY + 5 Years MAHC
CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSa) AGENDAS, PACKETS, MINUTES,
RESOLUTIONS, ORDINANCES
PERMANENT HCMA
Yes
CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSb) MEETING NOTICES
CY + 1 Year HC
CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES
CY + 5 Years MAHC
CC-18 ELECTION RECORDSa) CERTIFIED STATEMENT & Determination (ofelection results)
PERMANENT HC Yes
CC-18 ELECTION RECORDSb) CAMPAIGN CONTRIBUTIONS & EXPENDITURE
REPORTS
CY + 2 Years HC
CC-18 ELECTION RECORDSc) PETITIONS (for initiative or referendum, nomination,recall
CY + 2 Years HC
CC-18 ELECTION RECORDSd) POLL BOOKS
CY + 2 Years HC
CC-18 ELECTION RECORDSe) ABSENTEE BALLOT APPLICATION,ACCEPTANCE OF JUDGES, BALLOTS (voted,absentee, spoiled, defective), EXPENSE STATEMENTS(and supporting documentation)
Election + 6 Months HC
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
CC-18 ELECTION RECORDSf) JUDGE CERTIFICATE OF VOTES CAST, LIST OFJUDGES & ALTERNATES, NOTICE OF ELECTION,
OATHS/CHALLENGES/AFFIDAVITS, OBJECTIONS
TO NOMINATION, POLL LISTS, RECEIPT FOR
BALLOT BOX, REGISTRATION BOOK RECEIPTS,WITHDRAWALS FROM NOMINATION
6 Months HC
CC-18 ELECTION RECORDSg) SIGNATURE FORMS
45 Days HC
CC-19 MUNICIPAL CODE PERMANENT HC
MA
Yes
CC-20 OATHS OF OFFICE (for elected and appointed officials) Term of Office + 1 Year HC
CC-21 LICENSING RECORDSIncluding licenses for liquor sales, solicitors, sales tax, petshop, route vehicle, and other, similar licenses granted bythe city.
EXP + 1 Year HC Yes
CC-22 PROOFS OF PUBLICATION CY + 5 Years HC
CC-23 NOTICES OF MEETINGS required to be posted onPublic Meeting Board
PERMANENT
CD-18 MAPS, PLATS & PLANSOriginals, reproducibles (copies may be contained inindividual project files)
PERMANENT Yes
CD-19 EASEMENTS AND RIGHTS-OF-WAY EXP + 1 Year YesCD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSa) AGENDAS (INCLUDING PACKETS), BY-LAWS,
RESOLUTIONS
PERMANENT HC Yes
CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSb) MEETING NOTICES
CY + 5 Years HC
CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSc) AUDIO/VIDEOTAPES OF MEETINGS
Completion of Minutes+ 6 Months
MA
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSd) MINUTES
PERMANENT HC Yes
CD-32 ANNEXATION RECORDSa) PETITIONS, ORDINANCES, AND AGREEMENTS PERMANENT
HC Yes
CD-32 ANNEXATION RECORDSb) OTHER ANNEXATION RECORDS
PERMANENT HC Yes
CD-33 DEVELOPER PROJECT FILES, NOT APPROVED PERMANENT HC
CD-34 DEVELOPER PROJECT FILES, APPROVEDSite Development Plans, Plats, Amendments, Agreements,
Petitions for Annexation, Applications for Rezoning, LURCReports, Council Memos and Approvals, and relatedrecords.
PERMANENT HC This file is jointly developedand used by the Planning,
Engineering and BuildingSections of the CommunityDevelopment Department.
CD-34 DEVELOPER PROJECT FILES, APPROVEDInformation regarding infrastructure such as water andsewer, drainage and streets. includes engineering drawings,construction plans and drawings, geotechnical reports,utility, traffic and environmental impact studies, inspectionreports, permits, and similar related records.These records are added to the Developer Project Filesinitiated by the Planning Division.
PERMANENT HC SEE: CD-34, Planning Divisionfor Related Records
CD-35 CAPITAL IMPROVEMENT PROJECT (CIP) FILES
Including Council memos and resolutions, specifications,bid documents, contacts and agreements, and notice toproceed.CIP files contain some of the same document types asdeveloper project files, but CIP files function and areorganized more as contract management rather than projectmanagement.
PERMANENT HC This file is jointly developed
and used by the Planning,Engineering and BuildingSections of the CommunityDevelopment Department.
CD-35 CAPITAL IMPROVEMENT PROJECT (CIP) FILESInformation regarding infrastructure such as water andsewer, drainage and streets. includes engineering drawings,construction plans and drawings, geotechnical reports,utility, traffic and environmental impact studies, inspection
PERMANENT HC This file is jointly developedand used by the Planning,Engineering and BuildingSections of the CommunityDevelopment Department.
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 9 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
reports, permits, and similar related records for City ownedprojects and properties.
CD-36 MINUTES, LAND USE REVIEW COMMISSION(LURC), AND ZONING APPEALS COMMISSION PERMANENT HC
Yes
CD-41 INTERGOVERNMENTAL RELATIONS FILESa) CORRESPONDENCE TO/FROM FEDERAL,
STATE, AND OTHER LOCAL GOVERNMENT
TRAFFIC, PUBLIC WORKS AND PLANNING
AGENCIESnot specific to a project.
ACT HC
CD-41 INTERGOVERNMENTAL RELATIONS FILES
b) AGREEMENTS AND STUDIES
PERMANENT HC
CD-51 BUILDING CODE US + 1 Year HC Yes
CD-52 CONTRACTOR LICENSE FILES EXP + 3 Years HC
CD-53b) COMMERCIAL BUILDING CONSTRUCTION
DRAWINGS AND PLANS
Issuance of Certificateof Occupancy + 90Days
HC
CD-53c) GEOTECHNICAL REPORTS
CY + 20 Years HC
CD-53 BUILDING RECORDS, COMMERCIALa) BUILDING PERMIT, INSPECTION REPORTS,
CERTIFICATE OF OCCUPANCY,
Life of Building + 10Years
HC
CD-54 ZONING BOARD OF ADJUSTMENT RECORDS
a) Appeal for zoning change, supporting documentation,deliberations, decision of ZBA,for a specific address.
PERMANENT HC Yes
CD-54 ZONING BOARD OF ADJUSTMENT RECORDSb) MINUTES, ZONING BOARD OF ADJUSTMENT
PERMANENT HC Yes
CD-55 BUILDING AND CONSTRUCTION REVIEW BOARDRECORDSAppeal for building code revision, supportingdocumentation, deliberations, decision.
PERMANENT HC Yes
CD-56 DAILY INSPECTION LOGS CY HC
CD-57 MONTHLY BUILDING REPORTS CY +10 Years HC
CD-58 REFERENCE LIBRARY US HC
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LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
CD-59 PROJECT PERFORMANCE BONDS HC
CD-60 APPRAISALS BUILDING OR PROPERTY HC
CD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)a) RESIDENTIAL BUILDING PLANS,
SPECIFICATIONS
Issuance of Certificateof Occupancy + 90Days
HC
CD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)
b) APPLICATION FOR BUILDING PERMITPermit issued
Permit Denied
Issuance of Certificateof Occupancy + 90Days
Denial + 6 MonthsCD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)
c) BUILDING PERMITSLife of Building + 10Years
HC Two remaining copiesforwarded to County TaxAssessor and to builder
CD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)d) INSPECTIONS
Issuance of Certificateof Occupancy + 90Days
HC
CD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)
e) WATER LICENSE APPLICATIONIssuance or denial oflicense + 6 Months
HC License forwarded to UtilityBilling
CD-61 BUILDING RECORDS, RESIDENTIAL (Address Files)
f) CERTIFICATE OF OCCUPANCYLife of Building + 10Years
HC
CM-18 EQUIPMENT FILES
Manuals, operating instructions, maintenance information,warranties, safety certifications (e.g. playgroundequipment), for equipment purchases by the City fordepartment use or administered by the department forpublic use. Does not include vehicles or capital equipmentvalued over $20,000.
ACT HC
CM-19 GRANT APPLICATIONS/RECORDSa) UNSUCCESSFUL GRANT APPLICATIONS CY + 2 Years HC
CM-19 GRANT APPLICATIONS/RECORDSb) SUCCESSFUL GRANT APPLICATIONSand relate records
EXP + 6 Years HC
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
CM-19 GRANT APPLICATIONS/RECORDSa) UNSUCCESSFUL GRANT APPLICATIONS CY + 2 Years HC
CM-19 GRANT APPLICATIONS/RECORDSb) SUCCESSFUL GRANT APPLICATIONSand related records
EXP + 6 Years HC
CM-20 PROJECT FILES ACT + 10 Years HC
CM-20 PROJECT FILES ACT + 10 Years HC
CM-21 PRESS RELEASES / BRIEFS ACT (Active ceaseswhen no longer useful)
HC Non legally required pressreleases.
CM-22 ADVERTISING
Copy for display advertising for City departments in localpublications. This includes Board Meetings, Chamber ofCommerce Budget Hearings, etc.
ACT (Active ceases
when no longer useful)
HC
CM-23 EVENTS PLANNINGPlanning, coordinating files, notes for city events such asbuilding ground-breaking, openings, etc. Can includephotographs
ACT (Active ceaseswhen no longer useful)
HC
CM-24 PUBLICATIONS, EXTERNALPublications, clippings, articles published externally aboutthe City of Broomfield. See CM-03 for InternalPublications.
Permanent HC Note: the Broomfieldnewspaper should bemicrofilmed.
CM-25 TELEPHONE INFORMATION SYSTEM
Records related to the coordination of the CitysInformation Line. Includes recording information, responseinformation, use statistics, promotional brochure, and thesoftware required to operate and manage the InformationLine.
ACT HC
MA
CM-26 MEDIA CONTACT FILES ACT HCMA
CM-27 PUBLIC ADVERTISINGFiles related to the approval of private advertising in publicspaces, e.g. bus stops. These files contain advertising copyand correspondence regarding approval/rejection of
CY+5 HC
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RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
advertising.
CM-28 PROCLAMATIONSRoutine proclamations that are not part of the City Councilproceedings and minutes.
ACT MA
CM-29 BIOGRAPHICAL FILESBiographical files for city officials for the Citys web siteand historical purposes.
ACT HCMA
CM-30 ADA COORDINATIONInformation necessary for coordination of the Citys ADA(Americans with Disabilities Act) Program.
CY+7 HC
CM-31 VOLUNTEER CERTIFICATESInformation necessary to generate volunteer certificates.Record of volunteer certificates that have been generated.
ACT MA
FI-19 ACCOUNTING RECORDSa) GENERAL LEDGER PERMANENT Yes
FI-19 ACCOUNTING RECORDSJOURNALS - Cash Receipt, Encumbrance, Disbursement,A/R, A/P, General
CY + 6 YearsYes
FI-19 ACCOUNTING RECORDSc) TRIAL BALANCE
CY + 2 YearsYes
FI-19 ACCOUNTING RECORDSd) POLICE PENSION RECORDS
Last Payout + 2 Years Yes
FI-20 RECEIPTSDaily, Numerical, Cash Register Tapes CY + 1 Year Yes
FI-21 INVESTMENT RECORDSInvestment Purchase/Sale Confirmations, Quotes,Negotiations, Monthly Statements, Internal schedule ofallocation of interest among funds
CY + 10 Years Yes
FI-22 AUDIT RECORDSa) AUDITS PERMANENT
FI-22 AUDIT RECORDSb) AUDIT WORKPAPERS
10 Years
FI-23 BOND RECORDS
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RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
a) BOND REGISTER PERMANENT Yes
FI-23 BOND RECORDSb BOND RECORDS) BONDS
Maturity + 1 Year Yes
FI-23 BOND RECORDSc) BOND COUPONS
Maturity + 1 Year, IFALL Coupons Paid. Ifnot, Coupons may beDestroyed IF CertifiedList Maintained in Lieuof Coupons.
Yes
FI-23 BOND RECORDS
d) PAYING AGENTS RECORDSOfficial Statements, Underwriters Book, Debt ServiceSchedules, Debt Closing Documents, and related records.
Maturity + 1 Year Yes
FI-24 BANKING RECORDSIncludes cancelled checks, deposit slips, statements,reconciliations, certificates of deposit, and related records.
CY + 6 Years Yes
FI-25 BID RECORDSa) BID SOLICITATIONS CY + 2 Years
FI-25 BID RECORDSb) UNSUCCESSFUL BIDS
CY + 2 Years
FI-25 BID RECORDSc) SUCCESSFUL BIDS
CY + 6 Years Yes
FI-26 MONTHLY FINANCIAL REPORT CY + 2 YearsFI-27 URBAN RENEWAL LOAN CASE FILESLoans to individuals by city.
EXP + 6 Years
FI-28 SALES/USE TAX TRANSACTION LOG CY + 2 Years
FI-31 CITY BUDGET PERMANENT Yes
FI-41 SYSTEM BACKUP DATA, DAILY MA Yes
FI-42 SYSTEM BACKUP DATA, WEEKLY MA Yes
FI-43 SYSTEM BACKUP DATA, MONTHLY MA Yes
FI-44 SYSTEM BACKUP DATA, QUARTERLY MA Yes
FI-45 SYSTEM BACKUP DATA, ANNUAL MA Yes
FI-46 OPERATING SYSTEM SOFTWARE MA Yes
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RECORDS RETENTION SCHEDULE
Page 14 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
FI-47 APPLICATIONS SOFTWARE MA Yes
FI-48 DOCUMENTATION, DEVELOPED SOFTWARE MA Yes
FI-61 PAYROLL REGISTERa) Bi-weekly report of all payroll detail
CY+1 HCMA
FI-61 PAYROLL REGISTERb) Quarterly summary of payroll, does not include all
detail
Permanent HCMA
Yes
FI-62 EMPLOYEE TIME SHEETS CY+3 HCMA
FI-63 W-2 EMPLOYEE WAGE & TAX STATEMENT
Maintained by tax year and social security number.
CY+4 HC Yes The W-2s are currently locked
up in the safe.FI-64 W-4 EMPLOYEE WITHOLDING ALLOWANCE
CERTIFICATE
ACT+1 HC The W-4s can be destroyed 1year after a person terminatesproviding the have beenaudited.
FI-65 GARNISHMENTS ACT+3 (Active ceaseswhen garnishment iscomplete)
HC
FI-66 PERSONNEL ACTION FORMS (GREEN COPY) -ThePAF form is generated by Personnel and provides Payrollwith the information necessary to make changes to
employees payroll. The official copy is maintained in thepersonnel file.
CY+1 HC These copies can be discardedprovided the payroll register ismaintained (bi-weekly or year
end?).
FI-67 941 RECONCILIATIONS, QUARTERLY CY+6 HC
FI-68 STATE UNEMPLOYMENT INSURANCEQUARTERLY REPORT
CY+6 HC
FI-69 W-2 YEAR END DISKThis is a diskette of summary W-2 data sent to the U.S.Government at year end. The information is contained onthe Payroll system and could be regenerated at any time?
CY+1 MA
FI-70 VACATION, SICK LEAVE, COMP ACCRUALSREGISTER
CY+5 MA Yes
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LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 15 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
This register includes FMLA, Family and Medical LeaveAct information.
FI-71 ACCOUNTS PAYABLE RECORDSIncludes Purchase Orders, Invoices, Shipping Receipts,Back Order Notices, Check Copy, Check Requests, PettyCash Reimbursement Requests, and related records.
CY + 6 Years Yes
IN-21 EMPLOYEE BENEFIT POLICIES, PLANS ANDCONTRACTSInsurance policies, plans, and contracts for employeebenefits. These policies include: life, ADD, LTD, FPPA
(non-pension), medical insurance; dental insurance;employee assistance program; prescription drug insurance,etc.
ACT+3 HC Yes active ceases when benefit isreplaced, changed, cancelled orterminated
IN-22 MEDICAL INSURANCE TRUSTEES MEETINGMINUTES AND UNAUDITED FINANCIAL
STATEMENTS
ACT+3 HC Active ceases when planterminates
IN-23 ENROLLMENT FORMS (NOT PENSION)FPPA (non-pension), medical/dental insurance, Section 125,life insurance, etc.
ACT+1 HC
IN-24 COBRA OFFER LETTERSLetters documenting that ex-employees have receivedCOBRA offer letters.
CY+1 HCMA
IN-25 UNEMPLOYMENT AND MEDICAL INSURANCECLAIMSThese are administered by a third party.
ACT+3 HC Active ceases when lastpayment on claim is made)
IN-26 UNEMPLOYMENT INSURANCE QUARTERLYREPORTS
CY+2 HC
LB-19 LIBRARY CATALOGLibrary catalog of library holdings. The catalog is inelectronic format.
SUP MA Yes The library catalog isoutsourced to the City ofBoulder.
LB-20 LIBRARY SHELF LIST (??)A list of all library holdings arranged by call number. Usedfor inventory purposes.
SUP HCMA
There are some issues withgetting a shelf list producedfrom the current automatedsystem.
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 16 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
LB-21 LIBRARY CIRCULATION RECORDSTransaction records for making library materials andequipment available to library clientele. It includesdelinquent records and charges, reciprocal borrowingsheets, copies of incoming and outgoing interlibrary loanrequests for books, magazine articles, microfilm, renewalsand subject searches.
CY+3 MA
LB-22 REGISTRATION CARDSRecords of all registered library patrons.
ACT+1 HC Library card records are nolonger active when they arecancelled or when there is no
activity for 3 years.LB-23 ACQUISITION RECORDS
Records created as part of the acquisition process, includingcheck requests, order copies, receipt acknowledgements,serials check-in records, etc. This category includes PartialU.S. Government Document Depository Shipping Lists.
CY+3 HC
LB-24 PUBLIC MEETING NOTICESNotices of Library Board Meetings required to be posted onthe Citys public notice board.
PERMANENT HC
LB-25 LIBRARY BOARD MINUTES PERMANENT HC
LB-26 FRIENDS OF THE LIBRARY FILESFiles of Friends activities including projects, meeting
minutes, gifts, displays, exhibits, etc.
CY+6 HC
MC-18 SUMMONS AND COMPLAINTS, TRAFFICa) NON OUTSTANDING JUDGEMENTS/WARRANTS CY + 3 Years HC
1974-92, Microfilm. 1993, 94,part 1995, Optical.
MC-18 SUMMONS AND COMPLAINTS, TRAFFICb) WITH OUTSTANDING JUDGEMENT/WARRANT
LIENS
Date Filed + 5 Years HC
MC-18 SUMMONS AND COMPLAINTS, TRAFFICc) NON DEFAULT
Date Filed + 5 Years HC
MC-19 SUMMONS AND COMPLAINTS, GENERALORDINANCE
CY + 3 Years HC 1974-92, Microfilm. 1993, 94,part 1995, Optical.
MC-20 WARRANTS 5 Years HC Yes 1974-92, Microfilm. 1993, 94,
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RECORDS RETENTION SCHEDULE
Page 17 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
MIOP
part 1995, Optical.
MC-21 CASE FILES & SUPPORTING DOCUMENTATIONa) TRAFFIC- NON OJ/W, TRAFFIC-WITH
DEFAULT, GENERAL ORDINANCE
CY + 3 Years HCMIOP
1974-92, Microfilm. 1993, 94,part 1995, Optical.
MC-21 CASE FILES & SUPPORTING DOCUMENTATIONb) TRAFFIC- WITH OJ/W LIENS
CY + 5 Years HCMIOP
1974-92, Microfilm. 1993, 94,part 1995, Optical.
MC-22 PARKING SUMMONS & PARKING FINE RECORD CY + 1 Year HCMA
MC-23 DOCKET SHEETS CY + 7 Years HCMA
MC-24 JURY PANEL LISTS AND INSTRUCTIONS CY + 2 Years HC
MC-25 APPEAL TRANSCRIPTS 7 Years + current HC
MC-26 TAPES OF COURT PROCEEDINGS Judgement EnteredAND All Rights of
Appeal EXP+ 2 years
MA Tapes erased and reused aftercompletion of retentionrequirement.
MC-27 JUVENILE SUPPORT PROGRAM (JSP) RECORDSa) CASE FILES Informal probation program, documents
include intake interview, background information, priorhistory, investigation, repot to judge, monthly updates,substance abuse and clinical evaluations, and other,
related documents.
Termination + 5 Years HC
MC-27 JUVENILE SUPPORT PROGRAM (JSP) RECORDSb) SUPERVISOR LIST
US MA Excel database
MC-27 JUVENILE SUPPORT PROGRAM (JSP) RECORDSc) PRISONER TRANSPORTATION LOGS
5 Years MA Excel database
MC-27 JUVENILE SUPPORT PROGRAM (JSP) RECORDSd) PROCESS SERVICE LOGS
5 Years MA Excel database
MC-28 DOCKET MANAGEMENT SYSTEM, INACTIVE Obsolete computer system for inactive dockets.
MA DOS based system, no longersupported or updated. Newdockets on HTE system.
PD-15 GRANT RECORDS Administration Division
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LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 18 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
Including grant application, notice of award,contract/agreement, correspondence, timesheets, invoices,check copies, staffing/retention records, and other, similarrecords.a) FEDERAL EXP + 3 Years
PD-15 GRANT RECORDSb) STATE
EXP + 5 Years
PD-16 CRIME RECORDS, ADULTIndividual record, includes mugshots, booking reports,custody sheet, and other information on paper and entered
into HTE system
75 Years* HCMAMI
OP
*Hard Copy to be retained untilsuccessfully imaged ormicrofilmed + 30 Days
PD-17 CRIME RECORDS, JUVENILEIndividual record, includes mugshots, booking reports,custody sheet, and other information on paper and enteredinto HTE system
8 Years or when anexpungement order issigned.
HCMAMIOP
*Hard Copy to be retained untilsuccessfully imaged ormicrofilmed + 30 Days
PD-18 CASE FILESIncludes call for service from citizen, or self initiatedactivity by officer, officer report, witness report(s), CADnotes, Watch Officer review and approval, etc.
5 Years unlessincorporated into CrimeRecords
HCMAOP
PD-19 PERSONNEL RECORDSa) DEPARTMENTAL PERSONNEL FILEContains records of training completed, and certifications
awards and commendations received by officers.
Termination ofEmployment
Upon termination file to beforwarded to PersonnelDivision of Support Services
PD-19 PERSONNEL RECORDSb) PERFORMANCE LOG
Copies of officer evaluations
1 Year Patrol DivisionOriginals maintained inPersonnel Division of SupportServices Department
PD-20 INTERNAL INVESTIGATION RECORDSInitial complaint, investigation records, reports, disposition,notice of disciplinary action, etc.
Disposition + 5 Years HCMA
Internal Investigations Division
PD-21 TRAINING RECORDSRecords of in-house developed or delivered training,including curriculum, scripts, handouts, ect. Not specific toany officer receiving training.
US Training Division
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COLORADO
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RECORDS RETENTION SCHEDULE
Page 19 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
Item
No.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
PD-22 INTELLIGENCE FILESa) OPEN
Research and information available to all officersACT
Internal Investigations DivisionDispose by shredding or othermeans which protectsinformation and sources.
PD-22 INTELLIGENCE FILESb) CLOSED
Confidential information from informants pertaining tonarcotics, sex offenders, etc. where information access islimited to designated officers.
ACT Internal Investigations DivisionDispose by shredding or othermeans which protectsinformation and sources.
PD-23 LOGS
a) ADULT BOOKING 75 YearsPD-23 LOGS
b) JUVENILE BOOKING90 Years
PD-23 LOGSc) CRIMINAL HISTORY
???
PD-23 LOGSd) TOWED VEHICLE
1 Year MA Patrol Division
PD-23 LOGSe) LOST ANIMAL
1 Year MA
PD-23 LOGSf) FITNESS ROOM VISITOR LOG
1 Year
PD-23 LOGSg) SHOOTING RANGE LOG AND SCHEDULE
1 Year
PD-24 ENTRY CARDSData entered into State of Colorado Crime ReportingSystem
ACT + 30 Days
PD-25 LICENSES AND REGISTRATIONSa) ANIMAL REGISTRATIONS EXP HC Issued by veterinarians
PD-25 LICENSES AND REGISTRATIONSb) BICYCLE REGISTRATIONS
EXP HC Issued by Fire Stations
PD-25 LICENSES AND REGISTRATIONSc) SOLICITORS LICENSE
EXP + 1 Year HC Short term license to permitsolicitation in city.
PD-26 ABANDONED VEHICLES Disposition of Vehicle HC
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 20 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
+ 2 Years
PD-27 ANIMAL CONTROL RECORDS DOMESTIC 1 Year
PE-18 EQUIPMENT FILESManuals, operating instructions, maintenance information,warranties, safety certifications (e.g. playgroundequipment), for equipment purchases by the City fordepartment use or administered by the department forpublic use. Does not include vehicles or capital equipmentvalued over $20,000.
ACT HC
PE-21 PERSONNEL RECORDS, FULL-TIME
Official copy of information pertaining to each full-timecity employee, includes application, reference checks,interview results, pre- and post-employment testing,personnel action forms, performance evaluations, drugscreening results, physicals (for Police), corrective anddisciplinary actions, administrative hearings for demotions suspensions - terminations, job analysis questionnaires,life guard certifications, CPR certifications, etc.
TRM+56 HC
MI
PE-22 PERSONNEL RECORDS, PART-TIME ANDTEMPORARYThese files contain the same information as the full-timeemployee files.
ACT+3 HC
PE-23 VOLUNTEER APPLICATIONSCopy of volunteer applications. ACT+1 HC
PE-24 I-9 FORMSEmployee immigration information which must beavailable for auditing by U.S. Immigration.
ACT+3 HC
PE-25 EMPLOYEE HANDBOOK US+3 HCMA
PE-26 PERSONNEL MERIT COMMISSIONMeeting information including minutes and actions.Includes appeal files for disciplinary action, termination,suspension, or demotion.
CY+3 HCMA
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 21 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
PE-27 EMPLOYEE GRIEVANCES CY+3 HC
PE-28 CIVIL RIGHTS CASE FILES ACT+3 HC
PE-29 EMPLOYEE REVIEW COMMITTEE ELECTIONRESULTS
CR+1 HCMA
PE-30 EMPLOYEE REVIEW COMMITTEE MINUTESThe Employee Review Committee was established byordinance. The Committee serves non-exempt and non-supervisory exempt employees and is elected by this group.It meets bi-monthly.
CR+3 HCMA
PE-31 EMPLOYEE CONCERNSThis information is collected during exit interviews. It ismaintained in a notebook.
CY+3 HC
PE-32 EEO BI-ANNUAL REPORT ACT+3 (plus federaland state auditcomplete)
HC
PE-33 EEO INFORMATIONThis is a temporary form used for data entry into the payrollsystem to collect data for EEO reporting.
ACT HC Active ceases when data isentered into payroll system
PE-34 DRUG TESTING RECORDS, NEGATIVE RESULTSDrug testing records for DOT compliance.
CY+1 HC
PE-35 DRUG TESTING RECORDS, POSITIVE RESULTSDrug testing records for DOT compliance.
CY+4 HC Yes
PE-36 EMPLOYMENT VERIFICATION AUTHORIZATION CY+1 HCPE-37 LEAVE REQUESTS (FMLA)
These are maintained separately in a leave folder.CY+3 HC Federal requirement for these
records is three years.
PE-38 RETURN TO WORKThis form is filled out by a doctor for employees returningfrom medical or injury leave.
CY+1 HC
PN-21 PENSION PLANSIncludes the plan itself, and relevant explanations.Includes contract documents if the plan ishandled/administered by a third party.
ACT+3 HC Yes Active ceases when plan is nolonger active and last survivingbeneficiary has been paid in full
PN-22 IRS DETERMINATION LETTER US HC
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 22 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
PN-23 PENSION COMMITTEE RECORDSMinutes of pension committee meetings, includes yearlyelection notice and ballots.
CY+3 HCMA
PN-24 PENSION PLAN STATEMENTS WITHBENEFICIARY WITHDRAWAL DETAILRegular reports showing employee status, contributions,pension benefit payments, etc.
ACT+3 HC Active ceases when lastsurviving beneficiary has beenpaid in full
PN-25 PENSION ACTUARIAL REPORTSActuarial reports for specific pension funds.
CY+3 HC
PN-26 PENSION INVESTMENT REPORTS
Periodic reports showing the performance of the Pensionfund.
US HC
PN-27 PENSION ENROLLMENT FORMS Until superseded orbenefit is still owed + 6
years
HC
PN-28 PENSION BENEFIT WAIVERSEmployee waivers for pension plans. Waivers are the legaldocuments showing that the employee waived the benefit.
PERMANENT HC
PN-29 QDROSDomestic relations orders for beneficiaries with rights toreceive pension benefits, e.g. ex-spouses.
ACT+3 HC Active ceases when benefit ispaid
PN-30 HIDDEN PAYCHECK BOOKThis is a convenience record for employees. It is a year endsummary of total compensation including the City portionof benefits. The employee receives their copy and a copy ismaintained by Personnel.
ACT+5 HC
PN-31 PENSION WITHOLDING CALCULATIONSThis information is sent in electronic form to the Pensionmanagers for adding/changing pension benefits andbeneficiaries.
CY+1 HCMA
PN-32 PENSION RECONCILIATION PAPERSReports used to reconcile information on employeespension calculations. These are routine for Pensionsadministered for the City by third parties.
ACT HCMA
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 23 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
PR-19 OPEN SPACE ADVISORY COMMITTEE MINUTESThis file includes agendas, packets and the official minutesof the meetings of the Open Space Advisory Committee. Itdoes not include minutes of Sub-Committees.
PERMANENT HC
PR-20 OPEN SPACE ADVISORY COMMITTEECONSTITUENT CORRESPONDENCERoutine correspondence to Advisory Committee members.
CY+3 HC
PR-21 VOLUNTEER FILESFiles of volunteers, e.g. coaches, including application,activities, practices, parent sign-up sheets for the volunteers
activity with participants, complaints, commendations, etc.[Note: fingerprints and background checks for volunteersare kept in Personnel.]
ACT+3 HC
PR-22 REPORTS, MONTHLY FINANCIAL CY+1
PR-23 REPORTS, YEARLY FINANCIAL CY+2
PR-24 REPORTS, EXPENSE BY PROGRAMDetails of receipts and expenses for recreation programsused for planning purposes.
CY+2
PR-25 REPORTS, INCIDENT (Copy)Incident reports for damage to property, stolen property,accidents, etc.
CY+1 HC Official copy with Personnel.
PR-26 DAILY CLOSEOUT SHEETSheets with cash, check, and credit cards detail. This is sentto finance where the deposit is made. Walk-in registrationreceipts are attached to the daily closeout sheets.
CY+1 HC A copy is sent to Finance fordeposit.
PR-27 PROGRAM AND ACTIVITY RECORDSRecords related to sports, recreational, or cultural activitiesand programs sponsored by the city, including activityschedules, programs, rosters, status sheets, scorebooks,rules and regulations, advertising, activity planning records,and all other similar records.
2 years HC
PR-28 RECREATIONAL FACILITIES USE PERMITSPermits for the use of parks, shelters, ball fields, recreationcenter, The Bay and other city-owned recreational
CY+1 HC
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 24 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
facilities.
PR-29 REPORTS, SWIMMING POOLSwimming pool and Bay water quality test and analysisreports. These tests are done 3x per day.
CY+1 HC
PR-30 LETTER OF CREDIT FILELetters of credit for customers that have credit on the booksfor use at a later time.
CY+1 HC
PW-15 MATERIAL SAFETY DATA SHEETS (MSDS)Material safety data sheets supplied to local government bymanufacturers or distributors of hazardous chemicals.
ACT HC After receipt of updated sheetor hazardous chemical is nolonger present in local
government, as applicable.PW-21 GRANT RECORDS
a) GRANT APPLICATIONS, UNSUCCESSFUL 2 Years
PW-22 GRANT RECORDSb) GRANT APPLICATIONS, SUCCESSFUL AUD + 10 Years
PW-22 GRANT RECORDSc) NOTICE OF FINANCIAL ASSISTANCE AWARD
Notice from Federal DOE regarding amount of fundingCity will receive in fiscal year.
AUD + 10 Years HC Subject to Audit by DOE
PW-22 GRANT RECORDSd) FINANCIAL STATUS REPORT, QUARTERLY
Report to DOE, of cash expenditures during reportingperiod.
5 Years HC
PW-22 GRANT RECORDSe) FINANCIAL STATUS REPORT, ANNUAL
Report to DOE of cash expenditures during year.
10 Years HC
PW-22 GRANT RECORDSf) REQUEST FOR REIMBURSEMENT
Submitted to DOE for reimbursement of fundsexpended.
AUD + 10Years HC
PW-22 GRANT RECORDSg) CORRESPONDENCE AND RELATED
DOCUMENTATION
AUD + 10 Years
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COLORADO
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RECORDS RETENTION SCHEDULE
Page 25 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
PW-23 WATER PURCHASE AGREEMENTSFor raw and treated water, includes settlement sheets,agreements, escrow records, and related records.
EXP or termination ofinstrument according toits terms + 6 years
HC Yes
PW-31 REGIONAL AIR QUALITY ANNUAL REPORTTo Colorado Department of Health
5 Years HC
PW-32 SERVICE WORK REQUEST RECORDSIncludes request, work order, work performed and hourscharged
ACT HC Retain until data entered intoSWR system and verified.
PW-33 SERVICE WORK REQUEST (SWR) SYSTEM DATAIncludes same information as above, entered into SWR
system, and maintained electronically.
ACT + 1 Year MA
PW-34 ADOPT A STREET/PARK/OPEN SPACE RECORDSa) ADOPTION AGREEMENT EXP or termination of
instrument according toits terms
HC Duplicate copy retained foradministrative purposes only.Original agreements maintainedelsewhere.
PW-34 ADOPT A STREET/PARK/OPEN SPACE RECORDSb) OTHER RECORDS
Correspondence, procedures, cleanup notifications,Work Orders for Signs and pickup provided by City.
ACT
PW-35 STREET MAINTENANCE RECORDS 10 Years
PW-36 SNOW REMOVAL RECORDS 2 Years
PW-41 UNDERGROUND STORAGE TANK RECORDSFor City owned petroleum, fuel, and waste oil storagetanks. Includes computer monitoring and testing records.
AUD + 5 YearsAUD + 5 Years
HCMA
Subject to audit by ColoradoDepartment of Revenue
PW-42 DRIVERS RECORDS, DOTDrug tests, accident reports, investigations, and other,related records required by the US Dept of Transportation
CE + 5 Years HC Subject to audit by DOT
PW-43 VEHICLE RECORDS, DOTAnnual vehicle inspections, pre/post trip vehicle reports,and other, related records required by the US Dept ofTransportation
LA + 5 Years HC Vehicles with GVW over10,000 lbs. subject to audit byDOT.
PW-44 VEHICLE MAINTENANCE RECORDS LA + 5 Years HC
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COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 26 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
Work orders, parts lists, time records and other recordsdocumenting maintenance of City owned vehicles.
LA + 5 Years MA
PW-45 VEHICLE EMISSIONS REPORTSAnnual report of vehicle diesel emissions to Colorado Deptof Health, using state supplied forms.
CE HC
PW-46 WASTE OIL REMOVAL RECORDSReceipts for waste oil picked up from City waste oil storagefacilities.
CE + 2 Years HC
PW-71 PLANT OPERATION RECORDSa) DAILY
Includes logs, charts and other daily operational data
5 Years HC
PW-71 PLANT OPERATION RECORDSb) MONTHLY
Includes monthly reports and operational data
5 Years HC
PW-72 STATE OF COLORADO REPORTSIncluding fluoride, turbidity, and other periodic reportsfiled with the State of Colorado
10 Years HC
PW-73 LABORATORY RECORDSInspection reports, calibration data
10 Years HC
PW-74 EQUIPMENT RECORDSIncluding manuals, calibration, maintenance and otherequipment records
LA + 2 Years HC
PW-75 INSPECTION RECORDSIncludes Fire Department, State Treatment Facility Reports,and other, similar records and reports
10 Years HC
PW-76 RAW WATER RECORDSRecords pertaining to raw (untreated) water transportedfrom the Northern Colorado Water Conservancy Dist, andother sources utilized by the City. These records DO NOTinclude agreements or financial records, which aremaintained elsewhere in the Public Works Department.
5 Years HC
PW-77 RESERVOIR RECORDSa) EMERGENCY ACTION PLAN US + 1 Year
HC Yes
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Page 27 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
PW-77 RESERVOIR RECORDSb) INCIDENT REPORTS
3 Years HC
PW-78 WATER QUALITY RECORDSa) CHEMICAL ANALYSES 10 Years
HC
PW-78 WATER QUALITY RECORDSb) BACTERIOLOGICAL REPORTS
5 Years HC
PW-78 WATER QUALITY RECORDSc) VARIANCES/EXEMPTIONS GRANTED
5 Years HC
PW-78 WATER QUALITY RECORDSd) DRINKING WATER REGULATION VIOLATION
RECORDS
3 Years HC
PW-81 SEWER DISCHARGE PERMITS EXP + _ Years Yes
PW-82 SEWER DISCHARGE REPORTSNPDES reports and spill reports to the Water ControlDivision of the Colorado Department of Environment
5 Years
PW-83 INDUSTRIAL PRETREATMENT PROGRAMRECORDSLegal authority to operate, permits, annual reports
3 Years
PW-84 INDUSTRIAL PRETREATMENT OPERATINGRECORDSMonitoring reports, inspection reports, notices of discharge,QA/QC reports, industrial user reports, chain of custodyrecords, etc.
3 Years
PW-85 INDUSTRIAL PRETREATMENT EQUIPMENTRECORDSManuals, calibration records, maintenance records, etc.
LA + 2 Years
PW-86 WASTEWATER TREATMENT EQUIPMENTRECORDSBench sheets, calibration data, quality control charts, andreports required by permit
AUD + 3 Years Subject to audit by EPA &Colo. Depth of Health
RE-21 JOB DESCRIPTIONSA description of all city jobs. For new jobs a job analysisquestionnaire is filled out by the requesting department.
ACT MA
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RECORDS RETENTION SCHEDULE
Page 28 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
RE-22 SALARY SCHEDULESSchedules of salary ranges for specific jobs within the city.
CY+6 HC+MA
RE-23 SALARY SURVEYS SUMMARY INFORMATION &WORKSHEETSInformation pertaining to determining salary ranges basedon surveys of local salaries.
CY+1 HC+MA
RE-24 JOB REQUISITION FILESJob requisition files include: job requisition, jobdescription, application supplement, interview questions,internal and external advertising, and testing masters.
CY+3 HC
RE-25 RECRUITMENT & SELECTION ELIGIBILITY LIST CY+3 HCMA
RE-26 APPLICANTS NOT HIRED APPLICATIONS CY+3 HC
RE-27 APPLICANT EEO STATISTICS CY+3 HC
RE-28 FINGERPRINTS AND BACKGROUND CHECKSFingerprints and background checks are maintained for full-time employees, part-time employees, temporaryemployees and volunteers. They are kept in binders by typeof employee and then alphabetically.
ACT+3 HC
RM-21 PROPERTY/CASUALTY INSURANCE POLICIESPolicies and annual renewal applications. Includesamendments for vehicles, property and activities. Includes
policies for general liability, errors and omissions, policeliability, public and officials liability, auto liability.
ACT+3 HC Active ceases when policycancels
RM-22 PROPERTY/CASUALTY INSURANCE CLAIMSClaim files, copies at the City if handled by a third party.
ACT+8 HC
RM-23 PROPERTY/CASUALTY LOSS CONTROLSTANDARDS AUDIT
CY+5 HC
RM-24 PROPERTY/CASUALTY FACILITY SURVEYAnnual CIRSA property/facility survey. Includesrecommendations and responses by the City.
CY+3 HCMA
RM-25 CERTIFICATES OF INSURANCECertificates of insurance for City insurance policies.
ACT+3 HC Active ceases when policycancels
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RECORDS RETENTION SCHEDULE
Page 29 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
RM-26 WORKERS COMP INSURANCE POLICYPolicy file and correspondence with third party whoadministers the program.
ACT+3 HC (Active ceases when policycancels and last beneficiary ispaid)
RM-27 WORKERS COMPENSATION CASE FILESBroomfield contracts with CCIA to manage the workerscompensation process. Includes First Report of Injury.There are some duplicate files maintained at the City byRisk Management. These are filed sequentially by year-based case number.
ACT+8 HC Active ceases with settlementof claim) (CCIA RetentionPeriod)
RM-28 ANNUAL WC PREMIUM AUDIT CY+5 HC
RM-29 WORKERS COMP PREMIUM COSTCONTAINMENT CERTIFICATION/
RECERTIFICATION REPORTSThese reports are sent to the U.S. Department of Labor toshow that the City has approved loss control measures inplace and follows an approved 10-step Loss Control ActionPlan (WC). Annual Loss Control Standards Audit usingstandards developed by the CIRSA Safety Committee.
CY+3 HC
RM-30 ACCIDENT/INJURY REPORT FORMS ANDSUPERVISORS INVESTIGATION REPORT FORMThese forms are filled out for each accident or injury. Thefront side which is the Accident/Injury Report provides forrefusal of medical treatment by the employee. The backside is the Supervisors Investigation Report Form and isfilled out if the accident involves City eomployees orproperty. See also First Report of Injury.
CY+3 HC
RM-31 SAFETY COMMITTEE MEETINGSIncludes agendas, packets and minutes.
CY+3 HCMA
RM-32 ACCIDENT REVIEW COMMITTEEThis is a sub-committee of the Safety Committee. Includesminutes and Summary of Actions Taken on variousaccidents.
CY+3 HCMA
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RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
RM-33 SAFETY INCENTIVE PROGRAMInformation on safety program including policies,procedures, tracking, non-cash awards, gift certificates, etc.
CY+3 HCMA
RM-34 VEHICLE TITLES AND REGISTRATIONSFor city-owned vehicles.
ACT+1 HC (Active ceases when vehicle isdisposed of)
RM-35 SURPLUS PROPERTY AUCTION RECORDSRecords related to items for auction. Includes financialrecords of sales which are forwarded to Accounting forhandling.
ACT HCMA
RM-36 BUILDING MAINTENANCE FILES
Files on tenant meetings, safety concerns and generaladministrative matters for #6 Garden Center, #12 GardenCenter, Depot Museum.
ACT+3 HC
MA
SS-18 VOLUNTEER FILESApplication, evaluations, shop liability waiver, shopsupervisor agreement, etc.
ACT + 7 Years HC
SS-19 PROGRAM FILESFiles for specific programs including publicity, descriptiveinformation, contracts (copies), letters of agreement(copies), evaluations, budget information, etc.
ACT+5 Years HC
SS-20 RESOURCE FILESInformation files for use by the staff and constituents.Includes information on services to seniors in the area, and
forms that seniors might need like handicapped parking.
ACT HC
SS-21 CLIENT FILESFiles for constituents that are being tracked because theyare receiving special attention such as home visits.
ACT+? Years HC
SS-22 SENIOR TRANSPORTATION SCHEDULESchedule for transportation, e.g. buses, provided to seniorsthrough block grants.
ACT HC
SS-23 SENIOR TRANSPORTATION STATISTICSStatistics maintained about senior transportation fortransportation block grant.
ACT+? Years HC
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RECORDS RETENTION SCHEDULE
Page 31 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
SS-24 VOLUNTEER ORIENTATION INFORMATIONRecords used in volunteer orientations. Includes rules andregulations, videos, description of volunteer jobs, on the
job training, volunteer rights, information on fingerprintand background checks.
ACT HC
SS-25 SENIOR RESOURCES OF BROOMFIELD, INC.Agendas, Board Packets, Minutes.
Permanent HC
UB-19 SERVICE ORDERSService orders are used to generate activity, e.g. final readsfor residents who are moving, water meter reading problem
checks, meter repair and/or replacement, meter shut-off fornon-payment, etc. These are filed by address within a streetfile. Service orders are generated from HTE system,portions of the from completed orders are entered into HTEsystem.
CY+2 HCMA
Paper copies of the serviceorder can be retrieved forclaims when there is an
incorrectly operating meter.
UB-20 PAYMENT STUBS, WATER AND SEWERReceipt copy of water and sewer bill sent to the lock boxwith payment. These are generated from HTE system.
CY+1 HC
UB-21 WATER METER READING RECORDSWater meter readings from radio reads and hand held units.
CY+2 MA
UB-22 CUTOFF AND SHUTOFF LISTINGSWeekly cutoff list generated from HTE system of metersthat should be tagged with yellow warning tags. Weekly
shutoff list used to generate Service Orders for shutoffs.These records are filed by cycle, then route, then customer
CY+1 HC
UB-23 WATER AND SEWER LICENSE (COPY)A copy of the original license is sent from the BuildingDepartment to Utility Billing for getting the correct serviceinformation added to the HTE system for billing
CY+1 HC Note: If official copy ismaintained in Building doesUtility Billing need to keepcopy?
UB-24 AUTHORIZATION AGREEMENT FOR EFTPAYMENTAgreement authorizing the City to debit the customers bankaccount for water and sewer. Contains voided checkattached to agreement.
ACT+1 HC Yes
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RECORDS RETENTION SCHEDULE
Page 32 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
UB-25 DAILY CASH RECEIPT TRANSACTION ANDRECONCILIATION RECORDSHousekeeping records to track all lock box deposits andEFTs from debit banking.
CY+2 HC
UB-26 UTILITY BILLING STATISTICS REPORT,MONTHLYComprehensive spreadsheet report summarizing statisticsfor various services. Sent to Finance and Assistant CityManager. Some of information comes from sources otherthan HTE system.
CY+2 HCMA
UB-27 BANK DRAFT LISTINGWeekly listing of all EFT amounts to be debited fromcustomer accounts where an Authorization Agreement forEFT of Payments is in place.
CY+2 HC Norwest Bank in Broomfield isthe agent for doing the debitingwith other banks.
UB-28 TEMPORARY WATER PERMITSPermits for temporary water supplies for constructionprojects. Up front payment is required for a permit and as adeposit for temporary water meter. A copy of this payment(photocopy of check) is attached to the permit. UtilityBilling is responsible for routine billing. Any remainingbalances are refunded using a check request to Finance.
TRM+1 HC Terminated means that all finalpayments have been receivedand there are no monies owingto the city.
UB-29 ACCOUNTS RECEIVABLE, OTHERThis is a file of miscellaneous billing by city. Billing
requests come in including temporary water permits, permitand sampling for industrial pretreatment, off-duty policehours, ambulance company fuel billings, etc. These filesinclude billing requests, invoices, cashiers receiptsincluding the check number, date, amount and paymentstub, if available. Collections are done by Utility Billing
CY+2 HC
UB-30 SEWER AVERAGE WINTER CONSUMPTIONREPORTHardcopy of water winter consumption used to calculateyearly sewer rates.
CY+1 HCMA
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RECORDS RETENTION SCHEDULE
Page 33 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
UB-31 ACCOUNT MAINTENANCE FORMThe account maintenance form is for name changes, phonenumber changes, address changes. All new licensees havean Account Maintenance Form for correct formatting ofinformation from the License for data entry.
CY+1 HC
UB-32 PAYMENT ARRANGEMENTSDelinquent accounts worksheet for payment arrangements.These are kept in a notebook and are checked beforecustomers are yellow tagged or shut off.
ACT HC
UB-33 ADJUSTMENT FORM
This form is used to record for data entry any adjustmentsto a customers bill for items such as a lead that causedabnormal water usage that has subsequently been fixed.
CY+1 HC
UB-34 HTE SYSTEMAutomated system used for Utility Billing, the electronicrecords that are part of this system will be scheduledseparately.
To Be Determined MA
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RECORDS RETENTION SCHEDULE
Page 1 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
Department Codes for City of Broomfield
ALL = All departments (records series common to most/all city departments)CA = City AttorneyCC = City Clerk CD = Community DevelopmentCM = City Manager / Public Information OfficeFI = FinanceIN = InsuranceLB = Library BoardMC = Municipal CourtPD = Police DepartmentPE = PersonnelPN = PensionPR = Parks and RecreationPW = Public WorksRE = RecruitingRM = Risk ManagementSS = Senior Services
UB = Utility Billing
The following report has been approved by the Colorado State Archivist as of November 6, 2000
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RECORDS RETENTION SCHEDULE
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
ALL-01 CORRESPONDENCE AND MEMORANDAIncludes incoming and copies of outgoing correspondenceand internal correspondence and memoranda.
a) POLICY AND PROGRAM DEVELOPMENTCorrespondence and internal memoranda pertaining to theformulation, planning, implementation, modification, orredefinition of the policies, programs, services, or projects ofa local government.
5 years HCMA
ALL-01 CORRESPONDENCE AND MEMORANDAb) ADMINISTRATIVE - Correspondence and internalmemoranda pertaining to or arising from the routineadministration or operation of the policies, programs,services, and projects of a local government
2 years HCMA
ALL-01 CORRESPONDENCE AND MEMORANDAc) ROUTINE. - Correspondence and internal memorandasuch as letters of transmittal, requests for publications,internal meeting notices, and similar routine matters
ACT HCMA
ALL-02 b) SPECIAL REPORTS OR STUDIES - prepared byorder or request of the governing body or considered bygoverning body (as reflected in its minutes) or ordered orrequested by a state agency or court
PERMANENT HC
ALL-02 c) SPECIAL REPORTS OR STUDIES prepared byorder or request of chief administrative officer
5 years HC
ALL-02 d) MONTHLY, BIMONTHLY, QUARTERLY, ORSEMI-ANNUAL REPORTS
3 years HC
ALL-02 e) ACTIVITY REPORTScompiled on a daily or other periodic basis pertaining toworkload measures, time studies, number of publiccontacts, etc., except reports of similar types noted in this orother schedules.
1 year HC
ALL-02 REPORTS AND STUDIES (NON-FISCAL)Annual, sub-annual, or irregularly prepared reports,
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
performance audits, or planning studies submitted togoverning body or chief administrative officer of a localgovernment or by local government to a state agency, asmay be required by law or regulation, on non-fiscalperformance of a department, program, or project or forplanning purposes, including those prepared by contractors.a) ANNUAL REPORTS PERMANENT HC
ALL-03 PUBLICATIONSPamphlets, reports, studies, proposals, and similar materialprinted by or for a local government or any of its
departments, subdivisions, or programs and distributed to orintended for distribution to the public on request anddepartmental or program newsletters designed for internaldistribution
PERMANENT (Onecopy of each)
HC Surplus Copies may be disposedof at any time.
ALL-04 DEPARTMENTAL NEWS RELEASES ACT HC
ALL-05 ORGANIZATIONAL CHARTS Until Superseded HC
ALL-06 POLICY AND PROCEDURE DOCUMENTATIONExecutive orders, directives, manuals, and similar documentsthat establish and define policies, procedures, rules, andregulations governing operations or activities of a localgovernment as a whole or any of its departments, programs,services, or projects.
Until superseded + 5years
HC
ALL-07 BUDGETWORKING PAPERScreated exclusively for preparation of budgets, includingbudget requests, justification statements, and similardocuments
2 Years HC
ALL-08 MINUTES (Staff).Minutes of internal staff meetings
ACT HC
ALL-09 CONTRACTS, LEASES, AND AGREEMENTSContracts, leases, and agreements, including reports,correspondence, performance bonds, and similar recordsrelating to their negotiation, administration, renewal, ortermination, except construction contracts
EXP or termination ofinstrument according toits terms + 6 years
HC Yes
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RECORDS RETENTION SCHEDULE
Page 4 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
ALL-10 RECORDS MANAGEMENT RECORDSa) RECORDS RETENTION SCHEDULESincluding all successive versions of and amendments toschedules)
PERMANENT HC
ALL-10 RECORDS MANAGEMENT RECORDSb) RECORDS DESTRUCTION DOCUMENTATIONRecords documenting destruction of records under recordsretention schedules, including requests submitted toColorado State Archives for authorization to destroy recordsor originals of Permanent records that have been
microfilmed.
PERMANENT HC Yes
ALL-11 COMPLAINTSComplaints received from public by a governing body orany officer or employee of a local government relating togovernment policy.
Resolution or dismissalof complaint + 2 years
HC
ALL-12 VISITOR CONTROL REGISTERSLogs, registers, or similar records documenting visitors tolimited access or restricted areas.
3 Years HC
ALL-13 TELEPHONE LOGS OR ACTIVITY REPORTSRegisters or logs of telephone calls made and similartelephone activity reports.
1 Year HC
ALL-14 POSTAL AND DELIVERY SERVICE RECORDSa) METER AND PERMIT USAGE RECORDS 1 Year HC
ALL-14 POSTAL AND DELIVERY SERVICE RECORDSb) REGISTERED, CERTIFIED, INSURED, ANDSPECIAL DELIVERY MAIL RECEIPTS ANDSIMILAR RECORDSof transmittal by express or delivery companies.
1 Year HC
ALL-15 DUPLICATE RECORDSCouncil Minutes, Ordinances, Resolutions, Employee TimeSheets, Purchase Orders, Requisitions
ACT HC
ALL-16 MATERIAL SAFETY DATA SHEETS (MSDS)Material safety data sheets (MSDS) supplied to localgovernment employers by manufacturers or distributors of
ACT HC After receipt of updated sheetor hazardous chemical is nolonger present in local
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RECORDS RETENTION SCHEDULE
Page 5 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
hazardous chemicals. government, as applicable.
ALL-17 EQUIPMENT FILESManuals, operating instructions, maintenance information,warranties, safety certifications (e.g. playgroundequipment), for equipment purchased by the City fordepartment use or administered by the department forpublic use. Does not include vehicles or capital equipmentvalued over $20,000.
ACT HC
CA-18 LEGAL PROJECT FILESIncludes research, negotiations and other, related projectrecords.
ACT+10 HC
CA-19 LEGAL OPINIONSPrepared for City personnel or departments.
PERMANENT HC
CA-20 EXTERNAL RELATIONSCorrespondence to/from federal, state, and other local (cityand county) agencies and departments.
ACT+10 HC
CA-21 LEGISLATIONCopies of federal and state legislation of interest to the City.
ACT HC
CA-22 LITIGATION AND CLAIMSClaims and litigation files for claims and lawsuits broughtagainst the City.
ACT+10 Yes
CC-14 RESEARCH FILES ACT HC
CC-15 CITY COUNCIL RECORDSa) AGENDAS, PACKETS, MINUTES,
RESOLUTIONS, ORDINANCES
PERMANENT HCMA
Yes
CC-15 CITY COUNCIL RECORDSb) MEETING NOTICES
CY + 1 Year HC
CC-15 CITY COUNCIL RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES
CY + 5 Years MAHC
CC-16 LOCAL LICENSING AUTHORITY RECORDSa) AGENDAS, PACKETS, MINUTES, PERMANENT HC Yes
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Page 6 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
RESOLUTIONS, ORDINANCES MA
CC-16 LOCAL LICENSING AUTHORITY RECORDSb) MEETING NOTICES
CY + 1 Year HC
CC-16 LOCAL LICENSING AUTHORITY RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES
CY + 5 Years MAHC
CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSa) AGENDAS, PACKETS, MINUTES,
RESOLUTIONS, ORDINANCES
PERMANENT HCMA
Yes
CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSb) MEETING NOTICES
CY + 1 Year HC
CC-17 BROOMFIELD URBAN RENEWAL AUTHORITY(BURA) RECORDSc) AUDIO/VIDEO TAPES OF MEETINGS, STUDYSESSION WORKING NOTES
CY + 5 Years MAHC
CC-18 ELECTION RECORDSa) CERTIFIED STATEMENT & Determination (ofelection results)
PERMANENT HC Yes
CC-18 ELECTION RECORDSb) CAMPAIGN CONTRIBUTIONS & EXPENDITUREREPORTS
CY + 2 Years HC
CC-18 ELECTION RECORDSc) PETITIONS (for initiative or referendum, nomination,recall
CY + 2 Years HC
CC-18 ELECTION RECORDSd) POLL BOOKS
CY + 2 Years HC
CC-18 ELECTION RECORDSe) ABSENTEE BALLOT APPLICATION,ACCEPTANCE OF JUDGES, BALLOTS (voted,absentee, spoiled, defective), EXPENSE STATEMENTS(and supporting documentation)
Election + 6 Months HC
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Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until superseded
Media Abbreviations: HCHard Copy (paper/mylar/etc.), MAMagnetic,
MI-Microform, OP-Optical
CC-18 ELECTION RECORDSf) JUDGE CERTIFICATE OF VOTES CAST, LIST OFJUDGES & ALTERNATES, NOTICE OF ELECTION,
OATHS/CHALLENGES/AFFIDAVITS, OBJECTIONS
TO NOMINATION, POLL LISTS, RECEIPT FOR
BALLOT BOX, REGISTRATION BOOK RECEIPTS,WITHDRAWALS FROM NOMINATION
6 Months HC
CC-18 ELECTION RECORDSg) SIGNATURE FORMS
45 Days HC
CC-19 MUNICIPAL CODE PERMANENT HC
MA
Yes
CC-20 OATHS OF OFFICE (for elected and appointed officials) Term of Office + 1 Year HC
CC-21 LICENSING RECORDSIncluding licenses for liquor sales, solicitors, sales tax, petshop, route vehicle, and other, similar licenses granted bythe city.
EXP + 1 Year HC Yes
CC-22 PROOFS OF PUBLICATION CY + 5 Years HC
CC-23 NOTICES OF MEETINGS required to be posted onPublic Meeting Board
PERMANENT
CD-18 MAPS, PLATS & PLANSOriginals, reproducibles (copies may be contained inindividual project files)
PERMANENT Yes
CD-19 EASEMENTS AND RIGHTS-OF-WAY EXP + 1 Year Yes
CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSa) AGENDAS (INCLUDING PACKETS), BY-LAWS,
RESOLUTIONS
PERMANENT HC Yes
CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSb) MEETING NOTICES
CY + 5 Years HC
CD-31 LAND USE REVIEW COMMISSION (LURC)RECORDSc) AUDIO/VIDEOTAPES OF MEETINGS
Completion of Minutes+ 6 Months
MA
7/31/2019 Broomfield County Email Policy
45/70
COLORADO
LOCAL GOVERNMENT
RECORDS RETENTION SCHEDULE
Page 8 of 33
Government: CITY OF BROOMFIELDDepartment: COMBINED
Address: One Descombes DriveCity, State Zip Code: Broomfield, CO 80020
Contact Person: N/A
RETENTION PERIOD
ItemNo.
RECORD TITLE and Description OFFICE Storage TOTAL Media Vital REMARKS
Retention Abbreviations: ACT-Active, CE-Calendar Yearend, EXP-Expiration,
FE-Fiscal Yearend, LALife of Asset, US-Until sup