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Original Medium: HA=Hard copy (paper); MA=Machine-readable media, i.e. magnetic medium or optical disk; MF=Microform or microfiche. All or Current: C=Current. Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interest March 27, 2000 CITY OF BILLINGS, MONTANA VITAL RECORDS Dept./Div. Title Orig. Medium All or Current Type of V.R. Comments All Departments Bid Awards & Contracts Under $25K HA C R&I Airport Emergency Medical Services License HA C R&I Airport Emergency Response Plan HA C E Airport Facilities Projects Blueprints & Specifications HA All E Airport Airport Master Record HA C R&I Airport Maps-Construction drawings & plans HA C E Airport Material Safety Data Sheets (MSDS) HA C E Airport Off-airport aviation events waiver of authorization & release of liability HA C R&I Airport Topographical and Land Survey Information HA C E Airport Directional Facility Records HA All R&I Airport Operation and Safety Manuals HA C E Airport Workplace Chemical Lists and Inventories HA C E Cemetery Material Safety Data Sheets (MSDS) HA C E ---PAGE BREAK--- Original Medium: HA=Hard copy (paper); MA=Machine-readable media, i.e. magnetic medium or optical disk; MF=Microform or microfiche. All or Current: C=Current. Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interest March 27, 2000 Dept./Div. Title Orig. Medium All or Current Type of V.R. Comments Cemetery Workplace Chemical Lists and Inventories HA C E City Clerk Administrative Orders HA All R&I; E City Clerk City Budget HA C R&I; E City Clerk City Charter & Amendments HA All R&I City Clerk City Ordinances & City Code HA All R&I City Clerk Council Minutes HA All R&I City Clerk Council Resolutions HA All R&I City Clerk Agreements-city court, franchise, intergovernmental, service agency, utility and energy companies HA C R&I City Clerk Union Contracts HA C R&I City Clerk Industrial Development Revenue Bonds HA C R&I Records are vital during the issuance of bond. City Clerk Tax Increment Redevelopment Documents HA C R&I Records are vital during term of loan. City Clerk Promissory Notes HA C R&I Records are vital during term of note. City Clerk Annexation Files HA All R&I City Clerk Waivers of Annexation HA All R&I City Clerk Bid Awards, Contracts, Agreements HA C R&I ---PAGE BREAK--- Original Medium: HA=Hard copy (paper); MA=Machine-readable media, i.e. magnetic medium or optical disk; MF=Microform or microfiche. All or Current: C=Current. Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interest March 27, 2000 Dept./Div. Title Orig. Medium All or Current Type of V.R. Comments City Clerk Land Acquisition Records HA All R&I Records are vital as long as City holds title. City Clerk Deeds HA All R&I City Clerk Easements & Encroachment Right-of- Way HA All R&I City Clerk Leases HA C R&I Records are vital during term of lease. City Clerk SIDs Records HA C R&I Records are vital during term of assessment City Clerk SILMDs Records HA C R&I Records are vital during term of assessment City Clerk Grant Agreements HA C R&I City Clerk Vehicle Title & Registration HA C R&I Finance Tax Increment Land Acquisition & Loan Records HA C R&I Records are vital during term of loan Finance Accounts Receivable Data MA C R&I Finance Accounts Payable Data MA C R&I Finance Tax & SID Data MA C R&I Finance Payroll Data MA C R&I Finance Bond Register MA C R&I Finance City Loan Records HA All R&I Finance Revenue and General Obligation Bond Certificates HA C R&I Records are vital during issuance of bond ---PAGE BREAK--- Original Medium: HA=Hard copy (paper); MA=Machine-readable media, i.e. magnetic medium or optical disk; MF=Microform or microfiche. All or Current: C=Current. Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interest March 27, 2000 Dept./Div. Title Orig. Medium All or Current Type of V.R. Comments Finance Fixed Assets Register Workfile HA C R&I Finance: Motorpool Material Safety Data Sheets (MSDS) HA C E Finance: Motorpool Workplace Chemical Lists and Inventories HA C E Fire Department Facility Plans HA C E Fire Department Policies and Procedures HA C E Fire Department Master Street/Address Guide HA; MA C E Fire Department Material Safety Data Sheets (MSDS) HA C E Fire Department Workplace Chemical Lists and Inventories HA C E Housing & Community Development HOME Project Files HA C R&I Housing & Community Development CDBG Project Files HA C R&I Housing & Community Development First Time Home Buyer Program Records HA C R&I Records are vital during term of loan Housing & Community Development Community Housing Development Organization Program Records HA C R&I Housing & Community Development Hope III Project Records HA C R&I Records are vital during term of loan ---PAGE BREAK--- Original Medium: HA=Hard copy (paper); MA=Machine-readable media, i.e. magnetic medium or optical disk; MF=Microform or microfiche. All or Current: C=Current. Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interest March 27, 2000 Dept./Div. Title Orig. Medium All or Current Type of V.R. Comments Housing & Community Development Urban Homestead Records HA C R&I Records are vital while City holds title Housing & Community Development Housing Rehabilitation Records HA C R&I Records are vital during term of loan Housing & Community Development Community Housing Resource Board Minutes, By-laws, & Articles of Incorporation HA All R&I Human Resources Employee Medical Files HA All R&I Human Resources Insurance Policies HA C R&I Human Resources Material Safety Data Sheets (MSDS) HA C E Human Resources PERS Reports HA All R&I Human Resources Personnel Files HA All R&I Human Resources Time Cards HA C R&I Human Resources Workplace Chemical Lists and Inventories HA C E Human Resources Written Hazard Communication Program HA C R&I; E Library Leases HA C R&I Parks Material Safety Data Sheets (MSDS) HA C E Parks Workplace Chemical Lists and Inventories HA C E ---PAGE BREAK--- Original Medium: HA=Hard copy (paper); MA=Machine-readable media, i.e. magnetic medium or optical disk; MF=Microform or microfiche. All or Current: C=Current. Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interest March 27, 2000 Dept./Div. Title Orig. Medium All or Current Type of V.R. Comments PRPL-BCC Material Safety Data Sheets HA C R&I Police Criminal Investigation Records HA C E Vital for current investigation Police Fingerprint Lifts HA C E Vital for current investigation Police PFN Folders HA C E Vital for current investigation Police Departmental Directives and Procedures HA C E Police: Animal Shelter Material Safety Data Sheets (MSDS) HA C E Police: Animal Shelter Workplace Chemical Lists and Inventories HA C E Public Utilities As-Built Drawings HA All E Public Utilities Fixed Assets Records HA C R&I Public Utilities Maintenance Files HA C E Some data maintained and backed up electronically Public Utilities Operations & Maintenance Manuals HA C E PW-Engineering Storm Drain, Waterline, & Sanitary Sewer Location Maps HA C E Identify as-builts and separate from preliminary drawings. Protect all as-builts in vault. Newer as-builts may also be duplicated on AutoCAD. PW-Engineering Stormwater Management Constructions HA C E Identify as-builts and separate from preliminary drawings. Protect all as-builts in vault. Newer as-builts may also be duplicated on AutoCAD. ---PAGE BREAK--- Original Medium: HA=Hard copy (paper); MA=Machine-readable media, i.e. magnetic medium or optical disk; MF=Microform or microfiche. All or Current: C=Current. Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interest March 27, 2000 Dept./Div. Title Orig. Medium All or Current Type of V.R. Comments PW-Engineering Work Order, Private Contract, and SID As-Builts HA C E Identify as-builts and separate from preliminary drawings. Protect all as-builts in vault. Newer as-builts may also be duplicated on AutoCAD. PW-Solid Waste Waste Disposal Forms HA All E PW-Solid Waste Material Safety Data Sheets (MSDS) HA C E PW-Solid Waste Landfill License and Permit HA C R&I PW-Solid Waste Workplace Chemical Lists and Inventories HA C E PW-Street Passer Database MA C E PW-Street Traffic Signal Schematics HA C E PW-Street Sewer District Maps HA All E PW-Streets/Traffic Material Safety Data Sheets (MSDS) HA C E PW-Streets/Traffic Workplace Chemical Lists and Inventories HA C E Transit Hazardous Waste Disposal Records HA C R&I Transit Material Safety Data Sheets (MSDS) HA C E Transit Operation and Safety Manuals HA C E Transit Building Blueprints HA C E Transit Building & Equipment Preventive HA C R&I Vital for life of vehicles, equipment, ---PAGE BREAK--- Original Medium: HA=Hard copy (paper); MA=Machine-readable media, i.e. magnetic medium or optical disk; MF=Microform or microfiche. All or Current: C=Current. Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interest March 27, 2000 Dept./Div. Title Orig. Medium All or Current Type of V.R. Comments Maintenance Records buildings. Transit Trademark Registration HA All R&I Transit Vehicle Repair & Maintenance HA All R&I Transit Workplace Chemical Lists and Inventories HA All E