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RECORDS TRAINING AIRPORT RECORDS Utah Municipal General Retention Schedule Schedule 13 and State General Retention Schedule ---PAGE BREAK--- Record series overview •Record Series Title (Record Series •Definition (what do these records contain?) •Retention (how long does it need to be kept? then what?) •Designation (public, private, protected) ---PAGE BREAK--- Types of records •Air Space Construction Files (13‐1) •These files contain applications (FAA Form 7460) to construct facilities which may obstruct air space affecting flights at the airport. They are required by the Federal Aviation Administration (FAA). The files contain the correspondence and applications requesting approval or denial of request. This information is placed on aeronautical charts. •5 years then destroy •Public ---PAGE BREAK--- •Airfield Inspection Files (13‐2) •These files record airfield inspections made at the airport on runway conditions, fire and rescue facilities, ground vehicle control, obstructions, public protection, bird hazards, construction and other unserviceable areas, wind‐indicating devices, standby power system, fuel farms, lift stations and inspection of lighting. The files are maintained in compliance with FAA regulations (14 CFR 139.301 (1994)). They include date, time of inspection, shift, inspector’s name, a checklist of items to be checked, present condition, and action taken. •5 years then destroy •Public (Secondary designation – Protected: UCA 63G‐2‐ 305(11) (2012)) ---PAGE BREAK--- •Airport Master Record Files (13‐3) •These forms (5010.1) are created by the FAA to document basic information about airports and are updated as state officials inspect the airports. The records contain information on individual airports, including owner’s name and address, manager’s name and address, whether the airport is public or private, latitude and longitude, runway date, lighting, landing length, services, facilities, based aircraft, and operations. Also included is an Airport Layout Plan (ALP) of the airport. •Retain until updated or superseded then destroy •Public (Secondary designation – Protected: UCA 63G‐2‐ 305(11) (2012)) ---PAGE BREAK--- •As‐built Project Drawings (13‐4) •These as‐built drawings document all construction projects including runways, cargo buildings, terminals, hangars, and remodeling projects. They serve as a record of actual construction. •Permanent •Public ---PAGE BREAK--- •Daily Log Books (13‐5) •These daily log books are kept by inspectors and project engineers on the progress of each airport construction as required by the FAA. They are used for verification purposes of what happened on a particular day. •7 years after completion of project then destroy •Public ---PAGE BREAK--- •Engineering Project Files (13‐6) •These are project files for all airport construction. They are used to monitor compliance of local, state and federal regulations. They include engineer’s project notes, inspection reports, construction progress reports, a record of payment, drawings, project location numbers, details of project, cost of construction, requests for money to be spent, agreements, and related correspondence (14 CFR 151.53, 14 CFR 151.55 (1993)). •Permanent •Public ---PAGE BREAK--- •Maintenance Report Records (13‐7) •These files contain logs, reports, and similar records relating to the inspection, maintenance and repair of airport runways, runway lights, beacons and other ground devices maintenance records directly related to the landing and taking off from airport. Please refer to Schedule 7, Item #9 “Vehicle Maintenance Records” for the maintenance records of airport vehicles. •10 years then destroy •Public (Secondary designation – Protected: UCA 63G‐2‐ 305(11) (2012)) ---PAGE BREAK--- •Mayor’s Reports (13‐8) •The airport authority board is required to file with the mayor the following reports: a detailed report of all its transactions, including a statement of all revenues and expenditures, at quarterly, or annual intervals, as the mayor may prescribe; on or before September 30 of each year, a report of its activities for the preceding calendar year, which report shall include a complete financial statement setting forth its assets, liabilities, income and operating expense; any additional report required or requested by the mayor” (UCA 17A‐2‐1521 (1997)). •Permanent •Public ---PAGE BREAK--- •Permits and Certification Files (13‐10) •These files contain permits and certifications from the FAA or other state and federal agencies and other reports, correspondence, or other documentation bearing directly on the application for the issuance or the renewal of the permit or certification. •2 years after expiration then destroy •Public ---PAGE BREAK--- •Vehicle Maintenance Records (7‐9) •These are daily maintenance records on all municipal vehicles. They are used to provide a maintenance history and include work order number, dates, maintenance performed, mileage of vehicle, problem type, driver’s name, and action taken. •1 year after disposition of vehicle then destroy •Public ---PAGE BREAK--- SOME RECORD TYPES ARE USED IN DEPARTMENTS THROUGHOUT THE CITY. Let’s review some of those next. ---PAGE BREAK--- •Administrative Correspondence (SG 1‐63) •Incoming and outgoing business‐related correspondence, regardless of format or mode of transmission, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business‐related correspondence that is related to a core function with an associated retention schedule should follow the associated schedule. •7 years and then destroy •Public ---PAGE BREAK--- •Agency History Records (SG 1‐76) •These records document the organization and reorganization of governmental entities. Information includes history, functional information, organizational files and related records. •Permanent •Public ---PAGE BREAK--- •Open Meeting Minutes and Public Materials (SG 1‐59) [Airport Advisory Committee Minutes] •Approved minutes of an open meeting are the official record of the meeting of a public body. Contained in or with the minutes shall be the substance of all matters proposed, discussed or decided and votes taken (UCA 52‐4‐203 (2014)). This includes the agenda, notices, and any public materials distributed at the meeting. •Permanent •Public ---PAGE BREAK--- •Public Relations Records (SG 1‐69) •These records, regardless or format or mode of transmission, are created for distribution to the news media or public. Records include speeches, press releases, public announcements and similar records. •Permanent •Public ---PAGE BREAK--- •Publications (SG 1‐25) •Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See UCA 9‐7‐101 8(a)(b) (2010) and 9‐7‐208 (2006). •Permanent •Public ---PAGE BREAK--- •Transitory Correspondence (SG 1‐62) •Incoming and outgoing correspondence, regardless of format or mode of transmission, related to matters of short term interest. Transmittal correspondence between individuals, departments or external parties containing no final contractual, financial or policy information. This correspondence does not impact agency functions. When resolved, there is no further use or purpose. •Retain until administrative need ends then destroy •Public ---PAGE BREAK--- •Working Files (SG 1‐33) •These records contain unique information in rough notes or drafts assembled or created and used to prepare or analyze other documents. The information adds proper understanding to the formulation and execution of policies, decisions, actions or responsibilities. •1 year after project closed then destroy •Public