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COMMON RECORD TYPES USED CITY-WIDE RECORD SERIES TITLE SERIES # RETENTION Accounting Records Multiple Retention varies Official Record copies are maintained by the Finance Division. If you have working copies, you are not required to keep them. Agendas See Open Meeting Minutes and Public Materials Annual Reports See Publications Brochures/Flyers See Publications Budget Background Records 3-3 2 years then destroy These records are used to assist in the preparation of department budget requests presented to the City Council. Certificates of Insurance 11-2 15 years after expiration of policy and settlement of claims then destroy Insurance policy contracts between the municipality and private insurers. Contracts Multiple Retention Varies Official Record copies should be maintained by the Recorders Office. If you have working copies, you are not required to keep them. Originals should be given to the Recorders Office. Feasibility Studies 1-11 5 years after completion of study then destroy Studies conducted before the installation of any significant technology or equipment. Includes specific studies and system analyses for the initial establishment and major changes of these systems. Discuss with Recorders Office prior to destruction. Grant Files (original applications) 1-9 Permanent Files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, and annual and final performance reports. Grant Files (unsuccessful applications) 1-43 3 years after rejection or withdrawal then destroy These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal. Housekeeping Files See Transitory Tracking Records Records that do not relate directly to the primary program responsibility of the office. Includes records such as charity drives, custodial service requests, parking space assignments, and distribution of keys. Master Plans (adopted) 20-8 Permanent Comprehensive plans for municipal development adopted by a city commission. The plan may include the following elements: land use, transportation and circulation, environmental, public service and facilities, rehabilitation, redevelopment and conservation, economic, and recommendations for implementing the plan. The plan may include maps, plats and charts. Official Record copies should be maintained by the Recorders Office. Originals should be given to the Recorders Office. Meeting Minutes See Open Meeting Minutes and Public Materials Open Meeting Minutes and Public Materials SG 1-59 Permanent Approved minutes of an open meeting are the official record of the meeting of the public body. Contained in or with the minutes shall be the substance of all matters proposed, discussed or decided and votes taken. This includes the agenda, notices, and any public materials distributed at the meeting. ---PAGE BREAK--- Payroll Records Multiple Retention varies Record copies are maintained by the Human Resources Division. If you have working copies, you are not required to keep them. Pending Files See Transitory Tracking Records Papers arranged in chronological order as a reminder that action is required on a given date or that a reply to action is expected and, if not received, should be traced on a given date. Also called a “tickler” or “chron file.” Personnel Files Multiple Retention varies Official Record copies are maintained by the Human Resources Division. If you have working copies, you are not required to keep them. Proof of Publication Records 18-21 6 years then destroy These files contain evidence of the publication of a document or public notifications appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings. Property Documents (Deeds, Easements) 18-10/18-11 Permanent Official Record copies should be maintained by the Recorders Office. If you have working copies, you are not required to keep them. Originals should be given to the Recorders Office. Public Relations Records SG 1-69 Permanent These records, regardless of 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. Publications SG 1-25 Permanent 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 Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006). A chronological record of the activities of the municipality or individual departments. Includes photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to city activities and actions and reactions of the municipality’s citizens. Purchasing Records Multiple Retention varies Official Record copies are maintained by the Finance Division. If you have working copies, you not required to keep them. Request for Proposal Records SG 13-17 4 years after project is complete and warranties have run then destroy These records are bids and proposals to provide products or services for a governmental entity. Information includes preliminary requirements for procurement of a commodity or service. Transitory Correspondence SG 1-62 Retain until administrative need ends then destroy 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. Transitory Tracking Records SG 1-73 1 year or until administrative need ends, whichever is shorter, then destroy These records document transitory transactions. Information tracks services rendered, movement of people, materials, and includes internet website visitor information. Working Files SG 1-33 1 year after project is closed and then destroy 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.