The URL can be used to link to this page

Browse Search

Home My WebLink About20240528.tiffRESOLUTION RE: APPROVE ADOPTING THE WELD COUNTY DATA RETENTION SCHEDULE WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board of County Commissioners of the County of Weld has appointed the Chief Information Officer to prepare and submit a Data Retention Schedule, and WHEREAS, the Chief Information Officer has submitted the Data Retention Schedule to this governing body for its consideration, a copy of which is attached hereto and incorporated herein by reference as submitted, amended, and summarized in Exhibit "A," and WHEREAS, after review, the Board deems it advisable to approve and adopt said data retention schedule. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Data Retention Schedule as submitted, amended, and summarized in Exhibit "A," a copy of which is attached hereto and incorporated herein by reference, be, and hereby, is approved and adopted. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 4th day of March, A.D., 2024. BOARD OF COUNTY COMMISSIONERS ATTEST: dmedfdio�� Weld County Clerk to the Board BY: a • t IJa to Uc Deputy Clerk to the Board APP' •' ED O F County , orney Date of signature: Bill) 24 WELD COU K Perry L. Bu�tc, Pro-Tem Mike Freeman Sco K. James e cc:13occ. (KF), AD(RR) c113 CEO o3 /15(24 2024-0528 BC0057 Weld County Retention Schedule PREFACE Pursuant to Article XIV, Section 16(1) of the Colorado Constitution, the registered electors of each county of the state of Colorado are vested with the authority to enact a home rule charter establishing the organization and structure of county government. The Weld County Home Rule Charter ("Charter") was adopted by Weld County's registered electors on September 9, 1975, and became effective January 1, 1976. Charter Section 3-8(4)(b) authorizes the Board of County Commissioners of Weld County to: "Enact legislation including such means of enforcement thereof as shall be authorized by law, and otherwise formally promulgate county policy." The Board's formal policy regarding retention and/or destruction of records held by Weld County's departments and offices, as stated herein, is promulgated pursuant to the singular authority of the Board of County Commissioners, granted by and through Charter Section 3-8(4)(b), and is not subject to revision, override, preemption or review by the Department of Personnel of the State of Colorado, under the provisions of Title 24, Article 80, Part 1 of the Colorado Revised Statutes. The retention schedules set forth herein are guidelines, only. Weld County makes no representations, guarantees or warranties regarding an individual department's or office's adherence to such retention schedules. The records retention schedule will apply to the record copy, regardless of how it is stored (electronic, microfilm, digital image, paper, audio or video recording, etc.). For permanent records that are stored in electronic format, the storage system used has the capability to allow for these records to be migrated to the next generation of technology. RETENTION PERIODS Retention periods are based on legal requirements and/or on common usage and industry standards to meet typical administrative, operational or reference requirements. The retention time period indicates the minimum length of time that the record copy should be retained before disposal can take place. Typically, some kind of approval process is in place to authorize the destruction of records in accordance with the Records Retention Schedule. Records are evaluated for continuing legal, fiscal, administrative or historical value to determine whether they are the subject of any legal holds before being destroyed. It is permissible to either destroy obsolete records at the end of the retention period or to wait until the end of the year the records become eligible for destruction. NON -RECORDS Guidelines for identification and handling of some non -records are discussed in APPENDIX A — NON - RECORDS. NO RECORD THAT IS ELIGIBLE FOR DESTRUCTION UNDER THE RETENTION SCHEDULE CAN BE DESTROYED IF IT IS PERTINENT TO ANY ANTICIPATED, CURRENT OR PENDING LITIGATION, CLAIM OR AUDIT OR THE SUBJECT OF A LEGAL HOLD. Weld County Retention Schedule TABLE OF CONTENTS PREFACE TABLE OF CONTENTS SECTION 01 ASSESSOR RECORDS SECTION 02 - BOARD, COMMISSION, AND AUTHORITY RECORDS SECTION 03 - BUILDING AND INSPECTION RECORDS SECTION 04 - CLERK AND RECORDER - ELECTION AND VOTER REGISTRATION RECORDS SECTION 05 - CLERK AND RECORDER - MOTOR VEHICLE AND LICENSING RECORDS SECTION 06 - CLERK AND RECORDER - RECORDING RECORDS SECTION 07 - CLERK TO THE BOARD RECORDS SECTION 08 CORONER RECORDS SECTION 09 - COUNTY ATTORNEY RECORDS SECTION 10 - CSU EXTENSION RECORDS SECTION 11- DEPARTMENT OF HUMAN SERVICES RECORDS SECTION 12 - DISTRICT ATTORNEY RECORDS SECTION 13 - EMERGENCY MANAGEMENT RECORDS SECTION 14 - FACILITIES RECORDS SECTION 15 - FLEET AND EQUIPMENT RECORDS SECTION 16 - FINANCIAL RECORDS SECTION 17 - GENERAL RECORDS SECTION 18 - INFORMATION TECHNOLOGY RECORDS SECTION 19 - JUSTICE SERVICES DEPARTMENT RECORDS SECTION 20 - OIL AND GAS ENERGY RECORDS SECTION 21- PAYROLL RECORDS SECTION 22 - PERSONNEL RECORDS SECTION 23 - PLANNING, ZONING, AND LAND USE RECORDS SECTION 24 - PUBLIC HEALTH AND ENVIRONMENT RECORDS -ENVIRONMENTAL HEALTH SERVICES SECTION 25 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - FISCAL & ADMINISTRATIVE SERVICES Weld County Retention Schedule SECTION 26 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - HEALTH EDUCATION, COMMUNICATION, AND PLANNING SECTION 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - PUBLIC HEALTH SERVICES SECTION 28 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - VITAL RECORDS SECTION 29 - PUBLIC SAFETY COMMUNICATIONS RECORDS SECTION 30 - PUBLIC TRUSTEE RECORDS SECTION 31- PUBLIC WORKS RECORDS SECTION 32 - RISK MANAGEMENT RECORDS SECTION 33 - SHERIFF'S RECORDS SCHEDULE 01- ANIMAL CONTROL SCHEDULE 02 -CIVIL SCHEDULE 03 - COMMUNICATIONS SCHEDULE 04 - COMMUNITY SERVICE SCHEDULE 05 - DETENTION -JAIL SCHEDULE 06 - EMERGENCY MANAGEMENT SCHEDULE 07 - EVIDENCE AND LABORATORY SCHEDULE 08 FLEET SCHEDULE 09 - INTERNAL AFFAIRS SCHEDULE 10 - PATROL SCHEDULE 11- RECORDS AND ADMINISTRATION SCHEDULE 12 - RECRUITMENT AND TRAINING SCHEDULE 13 - VICTIMS' SERVICE SCHEDULE 14 - WARRANTS SECTION 34 - TREASURER RECORDS APPENDIX A - NON -RECORDS SECTION the Assessors' 01- retention of 1-C, the ASSESSOR state Reference schedule Library is a the RECORDS set Weld of Volume recommendations County of 2 Retention Property - Administrative Schedule that were and and developed Assessment county assessors. through Procedures the schedule Manual, is records Records from The cooperation Addendum archivist, Retention. Division - Taxation, The • • • The electronic, Unless the should No anticipated, duplicate record minimum otherwise not that microfilm, be current retention copy retained is specified eligible custodian or etc.). longer pending period for in destruction this provided than applies litigation, retention the General to they record the under claim schedule, record have copy. the or Instructions no audit retention copy duplicate further regardless or the administrative schedule subject copies of the can of may storage a be legal be or destroyed destroyed other hold. format value. if for the at it is the Duplicate pertinent record discretion (paper, copies to of any DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION NOTICE OF VALUATION Real Property Notice of Valuation Division of Property Taxation NOV-181 Assessor 6 years + current Personal Valuation Property Notice of Division of Property Taxation NOV-185 Assessor 6 years + current Oil Notice and Gas of Valuation Leaseholds and Lands Division of Property Taxation NOV-186 Assessor 6 years + current Producing Valuation Mines Notice of Division of Property Taxation NOV-187 Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION PROTEST Real Property Protest Form Division of Property Taxation PR -212 Assessor 6 years + current Personal Property Protest Form Division of Property Taxation PR -213 Assessor 6 years + current Oil Protest and Gas Leaseholds Form and Lands Division of Property Taxation PR -217 Assessor 6 years + current Producing Mines Protest Form Division of Property Taxation PR -218 Assessor 6 years + current Written Valuation Taxpayer Protests of N/A N/A Assessor 6 years + current Disposition and Register of Protests Division of Property Taxation PR -211 Assessor County Equalization Board (CBOE) of 6 years + current Personal Inquiry Record Division of Property Taxation PR -210 Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION NOTICE OF DETERMINATION Notice of Determination Division of Property Taxation PR -207 Assessor 6 years + current Oil Notice and Gas of Leaseholds Determination and Lands Division of Property Taxation PR -208 Assessor 6 years + current Producing Determination Mines Notice of Division of Property Taxation PR -209 Assessor 6 years + current SECTION 01- ASSESSOR RECORDS 01-1 DESCRIPTION OR FORM TITLE ENTITY Weld County Retention FORM Schedule OR REPORT CUSTODIAN RETENTION SPECIAL NOTICE OF VALUATION Real Valuation Property Special Notice of Division of Property Taxation NOV-189 Assessor 6 years + current Personal Valuation Property Special Notice of Division of Property Taxation NOV-190 Assessor 6 years + current Oil Special and Gas Leaseholds Notice of Valuation and Lands Division of Property Taxation NOV-191 Assessor 6 years + current Producing Valuation Mines Special Notice of Division of Property Taxation NOV-192 Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION SPECIAL PROTEST Real Property Special Protest Form Protest PR -214 Assessor 6 years + current Personal Form Property Special Protest Protest PR -215 Assessor 6 years + current Oil Special and Gas Leaseholds Protest Form and Lands Protest PR -219 Assessor 6 years + current Producing Form Mines Special Protest Protest PR- 219 Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION SPECIAL DETERMINATION NOTICE OF Special Notice of Determination Protest PR -216 Assessor 6 years + current Oil Special and Gas Notice Leaseholds of Determination and Lands Protest PR -221 Assessor 6 years + current Producing Determination Mines Special Notice of Protest PR -222 Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION ABATEMENTS Petition Taxes (1 for Abatement -year) or Refund of Division of Property Taxation 920 Assessor 2 years + current Petition for Abatement Taxes (2 -year) or Refund of Division of Property Taxation 920 Assessor 2 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION ORDERS Board Orders of Assessment Appeals Board of Assessment Appeals N/A Assessor County Attorney 6 years + current Court decisions and orders N/A N/A Assessor County Attorney 6 years + current Reports the (CBOE) of County Valuation Board of and Equalization Protest for County N/A Assessor County Equalization Board (CBOE) of 6 years + current SECTION 01- ASSESSOR RECORDS 01-2 DESCRIPTION OR FORM TITLE ENTITY Weld County Retention FORM Schedule OR REPORT CUSTODIAN RETENTION NOTICES j Notice Equalization Owner or Classification from Regarding County (CBOE) Change Board to Property of in Value County Board of Equalization N/A Assessor County Equalization Board (CBOE) of 6 years + current Statutory (clippings newspaper and receipt notifications of payment) N/A N/A Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION [ I REAL PROPERTY Agricultural Division of Property Taxation AR -400 & AR -400A Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION I APPRAISAL RECORDS Coal Division of Property Taxation AR- 611 Assessor 6 years + current Commercial Division of Property Taxation AR -210 Assessor 6 years + current Commercial service station Division of Property Taxation AR -216 Assessor 6 years + current Earth or stone products Division of Property Taxation AR -614 Assessor 6 years + current Manufactured home Division of Property Taxation AR -102 Assessor 6 years + current Residential property Division of Property Taxation AR -101 Assessor 6 years + current Supplemental property Division of Property Taxation AR -211 & 211A Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION PERSONAL PROPERTY APPRAISAL Works of Art Statement County N/A Assessor 6 years + current Rotary Drill Apportionments Rig Log and County N/A Assessor 6 years + current Mobile List Equipment Apportionment County N/A Assessor 6 years + current Personal Property Appraisal Record Division of Property Taxation AR -290 Assessor 6 years + current Taxpayer Extension Request County N/A Assessor 1 year + current Moveable of Ad Valorem Equipment Certification Taxation Division of Property Taxation 301 Assessor Current year only Correspondence appraisal of related personal property to N/A N/A Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION DECLARATION SCHEDULES All Personal Property Division of Property Taxation DS -056 Assessor 6 years + current Coal Division of Property Taxation DS -618 Assessor 6 years + current Earth or Stone Division of Property Taxation DS -648 Assessor 6 years + current Oil and Gas Division of Property Taxation DS -658 Assessor 6 years + current Producing Mines Division of Property Taxation DS -628 Assessor 1 6 years + current Residential Division of Property Taxation DS -155 Assessor 6 years + current SECTION 01- ASSESSOR RECORDS 01-3 DESCRIPTION OR FORM TITLE ENTITY Weld County Retention FORM Schedule OR REPORT CUSTODIAN RETENTION SENIOR EXEMPTION Property Tax Exemption for Seniors Division of Property Taxation Short Long Form Form Assessor Destroy current exemption removed after 6 years + year DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION DISABLED VETERAN EXEMPTION Property for Qualifying Tax Exemption Disabled Application Veterans Division of Property Taxation Veteran Spouse Form Form Assessor Destroy current exemption removed after 6 years + year DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION0 MASTER PROPERTY RECORDS Agriculture Division of Property Taxation MP4000 Assessor 6 years + current Commercial Division of Property Taxation MP2000 Assessor 6 years + current Industrial Division of Property Taxation MP3000 Assessor 6 years + current Natural Resources Division of Property Taxation MP5000 Assessor 6 years + current Oil and Gas Division of Property Taxation MP7000 Assessor 6 years + current Producing Mines Division of Property Taxation MP6000 Assessor 6 years + current Residential Division of Property Taxation MP1000 Assessor 6 years + current Vacant Division of Property Taxation l MP0000 Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION I QUESTIONNAIRES Real Property Questionnaire Assessor 6 years + current Personal Property Questionnaire Assessor 6 years + current Agricultural Land Questionnaire Division of Property Taxation N/A Assessor 6 years or + current permanent Supplemental Questionnaire I r Assessor 16 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION TRANSFER DECLARATIONS L Real Property Transfer Declaration Division of Property Taxation TD -1000 Assessor 6 years + current Manufactured Declaration Home Transfer Division of Property Taxation MHTD-305 Assessor 6 years + current SECTION 01- ASSESSOR RECORDS 01-4 DESCRIPTION OR FORM TITLE ENTITY Weld County Retention FORM Schedule OR REPORT CUSTODIAN RETENTION OWNERSHIP RECORDS Out -of -State Ownership List County N/A Assessor Department Revenue of 1 year + current Address change requests County N/A Assessor 1 year + current Aerial photographs County N/A Assessor Until superseded Block and plat books County N/A Assessor Permanent Index to ownership of mining claims County N/A Assessor Permanent Index to ownership of wells County N/A Assessor 1 year + current Parcel identification maps County N/A Assessor Until superseded Real property cadastral card Division of Property Taxation RSCP50 Assessor 6 years + current Sales verification forms County N/A Assessor 6 years + current Sales maps County N/A Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION � MARKET DATA WORKSHEETS Master List County N/A Assessor 6 years + current Qualified List County N/A Assessor 6 years + current Qualified/Verified List County N/A [ Assessor 6 years + current Out List County N/A Assessor 6 years + current Market Analysis Spreadsheet County N/A Assessor 6 years + current Sales Comparison Grid County N/A Assessor 6 years + current Scatter Diagram for Depreciation County N/A Assessor 6 years + current Depreciation Tables County N/A Assessor 6 years + current Cost Manuals Varies N/A Assessor Until superseded Income/Expense Interview Forms County N/A Assessor 6 years + current Income Approach Forms County N/A Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION ASSESSORS' REFERENCE LIBRARY Administrative Procedures Manual and Assessment (Vol. 2) Division of Property Taxation ARL, Vol. 2 Division of Taxation Property Until superseded Real (Vol. Property 3) Valuation Manual Division of Property Taxation ARL, Vol. 3 r Division of Taxation Property Until superseded Personal (Vol. 5) Property Valuation Manual Division of Property Taxation ARL, Vol. 5 Division of Taxation Property Until superseded Annual the General Report to the Assembly Governor and Division of Property Taxation N/A Division of Taxation Property Permanent Special Mobile Machinery Manual Division of Property Taxation AH-538 Division of Taxation Property Permanent DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION DIVISION NOTICES Division Bulletins and yearly recap Division of Property Taxation N/A Division of Taxation Property Permanent SECTION 01- ASSESSOR RECORDS 01-5 DESCRIPTION OR FORM TITLE ENTITY Weld County Retention FORM Schedule OR REPORT CUSTODIAN RETENTION ADMINISTRATIVE REPORTS Abstract the of SBOE) Assessment (certified by Division of Property Taxation 101AR Taxation Assessor Division of Property 6 years + current Certification Report of Levies and Revenue Division of Property Taxation 3-CLR-01 Taxation Assessor Division of Property 6 years + current Certification Entities of Valuation to Taxing County DLG 57 _ Taxation Assessor Division of Property 6 years + current Tax Roll County N/A Treasurer Assessor Permanent DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION MISCELLANEOUS REPORTS Notice boundary descriptions of new changes and special (includes maps) districts or legal Division of Local Government N/A Assessor Permanent Property tax revenue limit Division of Local Government DLG 53 Division of Government Local 6 years + current Public calculation authorities) disclosure (law mill enforcement levy County N/A Assessor 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN 1 RETENTION t STATE ASSESSED Final County Notice of Apportionment Valuation and N/A N/A Taxation Division of Property 6 years + current DESCRIPTION OR FORM TITLE ENTITY FORM OR REPORT CUSTODIAN RETENTION EXEMPTIONS Application Charitable/School for Exemption Purposes - Division of Property Taxation 901-A Taxation Division of Property Permanent Application Religious for Purposes Exemption - Division of Property Taxation 901-B Taxation Division of Property Permanent Exempt Property Reports Division of Property Taxation 970 Taxation Division of Property Permanent Owner's Occupancy Report Division of Property Taxation N/A Taxation Division of Property Permanent Income Declaration of Residence Status and Division of Property Taxation N/A Taxation Division of Property Permanent General properties correspondence for exempt Division of Property Taxation N/A Taxation Division of Property Permanent Master Property List Taxation (Printed for by Division each of county) Division of Property Taxation 900 Taxation Division of Property Permanent SECTION 01- ASSESSOR RECORDS 01-6 DESCRIPTION OR FORM TITLE ENTITY Weld County Retention FORM Schedule OR REPORT CUSTODIAN RETENTION MISCELLANEOUS Memo Equalization Value to or Classification County Requesting Board of Change in County N/A Assessor 6 years + current Correspondence administrative related remedies to N/A N/A Assessor 6 years + current Sheep (County Owners predatory & License animal Fee List control) County N/A Assessor 1 year + current Tax Calculations Increment and Financing Documentation N/A N/A Assessor 6 years ends after TIF SECTION 01- ASSESSOR RECORDS 01-7 Weld County Retention Schedule SECTION 02 - BOARD, COMMISSION, AND AUTHORITY RECORDS Records common to all County boards, commissions, and authorities. General Instructions • The minimum retention period applies to the record copy regardless of the storage format for the record (paper, electronic, microfilm, etc.). • Unless otherwise specified in this retention schedule, duplicate copies may be destroyed at the discretion of the duplicate copy custodian provided they have no further administrative or other value. Duplicate copies should not be retained longer than the record copy. • No record that is eligible for destruction under the retention schedule can be destroyed if it is pertinent to any anticipated, current or pending litigation, claim or audit or the subject of a legal hold. CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.010 AGENDAS SUPPORTING DOCUMENTATION AND locations items Listings members regularly emergency committee entities. documentation such and documentation rationale recommendations, background history presented for a as other decision. to showing agenda of be scheduled, Supporting of of supporting for agenda to discussed public meetings information official appointed staff the includes item explaining date, items appointed meetings meetings special, presenting of summaries time by entities appointed being material or and the the and and or entity at at Department Providing Administrative Support Permanent Duplicate Until over Copies: meeting is CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.020 APPOINTMENT RESIGNATION AND RECORDS including Records by Commissioners resignations recruitment the of Board applications, appointments from, information, of County to, and the made entity, etc. Clerk See 07.55O Board Resolutions also to the Section Clerk Records Board to the 1 after year + end current of service — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.030 BYLAWS Documents to the governing set operation adopted out guidelines board. of the by the regarding entity's entity Department Providing Administrative Support Permanent SECTION 02 - BOARD, COMMISSION, AND AUTHORITY RECORDS 02-1 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.040 COMMITTEE RECORDS Records established relating by appointed to committees entities. Department Providing Administrative Support Follow period for records parent (i.e., Supporting Documentation, Meeting Packets, comparable Agendas the established entity of Records, etc.) retention the and CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.050 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. of and a general See General Correspondence and Documentation Section General Records 17.110 - CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.060 GOALS, POLICY PLANS AGENDAS AND Formally work established plans adopted or by policy the strategic agendas entity. plans, Department Providing Administrative Support Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.070 MEMBER RECORDS. A. Lists of Members Department Providing Administrative Support Retain unless historical for needed 10 reasons years for B. Oaths of Office Oaths upon taken taking office. by appointed officials Department Providing Administrative Support Term of + 1 year office CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.080 MEETING RECORDS A. Meeting Notes Handwritten to create or other minutes. notes used Department Providing Administrative Support Until approved notes transcribed minutes are or are until B. Minutes Documentation and Supporting The of meetings documentation other minutes. official regular, material and record special all referenced such of and supporting as proceedings emergency exhibits in the or Department Providing Administrative Support Permanent 02 - BOARD, COMMISSION, AND AUTHORITY RECORDS 02-2 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.080 MEETING RECORDS C. Notices of Meetings Department Providing Administrative Support See 17.210 Records Meetings also Section — General Notices of 1 year + current — D. Recordings of Meetings for for Audio official or transcripts use public or video meetings in preparing information. of recordings typically the the meeting of made minutes or Department Providing Administrative Support Executive 90 meeting Open 6 approval minutes Study 6 meeting days months months Sessions: Meetings: Sessions: after after of after the CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.090 PACKETS TO APPOINTED - CONVENIENCE DISTRIBUTED ENTITIES COPIES Convenience information distributed board, informational including correspondence, review, memos, commission copies agenda etc. to periodically copies members purposes, of material, minutes of or entity batches of typically for staff the for of Department Providing Administrative Support See 02.010 and Documentation (above) also Supporting Section Agendas 3 years + current — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.100 RECOMMENDATIONS governing rendered decision Written recommendations -making in body an or advisory capacity. other to the entities or Department Providing Administrative Support 2 provided recommendation reflected entity's minutes provided recommendations that historical value permanently years have are + current, the in meeting and enduring or retained the policy is 02 - BOARD, COMMISSION, AND AUTHORITY RECORDS 02-3 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 02.110 REPORTS Written operations appointed reports regarding or activities entity. of the the Department Providing Administrative Annual Reports: Permanent Support Monthly Reports: information incorporated 1 provided annual Quarterly Weekly year + report current, Reports: is or into information incorporated 2 provided annual years + report current, is into SECTION 02 - BOARD, COMMISSION, AND AUTHORITY RECORDS 02-4 relating 03 BUILDING structures and AND buildings Weld County INSPECTION and the Retention construction Schedule RECORDS and inspection functions of the SECTION - to Records County. permit • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not specified copy is eligible current microfilm, be custodian retained period for or in destruction pending etc.). this longer applies provided retention General than litigation, to the they the under schedule, record claim have record the Instructions retention copy no copy. or duplicate further audit regardless or administrative schedule the copies subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.010 BUILDING APPEALS BOARD OF RECORDS A. Board Case Files Records appeals regarding provisions, of with etc. the building building pertaining heard interpretations administrative code by official, the to requirements, cases board of actions compliance or code Building See — Investigation Section Inspection 03.120 Files 20 years + current (below) B. Board Operation Records Agendas, minutes, recordings, etc. See Board, and Records Section Authority Commission 02 — C. Transcripts Verbatim proceedings. transcripts of Board Building Inspection 20 years + current 03 - BUILDING AND INSPECTION RECORDS 03-1 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.020 BUILDING SUPPORTING DOCUMENTATION PERMITS AND includes Records structure building permits, roofing Supporting the applicant, permits, relating permits, permits, mechanical documents documentation to sign soils electrical such reports, building permits, permits, submitted as and etc. etc. by Building Inspection 120 Days Sec. 29-3-190 A. Building Supporting Documentation Permits and including: installations; Permits authorize related Decks; Garages, (heating, conditioning) residential construction; Pools remodels; additions; building and Electrical issued activities barns, ventilation permits. and Basement spas; and Re Tenant systems; -roofs; Other allow Plumbing by systems; sheds; commercial Renovations to the finishes; proceed, types construction- finishes; and Residential County HVAC New systems; air of Trailer to and Building Inspection Commercial Permanent Residential 180 days — — B. Demolition Supporting Documentation Permits and Permits authorize demolition structures issued and of to proceed. by allow buildings the County to permanent or Building Inspection 180 demolition days after C. Driveway Supporting Documentation Permits and Records access, building space to issuance for of building materials wildfire evaluation of a site and mitigation building location, of defensible driveway permit. prior Building Inspection Permanent D. Fees — Building Permit Records of fees, collected time permits. building of parkland application relating by permit the to fees County fees, for the and collection impact other at building the fees See 16.030 Records Receivable and Financial Fee Section 16.110 Schedules — Financial — Accounts Records Records — — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.030 CERTIFICATES OCCUPANCY SUPPORTING DOCUMENTATION OF AND Documents after activity that have building occupied the all been is minimum issued permitted completed met or structure and used. before requirements by construction the as can the evidence County be Building Inspection Permanent residential commercial and for both 03 - BUILDING AND INSPECTION RECORDS 03-2 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.040 CODES REFERENCE ADOPTED BY including Building reference Building Residential Fire Code, Code, etc. Code, International National codes the Code, by Code, International the International adopted International Electrical County, International Fuel by Plumbing Gas Code, Building Inspection Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.050 CONSTRUCTION DRAWINGS AND PLANS Blueprints, specifications plans review documentation contractors applying submitted as drawings, supporting for or a or owners building site for by County building plans, and when permit. plot Building Inspection Residential 180 days Commercial 180 days — — A. Nonresidential industrial Drawings built) for buildings, structures. a submitted building and or or apartment plans permit commercial, (final by those for or applying public as- Building Inspection Permit Permanent Permit Approved: 180 submittal days Approved: Not after B. Residential Drawings built) for residential a submitted building and or plans permit modular by those (final for structures. or applying as- Building Inspection Permit 180 completion project directed adopted International Residential (IRC) Permit Approved: 180 drawings have submitted days days Approved: been or Not after by after and of as the Code the plans 03 - BUILDING AND INSPECTION RECORDS 03-3 SECTION Weld County Retention Schedule CODE TITLE I DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.060 CONTRACTOR AND RECORDS REGISTRATION LICENSING installation Licenses documentation to to contractors, types documentation applications, Presence, exemption compensation certificates contractors do business of and systems. statements or from of supporting to as or work Certificates requirements, insurance. for contractors includes State authorize builders, Supporting licenses on of specific workers' of general issued them for Lawful Building Inspection 6 after expiration years license + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.070 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general general See — General Correspondence Section General Inspection Records 17.110 — and Documentation Building CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.080 FINANCIAL RECORDS See Section Financial 16 — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.090 GRANTS SUPPORTING DOCUMENTATION AND See — Section Financial Grant Records 16.150 Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.100 HISTORIC RECORDS PRESERVATION See — General Historical Section 17.150 Records and — Organizational Records 03 - BUILDING AND INSPECTION RECORDS 03-4 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.110 INSPECTION RECORDS A. Inspection Building Supporting Documentation and Reports Structure and Records inspections its compliance construction, mechanical with mechanical County, other standards also structure general, proof agents building, includes adopted roll of uniform such to adopted inspection inspections, final done determine of and requirements electrical, other as building fire, on other model inlet by codes -site plumbing, by building the reports inspections, systems building the etc. the plumbing, and County of County; all and in the or Building Inspection inspections Passed and Permanent — Failed: B. Drainage, Sediment Building Supporting Documentation Erosion Control Inspections and (DESC) and Records performed Family relating DESC under program. to the inspections Single - Building Inspection Permanent C. Inspection Elevator and Records Escalator inspections Records County's of jurisdiction. elevator by DRCOG and escalator within the Building Note: responsible retention DRCOG Inspection is for Copies County Until the or needed reference next until superseded Retained Reference: inspection no longer for for by CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.120 INVESTIGATION FILES including inspections, Documentation to building records, work compliance orders, and complaints, notices other etc. photographs, of violations of cases codes, violations, hearing related of stop Building See 03.010 Board Records also — Inspection Section Building Appeals (above) 20 years + current of CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.130 PAYROLL PERSONNEL AND RECORDS See — Payroll Personnel Section Section Records 21 22 Records and — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 03.140 REGISTERS (1976-1985) AND LEDGERS Record computer providing building register the permits. issuance books, permits. may printouts a listing be of ledgers the older of The that only all building or issued permit are record kept of Building Inspection Permanent 03 - BUILDING AND INSPECTION RECORDS 03-5 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION 1 REFERENCE 03.150 REPORTS ACTIVITY BUILDING Summary statistical building annual compiled Bureau, and track basis, activity used housing compilations for building including the to reports on U.S. monitor trends. a monthly reports Census tracking and growth or Building Inspection Annual Compilations: Permanent Monthly 1 year + Reports and Reports: current — SECTION 03 - BUILDING AND INSPECTION RECORDS 03-6 Weld County Retention Schedule SECTION 04 - CLERK AND RECORDER - ELECTION AND VOTER REGISTRATION RECORDS Records documenting the registration of voters and the conduct, administration, and results of county elections. Contested Elections Destruction of nonpermanent election records is authorized at the end of the specified minimum retention period provided the election is not contested. if the election is contested, all pertinent election records must be retained until the contest has been finally resolved and all rights to appeal have expired. General Instructions • The minimum retention period applies to the record copy regardless of the storage format for the record (paper, electronic, microfilm, etc.). • Unless otherwise specified in this retention schedule, duplicate copies may be destroyed at the discretion of the duplicate copy custodian provided they have no further administrative or other value. Duplicate copies should not be retained longer than the record copy. • No record that is eligible for destruction under the retention schedule can be destroyed if it is pertinent to any anticipated, current or pending litigation, claim or audit or the subject of a legal hold. CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.010 AGREEMENTS, CONTRACTS SUPPORTING DOCUMENTATION AND Inter equipment agreements, -Government Agreements, contracts, vendor etc. See — General Agreements, Section 17.040 Records and — Contracts Supporting Documentation CODE TITLE I DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.020 BALLOT COMMENTS ISSUE Written persons County summarized notice electors comments election mailed eligible pursuant in the to to that registered vote to received ballot TABOR. in the are to issue from I be Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS Retention period specified CRS 1-7-901: 1-7-802 not SECTION 04 - CLERK AND RECORDER - ELECTION AND VOTER REGISTRATION RECORDS 04-1 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.030 BALLOTS / BALLOT STUBS that The candidates, ballot eligible at early, replacement, mailed office ballot and an official are including questions election, defective, as elections, elector unused, and undeliverable ballot ballot returned including provisional ballot is upon voted, spoiled, V-VPAT showing issues entitled by stubs. which in absentee, and to ballots rejected, or post mail records, all an vote Elections Voted 25 election time which would any proceedings, whichever Unused After challenge election months contest has the the Ballots: be or expired record needed is Ballots: time to has after until later the passed for the for in a CRS CRS 1-7-801 1-7-802 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.040 CAMPAIGN AND PAPER STATEMENTS AND REPORTS ELECTRONIC — A. Candidate Affidavits Affidavits 110 office a candidate Campaign candidate, to within be required filed is Practices familiar 10 certifying by days candidates by of with Act. CRS that becoming the 1- the 45- for Fair Elections only — County least Elected 1 termination and after candidate office Unsuccessful Candidates: 1 termination or date affidavit year year defeat at of the 1 after least after year filing Candidates: elected leaves and filing filing from report 1 year report at of of of CRS 112(1)(b) 1-45- SECTION 04 - CLERK AND RECORDER - ELECTION AND VOTER REGISTRATION RECORDS 04-2 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.040 CAMPAIGN AND PAPER STATEMENTS AND REPORTS ELECTRONIC — B. Committee Statements of Organization Statements registration election CRS 1-45-108. made of committees, various regarding types required the of by Secretary of State least Elected Committees: 1 termination and after candidate office Unsuccessful Candidate Committees: 1 termination or filing Issue 1 termination and from affidavit year year defeat year at at elected 1 of Committees: date after least after year after least Candidate affidavit and leaves of filing report 1 filing report from filing report 1 filing year at year of of of of CRS 112(1)(b) 1 -45 - C. Complaints Correspondence to Noncompliance and Relating Complaints County, failure campaign notices the violation reporting Secretary notifications to of fully reporting complaints of laws. received of the comply State campaign laws, by issued with filed alleging the and the with for Secretary of State 1 year resolution after final CRS 112(1)(b) 1 -45 - SECTION 04 - CLERK AND RECORDER - ELECTION AND VOTER REGISTRATION RECORDS 04-3 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.040 CAMPAIGN AND PAPER STATEMENTS AND REPORTS ELECTRONIC — D. Contribution Expenditure and Reports Reports expenditures provisions 45 candidates, expenditures, committees. for elected of contributions of independent required CRS and and Title defeated issues and under 1, Article the Secretary of State Independent Issue Elected Committees: 1 termination and after candidate office Unsuccessful Candidate Committees: 1 termination and from report Expenditures: 1 termination and from statement 1 termination and from report Unsuccessful Candidate Committee: 1 termination or outstanding expenditures) at filing year year year year year defeat least at at at at elected date date Committee: date of after least after least after least after least after Candidate (if 1 year affidavit leaves of of of Without filing report 1 filing report 1 filing filing report 1 filing filing report 1 filing filing report no year year year year and from of of of of of of of of CRS 112(1)(b) 1 -45 - SECTION 04 - CLERK AND RECORDER - ELECTION AND VOTER REGISTRATION RECORDS 04-4 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.050 CANVASS ABSTRACT RECORDS OF VOTES & A. Abstracts of Election Official with Recorder the election results County Clerk recorded and Elections Permanent B. Canvass Records Statements Ballot of logs ballots Elections Unofficial Preliminary Results: after until expired the needed contest proceedings, whichever Final of Permanent record Election the time Certification for in 25 election months has which would any is Results: Election later or be CRS 1-7-802 C. Certificates of Election Official to each election district results certified Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 D. Tally Lists Worksheets or official election cast opened prepared at the for to and use keep time included by read. the of the track ballots election in judges of are poll votes books of Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 E. Tabulation Test Results Records tabulation and/or tabulation after of testing equipment of the ballots. of machine the prior to Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-5 SECTION ELECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.060 CONTESTED RECORDS - ELECTION RECOUNTS All the contested. election election records that is pertaining to being Elections If contested, pertinent records 25 the been resolved rights have Note: Abstract Certificates permanent the months contest election finally to expired Amended for and appeal of election retain at and has Votes/ are records. least all is until all CRS 103 No period specified CRS 1 Recounts: retention 1-7-802 -10.5 - CODE TITLE DESCRIPTION CUSTODIAN RETENTION r REFERENCE 04.070 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. of and a general See — General Correspondence Section General Records 17.110 Note: correspondence sets be permanent, are months schedule considered subject policy Unless retention and records to may 25 - CRS 1-7-802 — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.080 ELECTION FILES Files each election. containing County -administered the records for Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 A. Candidate Acceptance/Withdrawals Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 B. Designation by Assembly Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CR$ 1-7-802 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-6 SECTION ELECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.080 ELECTION FILES C. Candidate Petitions See Petition Elections Section Records (below) 04.190 — 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 D. Other address candidate records, (certifications, signoffs, fingerprint etc.) Includes certified coroner and results fingerprints addressing by reports, district(s), records sheriff or etc. receipts & Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CR$ 1-7-802 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.090 ELECTION RECORDS JUDGE A. Acceptances to Serve commitment judge, election. Written alternate acceptance to serve judge of as election or clerk of Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 B. Expense Statements Statement judges documentation and of supporting expenses such of as receipts. election Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 C. Instructions election of Written election. instructions judges issued regarding conduct to Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 D. Internet Checks Criminal History See — Internet Section Checks 22 Criminal 04.140 History (below) Section Personnel — Records 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-7 SECTION ELECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.090 ELECTION RECORDS JUDGE E. Lists of Election Judges Listings official alternates telephone Party Caucus prepared of election names, numbers, Lists. by judges addresses the Political election and and Elections For Elections: months election time which would any proceedings, whichever Database: superseded Specific contest has the after be 25 or expired record needed is until Until the later for in CRS 1-7-802 F. Receipts, Forms, Accounting etc. Receipts, supplies, from etc. precincts, ballot statement box receipts, of accounting ballots forms, Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 G. Judges Statements Oaths & Receipts supplies, from precincts, for statement ballot etc. boxes of ballots and See — Oaths Section & Affidavits 04.170 (below) CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.100 ELECTIONS COMMISSIONS RECORDS / PANEL Documents Elections responsibilities, supporting Commissions documentation, associated i.e., grievances, with / Panel etc. See Board, and Records Section Authority Commission 02 - CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.110 EQUIPMENT RECORDS A. Component Maintenance Conditions and Records, for Use, etc. including Detailed component used make, hardware, release acquisition, services, upkeep dates services. in model, of County number, and records the repairs, performance software of description version manufacturer, serial any elections, for date maintenance, each voting number, version updates, of of of system such or Elections Life of equipment CRS No period specified CRS Secretary State 1-7-513: retention 1-7-802 Rule of B. Contracts Equipment for Election See — General Agreements, Section 17.040 Records and Secretary State Rule of — Contracts Supporting Documentation 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-8 SECTION ELECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.110 EQUIPMENT RECORDS C. Internet Checks Employees Criminal - Vendor History See — Internet Section Checks 04.140 Criminal History (below) D. Performance Bond Updates Bonds and Bonds vendors Secretary posted and of State. proof by equipment of posting with 1 Secretary of State last 25 year has which would any proceedings, whichever Note: be election. of Responsibility State months election expired contest updated or the Bonds be until record needed Secretary Retention after for is for of time later are the each the in to Secretary State No period specified. CRS retention 1-7-802 Rule; of E. Election Equipment Specific Logs/Inventory logs/inventory Detailed election, record including of use equipment for seal specific #s, etc. Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 CODE TITLE DESCRIPTION CUSTODIAN 1 RETENTION REFERENCE 04.120 FINANCIAL RECORDS See Section Financial 16 — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.130 FORMS — ELECTION Election retained -related on SOS forms. Web Page Forms Secretary Responsibility, until superseded of State use CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.140 INTERNET HISTORY CHECKS CRIMINAL (ICHC) Requested time, contract have electromechanical or equipment; requested and have mechanical electronic equipment. electronic for part-time, County access vendors' access vote from by to vote for the to voting the the election tabulating CBI permanent employees employees voting tabulating County systems electro- for all judges systems Clerk; full- or who or who if Elections last 25 year has which would any proceedings, whichever Note: calendar to the months election expired contest first year. or the Filed be election until record needed year after for is once of time later the prior of the in per CRS Secretary State 1-7-802 Rule of 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-9 SECTION ELECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.150 MAPS ELECTION Maps district boundaries showing designations for precinct and County elections. and Information Elections Geographical Systems Secretary (SOS) Board Commissioners (BOCC) of (GIS) of County State last Until and months year has which would any proceedings, whichever election expired contest at or superseded the least after until be record needed is for 25 the of time later. the in CRS 103(3) CRS 1 -5 - 1-7-802 — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.160 NOTICES OF ELECTION issues. Copies posted, regarding the by the summaries "ballot Section State of notices published, the Constitution issue 20(3)(b) of election, comments required or notice" of mailed including required Article containing to on ballot be X of Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.170 OATHS AND AFFIDAVITS including Sworn electors by registration, election, absentee challenge vote, substitute documents. electors statements oaths or by election oaths ballots, of watchers at judges, electors of the an or elector's watchers affidavits time at made officials, and requesting the and of time and similar by clerks right made of to of a Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.180 PAYROLL PERSONNEL AND RECORDS See Section Payroll Section Personnel Records 22 — 21 — and Records 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-10 SECTION ELECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.190 PETITION RECORDS — ELECTION A. Candidate Nomination Petitions for placement of a Elections Elected Candidates: CRS 1-4-801 et Petitions candidate's election ballot. name on a county 25 election time which would months has the be or expired record needed after until the for in seq.: retention period specified No any contest proceedings, CRS 1-4-604 whichever is later CRS 1-7-802 Unsuccessful Candidates: months election time which would any proceedings, whichever contest has the after or be expired record needed is until 25 the later for in B. Certifications of Petitions Certifications election sufficiency election official petitions. or prepared insufficiency regarding by the the of Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 C. Initiative and Petitions Referendum Petitions accordance submitted with legal by citizens in Elections Sufficient Petitions: 3 years after CRS 1-40-133 requirements placement of regarding citizen the -initiated or submission, retain except one copy of For of Secretary State: citizen -referred measures on the representative 3 years after County election ballot. pages permanently submission if Insufficient Petitions: after all appeals 3 years longer retention is no necessary have except copy representative pages been of closed, retain permanently one CRS 31-11-117 Home Refer Rule Charter: to County Home Rule Charter 04 - CLERK AND RECORDER - SECTION ELECTION AND VOTER REGISTRATION RECORDS 04-11 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.190 PETITION ELECTION RECORDS — D. Protest Records Petitions — Records submitted regarding election process of the the protest. relating -related and hearing the to the sufficiency hearings official to election petitions, protests and regarding of official protest findings Elections longer Secretary 3 submission retention Home Refer Home Other: years to after necessary Rule Rule District of if is no Charter: County Charter State: Court CRS 1-40-133 E. Recall Petitions Petitions with citizens of office. an legal elected demanding submitted requirements County in the official accordance by removal from Elections Sufficient 3 submission, retain representative pages Insufficient Petitions: after have except copy representative pages Home Refer Home years all been of to after one permanently appeals retain permanently Rule Rule Petitions: 3 County copy closed, Charter. except years one Charter: of CRS 1-4, Part 9 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.200 POLICIES, AND FOR RESOURCE ELECTIONS PROCEDURES BINDERS Reference provide regarding conducted templates formats, a etc. convenient how for notebooks and actions, an to election provide retained reference forms, was to Elections 25 election time which would any proceedings, whichever then continuing reference months contest has evaluate the be or expired record needed is value after until later, for the for in CRS 1-7-802 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-12 SECTION ELECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.210 POLLING PLACE RECORDS A. Poll Site Records Documentation site polling and place. of arrangements selection of for use as a Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS CRS 1-7-802 1-5-101 B. Poll Summaries Site Summaries, ADA Summaries experienced of at logistical polling problems sites. Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.220 RECEIPTS, AND LOGS TRACKING ACCOUNTING FORMS, Receipts tracking chain sealing statements voted, voters, the election tracking County; of spoiled, of unused forms. and forms custody election receipts, accounting and accounting documenting delivered and other for accounting transfers materials; returned similar for or to ballots the to and and Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.230 VIDEO RECORDINGS SURVEILLANCE Video used recordings for elections. of secured areas Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later. the for in CRS Secretary State 1-7-802 Rule of 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-13 SECTION ELECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.240 VOTER RECORDS REGISTRATION A. Voter Registration Forms Information Oaths applications registration, applications, change name, registration cards certificates reinstatement registration, provided or and returned of affirmations, for residence other of for federal applications forms, Cards, registration, and by and affidavit by Title voter any voter, Voter confirmation emergency postcard or other 1, change Part for papers 2. of Elections Until General after Election the next CRS Until next Election Secretary State 1-2-227: after General Rule the of B. Voter Database Registration in information, Master address, party the County affiliation, listing other of containing identifying precinct registered name, number, etc. voters Secretary of State Until superseded Help Vote America Act C. Voter Registration Lists Lists specific cancelled of voters election, eligible voter caucus lists. to vote in a lists, Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later. the for in CRS 1-7-802 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.250 VOTING RECORDS A. Absentee Voter Records in Records of voter voter applications and official absentee Mail mail applications and official and ballots. lists lists -in -in ballots, affidavits accounting of voter voter of documenting prepared prepared electors ballots. electors for for including ballots, affidavits and absentee mail for by receiving by receiving absentee oaths, the including -in the the absentee and ballots, election election casting ballots, oaths, mail - Elections 25 election time which would any proceedings. whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-14 SECTION ELECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 04.250 VOTING RECORDS B. Early Voter Forms Records of ballots, affidavits for the receiving signature at establish ballot. and the early election time accounting including documenting and ballots, early forms identity of official oaths, early ballots, signed early lists and for of voting applications prepared the early electors request voter and by casting voter voter voters to a by Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 C. Poll Books A election provisional ballots permitted machine casting paper judges are their or for electronic electors delivered to the of enter votes eligible a purpose at to voting list or an whom who kept election. or of are by Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 D. Poll Lists judges Paper registered election registrations or for provided electronic electors use in at polling to verifying lists for election the of places. voter Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later the for in CRS 1-7-802 E. Return Envelopes, Envelopes; Affidavits/ Signature Envelopes Undeliverable Provisional information Envelopes signature purposes, return election ballots. ballots or and bearing for used to identifying in return the verification by the a mail absentee voter's voter ballot to Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later. the for in CRS CRS 1-7-802 1-7.5-107 F. Voter signed Signature and unsigned Forms including Records of signed establish ballot and documenting accounting by voter voters identity signature at and for the the ballots, request polls forms casting to a Elections 25 election time which would any proceedings, whichever months contest has the be or expired record needed is after until later. the for in CRS CRS 1-7-802 1-7-110 04 - CLERK AND RECORDER - AND VOTER REGISTRATION RECORDS 04-15 SECTION ELECTION The (paper, Unless the should No any relating record duplicate anticipated, minimum otherwise not 05 electronic, that RECORDS be CLERK the current longer in destruction pending AND vehicle etc.). this provided than applies retention General the litigation, RECORDER licensing Weld to they schedule, have County record copy. the claim Instructions handled no Retention audit schedule Schedule MOTOR the copies the the may can or be of storage be VEHICLE Clerk other destroyed a and format value. hold. the is AND the pertinent discretion record copies pursuant to of to CRS SECTION 42. subject County of - - regardless by administrative or LICENSING Records • • • specified eligible microfilm, custodian motor record under the retention copy duplicate further or destroyed legal if Recorder at it Duplicate for to retention copy retained is period for or Title CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.010 AGREEMENTS, CONTRACTS SUPPORTING DOCUMENTATION AND Inter equipment agreements, -Government Agreements, contracts, vendor etc. See — General Agreements, Section 17.040 Records and — Contracts Supporting Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.020 CERTIFICATES ON MOTOR OF VEHICLES TITLE A. Applications Motor Vehicles for Title on State Division Motor Vehicle 6 years State) Exception: Unresolved application documents have the microfilm/ may months receipt and the state notification customer be been (Retained shredded after of sent for imaging the title which initial to title to by 13 B. Applications Certificate of for Title Duplicate the Duplicate Receipt submitted destroyed needed. original forms Title to title and the Request completed a has duplicate County and been and when lost title or is State Division Motor Vehicle 2 years C. Applications Motor Affidavits) Vehicle for (Trailer Title for a State Division Motor Vehicle 2 years 05 - CLERK AND RECORDER - VEHICLE AND LICENSING RECORDS 05-1 SECTION MOTOR Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.030 CHATTEL RECORDS VEHICLES MORTGAGE — MOTOR Motor Division See — Vehicle Section Security 05.150 (below) Agreements A. Chattel Motor Vehicles Mortgages Chattel motor mortgages vehicles. relating to County Vehicle Motor Division Prior 2009: extended. On 1, unless to or 2009: October 9 years after extended. October 11 years unless 1, CRS 42-6-127 — B. Indexes Chattel — Motor Vehicles County Vehicle May electronic be Motor Division retained in format Prior 2009: extended. On 1, unless to or 2009: October 9 years after extended. October 11 years unless 1, CRS 42-6-127 Mortgages C. Indexes and Mobile — Manufactured Homes County Vehicle Motor Division later 30 years, duration financing, year, whichever or of plus the one is Precedence set Historical Archives Requirements by CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.040 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. of and a general See — General Correspondence Section General Records 17.110 — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.050 FARM PLATE AFFIDAVITS Affidavit issuance stating of farm qualifications plates. for County Vehicle Motor Division 2 years Precedence set Historical Archives Requirements by CODE TITLE DESCRIPTION CUSTODIAN RETENTION _ REFERENCE 05.060 FINANCIAL RECORDS See Section Financial 16 Records — Governed each County by CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.070 LOST AFFIDAVITS AND STOLEN PLACE DR2283 Stolen completed request issued stolen. License plate Affidavits a new by license or Plates plate tab for or is lost Lost / Permits holders tab or when or to County Vehicle State Division Motor Motor Division Vehicle 2 years 7 years CLERK AND RECORDER - AND LICENSING RECORDS 05-2 SECTION 05 - MOTOR VEHICLE Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.080 MILITARY EXEMPTION Applications and supporting County Motor 2 years Precedence APPLICATIONS documentation military ownership exemption tax. relating to from specific Vehicle Division set Historical Archives by Requirements CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.090 MOTOR VEHICLE LICENSING PROCESSING RECORDS A. Batching Records County's electronic periodically copy information of to the paper State and sent Motor County Vehicle Motor Division 3 months Precedence set Historical by Vehicle Division. Archives Requirements B. Data Files Motor vehicle licensing records: County Motor Electronic: Precedence i.e., are to the paper, batched State and and Motor electronic sent Vehicle periodically records Vehicle Division 18 Microfilm months from set Historical Archives by Division, microfilm and record the State to the returns a County. State Motor Division: 10 years Vehicle Requirements July Last provided 1, date 2009: State microfiche C. End -of -Day (EOD) and Retained for DISASTER BACKUP County Motor 2 years Precedence End -of -Month (EOM) CDs purposes. Vehicle Division set by Historical Archives Requirements CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.100 PAYROLL AND See Section 21 — PERSONNEL RECORDS Payroll Records and Section 22 — Personnel Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.110 PERSONS WITH DR2219 Application for Persons County Motor 2 years Precedence DISABILITIES APPLICATIONS with and Disabilities supporting Parking documentation. Privileges Vehicle Division set Historical by State Motor Vehicle 7 years Archives Division Requirements CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.120 PLATE AND TAB Records of disposal of old tabs County Motor 2 years after Precedence INVENTORY RECORDS and license plates. Vehicle Division completion disposal of set Historical by Archives Requirements CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.130 RECORDS DISPOSITION County Motor Permanent State Archives FILES RECORDS Vehicle Division MANAGEMENT FILES CLERK AND RECORDER - SECTION 05 - MOTOR VEHICLE AND LICENSING RECORDS 05-3 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.140 REFUND RECORDS Records and issuance relating of to refunds. the processing County Vehicle Motor Division 2 years Precedence set Historical Archives Requirements by CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.150 SECURITY AGREEMENTS Filed for motor by lien vehicle holders liens. as security A. Manufactured Homes and Mobile County Vehicle Motor Division later 30 duration financing, year, years, whichever or of plus the one is B. Motor Vehicle County Vehicle Motor Division Prior 2009: 9 years extended On 1, unless to or 2009: October unless after extended 11 October years 1, CRS 42-6-127 C. Indexes and Mobile - Manufactured Homes Indexes See C. Mortgage Manufactured Mobile (above) — Section Chattel — 05.030 Records, and later 30 duration financing, year, years, whichever or of plus the one is Homes CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.160 SPECIAL MACHINERY REGISTRATION APPLICATIONS SUPPORTING DOCUMENTATION; SMM 2% MOBILE RENTAL (SMM) AND loaders, Registration such scrapers, spades, or asphalt portable concrete compressors, etc. pulled as truck and/or motor truck- backhoe, equipment scissors mixers, of driven cranes, scrapers, tar portable mounted sweepers, lifts, portable kettles, such equipment, wheel portable conveyers, truck tree as air etc., County Vehicle Motor Division 2 years Note: Vehicle 8/13/08: from years 3 Per Division changed months Motor to 2 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 05.170 SPECIALIZED APPLICATION PLATE RECORDS Submitted and for personalized Purple Guard War Reviewed customer: authorizations, discharge, supporting personalized plates. Heart plates, to and Special etc. State: plate plates, former documentation returned honorable plates, conversions, alumni Applications National Prisoner to plate of County Vehicle State Division Motor Motor Division Vehicle No frame. Note: specialized applications be State Division 7 Years retention submitted Some Motor plate time must to Vehicle the CLERK AND RECORDER - AND LICENSING RECORDS 05-4 SECTION 05 - MOTOR VEHICLE SECTION relating 06 CLERK the AND and Weld RECORDER- recording County of documents Retention Schedule RECORDING with the County Clerk RECORDS Recorder. - to Records filing and • (paper, • the • The Unless should No anticipated, duplicate record minimum otherwise not electronic, that retention copy be retained is current specified eligible microfilm, custodian or longer pending period for in destruction etc.). this provided than applies litigation, retention the General to they record under the claim schedule, have record copy. the or Instructions no retention audit copy further duplicate or regardless the administrative schedule subject copies of the may can of a or be legal storage be other destroyed destroyed hold. format value. at if it Duplicate for the is the pertinent discretion record copies to of any CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.010 AGREEMENTS, CONTRACTS SUPPORTING DOCUMENTATION AND Inter -Government Agreements, equipment contracts, vendor agreements, etc. See 17.040 — General Records Agreements, Contracts Supporting Documentation Section — and CODE TITLE DESCRIPTION CUSTODIAN • RETENTION REFERENCE 06.020 BANKRUPTCY POSTINGS Public Bankruptcy County notices Clerk from Court and sent to Recorder. the Recording 1 year + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.030 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See 17.110 General Section General — — Records Correspondence and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.040 FINANCIAL RECORDS See — Records Section Financial 16 06 - CLERK AND RECORDER - RECORDS 05-1 SECTION RECORDING Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.050 HISTORICAL RECORDS AND REGISTERS, BOOKS These Brand Farm and Books, Warrant Orders, Cash Chattels, Reception Licenses, Book, Estray Discharge Records, (public County), (financial poor), grantee/granter 1990s), etc. Coupon include and Books, Records Day Wolf Books, assistance original Registers, Witness Irrigation Excelsior Pauper ditch Ranch Chattel Book, assistance Books, Books, Scalp Register, Motor Soldiers and originals (1873-1885), maps Names, Certificates, Indexes, Notary Record books Marriage Register, Journal loans road Road Court Vehicle Ditch for of Fee of: the towns, (to plats, by Bond Recording See 06.110 Recorded Section (below) and Permanent Instruments Indexes — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.060 "KILL" SHEETS Forms why not so the that completed a reception used there number in the sequences. are public number no to show records breaks was in Recording Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.070 MARRIAGE RECORDS LICENSE A. Applications Licenses Documentation and for Supporting Marriage Marriage and documentation affidavits marriage, number, etc. supporting license relating no marriage applications such social to security by as underage proxy, Recording Permanent Note: applicants required appear to application process. finalize Online in to are person the B. Marriage Certificates Instruments See Section 06.110-C Recorded (below) — 06 - CLERK AND RECORDER - RECORDS 05-2 SECTION RECORDING Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.080 NOTICES OF NON- Public notices of non -County Recording 1 year + current COUNTY MEETINGS meetings for posting. public sent notification to Recording and See Section 17.210 — General Records — Notices of County Meetings CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.090 PAYROLL AND See Section 21 — PERSONNEL RECORDS Payroll and Section Records 22 — Personnel Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.100 PUBLIC NOTICES See Section(s) 06.080 of Non — Notices -County Meetings (above); Section 06.140 — Special and Metropolitan District Records — Public Meeting Notices (below); and Section 17.210 — General Records — Notices of Meetings CODE TITLE DESCRIPTION - CUSTODIAN RETENTION REFERENCE 06.110 RECORDED INSTRUMENTS AND INDEXES A. Indexes of Recorded Paper and electronic finding Recording Permanent CRS 30-10-408: Instruments and Releases aids for the retrieval of County Clerk and recorded including information, granter/grantee Recorder granter to index "keep" and a indexes and indexes of grantee index; a general releases. index be of releases maintained may B. Reception Books Paper or electronic books Recording Permanent CRS 30-10-409: containing a record of time of County Clerk and reception of a recorded See Section Recorder to "keep" a instrument, and names grantees, to whom of granters 06.050 Historical — reception book delivered, and fees received. Registers, Records and Books (above) 1 06 - CLERK AND RECORDER - SECTION RECORDING RECORDS 05-3 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.110 RECORDED INSTRUMENTS AND INDEXES C. Recorded Instruments Documents received and Recording Recorded CRS 30-10-406: recorded by the County Clerk Instruments: County Clerk to "safely & Recorder to place them on Permanent keep and preserve all public record, including deeds the documents received of instruments, discharge trust, deeds, papers, military real marriage estate Offsite Database Backup: current and Retain for recording CRS 30-10-407: or filing" certificates, title applications, previous versions At least two microfilms federal tax liens, Uniform at a minimum and or two optical imaging Commercial Code (UCC) until a subsequent database records to be filings, redemption certificates backup has been made of each recorded recorded Treasurer, for the foreclosure County records tested document separate to buildings; be kept in recorded for the Public Backup CDs: Until optical imaging system instruments. Trustee, Commissioners and other Board types of Resolutions, of County recorded superseded until subsequent backup the has and been to records permit deletions "produce which additions, or permanent other do not tested changes documents" to the original Microfilm of Recorded Instruments to 1994): (Prior Permanent D. Instruments Unclaimed Recorded Recorded returned or left at by the instruments the County postal Clerk's service Recording Permanent Office unclaimed and which or undeliverable. are CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.120 RETURNED MAIL Undeliverable to office. the Clerk and mail Recorder's returned Recording 90 days CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.130 SEARCH FORMS license Forms recorded public discharge certificates, requesting documents applications, instruments forms, searches such marriage etc.) at the death (non- as of Recording DD -214 Search Forms: 5 years + current Other Search Forms: Researched 552(b)(6) 32 CRS CFR 24-72-204: Part 45 5 USC County Clerk's Office. 2 years + current Retention specified for period DD -214 not Search Forms Note: Federal Statute of 1 Limitations: 5 years 06 - CLERK AND RECORDER - SECTION RECORDING RECORDS 05-4 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.140 SPECIAL AND METROPOLITAN DISTRICT RECORDS A. Public Meeting Notices Courtesy public copies meetings of of notices of Recording 1 year + current Metropolitan Districts. B. Reports to State Reports to the State Recording Permanent CRS 32-1-105: Department from to dissolution changes the the County organization, of of or special Local Clerk boundary districts. Affairs relating Retention specified period not C. Service Plans - Special and District plans submitted to the Recording Permanent CRS 32-1-107: Metropolitan Districts County official for date acceptance. stamping and Retention specified period not CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.150 SUBDIVISION AND Mylar originals electronically Recording Permanent CRS 30-10-410: COMMON COMMUNITY INTEREST PLATS, submitted indexes of original all recorded plats and Clerk "maintain" and Recorder file and to MAPS, AND INDEXES subdivision common plats the Recorder. or County interest maps plats Clerk recorded and community and all with indexes subdivision common community maps of interest all plats plats recorded and or Supporting such agreements separately. as covenants documentation and are recorded Note: allows submission plats CRS electronic for 38-50-101 of recording certain See Section 06.110 — Recorded Instruments and Indexes (above) CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.160 SURVEYING RECORDS FILED WITH COUNTY CLERK AND RECORDER A. Colorado Land Survey Descriptions originating with Recording Permanent CRS 38-53-104: Monument Records filings by public surveyors Requires the filing of with Professional Surveyors the Colorado regarding Engineers Board the and of monument the retention State records Board; period no with land establishment, and rehabilitation survey restoration, monuments. of public specified Board Clerk or and the for the County Recorder State 06 - CLERK AND RECORDER - SECTION RECORDING RECORDS 05-5 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.160 SURVEYING RECORDS FILED WITH COUNTY CLERK AND RECORDER B. Land Survey Plats Surveys, field notes, Recording Permanent CRS 30-10-903: calculations, other records plats, maps, pertaining and to Filed County in the Surveyor office of or the in work done by the County the office of the County Surveyor that is authorized Clerk and Recorder if and financed by the Board of there is no office for the County Commissioners. County Surveyor in the County; period specified no retention CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 06.170 TRADE NAME Trade name registration Recording Permanent CRS 30-10-420: REGISTRATIONS records Colorado provided Department by the of Trade records name registration provided by Revenue. Department to of be "maintained" Revenue by County Clerk and Recorder; period retention not specified 06 - CLERK AND RECORDER - SECTION RECORDING RECORDS 05-6 retention 07- CLERK for Weld County Weld BOARD County to the Retention RECORDS Board. Schedule SECTION TO THE Records the Clerk • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not specified copy is eligible current microfilm, be custodian retained period for or in pending etc.). this longer destruction applies provided retention General litigation, than to under the they schedule, the record record claim have the Instructions retention copy no copy. or duplicate further audit regardless or administrative schedule copies the subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 07.010 911 TASK FORCE (ANYTHING) No Retention 07.020 ABSTRACT OF ASSESSMENTS 1 year + current 07.030 AGENDA (COMMISSIONERS) 1 year + current 07.040 AGREEMENTS 1 year expiration after A. Drinking Discharge Water & Pollutant 1 year after expiration B. Tax Incentive Agreements Payment 5 years after expiration C. General (Not otherwise listed) 1 year after expiration 07.050 AIRPORT AUTHORITY A. Agendas & Minutes See Board, and Records Section Authority Commission 02 — No Retention B. Master Plans Permanent 07.060 ANNEXATIONS See Planning, and Records Section Land 23 Zoning, Use No Retention — A. Weld County as Petitioner 2 years + current 07.070 ANNUAL FINANCIAL COMPREHENSIVE REPORT See Section Financial 16 — Records 1 year + current 07.080 APPEAL DRAINAGE - STORMWATER FEE 2 years + current 07 - CLERK TO THE BOARD RECORDS 07-1 SECTION CODE TITLE Weld DESCRIPTION County Retention Schedule CUSTODIAN RETENTION REFERENCE 07.090 APPLICATIONS 1 year + current 07.100 APPOINTMENTS 1 year + current 07.110 BID (EMERGENCY) 1 year + current 07.120 BOARD APPEALS OF ASSESSMENT (BOAA) STATE — A. Correspondence/ Notices No Retention B. Tax Churches) Determination (Usually No Retention C. Petition Correspondence To State BOAA 6 years + current D. Order 6 years + current 07.130 BOARD COUNTY OF ADJUSTMENT — A. Agendas & Minutes See Board, and Records Section Authority Commission 02 — No Retention 07.140 (BOE) BOARD OF EQUALIZATION COUNTY 6 years + current - 07.150 (BOE) BOARD OF - STATE EQUALIZATION A. Minutes 6 years + current B. Hearing Files 6 years + current C. Correspondence No Retention D. Notice No Retention E. Withdrawals, Petitions, Orders 6 years + current 07.160 BONDS A. Misc. Performance 1 year + current B. Employee I Permanent C. Elected Official Permanent 07 - CLERK TO THE BOARD RECORDS 07-2 SECTION CODE TITLE Weld DESCRIPTION County Retention Schedule CUSTODIAN RETENTION REFERENCE 07.170 BUDGETS See Section Financial Records 16 — 1 year + current A. Working Papers 1 year + current B. Certified Assessor) Mill Levies (From 1 year + current C. County Levies 1 year + current D. Advisory Boards 1 year + current E. Correspondence 1 year + current F. Books 1 year + current G. Resolutions Adopting 1 year + current 07.180 CERTIFICATES A. Insurance (Cable TV Only) 1 year after expiration B. Levies and Districts) Revenues (All 6 years + current C. Destruction Permanent 07.190 CHANGE ORDERS 1 year + current 07.200 CLAIMS (LAWSUITS) No Retention 07.210 COMPLAINTS FROM CITIZENS No Retention 07.220 CONTRACTS 1 year after expiration A. Building Renovations Contracts or 1 year + current 07.230 CORRESPONDENCE/ PAPERS GENERAL Administrative, Legal, Research Fiscal, or Enduring Historical, Policy, Value No (Unless subject) Retention required by 07.240 COUNTY COUNCIL See Board, and Records Section Authority Commission 02 — No Retention 07.250 DIVISION ORDERS Permanent 07.260 DUST BLOWING COMPLAINTS 1 year + current 07.270 ENTRY ON LANDS 1 year + current 07 - CLERK TO THE BOARD RECORDS 07-3 SECTION CODE TITLE Weld DESCRIPTION County Retention Schedule CUSTODIAN RETENTION REFERENCE 07.280 ELECTION RECORDS See — Clerk also Section and and 04 Voter Records Recorder Election Registration — A. Report of Costs 1 year + current B. County Petitions 2 years + current C. County Initiatives 2 years + current D. Amend Charter 2 years + current E. Polling Places 2 years + current F. Other 2 years + current 07.290 FUNDS Until superseded A. Establish/Change 1 year + current B. Rescind Until superseded 07.300 GRANTS 1 year expiration after 07.310 HEARING CERTIFICATES A. Planning Permanent B. CDBG 1 year + current C. Liquor Permanent present owner for 07.320 HENRYLYN DISTRICT IRRIGATION A. Exclusion/Inclusion Orders Permanent 07.330 HUMAN SERVICES See Department Human Records Section 11 of Services 1 year + current 07.340 INSURANCE POLICIES A. Insurance Cablevision Certificate of Permanent B. Certificate of Insurance Permanent until expiration 07.350 LAND USE CASES Permanent 07.360 LEASES GAS) (OTHER THAN OIL/ 1 year expiration after 07.370 LEGAL OPINIONS 5 years + current 07 - CLERK TO THE BOARD RECORDS 07-4 SECTION CODE TITLE Weld DESCRIPTION County Retention Schedule CUSTODIAN RETENTION REFERENCE 07.380 LIQUOR LICENSES A. Hearing File Including establish hearing initial neighborhood, certs application, and Permanent present owner for I i B. Modify Premises Permanent present owner for C. Findings and Resolutions Permanent for present owner D. Temporary Events Assembly & Special 1 year + current E. Change of Ownership 1 year + current F. Previous Owner Records 1 year + current G. Renewals 1 year + current H. Dance Hall 1 year + current I. Fireworks 1 year + current J. Report of Changes 1 year + current 07.390 LIENS 6 years + current 07.400 MINUTES (COMMISSIONERS) 1 year + current 07.410 OATHS OF OFFICE Permanent 07.420 OIL AND GAS A. Leases Permanent B. Assignments Permanent C. Release Permanent D. COGCC Applications/Notices Permanent E. Royalties Check Stubs 1 year + current 07.430 ORDINANCE A. 1st Reading (Incl. Redline) 2 years + current B. 2nd Reading (Incl. Redline) 2 years + current C. Final Reading Permanent D. Exhibits (Recorded) Permanent E. Affidavits Permanent F. Planning Case Files Permanent G. Backups (Scan & Toss) 2 years + current 07.440 PEST LANDS) INSPECTOR (ENTRY/ 1 year + current 07.450 PETITIONS, RULE INCLUDING HOME 2 years + current 07 - CLERK TO THE BOARD RECORDS 07-5 SECTION CODE TITLE Weld DESCRIPTION County Retention Schedule CUSTODIAN RETENTION REFERENCE 07.460 PLANNING COMMISSION 1 A. Agendas/Minutes See Planning, and Records 02 Commission Authority — Section Land Board, Zoning, and Use Records 23 — No retention Section and 07.470 PLANNING See Planning, and Records Section Land Zoning, Use 23 — A. Flood Plain Maps Permanent B. Recorded Exemptions Permanent C. Subdivision Exemptions Permanent D. Subdivisions Permanent E. Use By Special Review Permits Permanent F. Hearing Files Permanent G. Violations 1 year + current H. Any Other Permanent I. Staff Approvals No retention 07.480 POLICIES / PROCEDURES Until superseded 07.490 PRESENTATIONS No retention 07.500 PROPERTY A. Deeds Permanent B. Abstract/Title Permanent 07.510 PROPERTY, SURPLUS A. Sale of Equipment 1 year + current B. Sale of Real Estate Permanent 07.520 RECORDINGS HEARINGS OF PUBLIC 1 year + current 07.530 REPORTS No retention A. Clerk & Recorder No retention B. Public Trustee Quarterly No retention C. Efficiency/Management 3 years + current 07.540 RESIGNATIONS BOARDS — ADVISORY No retention 07 - CLERK TO THE BOARD RECORDS 07-6 SECTION CODE TITLE Weld DESCRIPTION County Retention Schedule CUSTODIAN RETENTION REFERENCE 07.550 RESOLUTIONS Retention Subject Based on 07.560 RETIREMENT RECORDS Permanent 07.570 RETIREMENT AMENDMENTS PLAN Permanent 07.580 ROAD A. Closure 1 year + current B. Installation Of Signs 1 year + current C. Openings No retention D. Report Re 3 -Day Closure No retention E. Vacations Permanent F. Easement Agreements Permanent G. Right -Of -Way Agreements Permanent H. Reports 1. Overseer Permanent 2. Viewer Permanent 3. State Hwy 5-Yr Plan No retention 07.590 SPECIAL DISTRICT (ANYTHING) Permanent A. Budget 1 year + current 07.600 TAXES See - Section BOE and - 07.140 Section BOAA 07.120 (above) A. Petition For Abatement/ Refund 2 years + current B. Treasurer Purchase Certificate of Permanent C. Assessor Tax Refund/ Claims 6 years + current D. Cancel Certificate Treasurer Tax Sale 1 year + current 07.610 TRANSCRIPTS 10 years + current 07.620 UTILITY BOARD A. Agendas/Minutes See Planning, and Records 02 Commission Authority Section Land — Board, and Zoning, Use Records 23 — No retention Section and 07 - CLERK TO THE BOARD RECORDS 07-7 SECTION CODE TITLE Weld DESCRIPTION County Retention Schedule CUSTODIAN RETENTION REFERENCE 07.630 VETERANS REPORTS DISBURSEMENT Permanent 07.640 WARRANTS 1 year + current A. Cancel 1 year + current 07 - CLERK TO THE BOARD RECORDS 07-8 SECTION relating 08 CORONER the Weld County RECORDS Weld County Office. Retention Schedule SECTION - to Records Coroner's • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not specified copy is eligible current microfilm, be custodian retained period or for in destruction pending etc.). this longer applies provided retention General litigation, than to under the they the schedule, record record claim have the Instructions retention copy duplicate no copy. or further audit regardless or administrative schedule copies the subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 08.010 CASE LOGBOOKS A. Weld Logbook County Case Coroner Permanent B. Outside Logbook County Case Coroner Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 08.020 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See — General Correspondence Section General Records 17.110 — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 08.030 DEATH CASE COUNTY FILES INVESTIGATION WELD — A. Autopsy Reports Coroner Permanent CRS 30-10-606 B. Coroner's Reports, Photographs related documents Investigative Including and other Coroner Permanent CRS 30-10-606 C. Including Duplicate and Reports Other Agency Medical, Supplemental Reports Police, Coroner Permanent CRS 30-10-606 D. Requests for Information Coroner Permanent CRS 30-10-606 E. Duplicate Certificates Copies of Death Coroner Permanent CRS 30-10-606 F. Other Related Documents Coroner Permanent CRS 30-10-606 G. Destruction Logs Medication/Tissue/Slides, Cassettes Blocks, Coroner Permanent CRS 30-10-606 H. CDPHE Death Log Total Weld County Coroner Permanent CRS 30-10-606 08 - CORONER RECORDS 08-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 08.040 DEATH CASE COUNTIES FILES INVESTIGATION - OUTSIDE A. Coroner's Reports, Photographs related documents Including Investigative and other Coroner Permanent _ CRS 30-10-606 B. Including Duplicate and Reports Other Agency Medical, Supplemental Reports Police, Coroner Permanent CRS 30-10-606 C. Other Related Documents Coroner Permanent CRS 30-10-606 D. Destruction Logs Tissue/Slides, Blocks, Cassettes Coroner Permanent CRS 30-10-606 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 08.050 FINANCIAL RECORDS See Section Financial 16 Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 08.060 PAYROLL PERSONNEL AND RECORDS See Section Payroll Section Personnel Records 22 — 21 — and Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 08.070 REPORTABLE FILES AND DEATH DATABASE A. Investigation Reports Document Requiring Used Deaths a Scene to Not Coroner Permanent CRS 30-10-606 B. Other Related Documents Coroner Permanent CRS 30-10-606 08 - CORONER RECORDS 08-2 SECTION Weld County Retention Schedule SECTION 09 - COUNTY ATTORNEY RECORDS Records retention for the County Attorney's Office. The files and records of the County Attorney are considered to be privileged and confidential documents and communications within the attorney -client relationship between the County Attorney and the Elected Officials of Weld County, and between the County Attorney and the District Attorney for the 19th Judicial District. Therefore, all such files and records will be destroyed only after consultation with and receiving the consent of such Elected Officials. SECTION 09 - COUNTY ATTORNEY RECORDS 09-1 relating 10 - to CSU the Colorado State Weld University County RECORDS Retention Extension Schedule Office. SECTION EXTENSION Records • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not specified copy is eligible current microfilm, be retained custodian period for or in destruction pending etc.). this longer applies provided retention General litigation, than to under the they the record schedule, have record claim Instructions the retention no or copy copy. duplicate further audit regardless or administrative schedule the copies subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. if at it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 10.010 BROCHURE MASTER FILE Literature provided by CSU. CSU Extension 1 year + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 10.020 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See — General Correspondence Section General Records 17.110 — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 10.030 CSU PROGRAM ANNUAL EXTENSION RECORDS — Records Gardeners and Extension, statistical enrollment leaders, history projects relating years of reports projects, and including lists coordinated of other of to to participation, 4-H, members etc. annual programs CSU, Master by CSU and CSU Extension Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 10.040 FINANCIAL RECORDS Audit, financial See Records No.7 also - budget, tracking Colorado Management Financial accounting records. State Records and Agency Schedule CSU Extension Financial Involving Funding: Follow periods Section Financial Financial Involving Funding to CSU: the set 16 and 10 Records County Records Records CSU retention forth — Billing in years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 10.050 HORSE PROJECT RECORDS Level the testing County for Fair. participation in CSU Extension 15 years 10 - CSU EXTENSION RECORDS 09-1 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 10.060 PAYROLL AND PERSONNEL RECORDS See Section 21 — Payroll Records and Section 22 — Personnel Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 10.070 PHOTOGRAPHIC RECORDS Photographs historical value. with enduring CSU See 17.240 Records Photographic Records Extension also Section —General Permanent — CODE TITLE I DESCRIPTION CUSTODIAN RETENTION REFERENCE 10.080 VOLUNTEER RECORDS Records selection, program master relating training volunteers. gardener to recruitment, and Includes contracts. service of CSU Extension issues 3 volunteer's or volunteer 5 4H for years years after volunteer individuals after denial after service position end end of service with of a of SECTION 10 - CSU EXTENSION RECORDS 09-2 relating 11- DEPARTMENT Department Weld OF County HUMAN Services. Retention Schedule SERVICES RECORDS SECTION Human to Records the of • (paper, • the should • The Unless No anticipated, duplicate record minimum otherwise not electronic, that copy be current retention retained is specified eligible microfilm, custodian or longer pending period for in destruction etc.). this provided than applies litigation, retention the General to they record under the claim schedule, have record copy. the or Instructions no retention audit further copy duplicate or regardless the administrative schedule subject copies of the may can of a or be legal storage be other destroyed destroyed hold. format value. if at it Duplicate for the is the pertinent discretion record copies to of any CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 11.010 AREA AGING AGENCY ON A. Single Entry Point (SEP) Public Information Health (PHI) Department Human of Services 6 years B. Adult Services Records. Protection Client Case is Records protection connection of adults. Services protection adults allegations exploitation, neglect When can adult services. older meet needs services basic assistance physical condition. anyone abuse assist to their needs by appropriate, who or relating Adult (APS) and arrange to or of investigating the An age arrange services with at for of self at is own meet without due mental -risk Protective caretaker unable provides at abuse, at -risk 18 to -neglect. -risk to reports -risk for or basic their a in APS adult to Department Human of Services Case pertain perpetrators retained of the the Case to perpetrators retained three substantiated current date records records to (3) for of indefinitely. substantiated years, year, case that shall a shall minimum pertaining do after closure; be plus be not 12 ADULT SERVICES 30.260 [Rev. CCR eft. 2518-1 PROTECTIVE DOCUMENTATION 12/30/19] C. Older (OAA) Americans Act The Act wide services for defined years (OAA) older Older range or and individuals as older Americans supports of aged programs social 60 a Department Human of Services 3 years Volume 10 Rules for OAA 11- DEPARTMENT OF HUMAN SERVICES RECORDS 11-1 SECTION CODE TITLE DESCRIPTION Weld County Retention CUSTODIAN Schedule RETENTION REFERENCE 11.020 ASSISTANCE PAYMENTS A. Financial Client Case Assistance Records Includes, limited and documentation Colorado Age supporting Pension. to, but applications Works is not for and Old Department Human of Services 3 years case is closed + current after 3.520.2(G), 3.603.1(H) B. Food Case Assistance Records. Client Applications supporting documentation to assistance. eligibility and for food relating Department Human of Services 3 years case is closed + current after 4.902.5 C. Medical Client Case Assistance Records. Includes, limited and documentation categories Medicaid, Health children's all Adult supporting to, Plan but applications of Children's waivers Medicaid. Plus, is Family not for all all and Department Human of Services 5 years case is closed + current after 8.100.3.H.(5) CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 11.030 BOARDS COMMISSIONS RECORDS AND See Board, Commission Authority Records Section 02 and — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 11.040 CHILD SUPPORT A. Case Records Includes identity, information, and documents, records and forms, correspondence. and applications locate proof legal financial documents, of Department Human of Services 3 closure years after case C.R.S. 6.260.51 6-17-104 Volume CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 11.050 CHILD WELFARE A. Adoption Records Client Case Has own file in OnBase Department Human of Services Permanent B. Child records records Welfare and foster client case care Records placement foster relating care. of a child to in Department Human of Services 7 years assessment case foster certification closure; after home closure last closed or 11- DEPARTMENT OF HUMAN SERVICES RECORDS 11-2 SECTION CODE TITLE DESCRIPTION Weld County Retention CUSTODIAN Schedule RETENTION REFERENCE 11.060 CONTRACTS AND See Section AGREEMENTS 17.100 — General Records — Contracts and Supporting Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 11.070 CORRESPONDENCE AND GENERAL DOCUMENTATION Correspondence documentation general nature. and of a See 17.110 General Section — Records Correspondence and General Documentation -- CODE TITLE DESCRIPTION CUSTODIAN RETENTION i REFERENCE 11.080 EMPLOYMENT SERVICES A. Employment Services WIOA participant Department of 3 years from the date of One -Stop Operator records (WIOA & WP) records; RESEA records; Human Services submission of the final Requirement; PGL-WIOA- financial TRIAGE supporting statistical records; records; documents, records expenditures report 2017-09, Change 200.333 1; 2 CFR B. TANF Development Workforce records TANF records; documents participant supporting Department Human of Services 3 years + current Volume Works; Storing 3.6 Colorado 3.603.1 County (H) Records - C. Tight Corps TIGHT records; documents participant supporting Department Human of Services 3 years consistent records with other ES D. CCCAP client records; assurance and quality provider results Department Human of Services 3 years CDHS Division Quality Assurance E. AmeriCorps AmeriCorps case files; Department of 3 years Three years from date of financial statistical supporting records; records; Human Services commission's of the final case FFR of fixed report submission or in grants, documentation; evaluation performance and data three past the grant years end period. from date 90 of days the https://volunteeriowa.org /sites/default/files/docum ents/2020/04/americorps _document_retention_pe riods-3.27.2020.pdf F. Employment First EF supporting supportive participant documents; services records; Department Human of Services 3 Years 4.902.5 11- DEPARTMENT OF HUMAN SERVICES RECORDS 11-3 SECTION TITLE DESCRIPTION Weld County Retention CUSTODIAN Schedule RETENTION REFERENCE CODE 11.090 FAMILY DIVISION RESOURCE A. CSBG-Community Outreach Team CSBG accompanying documentation Applications client and Department Human of Services longer law. If Financial supporting statistical all whatever pertinent grant covered retention Records retained of audit resolved expiration year records retained year of or The starts after the Grantees recipients appropriate with records, and data supported any other five such audit. retention grant compilations period, after the access relating award (5) if litigation, has ninety litigation, records, records, format to by requirements: must for years, required not before must until the end period. and documents, records of must activities. documents, these a all to a the (90) DOLA to are be been be one resolution period date their CSBG minimum relevant all or claim the provide CSBG in five claim days books, of and by fully (1) of sub staff or (5) - CSBG Program Manual B. Post Prevention Housing Adoption Stability (PA3) (PA6) and Cases and Prevention, Adoption Case Teams Wraparound Management and Post Housing Department Human of Services Commensurate Welfare Requirements to Child Retention DEPARTMENT OF HUMAN SERVICES RECORDS 11-4 SECTION 11- TITLE DESCRIPTION Weld County Retention CUSTODIAN Schedule RETENTION REFERENCE CODE 11.090 FAMILY DIVISION RESOURCE _ C. SOAR/SSA Documentation applications security insurance supplemental income disability (SSI) (SSDI) for security for social and Department Human of Services information information; Best keep duration (whether approval application appeals). may able assist redeterminations. to practice the be with helpful keep/archive applicant's of that on If the future is for initial or possible, this be through that the claim to may you be it the Abigail Assistant SAMHSA Assistance (518) 439-7415, Kirkman, Director SOAR Center Technical MA EXT: 5226 D. TANF Case Management Child Prevention, Homelessness 12 Month Welfare, and Cases last Department Human of Services 3 years + current E. Emergency Assistance Rental U.S. Department Treasury of Department Human of Services Records maintained of period five (5) of shall years performance for be a after period https://home.treasury.go v/system/files/136/ERA2_ Grantee_Award_Terms_5 72021.pdf CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 11.100 FINANCIAL RECORDS See Section Financial Records 16 — 11- DEPARTMENT OF HUMAN SERVICES RECORDS 11-5 SECTION CODE TITLE DESCRIPTION Weld County Retention CUSTODIAN Schedule RETENTION REFERENCE 11.110 INVESTIGATIONS A. Investigations Founded of Referrals for Case applications files to include, and Department Human of Services Case records intentional relating program to Food Assistance (Volume 40)— 10 Program CCR Food Assistance, verification that violation 2506-1, 4.902.5 (B) Colorado Works, Child determines Fraud disqualifications and Retention of Records, Care Assistance, Adult findings that result in an District Attorney Income Maintenance Financial Assistance and programs. Medical Intentional Violation or Program District Criminal any related prosecutions or notices to (Volume 5, Adult 3) Financial — 9 CCR 2503 - Attorney Criminal the household shall be Programs, 3.520.2 (G) Prosecution. retained indefinitely Documentation, 9 CCR until the local office 2503-6, Colorado Works obtains reliable Program, 3.603 (H) (2) information that the Case file maintenance, 9 individual who was CCR 2503-9, Colorado disqualified has died or Child Care Assistance until the information is Program, 3.912. (K) (2) received from the County Responsibilities, national disqualified Medical Services Board recipient database that (Volume 8)— 10 CCR individual individual's all with disqualified database be removed database records permanently a particular including record, from because associated client eightieth may the of the the 2505-10, Record Requirements 8.100.2 (H)(5)(a) Retention (80t") birthday. B. Investigations Unfounded of Referrals Case applications files to include, and Department Human of Services Case files for a shall minimum be of kept three Food Assistance (Volume 40)— 10 Program CCR for Food Assistance, verification that does (3) years beyond the 2506-1, 4.902.5 (B) Colorado Works, Child not determine any year of the case closure Retention of Records, Care Assistance and Fraud findings. date unless there has Income Maintenance Adult programs. Financial been a claim, negotiation, audit, litigation or (Volume 5, Adult 3) Financial — 9 CCR 2503 - other action started Programs, 3.520.2 (G) before the expiration of Documentation, 9 CCR the three-year period. 2503-6, Colorado Works Program, 3.603 (H) Case file maintenance, 9 CCR 2503-9, Colorado Child Care Assistance Program, 3.912. (K) (2) County Responsibilities 11- DEPARTMENT OF HUMAN SERVICES RECORDS 11-6 SECTION CODE TITLE DESCRIPTION Weld County Retention CUSTODIAN Schedule RETENTION I REFERENCE 11.110 INVESTIGATIONS C. Investigations for Unfounded programs. Medical of Referrals Assistance Case applications verification not Fraud determine files findings. to include, that and any does Department Human of Services including least individual's The retain electronic of citizenship documentation, verification 8.100.3.H.4.e.i, the of eligibility. an Medical eligibility five ending a individual's paper any (5) scanned and described date last Assistance years site or identity for of period shall from copy at the in Medical Services (Volume 8)- 2505-10 Board 10 CCR CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 11.120 PAYROLL PERSONNEL AND RECORDS See Payroll and Personnel Records Section Section Records 21 22 — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 11.130 VETERANS CLIENT SERVICES CASE RECORDS loans. Case advisory services veterans with services, disability dependent benefits, medical benefits, training, rehabilitation, files benefits and provided in including care, vocational tracking benefits, hospital education connection and counseling and burial survivor or to and home and to Veteran See 07.630 Records Veterans Disbursement Reports Section the Services Clerk there 5 years provided or surviving dependent, comes survivor, is after last to no widow the or longer last whichever veteran after service a or — Board — 11- DEPARTMENT OF HUMAN SERVICES RECORDS 11-7 SECTION retention 12 DISTRICT the ATTORNEY Weld County Retention RECORDS Schedule Office. SECTION Weld County District - Records for Attorney's • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not specified copy is eligible current microfilm, be custodian retained period for or in destruction pending etc.). this longer applies provided retention General litigation, than to under the they the schedule, record claim have record the Instructions retention copy no copy. or duplicate further audit regardless or administrative schedule copies the subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 12.010 CORRESPONDENCE GENERAL DOCUMENTATION AND A. Financial Records 7 years + current B. Historical enduring or research of Documents history interest of office of concerning operations. that policy reflect or is the of the public methods District Attorney Permanent C. General Correspondence Letters, having related operation notes, no to policy the of the memorandums impact day-to-day office. or are District Attorney 1 year D. Policies, fiscal, legal District Attorney For Term of Elected E. Routine Contains fiscal, statistical documentation until and discharged. administrative legal historical, no value; and administrative, information shall fiscal operating necessity be responsibility retained legal, or is District Attorney 1 year CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 12.020 POLICIES PROCEDURES AND District Attorney For Term of Elected CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 12.030 PERSONNEL FILES A. Full Time Employees. District Attorney Permanent B. (after Part Time Employees separation). District Attorney Permanent C. Interns, separation). Volunteers (after District Attorney 1 year 12 - DISTRICT ATTORNEY RECORDS 12-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 12.040 INITIATED INVESTIGATION LANDMARK DISTRICT OFFICE RESULT FOR IN ATTORNEY'S IN CASE THE THAT FILES FILING A "landmark" historical setting, newsworthy. Interest novel, case is as significantly one precedent of District Attorney Permanent COURT CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 12.050 INCLUDING GRAND LIMITED JURY FILES, BUT TO: NOT Permanent A. Names of Panel Members District Attorney Permanent B. Jury Instructions District Attorney Permanent C. All not case filed investigation with the files court District Attorney Permanent CODE TITLE T T DESCRIPTION CUSTODIAN RETENTION REFERENCE 12.060 MINUTES VICTIM COMPENSATION OF PERMANENT VALE BOARDS AND District Attorney Correspondence: 7 years Financial Records: Permanent -1 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 12.070 APPLICATIONS EMPLOYMENT SUPPORTING DOCUMENTATION FOR AND For Persons not hired District Attorney Interviewed: 2 Not 6 Years Months Interviewed: CODE TITLE DESCRIPTION = CUSTODIAN RETENTION REFERENCE 12.080 CASE FILES A. Traffic, ordered Restitution pleas District Attorney indefinitely Media: sentencing Documents: Retained Purged at B. Traffic, pleas no restitution District Attorney Media and Documents: at sentencing Purged C. DUI, CR pleas Misdemeanors and District Attorney indefinitely Media: sentencing Documents: Retained Purged at 12 - DISTRICT ATTORNEY RECORDS 12-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 12.080 CASE FILES D. trial Misdemeanor, and CR found DUI, guilty Traffic at District Attorney Media: sentence Documents: Retained indefinitely Length of E. Felonies 1. Fl Guilty at trial District Attorney life Kept for defendant's 2. F2 through trial (including F6 Guilty DF1) at District Attorney length indefinitely Media: when sentence 5 Documents: Retained years) of length 5 years sentence is less of (or than 3. Cases were the appeal) not on Appeal purged (that prior to District Attorney indefinitely Media: process Documents: Retained Until is over appeal 4. Not Guilty Insanity District Attorney indefinitely Media: defendant discharged the Documents: Retained defendant's Until is or for life 5. Dismissed/Not Trial Guilty at District Attorney Media: immediately Documents: Retained indefinitely Purged 6. Indeterminate, Sex DF1) probation, DF1) Misdemeanor Deferred Resentence revocation Assault sentence PLEA to Sentence, F2 due -F6 DOC, to Sentence, F2 -F6 (and to (and District Attorney indefinitely Media: sentencing Documents: Retained Purged at F. Juvenile Cases District Attorney See all felony guidelines for retention schedules 12 - DISTRICT RECORDS 12-3 SECTION ATTORNEY Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 12.090 ADULT DIVERSION RECORDS District Attorney Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 12.100 INVESTIGATION INITIATED OF ATTORNEY CHARGES THE DISTRICT BY BEING RESULTING THE RECORDS FILED OFFICE IN District Attorney 10 years SECTION 12 - DISTRICT ATTORNEY RECORDS 12-4 relating 13 - to emergency Weld MANAGEMENT County preparation Retention and Schedule RECORDS management. SECTION EMERGENCY Records the County's • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not specified copy is eligible current microfilm, be custodian retained period or for in destruction pending etc.). this longer applies provided retention General litigation, than to under the they the schedule, record have record claim the Instructions retention copy no copy. or duplicate further audit regardless or administrative schedule the copies subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. if at it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 13.010 CONTRACTS, AGREEMENTS SUPPORTING DOCUMENTATION AND See —General Agreements, Section 17.040 Records and — Contracts Supporting Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 13.020 CORRESPONDENCE GENERAL DOCUMENTATION. AND Correspondence documentation nature. and of a general See — General — Correspondence and Documentation Section General Records 17.110 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 13.030 EMERGENCY OPERATIONS RECORDS A. Emergency and Management Operations Plans implementation Includes incident Records emergency planning disaster response response and plans, and management wildfire wildfire preparedness standards, incident relating warning emergency management operating and planning; and management and preparation; emergency and response disaster civil to and systems of recovery plan, disaster, defense disaster operations testing the guidelines plan, etc. and planning County. plans, of plans, annual Emergency Management Permanent 13 - EMERGENCY MANAGEMENT RECORDS 13-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 13.030 EMERGENCY OPERATIONS RECORDS B. Information Emergency Planning, Training and Program, Preparedness General Files Interagency Correspondence, reports, documentation emergency training emergency availability, and systems. program Emergency Regional Trauma North Homeland Management structure, Central and and Advisory Includes files, Emergency Security other planning, training equipment command Team Incident Team and Neighborhood Region concerning memoranda, "Storm program Council supporting warning files, emergency exercises, Medical of files. systems (RETAC), and Ready" files, and Emergency Management Permanent C. Federal Management Program Files Emergency Reimbursement Assistance Reimbursement to Management emergency activities, vouchers, registers documentation. the Federal management copies and and Emergency Agency copies other claims of claim supporting (FEMA) of submitted payroll for Emergency Management 6 closes years after grant FEMA D. Incident Records Disasters and Emergencies — Documentation impacts disasters and in includes diaries, response resource incident and documentation, similar documentation. response actions tracking, incident of records damage plans, and reports, allocation natural taken to emergency financial of such assessment resource -related such photographs, the or by situation incidents; reports, manmade the extent as logs, ordering incidents County and and and and Emergency Management Permanent E. Incident Reviews incidents. Reviews of assignments for actual Emergency Management 3 then destruction records determine continuing years review + current, of to any value prior the to 13 - EMERGENCY MANAGEMENT RECORDS 13-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 13.040 FINANCIAL RECORDS See Section Financial 16 Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 13.050 GRANTS SUPPORTING DOCUMENTATION AND Emergency Management See — Section Financial Grant Records 16.150 Records Grant progress financial supporting documentation, requests reimbursements shall years grant Documentation direct Grants years date be after closeout after of quarterly Federal will the kept reports, reports, for the be closeout grant. for State date. 5 and 3 for — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 13.060 MAPS EMERGENCY MANAGEMENT AND DRAWINGS - See — General Maps, Section Supporting Drawings 17.190 Records — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 13.070 MUTUAL AGREEMENTS AID See — General Section 17.040 Records and —Agreements, Contracts Supporting Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 13.080 PAYROLL PERSONNEL AND RECORDS See Section Payroll Section Personnel Records 22 — 21 — and Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 13.090 REPORTS Situational regarding management reports emergency and to various briefings entities. See — General Plans, Section Studies Reports, 17.320 Records — and 13 - EMERGENCY MANAGEMENT RECORDS 13-3 SECTION pertaining 14 - the RECORDS maintenance, Weld County Retention and projects Schedule related to Weld County Facilities and SECTION FACILITIES to Records Grounds. operation, • • • (paper, The Unless of copies No any the minimum duplicate should record anticipated, electronic, otherwise that retention not copy is current specified eligible microfilm, be custodian retained period for or in destruction pending etc.). this longer applies provided retention General litigation, to than under the they the schedule, record record claim have the Instructions retention no or copy copy. duplicate further audit regardless or administrative schedule the copies subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. if at it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.010 AGREEMENTS, CONTRACTS SUPPORTING DOCUMENTATION AND See General Agreements, Section and 17.040 Records — — Contracts Supporting Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.020 AMERICANS DISABILITIES FILES WITH ACT (ADA) implementing Records to (ADA). government determine physically regulations, correspondence, solutions Americans Included that challenged, to accessibility indicate buildings proposals access with the are resolutions, Disabilities act, surveys problems. compliance to federal for to the of Act and Facilities Record Retain Duplicate Retain superseded copy: for until 15 years copies: CODE TITLE DESCRIPTION i CUSTODIAN RETENTION REFERENCE 14.030 APPRAISAL FILES Files description, photographs including value, of location, and property. Facilities longer Record Retain superseded obsolete Duplicate Retain copy: until until needed copies: or no CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.040 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See — General Correspondence Section General Records 17.110 — and Documentation 14 - FACILITIES RECORDS 14-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 14.050 FACILITIES MANAGEMENT GUIDELINES Information disability preservation, conservation, protection access, and pertaining energy environmental planning. to historic Facilities longer Record until obsolete Duplicate Retain destroy. superseded copy: copies: until needed no Retain then or CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.060 FINANCIAL RECORDS See Section Financial 16 — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.070 HAZARDOUS RECORDS MATERIALS A. Chemical Inventory Record name or when if agent, it of the known) where was identity used. of it the was (chemical substance used, and Facilities At least 30 years B. Material Sheets (MSDS) Safety Data Employers file they copies employees Employer chemicals used for each receive are and for must used, must readily in hazardous and their how keep have use where accessible long. a and work records chemical they MSDS area. ensure on to of were Facilities Until 1 after disposed consumed, some of inventory year the superseded chemical + other chemical current of is provided record or kept. is or C. Refrigerant Records Disposal Records refrigerant systems. relating used to disposal in cooling of Facilities Disposal 3 receipt copy designated receiving refrigerant Disposal years, Signed years CDPHE: from refrigerant due or of from the Copy and Manifests: signed Manifests by date until Facility: Reports facility initial 3 from the years of was — Receiving 3 date accepted transporter Biennial Exception to from report 14 - FACILITIES RECORDS 14-2 SECTION CODE TITLE Weld DESCRIPTION County Retention Schedule CUSTODIAN RETENTION REFERENCE 14.080 MAINTENANCE RECORDS limited logs, Facility maintenance, and related may checklists, requests, and grounds include, related work and records. to, inspections, correspondence building work assignments, reports. custodial keeping but Records are orders, not key Facilities A. Chemical Applications Records application such herbicides to County as documenting pesticides, of and properties. chemicals fertilizers the Facilities 3 years pesticide application after B. Building Service and Files Equipment Requests equipment services, copies. for excluding maintenance building fiscal and Facilities Record Retain years year Duplicate copies: for after performed requisition canceled after ends 3 months work copy: for Retain 3 is fiscal or C. Daily Activity Reports Record and for removal, work, maintenance Facilities, etc. of time worked such maintenance activities as snow Facilities See — Payroll Time Section Sheets 21.130 Records 5 years + current — D. Damage Records including Records vandalism facilities, facilities, buildings, property. of signs, aquatic golf to fences damage property, trees, courses, and and park other Facilities 3 date years of after incident RECORDS 14-3 SECTION 14 - FACILITIES CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE I 14.080 MAINTENANCE RECORDS E. Inspection Records inspection Records periodic environmental buildings check recommend maintenance. documenting safety, for and damage of County grounds repairs review health and and and to and Facilities 3 years 1. Environmental and Impact Statements Assessment Environmental assessments, statements, correspondence, supporting documentation state and acquisitions. construction facility impact materials or land related and project to Facilities 6 years + current 2. Inspection Major Mechanical Reports — Reports systems boilers, relating such etc. to as elevators, major Facilities 1 after or removed service year + equipment system current from is Systems 3. Inspection Routine Reports — Facilities 2 after years + current inspection 4. Inspection Grounds Reports Inspection supporting for condition grounds. periodic inspections forms documentation safety and and of Facilities 3 years + current — F. Fleet Records and Equipment See and Records Section Equipment 15 — Fleet G. Work Supporting Documentation Orders and Requests authorizations maintenance County and -owned buildings. and for work facilities repair on or Facilities 3 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.090 MASTER FACILITY PLANS Long documents facilities related range or facilities. planning for groups major of Facilities FACILITIES RECORDS 14-4 SECTION 14 - CODE TITLE Weld DESCRIPTION County Retention Schedule CUSTODIAN RETENTION REFERENCE 14.100 OPERATION MAINTENANCE AND DRAWINGS AND MANUALS including Records mechanical County detection heating, conditioning similar systems; systems; pumps; boilers; drawings, schematics documentation; designs, configurations, -owned mechanical power etc. pertaining fire ventilation, disaster elevators; plans, alarm diagrams, systems Includes and and (HVAC) facilities, generators; patterns, systems; supporting layouts, etc. to water warning in air and sump Facilities I Life equipment year of + 1 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.110 PAYROLL AND PERSONNEL RECORDS See Section Payroll Section Personnel Records 22 21 — Records — and CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.120 PROJECT FACILITIES FILES invoices, Design project built construction supporting documentation; project team etc. drawings; meeting and files, bonds, purchase construction including contracts copies project minutes; copies orders, as- of and of Facilities improvement 6 after replacement, demolition, transfer another Routine may when destruction this schedule Records evaluated continuing administrative or value years historical retention be eligible + purged current of entity, material must the for legal, or for per to be - A. As -Built and Specifications Construction Plans Final specifications approved state plans buildings. and and for constructed Facilities Permanent RECORDS 14-5 SECTION 14 - FACILITIES CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 14.120 PROJECT FACILITIES FILES - B. Construction Requests Budget Construction to Committee/Capital Development that impacts construction. the reveal Joint of budgetary planned requests Budget Committee sent Facilities 5 years C. Construction Review Plans In- Preliminary specifications architectural review. designs prepared firms and for by Facilities i 1 approval plans rejection year after or of final D. Construction Files Project Case Case construction buildings renovation building files documenting and for of of the rented state new use. the Facilities Permanent E. Under and Specifications -Construction Plans Specifications contractors as previously buildings. guidelines designed used and to architects construct by Facilities Until or obsolete superseded CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.130 PURCHASING RECORDS See — Section Financial Purchasing 16.230 Records Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 14.140 SECURITY RECORDS A. Access Forms and Data Forms to County data computer the are completed issuance access is entered system. of badge into a the and prior Facilities Access Until the system Data: deactivation the entered computer Until badge Forms: to of B. Security Reports Audits — Annual Reports on recommended from security contractors issues and mitigation. Facilities Until of ensuing audit the completion next security C. Surveillance Public Recordings Areas — Video security areas recordings cameras of County buildings. from in public Facilities See — Election Video Section 04.230 and Surveillance Records Voter 15 days Registration — Recordings RECORDS 14-6 SECTION 14 - FACILITIES SECTION relating 15 - to AND and Weld County Retention Weld RECORDS County's Schedule vehicle fleet and equipment. FLEET EQUIPMENT Records maintenance operation of • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not copy is eligible current microfilm, specified be custodian retained period for or in destruction pending etc.). this longer applies provided retention General litigation, than to under the they the schedule, record have record claim Instructions the retention copy duplicate no copy. or further audit regardless or administrative schedule copies the subject of the may can storage be be of or destroyed a destroyed legal other format value. hold. at if it for the Duplicate is the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 15.010 AGREEMENTS, CONTRACTS SUPPORTING DOCUMENTATION AND See — General Agreements, Section and 17.040 Records — Contracts Supporting Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 15.020 COMMERCIAL LICENSE RECORDS DRIVER'S See — Section Personnel Commercial License Records 22.040 Records — Driver's (CDL) CODE TITLE J I L DESCRIPTION CUSTODIAN RETENTION REFERENCE 15.030 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See — General Correspondence Section General Records 17.110 — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 15.040 DAILY WORK REPORTS Daily of work location, record done worker, (time/activity by the work County done, sheets) i.e., etc. Fleet 5 years + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 15.050 FINANCIAL RECORDS See Section Financial 16 Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 15.060 PAYROLL PERSONNEL AND RECORDS See Section Payroll Section Personnel Records 22 21 — Records — and SECTION 15 - FLEET AND EQUIPMENT RECORDS 15-1 CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 15.070 FUEL TANK AND STORAGE RECORDS A. Fuel Tank Underground Records Storage 1. Closure Records including Records assessments. of permanent closure, excavation zone Fleet Note: be County transferred Division Public retained Records or of Safety to Oil by may State and At least permanent or change 3 years closure -in-service after 2. Release Records Detection System Fleet Installer: from installation installation Written Performance of Manufacturer Results Testing Monitoring: 1 Schedules Calibration Maintenance: 5 Written Documentation Calibration, Maintenance Repair year completion servicing Equipment year years date after from 5 of or At least work years of Sampling, of and of system date Claims or of of and 1 B. Fuel Usage Records Records pumps. of fuel use at County gas Fleet 1 year + current C. Disposal Records Records and and antifreeze equipment. relating to used disposal from vehicles of oil Accounting Fleet 3 years FLEET AND EQUIPMENT RECORDS 15-2 SECTION 15 - Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 15.080 INVENTORIES AND EQUIPMENT - VEHICLES Records equipment, systems inspection pertaining and and mechanisms their repair to maintenance, all history. types and of Fleet life Until no county longer of equipment equipment control under is or + Documentation warranties, calibration inspections, certificates, operating and titles, vehicle includes testing bills registration manuals, records, of sale, etc. 1 audit, another period by elsewhere year law and/or unless retention is or required specified in this after Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 15.090 MAINTENANCE AND INSPECTION RECORDS - VEHICLES AND EQUIPMENT A. Driver Reports Vehicle Inspection inspection Vehicle documentation actions or prior commercial deficiencies inspection taken to each done to operation motor noted of address by reports corrective the vehicle. during driver of defects and a the Public Fleet Works Operations 24 Works) 90 hours days (Fleet) (Public Copy — 49 CFR 396.11 Note: vehicle carried A legible inspection in the copy vehicle. report of the is last to be B. General Inspection and Records pertaining to Fleet Until vehicle or General Maintenance maintenance and inspections equipment is no Reference: 49 Documentation — Vehicles performed for vehicles and longer under CFR 396.21 and Equipment equipment, records Federal manufacturer warranties, vehicle required regulations; maintenance including inspection issued by those State includes manuals histories reports, and and and life municipal equipment of vehicle control or + 1 year or requires annual inspection reports commercial motor of work available orders vehicle providing history. the only vehicles retained to for be inspection 14 after where vehicle housed maintained. months the the is or 15 - FLEET AND EQUIPMENT RECORDS 15-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 15.090 INSPECTION MAINTENANCE VEHICLES EQUIPMENT AND AND RECORDS - C. Maintenance Histories federal Vehicles and maintenance performed and records reports equipment, required regulations. and for Equipment. pertaining and County including inspections by State to vehicles Records those and Fleet Life equipment of vehicle + / 1 year D. O&M and Equipment Manuals — Vehicles Fleet Life equipment of vehicle + / 1 year E. Parts Room Order Records Copies documentation ordering of invoices of relating parts. and other to Fleet See Section Records 16.020 Payable — 2 years + current Financial Accounts Records F. Warranties Equipment — Vehicles and Fleet Life equipment expiration warranty whichever of vehicle or of + 1 is / year, later G. Work and Equipment Orders — Vehicles Documentation authorizations performed equipment. regarding of for requests work vehicles and and Fleet 2 order only vehicle which be of equipment years, retained vehicle available provides case unless history, it or + should for 1 the year work in life CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 15.100 OWNERSHIP VEHICLES EQUIPMENT AND RECORDS - A. Bills Supporting Documentation of Sale and Documentation disposition equipment of by vehicles the of acquisition County. or or Fleet Until records to disposition equipment after audit pertaining of of B. Vehicle Certificates Registration identification Documentation County providing vehicle ownership motor licensing information taxes issued vehicle number. and paid ownership, department regarding and by the vehicle Fleet Until disposition vehicle superseded of or C. Vehicle Titles Title vehicles proving ownership owned by the of County. motor Fleet Until vehicle disposition of 15 - FLEET AND EQUIPMENT RECORDS 15-4 SECTION documenting 16 and ensuring RECORDS accountability Weld County Retention for the Schedule receipt and expenditure of public funds. SECTION FINANCIAL - Records • • • The (paper, Unless of copies No any minimum the record anticipated, otherwise duplicate should electronic, that retention specified copy not is eligible current microfilm, be retained custodian period for or in destruction pending etc.). this longer applies provided retention General than litigation, to under the they the schedule, record record claim have the Instructions retention copy no copy. or duplicate further audit regardless or administrative schedule copies the subject of the may can be of storage be a destroyed or destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE i I DESCRIPTION CUSTODIAN RETENTIONS REFERENCE 16.010 ACCOUNTING RECORDS A. Accounting Reconciliations Balances) (Trial Reference system balance Includes: reports of copies all Cash County of balance of the accounting accounts. daily reports Accounting Treasurer 2 years + current - B. Accounts Payable Records See — Section Accounts (below) 16.020 Payable Records C. Accounts Records Receivable See — Accounts Section 16.030 Records Receivable (below) D. Bounty Records See — Clerk Section and and 06.050 Books — Recorder Recording Historical Records — Records Registers, E. Ledgers Entries and Journal 1. Journals General Ledger and Year-end and and financial of documentation ledgers accounting form the disbursements fund of County. summaries reflecting condition to general general adjustments May from entries. ledger the and by also of subsidiary account receipts general operation in include and the Accounting Treasurer 7 years 2. Journal Supporting Entries and Detail Includes summarizations, and support entries; subsidiary daily of funds. receipts other or analyses, journal cash other computations or or books auxiliary periodic disbursements vouchers distributions, (general which and books); statements and of Accounting Treasurer 2 years + current 16 - FINANCIAL RECORDS 16-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 16.020 ACCOUNTS RECORDS PAYABLE Records documentation bills by the that serve of County. as the payment of A. Accounts Monthly Payable Reports (Copies) Listings payment Publication following: Proceedings, of authorization. bills is Commissioners' required Financial presented for statements for the Accounting Note: recorded County Recorder Original Clerk with is & Commissioners' Proceedings: 6 years Published and Publication: 6 years + Affidavits + current current (Copies) of B. Bills, Supporting Documentation Invoices and Records County, and and purchasing supporting including of bills paid monthly card documentation. by statements the credit Accounting 6 years Duplicate 2 years + current Copies: + current C. Checks Documentation and Supporting See — Section Treasurer Financial 34.050 Records Records — D. Credit Purchasing Records Card and Card Issuance issued Records the County of by the credit and County. cards purchasing issued cards to Accounting 6 years after card + current cancellation of E. Expense Records Records travel, tuition and and business, authorizations, other officials maintained mileage, and including other expenses while claims etc. reimbursements on to of requests, County document for employees travel, Accounting 6 years + current Duplicate Copies: 2 years + current F. Petty Cash Requests Records account cash for of and various petty requests cash purposes. fund for petty All Retaining Records Departments Petty Cash 6 years + current G. Vendor Records information Files accounts specific address, of etc. checks, maintained vendors, correspondence, payable such W-9 and as activity including as a 1099 unit name forms, to for and copies track Accounting See also 16.240 Records Section — Purchasing Vendor 6 years after closed 1099 Forms: W-9 Forms: Files: + current 4 4 years years (below) 16 - FINANCIAL RECORDS 16-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 16.030 ACCOUNTS RECORDS RECEIVABLE Records collection vendors, citizens County, billing and that having and of organizations collection amounts documentation serve as the accounts of owed and with monies. basis by the of for A. Cash and and Reports Receipt Records See Treasurer Accounting Section 34.010 Records — — Records B. Deposit Records Validation All with Departments Cash Registers 1 year + current C. following (Lottery), Government Sharing — State. allocation by collected by Highway Conservation Tobacco the the Program Records County State sales to and/or programs: Users Severance Revenue and for Trust of Tax of the Records receipt revenues allocated Fund, Fund tax, Treasurer Accounting 6 years + current D. Insufficient and Logs Funds Checks insufficient Records County for insufficient that of checks check are funds received returned transactions. and logs by by the banks of Treasurer Accounting Logs: 2 years current Uncollectable Checks: 1 current after written off year + + being E. Open Records Accounts Receivable Any indexes summaries thereto of distribution. and Treasurer Accounting 1 year + current F. Requests, Supporting Documentation Vouchers and Original supporting Check Receipt requests, requests, acknowledgements documents, EFT vouchers requests, including: and Treasurer Accounting 6 years + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.040 AGREEMENTS, CONTRACTS SUPPORTING DOCUMENTATION AND See - General Agreements, Section 17.040 Records and - Contracts Supporting Documentation -1 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.050 ASSESSOR RECORDS See Section Assessor 01 Records - 16 - FINANCIAL RECORDS 16-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 16.060 AUDIT RECORDS A. Audit Reports 1. Annual Financial Comprehensive Reports Accounting Treasurer Permanent 2. External and Documentation Supporting Audit Reports includes Reports audits auditors of public Supporting papers the of by not County accounting copies compiled accountants examinations documentation in the (such of for regular as firms). audit the and reports work audit. and employ of Accounting Treasurer See also 16.150 Records Section — Grant Audit Permanent Audit 6 after audit years Reports: Work + completion current Papers: of (below) B. Audit Disaster Audits Records Reimbursement — FEMA Audits records for with reimbursements. FEMA disaster and retained copies audits declarations of as in connection work financial papers and Accounting Audit Permanent FEMA Papers: current closure Reports: Audit after of 6 years grant Work FEMA + C. Audit Trail Records Daily of for detail of expenditure completed internal any accounting should revenue audits. transactions, include activity. in system addition Transaction reports justification used to All Retaining Records Accounting Treasurer Departments Audit Trail 1 year + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.070 BANK RECORDS A. Bank Reconciliations Statements and Statements from of transferred, deposit. depositories funds received, and and daily showing disbursed, balances bank reports details on Accounting Sheriff's Treasurer Office 6 years + current B. Check Records images, Records by the stubs. relating County, check to including registers checks check and issued check Accounting Sheriff's Treasurer Office 6 years + current Treasurer's Duplicate Copies of Checks: 6 years + current C. Image Deposit Electronic Treasurer 25 months — D. Electronic Deposit Reports Treasurer Until reconciliation complete monthly is E. Trial Balances See — Section Accounting (above) 16.010 Records 16 - FINANCIAL RECORDS 16-4 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 16.080 BANKRUPTCY RECORDS See — Treasurer Bankruptcy Section 34.030 Records — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.090 BUDGET RECORDS A. Annual County Budget Preliminary Final Amendments adopted proposed budget, budget, Director of Finance Preliminary 6 years + current Adopted Budget and Amendments: Permanent Budget: B. Departmental Work Forecasts Papers Budget and Other income, investments including Budgets prepared administrative purposes) expenditures financing, operations disposals estimates showing also of expenditures actual records and receipts revisions reasons income for of construction of and and properties showing other internal estimated in by with or connection acquisitions the memoranda operating and for and forecasts County, of estimates. such revisions; comparison receipts and or future with or and All Preparing Requests Director Departments of Budget Finance Approved: 2 years + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.100 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See: — General Correspondence Section General Records 17.110 — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.110 FEE SCHEDULES Fee Weld schedules County are for to fees be charged posted. by Departments Collecting Clerk County to the Code Fees Board Included Code in County 16 - FINANCIAL RECORDS 16-5 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 16.120 FINANCIAL BONDS SUPPORTING DOCUMENTATION AND GUARANTEES, improvements Includes: Records and officials financial the ensure the specified completion delinquent officials, of County completion credit, release relating and guarantee performance, Escrow actions, Bonds Liens, of various from of bills bonds projects, or to other of certain such the or for accounts, Promissory the required assessments. elected forms of payments payment acquisition elected parties as required the of Letters notes by to or of All Retaining Guarantees Human — Risk Clerk Departments Section to Resources the to — Financial the Bonds Board 07.160 Board involving 1 expiration, completion guaranteed (if release guarantee any proceedings enforcement bond whichever year applicable), legal conclude, after of the or is of project after of later the Clerk See — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.130 FIXED ASSET RECORDS Accounting A. Depreciation Records (Electronic) Detail Accounting 6 years + current B. Fixed Asset Records Fixed property estate), furniture. cost, name date asset of (buildings vehicles, vendor records Includes purchased, equipment, and of and description, depreciation. County location, real and Accounting I Paper + Electronic by Until current Asset Files: 6 Tracking Code: superseded years C. Inventories — Fixed Assets Listings nonexpendable County, estate, equipment, items the County. of including vehicles, owned expendable supplies or property furniture, administered buildings, and and of other the real by Accounting Until superseded CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.140 FRANCHISE RECORDS See — General Section 17.040 Records and —Agreements, Contracts Supporting Documentation 16 - FINANCIAL RECORDS 16-6 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 16.150 GRANT RECORDS Files grants monitoring pertaining and the and to administration, status applications of for grants. 1 A. Grants Given by County Includes awards, supporting as reviews, use notices of applications, reports, monitoring grant and documentation, monies, and notifications, grant other reports etc. such staff on All Administering County Programs Clerk Departments to Grant the Board Awarded: of Rejected Withdrawn: 2 after withdrawal grant years + rejection + 6 or current Duration years or B. Grants County Received by Includes awards, supporting as requesting monies, staff on applications use reviews, of applications, reports, notices grant documentation, funding monitoring and from and monies, other those from notifications, grant etc. grant reports such Administrative Files: Administering Grants Financial Supporting Documentation: Accounting Clerk Departments to the Board Federal 6 from final report, report out Other 6 from final report, report out Records Real Equipment Acquired Federal 6 from final report, report out Rejected Withdrawn: 2 after withdrawal years years years years the expenditure the expenditure Property the expenditure rejection of Grants: of of + financial + financial + financial + Grants: current latter grant current latter grant Relating with Funds: current latter grant or current and or of close of close of close to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.160 INSURANCE RECORDS See Risk Records Section Management 32 — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.170 INVESTMENT RECORDS See Section Treasurer 34 Records — 16 - FINANCIAL RECORDS 16-7 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 16.180 LOCAL DISTRICT IMPROVEMENT RECORDS improvement Records Assessment Financial Documentation, Receipts, assessments Note: recorded. Releases relating Supporting Releases Rolls districts, of to (Copies), Notices, liens local of including: liens are for paid Accounting Treasurer Clerk Public See 23.190 Zoning, Use District also to the Works Section — Planning, Board Land 1 year after maturity instruments of the debt Special and Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.190 MAILROOM RECORDS Includes setting postage meter records. forth records, monthly ledgers cost and and mail breakdown, similar postage reports Accounting See 17.180 Records and Distribution also Information Section —General Mailing Records 2 years + current — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.200 PAYROLL PERSONNEL AND RECORDS See Section Payroll Section Personnel Records 22 21 — and — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.210 PENSION RECORDS See Section Personnel Benefits 22.030 Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.220 PROPERTY RECORDS TAXATION See — Section Treasurer Property Tax 34.070 Records — Records 16 - FINANCIAL RECORDS 16-8 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 16.230 PURCHASING RECORDS A. Purchasing General Records in Purchasing purchase requisitions, orders, authorizations, of specifications such quotations; issuance as orders, vouchers, requests control of field competitive and and etc.; similar purchase purchase signature for forms, solicitations, and proposals such records records. bid as or Purchasing Accounting 6 years + current B. Bid Records 1. Bids, Quotes Proposals and Includes: received solicitation, unsolicited solicitations, Lists, Written in Bid response or summaries Formal in Proposals, quotes response to bids of a specific received Vendor to bids Purchasing 6 years + current 2. Bid Specifications Solicitations and Includes: (RFPs), (RFQs), for quotes, competitive Requests Solicitations Bid Requests specifications bids, for for quotations by proposals proposals the County or Purchasing 6 years + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.240 REPORTS FISCAL AND PLANS — A. Annual Financial Reports (A.1) (above) See Records Audit Annual Comprehensive Financial Section — Audit — Reports 16.060 — Reports B. Monthly - Treasurer Financial Reports See Section Treasurer 34 Records - CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 16.250 REVENUE RECORDS COLLECTION I See Section 34 Treasurer Records — CODE TITLE DESCRIPTION CUSTODIAN T RETENTION REFERENCE 16.260 TREASURER RECORDS Records collecting, real for municipalities that the and levy County, relating personal in and the and to disbursing school County. property special the district, billing, of all taxes districts See Section Treasurer 34 Records — 16 - FINANCIAL RECORDS 16-9 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN 16.270 WORKSHEETS FINANCIAL Documents such as rough notes, calculations or drafts assembled or created and used to prepare or analyze other documents; spreadsheets, worksheets, preparatory notes, tentative financial estimates, and projections. All Departments Creating Financial Worksheets RETENTION REFERENCE Worksheets in General: Until no longer needed Worksheets with a Specific Fiscal Purpose (such as Human Services Monthly Worksheets): 2 years + current after completion of State audit SECTION 16 - FINANCIAL RECORDS 16-10 Weld County Retention Schedule SECTION 17 - GENERAL RECORDS General records common to all County Departments. General Instructions • The minimum retention period applies to the record copy regardless of the storage format for the record (paper, electronic, microfilm, etc.). • Unless otherwise specified in this retention schedule, duplicate copies may be destroyed at the discretion of the duplicate copy custodian provided they have no further administrative or other value. Duplicate copies should not be retained longer than the record copy. • No record that is eligible for destruction under the retention schedule can be destroyed if it is pertinent to any anticipated, current or pending litigation, claim or audit or the subject of a legal hold. CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.010 AFFIDAVITS PUBLICATION OF Proofs announcements, newspapers of publications or other etc. of in print notices, media. All Responsible Publication Departments for 6 unless retention specified is elsewhere records schedule years set another forth + retention current, period by in law the is or CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.020 AGENDA AGENDA DOCUMENTATION BOARD COMMISSIONERS OF PACKETS SUPPORTING COUNTY AND — Board agenda meeting time meetings items Board special meetings material summaries, other explaining and to supporting of at and packets, agendas be regularly such County locations and and the discussed emergency presentations agenda agenda as rationale Commissioners' including showing agenda documentation of scheduled, official order by briefing public item for the date, and of staff Agendas Reports: Clerk Agenda Background Material (Supporting Documentation): to the and Staff Board Agendas Reports: Agendas Reports - Copies: Until meeting is Agenda Background Material (Supporting Documentation): and Permanent and Duplicate over Staff Staff information recommendations, financial agenda the material, proceedings, County's Board items or for along legislative background or being a constitutes the decision. with history presenting presented the history. This Board the of to All Preparing Agenda Departments Material the Retain accordance County's schedule specific record contracts, in type i.e. with retention for the of maps, etc. the CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.030 I AGENDA SUPPORTING DOCUMENTATION BOARDS, AND AUTHORITIES PACKETS COMMISSIONS AND — See Board, and Records Section Authority Commission 02 — SECTION 17 - GENERAL RECORDS 17-1 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.040 AGREEMENTS, CONTRACTS SUPPORTING DOCUMENTATION AND A. Agreements and Contracts including intergovernmental letters Agreements various some enforceable County memoranda franchise agreements, agreements, and supporting revisions, form of kinds and agreements, intent, but and of by other of documentation. that not professional change agreement law and understanding, contracts limited amendments document parties, between agreements, orders, essential lease that to services of the is Clerk to the Board is 6 after fulfillment terms agreement contract, that been and agreement contract has effect, prior evaluate continuing administrative historical Duplicate Until needed reference years later, any an that expiration of completed except + current the provided audit the no binding of whichever or or longer all has that or or to no destruction, for legal, value Copies: longer for B. Purchase Orders See Section Financial Purchasing 16.230 Records — — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.050 ASSOCIATED ORGANIZATION RECORDS A. Courtesy External Sources Records from is Provided or member association, group the records. in its Note: office to capacity of County an organization, of The as as a external external record participating a courtesy for or source such All Receiving Records Departments Such informational Until needed reference purposes no longer for County or B. Membership Records Records of external organizations. County, relating associations, officials to memberships and staff groups in and All Retaining Membership Records Departments 2 years 17 - GENERAL RECORDS 17-2 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.060 CALENDARS SCHEDULING AND RECORDS Electronic to routine of similar calendars, telephone diaries routine document meetings, planning activities; and content. and appointment messages, similar appointments and paper facilitate and includes records records scheduling notes, books, the and with kept All Creating Records Departments Such Destroy at option CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.070 CODE BOOK RECORDS A. Codes Reference Adopted by Includes uniform building fire such codes codes codes, adopted model and and and international construction and supplements traffic by other ordinance. code, similar codes, to All Departments Permanent superseded until B. Codifications/ Supplements All codified supplements amendments adopted compilations into Code. County containing to the of ordinances Code initially and all All Departments Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.080 CHARTERS SUPPORTING DOCUMENTATION AND A. Charter Proceedings including Records amendment Rule Charter, Charter petitions. Charters relating including conventions Charter or repeal or to the provisions records initiative and adoption, of Home not of of the Clerk to the Board Permanent B. Charters — Published Governing Rule separately county Counties code. documents or as published part of for the Home Clerk to the Board in Permanent Note: essential records, "record" should paper Charters county and copy be retained format. are a 17 - GENERAL RECORDS 17-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.090 COMMITTEE RECORDS A. External Committees Records the the an County County interest. of committees organization has representation outside in which or of All Receiving Records Departments Such Until needed reference informational purposes no longer for County or B. Internal Committees Records forces composed staff that that purposes. meetings, committees, and/or meet are or of other set committees, of on Examples Employee other up members an Task types for ongoing Teams of County specific include: safety task groups of basis the entities or Staff All Participating Ongoing Committees Departments in Until needed reference no longer for CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.100 CONTRACTS SUPPORTING DOCUMENTATION AND See — General Agreements, Section 17.040 Records and — Contracts Supporting Documentation (above) CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.110 CORRESPONDENCE GENERAL DOCUMENTATION AND A. Correspondence General Documentation and Includes records. general administrative 1. Enduring Long -Term Documentation correspondence and policy, research to activities precedent historic County other documentation. long-term policy similar legal, value; issues in events or is the fiscal, which or administrative, records and set; relating community; records with records an general historical actions important enduring and to that of the and or relate or All Departments Permanent 2. Routine letters Operating documentation contains administrative, historical, statistical received, files convenience duplicates that transmittal that are or no reading are also correspondence informational value. memoranda of documents, significant kept and memos filed legal, that Includes or solely contain elsewhere, is fiscal, chronological routine long sent or for letters etc. or and routine and term and All Departments 1 after resolved Duplicate 1 year year the + + current matter Copies: current is 17 - GENERAL RECORDS 17-4 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.110 CORRESPONDENCE GENERAL DOCUMENTATION AND A. Correspondence General Documentation and Includes records. general administrative 3. Transitory or Ephemeral informational informational General documentation short-term advertisements, worksheets, materials purposes, preliminary correspondence value, circulated other desk or "read short-term value. of drafts records extremely including notes, for only" or and copies with of All Departments Until been material read has B. Electronic and Maintained Computer Mail Records — Messages See — Information General Section Records Records — 18.080 and — in Technology Communications Systems Electronic Electronic Records Mail C. Forms Blank instructions Blank be separated records. file the form. records evolution may forms However, be are and from maintained of regarding should the not the a considered County's master form be to use track and of forms the to All Departments Until superseded — D. Worksheets, Notes Drafts and includes information Documents calculations or analyze of which steps final preliminary memoranda, printer computer be a created a preliminary in version final do other the output informal not and copy. and such or preparation of drafts entered represent reports, drafts documents; used not used documents; as or notes, working of considered rough to to into assembled letters, computer prepare significant verify of a notes, records the nature to or or All creating records Departments such immediately Destroy subject has been transaction completed after 17 - GENERAL RECORDS 17-5 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.120 DONOR RECORDS Records material use. relating donations to cash for and county All that donations Departments have received is life Until county +1 audit, another period elsewhere retention no of year longer donated donated unless control and/or is retention specified schedule. in under this item item or after CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.130 EVENT RECORDS AND PROGRAM Records development special which held at the events county pertaining and or county facilities. activities to ongoing has program a role or in or are All creating records Departments such A. Activities and Events Contracts, supporting relating sporting shows, vendors or equipment activities duration park to events, displays and usage, and of agreements entertainment, documentation of concessions, room rentals events less than performances, artwork, and rentals, that one and similar facility have (1) year. a All creating records Departments such 2 years after activity or event B. Facility Records and Program Use Records and annual recreational and admission event relating or seasonal descriptions, to to programs, programs, registration passes program etc. for All creating records Departments such 2 years after use C. Liability Waivers Forms participants municipality related signed to to various by release from program any liability activities. the All creating records Departments such 3 years D. Incident Reports incident Reports happen activities, to such the during normal as rescue, of incidents etc., reports. course programs, that are accident that of exceptions may events, business, or injury All creating records Departments such 3 years E. Program Records Development Records documenting evolution programs. with and long-term the rationale establishment, value for All creating records Departments such Significant Enduring and to Permanent Routine Administrative Value: Until provided are continuing reference prior the reviewed Research superseded, to County: and Historical records value destruction for Value 17 - GENERAL RECORDS 17-6 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.140 FINANCIAL RECORDS See Section Financial 16 Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.150 HISTORICAL ORGANIZATIONAL RECORDS AND A. Awards Received and by Honors County Awards the departments various County and public government, honors or or received programs private sources. from by All creating records Departments such Destroy at option B. Organization Files illustrates Records charts, mission and description and the different similar administrative County reorganization that or or points purpose information of government contain provides the in arrangement time. organization studies, statements that a detailed structure at of All creating records Departments such Until superseded C. Photographic Records See — General Photographic Section (below) Records 17.240 — Records D. Publications — County See — General Publications Section 17.270 Records — (below) E. Records Older than 1900 County type that that archival regional 1900. in are may (or the dated value; newspapers have other) custody prior historical includes records of to older the 1900 local of County or than any and or All with than Departments Records 1900 Older Permanent F. Scrapbooks — County Chronological County which newspaper items activities reactions may pertaining or individual and of include clippings citizens. record actions to photographs, the departments and of and the County's other the All Creating Departments Scrapbooks Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION 1 REFERENCE 17.160 HOUSEKEEPING FILES Records housekeeping relate program office. charity custodial telephone directly Includes fund of responsibility service a logs, general nature to the records drives, requests, etc. copies that primary of the such do of not as All Creating Records Departments Such Until needed reference; specifically referenced county no code longer for or in 17 - GENERAL RECORDS 17-7 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.170 INTELLECTUAL RECORDS PROPERTY Records copyrights, marks, other similar relating seals, trademarks, logos, intellectual to County taglines service -owned property. and Intellectual All Responsible Departments for Property the Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.180 INFORMATION MAILING DISTRIBUTION AND RECORDS A. Certified Receipts Mail Return Receipts office recipient by the returned to document received County. by that a the mailing the post sent All Creating Records Departments Such 2 years referenced mailing after is concluded matter in B. Envelopes Envelopes communications County. that contained received by the All Departments Dispose immediately, needed documentation mailing dates of as and unless of receipt C. Mailing Lists and Distribution Lists compiled such community administrative of as names billings, and for various notifications, outreach purposes. addresses mailings, and other All Creating Records Departments Such Until obsolete superseded or D. Record of Mailing Documentation content addressees County of mailings for various for of mailing mailing and purposes. dates, sent by the All Creating Records Departments Such Dispose immediately, needed documentation mailing dates of as and unless of receipt E. Undeliverable Mailings Mailings ballots) are (excluding sent returned by as the undeliverable. mailed County that All Receiving Undeliverable Mailings Departments Dispose immediately, needed documentation mailing dates of as and unless of receipt 17 - GENERAL RECORDS 17-8 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.190 MAPS, SUPPORTING DOCUMENTATION DRAWINGS AND A. Informational Maps and Drawings Reference Acquired and and as maps. used informational municipal from for external County or school reference purposes, sources such district All Receiving Creating Records Departments or Such Until no longer for reference superseded needed or B. Maps, Drawings Supporting Documentation Plats, in General Plans and and Information Wide architectural, engineering supporting as following and and to such streets, facilities, Construction renderings, construction projects, plans, computer generated USGS area, finding plan photographs, engineering as range Election topographical Zoning and buildings, "As aids), examples: Boundary Development -aided documentation maps of records build built" Design System drawings district cartographic drawings maps, including maps, drawings design and Architectural static bridges drawings and drawings, and Aerial maps, (GIS) drawings, maps maps Geographic structures, and for plats (CAD) and (such the maps needed and major and of of and the All Receiving Creating Records Note: of drawings referenced sections records schedule Departments maps Specific Such and are of retention or in the also other types longer Final Permanent superseded reference Preliminary Versions: after completed Reference, Convenience Working Until no for longer reference final superseded Version: needed Copies: 1 version needed until or or year or no for Draft is or CODE TITLE I DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.200 MINUTES ENTITIES COUNTY See — General Committee Section Section to 02 the (above), Records — 17.090 Board, and 07 Board - — Records Section Commission Authority and Clerk Records, — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.210 NOTICES OF MEETINGS Documentation with distribution meetings. laws requiring of of notices compliance posting of public and County All Providing Support meetings Non Meetings: Recording Department -County Meetings: Staff for 1 year + current 17 - GENERAL RECORDS 17-9 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.220 OPEN REQUESTS SUPPORTING DOCUMENTATION RECORDS AND Formal submitted state documentation response request. Note: includes up open copies does records open correspondence law records not records requests Supporting of that material include in and to the or accordance supporting request official are request. denial for relating the the documentation such relating records records official subject of including as to the with follow- the to and of the the Open Records Request: Supporting Documentation: 90 Days Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.230 PAYROLL PERSONNEL DEPARTMENTAL AND RECORDS - See Section Payroll Section Personnel Records 22 21 — and — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.240 PHOTOGRAPHIC RECORDS A. Model Releases and Photographic All Creating Records Departments Such Until longer proprietary in release the County subject has no a interest of the B. Photographic Supporting Documentation Records and includes indexes, images, Supporting etc. Negatives, Slides with DVD Examples audio or and other finding identifying Motion slide documentation Photographs, tracks, formats) include: aids, pictures, shows information, Videos such Digital (archival) Prints, (VHS, as All Departments Enduring Value: Routine Administrative Value: accordance County's schedule specific record photos, photos, Transitory Destroy Permanent Retain retention type i.e., inspection etc. at Historical for with the of project Value: option in the 17 - GENERAL RECORDS 17-10 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.250 POLICIES PROCEDURES DOCUMENTATION AND A. Policy Records Development Records rationale County documenting policies. for and adoption the of All Creating Records Departments Such Significant Enduring and to Permanent Routine Administrative Value: superseded, provided are continuing reference prior Research the review to County: Until destruction Historical records value and for Value B. Instructions Procedures, Adopted Operating and Policies — legal in Documentation manuals procedures, procedures personnel circumstances. department handbooks, establishing value, and disputes including in that memos, manuals, standard liability past Includes with would policies and reference policy directives, etc. operating cases, be other useful or or All Creating Records Departments Such Significant Enduring Historical Research the Permanent Routine Administrative Value: superseded, provided are continuing reference prior Duplicate Until review County: to superseded Until destruction records and Value value Copies: and for to C. Rules, Standards Regulations — Adopted and Documentation regulations, guidelines adopted to Examples regulations Infrastructure standards, Subdivision regulations various and by activities include Inspection standards the and and construction of requirements County standards, zoning rules, and Building standards, and in functions. relation similar All Creating Records Departments Such Significant Enduring and to Permanent Routine Administrative Value: superseded, provided are continuing reference prior Duplicate Until the review Research to superseded County: Until destruction Historical records value Copies: and for Value 17 - GENERAL RECORDS 17-11 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.260 PROJECT RECORDS MANAGEMENT A. Capital Projects Design files, copies and copies orders, team including supporting meeting and of of construction invoices, project construction as minutes; -built documentation; bonds, purchase contracts drawings; project etc. project All Managing Project Departments the improvement 6 after demolition transfer another except material purged eligible destruction this schedule that must for administrative historical years retention continuing the replacement, be that + when for of entity, may and records evaluated current or the value routine under to be except legal, or B. Proposed Projects Not Project Undertaken Files — All Managing Project Departments the Destroy after accounting expenses provided are to destruction evaluated completely at records option incurred, for prior C. Project Control Files Contain preliminary general records and the routine reports documentation documenting progress memoranda, of and assignments projects. other and All Managing Project Departments the 1 year is closed after project CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.270 PUBLICATIONS A. External Publications informational Publications that Examples: Statutes, professional publications, are used Colorado vendor association of for etc. outside reference purposes. catalogs, entities Revised books, and Until needed no longer 17 - GENERAL RECORDS 17-12 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.270 PUBLICATIONS B. Internal County Issued Publications — internal instructional informational Documents the produced use, pamphlets, Internet including or and printed, or external leaflets, materials resources. distributed brochures, otherwise reference published directories, and for other via wide and All Creating Records See 17.320— Records Plans (below) Departments also Such Section General Reports, Studies Significant Enduring Historical Research the Permanent Routine Administrative Value: superseded, provided are continuing reference prior Transitory Until no for Duplicate Until no for longer longer review reference reference County: to superseded superseded Until destruction records and Value for value needed Copies: needed and Value: to or or and — CODE TITLE i DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.280 PURCHASING RECORDS See Section Financial Purchasing 16.230 Records — — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.290 RECORDS SCHEDULES, CERTIFICATES COMPLIANCE RETENTION OF Approved offices records certificates completed State authorized permanent normal Archives listing retention course schedules for destruction records the of compliance submission to of minimum document business. periods within for of County and to non- the the the Clerk to the Board Permanent Duplicate Until superseded Copies: CODE TITLE DESCRIPTION CUSTODIAN i RETENTION i REFERENCE 17.300 REFERENCE FILES Non periodicals, vendor materials reference not records. considered -record catalogs that and copies reports, information are part of and needed studies, similar of articles, the for but office's are All Creating Records Departments Such Until needed reference no longer for 17 - GENERAL RECORDS 17-13 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.310 REGULATIONS See — General Policies Section and 17.250 Records — Procedures Documentation (above) CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.320 REPORTS, STUDIES PLANS AND A. Annual Reports individual Summary County activities for statistics, graphs, the on previous and annual departments and narrative primary diagrams. accomplishments reports year; program reports, may of or the include All Creating Records Departments Such Permanent B. Plans, — Internal Reports and Studies All Creating Records Departments Such Significant Enduring and to Permanent Routine Administrative Value: superseded, provided are continuing reference prior Transitory Until no for Duplicate Until no for the review longer reference longer reference Research to superseded superseded County: Until destruction Historical records value needed Copies: needed and for Value: Value or or 17 - GENERAL RECORDS 17-14 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.320 REPORTS, STUDIES PLANS AND C. Plans, — External Reports and Sources Studies Routine documents sources used from for reference. external All Receiving Records Departments Such Significant Enduring and to Permanent Routine Administrative Value: superseded, provided are continuing reference prior Transitory Until no for Duplicate Until no for the longer longer review reference reference Research to superseded superseded County: Until destruction Historical records value needed Copies: needed and for Value: Value or or D. Quarterly, Weekly Reports or Monthly, Other Periodic Activity and County offices activities and statistical on accomplishments. program reports of All Creating Records Departments Such 2 years report, another period for report the retention a records specific is elsewhere after unless retention specified schedule date type of of in E. Strategic Plans "Big picture" strategic plans. All Creating Records Departments Such Significant Enduring and to Permanent Routine Administrative Value: superseded, provided are continuing reference prior Duplicate Until no for the longer review reference Research to superseded County: Until Historical records value destruction Copies: needed and for Value or 17 - GENERAL RECORDS 17-15 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 17.320 STUDIES REPORTS, PLANS AND F. Surveys Done including by County those done departments, on-line. All Administering Surveys Departments Survey and At department Unless county statute discretion Responses Compilations: required code of or the state by G. Work Plans Departmental, work units, etc. All Creating Records Departments Such Until subsequent plan completion work of CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 17.330 SOFTWARE SOFTWARE AND MANUALS See Information Computer Section 18.040 Records System — Technology — Records 17 - GENERAL RECORDS 17-16 SECTION retention 18 INFORMATION related to Information Weld County Retention Schedule RECORDS i SECTION TECHNOLOGY - Records Technology. • • • The (paper, Unless of copies No any the minimum record anticipated, duplicate should electronic, otherwise that retention not specified copy is eligible current microfilm, be custodian retained period for or in destruction pending etc.). this longer applies provided retention General than litigation, to the they under the schedule, record have record the claim Instructions retention copy duplicate no copy. or further audit regardless or administrative schedule the copies subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.010 BUSINESS ANALYSIS PROCESS (BPA) See Section General Policies and 17.250 Records — — Procedures Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.020 CONTRACTS, AGREEMENTS SUPPORTING DOCUMENTATION AND See —General Agreements, Section 17.040 Records and — Contracts Supporting Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.030 COMMUNICATION SYSTEMS RECORDS A. Telephone System and Records Paging 1. Call Detail Records (CDR) Records of outgoing calls. Information Technology 2 years 2. Cell (Electronic) Phone Reports Reports providers. from cell phone Information Technology 2 years 3. Communication User Data (Electronic) Systems Includes records pager VOIP information cap of numbers, user records, codes, users, electronic extension service other and providers, user Information Technology Until superseded 4. System Records Management Relating and communications including maintenance repair system management disposition order planning to creation, equipment contracts forms, of records systems, records, modification records, service (copies), other orders, Information Technology 6 years + current 5. Voice (Sound Mail Files) Messages Incoming recorded answering telephone on machines. voice calls mail systems or All Retaining Messages Records Departments Voice as Mail 90 days 18 - INFORMATION TECHNOLOGY RECORDS 18-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 18.040 COMPUTER RECORDS SYSTEM A. Change Control Records Configuration to diligence are IT systems made. is done and to ensure code before changes that changes 6 years + current B. Computer Audit Reports Completed compliance relating electronic to to with software records determine County and management. policies Information Technology 6 years + current C. Computer Backup Records Relating disaster to recovery backups made purposes. for Retention set and accordance county 40) administratively documented code period with (9-1- is in 1. Computer Backup Indexes Information Technology Life backup of computer tape 2. Computer County Systems -wide Backup Computer Tapes — Includes Databases, (Shared backups and Drives). File for Applications, Server Information Technology Retention set and accordance county 40) administratively documented code period with (9-1- is in D. Computer Software Records Hardware and 1. Access Control Records including journals, Records maintain authorizations, documentation, access records. maintained logs, required computer access password Records other for encryption endpoint to requests reports, access are establish security, not system control devices. and keys, and Information transmitted Technology Note: County Section Computer Records Logs (below) Logs SIEM. 18.040 — System are System also to the See F System 1 All Control Until capacity year Other Access Logs: Access Records: system is exceeded — 2. Computer Software Documentation Hardware and Written to or retrieve data. paper may Bluebooks, specifications, requirements, manuals, other operate programs include Documentation similar or documentation stored electronic system computer flowcharts, and Application documentation. operation information maintenance to change equipment access may formats necessary hardware and records, or be or in and user Information Technology longer Until until equipment software needed or store superseded computer used to data is retrieve or no or or 18 - INFORMATION TECHNOLOGY RECORDS 18-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 18.040 COMPUTER RECORDS SYSTEM 3. "Gold and Documentation Supporting Copy" of Software include Official authorized supporting proofs documentation Computer Documentation supporting license of copy purchase, County documentation Hardware documentation of software agreements, (See above), use; software also and in Software other may Information Technology longer Until needed or store software used to data retrieve is no or 4. Information Asset Inventories Technology Listings computer Department. of enterprise assets supported -wide by IT Information Technology Until superseded 5. Maintenance Computer System Records — logs, Paper documentation County components compliance service regular diagnose problems. maintenance equipment reports, maintenance warranties, records. and computer contracts, maintenance hardware invoices system Includes electronic inventories, needed with other records, contracts performance of (copies), systems warranties schedule or maintenance maintenance component component to and computer (copies), ensure failure and or of Information Technology Life component of system or + 1 year E. Server Build Forms Request infrastructure. Forms built requesting for various applications Servers to be or Information Technology Electronic Forms: 6 years + current Web form requests: Permanent Ticketing System: Permanent F. System Logs System originated various technology -created aspects logs systems documenting or of vendor information operations. Information Technology 1 year CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE. 18.050 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See — General Correspondence Section General Records 17.110 — and Documentation 18 - INFORMATION TECHNOLOGY RECORDS 18-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 18.060 COUNTY DEPARTMENTAL RECORDS AND WEBSITE A. Website Summaries Access Tracks hits to County's website. Information Technology 1 year + current B. Website Backups Information Technology Hosted Based hosting current unlimited County websites: current websites: on company, rollback hosted policies 6 years of is + CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.070 IT DISASTER AND RECOVERY PREPAREDNESS PLANS — includes Documents reestablishment processing equipment contact checklists, information, the services in case protection of data and of emergency a procedures disaster; and Information Technology Until revised superseded plan by CODE TITLE DESCRIPTION I CUSTODIAN RETENTION REFERENCE 18.080 ELECTRONIC RECORDS MAIL A. Electronic Mail Audit Log Transfer and delivery system logs. Information Technology 1 year B. Electronic and Attachments Mail Messages Information Technology 90 archive; Code Day + unlimited County (9-1-50) CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.090 ELECTRONIC PRODUCT WORK Based retain retention the record specific for on content, the period type for of CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.100 FINANCIAL RECORDS See Financial Section 16 Records — 18 - INFORMATION TECHNOLOGY RECORDS 18-4 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 18.110 INFORMATION (GIS) GEOGRAPHIC RECORDS SYSTEM See — Section Computer (above) 18.040 System Records A. GIS and Documentation Permanent Datasets, Supporting Data — Files Datasets the refers data characteristics, composed data, habitat combines representations events corresponding data. GIS that to e.g. found database. (thematic). (data a share roads and conceptual of base links on files) common such (base) tabular of the are A data as or GIS graphic features earth thematic grouping a or (attribute) part data layer layer wildlife or with of of GIS Until superseded B. Hardware Records and Software See — Section Computer (above) 18.040 System Records C. Historical Snapshots GIS Note: snapshots policy The frequency is set by administrative of historical GIS Annual Snapshots Selected Layers: Historical - Data Statute: Historical Permanent Required Assessor Permanent — by — Snapshots D. Maps GIS — Generated from Note: snapshots policy The frequency is set by administrative of historical "Record" GIS- and Version GIS: Department See C Snapshots (above) 17.190 Records Drawings Supporting Documentation — Section Historical Produced Electronic Requesting General Provided and — Version — Maps, and 18.110 GIS Section Maps of by Record GIS-Produced and Version GIS: content, the for of electronic have retention paper records same Preliminary Versions: superseded version retention the record Electronic Based the specific or content Version Provided retain i.e. same microfilm with records periods Until on the by period of Maps for type final by as 18 - INFORMATION TECHNOLOGY RECORDS 18-5 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 18.110 INFORMATION (GIS) GEOGRAPHIC RECORDS SYSTEM See — Section Computer (above) 18.040 System Records E. Processing Files intermediate System files demand), files, valid documentation operations, (electronic input/source transaction logs and including and input/output other or files, of audit printed files, users work trail processing and files, files. on files, test GIS Follow schedule system F. Source Data - Electronic Includes parties sources. data or other received external from third data GIS Until GIS provided data documentation, subject applicable agreements constraints, until system, uploaded is superseded noted to source any licensing then in or to of G. System Documentation See Section Computer (above) 18.040 System — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.120 NETWORK FIREWALL RECORDS AND SYSTEM A. As Schematics -Built Drawings and Documentation County's system(s), diagrams and computer computer and installations similar computer including and networks, equipment documentation. drawings of of the network blueprints, fiber cables, connections wiring of optics, of layout Information Technology Retain version superseded current until B. Employee Records Website Tracks sources. websites visited by internal Information Technology Until capacity system is exceeded C. Firewall Logs Logs system application etc.. for Intrusion and event, and control, prevention, web filter traffic, and Information transmitted Technology Note: County Section Computer Records Logs (above) Logs STEM. 18.040 — System are System also to the See F — Until capacity system is exceeded D. Firewall Request Rule Forms and Port Requests additions, for changes, firewall rule and deletions and port Information Technology Electronic Forms: 6 years + current Ticketing System: Permanent E. Inventory Data inventories. Networking equipment Information Technology Until superseded 18 - INFORMATION TECHNOLOGY RECORDS 18-6 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 18.130 PAYROLL PERSONNEL AND RECORDS See Section Payroll Section Personnel Records 22 21 — — and Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.140 POLICIES PROCEDURES DOCUMENTATION AND See — General Policies Section and 17.250 Records — Procedures Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.150 INFORMATION PROJECT TECHNOLOGY COMMUNICATION SYSTEMS RECORDS AND — information includes Project development, upgrade communications, drawings, supporting of project meeting files assessments, and proposals, (copies), Correspondence, records, plans, records, specifications, architecture assurance statistics requirements, project documentation invoices studies; may planning records and correspondence, copies bonds, records, include vendor notes; user testing and records documentation, and purchase replacement systems Contracts and evaluations, requirements, coverage design, purchase project Project and standards, issues relating literature; and computer of etc. analyses, meeting design; reports, contracts development technology; orders logs; installation, team (copies), to Project charters, orders, quality the of reports other and copies and Information Technology infrastructure, Implemented Systems: 6 after of system communications except destruction, evaluate continuing administrative historical Systems Implemented: 1 years the year replacement information + or prior + current current for legal, value Not to or CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.160 PURCHASING RECORDS See — Section Financial Purchasing 16.230 Records — Records 18 - INFORMATION TECHNOLOGY RECORDS 18-7 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.170 STANDARDS - INFORMATION TECHNOLOGY See Section 17.250 C — General Records — Policies and Procedures Documentation — Rules, Regulations and Standards — Adopted CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.180 STRATEGIC PLANS TECHNOLOGY See E — Studies Plans — Reports, Section General — Strategic Plans 17.320 Records and CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.190 Until needed reference no longer for TRAINING RECORDS — IT Records web applications. -based relating to classroom training for Enterprise and Information Technology CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 18.200 VOICE MAIL MESSAGES See A.5 Communications System Telephone Paging Records Mail (Sound (above) Section — Messages System Records — Files) 18.030 and Voice — SECTION 18 - INFORMATION TECHNOLOGY RECORDS 18-8 relating 19 JUSTICE Weld SERVICES records Weld relevant County DEPARTMENT Retention this Schedule RECORDS and services. SECTION County Department's programs - to Records to • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not specified copy is eligible current microfilm, be custodian retained period for or in destruction pending etc.). this longer applies provided retention General litigation, than to under the they the schedule, record record claim have the Instructions retention copy no copy. or duplicate further audit regardless or administrative schedule copies the subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. if at it for the Duplicate is the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 19.010 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. of and a general See — General Correspondence Section General Records 17.110 — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 19.020 FINANCIAL RECORDS See Section Financial 16 — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 19.030 PAYROLL PERSONNEL AND RECORDS Personnel employment employee documentation, performance documentation, and to the any other employee's training Records applications; management documents — Certain feedback, related Justice See Payroll Section Personnel Department Section Records 22 Services 21 — — 3 years from date + current of closure and Records certain formal job. CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 19.040 PRETRIAL PROGRAM SERVICES Records arrested; indictments, information, determinations, official chronological financial correspondences, documentation actions; related affidavits, transactions, charging dispositions, documentation, to individuals orders; monitoring, collateral and assessments, records reports judicial of Justice Department See — General Reports, Services Section Records Plans 17.320 and 4 after case years completion closure + current of JS -Pretrial Services policy, Archived Records 1.3.16 — Studies - JUSTICE SERVICES DEPARTMENT RECORDS 19-1 SECTION 19 Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 19.050 ALTERNATIVE SENTENCING PROGRAMS Records ordered Colorado Colorado alternative placement relating and Court and sentencing to to sentenced to authorized Work/Education individuals a County option by the a Jail for in Justice Department Services 5 years Archived Records Weld Agreement County # Release or Electronic Home 20222664 - Monitoring; orders, disciplinary forms, program documentation documents; explaining placement. case agreement reports, termination mittimus/sentencing information, forms, and job related collateral and memoranda, other listing of related B2200112 Records supervised monitoring Positioning remote at equipment violations, the relating alcohol Work using equipment Satellite assigned, and Release GPS monitoring to electronic individuals (GPS) tracking program; for alerts Global and/or used and data. CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 19.060 COMMUNITY CORRECTIONS ADMINISTRATION Records administer Community meeting correspondence, censuses, reports and reports, various determinations, used agendas expenditures, and statistical correspondences. functions letters, to Corrections document & program judicial reports and minutes, collateral services; Board vendor and orders and Justice Department Services 3 date Contract expires terminated; up years to Master 8 after or years (5 the years) is in total, Master Community Corrections Services Contract State, 1631 Contractor Records (JS0007) with #2019 - SECTION 19 - JUSTICE SERVICES DEPARTMENT RECORDS 19-2 and County 20 generated Oil OIL and AND Gas by the Energy Weld GAS Records County Weld County Retention and Retention RECORDS Gas Energy Schedule Department. provides a schedule for the records SECTION Weld ENERGY - The received Oil Schedule • • • (paper, The Unless of copies No any the minimum record anticipated, otherwise duplicate should electronic, that retention not copy is current specified eligible microfilm, be custodian retained period for or in destruction pending etc.). this applies longer provided retention General litigation, than to under the they the schedule, record record claim have the Instructions retention no or copy duplicate copy. further audit regardless or administrative schedule the copies subject of the may can storage be be of destroyed a destroyed or legal other format value. hold. if at it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION_ CUSTODIAN RETENTION REFERENCE 20.010 ADDRESSING RECORDS Assigned WOGLA Department. as process part of by the the 1401 Planning Planning Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 20.020 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. of and a general See — General Correspondence Section General Records 17.110 Permanent superseded or until — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 20.030 DEVELOPMENT RECORDS jurisdictions, Records reviews, preliminary amended plans, documentation, departmental aspects referral records, relating and of comments notices, etc. plans the and supporting geologic reviews development, final and to applications, including from pre- plats, plats, of hazards submittal various other site County Oil and Gas Energy Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 20.040 PAYROLL PERSONNEL AND RECORDS See Section Payroll Section Personnel Records 22 21 — — and Records 20 - OIL AND GAS ENERGY RECORDS 20-1 SECTION CODE TITLE = DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 20.050 PERMITS A. 1041 Weld County Oil and A Weld Oil and Gas Location Oil and Gas Energy Permanent Gas Location (WOGLA) permits improvements includes Assessment required their gas and building homeowners exploration prior construction of to permits. notice (1041 operators the related and issuance to and This WOGLA) of nearby municipalities. production prior process to oil of is to and B. Location Assessment for The LAP is designed to protect Oil and Gas Energy Permanent Pipeline (LAP) permits and and future promote welfare residents of the the of health, present the safety, County. and A LAP construction inches zone is districts. required in of diameter for a pipeline the or greater location or 12 in all CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 20.060 PLANS, REPORTS SUPPORTING STUDIES, AND local Documents externally planning, regarding prepared strategic in-house regional or long or and - Oil and Gas Energy Permanent DOCUMENTATION PLANNING range comprehensive area plans, transportation economic streetscape housing documentation or studies plan regarding certifications, plans, planning storm plans, development that approvals, urban water plans, or plans, etc. includes feed growth, master growth basin corridor Supporting into records utility etc. plans, plans, surveys the area plans, such plans, plans, plan, sub- as — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 20.070 JURISDICTIONS REFERRALS FROM OTHER Advisory the jurisdictions recommendation. County deliberations from for other review referred and to Oil and Gas Energy Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 20.080 STANDARDS, See Section 17.250 Permanent or until GUIDELINES, POLICIES General Records superseded — AND PROCEDURES — Policies and Procedures Documentation 20 - OIL AND GAS ENERGY RECORDS 20-2 SECTION relating 21- PAYROLL payroll for RECORDS Weld employees. County Retention Schedule SECTION to Records County • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not specified copy is eligible current microfilm, be custodian retained period for or in destruction pending etc.). this longer applies retention provided General than litigation, to under the they the schedule, record claim have record the Instructions retention copy duplicate no copy. or further audit regardless or administrative schedule the copies subject of the may can be of storage be or destroyed a destroyed other legal format value. hold. if at it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.010 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See — General Correspondence Section General Records 17.110 — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.020 DIRECT AUTHORIZATIONS DEPOSIT Employee County employee authorizations to directly pay into deposit bank accounts. for the Accounting Until separated employment employee is from CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.030 FINANCIAL RECORDS See Financial Section 16 Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.040 GARNISHMENTS See — Records Section Payroll (below) Basis 21.080 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.050 LEAVE RECORDS A. Balance Reports Accounting 6 years + current B. Leave Requests See — — Section Personnel Leave Requests 22.090 Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.060 PAY PLAN RECORDS See — Section Personnel Pay and Salary 22.110 Records — Records 21- PAYROLL RECORDS 21-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 21.070 PAYROLL RECORDS ACCOUNTING See Section Financial 16 Records — CODE TITLE it DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.080 PAYROLL BASIS RECORDS Age wages week; employee payroll for non-exempt records records deductions garnishments; authorizations wage and and attachments salaries, etc. FLSA records; reports similar are FMLA and records; for exempt relating including salary paid; payroll records; Title from of basis non-exempt employees; to applications for changes earnings payroll employees VII to rates, employees' records; payrolls, files on additions changes and assignments, which summaries of records ADA; in per payroll such payrolls, notices; ADEA and and in to as or Accounting Human Resources 4 years + current 29 CFR 29 CFR 29 CFR 516.2, 516.5, 1627.3 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.090 PAYROLL REGISTERS Documentation voluntary deductions County and employees. and required of withholdings the earnings, of A. Pay Period Accounting 1 year provided payroll retained permanently + register current, year-end is B. Year -End Accounting 6 years + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.100 PAYROLL TAX RECORDS Records deposit, and employer's tax similar return state federal of and income collection, (941, FICA transmittal quarterly 941E) and taxes, state distribution, and of including forms. federal federal other Accounting 5 years + current 26 CFR 31.6001-1 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.110 PERSONNEL RECORDS See Section Personnel 22 Records - CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.120 SALARY PUBLICATIONS INFORMATION Twice of yearly County salary proof information. of publication Accounting 6 years + current 21- PAYROLL RECORDS 21-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 21.130 TIME SHEETS Records description to basis wages. be for charged showing of payment work when hours of and used salaries worked, accounts as a and Accounting 5 years + current Duplicate Copies: 2 years + current CRS 8-72-107 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.140 WAGE -RATE TABLES See — Section Personnel Pay and Salary 22.110 Records — Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.150 W-2 FORMS Annual documenting earnings state and and social wage and federal security and individual withholdings income tax tax. statements employee taxes for Accounting 4 years + current 26 CFR 31.6001-1 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 21.160 W-4 FORMS Withholding certificates exemption employees. documenting status allowance of individual Human Resources Permanent, superseded until 21- PAYROLL RECORDS 21-3 SECTION employees. relating 22 PERSONNEL the hiring, employment, Weld County benefits, Retention compensation, Schedule retirement, and termination of SECTION RECORDS - to Records County • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention not copy is current specified eligible microfilm, be custodian retained period or for in destruction pending etc.). this longer applies provided retention General litigation, than to the they under the schedule, record have record claim the Instructions retention no or copy copy. duplicate further audit regardless or schedule copies administrative the subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. if for at it the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.010 AFFIRMATIVE RECORDS ACTION A. Discrimination Charges Enforcement Actions or Personnel charge, to employees similar application performance charging including or records sought forms, party holding documentation. records and after, relevant test positions to all such papers relating to other as or Human Note: from personnel employee's Kept Resources file separate Until disposition charge expiration to action authorization legal (2 -sue years final counsel (including period) and minimum) of of with right of or - 29 CFR 1602.14 B. Report EEO -1 Employer made than 100 information by all employees. counties reports with more Human Resources Copy current be of available report most must 29 CFR 1602.7 C. Form EEO -4 Records Employment Commission compliance requirements with 15 submitted or Opportunity (EEOC) with more by EEOC organizations employees. to documenting the Equal Human Resources 3 years 29 CFR 1602.30 D. Requests Accommodation for Reasonable Disabled employees' reasonable job applicants requests accommodations. for and Human Resources At after: the or record of action the (c) disposition charge discrimination (including of period) whichever least received the the right employer record (a) personnel (b) about final of to 5 the or years the expiration sue the pertains of action, is date later made date which a CRS 24-34-408 22 - PERSONNEL RECORDS 22-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 22.020 AGREEMENTS CONTRACTS EMPLOYMENT - AND Individual or writing, summarizing agreements, a employment written the or where memorandum terms. contracts not in Human Resources 6 years termination employment after of CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.030 BENEFIT RECORDS A. Benefit Plan Basis information, Records required reports worksheets, resolutions, providing necessary plan including receipts, etc. descriptions to the certify basis vouchers, application and for the all Human Resources Not years date less of after documents than filing 6 29 USC 1027 B. Benefit Records Plan Enrollment Records benefit of plans. employee selection of Human Resources 6 years termination employment extent are individual related these after of to the records to an 29 USC 1027 C. Benefit Plans Documentation employee and Security, compensation, purchase similar plan benefit amendments. other description plans; plan pension, health, insurance plans, descriptions including IRAs, relating retirement, dental, and/or deferred plans; money to vision benefit summary and Social and plan Human Resources Full plan effect, after the plan period or termination system plus that 6 the is years in of 29 USC 1027 D. Insurance COBRA Continuing Notices Group Coverage — Health Notices spouses continuing and relating spouses or COBRA rejected to and to and covered group whether rights, continuing dependents dependents health employees, and employee, coverage. records of insurance elected Human Resources Six termination employment years after of 29 USC 1027 E. Filings Authorities Employee with Taxing to Benefit Qualify Plans Human Resources At after of which relate, such whichever least such the tax the four due tax or the is records paid, is for years date date later 26 CFR 31.60001-1 PERSONNEL RECORDS 22-2 SECTION 22 - CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 22.030 BENEFIT RECORDS F. Pension Plan Records 10 pension no after pension ceases, later years longer eligibility whichever after benefits benefits paid are or for is 1. Actuarial Reports Actuarial County reports pension plans. regarding Benefit Manager Full plan effect, after the period plan or termination system plus that 6 the is years in of 29 29 (k)(1)(G) USC 1027; USC 1021 2. Awarded Pension Records including Records determination actuarial pension. of applications, calculations pensions awarded, letters, and for the Human Resources 10 pension no after pension ceases, later years longer eligibility whichever after benefits benefits paid are or for is G. Retirement Files information Records and regarding retirement and supporting potential containing retirement amounts, pertaining future documentation calculations pensions. eligibility, and to other current Human Resources 10 years retirement are no or after retirement ceases, later after longer eligibility whichever benefits benefits paid for is CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.040 COMMERCIAL LICENSE (CDL) DRIVER'S RECORDS Records Driver's employees. relating Licenses to Commercial issued to County A. Administrative Records Records of copies DOT and the physicals, flyers, CDL of relating expired Program, etc. program to driver's administration including licenses, brochures Public Fleet Works 5 years 49 383.73(o)(D) CFR B. Annual Summary Calendar Year Public Fleet Works 5 years 49 382.401 (b)(1)(vii) CFR C. Calibration Documentation Public Fleet Works 5 years 49 382.401 (b)(1)(v) CFR D. Collection Records Process Public Fleet Works 2 years 49 382.401(b)(2) CFR E. Driving Center Skills Pass/Fail Testing Records Public Fleet Works 3 years 1 CCR Rule 204-30 7(m) 22 - PERSONNEL RECORDS 22-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE F. Substances Test Alcohol Result and Records Controlled — 49 382.401 (b)(1)(iii) CFR 1. Alcohol Test Results Human Risk Resources — a. than Concentration Greater 0.02 Human Risk Resources 5 years 49 382.401 (b)(1)(i) CFR — b. Concentration Less than 0.02 Human Risk Resources — 1 year 49 382.401(b)(3) CFR 2. Controlled Test Results Substances a. Driver Test Verified Results Positive Human Risk Resources — 5 years 49 382.401 (b)(1)(ii) CFR b. Negative Test Results and Cancelled Human Risk Resources — 1 year 49 CFR 382.401(b)(3) G. Test Documentation Refusal Human Risk Resources 5 years 49 382.401 (b)(1)(iii) CFR — H. Training Records and Education Technicians, supervisors, drivers. Public Fleet Works individual Maintained employer the require and the ceases those OR At after: the or record; of action the or disposition charge discrimination (including of period) whichever functions individual least employer received the record (c) right for (a) the to functions (b) personnel about of the 2 5 to or years the final while performs perform years expiration sue action, training the the pertains; of is by date later which made which a after date 49 382.401(b)(4) CRS CFR 24-34-408 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.050 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See General Correspondence Section General Records 17.110 — — and Documentation 22 - PERSONNEL RECORDS 22-4 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 1 22.060 EMPLOYEE RECORDS A. Awards — Employees Records presented County. of service to employees awards by the Human Resources 2 years 29 CFR 1602.31 B. Court -Ordered Records Worker Records workers perform an time performed, alternative sheets, of ordered work community and record for sentence; correspondence. by the the of service courts County includes work as to All Departments 2 years 29 CFR 1602.31 C. Employee Temporary, Files — or Seasonal Regular, length Employee address, and occupation, compensation pertinent records, termination evaluations, checklist, position position questionnaires assessments, etc. supporting of requisition information information, birth service data, demotion personnel rate records, new reference date, earned (PIG), documentation, of and promotion employee records, application pay, action forms, other performance position weekly, name, checks, forms, Human Resources Master 6 separation employment years after HR Files: from D. Employee Records Medical See — Medical Section 22.100 Records (below) E. Employment Verifications loans, Records employment external of applications, employment child of requests verification in support, etc. response i.e., status job verifications of needed to for Human Resources At after: the or record; of action the or disposition charge discrimination (including of period) whichever least the (c) right employer received record the (a) (b) personnel about of to or 5 the final years expiration sue action, the the pertains; of is date later made which a date CRS 24-34-408 F. Fair Release Forms Credit of Reporting Information Human Resources 5 years 15 USC 1681p 22 - PERSONNEL RECORDS 22-5 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 22.060 EMPLOYEE RECORDS G. FLSA Records Exempt Employee See — Section Payroll Payroll 21.080 Records Basis — Records H. FMLA Leave Records 1. Exempt Employees Human Resources No less than 3 years 29 CFR 825.500 2. Non -Exempt Employees Human Resources No less than 3 years 29 CFR 825.500 I. INS Forms 1-9 Employment Forms 11/6/86. for employees Eligibility Verification hired after Human Resources 3 hire, separation, whichever (minimum years) years from or 1 year is of date later of after 3 8 CFR 274a.2 J. State Hire of Reports Colorado New locater The notification purposes hired for statistical State as service. of when part for Colorado of purposes. child a the Reports new support federal requires employee are parent kept is Human Resources 3 years 9 CCR 6.260.51. 2504 at K. Veterans— of Absence Military Leave Human Resources Permanent 38 USC 4301 4335; 20 1002.311 CFR — L. Volunteer Records Worker individuals investigations, Records performed for applicants, recognition their documenting services, for without records and the individual timesheets. County compensation including of work background by All with Workers Departments Volunteer 6 years separation volunteer after service from M. POWR Maintain employment made years complaints unfair maintain designated or received and, employment any those with of repository. personnel record discriminatory regard records for the practices, at to least in or employer a five or to At after: the or record; of action the or disposition charge discrimination (including of period) whichever least received the (c) right employer record the 5 (a) (b) personnel about of to or the final years expiration sue action, the the pertains; of is date later made which a date U.S CRS 24-34-408 24-34-408 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.070 FINANCIAL RECORDS See Financial Section 16 — Records 22 - PERSONNEL RECORDS 22-6 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 22.080 GRIEVANCES Records filed by of employees. personnel grievances Human Resources in litigation included Not be as employee and following termination; guidance county a long to part CORA. 6 years be as attorney of was — released Should record the is get active if for from CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.090 LEAVE REQUESTS leave, Forms for sick, personal submitted and vacation, business, other leave by compensatory, long-term employees time. Long and Absence: Human Vacation, Leave Compensatory Leave: All Creating Records See 21.050 Records Records Departments also Term Misc. and — Resources These Section Payroll Leave Leaves Sick Leave of At after: the or record; of action the least the employer received record (a) (b) personnel about 5 the years the the pertains date which made date 29 CFR 825.500 CRS 24-34-408 — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.100 MEDICAL EMPLOYEES RECORDS - Note: employee retained employee Federal separately files. medical law requires records from to be A. ADEA or Exams ADA Medical Medical the Employment Americans (ADA) personnel Age in exams Discrimination connection Act with action. required (ADEA) Disabilities with under in or any the Act Human Resources 2 years, disposition regarding personnel or the action until final 29 CFR 1602.31 B. Drug and Testing Alcohol Abuse 1. Commercial License (CDL) Driver's Records See — Section Commercial License (above) 22.040 Driver's Records 2. County Testing Policy Drug Part separate — includes employment probable does of not "shadow" from cause, include post (for employee -accident, those random, CDL medical testing. hired), records pre- etc. files and Human Resources At of 30 least employment years the duration plus 29 CFR 1910.1020(d). 22 - PERSONNEL RECORDS 22-7 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.100 MEDICAL EMPLOYEES RECORDS - Note: employee retained employee Federal separately files. medical law requires records from to be C. Employee Records Files Medical in General Includes assessments (if substance radiation similar required), employee baseline exposure exposure medical for new hazardous medical employees records, records or toxic and records. Human Risk Resources — At of 30 least employment years. the duration plus 29 CFR 1910.1020(d). D. Environmental Monitoring Measuring and Records Workplace Impact See E.1 Records Maintenance Records Environmental Assessment Section Facilities Statements — — 14.080 and — E. FMLA Medical Physical Records and leave informed Records under Act certifications, medical employees' Note: maintained files/records confidential except managers regarding and nature and the emergency government compliance provided (FMLA); employee accommodations, safety request Family These that of required histories necessary the (when relevant in may personnel treatment, includes family records and medical supervisors officials with and relating recertification separate condition, may/might be appropriate) FMLA to Medical of be informed information. members. be an employees shall treated records, restrictions investigating to may retained and not and shall FMLA first medical be require Leave the be or as aid if be or Human Resources At FMLA least 3 years after usage is over 29 CFR 825.500 F. HIPAA Release Authorizations of Information for information. Employee for release (patient) of authorizations protected health Human Resources 10 date the years of creation record from the of 2 21.170.1 (b)(1) CCR 22 - PERSONNEL RECORDS 22-8 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 22.110 PAY AND RECORDS SALARY See Section Payroll 21 Records - A. Pay Plans Written and employees. pay plans scales outlining for job County titles County Code Permanent B. Salary Surveys Studies the comparative for organizations. County positions and surveys or its salary in agents information comparable conducted to gather by Human Resources 3 until survey whichever years + current, next salary is completed, is longer or C. Wage -Rate Tables last All employer rates computing wages, computation. tables effective or or other or salary, which straight schedules date) rates provide or of -time used overtime the (from the in earnings, their piece pay County Code At least three years. CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.120 PERSONNEL RULES AND POLICIES, PROCEDURES A. Employee Handbooks Human Resources Permanent Duplicate Until Copies: superseded B. Personnel and General Procedures Policies, — In Rules Documentation, materials manuals establishing procedures and other that such in circumstances. past would including as personnel policies personnel be useful disputes or written policy in Human Resources Permanent Duplicate Until superseded Copies: CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.130 RECRUITMENT RECORDS A. Advertisements Advertisements promotions, overtime announcements training work; job for posted job programs openings, internally. or Human Resources 18 months from date personnel + of action current related 7 CCR (rule 1103-9 3.1) B. Applicant Records 1. Applicants Hired See — Section Employee 22.060 Records (above) 2. Applicants Not Hired Applications documentation, for job applicants and supporting exams, not waivers hired. Human Resources involved, 18 from making record personnel occurs months the later or of date the the action whichever + current of the 7 CCR (rule 1103-9 3.1) C. Background Files Investigation investigation Files background checks, containing etc. checks, information, background reference such as Human Resources 5 years 15 CRS USC 1681p 24-34-408 PERSONNEL RECORDS 22-9 SECTION 22 - CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 22.130 RECRUITMENT RECORDS D. (FCRA) Fair Credit Records Reporting Act investigations including Records reporting employers employment disclosure consumer from certifications agencies, agencies, employees, of consumer reports agencies make to report reports and -related employees, to by summary credit consumer hiring authorizations and to employer from decisions, report help or reporting reporting of rights. Human Resources 5 years 15 USC 1681p E. Interviewing Records Master asked at lists of hiring interview questions interviews. interview All Departments Human (when participates Interviewing HR Resources in the process) At after: the or record; of action the or disposition charge discrimination (including of period) whichever least the (c) right employer received record the (a) (b) personnel about of to or 5 the final years expiration sue action, the the pertains; of is date later made which a date 29 1602.31 CRS CFR 24-34-408 F. Job Specifications Descriptions and Written performed, physical positions. descriptions requirements qualifications of for duties and County Human Resources Indefinitely G. Test and Records Examination Aptitude administered screening employment. or applicants other in tests connection with for County Human Resources At after: the or record; of action the or disposition charge discrimination (including of period) whichever least the (c) right employer received record the (a) (b) personnel about of to or 5 the final years expiration sue action, the the pertains; of is date later made which a date 29 CFR 1602.31 CRS 24-34-408 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.140 REPORTS - PERSONNEL See General Reports, Studies Section Records Plans 17.320 — and 22 - PERSONNEL RECORDS 22-10 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 22.150 TRAINING RECORDS A. Orientation Acknowledgement Training Forms Completed session for during new orientation hires. Human Resources 3 years 29 CFR 1910.1030(h) (2)(ii) B. Technical Training Files Records training employees operator relating and credentials, i.e., credentials forklift to technical etc. of training, County All Creating Records Departments Such 10 after from years separation employment + current C. Training Material and Conference Material sessions and from external conferences. training All Creating Records Departments Such No requirement. Destroy retention at option D. Training Database Records training employees vouchers reimbursement). relating attended submitted (documentation to for classes, for individual for Human Resources 10 after from years separation employment + current E. Tuition Records Reimbursement Applications documentation reimbursement and supporting for for tuition employees. Accounts Payable 2 years + after audit current 29 CFR 1602.31 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.160 INSURANCE UNEMPLOYMENT RECORDS A. Colorado Tax Records Unemployment See Section Payroll 21 Records — B. Unemployment Claims Documentation and Supporting Insurance Human Resources 5 years + current CRS 7 7.1.2 CCR 8-72-107; 1101-2, et seq. CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 22.170 WORKER'S COMPENSATION RECORDS Record medical claims documents of certifications, all employee injuries, insurer See Risk Records Section Management 32 — injury At following least 3 years date of 20 CFR 702.111 PERSONNEL RECORDS 22-11 SECTION 22 - • • • County minimum record 23 (paper, Duplicate otherwise to records of that PLANNING, retention is electronic, retention Zoning, period should for microfilm, copy in destruction current schedule this applies custodian not Weld etc.). be or Land to retained under pending County for the provided Use Instructions schedule, most record the longer litigation, Retention AND Records retention records they copy duplicate than Schedule LAND that the schedule no record or copies are further audit USE of Schedule kept can administrative be the RECORDS by storage is destroyed intended Planning format or if a at other it legal for is to the Department the provide hold. a SECTION Weld ZONING, - any Planning, the The comprehensive anticipated, specified duplicate copies eligible And General retention have Retention regardless claim copy. the may or be destroyed the subject of The record Unless discretion value. No pertinent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.010 AGREEMENTS, CONTRACTS SUPPORTING DOCUMENTATION AND See - General Agreements, Section 17.040 Records and - Contracts Supporting Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.020 BOARD RECORDS OF ADJUSTMENT A. Appeal Records Records consideration regarding requirement, made or the resolution; exceptions the County hardships by conditions and conditions. agency exceptional zoning enforcement exceptional by requirements pertaining an errors administrative based requests or map; or difficulties or of decision for other topographic appeals in on or situations of interpretation to any or the variances extraordinary for due order, or made zoning special created refusal official to or in to of Planning Variances Exemptions Running Land: Temporary Variances Exemptions: 10 expiration, revocation discontinuance use years and with the Permanent and after or of B. Board Operation Records Agendas, minutes, recordings, etc. See Board, and Records Section Authority Commission 02 - CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.030 BUILDING RECORDS REGULATION Inspection See Building Section and 03 — Records 23 - PLANNING, ZONING, AND LAND USE RECORDS 23-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 23.040 COMMUNITY DEVELOPMENT GRANT (CDBG) BLOCK RECORDS A. Applicant Records includes invoices, Applicant funding documentation reviews, reviews, environmental of close-out funding, during applications, CDBG written records records reports, monitoring the such Commission comments, reviews, of for etc. program CDBG supporting as disbursement staff reports, copies year; of Planning Successful Unsuccessful Applications: 3 years submission expenditure for year the and from of report program date final of B. CDBG Operation Commission Records Agendas, minutes, recordings, etc. See Board, and Records Section Authority Commission 02 — C. Grant Supporting Documentation Applications and See — Section Financial Grant Records 16.150 Records — D. Program Files — CDBG Grant documentation program reports. contracts year, including and for each supporting CDBG plans and Planning 5 years submission expenditure for year the from of report program date final of CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.050 CONTRACTS AGREEMENTS AND See — General Contracts Section 17.100 Records and — Supporting Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.060 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See — General Correspondence Section General Records 17.110 — and Documentation 23 - PLANNING, ZONING, AND LAND USE RECORDS 23-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 23.070 DEMOGRAPHIC RECORDS A. Census Data (Historical) and Population Summary statistics documentation ten-year County performed and census and population census by supporting the pertaining relating estimates, to to the surveys County. the Planning Permanent B. Census Forms and Reports local Copies forms government used for to available survey boundary and Federal make government to similar of and of meet financial to government U.S. voluntary and Revenue the reports. employment the Census annexation public; tax requirements information surveys Sharing Bureau revenues, annual employees, and survey on and Planning 3 years C. Demographic, and Development Population Reports information Reports years past compilations from sources housing, reference conditions; county, containing that relating economic provide materials. published of state, periodic data to "snapshots" data and and population, indicators, in federal and past statistics of and Planning Annual Demographic Reports Purposes: Permanent Other Reports: Until Website Until overwritten superseded for Census Demographic Version: 23 - PLANNING, ZONING, AND LAND USE RECORDS 23-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 23.080 DEVELOPMENT RECORDS jurisdictions, Records reviews, plats, sketch developments, plan review, documentation, departmental aspects referral records, reviews, amended plans, and comments relating of etc. preliminary the supporting minor uses reviews geologic site development, to plans including pre- plans, by from and special and of hazards submittal final service various other plats, County Planning See — Special Section and (below) District 23.190 Zoning Pre Review 3 Approved Disapproved Development Project Permanent, provided permanent record be permanent the closed accordance records schedule Plats: (Recorded on County Recorder, Planning retain Site Other Plans, Drawings: Permanent years -Submittal purged time file Plans a Records: + Files: material in retention Permanent with Clerk copy) Unrecorded Maps that the does current and from original and and and file the file with and and non non is the at not is the - - to is Records Records CODE TITLE DESCRIPTION ■ CUSTODIAN RETENTION REFERENCE 23.090 ECONOMIC DEVELOPMENT RECORDS A. Economic Development Incentives incentives Records companies relating to economic or waivers locating in provided the County. to Planning leaves 7 company of years business jurisdiction after goes out or B. Enterprise Zone Records Records creation enterprise with encourage providing regulatory within other documenting and the tax, zone. zones jurisdictions business relief management permit in conjunction to development the growth and to of by Planning Summary Permanent Other Zone 4 designation Enterprise Records: years after Reports: zone expires CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.100 FINANCIAL RECORDS See Financial Section 16 Records — 23 - PLANNING, ZONING, AND LAND USE RECORDS 23-4 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 23.110 HISTORIC RECORDS PRESERVATION See — General Historic Section 17.150 Records — Preservation Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.120 PAYROLL PERSONNEL AND RECORDS See — Payroll Personnel Section Section Records 21 22 Records and — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.130 PERMITS A. Home and Documentation Supporting Occupation Permits Permits occupation for operating within the a County. home Planning Permanent B. Sign Supporting Documentation Permits and Records construction billboards, documenting and signs installation and banners permits of for Planning Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.140 PERMITTING A. Access Permits County for access maintained points roads onto Development Review Electronic Permanent Hard (unless appeal then copy permanent) a was records — 2 years — or variance issued, B. Grading Grading use case permits not tied to a land Development Review Electronic Permanent records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.150 PLANNING RECORDS COMMISSION A. Commission Case Files See — Section Development (above) 23.080 Records B. Commission Records Operation Agendas, minutes, recordings, etc. See Board, and Records Section Authority Commission 02 — 23 - PLANNING, ZONING, AND LAND USE RECORDS 23-5 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 23.160 PLANS, REPORTS SUPPORTING DOCUMENTATION PLANNING STUDIES, AND — local Documents externally range comprehensive area plans, transportation economic streetscape housing documentation or studies plan regarding. certifications, planning, plans, planning storm plans, regarding development that approvals, urban prepared water plans, strategic etc. feed or plans, includes master growth growth, basin corridor Supporting into records in-house regional utility etc. plans, or plans, surveys the area plans, long such plans, plans, plan, or and - as sub- Planning Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.170 ISSUE PRIVATE FILES ACTIVITY BOND instruments industrial Private federal used records activity County from assignment declarations, allocations, and documentation. all for State activity taxation include ceiling as supporting affordable development a of local records, bond that Colorado, transfers bonds allocation and annual are issuing issuance housing free are allocation are funding; private of typically authority allocation debt from letters reports and to Planning 2 years after payment of bonds final CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.180 JURISDICTIONS REFERRALS FROM OTHER Advisory the jurisdictions recommendation. County deliberations from other for review referred and to Planning Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.190 SPECIAL RECORDS DISTRICT Records special applications documentation, notices Commission proceedings, relating district, and and notifications, actions, election including to supporting service creation court results, plans, Planning of etc. Planning Permanent 23 - PLANNING, ZONING, AND LAND USE RECORDS 23-6 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 23.200 STANDARDS, GUIDELINES, AND PROCEDURES POLICIES I See - General Policies Section and 17.250 Records - Procedures Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.210 STREET RECORDS ADDRESSING Records assignment street and official numbering addresses provisions Street similar names Naming control pertaining records in of and of and streets accordance the of Manual. alteration the Addressing house to providing naming and the numbers, of with and the and Planning Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.220 WATER STRATEGIC RECORDS RESOURCE PLANNING meeting material, which and resource the Water County. team the records minutes strategic records, water County relating and court has planning including to agenda filings an interest, water in for Planning Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 23.230 ZONING RECORDS A. Permitted Use Records and Accessory Records conditional nonconforming accessory pertaining uses. uses, special uses to and permits for uses, Planning Permanent B. Rezoning Records Records zoning rezoning County's relating and of jurisdiction. any property to subsequent the within initial the Planning Permanent C. Zoning Maps Documentation and Plans, Supporting Zone District Adopted district documentation of regulations, Weld approvals, maps County; zoning etc. for supporting includes certifications, plans unincorporated and records zone zoning Planning Permanent D. Zoning Violation Records Records and violations requirements; documentation inspection ups, investigations etc. relating of reports, the to supporting includes County's complaints regarding annual photos, zoning follow- Planning Permanent 23 - PLANNING, ZONING, AND LAND USE RECORDS 23-7 SECTION related 24 PUBLIC HEALTH Weld County Health AND Retention Environment's Schedule RECORDS Health SECTION SERVICES ENVIRONMENT - - Services Records Division. HEALTH Public Environmental ENVIRONMENTAL the to Weld County and • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, electronic, otherwise should that retention not specified copy is eligible current microfilm, be retained custodian period for or in destruction pending etc.). this longer applies provided retention General than litigation, to the they under the schedule, record claim have record the Instructions retention copy no copy. or duplicate further audit regardless administrative schedule or the copies subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. if at it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.010 LABORATORY RECORDS A. Lablynx (Computer Records Data) 1. Water Records Quality Analytical Laboratory (LIMS) Information Systems Laboratory Manager Permanent CDPHE Water Control Commission EDO Quality 2. Medical Records Analytical Laboratory (LIMS) Information Systems Laboratory Manager Permanent CLIA Commission Control B. Weld Services County Data 1. Microbiology Data Analytical Linked data to Lablynx LIMS Laboratory Manager Permanent CDPHE Water Control Commission EDO Quality 2. Chemistry Analytical Data Linked data to Lablynx LIMS Laboratory Manager Permanent CDPHE Water Control Commission EDO Quality 3. Medical Analytical Data Linked data to Lablynx LIMS Laboratory Manager Permanent CDPHE Water Control Commission EDO Quality 4. Standard Procedures Operating Weld County Information Systems Laboratory Manager Permanent CDPHE Control Commissions and CLIA 5. Laboratory Data Operations Weld County Information Systems Laboratory Manager Permanent WCDPHE SOP 24 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - HEALTH SERVICES 24-1 SECTION ENVIRONMENTAL CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 24.010 LABORATORY RECORDS C. Analytical Paper Data 1. Water Records Quality Analytical Laboratory Manager 5 years CDPHE Water Control Commission EDO Quality a. Microbiology Data Analytical Laboratory Manager 10 years CDPHE Water Control Commission EDO Quality b. Chemistry Analytical Data Laboratory Manager 12 years CDPHE Water Control Commission EDO Quality c. Lead Analytical and Copper Data Laboratory Manager 5 years CDPHE Water Control Commission EDO Quality 2. Medical Records Analytical a. (HIPAA) Medical Analytical Data Laboratory Manager 2 years CLIA Commission Control CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.020 ON TREATMENT -SITE WASTEWATER SYSTEMS A. Permits Permits issued OWTS Septic Coordinator Program Electronically Submitted: 5 years Paper Permanent Submitted: CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.030 BIOSOLIDS A. Permits Septic Coordinator Program Electronically Submitted: 5 years Paper Permanent Submitted: CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.040 LAND U S E A. Electronic Reviews Comments related cases to the and review documents of land use Environmental Health Planner Permanent 24 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - HEALTH SERVICES 24-2 SECTION ENVIRONMENTAL CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 24.050 AIR A. Electronic Report Inspection Inspection inspection after CDPHE. conducting reports and then are completed a regulatory emailed to Air Inspector Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.060 METH LAB REPORTS A. Summary Provided Department to Reports The for Review As 3rd submit showing after part party the of reports results cleanup the vendors cleanup are to the from required department before process, and to Air Inspector 5 completion cleanup years from of final CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.070 CONSUMER PROTECTION A. Retail Applications Food Plan Review Initial Includes list, retail floor procedures. food and menu, application facility finish establishment. and information plans, food for licensing equipment preparation as a form, Environmental Health (Health) licensed. Retain facility destroy post closure. as remains three long Then as years B. Child Applications Care Plan Review Initial information child plans, application care and facility. SOP's. form, for Includes floor licensing facility and finish as a Environmental Health (Health) licensed. Retain facility destroy post closure. as remains three long Then as years C. Body Applications Art Plan Review Initial information body plan, training Vaccination application art SOP's, certifications facility. and status. form, Includes employees' for floor licensing and and facility Hep finish as B a Environmental Health (Health) licensed. Retain facility destroy post closure. as remains three long Then as years D. Inspections Ambulance Applications Service / Ambulance Annual application ambulance ambulance inspection plus copies service forms. of Environmental Health (Health) 3 years + current E. Inspection Facility Care, Schools, (Retail Reports Food, Body Child Art) Inspection recorded/stored database. reports in electronic Environmental Health (Health) Permanent database) (in F. Foodborne Complaint Report / Illness Investigation Disease Includes plus during documentation all investigation. complaint records collected Environmental Health (Health) 7 all paper Permanent complaints other recorded (database). years electronic files. information + current in and for and Envision all for G. Closed Food, Body Child Art) Facility Files (Retail Care, Schools, Includes food, body child art all licensed care, paper files schools, facilities. for and retail Environmental Health (Health) Destroy post closure. three years 24 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - HEALTH SERVICES 24-3 SECTION ENVIRONMENTAL CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 24.080 LEAD A. (EBLL) Elevated Reports Investigation Blood Lead Level Includes blood documentation an in readings, analyses); -home reports lead and and level investigation water, reports (EBLL); collected of an dust, elevated of findings. during (XRF and soil Environmental Health (Health) information 7 all paper Permanent reported CORHIO. years electronic files. + current for in EMR and all or for CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.090 ZOONOTIC C A. Investigation Zoonotic Disease Report Includes plus during documentation all investigation. complaint records collected Environmental Health (Health) 7 all paper Permanent complaints other recorded (database). years electronic files. information + current in and for and Envision all for CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.100 WASTE PROGRAM A. Waste Reports Documentation Program and Supporting Inspection Items specific efforts reports, Annual submitted (example: facility's Reports) EDOP, in support compliance Groundwater QAQC, CQA, of a May CDPHE, be (mainly system) WCDPHE be the but held could in file legal 5 years, keep determines destroy. unless actions, until Legal ok then in to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.110 (HHW) HOUSEHOLD HAZARDOUS PROGRAM WASTE A. HHW Records, Program- Invoice, Financial Shipping Manifest, profiles, and other shipments invoices, vendors. special for paintcare waste WCDPHE, as Maybe on website paper vendor's stored records be found 5 years 49 CFR 172.201 § CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 24.120 OIL & GAS A. Oil Applications Supporting Documentation, Complaints. & Gas - WOGLA and and WCDPHE 5 years 24 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - HEALTH SERVICES 24-4 SECTION ENVIRONMENTAL CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 24.130 COMMUNICABLE EPIDEMIOLOGY DISEASE A. Disease Surveillance Reports. Case 1. Reportable routine and Conditions infrequent — Case disease communicable investigation from the disease CDPHE forms for each manual Communicable Disease Program Supervisor 3 years + current 15-27 Colorado State Archives 2. CEDRS database Colorado Reporting Electronic System Disease CDPHE Permanent 15-27 Colorado State Archives 3. Special projects hard copy Environmental Health (Health) 3 years + current 15-27 Colorado State Archives 4. Special projects database Environmental Health (Health) Until need administrative ends 15-27 Colorado State Archives B. Outbreak Investigations. 1. Data Hard final copies, report report database, Communicable Disease Supervisor Program longer) 3 years until need (whichever administrative ends + current or is 15-27 Colorado State Archives 2. Outbreak database Outbreak database CDPHE Permanent 15-27 Colorado State Archives C. Research Projects 1. Data copy) with identifiers (hard Data that may contain PHI Environmental Health (Health) Duration (which publication) of includes project 15-27 Colorado State Archives 2. Database identifiers without De -identified data Environmental Health (Health) Until need administrative ends 15-27 Colorado State Archives 3. Final report Summary or project Environmental Health (Health) Permanent 15-27 Colorado State Archives D. CEDRS Requests 1. Requests data notarized supported for individual letter by a Records request from case Environmental Health (Health) 2 years response after date of 15-27 Colorado State Archives 24 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - HEALTH SERVICES 24-5 SECTION ENVIRONMENTAL related 25- the PUBLIC SERVICES County HEALTH Public Weld County Health AND Retention and Environment's Schedule RECORDS & SECTION ENVIRONMENT FISCAL Services - & ADMINISTRATIVE Records Division. Fiscal Administrative to Weld • • • The (paper, Unless of copies No any the minimum duplicate should record anticipated, electronic, otherwise that retention not specified copy is eligible current microfilm, be retained custodian period for or in destruction pending this applies etc.). longer retention provided General than litigation, to the they under the schedule, record claim have record the Instructions retention copy no copy. or duplicate further audit regardless schedule or copies administrative the subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 25.010 ACCOUNTING RECORDS A. General Journals Ledger and Year-end and and financial of documentation ledgers accounting form the disbursements fund of County. summaries reflecting condition to general journal adjustments May from entries. and ledger by the of also subsidiary account receipts general operation include and in the Health Finance 30 years B. Journal Supporting Entries and Detail Includes summarizations, and support entries; subsidiary daily of funds. receipts other or analyses, journal cash other computations or or books auxiliary vouchers periodic disbursements distributions, (general which and books); statements and of Health Finance 2 years Duplicate Until audit + completion current Copies: of C. Cost Allocations Includes Includes summarizations, and support allocations other reports, analyses, computations Department general across worksheets, distributions, ledger each cost division. reports, journal which Health Finance 2 years Duplicate Until audit + completion current Copies: of FTE entries. CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 25.020 ACCOUNTS RECORDS PAYABLE Records documentation bills by the that serve of County. the as payment of A. Accounts Monthly Reconciliation Payable Print Shop Reports Listings Department jobs. of billings to for Print Health Shop print Health Finance 2 years + current 25 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - ADMINISTRATIVE SERVICES 25-1 SECTION FISCAL & CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 25.020 ACCOUNTS RECORDS PAYABLE Records documentation bills by the that serve of County. as the payment of B. Bills, Supporting Documentation Invoices and Records Department, credit statements documentation. of and bills purchasing and including paid supporting by the monthly card Health Finance 2 years + current C. Issuance Purchasing Card Records (P -Card) Records issued the Health to of individual purchasing Finance divisions Division cards by Health Finance 2 after card years + current cancellation of D. Expense Records including Records travel, tuition and while etc. other on maintained mileage, and other expenses County requests, claims reimbursements business, to of authorizations, document for employees travel, Health Finance 6 years + current E. Petty Cash Requests Records account cash for of and various petty requests cash purposes. fund for petty Health Finance 2 years + current F. Vendor Records information Files accounts specific function W -9s, maintained vendors, device etc. payable such as a activity including as activity unit multi- records, to track for Health Finance Vendor 6 after W-9 3 years closed Forms: years Files: + current + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 25.030 ACCOUNTS RECORDS RECEIVABLE Records collection vendors, organizations accounts documentation collection that of public with of serve amounts and the monies. of & as private citizens County, billing the owed and basis having and by for A. Cash and and Reports Receipt Records Daily division's transactions balance checks, supporting deposit reports credit daily documentation. records including card financial & reconciliations; slips for daily and each cash Health Finance 2 years + current B. Deposit Records Validation deposit Weekly deposit slips for permits each and Division bank Health Finance 1 after year + audit current C. Insufficient Funds Checks Records Department banks for of insufficient checks that received are returned funds. by the by Health Finance 2 years + current D. Open Records Accounts Receivable Monthly the receivable. Department's aging reports reflecting accounts Health Finance 2 years + current E. Electronic Receipts Funds Transfer Accounts from the Receivable Treasurer. EFT receipts Health Finance 2 years + current 25 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - & ADMINISTRATIVE SERVICES 25-2 SECTION FISCAL CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 25.040 AUDIT RECORDS A. Comprehensive Financial Annual Reports (CAFRs) Health Finance Permanent B. External and Documentation Supporting Audit Reports Reports audits auditors of public auditors documentation audit the the accounting work audit. of by County for accountants not examinations in grants). papers the (such includes regular as firms Supporting compiled and reports or and copies employ state for of of I Health See Records also Finance Grant (below) Audit Permanent Audit 6 after audit years completion Reports: Work + current Papers: of C. Internal Supporting Documentation Audit Reports and includes Reports audits Supporting paperwork of by internal copies examinations documentation compiled of staff. audit and for the audit. Health Finance Audit 6 report, evaluate continuing prior Audit 6 after audit years years Reports: after then to Work + completion for destruction current date value Papers: of of D. Audit Trail Records Daily of for detail of expenditure completed any internal accounting should revenue audits. transactions, include activity. in system addition Transaction justification reports used to Health Finance 1 year + current CODE TITLE DESCRIPTION I CUSTODIAN RETENTION REFERENCE 25.050 BANK TREASURER RECORDS — REPORTS Monthly showing disbursed, balances reports details transferred, on deposit. from of funds Treasurer received, and Health Finance 6 years + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 25.060 BID RECORDS A. Bids, Quotes Proposals and Includes: received solicitation, unsolicited solicitations, Lists, Written Bid in response or summaries Formal in Proposals, quotes response to bids of a specific received to Vendor bids Health Finance Awarded: 6 years after bid Rejected (Unsuccessful): years bid Unsolicited: 2 years Bid years opening Summaries: + current acceptance + current + current + current 2 after 6 of 25 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - ADMINISTRATIVE SERVICES 25-3 SECTION FISCAL & CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 25.060 BID RECORDS B. Bid Specifications Solicitations and Includes: proposals quotations the bids, specifications Department proposals Department (RFPs), (RFQs), for or Requests quotes, Solicitations competitive requests Bid for for by Health Finance 6 years Departmental Copies: + current + current 2 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 25.070 BUDGET RECORDS A. Annual Budget Department Preliminary Final Amendments adopted proposed budget, budget, Health Finance Preliminary 1 adoption Adopted and 100 year after Amendments: years of Budget Budget: budget B. Departmental Work Forecasts Papers Budget and Other income, investments including Budgets prepared administrative purposes) expenditures financing, operations disposals estimates showing also of expenditures actual records and receipts revisions reasons income for of construction of and and properties showing other internal estimated in by with or connection acquisitions the memoranda operating and for and forecasts County, of estimates. such revisions; comparison receipts future and or with or and All Preparing Requests Health Divisions Budget Finance Approved: 2 years + current Not Approved: 1 year + current CODE TITLE DESCRIPTION CUSTODIAN RETENTION I REFERENCE 25.080 CONTRACTING RECORDS Task Contracts/Amendments, Agreements, Understanding vendors, governments, organizations Order customers, Memorandums for public various local & private of Health Finance longer Worksheets General: Worksheets Specific Purpose: + current completion audit Until needed Fiscal 2 after in with years of no a State 25 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - ADMINISTRATIVE SERVICES 25-4 SECTION FISCAL & CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 25.090 FEE SCHEDULES Annual schedules Environmental and Public Board for Health -approved fees Health charged Services Services fee clinic. by All Preparing Schedules Health Divisions Finance Fee Retain previous schedules associated supporting documentation current fee and and CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 25.100 FIXED ASSET RECORDS location, Fixed owned equipment, capitalized description, depreciation. asset vehicles name records equipment. Department cost, & of date of motorized vendor County- purchased, -owned Includes and Health Finance Paper 6 Electronic by Voucher Until years Asset Files: + current Tracking Code Number superseded and CODE TITLE DESCRIPTION I CUSTODIAN RETENTION REFERENCE 25.110 GRANT RECORDS Files grants monitoring pertaining and the and to administration, status applications of grants. for A. Grants County Received by Includes awards, work, supporting as requesting monies, staff on applications use reviews, reports, of applications, budgets, notices grant documentation, funding monitoring billings from statements and monies, those from notifications, grant and grant etc. other reports such of Health Finance Federal years submission expenditure or quarterly financial Other Duration 6 years Records Real Equipment Acquired Federal 6 years disposition Rejected Withdrawn: 2 years after withdrawal from from Property rejection Grants: Grants: date Funds: after + or report of Relating with or current date of final report of annual grant final and or 6 of to + CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 25.120 PURCHASING RECORDS Purchasing purchase records. control requisitions forms, such or similar as Health Finance 6 years + current 25 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - ADMINISTRATIVE SERVICES 25-5 SECTION FISCAL & Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 25.130 WORKSHEETS FINANCIAL — Documents calculations or analyze spreadsheets, preparatory financial projections. created other estimates such or and notes, documents; worksheets, as drafts used tentative rough and assembled to prepare notes, or Health Finance longer Worksheets General: Worksheets Specific Purpose: + current completion audit Until needed Fiscal 2 after in with years of no a State SECTION 25 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - FISCAL & ADMINISTRATIVE SERVICES 25-6 26 Division. the PUBLIC Weld County HEALTH Weld County Health AND AND Retention and PLANNING Environment's Schedule RECORDS Communication, HEALTH SECTION Planning ENVIRONMENT - COMMUNICATION, to - Records and Health Education, EDUCATION, related Public • • • The (paper, Unless of copies No any minimum the record anticipated, otherwise duplicate should electronic, that retention not specified copy is eligible current microfilm, be retained custodian period for or in destruction pending etc.). this longer applies provided retention General than litigation, to the they the under schedule, record claim have record the Instructions retention copy no copy. or duplicate further audit regardless schedule or copies administrative the subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 26.010 GRANT WORKPLANS A. Colorado Public Environment Grant Health Workplans Department & (CDPHE) of Grant to Health grant workplans awards Department which by the are linked State Health Communication, and Planning Education, 7 years B. Communities (CTC) that Care Grant awards workplans linked to grant Health Communication, and Planning Education, 7 years C. A35 Tobacco Grant awards workplans linked to grant Health Communication, and Planning Education, 7 years D. Housing (HDCGP) Grant awards workplans linked to grant Health Communication, and Planning Education, 7 years E. Child Fatality Grant awards workplans linked to grant Health Communication/ and Planning Education, 7 years F. FDA Grant awards workplans linked to grant Health Communication, and Planning Education, 7 years G. Other Grant Workplans Health Communication, and Planning Education, 7 years H. Weld Waits Health Communication, and Planning Education, 7 years I. Drive Smart (State (CDOT) (E470) Farm) Grant awards workplans linked to grant Health Communication, and Planning Education, 7 years J. Cooking Matters Grant awards workplans linked to grant Health Communication, and Planning Education, 7 years K. Maternal (MCH): Obesity (ECOP) Early and Prevention Child Childhood Health Health Communication, and Planning Education, 7 years 26 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - EDUCATION, COMMUNICATION, AND PLANNING 26-1 SECTION HEALTH CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 26.010 GRANT WORKPLANS L. Healthy Living (HEAL) Eating Active Health Communication, and Planning Education, 7 years M. Colorado Intervention (CHIP) Home Program Health Communication, and Planning Education, Permanent N. Thriving Weld Health Communication, and Planning Education, Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 26.020 HEALTH DATA UNIT A. Data with identifiers Historical Value, may Record contain with PHI Research and/or PII Data Unit Permanent B. Database identifiers without Historical Value Record with Research Data Unit Permanent C. Electronic files Data Unit Until no longer superseded needed or D. Electronic surveys Data Unit Survey: Survey Permanent 3 years Results: E. Maps Data Unit Permanent F. Notes, Minutes Correspondence, Data Unit longer 2 years, required unless to be kept G. Paper records (surveys) Data Unit 3 years or converted until to digital H. Procedures and Policies Data Unit Permanent I. Reports, Presentations Data Unit Permanent 26 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - EDUCATION, COMMUNICATION, AND PLANNING 26-2 SECTION HEALTH related 27 SERVICES the PUBLIC County HEALTH Weld County Health AND Retention and Environment's Schedule RECORDS Health Services Division. PUBLIC SECTION ENVIRONMENT - to - HEALTH Public Public Records Weld • • • The (paper, Unless of copies No any the minimum otherwise duplicate should record anticipated, electronic, that retention not copy is eligible current microfilm, specified be custodian retained period for or in destruction pending etc.). this longer applies provided retention General than litigation, to the they under the schedule, record record claim have the Instructions retention no or copy duplicate copy. further audit regardless or administrative schedule copies the subject of the may can be of storage be a destroyed or destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 27.010 IMMUNIZATION INFORMATION (CIIS) COLORADO SYSTEM A. Registry Data Digital records database of patient vaccine EMR Permanent 10-19 Colorado State Archives B. (LOA) Letters of Agreement Binding CDPHE agreements and the provider between Seven hardcopy; electronically notified participation years of in stored until non - 10-19 Colorado State Archives C. Site Information Administrator Information agreements site administrator and between binding CDPHE and One hardcopy; electronically notified participation year in of stored until non - 10-19 Colorado State Archives D. Site Information Sheet Lists information contract and provider Internal Implementation One hardcopy; electronically and year System Tracking in logged into 10-19 Colorado State Archives CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 27.020 CORHIO A. Appropriate Disclosure Use and signature pages Appropriate signature Use and pages Disclosure Retain after destroy discharge for 7 years then 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - SERVICES 27-1 SECTION PUBLIC HEALTH Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 27.030 FAMILY PLANNING A. Agency Files Delegate/local including agency agency applications, files, EMR Record Retain copy: for 6 years 08-74 Colorado correspondence, work sliding plans, fee schedules, progress site visit reports, chart reports, audit. then Duplicate destroy copies: State Archives May purchase include orders. copies of contracts or longer Retain until needed destroy no then B. Family Planning Program Annual report to U.S. Department EMR Record copy: 08-74 (FPP) Annual Financial of Health and Human Services CDPHE/ Accounting Colorado Status Report (HHS) spent, request on what to how roll grant money money is money left left was and forward has record Duplicate copy copies: State Archives longer Retain until needed destroy no then C. Family Planning Program Reports generated from HSS EMR Record copy: 08-74 Site Visits and Audit triennial audits of FPP; does not Retain for 6 years Colorado Reports (Federal) include a financial audit then destroy State Archives longer Duplicate copies: Retain until needed destroy no then D. Family Planning Program Deidentified patient charts from EMR Record copy: 08-74 Chart Audit Patient Charts public health agency family Retain until FPP Colorado (PHI) planning chart audits programs used for the responds agency's report findings to rebuttal of State Archives E. Family Planning Program Includes reports, rebuttals and EMR Record copy: Retain 08-74 Chart Audit Reports responses to rebuttals along with for 6 years after end Colorado working papers of then calendar destroy year State Archives longer Duplicate copies: Retain until needed destroy no then F. Family Planning Program Client level records of visits to EMR Record copy: Retain 08-74 Database (Electronic family planning clinics, including for 6 years after end Colorado iCare) (PHI) visits, information. supplies and demographic of then calendar destroy year State Archives longer Duplicate copies: Retain until needed destroy no then G. Family Planning Program Summaries of medical self -audits EMR Record copy: PHA 08-74 Internal Audits by Public performed by PHA FPP twice a FPP has record copy Colorado Health Agency Family year State Archives Planning Programs (PHA- Duplicate copies: FPP) longer Retain until needed destroy no then 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - SECTION PUBLIC HEALTH SERVICES 27-2 CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE i 27.030 FAMILY PLANNING H. Client Consent Forms Client Consent Forms EMR longer Record for of then Duplicate Retain destroy 6 calendar years destroy copy: until needed copies: after year no Retain then end I. Pharmacy Records Pharmacy Records EMR longer Record for of then Duplicate Retain destroy 6 calendar years destroy copy: until needed copies: after year no Retain then end CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 27.040 HCP A special program health for children care needs with A. HCP Program Files Operational the program records is managed that tell how HCP Supervisor longer Record Retain then destroy Duplicate Retain destroy copy: for 3 copies: until needed years no then 08-70 Colorado State Archives B. PHI — Paper Records Including provided referrals and services Silo Baby's + destroy 7 18th years then birthday C. PHI — Electronic Records HCP records database EMR/CDS Retain after discharge destroy for 7 years then D. Client Consent Forms Client Consent Forms EMR Retain after discharge destroy for 7 years then E. Release of information Release of HCP client information EMR Retain after discharge destroy for 7 years then 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - HEALTH SERVICES 27-3 SECTION PUBLIC CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 27.050 IMMUNIZATION PROGRAM A. Consent for vaccination Consent for vaccination EMR Retain after destroy discharge for 7 years then PHI - in EMR B. VFC sheet) questionnaire (yellow VFC questionnaire (yellow sheet) EMR Retain after destroy discharge for 7 years then PHI - in EMR C. Consent than for parent adult for child other Consent parent for for child adult other than EMR Retain after destroy discharge for 7 years then PHI - in EMR D. Emergency Plan Vaccine Storage for Emergency Storage Plan for Vaccine longer Retain until needed destroy no then E. VFC policies Storage and Handling VFC Storage and Handling policies longer Retain until needed destroy no then CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 27.060 MEDICAL RECORDS H A. ROI All programs EMR Retain after destroy discharge for 7 years then B. ID's All programs EMR Retain after discharge destroy for 7 years then C. Log of received/released records All programs EMR Retain after destroy discharge for 7 years then D. CORHIO Opt Out Forms EMR Retain after discharge destroy for 7 years then E. Myriad results EMR Retain after discharge destroy for 7 years then CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 27.070 NFP PARTNERSHIP NURSE FAMILY - A. Nurse Program Home Files Visitor Operational the program records is managed that tell how NFP Supervisor longer Record Retain then destroy Duplicate Retain destroy copy: for 3 copies: until needed years no then 08-74 Colorado State Archives B. PHI — Paper Records Including contact weights/heights, outcomes, information, curriculum etc. taught, assessment Silo Baby's + destroy 18th 7 years then birthday C. PHI — Electronic Records Nurse database -Family Partnership FLO EMR Retain after destroy discharge for 7 years then 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - SERVICES 27-4 SECTION PUBLIC HEALTH CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 27.070 NFP PARTNERSHIP - NURSE FAMILY D. Client Consent Forms Client Consent Forms EMR Retain after destroy discharge for 7 years then E. Pharmacy Records Pharmacy Records EMR Retain after destroy discharge for 7 years then CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 27.080 STI/HIV/VH HEPATITIS - VIRAL A. Acute Cases Hepatitis B and C 1. Case Reports Includes and demographic labs, interview information records I EMR Retain 3 years current year then destroy plus 20-01 Colorado State Archives 2. Database Includes and demographic labs, interview information records EMR Retain at department permanently 20-01 Colorado State Archives B. Outbreak Investigations 1. Data Documents EMR Retain 3 years current year then destroy plus 20-01 Colorado State Archives 2. Database Includes and demographic labs, interview information records EMR Retain at department permanently 20-01 Colorado State Archives 3. Summary and final report Summary and final report EMR Permanent 20-01 Colorado State Archives C. Hepatitis Counseling Sites C Virus and Testing (HCV) 1. Demographic Forms Includes demographic labs, risk information and EMR Retain 2 years current year then destroy plus 20-01 Colorado State Archives 2. Database Includes demographic labs, risk information and EMR Retain at department permanently 20-01 Colorado State Archives D. Syphilis Includes demographic labs, risk information and EMR Retain 7 years current year then destroy plus E. HIV Includes demographic labs, risk information and EMR Retain 7 years current year then destroy plus F. Gonorrhea-Chlamydia Includes demographic labs, risk information and EMR Retain 7 years current year then destroy plus 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - HEALTH SERVICES 27-5 SECTION PUBLIC Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 27.090 TUBERCULOSIS (TB) A. TBdb Colorado tuberculosis database: CDPHE Permanent 16-25 Registry of suspected or active Colorado tuberculosis contacts include Class cases for Colorado. B evaluation and their close Records and State Archives CRS 25 -4 - immigrant follow -up data and on refugee recent arrivals. 500.3 through 25-4-513 B. Active TB Disease Charts Includes chest X-ray hard files, copy doctor medical files, TBdb; Nurse EMR; TB 100 years entry to after first TB 16-25 Colorado impression files, etc. Program. hard case copy is closed. Maintain file until After State CRS Archives 25 -4 - case to format, check, hard PDF/A is copy closed, and or perform shred files Tiff scan QC 500.3 through 25-4-513 in Retain protected file electronically password network - Database retained permanently record C. Latent TB Infection Case Charts 1. Patients with contact with suspected prior close- or TBdb; EMR logged 100 years after into 16-25 Colorado active TB patient database scanned electronic and to secure network State CRS Archives 25 -4 - file 500.3 through 25-4-513 2. Patients with contact with no suspected prior or TBdb; EMR 100 years scanned after to 16-25 Colorado active TB patient secure file electronic on network State Archives CRS 25-4- 500.3 through 25-4-513 D. Colorado Tuberculosis Surveillance analysis CDPHE Permanent for 16-25 Surveillance Reports Historical Value Colorado State Archives 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - SECTION PUBLIC HEALTH SERVICES 27-6 CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 27.100 WISEWOMAN AND SERVICES OUTREACH - CLINICAL A. Signed Program Combined Consent Form in in Participant enrollment. signed eCaST. a copy the record. participant's prior of Organizations the must The to sign consent entering signed at consent medical initial must any must data keep form be EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then B. WWC or equivalent Client Profile Tool eligibility information and demographic EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then C. WISEWOMAN cardiovascular screening disease Health risks assessment. EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then D. Documentation Contact/Follow-ups — Documentation attempts of contact and the should outcome. attempted, of include contact the the date, type EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then E. Lawfully United Affidavit presence) States present of lawful and (AKA copy in the of ID lawful Verify Participants forth and (unless must recorded. Early at by have presence exempt). initial the Detection this must Cancer enrollment. documentation complete requirements Organizations Prevention program all set EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then F. Tobacco Use Assessment Document tobacco Document currently the use the use. status participant's quit at method each visit. they I EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - SERVICES 27-7 SECTION PUBLIC HEALTH CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 27.100 WISEWOMAN AND SERVICES OUTREACH - CLINICAL G. Health Coaching information Organizations health contact attempts participants). coaching (for and must lost delivery participant to document follow up EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then H. Participant Requirements Tracking Pt Demographics assessments and and follow Dates ups for EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then I. Participant refusals service Participant be organization's records. documented service participant refusals in the should contact EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then J. eCaST WISEWOMAN's cardiovascular tracking database electronic screening and EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then K. Accounts documents. Payable (A/P) Organizations provide budget months WISEWOMAN. use documents payables end the (June estimates costs of amounts for April, 30). incurred to the will CDPHE book May on state be for these accounts asked operating in and fiscal fiscal the June to staff year for EMR longer Record copy: for 7 years destroy Duplicate copies: Retain until needed destroy then no Retain then 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - HEALTH SERVICES 27-8 SECTION PUBLIC CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 27.110 WOMEN'S CONNECTION WELLNESS (WWC) A. Agency Correspondence Correspondence agencies, Community (CCHN) including Health with the Network local Colorado Chief Manager Nursing longer Record Retain administrative ends Duplicate Retain destroy then copy: until until needed destroy copies: no need then 08-67 Colorado State Archives B. Application and Program Cervical (BCCP) for Cancer the (PHI) Breast Applications diagnosed treatment Contains Patient history form, follow-ups clinical Form; form, through duplicates with for from use services cancer i.e., entry of patient personal BCCP. of information report into for BCCP eCaST medical and EMR longer Record Retain then destroy Duplicate Retain destroy copy: for 7 copies: until needed years no then 08-67 Colorado State Archives C. eCaST (PHI) WWC's electronic screening and tracking cancer database EMR longer Record copy: Permanent Duplicate copies: Retain until needed destroy no then 08-67 Colorado State Archives D. Signed Program Combined Consent Form in in Participant enrollment. signed eCaST. a copy the record. participant's prior of Organizations the must The to sign consent entering signed at consent medical initial must any must data keep form be EMR longer Record Retain then destroy Duplicate Retain destroy copy: for 7 copies: until needed years no then E. Lawfully United Affidavit presence) States present of lawful and (AKA copy in the of ID. lawful Verify Participants forth and (unless must recorded. Early at presence by have exempt). initial the Detection this must Cancer enrollment. documentation complete requirements Organizations Prevention program all set EMR longer Record Retain then destroy Duplicate Retain destroy copy: for 7 copies: until needed years no then 27 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - SERVICES 27-9 SECTION PUBLIC HEALTH related 28 the PUBLIC Weld County HEALTH Weld County Health AND Retention and Environment's Schedule RECORDS Records Division. VITAL SECTION ENVIRONMENT - to - RECORDS Public Vital Records • • • The (paper, Unless of copies No any the minimum otherwise duplicate should record anticipated, electronic, that retention not specified copy is eligible current microfilm, be custodian retained period for or in destruction pending etc.). this longer applies retention provided General litigation, than to the they the under schedule, record record claim have the Instructions retention copy duplicate no copy. or further audit regardless or administrative schedule copies the subject of the may can be of storage be a destroyed or destroyed legal other format value. hold. if at it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 28.010 BIRTH CERTIFICATES Weld County birth records Deputy Registrars Permanent CRS 117(3) 5 Section CCR 25-2- 1006-1 10 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 28.020 DEATH CERTIFICATES Weld County death records Deputy Registrars Permanent CRS Article 5 Section CCR Title 1006-1 25, 2 10 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 28.030 FETAL THAN CERTIFICATES WEEKS AND DEATH GESTATION) (GREATER EQUAL TO 20 Weld County fetal death records Deputy Registrars Permanent CRS Article 5 Section CCR Title 1006-1 25, 2 10 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 28.040 HOME DOCUMENTATION BIRTH Weld County home birth records Deputy Registrars Permanent CRS 117(3} 5 Section 25 -2 - CCR 1006-1 10 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 28.050 PATERNITY STATEMENTS Acknowledgement forms of paternity Deputy Registrars Permanent CRS 117(3) 5 CCR Section 25 -2 - 1006-1 10 28 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - RECORDS 28-1 SECTION VITAL CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 28.060 DISINTERMENT/ REINTERNMENT PERMITS Permits reinternment for disinterment/ Deputy Registrars Permanent CRS Article 5 Section CCR Title 1006-1 25, 2 10 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 28.070 LOGS OF SECURITY PAPER Documentation numbers of being used security for issuance paper Deputy Registrars Permanent CRS Article 5 Section CCR Title 1006-1 25, 2 10 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 28.080 VITAL APPLICATIONS RECORDS ID Birth/Death Applications (if and applicable) proof Certificate along of with tangible copies interest of Deputy Registrars 3 years (2 years + current) CRS 117(3} 5 Section CCR 25 -2 - 1006-1 10 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 28.090 DROP WORKSHEETS TO PAPER/EDR Drop Funeral to paper Homes worksheets to register from a death Deputy Registrars 6 months CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 28.100 VISITOR LOGS Sign in records sheets of area visitors into vital Deputy Registrars 2 years (1 year + current) 28 - PUBLIC HEALTH AND ENVIRONMENT RECORDS - RECORDS 28-2 SECTION VITAL Weld County Retention Schedule SECTION 29 - PUBLIC SAFETY COMMUNICATIONS RECORDS Records relating to 9-1-1 calls, non -emergency calls and dispatch services of Weld County. General Instructions • The minimum retention period applies to the record copy regardless of the storage format for the record (paper, electronic, microfilm, etc.). • Unless otherwise specified in this retention schedule, duplicate copies may be destroyed at the discretion of the duplicate copy custodian provided they have no further administrative or other value. Duplicate copies should not be retained longer than the record copy. • No record that is eligible for destruction under the retention schedule can be destroyed if it is pertinent to any anticipated, current or pending litigation, claim or audit or the subject of a legal hold. CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 29.010 COMMUNICATION SHIFT BRIEFING SHEETS UNIT Summaries Unit shift previous activity to inform shift of maintained Communication incoming activities. by shifts each of Public Communications Safety 2 months CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 29.020 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence communication received courier, electronic postcards, telecommunications other communications. general intended of course form records documentation of via facsimile to business. the mail, memoranda, of cover created written is that U.S. including transmission The a in a is and wide the written mail, term sent is letters, notes, any or private or variety normal Public Communications Safety A. Enduring Long -Term Value long-term legal, issues Documentation correspondence, value; which set; and documentation. fiscal, records other records and an important administrative, similar actions historical of that or with relate or historic records precedent or activities lasting research events; policy, to and policy in is Public Communications Safety Permanent SECTION 29 - PUBLIC SAFETY COMMUNICATIONS RECORDS 29-1 CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 29.020 CORRESPONDENCE GENERAL DOCUMENTATION AND B. Routine Value Routing or administrative, historical, statistical or chronological duplicates also requests transmittal schedules, documentation, requests, requests, Response etc. correspondence memoranda, filed operating elsewhere, for informational value. Premise HAZMAT plans, of documents, Training information, files memos legal, reading Includes Caution AED documentation that information with entry routine information, fiscal, or contain limited or letters or letters Employee note requests, Public Communications Safety 2 years C. Transitory Value informational informational General correspondence short-term advertisements, worksheets, materials purposes, preliminary documentation circulated value, other desk or "read value. short-term records, of drafts including notes, extremely for only" or and copies with of Public Communications Safety Until been material read has CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 29.030 DISPATCH RADIO REQUEST RECORDING FORMS PHONE AND Public Communications Safety 1 year CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 29.040 DISPATCH RECORDS A. Computer System Aided (CAD) Dispatch On-line containing for Communications dispatched. service computer information received database Center by on the all and calls Public Communications Safety 5 years B. Information Dispatch Historical Files information Historic dispatch equipment, communications; relating functions, etc. to County training, Public Communications Safety Permanent 29 - PUBLIC SAFETY COMMUNICATIONS RECORDS 29-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 29.040 DISPATCH RECORDS C. Dispatch Recordings Audio monitor enforcement or transmissions, and police fire, dispatch emergency fire recordings rescue and radio emergency calls. or record and services; including transmissions; ambulance made other 911 law radio calls to protective police and Public Communications Safety 90 days D. Screen Recordings Computer to record CAD screens. screen recordings activities taken used on the Public Communications Safety 30 days CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 29.050 ELECTRONIC RECORDS A. Electronic General Records in including, Computer maintained associated formats recordkeeping audio recordings; databases, files; geographic datasets; retained digital and retained in generated but video and metadata imaged and information electronic records photographs; all purposes, not digital word for limited other records; and and in processing format. records electronic systems to: Public Communications Safety 1. (Copies) for Electronic Convenience Retained Records Solely Public Communications Safety Until needed, that record record for retention definitive applicable no longer copy is provided retained period. of or 2. Electronic Retained Recordkeeping for Records Purposes Public Communications Safety longer) Based retain period type electronic have retention paper records same For have periods of the records long on for for record, same or microfilm with content. (10 content, retention specific records periods retention that years the i.e., Note: as or 29 - PUBLIC SAFETY COMMUNICATIONS RECORDS 29-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 29.060 EMERGENCY 911 Records 911 including and relating reverse citizen to emergency 911 notifications. system, 1 Public Communications Safety 2 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 29.070 GRANT FILES A. Awarded Grants Files administration, grants Assistance Department (DOLA), etc. modifications, reports, required and May close pertaining such victim correspondence, include by Fund out as the of letter Law assistance budget to and (LEAF), Local award granting the Enforcement monitoring Affairs application, and agency, grants, reports finance of Public Communications Safety 3 years submission final provided requirements granting have grant after been the agency of report, satisfied. the the of the B. Rejected Grants Files process pertaining to for grant the funds application Public Communications Safety 2 years rejection withdrawal after or CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 29.080 REQUESTS OF INFORMATION FOR RELEASE information Requests dispatch recordings, histories, for phone such reports, etc. public and as release E-9-1-1, radio incident of Public Communications Safety 2 years request after is answered CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 29.090 TELETYPES CRIME CENTER/COLORADO CRIME CENTER INFORMATION INFORMATION - (NCIC/CCIC) NATIONAL Informational via computer system; other departments. NCIC law and follow-up aided enforcement teletypes CCIC dispatching for teletypes entry received to the from Public Communications Safety 30 days 29 - PUBLIC SAFETY COMMUNICATIONS RECORDS 29-4 SECTION SECTION retention documenting County 30 PUBLIC and for accountability records Weld County RECORDS Retention for Schedule kept the receipt Schedule by is any intended and Public expenditure to provide Generally, of a comprehensive public these funds. are Weld TRUSTEE most Records - Public schedule The records records Trustee ensuring Retention that are Trustee. • (paper, • • The Unless of copies No any the minimum duplicate record anticipated, electronic, otherwise should that retention not specified copy is eligible current microfilm, be retained custodian period for or in destruction pending etc.). this longer applies provided retention General litigation, than to under the they the schedule, record record claim have the Instructions retention copy no copy. or duplicate further audit regardless administrative schedule or copies the subject of the may can be of storage be or destroyed a destroyed legal other format hold. value. if at it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 30.010 ADMINISTRATIVE RECORDS A. Budget Work Records Departmental proposals, instructions, Financial records preparation process. used reports, projections and worksheets, in budget the decision requests budget and budget similar -making or Treasurer/Public Trustee 2 years CRS 104(6) 38 -37 - B. Certificate Appointment/ Performance of Bonds Fidelity, bonds honest of officials. surety, intended and faithful blanket to guarantee performance or other Treasurer/Public Trustee 6 years expires after bond CRS and 401 31-4-219 CRS 31 -4 - C. Contracts Agreements various some enforceable not agreements, understanding, agreements, professional etc. limited form kinds to and of by services that agreement intergovernmental memoranda lease law, contracts document franchise agreements, including agreements, that of of is but Treasurer/Public Trustee is 6 expiration, fulfillment terms or resolution disputes, that completed agreement contract has effect; to evaluate continuing administrative historical years later, contract destruction, any audit of except after provided binding agreement no for value. of of whichever has legal, or and or longer all any been prior or Accounting best practices 30 - PUBLIC TRUSTEE RECORDS 30-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 30.010 ADMINISTRATIVE RECORDS D. Correspondence General Administrative, Legal, Research Value Fiscal, Documentation of Enduring Historical, and Policy, — or long-term legal, issues Documentation correspondence, value; which set; and documentation. fiscal, records other records and an important administrative, actions similar historical of or with that relate or historic records precedent activities lasting or events; research to and policy, policy in is Treasurer/Public Trustee Permanent Accounting best practices E. Correspondence General Routine and Documentation General Documentation Correspondence and — letters Routine or administrative, historical, statistical chronological duplicates also requests transmittal correspondence filed or operating for informational value. memoranda, of elsewhere, documents, information, files memos legal, Includes that documentation with routine fiscal, or reading contain letters etc. limited or routine or Treasurer/Public Trustee 2 years Accounting best practices F. Inventories Listings nonexpendable assets, estate, equipment, assets; cost, name detail. date including of of vehicles, may vendor expendable include purchased, supplies, property furniture, and buildings, description, depreciation and location, and and real other Treasurer/Public Trustee Until superseded Accounting best practices G. Job Procedures instruction Written rules policies departmental wide or and responsibilities outlining operations and directives memoranda and directives, guidelines policies manuals, procedures, or organization or manuals, setting and and instructions, orders, guidelines documenting handbooks procedures. including out policy - or Until superseded 1. Clerical Manuals or Other Routine Treasurer/Public Trustee 2 superseded obsolete years after or Accounting best practices 30 - PUBLIC TRUSTEE RECORDS 30-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 30.010 ADMINISTRATIVE RECORDS G. Job Procedures 2. Policies and Documentation Supporting and Procedures liability implementation Documentation, materials manuals procedures, value past and supporting relating formulation, rationale, and other procedures. in policies determining cases, to such and circumstances; approval documentation the standard that or establishment, as personnel development, procedures including personnel have of and such current operating long-term policies written disputes includes in policy and Treasurer/Public Trustee Permanent Accounting best practices H. Legal Opinions legal Communications advisory counsel the of present various legality recommendations. to the opinions give or courses basis advice legal and and written of consequences action legal regarding rationale by and legal to for Until County Office directed Attorney's to destroy by the 1. Enduring Long -Term Value Legal that administrative, historical, reference counsel have long-term informational, or communications research policy, legal, value. fiscal, Treasurer/Public Trustee Permanent Accounting best practices 2. Routine Value long-term informational, Routine communications administrative policy, research legal, legal significant value. counsel fiscal, reference that historical, contain or no Treasurer/Public Trustee 2 evaluate destruction determine there value years, then is no prior that to to further Accounting best practices I. Master Letters) Copies (Forms, instructions Blank be separated However, be evolution form. records forms maintained from a of are and master the regarding not should the to form track considered records. forms and be the use file the of the may to Treasurer/Public Trustee Until except copy a is master maintained superseded, retain permanently forms one file if Accounting best practices 30 - PUBLIC TRUSTEE RECORDS 30-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 30.010 ADMINISTRATIVE RECORDS J. Personnel Records 1. Employee Active and Records Terminated — layoff, involuntary job Documentation employee's maintained employer relationship, pertaining known number number; tuition classification commendations; personnel documentation, evaluation, apprenticeships, resignation delegations assignments; notification documentation; training evaluations; documentation; designations; plans; continuation coverage; Note: retained with -related federal address, reimbursement; selection records Medical and records, / notices separately to actions etc. because employee demotion, and termination; of forms; training work such social salary law. age, questionnaires; emergency selection of authority relating records of telephone including for termination individual beneficiary health history of disciplinary transfer, performance an as current security and appointment; training oaths in of records individual supporting insurance accordance the promotion, of to are and of COBRA or hiring, safety benefit to or office; last- and or work be Human Resources 10 retirement separation, provided records updated may when and records hazardous exposure retained after years that be separation. superseded that destroyed relating after that periodically medical are 30 or material years are to CRS 202(4.5) Accounting best 24 practices -72 - 30 - PUBLIC TRUSTEE RECORDS 30-4 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 30.010 ADMINISTRATIVE RECORDS K. Program Worksheets Planning includes information Documents calculations or prepare documents; preliminary which steps final or matter preliminary memoranda, printer computer be created working a in version final do the that output or informal not and copy, and analyze such or records or preparation of material is drafts entered represent never reports, drafts working used not used documents; etc. as notes, other of considered rough to of relating completed; letters, to into assembled computer a nature significant verify of a notes, the draft to to a or Treasurer/Public Trustee Until needed no longer Accounting best practices CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 30.020 FINANCIAL RECORDS Records payments. documenting outgoing See Section Financial 16 Records — A. Accounting Records 1. Accounts in General Payable Records Treasurer/Public Trustee See — — Records Section Financial Accounts 16.020 Records Payable a. A/P Records Including invoices listing automatic forms, of (including reports, reimbursement documentation, credit reports bills A/P paid, card to bills and vendor but check the clearinghouse balance statements, to checks statements, not be files, request governing limited registers), charge paid. sheets, issued expense slips, and to (ACH) receiving body copies and Treasurer/Public Trustee 6 years + current b. Credit Card Records Records Public of Trustee credit cards use. issued for Treasurer/Public Trustee 6 years after card + current cancellation of c. Forms 1099 and W-9 information Forms charges for the for for year. tracking services for taxpayer vendors exceed when the $600 Treasurer/Public Trustee 4 years CRS 113, Accounting best 38 -37 - practices 30 - PUBLIC TRUSTEE RECORDS 30-5 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE i 30.020 FINANCIAL RECORDS Records payments. documenting outgoing A. Accounting Records 2. Bank Records Records status funds and held documenting transaction at banks. the activity current of Treasurer/Public Trustee See — — Section Financial Bank Records 16.070 Records a. Bank Records — Routine including Routine duplicate stubs, slips, registers, certificates, voided trial banking but copies balances, CDs, not checks, etc. records, of money limited checks, check deposit market to check Treasurer/Public Trustee 6 years + current b. Bank Books Statements, and Reconciliations Pass Monthly reconciliations deposit. statements showing pass funds books or on Treasurer/Public Trustee 6 years + current CRS 113, Accounting best 38 -37 - practices 3. Expenditures Vouchers, Supply, Requisitions and and Purchase Requests, Material, Treasurer/Public Trustee Purchasing a. Purchasing General Records in Purchasing purchase requisitions, orders, authorizations, competitive solicitations, proposals similar vouchers, records. control orders, or field bid such quotations; etc.; specifications purchase purchase signature as forms, and requests such and as and for Treasurer/Public Trustee Purchasing 6 years + current Accounting best practices 4. Operating Summaries Annual Deeds Commissioners' Summary primary accomplishments year; narrative diagrams. of may Reports, Trust, activities annual include reports, Expenditures, Releases Reports. reports and for statistics, graphs the of on previous and and Treasurer/Public Trustee Permanent CRS 104(3) 38 -37 - 5. Petty Cash Records Records account cash for of and various petty requests cash purposes. fund for petty Treasurer/Public Trustee 6 years + current Accounting best practices CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 30.030 FORECLOSURE RECORDS A. Continuance Books is List of continued future. properties further whose sale into the date Treasurer/Public Trustee 1 year + current B. Foreclosure Ledgers Treasurer/Public Trustee 7 years recovery owed Public no in the further or Trustee proceeding after of when money interest has CRS and 38-110 38-38-107 CRS 38 - 30 - PUBLIC TRUSTEE RECORDS 30-6 SECTION CODE TITLE DESCRIPTION Weld County Retention _ Schedule CUSTODIAN RETENTION REFERENCE 30.030 FORECLOSURE RECORDS C. Foreclosure Files Packets or lists A documentation foreclosure packet or file sale, containing surrounding including all mailing the a Treasurer/Public Trustee in 7 years recovery owed Public no the further after or Trustee proceeding of when money interest has CRS and 38-110 38-38-102 CRS 38 - D. Record Books A with all each printed Notices Mailing Combined record the the foreclosure. information or of Public of Lists, electronic Election Notices all and foreclosures Trustee surrounding Also and published copies showing includes Demand, filed of Treasurer/Public Trustee information includes information 7 that recorded Clerk otherwise permanent. Note: Trustee Affidavit Publication, provided the Combined an attachment Certificate Purchase the required commenced 1/1/2008, required be Clerk's that years additional recorded all published mailings and If point required records provided the records of that a along for with Recorder, copy Notice, of all forward. is Public to lists, in it all after the would the the the from the of with files as as CRS 102(2) CRS 110(3) 38 -38 and 38 -38 - - CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 30.040 RELEASE OF DEED OF TRUST RECORDS _ A. Indemnifications Resolutions and submitted debt. Affidavits of with related Indemnification no evidence to Releases of Treasurer/Public Trustee 7 years, time made public been resolved. as finally against trustee or any until claim the such has CRS 38-39-107 B. Lost Instrument Bonds indemnifying Lost an for with insurance Instrument executing no evidence company the a Bonds Release Public of debt. issued Trustee submitted by Treasurer/Public Trustee 7 years, time made public been resolved as finally against trustee or any until claim the such has CRS 38-39-107 30 - PUBLIC TRUSTEE RECORDS 30-7 SECTION related 31- the PUBLIC Public WORKS Works Department Weld County RECORDS Retention for Weld Schedule County. SECTION to Records • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, electronic, otherwise should that retention not specified copy is eligible current microfilm, be retained custodian period for or in destruction pending etc.). this longer applies provided retention General than litigation, to under the they the schedule, record have record the claim Instructions retention or copy duplicate no copy. further audit regardless or administrative schedule copies the subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. at if it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE , 31.010 ACCOUNTS PAYABLE Material Invoices Accounting Permanent 31.020 ACCOUNTS RECEIVABLE invoices Monies Maintenance Transport enforcement received and Agreements, invoices/notices, ROW from permits, Road restitution, weed culvert Administration 7 years 31.030 ANNEXED BRIDGE FILES Bridge by other files that entities have been annexed Engineering Permanent 31.040 ASPHALT TICKETS Asphalt purchases that PW makes Administration 1 year 31.050 BIDS: GENERAL EQUIPMENT & Bids material) for equipment & general (ex. sign Purchasing Administration 7 years 31.060 BRIDGE: RATINGS, APPRAISALS INSPECTIONS, INVENTORY LOAD Bridge ratings info. on inspections, & load Bridge 5 years 31.070 BRIDGE: CONSTRUCTION DESIGN & Keep required scanned closed hard project after copies by grant, for CDOT likely as or long can Feds as be have Engineering Permanent 31.080 BUDGET FILES Internal budget files for PW only Accounting Administration 7 years 31.090 CDL DRIVER FILES Copies Federal of required Policy documents per Administration 3 years 31.100 CELL PHONE RECORDS Individual cell phone records Administration 2 years 31- PUBLIC WORKS RECORDS 31-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 31.110 CONCRETE PROJECTS TICKETS FOR Concrete makes purchases that Public Works Administration 1 year 31.120 CONCRETE TICKETS/FUEL TRUCK SHEETS Kept hard Grant, closed with copies can by project CDOT if be on a scanned & files, Feds CDOT need after Disaster to project keep is Administration 1 year 31.130 CORRESPONDENCE TO CTB Road of moth closure agenda reports for items, road closures and end Administration 2 years 31.140 CREDIT RECEIPTS CARD STATEMENTS/ Copies card of purchases made with a P Administration 7 years 31.150 DEPOSIT RECEIPTS Copies revenue of (ROW, weekly deposits Transport) for permit Administration 7 years 31.160 DRIVER'S REPORTS/BOOKLET MOTOR ADMINISTRATION) CARRIER DAILY INSPECTION (FEDERAL SAFETY Inspection department daily sheet to review is given to Foreman or Supervisor each Trucking Fleet Services 90 days 31.170 DUST APPLICATION CONTROL — — PRIVATE Letter policy explaining & dust to control citizens our spray Administration 1 year LETTERS 31.180 DUST APPLICATION CONTROL — — PRIVATE LOG Excel control spreadsheet tracking dust Administration 3 years 31.190 FEMA RECORDS Records of disaster Planning Accounting 5 close years of after project 31.200 GRADER REPORTS MAINTENANCE Gravel maintenance road maintenance, kept in PubWorks all road Motor Grader 3 years 31.210 GRANTS Many Weed, different etc. types such as DO LA, A. transportation, DOLA Projects road related projects, Special to etc. 5 years B. Weeds 7 years 31.220 GRAVEL PLAN MAPS Physical maps at Public Works Motor Grader Permanent 31.230 GRAVEL PLAN FILES DRMS, Addendums, reclamation APENS, Construction ton produced, permits, Mining Permanent 31.240 GRAVEL (TRUCKING) TONNAGE REPORTS All asphalt, materials pit run, hauled, millings, surface chips gravel, Trucking 5 years 31- PUBLIC WORKS RECORDS 31-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 31.250 IMAGERY BRIDGE ROAD AND Historical Road and Bridge documents Administration Permanent — 31.260 INSPECTION TRUCK BOOKS SHEETS — (DAILY) All handled by Fleet Services Fleet Services 90 days 31.270 INVENTORY FILES Inventory (ex. culverts, of Public signs, Works guard materials rail) Administration 7 years 31.280 JOURNAL ENTRIES internally Entries from one made account when you move to another money Administration 7 years 31.290 LANDOWNER RECORDS Landowner for compliance contacts & work contacts Weed 5 years rolling 31.300 LINE LOCATES — LOG BOOK Locates dirt required is moved by the State anytime Administration 2 years 31.310 (MAINTENANCE MAINTENANCE SUPPORT RECORDS) MUTCD only records for compliance signs and for maintenance retroreflect Maintenance Support 15 years 31.320 MAINTENANCE PRODUCTION SUPPORT REPORTS Signs installed made, striping replaced, replaced repaired, Maintenance Support 4 years 31.330 NPDES REPORT Spray compliance records & with reports Clean for H2O Act Weed 3 years end permit of the past the 31.340 OPERATOR TESTS Administration 4 years 31.350 PERMITS ROW Engineering Permanent 31.360 PERMITS TRANSPORT — SPECIAL Permits for hauling on county roads Engineering 72 hours 31.370 PERMITS UTILITY Engineering Permanent — 31.380 PERSONNEL RECORDS PW personnel files Administration 7 years 31.390 PLANNING CASE FILES Files pertaining to Planning cases Administration 7 years 31.400 PUBWORKS MANAGEMENT (SEE SHEETS) WORK Program management, used, used projects, to equipment, etc. track work materials Administration Permanent - 31.410 RECEIPTS EXPENSE Administration 5 years — 31- PUBLIC WORKS RECORDS 31-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 31.420 (ROAD REGULATORY FILES) SIGNING Signs them that have fees associated to Clerk Board to the Permanent 31.430 ROAD CLOSURES — ROAD CLOSURE LOG Record of Weld County Road closures Administration 2 years 31.440 ROAD RECORDS IMPROVEMENT Records of everything done to a road Engineering Permanent 31.450 ROAD FILES Road Improvement Agreements Administration Permanent 31.460 (MAINTAINED ROAD IMPROVEMENT IN ROAD PLANS FILES) Improvement plans for roads Engineering Permanent 31.470 SEAL COAT TICKETS Tickets for seal coat Engineering 2 years 31.480 SOILS INSPECTION REPORTS Inspection reports for soil Engineering Permanent 31.490 SUBDIVISIONS Documents pertaining to subdivisions Engineering Permanent 31.500 TERMINATED FILES FILES) (ALSO EMPLOYEE SEE PERSONNEL Documentation of termination Administration 7 years 31.510 TESTS - FOR APPLICANTS Interview process Administration 2 years 31.520 TRAFFIC COUNTS Documentation of traffic counts Engineering 7 years 31.530 UAS DATA Video & construction & pictures along of Public with Works weed data jobs Weed Permanent 31.540 UPPER TRANSPORTATION PLANNING FRONT FILES RANGE Records from UFR of minutes & resolutions meetings Engineering Permanent 31.550 VEHICLES OLD TO NEW — REPLACEMENT OF Replacement schedule of & BOCC vehicles approval based on a Accounting 10 years 31.560 WEED SPRAY DATA Spray State records law, cover for compliance complaints if with raised Weed 5 years 31.570 WORK SHEETS MANAGEMENT Daily tracking of work activities Administration 2 years 31- PUBLIC WORKS RECORDS 31-4 SECTION relating 32 insurance, RISK MANAGEMENT bonds, claims Weld County Retention RECORDS County risk Schedule management activities. SECTION - to Records and • • • The (paper, Unless of copies No any the minimum duplicate record anticipated, otherwise should electronic, that retention specified copy not is eligible current microfilm, be custodian retained period for or in destruction pending etc.). this longer applies provided retention General litigation, than to under the they the schedule, record record claim have the Instructions no retention or copy duplicate copy. further audit regardless or schedule copies administrative the subject of the may can be of storage be or destroyed a destroyed legal other format value. hold. if at it for the is Duplicate the pertinent discretion record to CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 32.010 BONDS SUPPORTING DOCUMENTATION AND See - Insurance Section 32.060 Records (below) CODE TITLE — DESCRIPTION CUSTODIAN RETENTION REFERENCE 32.020 CORRESPONDENCE GENERAL DOCUMENTATION AND Correspondence documentation nature. and of a general See — General Correspondence Section General Records 17.110 — and Documentation CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 32.030 DRIVER'S VERIFICATION LICENSE RECORDS Records that appropriate employees of periodic valid have drivers' verifications the licenses. Human Risk Resources — Until subsequent verification, separation employment, whichever first completion of or until from comes CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 32.040 FINANCIAL RECORDS See Section Financial 16 Records — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 32.050 INSURANCE RECORDS A. Bonds of Elected Officials See — Financial Financial Section Supporting to 07.160 the — Bonds 16.120 Records Bonds Board and — Guarantees, and Documentation Section Clerk Records — 32 - RISK MANAGEMENT RECORDS 32-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 32.050 INSURANCE RECORDS B. Certificates Bonds, Credit and of Letters Insurance, of Current bonds, work done and proof letters by of contractors. insurance, of credit for Clerk to the Board 7 after contract years + completion current of i C. Insurance Supporting Documentation Policies and including Evidence premiums endorsements. of policies, insurance paid, applications, and coverage, Human Risk Resources — Claims Policies: 10 expiration or made policy whichever Occurrence 7 expiration years years after Made all under are after after of claims settled, is of the later Policies: policy, policy D. Unemployment Records Insurance See — Section Personnel Unemployment Records 22.160 Records During and employment separation employment 7 years after — Insurance E. Worker's Records Compensation See — Section Worker's (below) 32.080 Compensation Records CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 32.060 REPORTS MANAGEMENT RISK — A. Insurance Reports Inspectors' Human Risk Resources — 1 year 7 years employee health + current after incident -related B. Loss Supporting Documentation Reports and losses Records from connection claims companies, insurance of against and amounts with including supporting insurance companies losses recovered and reports papers. in of of Accounting Human Risk Resources — 6 years + current 32 - RISK MANAGEMENT RECORDS 32-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 32.070 WORKER'S COMPENSATION RECORDS A. Worker's Claims Documentation Compensation and Supporting job insurance injury, Case Compensation correspondence, medical Compensation hearing record claimants Note: handled administrator, the termination administration. Claim or employee providers, claim attorney, party any the employee description documents, notices correspondence, paystubs employee and provided workers' sent -related records claim; files responsible other any of Worker's documents administrator, claim reports, documentation, to and for by insurance and other to compensation payments or injuries a to injured supervisor, workers' company party documents and benefits their third of defense of state pleadings, or Worker's injury, attendance claims insurance the the supervisor documentation requested Compensation which associated injury Worker's employee dependents -party County received employee, for filings, or contract compensation or company information made employee employee attorney containing illness. will medical third to medical reports, and include legal claim. claims, to transfer upon records, for for from -party with for for is and Human Risk Resources — 7 claim no on years distinction claim closure from type date with based of B. Insurance Worker's Compensation Policies Insurance Worker's coverage. policies Compensation providing Human Risk Resources — 7 after covered policy years all are + claims current by the resolved C. Workers' Loss Reports Compensation Reports administrator compensation providing Compensation settlements. from third history and insurance claims of party workers' Workers' and company Human Risk Resources Until until needed reference superseded, no longer for or — 32 - RISK MANAGEMENT RECORDS 32-3 SECTION Weld County Retention Schedule SECTION 33 - SHERIFF'S RECORDS Weld County Sheriff's Office Retention Schedules General Instructions • The minimum retention period applies to the record copy regardless of the storage format for the record (paper, electronic, microfilm, etc.). • Unless otherwise specified in this retention schedule, duplicate copies may be destroyed at the discretion of the duplicate copy custodian provided they have no further administrative or other value. Duplicate copies should not be retained longer than the record copy. • No record that is eligible for destruction under the retention schedule can be destroyed if it is pertinent to any anticipated, current or pending litigation, claim or audit or the subject of a legal hold. SECTION 33 - SHERIFF'S RECORDS 33-1 Weld County Retention Schedule SCHEDULE 01 - ANIMAL CONTROL Records relating to animal control functions of the Sheriffs Office CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.01.010 ANIMAL RECORDS CONTROL Records Enforcement animal impound reports, uniform summons cruelty bite investigation relating files, official penalty and reports, actions, officer complaints, to warning assessments/ Animal including: animal incident files. notices, and Control Sheriff's Office 3 disposition years after of final case SECTION 33 - SHERIFF'S RECORDS SCHEDULE 01- ANIMAL CONTROL 33-2 Weld County Retention Schedule SCHEDULE 02 - CIVIL functions of the Sheriffs Office to Records relating civil CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.02.010 CIVIL JACKETS A. Levy, Sale Attachment, Jackets and Jackets writ execution decree, sheriff's seizure memoranda, documentation attachments, the of sheriff. containing attachment, proof sale form, decree, of continuance, sales notes, and concerning foreclosure publication, sales notice judgment documentation, and of other executed property levies, levy, bonds, by Sheriff's Office 7 closure years after case CRS 30-10-515 B. Record of Service Jackets Civil containing civil service, of documents case documents jacket correspondence, a record served and presented routing of service and slip for of copies Sheriff's Office 3 years CRS 30-1-106 L CODE TITLE DESCRIPTION CUSTODIAN RETENTION I REFERENCE 33.02.020 SHERIFF'S OF PURCHASE CERTIFICATE issued Record containing: grantors foreclosed, property, name statement be at periods, evidence sale action order mailing the entitled number authorizing after and expiration number, of the lists. of sum of certificate address that to names the description a deficiency debt, foreclosure a or deed paid the confirmation district date al public sale, of for of purchaser all of original of purchaser, of the redemption under court copy purchase trust of trustee's sale, sale the property, being deed the civil copy of shall of Sheriff's Office Permanent CRS 38-38-401 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.02.030 SHERIFF'S LEVY LOG Log sheriff's cases, document date plaintiff and and/or disposition issued, indicating levy, and computer received, court defendants' attachment, of the the type date case database of received, number, names, case. and of sale Sheriff's Office Permanent SECTION SCHEDULE - SHERIFF'S RECORDS 02 - CIVIL 33-3 33 Weld County Retention Schedule SCHEDULE 03 - COMMUNICATIONS The Weld County Public Safety Communications Department is the custodian of Dispatch, 911, Radio, and Teletype Records until they become part of Case Records. Case Record Retention is detailed in Schedule 10. Please see Section 29 of the Weld County Retention Schedule for Public Safety Communications Records. SECTION 33 - SHERIFF'S RECORDS SCHEDULE 03 - COMMUNICATIONS 33-4 Weld County Retention Schedule SCHEDULE 04 - COMMUNITY SERVICE The Weld County Justice Services Department is the custodian of Community Service Records. Please see Section 19 of the Weld County Retention Schedule for Justice Services Records. SECTION 33 - SHERIFF'S RECORDS SCHEDULE 04 - COMMUNITY SERVICE 33-5 I Weld County Retention Schedule SCHEDULE Records relating 05 to jail - DETENTION the Sheriff's - JAIL Office of functions CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.010 COMMISSARY KITCHEN AND RECORDS Documentation operations commissary, canteens. but reports, meal accounting control use is reports. not plans, documents, food This limited and order records, kitchens, logs, of control series the to, forms, may commissary meal inventory supply routine and of counts, copies jail include, reports, of Sheriff's Office 6 months CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.020 CONTROLLED SUBSTANCES AND RECORD INVENTORY Biannual substances controlled dispensed prescription, substances Enforcement inventory on substances to surrendered inmates records Administration. hand, of log controlled by of received of controlled to the and Drug Administered a Contractor Medical by 2 respective the shown inventories years after dates transactions on the the of as CRS 27-80-210 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.030 DAILY COMMITMENTS DISCHARGES RECORD OF AND JAIL Sheriff's commitments persons custody, name, fine, by by whom whom age, daily delivered showing offense, sex, committed, discharged. record and term citizenship, to date discharges of his/her of and of sentence, entrance, how when of and all and Sheriff's Office Permanent CRS 17-16-118 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.040 IMMIGRATION ILLEGAL REPORTING: REPORTS U.S. - POSSIBLE ARREST STATUS IN THE Reports and regarding the believes United Colorado total USCIS. law Immigration number made enforcement is States; any Legislative not of to Services person legally and reports U.S. reports Citizenship arrested department present Council (USCIS) to made of in the that the to the Sheriff's Office 3 years after contact last CRS 1003 29 -29 - PRESENCE SECTION SCHEDULE - SHERIFF'S RECORDS 05 - DETENTION -JAIL 33-6 33 TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE CODE 33.05.050 INMATE RECORDS A. Inmate Case Files information Records a jail contain criminal fingerprint police/arrest records, detention grievance pertaining confinement. or identifying used detention history, release classification files, to cards, on records, the to document persons orders, and inmate's mug copies facility. information, shots, other work files, confined of kites, File release records can in 1. Felony Felonies Crimes Cases and — Major Cases homicides, related assault officers such to on killed. criminal a as kidnapping, child, arson with acts, forgery deaths sexual fatalities, and Sheriff's Office Permanent CRS 16-5-401 Violent 2. Felony Cases (Other) Other investigations assault, similar felony cases. cases, related arson without special to aggravated fatalities and Sheriff's Office 10 years after inmate is released CRS 16-5-401 3. Misdemeanor Cases Misdemeanor traffic offenses cases, and similar petty offenses, cases. Sheriff's Office 3 years is released after inmate CRS 16-5-401 4. Sexual (Excluding on a Child) Assault Sexual Cases Assault Case files investigation related of a to the sex assault crime. Sheriff's Office 99 years B. Inmate Disciplinary Hearing Case Files infractions Files hearing containing: notification audio sheet hearing. for tape showing each held by investigation of of disciplinary as inmates/detainees, hearings a result board the outcome hearings, and of board rule reports, result of the 1. Felony Felonies Crimes Cases and — Violent Major Cases homicides, related assault officers such to on killed. criminal a as kidnapping, child, arson with acts, forgery deaths sexual fatalities, and Sheriff's Office Permanent CRS 16-5-401 2. Felony Cases (Other) Other investigations assault, similar felony cases. cases, related arson without special to aggravated fatalities and Sheriff's Office 10 years after inmate is released CRS 16-5-401 3. Misdemeanor Cases Misdemeanor traffic offenses cases, and similar petty offenses, cases Sheriff's Office 3 years is released after inmate CRS 16-5-401 4. Sexual (Excluding on a Child) Assault Sexual Case Assault Case files investigation related of a to the sex assault crime. Sheriff's Office 99 years C. Inmate Incident Reports Reports jail, inmate/detainee's time inmates description containing of incident, of involved, incidents of the the occurring name, names and incident. of narrative date other in the and Sheriff's Office 10 years after inmate is released CRS 17-26-112 - SHERIFF'S RECORDS 05 - DETENTION -JAIL 33-7 SECTION 33 SCHEDULE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE CODE 33.05.050 INMATE RECORDS D. Inmate (Inmate Record Cash Control of Funds Log) Daily received inmates/detainees. log of or every disbursed cash amount on behalf of Sheriff's Office 7 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.060 JAIL REPORT/LOG INSPECTION County of other correspondence concerning remedial inspections. inspections jail health facilities, action the department in jail and inspections taken and kitchen memoranda concerning reports and and Sheriff's Office 7 years CRS 101 30-11-104; CRS 25-1.5- (1) (i) 17-26-126 (iii); CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.070 MEDICAL CASE FILES Case containing sheets, medication results, dental medication files on treatment requests records, intake records, authorization inmates/detainees suicide medical records, for laboratory treatment, watch, screening forms. test and Sheriff's Office later 7 date or patient 18 years 7 of years whichever after treatment, reaches after the the age is last 42CFR1OO3.13 2 — CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.080 POPULATION A. Monthly Analysis Jail Files: Population Body Count Jail reports, to providing and statistics generate Annex year-end roster and statistics reports. a daily monthly jail by call population for room/module -in report the logs. quarterly Used Sheriff's Office 3 years B. Population Reports Statistics Compiled unit statistics release transportation meeting monthly weekly reports, reports. of inmate/detainee processed inmates/detainees activities, program inmate/detainee and reports, attendance officer Used from by quarterly jail to the reports, training monthly statistical document activities department. annex work/education reports, counseling reports, statistic and report population roster reports, number of Sheriff's Office 3 years C. Transport Records Log sheriff's inmate's transport, transporting of inmates department, name, court deputy. transported dates times, containing and and times by of name of Sheriff's Office 2 years CRS 30-10-51 33 - SHERIFF'S RECORDS 05 - DETENTION -JAIL 33-8 SECTION SCHEDULE Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.090 VICTIMS' RELEASE CARDS INMATE NOTIFICATION Cards release used of to notify inmate. victims of Sheriff's Office Inmate See 33.13.030 Services Notification (below) Section — Release — Victim Victims' Cards CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.100 VIDEO RECORDINGS COURTS SYSTEM AND CAMERA AUDIO FROM Passive video system. video from the or motion -activated Courts camera Sheriff's Office 30 any preserved investigation disseminated investigating and life case days videos retained of the file. except related for an are to officer for that the the CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.05.110 90 any preserved investigation disseminated investigating and retained years. days videos a copy except for for is two an are to officer that the VIDEO RECORDINGS JAILS, HOLDING UPS AND BOOKING AREAS, AUDIO FROM OR LOCK- Passive video video from the or jail motion -activated camera system. Sheriff's Office SECTION 33 - SHERIFF'S RECORDS SCHEDULE 05 - DETENTION -JAIL 33-9 Weld County Retention Schedule SCHEDULE 06 - EMERGENCY MANAGEMENT The Weld County Office of Emergency Management is the custodian of Emergency Management Records. Please see Section 13 of the Weld County Retention Schedule for Emergency Management Records. SECTION 33 - SHERIFF'S RECORDS SCHEDULE 06 - EMERGENCY MANAGEMENT 33-10 Weld County Retention Schedule SCHEDULE 07 evidence - and AND LABORATORY functions of the Sheriff's Office to EVIDENCE Records relating laboratory CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.07.010 CRIME LAB A. Chemical Reports Blood Testing (Crime requested department testing determine performed Lab (such Reports) by genetic by for as the chemical DNA CBI sheriff's or Reports testing) markers, other blood to agencies Sheriff's Office CRS 18 -1 - 1101, et. Seq. 1. Felony Do Filed Not Investigations Result in Charges That Sheriff's Office Life of case file CRS 1103(1) 18 -1 - 2. Criminal That Result Investigations in a Conviction Sheriff's Office Life of defendant CRS 1103(2) 18 -1 - B. Logs logs, Automatic system scene field work marijuana (AFIS) processing logs, fingerprint fingerprint laboratory testing logs, identification laboratory logs, logs, work etc. crime Sheriff's Office Permanent documentation qualifications crime technicians expert lab witnesses as of as of C. Other Crime Lab Reports Reports and documentation request sheets, findings, regarding forms, sketches, and such vehicle crime supporting etc. as laboratory hold/release lab work Sheriff's Office Life file of related case CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.07.020 EVIDENCE RECORDS Records and crime investigations. Note: DNA consultation authorization attorney. destruction related the consultation attorney, physical covered storage evidence, law scenes Physical to enforcement in pertaining Since the evidence crimes this of with, of with and from, retention evidence evidence, is the physical Retention during destroyed is the is to and the retention determined therefore agency the district upon district evidence of collected police including collection such Schedule. in written in and not at by Note: periods offenses affected of limitations. Retention apply are by if not statute A. Evidence Audit and Records Property Audit authorized of with drug currency, bulletproof property, property sheriff paraphernalia, reports explosives, etc. destruction and cases, clothing, detailing evidence including weapons, the armored unlawful or disposal associated drugs, or Sheriff's Office Until next evidence property completion succeeding and audit of - SHERIFF'S RECORDS 07 - EVIDENCE AND LABORATORY 33-11 SECTION 33 SCHEDULE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE CODE 33.07.020 EVIDENCE RECORDS B. Evidence Specific Logs: Case Logs transfer taken cases, release similar documenting and into including records, records. evidence release the property evidence of for receipt, materials specific reports, tags and Sheriff's Office Life file defendant, whichever of or life related of is later case C. Evidence Room and Sign -In Property Log Log evidence of persons and admitted property storage to the area. Sheriff's Office Permanent D. Lie Detector Test Administration retained to administration using analyzer, detector document the test by computer polygraph the expertise equipment. of Records test lie administrator detector voice and in - Records the stress other tests Sheriff's Office Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.07.030 VIDEO RECORDINGS EVIDENCE SYSTEM AND AUDIO CAMERA FROM Passive video system. video from the or motion Evidence -activated camera Sheriff's Office investigation investigating life 30 any preserved disseminated and case days videos retained of the file. except related for an are to officer for that the the - SHERIFF'S RECORDS 07 - EVIDENCE AND LABORATORY 33-12 SECTION 33 SCHEDULE Weld County Retention Schedule SCHEDULE 08 - FLEET The Weld County Department of Fleet Services is the custodian of Fleet Records. Please see Section 15 of the Weld County Retention Schedule for Fleet and Equipment Records. SECTION 33 - SHERIFF'S RECORDS SCHEDULE 08 - FLEET 33-13 Weld County Retention Schedule SCHEDULE 09 - INTERNAL AFFAIRS Records relating to internal affairs functions of the Sheriff's Office CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.09.010 INTERNAL INVESTIGATIONS (UNSUBSTANTIATED) AFFAIRS investigations including inquiries Records personnel reviews officer polygraph or subsequent internal -involved pertaining of and conduct allegations records, use affairs disciplinary regarding proceedings, of traffic to or force, administrative board internal actions of accidents), sheriff pursuits, misconduct, actions. of and inquiry (i.e., any Sheriff's Office 5 years Note: and disciplinary be custodian be to conflicts transferred retained personnel substantiated Substantiated with for documentation or to personnel destroyed policy union review the investigations record unless policy. and records according there should copy to are SECTION 33 - SHERIFF'S RECORDS SCHEDULE 09 - INTERNAL AFFAIRS 33-14 Weld County Retention Schedule SCHEDULE Records 10 patrol - PATROL functions of the Sheriff's Office to relating CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.10.010 ALARM RECORDS Records issued notifications systems, of and etc. false user of fee unreliable alarms, assessments; warnings alarm Sheriff's Office 2 years completion after CODE TITLE DESCRIPTION I I CUSTODIAN RETENTION REFERENCE 33.10.020 CASE RECORDS Case reports, activity reports, photographic and (including negatives), crime photographic video scenes witnesses test pertaining sheriff's persons records files, scenes and summaries, and crime fingerprint department. incident photographic audio or to photographic interviews convicted suspects, and records (including prints cases stoppers recordings other reports, accident cards and handled of of with lie records reports, suspects prints negatives), and crimes records detector offense of by files, crime and the of A. Death Noncriminal Case Records — Sheriff's Office 10 years B. Felony Major Violent Case Felonies Crimes Records and — Cases homicides, related assault killed such and to on criminal a similar as kidnapping, child, arson with acts, forgery, cases. fatalities, deaths sexual officers I Sheriff's Office Permanent CRS 16-5-401. C. Felony (Other) Case Records Other investigations assault, similar felony arson cases. cases, related without special to aggravated fatalities and Sheriff's Office 10 years CRS 16-5-401 D. Misdemeanor Records Case Misdemeanor traffic offenses cases, and similar petty offenses, cases Sheriff's Office 3 years CRS 16-5-401 E. Missing Runaways Persons Including Sheriff's Office Until located F. Sexual Records Assault Case (Except Case investigation files Sexual related of Assault a to the sex on a assault Child) crime - Sheriff's Office Permanent G. Traffic Records Accident Case 1. Fatal Traffic Accidents Sheriff's Office 10 years 2. Non Accidents -Fatality Traffic Sheriff's Office 3 years 33 - SHERIFF'S RECORDS 10 - PATROL 33-15 SECTION SCHEDULE CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 33.10.030 COMMUNITY RECORDS RELATIONS Records relations mediation, similar of community efforts, outreach neighborhood presentations, outreach and public and efforts. Sheriff's Office 2 years completion after CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.10.040 FIELD CONTACT A. Daily Reports Field (DFAR) Activity locations Daily and during based other log shifts, on of of activities deputies' personnel's showing calls, and supervisors' activities times statistics and Sheriff's Office 2 years B. Field Contact Records incident Records businesses, victims of or report contacts complainants, witnesses is filed. with after juveniles, which no Sheriff's Office 3 years CODE TITLE DESCRIPTION = CUSTODIAN RETENTION REFERENCE 33.10.050 INTOXILIZER LOG intoxication, Log determine of of officer; number. test; subject; of intoxilizer suspects' name, arresting test results; showing date tests level of officer; and conducted date birth, case of and and testing report time to sex Sheriff's Office 3 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.10.060 LICENSE RECOGNITION PLATE DATA license Data of recognition mobile combined algorithms registration readable enforcement, vehicle enforcement automated and or plate identification images systems fixed with to data) plates license convert used numbers booting, purposes. high-speed computer recorded into (one to plate images for or computer capture stolen other or by cameras parking more of law means - Sheriff's Office 21 "hits" for case days life file except are of retained related that CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.10.070 RIDE -ALONG RECORDS PROGRAM Records citizens officers of to ride programs along that with allow police Sheriff's Office 3 years - SHERIFF'S RECORDS 10 - PATROL 33-16 SECTION 33 SCHEDULE CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 33.10.080 VEHICLE RECORDS A. Abandoned Vehicles Impound Abandoned of Abandoned Notice, Vehicle, Vehicle Report Report of of Sale Sheriff's Office 2 years after action or payment last final B. Vehicle Impound Records impoundment licensed into Records sports that ownership. custody govern craft documenting motorized that their of for have violations licensed use, vehicles the been operation and and taken of laws non- and Sheriff's Office 2 is or disposed years released otherwise after vehicle to owner of RECORDS PATROL 33-17 SECTION 33 - SHERIFF'S SCHEDULE 10 - Weld County Retention Schedule SCHEDULE 11 the - RECORDS and administration AND ADMINISTRATION functions of Sheriff's Office to the records Records relating CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.010 CORRESPONDENCE GENERAL DOCUMENTATION AND intended Correspondence communication received courier, electronic postcards, telecommunications form The records course of term of via facsimile written to created general business. the mail, memoranda, cover that including communications. in is U.S. transmission documentation a is and a wide the written mail, sent normal letters, notes, any or private variety or other is of A. Enduring Long -Term Value including lasting Documentation policy, research to activities precedent events; and policy documentation. long-term legal, e-mail value; issues in is and fiscal, which set; other records and or messages, records administrative, correspondence, historical actions an similar important that of records with relate or historic or Sheriff's Office Permanent B. Routine Value letters Routing or administrative, historical, statistical chronological duplicates filed for documents, correspondence information, elsewhere, or operating informational value. memoranda, of etc. files memos legal, documentation Includes that routine transmittal with fiscal, or reading contain letters limited or requests routine or also Sheriff's Office 2 years C. Transitory Value General correspondence term advertisements, worksheets, materials informational other messages, short-term value, records, documentation circulated including with informational desk "read including of drafts preliminary notes, extremely for only" and or copies e-mail value. purposes, or short- of Sheriff's Office Until been material read has - SHERIFF'S RECORDS 11- RECORDS AND ADMINISTRATION 33-18 SECTION 33 SCHEDULE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE CODE 33.11.020 DISPATCH RADIO REQUEST RECORDING PHONE FORMS AND Sheriff's Office 1 year CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.030 ELECTRONIC RECORDS A. Electronic General Records in information Computer maintained metadata retained purposes, to: recordings; databases, files; digital all electronic other audio recorded photographs; records generated in for including, and format. records imaged and systems electronic recordkeeping video videoconferences; word retained and digital records; but geographic and processing datasets; formats associated not in limited and Sheriff's Office Until needed no longer 1. (Copies) for Electronic Convenience Retained Records Solely Sheriff's Office Until needed, that record record for retention applicable definitive no longer copy is provided retained period. of or 2. Electronic Retained Recordkeeping for Records Purposes Sheriff's Office longer) Based retain period type electronic have retention paper records same For have periods of the records long for or content. on for record, with (10 content, retention specific records same periods microfilm retention that years the i.e., Note: as or - SHERIFF'S RECORDS 11- RECORDS AND ADMINISTRATION 33-19 SECTION 33 SCHEDULE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE CODE 33.11.030 ELECTRONIC RECORDS B. Email like CRS electronic records previously such organization, decisions, or government of contained mail correspondence. or messages email be email other the records retained 24-80-101 record messages messages official system. message "unless activities procedures, therein." linked should mail segregated series with functions, or governmental specifies can Metadata messages the as because or the evidence of Email within be outside attachment. recipient be the Generally, retained corresponding and operations, described attachments that policies, of email should are of stored the of data the not has the with value e- also as Sheriff's Office 90 Code days per County C. Social Media Records Records such YouTube, posts, downloads, as comments, relating Twitter, Linkedln, back-up to social Facebook, etc. screenshots, records Includes media Sheriff's Office 2 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.040 EXPUNGEMENT RECORDS Records of sealing or expungement Sheriff's Office is Until pursuant original Retention destroyed sealed records to Schedule record the CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.050 GENERAL BY SHERIFF ORDERS ISSUED Directives procedures governing administration or the standard issued overall of the by the operation department operating Sheriff and Sheriff's Office I Permanent CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.060 GRANT FILES A. Awarded Grants Files administration, grants Assistance of assistance award finance reports agency, Local pertaining such Affairs modifications, reports, required and Fund grants, as close Law (DOLA), to and (LEAF), correspondence, the etc. by out Enforcement the monitoring budget letter application, May Department victim granting include and of Sheriff's Office 3 years submission final provided requirements granting have grant after been the agency of report, satisfied. the the of the B. Rejected Grants Files process pertaining to for grant funds the application Sheriff's Office 2 years rejection withdrawal after or - SHERIFF'S RECORDS 11- RECORDS AND ADMINISTRATION 33-20 SECTION 33 SCHEDULE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE CODE 33.11.070 IMMIGRATION REPORTING RECORDS STATUS A. Illegal Arrest Reports Presence -Possible in the U.S. Sheriff's Office See 33.05.040 Immigration Reporting: Reports Illegal The Section U.S. Presence — Status In - Arrest Possible (above) B. Systematic Verification Entitlements Program Alien Records for (SAVE) Reports U.S. for rebates, benefits local citizenship relating licenses, employment to verification status credentials, of and/or applicants of Sheriff's Office 3 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.080 INTELLIGENCE FILES A. Confidential Files Informant identity including, informant's include Information telephone height, security criminal fingerprinting and the names informant. of hair number, history records confidential but name, number, and of pertaining not card, family eye report, of limited date address, any race, color, photographs, members, to informants, of payments the to, sex, social birth, the may to Sheriff's Office last informant. 5 years contact following with B. Intelligence Files Records regarding containing individuals information and groups. Sheriff's Office No years becoming or relevant no longer than after obsolete longer 5 28 CFR 23.20(h) C. Logs logs logs, jurisdictions, Listings daily of history National (NCIC) dispatch welfare detainers crimes of activities, offense audits, tracking court check check, in Crime logs, received subpoenas specific logs, inmate log authorized DUI such Information log specific sheets logs, traffic of from as areas, alarm warrants mail home routine served, retained accident, other firearms, logs, criminal Center check, check and etc. logs for Sheriff's Office 2 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.090 NATIONAL BASED SYSTEM REPORTING (NIBRS) INCIDENT A. Statistical Files Indexes data statistical by for class information. statistical of crime reporting and other of Sheriff's Office 5 years B. Uniform Crime Report Annual crime report sent to NIBRS Sheriff's Office Permanent - SHERIFF'S RECORDS 11- RECORDS AND ADMINISTRATION 33-21 SECTION 33 SCHEDULE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE CODE 33.11.100 REGISTERED OFFENDERS SEX A. Information Forms Sex Request Offenders interested information Forms offenders. completed in inspecting regarding by parties sex public Sheriff's Office 2 years request after is answered CRS 16-22-112 — B. Sex and Offender Cancellation Registration Forms information. Notifications convicted residence sex addresses completed offenders and by regarding contact Sheriff's Office 5 offender jurisdiction Note: permanently years after CCIC leaves keeps CRS 16-22-108 C. Sexually — Public Violent Notifications Predators in Notices regarding the given to sexually community the violent public predators Sheriff's Office Permanent CRS & 414.5 CRS 16-22-108 18 -3 - D. Sex Offender Records Case Sheriff's Office Permanent See Section 33.10.020 Records Records Assault Records F — Patrol Case Sexual — — Case (above) CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.120 REQUESTS OF INFORMATION FOR RELEASE information Requests dispatch recordings, histories, for phone such reports, etc. public and as release E-9-1-1, radio incident of Sheriff's Office 2 years request after is answered CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.130 SEIZURE DOCUMENTATION FUND Records monies ordered property narcotics relating accrued seizures connected and other to because and the crimes. to disposition fund vice, of for court - of Sheriff's Office 7 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.140 TRAFFIC CITATIONS Duplicate issued copy of traffic citations Sheriff's Office 2 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.11.100 I VIDEO RECORDINGS RECORDS SYSTEM AND CAMERA AUDIO FROM Passive video system. video from the or motion Records -activated camera Sheriff's Office investigation investigating life 30 any preserved disseminated and case days videos retained of the file. except related for an are to officer for that the the - SHERIFF'S RECORDS 11- RECORDS AND ADMINISTRATION 33-22 SECTION 33 SCHEDULE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE CODE 33.11.150 WEAPONS FIREARMS AND A. Authorizations Officers to Carry — Including it. Records weapons weapons, that and the that of carried weapon the types authorization maintenance, officer of by has firearms officers qualifies been to indication carry checked, and to use Sheriff's Office 2 years weapon in use after is no longer B. Concealed Permit Handgun Concealed application identification notes investigative and other Handgun forms, documents. photograph, related CCW Permit checklists, (CCW) case Sheriff's Office 2 years expiration, revocation, or permitted after termination denial use of - SHERIFF'S RECORDS 11- RECORDS AND ADMINISTRATION 33-23 SECTION 33 SCHEDULE Weld County Retention Schedule SCHEDULE relating to 12 - RECRUITMENT training AND the Sheriff's Office and functions TRAINING of recruitment Records the CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.12.010 EMPLOYEE FILES TRAINING Records sheriff training personnel, records. documenting including training K-9 for Sheriff's Office 10 employee's termination years after CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.12.020 FIREARMS QUALIFICATIONS TRAINING FILES AND (SWAT) (SORT) than to firearms Daily names and quarterly reports, Special Special authorized proficiency, track shooting lethal range of Operations training weapon Weapons firearms firearms directives. trainees, and score ammunition, weapons scores, annual maintenance, sheets repair and training records, usage, weapons Response records. monthly, firearms Tactics record, containing records, log and training and used of less Team Used Sheriff's Office 4 years CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.12.030 SHERIFF ACADEMY FILES TRAINING INFORMATION instructors, field that Curricula outlines approved courses academy, Training scores, of required official of copies requirements, and state certification. certificates, POST sign training a requirements sworn student training of and taught (POST) approval -off including by Peace by ratings written the sheet. other the instructions peace copies copy at regulations, identification state, photographs, State the Officer documents, criteria lesson material, Used exams of officer for training of copies used Standards applicable POST affidavits for to plans, manual and has in list skills verify state copies of copies test met of A. Peace Officer Training (POST) Standards Files Sheriff's Office Permanent B. Lesson and in Courses Other Plans, Materials Outlines, Used Sheriff's Office 7 years - SHERIFF'S RECORDS 12 - RECRUITMENT AND TRAINING 33-24 SECTION 33 SCHEDULE Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.12.040 TRAINING CRITIQUES INSTRUCTOR Critiques and instructors' its instructor, by students effectiveness' of used every to evaluate class Sheriff's Office 2 years completion training after of CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.12.050 TRAINING REQUESTS Requests employees approvals division evaluations attendance. commander, from by for the of department outside the training training training and unit after with and Sheriff's Office 2 years completion training after of SECTION 33 - SHERIFF'S RECORDS SCHEDULE 12 - RECRUITMENT AND TRAINING 33-25 Weld County Retention Schedule SCHEDULE Records the - VICTIMS' functions of Sheriffs Office 13 to service SERVICE the victims' relating CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.13.010 CASE FILES information Crime containing narrative the program track mandated provided property victim, victim cases report items to crimes). case basic about services and services victims supplied. to personal of files, victim; document contacts provided, were (including each Used offered log with that and and to or Sheriff's Office 4 closed years after case is CRS 302.5 4.1-303 24 -4.1 - 24 - - CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.13.020 GRANT RECORDS Sheriff's Office See 33.11.060 and — Grant Section Administration Files — Records (above) CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.13.030 VICTIMS' RELEASE CARDS INMATE NOTIFICATION Cards release used of to notify victims of inmate. Sheriff's Office Permanent CRS 302.5 4.1-303 24 -4.1 — 24 - - 33 - SHERIFF'S RECORDS 13 - VICTIMS' SERVICE 33-26 SECTION SCHEDULE Weld County Retention Schedule SCHEDULE 14 - WARRANTS Records relating to the warrants functions of the Sheriffs Office CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.14.010 WARRANTS OR DETAINMENT (DUPLICATE FOR COPY) ARREST Orders arrest individual, and to court cancellation. computer warrant issued or entry detainment including life into by printouts cycle the CICJIS court of CCIC from to an pertaining for teletypes initial final the Sheriff's Office 6 months cancellation retains after original) (Court CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 33.14.020 WARRANTS DETAINERS OTHER AGENCIES ISSUED AND BY Warrants, received enforcement detainers, from other agencies. law and mittimi Sheriff's Office Until satisfied cancelled warrant is or SECTION 33 - SHERIFF'S RECORDS SCHEDULE 14 - WARRANTS 33-27 34 Weld RECORDS County Retention Schedule SECTION TREASURER - The Weld County Records Retention Schedule is intended to provide a comprehensive records Treasurer retention schedule for most records that are kept by any County Treasurer. Generally, these are records documenting and ensuring accountability for the receipt and expenditure of public funds. General Instructions • The minimum retention period applies to the record copy regardless of the storage format for the record (paper, electronic, microfilm, etc.). • Unless otherwise specified in this retention schedule, duplicate copies may be destroyed at the discretion of the duplicate copy custodian provided they have no further administrative or other value. Duplicate copies should not be retained longer than the record copy. • No record that is eligible for destruction under the retention schedule can be destroyed if it is pertinent to any anticipated, current or pending litigation, claim or audit or the subject of a legal hold. CODE TITLE DESCRIPTION CUSTODIAN RETENTION I REFERENCE 34.010 ACCOUNTING RECORDS A. Cash Books Summary receipts record and disbursements, books of cash cash Treasurer 3 years + current §30-10-717 - Accounting balances and bank account best practices balances. B. Cash Receipts Copies of receipts for all monies Treasurer 6 years + current §30-10-715 - received by the Treasurer other Accounting than property taxes. Also known best practices as Miscellaneous Receipts. Includes State Treasurer receipts. C. Cash Summary Reports Daily summary record of cash Treasurer 6 years + current Accounting receipts and disbursements, cash best practices balances and bank account balances. Includes duplicate copy of monthly report to State Treasurer. D. Deposit Register (Closed Manual register showing the Treasurer 7 years + current Accounting Series) amounts County deposited account. daily into each best practices E. Fee Books (Daily) Treasurer 2 years + current Accounting best practices F. Receipts (Except Tax) City Treasurer, County Clerk, Treasurer 10 years + current Accounting Irrigation Districts and Secretary best practices of School District. G. Register of Fees, Expenses A full, true, accurate, and minute Treasurer 3 years + current §30-1-113 and Commissions Earned account of all Treasurer's fees collected. H. Current Schedule: Special Mill levy certifications, releases of Treasurer 10 years + current §31-25-524 et Improvement District Files liens for paid assessments, copies al of the assessment rolls, notices, receipts and correspondence. 34 - TREASURER RECORDS 34-1 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 34.020 AUDIT RECORDS A. Audit Trail Records Daily of for completed accounting internal audit. transactions, system reports used Treasurer 1 year + current B. Report Copies) of Audit (Duplicate Treasurer 6 years + current §30-10-709, Accounting best practices CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 34.030 BANKRUPTCY RECORDS A. Bankruptcy Files Files for assets corporations bankruptcy documenting unpaid of individuals taxes involved proceedings. against county and in the claims Treasurer 3 after dismissed discharged years + case current is or Accounting best practices B. Bankruptcy Case Logs information Logs cases filed containing claims in which on for the summary bankruptcy county payment of court has taxes. Treasurer 3 after or years discharged case + current dismissed Accounting best practices CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 34.040 CORRESPONDENCE GENERAL DOCUMENTATION AND A. Administrative, Legal, Research Value Fiscal, of Enduring Historical, Policy, or importance Any record, over historical County that to issues 100 or has years significance lasting that State, file, to will old, value future or or register or that to any or have generations. document the pertains that has is I Treasurer Permanent Accounting best practices CODE TITLE DESCRIPTION CUSTODIAN RETENTION i REFERENCE 34.050 FINANCIAL RECORDS A. Bank Records Certificates receipts cancelled statements, images, reports. records departments. and from and Also checks of cash reconciliation slips, includes other Deposit, or letters, check copies, county deposit deposit stubs, bank bank Treasurer 6 years + current Accounting best practices B. Bond Records Registers and including Lists various payment and of bond financing taxing school records redemptions. authorities, districts, bonds for the issued and coupon the by Treasurer 6 after the years + termination bond current of Accounting best practices C. Cancelled Coupons Bonds and Original, and coupons. paid and cancelled bonds Treasurer 6 after the years + termination bond current of Accounting best practices 34 - TREASURER RECORDS 34-2 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 34.050 FINANCIAL RECORDS D. Insufficient Funds Checks Checks by the banks log received records. for insufficient that are returned funds and Treasurer Log 2 Uncollectible: 1 after off years year Records: + current + current being written Accounting best practices E. Investment Reports listing Reports and investments transaction sheets transactions. Treasurer 6 years + current Accounting best practices CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 34.060 LEDGERS AND JOURNALS A. Apportionment Records County and General School Funds. Treasurer 6 years + current Accounting best practices B. General Journals Ledger and ledgers Year-end disbursements fund financial of documentation accounting form the reflecting of county. to summary condition general general adjustments by the May from entries. of account general and also ledger subsidiary receipts operation include and in and the and Treasurer 6 years + current Accounting best practices C. Current Monthly County Various Schedule: Statements Treasurer County Officers from to Earnings, disbursements. collection and Treasurer 6 years + current Accounting best practices D. Subsidiary Journals Ledgers and Daily, transaction receipts depositor payee, debited, provides to and other General reports county monthly and purpose, and payment backup Ledger. detail expenditures check and offices. or fund journals quarterly showing documentation amount, number; Also credited includes from such date, as or Treasurer 2 years + current Accounting best practices E. Trial Balances A system of daily reports. reference all report county bank copy accounts. and of cash the of an daily balance Includes accounting balance Treasurer 2 years + current Accounting best practices 34 - TREASURER RECORDS 34-3 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 34.070 PROPERTY TAX RECORDS A. Abatements Treasurer 10 kept otherwise permanent years + current if by Assessor, §39-10-114 B. Abatement Worksheets Files and information Files abatements, documents. and reports concerning including listing summary copies of Treasurer 6 years + current §39-10-114 C. Assessment Warrants Rolls and Tax Improvement Annual subject Assessor descriptions taxes property are Districts, Towns, assessment due listings to showing assessment. such Drainage taxation and and of paid as Districts, the rolls all owners Cities Districts, certified on property property Included from each and etc. and Special Special by the Treasurer Permanent §39-5-129 D. Certificate of Taxes Due Certifications due issued on specified on of request. property tax taxes accounts, Treasurer 1 year + current §39-10-115 E. Distribution Records Records amounts Authorities, Districts. showing and including distributed property School tax to Taxing Treasurer 10 years + current Accounting best practices F. Mass Reports Payment Files and Correspondence, supporting submitted covering multiple documentation with reports, tax tax payments schedules. and Treasurer 3 years + current Accounting best practices G. Mineral Correspondence Rights Tax Sale Correspondence owners mineral allowing refusal of rights them to purchase property are the with delinquent, on first the surface which right tax lien. of Treasurer 4 years + current §39-11-150 H. Mobile Authentications Home Copies mobile paid permits that of home certifications are and taxes used title applications. for have that movement been Treasurer 3 years + current §39-29-203 I. Mobile Tax Lien Home Sale Distraint Files & issued Copies due, Sheriff, Home and redemptions. correspondence notices of by Certificates Sale distraint the for Treasurer of Delinquent service warrants of concerning by Mobile for the Taxes, taxes Treasurer 4 years + current §39-10-111 J. Notice of Purchase Record Treasurer Permanent §39-11-114 34 - TREASURER RECORDS 34-4 SECTION Weld County Retention Schedule CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 34.070 PROPERTY TAX RECORDS K. Personal Property Files Investigation taxes distraint Treasurer notices property, Sheriff, Certificates due, of legal warrants for sale notices property of reports, personal publication of Sale issued personal of of inventories, service copies Personal property notices, by the by of the Treasurer 2 accounts been sold 1 all years year others distrained + current that + current have and for for §39-10-111 Property, with agencies. and auctioneers correspondence and collection L. Property Condemnation Correspondence, copies of tax Treasurer 10 years + current Accounting Files pro -ration statements, descriptions documenting pro -rated condemned entities. requests, taxes plats, by of the property collection on governmental and land tax legal of best practices M. Publication Delinquent Lists of Taxes Listings advertised of delinquent for collection. taxes as Treasurer 10 years + current §39-11-102 N. Redemption Certificates Certificates issued by the Treasurer 5 years + current §39-12-105 lien Treasurer sale certificates. for redemption of tax 0. Tax Deed Notices Treasurer 10 years + current §39-11-120, 39-11-129, 39- 11-142, 39-12- 101 and 39- 12-104 P. Tax Deed Proceedings Files containing documents and Treasurer 10 years + current §39-12-101 records for not Treasurer's include pertaining Tax tax to deeds. Lien applications Sale Does and 39-12-104 Certificates of Purchase or Treasurer's Tax Deed Notices. Q. Tax Deferrals Copies of Tax Deferrals, Treasurer 1 year + current Accounting supporting related documentation, correspondence. and best practices R. Tax Notice Produced at beginning of Tax Year Treasurer Permanent DOLA from tape copy print-out master tax mailed list. to taxpayer. Hard requirement S. Tax Levy Rate Listing of mill levies from taxing Treasurer 6 years + current DOLA authorities annual used property to calculate taxes. requirement 34 - TREASURER RECORDS 34-5 SECTION CODE TITLE DESCRIPTION Weld County Retention Schedule CUSTODIAN RETENTION REFERENCE 34.070 PROPERTY TAX RECORDS T. Tax of Lien Purchase Sale Certificates Certificates the annual assignments Treasurer tax of lien to of Purchase sale. Certificates. purchasers Also issued includes at by the Treasurer issuance 6 years from redemption deed, or 30 for certificates off years outstanding to date the + current of + county of current or tax struck §39-11-117, 39-11-118 and 39-11-142 U. Tax Lien Sale Index Index annual of tax land lien and sale. lots sold at the Treasurer Permanent §39-11-103 V. Tax Books Lien Sale Records Listing the names, descriptions, sale, and annual tax purchasers, of addresses, deeds property tax amounts issued. lien redemptions, taxes sale, legal sold showing sold at at Treasurer Permanent §39-11-114 W. Tax Receipts Copies taxes Personal Assessment of paid. receipts Property, Includes tax receipts. for and Real property Special Estate, Treasurer 10 years from payment + current date of §39-10-105 CODE TITLE DESCRIPTION CUSTODIAN RETENTION REFERENCE 34.080 WARRANTS A. County Warrants County have the Treasurer's warrants been paid and office. and stubs cancelled that by Treasurer 6 years + current Accounting best (retrievable from practices bank) B. Monthly Files Warrant Reports Summary transactions Treasurer, notices not endorsements. paid that due reports and processed county to copies improper of warrant warrants of by the bank were Treasurer 1 year + current Accounting best practices C. School Warrants Includes School through cancelled School District the District. receipts and warrants Treasurer's returned for warrants to paid office. the Treasurer 6 years + current Accounting best practices D. Warrant Registers Books registered the school Treasurer's and district listings and/or office, warrants. of all paid through including warrants Treasurer 6 years + current Accounting best practices 34 - TREASURER RECORDS 34-6 SECTION Weld County Retention Schedule APPENDIX A - NON -RECORDS The following types of materials have no public record retention value and may be disposed of as soon as they have served their purpose at the discretion of the custodian: 1. Catalogs, trade journals, and other printed materials received from other offices, commercial firms, or private institutions, which require no action and are not needed for documentary purposes. 2. Informational or extra copies of correspondence, completed forms, bulletins, newsletters, etc. prepared for reference and information distribution. 3. Letters of transmittal (internal and external) that do not add any information to the transmitted materials. 4. Miscellaneous memoranda or notices that do not relate to the functional responsibility of County such as notices of community affairs, employee meetings, holidays, etc. 5. Preliminary drafts of letters, memoranda, reports, worksheets, and informal notes that do not represent significant basic steps in the preparation of record documents. 6. Routing slips, sheets, post -it notes or memos used to direct the distribution of documents. 7. Outdated or superseded stocks of publications kept for supply and handout purposes. 8. Telephone messages that convey non -policy informational messages. 9. Identical duplicate copies of records. 10. Notes, tapes or recordings that have been transcribed. 11. Temporary or transitory material with little or no bearing on decision -making. APPENDIX A - NON -RECORDS A-1 Hello