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Home My WebLink AboutRES 82-035 RESOLUTION ADOPTING RECORDS RETENTION SCHEDULE Meeting Sheet IIIIIIVIIIVIIIVIIIVIIIVIIIIIIIIIII iozsss Box: 23 Folder: RES 1982 Document: RES 82-035 RESOLUTION ADOPTING RECORDS RETENTION SCHEDULE 'T CITY OF ST. ANTHONY RESOLUTION 82-035 A RESOLUTION ADOPTING RECORDS -RETENTION SCHEDULE WHEREAS , M. S . 138. 163 reads as follows : "It is the policy of the legislature that the disposal and preserva- tion of public records be controlled exclusively by- Chapter 138 and by Laws 1971 , Chapter 529 , thus , no prior, special or general statute shall be. construed to authorize or prevent the disposal of public records. at a time or in a manner different than prescribed by such chapter or by Laws 1971 , Chapter 529 and no general or special ' statute enacted subsequent to Laws 1971 , Chapter 529 shall be construed to authorize or prevent the disposal of public records at a time or in a manner different .than prescribed in this chapter or in Laws 1971, Chapter 529 unless it expressly exempts such records from the prbvisions^ bfc-su'ch- -chapter= and :Laws 1971, Chapter 529 by special reference to this section" ; and WHEREAS , the Minnesota Clerks and Finance Officers have developed a standard records retention schedule for records common to most Minnesota municipalities which has been approved by the Minnesota Department of Administration, the Minnesota Historical Society , the Minnesota State Auditor and the Minnesota .Attorney General; and WHEREAS, the classification of records as herein described are included in the abovementioned Records Retention Schedule; • NOW, THEREFORE, BE IT RESOLVED that .the St. Anthony City Council does hereby adopt the approved records retention schedule developed by the Minnesota Clerks and Finance Officers as -attached hereto and made a part of these Minutes. BE IT FURTHER RESOLVED that- a copy of this resolution be submitted to the Minnesota Historical Society . Adopted this day of Stt..l1982 . Mayor ATTEST: City Clerk _- .- r_;,; 'Revz,ewed for administration: City Manager ADIAM 1osi(P.•.1/781 STATE OF'MINNFSO'rA Ago �3 Q SP-0aow&ol DEPARTMENT Division of Archives a Manuscripts Office Memorandum TO : General Schedule for Municipal Records DATE.• 3-15-80 FROM Sue/E. Holbert State Archivist PHONE: 6-6980 SUBJECT: Attachment to General Schedule In approving this general schedule, -the Director-of the Minnesota - Historical Society makes the following exceptions: 1. No destruction of any municipal records may occur according to this schedule until the Division of Archives and Manuscripts of the Minnesota Historical Society has received a certified copy of a city council resolution indicating that the city has officially adopted the schedule. 2. It is understood that materials listed as permanent, but not listed as eligible for transfer to the State Archives, cannot be • destroyed without receiving approval of an amended schedule or of an "Application for Authority to Dispose of Records" (PR-1 form). 3. For all records destroyed according to this schedule, the munici- pality must submit an annual report to the State Archivist listing the types and quantity of records destroyed. With these general provisos and with the specific exceptions indicated on the schedule sheets, the schedule meets with our approval. 1 MINNESOTA RECORDS RETENTIQN SCHEQUCE DIVISION IUPwGF Of i ADMINISTRATION 3 b 1111110.SCISLO. ITIS.) PLN/ACT / RIGORS OEtCR11T10N s1GINNIMO Sid. FORM MUMMER OEM Of C. All. LTATUII REMI1RKt DATE LIGE. CENIEN CIOWS►UO PVT CT NUMBER I Copyrights (Until superseded) P I Departmental Reports: a. Monthly t. S rra Al rs, — c. Annual Summary P Retain "c" permanently or transfer to State Archives Federal Agencies — Correspondence, Subject t-o Federal reports submitted or received requirements I General Correspondence 1 yr 2 historical Data/Photographs P 'RetainperinanAnllyof X x ilsrwltn to Stale Archives. Incorporation Records P 4 Indelt to Filea Same retention as file S Lawsuits 7 yr After settlement 'Storage medium code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the alrlllorityol Minnesota Statutes 138.17. it 1 leiter/legal paper 7 Aperture card NUMBERS— INDICATE YEARS hereby ordered that Ills records listed on this ainih- 2 1A.1ps 8 Magnetic tape M—MONTHS be disposed of per approved schedule. 7 Bound books 8 Cassette tape P —PERMANENT 4 Bluelalnls/plans 10 Video laps Uopl. Record Maml. llieer IPRIIITI PhoneD.actor.4rnno�oi• Nva�y r�c�l SOC.61V Orta 5 Lliuoliche 11 floppy disc v ,4�u� .,1 U-1VtA. 6 Roll film 12 Computer printout Siarialure of Dont.Rocoid Maim.Olbc,r Dsl• lualaluwR as State Arwbio, T1.ue Zito rips ^OOM6 of�dnun of lia. al• „/ A11Qr r{r noUl �r ' ' MINNESOTA RECORDS RETENTION SCHEDULE , va E r _•.•t --OnDIVISION l CAl10N ADMINISTRATION - aETiNT.ScllEo. IVra.l rRIVACT • STATUTE aEMARKS � BEGINNING fm• roam NUMBER DEPT. thi Aa+ run PVT CI NUMBER RECORD otfCalr?ION OAIf f1p[. C[frTfa CNIV[f Retain ordinances and reset„ Ordinances and Resolutions Signed P V tions permanently or transfe (Originals) - Affidavit of n to State Archives. Publication S Organisation Charts P 6 Petitions yrs .7 Press Releases l yr 1 yr After recorded in Minutes ,B Proclamations yrs After recorded in lllnttLt•:: 19 Public hearing Records (Of general nature) i0 Record Disposal Sheet — Shows date, P type of record and by whom destroyed letain as long as material 41 Reference Materials if Administrative valet (Yearly revtcu) n X111 Rotain permanently or 42 Special Committee Reports t[aneful to State Archives. 'Storage medium Coda RETENTION SC14EDULE LEGEND AUTHORIZATION'. Under the authorltyol Minnesota Statutes 139.17. Aperture card NUMBERS— INDICATE YEARS hereby oldorod that the rocolds listed on this apps 7 A 1 Letter/legal paper Po M—MONTHS be disposed of per approved schedule. 2 MapsB Magnetic laps P —PERMANENT 3 hound books Dept. Cafa0110 tape -- Duoclo�.Mi nno�oy•M,alm.ul Soc•a,r pops. Roco.O Myml. 011lur IPpINTI Phone � d altklaints/plans 10 Vldoo tape 5 microliths 11 floppy disc 12 Cprylulr Oprintout Dole Lrara,ar•vo o.Simla „or 6 ROTI film Sienalur•of Oapl.auco,d Merril.Olticor Apprq 06111.of A ati,i Ila a, il• wild. onunl • 0 1� ja MINNESOTA RECORDS RETENTION FOEOWCIVED 1` AllopNLy :ffi[rAl L\ r r�c�u,—T)�Z11TL (VISI N l All N ` ASSESSING STINT.ACIItD. IV as. PRIVACY /EOINNINO • STATUTE REMARKS 1 IUCD/O O!/C111t•TION AY TO/Y NUMBER DE►T. RSC. Aa' FUR M Cr NUMAE/ DATA STOt. Cg NT[n C 11VEa 3 yrs Affidavits 1 Applications for Classification 3 yr 1 yr Building Plans 1 yr Classification Lista 3 yr S Correspondence _ 2- yrs 6 Current Tax Liete Until deferment is removed 7 Deferment Applications _ yr 8 Divisions and CombinationO 9 Parkland Dedication Valuations' =:E •storage medlum code RETENTION SCHEDULE LEGEND AUTHORIZATION: Undor the eulhorltyol Minnesota Statutes 139.17, .1 NUMBERS— INDICATE YEARS horeby ordered that the rocruds listed on tills 01-111.41 Lettel/legal paper 7 Aporlura cord 2 LLil�s 0 Magnetic logo M—MONTHS be disposod of per approved schcdulo. — 3 (Yoo ,und I, ►s 9 Cassolle tape P —PEIlt.1/1NENT IJ A alu.Iu�nls�plans 10 Video 6ipo peer.Rocmd uml. 01#"" IPRINTI Pnon� Duucla,Mumoroia Nluloncsl SociolY b I.r.a1,16che 11 floppy disc tus �glistlU /S c / •Oi S 12 Computer printout S,Ynrlu.Y ul U.-W.neeord mu-nt.0116eor LuY�•1r1 Oa�o ,r'„ S c / Ap,q a uaYl.of AJn u�.1 ol,on � i MINNESOTA RECORDS RETENTION SCHEtf '9t'• r4 • •_61rP (VISI.N -`AI�aN •+{ .AG( u ASSESSING ;� ? 11 3 - RET[NT.A I(O.IYRtJ PRIVACT Y SECOND 0[ECalIT10N a[OINNINO EY• /ORY NUYa[R D(PT. o[C.' All- STATUTE R(�1ARM{ O• DATE Rio►VT CT NUMEEe • {TOE. C(NlI CIII�I[{ 9 Tax Abatement and Affidavit ] yrs .0 Trial or Stipulation Records 2yrs (including appraisals) :1 Valuation Lists ] yrs ' 7 NOTE: IF COUNTY ASSESSOR IS USED. CHECK WIT CO NTY FOR DESTIUCTI . FOR ALL MATERIAL NOT NEEDED BY COUNTY FI .L OUT APPLICPTION rO DC TROY R CO D . 'Storage medium code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the authority of Minnosoto Slatlrtcs 138.17. 1t I'loiler/legal paper 7 Aperture cord NUMBERS— INDICATE YEARS horoby ordered that the records listed on this appho 2 Laps 8 Magnetic tape M—MONTHS ba disposed of per approved schedule. J Buund books 9 Cassetto tape P —PERMANENT - 4 Bluclalnls/plans 10 Video Tape Dept. Rocoad Yuml. Officer IPRIIITI Phone Dnucror.Y.nnorola 111114384col Soc1111r Dios S 1'luuh[ha 11 floppy disc l�[L&� c.4,*,e S� suac ✓ .r 6 Rall lain 12 Cwryu1lor printout Slanawis of Dual.Roco.d Yams.Officer 0010 Lue•Nr. o e1 r1q Aw1.we 4:11e ApDept.of A��d iniolAl. n al AIv Gu prooalerl / ^'' 9 1.1 • -Mby-MINNESOTA RECORDS RETENTION 141) 7 19'0. • • �r- RECEIVED �� PA E 1 �f01IT IVISIBA L CAA i A BUILDING INSPECTIONS �m. �.,•, RETENT.SCIIEo. Irris.1 I C11 iTATUTI REMARKS �ataINNINO L,w FORM NuLtato G IFT. REG. AN• PUO P1/f CF NUMSER IIECORO OSSCRIPTIou OAT! XNIER CHIVES Building Blueprints P • I 'Aahin p^r:r•Im.��llly nr Building Permits - X liena(ur lu:;l.� �•�':� I�I� Contractors License Applications yrs 1 yr Inspection Reports other Construction Permits yrs • P Property Record Cards *Storage medlwR code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the oulhorltyof Minnesota Slntutcs 1J8.17, it Y NUMBERS— INDICATE YEARS hereby oulerod that IIIc records listed a► 1111%oa1r1i4 1 teltrr�leyal paper 7 Aperture card be disposed of par approved schedulo. 2 t:r Is 0 Magnetic tape M—MONTHS I P —PEIIMI►NENT &,und Loo►s. 9 Cassette tape Oueclo�,Mu�no•o1e Ionc•1 Socwly Date rnl. Officer IPRINTI fTo^e 0 d 4rrm N�Its/pleM Hwo tape •cord Me 10 Vp0 S Itbteolmhe 11 Floppy disc 6 RL it Lim 12 Corrytuler printoutw . S,enato of Dam.Rueold Meme.officer Oat* luplelgflve a .rale AuOuoi 1 Al o Oup1. of Adm n�e1� �o D All r G0414,1401 MINNESOTA RECORDS RETENTION SC 9� IP)C7_0rDIVISION <Tiil MSI N L ' ATI N. ' AG Of JCONTRACTS RETEW.iC►I1. IYIISJ PRIVACY RECORD DESCRIPTION 8101"I'0 W FORM NUIMeER DEPT. R[C. Aq- •` •11TATUTE REMARIIII DATE iT0/. CENTER C11111Ei P�M CP NUMo1R Accepted Contracts 6 Agreement's - 6 yrs After expiration of contract Olds & Specifications for Capital Inprovements Accepted Contracts 6 Agreements - yrs After completion of audit Bills and Specifications for ' se.rulr[If 7ff� t��rr 11nC Deeds of Easement P Deeds to Ilunicipal Property P Franchises granted by Municipality S yrs After cancellation or, completion of franchise Land Trust Property Record 6 yrs Leases of Municipal Property to yrs Others Leases of Property by Municipality yrs After cancellation or expiration of lease Rejected Bids. Contracts and 6 yrs Supporting Papers Titles to llunicipal Vehicles and Length of ownership + Equipment after audit 'Storage medium code RETENTION SCIIEDULE LEGEND AUTHORIZATION: Under ilio ouilrority of Minnosolo Statutes 138.17. it is !lice/legal papal 7 Aperture cord NUMBERS— INDICATE YEARS hereby ordurod flint ilia rocords listed on this applicat• .Ills B Klrpnotie tope M—MONTIIS be disposed of per opleroved sehedeelo. lrpul books 9 Cassette tape P —P[IAtANENT _ .114:1"MIS/plans 10 Video tape Oael. Record Liuml. Officer IPRINII Phone Oiracl•r•Minnesota lislorlcol Socioly Mste •trulr(lee 11 Fluppy dist all Irine 12 Cp1lelleeter printout Slunelwo of Ouerl.Record M Wal.Officer Dole 0/le . APPS I Dupe.or ylnunleln toAN. to Au •Gunorel is ((/ �✓ / kz t/i 71-1) J .11 1Mirw— Hrctnnrnl Snf.IMV Cnnnry —Arhninrslrnlinn Ae1RnCY Blue—HisteriC01 $ Cioly MINNESOTA RECORDS RETENTION SCHEDUL4"." 4; \h17 • /`�', Mgr►.l�l,i /, JDIVISION ELECTION L C Tlf" JUL _ A f � E�•. ,: • '� 1 3 :• r .. RETENT.SC11ED.IV 11S PRIVACV RECORD DESCRIPTION 9[aINNINO ltr lORY NUE/MER DEPT. AEC. Alt. 'a TUTS. Rtrw►RRl DATE eTGE. CENTI c111vt2 Pilo ro FP at 81 Absentee Ballots 1 yr Abstract of Election Returns p 'Retain pormanontlyat n traaeler to Stale 11fcWves, Active Registrations p Inactive Registrations 1 yr Candidate Affidavit of Election 1 yr Expense and Contribution e Candidate Financial Reports 1 yr Certificates of Election 1 yr. Change of Address Cards 1 yr Completed Voting Ballots 1 yr Unless election contested Declaration of Candidacy 1 yr 'Storage medium code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the authority of Minnesota Statutes 198.17. it is !er/leoal paper 7 Aperture card NUMBERS— INDICATE YEARS hereby ordered that the records listed on this applicatia gs a klaunelie tape M—MONTIIS be disposed of per approved.schedule nd books 9 Cassette tape P —PEINAANENT 4-prints/plans 10 Video laps Dept. Record Myml. Officer IPRINTI Phone O� odor•U-nnoaole logical Socioly Data .goliche 11 Floppy disc 1Z Z:��1s-�31,c c /9 rry 1 fairn 12 Computer printout Sgonalwe-ol Dept.Reeogd Name.Officer Dale Lee1N t"gra e.at u Audllor D e T� � • / L ApPin —6001. 01 in. ellen ala Ar1u1 uY Gunwal Data WMille— IfIsh►ncal Society Conary —Alknlaislrl111 n Pink —Aey Blue—Historical Society • MINNESOTA RECORDS RETENTION SCHEDULE „ -i► --UrPA 111MI NTIA GF NCY DIVISION tOCATiON `1 f1 A E i J ELECTION �i"l'r;:Y u.- / 3 3 WENT.$COOED. IYRSJ PRI-rA K y RECORD DESCRIPTION elOONNINO $Y• FORM NUMBER DEPT. RIC. Alk- C.\ 'hut'• .:/ R!w►Rtls DAZE slog. CENTER CHIVES Pu rVr R Rejected Ballots 1 yr Unless election contested Acttlrn Reports 1 yr Tally Sheets 1 yr. Unless election contested Voting Certificates L yr e 'Storsoe medium code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the authorltyof Minnesota Statutes 139.17. it is ler/Icpal paper 7 Aperture card NUMBERS—INDICATE YEARS hereby ordered that the records listed on this application IS 9 Magnetic lap* M—MONTHS be disposed of per approved schedule. nd books 9 Cassetlo tape P —PERMANENT rprints/plans 10 Video tap* Dept.Record Moml. 011iC•r I RINTI Phone Dlruetw.maneeot• 1•totieel Seeiety Da to �ut�che 11 floppy disc 1 1.1m 12 Computer printout Siynaltq•of 0901.Record Moml.OIIIceO Ooi• lopselal�e or SOa Icor O�i• App.o Duma Ad m. rotion / Data ADot Guneiol Oal• , MuthWhile— Historical Society Canary—Adtnillislla or Pink —Aire Blue^Historical Society • MINNESOTA RECORDS RETENTION SCHED . 4 R�c �uEJ JUL 7 19P4 \ O[V(11IVI 1 N CAIIIttlutivilti F FINANCIAWACCOUNTING " ' ATTORMY GENERAL 2 5 '— R1T1NT,SCIRD. IWFS3 ► IVAcr ♦♦��•..� "coma DISCa1►TION BEGINNING $H• to X"Numeta o1PT, RE C. AN- t!� T! RIMARNe OAT! ST01, C1N11R CHIV1e PlA rw rruMala Cash Receipts Analysis After fiscal audit Check Stubs yrs City Financial Annual Report P "Raisin pormanonflYof as Audited transfer to State Archives. City Financial Monthly Report 2 yrs Clerks Receipts (copy) yrs Clerks Register of Disbursement p Retain permanently or transfer to State Archives for selectio: --d dinposIcL Clerks Register of Receipts P (original) Daily Cash Report yrs Deposit Slips yrs *Storage medium code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the authorityof Minnesoto Statutes 19.17. It Is iter/legal paper 7 Aperture card NUMBERS— INDICATE YEARS hereby ordered that the records listed on this applicatio .Jos 9 maunatie tape M—MONTHS be disposed of per approved schedule. urml books 9 Cassette tape P —PEIMIANENT ..nl.rrms/plans 10 Video tape Dept. Record lien.•. 011icar MAIN(I (Tone Or octal,Winnesot islorical Society Darr C601.010 11 Floppy disc .rl him 12 COngliilor plinlout Sla,wlure OI Dope.Rucord M errit.OIII.:er Dau lupnluui Stat r unr O u•�:. [!App, —h.Tpt. 1Adm uo on Data Au unerol Oale rw•.ww — ArLmOiSlrnlmO PinknCy Blue—HISIOrICaI SOCICIy • MINNESOTA RECORDS RETENTION SCHEDULE --p VI[1 N l CACI N FA [ up 1 FINANCIAL/ACCOUNTING RECORDS.: 4 S • R[T[NT.SCIlEO. WWI loa1VACy RECORD DESCRIloT10N eEOINNINO SMS FORM NUMBER DEPT. ITEC. Aft- -STATUTE REMARKS DA TS BTO[. CENTER ctlivas lo�M Clo NUMBER 'aid Invoices 6 Claim Vouchers 0 yr lIrk Hoard Activity Registration 2 yr i'orms tool Estate P tecelpts Classification Ledger P receipts b Receipt Books 6 yrs hlplicate Receipt Books :record of Daily Cash Receipts and Deposit Slips yrs Register of Receipts (original) P - Register of Receipts (duplicate) . yrs Requisitions and Purchase Orders yrs (original) 'Storage medium code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the authorllyol Minnesota Statutes 138.17, it is ler/1eg31 paper 7 Aperture card NUMBERS—INDICATE YEARS hereby ordered that the records listed on this applicatioe IIs B Magnetic tape M—MONTHS be disposed of per approved schedule. -Ind Moors 9 Cassette tape P —PERMANENT 'r•l►rrnlssiplans 10 Video lap* oops.Recood Mems. 011lcer WAIIITI lotions — Oi.ecsor.MInno.ose ssulcal Society Dele vul.cho 11 Floppy disc it/ 11 film 12 Cony)uter printout S�enslwe of Dept.Rocood M ems.Officer Dau leanut' s� 111 A Noy , O rs HJT Appr /—Dool. Ad m rel' n u At 01 V nmal �' . . �_ _... _ ... .,....•..... r r P.,Wrroncv Blue—Hlstonwl Society • MINNESOTA RECORDS RETENTION SCHEDULE A f (VISI L CATION , RFCCIVEO 1 1 —VIP N ' INSURANCE ATTORNEY CU.", rLP, R[T[Nr,fC11 0 1TA9J PRIV V TATUT! `,t REMARKS e[GINNING Sye /DAY NUMSEA DEPT. REC. All• PUO/1/T C's ,lAymaw RECORD DESCRIPTION DAT! /rot. CENTER CIIIVES -- 6 yri After policy has expired. Aummobile insurance except those involving a minor save until minor is 21 6 yr After policy itas expired, Employee Dishonesty Bpnds except those involving a m 1 ns s,ay is 71 2 yr After expiration of policy Fire Insurance or Other Insured rile — After policy Ilas expired, _ 6 yr except those involving a Gelaral Liability Insurance minor save until minor is 21 6 yrt After expiration of policy Indemnity Insurance 6 yr After policy has expired, Worker Compensation Records except those involving a —AI MeE=6aV e—u Ilt44—IR"6 F—:S—+r RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the authority Of Minnesota Statutes 138.17, it is 'Storage medlum code horoby ordorod that the records listed on this aPPlication a r/lapel 7 Apelture carNUMBERS— INDICATE YEARS d be disposed of per approved schedule. paper M—MONTHS is fl Atagnelic tape P _PERMANENToat• Phone DIIOCIo1.Minnesota/1 lorlcol Society 9 Cassolts tape ,nd looks Dopl.Recood Ma-ni. 011icer PAINTI �r .,•t,.Ints/plans 10 Video laps .Iplicho 11 floppy disc D•Dateleahlellw Srere Da ,l, A IsIm 01" Cor Computer printoul S,anslul•of Dept.ROCe'd Morn" cor d_•i al• Oto At GoMlel ,Ap�•1—D•Vl. of Adminf�all r / / . ;,,r _ �cv Blue—Historical Socioly ��•. • i 46 MINNESOTA RECORDS RETENTION SCHEDULE p IVI 1 N LOCATION JL AGE OF h PAYROLL 2 2 WENT.SCIIID.IvIdi PRIVACY RECORD DESCRIPTION SEOINNINO SMO FORM NUMBER DEPT. R[C. Aa• STATUTE' IrEMARei DATE STGE. CENTS CHIVES►u M CID NUMBER !i;. •i1;i Payroll Workelteeis 6 yr. Personnel Record Card P (Illstory of Employment) PERA Reports P Quarterly Payroll Reports 6 yr Time Sheets 6 yr United Fund Authorised Deduction 4 yrfi Vacation and Sick Leave Slips/ 6 yr Reports W-2 Forms (duplicate copy) 6 yr Worker Compensation Reports 6 yr 'Storage medium Code RETENTION SCIIEOULE LEGEND AUTHORIZATION: Under the authorllyof Minnesota Statutes 138.17. it is Ilei/legal paper 7 Aperture card NUMBERS— INDICATE YEARS hereby ordered that the records listed on this applicatrc 'IDS a l6bonetie tape M—MONTHS bo disposed of per approved schodule. tend touRs 9 Cassette tape P —PERMANENT ,ii-prints/plans 10 Video tape Dept. Rocord Momt. 011rcee (PRINT) Phone D•.eclor.Minnu.oU If I*I Society Dare crol.che 11 Floppy disc •11 film 12 Conylulee printout S.onatu.e of Dept.Record Meml.Bilker Dore toe•elal Ste A iter DaleA •* �- - 1 Appro ' Oapl.olAdmtA..n.t .r De Arra onerolDale • -;• -- -••. I`.w+... — AAmin.atrnlin P —Ationcy Blue—Historical Society • . •� MINNESOTA RECORDS RETENTION SCHEDUI ,•�: i';: , JUL —D[P( -DIVISION LOCATION_Z — A E OF PERMITS 6 LTCENSES :/inuii1,1y 2 2 RETENT.EC NEO.IVASJ PRI `r?, i RECORD DESCRIPTION EEOINNINO Ey' FORM NUU8E4 DEPT. ITEC. AR• Awl, E REMARKS DATE ETGE. CENTER CHIVES PUB P1/f CP NUMBER To Use Public Parks, Streams, 6yrs Docks. etc. 'Storage medium code RETENTION SCIIEDULE LEGEND AUTHORIZATION: Under the audiorityol Minnesota Statutes 138.17. it is IteWicual paper 7 Aperture card NUMBERS—INDICATE YEARS hereby ordered fling Ilia records listed on this applicatio ,lis 8 Magnetic tape M—MONTHS D^ P be disposed of per approved schedule. •und books 9 Cassette tape P —PEIWANENT ucprrnls/plons 10 Video tape DuPI. Reco,d Me.nl. Officer (PRINT) PAone D.,ocio,,M.nnaro Hielo.ical Society Data crol,cho 11 floppy disc � t /. d / l Ilam 12 Conyn,lcr printout 7 Srenatwe of Dario.Reco,d Mamt.Officer Oele �aa.elef 4w Stain 414 D.rle l -1 AVa.ov Doul.of Adm, Eu lie pia AN v .nal Da c Yc• l � �i MINNESOTA RECORDS RETENTION SCHEDULE \ u(PARIMINTIAGiNCY DIVISION LOCATION 2 4 PERSONNEL AETENT,SCII(D. IV 1! i I. ACV eEO1NN IN0 . STA TUTl a[CORO O[acalPTloN OAT! eY iORY NUYeIR O[PT. ALG. fiv Pw P1I,i ci NUMBER RtYAaae /T0l. C'NT[N CI/IVI/ Eligibility Tests 2 yrr, After hiring Employee Card File showing dates of P Employment. Salary. Promitions, Employee Personnel Files containing 5 yr, After termination applications, accident reports, ritations medical records- personal history Employee Suggestion Form 2 yrs Employment References 3 yrs Forms/Letters Pertaining to P Pensions Grievances P lluman Relations Forms Regarding 3yrs Affirmative Action 'Storage medium code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the outhorityof Minnesota Statutes 139.17, it is eltei/legal pifper 7 Apertura card NUMBERS— INDICATE YEARS hereby ordered that the records listed on this applicati :Ills B Magnetic tape M—MONTHS be disposed of per approved schedule. ,.,unit books 9 Cassatle tape P —PERMANENT 11uCllrrnlS�plani 10 Video tAflo Oepl. Record amt. Officer (PRINT) Phone Or eater.wrinoe Nrolorrcal Society Oale !r[lofr[ho 11 Floppy disc uc.G'. ,I,�sd i.S"�trct. iyf° tull film 12 Comlruler printout Sranalure of Dept.Record Moral.Officer Data ►Op.elejlalo Dale All onar� / ale Appro i -Deel.O)1 dm Ira err I . r.� ._ .r r .t cwniwr.r I'wnnr� —ArbniniSlrnitOn Pink 6y Blllo^ Historic-3I SOctety . t .� MINNESOTA RECORDS RETENTION SCHEDULE 1DIVISION LOCATION — AG OF Iii:C�IVED _ PERSONNEL Nt' GENERAL 4 4 \ . ATiOPNEY RETENT.SC11E0.Owl Pa1k4y RECORD DISCRIPTION BEGINNING fm' roam mumess DEPT. REC. All- OE! 6EMARKS OAT! fT0l. ClcNival Pull P1/t C 9-4 - 'erformance Evaluations 3 yr icored Tests 6 mot Termination Letters/Resignations S yrt After termination porker Compensation Claims See Insurance 'Slorape modium code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the authorllyof Minnesota Statutes 138.17. it is Ie8/10031 paper 7 Aperture card NUMBERS—INDICATE YEARS hereby ordered that the records listed on this application Is B Mapnetie tape M—MONT145 be disposed of per approved schedule. ,nd books 9 Cassette tape P —PERMANENT - .•pants/pions 10 Video lapo Dept.Record Mainle Officer (►RINTI Phone Director,Minnesota Ielmieel Society Bete .rulrche 11 floppy disc 1 I.Im 12 CornpulOt printout ' Sraruture of Dopl.Rocord Mamt.Officer Date Joaie4ary r SlaloA' I/o� le Al.lrr Door.of A nrelr ion Dole Alf Conoiel e — / Is I W1111e — Historical Society Canary—Atrninimf iur Pink— icy Blue —Historical Society __ •_.'� 'MINNESOTA RECORDS RETENTION SCHEDULE \ ZPDIVISIOR LOCAIIN �- AGE PUBLIC SAFETY RITENT.SCIIED.IYIETJ PRIVACT- -. - atcono DESCRIPTION atO1NNINO SM" Foam NUMBER DEPT. RIC. Aa• STATUTE REMARKS DATE STGE. CENTER CHIVES PBA P I Ci NUMBER Abandoned Vehicles File 5 yr r' Accident Reports 3 yr Animal Control Requests 3 yr Animal Impounds 3 yr Annual Code Books (NFPA) 5 yr Arrest Reports 10 y s Retain permanently or trans- , 1 fer to State Archives all Ball Receipts 10 y s Bicycle Safety 2 yr -Blood Sample Logs 3 yr 'Storage onsollum code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the outhorllyol Minnesota Stottrlos 138.17. it is -Iter/legal paper 7 Aperture card NUMBERS— INDICATE TEARS hereby ordered that the records listed on This o{tplicatit Bps 8 Hlaonalic lope M—MONTHS be disposed of per approved schedulo. wind boots 9 Cassette laps P —PERMANENT rrepoints/plans 10 Video tape Dept. Reco.d kimono. 011lcer (PRINT) Phone Ouactor,.MrMYaot Iut11ea1 Soorottr Oat 'C/olrche 11 Floppy disc ill Idet 12 Conyluter printout frYrrUero of bapi.Rocad Myml.Dlhbr Oat beralell Slal Ilar O l _1 � ApurO —Dept.at Ad Ilalr a Dale Aller Onalel /Date • MINNESOTA RECORDS RETENTION SCHEDULE ` -DUILWACINCT DIVISION LOCATION AG f J PUBLIC SAFELY 3 S SETENT,$COOED.IYIIIa PRIVACY AECORo DESCRIPTION BEOINNINO sm", room NUMBER DEPS. AEC. Aa• STATUTE REMARM$ DATE $rag. CENTER CHIVES PUO M CP NUMBER Criminal Case Files 10 y s Criminal Record Check Log 3 Yr 1 Death Investigatione (including P fatal accidents) Driver License Revocation Forms 6 5 yrs "Sign-out" Log ._ Perm:nent if refe re 1 to by Fire Code/Building Code Ord lionce or if atop c by Cit Court it Fire b lledical Runs 10 y s Follow-up Reports if Deaths. Large P I.osses or Arson — Follow-up Reports if no Deaths or S yr Arson — Initial Complaint Reports S Yr I _'LL I I I I 'Storage medium code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the authorltyol Minnesota Statutes 198.17, it is tier/leual pope# 7 Aperture card NUMBERS— INDICATE YEARS hereby ordered that Ills records listed on this applicatic fibs 8 Magnetic tape M—MONTHS be disposed of per approved schedule. Duna books 8 Cassette tape P —PEIIMANENT b.cllrints/plans 10 Video tape Oupl. RecoOd Myml. 011icer IPAIIJTJ Phone DlbnctoO.Minnueola 6alollcal Societv Date •crulbcho 11 Floppy disc tC /1 :11 Loin 12 Conyluler printout Slunalwe of Dope.OucoOd Meml.011icor Due of SO }1oi PA. APPIR Oa01.of Ad 7IOello Oe � A110 unobel CC ,r MINNESOTA RECOkbt RETENTION SCHEDULE ( :3.. ' 46 O.IVISI N LOCATlom CRUM-'JULPAL55 PUBLIC SAFETY REc / 190 r� Arm Air" •f WENT.SC/IED. IYf6J PRIVAC • 1,Ii atCOSD DESCaIPT10N etaINNINO $M• roam NUMBER DEPT. ITEC. Aa- TATUTE REMARKS DATE {fall. CENTER CHIVES Pts PVT CT Ny/taEel Photos Hug Shots 10 y B Police Clearance Letters S yr Prisoner Property Receipts S yr Property Inventory Report 5 yr Radio LOSS 10 y s Reports on Fires of Suspicious 10 Y -8 origin Request- to Inspect Police Report , 3 yr Vehicle Impounds S yr Warrant Arrest Cards S yr 'Storage ulediurs code RETENTION SCliEDULE LEGEND AUTHORIZATION. Under the outhorityof Minnesota Statutes 138.17, it Is :Iter/le0ol paper 7 Aperture card NUMBERS—INDICATE YEARS hereby ordered that the records listed on this opplicatir ,IIs B hla0natic tape M—MONTHS be disposed of per approved schedule. )tonal books 9 Cassette tape P —PEMIANENT ,,rpruNs/plans 10 Video tape Depl. Record Maml. Officer IPAINtI Phone Dtroctor.Mrnnasou Ni local Sac GeV Oale .coolrcha 11 flolopy disc .0 I,Im 12 Conyluier printout LrS.pnelme of DUYI,aaco,d Mans.DIIfCer Does S1410 r Slab u � *fid br l L j Apo —Dep of ,nialra on ale An y ,uneral e •7G:� Gr •ham �L� � � U W WhilAr-llic!nrr[nl Crvreru:—Ce..ero .CIL1•�- u:�. .: e c _� _ • . MINNESOTA RECORDS RETENTION SCHEDUL11 " —13(P"TIAI WAGINC I DIVISION LOCATION PAYL Qr PUBLIC WORKS 6 ENGINEERING � RETENT,[CIIEO. IV r PNIVAcy l SECOND DESCRIPTION a[OINNINO EM• FORM NUMBER DEPT. ITEC. AN- STATUTE NEMASNs DAIS SIDE. CENIEN c111VE[PLO PVT CF NUMSEN Water and Sewer Analyais Reports yrs 1 "Morsos medium cods RETENTION SCHEDULE LEGEND AUTHORIZATION: Under tho outharltyof Minoesois Stslutas 138.17, it Is ler/leusl paper 7 Aperture cord INUMDERS— INDICATE YEARS hereby ordered that the records listed on this applicahor ;Is 8 Mapnatic tope M—MONTHS bo disposed of per approved schedule. ,nd books 9 Cassolle tape P —PEWANENT wp#enls/plonti 10 Video tape Dept. Rocord Nome. Officer (PRINT) Phone O rector,Mrnnaaol Mielorreel tocioly Dale rul.cha 11 Floppy disc C��lOfV I blm 12 Compulter printout Sranalwe of Oup1.Rucord Moms.Officer Dale r Slal iter D. ADul ;Dept. of Ad steal- n ala Ali Gunarsl 46 . ee*e, -P. MINNESOTA RECORDS RETENTION SCNEQULE •� , . : 1 � IVlsl N LL�iION AGE Or UTILITIES RET[NT.SCIIEO. IYIOJ PRIVACY B[OINNINO • !+TATUTE RECORD 0[SCR1P110111 OAT[ 8M FORM NUMBER DEPT. R[C. AR- PUD►1/i CP N MSER REMARKS SIDE. CENfi1.CHIVES . yt/• 'I r 1 ` Billings 6 yr Neter Reading Cards/Sheets 6 yr Receipts 6 yr Service Requests S yr Nater 6 Sever Analysis 5 yr Annual reports of utilities p °Aefeln pgrmau•nllyn� •Storeoe rnediule code RETENTION SCHEDULE LEGEND AUTHORIZATION: Under the outhorilyof Minnesota Statutes 138.17, it is -Ilei/10031 paper 7 Aperture card NUMUERS— INDICATE YEARS hereby ordered that the records listed on this applicatic ,t;t% 8 MaUnotic tape M—MONTHS be disposed of per approved schedule. rural books 0 Cassette tape P, —PEIaIANENT MclP•nts/plans 10 Video tape Depl. Record iJVint. 011lcer IPRINTI Phone Dimas.Minnesota N. taricel S°CUIY Date •crul.che I1 floppy disc `s `J��k�/IC�r 11 hlm 12 Colrilmer printout s.onalu.o at Deal.Ruco.d MWnl.011icar Dole d:7- 06 Auditor0 �APpry Dent.of dm erm. cello D to Allo no nal `Ia