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HomeMy WebLinkAbout1982.02.16 RESO 1982-1RESOLUTION 1982-1 A RESOLUTION ADOPTING RECORDS RETENTION SCHEDULE 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, M.S. 138.163 reads as follows: "It is the policy of the legislature that the disposal and preservation of public records be controlled exclusively by Chapter 138 and by Laws 1971, Chapter 529, thus, no prior, special or genral 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 sub- sequent 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 provisions of such chapter and Laws 1971, Chapter 529 by specific reference to this section."; and WHEREAS, the classification of records as herein described are included in the above mentioned Records Retention Schedule; NOW, THEREFORE, BE IT RESOLVED that the Hugo City Council does hereby adopt the approved records retention schedule as follows: ADMINISTRATION Affidavits of Publication (Of General Nature) Permanent Agenda Packet Permanent Agendas 1 Year Annexation Records - Petitions, Correspondence Affidavits of Publication, Ordinances and Public Hearings Permanent Annual Reports 7 Years Application to Vacate Public Right -of -Ways Permanent Articles of Incorporation Permanent Attorney's Opinions Permanent Bids and Quotes Tabulations 10 Years 4 -2- RESOLUTION 1982-1 Bills of Sale 6 Years Census Reports Permanent Certificate of Incorporation Permanent Complaints - General, Service, Maintenance, 3 Years After Repair, etc. Action Completed Copyrights (Until Superseded) Permanent Department Reports Monthly 5 Years Semi -Annual 5 Years Annual Summary Permanent Federal Agencies - Correspondence, Reports Submitted Subject to Federal or Received Requirements General Correspondence 1 Year Historical Data/Photographs Permanent Incorporation Records Permanent Index to Files Same Retention as File Lawsuits 7 Years After Settlement Legal Opinions and Records Permanent Liens 10 Years after Expiration Maintenance Records Building Length of Ownership + 6 Years Vehicles Length of Ownership + After Audit Equipment Length of Ownership + After Audit Memorandums 2 Years Minutes - Council, Special Boards, Committees and Commissions Permanent Notice of Meetings 5 Years Oath of Office - Elected or Appointed 7 Years After Termination or Retirement Ordinances (Proposed but Not Adopted) 2 Years Ordinances and Resolutions Signed (Originals) - Affidavit of Publication Permanent Organization Charts Permanent Petitions 5 Years Press Releases 1 Year Proclamations 1 Year after Recorded in Minutes Public Hearing Records (Of General Nature) 2 Years after Recorded in Minutes Record Disposal Sheet - Shows date; type of record and by whom destroyed Permanent Reference Materials Retain as Long as of Administra- tive Value (Yearly Review) Special Committee Reports 3 Years State Agencies - Correspondence and Reports Submitted Subject to State Requirements Street, Alley and Easement -Vacation Files After Filing of Proceedings Street Name Change (Not Approved) 2 Years Wage Assignments 6 Years ASSESSING Affidavits 3 Years Applications for Classification 3 Years Building Plans 1 Year Classification Lists 1 Year RESOLUTION 1982-1 Correspondence Current Tax Lists Deferment Applications Divisions and Combinations Parkland Dedication Valuations Project Files - Special Assessments Property Record Cards Receipts - Special Assessments Sales Search Copies Special Assessment Project Approvals Benefit Valuations Special Assessment Rolls Tax Abatement and Affidavit -3 - and Special Trial or Stipulation Records (Including Appraisals) Valuation Lists BONDS Bond and Interest Coupon Register Bond Sale Transcripts Cancelled/Paid Bonds and Coupons Performance and Payment Bonds, License and Permit Bonds, Surety Contractor License Bonds, Fidelity and Appearance Bonds BUILDING INSPECTIONS Building Blueprints Building Permits Contractor's License Applications Inspection Reports Other Construction Permits Property Record Cards CONTRACTS Accepted Contracts and Agreements - Bids and Speci- fications for Capital Improvements Accepted Contracts & Agreements - Bids and Speci- fications for Services and Supplies Deeds of Easement Deeds to Municipal Property Francises Granted by Municipality Land Trust Property Record Leases of Municipal Property to Others Leases of Property by Municipality Rejected Bids, Contracts and Supporting Papers Titles to Municipal Vehicles and Equipment 3 Years 2 Years Until Deferment is Removed 5 Years 5 Years Permanent Permanent - Until Superseded Permanent 1 Year 1 Year Permanent Life of Assessment + Audit 3 Years 2 Years 3 Years 6 Years Maturity of Issue 6 Years after Issue is Paid 6 Years Permanent Permanent 6 Years 1 Year 6 Years Permanent 6 Years after Expiration of Contract 6 Years after Completion of Audit Permanent Permanent 5 Years after Cancellation or Completion of Franchise 6 Years 5 Years 5 Years after Cancellation or Expiration of Lease 6 Years Length of Ownership + After Audit -4 - RESOLUTION 1982-1 ELECTION Absentee Ballots Abstract of Election Returns Active Registrations Inactive Registrations Candidate Affidavit of Election Expense Certificates of Election Completed Voting Ballots Declaration of Candidacy Election Boundaries and Precincts Flay Certificate Nominating Petitions Precinct Books (From County) Precinct Map/Election Boundaries Poll Books Purge Lists Registration. Cards/Poll List - Inactive Rejected Ballots Return Reports Tally Sheets Voting Certificates FINANCIAL/ACCOUNTING Accounts Receivable (Copies of Billings) Accounts Receivable Journal Annual Financial Budget Appropriation Ledgers Appropriation Ledger Statements Audit Reports Bank Statements Billings Statements (i.e. Utilities) Cancelled Checks Cash Receipt Analysis Check Stubs City Financial Audit Report as Audited City Financial Monthly Report Clerk's Receipts (Copy) Clerk's Register of Disbursement Clerk's Register of Receipts (Original) Daily Cash Report Deposit Slips Disbursement Classification Ledger Encumbrance (Orders Issued) Expenditure Reports General Journal General Ledgers Inventories - Equipment 1 Year Permanent Permanent 1 Year & Contribution 1 Year 1 Year 1 Year Unless Election Contested 1 Year Permanent 1 Year 1 Year 1 Year Permanent Permanent 1 Year 1 Year 1 Year Unless Election Contested 1 Year 1 Year Unless Election Contested 1 Year 6 Years 6 Years Permanent 6 Years After Fiscal Audit by City En- gaged Auditor Permanent 6 Years 6 Years 6 Years After Fiscal Audit 6 Years Permanent 2 Years 6 Years Permanent Permanent 6 Years 6 Years Permanent (If Micfilm, Transfer Hard Copy to Archives) 6 Years After Fiscal Audit Permanent Permanent 6 Years or two Years After Life of Equipment, Whichever is Longer -5 - RESOLUTION 1982-1 Monthly Budget Report Monthly Treasurer's Report Paid Invoices and Claim Vouchers. Real Estate Receipts Classification Ledger Receipts and Receipt Books - Duplicate Receipt Books Record of Daily Cash Receipts and Deposit Slips Register of Receipts (Original) Register of Receipts (Duplicate) Requisitions and Purchase Orders (Original) Requisitions and Purchase Orders (Duplicates with Department) Savings Account Book Travel Expense Records Treasurer's Receipts (original) Verified Account and Invoices Vouchers Work Orders INSURANCE Automobile Insurance Employee Dishonesty Bonds Fire Insurance or other Insured Perils General Liability Insurance Indemnity Insurance Worker Compensation Records PAYROLL Cancelled Checks Contract - Employee Employee Payroll Journal Employee Payroll Ledgers Garnishments Hospitalization Monthly Insurance Premium Report Insurance Claim Payment Records as Reported by Insurance Company Leave of Absence Minnesota Withholding Report Payroll Worksheets Personnel Record Card (History of Employment) PERA Reports Quarterly Payroll Reports Time Sheets Vacation and Sick Leave Slips/Reports 2 Years 2 Years 10 Years Permanent Permanent 6 Years 6 Years Permanent 6 Years 6 Years 2 Years 6 Years 6 Years 6 Years 10 Years 6 Years 6 Years 6 Years After Policy has expired except those involving a Minor, save until Minor is 21. 6 Years 2 Years After Expiration of Policy 6 Years after Policy has expired, except those involving a Minor, save until Minor is 21. 6 Years After Expiration of Policy 6 Years After Policy has expired, except those involving a Minor, save until Minor is 21. 6 Years 6 Years Permanent Permanent 6 Years 4 Years 6 Years P(armanent 10 Years 6 Years Permanent Permanent 6 Years 6 Years 6 Years RESOLUTION 1982-1 W-2 Forms (Duplicate Copy) Worker Compensation Reports PERMITS AND LICENSES 6 Years 6 Years Business Licenses 6 Years Business License Applications 2 Years Pet and Animal Tags 6 Years If License is Refused or Rejected 3 Years Refused or Rejected Applications 3 Years To Hold Public Gatherings or Parades 5 Years To Sell Intoxicating and Non -Intoxicating Liquor 6 Years To Use Public Parks 6 Years PERSONNEL Affidavit -of Publication of Job Opening Application for Employemnt (Not Hired) Applications of Persons on Eligibility List Applications of Those Hired Certification of Test Results CETA Departmental Rules and Regulations Eligibility Tests Employee Card File Showing Dates of Employment, Salary, Promotions, etc. Employee Personnel Files Containing Applications Accident Reports, Citations, Medical Records, Personal History Employment References Employee Suggestion Form Forms/Letters Pertaining to Pensions Human Relations Forms Regarding Affirmative Action Labor Unions - Contracts and Agreements Labor Unions - Disputes Labor Unions - Minutes of Meetings Letter of Appointment/Promotion Miscellaneous Certificates/Letters Miscellaneous Correpondence Miscellaneous Help Wanted Ads Payroll Information Pension and Retirement Plans Performance Evaluations Scored Tests Termination Letters/Resignations Worker Compensation Claims PLANNING AND ZONING After Expiration After Expiration After Expiration 3 Years 3 Years 2 Years or Length of Eligibility, if Longer 5 Years After Employee 2 Years 3 Years Permanent 2 Years After Permanent Termination of Hiring 5 Years After Termination 3 Years 2 Years Permanent 3 Years Permanent Permanent Permanent 5 Years After 3 Years 1 Year 1 Year See Finance Permanent 3 Years 6 Months 5 Years After See Insurance Affidavits of Publication Permanent Conditional Use Permits Permanent Termination Termination . %1k RESOLUTION 1982-1 Site Plans - Approved Site Plans - Not Approved Subdivision Files Variances Zoning Files PUBLIC SAFETY Accident Reports Animal Control Requests Animal Impounds Annual Code Books (NFPA) Arrest Reports Civil Defense Court Docket (Trail Dates) Crime Prevention Criminal Case Files Criminal Record Log Fire Code/Building Code Fire and Medical Runs Follow -Up Reports if Deaths, Large Follow -Up Reports if No Deaths or Initial Complaint Reports Internal Reports Juvenile Reports Liability Release Licenses Master Name File Missing Persons File Offense/Incident Reports Officer Activity Reports Permits PUBLIC WORKS AND ENGINEERING -7- Losses or Arson Arson Affidavits of Mailing Affidavits of Publication Construction Blueprints for Completed City Buildings, Streets, Utilities, Parks, etc. Inspections and Testing Records for Electrical, Elevators, Fire, Schools, Hospitals, Restaurants, Sewers, Safety and Security, etc. Maps Plats Projects Abandoned Project Records Water and Sewer Analysis Reports Permanent 10 Years Permanent Permanent Permanent 3 Years 3 Years 3 Years 5 Years 10 Years - Retain Permanently or Transfer to State Archives all Jail Registers 10 Years Permanent 3 Years 10 Years 3 Years Permanent if Referred to by Ordi- nance or if Adopted by City Council 10 Years Permanent 5 Years 5 Years 3 Years 5 Years 3 Years 6 Years 10 Years 3 Years 5 Years - Homicide Reports must be Retained Permanently 5 Years 6 Years 6 Years 6 Years Permanent 5 Years After Correction Permanent Permanent 3 Years 3 Years After Completion 5 Years RESOLUTION 1982-1 UTILITIES Billings 6 Years Meter Reading Cards/Sheets 6 Years Receipts 6 Years Service Requests 5 Years Water and Sewer Analysis 5 Years Annual Reports of Utilities Permanent VITAL STATISTICS Birth Records Permanent Death Records Permanent BE IT FURTHER RESOLVED that a copy of this Resolution be submitted to the Minnesota Historical Society. ADOPTED AND PASSED THIS 16th DAY OF February , 1982. Marvin LaValle, Mayor ATTEST: a Carol A. Williams, Clerk -Treasurer 01 r RECORDS RETENTION SCHEDULE Internal reports (miscellaneous) .......... 3 yrs. Inventories of products, materials, and supplies ........................ 7 yrs. Retention Period Accident reports and claims 7 yrs. (settled cases) ....................... 7 yrs. Accounts payable ledgers and schedules .. 7 yrs. Accounts receivable ledgers and schedules 7 yrs. Audit reports of accountants ............. Permanently Bank reconciliations ................... 1 yr. Capital stock and bond records; ledgers, 7 yrs. transfer registers, stubs showing issues, record of interest coupons, options, etc... Permanently Cash books .......................... Permanently Charts of accounts .................... Permanently Checks (cancelled but see exception below) 7 yrs. Checks (cancelled for important Permanently payments, i.e,. taxes, purchases of property, special contracts, etc. (checks should be filed with the papers per- taining to the underlying transaction) .... Permanently Contracts and leames (expired) ........... 7 yrs. Contracts and leases still in effect ......... Permanently Correspondence (routine) with customers or vendors ................ 1 yr. Correspondence (general) .............. 3 yrs. Correspondence (legal and important 1 yr. matters only) ....................... Permanently Deeds, mortgages, and bills of sale........ Permanently Depreciation schedules ................. Permanently Duplicate deposit slips .................. 1 yr. Employee personnel records (after 7 yrs. termination) ........................ 3 yrs. Employment applications ............... 3 yrs. Expense analyses and expense 1 yr. distribution schedules ................ 7 yrs. Financial statements (end -of -year, other months optional) .................... permanently General and private ledgers (and end -of -year trial balances) ............. Permanently Insurance policies (expired) ............. 3 yrs. Insurance records, current accident Permanently reports, claims, policies, etc............ Permanently Internal audit reports (in.some situations, longer retention periods may be desirable) ................... 3 yrs. Internal reports (miscellaneous) .......... 3 yrs. Inventories of products, materials, and supplies ........................ 7 yrs. Retention Period Invoices to customers .................. 7 yrs. Invoices from vendors ................. 7 yrs. Journals ............................. Permanently Minute books of directors and stock- holders, including by-laws and charter... Permanently Notes receivable ledgers and schedules ... 7 yrs. Option records (expired) ............... 7 yrs. Payroll records and summaries, including payments to pensioners....... 7 yrs. Petty cash vouchers ................... 3 yrs. Physical inventory tags ................. 3 yrs. Plant cost ledgers ..................... 7 yrs. Property appraisals by outside appraisers .. Permanently Property records -including costs, depreciation reserves, end -of -year trial balances, depreciation schedules, blueprints and plans ................. Permanently Purchase orders (except purchasing department copy) ................... 1 yr. Purchase orders (purchasing department copy) ................... 7 yrs. Receiving sheets ...................... 1 yr. Requisitions .......................... 1 yr. Sales records ......................... 7 yrs. Savings bond registration records of employees ....................... 3 yrs. Scrap and salvage records (inventories, sales, etc.) ......................... 7 yrs. Stenographer's notebooks .............. 1 yr. Stock and bond certificates (cancelled) .... 7 yrs. Stockroom withdrawal forms ....... :.... 1 yr. Subsidiary ledgers .................... 7 yrs. Tax returns and worksheets, revenue agents' reports and other documents relating to determination of income tax liability ......................... permanently Time books .......................... 7 yrs. Trade mark registrations ................ Permanently Voucher register and schedules .......... 7 yrs. Vouchers for payments to vendors, employees, etc. (includes allowances and reimbursement of employees, officers, etc., for travel and entertainment expenses) .............. 7 yrs. 1 OFFIG_ ... i FEB L 6 i932 MINNESOTA HISTORICAL SOCIETY FOUNDED IN 1849 Research Center, 1500 Mississippi Street, St. Paul, Minnesota 55101 • (612) 296.6980 February 25, 1982 Ms. Carol A. Williams Clerk/Treasurer City of Hugo 5524 Upper 146th Street No. Hugo, Minnesota 55038 Dear Ms. Williams: This letter acknowledges receipt of your city council resolution #1982-1, adopted 16 February 1982. Thank you for sending it to us. You may implement the sched- ule at your convenience. If we can be of assistance, or if you wish to transfer any records to the State Archives, please do not hesitate to contact us. DPS : gjh cc: Mayor Sincerely, Duane P. Swanson Government Records Archivist Division of Archives and Manuscripts