Municipal Records Management

How does a municipality obtain approval to use this records management manual?

The Approval Request Form must be completed and returned to our office.  Once approved, the city or town's name will be added to this site (Municipal APPROVED).  It is recommended that the town or city board/council adopt by resolution use of this schedule. A sample adopting resolution is now available.

This retention schedule will not provide legal authority or authorization for destruction of municipal records by any municipality until it is approved for use for that municipality by the Colorado State Archives.  Additionally, no record shall be destroyed if it is pertinent to any current or pending litigation.

The approval will remain in effect indefinitely or until rescinded by the municipality or State Archivist. Municipalities using this record retention schedule will not be required to report yearly record destruction statistics to our office at this time.

Municipal Records Retention Manual

Introduction

• Acknowledgments
• How To Use
• Index
• Instructions for Supplement No. 14
• Preface
• Table of Contents
• Appendix A - Non-Records
• Appendix B - Glossary
• Appendix C - Approval Request Form (original version)
  • Appendix C - Approval Request Form (accessible, fillable version)
• Appendix D - Update Request Form (original version) 
  • Appendix D - Update Request Form (accessible, fillable version)
• Appendix E - Methods of Records Destruction
• Appendix F - Frequently Asked Questions
• Appendix G - Guidelines for Preservation of Records
• Appendix H - Amendment Schedule
• Appendix I - Social Media

Municipal Manual Files & Table of Contents

SCHEDULE 05. Building and Structure Records

• 05.010 Address History Files
• 05.020 Applications for Building Permits
• 05.030 Building and Demolition Permits
• 05.040 Building Review Board Case Files
• 05.050 Certificates of Occupancy
• 05.060 Construction Drawings and Plans
• 05.070 Inspection Records
• 05.080 Registers and Ledgers – Building Permits

SCHEDULE 10. Cemetery Records

• 10.010 Burial Records
• 10.020 Cemetery Boundary and Lot Records
• 10.030 Cemetery Financial Records

SCHEDULE 15. Election Records

• 15.010 Absentee Voter Records
• 15.020 Ballot Issue Comments
• 15.030 Ballots
• 15.040 Campaign Reports and Statements
• 15.050 Complaints and Supporting Documentation – H.A.V.A.
• 15.060 Coordinated Election Records
• 15.070 Election Equipment Records
• 15.080 Election History Files
• 15.090 Election Judges Records
• 15.100 Mail Ballot Election Records
• 15.110 Maps – Election
• 15.120 Nomination Records
• 15.130 Notices of Election
• 15.140 Oaths and Affidavits
• 15.150 Petitions – Ballot Measures and Recall
• 15.160 Polling Records
• 15.170 Receipts and Accounting Forms
• 15.180 Surveillance Recordings – Election Areas
• 15.190 Tabulation and Election Certification Records

SCHEDULE 20. Entities Appointed by Municipality

• 20.010 Agendas and Supporting Documentation
• 20.020 Appointments and Resignations
• 20.030 Bylaws
• 20.040 Goals and Work Plans
• 20.050 Member Lists
• 20.060 Minutes and Supporting Documentation
• 20.070 Notices – Meetings
• 20.080 Oaths of Office
• 20.090 Recommendations, Findings and Supporting Documentation
• 20.100 Recordings of Meetings

SCHEDULE 25. Environmental Records

• 25.010 Environmental Monitoring and Review
• 25.020 Hazardous Waste Storage and Transport Records
• 25.030 Material Safety Data Sheets (MSDS)
• 25.040 S.A.R.A. Tier II Reports – Submitting Facility's Copy
• 25.050 Storage Tanks – Regulated Substances
• 25.060 Toxic Sites

SCHEDULE 30. Financial Records

• 30.010 Accounts Payable (A/P) Records
• 30.020 Accounts Receivable (A/R) Records
• 30.030 Asset Records
• 30.040 Audit Records
• 30.050 Bank Records
• 30.060 Bankruptcy and Foreclosure Records
• 30.070 Bond Issue Records
• 30.080 Budget Records
• 30.090 Fee and Rate Schedules and Supporting Documentation
• 30.100 Financial Guarantees
• 30.110 Franchise Records
• 30.120 Grant Records
• 30.130 Improvement District Records
• 30.140 Investment Records
• 30.150 Ledgers and Journals
• 30.160 Loan Records
• 30.170 Purchasing Records
• 30.180 Rebate Program Records
• 30.190 Tax Collection Records
• 30.200 Tax Reporting Records
• 30.210 Utility Billing

SCHEDULE 35. Fleet and Equipment Records

• 35.010 Equipment Records in General
• 35.020 Fuel Use Records
• 35.030 Maintenance and Safety Records – Vehicles and Equipment

SCHEDULE 40. General Administrative Records

• 40.010 Administrative Proceedings Records
• 40.020 Affidavits of Publication
• 40.030 Agreements and Contracts
• 40.040 Awards and Honors
• 40.050 Calendars
• 40.060 Charters and Supporting Documentation
• 40.070 Code Book Records
• 40.080 Committees – Internal
• 40.090 Complaints, Routine Service Requests and Nonbinding Petitions
• 40.100 Correspondence and General Documentation
• 40.105 Donor Records
• 40.110 Event Records
• 40.120 External Groups and Agencies
• 40.130 Forms – Blank
• 40.140 Housekeeping Files
• 40.150 Intellectual Property Records
• 40.160 Legislation and Regulatory Actions – External
• 40.170 Mailing and Distribution Records
• 40.180 Maps, Drawings and Supporting Documentation
• 40.190 Maps – Informational
• 40.200 Open Records Requests and Supporting Documentation
• 40.210 Organization Files
• 40.215 Passport Records
• 40.220 Policies and Procedures Documentation
• 40.230 Program Records
• 40.240 Project Files
• 40.250 Public Relations Records
• 40.260 Publications
• 40.270 Records Finding Aids
• 40.280 Reference Files
• 40.290 Reports
• 40.300 Retention Schedules and Compliance Certificates
• 40.310 Rules, Regulations and Standards
• 40.320 Special District Records
• 40.330 Studies, Plans and Reports
• 40.340 Surveys Conducted by Municipalities
• 40.350 Worksheets, Drafts and Other Preliminary Working Material

SCHEDULE  45. Governing Body Records

• 45.010 Agendas and Supporting Documentation
• 45.020 Appointments
• 45.030 Bylaws
• 45.040 Committee Records – Governing Body
• 45.050 Goals and Work Plans
• 45.060 Governing Body as Another Decision-Making Body
• 45.070 List of Members
• 45.080 Member Records
• 45.090 Minutes and Supporting Documentation
• 45.100 Notes Taken at Meetings
• 45.110 Notices of Meetings
• 45.120 Ordinances and Supporting Documentation
• 45.130 Proclamations
• 45.140 Recordings of Meetings
• 45.150 Removal From Office – Initiated by Governing Body
• 45.160 Resolutions and Supporting Documentation

SCHEDULE 50. Historic Preservation Records

• 50.010 Archaeological and Historical Site Records
• 50.020 Community and Municipal Histories
• 50.030 Community Records
• 50.040 Landmark and Historic Designation
• 50.050 Newspapers and News Clippings – Local
• 50.060 Photographic Records with Historical Value
• 50.070 Records Older Than 1900
• 50.080 Scrapbooks

SCHEDULE 55. Information Technology and Communication Systems Records

• 55.010 Communication and Technology Systems Records
• 55.020 Reserved
• 55.030 Disaster Preparedness and Recovery Plans – IT
• 55.040 Reserved
• 55.050 Electronically Stored Information (ESI) Data Maps
• 55.060 Project Records – Information Technology and Communication Systems
• 55.070 Television System Records – Municipally Operated
• 55.080 Website and Intranet Records

SCHEDULE 60. Infrastructure Records

• 60.010 Electric Service
• 60.020 Locate Requests
• 60.030 Solid Waste Management
• 60.040 Stormwater Drainage System Records
• 60.050 Street and Traffic Operations Records
• 60.060 Transportation System Records
• 60.070 Vacations – Street, Alley and Right-of-Way
• 60.080 Water and Sewer Distribution and Storage System Records
• 60.090 Water and Sewer Treatment System Records
• 60.100 Water Source of Supply Records

SCHEDULE 65. Land Use and Planning Records

• 65.010 Annexation Case Files
• 65.020 Census and Population Records
• 65.030 Development Case Files
• 65.040 Economic Development Records
• 65.050 Referrals From Other Jurisdictions
• 65.060 Variance and Exemption Case Files
• 65.070 Violations – Land Use Code
• 65.080 Zoning Records

SCHEDULE 70. Library, Museum and Other Repository Records

• 70.010 Library Records
• 70.020 Museum and Other Repository Records

SCHEDULE 75. Licenses and Permits

• 75.010 Bonds – Licenses and Permits
• 75.020 Licenses and Permits – Issued by the Municipality
• 75.030 Licenses , Permits and Supporting Documentation – Issued to the Municipality
• 75.040 Registers – Licenses and Permits

SCHEDULE 80. Litigation and Legal Counsel Records

• 80.010 Claims
• 80.020 Criminal Case Files
• 80.030 Legal Communications
• 80.040 Litigation Case Records

SCHEDULE 85. Municipal Court Records

• 85.010 Appeal Records
• 85.020 Bonds and Supporting Documentation – Court
• 85.030 Case Files
• 85.040 Docket Sheets
• 85.050 Evidence
• 85.060 Jury Records
• 85.070 Probation Files
• 85.080 Recordings of Court Proceedings
• 85.090 Registers and Indexes
• 85.100 Warrants

SCHEDULE 90. Personnel Records

• 90.010 Affirmative Action Records
• 90.020 Agreements and Contracts – Employment
• 90.030 Benefit Records
• 90.040 Bonds – Public Officials
• 90.050 Collective Bargaining Records
• 90.060 Driver's License Verifications
• 90.070 Employee Records – Active and Terminated
• 90.080 Employee Records – Temporary and Seasonal
• 90.090 Employment Verifications
• 90.100 Grievances
• 90.110 Health, Medical and Safety Records
• 90.120 I-9 Forms
• 90.130 Job Recruitment Records
• 90.140 Payroll Records
• 90.150 Pension and Retirement Records
• 90.160 Polygraph Records – Workplace Investigations
• 90.170 State of Colorado New Hire Reporting Compliance
• 90.180 Training Information
• 90.190 Unemployment Insurance
• 90.200 Volunteer Worker Records
• 90.210 Work Schedules
• 90.220 Workers' Compensation

SCHEDULE 95. Property Records

• 95.010 Acquisition, Sale and Transfer Records
• 95.020 Deeds and Dedications and Supporting Documentation
• 95.030 Easements and Rights-of-Way and Supporting Documentation
• 95.040 Leases and Supporting Documentation
• 95.050 Maintenance, Upkeep and Damage Records
• 95.060 Parks

SCHEDULE 100. Public Safety Records

• 100.010 Ambulance Licensing and Operation Records
• 100.020 Animal Control
• 100.030 Dispatch Records
• 100.040 Emergency Planning and Response
• 100.050 Fire and Rescue Records
• 100.060 Hazardous Materials Enforcement Records
• 100.070 Immigration Status Reporting Records
• 100.080 Police Records

SCHEDULE 105. Risk Management Records105

• 105.005 ADA Complaints
• 105.010 Insurance Records
• 105.020 Security Records – Municipal Facilities

Approved Municipalities

Approved Municipalities

1. Akron
2. Alamosa
3. Antonito
4. Arvada, City of 
5. Aspen
6. Ault
7. Aurora
8. Avon
9. Basalt
10. Bayfield
11. Bennett
12. Berthoud, Town of
13. Black Hawk
14. Blanca
15. Blue River
16. Boulder, City of
17. Bow Mar
18. Breckenridge
19. Brighton
20. Brookside
21. Broomfield
22. Brush
23. Buena Vista
24. Burlington
25. Calhan
26. Cañon City 
27. Carbondale
28. Castle Pines
29. Castle Rock
30. Cedaredge
31. Centennial
32. Center
33. Central City
34. Cherry Hills Village
35. Cheyenne Wells
36. Coal Creek
37. Collbran
38. Colorado Springs
39. Commerce City
40. Cortez
41. Craig
42. Creede
43. Crested Butte
44. Crestone
45. Cripple Creek
46. Dacono
47. De Beque
48. Deer Trail
49. Del Norte
50. Delta
51. Dillon
52. Dinosaur
53. Dolores
54. Dove Creek
55. Durango
56. Eagle
57. Eaton
58. Edgewater
59. Elizabeth
60. Empire
61. Englewood
62. Erie
63. Estes Park
64. Evans
65. Fairplay
66. Federal Heights
67. Firestone
68. Fleming
69. Florence
70. Fort Collins
71. Fort Lupton
72. Fort Morgan
73. Fountain
74. Fowler
75. Foxfield
76. Fraser
77. Frederick
78. Frisco
79. Fruita
80. Garden City
81. Georgetown
82. Gilcrest
83. Glendale
84. Glenwood Springs
85. Golden
86. Granby
87. Grand Junction
88. Grand Lake, Town of
89. Greeley
90. Green Mountain Falls
91. Gunnison
92. Gypsum
93. Hartman
94. Haxtun
95. Hayden
96. Holly
97. Holyoke
98. Hooper
99. Hot Sulphur Springs
100. Hudson
101. Idaho Springs
102. Ignacio
103. Jamestown
104. Johnstown
105. Keenesburg
106. Kersey
107. Keystone
108. Kiowa
109. Kremmling
110. Lafayette
111. La Jara
112. La Junta
113. Lake City
114. Lakewood
115. Lamar
116. Larkspur
117. La Salle
118. La Veta
119. Leadville
120. Limon
121. Littleton
122. Lochbuie
123. Log Lane Village
124. Lone Tree
125. Longmont
126. Louisville
127. Loveland
128. Lyons
129. Mancos
130. Manitou Springs
131. Manzanola
132. Mead
133. Meeker
134. Milliken
135. Minturn
136. Moffat
137. Monte Vista
138. Montrose
139. Monument
140. Morrison
141. Mountain View
142. Mountain Village
143. Mt. Crested Butte
144. Nederland
145. New Castle
146. Northglenn
147. Norwood
148. Nucla
149. Nunn, Town of
150. Oak Creek
151. Olathe
152. Orchard City
153. Otis
154. Ovid
155. Pagosa Springs
156. Palisade
157. Palmer Lake
158. Paonia
159. Parachute, Town of
160. Parker
161. Pierce
162. Pitkin, Town of
163. Platteville
164. Poncha Springs
165. Pritchett
166. Pueblo
167. Ramah
168. Rangely
169. Red Cliff
170. Rifle
171. Rockvale
172. Rocky Ford
173. Romeo
174. Rye
175. Saguache
176. Salida
177. Seibert
178. Severance
179. Sheridan
180. Silt
181. Silver Cliff
182. Silver Plume
183. Silverthorne
184. Silverton
185. Simla
186. Snowmass Village
187. South Fork
188. Springfield
189. Steamboat Springs
190. Sterling
191. Stratton
192. Superior
193. Swink
194. Telluride
195. Thornton
196. Timnath
197. Trinidad
198. Vail
199. Victor, City of
200. Walden
201. Walsenburg, City of
202. Walsh
203. Wellington
204. Westcliffe
205. Westminster
206. Wheat Ridge
207. Wiggins
208. Wiley
209. Williamsburg
210. Windsor
211. Winter Park
212. Woodland Park
213. Wray
214. Yampa
215. Yuma