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The approval will remain in effect indefinitely or until rescinded by the municipality or State Archivist.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

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
40.220 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