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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The approval will remain in effect indefinitely or until rescinded by the municipality or State Archivist.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
  • 40.215 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. Hugo
  102. Idaho Springs
  103. Ignacio
  104. Jamestown
  105. Johnstown
  106. Keenesburg
  107. Kersey
  108. Keystone
  109. Kiowa
  110. Kremmling
  111. Lafayette
  112. La Jara
  113. La Junta
  114. Lake City
  115. Lakewood
  116. Lamar
  117. Larkspur
  118. La Salle
  119. La Veta
  120. Leadville
  121. Limon
  122. Littleton
  123. Lochbuie
  124. Log Lane Village
  125. Lone Tree
  126. Longmont
  127. Louisville
  128. Loveland
  129. Lyons
  130. Mancos
  131. Manitou Springs
  132. Manzanola
  133. Mead
  134. Meeker
  135. Milliken
  136. Minturn
  137. Moffat
  138. Monte Vista
  139. Montrose
  140. Monument
  141. Morrison
  142. Mountain View
  143. Mountain Village
  144. Mt. Crested Butte
  145. Nederland
  146. New Castle
  147. Northglenn
  148. Norwood
  149. Nucla
  150. Nunn, Town of
  151. Oak Creek
  152. Olathe
  153. Orchard City
  154. Otis
  155. Ovid
  156. Pagosa Springs
  157. Palisade
  158. Palmer Lake
  159. Paonia
  160. Parachute, Town of
  161. Parker
  162. Pierce
  163. Pitkin, Town of
  164. Platteville
  165. Poncha Springs
  166. Pritchett
  167. Pueblo
  168. Ramah
  169. Rangely
  170. Red Cliff
  171. Rifle
  172. Rockvale
  173. Rocky Ford
  174. Romeo
  175. Rye
  176. Saguache
  177. Salida
  178. Seibert
  179. Severance
  180. Sheridan
  181. Silt
  182. Silver Cliff
  183. Silver Plume
  184. Silverthorne
  185. Silverton
  186. Simla
  187. Snowmass Village
  188. South Fork
  189. Springfield
  190. Steamboat Springs
  191. Sterling
  192. Stratton
  193. Superior
  194. Swink
  195. Telluride
  196. Thornton
  197. Timnath
  198. Trinidad
  199. Vail
  200. Victor, City of
  201. Walden
  202. Walsenburg, City of
  203. Walsh
  204. Wellington
  205. Westcliffe
  206. Westminster
  207. Wheat Ridge
  208. Wiggins
  209. Wiley
  210. Williamsburg
  211. Windsor
  212. Winter Park
  213. Woodland Park
  214. Wray
  215. Yampa
  216. Yuma