Special Districts Records Management

How does a special district obtain approval to use this record retention schedule?

The Approval Request Form must be completed and returned to our office. Once approved, the special district's name will be added to this site (List attached). It is recommended that the special district adopt by resolution use of this schedule.

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

The approval will remain in effect indefinitely or until rescinded by the special district or State Archivist. Special districts using this record retention schedule will be required to report yearly record destruction statistics to our office.

Special Districts Records Management Manual

Manual Files & Table of Contents

SCHEDULE NO. 1 - BUILDING AND STRUCTURE RECORDS

• 1.10 Address History Files
• 1.40 Building and Other Uniform Codes
• 1.50 Fire Code Board Case Files
• 1.60 Certificates of Occupancy
• 1.70 Communication Tower Structures
• 1.90 Contractor's Licenses
• 1.140 Housing Rehabilitation Projects
• 1.150 Inspection Records
• 1.160 Landmark and Historic Designations
• 1.170 Mobile Home Standards
• 1.180 Policies and Procedures
• 1.200 Regulations – Building
• 1.210 Reports – Building Activity
• 1.230 Standards – Building

SCHEDULE NO. 2 - Reserved

SCHEDULE NO. 3 - ELECTION RECORDS

• 3.10 Mail-in (formerly Absentee) Voter Records
• 3.20 Ballot Issue Comments
• 3.30 Ballots
• 3.40 Campaign Reports And Statements
• 3.50 Certifications of Election
• 3.55 Coordinated Election Records
• 3.60 Election Judges Records
• 3.65 Mail Ballot Election Records
• 3.70 Maps – Election
• 3.80 Nomination Records
• 3.90 Notices of Election
• 3.100 Oaths and Affidavits
• 3.110 Petitions – Election
• 3.120 Polling Records
• 3.130 Receipts and Accounting Forms
• 3.135 Surveillance Recordings – Election Areas
• 3.140 Tabulation Records

SCHEDULE NO. 3 A - ELECTION RECORDS SPECIAL DISTRICT ELECTIONS NOT COORDINATED BY THE COUNTY CLERK AND RECORDER

• 3.10 Absentee Voter Records
• 3.20 Ballot Issue Comments
• 3.30 Ballots
• 3.40 Campaign Reports and Statements
• 3.50 Certifications of Election
• 3.55 Coordinated Election Records
• 3.60 Election Judges Records
• 3.65 Mail Ballot Election Records
• 3.70 Maps – Election
• 3.80 Nomination Records
• 3.90 Notices of election
• 3.100 Oaths and Affidavits
• 3.110 Petitions – Election
• 3.120 Polling Records
• 3.130 Receipts and Accounting Forms
• 3.135 Surveillance Recordings – Election Areas
• 3.140 Tabulation Records

SCHEDULE NO. 4 - Reserved

SCHEDULE NO. 5 - FINANCIAL RECORDS

• 5.10 Accounts Payable Records
• 5.20 Accounts Receivable Records
• 5.30 Agreements And Contracts - Financial
• 5.40 Audit Records
• 5.50 Bank Records
• 5.55 Bankruptcy And Foreclosure Records
• 5.60 Bids
• 5.70 Billing Records
• 5.80 Bond Issue Records
• 5.90 Bonds - Public Officials
• 5.100 Budget Records
• 5.120 County Revenue Programs
• 5.130 Expense Records
• 5.140 Federal Revenue Programs
• 5.150 Fee and Rate Schedules and Supporting Documentation
• 5.160 Financial Guarantees
• 5.170 Financial Reports
• 5.180 Fixed Asset Records
• 5.190 Franchise Records
• 5.200 Fund Records
• 5.210 Government Revenue Programs
• 5.220 Grant Records
• 5.240 Insurance Records
• 5.250 Inventories
• 5.260 Investment Records
• 5.270 Ledgers And Journals
• 5.280 Loan Records
• 5.290 Payroll Records
• 5.300 Purchasing Records
• 5.310 Rate Schedules
• 5.315 Rebate Program Records
• 5.320 Receipts - Fees Paid
• 5.330 Reports - Financial
• 5.340 Tax Collection Records
• 5.350 Travel Expenses
• 5.360 Utility Billing
• 5.370 Warrants/Checks
• 5.380 Worksheets - Financial

SCHEDULE NO. 6 - FLEET AND EQUIPMENT RECORDS

• 6.10 Agreements - Acquisition, Lease, Maintenance And Service
• 6.20 Auction Records
• 6.30 Bills Of Sale
• 6.40 Communication Systems Licenses
• 6.50 Computer System Records
• 6.60 Equipment Records
• 6.70 Fuel Records
• 6.80 Insurance Coverage
• 6.90 Inventories - Fleet And Equipment
• 6.100 Lease-Purchase Records
• 6.110 Maintenance And Safety Records
• 6.120 Manuals - Vehicle And Equipment
• 6.130 Office Equipment Records
• 6.140 Policies And Procedures
• 6.150 Purchasing Records
• 6.160 Telephone System - District Buildings
• 6.170 Unclaimed Personal Property
• 6.180 Vehicle Histories
• 6.190 Vehicle Registration Certificates
• 6.200 Vehicle Titles
• 6.210 Warranties
• 6.220 Work Orders

SCHEDULE NO. 7 - GENERAL ADMINISTRATIVE RECORDS

• 7.05 Administrative Proceedings Records
• 7.10 Affidavits Of Publication
• 7.20 Agreements And Contracts
• 7.30 Associations And Organizations
• 7.40 Awards And Honors
• 7.50 Service Plan/Statement of Purposes Records
• 7.60 Code Book Records
• 7.70 Committees - Internal
• 7.80 Complaints, Routine Service Requests And Nonbinding Petitions
• 7.90 Correspondence And General Documentation
• 7.100 Electronic Records
• 7.110 Event Records
• 7.120 External Groups And Agencies
• 7.130 Forms - Blank
• 7.140 General Subject Files
• 7.150 Legislation And Regulatory Actions
• 7.160 Mailing And Distribution Records
• 7.170 Manuals And Handbooks
• 7.180 Maps And Drawings
• 7.190 Maps - Informational
• 7.200 Memberships
• 7.210 Minutes
• 7.220 News Clippings
• 7.230 News Releases
• 7.235 Open Records Requests and Supporting Documentation
• 7.240 Organization Files
• 7.250 Petitions, Objections And Remonstrances
• 7.260 Policies And Procedures Documentation
• 7.270 Program Records
• 7.280 Project Files
• 7.290 Public Relations Records
• 7.300 Publications
• 7.310 Records Finding Aids
• 7.320 Regulations And Standards
• 7.330 Reports
• 7.340 Retention Schedules And Compliance Certificates
• 7.350 Rules And Regulations
• 7.360 Software And Software Manuals
• 7.365 Special District Records
• 7.370 Standards
• 7.380 Studies, Plans And Reports
• 7.390 Surveys And Questionnaires
• 7.395 Surveys Conducted By Special Districts
• 7.400 Training And Conference Materials
• 7.410 Worksheets And Drafts

SCHEDULE NO. 8 - GOVERNING BODY RECORDS

• 8.10 Agenda Supporting Documentation
• 8.20 Agendas
• 8:30 Appointments
• 8.40 Bylaws
• 8.45 Committee Records - Governing Body
• 8.50 Enterprise Board Records
• 8.60 Goals
• 8.70 Governing Body As Another Decision-Making Body
• 8.80 Legislative Lobbying Records
• 8.90 List of Members
• 8.100 Member Records
• 8.110 Minutes and Supporting Documentation
• 8.120 Notes Taken At Meetings
• 8.130 Notices of Meetings
• 8.140 Oaths of Office
• 8.160 Orientation And Training Information
• 8.170 Packets of Information Distributed To Governing Body - Convenience Copies
• 8.180 Proclamations
• 8.200 Resolutions
• 8.210 Signature Certificates
• 8.220 Recordings or Meetings

SCHEDULE NO. 9 - HISTORICAL RECORDS

• 9.05 Archaeological And Historical Site Records
• 9.10 Community And Special District Histories
• 9.20 Community Records
• 9.30 Historic Buildings And Districts
• 9.40 Historical Society
• 9.50 Organization Records
• 9.60 Landmarks
• 9.70 Logo - Special District
• 9.80 News Clippings
• 9.90 Newspapers - Local
• 9.100 Photographic Records With Historical Value
• 9.110 Records Older Than 1900
• 9.120 Scrapbooks
• 9.130 Seal, Logo And Other Intellectual Property Records

SCHEDULE NO. 10 - INFRASTRUCTURE RECORDS

• 10.10 Communications Systems
• 10.20 Electricity Service
• 10.30 Encroachments - Utility Lines
• 10.40 Enterprise Board Records
• 10.50 Franchises
• 10.60 Gas Service
• 10.90 Maps And Drawings
• 10.100 Policies And Procedures
• 10.110 Project Records
• 10.120 Railroad Records
• 10.130 Regulations
• 10.140 Rights-Of-Way And Easements
• 10.150 Solid Waste Management
• 10.160 Standards
• 10.170 State Highway System Records
• 10.180 Stormwater Drainage System
• 10.190 Street And Traffic Operations Records
• 10.200 Street Engineering Records
• 10.210 Studies And Reports
• 10.230 Traffic Operations Records
• 10.240 Transportation System Records
• 10.250 Utility Features
• 10.290 Water And Sewer Distribution And Storage System Records
• 10.300 Water And Sewer Treatment System Records
• 10.310 Water Source Of Supply Records

SCHEDULE NO. 11 - DISTRICT BOUNDARY AND PLANNING RECORDS

• 11.10 Inclusion, Exclusion and Consolidation Case Files
• 11.15 Inclusions, Exclusion and Consolidation Review Records
• 11.20 Census and Population Records
• 11.45 Development Review Records
• 11.70 Environmental Records
• 11.80 Fee Receipts
• 11.90 Floodplain Records
• 11.100 Maps, Plats and Plans
• 11.110 Nuisances
• 11.130 Plans, Studies and Reports
• 11.140 Referrals from Other Jurisdictions
• 11.180 Violations – Covenant Enforcement
• 11.190 Zoning Records

SCHEDULE NO. 12 - LICENSES AND PERMITS

• 12.10 Bonds - Licenses And Permits
• 12.15 Licenses Issued To The District
• 12.30 Permit Records
• 12.35 Permits Issued To The District
• 12.40 Registers - Licenses And Permits

SCHEDULE NO. 13 - LITIGATION AND LEGAL COUNSEL RECORDS

• 13.10 Attorney Correspondence
• 13.20 Billings – Legal Counsel
• 13.30 Medical Records – Personal Injury Claims
• 13.50 Garnishments
• 13.60 Legal Opinions
• 13.70 Litigation Case Records

SCHEDULE NO.  14 - Reserved

SCHEDULE NO. 15 - PERSONNEL RECORDS

• 15.10 Affirmative Action Records
• 15.20 Agreements And Contracts - Personnel
• 15.30 Americans With Disability Act Records
• 15.40 Benefits Records
• 15.50 Bonds - Public Officials
• 15.60 Compliance With Regulatory Requirements
• 15.65 Driver's License Verifications
• 15.70 Employee Records - Active And Terminated
• 15.80 Employee Records - Temporary And Seasonal
• 15.85 Employment Verifications
• 15.90 Expense Records
• 15.100 Garnishments
• 15.110 Grievances
• 15.120 Health And Safety Records
• 15.130 I-9 Forms
• 15.140 Insurance - Employee
• 15.150 Job Records
• 15.160 Oaths Of Office
• 15.170 Payroll Records
• 15.180 Pension Records
• 15.190 Physical And Medical Records
• 15.200 Policies And Procedures - Personnel
• 15.210 Regulatory Agency Information
• 15.220 Reports - Personnel
• 15.230 Safety
• 15.240 Signature Certificates
• 15.250 Social Security
• 15.260 Test Records
• 15.270 Training Information
• 15.280 Unemployment Insurance
• 15.290 Volunteer Worker Records
• 15.300 Work Schedules
• 15.310 Workers' Compensation

SCHEDULE NO. 16 - PROPERTY RECORDS

• 16.10 Acquisition Records
• 16.20 Auction Records
• 16.30 Buildings And Structures - Special District
• 16.50 Deeds And Dedications
• 16.60 Easements And Rights-Of-Way
• 16.70 Encroachments
• 16.80 Fleet And Equipment Records
• 16.90 Inventories
• 16.100 Leases
• 16.110 Maintenance, Upkeep And Damage Records
• 16.120 Parks
• 16.130 Projects
• 16.140 Rights-Of-Way
• 16.150 Sale Or Transfer Of Property Records
• 16.155 Security Records
• 16.160 trees
• 16.165 Utility Locate Requests
• 16.170 Vacations - Easements And Rights-Of-Way
• 16.180 Work Orders - Property

SCHEDULE NO. 17 - PUBLIC SAFETY RECORDS

• 17.10 Agreements And Contracts
• 17.30 Civil Defense
• 17.40 Disaster Response Planning
• 17.50 Emergency Planning And Response
• 17.60 Equipment - Public Safety
• 17.70 Fire And Rescue Activity Records
• 17.75 Fire District Records (If International Fire Code Is Adopted)
• 17.80 Hazardous Materials
• 17.90 Emergency Services Records
• 17.100 Procedures And Policies
• 17.120 Tape Recordings - Dispatch

Approved Special Districts

 The Special Districts Records Management Manual has been approved for use by the following special districts: