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?er~aeat
?,DM'tl~a--~? e.ca i Yacn=s) ?s_~asat
•tis.~avits ai •~11r-a ' OE .,,anar~ L '>ear
Aysesda ?ac~cat
?sin.xat~~n ?~no~ds ~r'3sac°s sad ?.~eaL '
~• ~ { :at~n , x
A~e3dari_s of ar. ? Yaars
iear'.,a33 ?.3an~t
fan„_: ?-a?ar's -~- '%aY~ ?syaeat
Aaoli..:ac:~a :a 'a<ats''=~''-" ;-3r- ?xz~anaa_
,is*=comes of .:.co~orae:.:. :Q ?.ars
At~rasy~ 3 yi~inns ~ ?sass
3'.d3 sad ~uots3 :aau:3c=srs ?e:~eat
31 :-s of Saie ?s:..aarsc
;sus Ze?or's , -ta:tt '-
_ace of "csr;nrac-on ?sr~s• -a.
,,.•-•._ j 'wars .L.
=7jYevs:ac-a-s hr`s v14~:.,,LSSBGC=r .Le?ai:, asc. us'an :~ao;netd
iAROll:~c3 - ',stn tr3~ 3d
?L;..3fie'.3t
v37y~'=ittL3 :-1C'"~ juCe~~=std) j `!C3r5
fan G`t1Y ?.!'Sf3neA t
geai-•uzaua: ,, Sub)ees :o ?°der3i
~,naua.L Suaana:7 2epo>--.5 3unic:a.. ZeC~i'naenGs
?ecataL .~C'neies ~ Cs r.es~ndenes.
`!sat
~e: p.~ancat :
oT 3enei• _
,LA eT SI ~..'=s sand eacx ?.L.-~nne1C
,M ;;ins
;~iscoric«L ''a:nr o~s4= Sam ~ .:a:enciaa as
:adax :~ --'~
i
.awsuits
7 '!ears After
Legal Opinions aad Records Settlement
Liens PezmanerS t
IO Years After '.]C-
'lainteaance Swords I' piracion
3uilding ~ Length o£ Ownership
Vehicles I + 6 Years
Length of Ownership
Equipment + After audit
Length of Ownezship
`Semorandums '~ + After audit
2 Years
:itnutes - Council, Special 3oards, Committees and
Coamcissions Permanent
Notice of Meetings 5 Years
Oath of Of Hce - Elected or appointed. J Years after Ter-
urination or
Ord..nances (Proposed but Noc Adoptsd) Retirement
Z Years
Ordiaaaces aad Resoiu=ions Sig4ied (Originals) -
Affidavit of Publication ', Permanent
Organization Charts Pazsaaeat
?e itions ~ S.Years
Press Releases ', I Xear
Proelamatioas I Year After Recorded
?ubiic kearing Records (Of Geaeral Nature) Lz Miautes
2 years After Re-
a'tecord Disposal Shear - Shows date
type of record corded in ;Sinuses
and by whom destroyed ', Permanent
Rafaranca Materials Retain as Long as
of administrative
Value. (Yeaxly
Special Committee Reports Review)
3 Yeats- *
States ?seacies - Correspondence and Seports Submitted Subject Co State
Street, Alley and Easement Vacation r-ales Requ~raments
.after flin
or
g
Street Name Change (Not Apo roved) Proceedings
2 Years
cage Assi3nmeats
6 Years
ASSESS LYG
Af:idavits 3 Years
applieaeions for CZassizica doe 3 Years
3uilding Plans I Year
Classification Lists ', 1 Year
Gar=aspoadeaea 3 Years
Curraast Tax Lists 2 Years
'Sefetmeat App.icatioas
IIatil De:feraent is
Divisions and Combinations I' Removed
S Years
Parkland Dedication Valuations 5 Years
Petitions - Valuations ', S Years
Projece Fil es - Special Assessments Permanent
Property Record Cards Permanent - (fatal
Receipts - Special Assessments Superseded
Perm
n
Sales a
ent
Sales Studies 1 Year
Searcy Copies Permanent
Special Assessment Project ApDTOVals and I Year
Special 3enefit valuations ', Permanent
Special Assessment Rolls Life of .assessment
Tax Abatement and .~ffidavic + Audit
3 Years
Trizl or Stipulation Records (Including Appraisals) 2 Years
Valuation Lists ' 3 Years
SONDS
3ond and Interest Coupon Regisces 6 Years
aond Sale Transcripts ', Maturity of Issue
5 ':ears Af.er
Canctlied/?aid 3onds and Csuoons _ssue is ?aid
rlLezse and '°^-'-=
? aac Sands, "'
and 3Ym
?e~or-azsea
,^ Asa 3onds. '=dai.-7
CJnC~aCLOr -
c Years
3onds, Sure-l
and Aopearaact 3onds
3L"L2'Z:iG t`tS2rCr"_~7~15 pe~aae;it
'
3uildi.-:g 3luepri.'SLS ?.:-zaneat
3uildin8 '=r...S.LS 5 Years
Conn=actor` s L;icanse Apnlicaciccis ], Year
;nsnlction ~epor:s 5 "ears
Ot:sar Cons=ric :axi ?ire-a ?erxancic
?:'ODlr_j Sec?rd Clr_s
CDYi'~..4C" ea.,eacs - aids grid
tsd Gnc:acts and Agr -
r -
5 Years AfLt=~ sx-
Accep
L-pro•re~encs
Speeificaciaas :or CaoiLai ?i;ation of
Coe Lr ae L
Acesotsd Canczac:s S Agrerm~ts -aids and Soee'-.:~ca a Years Aftsr
Baas eon Sarni^.=s and Su?p1.ss CAmnleLian of
• Audi L
?ermanent
deeds of 3aseneat ?eraanent
Af === Caa-
3e_ds cn ;~•~.i cival ?-oper~7
` i Years
-7 _
?rasscises Granted by :~iici?aL cellatian or
Cosaale_ion oc
?raachise
o Years
and T:ast ?~vxrty 3e=nr3 ~' S '!sets
~c.aal ?:'oiler .7' -o Others
f :sin 5 wears After Clsi-
•
,
Lasals o
f ?:'oiler =-7 by ;~ici?a13L7 .
ca3.laLion or
j,aasss o ?xciracioz of
Laasa
?3Ders
$jectad 3ic3, Coat.aeLS and Supportia3 _
?
er
' J Years
r,~gt:i of Cz-neriii?
,
sqc:=rac
v, oa,l, venicl2s a:.d
~L' es Lo .aaici + AStsr Audi:
-~.. ~.Cy ~ 1 Year
""'-~ 3a11ots
3bsr~.:.• ?arsaneat
Abst,aeL of sec-ton ~er.:rss psrmaaeat
,~,c•^ve 3e3is^acioas 1 Year
3acsive 3egistzaciaris
'1. -'on .-.~L^SEa Wn===Sacioa
c
ar
Ye
--
Caadidatt A.ff-davit of - Year
Cartif'-cotes oe 31 ac Li on 1 Year '.ai2ss ~'ec-
C,smpleced Yoc.3g 3allocs cioa Contested
Yeaz
~~;,aratian of Gaadidacy L Year
Jelatxd leg'_st_aLioa Cards ?e:-aanenL
,.~ ectian 3oussdaries and ?-sclacLS 1 Year
r .-~=+-ace
F11g .,a. .~~~.. 1 Year
?!Otili3lLi+:~j ?ati Liens
~ 1 Year
;
~ e~
?-acincc 3ooics nm C.iunCJ 7.~1n e:2L
?..eciaec '!ail/~leeLion Sounder'-es ?.;-maneat
?olL 3ooks 1 Year
?1rge L+scs -
n :ardsi?oll Lis: L~acLive
i ! Year
-
i Year '~`aless 'lac-
a
3egisL.ac
gejecLed 3aiiocs cion Cances.ad
1 Yesr
ZaLUin 2apors ~ Year ~rless ~l_~-
T,ally Sheets Lion Cwntested
~ •{ear
+OC=-Z3 G2r~i;i=3tes
- 5~
i'.i?siC'.aLi .~000L*h : _~!C
11 o Years
J
-...g
Accounts ~eceivabie iCaoies o. o "ears
Receivable Journal. ?zr-,anent
accounts
Annu31 c ln3nC131 3udK,'eC j '!e3'S '
Aoarvariacion 1.zd;ens A:car ?Lsc:l Audi:
ooracion a~g°: ~t1LS3te51CJ ;y City :,~Saged
.~apr .AUUi cot
audit RepOZt3
Sank Statements Ii Perr..anent
i
31111ngs Statements (i.e. Utillties) 6 Years
Cancelled decks 5 Years
Cash Reteipc Analysis b Years
Check Stubs after c-fiscal Audit
City Financial Audit Report',as audited
City Financial 'bnthly Report b Years
Permanent *
Clerk's Receipts (Copy) ' 2 Years
Clerk's Register of Dishursement 6 Years
Cleric's Register of Receipts' (Original) ?ermanent
Daily Cash Report ' Permanent
Deposit Slips 6 Yeazs
Disbursement Classification L.zdger b Years
Permanent (If :tic-
', film, Transfer
Hard Copy co
Encumbrance (Orders Issued) Archives)
Espendituze Reports z
Gatsezai Journal A.fter
Fiscal Audit
General Cadgers Permanent
Invencaries - Equipment Permanent
6 Years or cva
Yeazs After Life
of Equipment,
Liquor Store Records 'whichever is Longer
Montis.Ly 3udget Report b Years
Monthly Treasurer's Report 2 Years
Paid Invoices and Claim Vouchers 2 Years
IO Years
Paris 3oard Activitq Registration Forms
Real Estate
` 2 Yeazs
'
Receipts Classification Ledger Permanent
3acalpts and :teceipt gooks - }?upiicate Receiat 3ooks Pezaaneat
5 Years
Rccnrd of Daily Cash Receipcs',aad Deposit Slips b Years
Register of Reteipts (Original,) ?ermaaent
Register of Receipts (Duplica~e)
Requisitions and Purchase Orders (Original) b Years
6 Years
Requisitions and ?urchase Orders (Duplicates with 2 Yea
Department) rs
Savings account 3ook '
Travel Expense Records
' 6 Years
b Years
Treasurer
s 3eceipts (Original) b Years
Verified Account and invoices'. 10 Years
Vouchers '
.fork Orders b Years
6 Yeazs
IYSVRANCE
--~_
.._
Automobile Insurance
6 Years after Policy
has expired extant
those involving a
Minor, save until.
Employee DSshonesry 3onds ainor is 21.
b Years
Fire Insurance or ocher Insured Perils 2 Years after Exnir-
General LSability insurance ' titian of Poli<y
6 ears After Polic
y
has Expired, except
Those Involving a
• `Ltnor Save Until
Indemnity Insurance atnor is 21
6 Years After Expire-
Barker Compensation Records ~ cion of Policy
6 Years After Po11cy
Has Expired, except
those involving a
;iinor Save until a
:'Sinor is 21.
PAYROLL
Cancelled Checks 6 Years
Contract - E:noloyee ', 6 Years
Employee Payrali Journal Pera:mcnt
Employee P,~yrail Lodgers I Per;nlnenc
b Years
Csrnishme:scs ~-•~
4zaclon `bnc::iy ;asuranc_ ...fum ~e?or_
31
i ~ Years
.
.
Sosp
ZIISiirane! V ai3 ~ 3y>'an c ?zca r~s 33 ~e?o r.=d 5y
b Years
;asuranca Gcmoany ?araanent
Laava of Acsance 1Q Years
?+.i.~nasota ':LcSoidia3 ;=?Ofz 5 Years
?ayrdll '%orksaeacs
2!rsonnel 3acflrd Card (~?istory oc "-aloy~xnc) ?a-aanenc
?araanez-
?~'R,a Zeoorts b Years
Quar2arly ?ayrail 2eparts 5 Years
21ae Shezcs r Years
L'nlted rand Authorized 'aductian b Years
Vacation and Sick Grave SilpslAe?ores 6 Years
y_2 cow (~uplLcace aoy b Years
':orker Comoensac:.on ~s?orts
?~~ISZ" a AaVD '?C:.'15'c5 b Years .pica= -
3lcycis and Ten C1E CtcaZSt ar ?er~i= Sxpira<ioa
b Years Attar
3usiaass 1« a=asaa ~i:at2on
2 Years alter
3usizess ~ s ce:ssa Appli.:ac~ons ?.zptratian
b Year3 Aftsr :x?i.-acion
?ae and Aniaal LicensE or ?!:mac }Years
if LScanse is :4etusad or ?.eiectad 3 Years
etc?used a: ?siactad App1iC3LiOns j Years
io !iold ?ubiic Cachariags or ?aradES
=auor
`
i ~
r
'g
to Sel_' incoxicacia3 and Von-intnxicac b Years
So Solicit ;~naY -'or '7arious Causes
PLC
b Yaar9
.
. iD U3< ?~nl'e :'3rkS, -S C:eams, AG+cS.
?~350NN~I. } Years
Ai:i3avic of ?islicac,cn of JOO '~7e;;~.-.3 } wears
AQpiicacion ;ac =.?loy~nc :~'oc - d) 2 ''ears ~t t.angta
Appiicacians of ?!rsans an '~.13:b'_:S:ry -_st
ot =i13i~ilirry
L. i,onge~
j YESLS AS :2Y
ADpi.ira-cons OC 1asL air3d 'erainaCiOII 3r
employee
? YEflrs
~
Ce::+: xaCi Ott OS iest ,anal CS j Years
Cr2r1 ?erganent
eaar~encal ~.iles and 2agulacions } Years
nisei?unary ?.etions ?ersaneac
~_0 Sus+taary ]ace Z Years :if tar 31r1ng
cllgi3iliCry Lst3
c.~ploye= :ard ri.e Shoving paces of ~oloyaeat,
?eraanEnt
Salary; ?remotions, etc.
ea ?arsonnal ?alesroataia ~zg AaQlicstions
lo
r
y
nQ
Accident ?a?or•s, Cicaeions, ".tdlcal Zac~rds, j •+ears Ai'sr
?ersonal 3istnry 'erniaacian
3 Years
2aQloy~enL ~2er_..~!3
~^'
" y
Z tars
corn -
5~aloyee Su38sscion ?t rsanenc
tOr33/L2Cter3 ?!r_a L1in$ :a ?enSLOns
?L :1neA C
Grievances
Suman ~elac_ons corns ?sgard~g :+; :::sac_•re Actian
Y
tabor Unions - i~acraea artd AgreemenCS raanenc
?e
?ermanent
Labor L`nions - Dis~uces 7z-aanenc
labor L'nians - ;+:auces of :'sstiags •
j Years Af:!r
:,ecter of AQ?oLntmentl2ro:'ocion Termination
ise!llaneous :'z':::ica:a/seers
L } Years
.
?+.iscellaneous Cotres~ondeaca ~ Year
t Year
`3scellaneous tel? 'aan:ed Ads !.
Se= c y.,nc!
?ayroll into raacian ?!rnanehc
?ens ion snd ?eti:emeac ?lens } Years
?er:ormance :•raluacions 5 ;~anuu
Scored.Tests 5 Years n:ce:
'a:mina'Lon C.et:ea/3csignac.ons ^-E,-~fnnc.on
SES Cnsur :nca
'+ocicer :omoensac:oa C131as
,III
I
PLANt1;'tC AttD ZON ~i
2NC II
Affidavits of Publication
Conditional Use Pewits
Site Plans - Aparovedl
Site Places - Yot Aagro'ved
Subdivision Files
Varlaaces
Zonlag Files
?UBLIC SAF'SY
Abandoned Vesticles rile
Accident Reports
Aa1ma-1 Cancrol ~squests
Animal Impounds
Annual Code 3ooks (YFP?,)
Arrest Reports
Bail beeeipts
Bicycle Safety
Blood Sample Logs
Breathalyzer Test ~sults ~ Positive
Breathalyzer Test Results Yegastive
Bureau of Criminal Apartheayion Reports
Citatlaas
Civil Defense
Court Date Allacatlons
Court Dispositions i
Court Doc3Cet (Trail Datms)
Crime Ptsventian
Criminal Oise riles
Criminal Record C:~ecic i.ag
Death Investigations (Za!clugiag
Driver LSeeasa ~evocatioa °rirmss
Fire CodalBuildizsg Code ',
Firs ~ :'.edical Suns
ollav-i}p Rtpo its if Ike the ,
Follawtlp deports if Yo Deaths
Iaitlal Complaint Reports
Internal Reports
3uves~ile Reports
Liab:411~y Release
Liceaaes
2Sastar Yams rile
?Sissing Persons File
Offensellacideat Reports
Officer Activity Reports
Permits
Photos - :fug Shots
Police Clcaranca Letters
Prisoner Property Receipts
Property Inventory eteport',
Radio Logs
.._
Fatal Accidents)
aced "Sign-Out" Lob
Large Losses or Arson
os Arson
Reports on a-fires of Suspie,lous Ot'lgin
Request co Inspect Police',Reyort
Vehicle impounds
Varrant Arrest Cards
PUBLIC ~:ORXS AND SNCT'Ir,ZR;pG
Affidavits of >~iling
Affidavits of Publication ',
Construction dlueprincs fot Cnmpl~eted City Buildings,
Streets, Utilities, Park , etc.
Pszaanea-
Permaneist
Peraaneac
10 Years
Permanent
Permanent
Permanent
5 Years
3 Years.
3 Years
3 Years
5 Years
10 Years - Retain
Permanently or
Transfer to State
Archives all Jail
Registers
10 Years
2 Years
3 Years
5 Years
1 Year
6 Tears
5 Years
10 Years
Permanent
Permanent
Permanent
3 Years
ZO Years
3 Years
Permanent
S Years
Per'maneat if
Referred to by
Ordiaancs or 1f
Adopted by Citq
Couaeil
10 Years
Permanent
5 Years
5 Years
3 Years
5 Years.
3 Years
6 Years
10 Years
3 Years
S Years - FIomicide
Reports Hust be
Retained Persan-
ently
5 Years
6 Years
IO Years
S Years
5 Years
5 Years
10 Years
10 Years
3 Years
S Years
S Years
b Years
6 Tears
Permanent
3eavcas :or 31.icr:ical, Ievacors,
iasoee_iaas and 'sst..ag
rira, Scaoal~, blaS9i:3.s, 3escauranu, Severs, Sa:ery and Years Afar
Setur:.LY ~ eta. Corrncrion
• 2tr-..anent
~sspa ?z=yanartr
?lau 3 Years
?rajea.a Abaadoaad 3 Years ~=$=
~
?-a)ect ~ecards Waplarion
3 Yaws
warts and Sever ~aalysis 3epezts
~+*,r,ir;g b Y ears
3illiags b Yesrs
;Serar Zsadin8 Cards/Shears 6 ':earn
=ziprs j Years
Sssvir_ 3a+~t:asas 5 Yearn
S7aCa! and Sas+ar :1aalpsis ?anananr
Annum. Rsnores o= Qti?S'-'-=g
4'LT-~51, SS?,TZSTICS ?eraaaear
31rt;1 d,ecards "° ?eraaenL
Deat4 3ac,~rds *'"
:.. 3etai.a ?nrmaneatiy or T=ansier co Scata :~rc::ives. cyersfor_, cannot
*+~' - ihess sacards eanra2a =an.dantlai iares~ar,an and,
bs shown ca css g,~i~al ~ubli<.
LXC ept~.OnS
~ ^ur '~.000rd.
1 , Ito destruction of ary municipal records may oc..
i yhe Division of Archives and ~ianu-a
to this schedule unti..1~~ ~ Soc;ety has rece_ved
scripts of the Kirneso~a ~istor_c
resolution indicating tn.a~
certified copy ofw a city counc_1
the City has of f is i ally adopted the schedule .
L ~,- i listed as permanent,
2, It is understood thaw mat--transLar to the State Archive
but not listed as eligible "or ~Yova1 0. an amender
cannot be destroyed ~itzout receiving aP~ --L Lo Dispose of
of ar_ "Application for Authori~y
schedule or
Records" (~°-~ Lorin)
For all records destroyed according to this schedule,
3' *~ must submit an annual report to the. State
the munici palz.. ~ ti'le t eS and quantity of records destroyE
Archivist listing Yp
cy of ~ resolution be submitt
3E IT r^URT;iER RE,SOL~J~'D that a co_ phis _
to the Minnesota ~iistorical SocletY•
Passed by the City Council oL
nay of April 1983.
ATTEST .
the City of Ricn~i~a
s 11th