(1)City Awards and Recognitions — Minimum Retention:
(a)Applications and submitted records, retain 5 years;
(b)Notification of Award, retain 10 years.
(2)Delivery Records — Minimum retention: 2 years.
(3)Index/Finding Aid Records — Minimum retention: Until superseded or obsolete.
(4)Mailing Lists — Minimum retention: Until superseded or obsolete.
(5)Meeting Records, Boards, Commissions, Committee, and Governing Bodies* — Minimum retention:
(a)Minutes* (except executive session minutes), agendas, resolutions, indexes, and exhibits (not retained permanently elsewhere in city records) permanently;
(b)Executive session minutes, retain 10 years;
(c)Audio or visual recordings 1 year after minutes prepared and approved;
(d)Other records and exhibits not pertinent to minutes, retain 5 years.
(6)Meeting Records, Staff — Minimum retention: 2 years.
(7)Notary Public Log Book — Minimum retention: 10 years after date of commission expiration.
(8)Organizational Records — Minimum retention: Permanent.
(9)Participant Registration and Attendance Records — Minimum retention: 3 years.
(10)Professional Membership Records — Minimum retention: 3 years.
(11)Project Files — Minimum retention:
(a)Projects that develop into city sponsored projects (i.e. public works, street improvement, capital construction, etc.) see that section of the schedule for appropriate retention;
(b)All other projects, retain 10 years, destroy.
(12)Publications — Minimum retention:
(a)Routine, general informational publications retain until superseded or obsolete; 1 year;
(b)Publications documenting special events or information with long term value, retain permanently.
(13)Public Programs Education Records — Minimum retention: 3 years.
(14)Registered Contractor Lists — Minimum retention: Until superseded or obsolete.
(15)Requests and Complaints — Minimum retention: 2 years after last action.
(16)Special Event and Celebration Records — Minimum retention:
(a)Records documenting significant aspects of the event, retain permanently;
(b)Other records, retain 2 years after event.
(17)Surveys, Polls, and Questionnaires — Minimum retention:
(a)Summary reports and abstracts, retain 3 years;
(b)All other records, retain until summary report is completed or 3 years, whichever is sooner.
Rule 166-200-0235 — Administrative,