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1995-01H Amending 1995-01 Adopting a Revised Records Retention Schedule14 15 WHEREAS, Kodiak Island Borough Code 2.40.120 provides for a records management 16 program creation and administration; and 17 18 WHEREAS, staff determined the need to revise the current retention schedule to comply 19 with and consider recent and existing laws and regulations, reflect industry best practices, 20 update cross referenced Borough Code sections, and to meet present needs of the 21 Borough departments; and 22 23 WHEREAS, this has been an on-going project for the last several years; and 24 25 WHEREAS, the records administrator met with and worked with department directors, 26 records coordinators, staff, and the Borough Attorney over the last eight months to finalize 27 the proposed amendments to the following records series: Assessing, Engineering and 28 Facilities, Community Development, Borough Clerk, and Elections. 29 30 NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND 31 BOROUGH THAT: 32 33 Section 1: Exhibit "A" identifies extensive revisions to the Assessing -AO records series 34 through amended, added, and repealed sections. 35 36 Section 2: Exhibit "B" identifies extensive revisions to the Engineering and Facilities -EF 37 records series through amended, added, and repealed sections. 38 Q 39 Section 3: Exhibit "C identifies extensive revisions to the Community Development -CD 40 records series through amended, added, and repealed sections. 41 42 Section 4: Exhibit "D" identifies extensive revisions to the Borough Clerk -BC records 43 series through amended, added, and repealed sections. 44 a 45 Section 5: Exhibit "E" identifies extensive revisions to the Elections -EL records series 46 through amended, added, and repealed sections. 47 48 ® Kodiak Island Borough, Alaska Resolution No. 1995-OIH Page 1 of 2 1 Introduced by: Borough Assembly 2 Requested by: Borough Clerk 3 Drafted by: Records Administrator i 4 Introduced on: Adopted on: 09/18/2014 09/18/2014 I 5 6 KODIAK ISLAND BOROUGH 7 RESOLUTION NO. 1995-01H 8 9 A RESOLUTION OF THE KODIAK ISLAND BOROUGH ASSEMBLY 10 AMENDING RESOLUTION NO. 1995-01 ADOPTING A RECORDS 11 RETENTION SCHEDULE AND CENTRAL FILING SYSTEM TO 12 REFLECT AMENDMENTS TO VARIOUS CATEGORIES, RETENTION 13 SCHEDULES, AND RECORDS SERIES 14 15 WHEREAS, Kodiak Island Borough Code 2.40.120 provides for a records management 16 program creation and administration; and 17 18 WHEREAS, staff determined the need to revise the current retention schedule to comply 19 with and consider recent and existing laws and regulations, reflect industry best practices, 20 update cross referenced Borough Code sections, and to meet present needs of the 21 Borough departments; and 22 23 WHEREAS, this has been an on-going project for the last several years; and 24 25 WHEREAS, the records administrator met with and worked with department directors, 26 records coordinators, staff, and the Borough Attorney over the last eight months to finalize 27 the proposed amendments to the following records series: Assessing, Engineering and 28 Facilities, Community Development, Borough Clerk, and Elections. 29 30 NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND 31 BOROUGH THAT: 32 33 Section 1: Exhibit "A" identifies extensive revisions to the Assessing -AO records series 34 through amended, added, and repealed sections. 35 36 Section 2: Exhibit "B" identifies extensive revisions to the Engineering and Facilities -EF 37 records series through amended, added, and repealed sections. 38 Q 39 Section 3: Exhibit "C identifies extensive revisions to the Community Development -CD 40 records series through amended, added, and repealed sections. 41 42 Section 4: Exhibit "D" identifies extensive revisions to the Borough Clerk -BC records 43 series through amended, added, and repealed sections. 44 a 45 Section 5: Exhibit "E" identifies extensive revisions to the Elections -EL records series 46 through amended, added, and repealed sections. 47 48 ® Kodiak Island Borough, Alaska Resolution No. 1995-OIH Page 1 of 2 ELI 50 51 52 53 54 55 56 57 58 59 60 61 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH THIS EIGHTEENTH DAY OF SEPTEMBER, 2014 KODIAK ISLAND BOROUGH ATTEST: ^ rrol Friend, Borough Mayor � / 1 Javier, MMQY, Borough Clerk Kodiak Island Borough, Alaska Resolution No. 1995-01 H Page 2 of 2 ` :� m i� U 0 EXHIBIT A ASSESSING -AQ` SERIES �" '•'--,a,DESCRIPTION a�_' "; �. - ,.x,...aRETENTIONr" -:FORMAPAREMARKS AO -00 ASSESSING -'GENERAL CORRESPONDENCE ONSITE: 3YRS Electronic XREF: Includes correspondence, reports, studies, and other pertinent information on department functions, CENTER: 0 SR 1.111.2 conditions, and events of a routine nature. TOTAL : 3 YRS Added by R1995 -01H AO -01 ASSESSMENT RECORDS — l ocv� ,EPORnorS CERTIFIED ROLL ONSITE: 4 6 YRS PACS XREF: , CENTER: 6 voec P Laserfiche KIBC 3.29,' 24 beat and business 1 stings, and personal property RetaiR yeaF eRd rep rr Annual assessment roll TOTAL: 7 Y&S P 3.35.060 certification totals including real and personal property, entities, exemptions, vessels, and aircraft. SR 15.1115.7 Assessment adjustments are included in this series. Amended by R1995 -01H AO -02 GFRTIFIFI) ASSIFSS IFINT R01 i ONSIT+F 5 YRS VAC: 917NTFIR R 320.06 film on CORWIGH& T^�AI R Repealed bR1995-01H AO -03 CHANGE OF ADDRESS CARDS FORMS ONSITE: 3 YRS XREF: Change of address cards forms indicating IpFape y sales to Raw e ^neFS a change in where notices, bills, or CENTER: 0 KIBC 3:24:03 other correspondence regarding taxation is received. TTFAAkvs ate^g^ • ^^•tet real propertn'o il me TOTAL: 3 YRS 3.35.070 ^^t0 release. Filed Aalpha by newkuyeF's owner's last name. SR None Cited Amended by R1995 -01H AO -04 DEEDS ON84E—: R XDC• CENTFR 0 a�n2n . beF ,..,..,...,ice .,t cr..r^ ..,..^.a^, MIGROFI n" 4 film not R,.,. l2lbe from State. TOTAL: R Re ealed by R1995 -01H AO-05 Acccccn ENT ADJUSTA"cniT CORRESPONDENCE An USTMEN T AGTIONS ���p��� QNSITP 3 -YRS XREF- Adj ^t..,^,aact!c^ccfteFamec meRt.cuee.".!t;cv".cn. C€NTFR; P- 2 24 224 03 TOT AI R MICROF- W Repealed bR1995-01H AO -06 EXEMPTIONS FROM PROPERTY TAX ONSITE: 2 6 YRS PACS XREF: Applications and any other Ccorrespondence pertaining to the application process regarding senior CENTER: 0 CONFIDENTIAL KIBC 3.20.88 citizens, disabled veterans, and farm use exemptions. TOTAL: 2 6 YRS 3.35.080 Amended by R1995 -01H SR 15.5 AO -07 BOARD OF EQUALIZATION ONSITE: 5 6 YRS Laserfiche XREF: Appeal, case presentation evidence, copy of minutes of hearings, certification of board of equalization CENTER: R0 KIBC 320 05 actions. TOTAL: R 6 YRS Borough Clerk's office retains 3.35.050 SEE BC -67 Boards, Committees, and Commissions Minutes original minutes and audio SR 15.4 SEE SC -68 Boards, Committees, and Commissions Audio recordings Amended by R1995 -01H Revised 08/19/2014JK FINAL Page 1 EXHIBIT A ASSESSING - AO ii -SERIES #`° ;_ °- a>DESCRIPTION„: - RETENTION;, ':FORMAT;/+REMARKS — AO -08 PERSONAL PROPERTY ASSESSMENT RETURNS ONSITE. 2 YRS PACS XREF: Personal property assessment forms filled out by taxpayer and filed in the assessor's office with related CENTER: R 4 YRS GON€1D€NT1AL KIBC 32403 attachments. MIGROFII 04 TOTAL: P 6 YRS 3.40.030 Amended by R1995 -01H SR 15.7 �Y AO -09 orAni9„NG FFG ni F ONS47€ 3 XRS K16O331 GFNT€R 0 netisessent. TOT A1 2 YRS SEE AO -00 Assessing - General Correspondence Repealed bR1995-01H AO -10 REAL PROPERTY RECORD CARDS ONSITE: INBP Laserfche - before 2009 XREF: History of parcels of real property in the Borough including and -records of ownership, assessed values, and CENTER: P PACS - after 2009 KIBC 320 any other pertinent property information. related e trap ' ^saotieRs, photos. as it ` `'plat ^ TOTAL: P Vital Record 3.35.040 . �. ids. SR 15.5 Amended by R1995 -01H AO -11 MARKET SALES PROGRAM RECORDS ONSITE: 6 YRS XREF: Includes property acquisition questionnaires and market sales program information. This retention includes CENTER: 0 KIBC None cited appraisals contracted by the Borough. TOTAL: 6YRS SR 15.10 Added by R1995-01 H AO -12 NOTICES OF ASSESSMENT ONSITE: 6 YRS PACS only XREF: Real and personal assessment notices (PACS), including undeliverables (paper). CENTER: 0 KIBC 3.35.040 Added by R1995-01 H TOTAL: 6YRS SR 15.2 4� 4 } n 'n' 4 � r Revised 08/19/2014JK FINAL Page 2 �Y f .I 4 4� 4 } n 'n' 4 � r Revised 08/19/2014JK FINAL Page 2 0EXH® B 0 = 0 ssrc `a' 6 roc ''"+, r C, f aa�z'�i y>g? '^' a -e^ " »,M�$ENGIN'EERINGANDFACILITIES£ s r a1'�i 'a . z ',�E-k .�s4T`' �'i-st1— _ �' I EF 3... .2.-.. x .n3r.vn ao-!-}u�'--o.F� fSERIESn .:.'. _ ;' �DESCRIPTION.� r-_ :"y / ;:•RETENTION _`" -; x;F.ORMAT/REMARKS` z EF -00 ENGINEERING FACILITIES DEPARTMENT— GENERAL CORRESPONDENCE ONSITE: 3 YRS XREF: Status reports, logs, and internal departmental business of a routine nature. CENTER: 0 SR 1.1/1.2 Added by R1995-01 H TOTAL: 3 YRS EF -01 HEALTH AND SAFETY COMMITTEE ONSITE: 2 7 YRS Laserfiche XREF: Internal Borough safety meeting m; tes notes, training records, inspections, safety violations and CENTER: PO Microfilm KIBC None cited corrections, sign -in sheets, meeting backup documentation for compliance with insurance program TOTAL: R 7 YRS SR 2.1 requirements. Amended by R1995 -01H EF -02 ASBESTOS ABATEMENT ONSITE: -1-� P Laserfiche XREF: ReGGrds arid photos related te remeval of asbestos from FlArAigh 9wRed 9WildRg6j RGludes reports to CENTER: P Microfilm KIBC None cited Federal government. Reis 1 year • after ^F^ e^` completed. Asbestos inspections, abatement, and TOTAL: P Binders on-site in SR 13.32 demolition reports including those for school facilities. Includes AHERA reports. Engineering/Facilities offices Amended by R1995 -01H EF -03 ROADS, and TRAILS, AND PARKS ONSITE: T 10 YRS XREF: Recommendations, petitions, action taken, repairs, complaints, construction as-buills, on Borough roads CENTER: R KIBC 3.30; 3.65 not within service areas, trails, and parks. etc. TOTAL: R 10 YRS SR None Cited Amended by R1995 -01H EF -04 nni rnrc QNRITF WD XR€ CFNTTFR R KIBG 15.35 TOTAI R KR�3.7 Repealed by R1995 -01H EF -05 SERVICE DISTRICTS AREA FILES ONSITE: MIB 2 YRS Electronic XREF: CENTER: NO 3YRS KIBC 4.10; 4.15 Recommendations, petitions, action taken, repairs, complaints, construction as-builts, on Borough roads TOTAL: WD 5 YRS SR 2.1 within service areas. Includes board correspondence and copies of service area road maintenance Borough Clerk's office retains working documents. Service Areas include Bay View Road Service Area, Fire Protection Area No. 1, original minutes and contracts. Monashka Bay Road Service Area, Service Area No. 1, Womens Bay Road Service Area, and any other Cassette tapes converted to established service or protection areas. digital audio recordings SEE EF -24 Service Area Boards Meeting Packets and Audio Recordings SEE BC -67 Boards, Committees, and Commissions Minutes SEE BC -15 Contracts Amended by R1995 -01H EF -06 cl ICT8N PROJECT FILES ONSITE: 1 YR Laserfiche XREF: For construction and non -facility projects: includes specifications, contract selection (negotiation), plans, CENTER: P Microfilm KIBC 3.30; 3.65 bids, evaluations, performance and payment bonds, certificates of insurance, correspondence, change TOTAL: P SR 13.2 orders, inspection reports, testing reports, permits, submittals, grant awards, bond project agreements, Project files are stared iR cost estimates, redacted certified payroll, Requests for Information, Requests for Proposals, Requests for arch ,es on-site 1 year after Bids, architect's supplemental information, design clarification/variation request, photos, schedules, project completion, invoices/pay requests, daily construction reports, construction change directives, contract register, After project completion, if a operation and maintenance (0&M) manuals, and warranties. facility project, move to Facilities SEE EF -20 Facilities Files Files. If non -facility project, keep Amended by R1995.01H erretention. Revised 08/19/2014JK FINAL Page 1 EXHIBIT B N 1N, ITIES - 5EF. GFACILITIES;- - SERIES w��,'DESCRIIRTIOW,-,,- :,RETENTION. �2,�TORIVIAVIIREMARKS'�`, EF -07 ENGINIFFIRING DRAWINGS9NSF7 IND ArGh teGfiunal drawi�gs; b uelfiFints and as by its ef Borough awned IpFopeg as, road and Ina s7ARd Ail t as GENTFIR P- fidil AGaIA dr2'.V1RgS, dHPkGatedV8F6 GRS are, included iA the GGAqtF11AfiGR PFojeGt f les TOTAI P Repealed by R1995 -01H EF -08 SOLID WASTE MANAGFMFNT DISPOSAL ONSITE: 21 YRS XREF: (;A1lRnfi0R and diSPGSal RRP946. Scale reports. CENTER: 5 4 YRS KIBC 825 Amended by R1995 -01H TOTAL: 7 5 YRS SIR 13.18113.19 EF -09 RECYCLING PROGRAMS ONSITE: 2 3 YRS XREF: Reports, activities, and feasibility studies. CENTER: 5 0 -Y4S KIBC None cited Amended by R1995 -01H TOTAL: 7- 3 YRS SIR 13.32 EF -10 HAZAR11OLIS AND TOXIC 1AAASTIF MANAGEMENT ONSITE: 2 YRS P Laserfiche XREF: AepGF4s, studies, and programs to ;Gnfirol hA7aFdA(4.q ;-(Aste. CENTER: P Microfilm KIBC 8.25.120 ASBESTOS WASTE DISPOSAL INFORMATION TOTAL: P SIR 13.32 Asbestos waste disposal records and manifests. Amended by R1995 -01H EF -11 LANDFILL MANAGEMENT ONSITE: Cl'RRFNT 6 YRS XREF: EPA and APUC regulations and monitoring reports, activities, and maintenance of landfill. Keep current CENTER: 0 P KIBC 8.25 regulations only, replace as superseded. Regulations are retained in the office. TOTAL: P SIR 13.19 Amended by R1995 -01H. EF -12 ARCHITECTU RALIENGIN EE RING REVIEW BOARD MEETING PACKETS AND AUDIO RECORDINGS ONSITE: IND 2 YRS Laserfiche XREF: Board G0FFeGPE)Rd8RGe, GGPieS Gf m nutes, and agendas, Agendas, meeting packets containing backup CENTER: 0 3 YRS Microfilm KIBC 2445 2.125 correspondence and reports related to business of the board, roll call sheets or attendance records, sign- TOTAL: WQ 5 YRS SR 2.1 in sheets, audio recordings, and copies of minutes, business of the board, GGHtraGts, and GoFnespeRdence Borough Clerk's office retains related to sepv be al st%ts. Includes board correspondence, original minutes. SEE BC -67 Boards, Committees, and Commissions Minutes Amended by R1995-0IH Cop es efARB minutaq aFe Alqn Faig ped EF -13 F BOARD OF APPFAI -S QNSIT& 2 YRS Appeal Gases and minutes. GFNTFR P Repealed by R1995 -01H TOTAL— P EF -14 VEHICLES, MUNICIPAL ONSITE: QNSITF Dispose of files after vehicles XREF: T ties, Ma ntepanGe and usage records. Vehicle records. CURRENT +2 YRS are sold or transferred. See KIBC 40,00 3.30 Amended by R1995 -01H CENTER: 0 State Retention regarding SR 1.9 TOTAL: 14D CURRENT +2 Claim Files for YRS accidenUlitigation. Revise'-"' 9/2014JK PIKI A 1. Pnnp 9 L—i 0 L --j Eli 0 EXHIBIT B 0 �J f" l Fp6 ����ENGINEERINGAND b'3`F-.+'iv 'f -Y 4 -. +.'V �wr, .. W ^Y"'Y Y i✓-�y ix" %L FACILITIES�EFs�� 5 W`" Yom? '�. $ �X �'J ^3� `II F �-' 4.a..,, n..a d..it7,c*Zox.:k�« '•e�. -�:E i, �..-4-✓...- a fi....«�4�...Fi..�4,,.".ted--...,..-.......,...,.. .. .»�. r t-�... -� M.�-e..... .,,-.---.,i � .u. �s.e SC.,..,.a� k««-. S.S nra�£J..ii`s-34. .'k.�,x,4.. &.m..K.a... >SERIES ;kDESCRIPTION•o,RETENTION 2. ? r _ . ;.nFORNIATa/,;REMARKS".' EF -15 nnnTi�rpn' G.,r,.,___ING FACILITIES o.�.ITIES nn.--r 9NS4T€ ;zKRS C€NT€R 0 Repealed bR1995-01H TnTAi 2 -YRS EF -16 OSHA REPORTS ONSITE: 5 YRS Laserfiche XREF: Contains only (i.e., 300, 301, 300A) summary accident reports as required by OSHA to be retained for CENTER: 0 Microfilm 29 CFR 1903.33 five years. Accident records are CONFIDENTIAL and shall be retained within EF -17. TOTAL: 5 YRS CONFIDENTIAL (ACCIDENT SEE EF -17 OSHA Plans and Records RECORDS) SEE PE -05 Personnel Files, Supplemental (Previously Personnel Jackets, Medical History) Added by R1995 -01H EF -17 OSHA PLANS, RECORDS, AND REPORTS ONSITE: 5 YRS Laserfiche XREF: Accident and incident reports and training records retain for total retention period. CENTER: 45 YRS Microfilm KIBC None Cited Accident Prevention Programs, training modules, and Right to Know retain ACTIVE until obsolete, or TOTAL: 50 YRS CONFIDENTIAL(ACCIDENT SR None Cited superseded. Any accident records containing employee information are considered CONFIDENTIAL RECORDS) and shall be transferred to the Human Resource Officer for inclusion in Personnel Medical History file. SEE PE -05 Personnel Files, Supplemental (Previously Personnel Jackets, Medical History) Added by R1995 -01H EF -18 UNDERGROUND STORAGE TANK RECORDS ONSITE: CURRENT XREF: Document registration and State Certification. Retain maintenance and repair history for the life of the CENTER: 6 YRS KIBC None Cited tank plus 6 years. Retain current registration and certification for 6 years. TOTAL: 6 YRS SR 13.20 Corrective action documents are permanently retained under EF -21 DEC Reports. Added by R1995 -01H EF -19 SOLID WASTE ADVISORY BOARD MEETING PACKETS AND AUDIO RECORDINGS ONSITE: 2 YRS Borough Clerk's office retains XREF: Agendas, meeting packets containing backup correspondence and reports related to business of the CENTER: 3 YRS original minutes. KIBC 2.145 board, roll call sheets or attendance records, sign -in sheets, audio recordings, and copies of minutes. TOTAL: 5 YRS SR 2.1 Includes board correspondence. Includes any ad-hoc subcommittees that may be established In association with the Solid Waste Advisory Board's duties. SEE BC -67 Boards, Committees, and Commissions Minutes Added by R1995 -01H EF -20 FACILITIES FILES ONSITE: P Laserfiche XREF: Documents, files, copies of contracts, drawings, and data relating to operation of facility, permits, CENTER: 0 Microfilm SR 13.13 utilities correspondence, bids, reports, proposals, accounting, etc. Retain for life of facility. TOTAL: P Borough Clerk's office retains SEE BC -15 Contracts original contracts. Added by R1995 -01H EF -21 DEC REPORTS ONSITE: 1 YR Laserfiche XREF: Communications, Notice of Violation (NOV), inspections and recommendations. May contain CENTER: P Microfilm SR 13.19 Underground Storage Tank corrective actions. TOTAL: P Reports related to Project Files SEE EF -06 Project Files are kept with the project file. Added by R1995 -01H EF -22 INDUSTRIAL HYGIENE MONITORING ONSITE: 1 YR Laserfiche XREF: All industrial hygiene monitoring documents pertaining to personnel exposure including monitoring for CENTER: P Microfilm 29CFR1910 air contaminants; chemical, biological, physical, and ergonomic hazards. TOTAL: P SR 13.19 Added by R1995-01 H Revised 08/19/2014JK FINAL Page 3 EXHIBIT B `ENGINEERING:AND FACILITIES - EF 3SERIES L_'DESCRIRTION ' :. i RETENTION", ,', F,,ORMATJREMARKSy," r , . ." _, „"_.; :.' . EF -23 UNADOPTED PROJECT FILES ONSITE: 10 YRS Laserfiche XREF: Recommendations, petitions, action taken, repairs, complaints, construction as-builts, etc., for projects CENTER: 0 Microfilm KIBC 3.30; 3.65 prior to official adoption. Un -adopted projects with no action retain on-site 10 years. TOTAL: 10 YRS SR None Cited Adopted project becomes EF -06. SEE EF -06 Project Files Added by R1995-OIH EF -24 SERVICE AREA BOARDS MEETING PACKETS AND AUDIO RECORDINGS ONSITE: 2 YRS Borough Clerk's office retains XREF: Agendas, meeting packets containing backup correspondence and reports related to service areas CENTER: 3 YRS original minutes. KIBC 4.10; 4.15 and business of the board, roll call sheets or attendance records, sign -in sheets, public hearing TOTAL: 5 YRS WBSA files are maintained at SR 2.1 documentation, audio recordings, and copies of minutes. Includes board correspondence and copies Womens Bay Fire Hall, of service area road maintenance contracts. Service Areas include Bay View Road Service Area, Fire Protection Area No. 1, Monashka Bay Road Service Area, Service Area No. 1, Womens Bay Road Service Area, and any other established service or protection areas. SEE EF -05 Service Areas Files SEE BC -67 Boards, Committees, and Commissions Minutes SEE BC -15 Contracts SEE BF -11 Womens Bay Service Area Board Added by R1995 -01H APPROVALSxIndtal -°,Date"' Dept: Records Coordinator` ';Deb,ktmentHead `" r ; �F i<Rkords?Manager k Manager' h !+'Attorney � " v iii 4 t`F rya ZI ),`Revise-i9/2O14JK F� t "F 1 _1 0 M f !—J 0 EXHIBIT C " ,.`-a.`£ s'+'"2'� 4r;��,,•� ��,� # r-�:`�„3 =4°� COMMUNITYDEUELOPMENT r�w"�*�` s -.s,�` u �°'•.t ,4"3' xx +..oY'rv.y.�-�� �v''*�i.{ '�m*'a 4.+ "`��2��- SCD `�yy` A�fF y � � 5' h !"Ne � ixx. 3� �Fl � 3 tw yv .-.Sm �2.— �.n,ar..r i+... .f � •�yk. -r� N �. �P- .-r-�..Ni i ryY SERIES 'DESCRIPTION ` •' 4 ,. `RETENTION, ° FORMAT"LREMARI 1 ADMINISTRATIVE—SUBJE-GT-F4-E-S ONSITE: IND 3 YRS Electronic F: COMMUNITY DEVELOPMENT- GENERAL CORRESPONDENCE CENTER: 0 242 2.80 rXR Correspondence files related to departmental administration of a routine nature: Budget TOTAL: IND 3 YRS .1; t.2 work files, inter -department memos and'^^ onsto Ti"^s-15 18,ad m'^ stra' e d^ ^' ^'^^'^. Subject to annual administrative review and purge. Amendedb R1995 -01H 2 AREA WIDE PROJECT FILES ONSITE: 1NDACTIVE +2YRS Electronic XREF: Project permit files related in Kod k-Elei3tFiGal A^^,.,: at an, T^ ^ m Siren or^ ^^ et& CENTER: 013 YRS KIBC 47.67 None heard ' by the Parr ^^ ^^ '^ nng Comm ss on to projects or matters not related to TOTAL: [NO 15 YRS cited property records. Subject to annual administrative review for completion and historical SR None cited value for transfer to the Records Center or to CD -12 Library. Amended by R1995 -01H CD -03 ARCA ❑.4DE i PERMIT Fit FS ONSITE IND Project peFmt fles Felated tO l EG h2e ti, the l @^d Zonis PEWTER 0 Gam Sal tea An Al Adm Ristmtvp, Fevew and ^ r..^ TQTAI= IND Repealed bR1995-01H CD -04 MINUTES AND AUDIO rnccETT .TAorc RECORDINGS OF COMMITTEE ONSITE: 2 5 YRS Original signed minutes are XREF: MEETINGS CENTER: 0 retained by the Borough KIBC None cited Tapes Gf Planning and Zoning Comm SS GR and outer Gent Rental shelf advisory TOTAL: 2 5 YRS Clerk's office. SR 12.1 Meeting minutes and audio recordings of committee meetings. SEE BC -67 Boards, Committees, and Commissions Minutes Amended by R1995 -01H CD -05 CHRONOLOGICAL READING FILES: DUl CORD� OF CD 01 Repealed bR1995-01 CD -06 COASTAL ZONE MANAGEMENT AND OUTER CONTINENTAL SHELF ONSITE: lND ACTIVE + 2 YRS Historical XREF: Coastal Zone Management and Outer Continental Shelf files correspondence related to CENTER: 6 `FRS 3 YRS This record series is KIBC 44-.02 None coastal management and outer continental shelf issues. Grant and legislative backup TOTAL: 7 YRS A + 5 YRS currently inactive. Cited files. Retention period starts after SR 12.7 Amended by R1995 -01H project completed. CD -07 ONSIT€ tND rEnl R TBTAI R Repealed bR1995-01H CD -08 COMooIFH[Fi „urnlcnrrPLANS ONSITE: IND ACTIVE Laserfiche XREF: General land use and development plans for cities or areas in the Kodiak Island CENTER: P Upon completion transfer KIBC 17.02-17.10 Borough including work papers, surveys, studies, and reports. MICROFILM f nal plan TOTAL: P plan to Records Center for SR 13.1 permanent retention. Amended by R1995 -01H CD -09 DOG I IGENSIES n SCONTI I IEn 1993 Revised 08/19/2014 JK FINAL Page 1 EXHIBIT C C0MMUNIT "DEUELOPMEN.r CDg t'rSERIES' �DESCRIPTI RETENTION MAPTREMARKS=°� CD -10 PLANNING AND ZONING COMMISSION AGENDA PACKETS ONSITE: 2 YRS Electronic XREF: Agendas, public hearing records, and items presented to the commission for action. CENTER: 13 YRS Laserfiche KIBC 2410 2.105 Amended by R1995-01 H TOTAL: 15 YRS SR 12.1 CD -11 II INK °C"� �:OVAA' Fit FS TITLES 6, 8, 10, AND 15 ADMINISTRATION ONSITE: 2 YRS Electronic XREF: Correspondence, reports, phetes, ownership files related to animal control issues, CENTER: 34 YRS KIBC 10.10 nemoval to metal dwpHp ^` large pieGes G junk removal, including vehicles, solid waste TOTAL: 7 6 YRS and litter control, and building official administration. Amended by R1995 -01H CO -12 LIBRARY ONSITE: 4D ACTIVE Subjest-teaaaual XREF: Studies and surveys generated by Kodiak Island Borough and other jurisdictions. a444 CENTER: 0 w''.minig«.:m P rP e;. and KIBC 47-02 None Ked alk Is4nd4Bereugh-re vebping are asan Alaska TOTAL: INA ACTIVE purge- Review for historical cited (Functions as reference library.) Includes administrative decisions/determinations not value. Retain ACTIVE until SR 1.4 related to property files. obsolete, superseded, or Amended by R1995-01 H administrative need is met. CD -13 MAPS ONSITE: IND Electronic Project maps, such as outer continental shelf projects, area (village) maps; U.S. CENTER: P Microfilm Geodetic survey maps, historical maps. Subject to annual administrative review and TOTAL: P Paper purge. Historical Amended by R1995 -01H CD -14 ZONING MAPS ONSITE: IND Electronic Adapted zoning maps, land classification files. HGsterieal. CENTER: P Microfilm SEE CD -17 Property Files TOTAL: P Paper Amended by R1995-01 H Historical Retain CURRENT or until superseded. Once superseded transfer previous version to records center. CD -15 nonmmnrr nncinnic DUPLICATE OF ❑G 19 Amended/Repealed by R1995-01 CD -16 PLANNING AND ZONING COMMISSION MINUTES AND RESOLUTIONS ONSITE: P Retain originals on site. XREF: OF g Ral S gAP' MIR I'Fi^ and Resolutions of the Planning and Zoning Commission. CENTER: 0 SR 12.1 TOTAL: P Amended by R1995 -01H Revised 08/19/2014 JK FINAL Page 2 0 F-1 0 EXHIBIT C C.OM.MUNITY D`EVEL`OPMENT - CD; SERIES DESCRIPTION RETENTION FORMAT/REMARKS CD -17 PROPERTY FILES ONSITE: P 3 YRS Laserfiche XREF: All real property within the jurisdiction of the Kodiak Island Borough, sorted by legal CENTER: 8 P Microfilm KIBC 1744 description. Case files that includes history of zoning, exceptions, nonconformities, TOTAL: P Vital Record SR 16.1 variances, waivers, violations, complaints, conditional use permits, temporary use permits, zoning compliance permits, enforcement files, copies of adopted plats, etc. Scan-tor-perfr+aneni-reserc�M16ROF4L�v1-and-fale-with-items-thaFare unfilmabl� Amended by R1995-OIH CD -18 PLATS ONSITE_ WD XR€F:mbers—sc-Copes-a . KIBC 16.50 r nc_ronruc_ (N pern nrna nnnis, n;,r I es property of the State_ lite. _. ____.__ _r _� . CENTER; 0 ;:PTW : �S Goal.ig.. nmandedlRepealed by R1995 MC SEE CD -17 Property Files Repealed by R1995-OIH CD -19 ri REPORTS fMIRITF iD VPC:GeRSYSCENTER; P KIBc-2.32 Repealed by R1995 -01H TOi P CD -20 PLATTING A ,TIVATlcc ONSJF P XREF: oar platin, aGtyte (s ha vaGafiORS, ,.plat,. easement ,nates r[n�Tco: 0 KIHC 10;19 TO TAI P SR -13 8 SEE CD -17 Property Files Repealed by R1995 -01H CD -21 SITE MAPS OF BOROUGH PARKS ONSITE: CURRENT Retain CURRENT or until Site maps of parks showing topographic features, drainage, structures, and equipment. CENTER: P superseded. As -built drawings for structures. Copies of previous site maps are retained within TOTAL: P property files. SEE CD -17 Property Files Amended by R1995 -01H CD -22 RFC 1FA.TIQNTIQNAl Rnonncu PARKS PROJECT IF rS CNSITF NQ nl d �ord;TofIandscapmg work, truec.rrl. etc. rete. requests ferrdvm9i; pl�m'r.Rs' (;ENTER- 8 damage � ....n nn ..... nn 'nn innOrn. and andalip aniti., "v .alta ..I nteer rds Re TAT W ;; No and purge annually. Repealed bR1995-01H CD -23 PARKS AND RECREATION COMMITTEE AGENDA PACKETS ONSITE: 2 YRS Electronic XREF: Agenda packets, rosters and correspondence relating to Borough parks recreational CENTER: 13 YRS Laserfiche KIBC 2-.3 2.120 activities. This includes advisory boards. TOTAL: 15 YRS Original signed minutes are SR 2.1 SEE SC -67 Boards, Committees, and Commissions Minutes retained by the Borough Amended by R1995-01 H Clerk's office. Revised 08/19/2014 JK FINAL Page 3 0 EXHIBIT C U COMM r° � Y x Al P � � 4. x LAITY �DE1/�E ORM'�ENT CD �, �. SERIES-''.' N- DESCRIPTION-`,- -" :' ".' ^-RETENTIONS1,-FORMA7.`IREMARKS CD -24 EMERGENCY MANAGEMENT ONSITE: ACTIVE + 2 YRS Electronic XREF: Correspondence and agenda packets relating to the Local Emergency Planning CENTER: P Laserfiche KIBC 2.110 Committee (LEPC), Emergency Services Council (ESC), Tsunami sirens, emergency TOTAL: P Vi4 Record SR 11.44 management, and emergency preparedness and planning, Added by R1995 -01H �APPROVALSc ,,+Initial. ..- Date: ' Qept� Records, Coordinator De*rnenfHdad , n'RecorderslMana Hx>.. 9. Attorney Revised 0 811 912 01 4 JK FINAL Page 4 o 0 EXHIBIT D -60k-IGH BC:,° N SERIES DESCRIPTION RETENTION FORMAT/REMARKS BC -01 ADMINISTRATIVIF cryo irr�ni cS BOROUGH CLERK'S OFFICE — GENERAL ONSITE: 3 YRS XREF: CORRESPONDENCE CENTER: 0 KIBC None cited Assembly and clerk's office incoming and outgoing correspondence of a general nature. TOTAL: 3 YRS Amended by R1995-OIH BC -02 GENERAL APPEALS ONSITE: 2 YRS Retention period starts after XREF: Records related to appeals submitted to the Borough Assembly on issues other than land use CENTER: 8 YRS final decision is adopted. KIBC 15.45 concerns and permits, i.e., Building Code Board of Appeals to the Assembly. TOTAL: 10 YRS SR None Cited Amended by R1995-01 H BC -03 LAND USE APPEALS ONSITE: 1 MO Turn eve F Retention period XREF: Appeals from approvals, denials, or conditions of land use permits i.e, such as variances, use CENTER: 0 starts after findings of fact are KIBC 16.90, 17.225 permits, zoning issues, subdivisions, etc., i.e., Appeals to the Assembly/Board of Adjustment. TOTAL: 1 MO adopted. Transfer file to SR None Cited Amended by R1995 -01H Com/Dev. for permanent retention. feFnseperaten n their-Gles BC -04 mmN UTIFS OF THE BOROUGH ASSEMBLY MEETING MINUTES ONSITE: P Laserfiche XREF: Minutes Regular and special meeting minutes of rneetings held by the Assembly. CENTER: 0 Microfilm KIBC 2.30 SEE BC -67 Boards, Committees, and Commissions Minutes TOTAL: P Vital Record SR 2.1 Amended by R1995 -01H Historical originals are available in binders in Clerk's office/safe. OPTICAL DISC IMAGIF Slerks�iGe� BC -05 ASSEMBLY AGENDAS AND PACKETS PACKETS Laserfiche XREF: Ageadas, Regular meeting, packets, special meeting, packets and work session, and joint ONSITE: 2 YRS KIBC 230 2.30 work session packets containing backup correspondence and reports distributed to assembly CENTER: P 15 YRS SR CG -2.1; 2.2 members fqr- i ussion at assembly meetings. and Includes monthlyGaleadar5, agendas, roll TOTAL: P 15 YRS call sheets, sign -in sheets, public hearing documentation, and guidelines. etc are also included AGENDAS Microfilm Minutes Agendas are permanent l O4). ONSITE: 2 YRS Laserfiche SEE BC -25 Public Hearing Records CENTER: P Extract agenda from packet in SEE CLIU-Indexes folder for permanent tracking of Assembly actions TOTAL: P LF and retain permanently in Amended by R1995-01 H correct LF/Agendas folder. BC -06 ASSEMBLY MEETING AUDIO TAPS RECORDINGS ONSITE: 2YRS 5 YRS Electronic only XREF: Audio an&Fv dee tapes recordings of Assembly meetings. CENTER: 3 YRS 0 Video recordings were KIBC None Cited SEE BC -68 Boards, Committees, and Commissions Audio TOTAL: 5X&9 5 YRS discontinued in 2009/Audio SR GG -2.1 Amended by R1995 -01H tapes were discontinued 2/14/08; converted to digital audio recordings. Revised 08/19/2014 JK FINAL PAGE 1 EXHIBIT D BOROUGH CLERK - BC SERIES DESCRIPTION RETENTION FORMAT 1 REMARKS BC -07 AUDITS; SEE FI -16 Annual External Audits Amended/Deleted by R1995-01 BC -08 BOARD OF EQUALIZATION APPEALS ONSITE: 2vac 1 MO After one (1) month of XREF: , CENTER: 0 certification of BOE actions, KIBC 320.059 give f!eS tG @SGeS6 F 9 (n•n 97) for ^..^.^^^t Fel•em« TOTAL, R 1 MO transfer files to Assessing for 3.35.050 Board of Equalization appeal packets, dockets, and other appeal hearing materials. permanent retention. SR None Cited SEE BC -67 Boards, Committees, and Commissions Minutes Amended by R1995 -01H BC -09 ROR011GH BOARDS, COMMITTEES, AND COMMISSIONS ROSTERS ONSITE: 2 YRS Electronic XREF: CENTER: OF Laserfiche KIBC 2-392.100 Srr or nye TOTAL: 2 -YRS P Historical SFE separate iGtAgSfGFM'RUt86,f'nd'Rgs, and board . Scan into LF at the end of Rosters of boards, committees, and commissions (including Ad -Hoc) members' contact every fiscal year for permanent information, updated per appointment, and kept in the black binders in Assistant Clerk's record. office. SEE BC -69 Boards, Committees, and Commissions mended by R1995 -01H BC -10 BOROUGH BUDGETS; SEE FI -17 Annual Budget Amended/Deleted by R1995-01 BC -11 CONFLICT OF INTEREST STATEMENTS; SEE FI FCTI SFRIoirc EL -08 Financial Disclosure Statements Amended/Deleted by R1995 -01F BC -12 TO BC -14 CONTRACTS; COMBINED; SEE BC -15 Contracts Amended/Deleted by R1995-01 BC -15 CONTRACTS GEN/SIM Laserfiche XREF: Contracts, agreements, and leases between KIB and vendor. Contract file includes change ONSITE: 2 YRS Vital record KIBC 316 3.30 orders and insurance certificates as required by agreement. General (GEN), Service, and/or CENTER: P 10 YRS Retention begins after contract SR 5.2 Maintenance (S/M) contracts are kept for 10 years after completion of the project or contract. TOTAL: P 12 YRS end completion date. S€€ THII-SE—ALSO Borough Clerk's office retains P66 111, PGG 92, Capital Project (CP) or Facilities (FAC) contracts are kept permanently to cover any CP/FAC original or copies of signed FRIM 02 applicable warranties that are associated with the contract. ONSITE: 2 YRS contracts. CENTER: P ^grecmcn� p^o >�oecr.cm.vu-m^ vvrmvo� ,ti nd ms of ' 6a„'" ter ^tee : rn. �� a ....� nnironr,�.�.�,^ -�,.n TOTAL: P , and rle. grand-leases —M:S QPW� SEE CL1U-Indexes folder for permanent tracking of Assembly actions Amended by R1995 -01H BC -16 CANVASS BOARD CERTIFICATIONS; SEE E1 KT n� ON SEOIFSS EL -03 Certificates of Election Returns Amended/Deleted by R1995 -01F L=!d 08/19/20140,, ---1( PF(_ i 0 EXHIBIT D BOROUGWCLERK BCS---- �r, SERIES DESCRIPTION RETENTION FORMAT/REMARKS BC -17 ELECTION ADMINISTRATIONS; SEE FIF(;TiON SFRIFe EL -13 Election Official's Records Amended/Deletedb R1995 -01F BC -18 NOMINATING PETITIONS; SEE O1 cr-nn^i SFRIFR EL -07 Declarations of Candidacy Amended/Deleted by R1995-OIF BC -19 ORDINANCES ONSITE: P Laserfiche XREF: Ordinances adopted/failed by the Borough Assembly. CENTER: 0 Microfilm KIBC 216.469 SEE ClIU-Indexes folder for permanent tracking of Assembly actions TOTAL: P Vital Record 2.25.160 Amended by R1995-OIH Historical SR 66-2.5 Originals in binders in Clerk's office/safe. BC -20 RESOLUTIONS ONSITE: P Laserfiche XREF: Resolutions adopted/failed by the Borough Assembly. CENTER: 0 Microfilm KIBC 2,16.189 SEE ClIU-Indexes folder for permanent tracking of Assembly actions TOTAL: P Vital Record 2.25.180 Amended by R1995-01 H Historical SR 66-2.5 Originals in binders in Clerk's office/safe. BC -21 OATHS OF OFFICE AND APPOINTMENTS ONSITE: 4 2 YRS Laserfiche XREF: Oaths of office of both elected and appointed municipal officials. Historical—value;retain CENTER: P Microfilm KIBC 2.1&959 originals. File TOTAL: P Historical 2.20.030, 2.25.030, acted Off Gals; and a ft Fm.,t en aGkR,.,.,,., geFRePt ..,,r,,.eS of appentment,and 2.45.050 SR 2.6 order establ s ing the 194 g ..Fne;eHt entity. AS 29.20.600 MIGRORLM Amended by R1995 -01H BC -22 BOROUGH CODE OF ORDINANCES ONSITE: P 2 YRS Laserfiche XREF: Code, replaced pages, and changes, supplements. and d str but on list. CENTER: 9 P Microfilm KIBC 1-.02; 1.01 Amended by R1995 -01H TOTAL: P Vital Record SR GG -2.5 M16ROFfLM Historical AS 29.20.380 BC -23 BALLOTS; SEE F1 F2T ," SFRIF EL -01 Voted Ballots Amended/Deleted by R1995 -01F BC -24 PUBLICATIONS ONSITE: 21 YR Electronic XREF: Newspaper m des, Publications Of Reuse of meetings, public hearings, and Assembly CENTER: P Laserfiche KIBC 2.30.030 business advertised in the "Borough News Page' or other special advertisements in the local TOTAL: P Historical SR G9-1.6 newspaper. May contain copies of affidavits of publications. a is iR the fGF u,e ife af the MICROFILM and destFey Fet�a,�n eF Gentp, media-. SEE EL -16 Municipal Election Publications Amended by R1995 -01H Revised 08/19/2014 JK FINAL PAGE 3 EXHIBIT D BOROUGH CLERK - BC r SERIES DESCRIPTION RETENTION FORMAT/REMARKS BC -25 PUBLIC HEARING RECORDS GENERAL Backup documentation shall XREF: Public hearing notices and responses regarding rezones and appeals and other general ONSITE: 2 YRS remain part of the agenda KIBC 16.90 matters. 9thai, General public hearing records should shall ;emain be retained by the Clerk's CENTER: 8 YRS packets. SR CG- 2.2 office. TOTAL: 15 YRS SEE BC -05 Assembly Agendas and Packets REZONES/ One (1) month after completion SEE CD -17 Property Files APPEALS of assembly action, transfer file Amended by R1995 -01H ONSITE: 1 MO to Community Development CENTER: 0 areplased n COMB€V for TOTAL: 1 MO permanent retention. BC -26 LEGAL OPINIONS ONSITE: P Computer index: XREF: Official interpretations regarding questions of legal rights or liabilities affecting operating CENTER: 0 Clerklindexllegal opinions KIBC2-.242.65 departments. TOTAL: P Laserfiche SR LEG -110.1 Copies in binders in Clerk's office. PROPRIETARY INFORMATION BC -27 ELECTION BOUNDARY; SEE E' FGT n^eco ce EL -14 Voting Descriptions, Maps, and Street Books Amended/Deleted by R1995 -01F BC -28 ELECTION RECORDS; SEE €1 FCTION SERIES EL -01 through EL -16 Amended/Deleted by R1995 -01F BC -29 ABENSENTEE VOTING; SEE E1 PCTION SFoiFS EL -01 through EL -16 Amended/Deleted by R1995-OIF BC -30 ; SEE BC -69 Boards, Committees, and OW94F 2 kRS P. retained XR€F- Commissions O R by 99miDev CI) 1 KIBC_2.1 Oepies-fR respopdence. T^TAI P SR -G6-1 Repealed bR1995-01H BC -31 E""ERCENCY SERVICES WlIll SEE BC -69 Boards, Committees, and ONSITE+ PYRS Xl Commissions CrNTFR 0 KIBG-2-3 Copies-ef-E ns l- members-Gofrespendense. TOTAL 0 SR - CC; I Repealed bR1995-01H BC -32 KODIAK FCONOMIG DEVFLOPMFNT COMMIS SEE BC -69 Boards, Committees, ONSITE 2 YRS XRRFF- and Commissions GFINTFR R KIBG 2.4 TBTAI= P SR GG I Repealed bR1995-01H BC -33 PARIS AND RECREATION COMMITTEE. SEE BC -69 Boards, Committees, and ONSITE: 2YRS XREF: Commissions CPNTFR: R l 2 492 A4n9 DPD in V ! A' d itt a I+_._ GAFFeen..A. eAGe TOTAL: R SR -CG -1 Repealed bR1995-01H 1d 08/19/2014 1 PA U EXHIBIT D 0 BOROUGH-CLEsRK BC SERIES DESCRIPTION RETENTION FORMAT/REMARKS BC -34 A.RCFh�oHTFor.oFCTnIRAI IFNGIAIrFRIAIG RFWPAf BOARD; SEE BC -69 Boards, Committees, ONSIT€ 2 -YRS XREF: and Commissions CFA�TER R KIR6 2 45 SBT41 R SR -6G 3 Repealed bR1995-01H BC -35 AIRPORT ADWSORV GOMMITTrr QNS4E, OPRS CENTER R Repealed bOrd. 2006-04 TOTAL- R BC -36 ; SEE BC -69 Boards, Committees, and Commissions ONSITE 2 kRS toast ve Beard YRrF. SA #2 .n notes, boundary maps, fiRdings, and board m ,..I..\... ,. on.I..RGe. 9FNTFR= R KIBG430 SRCG4 Repealed by R1995 -01H TOTAL- R BC -37 VIOMENS Pnv CERVIIGF AGFA BOARD. SEE BC -69 Boards, Committees, and ANRITP 2 -YRS XR€F= Commissions GE#T€FR R KIBC 4 5 TQTA1 R SR GG 3 Repealed bR1995-01H BC-38nennlAcuvn ,�o,.,Q Av Rnnn SERVICE AREA BOARD; SEE BC -69 Boards, Committees, and ONSITE: P YRS XR€R Commissions 6FnI�FR: R KIBG460 TOTAL R SR -CG -4 Repealed bR1995-01H BC -39 SEP\ ICE ARCA NO I ROARn, SEE BC -69 Boards, Committees, and Commissions (NSIT€ 2)(RS XREF: 6€NTER R KIBC-4:70 SI 1 Repealed by R1995 -01H TOTAL- R BC -40 FIRE RROTECTIGAI AREA NO 1 BOARD, SEE BC -69 Boards, Committees, and ONSIT€ 2 -YRS XR€P- Commissions GE -NTE -R- P KI9G-440 FP--#1-minutes, boundary mps fndngs and-board-membersserresp©ndence TOTAL- R SIR(;G1 Repealed bR1995-01H BC -41 RAY Vlnm ROAD SERINGF AREA ❑OARD; SEE BC -69 Boards, Committees, and ONSI-T€ 2 -YRS XR€E Commissions CENTER- R KIRC 419 ❑\minutes, bouRdarymaps, f'Rd ngs, and board m . I,er, ee, espendeRee, TOTAL- R SRGG3 Repealed bR1995-01H BC -42 WOO LAND AC FS STREET LIGHT SERVICE AREA ❑n ; SEE BC -69 Boards, ONSIT-E: 2 -YRS XR€E Committees, and Commissions UISITEP R KIRG 41A0 TOTAL- R SR GG I Repealed bR1995-01H BC -43 LICENSES, LIQUOR ONSITE: 3 2 YRS Electronic XREF: Liquor license applications and back-up information. CENTER: 04 YRS KIBC 5.01 O.y, nam Dent of ReV19Rwe and (Dent of CnmmeFGe and EGnRnm G De elnpmnn. TOTAL: 3 6 YRS SRL-16-314.1 Amended by R1995 -01H Revised 08/19/2014 JK FINAL PAGE 5 EXHIBIT D BOROUGH CLERK - BC SERIES DESCRIPTION RETENTION FORMAT I REMARKS BC -44 PROVIDIFAIGP KODIAK ici n n c91RVIUAR&A. COMMUNITY WARD 7ZFT OARS PKISA99 en and board rneRlbeF$ Genresponden6a. 6€NTE� P n,. ,.rd. Scan f,.r permanent r NIICROPI6 TWTAI :: P Repealed by R1995 -01H BC45 ^nice e Zoe PKICAG .,... see f Rdngs, and beard memlbe�s GeFFespendeRGe. CENTER: P MtCROP" A TOT,41 P Repealed by R1995 -01H BC -46 PLAT/STATE RECORDER INFORMATION LOG ONSITE: P Electronic Only XREF: Plat log details, property owner, plat location, date filed, and plat no. assigned by State CENTER: 0 Cemputeundex; KIBC 16.50 Recorder's office. Also includes miscellaneous documentation recorded by the State. TOTAL: P QeFkkindeAplats. SR EBW t 13.1 SEE CLW -Indexes folder for permanent tracking of Assembly actions. Scan annual log into LF at the Amended by R1995 -01H end of every fiscal year for permanent record. Dispose back-up documentation after one 1 year. BC -47 NOTARY I QG QNSIT€ P OF g nal to the employees fe� YRFF Nota , lee dela ling d8RtfiGatien date, and dem rn V FlOtaF�8d. G€NTER 0 her K166 Nene cited Repealed by R1995 -01H TOTAL- P BC -48 VOTER REGISTRY; SEE E' rrT nom;SER rc EL -04 Election Registers and Tally Books Amended/Deleted by R1995 -01F BC49 PRECINCT STATISTICS; SEE ri FCT QN SF ,1i cro re EL -03 Certificate of Election Returns Amended/Deleted by R1995 -01F BC -50 RECOUNTSICONTESTED MUNICIPAL ELECTIONS; SEE ri rrnn� r�RFRIcroirc EL -10 Recount Petitions Amended/Deleted by R1995 -01F BC -51 LICENSES, GAMES ONSITE: 3 2 YRS XREF: Games of Chance and Skill permit applications. CENTER: 04 YRS KIBC 590 None TOTAL: 3 6 YRS cited SIR NC -414.1 BC -52 ELECTION PAMPHLET; SEE ELECTION a� ARES EL -16 Election Pamphlet and Publications Amended/Deleted by R1995 -CIF BC -53 RrocONNrn ADVISORY nnnon. SEE BC -69 Boards, Committees, and Commissions ONSITE 2 YRS K1RG 2--.212 SR -CG 1 Repealed by R1995-01 H TBTAI P d 08/19/20140 i 0 PI"'L] EXHIBIT D BOROUGH -CLERK -RC SERIES DESCRIPTION RETENTION FORMAT/REMARKS BC -62 ROADS and TRAILS Ron IErT nI rc QnICITE. QUR{ZIZIS}T GENT€Ri 9 TnTAi CURRENT Re ealed by R1995 -01H BC -63 GFNFRAI rnoorconnlncnlrr Rnnnn¢ nlArlIRF corrini rnoorconnlDEnlrr ; ONSIT€ 2 YRS BC -01 Borough Clerk's Office - General Correspondence rEn�TCR 0 $BTA 3XRS department heads, and hoa4g and A- A -min qqien le may have aFGhival value And qhAild b Fey ewed. Repealed bR1995-01H BC -64 AIRPORT CIRC PROTECTION SERVICE AREA RnARD. SEE BC -69 Boards, ONSITE 2YRS laastve@eard XREF Committees, and Commissions CEng ITER R KIRRC A,12 TnTAI : R SR -GG 1 Repealed bR1995-01H BC -65 nmcannl I AVE nnrr_n Tr SERVICE AREA ROARn, SEE BC -69 Boards, Committees, QNSITP 2--Y-Rs XREP and Commissions GENT€Ri R KIRGG-4.13 TBTAI R SRGG-1 I Repealed bR1995-01H BG -66 TRINITY ICI An PC STREETI IrRT SERVICE AREA ❑nnon. SEE BC -69 Boards, ONSITE 2y laae11 ve-6_1d XREP. Committees, and Commissions S€NT€R R KIBIQ 4.149; TOTAL R SR CG 4 Repealed bR1995-01H BC -67 BOARDS, COMMITTEES, AND COMMISSIONS MINUTES (Including AD-HOC) ONSITE: 2 YRS Lasediche XREF: Regular and special meeting minutes held by boards, commissions, and committees of the CENTER: P KIBC 2.100; 4.15 Borough. Includes all service area boards. TOTAL: P SR 2.1 SEE BC -04 Borough Assembly Meeting Minutes SEE BC -68 Boards, Committees, and Commissions Audio SEE BC -69 Boards, Committees, and Commissions Added by R1995 -01H BC -68 BOARDS, COMMITTEES, AND COMMISSIONS AUDIO (Including AD-HOC) ONSITE: 5 YRS Boards, etc. specifically staffed XREF: Audio recordings of regular and special meetings held by boards, commissions, and CENTER: 0 by other Borough departments KIBC 2.100; 4.15 committees of the Borough. TOTAL: 5 YRS will retain audio according to SR 2.1 SEE BC -69 Boards, Committees, and Commissions specified retention schedules. SEE ALSO CD -04, EF -12, EF -19, EF -24, and PE -03 Added by R1995 -01H 0 d 08/19/2014Q PFi" D 0 ✓ EXHIBIT D BOROUGH CLERK - BC SERIES DESCRIPTION RETENTION FORMAT/REMARKS BC -54 DATA PROCESSING STEERING COMMITTEE Amended/Deleted by R1995 -01F BC -55 ALTERATION OF BOROUGH ONSITE: 2 YRS Laserfiche XREF: Boundaries/consolidation/annexation. Includes petitions, correspondence, affidavits of CENTER: P Historical KIBC (NONE ) 4.05 publication, copy of ordinance, and related public hearing back-up records. If annexation fails, TOTAL: P SR 66-19 2.9 retain five years. AS 29.6 Amended by R1995-01 H BC -56 PETITIONS ONSITE: 6 YRS XREF: For initiatives, referenda, and recall filed by private citizens or groups. requesting govern ng CENTER: 0 KIBC (NONE) None body not on. TOTAL: 6 YRS cited Amended by R1995-01 H SR 66 18 2.3 AS 29.6 BC -57 rnnrc nonininnirrc AND orcni Il NOT nDOl QNSITF. 10yps TBTAL in YRS Repealed bR1995-01H BC -58 INCORPORATION FILES ONSITE: P XREF: Documents incorporation file sets not found elsewhere on this schedule. (gettieas pubiis CENTER: 0 SR GGA 2.8 ;^^F ^^, atom May include information related to investigations, decisions, municipal logo, TOTAL: P AS 29.05 and official municipal seal. Amended by R1995 -01H BC -59 REAPPORTIONMENT AND REDISTRICTING RECORDS ONSITE: CURRENT XREF: May include municipal and school district reapportionment records, precinct boundaries, and CENTER: 0 KIBC (NONE-) district, municipal and State boundary reapportionment documentation. TOTAL: CURRENT None cited Retain until superseded. SR 66 12 2.10 Amended by R1995-01 H AS 29.60 BC -60 6€NSUSRECORDS QNSI;E 91 IRRVN F' set documents P ..t eR ,.gt Mat..q i dA Fes dent data a„ name, age, ,,nder, Marla' StaWS, Fes deRGe address, number Of children, anRUal AGE)Fne, GGGupatian, ate.) CENTER : 0 ;QTA1 6URR€NT Retain Until superseded; rate n backup data 40 years in the reGeFdS Genter. Repealed bR1995-01H BC -61 TRAVEL ACCOUNTING ANRIT-F 3 YRS Finance Department retains vino QFNTco❑o: 0 originals. Electronic copies of KIBC 2.1c 07n office staff TOTAL: 3 YRS travel documentation for 217400 SEE FI -48 Travel Accounting Mayor, Assembly, and Clerk's SR AF 02 Repealed by R1995-01 H Office staff will be retained in U -Travel folder. Revised 08/19/2014 JK FINAL PAGE 7 0 0 EXHIBIT D BOROUGH CLERK -.BC BC -69 BOARDS COMMITTEES, AND COMMISSIONS (Including AD-HOC) ONSITE: 2 YRS XREF: Board members applications, affirmations, acknowledgements, notices of appointments, CENTER: 3 YRS KIBC 2.100; 4.15 resignations, and correspondence. Includes all service area boards. TOTAL: 5 YRS SR 2.1 SEE BC -09 Boards, Committees, and Commissions Rosters SEE BC -67 Boards, Committees, and Commissions Minutes SEE BC -68 Boards, Committees, and Commissions Audio Added by R1995 -01H BC -70 BOROUGH NEWSLETTER ONSITE: 5 YRS Electronic XREF: A printed report published after regular or special meetings reporting on agenda items. CENTER, 0 Laserfiche KIBC: None cited SEE CLIU-Indexes folder for permanent tracking of Assembly actions, TOTAL: 5 YRS SR 2.1 Added by R1995-01 H BC -71 LOBBYIST ONSITE: 2 YRS Electronic XREF: Lobbyist employer activities, reports of activities to APOC. CENTER: 4 YRS KIBC: None cited File includes copies of contract, APOC quarterly reports, and status reports. TOTAL: 6 YRS SR None cited Added by R1995-01 H Revised 08/19/2014 JK FINAL PAGE 9 EXHIBIT E FLECTIONS - EL SERIES DESCRIPTION RETENTION FORMAT/REMARKS EL -01 VOTED BALLOTS ONSITE: 0 XREF: Completed, challenged, rejected, absentee, and special needs personal representative. CENTER: IMO KIBC 7.10 Includes spoiled ballots, and voted and partially used ballot stubs. May include all applications TOTAL: 1 MO SR EL -1 except ..paceeds personal representative. (See €6 04) Retain one month after election is certified. If election is contested, retain longer per AS 15.15.470. Amended by R1995 -01H EL -02 CERTIFICATES OF ELECTION ONSITE: 4 YRS XREF: Copies of election certificates presented to candidates upon verification of election. CENTER: 0 KIBC 7.40.020 TOTAL: 4 YRS SR EL -2 8.2 EL -03 CERTIFICATES OF ELECTION RETURNS (REGULAR AND SPECIAL) ONSITE: 1 YR XREF: Canvass Board certifications. Receipt from Optical Scan units that reflect individual machine CENTER: P KIBC 7.40.020 numbers, polling place designation; date of election; total votes registered by machine, TOTAL: P SR EW 8.3 candidate or referenda; and signatures of elections inspectors, judges, administrators, clerks, and volunteers. Certain certificates that are duplicated elsewhere or do not have archival value may be disposed after administrativelmana ement need is met. EL -04 ELECTION REGISTERS AND TALLY BOOKS ONSITE: _4 ­YRS XREF: Consists of the following registers: precinct, final voting, questioned voter, personal CENTER: 0 KIBC 7.30 representative, °^^^ aaeds vet ng, and absentee voter. (Retain--longfi'�s TOTAL: 4YRS SR EL -4 seni� AS 15.15.470 Amended by R1995-01 H EL -05 ELECTION CONTEST ONSITE: 1 YR Retain 1 year after election is XREF: Contested election data. CENTER: 0 certified. KIBC 7.40 TOTAL: 1 YR EL -06 DOJ PRECLEARANCE RECORDS ONSITE: P @lack While netebeek binder in XREF: Includes request and pre -clearance for election. CENTER: 0 Deputy Clerk's office. SR EL -6 TOTAL: P Laserfiche EL -07 DECLARATIONS OF CANDIDACY ONSITE: 4 YRS XREF: Declarations executed under oath, applications including name, mailing address, office CENTER: 0 KIBC 7.20 declared, residency length, etc. TOTAL: 4 YRS SR EL -7 Amended by R1995-01 H AS 15.25.030 EL -08 FINANCIAL DISCLOSURE STATEMENTS ONSITE: 6 YRS Electronic XREF: Maylndude APOC financial disclosure reports. CENTER: 0 KIBC 2.39,440 7,20 APOC: Alaska Public Offices Commission. TOTAL. 6 YRS SREL-8{158.8 Amendedb R1995 -01H Revised 08/19/2014 JK FINAL PAGE 1 C, C, Gl [ -i 0 0 0 0 EXHIBIT E 0 ELECTIONS - EL - DESCRIPTION RETENTION FORMATIREMARKS SPECIAL REQUEST AFFIDAVITS ONSITE: 4YRS r Qesumeats Voters requiring or requesting action or special accommodation during an CENTER: 0 ted election documentation. TOTAL: 4YRS Amended b R1995 -01H RECOUNT PETITIONS ONSITE: 4 YRS XREF Candidate requests for recount of individual machine or ballot tallies. Includes candidates' CENTER: 0 KIBC 7.40 reason for request. TOTAL: 4 YRS SR EL -10 EL -11 CANDIDATE LISTS ONSITE: 4 YRS XREF: Lists of candidates. Data includes name and address of candidate, order in which they will CENTER: 0 KIBC 7.20.030 appear on the ballot, office sought, and term of office. TOTAL: 4 YRS SR EL -11 EL -12 CANDIDATE WITHDRAWALS ONSITE: 4 YRS XREF: Ger fixate ef-withdrawal. Includes Candidate statement concerning reason for withdrawal. CENTER: 0 KIBC 7.20.030 Amended by R1995-01 H TOTAL: 4 YRS SR EL -12 EL -13 ELECTION OFFICIAL'S RECORDS ONSITE 4 YRS XREF: May consist of recruitment materials, interest letters, training notes, acceptance forms, oaths, CENTER: 0 KIBC 7.30.030 and mileage reimbursement requests, and election workers' payment requests, Includes TOTAL: 4 YRS SR EL -13 absentee voting official's documentation. Amended by R1995 -01H EL -14 VOTING DISTRICT DESCRIPTIONS, MAPS, AND STREET BOOKS ONSITE: 1 YR Laserfiche XREF: Descriptions of election precinct boundaries and maps indicating current voting district CENTER: P KIBC 7.30.030 boundaries and numbers. Street books consist of alphabetical lists of streets (and house TOTAL: P SR EL -14 numbers where street encompasses more than one district) providing senatorial and representative numbers. EL -15 CAMPAIGN DISCLOSURE ONSITE: 6 YRS XREF: Documentation where municipalities must report to APOC when money is spent on CENTER: 0 SR EL -15 information campaigns. TOTAL: 6 YRS Amended by R1995 -01H EL -16 ELECTION PAMPHLET AND PUBLICATIONS ONSITE: 4 YRS Laserfiche XREF: Municipal election pamphlet summarizing candidates and issues. Copies of news publications CENTER: P Historical KIBC 7.60 for municipal elections including copies of affidavits. .,.,a o„ t., ., ,. r,.. the cr.. s th,. IGR TOTAL: P M PIM lla'S the GeRto. Fned;a Amended by R1995 -01H. EL -17 ELECTION RESULTS—OFFICIAL ONSITE: P Laserfiche XREF: Resolutions with detailed election results. CENTER: 0 Historical KIBC 7.40.020 Added by R1995-01 H TOTAL: P Revised 08/19/2014 JK FINAL PAGE 2 PAGE 3