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1995-01H Amending 1995-01 Adopting a Revised Records Retention Schedule 1 Introduced by: Borough Assembly 2 Requested by: Borough Clerk 3 Drafted by: Records Administrator Introduced on: 09/18/2014 4 Adopted on: 09/18/2014 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 a 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Section 1: Exhibit "A" identifies extensive revisions to the Assessing-AO records series 34 through amended, added, and repealed sections. 35 36 Section 2: Exhibit "B" identifies extensive revisions to the Engineering and Facilities-EF 37 records series through amended, added, and repealed sections. 38 Q 39 Section 3: Exhibit "C" identifies extensive revisions to the Community Development-CD 40 records series through amended, added, and repealed sections. 41 42 Section 4: Exhibit "D" identifies extensive revisions to the Borough Clerk-BC records 43 series through amended, added, and repealed sections. 44 45 Section 5: Exhibit "E" identifies extensive revisions to the Elections-EL records series 46 through amended, added, and repealed sections. L 47 48 ® Kodiak Island Borough, Alaska Resolution No. 1995-01H Page 1 of 2 49 3 50 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 51 THIS EIGHTEENTH DAY OF SEPTEMBER, 2014 52 3 53 KODIAK ISLAND BOROUGH 54 55 , to S6 i i v1 57 ATTEST: rrrol Friend, Borough Mayor 58 > 59 � �.J 60 61 o a . Javier, MM', Borough Clerk I • L.J. 4 0 Kodiak Island Borough, Alaska Resolution No. 1995-01H Page 2 of 2 EXHIBIT A ASSESSING -AQ` ' SERIES a . : .. - . , 1,4 .. . • '':-h!DESCRIPTION ' ..,R e _;•.x ,. ETENTION," :7,'w'FORMAT_/iREMARKS A0-00 ASSESSING-GENERAL CORRESPONDENCE ONSITE: 3 YRS 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 A0-01 ASSESSMENT RECORDS-EDP REPORTS CERTIFIED ROLL ONSITE: 4 6 YRS PACS XREF: :•. . . t •- . . ee-• :- = - : ':• : •- . •• e . .. , CENTER: 6 YRS P Laserfiche KIBC 3.20,3.24 :e. .•: :. '•- •: , e•. : es-• Retain y ar end report. Annual assessment roll TOTAL: 7 YRS 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 A0-02 CERTIFIED ASSESSMENT ROLL ONSIT 5 S XREF: Mcessor's parcels sorted by property number, certification totals, sorted by tax code ar a. EDP Report CENTER: P 3:20:06 fikn-en-COMFICH& TOTAL: R Repealed by R1995-01H A0-03 CHANGE OF ADDRESS CARDS FORMS ONSITE: 3 YRS XREF: Change of address ears forms indicating property sales to new owners a change in where notices,bills,or CENTER: 0 KIBC 3.21.01 other correspondence regarding taxation is received. Tracks latest owner of r al property until new TOTAL: 3 YRS 3.35.070 . - - • - . -. Filed Aalpha by new-buyer's owner's last name. SR None Cited Amended by R1995-01H A0-04 DE-DS ONSI-TE P XREF: :--: .• •- :: :.:• - : ..: : ::-. _ . . .__ GENT ,�o: 0 3.20.020 :• , : : •. „_ „ _.. _ . TOTAL: P Repealed by R1995-01H A0-05 • ••• •e • • • ONSITE: 3-YRS XREF: Adjustment actions after assessment roll certification. CENTER: P 3 724-01 : : _ .:: . .. : . , .•: :. .. e .. :. .•..: TOTAL P MIGROF4L-M Repealed by R1995-01H 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 3.20.08 citizens,disabled veterans, and farm use exemptions. TOTAL: 2 6 YRS 3.35.080 Amended by R1995-01H SR 15.5 A0-07 BOARD OF EQUALIZATION ONSITE: 5 6 YRS Laserfiche XREF: Appeal, case presentation evidence, copy of minutes of hearings, certification of board of equalization CENTER: PO KIBC 3.20.05 actions. TOTAL: P 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 BC-68 Boards, Committees, and Commissions Audio recordings Amended by R1995-01H Revised 08/19/2014JK FINAL Page 1 EXHIBIT A ASSESSING - AO }; SERIES vy,r -_ ..,_ . °- :•DESCRIPTION„_ - '<RETENTION:', (• ,-':FORMATS/+REMARKS s-. 1 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: P 4 YRS GON€1DENT4AL KIBC 3.2403 attachments.MICROFILM TOTAL: P 6 YRS 3.40.030 Amended by R1995-011-I SR 15.7 AO-09 I READING-,C F E ONSITE: 3-YRS KIBC 3.31 Correspondence generated by staff, in office, filed in chronological order, including copies of assessment CENTER 0 natifees-sent TOTAL: 3-YRS SEE A0-00 Assessing—General Correspondence Repealed by R1995-01H AO-10 REAL PROPERTY RECORD CARDS ONSITE: 3NOP Laserfiche-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&20 any other pertinent property information. .related to transactions, photos. - .• - - - --• , TOTAL: P Vital Record 3.35.040 �.F m paperreco ds. 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 R1995-01H 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 R1995-01H TOTAL: 6YRS SR 15.2 APPROVAL'S Initiah 'Date .. ; a , ,0, Dept Records Coordinator y dDi;partmentfHead{'te t•A , z , x :-P: •I ,1-'w. v, �_ t ,,c; i" * ,7„ , % - , ',•,..t - ,-- .1...,. ::-.= ,' ,Records(Nlanager t a fir N , , :Manager '. n. H vnr � µ, �Aftoffice°. s 'fiak�-:��' », a r �`f�"x:i+','� T �t `air'` 4 ., a x _ r ve�` `e - �+' Revised 08/19/2014JK FINAL Page 2 1771 0 L_ _i c) L ; 0 -...rl 0 I 0 Q EXHIBIT B ssrc7- 6 ror ''"+, , , +g' �,, faa� y> »r. v^ ^t i j s r r 1a•,�z s .�sy' „fii,�vat �14 14 k NGINEERING AND FACILITIES EF< �� h.esfft'i.�?`ros....-at "SERIESA :trE ESCRIPTION ;:•RETENTIONI _ -; x;F.ORMAT�/hREMARKS`�• 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 R1995-01H TOTAL: 3 YRS EF-01 HEALTH AND SAFETY COMMITrrr ONSITE: 2 7 YRS Laserfiche XREF: Internal Borough safety meeting minutes notes, training records, inspections, safety violations and CENTER: 12 0 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: 4-'R P Laserfiche XREF: Records and photos related to removal of asbestos from :: :.:• . ••e :.':'•: ; '•. .:- -::• . CENTER: P Microfilm KIBC None cited Federal government-. Retire- 1 year after project complete:. 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-builts, 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 UTILITIES ONSITE: 144D XREF: : :• .:..•. : �n,TER: R KIBC 15.35 . - .•. :-. : TOTAL: R SR 13.7 Repealed by R1995-01H EF-05 SERVICE DISTRICTS AREA FILES ONSITE: 144D 2 YRS Electronic XREF: Copies of minutes, business of the board, contracts, and correspondence related to service districts. CENTER: NO 3 YRS KIBC 4.10;4.15 Recommendations, petitions, action taken, repairs, complaints, construction as-builts, on Borough roads TOTAL: its D 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 R1995-01 H EF-06 CONSTRUCTION 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 stored in cost estimates, redacted certified payroll, Requests for Information, Requests for Proposals, Requests for archives 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 R1995.01 H per retention. Revised 08/19/2014JK FINAL Page 1 EXHIBIT B ' : RETENTI()@� ��, OFORyN/VTilfiRFW1ARKSv=, [F-07 AN8AE4 IND TOTAL: P Repealed byR1S05-41U EF-08 SOLID WASTE NV\NAAE-M[NTDISPOSAL ONSITE: 21YRS XREF: ,e ^, "^ t, . '"e• Scale reports. CENTER: 5 4 YRS K|8C825 Amended hyR198541H TOTAL: ;5 YRS SR 13.18/13.19 EF-09 RECYCLING PROGRAMS ONSITE: 2 3 YRS XREF: Reports,activities,and feasibility studies. CENTER: 50Y-A2 KIBC None cited Amended hyR1995'01H TOTAL: ;3 YRS SR 13.32 EF10 HAI' "Pe. '` o e , ' ' ONSITE: 2YRSP Laserfiche XREF: '^''^ . �"�` � ,^� � �^ ,~ ~ �� , � �� , ^� CENTERP Microfilm N8C825]Z0 ASBESTOS NV\ST[DISPOSAL INFORMATION TOTAL: P SR 13.32 Asbestos waste disposal records and manifests. Amended byR1895{)1U EF41 LANDFILL MANAGEMENT ONSITE: CURRENT 8YRS 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 SR 13.19 Amended hyR1995'01M. EF'lZ ARCHITECTURAL/ENGINEERING REVIEW BOARD MEETING PACKETS AND AUDIO RECORDINGS ONSITE: IND 2 YRS Laserfiche XREF: ° ^ ^e^.^^ . .~2.^ : ~••• ^ . '^: ,"^^^^ , Agendas, meeting packets containing backup CENTER: 0 3 YRS Microfilm NDC2-451l25 correspondence and reports related to business of the board, roll call sheets or attendance records, sign- TOTAL: DID 5YRS SR 2.1 in sheets, audio recordings, and copies of minutes, business of the board, contracts, and correspondence Borough Clerk's office retains related to service districts. Includes board correspondence. original minutes. SEE BC-67 Boards,Committees,and Commissions Minutes Amended hyR198501H [F-13 :O ' ", ' "^ 0NCITE1 2YRS Ap^ al cases and minutes. CENTER: P Repealed byR19S5'01M TOTAL: p [F'14 VEHICLES,MUNICIPAL ON SITE: ANSPE Dispose of flies after vehicles XREF: ^ . ^•, ' ,•^ . ,2^ ^`^ " Vehicle records. CURRENT+2 YRS are sold or transferred. See NDCfA70Vl]0 Amended hyR1995-01U CENTER: 0 State Retention regarding 3R1.9 TOTAL: A4A CURRENT+2 Claim Files for YRS accident/litigation. � eViS� 'n«v g/2O14jK /^~ /r`` Pt nne' 0 1. . 0 0 I . s._1 0 EXHIBIT B F^ i x^p s e,'nrr v. ,t 4- mss. s�w'v x "-7 -e— s .ems ' x "S+' 7-3 ":217:"4'r wP" ' Sfa` ak � �: 4 'as ENGINEER!NG AND F�AGILITIESk EFs i --� Wes` 4..n-f e..,fr..,,7,n*zo is,:. -at:.s, 42-a �.b+_. ,....F _,.k.n.„a--.._....._..<,...>... .. z., s..:...-�_..-. M.: e., -s -„- s»sn....Cs c«..-. ,ts aLL-Pr. it;;, s-„Lcteace,;,:1, �>SERIES '"°a =”` r ..:.tt,DESCRIPTION ' `:--` '1,'";';,-''..-c"- , "' - ,o',,RETENTION ? nFORMAT''I REMARKr- EF-15 - ! " ' " ' ONSIT€ 2 YRS States reports, KFRC contracts,logs,and internal departmental business purge bi annually. CENTER: 0 Repealed by R1995-01H TOTAL: 2 YRS EF-16 OSHA REPORTS ONSITE: 5 YRS Laserfiche XREF: Contains only(Le., 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 R1995-01H Revised 08/19/2014JK FINAL Page 3 EXHIBIT B • 'ENGINEERINAND'ENGINEERING-AND FACILITIES - EF . ▪ -.4SERIES , . :.„ . .a; DESCRIPTION • •.1 ' RETENTION"- • A• FORMAT;I;REMARKSy';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 R1995-01H 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 APPROVALS rJrt , `4'Indtal t 3' ., , ' Date Deptw Records Coordinator` s ". .•cDepartment Head @ 1 L " w �F Records?Managerk _ , F Manager' ±'Attorney ' " . , 1 "'- -R to• - . . �. n?. ' ,`Revis, ^° 19/2014JK F' !"F -r , P? � I 0 SIMS 0 EXHIBIT C " `-a''R s'. .. 4r; 'o- ,3 # r-�:`qf r�w"«s` kx +a P .i.�- r v''**i.{ '�m''3' 4. "r " � ( £ 4 ` x � COMMUNITY DMIFF% • BCD 3 ` ` g: 4, - .I 43 VPF,-;....,.,,.... ∎SERI ES ' - - '' t :- r, 'DESCRIPTIONS ` 4 ,. r `RETENTION, :FORMAT"!REMARKS.> CD-01 ADMINILSTRATIVE—SUBJE-CT-F-IL€S ONSITE: IND 3 YRS Electronic XREF: COMMUNITY DEVELOPMENT-GENERAL CORRESPONDENCE CENTER: 0 KIBC 2.32 2.80 Correspondence files related to departmental administration of a routine nature: Budget TOTAL: IND 3 YRS SR 1.1; 1.2 work files, inter-department memos ordinance revisions to Titles 15 18, administrative decisions,etc. Subject to annual administrative review and purge. Amended by R1995-01 H CD-02 AorA m nr PROJECT FILES ONSITE: IND ACTIVE+2 YRS Electronic XREF: Project permit files related to-Kodiak Electrical Arcociation, Tsunami Siren Project,etc. CENTER: 013 YRS KIBC 17.67 None . - - -- .••••: .•: : .n43-Cemmission to projects or matters not related to TOTAL: IND 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 ` • ! ••e - • • ONSITE-: IND Project permit files related to projects not h and by the Planning and Zoning CENTER: 0 TOTAL: IND Repealed by R1995-01H CD-04 MINUTES AND AUDIO CASSETTE TAPES RECORDINGS OF COMMITTEE ONSITE: 2 5 YRS Original signed minutes are XREF: MEETINGS CENTER: 0 retained by the Borough KIBC None cited : e• -•: t. • -:• • •• -: :• 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 .-•!, ! ._ • x. , _ ; ._• • _.•. . _! r Repealed by R1995-01 CD-06 COASTAL ZONE MANAGEMENT AND OUTER CONTINENTAL SHELF ONSITE: TWO ACTIVE+2 YRS Historical XREF: Coastal Zone Management and Outer Continental Shelf files correspondence related to CENTER: 6 YRS 3 YRS This record series is KIBC 17.02 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€ TWO Minutes of OCS Advisory board,correspondence, reports, and related ircues. Originals CENTER: P TOTAL: P Repealed by R1995-01H CD-08 GOMooc 4 14-€-„ENS rr PLANS 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. MIGR F LM fina' lan TOTAL: P plan to Records Center for SR 13.1 and keep paper copy of och. permanent retention. Amended by R1995-01H CD-09 .._ _ : _!, - . . . Revised 08/19/2014 JK FINAL Page 1 EXHIBIT C k- f a -. m7rp. ! T COMMUNrrrrjEUELOPMEN- t-Ir` ai -t ,. . .0 x - '.;- SERIES' • t V `r DESCRIPTION;',.:- ' . "* --- iv "' RETENTION•' " 'FORMAP'I,;REMARKS : 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 2,49 2.105 Amended by R1995-01H TOTAL: 15 YRS SR 12.1 CD-11 ' " "'u RC"� �:O`A `ILES TITLES 6,8,10,AND 15 ADMINISTRATION ONSITE: 2 YRS Electronic XREF: Correspondence, reports, photos, ownership files related to animal control issues, CENTER: 34 YRS KIBC 10.10 removal to metal dump of large piccec of junk removal, including vehicles, solid waste TOTAL: 7 6 YRS • and litter control,and building official administration. : .•e a' :: . ..• -- Amended by R1995-01H CD-12 LIBRARY ONSITE: #49 ACTIVE Subject-to annual XREF: Studies and surveys generated by Kodiak Island Borough and other jurisdictions. and CENTER: 0 : 1 KIBC 17.02 None Kodiak-Island-Bereegh-re s :. : •a • • • • -•a '-veloping-areacinMaska TOTAL: INAACTIVE purges Review for historical cited (Functions as reference library.) Includes administrative decisions/determinations not value. Retain ACTIVE until SR 1.4 related to properly files. obsolete,superseded,or Amended by R1995-01H 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.H4sterieai, CENTER: P Microfilm SEE CD-17 Property Files TOTAL: P Paper Amended by R1995-01H Historical Retain CURRENT or until superseded. Once superseded transfer previous version to records center. CD-15 9•. , . _ f.' . ._• _ . :_ Amended/Repealed by R1995-01 CD-16 PLANNING AND ZONING COMMISSION M'""'1€SANG RESOLUTIONS ONSITE: P Retain originals on site. XREF: Original cigned minute:,and Resolutions of the Planning and Zoning Commission. CENTER: 0 SR12.1 „ •.4 ?: :.:• _ • :• .•. _-.• TOTAL: P •. Amended by R1995-01H Revised 08/19/2014 JK fFINA j Page 0 (: I C L J 0 r _ .i 0 0 0 EXHIBIT C COMMUNITY DEVELOPMENT - 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 1748 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. Sean-for-permanent-reeec4-MICROF4L-M-and-file-with-items thet-are-unfilmable: Amended by R1995-01H CD-18 PL-ATS ONSI-TE INB XRCF : . • -- .. ..:• -• .• e.: ::'.. : : . • tubers Sc-ara—n CENTER( 0 KIBG4C 50 LASERFICHE. (Note: per AAC06.010(f)Original becomes a property of the State after TOTAL: 4 YRS recording.Amended/Repealed by R1995 01F. SEE CD-17 Property Files Repealed by R1995-01H CD-19 CENSUS REPORTS ONSITE: INC XREF: : •.. ... _ ,. -, . , CENTER R KIBC 2.32 Repealed by R1995-01H TOTAL: P CD-20 PLATTING ACTIVITIES ONSITE: P XREF: '-.: : • . •: .. - .:: :• ... :. .. .• ..... KJBC 1&:19 TOTAL: 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 • , •, _f'f . .- • , • ••! ONSITE: INC includes records of landscaping work, tree work, etc. requests for design plans, CENTER( 0 damage and vandalism reports, facility use permits, volunteer service records. Review TOTAL: IN0 arEd-fmkrge-a44 y. Repealed by R1995-01H 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 2.43 2.120 activities.This includes advisory boards. TOTAL: 15 YRS Original signed minutes are SR 2.1 SEE BC-67 Boards, Committees,and Commissions Minutes retained by the Borough Amended by R1995-01H Clerk's office. Revised 08/19/2014 JK FINAL Page 3 EXHIBIT C -s -- T" rr°--ri- -f r _-,wx s 4---, Er--r--- .:NT } 5D ids+ kt " x a ' % . COMMUNITY DEvLw OPE =C , „ - 1 1 � � .SERIES-''. 5 . , , ".1DESCRIPTION:, .RETENTIONr ;‘:FORMAT4REMARKS-- 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 Vital Record SR 11.44 management,and emergency preparedness and planning, Added by R1995-01H APPROVALS: ,,+Initial. . -- , Date: ' Dept RedordsCoordinafor .., Department Head Records1Manager �' _ - - 1 Manager _,,. -. Attorney t Revised 08/19/2014 JK FINAL Page 4 00 LJ CD I ! C LJ 0 I. . 0 0 0 EXHIBICT T D ..�. .�.<, SERIES DESCRIPTION RETENTION FORMAT/REMARKS BC-01 ADMINISTRATIVE SUBJECT FILES 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/Deleted by R1995 01 C by R1995-01H 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 R1995-01H BC-03 LAND USE APPEALS ONSITE: 1 MO Turn over 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 R1995-01 H Com/Dev.for permanent retention.fe-inserperatien-in their-files- BC-04 MINUTES OF THE BOROUGH ASSEMBLY MEETING MINUTES ONSITE: P Laserfiche XREF: Minutes Regular and special meeting minutes ef-meetings held by the Assembly. CENTER: 0 Microfilm KIBC 2.30 SEE BC-67 Boards,Committees, and Commissions Minutes TOTAL: P Vital Record SR 21 Amended by R1995-01H Historical originals are available in binders in Clerk's office/safe. Clerks office BC-05 ASSEMBLY AGENDAS AND PACKETS PACKETS Laserfiche XREF: Agendas, Regular meeting, packets, special meeting, packets and work session, and joint ONSITE: 2 YRS KIBC 2-50 2.30 work session packets containing backup correspondence and reports distributed to assembly CENTER: P 15 YRS SR GG-2.1;2.2 members fef diseussion at assembly meetings.and Includes monthly calendars, agendas,roll TOTAL: P 15 YRS call sheets, sign-in sheets, public hearing documentation, and guidelines. etc are also inetuded- AGENDAS Microfilm Minutes Agendas are permanent(BC 04). 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 R1995-01H correct LF/Agendas folder. BC-06 ASSEMBLY MEETING AUDIO TAPES RECORDINGS ONSITE: 2 YRS 5 YRS Electronic only XREF: Audio and/or video tapes recordings of Assembly meetings. CENTER: 3--YRS 0 Video recordings were KIBC None Cited SEE BC-68 Boards, Committees, and Commissions Audio TOTAL: 5--Y-R8 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/REMARKS BC-07 AUDITS; SEE FI-16 Annual External Audits Amended/Deleted by R1995-01 BC-08 BOARD OF EQUALIZATION APPEALS ONSITE: 2 YRS 1 MO After one(1)month of XREF: :• : :,. : : :..' . ':• .. ,- . _::• .:••: :• : :! CENTER: 0 certification of BOE actions, KIBC 320:050 : . - ! ! :• ••_•-• - TOTAL: P 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 BOROUGH BOARDS,COMMITTEES,AND COMMISSIONS ROSTERS ONSITE: 2 YRS Electronic XREF: : ••. CENTER: 0 P Laserfiche KIBC 2.39 2.100 SEE BC 04 for minutes. TOTAL: 2 YRS P Historical _. - • ': : ,', .•: _:- : .: Scan intoLFattheendof 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 Amended by R1995-01H BC-10 BOROUGH BUDGETS;SEE FI-17 Annual Budget Amended/Deleted by R1995-01 BC-11 CONFLICT OF INTEREST STATEMENTS; SEE ELECTION SERIES 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 346 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. SEE THESE ALSO Borough Clerk's office retains PCC 01; PCG 02; Capital Project (CP) or Facilities (FAC) contracts are kept permanently to cover any CP/FAC original or copies of signed EBW-02 applicable warranties that are associated with the contract. ONSITE: 2 YRS contracts. others for purchase of supplies and materials, professional cervices, construction, and CENTER: P -°: .•• •• • .: --••-• . Computer index: Clcrklindexlcontractc MICROFILM new TOTAL: P .•: •- •s, and file. grantsrand I osec. MICR! , - se • SEE CL1U-Indexes folder for permanent tracking of Assembly actions Amended by R1995-01H BC-16 CANVASS BOARD CERTIFICATIONS; SEE ELECTION SERIES EL-03 Certificates of Election Returns Amended/Deleted by R1995-01F 0 j lid 08/19/2014(1 0 0 r 0 Q- __� 0 ..- I EXHIBIT D BOROUGH:CLERK BC,�.,. - _ SERIES DESCRIPTION RETENTION FORMAT 1 REMARKS BC-17 ELECTION ADMINISTRATIONS; SEE ELECTION SERIES EL-13 Election Official's Records Amended/Deleted by R1995-01F — BC-18 NOMINATING PETITIONS; SEE ELECTION SERIES EL-07 Declarations of Candidacy Amended/Deleted by R1995-01F BC-19 ORDINANCES ONSITE: P Laserfiche XREF: Ordinances adopted/failed by the Borough Assembly. CENTER: 0 Microfilm KIBC 246460 SEE CLIU-Indexes folder for permanent tracking of Assembly actions TOTAL: P Vital Record 2.25.160 Amended by R1995-01H Historical SR G-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 246480 SEE CLIU-Indexes folder for permanent tracking of Assembly actions TOTAL: P Vital Record 2.25.180 Amended by R1995-01H Historical SR CG 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 24&050 originals. File-set may consist-of-eaths for boar4s cer xaaissiens,-eommitteesreouneils-and TOTAL: P Historical 2.20.030,2.25.030, . .- ., e .• ..- ,• . •... • ..•• 2.45.050 resignations. list of members with terms and dates of appointment, and the code or executive SR 2.6 order establishing the local government entity. AS 29.20.600 A4IQROFILM Amended by R1995-01H BC-22 BOROUGH CODE CW-ORDINANCES ONSITE: R 2 YRS Laserfiche XREF: Code,replaced pages,and;flanges;supplements. CENTER: 0 P Microfilm KIBC 1.02; 1.01 Amended by R1995-01H TOTAL: P Vital Record SR CG 2.5 MICROFILM Historical AS 29.20.380 BC-23 BALLOTS; SEE ELECTION SERIES EL-01 Voted Ballots Amended/Deleted by R1995-01F BC-24 PUBLICATIONS ONSITE: 21 YR Electronic XREF: Newspaper m-les; Publications ek—netiee 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 GO-1.6 newspaper. May contain copies of affidavits of publications. • '•'• MICROFILM and destroy retain originals.in the center for the life of the media. Finance NP files annually. SEE EL-16 Municipal Election Publications Amended by R1995-01H Revised 08/19/2014 JK FINAL PAGE 3 EXHIBIT D BOROUGH CLERK - BC 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.Other General public hearing records should shall remain be retained by the Clerk's CENTER: 8 YRS packets. SR CG-2.2 office. if audio tape recordings or notebooks arc transcribed, they may be disposed 5 y ars 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 areplasedin-COMDEV 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 KIBC 244 2.65 departments. TOTAL: P Laserfiche SR LEG-1 10.1 Copies in binders in Clerk's office. PROPRIETARY INFORMATION BC-27 ELECTION BOUNDARY; SEE _ e• - • _ EL-14 Voting Descriptions, Maps, and Street Books Amended/Deleted by R1995-01F BC-28 ELECTION RECORDS; SEE ELECTION SERIES EL-01 through EL-16 Amended/Deleted by R1995-01F BC-29 ABENSENTEE VOTING;SEE - !• _ - EL-01 through EL-16 Amended/Deleted by R1995-OIF BC-30 • ' - • k ! !i - -!'"' et ; SEE BC-69 Boards, Committees, and ONSITE: 2 YRS e • XREF: Commissions CENTER: P by Com/Dev CD 16. KIBC 2.40 Copies of R: ••••. - .•: . •••' ':• •••••:• : respandenc& TOTAL: R SR CG 1 Repealed by R1995-01H BC-31 EMERGENCY SERVICES COUNCIL; SEE BC-69 Boards, Committees, and ONSITE- 2 YRS XREF: Commissions CENTER: 0 KIBG-2,43 CepOs-of-E-_ .. . . .. .. . ... . r espendenee- TOTAL: 0 SR CG 1 Repealed by R1995-01H BC-32 !! • .!• !" . 1 . !' ! ! ; SEE BC-69 Boards, Committees, ONSITE: 2YRS XREP and Commissions CENTER: P KIBC 2.42 ._ .. .- . : •. _•: -:.... ::•:••_ TOTAL: P SR CG 1 Repealed by R1995-01H BC-33 • • • • ! • _ • • e i -!''' • ; SEE BC-69 Boards, Committees, and ONSITE: 2 YRS XRER Commissions GE"iTER: R KIBC 2.43 - .. . .. TOTAL: P SR CG 1 Repealed by R1995-01H 0•d 08/19/2014 1 0 PFj��-•7 0 0 Irv,..1 0 QI 1 0 0 EXHIBIT D BOROUCH-CLERK- BC �.: SERIES DESCRIPTION RETENTION FORMAT/REMARKS BC-34 •-- - -• - I • - • -; SEE BC-69 Boards, Committees, ONSITE: 2-YRS XREF: and Commissions CENTER: R KIBC2I5 .: .. . TOTAL: R SR CG 1 Repealed by R1995-01H BC-35 ' "!• •! !• ..e n i • O (SITE: 2 YRS .•: .:...r .. .....:. .: . ::•:-•.-. CENTER R Repealed by Ord.2006-04 TOTAL: R BC-36 • . ' • t. :! ' •!; SEE BC-69 Boards,Committees,and Commissions ONSIT 4 2 YRS Iaaetive-Beard XREF: :.•... ...: •: •: , .•: ::. : .....:- .: ::•: CENTER: R KIBC 4.30 Repealed by R1995-01H TOTAL: R SR CG 1 BC-37 ! , ' - • ` =! ' •!; SEE BC-69 Boards, Committees, and ONSIT€ 2 YRS XREF: Commissions CENTER: R KIBC-0 49 _ ::. : .....:• .: TOTAL: R SR CG 1 Repealed by R1995-01H BC-38 'l!, ' — a ze •!' ! - ' • ' :e ' •!; SEE BC-69 Boards,Committees,and ONSITE: 2YRS XREF: Commissions CENTER: R KIBG4:60 : .. TOTAL: R SR CG 1 Repealed by R1995-01H BC-39 SERVICE Aocn Din BOARD; SEE BC-69 Boards,Committees,and Commissions ONSITE: 2 YRS XR€ S-.•... ...: •: •: .•: ::. : ... CENTER: R KIBC 4.70 Repealed by R1995-01H TOTAL: R SR CG 1 BC-40 FIRE PROTECTION AREA NO. 1 BOARD; SEE BC-69 Boards, Committees, and ONSITE: 2 YRS XREF: Commissions CENTER: P KIBC-4430 FR44-minute -bom,da:rmaps-findings-and-board-memberc correspondence: TOTAL: R SR CG 1 Repealed by R1995-01H BC-41 BAY VIEW ROAD SERVICE AREA BOARD; SEE BC-69 Boards, Committees, and ONSITE: 2 YRS XR€R Commissions CENTER R KIBC 4.98 TOTAL: R SR CG 1 Repealed by R1995-01H BC-42 WOODLAND-ACRES - ' :! a s t; SEE BC-69 Boards, QNSITE 2-YRS XREF: Committees,and Commissions CENTER: R KIBC1.108 :--.,-. .._. •. •. , .•: ::. 1 .....:• -- TOTAL: R SR CG 1 Repealed by R1995-01H BC-43 LICENSES,LIQUOR ONSITE: 3 2 YRS Electronic XREF: Liquor license applications and back-up information. CENTER: 84 YRS KIBC 5.01 e :'•. !•: . : -. ..-. ••s !.: . . _...... -- .•. ...:.r. .. . __... TOTAL: 36 YRS SR LIC 1 14.1 Amended by R1995-01 H Revised 08/19/2014 JK FINAL PAGE 5 EXHIBIT D • • BOROUGH CLERK - BC SERIES DESCRIPTION RETENTION FORMAT I REMARKS BC-44 "! . 1 OD '• e - . _ ' _e,,.,_, :! ' •e ONSITE: 2YRS GE-N-T-Ea P TOTAL: P MICROFILM Repealed by R1995-01H BC-45 "e . ! •• " , • .e., ' • , e• e., . ONSITE: 2YRS PKICAC minutes,findings,and board members correspondence. CEN ER: P TOTAL: P MICROFILM 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 Computer KIBC 16.50 Recorder's office.Also includes miscellaneous documentation recorded by the State. TOTAL: P Gfeck',dex:plats SR EBW 113.1 SEE CL1U-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 LOG ONSITE: P ! _ XREF: :: :- . S --._•••• •, _ ' -:. CENTER: 0 spy KIBG-None-eited Repealed by R1995-01H TOTAL: P BC-48 VOTER REGISTRY; SEE - ! _ - _ EL-04 Election Registers and Tally Books Amended/Deleted by R1995-01F BC-49 PRECINCT STATISTICS;SEE ELECTION SERIES EL-03 Certificate of Election Returns Amended/Deleted by R1995-01F BC-50 RECOUNTS/CONTESTED MUNICIPAL ELECTIONS; SEE ELECTION SERIES 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 KIBCSOONone ! : •. •-: , •. -... ..: •.: . : .:..... .. ..: ..:.:.. . •- • ....-• . TOTAL 36 YRS cited SRNC-114.1 BC-52 ELECTION PAMPHLET; SEE - !, - EL-16 Election Pamphlet and Publications Amended/Deleted by R1995-01F BC-53 ' • !i ' I . !• :! ' •1; SEE BC-69 Boards,Committees,and Commissions ONSITE: 2YRS XREF: .•: ::. . ....... .: e:.__..- CEN4Eo: P KIBC 2.12 Repealed by R1995-01H TOTAL: P SR CG 1 �d 08/19/2014 1 EXHIBIT D BOROUGH,-CLERK -'B.0 4. SERIES DESCRIPTION RETENTION FORMAT/REMARKS BC-62 ROADS and TRAILS PROJECT FILES ONSITE: CURRENT TOTAL: CURRENT Repealed by R1995-01H BC-63 - _e" .e, . - •e_ , , _• _..• .e, . _ . ONSIT€ 3--Y-RS BC-01 Borough Clerk's Office-General Correspondence CENTER: 0 _ .- . . -. •: -, - ,.,•..... - • :•. . .: TOTAL. 3-YRS Repealed by R1995-01H BC-64 AIRPORT FIRE PROTECTION SERVICE AREA BOARD; SEE BC-69 Boards, ONS-I-T& 2 YRS Inactive Board XREF: Committees,and Commissions CENTER: R KIBC 4.12 • ••'• : TOTAL: R SR-CG-1- Repealed by R1995-01H BC-65 ! e _ • - I 1 S s!S •!; SEE BC-69 Boards, Committees, ONSITT€ 2 YRS XR€R and Commissions CENTER: R KIBC 4.13 ::.•:.. ...: :•- :_ TOTAL: R SR CG 1 Repealed by R1995-01H BC-66 TRINITY ISLANDS STREETLIGHT SERVICE AREA BOARD; SEE BC-69 Boards, BNSIT€ 2 YRS tractive Board XREF: Committees,and Commissions GENT€ R KIBG 110; ::.•:_. ...: :'•: , .•: ::. : .....: TOTAL: R SR CG 1 Repealed by R1995-01H BC-67 BOARDS,COMMITTEES,AND COMMISSIONS MINUTES(Including AD-HOC) ONSITE: 2 YRS Laserfiche 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 jd 08/19/20140 171 0 PFr i C) a 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 GG40 2.9 retain five years. AS 29.6 Amended by R1995-01H BC-56 PETITIONS ONSITE: 6 YRS XREF: For initiatives, referenda, and recall filed by private citizens or groups. requesting-geveming CENTER: 0 KIBC(NONE-1 None body-astieri7 TOTAL: 6 YRS cited Amended by R1995-01H SR GG--10 2.3 AS 29.6 BC-57 -•= !•! ' - , " • • e - • : ' i !,. • ! ONSITE: 10 YRS . ' . ... . ;.. .:-: ' •: . _,.... ._ .:_ TOTAL. 10 YRS historical value chould be retained permanently. Review every 10 y ars for administrative Repealed by R1995 01H BC-58 INCORPORATION FILES ONSITE: P XREF: Documents incorporation file sets not found elsewhere on this schedule. (petitions, public CENTER: 0 SR GG-6 2.8 h arings, etc.) 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(NON€) district, municipal and State boundary reapportionment documentation. TOTAL: CURRENT None cited Retain until superseded. SR CG 12 2.10 Amended by R1995-01H AS 29.60 BC-60 CENSUS RECORDS ONSITE: CURRENT - :••_- .,..,. , ... . TOTAL CURRENT Repealed by R1995-01H BC-61 ONSITE: 3-YRS Finance Department retains XREF: l:..••-• . ':• CENTER: 0 originals. Electronic copies of KIBC 2.15.070 Clerk's office staff. TOTAL: 3-YRS travel documentation for 241-400 SEE Fl-48 Travel Accounting Mayor, Assembly, and Clerk's SR-AF-02 Repealed by R1995-01H Office staff will be retained in U-Travel folder. Revised 08/19/2014 JK FINAL PAGE 7 Q, . 1 Li E 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 R1995-01H 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 R1995-01H ;APPROVALS ;ITT "I-?.:lnitial :Date ` Dept,f2ecords:Coordinator Department:Read - -• . • Records'Manager - - Manager .. ,Attorney`+< Revised 08/19/2014 JK FINAL PAGE 9 EXHIBIT E ELECTIONS - EL SERIES DESCRIPTION RETENTION FORMAT I REMARKS EL-01 VOTED BALLOTS ONSITE: 0 XREF: Completed, challenged, rejected, absentee, and ssesia✓-needs personal representative. CENTER: 1 MO KIBC 7.10 Includes spoiled ballots,and voted and partially used ballot stubs. May include all applications TOTAL: 1 MO SR EL-1 except special needs personal representative.(See EL 01)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-28.2 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 EL a 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 administrative/management 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, special-seeds-voting, and absentee voter. (Retain--longe eleetien-is TOTAL: 4 YRS SR EL-4 contested.) AS 15.15.470 Amended by R1995-01H 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 @task White netebeelc 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 R1995-01H AS 15.25.030 EL-08 FINANCIAL DISCLOSURE STATEMENTS ONSITE: 6 YRS Electronic XREF: Maylnslude APOC financial disclosure reports. CENTER: 0 KIBC 2.39.140 7,20 APOC:Alaska Public Offices Commission. TOTAL: 6 YRS SR EL-8145 8.8 Amended by R1995-01 H Revised 08/19/2014 JK FINAL PAGE 1 (7.74 �, C� -- 0I r - C� 0 SIN 0 r .. 1 0 Mlle 0 EXHIBIT E E:LECTLONS - EL SERIES DESCRIPTION RETENTION FORMAT I REMARKS EL-09 SPECIAL REQUEST AFFIDAVITS ONSITE: 4 YRS XREF: Desumeats Voters requiring or requesting action or special accommodation during an CENTER: 0 KIBC None cited election documentation. TOTAL: 4 YRS SR EL-9 Amended by R1995-01H EL-10 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: Gertifisate-et-withdrawal.Inslades Candidate statement concerning reason for withdrawal. CENTER: 0 KIBC 7.20.030 Amended by R1995-01H TOTAL: 4 YRS SR EL-12 EL-13 ELECTION OFFICIALS 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. TOTAL: P 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 R1995-01H TOTAL: P Revised 08/19/2014 JK FINAL PAGE 2 Cn1uw Date Initial, f _ •APPROVALS: Dept,Records coordinator. Deparlment'Head ` ' -Records-Manager Manager- Attorney -; ' rsnlAi PAGE 3 C