1991-42 Approving a Records Retention Schedule.Introduced by:
Mayor Selby
Requested by:
Clerk's Office
Drafted by: Records Coordinator
Introduced:
09/19/91
Adopted:
09/19/91
KODIAK ISLAND BOROUGH
RESOLUTION NO. 91-42
A RESOLUTION APPROVING A RECORDS RETENTION SCHEDULE
WHEREAS, the disposition of obsolete records is necessary; and
WHEREAS, the approval of guidelines for ongoing disposition of records will enable
Borough department heads to maintain and dispose or records coherently
and will enable the Borough Clerk to more quickly and efficiently review
records listings presented for disposition; and
WHEREAS, certain types of records are generated or received on an ongoing basis
by the Borough Records Center;
NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH THAT:
Section 1. The use of the attached Records Retention Schedule as a guideline for
the disposition of certain type of records generated or received by the
Kodiak Island Borough is hereby authorized in accordance with Exhibit A,
entitled "Records Retention Schedule." Said schedule is attached hereto
and incorporated herein by this reference. Records to be destroyed will
be compiled on a list. The department head in which the records
originated will sign the list, signifying consent to destruction of the
records. The Borough Records Coordinator will have the records
destroyed and will countersign the list of records and provide a copy of
the list to the department head.
Section 2. The provisions of Section 1 above does not authorize the destruction of:
a. records affecting the title to real property or liens thereof;
b. records required to be kept by statute;
c. records less than two (2) years old;
d. the minutes, ordinances, or resolutions of the Assembly of the Kodiak
Island Borough or of any Borough board, committee, or commission.
Kodiak Island Borough, Alaska Resolution No. 91-42
Page 1 of 33
Section 3. Notwithstanding the provisions of Section 2, duplicates of original
records may be destroyed at any time.
Section 4. The destruction of any record as provided for herein shall be by
recycling, burning, shredding or other effective methods of destruction.
Said destruction of confidential records shall be witnessed by a
designated representative of the Borough Clerk.
Section 5. The term "records" as used herein shall include documents, instruments,
books, microfilm, tapes, paper and other media form.
Section 6. The appended Records Retention Schedule may be amended from time
to time by resolution.
Section 7. The Office of the Borough Clerk is designated as the official depository
for all original signed contracts and centrally relevant records. All
contracts and centrally relevant records in force at this time and
approved prior to July, 1989, having a retention value of more than five
(5) years, shall be in the custody of the Office of the Borough Clerk. For
construction contracts, this includes the insurance, notice to proceed,
change orders, notice of completion, certificates, and releases.
PASSED AND APPROVED THIS 19th DAY OF SEPTEMBER, 1991.
KODIAK ISLAND BOROUGH
Baro h Mayor
ing
ATTEST:
�'gggggBorough Clerk
Kodiak Island Borough, Alaska Resolution No. 91-42
Page 2 of 33
KODIAK ISLAND BOROUGH RECORDS 6 DISPOSITION SCHEDULE
SEPTEMBER 19, 1991
ASSESSOR'S OFFICE
— -------------------------------------------
SERIES NUMBER: AO -01
RECORD SYSTEM: ASSESSMENT RECORDS — EDP REPORTS
RECORD SERIES: ALPHA LIST BY OWNER OF REAL & PERSONAL PROPERTY
CONTENT SUMMARY: LEGAL DESCRIPTION LIST BY OWNER NAME OF REAL
PROPERTY, BOAT & BUSINESS LISTINGS, PERSONAL
PROPERTY
COMMENTS: RETAIN YR—END REPORT
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
--------------------------------------------
SERIES NUMBER: AO -02
RECORD SYSTEM: CERTIFIED ASSESSMENT ROLL
RECORD SERIES:
CONTENT SUMMARY: ASSESSOR'S PARCELS SORTED BY PROPERTY NUMBER
CERTIFICATION TOTALS SORTED BY TAX CODE AREA.
COMMENTS: EDP REPORT — FILM ON COMFICHE
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
--------------------------------------------------
SERIES NUMBER: AO -03
RECORD SYSTEM: CHANGE OF ADDRESS CARDS
RECORD SERIES:
CONTENT SUMMARY: CHANGE OF ADDRESS CARDS INDICATING PROPERTY
SALES TO NEW OWNERS. TRACKS LATEST OWNER OF
REAL PROPERTY UNTIL NEW ASSESSMENT ROLL RELEASE
COMMENTS: ALPHA BY NEW BUYER'S NAME
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 3 YRS
(NOTE: RETENTION PERIOD CHANGED FROM 2 YRS. TO 3 YRS.)
-------------------------------------
SERIES NUMBER: AO -04
RECORD SYSTEM: DEEDS
RECORD SERIES:
CONTENT SUMMARY: COPIES OF DEEDS ISSUED IN THE BOROUGH AREA FOR
PRIVATELY OWNED PROPERTY, FILED BY STATE OF
ALASKA BOOK NUMBER
COMMENTS: MICROFILM IF FILM NOT AVAILABLE FROM STATE
RETAIN ON—SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: P
Kodiak Island Borough, Alaska Resolution No. 91-42
Page 3 of 33
DEPARTMENT ASSESSOR'S OFFICE
-----------------------------------------------------------------
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SERIES NUMBER: AO -05
RECORD SYSTEM: GENERAL CORRESPONDENCE
RECORD SERIES: ASSESSMENT ADJUSTMENT CORRESPONDENCE ADJUSTMENT
ACTIONS
CONTENT SUMMARY: ADJUSTMENT ACTIONS AFTER ASSESSMENT ROLL
CERTIFICATION. FILED BY TAX CODE
COMMENTS: MICROFILM
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
SERIES NUMBER: AO -06
RECORD SYSTEM: GENERAL CORRESPONDENCE
RECORD SERIES:
CONTENT SUMMARY: CORRESPONDENCE RE SENIOR CITIZEN, DISABLED VETS,
FARM USE TAX EXEMPTIONS
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
-----------------------------------------------------
SERIES NUMBER: AO -07
RECORD SYSTEM: GENERAL CORRESPONDENCE
RECORD SERIES: BOARD OF EQUALIZATION FILE
CONTENT SUMMARY: APPEAL, CASE PRESENTATION EVIDENCE, COPY OF MIN—
UTES OF HEARINGS, CERTIFICATION OF BOARD OF
EQUALIZATION ACTIONS
COMMENTS:
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
------------------------------------------------
SERIES NUMBER: AO -08
RECORD SYSTEM: PERSONAL PROPERTY ASSESSMENT RETURNS
RECORD SERIES:
CONTENT SUMMARY: PERSONAL PROPERTY ASSESSMENT FORMS FILLED OUT BY
TAX PAYER & FILED IN THE ASSESSOR'S OFFICE WITH
RELATED ATTACHMENTS.
COMMENTS: MICROFILM
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
(NOTE: ON-SITE RETENTION ADJUSTED TO 2 YRS., TOTAL RETENTION REMAINS THE SAME)
Kodiak Island Borough, Alaska Resolution No. 91.42
Page 4 of 33
ASSESSORS OFFICE
SERIES NUMBER: AO -09
RECORD SYSTEM: READING FILE
RECORD SERIES:
CONTENT SUMMARY: CORRESPONDENCE GENERATED IN OFFICE, FILED IN
CHRONOLOGICAL ORDER
COMMENTS:
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 3 YRS
(NOTE: RETENTION CHANGED FROM 2 YRS. TO 3 YRS.)
---------------------------------------
SERIES NUMBER: AO -10
RECORD SYSTEM: REAL PROPERTY RECORD CARDS
RECORD SERIES:
CONTENT SUMMARY: HISTORY OF PARCELS OF REAL PROPERTY IN BOROUGH
AND RECORDS RELATED TO TRANSACTIONS: PHOTOS,
ASBUILT SURVEYS/PLAT COPIES, APPRAISAL WORKUPS.
COMMENTS: VITAL RECORDS. PLAN TO PUT ON COMPUTER. FILM
PAPER RECORDS.
RETAIN ON—SITE: I RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
--------------------------------------------
SERIES NUMBER: AO -11
RECORD SYSTEM: ASSESSMENT NOTICES
RECORD SERIES:
CONTENT SUMMARY: COPIES OF ASSESSMENT NOTICES SENT
COMMENTS:
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER:
TOTAL RETENTION: 3 YRS
(NOTE: NOT ON ORIGINAL RETENTION SCHEDULE)
Kodiak Island Borough, Alaska Resolution No. 91-42
Page 5 of 33
DEPARTMENT BAYSIDE FIRE DISTRICT
-----------------------------------------------------------------
-----------------------------------------------------------------
SERIES NUMBER: BF -01
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO FIRE ADMINISTRATION: INCIDENT
REPORTS, FIRE PERSONNEL TRAINING, PARTICIPATION
& PAYMENTS, VEHICLE MAINTENANCE, CASUALTY
REPORTS, ETC.
COMMENTS:
RETAIN ON—SITE: 2 YRS
TOTAL RETENTION: 7 YRS
RETAIN RECORDS CENTER: 5 YRS
SERIES NUMBER: BF -02
RECORD SYSTEM: BAYSIDE SERVICE DISTRICT ADVISORY BOARD MINUTES
RECORDS SERIES:
CONTENT SUMMARY:
COMMENTS: SEND ORIGINALS TO BOROUGH CLERK'S OFFICE FOR
RETENTION.
RETAIN ON—SITE: NO RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
-----------------------------------------------
SERIES NUMBER: BF -03
RECORD SYSTEM: PERSONNEL RECORDS
RECORD SERIES:
CONTENT SUMMARY: PERSONNEL JACKETS CONTAINING RECORDS RELATING TO
FIRE PERSONNEL HISTORY.
COMMENTS: RETENTION PERIOD BEGINS AFTER TERMINATION OF
PARTICIPATION.
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 9 YRS
TOTAL RETENTION: 10 YRS
— --------------------------------------------------------
SERIES NUMBER: BF -04
RECORD SYSTEM: SERVICE & PURCHASING RECORDS
RECORD SERIES:
CONTENT SUMMARY: PROPOSALS FOR PURCHASE OF SUPPLIES & EQUIPMENT.
SIGNED MUTUAL AID AGREEMENTS WITH COAST GUARD,
WOMEN'S BAY FIRE DISTRICT, DEPARTMENT OF NATURAL
RESOURCES, ETC.
COMMENTS: RETENTION PERIOD BEGINS AFTER AGREEMENTS TERMINATED.
SEND ORIGINALS TO BOROUGH CLERK'S OFFICE FOR RETENTION.
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
Kodiak Island Borough, Alaska Resolution No. 91-42
Page 6 of 33
DEPARTMENT BOROUGH CLERK'S OFFICE
-----------------------------------------------
SERIES NUMBER: BC -01
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES:
CONTENT SUMMARY: RECORDS GROUPED BY SUBJECT RELATED TO ONGOING
FUNCTIONS OF THE DEPARTMENT AND ISSUES CONSIDERED
BY THE BOROUGH ASSEMBLY.
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 3 YRS
TOTAL RETENTION: 5 YRS
SERIES NUMBER: BC -02
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES: GENERAL APPEALS
CONTENT SUMMARY: RECORDS RELATED TO APPEALS SUBMITTED TO THE
BOROUGH ASSEMBLY ON ISSUES OTHER THAN LAND USE
CONCERNS & PERMITS.
COMMENTS: RETENTION PERIOD STARTS AFTER SETTLED.
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 8 YRS
TOTAL RETENTION: 10 YRS
----------------------------------------------
SERIES NUMBER: BC -03
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES: LAND USE APPEALS
CONTENT SUMMARY: APPEALS FROM APPROVALS, DENIALS OR CONDITIONS OF
LAND USE PERMITS, SUCH AS VARIANCES, USE
PERMITS, ZONING ISSUES, SUBDIVISIONS, ETC.
COMMENTS: FILM COMPLETED APPEALS & DESTROY PAPER RECORDS
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
--------------------------------------------------------
SERIES NUMBER: BC -04
RECORD SYSTEM: AGENDAS/MINUTES OF THE BOROUGH ASSEMBLY
RECORD SERIES:
CONTENT SUMMARY: AGENDAS AND MINUTES OF MEETINGS HELD BY THE
ASSEMBLY.
COMMENTS: MICROFILM & RETAIN PAPER RECORDS
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
------------------
------------------
Kodiak Island Borough, Alaska Resolution No. 91-42
Page 7 of 33
DEPARTMENT BOROUGH CLERKS OFFICE
----------------------------------------------
SERIES NUMBER: BC -05
RECORD SYSTEM: ASSEMBLY AGENDA PACKETS
RECORD SERIES:
CONTENT SUMMARY: AGENDA PACKETS CONTAINING BACKUP CORRESPONDENCE
& REPORTS DISTRIBUTED TO ASSEMBLY MEMBERS FOR
DISCUSSION AT ASSEMBLY MEETINGS.
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 13 YRS
TOTAL RETENTION: 15 YRS
----------------------------------------------------------------
SERIES NUMBER: BC -06
RECORD SYSTEM: ASSEMBLY MEETING TAPES
RECORD SERIES:
CONTENT SUMMARY: REEL—TO—REEL & AUDIO CASSETTE TAPES OF ASSEMBLY
MEETINGS
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 8 YRS
TOTAL RETENTION: 10 YRS
SERIES NUMBER: BC -07
RECORD SYSTEM: AUDITS
RECORD SERIES:
CONTENT SUMMARY: ALL AUDITS, EXTERNAL & INTERNAL, COMPLETED IN
RELATION TO THE FINANCIAL ADMINISTRATION OF THE
KODIAK ISLAND BOROUGH.
COMMENTS: MICROFILM & RETAIN PAPER RECORDS
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
------------------------------------------------------
SERIES NUMBER: BC -08
RECORD SYSTEM: BOARD OF EQUALIZATION FILES
RECORD SERIES:
CONTENT SUMMARY: APPEAL, CASE PRESENTATION EVIDENCE, MINUTES,
CERTIFICATION OF BOARD OF EQUALIZATION ACTIONS.
COMMENTS:
RETAIN ON—SITE: 2 YRS
TOTAL RETENTION: P
Kodiak Island Borough, Alaska
RETAIN RECORDS CENTER: P
Resolution No. 91-42
Page 8 of 33
BOROUGH CLERK'S OFFICE
SERIES NUMBER: BC -09
RECORD SYSTEM: BOROUGH BOARD & COMMISSION MINUTES
RECORD SERIES:
CONTENT SUMMARY: ORIGINAL SIGNED COPIES OF ALL BOROUGH BOARD &
COMMISSION MINUTES.
COMMENTS: MICROFILM & RETAIN PAPER RECORDS
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
SERIES NUMBER: BC -10
RECORD SYSTEM: BOROUGH BUDGETS
RECORD SERIES:
CONTENT SUMMARY: FINAL APPROVED COPY OF EACH ANNUAL BOROUGH BUDGET
COMMENTS: MICROFILM & RETAIN PAPER RECORDS
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
— ------------------------------------------------
SERIES NUMBER: BC -11
RECORD SYSTEM: CONFLICT OF INTEREST STATEMENTS
RECORD SERIES:
CONTENT SUMMARY: STATEMENTS OF ECONOMIC INTEREST FILED BY
CANDIDATES, ELECTED OFFICIALS & DESIGNATED BOARD
& COMMISSION MEMBERS.
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 4 YRS
TOTAL RETENTION: 6 YRS
-------------------------------------------
SERIES NUMBER: BC -12
RECORD SYSTEM: CONTRACTS
RECORD SERIES: FACILITIES CONSTRUCTION, EQUIPMENT AND VEHICLE
PURCHASE.
CONTENT SUMMARY: CONTRACTS RELATED TO THE PURCHASE & USE OF
FACILITIES, EQUIPMENT & VEHICLES.
COMMENTS: RETENTION PERIOD STARTS AFTER SOLD OR OUT OF
SERVICE.
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
Kodiak Island Borough, Alaska Resolution No. 91-42
9 Page 9 of 33
BOROUGH CLERK'S OFFICE
SERIES NUMBER: BC -13
RECORD SYSTEM: CONTRACTS
RECORD SERIES: JOINT POWERS AGREEMENTS
CONTENT SUMMARY: CONTRACTS ENTERED INTO WITH OTHER GOVERNMENT
AGENCIES TO PROVIDE SERVICES FOR MORE THAN ONE
AGENCY.
COMMENTS: RETENTION PERIOD BEGINS AFTER TERMS COMPLETED.
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: BC -14
RECORD SYSTEM: CONTRACTS
RECORD SERIES: PROFESSIONAL SERVICE CONTRACTS
CONTENT SUMMARY: CONTRACTS RELATED TO RETENTION OF PROFESSIONAL
SERVICES.
COMMENTS: RETENTION PERIOD BEGINS AFTER CONTRACT COMPLETED
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
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-----------------------------------------------------------------
SERIES NUMBER: BC -15
RECORD SYSTEM: CONTRACTS
RECORD SERIES: PURCHASE OF SUPPLIES & MATERIALS
CONTENT SUMMARY: CONTRACTS APPROVING PURCHASE OF SUPPLIES &
MATERIALS.
COMMENTS: RETENTION PERIOD BEGINS AFTER CONTRACT COMPLETED
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
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-----------------------------------------------------------------
SERIES NUMBER: BC -16
RECORD SYSTEM: ELECTION RECORDS
RECORD SERIES: CANVASS BOARD CERTIFICATIONS
CONTENT SUMMARY:
COMMENTS: MICROFILM & DESTROY PAPER RECORDS
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
-------------------------------
SERIES NUMBER: BC -17
RECORD SYSTEM: ELECTION RECORDS
RECORD SERIES: ELECTION ADMINISTRATION
CONTENT SUMMARY: RECORDS RELATED TO ADMINISTRATION OF BOROUGH
ELECTIONS OTHER THAN NOMINATING PETITIONS &
CANVASS BOARD CERTIFICATIONS.
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 3 YRS
TOTAL RETENTION: 5 YRS
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Kodiak Island Borough, Alaska Resolution No. 91-42
10 Page 10 of 33
BOROUGH CLERK'S OFFICE
SERIES NUMBER: BC -18
RECORD SYSTEM: ELECTION RECORDS
RECORD SERIES: NOMINATING PETITIONS
CONTENT SUMMARY: PETITIONS SUBMITTED BY CANDIDATES FOR OFFICE
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 3 YRS
TOTAL RETENTION: 5 YRS
SERIES NUMBER: BC -19
RECORD SYSTEM: ORDINANCES ADOPTED BY THE BOROUGH ASSEMBLY
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: MICROFILM & RETAIN PAPER RECORDS
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
------------------------------------------------------------
SERIES NUMBER: BC -20
RECORD SYSTEM: RESOLUTIONS ADOPTED BY THE BOROUGH ASSEMBLY
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: MICROFILM & RETAIN PAPER RECORDS
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
SERIES NUMBER: BC -21
RECORD SYSTEM: OATHS OF OFFICE
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 2 YRS
TOTAL RETENTION: 3 YRS
(NOTE: NOT ON ORIGINAL RETENTION SCHEDULE)
--------------------------------------------
SERIES NUMBER: BC -22
RECORD SYSTEM: CODE CHANGES/SUPPLEMENTS
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON—SITE: 2 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
(NOTE: NOT ON ORIGINAL RETENTION SCHEDULE)
Kodiak Island Borough, Alaska Resolution No. 91-42
11 Page 11 of 33
COMMUNITY DEVELOPMENT & PLANNING
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SERIES NUMBER: CD -01
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES:
CONTENT SUMMARY: CORRESPONDENCE FILES RELATED TO DEPARTMENTAL
ADMINISTRATION: BUDGET WORKFILES, CENSUS FIGURES,
PLANNING & ZONING BY—LAWS & ATTENDANCE RECORDS,
ATTORNEY OPINIONS, ADMINISTRATIVE DECISIONS, ETC.
COMMENTS: SUBJECT TO ANNUAL ADMINISTRATIVE REVIEW & PURGE
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
SERIES NUMBER: CD -02
RECORD SYSTEM: AREA—WIDE PROJECT FILES
RECORD SERIES:
CONTENT SUMMARY: PROJECT PERMIT FILES RELATED TO KODIAK ELECTRICAL
ASSOCIATION, TSUNAMI SIREN PROJECT, ETC. HEARD BY THE
PLANNING & ZONING BOARD.
COMMENTS:
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
— ------------------------------------------------------
SERIES NUMBER: CD -03
RECORD SYSTEM: AREA—WIDE PROJECT PERMIT FILES
RECORD SERIES:
CONTENT SUMMARY: PROJECT PERMIT FILES RELATED TO PROJECTS NOT
HEARD BY THE PLANNING & ZONING BOARD.
COMMENTS: SUBJECT TO ANNUAL ADMINISTRATIVE REVIEW AND PURGE
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
---------------------------------------
SERIES NUMBER: CD -04
RECORD SYSTEM: AUDIO CASSETTE TAPES OF COMMITTEE MEETINGS
RECORD SERIES:
CONTENT SUMMARY: TAPES OF PLANNING AND ZONING BOARD & OUTER
CONTINENTAL SHELF ADVISORY COMMITTEE MEETINGS
COMMENTS: 1985-1988 P IN RECORDS CENTER (DUE TO REFERENCE
IN MINUTES)
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
---------------------------------------------------------
SERIES NUMBER: CD -05
RECORD SYSTEM: CHRONOLOGICAL READING FILES
RECORD SERIES:
CONTENT SUMMARY: COPIES OF CORRESPONDENCE GENERATED BY THE
DEPARTMENT
COMMENTS: FILE DISCONTINUED IN 1984 — DUPLICATE RECORDS
RETAIN ON—SITE: 0 RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 0
Kodiak Island Borough, Alaska Resolution No. 91-42
12 Page 12 of 33
COMMUNITY DEVELOPMENT & PLANNING
SERIES NUMBER: CD -06
RECORD SYSTEM: COASTAL MANAGEMENT/OUTER CONTINENTAL SHELF FILES
RECORD SERIES:
CONTENT SUMMARY: CORRESPONDENCE RELATED TO COASTAL MANAGEMENT
AND OUTER CONTINENTAL SHELF ISSUES. GRANT AND LEGISLATIVE
BACKUP FILES.
COMMENTS: RETENTION PERIOD STARTS AFTER PROJECT COMPLETED
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: CD -07
RECORD SYSTEM: COASTAL MANAGEMENT/OUTER CONTINENTAL SHELF FILES
RECORD SERIES: OUTER CONTINENTAL SHELF ADVISORY BOARD MINUTES
CONTENT SUMMARY: MINUTES OF OCS ADVISORY BOARD
COMMENTS: TRANSFER TO CLERK FOR PERM RETENTION
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
SERIES NUMBER: CD -08
RECORD SYSTEM: COMPREHENSIVE PLANS
RECORD SERIES:
CONTENT SUMMARY: GENERAL LAND USE AND ECONOMIC PLANS FOR CITIES OR
AREAS IN THE KODIAK ISLAND BOROUGH
COMMENTS:
MICROFILM. KEEP 1
PAPER COPY OF EACH FINAL PLAN
RETAIN ON—SITE:
5 YRS
RETAIN RECORDS CENTER: P
TOTAL RETENTION:
P
SERIES NUMBER:
----------------------------------------
CD -09
RECORD SYSTEM:
DOG LICENSES
RECORD SERIES:
CONTENT SUMMARY:
COPIES OF BOROUGH
DOG LICENSES ISSUED
COMMENTS:
RETAIN ON—SITE:
1 YR
RETAIN RECORDS CENTER: NO
TOTAL RETENTION:
1 YR
---------------------------------------------------
SERIES NUMBER:
CD -10
RECORD SYSTEM:
PLANNING & ZONING
BOARD AGENDA PACKETS
RECORD SERIES
CONTENT SUMMARY:
COMMENTS:
RETAIN ON—SITE:
2 YRS
RETAIN RECORDS CENTER: 13 YRS
TOTAL RETENTION: 15 YRS
(NOTE: TOTAL RETENTION CHANGED FROM INDEFINITE TO 15 YRS.)
Kodiak Island Borough, Alaska Resolution No. 91-42
13 Page 13 of 33
COMMUNITY DEVELOPMENT & PLANNING
— ------------------------------------------------
SERIES NUMBER: CD -11
RECORD SYSTEM: JUNK REMOVAL FILES
RECORD SERIES:
CONTENT SUMMARY: CORRESPONDENCE REPORTS, PHOTOS, OWNERSHIP FILES
RELATED TO REMOVAL TO METALS DUMP OF LARGE PIECES OF
JUNK, INCLUDING VEHICLES. TOWING/DISPOSAL
CONTRACTS.
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
-----------------------------------------------------------------
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SERIES NUMBER: CD -12
RECORD SYSTEM: LIBRARY
RECORD SERIES:
CONTENT SUMMARY: STUDIES & SURVEYS GENERATED BY KODIAK ISLAND
BOROUGH & OTHER JURISDICTIONS & KODIAK ISLAND BCFCU9i
RESPONSES RE PLANNING & DEVELOPING AREAS IN ALASKA
(FUNCTIONS AS REFERENCE LIBRARY).
COMMENTS: SUBJECT TO ANNUAL ADMINISTRATIVE REVIEW & RECORDS
RETIREMENT
RETAIN ON—SITE: I RETAIN RECORDS CTR: NO
TOTAL RETENTION: I
-------------------------------------------------------
SERIES NUMBER: CD -13
RECORD SYSTEM: MAPS
RECORD SERIES:
CONTENT SUMMARY: PROJECT MAPS, SUCH AS OUTER CONTINENTAL SHELF
PROJECTS; AREA (VILLAGE) MAPS; U.S. GEODETIC
SURVEY MAPS, HISTORICAL MAPS.
COMMENTS: SUBJECT TO ANNUAL ADMINISTRATIVE REVIEW AND PURGE
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
-------------------------------
SERIES NUMBER: CD -14
RECORD SYSTEM: MAPS
RECORD SERIES: ADOPTED ZONING MAPS
CONTENT SUMMARY: ADOPTED ZONING MAPS
COMMENTS: HISTORICAL. TRANSFER TO RECORDS CENTER
RETAIN ON—SITE: I RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
------------------------------------
SERIES NUMBER: CD -15
RECORD SYSTEM: ORDINANCE REVISIONS
RECORD SERIES:
CONTENT SUMMARY: RECORD OF REVISIONS TO KODIAK ISLAND BOROUGH
CODE COMPLETED BY CD&P DEPT, TITLE 15 —18.
COMMENTS:
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
Kodiak Island Borough, Alaska Resolution No. 91-42
14 Page 14 of 33
DEPARTMENT COMMUNITY DEVELOPMENT & PLANNING
X314 VleaRmINa*241�61Dim [?
RECORD SYSTEM: PLANNING & ZONING BOARD MINUTES & RESOLUTIONS
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: TRANSFER MINUTES TO CLERK FOR PERMANENT RETENTION
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
--------------------------------------
SERIES NUMBER: CD -17
RECORD SYSTEM: PROPERTY FILES: ZONING/CODE ENFORCEMENT/GENERAL
INFORMATION
RECORD SERIES:
CONTENT SUMMARY: RECORDS RE KODIAK ISLAND BOROUGH ACTIONS RE ALL
REAL PROPERTY. SORTED BY LEGAL DESCRIPTION.
INCLUDES: ZONING, EXCEPTIONS, VARIANCES,
CONDITIONAL USE PERMITS, ETC.
COMMENTS: MICROFILM & FILE WITH ITEMS THAT ARE UNFILMABLE
RETAIN ON—SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: P
Kodiak Island Borough, Alaska Resolution No. 91-42
15 Page 15 of 33
DEPARTMENT DATA PROCESSING
----------------------------------------
SERIES NUMBER: DP -01
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES:
CONTENT SUMMARY: CORRESPONDENCE & REPORTS RELATED TO DATA
PROCESSING ADMINISTRATION
COMMENTS:
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 3 YRS
--------------------------------------------------------
SERIES NUMBER: DP -02
RECORD SYSTEM: ELECTRONIC DATA PROCESSING (EDP) REPORTS
RECORD SERIES:
CONTENT SUMMARY: EDP REPORTS ARE LISTED IN THE RETENTION
SCHEDULES OF PRIMARY RECEIVING DEPARTMENTS.
DEPARTMENTS ARE RESPONSIBLE FOR THE RETENTION OF
THESE REPORTS.
COMMENTS:
RETAIN ON—SITE: RETAIN RECORDS CENTER:
TOTAL RETENTION:
--------------------------------------------------------
SERIES NUMBER: DP -03
RECORD SYSTEM: MAGNETIC TAPE BACKUP OF EDP REPORTS
RECORD SERIES:
CONTENT SUMMARY: DATA PROCESSING IS RESPONSIBLE FOR THE OFF—SITE
RETENTION OF TAPES CONTAINING DATA WHICH HAS 5
OR MORE YRS RETENTION & RETRIEVAL TO MAINFRAME.
COMMENTS: PRINT SAMPLES FROM TIME TO TIME TO TEST QUALITY
RETAIN ON—SITE: RETAIN RECORDS CENTER: NO
TOTAL RETENTION:
Kodiak Island Borough, Alaska Resolution No. 91-42
16 Page 16 of 33
--------------------------------------------------------------
------------
SERIES NUMBER: ED -01
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES:
CONTENT SUMMARY: REPORTS & CORRESPONDENCE RE LOCAL SERVICE ROADS
& TRAILS, RIGHT OF WAY PERMITS & TO & FROM DEPT
OF TRANSPORTATION, DEPT OF LABOR, ETC.
COMMENTS: UTILITY RIGHT—OF—WAY PERMITS
RETAIN ON—SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: P
------------------------------------------------------------
SERIES NUMBER: ED -02
RECORD SYSTEM: CONSTRUCTION CONTRACTS & PROJECT FILES
RECORD SERIES:
CONTENT SUMMARY: ALL RECORDS RELATED TO COMPLETION OF
CONSTRUCTION PROJECTS AND CONTRACTS W/PRIVATE
DEVELOPERS
COMMENTS: FILED BY TYPE OF PROJECT & PROJECT # & NAME
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 14 YRS
TOTAL RETENTION: 15 YRS
----------------------------------------------------------------
SERIES NUMBER: ED -03
RECORD SYSTEM: SERVICE AREA CONTRACTS & CORRESPONDENCE
RECORD SERIES:
CONTENT SUMMARY: CONTRACTS & CORRESPONDENCE RELATED TO SERVICE
AREA MAINTENANCE AND OPERATION
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 14 YRS
TOTAL RETENTION: 15 YRS
-------------------------------------------
SERIES NUMBER: ED -04
RECORD SYSTEM: LOCAL SERVICE ROADS & TRAILS CONTRACTS & PROJECT
FILES
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO LOCAL SERVICE ROAD & TRAIL
CONSTRUCTION CONTRACTS
COMMENTS: COMPLETED PROJECTS W/CONSTRUCTION CONTRACTORS—
PROGRAM CUTBACK
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 14 YRS
TOTAL RETENTION: 15 YRS
----------------------------------------------
SERIES NUMBER: ED -05
RECORD SYSTEM: SUBDIVISION CASE FILES
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO SUBDIVISION PLATTING PROCESS,
MYLARS IN HANGING FILES
COMMENTS: MYLARS & HANGING FILES
RETAIN ON—SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: P
Kodiak Island Borough, Alaska Resolution No. 91-42
17 Page 17 of 33
---------------------------------------
SERIES NUMBER: ED -06
RECORD SYSTEM: SUBDIVISION PLATS & AERIAL PHOTOS
RECORD SERIES:
CONTENT SUMMARY: CONSTRUCTION AS—BUILTS FOR ROADS, UTILITIES &
MUNICIPAL FACILITIES (HANGING FILES)
COMMENTS: STATE HAS ON FILM, CHECK INTO OBTAINING
RETAIN ON—SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: P
--------------------------------------------------------
SERIES NUMBER: ED -07
RECORD SYSTEM: MAPS
RECORD SERIES:
CONTENT SUMMARY: BASE MAPS, ADDRESS MAP, ZONING MAPS, UTILITY
MAPS
COMMENTS: ALL ON—SITE IN HANGING FILES
RETAIN ON—SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: P
----------------------------------------------------------
SERIES NUMBER: ED -08
RECORD SYSTEM: UTILITY FILE
RECORD SERIES:
CONTENT SUMMARY: UTILITY ACTION REQUESTS
COMMENTS: PURGE THROUGH ANNUAL ADMINISTRATIVE REVIEW
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
-----------------------------------------------------------
SERIES NUMBER: ED -09
RECORD SYSTEM: READING FILE
RECORD SERIES:
CONTENT SUMMARY: CORRESPONDENCE GENERATED IN ENGINEERING OFFICE
RETAINED IN CHRONOLOGICAL ORDER
COMMENTS: PURGE THROUGH ANNUAL ADMINISTRATIVE REVIEW
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
Kodiak Island Borough, Alaska Resolution No. 91-42
18 Page 18 of 33
FACILITIES
----------------------------------------------
SERIES NUMBER: FA -01
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO OFFICE FUNCTIONS: PHONE
BILLS, OFFICE SUPPLIES, SAFETY MEETING MINUTES,
SAFETY VIOLATIONS, FIRST AID SUPPLY ORDERS,
STATUS REPORTS.
COMMENTS: RETENTION PERIOD BEGINS AFTER INACTIVE
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 4 YRS
TOTAL RETENTION: 5 YRS
----------------------------
SERIES NUMBER: FA -02
RECORD SYSTEM: ASBESTOS ABATEMENT FILES
RECORD SERIES:
CONTENT SUMMARY: RECORDS AND PHOTOS RELATED TO REMOVAL OF
ASBESTOS FROM BOROUGH—OWNED BUILDINGS; INCLUDES
REPORTS TO FEDERAL GOVERNMENT.
COMMENTS: RETIRE TO CENTER 1 YR AFTER PROJECT COMPLETED
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
----------------------------------------
SERIES NUMBER: FA -03
RECORD SYSTEM: BOROUGH—OWNED REMODEL/RENOVATION FILES
RECORD SERIES: CONTRACT RECORDS
CONTENT SUMMARY: RECORDS RELATED TO REMODELING OR RENOVATION OF
BOROUGH—OWNED BUILDINGS
COMMENTS: RETIRE TO CENTER 1 YR AFTER WORK COMPLETED
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 14 YRS
TOTAL RETENTION: 15 YRS
-------------------------------------------------
SERIES NUMBER: FA -04
RECORD SYSTEM: FACILITY CONSTRUCTION/REMODEL PROJECT FILES
RECORD SERIES: PLANNING DOCUMENTS
CONTENT SUMMARY: STUDIES COMPLETED TO DETERMINE PROJECT
FEASIBILITY & RELATED RECORDS: SOILS TESTS, SITE
SELECTION, ETC.
COMMENTS: RETIRE TO CENTER 1 YR AFTER PROJECT CONSTRUCTION
COMPLETE
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 14 YRS
TOTAL RETENTION: 15 YRS
---------------------------------------------------------
SERIES NUMBER: FA -05
RECORD SYSTEM: FACILITY CONSTRUCTION/REMODEL PROJECT FILES
RECORD SERIES: DESIGN & DEVELOPMENT RECORDS
CONTENT SUMMARY: RECORDS RELATED TO ARCHITECT SELECTION,
ARCHITECT CONTRACT & PROJECT SPECIFICATIONS & DRAWINGS.
COMMENTS: RETIRE TO CENTER 1 YR AFTER PROJECT CONSTRUCTION
COMPLETED
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 14 YRS
TOTAL RETENTION: 15 YRS
Kodiak Island Borough, Alaska Resolution No. 91.42
19 Page 19 of 33
FACILITIES
---------------------------------------------------------------
SERIES NUMBER: FA -06
RECORD SYSTEM: FACILITY CONSTRUCTION/REMODEL PROJECT FILES
RECORD SERIES: CONSTRUCTION FILES
CONTENT SUMMARY: BIDDING, CONTRACT & CLOSE OUT FILES; BONDS,
RECORD OF PAYMENTS, DAILY WORK RECORD, CHANGE
ORDERS, NOTICES, CERTIFICATES, RELEASE, ETC.
COMMENTS: RETIRE TO CTR 1 YR AFTER PROJECT CONSTRUCTION
COMPLETED.
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 14 YRS
TOTAL RETENTION: 15 YRS
SERIES NUMBER: FA -07
RECORD SYSTEM: FACILITY CONSTRUCTION/REMODEL PROJECT FILES
RECORD SERIES: AS—BUILT PLANS, O&M MANUALS, WARRANTIES
CONTENT SUMMARY:
COMMENTS: RETIRE TO CENTER 1 YR AFTER PROJECT COMPLETED
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
--------------------------------------------------------
SERIES NUMBER: FA -8
RECORD SYSTEM: READING FILES
RECORD SERIES:
CONTENT SUMMARY: DUPLICATES OF INCOMING & OUTGOING
CORRESPONDENCE
COMMENTS: SUBJECT TO ANNUAL ADMINISTRATIVE REVIEW AND PURGE
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
Kodiak Island Borough, Alaska Resolution No. 91-42
20 Page 20 of 33
DEPARTMENT FINANCE
SERIES NUMBER: FI -01
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: ACCOUNTS PAYABLE—CPO REPORTS
CONTENT SUMMARY: ANNUAL REPORT OF CASH RECEIPTS—DETAILED
REGISTER, CASH IN BANK REPORT, REVENUE REPORT,
DETAILED STATEMENT OF EXPENDITURES, SUMMARY OF
EXPENDITURES — SPECIFY FUND.
COMMENTS: COMPUTER TAPE REPORT; CONVERT TO COMFICHE
RETAIN ON—SITE: 3 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
(NOTE: RETENTION CHANGED FROM 7 YRS TO PERMANENT, MONTHLY REPORTS TO ANNUAL)
SERIES NUMBER: FI -02
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: GENERAL LEDGER—CPO REPORTS
CONTENT SUMMARY: YEAR—DO—DATE GENERAL LEDGER ACTIVITY REPORT,
BALANCE SHEET ACTIVITY
REPORT, BALANCE SHEET—REGULAR
PAPER SYSTEM INITIATED IN 1979.
COMMENTS: COMPUTER TAPE REPORT, CONVERT TO COMFICHE.
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER:
P
TOTAL RETENTION: P
(NOTE: THIS ITEM IS ALSO ALREADY COVERED IN FI -04)
SERIES NUMBER: FI -03
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: BUDGET PROCESSING — CPO REPORTS
CONTENT SUMMARY: BUDGET WORKSHEET — REVENUE, BUDGET WORKSHEET —
EXPENDITURE, CURRENT BUDGET—REVENUE, CURRENT
BUDGET EXPENDITURE.
COMMENTS:
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: FI -04
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: GENERAL LEDGER—CPO REPORTS
CONTENT SUMMARY: YEAR—TO—DATE GENERAL LEDGER ACTIVITY REPORT,
BALANCE SHEET ACTIVITY REPORT, BALANCE SHEET —
REGULAR PAPER SYSTEM INITIATED IN 1979.
COMMENTS: COMPUTER TAPE REPORT, CONVERT TO COMFICHE.
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
(NOTE: NUMBER OF REPORTS CHANGED FROM MONTHLY TO ANNUAL)
Kodiak Island Borough, Alaska Resolution No. 91-42
21 Page 21 of 33
FINANCE
SERIES NUMBER: FI -05
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: INQUIRY — CPO REPORTS
CONTENT SUMMARY: CPO REPORTS NOT NAMED ELSEWHERE IN THE SCHEDULE
GENERATED FOR TEMPORARY INTERNAL USE.
COMMENTS: THESE RECORDS HAVE NO RETENTION VALUE
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
SERIES NUMBER: FI -06
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: JOURNAL VOUCHERS
CONTENT SUMMARY:
COMMENTS: MICROFILM & DESTROY PAPER COPY.
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
(NOTE: NOT INCLUDED IN ORIGINAL RETENTION SCHEDULE)
----------------------------------------------------------------
----------------------------------------------------------------
SERIES NUMBER: FI -07
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: PROPERTY TAX ACCOUNTING — CPO REPORTS
CONTENT SUMMARY: ALPHA LISTING OF TAXES DUE (ACTXDU), DETAIL &
SUMMARY OF TOP ASSESSMENTS (TOPTAX), SUMMARY OF
TOP TAXES LEVIED (TOPPAY).
COMMENTS: MONTHLY REPORTS
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
---------------------------------------------------
SERIES NUMBER: FI -08
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: PROPERTY TAX — CPO REPORTS
CONTENT SUMMARY: ALASKA TAX REALTY TAXES DUE REPORT (ARTS), ALPHA
BY DISTRICT TAXES DUE LIST (STTXDU)
COMMENTS: MONTHLY REPORTS
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: FI -09
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: PROPERTY TAX — CPO REPORTS
CONTENT SUMMARY: PRINT AREA TOTALS, PROPERTY WITH TAXES DUE, TOTAL
OF TAXES DUE, PRINT VALUATION OF PROPERTIES, LIST
REAL INACTIVE PROPERTY.
COMMENTS: MONTHLY REPORTS
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 9 YRS
TOTAL RETENTION: 10 YRS
Kodiak Island Borough, Alaska Resolution No. 91-42
22 Page 22 of 33
FINANCE
-----------------------------------------------------------------
-----------------------------------------------------------------
SERIES NUMBER: FI -10
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: PROPERTY TAX — CPO REPORTS
CONTENT SUMMARY: MORTGAGE HOLDERS LIST WITH TAXES, MORTGAGED
PROPERTY LISTING, CITY PERSONAL TAX LISTING
COMMENTS: MONTHLY REPORTS
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 9 YRS
TOTAL RETENTION: 10 YRS
-----------------------------------------------
SERIES NUMBER: FI -11
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: UTILITY ACCOUNTING — CPO REPORTS
CONTENT SUMMARY: LIST UTILITY MASTER (UTMASRPT), AGING IN NUMBER
ORDER (UTPAAGE), AGING IN ALPHA ORDER (UTALPHA),
CALC LATE FEES (UTLATEC) MASTER LIST REC (UTREC)
COMMENTS: MONTHLY REPORTS BOUND TOGETHER
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
---------------------------------------------------------
SERIES NUMBER: FI -12
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: UTILITY ACCOUNTING — CPO REPORTS
CONTENT SUMMARY: ACCOUNT AGING REPORT, INVOICE & ADJUSTMENTS
MAINTENANCE, EDIT INVOICES & ADJUSTMENTS, POST
INVOICES & ADJUSTMENTS TO MASTER FILE, MONTHLY
BILLS AND REPORTS.
COMMENTS: MONTHLY REPORTS
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
----------------------------------------------
SERIES NUMBER: FI -13
RECORD SYSTEM: ACCOUNTS PAYABLE
RECORD SERIES:
CONTENT SUMMARY: COPIES OF INVOICES, CHECKS ISSUED AND REQUESTS
FOR PAYMENT.
COMMENTS:
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER: 4 YRS
TOTAL RETENTION: 7 YRS
------------------------------------------------------
SERIES NUMBER: FI -14
RECORD SYSTEM: ACCOUNTS RECEIVABLE
RECORD SERIES: CASH RECEIPTS
CONTENT SUMMARY: SECOND COPY OF CASH RECEIPTS FILED. FILED IN
FOLDERS BY MONTH.
COMMENTS:
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER: 4 YRS
TOTAL RETENTION: 7 YRS
Kodiak Island Borough, Alaska Resolution No. 91-42
23 Page 23 of 33
FINANCE
-----------------------------------------------------------------
-----------------------------------------------------------------
SERIES NUMBER: FI -15
RECORD SYSTEM: ACCOUNTS RECEIVABLE
RECORD SERIES: DAILY RECORDS OF CASH RECEIVED
CONTENT SUMMARY: CASH RECEIPTS FILED IN DAILY BUSINESS ENVELOPE
W/BANK DEPOSIT SLIPS, REMIT ADVICE PORTION OF
CHECKS, UTILITY BILLS RECEIPTS, & PRINTOUT OF
TAX PAYMENTS.
COMMENTS:
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER: 4 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: FI -16
RECORD SYSTEM: ANNUAL EXTERNAL AUDITS
RECORD SERIES:
CONTENT SUMMARY: AUDITS OF BOROUGH FINANCIAL ADMINISTRATION &
RELATED FINANCIAL RECEIPTS.
COMMENTS: REFERENCE COPIES. RECORD COPY RETAINED BY BOROUGH
CLERK.
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
---------------------------------------------
SERIES NUMBER: FI -17
RECORD SYSTEM: ANNUAL BUDGET — APPROVED
RECORD SERIES:
CONTENT SUMMARY: COPY OF BUDGET APPROVED BY BOROUGH ASSEMBLY
COMMENTS: REFERENCE COPIES. RECORD COPY RETAINED BY
BOROUGH CLERK.
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
-------------------------------------------
SERIES NUMBER: FI -18
RECORD SYSTEM: BANK DEPOSIT BOOKS
RECORD SERIES:
CONTENT SUMMARY: RECORDS OF DEPOSITS TO BANK ACCOUNTS
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
-------------------------------------
SERIES NUMBER: FI -19
RECORD SYSTEM: BANK RECONCILIATION STATEMENTS
RECORD SERIES:
CONTENT SUMMARY: STATEMENTS OF ACCOUNT ACTIVITY, RECONCILIATION,
AND CREDIT/DEBIT NOTICES.
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
Kodiak Island Borough, Alaska Resolution No. 91-42
24 Page 24 of 33
FINANCE
-----------------------------------------------------------------
SERIES NUMBER: FI -20
RECORD SYSTEM: BUDGET WORKSHEETS
RECORD SERIES:
CONTENT SUMMARY: BACKUP OF DEPARTMENTAL AND PROGRAM BUDGETS
COMMENTS:
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 2 YRS
TOTAL RETENTION: 3 YRS
------------------------------------------------------
SERIES NUMBER: FI -21
RECORD SYSTEM: CANCELED CHECKS
RECORD SERIES:
CONTENT SUMMARY: CHECKS FILED AFTER RETURNED TO THE BOROUGH.
INCLUDES PAYROLL CHECKS.
COMMENTS:
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER: 4 YRS
TOTAL RETENTION: 7 YRS
----------------------------------------------------------
SERIES NUMBER: FI -22
RECORD SYSTEM: EMPLOYEE CASE FILES
RECORD SERIES:
CONTENT SUMMARY: COMPLETED HEALTH AND LIFE INSURANCE FORMS,
DUPLICATE OF PERSONNEL ACTIONS & CAFETERIA PLAN
RECORDS (PRE—TAX DEDUCTIONS)
COMMENTS: RETENTION TIME BEGINS WITH EMPLOYEE TERMINATION
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
RETENTION: 7 YRS
------------------------------------------------------
SERIES NUMBER: FI -23
RECORD SYSTEM: FEDERAL DEPOSIT TAX STUBS
RECORD SERIES:
CONTENT SUMMARY: SEMI—MONTHLY, QUARTERLY & ANNUAL REPORTS OF
PAYROLL TAXES WITHHELD & PAID TO FEDERAL
GOVERNMENT.
COMMENTS:
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
---------------------------------------------
SERIES NUMBER: FI -24
RECORD SYSTEM: FIXED ASSETS INVENTORY
RECORD SERIES:
CONTENT SUMMARY: LISTING OF ALL REAL & PROPERTY VALUED IN EXCESS
OF $500.
COMMENTS: UPDATED ON ONGOING BASIS. RETAIN YR—END REPORT.
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
Kodiak Island Borough, Alaska Resolution No. 91-42
25 Page 25 of 33
FINANCE
-- ----------------------------------------------------------
SERIES NUMBER: FI -25
RECORD SYSTEM: ACCOUNTING REPORTS
RECORD SERIES: GENERAL LEDGER
CONTENT SUMMARY: LEDGER CONTAINING ACCOUNTING OF ALL FINANCIAL
TRANSACTIONS FOR FISCAL YEAR.
COMMENTS: TRANSFERRED TO CPO REPORTS IN 1979. CPO REPORTS
CONVERTED TO MICROFORM FOR PERMANENT AND OFF—
SITE STORAGE.
RETAIN ON—SITE: 3 YRS RETAIN RECORDS CENTER: P
T 0 T A L R E T E N T I 0 N P
--------------------------------------------
SERIES NUMBER: FI -26
RECORD SYSTEM: INSURANCE POLICIES
RECORD SERIES:
CONTENT SUMMARY: RECORD COPIES OF BOROUGH LIABILITY & OTHER TYPES
OF INSURANCE POLICIES HELD BY THE BOROUGH.
COMMENTS: RETENTION BEGINS AT EXPIRATION
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
----------------------------------------------------------
SERIES NUMBER: FI -27
RECORD SYSTEM: PAYROLL BACKUP RECORDS
RECORD SERIES:
CONTENT SUMMARY: TIME SHEETS AND VACATION/SICK LEAVE SLIPS
COMMENTS:
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 4 YRS
TOTAL RETENTION: 5 YRS
---------------------------------------------------------
SERIES NUMBER: FI -28
RECORD SYSTEM: PURCHASE ORDERS
RECORD SERIES:
CONTENT SUMMARY: RECORD OF PURCHASES MADE USING PURCHASE ORDER
PROCESS.
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
---------------------------------------------------------------
SERIES NUMBER: FI -29
RECORD SYSTEM: W -2'S
RECORD SERIES:
CONTENT SUMMARY: STATEMENTS OF EMPLOYEE EARNINGS
COMMENTS:
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
Kodiak Island Borough, Alaska Resolution No. 91-42
26 Page 26 of 33
FINANCE
SERIES NUMBER:
FI -30
RECORD SYSTEM:
ACCOUNTING REPORTS
RECORDS SERIES:
PAYROLL REPORTS — CPO REPORT
CONTENT SUMMARY:
COMMENTS:
RETAIN ON—SITE:
1 YR RETAIN RECORDS
CENTER: P
TOTAL RETENTION:
P
(NOTE: RETENTION CHANGED FROM 7 YRS TO PERMANENT AS PER STATE
-------------------------------------------------
REQUIREMENTS)
SERIES NUMBER:
FI -31
RECORD SYSTEM:
INVESTMENT RECORDS
RECORD SERIES:
GENERAL OBLIGATION BONDS
CONTENT SUMMARY:
TRANSCRIPT OF PROCEEDINGS
COMMENTS:
MICROFILM AND DESTROY PAPER COPIES
RETAIN ON—SITE:
1 YR RETAIN RECORDS
CENTER: P
TOTAL RETENTION:
P
(NOTE: NOT INCLUDED
IN ORIGINAL RETENTION SCHEDULE)
Kodiak Island Borough, Alaska Resolution No. 91-42
27 Page 27 of 33
MAYOR'S OFFICE
---------------------------------------------------------
SERIES NUMBER: OM -01
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES:
CONTENT SUMMARY: CORRESPONDENCE & REPORTS RELATED TO THE
FUNCTIONS & OPERATIONS OF THE MAYOR'S OFFICE AS
BOROUGH ADMINISTRATOR.
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 3 YRS
TOTAL RETENTION: 5 YRS
-----------------------------------------------
SERIES NUMBER: OM -02
RECORD SYSTEM: CONTRACTS & BIDS
RECORD SERIES:
CONTENT SUMMARY: CONTRACTS & BIDS RELATED TO GRANTS, LEASES,
FACILITIES PURCHASES, ETC. DOES NOT INCLUDE
PURCHASE ORDERS.
COMMENTS: TRANSFER TO BOROUGH CLERK. RETENTION STARTS WITH
PROJECT COMPLETION.
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
----------------------------------------------------------
SERIES NUMBER: OM -03
RECORD SYSTEM: GRANT PROJECT FILES
RECORD SERIES:
CONTENT SUMMARY: PROJECT FILES & ORIGINAL SIGNED CONTRACTS
RELATED TO THE ADMINISTRATION OF FEDERAL & STATE
GRANTS.
COMMENTS: TRANSFER TO BOROUGH CLERK. RETENTION STARTS WITH
PROJECT COMPLETION.
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
--------------------------------------------------
SERIES NUMBER: OM -04
RECORD SYSTEM: LITIGATION CASES
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO LEGAL SUITS FILED BY OR
AGAINST THE BOROUGH.
COMMENTS: RETENTION PERIOD STARTS AFTER CASE IS CLOSED.
RETAIN ON—SITE; 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
-------------------------------------------------------
SERIES NUMBER: OM -05
RECORD SYSTEM: MINUTES OF ADVISORY BOARD & COMMISSION MEETINGS
RECORD SERIES:
CONTENT SUMMARY: MINUTES OF: PERSONNEL ADVISORY BOARD, DATA
PROCESSING STEERING COMMITTEE, KODIAK
PROCESSOR'S ASSOCIATION, KING CRAB
REHABILITATION COUNCIL.
COMMENTS: SEND ORIGINAL MINUTES TO BOROUGH CLERK'S OFFICE
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
Kodiak Island Borough, Alaska Resolution No. 91-42
28 Page 28 of 33
MAYOR'S OFFICE
---------------------------------------------------------
SERIES NUMBER: OM -06
RECORD SYSTEM: PERSONNEL ADMINISTRATION
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO PERSONNEL RECRUITMENT,
TESTING, LABOR RELATIONS, AFFIRMATIVE ACTION
REGULATION, ETC.
COMMENTS:
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
-------------------------------------------------------------
SERIES NUMBER: OM -07
RECORD SYSTEM: PERSONNEL ADMINISTRATION
RECORD SERIES: EMPLOYMENT APPLICATIONS
CONTENT SUMMARY: EMPLOYMENT APPLICATIONS FOR APPLICANTS NOT
SELECTED FOR BOROUGH POSITION OPENINGS.
COMMENTS:
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
----------------------------------------------------------
SERIES NUMBER: OM -08
RECORD SYSTEM: PERSONNEL ADVISORY BOARD ADMINISTRATION FILES
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO THE ADMINISTRATION OF ISSUES
ADDRESSED BY THE BOARD.
COMMENTS:
RETAIN ON—SITE: 2 YRS RETAIN RECORDS CENTER: 3 YRS
TOTAL RETENTION: 5 YRS
----------------------------------------------------------------
SERIES NUMBER: OM -09
RECORD SYSTEM: PERSONNEL JACKETS
RECORD SERIES:
CONTENT SUMMARY: EMPLOYMENT HISTORY OF EACH BOROUGH EMPLOYEE,
EACH IN SEPARATE FOLDER: HIRE, LEAVE, MEDICAL,
EVALUATIONS, STATUS OF CHANGES, RETIREMENT, ETC.
COMMENTS:
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
-------------------------------------------------
SERIES NUMBER: OM -10
RECORD SYSTEM: VEHICLE MAINTENANCE RECORDS
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO MAINTENANCE OF BOROUGH—
OWNED VEHICLES.
COMMENTS: RETENTION PERIOD STARTS WHEN VEHICLE SOLD
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
Kodiak Island Borough, Alaska Resolution No. 91-42
29 Page 29 of 33
DEPARTMENT MENTAL HEALTH
-----------------------------------------------
SERIES NUMBER: MH -01
RECORD SYSTEM: ACCOUNTING RECORDS
RECORD SERIES:
CONTENT SUMMARY: GENERAL LEDGER
COMMENTS:
RETAIN ON—SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: P
-----------------------------------------------------------------
SERIES NUMBER: MH -02
RECORD SYSTEM: ACCOUNTING RECORDS
RECORD SERIES:
CONTENT SUMMARY: CHECK REGISTER, CANCELED CHECKS, BANK
STATEMENTS, PAYROLL REPORTS TO STATE & FEDERAL
GOVERNMENT; SYSTEM DISCONTINUED.
COMMENTS: TRANSFERRED TO FINANCE DEPARTMENT IN 1983
RETAIN ON—SITE: 7 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 7 YRS
— ---------------------------------------------------------------
SERIES NUMBER: MH -03
RECORD SYSTEM: ACCOUNTS RECEIVABLE
RECORD SERIES:
CONTENT SUMMARY: INVOICE COPIES, CORRESPONDENCE, CHECK STUBS,
RECEIPTS, RECEIPT BOOKS, DEPOSIT BACKUP, 3RD
PARTY PAYERS, INSURANCE JOURNAL, LEDGER CARDS,
TABULATION OF INCOME.
COMMENTS: SYSTEM ON COMPUTER AFTER 1984
RETAIN ON—SITE: 7 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 7 YRS
----------------------------------------------------------------
SERIES NUMBER: MH -04
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES:
CONTENT SUMMARY: REPORTS & CORRESPONDENCE RELATED TO FUNCTIONS CF
THE DEPARTMENT.
COMMENTS:
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 5 YRS
------------
------------------------------------------
SERIES NUMBER: MH -05
RECORD SYSTEM: GRANT FILES
RECORD SERIES:
CONTENT SUMMARY: FEDERAL & STATE GRANT APPLICATIONS, FINANCIAL
REPORTS, CORRESPONDENCE RELATING TO GRANTS THESE
FILES CONTAIN ORIGINAL CONTRACTS.
COMMENTS: RETENTION PERIOD BEGINS AFTER PROJECT COMPLETED
RETAIN ON—SITE: 7 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 7 YRS
Kodiak Island Borough, Alaska Resolution No. 91-42
30 Page 30 of 33
MENTAL HEALTH
SERIES NUMBER: MH -06
RECORD SYSTEM: KODIAK ISLAND MENTAL HEALTH CENTER ADVISORY
BOARD MINUTES.
RECORD SERIES:
CONTENT SUMMARY: ORIGINAL MINUTES
COMMENTS: TRANSFER TO CLERK FOR PERMANENT RETENTION
RETAIN ON—SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
--------------------------------------------------------------
SERIES NUMBER: MH -07
RECORD SYSTEM: KODIAK ISLAND MENTAL HEALTH CENTER ADVISORY
BOARD RECORDS
RECORD SERIES: AGENDA PACKETS
CONTENT SUMMARY: CORRESPONDENCE & REPORTS RELATED TO ISSUES
DISCUSSED BY THE BOARD.
COMMENTS:
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 5 YRS
SERIES NUMBER: MH -08
RECORD SYSTEM: PATIENT CASE FILES
RECORD SERIES:
CONTENT SUMMARY: CORRESPONDENCE, CASE NOTES, TESTING RESULTS,
TREATMENT,INTAKE SHEETS, BILLING, INDEX CARDS.
COMMENTS: CONFIDENTIAL FILES
RETAIN ON—SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: P
SERIES NUMBER: MH -09
RECORD SYSTEM: PERSONNEL FILES
RECORD SERIES:
CONTENT SUMMARY: LETTERS OF REFERENCE, JOB APPLICATIONS,
CONTINUING EDUCATION & LICENSING DOCUMENTATION,
DUPLICATES OF ACTION FORMS & EVALUATIONS.
COMMENTS: RETENTION TIME BEGINS AFTER EMPLOYEE TERMINATED
RETAIN ON—SITE: 7 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 7 YRS
--------------------------------------------------
SERIES NUMBER: MH -10
RECORD SYSTEM: STAFF LOG
RECORD SERIES:
CONTENT SUMMARY: LOG SHEETS COMPLETED DAILY BY EACH STAFF MEMBER
INDICATING WORK COMPLETED.
COMMENTS:
RETAIN ON—SITE: 7 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 7 YRS
----------------------
----------------------
Kodiak Island Borough, Alaska Resolution No. 91-42
31 Page 31 of 33
-------------------------------------------------
SERIES NUMBER: RM -01
RECORD SYSTEM: ADMINISTRATIVE SUBJECT FILES
RECORD SERIES:
CONTENT SUMMARY: BUDGET WORK FILES, CORRESPONDENCE, DUPLICATES OF
FEDERAL & STATE DEEDS, NATIVE CORPORATION
INTERIM & FINAL LAND PATENTS, FIREWOOD PERMITS.
COMMENTS:
RETAIN ON—SITE: 3 YRS
TOTAL RETENTION: 7 YRS
RETAIN RECORDS CENTER: 4 YRS
SERIES NUMBER: RM -02
RECORD SYSTEM: KODIAK FORECLOSED LAND FILES (AKA "KFCL" FILES)
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO FORECLOSURE PROCESS ON LANDS
ACQUIRED DUE TO FAILURE OF OWNERS TO PAY
PROPERTY TAX, INCLUDING DEEDS, CORRESPONDENCE,
NOTICES, JUDGEMENTS, ETC.
COMMENTS:
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
SERIES NUMBER: RM -03
RECORD SYSTEM: KODIAK LAND FILES (AKA "OKL" FILES)
RECORD SERIES:
CONTENT SUMMARY: PATENTS, EASEMENTS, DEEDS, QUITCLAIMS,
DEDICATIONS, LAND DONATIONS — RECORDS RELATED TO
BOROUGH—OWNED LAND NOT RECEIVED BY ENTITLEMENT.
COMMENTS:
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
SERIES NUMBER: RM -04
RECORD SYSTEM: LAND MANAGEMENT RECORDS (AKA "K" FILES)
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO MANAGEMENT & DISPOSITION OF
BOROUGH—OWNED LANDS: BIDS, LEASES, EASEMENTS,
QUITCLAIMS, CONTRACTS OF SALE, COPIES OF TRUST
DEEDS, ETC.
COMMENTS:
RETAIN ON—SITE: 5 YRS
TOTAL RETENTION: P
RETAIN RECORDS CENTER: P
SERIES NUMBER: RM -05
RECORD SYSTEM: LAND SALE FILES
RECORD SERIES:
CONTENT SUMMARY: RECORDS RELATED TO ADMINISTRATION PROCEDURES
COMPLETED PRIOR TO SALE OF BOROUGH—OWNED
PROPERTIES. USUALLY ADMINISTERED IN GROUPS OF
PARCELS.
COMMENTS:
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
Kodiak Island Borough, Alaska Resolution No. 91-42
32 Page 32 of 33
RESOURCE MANAGEMENT
------------------------------------------------------
SERIES NUMBER: RM -06
RECORD SYSTEM: MAPS
RECORD SERIES:
CONTENT SUMMARY: U.S.G.S. MAPS AND NAUTICAL CHARTS
COMMENTS: RETAIN UNTIL REFERENCE VALUE EXPIRED
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
-----------------------------------------------------------------
SERIES NUMBER: RM -06
RECORD SYSTEM: MAPS
RECORD SERIES:
CONTENT SUMMARY: U.S.G.S. MAPS AND NAUTICAL CHARTS
COMMENTS: RETAIN UNTIL REFERENCE VALUE EXPIRED
RETAIN ON—SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: I
------------------------------------------------
SERIES NUMBER: RM -07
RECORD SYSTEM: MAPS
RECORD SERIES: STATUS PLATS
CONTENT SUMMARY: BREAKOUT OF TOWNSHIPS & SECTIONS INDICATING
OWNERSHIP OF FEDERAL, STATE, BOROUGH & NATIVE—
OWNED LANDS.
COMMENTS: UPDATED AS OWNERSHIP CHANGES OCCUR
RETAIN ON—SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: P
----------------------------------------------------------
SERIES NUMBER: RM -06
RECORD SYSTEM: STATE PATENTS (AKA "KIB" FILES)
RECORD SERIES:
CONTENT SUMMARY: PATENTS ISSUED BY STATE OF ALASKA & RECORDS
RELATED TO BOROUGH SELECTION & ACQUISITION OF
ENTITLEMENT LANDS; INCLUDING CORRESPONDENCE,
LEGAL OPINIONS, APPLICATION, ETC.
COMMENTS: MICROFILM COMPLETED TRANSACTIONS & DESTROY PAPER
RETAIN ON—SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: P
Kodiak Island Borough, Alaska Resolution No. 91-42
33 Page 33 of 33