1995-01 Rescinding Resolution No. 91-42 and Adopting a Records Retention Schedule and Central Filing System.Introduced by: Assembly
Requested by: Borough Clerk
Drafted: Records Coordinator
Introduced: 2/2/95
Adopted: 2/2/95
KODIAK ISLAND BOROUGH
RESOLUTION NO. 95 -01
A RESOLUTION RESCINDING RESOLUTION NO. 91-42 AND ADOPTING A
RECORDS RETENTION SCHEDULE AND CENTRAL FILING SYSTEM
WHEREAS, Kodiak Island Borough Code 2.16.200 provides for a Record Retention
Program; and
WHEREAS, the disposition of obsolete records is necessary; and
WHEREAS, a central filing system is beneficial to the borough; and
WHEREAS, state and federal statutes require the retention of specific records for
an explicit amount of time; and
WHEREAS, this schedule identifies the records generated by the offices of the
Kodiak Island Borough; and
WHEREAS, storage space in the Records Retention & Archives Center is at a
premium; and
WHEREAS, departments that comply with the timeliness of the retention schedule
will avoid unnecessary storage of records in the Records Retention &
Archives Center; and
WHEREAS, adherence to this schedule will avoid duplication of records stored in
the Records Retention & Archives Center;
WHEREAS, adherence to the permanent retention requirements will ensure the
history of the borough is maintained;
NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK
ISLAND BOROUGH THAT:
Section 1: This resolution rescinds Resolution No. 91 -42. The attached Records
Retention Schedule and Central Filing System (RRS /CFS) shall become
effective upon adoption of this resolution.
Kodiak Island Borough, Alaska
Resolution No. 95
Page t en
Section 2:
Section 3:
Section 6:
Section 7:
Section 8:
ATTEST:
The attached Records Retention Schedule and Central Filing System
(RRS /CFS) shall be incorporated by this reference. The RRS /CFS
identifies the minimum retention requirements, the responsible
originating department, file number, brief description, confidentiality,
and microfilming requirements of the records.
Records to be destroyed will be listed on a "Records Destruction
Authorization" form compiled by the records coordinator. The
originating department head will review the list and authorize the
destruction of the records. The assembly will approve the destruction
of records by resolution.
The "File Number" shall be the central file number, derived from the
Kodiak Island Borough Code or Alaska Statutes, identifying the record.
To place records into the Records Retention & Archives Center, the
originating department shall complete a "Records Transfer List"
obtained from the records coordinator.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS SECOND DAY OF FEBRUARY, 1995
4)Vna `W i�7 4 1
o nna F. Smith, CMC, Borough Clerk
Kodiak Island Borough, Alaska
To request records from the Records Retention & Archives Center,
borough personnel shall complete a "Records Reference Request"
form obtained from the records coordinator. Other agencies and the
general public requesting information shall complete a "Request for
Public Records" form obtained from the Office of the Borough Clerk.
KODIAK ISLAND BOROUGH
Jero Q- M. Selby, Borough Mayo
/G�- IN.k.ry
Mary Mon 1 Presiding Officer
Resolution No. 95.01
Page 1of,.
DEPARTMENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
RODIAR ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
ASSESSOR'S OFFICE
A0 -01
KIBC 3.20 & 3.24
ASSESSMENT RECORDS - EDP REPORTS
ALPHA LIST BY OWNER 0
F REAL & DESCRIPTION LIST BY OWNER NAME OF PERSONAL REAL PROPERTY,
BUSINESS LISTINGS, PERSONAL PROPERTY
COMMENTS: RETAIN YR -END REPORT
RETAIN ON -SITE: 1 YR
TOTAL RETENTION: 7 YRS
RETAIN RECORDS CENTER: 6 YRS
LEGAL
BOAT &
SERIES NUMBER: A0-02
FILE NUMBER: KIBC 3.20.06
RECORD SERIES: CERTIFIED ASSESSMENT ROLL
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: PERMANENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: ALPHA
RETAIN ON -SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
PROPERTY, FILE
STATE RECORDER
COMMENTS: MICROFILM IF FILM NOT
RETAIN ON -SITE: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
A0 -05
KIBC 3.24.01
ASSESSMENT ADJUSTMENT CORRESPONDENCE ADJUSTMENT ACTIONS
ADJUSTMENT ACTIONS AFTER ASSESSMENT ROLL CERTIFICATION. FILED
BY TAX CODE.
COMMENTS: MICROFILM
RETAIN ON -SITE: 3 YRS
TOTAL RETENTION: PERMANENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES;
CONTENT SUMMARY
COMMENTS:
RETAIN ON -SITE:
TOTAL RETENTION:
A0 -03
KIBC 3.24.01
CHANGE OF ADDRESS CARDS
CHANGE OF ADDRESS CARDS INDICATING PROPERTY SALES TO NEW
OWNERS. TRACKS LATEST OWNER OF REAL PROPERTY UNTIL NEW
ASSESSMENT ROLL RELEASE
BY NEW BUYER'S NAME
3 YRS RETAIN RECORDS CENTER: NO
3 YRS
A0-04
KIBC 3.20.20
DEEDS
COPIES OF DEEDS ISSUED IN THE BOROUGH AREA FOR PRIVATEL
D BY STATE OF ALASKA BOOK NUMBER, ORIGINALS N AT
AVAILABLE FROM STATE
RETAIN RECORDS CENTER: NO
RETAIN RECORDS CENTER: P
A0 -06
KIBC 3.20.08
EXEMPTIONS BRoM PROPERTY TAX
. CORRESPONDENCE RE SENIOR CITIZEN, DISABLED VETS, FARM USE TAX
EXEMPTIONS
2 YRS RETAIN RECORDS CENTER: NO
2 YRS CONFIDENTIAL
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 1
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
5 YRS
PERMANENT
FILED IN THE
COMMENTS: MICROFILM
RETAIN ON —SITE: 2 YRS
TOTAL RETENTION: PERMANENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: VITAL
PAPER
RETAIN ON —SITE:
AO -07
KIBC 3.20.05
BOARD OF EQUALIZATION
APPEAL, CASE PRESENTATION EVIDENCE, COPY OF MINUTES OF
HEARINGS, CERTIFICATION OF BOARD OF EQUALIZATION ACTIONS
AO -08
KIBC 3.24.01
PERSONAL PROPERTY ASSESSMENT RETURNS
PERSONAL PROPERTY ASSESSMENT FORMS FILLED OUT BY TAX PAYER &
ASSESSOR'S OFFICE WITH RELATED ATTACHMENTS.
AO -09
KIBC 2.31
READING FILE
CORRESPONDENCE GENERATED IN OFFICE, FILED
ORDER
3 YRS
3 YRS
TOTAL RETENTION: PERMANENT
RETAIN RECORDS CENTER: P
RELATED TO TRANSACTIONS:
APPRAISAL WORKUPS.
RECORDS. PLAN TO PUT ON
RECORDS.
INDEFINITE
RETAIN RECORDS CENTER: P
CONFIDENTIAL
RETAIN RECORDS CENTER: NO
A0 -10
KIBC 3.20
REAL PROPERTY RECORD CARDS
HISTORY OF PARCELS OF REAL PROPERTY IN BOROUGH AND RECORDS
PHOTOS, AS —BUILT SURVEYS /PLAT COPIES,
COMPUTER. FILM
RETAIN RECORDS CENTER: P
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 2
IN CHRONOLOGICAL
DEPARTMENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORDS SERIES:
CONTENT SUMMARY:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
BOROUGH FIRE DEPARTMENTS
BF -01
KIBC 2.35
CORRESPONDENCE FILES
CORRESPONDENCE RELATED TO FIRE ADMINISTRATION COMMENTS:
2 YRS RETAIN RECORDS CENTER: 5 YRS
7 YRS
BF -02
KIBC 4.80
FIRE PROTECTION AREA NO. 1 BOARD
AGENDAS COPIES OF FIRE PROTECTION AREA NO.
MINUTES & MEMBERS.
COMMENTS: SEND ORIGINALS TO BOROUGH CLERK'S OFFICE FOR
RETENTION. SEE BC -09.
RETAIN ON —SITE: 2 YRS
TOTAL RETENTION: PERMANENT
RETAIN RECORDS CENTER: P
BF -03
KIBC 2.12
VOLUNTEER PERSONNEL RECORDS
PERSONNEL JACKETS
PERSONNEL HISTORY.
COMMENTS: RETENTION PERIOD BEGINS AFTER TERMINATION OF PARTICIPATION.
RETAIN ON —SITE: 10 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 10 YRS
SERIES NUMBER: BF -04 DELEDTED FEB 1995
TOTAL RETENTION: 7 YRS
SERIES NUMBER: BF -05
FILE NUMBER: KIBC 2.35.090
RECORD SERIES: ALASKA'S NATIONAL FIRE INCIDENT REPORTING SYSTEM (ANFIRS)
CONTENT SUMMARY: ANFIRS ARE EMERGENCY RESPONSE REPORTS THAT INCLUDES LOCATION,
TIMES, RESPONSE, TYPE, CAUSE, INVESTIGATION, AND ALL NECESSARY
SUPPLEMENTAL REPORTS.
COMMENTS: ANFIRS ARE INCLUDED IN ALAKA STATE & NATIONAL DATABASES.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY: TRAINING RECO
ROSTERS (COPY
COMMENTS: INDIVIDUAL EMPLOYEE
RECORDS. SEE BF -03
RETAIN ON —SITE: 2 YRS
TOTAL RETENTION: 10 YRS
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
BF -06
KIBC 2.35.020
FIRE TRAINING FILES
BF -07
KIEL 2.35.050
EQUIPMENT INSPECTION REPORTS
HOSE TESTS
2 YRS
2 YRS
CONTAINING RECORDS RELATING TO
ADS, FIRE PREVENTION PROGRAMS, & WEEKLY DRILL
THESE DRILL ROSTERS TO PERSONNEL ASSISTANT).
TRAINING SHOULD ALSO BE DOCUMENTED IN PERSONNEL
RETAIN RECORDS CENTER: 8 YRS
RETAIN RECORDS CENTER: NO
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 3
1 BOARD MEETING
FIRE
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: BF -08
FILE NUMBER: KIBC 2.41
RECORD SERIES: EMERGENCY SERVICES PLANS
CONTENT SUMMARY: ACTION & LOGISTICS SUPPORT PLANS FOR EMERGENCY SITUATIONS
COMMENTS: CURRENT PLAN SHOULD REMAIN ON SITE.
RETAIN ON —SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BF -09
FILE NUMBER: KIBC 2.35.080
RECORD SERIES: VEHICLE SERVICE RECORDS
CONTENT SUMMARY: MAINTENANCE RECORDS OF SERVICE DISTRICT VEHICLES
COMMENTS: KEEP SERVICE RECORDS OF MAINTENANCE UNTIL VEHICLE IS DISPOSED OF.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER: BF -10
FILE NUMBER: KIBC 2.35.060
RECORD SERIES: FIRE PROTECTION AGREEMENTS
CONTENT SUMMARY: SIGNED MUTUAL AID AGREEMENTS WITH OTHER AGENCIES.
COMMENTS: ORIGINALS ARE KEPT IN THE CLERK'S OFFICE. RETENTION BEGINS UPON
TERMINATION OF THE AGREEMENTS.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: BF -11
FILE NUMBER: KIBC 4.50
RECORD SERIES: WOMENS BAY SERVICE DISTRICT
CONTENT SUMMARY: AGENDAS, BOARD MEMBER ROSTERS & COPIES OF MINUTES FROM WOMENS
BAY SERVICE DISTRICT MEETINGS
COMMENTS: ORIGINALS ARE KEPT IN THE BOROUGH CLERK'S OFFICE
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 13 YRS
TOTAL RETENTION: 15 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 4
DEPARTMENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: TURN
RETAIN ON —SITE:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
BOROUGH CLERK'S OFFICE
BC -01
KIBC 2.21
ADMINISTRATIVE
RECORDS GROUPED
DEPARTMENT AND
2 YRS
5 YRS
SUBJECT FILES
BY SUBJECT RELATED TO ONGOING FUNCTIONS OF THE
ISSUES CONSIDERED BY THE BOROUGH ASSEMBLY.
RETAIN RECORDS CENTER: 3 YRS
BC -02
KIBC 15.44
GENERAL APPEALS
RECORDS RELATED TO APPEALS SUBMITTED TO THE BOROUGH ASS
EMBLY
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
BC -03
KIBC 16.90
LAND USE APPEALS
APPEALS FROM APPROVALS, DENIALS OR CONDITIONS OF LAND USE
PERMITS, SUCH AS VARIANCES, USE PERMITS, ZONING ISSUES,
SUBDIVISIONS, ETC.
OVER TO COM /DEV DEPT FOR INCORPORATION IN THEIR FILES.
1 MONTH RETAIN RECORDS CENTER: NO
SERIES NUMBER: BC -04
FILE NUMBER: KIBC 2.16.190
RECORD SERIES: MINUTES OF THE BOROUGH ASSEMBLY
CONTENT SUMMARY: MINUTES OF MEETINGS HELD BY THE ASSEMBLY.
COMMENTS: MICROFILM & RETAIN ORIGINALS IN CLERKS OFFICE.
RETAIN ON —SITE: PERMANENT RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -05
FILE NUMBER: KIBC 2.17.060
RECORD SERIES: ASSEMBLY AGENDA PACKETS
CONTENT SUMMARY: AGENDA & WORK SESSION PACKETS CONTAINING BACKUP CORRESPONDENCE
& REPORTS DISTRIBUTED TO ASSEMBLY MEMBERS FOR DISCUSSION AT
ASSEMBLY MEETINGS & MONTHLY CALENDARS.
COMMENTS: AGENDAS & MINUTES ARE ALSO INCLUDED.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 13 YRS
TOTAL RETENTION: 15 YRS
BC -06
KIBC 2.17.060
ASSEMBLY MEETING TAPES
AUDIO CASSETTE TAPES OF ASSEMBLY MEETINGS
1 YR RETAIN RECORDS CENTER: 1 YR
2 YRS
SERIES NUMBER: BC -07 SEE FI -16.
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 5
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: BC -08
FILE NUMBER: KIBC 3.20.050
RECORD SERIES: BOARD OF EQUALIZATION
CONTENT SUMMARY: MINUTES, ROSTERS AND CERTIFICATION OF BOARD OF EQUALIZATION
ACTIONS.
COMMENTS: UPON COMPLETION OF BOE, GIVE FILES TO ASSESSING (A0 -07) FOR
PERMANENT RETENTION. BOROUGH CLERK'S OFFICE RETAINS ORIGINAL
MINUTES.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMENANT
SERIES NUMBER: BC -09
FILE NUMBER: KIBC 2.39
RECORD SERIES: BOROUGH BOARDS & COMMISSIONS
CONTENT SUMMARY: GENERAL INFORMATION & APPLICANTS. SEE SEPARATE LISTINGS.
COMMENTS:
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
SERIES NUMBER: BC -10 SEE FI -17
SERIES NUMBER: BC -11
FILE NUMBER: KIBC 2.39.140
RECORD SERIES: CONFLICT OF INTEREST STATEMENTS
CONTENT SUMMARY: STATEMENTS OF ECONOMIC INTEREST FILED BY CANDIDATES, ELECTED
OFFICIALS & DESIGNATED BOARD & COMMISSION MEMBERS.
COMMENTS: MICROFILM & DESTROY PAPER COPY WHEN RETIRED TO RECORDS CENTER.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT *IAW APOC
SERIES NUMBER: BC -12 COMBINED, SEE BC -15
SERIES NUMBER: BC -13 COMBINED, SEE BC -15
SERIES NUMBER: BC -14 COMBINED, SEE BC -15
SERIES NUMBER: BC -15
FILE NUMBER: KIBC 3.16
RECORD SERIES: CONTRACTS
CONTENT SUMMARY: CONTRACTS BETWEEN KIS & OTHERS FOR PURCHASE OF SUPPLIES &
MATERIALS, PROFESSIONAL SERVICES, CONSTRUCTION, MEMORANDUMS OF
AGREEMENT.
COMMENTS: RETENTION PERIOD BEGINS AFTER CONTRACT COMPLETED. LAN COMPUTER
INDEX, WP51 \CLERK \INDEX \CONTRACTS. MICROFILM FOR RECORDS CENTER
RETENTION REQUIREMENTS.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -16
FILE NUMBER: KIBC 7.40
1WLUKU SL'KILb: MUNIVIYNL LLEUTION KMVVKUS
CONTENT SUMMARY: CANVASS BOARD CERTIFICATIONS OF RETURNS
COMMENTS: MICROFILM & DESTROY PAPER RECORDS AFTER MEETING 2 YEAR FEC
REQUIREMENT OF ORIGINALS, STATE REQUIRES PERMANENT RETENTION,
MICROFILM IS PERMISSIBLE FOR STATE.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT *IAW FEC REGULATIONS & ALASKA ARCHIVES.
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 6
SERIES NUMBER: BC -17
FILE NUMBER: KIBC 7.10
RECORD SERIES: ELECTION ADMINISTRATION
CONTENT SUMMARY: RECORDS RELATED TO ADMINISTRATION OF MUNICIPAL ELECTIONS;
EXPENSES, WORKERS, COMPUTER PROGRAM & PROM USED TO RUN THE
BALLOT COUNTING PROGRAM, ETC.
COMMENTS: FEC REGULATIONS REQUIRE ORIGINALS.
RETAIN ON —SITE: 1 YRS RETAIN RECORDS CENTER: 2 YRS
TOTAL RETENTION: 2 YRS *IAW FEC REGULATIONS
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
KODIAR ISLAND BOROUGH
RECORDS RETENTION SCHEDULE 8 CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
BC -18
KIBC 7.20.030
CANDIDATE RECORDS
CONTENT SUMMARY: NOMINATING PETITIONS & DECLARATIONS OF CANDIDACY SUBMITTED BY
CANDIDATES FOR MUNICIPAL OFFICES.
COMMENTS: MICROFILM AFTER TWO YEARS.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT *IAW ALASKA ARCHIVES
SERIES NUMBER: BC -19
FILE NUMBER: KIBC 2.16.160
RECORD SERIES: ORDINANCES
CONTENT SUMMARY: ORDINANCES ADOPTED BY THE BOROUGH ASSEMBLY
COMMENTS: MICROFILM & RETAIN ORIGINALS IN CLERK'S OFFICE. LAN COMPUTER INDEX,
WP51 \CLERK \INDEX \ORDINANCE.
RETAIN ON —SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -20
FILE NUMBER: KIBC 2.16.180
RECORD SERIES: RESOLUTIONS
CONTENT SUMMARY: RESOLUTIONS ADOPTED BY THE BOROUGH ASSEMBLY
COMMENTS: MICROFILM & RETAIN ORIGINALS IN CLERK'S OFFICE. LAN COMPUTER INDEX,
WP /CLERK /INDEX /RESOLUTION.
RETAIN ON —SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -21
FILE NUMBER: KIBC 2.16.050
RECORD SERIES: OATHS OF OFFICE
CONTENT SUMMARY: OATHS OF OFFICE OF BOTH ELECTED & APPOINTED MUNICIPAL
OFFICIALS.
COMMENTS: HISTORICAL VALUE; RETAIN ORIGINALS.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT *IAW ALASKA ARCHIVES
SERIES NUMBER:
FILE NUMBER:
CONTENT SUMMARY:
COMMENTS: CODE
RETAIN ON —SITE:
TOTAL RETENTION:
BC -22
KIBC 1.02
CODE OF ORDINANCES
CHANGES, SUPPLEMENTS, & DISTRIBUTION LIST.
P RETAIN RECORDS CENTER: NO
PERMANENT
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 7
RODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: BC -23
FILE NUMBER: KIBC 7.30
CONTENT SUMMARY: BALLOTS
COMMENTS: COMPLETED VOTING BALLOTS; KEEP 2 YRS UNLESS THE MUNICIPAL ELECTION
IS CONTESTED.
RETAIN ON —SITE: NO RETAIN RECORDS CENTER: 2 YRS
TOTAL RETENTION: 2 YRS *IAW FEC REGULATIONS
SERIES NUMBER: BC -24
FILE NUMBER: KIBC 2.17.100
RECORD SERIES: PUBLICATIONS
CONTENT SUMMARY: NEWSPAPER PUBLICATIONS OF NOTICE OF MEETINGS, PUBLIC HEARINGS,
ASSEMBLY BUSINESS, & MUNICIPAL ELECTIONS.
COMMENTS: MICROFILM FOR RECORDS CENTER; HISTORICAL VALUE.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -25
FILE NUMBER: KIBC 16.90 & 17.100
CONTENT SUMMARY: PUBLIC HEARING RECORDS
COMMENTS: PUBLIC HEARING NOTICES & RESPONSES REGARDING REZONES & APPEALS ARE
PLACED IN COMDEV FOR RETENTION 1 MONTH AFTER COMPLETION OF ASSEMBLY
ACTION. SEE CD -17. OTHER PUBLIC HEARING RECORDS SHOULD REMAIN IN
CLERK'S OFFICE.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
SERIES NUMBER: BC -26
FILE NUMBER: KIBC 2.24
CONTENT SUMMARY: LEGAL OPINIONS
COMMENTS: OFFICIAL INTERPRETATIONS REGARDING QUESTIONS OF LEGAL RIGHTS OR
LIABILITIES AFFECTING OPERATING DEPARTMENTS. LAN COMPUTER INDEX
WP51 /CLERK /INDEX /LEGAL; FILED IN BINDERS, CHRONOLOGICALLY IN CLERK'S
OFFICE.
RETAIN ON —SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT PROPRIETARY INFORMATON ONLY
SERIES NUMBER: BC -27
FILE NUMBER: KIBC 7.30.020
CONTENT SUMMARY: ELECTION BOUNDARY
COMMENTS: PRECINCT MAPS WITH BOUNDARIES
ELECTION.
RETAIN ON —SITE: CURRENT
TOTAL RETENTION: PERMANENT
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 8
IN EFFECT AT TIME OF EACH MUNICIPAL
RETAIN RECORDS CENTER: P
*IAW FEC REGULATIONS
SERIES NUMBER: BC -28
FILE NUMBER: KIBC 7.30
CONTENT SUMMARY: ELECTION RECORDS
COMMENTS: MUNICIPAL ELECTION RECORDS, TALLY BOOKS, & SIGNED PRECINCT
REGISTERS.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 1 YR
TOTAL RETENTION: 2 YRS *IAW FEC REGULATIONS
SERIES NUMBER: BC -29
FILE NUMBER: KIBC 7.50
CONTENT SUMMARY: ABSENTEE VOTING
COMMENTS: MUNICIPAL ELECTION ABSENTEE BALLOT REQUESTS,
ABSENTEE BALLOTS ARE RETURNED, INCLUDING THOSE
BE COUNTED.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER:
TOTAL RETENTION: 2 YRS *IAW FEC REGULATIONS
SERIES NUMBER: BC -30
FILE NUMBER: KIBC 2.40
CONTENT SUMMARY: PLANNING & ZONING COMMISSION
COMMENTS: COPIES OF P & Z MINUTES, COMMISSION MEMBERS. ORIGINAL MINUTES ARE
RETAINED BY COM /DEV, CD -16.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -31
FILE NUMBER: KIBC 2.41
CONTENT SUMMARY: EMERGENCY SERVICES COUNCIL
COMMENTS: COPIES OF ESC MINUTES; FINDINGS, & COUNCIL MEMBERS. ORIGINALS ARE
IN THE CITY OF KODIAK CLERK'S OFFICE.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
SERIES NUMBER:
FILE NUMBER:
CONTENT SUMMARY:
COMMENTS: KEDC
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
CONTENT SUMMARY:
COMMENTS: P & R
RETAIN ON —SITE:
TOTAL RETENTION:
RODIAR ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
BC -32
KIBC 3.42
KODIAK ECONOMIC DEVELOPMENT COMMISSION
MINUTES, FINDINGS, & COMMISSION MEMBERS
2 YRS RETAIN RECORDS CENTER: P
PERMANENT
BC -33
KIBC 2.43
PARKS & RECREATION COMMITTEE
MINUTES, FINDINGS, & COMMITTEE MEMBERS
2 YRS RETAIN RECORDS CENTER: P
PERMANENT
SERIES NUMBER: BC -34
FILE NUMBER: KIBC 2.45
CONTENT SUMMARY: ARCHITECTURAL REVIEW BOARD
COMMENTS: ARB MINUTES, FINDINGS, & BOARD MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -35
FILE NUMBER: KIBC 2.47
CONTENT SUMMARY: AIRPORT ADVISORY COMMITTEE
COMMENTS: AAC MINUTES, FINDINGS, & COMMITTEE MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 9
ENVELOPES IN WHICH
RETURNED TOO LATE TO
1 YR
SERIES NUMBER: BC -36
FILE NUMBER: KIBC 4.30
CONTENT SUMMARY: SERVICE AREA NO. 2 COMMISSION
COMMENTS: SA #2 MINUTES, BOUNDARY MAPS, FINDINGS, & COMMISSION MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -37
FILE NUMBER: KIBC 4.50
CONTENT SUMMARY: WOMENS BAY SERVICE AREA COMMISSION
COMMENTS: WB MINUTES, BOUNDARY MAPS, FINDINGS, & COMMISSION MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -38
FILE NUMBER: KIBC 4.60
CONTENT SUMMARY: MONASHKA BAY ROAD SERVICE AREA COMMISSION
COMMENTS: MB MINUTES, BOUNDARY MAPS, FINDINGS, & COMMISSION MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER:
FILE NUMBER:
CONTENT SUMMARY:
COMMENTS: SD #1
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
CONTENT SUMMARY:
COMMENTS: FP #1
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAR ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
BC -39
KIBC 4.70
SERVICE DISTRICT NO. 1 COMMISSION
MINUTES, BOUNDARY MAPS, FINDINGS, & COMMISSION MEMBERS
2 YRS RETAIN RECORDS CENTER: P
PERMANENT
BC -40
KIBC 4.80
FIRE PROTECTION AREA NO. 1 COMMISSION
MINUTES, BOUNDARY MAPS, FINDINGS, & COMMISSION MEMBERS
2 YRS RETAIN RECORDS CENTER: P
PERMANENT
SERIES NUMBER: BC -41
FILE NUMBER: KIBC 4.90
CONTENT SUMMARY: BAY VIEW ROAD SERVICE AREA COMMISSION
COMMENTS: BV MINUTES, BOUNDARY MAPS, FINDINGS, & COMMISSION MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -42
FILE NUMBER: KIBC 4.100
CONTENT SUMMARY: WOODLAND ACRES STREET LIGHT SERVICE AREA COMMISSION
COMMENTS: WA MINUTES, BOUNDARY MAPS, FINDINGS, & COMMISSION MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -43
FILE NUMBER: KIBC 5.00
CONTENT SUMMARY: LICENSES, LIQUOR
COMMENTS: LIQUOR LICENSES APPLICATIONS. ORIGINALS AT DEPT OF REVENUE & DEPT
OF COMMERCE & ECONOMIC DEVELOPMENT.
RETAIN ON —SITE: CURRENT RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 3 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 10
RODIAR ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: BC -44
FILE NUMBER: KIBC 8.04
CONTENT SUMMARY: KODIAK ISLAND HOSPITAL ADVISORY BOARD
COMMENTS: KIH MINUTES, FINDINGS, & BOARD MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -45
FILE NUMBER: KIBC 8.08
CONTENT SUMMARY: MENTAL HEALTH CENTER ADVISORY BOARD
COMMENTS: MHC MINUTES, FINDINGS, & BOARD MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -46
FILE NUMBER: KIBC 16.50
CONTENT SUMMARY: PLAT LOG
COMMENTS: PLAT LOG DETAILS PROPERTY OWNER, PLAT LOCATION, DATE FILED, & PLAT
NO. ASSIGNED BY STATE RECORDER'S OFFICE. LOG REMAINS IN CLERK'S
OFFICE.
RETAIN ON —SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -47
FILE NUMBER: KIBC 2.21
CONTENT SUMMARY: NOTARY LOG
COMMENTS: NOTARY LOG DETAILING IDENTIFICATION, DATE, & DOCUMENT NOTARIZED.
REMAIN IN THE CLERK'S OFFICE.
RETAIN ON —SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -48
FILE NUMBER: KIBC 7.20
CONTENT SUMMARY: VOTER REGISTRY
COMMENTS: COMPUTERIZED FILE (OR HARD COPY) OF THE DISTRICT VOTER REGISTRY AT
TIME OF EACH MUNICIPAL ELECTION.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT *IAW FEC REGULATIONS
SERIES NUMBER: BC -49
FILE NUMBER: KIBC 7.30
CONTENT SUMMARY: PRECINCT STATISTICS
COMMENTS: MUNICIPAL ELECTION RETURNS BY PRECINCT; VOTER REGISTRATION
STATISTICS BY PRECINCT; AND VOTER TURNOUT STATISTICS BY PRECINCT FOR
EACH MUNICIPAL ELECTION.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT *IAW FEC REGULATIONS
SERIES NUMBER: BC -50
FILE NUMBER: KIBC 7.40.030 -040
CONTENT SUMMARY: RECOUNTS /CONTESTED MUNICIPAL ELECTIONS
COMMENTS: PROCEDURES & GUIDELINES, LOG OR DIARY OF ACTIVITY, AND RECORDS
CREATED FOR AND DURING THE RECOUNT.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 1 YR
TOTAL RETENTION: 2 YRS *IAW FEC REGULATIONS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 11
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: BC -51
FILE NUMBER: KIBC 5.00
CONTENT SUMMARY: LICENSES, GAMES
COMMENTS: GAMES OF CHANCE & SKILL PERMIT APPLICATIONS. ORIGINALS AT DEPT OF
REVENUE & DEPT OF COMMERCE & ECONOMIC DEVELOPMENT.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
SERIES NUMBER: BC -52
FILE NUMBER: KIBC 7.60
CONTENT SUMMARY: ELECTION PAMPHLET
COMMENTS: MUNICIPAL ELECTION PAMPHLET SUMMARIZING CANDIDATES & ISSUES.
HISTORICAL VALULE.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -53
FILE NUMBER: KIBC 2.12
CONTENT SUMMARY: PERSONNEL ADVISORY BOARD
COMMENTS: MINUTES, FINDINGS, & BOARD MEMBERS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: BC -54
FILE NUMBER: KIBC 2.33
RECORD SERIES: DATA PROCESSING STEERING COMMITTEE
CONTENT SUMMARY: ORIGINAL COMMITTEE MEETING MINUTES & ROSTERS.
COMMENTS: SEE DP -04 FOR RELATED FILES.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 12
DEPARTMENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
CORRESPONDENCE FILES RELATED TO DEPARTMENTAL ADMINISTRATION:
BUDGET WORK FILES, ORDINANCE REVISIONS TO TITLES 15 -18,
ADMINISTRATIVE DECISIONS, ETC.
COMMENTS: SUBJECT TO ANNUAL ADMINISTRATIVE REVIEW & PURGE
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER: CD -02
FILE NUMBER: KIBC 17.67
RECORD SERIES: AREA —WIDE PROJECT FILES
CONTENT SUMMARY: PROJECT PERMIT FILES RELATED TO KODIAK ELECTRICAL ASSOCIATION,
TSUNAMI SIREN PROJECT, ETC. HEARD BY THE PLANNING & ZONING
COMMISSION.
COMMENTS: SUBJECT TO ANNUAL ADMINISTRATIVE REVIEW & PURGE.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER: CD -03
FILE NUMBER: KIBC 17.67
RECORD SERIES: AREA —WIDE PROJECT PERMIT FILES
CONTENT SUMMARY: PROJECT PERMIT FILES RELATED TO PROJECTS NOT
PLANNING & ZONING COMMISSION.
COMMENTS: SUBJECT TO ANNUAL ADMINISTRATIVE REVIEW & PURGE.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
COMMENTS:
RETAIN ON —SITE: 2 YRS
TOTAL RETENTION: 2 YRS
COMMUNITY DEVELOPMENT & PLANNING
CD -01
KIBC 2.32
ADMINISTRATIVE SUBJECT FILES
CD -04
KIBC 2.40
AUDIO CASSETTE TAPES OF COMMITTEE MEETINGS
TAPES OF PLANNING AND ZONING COMMISSION & OUTER CONTINENTAL
SHELF ADVISORY COMMITTEE MEETINGS
RETAIN RECORDS CENTER: NO
SERIES NUMBER: CD -05 DUPLICATE RECORDS OF CD —01
HEARD BY THE
SERIES NUMBER: CD -06
FILE NUMBER: KIBC 17.02
RECORD SERIES: COASTAL ZONE MANAGEMENT
CONTENT SUMMARY: COASTAL ZONE MANAGEMENT SHELF FILES 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: INDEFINITE RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 13
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: CD -07
FILE NUMBER: KIBC 17.02
RECORD SERIES: OUTER CONTINENTAL SHELF ADVISORY BOARD
CONTENT SUMMARY: MINUTES OF OCS ADVISORY BOARD, CORRESPONDENCE, REPORTS &
RELATED ISSUES.
COMMENTS: ORIGINALS ARE IN COM /DEV DEPARTMENT.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: CD -08
FILE NUMBER: KIBC 17.02
RECORD SERIES: COMPREHENSIVE PLANS
CONTENT SUMMARY: GENERAL LAND USE & DEVELOPMENT PLANS FOR CITIES OR AREAS IN
THE KODIAK ISLAND BOROUGH INCLUDING WORKPAPERS, SURVEYS,
STUDIES, & REPORTS.
COMMENTS: MICROFILM FINAL PLAN & KEEP PAPER COPY OF EACH.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: CD -09 DISCONTINUED 1993
RECORD SERIES: DOG LICENSES
SERIES NUMBER: CD -10
FILE NUMBER: KIBC 2.40
RECORD SERIES: PLANNING & ZONING COMMISSION AGENDA PACKETS
CONTENT SUMMARY: AGENDAS, PUBLIC HEARING RECORDS, & ITEMS PRESENTED TO THE
COMMISSION FOR ACTION.
COMMENTS:
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 13 YRS
TOTAL RETENTION: 15 YRS
SERIES NUMBER: CD -11
FILE NUMBER: KIBC 10.10
RECORD SERIES: JUNK REMOVAL FILES
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
SERIES NUMBER: CD -12
FILE NUMBER: KIBC 17.02
RECORD SERIES: LIBRARY
CONTENT SUMMARY: STUDIES & SURVEYS GENERATED BY KODIAK ISLAND BOROUGH & OTHER
JURISDICTIONS & KODIAK ISLAND BOROUGH RESPONSES RE PLANNING &
DEVELOPING AREAS IN ALASKA (FUNCTIONS AS REFERENCE LIBRARY).
COMMENTS: SUBJECT TO ANNUAL ADMINISTRATIVE REVIEW & PURGE
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 14
SERIES NUMBER: CD -13
FILE NUMBER: KIBC 17.09
RECORD SERIES: MAPS
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: INDEFINITE RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: CD -14
FILE NUMBER: KIBC 17.09
RECORD SERIES: ZONING MAPS
CONTENT SUMMARY: ADOPTED ZONING MAPS, LAND CLASSIFICATION FILES'
COMMENTS: HISTORICAL. TRANSFER TO RECORDS CENTER
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: CD -15 DUPLICATE OF BC -19
RECORD SERIES: ORDINANCE REVISIONS
SERIES NUMBER: CD -16
FILE NUMBER: KIBC 2.40
RECORD SERIES: PLANNING & ZONING COMMISSION MINUTES & RESOLUTIONS
CONTENT SUMMARY: ORIGINAL SIGNED MINUTES & RESOLUTIONS OF THE P & Z COMMISSION.
COMMENTS: MICROFILM & RETAIN ORIGINALS ON SITE.
RETAIN ON —SITE: P RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: CD -17
FILE NUMBER: KIBC 17.72
RECORD SERIES: PROPERTY FILES
CONTENT SUMMARY: ALL REAL PROPERTY OF THE KODIAK ISLAND BOROUGH, SORTED BY
LEGAL DESCRIPTION. INCLUDES HISTORY OF ZONING, EXCEPTIONS,
VARIANCES, WAIVERS, VIOLATIONS, COMPLAINTS, CONDITIONAL USE
PERMITS, TEMPORARY USE PERMITS, ETC.
COMMENTS: MICROFILM & FILE WITH ITEMS THAT ARE UNFILMABLE
RETAIN ON —SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAR ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
CD -18
KIBC 16.50
PLATS
MYLARS /PAPER OF
CHRONOLOGICALLY
INDEFINITE
PERMANENT
CD -19
KIBC 2.32
CENSUS REPORTS
FEDERAL CENSUS
THE BOROUGH.
INDEFINITE
PERMANENT
ALL PLATS FILED WITH THE BOROUGH, FILED
BY PLAT NUMBER.
RETAIN RECORDS CENTER: P
REPORTS & LOCAL ANNUAL POPULATION
RETAIN RECORDS CENTER: P
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 15
STUDIES OF
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: CD -20
FILE NUMBER: KIBC 16.10
RECORD SERIES: PLATTING ACTIVITIES
CONTENT SUMMARY: RECORDS OF PLATTING ACTIVITIES (SUBDIVISIONS,
VACATIONS /REPLATS, EASEMENT VACATES, RECORDS OF SURVEY,
WAIVERS, ETC.) WITHIN THE BOROUGH.
COMMENTS:
RETAIN ON —SITE: P
TOTAL RETENTION: PERMANENT
RETAIN RECORDS CENTER: NO
SERIES NUMBER: CD -21
FILE NUMBER: KIBC 17.02.030.E
RECORD SERIES: SITE MAPS OF BOROUGH PARKS
CONTENT SUMMARY: SITE MAPS OF PARKS SHOWING TOPOGRAPHIC FEATURES, DRAINAGE,
STRUCTURES, & EQUIPMENT. AS —BUILT DRAWINGS FOR STRUCTURES.
COMMENTS:
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: CD -22
FILE NUMBER: KIBC 2.43
RECORD SERIES: RECREATIONAL BOROUGH PARKS PROJECT FILES
CONTENT SUMMARY: INCLUDES RECORDS OF LANDSCAPING WORK, TREE WORK, ETC. REQUESTS
FOR DESIGN PLANS, DAMAGE & VANDALISM REPORTS, FACILITY USE
PERMITS, VOLUNTEER SERVICE RECORDS.
COMMENTS: REVIEW & PURGE ANNUALLY.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER: CD -23
FILE NUMBER: KIBC 2.43
RECORD SERIES: PARKS & RECREATION COMMITTEE
CONTENT SUMMARY: AGENDA PACKETS, ROSTERS & CORRESPONDENCE RELATING TO BOROUGH
PARKS.
COMMENTS: ORIGINAL SIGNED MINUTES ARE RETAINED BY THE BOROUGH CLERK'S OFFICE.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 13 YRS
TOTAL RETENTION: 15 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 16
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
DEPARTMENT CHILD CARE ASSISTANCE PROGRAMS OFFICE
SERIES NUMBER: DC -01
FILE NUMBER: 19 AAC 65.091
RECORD SERIES: PARENT FILES
CONTENT SUMMARY: CHILD CARE FAMILY ELIGIBILITY FILES, ASSIGNED NUMBERS BY CHILD
CARE OFFICE, FOR PERSONAL FAMILY INFORMATION, DEMOGRAPHICS &
FINANCIAL ELIGIBILITY. SERIES DC -05, CHILD CARE PROVIDER
AUTHORIZATIONS ARE INCLUDED IN TERMINATED FILES.
COMMENTS: RETENTION BEGINS AT TERMINATION OF ELIGIBILITY; RETAIN INDEX OF
NUMERICAL ASSIGNMENTS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS CONFIDENTIAL
SERIES NUMBER: DC -02
FILE NUMBER: 19 AAC 65.161
RECORD SERIES: CHILD CARE PROGRAM AUDIT
CONTENT SUMMARY: CHILD CARE PROGRAM SEMI — ANNUAL MONITOR & EVALUATION REPORTS
CONDUCTED BY THE STATE.
COMMENTS: FILE BY FISCAL YEAR
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: DC -03
FILE NUMBER: 19 AAC 65.131
RECORD SERIES: FINANCIAL REPORTING
CONTENT SUMMARY: ATTENDANCE & BILLING REPORTS OF CHILDCARE PROVIDERS
COMMENTS: FILE BY FISCAL YEAR
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: DC -04
FILE NUMBER: 19 AAC 65.061
KIBC 3.12.030 — GRANT FUNDS
RECORD SERIES: GRANT ADMINISTRATION FILES
CONTENT SUMMARY: GRANT RECEIPT, APPLICATIONS, BUDGETS, PROJECT NARRATIVE, PLANS
OF WORK, PROGRESS REPORTS, RECORDS OF MATCHING OR IN —KIND
CONTRIBUTIONS, & CORRESPONDENCE.
COMMENTS: FILE BY FISCAL YEAR, RETENTION STARTS AT CLOSE OF GRANT FUNDS
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: DC -05
FILE NUMBER: 19 AAC 65.101
RECORD SERIES: CHILDCARE PROVIDER AUTHORIZATIONS
CONTENT SUMMARY: WRITTEN AGREEMENT SIGNED BY THE GRANTEE, PROVIDER, AND PARENT
OR GUARDIAN IDENTIFYING THE CHILDREN, HOURS & DAYS OF CARE
PROVIDED, A DESCRIPTION OF THE CARE, THE PROVIDER THAT WILL
DELIVER CARE, THE PERIOD OF TIME FOR WHICH THE AGREEMENT IF
EFFECTIVE, THE PERCENT OF SUBSIDY FOR WHICH THE PARENT OR
GUARDIAN 1S ELIGIBLE & MAXIMUM MONTHLY SUBSIDY PER CHILD.
COMMENTS: FILED BY FISCAL YEAR WHEN TERMINATED; ENCLOSE WITH DC —01 RECORDS.
RETAIN ON —SITE: ACTIVE RETAIN RECORDS CENTER: 7 YRS
TOTAL RETENTION: 7 YRS CONFIDENTIAL
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 17
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: DC -06
FILE NUMBER: AS 44.47.250
RECORD SERIES: POLICIES & PROCEDURES MANUAL
CONTENT SUMMARY: STATE REQUIREMENTS REGARDING THE DAYCARE GRANTS PROGRAM
ADMINISTRATION
COMMENTS: FILE SUPERCEDED GUIDLINES AT CLOSE OF FISCAL YEAR.
RETAIN ON —SITE: CURRENT RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: DC -07
FILE NUMBER: 19 AAC 65.121
RECORD SERIES: STATISTICAL CHILDCARE PROVIDER REPORTS
CONTENT SUMMARY: FINANCIAL SUPPORT RECORDS FOR GRANTS: MAY INCLUDE WORKPAPERS,
SPREADSHEETS, SUMMARIES, & OTHER DATA REFLECTING EXPENDITURE
OF GRANT FUNDS.
COMMENTS: FILE BY FISCAL YEAR
RETAIN ON —SITE: 2 YR RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: DC -08
FILE NUMBER: 19 AAC 65.181
RECORD SERIES: PROVIDER FILES
CONTENT SUMMARY: RATE SHEETS, OTHER CHILD CARE CHARGES, HOURS OF OPERATION,
POLICIES, BUSINESS LICENSE, CHILDCARE LICENSE, CORRESPONDENCE
WITH PROVIDERS.
COMMENTS: RETENTION BEGINS WHEN PROVIDER TERMINATES.
RETAIN ON —SITE: 2 YR RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: DC -09
FILE NUMBER: 19 AAC 65.111
RECORD SERIES: WAIT LIST
CONTENT SUMMARY: A PRIORITIZED LIST OF ELIGIBLE FAMILIES MAINTAINED WHEN THERE
IS INSUFFICIENT FUNDING OR PROVIDERS. PURGE ANNUALLY.
COMMENTS: FILE WITH DC -04, GRANT ADMINISTRATION, AT END OF FISCAL YEAR.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS CONFIDENTIAL
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 18
DEPARTMENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY
COMMENTS:
RETAIN ON —SITE:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
DATA PROCESSING
DP —01
KIBC 2.33
ADMINISTRATIVE SUBJECT FILES
. CORRESPONDENCE & REPORTS RELATED TO DATA PROCESSING
ADMINISTRATION
3 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 3 YRS
SERIES NUMBER: DP -02
FILE NUMBER: KIBC 2.33
RECORD SERIES: ELECTRONIC DATA PROCESSING (EDP) REPORTS
CONTENT SUMMARY: EDP REPORTS ARE LISTED IN THE RETENTION SCHEDULES OF PRIMARY
RECEIVING DEPARTMENTS.
COMMENTS: DEPARTMENTS ARE RESPONSIBLE FOR THE RETENTION OF THESE REPORTS.
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: PRINT
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
RETAIN ON —SITE:
TOTAL RETENTION:
DP -03
KIBC 2.33
MAGNETIC TAPE BACKUP OF EDP REPORTS
DATA PROCESSING IS RESPONSIBLE FOR THE OFF —SITE RETENTION OF
TAPES CONTAINING DATA WHICH HAS 5 OR MORE YRS RETENTION &
RETRIEVAL TO MAINFRAME.
SAMPLES FROM TIME TO TIME TO TEST QUALITY
RETAIN RECORDS CENTER: NO
SERIES NUMBER: DP -04
FILE NUMBER: KIBC 2.33
RECORD SERIES: DATA PROCESSING STEERING COMMITTEE
CONTENT SUMMARY: COMMITTEE MEETING MINUTES AND AGENDA PACKETS.
COMMENTS: CLERK'S OFFICE WILL KEEP OFFICIAL COPY OF DATA PROCESSING STEERING
COMMITTEE MEETING MINUTES. SEE BC -54.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 13 YRS
TOTAL RETENTION: 15 YRS
DP -05
KIBC 2.33
DATA PROCESSING FEASIBILITY STUDIES
INCLUDES PROBLEM IDENTIFICATION, REQUIREMENTS STATEMENTS,
SYSTEM OBJECTIVES, ALTERNATIVES, AND COST /BENEFIT ANALYSIS.
2 YRS RETAIN RECORDS CENTER: P
PERMANENT
SERIES NUMBER: DP -06
FILE NUMBER: KIBC 2.33
RECORD SERIES: DATA PROCESSING SYSTEM AND PROGRAM DOCUMENTATION
CONTENT SUMMARY: BACK —UP THE DESIGN AND OPERATIONS AND MAINTENANCE OF EDP
SYSTEMS OR SOFTWARE.
COMMENTS: RETENTION BEGINS AFTER A PARTICULAR SYSTEM IS ABANDONED.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 2 YRS
TOTAL RETENTION: 3 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 19
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: DP -07
FILE NUMBER: KIBC 2.33
RECORD SERIES: DATA PROCESSING SERVICE REQUESTS
CONTENT SUMMARY: LOG OF DP REQUESTS FOR SERVICE CALLS & WORK REQUESTS.
COMMENTS:
RETAIN ON —SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER: DP -08
FILE NUMBER: KIBC 2.33
RECORD SERIES: DATA PROCESSING TRAINING
CONTENT SUMMARY: CURRICULUM AND LOG OF DP CLASSES HELD.
COMMENTS: COPY OF CLASS ATTENDEES IN PERSONNEL FILES.
RETAIN ON —SITE: 3 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 3 YRS
SERIES NUMBER: DP -09
FILE NUMBER: KIBC 2.33
RECORD SERIES: SYSTEM, SOFTWARE, & APPLICATION BACKUPS
CONTENT SUMMARY: BACKUP TAPES OF THE SYSTEM PROGRAMS AND WORK, DONE ON A
REGULAR ROUTINE OF NIGHTLY, WEEKLY, QUARTERLY, AS REQUIRED.
RETAIN ON —SITE: CURRENT RETAIN RECORDS CENTER: NO
TOTAL RETENTION: CURRENT
SERIES NUMBER: DP -10
FILE NUMBER: KIBC 2.33
RECORD SERIES: DATA HARDWARE & SOFTWARE DOCUMENTATION
CONTENT SUMMARY: WARRANTIES, GUARANTEES, LICENSES, & MAINTENANCE RECORDS ON
COMPUTER EQUIPMENT & PERIPHIALS, AND SOFTWARE.
COMMENTS: ONLY ON CURRENTLY OWNED ITEMS.
RETAIN ON —SITE: I RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 20
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
DEPARTMENT ENGINEERING
SERIES NUMBER: ED —01 SEE EF -03
RECORD SERIES: ADMINISTRATIVE SUBJECT FILES — REPORTS & CORRESPONDENCE RE
LOCAL SERVICE ROADS & TRAILS, RIGHT OF WAY PERMITS & TO & FROM
DEPT OF TRANSPORTATION, DEPT OF LABOR, UTILITY RIGHT —OF —WAY
PERMITS.
SERIES NUMBER: ED -02 SEE EF -06
' RECORD SERIES: CONSTRUCTION CONTRACTS & PROJECT FILES — ALL RECORDS RELATED
TO COMPLETION OF CONSTRUCTION PROJECTS AND CONTRACTS W /PRIVATE
DEVELOPERS
SERIES NUMBER: ED -03 SEE EF -05
RECORD SERIES: SERVICE AREA CONTRACTS & CORRESPONDENCE
SERIES NUMBER: ED -04 SEE EF -03
RECORD SERIES: LOCAL SERVICE ROADS & TRAILS CONTRACTS & PROJECT FILES
SERIES NUMBER: ED -05 SEE CD -20
RECORD SERIES: SUBDIVISION CASE FILES — RECORDS RELATED TO SUBDIVISION
PLATTING PROCESS
SERIES NUMBER: ED -06 SEE EF -07 & CD -20
RECORD SERIES: SUBDIVISION PLATS & AERIAL PHOTOS — CONSTRUCTION AS— GUILTS - FOR
ROADS, UTILITIES & MUNICIPAL FACILITIES (HANGING FILES)
SERIES NUMBER: ED -07 SEE EF -07
RECORD SERIES: MAPS: BASE MAPS, ADDRESS MAP, ZONING MAPS, UTILITY MAPS
SERIES NUMBER: ED -08 SEE EF -04
RECORD SERIES: UTILITY FILE: UTILITY ACTION REQUESTS
SERIES NUMBER: ED -09 SEE EF -15
RECORD SERIES: READING FILE — CORRESPONDENCE GENERATED IN ENGINEERING OFFICE
RETAINED IN CHRONOLOGICAL ORDER
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 21
DEPARTMENT
SERIES NUMBER:
RECORD SERIES:
SERIES NUMBER:
RECORD SERIES:
SERIES NUMBER:
RECORD SERIES:
SERIES NUMBER:
RECORD SERIES:
SERIES NUMBER:
RECORD SERIES:
SERIES NUMBER:
RECORD SERIES:
SERIES NUMBER:
RECORD SERIES:
SERIES NUMBER:
RECORD SERIES:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
FACILITIES
FA —01 SEE EF -15
ADMINISTRATIVE SUBJECT FILES: RECORDS RELATED TO OFFICE
FUNCTIONS: PHONE BILLS, OFFICE SUPPLIES, SAFETY MEETING
MINUTES, SAFETY VIOLATIONS, FIRST AID SUPPLY ORDERS, STATUS
REPORTS.
FA -02 SEE EF -02
ASBESTOS ABATEMENT FILES: RECORDS AND PHOTOS RELATED TO
REMOVAL OF ASBESTOS FROM BOROUGH —OWNED BUILDINGS; INCLUDES
REPORTS TO FEDERAL GOVERNMENT.
FA -03 SEE EF -06
BOROUGH —OWNED REMODEL /RENOVATION FILES /CONTRACTS
FA -04 SEE EF -06
FACILITY CONSTRUCTION /REMODEL PROJECT FILES & PLANNING
DOCUMENTS: STUDIES COMPLETED TO DETERMINE PROJECT FEASIBILITY
& RELATED RECORDS, SOIL TESTS, SITE SELECTION, ETC.
FA -05 SEE EF -06
FACILITY CONSTRUCTION /REMODEL PROJECT FILES /DESIGN &
DEVELOPMENT RECORDS: ARCHITECT SELECTION, ARCHITECT CONTRACT
& PROJECT SPECIFICATIONS & DRAWINGS.
FA -06 SEE EF -06
FACILITY CONSTRUCTION /REMODEL PROJECT FILES /CONSTRUCTION
FILES: BIDDING, CONTRACT & CLOSE OUT FILES; BONDS, RECORD OF
PAYMENTS, DAILY WORK RECORD, CHANGE ORDERS, NOTICES,
CERTIFICATES, RELEASE, ETC.
FA -07 SEE EF -06
FACILITY CONSTRUCTION /REMODEL PROJECT
O &M MANUALS, WARRANTIES
FA -8 SEE EF -15
READING FILES — DUPLICATES OF
CORRESPONDENCE
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 22
FILES /AS —BUILT PLANS,
INCOMING & OUTGOING
DEPARTMENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
ENGINEERING FACILITIES
EF -01
KIBC 8.00
HEALTH & SAFETY COMMITTEE
SAFETY MEETING MINUTES, TRAINING RECORDS, INSPECTIONS, SAFETY
VIOLATIONS & CORRECTIONS
2 YRS RETAIN RECORDS CENTER: P
PERMANENT
SERIES NUMBER: EF -02
FILE NUMBER: KIBC 8.20.070
RECORD SERIES: ASBESTOS ABATEMENT
CONTENT SUMMARY: RECORDS & PHOTOS RELATED TO REMOVAL OF ASBESTOS FROM BOROUGH —
OWNED BUILDINGS; INCLUDES REPORTS TO FEDERAL GOVERNMENT.
COMMENTS: RETIRE 1 YEAR AFTER PROJECT COMPLETED.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: EF -03
FILE NUMBER: KIBC 12.00
RECORD SERIES: ROADS & TRAILS PROJECT FILES
CONTENT SUMMARY: RECOMMENDATIONS, PETITIONS, ACTION TAKEN, REPAIRS, COMPLAINTS,
CONSTRUCTION AS— BUILTS, ETC., ON BOROUGH ROADS & TRAILS
COMMENTS: MOST OF THESE SERVICES ARE WITHIN SERVICE DISTRICTS; RETIRE 1 YEAR
AFTER PROJECT COMPLETION.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: FILE
RETAIN ON —SITE:
TOTAL RETENTION:
EF -04
KIBC 13.00
UTILITIES
SERVICE REQUESTS AND WORK ORDERS FOR CONNECTION OR
DISCONNECTION OR REPAIR OR MODIFICATION FOR INDIVIDUAL LOTS OF
WATER AND SEWER SYSTEMS.
IS IN CONSTRUCTION INSPECTOR'S OFFICE
INDEFINITE RETAIN RECORDS CENTER: P
PERMANENT
SERIES NUMBER: EF -05
FILE NUMBER: KIBC 4.00
RECORD SERIES: SERVICE DISTRICTS
CONTENT SUMMARY: COPIES OF MINUTES, BOARDS, CONTRACTS & CORRESPONDENCE RELATED
TO SERVICE DISTRICTS
COMMENTS: ORIGINAL MINUTES, BOARDS & CONTRACTS ARE IN BOROUGH CLERK'S OFFICE
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 23
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: EF -06
FILE NUMBER: KIBC 15.28
RECORD SERIES: CONSTRUCTION PROJECT FILES
CONTENT SUMMARY: INCLUDES SPECIFICATIONS, CONTRACT SELECTION (NEGOTIATION),
PLANS, BIDS, EVALUATIONS, PERFORMANCE BONDS, CORRESPONDENCE,
CHANGE ORDERS, INSPECTION REPORTS, OPERATION & MAINTENANCE
(0 &M) MANUALS, & WARRANTIES.
COMMENTS: IDENTIFIED BY FUND ACCOUNTING NUMBER, PROJECT FILES ARE STORED IN
ARCHIVES 1 YEAR AFTER PROJECT COMPLETION.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: EF -07
FILE NUMBER: KIBC 15.28
RECORD SERIES: ENGINEERING DRAWINGS
CONTENT SUMMARY: ARCHITECTURAL DRAWINGS, BLUEPRINTS AND AS— BUILTS OF BOROUGH —
OWNED PROPERTIES, ROAD & TRAILS, & UTILITIES
COMMENTS: FULL SCALE DRAWINGS, DUPLICATED VERSIONS ARE INCLUDED IN THE
CONSTRUCTION PROJECT FILES.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: EF -08
FILE NUMBER: KIBC 8.20.030
RECORD SERIES: SOLID WASTE MANAGEMENT
CONTENT SUMMARY: COLLECTION & DISPOSAL REPORTS
COMMENTS:
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: EF -09
FILE NUMBER: KIBC 8.20
RECORD SERIES: RECYCLING PROGRAMS
CONTENT SUMMARY: REPORTS, ACTIVITIES, & FEASIBILITY STUDIES
COMMENTS:
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
EF -10
KIBC 8.20.070
HAZARDOUS & TOXIC
REPORTS, STUDIES,
2 YRS
PERMANENT
WASTE MANAGEMENT
& PROGRAMS TO CONTROL HAZARDOUS WASTE
RETAIN RECORDS CENTER: P
SERIES NUMBER: EF -11
FILE NUMBER: KIBC 8.20.100
RECORD SERIES: LANDFILL MANAGEMENT
CONTENT SUMMARY: EPA & APUC REGULATIONS & MONITORING REPORTS, ACTIVITIES, &
MAINTENANCE OF LANDFILL
COMMENTS: KEEP CURRENT REGULATIONS ONLY, REPLACE AS SUPERSEDED REGULATIONS
ARE RETAINED IN THE OFFICE.
RETAIN ON —SITE: CURRENT RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 24
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: EF -12
FILE NUMBER: KIBC 2.45
RECORD SERIES: ARCHITECTURAL REVIEW BOARD
CONTENT SUMMARY: BOARD, COPIES OF MINUTES, AGENDAS
COMMENTS: ORIGINAL MINUTES & BOARDS ARE FILED IN BOROUGH CLERK'S OFFICE.
COPIES OF ARB MINUTES ARE ALSO RETAINED IN PERTINENT PROJECT
FILES.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER: EF -13
FILE NUMBER: KIBC 15.44
RECORD SERIES: BUILDING CODE BOARD OF APPEALS
CONTENT SUMMARY: APPEAL CASES & MINUTES
COMMENTS:
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: EF -14
FILE NUMBER: KIBC 10.00
RECORD SERIES: VEHICLES, MUNICIPAL
CONTENT SUMMARY: TITLES, MAINTENANCE & USAGE RECORDS
COMMENTS: DISPOSE OF FILES AFTER VEHICLES ARE SOLD OR TRANSFERRED.
RETAIN ON —SITE: ON —SITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER: EF -15
FILE NUMBER: KIBC 2.22
RECORD SERIES: ENGINEERING FACILITIES DEPARTMENT
CONTENT SUMMARY: STATUS REPORTS & INTERNAL DEPARTMENTAL BUSINESS
COMMENTS: PURGE BI— ANNUALLY
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 25
DEPARTMENT FINANCE
SERIES NUMBER: FI -01
FILE NUMBER: KIBC 3.16
RECORD SERIES: ACCOUNTING REPORTS /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: AT THE TIME THIS REPORT IS RUN IT WILL BE SAVED TO TAPE AND THE TAPE
TRANSFERRED TO THE RECORDS CENTER FOR CONVERSION TO MICROFORM FOR
PERMANENT AND OFF -SITE STORAGE.
RETAIN ON -SITE: 3 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: FI -02 DUPLICATE OF FI -04.
SERIES NUMBER: FI -03
FILE NUMBER: KIBC 3.01.02
RECORD SERIES: BUDGET PROCESSING
CONTENT SUMMARY: BUDGET WORKSHEET - REVENUE, BUDGET WORKSHEET - EXPENDITURE,
CURRENT BUDGET - REVENUE, CURRENT BUDGET EXPENDITURE.
COMMENTS:
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS (IAW ALASKA STATE ARCHIVES GUIDELINES)
SERIES NUMBER: FI -04
FILE NUMBER: KIBC 3.10
RECORD SERIES: GENERAL LEDGER -CPO REPORTS ACCOUNTING REPORTS
CONTENT SUMMARY: YEAR -TO -DATE GENERAL LEDGER ACTIVITY REPORT, BALANCE SHEET
ACTIVITY REPORT, BALANCE SHEET - REGULAR PAPER SYSTEM
INITIATED IN 1979.
COMMENTS: AT THE TIME THIS REPORT IS RUN IT WILL BE SAVED
TO TAPE AND THE TAPE TRANSFERRED TO THE RECORDS CENTER FOR
CONVERSION TO MICROFORM FOR PERMANENT AND OFF -SITE STORAGE.
RETAIN ON -SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: THESE
RETAIN ON -SITE:
TOTAL RETENTION:
RODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: FI -06
FILE NUMBER: KIBC 3.00
CONTENT SUMMARY:
(41MMFNT $
RETAIN ON -SITE: 1 YR
TOTAL RETENTION: 7 yrs
FI -05
KIBC 3.08
SHORT REPORTS - CPO REPORTS
CPO REPORTS NOT NAMED ELSEWHERE IN THE SCHEDULE GENERATED FOR
TEMPORARY INTERNAL USE.
RECORDS HAVE NO RETENTION VALUE
1 YR RETAIN RECORDS CENTER: 1 YEAR
2 YEARS
RECORD SERIES: JOURNAL VOUCHERS - ACCOUNTING REPORTS
RETAIN RECORDS CENTER: 6 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 26
SERIES NUMBER: FI -07
FILE NUMBER: KIBC 3.20
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
FILE NUMBER: KIBC 3.20
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
FILE NUMBER: KIBC 3.20
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
SERIES NUMBER: FI -10
FILE NUMBER: KIBC 3.20
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
FILE NUMBER: KIBC 13.00
RECORD SERIES: UTILITY MONTHLY REPORTS
CONTENT SUMMARY: MASTER LIST BY ACCOUNT NUMBER; PAYMENT & ADJUST; BILLING
REGISTER; ACCOUNT RECVD AGING; PENALTY LIST; DEPOSITS RECVD.
COMMENTS: MONTHLY REPORTS BOUND TOGETHER
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
FI -12 DUPLICATE OF FI -11.
FI -13
KIBC 3.16
ACCOUNTS PAYABLE
COPIES OF INVOICES, CHECKS ISSUED AND REQUESTS FOR PAYMENT.
1 YR RETAIN RECORDS CENTER: 6 YRS
7 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 27
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: FI -14
FILE NUMBER: KIBC 3.10
RECORD SERIES: ACCOUNTS RECEIVABLE — CASH RECEIPTS
CONTENT SUMMARY: SECOND COPY OF CASH RECEIPTS FILED. FILED IN FOLDERS BY
MONTH.
COMMENTS:
RETAIN ON —SITE: 1 YR
TOTAL RETENTION: 7 YRS
SERIES NUMBER: FI -15
FILE NUMBER: KIBC 3.10
RECORD SERIES: ACCOUNTS RECEIVABLE — 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: 1 YR
TOTAL RETENTION: 7 YRS
RETAIN RECORDS CENTER: 6 YRS
RETAIN RECORDS CENTER: 6 YRS
SERIES NUMBER: FI -16
FILE NUMBER: KIBC 3.04
RECORD SERIES: ANNUAL EXTERNAL AUDITS
CONTENT SUMMARY: AUDITS OF BOROUGH FINANCIAL ADMINISTRATION & RELATED FINANCIAL
RECEIPTS.
COMMENTS: ARCHIVAL & HISTORICALLY VALUABLE. FROM BC -07.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: PERMANENT
TOTAL RETENTION: PERMANENT
SERIES NUMBER: FI -17
FILE NUMBER: KIBC 3.08
RECORD SERIES: ANNUAL BUDGET
CONTENT SUMMARY: COPY OF BUDGET APPROVED BY BOROUGH ASSEMBLY
COMMENTS: REFERENCE COPIES TO BOROUGH CLERK. FROM BC -10. MICROFILM & RETAIN
PAPER COPY FOR ARCHIVES.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: PERMANENT
TOTAL RETENTION: PERMANENT
SERIES NUMBER: FI -18 CONTAINED IN FI -19.
SERIES NUMBER: FI -19
FILE NUMBER: KIBC 3.10
RECORD SERIES: BANK RECONCILIATION STATEMENTS
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
SERIES NUMBER: FI -20 DUPLICATE OF FI -03.
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 28
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER: FI -22
FILE NUMBER: KIBC 2.12
RECORD SERIES: EMPLOYEE CASE FILES
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
TOTAL RETENTION: 7 YRS
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
RODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
FI -21
KIBC 3.16
CANCELED CHECKS
CHECKS FILED AFTER RETURNED TO THE BOROUGH. INCLUDES PAYROLL
CHECKS.
2 YRS
7 YRS
RETAIN RECORDS CENTER: 5 YRS
FI -23
KIBC 2.12
FEDERAL DEPOSIT TAX STUBS
SEMI — MONTHLY, QUARTERLY & ANNUAL REPORTS OF PAYROLL TAXES
WITHHELD & PAID TO FEDERAL GOVERNMENT.
1 YR
7 YRS
RETAIN RECORDS CENTER: 6 YRS
SERIES NUMBER: FI -24
FILE NUMBER: KIBC 3.04
RECORD SERIES: FIXED ASSETS INVENTORY
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: PERMANENT
SERIES NUMBER: FI -25
FILE NUMBER: KIBC 3.10
RECORD SERIES: GENERAL LEDGER ACCOUNTING REPORTS
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
TOTAL RETENTION: PERMANENT
SERIES NUMBER: FI -26
FILE NUMBER: KIBC 2.12
RECORD SERIES: INSURANCE POLICIES
CONTENT SUMMARY: RECORD COPIES OF BOROUGH LIABILITY & OTHER TYPES OF INSURANCE
POLICIES HELD BY THE BOROUGH.
COMMENTS: RETENTION BEGINS AT EXPIRATION OF POLICY. CURRENT POLICIES ARE IN
FINANCE SAFE.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
RECORDS RETENTION SCHEDULE& CENTRAL FILING SYSTEM
Page 29
RODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: FI -27
FILE NUMBER: KIBC 2.12
RECORD SERIES: PAYROLL BACKUP RECORDS
CONTENT SUMMARY: TIME SHEETS AND VACATION /SICK LEAVE SLIPS
COMMENTS:
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 2 YRS
TOTAL RETENTION: 3 YRS IAW ALASKA STATUTES
SERIES NUMBER: FI -28
FILE NUMBER: KIBC 3.16
RECORD SERIES: PURCHASE ORDERS
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
FILE NUMBER: KIBC 2.12
RECORD SERIES: FEDERAL & STATE EMPLOYEE TAXES
CONTENT SUMMARY: STATEMENTS OF EMPLOYEE EARNINGS — W -2'S; W -4'S; FICA; PERS;
1098 & 1099'S.
COMMENTS:
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS IAW ALASKA GUIDELINES
SERIES NUMBER: FI -30
FILE NUMBER: KIBC 3.01
RECORDS SERIES: PAYROLL ACCOUNTING REPORTS — CPO REPORT
CONTENT SUMMARY: SHOWS GROSS EARNINGS, DEDUCTIONS, & NET PAY TO EACH EMPLOYEE.
COMMENTS:
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 49 YRS
TOTAL RETENTION: 50 YRS (IAW ALASKA STATUTES)
SERIES NUMBER: FI -31
FILE NUMBER: KIBC 3.01
RECORD SERIES: BONDS — INVESTMENT RECORDS
CONTENT SUMMARY: TRANSCRIPT OF PROCEEDINGS OF GENERAL OBLIGATION BONDS.
COMMENTS: KEEP IN ORIGINAL FORM. ARCHIVAL HISTORY.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: FI -32
FILE NUMBER: KIBC 3.12
RECORD SERIES: DEC REPORTS
CONTENT SUMMARY: EXXON REPORTS /DEC
COMMENTS:
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: FI -33
FILE NUMBER: KIBC 8.20
RECORD SERIES: BALER MONTHLY ACCOUNTING REPORTS
CONTENT SUMMARY: INVOICE REPORTS; INVOICE COPIES; AGING REPORT; & COPY OF
BILLS.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 30
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: FI -34
FILE NUMBER: KIBC 8.20
RECORD SERIES: SANITATION MONTHLY ACCOUNTING REPORTS
CONTENT SUMMARY: CONSUMPTION REPORTS; AGING; PAYMENTS; ADJUSTMENTS; BILLING
REGISTER; & COPY OF BILLS.
COMMENTS:
RETAIN ON —SITE: 1 YR
TOTAL RETENTION: 7 YRS
SERIES NUMBER: FI -35
FILE NUMBER: KIBC 8.04
RECORD SERIES: HOSPITAL ACCOUNTING RECORDS
CONTENT SUMMARY: CENTRAL TREASURY MONTHLY RECONCILIATIONS
COMMENTS:
RETAIN ON —SITE: 1 YR
TOTAL RETENTION: 7 YRS
SERIES NUMBER: FI -36
FILE NUMBER: KIBC 3.01
RECORD SERIES: FUND INVESTMENT RECORDS
CONTENT SUMMARY: INCLUDES BUY /SELL ORDERS; CONFIRMATIONS; SAFEKEEPING ADVICES'
& LEDGERS.
COMMENTS:
RETAIN ON —SITE: 2 YRS
TOTAL RETENTION: 7 YRS
RETAIN RECORDS CENTER: 6 YRS
RETAIN RECORDS CENTER: 6 YRS
RETAIN RECORDS CENTER: 5 YRS
SERIES NUMBER: FI -37
FILE NUMBER: KIBC 3.01
RECORD SERIES: GRANT FILES
CONTENT SUMMARY: OFFICIAL DOCUMENTS FOR RECEIPT OF GRANT FUNDS FROM EITHER
STATE OR FEDERAL AGENCIES.
COMMENTS: COMBINE WITH DEPARTMENT'S GRANT FILES FOR RECORDS CENTER RETENTION.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: FI -38
FILE NUMBER: KIBC 8.08
RECORD SERIES: MENTAL HEALTH CENTER ACCOUNTING REPORTS
CONTENT SUMMARY: ACCOUNTS RECEIVABLE RECONCILIATION & COLLECTIONS.
COMMENTS:
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS CONFIDENTIAL
SERIES NUMBER: FI -39
FILE NUMBER: KIBC 3.26
RECORD SERIES: SEVERANCE TAXES
CONTENT SUMMARY: SEVERANCE TAX FORMS FILED WITH BOROUGH; QUARTERLY SCHEDULES OF
REVENUES COLLECTED.
COMMENTS:
RETAIN ON —SITE: 1 YR
TOTAL RETENTION: 7 YRS
RETAIN RECORDS CENTER: 6 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 31
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: KEEP
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: NOTE
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
FI -40
KIBC 3.16
REQUESTS FOR PROPOSALS
RESPONSES TO REQUEST FOR PROPOSALS, NOT SELECTED
UNTIL ANNUAL AUDIT COMPLETED.
1 YR RETAIN RECORDS CENTER: NO
1 YR
SERIES NUMBER: FI -41
FILE NUMBER: KIBC 2.24
RECORD SERIES: SMALL CLAIMS LITIGATION
CONTENT SUMMARY: PROCEEDINGS FROM SMALL CLAIMS COURT ON BEHALF OF THE BOROUGH.
COMMENTS: RETENTION BEGINS UPON SETTLEMENT.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 8 YRS
TOTAL RETENTION: 10 YRS
SERIES NUMBER: FI -42
FILE NUMBER: KIBC 3.10
RECORD SERIES: JE EDITS
CONTENT SUMMARY: CASH RECEIPTS; CHECK REGISTER BY DETAIL; CHECK REGISTER BY
CHECK NUMBER; MANUAL /VOID CHECKS; PURCHASE ORDERS; INVOICE
INPUT EDIT LIST.
COMMENTS: WORKPAPERS /INFORMATION FOR ANNUAL AUDIT.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 1 YR
TOTAL RETENTION: 2 YRS
FI -43
KIBC 3.10
SCHOOL DISTRICT ACCOUNTING RECORDS
CENTRAL TREASURY MONTHLY RECONCILIATIONS
1 YR RETAIN RECORDS CENTER: 6 YRS
7 YRS
FI -44
KIBC 2.24
LEGAL CORRESPONDENCE
CORRESPONDENCE REGARDING COLLECTIONS, ETC.
FI - -41, OM -04 & BC -26 FOR ARCHIVAL STORAGE.
INDEFINITE RETAIN RECORDS CENTER: NO
INDEFINITE CONFIDENTIAL
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 32
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
DEPARTMENT KODIAK ISLAND HOSPITAL
SERIES NUMBER: KH -01
RECORD SERIES: ACCOUNTING FILES
CONTENT SUMMARY: GENERAL LEDGER
COMMENTS: RECORDS OF PREVIOUS HOSPITAL ADMINISTRATION
TOTAL RETENTION: PERMANENT
SERIES NUMBER: KH -02 SEE FI -35
SERIES NUMBER: KH -03 SEE FI -35.
SERIES NUMBER: KH -04 SEE FI -35.
SERIES NUMBER: KH -05
RECORD SERIES: DRUG REPORTS
CONTENT SUMMARY: DAILY LOG SHEETS OF DRUGS ADMINISTERED TO PATIENTS.
COMMENTS: RECORDS OF PREVIOUS HOSPITAL ADMINISTRATION. MICROFILM AND DESTROY
PAPER.
TOTAL RETENTION: PERMANENT
SERIES NUMBER: KH -06
RECORD SERIES: EMERGENCY ROOM REPORTS
CONTENT SUMMARY: RECORDS RELATED TO PATIENT ADMISSION & TREATMENT IN HOSPITAL
EMERGENCY ROOM: X —RAYS & REPORTS, PHYSICIAN REPORTS, PATIENT
INFORMATION.
COMMENTS: RECORDS OF PREVIOUS HOSPITAL ADMINISTRATION. MICROFILM AND DESTROY
PAPER.
TOTAL RETENTION: PERMANENT
SERIES NUMBER: KH -07 SEE FI -22 & FI -27
RECORD SERIES: PAYROLL RECORDS — PAYROLL JOURNALS, PAYROLL SHEETS & TIME
CARDS. RECORDS OF PREVIOUS HOSPITAL ADMINISTRATION.
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 33
DEPARTMENT MAYOR'S OFFICE
SERIES NUMBER: OM -01
FILE NUMBER: KIBC 2.20
CONTENT SUMMARY: MAYOR'S ADMINISTRATIVE FILES (DEPARTMENTAL & FUNCTIONAL)
COMMENTS: CORRESPONDENCE, REPORTS, & INFORMATION RELATED TO THE FUNCTIONAL
DEPARTMENTS OF THE BOROUGH & WHICH DOCUMENTS EVENTS, PROJECTS,
ACTIVITIES, & ISSUES. POTENTIAL HISTORICAL VALUE.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 8 YRS
TOTAL RETENTION: 10 YRS
SERIES NUMBER: OM -02
FILE NUMBER: KIBC 3.16
RECORD SERIES: CONTRACTS & BIDS
CONTENT SUMMARY: COPIES OF CONTRACTS & BIDS RELATED TO GRANTS, LEASES,
FACILITIES PURCHASES, ETC. DOES NOT INCLUDE PURCHASE ORDERS.
COMMENTS: ORIGINALS ARE RETAINED BY THE BOROUGH CLERK. SEE BC -15.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
SERIES NUMBER: OM -03
FILE NUMBER: KIBC 3.12.030
RECORD SERIES: GRANT PROJECT FILES
CONTENT SUMMARY: PROJECT FILES RELATED TO THE ADMINISTRATION OF FEDERAL & STATE
GRANTS.
COMMENTS: CONSOLIDATE THESE FILES WITH FINANCE DEPT. GRANT FILES (FI -37) FOR
RECORD CENTER STORAGE. RETENTION STARTS WITH PROJECT COMPLETION.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
WORKPAPERS, COPIES OF COURT DOCUMENTS, & CORRESPONDENCE.
COMMENTS: RETENTION PERIOD STARTS AFTER CASE IS CLOSED.
RETAIN ON —SITE: ACTIVE RETAIN RECORDS CENTER: 10 YRS
TOTAL RETENTION: 10 YRS
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
RECORD SERIES:
SERIES NUMBER:
RECORD SERIES:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CNTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
0M -04
KIBC 2.24
LITIGATION CASE FILES
DOCUMENTS CIVIL ACTIONS BY OR AGAINST THE BOROUGH INCLUDES
OM -05
KIBC 2.39
MINUTES OF ADVISORY BOARDS & COMMISSIONS MEETINGS
COPIES OF ALL BOARDS, COMMITTEES, & COMMISSIONS MINUTES
RELATING TO BOROUGH ACTIVITIES.
SEND ORIGINAL MINUTES TO BOROUGH CLERK'S OFFICE
2 YRS RETAIN RECORDS CENTER: NO
2 YRS
OM -06 SEE PE -01
PERSONNEL ADMINISTRATION — RECORDS RELATED TO PERSONNEL
RECRUITMENT TESTING, LABOR RELATIONS, AFFIRMATIVE ACTION
REGULATION, ETC.
OM -07 SEE PE -02
EMPLOYMENT APPLICATIONS — NOT SELECTED FOR BOROUGH POSITIONS.
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 34
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: 0M -08 SEE PE- 03/BC -53
RECORD SERIES: PERSONNEL ADVISORY BOARD ADMINISTRATION FILES - RECORDS
RELATED TO THE ADMINISTRATION OF ISSUES ADDRESSED BY THE BOARD
AGENDA PACKETS
SERIES NUMBER: OM -09 PE -04
RECORD SERIES: PERSONNEL JACKETS - EMPLOYMENT HISTORY OF EACH BOROUGH
EMPLOYEE, EACH IN SEPARATE FOLDER: HIRE, LEAVE, EVALUATIONS,
STATUS OF CHANGES, RETIREMENT, ETC.
SERIES NUMBER: 0M -10 SEE FA -14
RECORD SERIES: VEHICLE MAINTENANCE RECORDS - RECORDS RELATED TO MAINTENANCE
OF BOROUGH -OWNED VEHICLES.
SERIES NUMBER: OM -11
FILE NUMBER: KIBC 2.20
CONTENT SUMMARY: PROCLAMATIONS
COMMENTS: PROCLAMATIONS FROM THE MAYOR RECOGNIZING PERSONS, GROUPS, OR
HOLIDAYS.
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: OM -12
FILE NUMBER: KIBC 2.24
CONTENT SUMMARY: LEGAL ADMINISTRATION FILES
COMMENTS: CORRESPONDENCE & REPORTS RELATED TO THE LEGAL REVIEW OF BOROUGH
FUNCTIONS SUCH AS BOND ISSUES, INSURANCE, ORDINANCES, CONTRACTS &
GRANTS, CLAIMS FOR DAMAGES, ETC.
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: 3 YRS
TOTAL RETENTION: 5 YRS
SERIES NUMBER: OM -13
FILE NUMBER: KIBC 2.20
CONTENT SUMMARY: PUBLIC RELATIONS RECORDS
COMMENTS: SPEECHES, PRESS RELEASES, CLIPPINGS
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: 0M -14
FILE NUMBER: KIBC 2.20
CONTENT SUMMARY: DELEGATIONS OF AUTHORITY
COMMENTS: EXECUTIVE ORDERS FOR MAYOR'S ABSENCE; SIGNATURE AUTHORITY
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: 0M -15
FILE NUMBER: KIBC 2.20
CONTENT SUMMARY: MAYOR'S ANNUAL REPORT
COMMENTS:
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: P
mmmI,r, RvTrMTI^M nrPmilMw T
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 35
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: OM -16
FILE NUMBER: KIBC 2.41
CONTENT SUMMARY: EMERGENCY SERVICES PLAN
COMMENTS: PLANS, DRILLS, STANDING ORDERS FOR EMERGENCY SITUATIONS
RETAIN ON —SITE: CURRENT RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: 0M -17
FILE NUMBER: KIBC 2.20
CONTENT SUMMARY: MAYOR'S READING FILES
COMMENTS: COPIES OF OUTGOING LETTERS & MEMORANDA ARRANGED BY DATE. POTENTIAL
HISTORICAL VALUE.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 8 YRS
TOTAL RETENTION: 10 YRS
SERIES NUMBER: OM -18
FILE NUMBER: KIBC 2.20
CONTENT SUMMARY: CAPITAL IMPROVEMENT PROJECTS ANNUAL REPORT
COMMENTS:
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 36
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
DEPARTMENT MENTAL HEALTH
SERIES NUMBER: MH -01 SEE FI -25.
CONTENT SUMMARY: GENERAL LEDGER - ACCOUNTING RECORDS
SERIES NUMBER: MH -02 DISCONTINUED IN 1983
RECORD SERIES: ACCOUNTING RECORDS - CHECK REGISTER, CANCELED CHECKS, BANK
STATEMENTS, PAYROLL REPORTS TO STATE & FEDERAL GOVERNMENT.
SERIES NUMBER: MH -03
FILE NUMBER: KIBC 3.10
RECORD SERIES: ACCOUNTS RECEIVABLE
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: 2 YRS RETAIN RECORDS CENTER: 5 yrs
TOTAL RETENTION: 7 YRS
SERIES NUMBER: MH -04
FILE NUMBER: KIBC 8.08
7AAC 71.100
RECORD SERIES: ADMINISTRATIVE SUBJECT FILES
CONTENT SUMMARY: REPORTS & CORRESPONDENCE RELATED TO FUNCTIONS OF THE
DEPARTMENT.
COMMENTS:
RETAIN ON -SITE: 5 YRS
TOTAL RETENTION: 5 YRS
RETAIN RECORDS CENTER: NO
SERIES NUMBER: MH -05
FILE NUMBER: KIBC 3.01
RECORD SERIES: GRANT FILES
CONTENT SUMMARY: FEDERAL & STATE GRANT APPLICATIONS, FINANCIAL REPORTS,
CORRESPONDENCE RELATING TO GRANTS THESE FILES CONTAIN ORIGINAL
CONTRACTS.
COMMENTS: RETENTION PERIOD BEGINS AFTER PROJECT COMPLETED. COMBINE WITH
MAYORS FILE, OM -03, & FINANCE FILE, FI -37, FOR ARCHIVES.
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
SERIES NUMBER: MH -06 SEE BC -45.
RECORD SERIES: KODIAK ISLAND MENTAL HEALTH CENTER ADVISORY BOARD MINUTES.
SERIES NUMBER: MH -07
FILE NUMBER: KIBC 8.08
7AAC 71.030
RECORD SERIES: MENTAL HEALTH CENTER ADVISORY BOARD
CONTENT SUMMARY: AGENDA PACKETS, COPIES OF MINUTES, ROSTERS,
REPORTS RELATED TO ISSUES DISCUSSED BY THE
COMMENTS: TRANSFER ORIGINAL MINUTES TO CLERK FOR RETENTION,
RETAIN ON -SITE. 2 VDC RETAIN RECORDS CENTER: 1
TOTAL RETENTION: 15 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 37
CORRESPONDENCE &
BOARD.
SEE BC -45.
3 YRS
SERIES NUMBER: MH -08
FILE NUMBER: KIBC 8.08
7 AAC 71.160
RECORD SERIES: PATIENT CASE FILES
CONTENT SUMMARY: CORRESPONDENCE, CASE NOTES, TESTING RESULTS, TREATMENT,INTAKE
SHEETS, BILLING, INDEX CARDS.
COMMENTS: CONFIDENTIAL FILES — RETENTION BEGINS AFTER DISCHARGE OF CLIENT.
RECORDS OF CLIENTS UNDER 19 YEARS OF AGE MUST BE KEPT AT LEAST 2
YEARS AFTER THE CLIENT REACHES AGE 19 OR 7 YEARS, WHICHEVER IS
LATER.
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: 6 YRS
TOTAL RETENTION: 7 YRS CONFIDENTIAL
SERIES NUMBER: MH -09 TRANSFERRED TO PE -04.
RECORD SERIES: PERSONNEL FILES
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
MH -10
KIBC 8.08
STAFF LOG
LOG SHEETS COMPLETED DAILY BY EACH STAFF MEMBER INDICATING
WORK COMPLETED.
2 YRS
7 YRS
MH -12
KIBC 8.08
7AAC 71.105
POLICY & PROCEDURES MANUAL
CURRENT MANUAL AND ALL REVISIONS
YES RETAIN RECORDS
PERMANENT
RETAIN RECORDS CENTER: 5 YRS
SERIES NUMBER: MH -11
FILE NUMBER: KIBC 3.16
RECORD SERIES: CONTRACTS
CONTENT SUMMARY: CONTRACTS SPECIFIC TO MENTAL HEALTH SERVICES
COMMENTS: RETENTION BEGINS UPON TERMINATION OF THE CONTRACT.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 5 YRS
TOTAL RETENTION: 7 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 38
RETAINED ON —SITE.
CENTER: NO
DEPARTMENT
SERIES NUMBER: PE -01
FILE NUMBER: KIBC 2.12, PM 406
RECORD SERIES: RECRUITMENT
CONTENT SUMMARY: RECRUITMENT BULLETINS & AFFIDAVITS OF PUBLICATION.
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER: PE -03
FILE NUMBER: KIBC 2.12, PM 203
RECORD SERIES: PERSONNEL ADVISORY BOARD
CONTENT SUMMARY: ROSTERS, COPIES OF MINUTES & AGENDA PACKETS
COMMENTS: ORIGINAL MINUTES ARE RETAINED BY BOROUGH CLERK, SEE BC -53.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 13 YRS
TOTAL RETENTION: 15 YRS
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL PILING SYSTEM
RESOLUTION NO. 95 -01
1 YR
1 YR
PERSONNEL MANAGEMENT
RETAIN RECORDS CENTER: NO
PE -02
KIBC 2.12, PM 407
EMPLOYMENT APPLICATIONS
THOSE NOT SELECTED FOR BOROUGH POSITIONS.
1 YR RETAIN RECORDS CENTER: NO
1 YR CONFIDENTIAL
PE -04
KIBC 2.12, PM 1101
PERSONNEL JACKETS
EMPLOYMENT HISTORY OF EACH BOROUGH EMPLOYEE, EACH IN SEPARATE
FOLDER: HIRE, EVALUATIONS, STATUS OF CHANGES, TRAINING,
CERTIFICATES, ETC.
YES RETAIN RECORDS CENTER: NO
PERMANENT CONFIDENTIAL
PE -05
KIBC 2.12, PM 1101
PERSONNEL JACKETS, MEDICAL HISTORY
MEDICAL HISTORY OF EACH BOROUGH EMPLOYEE
YES RETAIN RECORDS CENTER: NO
PERMANENT CONFIDENTIAL, NEED TO KNOW ONLY
PE -06
KIBC 2.12
PERSONNEL MANUAL
RULES, REGULATIONS, & POLICIES OF THE PERSONNEL MANUAL.
ORIGINAL & AMENDMENTS TO THIS MANUAL ARE RETAINED IN THE
PERSONNEL OFFICE.
YES
PERMANENT
RETAIN RECORDS CENTER: NO
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 39
SERIES NUMBER: PE -07
FILE NUMBER: KIBC 2.12, PM 104
RECORD SERIES: EEO & AFFIRMATIVE ACTION RECORDS
CONTENT SUMMARY: COMPLIANCE REPORTS, ACTION PLANS, ETC.
COMMENTS: RETENTION BEGINS UPON RESOLUTION OF AN ACTION.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 3 YRS
TOTAL RETENTION: 5 YRS
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: CLERK'
RETAIN ON —SITE:
TOTAL RETENTION:
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: THESE
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
PE -08
KIBC 2.12, PM 407
MASTER EXAMINATIONS
SAMPLES OF EACH TEST OR EXAMINATION (WRITTEN OR ORAL) USED IN
THE SELECTION & RATING PROCESS FOR PROSPECTIVE EMPLOYEES.
INCLUDES ANSWER KEY.
YES
PERMANENT
RETAIN RECORDS CENTER: NO
CONFIDENTIAL
PE -09
KIBC 2.12, PM 408
ELIGIBLE LISTS
LISTS OF QUALIFIED CANDIDATES FOR POSITIONS SHOWING
INTERVIEWERS' NOTES & SUMMARIES.
1 YR RETAIN RECORDS CENTER: NO
1 YR
PE -10
KIBC 2.47
AIRPORT COMMITTEES, STUDIES & REPORTS
COPY OF ROSTERS & MINUTES, & AGENDAS PACKETS, REPORTS &
STUDIES FOR AIRPORT ADVISORY COMMITTEE, AIRPORT TASK FORCE,
AND OTHER AIRPORT STUDIES.
S OFFICE RETAINS ORIGINAL COPY OF MINUTES
2 YRS RETAIN RECORDS CENTER: 13 YRS
15 YRS
PE -11
KIBC 2.12, PM 1204
LABOR CONTRACT ADMINISTRATION RECORDS
DOCUMENTS NEGOTIATIONS WITH UNIONS TO CREATE OR REVISE
CONTRACTS; MAY INCLUDE SIGNED CONTRACTS, LETTERS OF
UNDERSTANDING, CORRESPONDENCE, PETITIONS, ARBITRATION
DECISIONS & OTHER RELATED ACTIVITIES
FILES ARE CONFIDENTIAL.
YES RETAIN RECORDS CENTER: NO
PERMANENT CONFIDENTIAL
SERIES NUMBER: PE -12
FILE NUMBER: KIBC 2.12, PM 1201
RECORD SERIES: GRIEVANCE CASE FILES
CONTL''NT SUMMARY: PROCEEDINGS & FINDINGS; COMPLAINTS
COMMENTS: RETENTION BEGINS AFTER SETTLEMENT.
RETAIN ON —SITE: YES RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 5 YRS CONFIDENTIAL
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 40
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: THESE
RETAIN ON —SITE:
TOTAL RETENTION:
KODIAR ISLAND BOROUGH
RECORDS RETENTION SCHEDULE E CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
PE -13
KIBC 2.12, PM 12
UNFAIR LABOR PRACTICE COMPLAINTS
PROCEEDINGS & FINDINGS.
FILES ARE CONFIDENTIAL.
YES RETAIN RECORDS CENTER: NO
PERMANENT CONFIDENTIAL
SERIES NUMBER: PE -14
FILE NUMBER: KIBC 2.12, PM 204
RECORD SERIES: ADVISORY COUNCIL
CONTENT SUMMARY: WORKING CONDITIONS ADVISORY COUNCIL MEETINGS, ROSTER, MINUTES,
& RECOMMENDATIONS.
COMMENTS: THIS COUNCIL WILL BEGIN IN 1995.
RETAIN ON —SITE: 2 YRS RETAIN RECORDS CENTER: 13 YRS TOTAL
RETENTION: 15 YRS
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 41
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
DEPARTMENT RESOURCE MANAGEMENT
SERIES NUMBER: RM -01
FILE NUMBER: KIBC 18
RECORD SERIES: RESOURCE MANAGEMENT PROJECT
CONTENT SUMMARY: RMP FILES CONTAIN RELATED INFORMATION REGARDING PROJECTS OR
PROPOSED PROJECTS ON BOROUGH LAND REQUIRING MANAGEMENT OF
NATURAL RESOURCES.
COMMENTS: REFERENCE MATERIALS FOR ON —SITE USE. PURGE ANNUALLY.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER: RM -02
FILE NUMBER: KIBC 18.10.010.8
RECORD SERIES: KODIAK FORECLOSED LAND FILES (AKA "KFCL" FILES)
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
TOTAL RETENTION: PERMANENT
SERIES NUMBER: RM -03
FILE NUMBER: KIBC 18.10.010
RECORD SERIES: KODIAK LAND FILES (AKA "OKL" FILES)
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
TOTAL RETENTION: PERMANENT
RETAIN RECORDS CENTER: P
RETAIN RECORDS CENTER: P
SERIES NUMBER: RM -04
FILE NUMBER: KIBC 18.20 -18.80
RECORD SERIES: LAND MANAGEMENT RECORDS (AKA "K" FILES)
CONTENT SUMMARY: RECORDS RELATED TO MANAGEMENT & DISPOSITION OF BOROUGH —OWNED
LANDS: BIDS, LEASES, EASEMENTS, QUITCLAIMS, CONTRACTS OF SALE,
COPIES OF TRUST DEEDS, PERMITS, ETC.
COMMENTS:
RETAIN ON —SITE: 5 YRS RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
SERIES NUMBER: RM -05
FILE NUMBER: KIBC 18.20
RECORD SERIES: LAND SALE FILES
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
T[1TAT. RF.TF.NTTntu_ PERMANENT
RETAIN RECORDS CENTER: P
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 42
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95 -01
SERIES NUMBER: RM -06
FILE NUMBER: KIBC 17.09
RECORD SERIES: MAPS
CONTENT SUMMARY: U.S.G.S. MAPS, NAUTICAL CHARTS, & AERIAL PHOTOS.
COMMENTS: RETAIN UNTIL REFERENCE VALUE EXPIRED.
RETAIN ON —SITE: INDEFINITE RETAIN RECORDS CENTER: NO
TOTAL RETENTION: INDEFINITE
SERIES NUMBER: RM -07
FILE NUMBER: KIBC 18
RECORD SERIES: MAPS, STATUS PLATS
CONTENT SUMMARY: BREAKOUT OF TOWNSHIPS & SECTIONS INDICATING OWNERSHIP OF
FEDERAL, STATE, BOROUGH & NATIVE —OWNED LANDS.
COMMENTS: UPDATED AS OWNERSHIP CHANGES OCCUR. DEPT OF NATURAL RESOURCES
ORIGINATES THESE MAPS.
RETAIN ON —SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
SERIES NUMBER: RM -08
FILE NUMBER: KIBC 18.10.O10.A
RECORD SERIES: STATE PATENTS (AKA "KIB" FILES)
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: PERMANENT
SERIES NUMBER: RM -09
FILE NUMBER: KIBC 18.70
RECORD SERIES: FIREWOOD PERMITS
CONTENT SUMMARY: SHORT —TERM PERMITS ALLOWING CUTTING OF FIREWOOD ON BOROUGH
LANDS.
COMMENTS:
RETAIN ON —SITE: 1 YR RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 1 YR
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 43