1995-01C Amending Resolution No. 95-01 Adopting a Records Retention Schedule and Central Filing System to Reflect Amendments to Various Categories and Retention Schedules.KODIAK ISLAND BOROUGH
RESOLUTION NO. 95-01C
Introduced by:
Requested by:
and
Drafted:
Introduced:
Adopted:
AN AMENDMENT TO RESOLUTION NO. 95 -01 ADOPTING A
RECORDS RETENTION SCHEDULE AND CENTRAL FILING SYSTEM TO REFLECT
AMENDMENTS TO VARIOUS CATEGORIES AND RETENTION SCHEDULES
WHEREAS, Kodiak Island Borough Code 2.16.200 provides for a Record
Retention Program; and
WHEREAS, the office of the borough clerk desires to delete one category by
consolidating miscellaneous files into proper categories; and
Assembly
Borough Clerk
Finance Director
Records Manger
6/19/97
6/19/97
WHEREAS, the finance department desires to amend the wording of two
categories, thereby deleting two other categories as duplicates to the retention
schedule; and
WHEREAS, the office of the borough clerk desires to amend the retention period of
one category from 15 years to permanent retention; and
WHEREAS, the office of the borough clerk desires to amend the retention period of
two categories per the Federal Election Commission; and
WHEREAS, the office of the borough clerk desires to add a category to include
Alaska Statues Title 29 to the retention schedule;
NOW, THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK
ISLAND BOROUGH THAT:
Section 1:
Section 2:
Attachment "A" consolidates two categories regarding the tax
records.
Attachment "B" deletes one category, consolidating miscellaneous
Mae into nrnnnr categories and amends one from
••• .... •... p. ,,v. categories, oe na, QII,GuIYJ V116 bOLODU111 retention IIUI11
15 years to permanent retention.
Kodiak Island Borough, Alaska Resolution No. 95 -01C
Page 1
Section 3: Attachment "C" amends the retention period in two categories for
election records, per Federal Election Commission, from permanent to
two years.
Section 4: Attachment "D" adds a category regarding Alaska Statues Title 29 for
permanent retention in the Borough Clerk's series.
Section 5: This resolution amends Resolution No. 95 -01. The attached Records
Retention Schedule and Central Filing System (RRS /CFS) amendments
shall become effective upon adoption of this resolution.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS NINETEENTH DAY OF JUNE, 1997.
KODIAK ISLAND BOROUGH
/2T /J
o nna F. Smith, CMC /AAE, Borough Clerk
ATTEST: Robin Heinrichs, Presiding Officer
Kodiak Island Borough, Alaska Resolution No. 95 -01 C
Page 2
=== == ===
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: MONTHLY REPORTS
RETAIN ON-SITE:
TOTAL RETENTION:
tSERIRS
PitE
RECORD
CONTENT - SISOCARYr
COtift1RNT3T
RETATN
TOTAt
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS: MONTHLY REPORTS
RETAIN ON-SITE:
TOTAL RETENTION:
= ====2
(SERIES
PITE
ftEeeste
CORTENT
-
COMMENTSr
RETATN
TOTAt
ATTACHMENT"A"
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FI-07
KIBC 3.20
PROPERTY TAX ACCOUNTING - cepa-miens
tentPrfrit nife - er - v i rxes - fme - tikentben
TTPrP,70-. ITAX
Walt
CALCULAT;0040,
1 YR
RETAIN RECORDS CENTER: 6 YRS
7 YRS
===.
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PROPERT
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RETPrIll
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71 -09
KIBC 3.20
PROPERTY TAX - CFE)
TRACThS
1 YR
RETAIN RECORDS CENTER: 9 YRS
10 YRS
== = =22= === == 222======
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KIBC 3.20
FROPERTF
FERSONA:L
RETAltr
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Kodiak Island Borough, Alaska Resolution No. 95-01C
Page 3
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COMIENT5
SERIES NUMBER: BC -02
FILE NUMBER: KIBC 15.44
RECORD SERIES: GENERAL APPEALS
ATTACHMENT ° B"
s■s■∎ =■■■ss
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 -04
FILE NUMBER: RIBC 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:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
TOTAL RETENTION:
SERIES NUMBER:
BC -07
__
SERIES NUMBER: BC -03
FILE NUMBER: KIBC 16.90
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: TURN OVER TO COM /DEV DEPT FOR INCORPORATION IN THEIR FILES.
RETAIN ON -SITE: 1 MONTH
RETAIN RECORDS CENTER: NO
========== =_____ = = == =======s= = = = == ====a===
__ = = = = =
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: (33
BC -06
KIBC 2.17.060
ASSEMBLY MEETING TAPES
AUDIO CASSETTE TAPES OF ASSEMBLY MEETINGS
RETAIN ON -SITE: 1 YR RETAIN RECORDS CENTER: 3 YRS
4 YRS
SEE FI -16.
Kodiak Island Borough, Alaska Resolution No. 95 -01C
Page 4
SERIES NUMBER: BC -08
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON -SITE:
TOTAL RETENTION:
SERIES NUMBER: BC -09
FILE NUMBER: KIBC 2.39
RECORD SERIES: BOROUGH BOARDS & COMMISSIONS
CONTENT SUMMARY: GENERAL INFORMATION & APPLICANTS.
COMMENTS:
RETAIN ON -SITE: 2 YRS RETAIN RECORDS CENTER: NO
TOTAL RETENTION: 2 YRS
= = = = =a
SERIES NUMBER: BC -10
__= == = =aaa=
SERIES NUMBER: BC -11
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
COMMENTS:
RETAIN ON -SITE: 2 YRS
TOTAL RETENTION: 6 YRS
= aaaaa = = = =aa =a= aa= a = = = =a
SERIES NUMBER: BC -12
SERIES NUMBER: BC -13
a= =aa===== = =a= == =aa
SERIES NUMBER: BC -14
aa== === aa=a a =a=== :aaaaa
SERIES NUMBER:
FILE NUMBER:
RECORD SERIES:
CONTENT SUMMARY:
BC -15
KIBC 3.16
CONTRACTS
RETAIN ON -SITE: [1 - IR)
RETENTION: SIM
Kodiak Island Borough, Alaska
RIBC 3.20.050
BOARD OF EQUALIZATION
MINUTES, ROSTERS AND CERTIFICATION OF
ACTIONS.
UPON COMPLETION OF BOE, GIVE FILES TO ASSESSING (A0 -07) FOR
PERMANENT RETENTION. BOROUGH CLERK'S OFFICE RETAINS ORIGINAL
MINUTES.
2 YRS
PERMANENT
===== Man
ATTACHMENT "C"
RETAIN RECORDS
CENTER:
======== ==== = =aa =aa
:aaaaa== aa= aaa= a === =aa = == :aaaaa =a=
SEE FI -17
KIBC 2.39.140
CONFLICT OF INTEREST STATEMENTS
STATEMENTS OF ECONOMIC INTEREST FILED BY CANDIDATES,
OFFICIALS & DESIGNATED BOARD & COMMISSION MEMBERS.
RETAIN RECORDS CENTER: 4 YRS
*IAW APOC
aa==== a=----= a== = =aa=a
COMBINED, SEE BC -15
COMBINED, SEE BC -15
COMBINED, SEE BC -15
=== as==== :==== ====== -_ - - --
BOARD OF EQUALIZATION
P
SEE SEPARATE LISTINGS.
= a === == ==__ = = ======== = =a
aa==
ELECTED
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
TOTAL RETENTION: PERMANENT
RETAIN RECORDS CENTER: P
SERIES NUMBER: BC -16
FILE NUMBER: RISC 7.40
RECORD SERIES: MUNICIPAL ELECTION RECORDS
CONTENT SUMMARY: CANVASS BOARD CERTIFICATIONS OF RETURNS
COMMENTS: MICROFILM & DESTROY PAPER RECORDS AFTER MEETING
REQUIREMENT OF ORIGINALS,(
2
YEAR
FEC
RETAIN RECORDS CENTER: (P) gms TOTAL
*IAW FEC REGULATIONS
Resolution No. 95 -01 C
Page 5
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
x :xxxxxx: :==s == == =xxx ========= ======= =2
SERIES NUMBER: BC -18
FILE NUMBER: KIBC 7.20.030
RECORD SERIES: 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) 2'X1tS
TOTAL RETENTION: ( PERMANENT) 2 Y 3
========= == =xxxxx xxx== = =
SERIES NUMBER: BC -19
FILE NUMBER: KIBC 2.16.160
RECORD SERIES: ORDINANCES
CONTENT SUMMARY: ORDINANCES ADOPTED BY
COMMENTS: MICROFILM & RETAIN ORIGINALS
WP51 \CLERK \INDEX \ORDINANCE.
RETAIN ON -SITE: P
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,
WP51 /CLERK /INDEX /RESOLUTION.
RETAIN ON -SITE: P RETAIN RECORDS CENTER: NO
TOTAL RETENTION: PERMANENT
SERIES NUMBER:
FILE NUMBER:
CONTENT SUMMARY:
COMMENTS: CODE
RETAIN ON -SITE:
TOTAL RETENTIONS
ATTACHMENT "C"
*IAW AISSMA ::5
THE BOROUGH ASSEMBLY
IN CLERK'S OFFICE. LAN COMPUTER INDEX,
RETAIN RECORDS CENTER: NO
====xx =xx ==x =====222==
=:=xxxxxx xxxxx========= = = =======
BC -22
RISC 1.02
CODE OF ORDINANCES
CHANGES, SUPPLEMENTS, & DISTRIBUTION LIST.
P
PERMANENT
RETAIN RECORDS CENTER: NO
= _
SERIES NUMBER: BC -21
FILE NUMBER: RISC 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
Kodiak Island Borough, Alaska Resolution No. 95 -01C
Page 6
ATTACHMENT "D"
■■■x x :xxx= xxx == =x=
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
____= === =xx
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
xx xx= == xxx = - -- -- ___ - -_
SERIES NUMBER: BC -52
FILE NUMBER: KIBC 7.60
CONTENT SUMMARY: ELECTION PAMPHLET
COMMENTS: MUNICIPAL ELECTION PAMPHLET SUMMARIZING CANDIDATES & ISSUES.
HISTORICAL VALUE.
RETAIN ON -SITE: 2 YRS
RETAIN RECORDS CENTER: P
TOTAL RETENTION: PERMANENT
____ ===xx = =xx = = == _
xx: := =x x= xxx3: = = == ==
_ _
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
== Ox= === =xxx= = :x== = = =x== =
Kodiak Island Borough, Alaska Resolution No. 95 -01C
Page 7