1995-01F Amending Resolution No. 1995-01 Adopting a Records Retention Schedule and Central Filing System to Reflect Amendments to Various Series in the Clerk’s Office and Series CD-18 Original Mylar Copies of all Plats Filed with the Borough.A RESOLUTION OF THE KODIAK ISLAND BOROUGH ASSEMBLY
AMENDING RESOLUTION NO. 1995 -01 ADOPTING A RECORDS RETENTION SCHEDULE
AND CENTRAL FILING SYSTEM TO REFLECT AMENDMENTS TO VARIOUS SERIES IN
THE CLERK'S OFFICE AND SERIES CD -18 ORIGINIAL MYLAR COPIES OF ALL PLATS
FILED WITH THE BOROUGH
WHEREAS, Kodiak Island Borough Code of Ordinances Section 2.16.200 provides for a Records
Retention Program; and
WHEREAS, AS 40.21.070 states the governing body shall, as far as practical follow the program
established for the management of state records; and
WHEREAS, various series in the Clerk's Office need to be updated to comply with the program
established by the State; and
WHEREAS, currently, the retention schedule states that the Kodiak Island Borough retains custody of
the original mylars of all plats permanently; and
WHEREAS, Alaska Administrative Code 06.040(0 Prerequisites for Recording Documents states "if the
document submitted for recordation is a plat of survey, subdivision plat, or record of survey, it becomes
the property of the State after recording; and
NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH THAT:
Section 1: The various series in the Clerk's Office are hereby amended to follow the program established
for the management of State records; and
Section 2: Series CD -I8 is hereby amended to allow the transfer of custody of all archived mylar plats to
the State of Alaska; and
Section 3: This resolution amends Resolution No. 1995 -01. The attached Records Retention Schedule and
Central Filing System (RRS /CFS) amendment shall become effective upon adoption of this resolution.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS FIRST DAY OF SEPTEMBER 2005
ATTEST:
dith Nielsen, CM , : orough Clerk
Kodiak Island Borough, Alaska
KODIAK ISLAND BOROUGH
RESOLUTION NO. FY1995 -01F
Introduced by: Borough Clerk
Requested by: Borough Clerk
Drafted by: Records Manager
Introduced: 09/01/2005
Adopted: 09/01/2005
KODIAK ISL
BO'OUGH
me M. Selby, Borough Mayor
Resolution No. FYI 995-01F
Page 1 of 1
SERIES NUMBER
REFERENCES
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION
BC -01
DELETED BY R- 95 -01C
BC -02
XREF:
KIBC 15.44
GENERAL APPEALS
Records related to appeals submitted to the Borough
assembly on issues other than land use concerns and
permits. Retention period starts after
ON -SITE
2
CENTER
8
TOTAL
10
BC -03
XREF:
RISC 16.90
LAND USE APPEALS
Appeals from approvals, denials or conditions of land use
permits, such as variances, use permits, zoning issues,
subdivisions, etc. Turn over to Com /Dev Department for
incorporation in their files.
ON - SITE
IMO
CENTER
0
TOTAL
1MO
BC -04
XREF:
KIBC 2.16.190
SR CG-1
MINUTES OF THE BOROUGH ASSEMBLY
Minutes of meetings held by the Assembly. Microfilm
OPTICAL DISC IMAGE and retain originals in Clerk's office.
ON -SITE
P
CENTER
0
P
BC -05
XREF:
KIBC.17.060
SR CG -1
ASSEMBLY AGENDA PACKETS
Agenda and work session packets containing backup
correspondence and reports distributed to assembly members
for discussion at assembly meetings and monthly calendars
Agendas, roll call sheets, guidelines, etc. and minutes
ON -SITE
2
CENTER
I" 3
5
are also included. Minutes are permanent (BC -04)
BC -06
XREF:
KIBC 2.17.060
SR CG -1
ASSEMBLY MEETING TAPES
Audio and /or video opoocttc tapes of assembly meetings.
ON -SITE
12
CENTER
3
TOTAL
45
BC -07
SEE FI -16
BC -OS
XREF:
KIBC 3.20.050
BOARD OF EQUALIZATION
Minutes, rosters and certification of Board of
Equalization actions. Upon completion of BOE, give files
to assessing (A0 -07) for permanent retention. Borough
Clerk's office retains original minutes.
ON -SITE
2
CENTER
0
TOTAL
P
BC -09
XREF:
KISC 2.39
BOROUGH BOARDS, COMMITTEES, AND COMMISSIONS
General information and applicants. See separate listings
for minutes, findings, and board correspondence.
ON -SITE
2
CENTER
0
TOTAL
2
BC -10
SEE FI -17
BC -11
KIBC 2.39.140
- _ (SEE ELECTION SERIES)
ON SITD
2
-- - - - - -- - - --
-- - - -
-_
CENTER
4
SR --EL -S
- - - - ___ -- -_ "- - _ __.... -- =
mena-
TOTAL
6
BC -12 TO BC-
14
COMBINED, SEE BC -15
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- 01A,B,C,D,E,F
CLERK'S OFFICE
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
SERIES NUMBER
REFERENCES
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION
BC -15
XREF:
KIBC 3.16
SEE THESE
CONTRACTS
Contracts between KIB and others for purchase of supplies
and materials, professional services, construction,
memorandums of agreement. OPTICAL DISC IMAGE new contracts
ON -SITE
2
CENTER
P
ALMU:
PCG-i; PCG -2;
EBW -2
and file originals in the clerk's ottice. Retention period
TOTAL
P
in the record center begins arter contract is completed.
Computer index: Clerk \index \contracts. M3eri1m —few
BC -16
XREF►
KIDC DC 16
(SEE ELECTION SERIES)
ON —BITE
&
-- - - -
-- -- - -- -- --- - -- -
cnNTER
a
° ='- _ __" ___ ,_ _ ...__- _- __ -_- _..,._-
TOTAL
2
BC -17
KIDC 7.10
(SEE ELECTION SERIES)
ON —SITE
1
_ _ _:_. _- .
CENTER
4
_ , _:,;: - - _ _
Vie
TOTAL
a
BC -18
KIBC--7,24,044
cn EL 11
(SEE ELECTION SERIES)
ON —SITE
2
_ ____ _ • .
CENTER
CENTER
2
__ _ _ _ _ __ _
- -
TOTAL
2
BC -19
XREF:
KIBC 2.16.160
SR CG -5
ORDINANCES
Ordinances adopted by the borough Assembly. Microfilm
OPTICAL DISC IMAGE and retain originals in Clerk's office.
ON -SITE
P
CENTER
0
Computer index: Clerk \index \ordinance.
TOTAL
P
BC -20
XREF:
KIBC 2.16.180
SR CG -5
RESOLUTIONS
Resolutions adopted by the Borough Assembly. Microfilm
OPTICAL DISC IMAGE and retain originals in Clerk's office.
ON -SITE
P
CENTER
0
omp er n ex: Clerk \index \resolution.
TOTAL
P
BC -21
XREF:
KIBC 2.16.050
SR CG -7
AS 29.20.600
OATHS OF OFFICE AND APPOINTMENTS
Oaths of Office of both Elected and Appointed municipal
officials. Historical Value; Retain
Originals.
File set may consist oaths for boards, commissions,
ON -SITE
1
CENTER
P
TOTAL
P
committees, councils, and elected orticaals; and,
at lrmataons, acknowledgments, notices ot appointment,
resignations, list ot members with terms and dates of
appointment, and the code or executive order establishing
the local government entity.
BC -22
XREF:
KIBC 1.02
SR CG -5
AS 29.20.380
CODE OF ORDINANCES
Code changes, supplements, and distribution list.
ON -SITE
P
CENTER
0
TOTAL
P
B4-43
XREF -r
KIDC 7.30
BALLOTS (SEE ELECTION SERIES)
--.- - - -- - - -- --.-
ON SITE
4
_...- - -- - -- -- - -
CENTER
21mn
TOTAL
alma
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- 01A,B,C,D,E,F
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 2
SERIES NUMBER
REFERENCES
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION
BC -24
XREF:
KIBC
2.17.1070
SR GO- 06;G0-
15
PUBLICATIONS
ON -SITE
2
Newspaper publications of notice of meetings, public
business., mNUnicipal election
CENTER
P
hearings, and assembly and
publications are filed under EL -16.
- - - - -- -. - ...._- - OPTICAL
TOTAL
P
_
DISC IMAGE and retain originals in the center for the life
of the media.
BC -25
XREF:
KIBC 16.90
KIBC 17.100
SR CG -2
PUBLIC HEARING RECORDS
Public hearing notices and responses regarding rezones and
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.
If audio tape recordings or notebooks are transcribed,
ON -SITE
2
CENTER
08
TOTAL
3 10
they may be disposed 5 years after approval of minutes or
proceedings.
BC -26
XREF:
KIBC 2.24
SR LEG -1
LEGAL OPINIONS
Official interpretations regarding questions of legal
rights or liabilities affecting operating departments.
LAN Computer index: Clerk \index \legal; filed in binders,
chronologically in Clerk's office.
*PROPRIETARY INFORMATION ONLY
ON -SITE
P
CENTER
0
TOTAL
P
BE-27
(SEE ELECTION SERIES)
N SITE
G
CENTER
P
TOTAL
P
BC -28
KIDC 7.30
OS --EL -4
(SEE ELECTION SERIES)
ON- SITE
1
CENTER
3
-. - _ __- =
-` -- - _-- - _-- - _ --
--"- -- - .,
TOTAL
3
- - ---- - -
BC -29
Xis-
KIDC 7.56
an EL 1
(SEE ELECTION SERIES)
ON -SITE
1
GETTER
1
-- - -_
,_ -`__ -- _- _ ---- -; -"__,
SAL
3
BC -30
XREF:
RISC 2.40
SR CG -1
PLANNING AND ZONING COMMISSION
Copies of P and Z minutes, commission members
correspondence. Original minutes are retained by COM /DEV,
ON -SITE
2
CENTER
P
CD -16.
TOTAL
P
BC -31
XREF:
KIBC 2.41
SR CG -1
EMERGENCY SERVICES COUNCIL
Copies of ESC minutes; findings, and council members
correspondence. Originals are in the City of Kodiak
ON -SITE
2
CENTER
0
Clerk's office.
TOTAL
2
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- 01A,S,C,D,E,F
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Darts 1
SERIES NUMBER
REFERENCES
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION
BC -32
XREF:
KIBC 2.42§6
SR CG -1
KODIAK ECONOMIC DEVELOPMENT COMMISSION
ON -SITE
2
KEDC minutes, findings, and commission members
correspondence.
CENTER
P
TOTAL
P
BC -33
XREF:
KIBC 2.43
SR CG -1
PARKS AND RECREATION COMMITTEE
P and R minutes, findings, and committee members
correspondence.
ON -SITE
2
CENTER
P
TOTAL
P
BC -34
XREF:
KIBC 2.45
SR CG -1
ARCHITECTURAL REVIEW BOARD
ARB minutes, findings, and board members correspondence.
ON -SITE
2
CENTER
P
TOTAL
P
BC -35
XREF:
KIBC 2.47
SR CG -1
AIRPORT ADVISORY COMMITTEE
AAC minutes, findings, and committee members
correspondence.
ON -SITE
2
CENTER
P
TOTAL
P
BC -36
XREF:
KIBC 4.34110
SR CG -1
SERVICE AREA NO. 2 COMMISSION BOARD
ON -SITE
2
SA *2 minutes, boundary maps, findings, and eemeissien
board members correspondence.
CENTER
P
TOTAL
P
BC -37
XREF:
KIBC 4.50
SR CG -1
WOMENS BAY SERVICE AREA CO2S1-$SIGN BOARD
ON -SITE
2
WB minutes, boundary maps, findings, and eemniseioe board
members correspondence.
CENTER
P
TOTAL
P
BC -38
XREF:
KIBC 4.60
SR CG -1
MONASHKA BAY ROAD SERVICE AREA COMHXSSION BOARD
ON -SITE
2
MB Minutes, boundary maps, findings, and eemmios-iem board
members correspondence.
CENTER
P
TOTAL
P
BC -39
XREF:
KIBC 4.70
SR CG -1
SERVICE DISTRICT AREA NO. 1 COMMISSION BOARD
ON -SITE
2
SD #1 minutes, boundary maps, findings, and eemmIeelem
board members correspondence.
CENTER
P
TOTAL
P
BC -40
XREF:
KIBC 4.80
SR CG -1
FIRE PROTECTION AREA NO. 1 GOMlIXSSION BOARD
ON -SITE
2
FP #1 minutes, boundary maps, findings, and eem:#ssLea
board members correspondence.
CENTER
P
TOTAL
P
BC -41
XREF:
KIBC 4.90
SR CG -1
BAY VIEW ROAD SERVICE AREA COMMISSION BOARD
ON -SITE
2
BV minutes, boundary maps, findings, and eemmiseiem board
members correspondence.
CENTER
P
TOTAL
P
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- 01A,B,C,D,E,F
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Page 4
REFERENCES SERIES NUMBER
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION I
BC -42
XREF:
KIBC 4.100
SR CG -1
WOODLAND ACRES STREET LIGHT SERVICE AREA EONNI88I0N BOARD
ON -SITE
2
WA minutes, boundary maps, findings, and eenmiseien board
members correspondence.
CENTER
P
TOTAL
P
BC -43
XREF:
KIBC 5.091
SR LIC -1
LICENSES, LIQUOR
Liquor licenses applications. Originals at Dept. of
Revenue and Dept of Commerce and Economic Development.
ON -SITE
3
CENTER
0
TOTAL
3
BC -44
XREF:
RIBC 8.04
OS CG -1
ON -SITE
2
-- - - - "" - -- -- -- -- -- - --
PROVIDENCE KODIAK ISLAND SERVICE AREA COMMUNITY BOARD
KIR PKISACB minutes, findings, and board members
correspondence.
CENTER
P
TOTAL
P
BC-45
XREF:
KIBC 8.08
SR CG -1
. -_- ..,.,_. . :.. ,..
ON -SITE
2,
.....,� -.. -.. --_-
PROVIDENCE KODIAK ISLAND COUNSELING ADVISORY COUNCIL
MHO PKICAC minutes, findings, and board members
correspondence.
CENTER
P •
TOTAL
P
BC -46
XREF:
KIBC 16.50
SR EBW -1
PLAT LOG
Plat log details, property owner, plat location, date
filed, and plat no. assigned by State Recorder's office.
L eg i ,.,_ -,..- _ae,__ Computer index:
ON -SITE
P
CENTER
0
TOTAL
P
remains
Clerk \index \contracts. Dispose back -up documentation after
1 year.
BC -47
XREF:
KIBC 2.21
SR (NONE)
NOTARY LOG
Notary log detailing identification, date, and document
notarized. Photocopy remains in the Clerk's office.
Give the original to the employee for her records.
ON -SITE
P
CENTER
0
TOTAL
P
BC -48
XRDP:
KIDC 7.70
ER REGI BTRT _ _
9N -SITE
1
- _ . , _ . - - - , _ _ - - _ _ _ _
eleoti.onr
CENTER
P
SAL
P
BC -49
(DELETED - REFLECTED IN THE RESOLUTION
CERTIFYING ELECTION)
ON —BITE
1
MEP:
KIDC 7.30
ae E+
CEN'PSR
P
-- - -- - -- _ -- -- -- - - - ._ ,.
SAL
P
Regulabiene
BC -50
XREF:
KIM
SRS?
--- ., : .. ° : = ., . , : (SEE ELECTION
ON -82TE
1
- _"," -
SERIES)
-
GRIPPER
1
TOTAL
2
Regulationo
KODIAR ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- 01A,B,C,D,E,F
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
REFERENCES SERIES NUMBER
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION
"BC -51
XREF:
KIBC 5.00
SR LIC -1
LICENSES, GAMES
ON -SITE
3
Games of Chance and Skill permit applications. Originals
at Dept. of Revenue and Dept of Commerce and Economic
CENTER
0
Development.
TOTAL
3
BC -52
X-RSFt
KYDC 7.60
(SEE ELECTION SERIES)
candidates and
ON -SI'TE
a
OENPER
P
Municipal clecti n pamphlet summarizing
issues. Historical value.
TEAL
P
BC -53
XREF:
RISC 2.12
SR CG -1
PERSONNEL ADVISORY BOARD
Minutes, findings, and board members correspondence.
ON -SITE
2
CENTER
P
TOTAL
P
BG-S4.
2.33
-' _r_ (OBSOLETE /DELETED)
ON -SITE
3
CENTER
P
serrespenderseerreatenr
fe relate'_ f-'-
KXDCC
1
TOTAL
P
CR CC
-- _
BC -55
XREF:
KIBC (NONE)
SR CG -10
AS 29.6
ALTERATION OF BOROUGH
Boundaries /consolidation /annexation. Includes petitions,
ON -SITE
2
CENTER
P
correspondence, affidavits of publication, copy of
ordinance, and related public hearing back -up records. If
TOTAL
P
annexation fails, retain five (5) years.
BC -56
XREF:
KIBC (None)
SR CG -3
AS 29.26
PETITIONS
ON -SITE
6
For initiatives, referenda, and recall filed by private
CENTER
0
citizens or groups requesting governing body action.
TOTAL
6
BC -57
XREF:
KIBC
SR CG - 6
CODES, ORDINANCES, AND RESOLUTIONS: NOT ADOPTED
ON -SITE
10
May include lists of all proposed ordinances/ resolutions,
CENTER
0
the proposed ordinance number and ultimate decision (e.q.
changed, withdrawn, in committee indefinitely.) Certain
TOTAL
10
files that have historical value should be retained
permanentl Review every 10 years for administrati
purposes, then dispose.
BC - 58
XREF:
KIBC
SR CG - 9
AS 29.05
INCORPORATION FILES
ON - SITE
P
Documents incorporation file sets not found elsewhere on
CENTER
0
this schedule (petitions, public hearings, etc.) May
include information related to investigations, decisions,
TOTAL
P
municipal logo, and official municipal seal.
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- 01A,B,C,D,E,F
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Pane 6
SERIES NUMBER
REFERENCES
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION
BC -59
XREF:
KIBC
SR CG -11
REAPPORTIONMENT AND REDISTRICTING RECORDS
ON -SITE
C
May include municipal and school district reapportionment
CENTER
0
records; precinct boundaries; and district, municipal, and
state boundary reapportionment documentation. Retain
TOTAL
C
until superceded.
BC -60
XREF:
KIBC
SR CG -12
AS 29.60
CENSUS RECORDS
ON -SITE
C
Fileset documents population estimates including resident
CENTER
0
data (e.g. name, age, gender, marital status, residence
address, number of children, annual income, occupation,
TOTAL
C
etc.) Retain until superceded, retain backup data 10 years
in the Records Center.
BC -61
XREF:
KIBC 2.15.070
KIBC 2.17.100
SR AF -02
TRAVEL ACCOUNTING
Documentation for travel, registration, per diem,
transportation fees for Mayor, Assembly, and Clerk's
office staff.
ON -SITE
3
CENTER
0
TOTAL
3
BC -62
XREF:
KIBC 12.00
EF -03
ROADS & TRAILS PROJECT FILES
Recommendations, petitions, action taken, repairs,
complaints, construction as- builts, etc., on Borough roads
& trails. Most of these services are within service
districts. Transfer files to Engineering, Series EF -03.
ONSITE
C
CENTER
0
TOTAL
C
BC -63
XREF:
KIBC
SR GO -1
GENERAL CORRESPONDENCE - ROUTINE NATURE
ON -SITE
3
SPECIAL CORRESPONDENCE
CENTER
0
Special correspondence authored by staff in any
department. Retain special correspondence 5 years.
TOTAL
3
Special Correspondence of Mayor see 0M -01. General
manager, clerk, department heads, and boards and
commission letters may have archival value and should be
reviewed.
BC -64
XREF:
KIBC 4.12
SR CG -1
AIRPORT FIRE PROTECTION SERVICE AREA BOARD
AFP minutes, boundary maps, findings, and board members
correspondence.
ON -SITE
2
CENTER
P
TOTAL
P
BC -65
XREF:
KIBC 4.13
SR CG-1 .
MISSION LAKE TIDEGATE SERVICE AREA BOARD
ML minutes, boundary maps, findings, and board members
correspondence.
ON -SITE
2
CENTER
P
TOTAL
P
BC -66
XREF:
KIBC 4.14
SR CG -1
TRINITY ISLANDS STREETLIGHT SERVICE AREA BOARD
TI minutes, boundary maps, findings, and board members
correspondence.
ON -SITE
2
CENTER
P
TOTAL
P
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- 01A,B,C,D,E,F
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
!I DEATES NUMBER
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION
( REFERENCES
SL -01
XREF:
KIBC 7.30
SR EL -1
VOTED BALLOTS
Completed, challenged, rejected, absentee and special
needs. May include all applications except special needs
ON -SITE
0
CENTER
1MN*
applications (see EL -04).
TOTAL
1MN*
*Retain one month after election is certified; if election
is contested, retain longer per AS 15.15.470
EL -02
XREF:
KIBC 7.40
SR EL -2
CERTIFICATES OF ELECTION
Copies of election certificates presented to candidates
upon verification of election.
ON -SITE
4
CENTER
0
TOTAL
4
EL -03
XREF:
KIBC 7.40
SR EL -3
CERTIFICATES OF ELECTION RETURNS (REGULAR AND SPECIAL)
Canvass Board certifications. RECEIPT FROM ACCUVOTE UNITS
ON -SITE
1
CENTER
P
THAT conoiot of reflect individual machine numbers;
polling place designation; date of election; total votes
registered by machine, candidate or referenda; and
signatures of elections inspectors, judges,
administrators, clerks, volunteers. Certain certificates
that are duplicated elsewhere or do not have archival
value may be disposed after administrative /management need
is met.
TOTAL
P
L -04
REFS
IBC 7.30
SR EL -4
ELECTION REGISTERS AND TALLY BOOKS
Consists of the following registers: precinct, final
voting, questioned voter, special needs voting, and
absentee voter. Also includes special needs applications.
(Retain longer if election is contested.)
ON -SITE
4
CENTER
0
TOTAL
4
EL -05
XREF:
KIBC 7.30
SR EL -5
ELECTION CONTEST
Contested election data.
*Retain 1 year after election is certified.
ON -SITE
1*
CENTER
0
TOTAL
1*
EL -06
XREF:
SR EL -6
DOJ PRECLEARANCE RECORDS
Includes request and pre - clearance for election.
ON -SITE
P
CENTER
0
TOTAL
P
EL -07
XREF:
SR EL -7
AS 15.25.030
DECLARATIONS OF CANDIDACY
Declarations executed under oath including name, mailing
address, office declared, residency length, etc.
ON -SITE
4
CENTER
0
TOTAL
4
EL -08
XREF:
KIBC 2.39.140
gR EL -8
FINANCIAL DISCLOSURE STATEMENTS
May include APOC financial disclosure report.
APOC: Alaska Public Offices Commission.
ON -SITE
6
CENTER
0
TOTAL
6
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- O1A,B,C,D,E,F
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Pang S
SERIES NUMBER
AND REFERENCES
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION
EL -09
AFFIDAVITS
ON -SITE
4
XREF:
Documents voters requiring or requesting action or
SR EL -9
special accommodation during an election.
CENTER
0
TOTAL
4
EL -10
RECOUNT PETITIONS
ON -SITE
4
XREF:
Candidate requests for recount of individual machine or
SR EL -SO
paper ballot tallies. Includes candidates' reason for
request.
CENTER
0
TOTAL
4
EL -11
CANDIDATES LISTS
ON -SITE
4
XREF:
Lists of candidates. Data includes: name and address of
SR EL -11
candidate, order in which they will appear on the
ballot, office sought and term of office.
CENTER
0
TOTAL
4
EL -12
CANDIDATE WITHDRAWALS
ON -SITE
4
XREF:
Certificate of withdrawal. Includes candidate statement
SR EL -12
concerning reason for withdrawal.
CENTER
0
TOTAL
4
EL -13
ELECTION OFFICIALS' RECORDS
ON -SITE
4
XREF:
SR EL -13
May consist of recruitment materials, interest letters,
training notes, acceptance forms, oaths and mileage
reimbursement requests. Includes absentee voting
CENTER
0
officials' documentation.
TOTAL
4
EL -14
VOTING DISTRICT DESCRIPTIONS, MAPS AND STREET BOORS
ON -SITE
1
XREF:
Descriptions of election precinct boundaries and maps
SR EL -14
indicating current voting district boundaries and
numbers. Street books consist of alphabetical lists of
CENTER
P
streets (and house numbers where street encompasses more
than one district) providing senatorial and
representative numbers.
TOTAL
P
EL -15
CAMPAIGN DISCLOSURE
ON -SITE
6
XREF:
Municipalities must report to APOC when money is spent
SR EL -15
on informational campaigns.
CENTER
0
TOTAL
6
EL -16
ELECTION PAMPHLET AND PUBLICATIONS
ON -SITE
4
XREF:
Municipal election pamphlet summarizing candidates and
issues. Newspaper publications for municipal elections.
CENTER
P
Optical disc image and retain originals in the center
for the life of the media.
TOTAL
P
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- 01A,B,C,D,E,F
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
KODIAK ISLAND BOROUGH
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
RESOLUTION NO. 95- 01A,B,C,D,E,F
COMMUNITY DEVELOPMENT DEPARTMENT
RECORD SERIES /CONTENT SUMMARY /COMMENTS
RETENTION
SERIES NUMBER
REFERENCES
CD -18
XREF:
KIBC 16.50
PLATS
Copies of plats filed with the
borough, filed chronologically by plat number.
Scan in Laserfiche.
ON -SITE
CENTER
TOTAL
Ind
PO
4
RECORDS RETENTION SCHEDULE & CENTRAL FILING SYSTEM
Pace 10