1c Document Retention Schedule ITYOF
690 City Center Drive
PO Box 147
Chanhassen, Minnesota 55317
Phone
952. 937.1900
General Fax
952.937.5739
Engineering Department Fax
952.937.9152
Building Department Fax
952.934.2524
Web Site
www. ci. chanhassen, mn. us
MEMORANDUM
TO:
FROM:
DATE:
SUB J:
Mayor and City Council
Richard Rice, Information Systems Coordinator0,
July 18, 2003
Approval of Document Retention Schedule
The City of Chanhassen is currently storing all the paper documents it creates or
receives. Due to their age and level of importance, some of these documents are
no longer required to be maintained. No document, however, can be destroyed
without the appropriate state level authorization. This can be accomplished by
submitting a completed "Request for Disposal" form for each document type to be
destroyed, to the Archives Division of the Minnesota Historical Society, or by
adopting a pre-approved retention schedule.
A document retention schedule for city governments has been created by the
Minnesota Clerks and Finance Officers Association, and has received all
appropriate state level approvals. There are currently 230 cities which have
adopted this schedule. Staff recommends the city approve the adoption of this
document retention schedule.
The Laserfiche document imaging system purchased last year will be utilized to
maintain the records in accordance to the approved retention schedule,
~cfs6~l)ept Folders~llS~Doc Retention Memo. doc
The City of Chanhassen. A growing community with Clean lakes, quality schools, a charming downtown, thriving businesses, and beautiful parks. A great place to live, work, and play
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
RESOLUTION
Date:
__,2003
Resolution No.
Motion By
Seconded By
RESOLUTION ADOPTING GENERAL RECORDS
RETENTION SCHEDULE
WHEREAS, Minnesota Statute 138.17 requires the approval of the attorney general,
state auditor, and director of the Minnesota Historical Society before any officer or agency of
the state or any county, city, town, school district, municipal subdivision or corporation, or
other public authority or political entity within the state can dispose of any governmental
records.
WHEREAS, the Minnesota Department of Administration and a task force made up of
city officials from around the state have developed a general records retention schedule for
cities which has been approved by the attorney general, state auditor, and director of the
Minnesota Historical Society.
WHEREAS, the classification of records as herein described is included in the above
mentioned Records Retention Schedule
NOW, BE IT RESOLVED that the City Council of the City of Chanhassen does
hereby adopt the general records retention schedule as attached hereto.
BE IT FURTHER RESOLVED, that a copy of this resolution be submitted along with
the Notification of Adoption of City General Retention Schedule form to the Government
Records Archivist.
PASSED AND DULY ADOPTED by the City Council of the City of Chanhassen,
Minnesota, this __ day of .2003.
ATTEST:
Todd Gerhardt, City Manager
Tom Furlong, Mayor
CITYOF
CHANHASSEI
690 City Center Drive
PO Box I47
Chanhassen, Minnesota 55317
Phone
952.937.1900
General Fax
952.937. 5739
Engineering Department Fax
952.937.9152
Building Department Fax
952.934.2524
Web Site
www. ci. chanhassen.mn, us
18 July 2003
Charles L. Rodgers
Government Records Analyst
State Archives Division
Minnesota Historical Society
345 W. Kellogg Blvd
St. Paul, MN. 55102-1906
Dear Mr. Rodgers,
The City of Chanhassen is adopting the March revision of the general records
retention schedule which has been attached to this document. It should be noted
that the city of Chanhassen contracts with Carver County for Police protection,
Assessments, Library and Fire Department dispatching services. As of this date,
the majority of record types in the associated categories are being generated and
maintained by Carver County officials. In addition, the City of Chanhassen does
not currently operate a municipal liquor store, but is adopting this section in the
event it should decide to do so in the future.
If you have any questions, please feel free to contact me at 952-227-1111.
Sincerely,
Richard Rice
M.I.S. Coordinator
City of Chanhassen
I lcfs6~Dept Folders~MIS[RetSchedMemo. doc
The City of Chanhassen. A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, and beautiful parks. A great place to live, work, and play.
Street Addreee
7700 ~'~e¥
Minnesota Historical Society
State Archives Department
Minnesota History Center
345 Kellogg Boulevard West
St. Paul, MN 55102-1906
651-297-4502 Fax: 651-296-9961
Complete this form and send the original and 2
above address.
Destruction of records according to the general
by the Minnesota HistOrical Society.
NOTIFICATION OF ADOPTION
OF GENERAL RECORDS
RETENTION SCHEDULE FOR
MINNESOTA CITIES
copies to the State Archives Department at the
schedule is NOT permitted until this form is signed
Telephone (incl.ude area code)
City, Zip Code
This is to notify the Minnesota Historical Society that the city named above has officially adopted the
Minnesota City General Records Retention Schedule (revised 2003). Cities are advised to adopt the
entire schedule. If this is not possible, individual sections may be adopted. (mX" the appropriate items)
~m The city adopts the entire schedule
[] Administration []
[] Assessing []
[] Attomey '[]
[] Bonds ~[]
[] Building Inspections []
[] Cemetery []
[] Contracts/Agreements []
[] coups []
[] Elections []
Name/1-~tle of City Official (print)
~rl The City adopts on the follows sections:
Financial Accounting [] Payroll
Fire [] Permits & Licenses
Health Services [] Planning & Zoning
Health Services ri Public Safety-Police
HRA or EDA r'! Public Works
Insurance [] Records Management
Library [] Utilities
Liquor Store [] Vital Statistics
Parks & Recreation [] Waste Management
Signature of city official Date
Email Address of Person With Records Management
Responsibility:
3/2OO3
The Minnesota Historical Society acknowledges your Notification
of Adoption of the City General Records Retention Schedule.
You are authorized to retain and dispose of records as indicated
on the schedule.
Director or Designee, Minnesota Historical Society Date
Category Definitions for the General Schedule
Record Series Description: A record series is a group of records clustered together because they all relate to
the same topic and have the same retention period.
Retention Period/Statute: The retention cited is the minimum amount of the time a record must be kept. A
number printed alOne, e.g. 10, means ten years. If months or days are meant the entry will display that, e.g. 6
months or 30 days. The stated retention does not include the year the record originates. For example, if Record
A is filed by calendar year and it has a retention of 3 years, the disposal date for 2000 records is January, 2004.
Statutes listed here cite specific retention periods for the records series.
Archive: If a Y or ~yes~ appears in this column, these records have historical value and must be permanently
retained by the city. If the city wishes to otherwise dispose of the records, the c'~y should contact the State
Archives Department of the Minnesota Historical Society at 651-297-4502 for guidelines and assistance. These
records may be eligible for transfer to a county or local historical society, or other repository, and the State
Archives can assist in this process. For further information see the State Archives Department's web site at
<htt~:/Iwww. mnhs.orglpreserveirecords~ndex.html>.
Data Practices Classification: This phrase refers to records classified by the Minnesota Government Data
Practices Act or other state or federal laws. The classification system includes: public, private, confidential,
nonpublic or protected nonpublic. More than one classification may apply.
Data Practices Statute: This phrase refers to the statute or lawwhich cities the data prances classification of
the record series.
Resources
Questions about archival records:
Minnesota Historical Society
State Archives Department
Minnesota History Center
345 Kellogg Boulevard West
St: Paul, MN 55102-1906
Voice: 651-297-4502
Fax: 651-296-9961
Questions about data practices:
Department of Administration
Information Policy Analysis Division
305A Centennial Office Building
658 Cedar Street
St. Paul, MN 55155
Voice: 651-296-6733
1.600-657-3721
Fax: 651-205-4219
Email: info.iDad~state.mn.us
Revised: 3/2003
GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES
Purpose of the General Records Retention Schedule
The purpose of a records retention schedule is to provide a plan for managing governmental records by giving
continuing authority to dispose of records under Minnesota Statutes section 138.17.
This City General Records Retention Schedule establishes minimum retention pedods for city records based on
their administrative, fiscal, legal and historical value. It lists records series common to cities and identifies how
long to retain them.
This schedule was originally developed by the Minnesota State Department of Administration, Information Policy
Analysis Division and the Minnesota Historical Society, Division of Archives and Manuscripts and was funded in
part by a grant from the National Historical Publications and Records Commission.
The revised schedule was updated by city clerks and officials representing the Minnesota Clerks and Finance
Officers Association (MCFOA).
Adopting and Using the General Schedule
A city that has adopted the previous version of this general schedule does not need to notify the Minnesota
Historical Society that it is adopting this revised edition of the General Records Retention Schedule for
Cities. It will be assumed that cities that have adopted the previous version will now utilize this revised
version.
If you have not previously adopted the general schedule, to begin disposing of records, you must notify the
State Archives Department of the Minnesota Historical Society that your city has adopted the schedule. The
enclosed form, "Notification of Adoption of City General Records Retention Schedule", is used for this
purpose.
You may adopt the schedule even though your office may not have all the records listed on it. We
recommend that you adopt the entire schedule. However, if this is not possible you may adopt individual
sections.
3. The Minnesota Historical Society will sign and return the Notification form to you. You will then have the
authority to dispose of your government records as indicated on the schedule.
Compare the records in your office with the records listed on the schedule. Retention periods listed on the
schedule represent the minimum length of time that you must retain your records. Once that retention
period has been reached you may destroy the records as indicated on the schedule. If you need to retain
some records series longer than the listed retention, you should establish an agency policy for those
records.
Records identified on the schedule as archival may be transferred to a local/county historical society or other
appropriate repository with the specific, written permission of the state Records Disposition Panel. Contact
the State Archives Department at 651-297-4502 for guidelines. For further information, see the State
Archives Department's web site at httl3:llwww, mnhs.or~ll~reservelrecordslindex.html.
The retention stated on the schedule applies to any form of the record (paper, computer tape or disk,
microfilm, optical disk, electronic media, etc.). However, if you decide to change the form of a record (for
instance, you microfilm a paper record) you may not be authorized to disl)ose of the ori~linal record. If you
are considering changing the form of a record, contact the Minnesota Historical Society, State Archives
Department, 651-297-4502.
Data Practices Classifications ara effective as of the printing of this Retention Schedule. Because data
practices issues change regularly, classifications mav have chanc3ed. For current information on data
practices, consult Minnesota State Statutes, Chapter 13, or call the State of Minnesota, Department of
Administration, Information Policy Analysis Division at 651-296-6733.
Destruction Reporting
After you destroy records according to the general schedule, maintain a list of destroyed items.
RecoMs no__t on the General Schedule
Records not listed on this schedule cannot be destroyed without submitting either an "Application for Authority to
Dispose of Records" (PR-l) or a 'Minnesota Records Retention Schedule" (RM-00058).
The PR-1 form is used to request one-time authority to dispose of records. A reproducible copy of the PR-1 form
is enclosed. Since an approved PR-1 gives you authority to dispose of only those records listed on the form, we
recommend that you use the PR-1 only for obsolete records (records no longer being created).
For ongoing authority to dispose of records not listed on the general schedule, complete a 'Minnesota Records
Retention Schedule". This form can be obtained from the State Archives Department of the Minnesota Historical
Society, 651-297-4502.
Duplicate Records
This retention schedule concerns itself only with the city's official record copy and the retention periods assigned
reflect that. It is each city's responsibility to identify the official record copy and to identify when to destroy any
other copies of identical records, after they have lost their legal, fiscal, historical and administrative value.
Duplicate copies should not be retained as long as the official record. Normally the retention period on duplicate
records will not exceed two years.
Records Reproduced on Optical Image Storage System
(M.S. §138.17 subd. 10)
Any government record, including a record with archival value, may be transferred to and stored on a
non-erasable optical imaging system and retained only in that format, if the following requirements are
met.
All documents preserved on non-erasable optical imaging systems must meet standards for permanent
records specified in section 15.17, subdivision 1, and must be kept available for retrieval so long as the
law requires. Standards under section 15.17, subdivision 1, may not be inconsistent with efficient use of
optical imaging systems.
A govemment entity storing a record on an optical imaging system shall create and store a backup copy
of the record at a site other than the site where the original is kept. The government entity shall retain the
backup copy and operable retrieval equipment so long as any law requires the original to be retained. The
backup copy required by this paragraph must be preserved either (1) on a non-erasable optical imaging
system; or (2) by another reproduction method approved by the records disposition panel.
Ail contracts for the purchase of optical imaging systems used pursuant to this chapter shall contain terms
that insure continued retrievability of the optically stored images and conform to any guidelines that may
be established by the information policy office of the department of administration for perpetuation of
access to stored data.
For further information regarding imaging systems, refer to the guidelines issued by the Minnesota Historical
Society "Reproduction of Government Records Using Imaging Systems" available on the Minnesota Historical
Society's website: htt;):llwww, mnhs.oralDreservelrecords~maaina.html.
Minnesota Historical Society
State Archives Department
Minnesota History Center
345 Kellogg Boulevard West
St. Paul, MN 55102-1906
651-297-4502 Fax: 651-296-9961
c~y
Street Address
NOTIFICATION OF ADOPTION
OF GENERAL RECORDS
RETENTION SCHEDULE FOR
MINNESOTA CITIES
1. Complete this form and send the original and 2 copies to the State Archives Department at the
above address.
2. Destruction of records according to the general schedule is NOT permitted until this form is signed
by the Minnesota Historical Society.
Telephone (include area code)
City, Zip Code
This is to notify the Minnesota Historical Society that the city named above has officially adopted the
Minnesota City General Records Retention Schedule (revised 2003). Cities are advised to adopt the
entire schedule. If this is not possible, individual sections may be adopted. (~X" the appropriate items)
[] The City adopts the entire schedule
[] Administration []
[] Assessing []
[] Attomey []
[] Bonds []
[] Building Inspections []
[] Cemetery []
[] Contracts/Agreements []
[] courts []
[] Elections []
Name/Title of City Official (print)
[] The City adopts on the follows sections:
Financial Accounting [] Payroll
Fire [] Permits & Licenses
Health Services [] Planning & Zoning
Health Services [] Public Safety-Police
HRA or EDA [] Public Works
Insurance [] Records Management
Library [] Utilities
Liquor Store [] Vital Statistics
Parks & Recreation [] Waste Management
Signature of City Official
Email Address of Person With Records Management
Responsibility:
The Minnesota Historical Society acknowledges your Notification
of Adoption of the City General Records Retention Schedule.
You are authorized to retain and dispose of records as indicated
on the schedule.
Director or Designee, Minnesota Historical Society Date
3/20O3
Category Definitions for the General Schedule
Record Series Description: A record series is a group of records clustered together because they all relate to
the same topic and have the same retention period.
Retention Period/Statute: The retention cited is the minimum amount of the time a record must be kept. A
number printed alone, e.g. 10, means ten years. If months or days are meant the entry will display that, e.g. 6
months or 30 days. The stated retention does not include the year the record originates. For example, if Record
A is filed by calendar year and it has a retention of 3 years, the disposal date for 2000 records is January, 2004.
Statutes listed here cite specific retention periods for the records series.
Archive: If a Y or ~yes" appears in this column, these records have historical value and must be permanently
retained by the city. If the city wishes to otherwise dispose of the records, the city should contact the State
Archives Department of the Minnesota Historical Society at 651-297-4502 for guidelines and assistance. These
records may be eligible for transfer to a county or local historical society, or other repository, and the State
Archives can assist in this process. For further information see the State Archives Department's web site at
<ht'~p :llwww.mnhs.orglpreservelrecords~ndex.html>.
Data Practices Classification: This phrase refers to records classified by the Minnesota Govemment Data
Practices Act or other state or federal laws. The classification system includes: public, private, confidential,
nonpublic or protected nonpublic. More than one classification may apply.
Data Practices Statute: This phrase refers to the statute or law which cities the data practices classification of
the record series.
Resources
Questions about archival records:
Questions about date practices:
Minnesota Historical Society
State Archives Department
Minnesota History Center
345 Kellogg Boulevard West
St. Paul, MN 55102-1906
Voice: 651-297-4502
Fax: 651-296-9961
Department of Administration
Information Policy Analysis Division
305A Centennial Office Building
658 Cedar Street
St. Paul, MN 55155
Voice: 651-296-6733
1-800-657-3721
Fax: 651-205-4219
Emaih info.iDad~state.mn.us
Revised: 3/2003
MINNESOTA HISTO CAL SOCIETY
STATE ARCHIVES DEPARTMENT
APPLICATION FOR AUTH O RITY
TO DISPOSE OF RECORI~
FOR USE BY RECORD~ PANEL
Application No. Date
Instructions:
1. This form does not provide continuous authority to dispose of similar records and cannot be used to approve a recordsretention
schedule.
2. Complete original and three copies. Photocopies are acceptable.
3. Complete items 1 through 6 and item 8. Use reverse side to continue records description. If more space is needed, use plain paper.
4. Send original and two copies to the State Archives Department, 345 Kellogg Boulevard West, St. Paul, MN 55102-1906.
5. Retain one copy until your approved copy is returned. The approved copy will be your authority to dispose of records. It should be
retained permanently.
6. Additional copies of this form are available fromthe address above or by telephoning (651) 297-4502. (FAX: (651) 296-9961).
NOTE: Laws of 1971, Chapter 529, Section 3 reads as follows: "It is the policy of the legislature that the disposal and preservation
of public records be controlled exclusively by Minnesota Statutes, Chapter 138 and by this act, thus, no prior, special or general
statute shall be construed to authorize or prevent the disposal of public records at a time or in a manner different than prescribed by
such chapter or by this act and no general or special statute enacted subsequent to this act shall be construed to authorize or prevent
the disposal of public records at a time or in a manner different than prescribed in chapter 138 or in this act unless it expressly
exempts such records from the provision of such chapter and this act by specific reference to this section."
1. Agency or Office 2. Division or Section 3. Quantity of Reeords
Cubic Feet
4. Location of Records
I certify that the records listed on this application are accurately descnl>ed, and
that they have no further administrative, legal, or fiscal value for this agency.
5. Laws other than M.S. 138.17 that relate to the destruction or safekeeping of the
AUTHORIZATION: Under the authority of M.S. 138.17, it is hereby ordered that
The records listed on this application be destroyed, except as shown in item 7.
Authorized Signature (Type name below) Director, Minnesota Historical Society Date
Name Date Legislative or State Auditor Date
Title Phone
7. Exceptions to Destruction. (For use by Records Disposition Panel).
Attorney General Date
g. Iksertption of Records. Descn~oe each record series or type of record separately. Number each series, beginning with "1".
A. Item No. B. Name of record, form numbers, content, usage, anangement, original
duplicate, or rnicrufilmed.
C. Inclusive Dates
A. Item No. B. Name of~cord, form numbers, con~nt, usage, anangernont, original C. Inclusive Dales
duplicate, or microfilra~
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General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE
1099 MISCELLANEOUS INCOME
911 RECORDINGS
911 RECORDINGS
ABANDONED MAINS AND SERVICES AS BUILT
ABSENTEE BALLOT APPLICATION
ABSTRACT & CERTIFICATES OF TITLES:
ABSTRACT OF ELECTION RETURNS
ACCIDENT REPORTS
A~UNT REPORTS - DELINQUENT & UNCOLLECTIBLE
ACCOUNTS PAYABLE LEDGERS & JOURNALS
ACCOUNTS RECEIVABLE - LEDGERS & JOURNALS
ACKNOWLEDGMENT & WAIVER OF LIABILITY
ACTIVITIES - BROCHURES
ACTIVITIES FLYERS
ADJUSTMENT REPORTS
ADMINISTRATION FILES
ADMISSION RELEASE RECORDS
ADVERTISING FLYERS
AERIAL PHOTOGRAPHS
AFFIDAVIT OF MAILING
AFFIDAVIT OF PUBLICATION FOR JOB OPENING
AFFIDAVITS (ELECTRICAL CONTRACTORS)
AFFIDAVITS OF CANDIDACY
AFFIDAVITS OF OWNERSHIP
AFFIDAVITS OF PUBLICATION
AFFIDAVITS OF PUBLICATIONS
AFFIDAVITS OF PUBLICATIONS GENERAL NOTICES
AFFIRMATIVE ACTION FILES
AFFIRMATIVE ACTION RECRUITMENT FORM
RECORD SERIES CODE
PAY 02000
FIR 01500
POL 02700
UTL 00100
ELE 00100
ADM 00100
ELE 00200
POL 02900
FIN 00100
FIN 00200
FIN 00300
P&R 00100
P&R 00200
P&R 00300
UTL 00200
ATI' 00100
POL 05200
LIQ 00100
DWE 0000100
ADM 00200
HRS 00100
UTL O0000
ELE 00300
CEM 00100
ELE 00400
ADM 00400
ADM 01~300
HRB 00200
HRS 00(300
Page I of 23
RECORD SERIES TITLE RECORD SERIES CODE
AFFIRMATIVE ACTION REPORTS
AGENDA PACKETS - MISCELLANEOUS
AGENDA PACKETS - MISCELLANEOUS
AGENDA PACKETS -CITY COUNCIL
AGREEMENTS - TRUST
AGREEMENTS/CONTRACTS/LEASES/JOINT POVVERS
AIRPORT DEVELOPMENT/PLANNING
AIRPORT OPERATIONS/MAINTENANCE
ANIMAL & PET LICENSES OR PERMITS
ANIMAL CONTROL STATISTICAL REPORTS
ANIMAL IMPOUND/RELEASE
ANNEXATION RECORDS
ANNUAL REPORT OF THE LIBRARY BOARD
ANNUAL REPORTS
ANNUAL REPORTS
ANNUAL REPORTS
ANNUAL REPORTS - POLICE DEPARTMENT
APPARATUS/EQUIPMENT MAINTENANCE & INSPECTION
RECORDS:
APPEARANCE BONDS
APPLICATION FOR TEMPORARY EMPLOYMENT
APPLICATIONS FOR CLASSIFICATION
APPLICATIONS FOR EMPLOYMENT-NOT HIRED
APPLICATIONS FOR INSURANCE
APPLICATIONS FOR PERSONS ON ELIGIBILITY LIST
APPOINTMENT FILES
APPRAISALS - PROPERTY
ARBITRATION DECISIONS
ARBORCULTURE
ARREST & CHARGE
ARREST REPORTS
ARSON REPORTS/INVESTIGATIONS
HRS 00400
ADM 00650
ADM 00600
ADM 00500
ADM 00700
CONO0050
ADM 00800
ADM 00900
PER 00100
POL 01800
POL 01900
PLZ 00100
LIB 00100
HRA 00100
ADM 01000
P&R 00400
POL 00100
FIR 00100
BON 00100
P&R 00500
ASG 00100
HRS 00500
INS 00100
HRS 00600
ADM 01100
ASG 00200
HRS 00700
POL 05840
POL 03(XX)
FIR 00200
Page 2 of 23
RECORD SERIES TITLE
ARTICLES OF INCORPORATION
ASPHALT MIXING LOG
ASSESSMENT NOTIFICATION LETTERS
ATTORNEY OPINIONS
ATTORNEY OPINIONS
AUCTION
AUDIO & VIDEO RECORDING INVENTORY LOG
AUDIO VISUAL EQUIPMENT CHECKOUT RECORDS
AUDIT REPORTS - EXTERNAL
AUDIT REPORTS - INTERNAL
AUTHORITY TO DISPOSE OF RECORDS STATE FORM (PR - 1)
AUTHORIZATION CARDS
BACKGROUND CHECK
BACKGROUND CHECK
BACTERIOLOGICAL TEST/ANALYSIS
BAIL RECEIPTS
BALLOTS
BALLOTS - UNVOTED
BANK STATEMENTS
BANKRUPTCY RECORDS
BENEFITS ENROLLMENT FORMS
BENEFITS PLAN
BICYCLE LICENSE OR PERMIT
BICYCLE SAFETY
BIDS & QUOTATIONS ACCEPTED
BIDS & SPECIFICATIONS & SUPPORTING PAPERS - NOT
ACCEPTED
BIDS & SPECIFICATIONS FOR CAPITAL IMPROVEMENT -
ACCEPTED
BIDS & SPECIFICATIONS FOR SERVICES & SUPPUES -ACCEPTED
BILLIARD (POOL HALL) LICENSE
BILLING STATEMENTS
BILLINGS (REGISTER)
RECORD SERIES CODE
ADM 01200
ASG OO3O0
ADM 01300
ATT 00200
POL O02OO
POL 05810
LIB 00200
FIN 00800
FIN 00900
RMG 00100
PAY 00100
POL 00240
POL 00250
UTL 0O5OO
POL 03100
ELE 005(X)
ELE 00600
FIN 01(XX)
FIN 01100
HRS 00750
HRS 00800
PER 00300
POL 02100
ADM 01400
ADM 01500
CON 03100
CON 00200
PER 00400
FIN 01200
UTL 00600
Page 3 of 23
RECORD SERIES TITLE RECORD SERIES CODE
BILLS OF SALES
BIRTH RECORDS
BLOOD PRESSURE PATIENT RECORDS
BOND & INTEREST COUPON REGISTER
BOND SALE TRANSCRIPTS
BONDS - CITY OFFICIALS
BOOKMOBILE RECORDS
BOWLING ALLEY LICENSE
BRIDGE/CULVERT INVENTORY
BRIDGE/CULVERT MAINTENANCE REPORTS
BUDGET
BUDGET - ANNUAL
BUDGET - RECORD COPY
BUDGET - SUPPORT/WORKING PAPERS
BUDGET VVORKPAPERS - DEPARTMENT
BUDGET WORKPAPERS - MASTER
BUILDING INSPECTION RECORD
BUILDING PERMITS - COMMERCIAL
BUILDING PERMITS - RESIDENTIAL
BUILDING PLANS: COMMERCIAL, INDUSTRIAL
BUILDING PLANS: RESIDENTIAL
BUREAU OF CRIMINAL APPREHENSION REPORTS
BURIAL PERMISSION FORM
BURIAL PERMITS
BURNING PERMITS - RESIDENTIAL
BYLAWS - COMMISSIONS AND BOARDS
CAFETERIA PLAN RECORDS
CAMPAIGN FINANCIAL REPORTS
CANCELED PAYROLL CHECKS
CANCELED/PAID BONDS, COUPONS & CERTIFICATES
CAPITAL ASSET RECORD
CAPITAL IMPROVEMENT PROGRAM
ADM 01600
VIT 00100
HEA 00100
BON 00200
BON 00300
ADM 01700
LIB 00.300
PER 00500
PWM OO30O
FIN 01320
FIN 01310
ADM 01800
ADM 01900
FIN 01400
FIN 01500
BUI 00100
PER 006(~
PER 00700
BUI 00200
BUI 00300
POL 00300
CEM 003(X)
CEM 00200
PER 00800
ADM 02O00
PAY O02(X)
ELE 007OO
PAY 00300
BON 00400
FIN 01800
FIN 01900
Page 4 of 23
RECORD SERIES TITLE RECORD SERIES CODE
CARNIVAL LICENSE APPLICATIONS
CASE FILES/OFFENSE REPORTS - ADULT
CASE FILES/OFFENSE REPORTS - JUVENILE
CASH REGISTER TAPES
CATALOGS
CENSUS REPORTS - CITY GENERATED
CERTIFICATE OF FILING LAND USE CONTROL
CERTIFICATE OF OCCUPANCY
CERTIFICATE OF REAL ESTATE VALUE (CRV)
CERTIFICATE OF SURVEY
CERTIFICATES OF ELECTION
CERTIFICATES OF INSURANCE
CERTIFICATION FOR PEACE OFFICERS FOR STATE AID
APPLICATION
CERTIFICATION OF TEST/EXAMINATION RESULTS
CETA RECORDS
CHANGE FORM (PAYROLL COPY)
CHANGE NOTICES
CHART OF ACCOUNTS
CHARTER
CHECK REGISTER
CHECK REGISTER
CHECKS (CANCELED) ACCOUNTS PAYABLE
CHECKS (CANCELED) PAYROLL
CHECKS (DUPLICATE)
CHECKS (NSF) BAD CHECKS & BAD CHECKS LISTS
CHEMICAL ANALYSIS
CIGARETTE/TOBACCO/ETC. UCENSES & APPLICATIONS
CIRCULATION RECORDS
CITATION/TICKETS
CITY CODE/CODE OF ORDINANCES
CITY ORDINANCE VIOLATIONS
PER 00900
POL 03300
POL O3400
FIN 02000
LIB 00400
ADM 02100
PLZ 00200
BUI 00400
ASG 004(X)
BUI 00410
ELE 00800
INS 00400
POL 0035O
HRS 00900
HRS 01000
PAY (X)400
UTL 00700
FIN 02006
ADM 02200
FIN 02010
LIQ 0070O
FIN 02020
FIN 02030
FIN 02050
FIN 02040
UTL 00800
PER 01000
LIB 00500
POL 03500
ADM 02300
ADM 02400
Page 5 of 23
RECORD SERIES TITLE RECORD SERIES CODE
CITY SEAL
CIVIL DEFENSE FILES
CIVIL LITIGATION FILES
CLAIMS
CLASSIFICATION LISTS
CLASSIFICATION STUDIES
CLEAN-UP DAY INFO/PERMITS
CLIENT INCIDENT REPORTS
CLIENT INCIDENT REPORTS
CLIENT INCIDENT REPORTS
CLIMATOLOGICAL GRAPHS
CODE COMPLIANCE INSPECTION
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
APPLICATIONS
COMPENSATION PLAN
COMPLAINTS - GENERAL
COMPLAINTS - REAL PROPERTY
COM POSTI NG/YAR DVVASTE REGULATIONS
COMPREHENSIVE PLAN
CONDITIONAL USE PERMIT FILE
CONSTRUCTION BLUEPRINTS ORIGINAL
CONSULTING SERVICES
CONTRACTED SERVICES
CONTRACTOR LICENSE BONDS
CONTRACTOR'S LICENSE
CONTRACTS/AGREEMENTS - LABOR UNIONS
COPYRIGHT COMPLIANCE RECORDS
COPYRIGHTS & PATENTS
CORRESPONDENCE
CORRESPONDENCE - A'I-I'ORNEY
CORRESPONDENCE - GENERAL
ADM 02500
POL 02000
ATT 00300
INS 00450
ASG O05(X)
HRS 01100
VVST 00100
HEA 00200
HEA 00300
HEA 00400
PVVM 00500
BUl 00500
HRA 00300
HRA 00200
HRS 01150
ADM 02700
ADM 02600
VVST 00200
PLZ 00300
PLZ 00400
PVVE 00200
HEA 00500
HEA 00600
BON 00500
PER 01100
HRS 01200
LIB 00600
ADM 02800
CEM 00400
ATT 00400
ADM 02900
Page 6 of 23
RECORD SERIES TITLE RECORD SERIES CODE
CORRESPONDENCE - HISTORICAL
CORRESPONDENCE - MESSAGES
COURT RECORDS
CRIMINAL LITIGATION FILES
CRIMINAL RECORD CHECK LOG
CURB STOP REQUESTS
CURBSIDE RECYCLING PROGRAM
CUSTOMER DATA/MUNICIPAL ELECTRIC UTILITIES
D.A.R.E.
DAILY CASH REPORTS & RECEIPTS
DAILY REPORTS (DEPARTMENT COPY)
DALLY TRANSACTION REPORTS
DAILY WORK SCHEDULES, CREW SCHEDULES
DANCE/PARADE/PUBLIC GATHERING PERMITS
DEATH INVESTIGATION
DEATH RECORDS
DEATH REGISTRY
DEEDS
DEEDS
DEFERMENT APPLICATION
DELINQUENT REPORTS
DEMOLITION RECORDS
DEPARTMENT OF CORRECTIONS - ANNUAL REPORT
DEPARTMENT RULES & REGULATIONS
DEPARTMENTAL REPORTS
DEPARTMENTAL REPORTS
DEVELOPERS AGREEMENTS
DIAGNOSTIC DISEASE INDEX
DICTATED & AUDIO RECORDED REPORTS
DIETARY RECORDS
DIGITIZED ALARM RESPONSES
DIKE MAINTENANCE RECORDS
ADM 03000
ADM 03050
CTS 00000
A'I-F 00500
POL 03600
PWM 00600
WST 003OO
UTL 00850
POL 02300
FIN 02100
P&R 00700
UTL 00900
PWM 00700
PER 01200
POL 03700
VlT 00200
HEA 03700
CEM 00500
PLZ 005(X)
ASG 00600
UTL 01000
PWE 00300
POL 00400
P&R 00900
ADM 03100
ADM 03200
CON 00400
HEA 00800
POL 0582O
HEA 00900
FIR 003(X)
Page 7 of 23
RECORD SERIES TITLE
DIRECTED PATROLS
DISPOSAL OF PROPERTY
DISTRIBUTION REPORTS
DIVISIONS AND COMBINATIONS OF REAL PROPERTY
DOCK LICENSES
DONOR RECORDS
DRIVEWAY GUTTER PATCHING RECORDS
DROP OFF SITE/RECYCLING YARD WASTE
DUTY ROSTER
EASEMENTS
EASEMENTS - TEMPORARY
ELECTION BOUNDARIES & PRECINCT MAP
ELECTION DAY FORMS
ELECTION JUDGE VVORKSHEET
ELECTRICAL INSPECTION RECORD
ELECTRICAL PERMIT
ELIGIBILITY REGISTER
EMERGENCY PLAN
EMERGENCY STORM DAMAGE
EMPLOYEE DISHONESTY/SURETY BONDS
EMPLOYEE MEDICAL RECORDS
EMPLOYEE RECOGNITION & AWARDS PROGRAM
EMPLOYEE SUGGESTION FORM
EMPLOYERS QUARTERLY FEDERAL TAX RETURN
EMPLOYMENT TESTING RESULTS
ENCUMBRANCES/REVERSALS - ORDERS ISSUED
ENGINEERING DESIGN BOOKS, PRODUCT DEVELOPMENT
STANDARDS, SPECIFICATION BOOKS, DRAWINGS
ENVIRONMENTAL ASSESSMENT WORKSHEET
ENVIRONMENTAL COMPLAINTS REPORTS
EPA REPORTS
EQUAL EMPLOYMENT OPPORTUNITY REPORTS/SUMMARY DATA
(EEO REPORTS)
RECORD SERIES CODE
POL 00410
FIN 02200
UTL 01100
ASG 00700
PER 01300
LIB 00700
PWM 00900
WST 00400
POL 00420
PLZ 00600
PLZ O0700
ELE 00900
ELE 01000
ELE 01100
BUl 00600
PER 01410
HRS 01300
POL 00450
PWM 01000
INS 00500
HRS 04200
HRS 01500
HRS 01600
PAY 00450
HRS 01650
FIN 02400
WST 00500
PWM 01100
UTL 01200
HRS 01700
Page 8 of 23
RECORD SERIES TITLE
EQUIPMENT CONTRACTS
EQUIPMENT REPORTS
EVIDENCE/PROPERTY LOGS
EXAMINATION FILE
EXCAVATION PERMITS
EXCEPTION REPORTS
EXPENDITURE REPORTS - MONTHLY SUMMARIES
EXPENDITURE REPORTS - YEAR END SUMMARIES
EXTRANEOUS AUDIO & VIDEO RECORDINGS
FA-1 FORM, APPLICATION OF STATE AID FIRE EQUIPMENT
CERTIFICATE
FAMILY MEDICAL LEAVE DOCUMENTS (FMLA)
FEE WAIVER SHEETS
FIDELITY BONDS
FILL MATERIAL REQUESTS
FINANCIAL REPORTS
FINANCIAL REPORTS/STATEMENTS (ANNUAL)
FINES & SERVICE CHARGE RECORDS
FINGERPRINT CARDS
FINGERPRINT CARDS
FINGERPRINT CARDS
FIRE CODE
FIRE EXTINGUISHER SERVICE LICENSE
FIRE FIGHTER MEDICAL STANDARDS
FIRE HYDRANT MAINTENANCE
FIRE INSPECTION RECORD-ANNUAL
FIRE INVESTIGATION REPORT
FIRE PREVENTION WEEK TOURS & DEMONSTRATION DATA
FIRE RELIEF ASSOCIATION
FIRE RELIEF ASSOCIATION
FIRE RELIEF ASSOCIATION
FIRE RELIEF ASSOCIATION
RECORD SERIES CODE
CON 0O5O0
UTL 01300
POL 03740
HRS 01800
PER 01600
VVST 006OO
FIN 02500
FIN 02600
POL O583O
FIR 00350
HRS 01860
P&R 01000
BON 00300
PWM 01200
FIN 02610
FIN 02620
LIB 00800
POL 00510
POL 00500
POL 038(X)
FIR 00400
PER 01700
FIR 00500
UTL 01400
BU100700
FIR 00600
FIR 03700
FIR 00800
FIR 00900
FIR 01000
FIR 01100
Page 9 of 23
RECORD SERIES TITLE RECORD SERIES CODE
FIREARM APPLICATION/PERMITS
FIREARM TRANSFER
FIREWORKS PERMIT & LICENSE
FIRST REPORT OF INJURY
FIXED ASSETS/EQUIPMENT INVENTORIES
FLOOD CONTROL RECORDS
FOOD ESTABLISHMENT LICENSE
FOOD SERVICE RECORDS
FORFEITURE FORMS
FRANCHISES GRANTED BY MUNICIPALITY
FREEZING CONDITIONS EMERGENCY LOG
FROZEN WATER LINES LOG BOOK
GAMBLING LICENSES & REPORTS
GAMBLING/LO'I-I'ERY MATERIAL
GARNISHMENTS
GAS FITTERS LICENSE
GENERAL CITIZEN CONTACTS
GENERAL JOURNAL
GENERAL LEDGERS
GOPHER STATE ONE RECORDS
GRANTS
GREEN ACRE LAND & AGRICULTURE PRESERVE APPLICATIONS
GRIEVANCE FILES
GRIEVANCE MECHANISM
HAZARDOUS MATERIAL ACCIDENT REPORT
HEALTH DEPARTMENT REPORTS
HEALTH FAIRS/WORKSHEET HEALTH PROGRAMS
HEALTH STAFF REPORTS
HEALTH/MEDICAL PATIENT RECORDS
HEARING SCREENING RECORDS
HEATING, VENTILATION, AIR CONDITIONING PERMIT
HEATING/VENTILATION INSPECTION RECORD
POL 03900
POL 04(X)O
PER 01800
INS 00650
FIN 02700
PWE OO5OO
PER 01850
POL 0530O
POL 03820
CON 00600
PWM 01300
UTL 01500
PER 01900
FIN 02800
PAY 00500
PER 01920
POL 05860
FIN 02900
FIN 03000
UTL 01600
ADM 03300
ASG 00750
HRS 01900
HEA 01000
FIR 01200
UTL 01700
HEA 01100
HEA 01300
HEA 01200
HEA 01400
PER 01930
BUI 00800
Page 10 of 23
RECORD SERIES TITLE RECORD SERIES CODE
HISTORICAL DATA/PHOTOGRAPHS
HOME HEALTH CARE RECORDS
HOME IMPROVEMENT VALUE EXCLUSION (THIS OLD HOUSE LAVV)
HOMESTEAD APPLICATION REQUESTS
HOMESTEAD APPLICATIONS CARDS
HOMESTEAD PRINT-OUT LIST
HOMESTEAD TRANSFER
HOMICIDES
HOSPITAL LISTS OF BIRTHS AND DEATHS
HOTEL & MOTEL LICENSES
HOUSEHOLD HAZARDOUS WASTE COLLECTION CENTER
HOUSING INSPECTION RECORD
HOUSING PROGRAM GUIDELINES
HRA PROJECT MANAGEMENT & RENTAL AGREEMENTS
HUD ADMINISTRATIVE DOCUMENTS
I-9 FORM
ICR'$
IDENTIFICATION NUMBERS
IMMUNIZATION RECORDS
INCIDENT FORM (STATE MFIRS -1)
INCIDENT REPORTS/FIRE RUNS
INCOME INFORMATION
INCOME SALES TAX RETURNS/RECEIPTS
INDEMNITY BONDS
INFECTIOUS DISEASE & OCCUPATIONAL EXPOSURE FILES
IN-SERVICE/IN-HOUSE SUMMARIES
INSPECTION & TESTING RECORDS
INSPECTION NOTICES TO HOMEOVVNER, VIOLATOR, ETC.
INSPECTION RECORDS OF LICENSED FACILITIES
INSPECTIONS-SERVICE NEVV MAINS
INSPECTOR REPORTS
INSTRUCTION BOOKS FOR JUDGES
RMG 002OO
HEA 01500
ASG 00780
ASG 008OO
ASG OO9O0
ASG 01000
ASG 01100
POL 05870
VIT 00300
PER 02000
VVST 00700
BUI
HRA 00403
HRA 035(X)
HRA 00600
HRS 02000
POL 04100
WST 00800
HEA 01600
FIR 01300
FIR 01400
ASQ 01200
FIN 03100
BON 03700
HRS 04400
HEA 01700
BU101000
PER 02050
UTL 01800
BUl 01100
ELE 01200
Page 11 of 23
RECORD SERIES TITLE RECORD SERIES CODE
INSURANCE AGENTS' SERVICE AGREEMENT:
INSURANCE PREMIUM REPORT
INTERNAL INVESTIGATION
INTERNAL INVESTIGATIONS
INTERVIEWS - AUDIO & VIDEO RECORDINGS
INTOX~LYZER TEST RESULTS
INVENTORIES
INVENTORY SHEETS
INVESTIGATIVE FILES
INVESTMENT DOCUMENTS
INVOICES - PAID, CLAIM vOUCHERS & VERIFIEDS
JAIL REGISTER
JOB/POSITION DESCRIPTIONS
JOURNAL ENTRY SUPPORT
LABOR UNION - DISPUTES
LABOR UNIONS - NEGOTIATING DATA
LABORATORY ACTIVITIES
LANDFILL/GARBAGE DUMP SITES
LEASE OF REAL PROPERTY
LIABILITY RELEASES
LIBRARY CARD
LICENSE BONDS
LICENSES: PLEASE NOTE
LICENSING, CERTIFICATION AND ACCREDITATION
LIENS
LIQUOR LICENSE
LOANS-INTER LIBRARY
LOG SHEETS
LONG TERM DISABILITY (LTD)
LOST ITEM REIMBURSEMENT RECORDS
MAILING LISTS
MAINTENANCE PUMP STATIONS
INS 00700
PAY 00600
POL 00600
POL 0588O
POL 05900
POL 042OO
ADM 03400
LJQ 01030
ATT 00~00
FIN 03200
FIN 03300
POL 05400
HRS 02200
FIN 05400
HRS 02300
HRS 02400
HEA 01800
WST 03900
CON 00700
POL 0070{)
LIB 03900
BON 00800
PER 00000
HEA01900
ADM 03700
PER 02100
LIB 01000
POL 00800
INS 01100
LIB 01100
P&R 01100
UTL 01900
Page 12 of 23
RECORD SERIES TITLE
MAINTENANCE RECORDS - CITY EQUIPMENT
MAINTENANCE RECORDS - CITY PROPERTY
MANHOLE CONDITION FIELD REPORTS/SUMMARY SHEETS
MANHOLE REPAIR REPORT
MANUALS - CITY EQUIPMENT
MAPS - AS BUlLTS
MAPS - TOPOGRAPHICAL
MAPS & HALF SECTION
MASSAGE LICENSE
MASTER NAME FILE
MASTER NAME FILE
MATERIAL SAFETY DATA SHEETS
MCGRUFF HOUSE
MECHANICAL AMUSEMENT DEVICE LICENSE
MEETING ROOM REQUEST
METER READING CARDS/SHEETS
METER RECORDS
MICROFILM INDEX
MILL RATE
MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME
IMPROVEMENT LOANS
MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME
PURCHASE LOANS
MINUTES
MINUTES
MINUTES
MINUTES - CITY COUNCIL
MINUTES - CITY COUNCIL CLOSED MEETINGS
MINUTES - VARIOUS BOARDS. COMMISSIONS, COMMITTEES &
COUNCILS
MINUTES EDA
MINUTES HRA
MINUTES LIBRARY BOARD
MINUTES TAPE RECORDINGS
RECORD SERIES CODE
ADM 03900
ADM 03800
PWM 0t400
PWM 01500
ADM 04000
PWE 00700
PWE 00800
PLZ 00800
PER 02200
POL 04500
POL 04600
WST 01000
POL 02400
PER 02300
LIB 01200
UTL 02000
UTL 02100
RMG 00300
A~G 01300
HRA 00700
HRA 00~00
CEM 00600
P&R 01200
P&R 01300
ADM 04300
ADM 04200
ADM O4400
HRA 00g00
HRA 01000
LIB 01300
LIB 01400
Page 13 of 25
RECORD SERIES TITLE RECORD SERIES CODE
MINUTES TAPE RECORDINGS
MINUTES-BOARD OR COMMISSION
MNDOT CORRESPONDENCE
MOTOR VEHICLE LICENSE
MOVING PERMIT
MUG SHOTS
NEIGHBORHOOD CRIME WATCH
NEWSLETTERS
NEWSLETTERS - CITY GENERATED
NEWSPAPER CLIPPINGS I SCRAPBOOKS
NOMINATING PETITIONS
NOTICE OF MEETINGS
NOTICE OF SPILL(S)
NOTICES OF COMMERCIAL HAZARDOUS SUBSTANCE
OATH OF OFFICE
OATH OF OFFICE
OATH OF OFFICE . ELECTED & APPOINTED OFFICIALS
OATH OF OFFICE - POLICE OFFICER OATHS
OATH OF RESIDENCE/VOUCHER CARDS
OCCUPANCY PERMITS/INSPECTION FILES
OPEN BURNING PERMITS
OPERATION I.D.
ORDINANCE & RESOLUTIONS ADOPTED
ORDINANCES & RESOLUTIONS
ORGANIZATIONAL CHARTS - CITY
OSHA - CITATIONS OF PENAL3~f
OSHA - EMPLOYEE EXPOSURE RECORDS
OSHA REPORTS
OUTAGE REPORTS
OVERDUE & DAMAGED LIBRARY MATERIAL RECORDS
OWNER INDEX
PARK ACQUISITIONS
PI.Z 01OO0
PLZ 00900
PWM 016OO
PER 02400
PER 02500
POL 047O0
POL 02500
LIB 01500
ADM 04500
ADM 04600
ELE 0130O
ADM 04700
WST 01200
WST 01100
ELE 01400
POL 00900
ADM 04800
ADM 04900
ELE 01500
FIR 016OO
WST 01300
POL 02600
ADM 05000
ADM OOl00
ADM 05200
H RS 04500
HRS 04700
H RS 04600
UTI_ 02160
LIB 01600
CEM OO?00
P&R 01400
Page 14 of 23
RECORD SERIES TITLE RECORD SERIES CODE
PARK MASTER PLAN
PARKING METER REPORTS/RECORD~
PARKING PERMIT
PARKLAND DEDICATION VALUATIONS
PARTICIPATION LOG
PATIENT MASTER INDEX
PAWN SHOP RECORDS
PAWNBROKERS LICENSE
PAY EQUITY PLAN/SUMMARY
PAY EQUITY PROFILES
PAY EQUITY QUESTIONNAIRE BOOKS
PAY EQUITY WORKPAPERS
PAYMENT BONDS
PAYROLL HISTORY CARD
PAYROLL JOURNAL
PAYROLL LEDGER
PAYROLL REPORTS
PAYROLL WORKSHEETS
PEAK DEMAND REPORTS
PEDDLERS, TRANSIENT MERCHANTS & SOliCITORS LICENSE
PENSION & RETIREMENT REPORTS
PENSION FILES
PERA REPORTS
PERFORMANCE BONDS
PERMIT BOND8
PERMITS
PERMITS - STREET OPENING
PERI~IlTS - STREET SERVICE UNES
PERPETUAL CARE FLOWER FUND CERTIFICATES
PERPETUAL CARE SERVICE LEDGER
PERSONNEL FILES
PETITIONS
P&R 01500
PER 02510
PER 0252O
ASG 01400
P&R01600
HEA 02000
POL 00910
PER 02800
HRS 03000
HRS 02800
HRS 02900
HRS 03100
BON 00900
PAY 00700
PAY 00800
PAY 00900
PAY 01000
PAY 01100
UTL O2130
PER 02700
PAY 01200
HRS 03200
PAY 01300
BON 01000
BON 01100
P&R01~0
PWE OO90O
PWE 01000
CEM 00900
CEM 00600
HRS 03300
ADM 05300
Page 15 of 23
RECORD SERIES TITLE RECORD SERIES CODE
PETITIONS (COURT) - VALUATIONS
PETITIONS RELATING TO ZONING REQUESTS
PETTY CASH REPORTS
PHARMACY DATA
PHARMACY INSPECTION REPORTS
PHOTOGRAPHS
PLANNING CASE FILE
PLANS & SPECIFICATIONS
PLASTERING LICENSE
PLAT
PLAT FILES - FINAL PLAT
PLAT FILES - PRELIMINARY PLAT
PLUMBER~ LICENSE
PLUMBING INSPECTION RECORD
PLUMBING PERMITS
POLICE CLEARANCE LETTERS
POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS
POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS
POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS
POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS
POLICIES - ALL INSURANCE POLICIES
POLICIES & PROCEDURES
POLICIES & PROCEDURES/RULES & REGULATIONS
POLLING PLACE AGREEMENTS
POLLING PLACE ROSTERS
POOL LICENSE
POOL TICKET APPMCATION FORMS
PRECINCT BOOKS & PRINTOUTS FROM COUNTY
PRESS RELEASES
PRESS RELEASES
PRICE LIST
PRISONER PROPERTY RECEIPTS
ASG 01500
PLZ01100
UB 01700
HEA02100
H EA 02200
POL 05930
PLZ 01200
PWE 01100
PER 02800
CEM 01000
PLZ 01300
PLZ 01400
PER O281O
BUI 01200
P ER 02900
POL 01000
POL 01100
POL 01200
POL 01300
POL O14OO
INS 01240
ADM 05400
HRS 03400
ELE 016O0
ELE 01700
PER 03000
PaR 01800
ELE 01800
ADM 05500
P&R 01900
LIQ 01100
POL 05500
Page 16 of 23
RECORD SERIES TITLE
PROBLEM STREET AREA REPORTS
PROCEDURES
PROCLAMATIONS
PROGRAM DESCRIPTIONS
PROGRAM FILES
PROGRAM FILES
PROJECT CORRESPONDENCE
PROJECT FILES - SPECIAL ASSESSMENTS
?
PROJECT RECORDS
PROJECT RECORDS
PROJECT RECORDS
PROPERTY - CODES AND DEFINITIONS
PROPERTY - LEASES
PROPERTY - MORTGAGES
PROPERTY - OPTIONS
PROPERTY- PURCHASE OF
PROPERTY- RECORD CARD~/AS~ESSMENT~
PROPERTY - TAXES
PROPERTY ACQUISITION
PROPERTY INVENTORY REPORTS
PROPERTY/ADDRESS FILES
PROSECUTION/LAW ENFORCEMENT FILES
PUBLIC ASSISTANCE VOUCHER RECORD~
PUBLIC HF.J~IN(3 RECORDS
PUBLIC PROPERTY USE APPLICATIONS
PUBLICATIONS - CITY-GENERATED
PUBLICITY
PUMPING REPORTS
PURCHASE ORDERS
PURGE LISTS
QUARTERLY WITHHOLDING TAX RETURN
RADIO LOGS
RECORD SERIES CODE
PWM 01Z00
RMG OO4OO
ADM 05600
H EA 02300
P&R 01950
HRA01100
ADM 05700
ASG 01600
PWE 012~0
PWE 01300
PWE 01400
ASG 01700
ASG 01800
ASG 01900
ASG 02000
ASG 02100
ASG 02200
ASG 02300
HRA 01200
POL 04800
ATT 00700
ATT ;)O8OO
POL 01500
ADM 05800
PER 03010
ADM 05900
LIB 01800
UTL 02200
FIN 03800
ELE 01900
PAY 01350
POL 02800
Page 17 of 25
RECORD SERIES TITLE RECORD SERIES CODE
REAL ESTATE DATA CARDS
REAL PROPERTY - BIDS & ESTIMATE8
REAL PROPERTY APPRAISALS
RECEIPTS
RECEIPTS & RECEIPT BOOKS
RECLAMATION AGREEMENTS
RECORD OF BURIALS, TRANSFERS, ETC
RECORDS CHECKOUT REQUEST
RECORDS DISPOSITION AUTHORIZATION
RECORDS INVENTORIES
RECORDS INVENTORY REPORT
RECORDS MANAGEMENT MANUAL
RECORDS RETENTION SCHEDULES
RECORDS TRANSFER/TRANSMITTAL LIST
RECRUITMENT FILES
RECYCLING BINS & ACCESSORIES PRICE SHEET
RECYCLING BROCHURES
REFORESTATION PROGRAM
REGISTER OF RECEIPTS - ORIGINAL
REGISTRATION CARD - INCOMPLETE
REGISTRATION CARDS
REGISTRATION CARDS - INACTIVE
REGISTRATION FORMS
RENTAL AGREEMENTS
RENTAL APPLICATION/LICENSE
RENTAL INSPECTION RECORDS
REPORTS
REPORTS AND STUDIES
REPORTS OF INJURIES OF PARTICIPANTS
REPOSSESSION LOGS
REPRIMAN DS/DISCIPLINARY ACTION
REQUEST TO INSPECT POLICE REPORT
ASG O2400
PLZ 01600
PLZ 01500
ASG 02500
FIN 04000
WST 01400
CEM 0t 100
RMG 00600
RMG 007'00
RMG 0O500
RMG 00800
RMG 00900
RMG 010O0
RMG 01100
HRS 03500
WST 01500
WST 01600
PWM 01800
FIN 04200
ELE 02050
ELE 02000
ELE 02100
P&R 02000
P&R 0210O
PER 03020
BUl 01210
WST 0t700
UTL 02400
P&R 0220O
POL 04840
H RS 03600
POL 01600
Page 18 of 23
RECORD SERIES TITLE RECORD SERIES CODE
REQUISITIONS - DEPARTMENT COPY
REQUISITIONS FOR PERSONNEL
RESEARCH & SUBJECT FILES
RESEARCH DATA
RETURN TO WORK SLIPS
REVENUE REPORTS - MONTHLY SUMMARIES
REVENUE REPORTS - YEAR END SUMMARIES
REZONING FILE
RIGHT -OF-WAY DOCUMENTS
ROSTER
RULES & REGULATIONS, FIRE DEFT
SAFETY COMMITTEE AGENDA & MINUTES
SAFETY MANUN.
SALARY DETERMINATION FOR NON-UNION EMPLOYEES
SALES
SALES REPORTS
SALES STUDIES
SAUNA ECENSE
SCHEDULED REVIEW OF FACILITIES
SCHEDULES
SEARCH COPIES
SECTION 8 CLIENTS
SECTION 8 REIMBURSEMENT REQUESTS
SERVICE LINE AND ADDRESS CARDS
SERVICE REQUESTS
SEWER BACKUP RECORDS
SEWER CLEANING REPORTS
SEWER DISCHARGE PERMITS
SEWER MAIN BREAK RECORD~
SEXUALLY ORIENTED BUSINESS LICENSE
SHELF LIST
SHORT TERM DISABILITY (STD)
FIN 04300
HRS 03700
ATT 00900
H EA 02400
HRS 03720
FIN 04400
FIN 04500
PLZ 01700
PWE 01500
P&R 02300
FIR 01700
HRS 04800
HRS 04900
HRS 03750
A~G 02600
LIQ 01400
ASG 02700
PER 03100
PWM 01900
P&R 02400
ASG 02800
HRA 01300
HRA 01400
UTL 02500
UTL 02600
UTL 02630
UTL 027'00
UTL 02500
UTL 02830
PER 03110
LIB 01900
INS 01450
Page 19 of 23
RECORD SERIES TITLE RECORD SERIES CODE
SHUT OFF LIST
SIDEWALK REPAIR RECORDS
SIGN INSPECTION RECORD
SIGN PERMIT
SIGN PLAN VARIANCES/APPROVALS
SIGN UP SHEETS
SITE PLAN FILE- NOT APPROVED
SITE PLAN FILE-APPROVED
SLUDGE DISPOSAL
SNOW REMOVAL EMERGENCY PLANS
SNOW REMOVAL LOGS
SOUD WASTE, GARBAGE, REFUSE AND RECYCLERS
LICENSE/PERMIT
SPECIAL ASSESSMENT PROJECT APPROVALS & SPECIAL
BENEFIT VALUATIONS
SPECIAL ASSESSMENT ROLLS
SPECIAL COMMITTEE REPORTS
SPECIAL EVENTS & PROGRAMS
SPECIAL USE PERMIT FILE
STAN?O N STU DY
STANTO N STUDY DATA
STATEMENT OF ECONOMIC INTEREST
STATISTICAL REPORTS
STATISTICAL REPORTS
STORM SEWER LIFT STATIONS PUMP REPORTS
STORM WATER MANAGEMENT RECORDS
STREET COMPOSITION REPORTS
STREET INDEXES
STREET INVENTORY/CONDITION RECORDS
STREET NAME CHANGE (APPROVED)
STREET NAME CHANGE (NOT APPROVED)
STREET PATCH REQUESTS
STREET REGULATIONS
UTL 02900
PWM 02000
BU101300
PER 0312O
PLZ 01800
HRS 05100
PI.Z 02000
PLZ 01900
WST 0180O
PWM 02100
PWM 02200
PER 03200
A~02900
ASG 03000
ADM 06000
LIB 02000
PLZ 02100
HRS 03800
HRS 03900
ELE 02200
HEA 02500
POi. 01700
PWM O27O0
PWE 01600
PWM 02300
FIR 01800
IWVM 02400
ADM 03100
ADM 06200
FWVM 02500
PWE 01700
Page 20 of 23
RECORD SERIES TITLE RECORD SERIES CODE
STREET REGULATIONS
STREET RESURFACING LOGS
STREET USE PERMIT
STUDIES & REPORTS
SUMMARY STATEMENT
SUPPLY EQUIPMENT LISTS
SURCHARGE REPORT
SURVEYS, PROPERTY
TAX ABATEMENT AND AFFIDAVIT (CURRENT)
TAX ESTIMATE FILE
TAX FORFEIT FILES
TAX INCREMENT PROJECTS
TAXI LICENSES
TELEPHONE SYSTEM
TEST RESULTS
THEATER LICENSE
TICKET SALES REPORTS
TIME SHEETS
TITLES TO MUNICIPAL VEHICLES & EQUIPMENT
TRAFFIC MONITORING DEVICES
TRAINING MANUAL
TRAINING MATERIALS
TRAINING RECORDS - FOR EACH INDMDUAL
TRAINING RECORDS - SEXUN. HARASSMENT
TRAINING RECORDS FOR EACH OFFICER
TRAINING RECORDS-RIGHT TO KNOW
TRAINING REPORT
TRANSFER SHEETS - STOCK
TRANSPORT INFORMATION
TRANSPORTATION SERVICE
TRAVEL EXPENSE RECORDS
TREASURER~ REPORT - MONTHLY
PWE 01800
PWM 02600
PER 03300
LIB 02100
ELE 02300
P&R 02500
BUI01310
PLZ 022O0
^,~ o~oo
ASG 03200
ASG 03300
HRA 01500
PER 03400
ADM 06300
WST 01900
PER 03410
P&R 02600
PAY 01400
ADM 06400
POL 04820
HRS 05200
HRS 05300
HRS 05400
HR$ 05600
POL 057~00
HRS 05500
POL 05800
UQ 01500
WST O2000
P&R 02700
FIN 04700
FIN 04710
Page 21 of 23
RECORD SERIES TITLE RECORD SERIES CODE
TREE DISEASE CONTROL
TREE TRIMMING/REMOVAL LICENSE
TUBERCULOSIS PREVENTION & CONTROL
TUBERCULOSIS PREVENTION & CONTROL
UNEMPLOYMENT CLAIMS/COMPENSATION
UNIFORM HAZARDOUS WASTE MANIFESTS
USE OF FORCE
VACATION & LEAVE REQUESTS
VACATION FILES
VALIDATION REPORTS (from State)
VALUATION LISTS
VALUE IN EXCESS OF PURCHASE PRICE (VIEPP)
VARIANCE FILES
VEHICLE IMPOUNDS
VEHICLE SAFETY INSPECTION REPORTS
VETERANS PREFERENCE ELECTION FORM
VIDEO TAPE OF BOOKING
VIDEO TAPES - GENERAL
VIDEO TAPES - HISTORICAL
VIDEO TAPES - PROJECTS
VIDEO TAPES OF PUBLIC MEETINGS
VOLUNTARY PERMISSION & CONSENT TO SEARCH AND SEIZE
VOLUNTEER GROLIPS RECORDS
VOLUNTEER PERSONNEL RECORDS
VOLUNTEER RECORDS
VOTER RECEIPTS
W-2 STATEMENTS - EMPLOYERS COPY
W-3 STATEMENTS
W-4 FORM - ORIGINALS
WAGE ASSIGNMENTS
WARRANT REQUESTS
WASTEWATER MANAGEMENT RECORDS
PWM 02800
PER 03420
H EA 02600
H EA 02700
HRS 04000
WST 02100
POL 05920
PAY 01500
PLZ 02390
POL 0487'0
ASG 03400
HRA 01600
PLZ 02400
POL 04900
PWM 02900
HRS 04050
POL 05500
ADM 06420
ADM 06440
ADM 06460
ADM 06500
FIR 01900
LIB 02200
LIB 02300
H EA 02800
ELE 02400
PAY 0t 600
PAY 01 ?00
PAY 01800
HRS 04100
HRA 017OO
PWE 01900
Page 22 of 23
RECORD SERIES TITLE ~ RECORD SERIES CODE
WATER & SEWER ANALYSIS REPORTS
WATER ACCOUNT CHANGE ORDERS
WATER AND SEWER ANALYSIS
WATER MAIN BREAK RECORDS
WATER METER REPLACEMENT SHEETS
WATERSHED DISTRICT RECORDS
WEED COMPLAINT & REPORTS
WEIGHT TICKETS
WELL PERMITS:
WETLAND RECORDS
WOMEN, INFANTS & CHILDREN (WlC) HEALTH PROGRAM
WORK ORDERS
WORK SCHEDULE FILES
WORKERS COMP PROOF OF PAYMENT
WORKERS COMPENSATION CLAIM REGISTER
WORKERS COMPENSATION CLAIMS
WRECKING PERMIT
WYC
ZONING FILES
PWE 02000
UTL 03000
UTI. 03100
UTL 03200
UTL 03300
PWE 02100
PWM 0~000
PWE 02200
UTL 03400
PER 03450
HEA 02900
FIN 05000
LIB 02400
PAY 01900
INS 01600
INS 01550
PER 03500
POL 02200
PLZ 02500