HomeMy WebLinkAboutGeneral Records Retention Schedule for Minnesota Cities
GENERAL RECORDS
RETENTION SCHEDULE
FOR MINNESOTA CITIES
March 2021
This is an evolving document. Please help us keep it up-to-date by letting the MCFOA Records Retention
Committee know of any errors or omissions, ambiguities, inconsistencies, or additions.
Please note the Data Practices Classifications and Statutes are current as of the date of this schedule and
are subject to change. The Data Practices information is for the convenience of City Clerks.
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 government records by
giving continuing authority to dispose of records under Minnesota Statutes section 138.17.
This City General Records Retention Schedule establishes minimum retention periods 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
1. 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 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.
2. 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.
4. 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.
5. The retention stated on the schedule applies to any form of the record (paper, computer tape or disk,
microfilm, optical disk, electronic media, etc.).
6. Data Practices Classifications are effective as of the printing of this Retention Schedule. Because
data practices issues change regularly, classifications may have changed. For current information on
data practices, consult Minnesota State Statutes, Chapter 13, or call the State of Minnesota,
Department of Administration, Data Practices Office at 651-296-6733 or 1-800-657-3721.
Destruction Reporting
After you destroy records according to the general schedule, maintain a list of destroyed items.
Records not 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-1) or a “Minnesota Records Retention Schedule form”. Both of
these forms are available on the State Archives’ web site at:
http://www.mnhs.org/preserve/records/recser.html#forms.
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”.
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.
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.
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 law which cites the data practices
classification of the record series.
Resources
Questions about Archival Records:
Minnesota Historical Society State Archives
Department Minnesota History Center
345 West Kellogg Boulevard
St. Paul, MN 55102-1906
651-259-3260 or 800-657-3773
Email: statearchives@mnhs.org
http://www.mnhs.org/preserve/records/
Questions about Data Practices:
Department of Administration Data Practices Office
320 Centennial Office Building
658 Cedar St.
St. Paul, MN 55155
651-296-6733 or 800-657-3721
Email: info.dpo@state.mn.us
https://mn.gov/admin/data-practices/
MINNESOTA HISTORICAL SOCIETY
STATE ARCHIVES DEPARTMENT
APPLICATION FOR ONE-TIME AUTHORITY
TO DISPOSE OF RECORDS
Please note: If the records in question appear on an approved records retention schedule used by your agency, it is
unnecessary to submit this form requesting approval for destruction. Contact the State Archives if you have
questions.
This form does not provide continuous authority to dispose of similar records and cannot be used to approve a records retention
schedule.
Instructions:
1. Complete original and three copies (photocopies are acceptable).
2. Complete items 1 through 6 and item 8. Use reverse side to continue records description. If more space is needed, use
plain paper.
3. Send original and two copies to the State Archives Department, 345 Kellogg Boulevard West, St. Paul, MN 55102-1906.
4. 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.
Additional copies of this form are available on the State Archives website, www.mnhs.org/statearchives or by calling (651)
259-3260. (FAX: (651) 296-9961). Our email address is statearchives@mnhs.org
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 Records
Cubic Feet
4. Location of Records 5. Laws other than M.S. 138.17 that relate to the destruction or safekeeping of the
records:
6. I certify that the records listed on this application are accurately described, and
that they have no further administrative, legal, or fiscal value for this agency.
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 Attorney General Date
7. Exceptions to Destruction. (For use by Records Disposition Panel).
8. Description of Records. Describe 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, arrangement, original
duplicate, or microfilmed.
C. Inclusive Dates
FOR USE BY RECORDS PANEL
Application No. Date
A. Item No. B. Name of record, form numbers, content, usage, arrangement, original
duplicate, or microfilmed.
C. Inclusive Dates
^ ' £3 J? I - ZO ^<=>£. i
General Records Retention Schedule
For Minnesota Cities
State of Minnesota
March 2021
MCFOA Records Retention Committee
Proposed 2021 Revisions to the "General Records Retention Schedule for Cities"
Item RECORD CODE #, TITLE & DESCRIPTION Type Issue Reviewed by Records Retention Committee
1.ADM 03070 DATA PRACTICES REQUEST Change Remove 'Form" in title
2.ASG 00400 CERTIFICATE OF REAL ESTATE VALUE (CRV)Change Add "Electronic Certificates of Real Estate Value are available at the MN Department of
Revenue website" to Description"
3.ASG 00700 DIVISIONS AND COMBINATIONS OF REAL PROPERTY Change Remove Description
4.BUI 00600 ELECTRICAL INSPECTION RECORD Change Change retention to Life of Property
5.BUI 01200 PLUMBING INSPECTION RECORD Change Change retention to Life of Property
6.BUI 01300 SIGN INSPECTION RECORD Change Change retention to Life of Property
7.ELE 00700 CAMPAIGN FINANCE REPORTS Change Remove "State requirement to ensure fair campaign practices." Add: See MN Statute
211A.02, subd. 6 for online posting requirement.
8.ELE 01500 OATH OF RESIDENCE / VOUCHER FORMS Change Change Cards to Forms
9.ELE 01800 PRECINCT BOOKS & PRINTOUTS FROM COUNTY Change Change title to MASTER LIST
10.LIQ-00700 CHECK REGISTER Delete Covered by FIN 02010
11.PAY 00100 AUTHORIZATION FORMS Change Change title to FORMS from CARDS
12.P&R 02000 REGISTRATION FORMS Change Add to description "if includes waiver of liability, see P&R 00100."
13.PER 00200 APPLICATIONS - NOT APPROVED Change Change title from "Permits Denied" to "Not Approved"
14.PER 01200 DANCE/PARADE/PUBLIC GATHERING PERMITS Change Add "/Special Event" after Gathering
15.PER 01350 DOMESTIC PARTNERSHIPS New Retention - 2 after termination
16.PER 01930 HEATING, VENTILATION, AIR CONDITIONING
PERMIT
Change Remove description and add (Mechanical)
17.
PER 02700 PEDDLER'S, TRANSIENT MERCHANTS & SOLICITORS
LICENSE
Change Add to description: Includes mobile food units
18.POL 03000 ARREST REPORTS Change Add to retention: If felony, Permanent Statute: 299C.12
19.POL 05350 JAIL INSPECTION LOGS New Description: Includes daily, annual and bi-annual logs Retention: 2 yrs
20.POL 05925 UNMANNED AERIAL VEHICLE DATA (DRONE)Add Private/Non Public Retention: Delete asap, no later than 7 days after collection
unless data is part of active criminal investigation. MS626.19, subd.6 c
21.PWM 03000 WEED COMPLAINT & RECORDS Change Retention to 7 years (ADM 02600) Public/Private/Confidential
22.UTL 01100 DISTRIBUTION REPORTS Change Add: - ELECTRIC
23.WST 01700 REPORTS Add Add - HAZARDOUS WASTE to the title
General Records Retention Schedule for Minnesota Cities
TABLE OF CONTENTS
Administration.........................................................ADM
Assessing ...............................................................ASG
Attorney ..................................................................ATT
Bonds .....................................................................BON
Building Inspections ...............................................BUI
Cemetery ................................................................CEM
Contracts/Agreements............................................CON
Courts .....................................................................CTS
Elections .................................................................ELE
Financial/Accounting ..............................................FIN
Fire .........................................................................FIR
Health Services ......................................................HEA
Housing and Redevelopment Authority..................HRA
Human Resources..................................................HRS
Insurance................................................................INS
Library ....................................................................LIB
Liquor .....................................................................LIQ
Parks and Recreation .............................................P&R
Payroll ....................................................................PAY
Permits and Licenses .............................................PER
Planning and Zoning ..............................................PLZ
Public Safety – Fire ......................................See : Fire
Public Safety – Police.............................................POL
Public Works – Engineering ...................................PWE
Public Works – Maintenance/Operations ...............PWM
Records Management ............................................RMG
Utilities ....................................................................UTL
Vital Statistics .........................................................VIT
Waste Management ...............................................WST
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
1099 MISCELLANEOUS INCOME PAY 02000
911 RECORDINGS FIR 01500
911 RECORDINGS POL 02700
ABANDONED MAINS AND SERVICES AS BUILT UTL 00100
ABAT EMENT S ASG 00050
ABSENT EE BALLOT APPLICAT ION ELE 00100
ABST RACT & CERT IFICAT ES OF TITLES: ADM 00100
ABSTRACT OF ELECTION RETURNS ELE 00200
ACCIDENT - DRIVER EXCHANGE REPORT POL 02950
ACCIDENT REPORTS POL 02900
ACCOUNT REPORTS - DELINQUENT & UNCOLLECTIBLE FIN 00100
ACCOUNTS PAYABLE LEDGERS & JOURNALS FIN 00200
ACCOUNT S RECEIVABLE - LE DGERS & JOURNALS FIN 00300
ACKNOWLEDGMENT & WAIVER OF LIABILITY P&R 00100
ACTIVITIES - BROCHURES P&R 00200
ACTIVITIES FLYERS P&R 00300
ADJUSTMENT REPORTS UTL 00200
ADMISSION RELEASE RECORDS POL 05200
ADVERTISING FLYERS LIQ 00100
AERIAL PHOTOGRAPHS PWE 00100
AFFIDAVIT OF MAILING ADM 00200
AFFIDAVIT /CONT RACTOR UTL 00300
AFFIDAVIT S OF CANDIDACY ELE 00300
AFFIDAVIT S OF OWNERSHIP CEM 00100
AFFIDAVIT S OF PUBLICAT ION ELE 00400
AFFIDAVIT S OF PUBLICAT IONS ADM 00400
AFFIDAVIT S OF PUBLICAT IONS GENERAL NOTICES ADM 00300
AFFIRMAT IVE ACT ION FILES HRS 00200
AFFIRMAT IVE ACT ION RECRUI T MENT FORM HRS 00300
AFFIRMAT IVE ACT ION REPORT S HRS 00400
AFFORDABLE CARE ACT REPORTING HRS 00150
AGENDA PACKETS ADM 00500
AGENDA PACKETS - MISCELLANEOUS ADM 00650
AGREEMENTS - TRUST ADM 00700
AGREEMENTS/CONTRACTS / LEASES / JOINT POWERS CON 00050
AIRPORT DEVELOPMENT / PLANNING ADM 00800
AIRPORT OPERAT IONS / MAINTENANCE ADM 00900
AMBULANCE BILLING/HIPPA AUT HO RIZATION FORM FIR 00010
AMBULANCE EMERGENCY ROOM RECORDS FIR 00020
AMBULANCE MASTER SCHEDULES FIR 00030
AMBULANCE PATIENT CARE REPORT - EMSRB/STATE FORM FIR 00040
AMBULANCE PRE-HOSPITAL PROTOCOLS FIR 00050
ANIMAL & PET LICENSE APPLICATIONS OR PERMITS PER 00100
ANIMAL CONTROL STATISTICAL REPORTS POL 01800
ANIMAL IMPOUND/RELEASE POL 01900
ANNEXAT ION RECORDS PLZ 00100
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
ANNUAL REPORT OF THE LIBRARY BOARD
ANNUAL REPORTS
ANNUAL REPORTS
ANNUAL REPORTS
ANNUAL REPORTS - POLICE DEPARTMENT
APPARAT US/EQUIPMENT MAINTENANCE & INSPECTION RECORDS:
APPEARANCE BONDS
APPLICAT IONS – NOT APPROVED
APPLICAT IONS FOR CLASSIFICAT ION
APPLICAT IONS FOR EMPLOYMENT-NOT HIRED
APPLICAT IONS FOR INSURANCE
APPLICAT IONS FOR PERSONS ON ELIGIBILITY LIST
APPOINTMENT FILES
APPOINTMENT FILES - NOT APPOINTED
APPRAISALS - PROPERTY
ARBIT RAT ION DE CISIONS
ARBORCULTURE
ARREST & CHARGE
ARREST REPORTS
ARSON REPORT S/INVESTIGAT IONS
ARTICLES OF INCORPORATION
ASPHALT MIXING LOG
ASSESSMENT NOTIFICATION LETTERS
ASSET RECORDS
ATTORNEY OPINIONS
ATTORNEY OPINIONS-OFFICIAL COPY
AUCTION
AUDIO & VIDEO RECORDING INVENTORY LOG
AUDIO & VIDEO RECORDINGS - EXTRANEOUS
AUDIO VISUAL / TECHNOLOGY EQUIPMENT CHECKOUT RECORDS
AUDIT OF PORTABLE RECORDING SYSTEMS TECHNOLOGY
AUDIT REPORTS - EXTERNAL
AUDIT REPORTS - INTERNAL
AUDIT SUMMARY REPORT - PORTABLE RECORDING SYSTEMS
AUTHORITY TO DISPOSE OF RECORDS STATE FORM (PR - 1)
AUT HORIZAT ION FORMS
AUTOMAT IC LICENSE PLAT E READER DATA
AUTOMAT IC LICENSE PLAT E READER USE LOG & AUDIT DATA
AUTOMAT IC PAYMENT PLAN AUT HO RIZATION FORM
BACKGROUND CHECK
BACKGROUND CHECK
BACTERIOLOGICAL TEST/ANALYSIS
BAIL RECEIPTS
BALLOTS
BALLOTS – UNVOTED
BANK STATEMENTS
LIB 00100
ADM 01000
HRA 00100
P&R 00400
POL 00100
FIR 00100
BON 00100
PER 00200
ASG 00100
HRS 00500
INS 00100
HRS 00600
ADM 01100
ADM 01110
ASG 00200
HRS 00700
PWM 00100
POL 05840
POL 03000
FIR 00200
ADM 01200
PWM 00200
ASG 00300
FIN 00400
ATT 00200
ADM 01300
POL 00200
POL 05810
POL 05830
LIB 00200
POL 05844
FIN 00800
FIN 00900
POL 05846
RMG 00100
PAY 00100
POL 05850
POL 05854
FIN 00950
POL 00240
POL 00250
UTL 00500
POL 03100
ELE 00500
ELE 00600
FIN 01000
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
BANKRUPTCY RECORDS
BENEFIT / CAFETERIA PLAN RECORDS
BENEFITS ENROLLMENT ELECTION
BENEFITS PLAN
BICYCLE LICENSE OR PERMIT
BICYCLE SAFETY
BIDS & SPECIFICAT IONS FOR CAPITAL IMPROVEMENT - ACCEPTED
BIDS & SPECIFICAT IONS FOR SE RVICES & SUPPLIES - ACCEPTED
BIDS, QUOTAT IONS, SPECIFICATIONS & RFP'S - ACCEPTED
BIDS, QUOTATIONS, SPECIFICATIONS & RFP'S & - NOT ACCEPTED
BILLIARD (POOL HALL) LICENSE
BILLING STATEMENTS
BILLINGS (REGISTER)
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 - ANNUAL
BUDGET - OFFICIAL COPY
BUDGET - SUPPORT / WORKING PAPERS
BUDGET REPORTS
BUDGET WORKPAPERS - DEPARTMENT
BUDGET WORKPAPERS - MASTER
BUILDING INSPECTION RECORDS - FINAL
BUILDING INSPECTION RECORDS - NOT FINAL
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
CAMPAIGN FINANCIAL REPORTS
CANCELED & VOIDED PAYROLL CHECKS
CANCELED / PAID BONDS, COUPONS & CERTIFICATES OF
DESTRUCTION CAPITAL IMPROVEMENT PROGRAM
CARNIVAL LICENSE APPLICAT IONS
CASE FILES / OFFENSE REPORTS - JUVENILE
FIN 01100
PAY 00200
HRS 00750
HRS 00800
PER 00300
POL 02100
CON 00100
CON 00200
ADM 01400
ADM 01500
PER 00400
FIN 01200
UTL 00600
VIT 00100
HEA 00100
BON 00200
BON 00300
BON 00150
LIB 00300
PER 00500
PWM 00300
PWM 00400
FIN 01310
ADM 01800
ADM 01900
FIN 01320
FIN 01400
FIN 01500
BUI 00150
BUI 00100
PER 00600
PER 00700
BUI 00200
BUI 00300
POL 00300
CEM 00300
CEM 00200
PER 00800
ADM 02000
ELE 00700
PAY 00300
BON 00400
FIN 01900
PER 00900
POL 03400
CASE FILES/OFFENSE REPORTS - ADULT POL 03300
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
CASH REGISTER TAPES
CATALOGS
CENSUS REPORT S - CIT Y GENERATED
CERTIFICATE OF FILING LAND USE CONTROL
CERTIFICATE OF OCCUPANCY
CERTIFICATE OF REAL ESTATE VALUE (CRV)
CERTIFICATE OF SURVEY
CERT IFICAT ES OF E LECT ION
CERT IFICAT ES OF INSURANCE
CERT IFICAT ION FOR PE ACE OFFICERS FOR STATE AID APPLICATION
CERTIFICATION OF TEST/EXAMINATION RESULTS
CHANGE FORM (PAYROLL COPY)
CHART OF ACCOUNTS
CHARTER
CHECK REGISTER
CHECKS (ACCOUNTS RECEIVABLE)
CHECKS (CANCELED & VOIDED) ACCOUNTS PAYABLE
CHECKS (DUPLICATE)
CHECKS (NSF) BAD CHECKS & BAD CHECKS LISTS
CHEMICAL ANALYSIS
CIGARETTE/TOBACCO/ETC. LICENSES & APPLICATIONS
CIRCULAT ION RECORDS
CITAT ION/TICKET S
CITIZEN CONTACTS - GENERAL
CITIZEN CONTACTS - GENERAL/NON-ACTIVE OR INACTIVE CRIMINAL
INVESTIGAT IVE RECORDINGS
CITY CODE/CODE OF ORDINANCES
CIT Y ORDINANCE VIOLAT IONS
CITY SEAL
CIVIL LIT IGATION FILES
CLAIMS
CLASSIFICAT ION LIST S
CLASSIFICAT ION ST UDIES
CLEAN-UP DAY INFO/PERMITS
FIN 02000
LIB 00400
ADM 02100
PLZ 00200
BUI 00400
ASG 00400
BUI 00410
ELE 00800
INS 00400
POL 00350
HRS 00900
PAY 00400
FIN 02006
ADM 02200
FIN 02010
FIN 02022
FIN 02020
FIN 02050
FIN 02040
UTL 00800
PER 01000
LIB 00500
POL 03500
POL 05860
POL 05864
ADM 02300
ADM 02400
ADM 02500
ATT 00300
INS 00450
ASG 00500
HRS 01100
WST 00100
CLIENT INCIDENT REPORTS HEA 00200
CLIENT INCIDENT REPORTS HEA 00300
CLIENT INCIDENT REPORTS HEA 00400
CLIMATOLOGICAL GRAP HS PWM 00500
CODE COMPLIANCE INSPECTION
COMMUNITY CRIME PREVENTION PROGRAMS
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATIONS
COMPENSAT ION PLAN
COMPLAINTS - GENERAL
COMPLAINTS - REAL PROPERTY
BUI 00500
POL 02150
HRA 00300
HRA 00200
HRS 01150
ADM 02700
ADM 02600
COMPOSTING/YARDWASTE REGULATIONS WST 00200
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
COMPREHENSIVE PLAN
CONDITIONAL USE PERMIT FILE
CONSTRUCTION DRAWINGS / AS BUILTS
CONSULTING SERVICES
CONTRACTED SERVICES
CONTRACTOR LICENSE BONDS
CONTRACTOR REGISTRATIONS
CONTRACTS/AGREEMENTS - LABOR UNIONS
COPYRIGHT COMPLIANCE RECORDS
COPYRIGHTS & PATENTS
CORRESPONDENCE
CORRESPONDENCE - ATTORNEY
CORRESPONDENCE - GENERAL
CORRESPONDENCE - HISTORICAL
CORRESPONDENCE - MESSAGES
COURT RECORDS
CREDIT CARD RECEIPTS - MERCHANT COPIES
CRIMINAL LIT IGAT ION FILES
CRIMINAL RE CORD CHE CK / SECONDARY DISSEMINATION
CURB STOP REQUESTS
CURBSIDE RECYCLING PROGRAM
CUSTOMER DATA/MUNICIPAL UTILITIES
DAILY CASH REPORTS
DAILY REPORTS (DEPARTMENT COPY)
DAILY TRANSACTION REPORTS
DAILY WORK SCHEDULES, CREW SCHEDULES
DANCE / PARADE / PUBLIC GATHERING/SPECIAL
EVENT PERMITS
DANGEROUS DOG LICENSE
DATA PRACTICES REQUESTS
DEAT H INVEST IGAT ION
DEAT H INVEST IGAT IONS
DEATH RECORDS
DEATH REGISTRY
DEEDS
DEEDS
DEFERMENT APPLICAT ION
DELINQUENT REPORTS
DEMOLITION RECORDS
DEPARTMENT OF CORRECTIONS - ANNUAL REPORT
DEPART MENT RULES & REGULAT IONS
DEPARTMENTAL REPORTS
DEPARTMENTAL REPORTS
DEVELOPERS AGREEMENTS
DIAGNOSTIC DISEASE INDEX
DICTATED & AUDIO RECORDED REPORTS
PLZ 00300
PLZ 00400
PWE 00200
HEA 00500
HEA 00600
BON 00500
PER 01100
HRS 01200
LIB 00600
ADM 02800
CEM 00400
ATT 00400
ADM 02900
ADM 03000
ADM 03050
CTS 00000
FIN 02060
ATT 00500
POL 03600
PWM 00600
WST 00300
UTL 00850
FIN 02100
P&R 00700
UTL 00900
PWM 00700
PER 01200
POL 01950
ADM 03070
POL 03700
POL 05870
VIT 00200
HEA 00700
CEM 00500
PLZ 00500
ASG 00600
UTL 01000
PWE 00300
POL 00400
P&R 00900
ADM 03100
ADM 03200
CON 00400
HEA 00800
POL 05820
DIETARY RECORDS HEA 00900
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
DIKE MAINTENANCE RECORDS
PWM 00800
DIRECT DE POSIT AUT HORIZAT IONS PAY 00420
DIRECTED PATROLS POL 00410
DISCHARGE OF A FIREARM BY PEACE OFFICE IN COURSE OF DUTY POL 05874
DISPOSAL OF PROPERTY FIN 02200
DISTRIBUTION REPORTS UTL 01100
DIVISIONS AND COMBINATIONS OF REAL PROPERTY ASG 00700
DOCK LICENSES PER 01300
DOMESTIC PARTERNSHIPS PER 01350
DONOR RECORDS LIB 00700
DRIVEWAY GUTTER PATCHING RECORDS PWM 00900
DROP OFF SITE/RECYCLING YARD WASTE WST 00400
DRUG AND ALCOHOL TESTING RESULTS HRS 01650
DRUG AND ALCOHOL TESTING RESULTS DOT RANDOM HRS 01660
EASEMENTS PLZ 00600
EASEMENTS - TEMPORARY PLZ 00700
ELECTION BOUNDARIES & PRECINCT MAP ELE 00900
ELECTION DAY FORMS ELE 01000
ELECTION JUDGE WORKSHEET ELE 01100
ELECTRICAL INSPECTION RECORD BUI 00600
ELECTRICAL PERMIT PER 01410
EMERGENCY PLAN / CIVIL DEFENSE FILES POL 00450
EMERGENCY STORM DAMAGE PWM 01000
EMPLOYEE DISHONESTY/SURETY BONDS INS 00500
EMPLOYEE MEDICAL RECORDS HRS 04200
EMPLOYEE RECOGNITION & AWARDS PROGRAM HRS 01500
EMPLOYEE SUGGESTION FORM HRS 01600
EMPLOYEE SURVEYS HRS 01680
EMPLOYERS QUARTERLY FEDERAL TAX RETURN PAY 00450
EMPLOYMENT ELIGIBILIT Y VERIFICATION / I-9 FORM HRS 02000
ENCUMBRANCES/REVERSALS - ORDERS ISSUED FIN 02400
ENGINEERING DESIGN BOOKS, PRODUCT DEVELOPMENT STANDARDS,
SPECIFICAT ION BOOKS, DRAWINGS
PWE 00400
ENVIRONMENTAL ASSESSMENT WORKSHEET WST 00500
ENVIRONMENTAL COMPLAINTS REPORTS PWM 01100
EPA REPORTS UTL 01200
EQUAL EMPLOYMENT OPPORTUNITY REPORTS/SUMMARY DATA HRS 01700
EQUITABLE SHARING RECORDS POL 00470
EQUIPMENT CONTRACTS CON 00500
EQUIPMENT INVENTORIES FIN 02450
EQUIPMENT REPORTS UTL 01300
EVIDENCE / PROPERTY LOGS POL 03740
EVIDENCE/PROPERTY INVENTORY REPORTS POL 03750
EXAMINAT ION FILE HRS 01800
EXCAVATION/R IGHT-OF-WAY PERMITS PER 01600
EXCEPTION REPORTS WST 00600
EXCLUSION APPLICAT IONS ASG 00720
EXPENDITURE REPORTS - MONTHLY SUMMARIES FIN 02500
EXPENDITURE REPORTS - YEAR END SUMMARIES FIN 02600
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
FA-1 FORM, APPLICAT ION OF STATE AID FIRE EQUIPMENT CERTIFICATE
FIR 00350
FAMILY MEDICAL LE AVE DOCUMENTS (FMLA) HRS 01850
FEE WAIVER SHEETS P&R 01000
FIDELITY BONDS BON 00600
FILL MAT ERIAL REQUE ST S PWM 01200
FINANCIAL REPORTS FIN 02610
FINANCIAL REPORTS/STATEMENTS (ANNUAL) FIN 02620
FINES & SERVICE CHARGE RECORDS LIB 00800
FINGERPRINT RECORDS POL 00500
FINGERPRINT RECORDS POL 00510
FINGERPRINT RECORDS POL 03800
FIRE CODE FIR 00400
FIRE EXTINGUISHER SERVICE LICENSE PER 01700
FIRE HYDRANT MAINTENANCE UTL 01400
FIRE INSPECTION RECORD - ANNUAL BUI 00700
FIRE INVEST IGAT ION REPORT FIR 00600
FIRE PREVENT ION WEEK TOURS & DEMONSTRATION DATA FIR 00700
FIRE TRUCK DAILY/WEEKLY INSPECTION SHEETS FIR 01150
FIRE ARM APPLICAT ION / PERMIT / TRANSFER POL 03900
FIREWORKS PERMIT & LICENSE PER 01800
FIRST REPORT OF INJURY INS 00650
FLOOD CONTROL RECORDS PWE 00500
FOOD ESTABLISHMENT LICENSE PER 01850
FOOD SERVICE RECORDS POL 05300
FORFEITURE FORMS POL 03820
FORMAL COMPLAINT MADE AGAINST PEACE OFFICER POL 05876
FRANCHISES GRANTED BY MUNICIPALITY CON 00600
FREEZING CONDITIONS EMERGENCY LOG PWM 01300
FROZEN WATER LINES LIST UTL 01500
GAMBLING LICENSES & REPORTS PER 01900
GAMBLING/LOTTERY MATERIAL FIN 02800
GARNISHMENTS PAY 00500
GAS FITTERS LICENSE PER 01920
GENERAL JOURNAL FIN 02900
GENERAL LEDGERS FIN 03000
GOPHER STATE ONE RECORDS UTL 01600
GRANTS ADM 03300
GREEN ACRE LAND & AGRICULT URE PRESERVE APPLICATIONS ASG 00750
GRIEVANCE FILES HRS 01900
GRIEVANCE MECHANISM HEA 01000
HAZARDOUS MAT ERIAL ACCIDENT REPORT FIR 01200
HAZARDOUS MAT ERIAL DOCUMENTS Includes Business Hazard Chemical
Inventories / Tier II Reports / Hazmat Sara Title III Reports
FIR 01250
HEALTH DEPARTMENT REPORTS UTL 01700
HEALTH FAIRS/WORKSHEET HEALTH PROGRAMS HEA 01100
HEALTH STAFF REPORTS HEA 01300
HEALTH/MEDICAL PATIENT RECORDS HEA 01200
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
HEARING SCREENING RECORDS
HE AT ING / VENTILAT ION INSPECT ION RECORD
HE AT ING, VENT ILAT ION, AIR CONDITIONING PERMIT
HISTORICAL DATA/PHOTOGRAPHS
HOME HEALTH CARE RECORDS
HOME IMPROVEMENT VALUE EXCLUSION (THIS OLD HOUSE LAW)
HOMEST EAD APPLICAT ION REQUESTS
HOMEST EAD APPLICAT IONS CARDS
HOMESTEAD PRINT-OUT LIST
HOSPITAL LIST S OF BIRTHS AND DEATHS
HOTEL & MOTEL LICENSES
HOUSEHOLD HAZARDOUS WASTE COLLECTION CENTER
HOUSING INSPECTION RECORD
HOUSING PROGRAM GUIDELINES
HRA PROJECT MANAGEMENT & RENTAL AGREEMENTS
HUD ADMINIST RAT IVE DOCUMENTS
HUNTING/SHOOTING PERMIT
ICR's
IDENTIFICAT ION NUMBERS
IMMUNIZATION RECORDS
INCIDENT FORM (STATE MFIRS -1)
INCIDENT REPORTS/FIRE RUNS
INCOME INFORMAT ION - NON-COURT TAX DATA
INCOME SALES TAX RETURNS/RECEIPTS
INDEMNITY BONDS
INFECTIOUS DISEASE & OCCUPATIONAL EXPOSURE FILES
IN-SERVICE / IN-HOUSE SUMMARIES
INSPECTION & TESTING RECORDS
INSPECTION NOT ICES TO HOMEOWNER, VIOLATOR, ETC.
INSPECTION RECORDS OF LICENSED FACILITIES
INSPECTIONS-SERVICE NEW MAINS
INSPECTOR REPORTS
INST RUCT ION MAT ERIALS FOR JUDGES
INSURANCE AGENTS' SERVICE AGREEMENT
INSURANCE PREMIUM REPORT
INTERNAL INVESTIGAT ION
INTERNAL INVEST IGAT IONS
INTERVIEWS
INTOXILYZER TEST RESULTS
INVENTORIES
INVENTORY OF PORTABLE RECORDING SYSTEMS TECHNOLOGY
INVENTORY SHEETS
INVESTIGAT IVE FILES
INVESTMENT DOCUMENTS
INVOICES - CLAIM VOUCHERS & VERIFIEDS (AR & AP)
HEA 01400
BUI 00800
PER 01930
RMG 00200
HEA 01500
ASG 00780
ASG 00800
ASG 00900
ASG 01000
VIT 00300
PER 02000
WST 00700
BUI 00900
HRA 00400
HRA 00500
HRA 00600
PER 02020
POL 04100
WST 00800
HEA 01600
FIR 01300
FIR 01400
ASG 01200
FIN 03100
BON 00700
HRS 04400
HEA 01700
PWE 00600
BUI 01000
PER 02050
UTL 01800
BUI 01100
ELE 01200
INS 00700
PAY 00600
POL 00600
POL 05880
POL 05900
POL 04200
ADM 03400
POL 05910
LIQ 01000
ATT 00600
FIN 03200
FIN 03300
JAIL INSPECTION LOGS POL 05350
JAIL REGISTER POL 05400
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
JOB / POSITION DESCRIPTIONS
JOURNAL ENTRY SUPPORT
LABOR UNION - DISPUTES
LABOR UNIONS - NEGOT IAT ING DATA
LABORATORY ACTIVITIES
LANDFILL/GARBAGE DUMP SITES
LEASE OF REAL PROPERTY
LIABILITY RELEASES
LIBRARY CARD
LICENSE BONDS
LICENSING, CE RTIFICAT ION AND ACCREDITATION
LIENS
LIQUOR LICENSE
LOANS-INTER LIBRARY
LOG SHEETS
LONG TERM DISABILITY (LTD)
LOST ITEM REIMBURSEMENT RECORDS
MAILING LISTS
MAINTENANCE PUMP STATIONS
MAINTENANCE RECORDS - CITY EQUIPMENT
MAINTENANCE RECORDS - CITY PROPERTY
MAINTENANCE/INSPECTION OF FACILITIES
MANHOLE CONDITION FIELD REPORTS/SUMMARY SHEETS
MANHOLE REPAIR REPORT
MANUALS - CITY EQUIPMENT
MAPS - TOPOGRAPHICAL
MAPS & HALF SECTION
MAPS, CONSTRUCTION
MASSAGE LICENSE
MASTER LIST
MASTER NAME FILE
MASTER NAME FILE
MECHANICAL AMUSEMENT DEVICE LICENSE
MEETING ROOM REQUEST
METER READING CARDS/SHEETS
METER RECORDS
MICROFILM INDEX
MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME
IMPROVEMENT LOANS
MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME PURCHASE
LOANS
MINUTES
MINUTES - CITY COUNCIL
MINUT ES - VARIOUS BOARDS, COMMISSIONS, COMMITTEES &
COUNCILS
MNDOT CORRESPONDENCE
MOTOR VEHICLE LICENSE
HRS 02200
FIN 03400
HRS 02300
HRS 02400
HEA 01800
WST 00900
CON 00700
POL 00700
LIB 00900
BON 00800
HEA 01900
ADM 03700
PER 02100
LIB 01000
POL 00800
INS 01100
LIB 01100
P&R 01100
UTL 01900
ADM 03900
ADM 03800
PWM 01350
PWM 01400
PWM 01500
ADM 04000
PWE 00800
PLZ 00800
PWE 00700
PER 02200
ELE 01800
POL 04500
POL 04600
PER 02300
LIB 01200
UTL 02000
UTL 02100
RMG 00300
HRA 00700
HRA 00800
CEM 00600
ADM 04300
ADM 04400
PWM 01600
PER 02400
MOVING PERMIT PER 02500
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
MUG SHOTS-ADULT
POL 04700
MUG SHOTS-JUVENILE POL 04720
NEWSLETTERS LIB 01500
NEWSLETTERS - CIT Y GENERATED ADM 04500
NEWSPAPER CLIPPINGS / SCRAPBOOKS ADM 04600
NOMINAT ING PET IT IONS ELE 01300
NOTICE OF MEETINGS - CITY COUNCIL & BOARDS & COMMISSIONS ADM 04700
NOTICE OF SPILL(S) WST 01200
NOTICES OF COMMERCIAL HAZARDOUS SUBSTANCE WST 01100
OATH OF OFFICE ELE 01400
OATH OF OFFICE - ELECTED & APPOINTED OFFICIALS ADM 04800
OATH OF OFFICE - POLICE OFFICERS, COMMUNITY SERVICE OFFICERS,
ANIMAL CONTROL OFFICERS, CITY STAFF WHO ISSUE CITATIONS
ADM 04900
OATH OF RESIDENCE / VOUCHER FORMS ELE 01500
OCCUPANCY PERMITS/INSPECTION FILES FIR 01600
OPEN BURNING PERMITS WST 01300
OPERAT ION I.D. POL 02600
ORDINANCES & RESOLUTIONS ADOPTED ADM 05000
ORGANIZAT IONAL CHART S - CIT Y ADM 05200
OSHA - CITATIONS OF PENALTY HRS 04500
OSHA - EMPLOYEE EXPOSURE RECORDS HRS 04700
OSHA REPORTS HRS 04600
OUTAGE REPORTS UTL 02160
OVERDUE & DAMAGE D LIBRARY MATERIAL RECORDS LIB 01600
OWNER INDEX CEM 00700
PARK & REC SECURITY TAPES P&R 02450
PARK ACQUISITIONS P&R 01400
PARK MASTER PLAN P&R 01500
PARKING METER REPORTS/RECORDS PER 02510
PARKING PERMIT PER 02520
PARKLAND DEDICAT ION VALUAT IONS ASG 01400
PARTICIPATION DATA P&R 01600
PATIENT MASTER INDEX HEA 02000
PAWN SHOP RECORDS POL 00910
PAWNBROKERS / PRECIOUS METAL / SECOND-HAND DEALER LICENSE PER 02600
PAY EQUIT Y IMPLEMENTAT ION REPORT HRS 02700
PAY EQUITY PLAN/SUMMARY HRS 03000
PAY EQUITY PROFILES HRS 02800
PAY EQUITY QUESTIONNAIRE BOOKS HRS 02900
PAY EQUITY WORKPAPERS HRS 03100
PAYMENT BONDS BON 00900
PAYROLL LEDGER / JOURNAL PAY 00900
PAYROLL REPORTS PAY 00800
PAYROLL REPORTS - STATE & FEDERAL PAY 01000
PAYROLL WORKSHEETS PAY 01100
PEAK DEMAND REPORTS UTL 02130
PEDDLER'S, TRANSIENT MERCHANTS & SOLICITORS LICENSE PER 02700
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
PENSION & RETIREMENT REPORTS
PAY 01200
PERA REPORTS / PENSION FILES PAY 01300
PERFORMANCE BONDS BON 01000
PERMIT BONDS BON 01100
PERMITS P&R 01700
PERMITS - STREET OPENING PWE 00900
PERPET UAL CARE FLO WER FUND CERTIFICATES CEM 00900
PERPETUAL CARE SERVICE LEDGER CEM 00800
PERSONNEL FILES HRS 03300
PETITIONS ADM 05300
PETIT IONS (COURT ) - VALUAT IONS ASG 01500
PETIT IONS RELATING TO ZONING REQUESTS PLZ 01100
PETTY CASH REPORTS LIB 01700
PHARMACY DATA HEA 02100
PHARMACY INSPECTION REPORTS HEA 02200
PHOTOGRAPHS ADM 05350
PHOTOGRAPHS POL05920
PLANNING CASE FILE PLZ 01200
PLANS & SPECIFICAT IONS PWE 01100
PLASTERING LICENSE PER 02800
PLAT CEM 01000
PLAT FILES - FINAL PLAT PLZ 01300
PLAT FILES - PRELIMINARY PLAT PLZ 01400
PLUM BER'S RE GIST RATION PER 02810
PLUMBING INSPECTION RECORD BUI 01200
PLUMBING PERMITS PER 02900
POLICE CLEARANCE LETTERS / NOTARIZED NAME SEARCH POL 01000
POLICIES - ALL INSURANCE POLICIES INS 01240
POLICIES & PROCEDURES ADM 05400
POLICIES & PROCEDURES/RULES & REGULATIONS HRS 03400
POLLING PLACE AGREEMENTS ELE 01600
POLLING PLACE ROSTERS ELE 01700
POOL LICENSE PER 03000
POOL/BEACH PASS FORMS P&R 01800
PRESS RELEASES ADM 05500
PRICE LIST LIQ 01100
PRISONER PROPERTY RECEIPTS POL 05500
PROBLEM STREET AREA REPORTS PWM 01700
PROCEDURES RMG 00400
PROCLAMAT IONS ADM 05600
PROGRAM DESCRIPTIONS HEA 02300
PROGRAM FILES HRA 01100
PROGRAM FILES P&R 01950
PROJECT CORRESPONDENCE ADM 05700
PROJECT FILES - SPECIAL ASSESSMENTS ASG 01600
PROJECT RECORDS PWE 01200
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
PROJECT RECORDS
PROJECT RECORDS
PROPERTY - MORTGAGES, OPTIONS, PURCHASE OF
PROPERTY - RECORD CARDS/ASSESSMENTS
PROPERTY ACQUISITION
PROPERTY FILES
PROSECUTION / LAW ENFORCEMENT FILES
PUBLIC ASSISTANCE VOUCHER RECORDS
PUBLIC PROPERT Y USE APPLICAT IONS
PUBLICAT IONS - CIT Y-GENERAT ED
PUBLICITY
PUMPING REPORTS
PURCHASE ORDERS
QUARTERLY WITHHOLDING TAX RETURN
RADIO LOGS / CAD
REAL ESTATE DATA CARDS / FIELD CARDS
RE AL PROPERT Y - BIDS & ESTIMATES
REAL PROPERTY APPRAISALS
REBAT E APPLICAT IONS
RECEIPTS & RECEIPT BOOKS
RECLAMAT ION AGREEME NT S
RECONCILLIATION REPORT S
RECORD OF BURIALS, TRANSFERS, ETC
RECORDINGS - AUDIO
RECORDINGS - AUDIO/VIDEO
RECORDINGS - AUDIO/VIDEO - GENERAL
RECORDINGS - AUDIO/VIDEO - HISTORICAL
RECORDINGS - AUDIO/VIDEO - PROJECTS
RECORDS CHECKOUT REQUEST
RECORDS DISPOSIT ION AUT HO RIZATION
RECORDS INVENTORIES
RECORDS INVENTORY REPORT
RECORDS MANAGEMENT MANUAL
RECORDS RETENTION SCHEDULES
RECORDS TRANSFER/TRANSMITTAL LIST
RECRUITMENT FILES
RECYCLING BINS & ACCESSORIES PRICE SHEET
RECYCLING BROCHURES
REFORESTAT ION PROGRAM
REGIST RATION FORMS
RENTAL AGREEMENTS / CONTRACTS
RENTAL APPLIC ATION/LICENSE
RENTAL INSPECTION RECORDS
REPORTS HAZARDOUS WASTE
REPORTS AND STUDIES
PWE 01300
PWE 01400
CON 00800
ASG 02200
HRA 01200
ATT 00700
ATT 00800
POL 01500
PER 03010
ADM 05900
LIB 01800
UTL 02200
FIN 03800
PAY 01350
POL 02800
ASG 02400
PLZ 01600
PLZ 01500
PWE 01450
FIN 04000
WST 01400
PWM 01750
CEM 01100
ADM 05960
ADM 05950
ADM 05970
ADM 05980
ADM 05990
RMG 00600
RMG 00700
RMG 00500
RMG 00800
RMG 00900
RMG 01000
RMG 01100
HRS 03500
WST 01500
WST 01600
PWM 01800
P&R 02000
P&R 02100
PER 03020
BUI 01210
WST 01700
UTL 02400
REPORTS OF INJURIES OF PARTICIPANTS P&R 02200
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
REPOSSESSION LOGS
REPRIMANDS / DISCIPLINARY ACTION
REQUEST TO INSPECT POLICE REPORT
REQUISITIONS - DEPARTMENT COPY
REQUISITIONS FOR PERSONNEL
RESEARCH DATA
REVENUE REPORTS - MONTHLY SUMMARIES
REVENUE REPORTS - YEAR END SUMMARIES
REZONING FILE
RIGHT-OF-WAY DOCUMENTS
ROSTER
RULES & REGULAT IONS, FIRE DEPT
SAFETY COMMITTEE AGENDA & MINUTES
SAFETY DATA SHEETS
SAFETY MANUAL
SALARY DETERMINAT ION FOR NON-UNION EMPLOYEES
SALES REPORTS
SALES TAX
SAUNA LICENSE
SCHEDULES
SEARCH COPIES
SECTION 8 CLIENTS
SECTION 8 REIMBURSEMENT REQUESTS
SERVICE LINE AND ADDRESS CARDS
SERVICE REQUESTS
SEWER AVAILABILIT Y REPORT
SEWER BACKUP RECORDS
SEWER CLEANING REPORTS
SEWER DISCHARGE PERMITS
SEWER MAIN BREAK RECORDS
SEWER TELEVISING REPORT
SEXUALLY ORIENTED BUSINESS LICENSE
SHELF LIST / INVENTORY
SHORT TERM DISABILITY (STD)
SHUT OFF LIST
SIDEWALK REPAIR RECORDS
SIGN INSPECTION RECORD
SIGN PERMIT
SIGN PLAN VARIANCES / APPROVALS / INSPECTION RECORDS
SIGN UP SHEETS
SITE PLAN FILE - APPROVED
SITE PLAN FILE - NOT APPROVED
SLUDGE DISPOSAL
SNOW REMOVAL EMERGENCY PLANS
SNOW REMOVAL LOGS
POL 04840
HRS 03600
POL 01600
FIN 04300
HRS 03700
HEA 02400
FIN 04400
FIN 04500
PLZ 01700
PWE 01500
P&R 02300
FIR 01700
HRS 04800
WST 01750
HRS 04900
HRS 03750
LIQ 01400
FIN 04550
PER 03100
P&R 02400
ASG 02800
HRA 01300
HRA 01400
UTL 02500
UTL 02600
BUI 01220
UTL 02630
UTL 02700
UTL 02800
UTL 02830
UTL 02850
PER 03110
LIB 01900
INS 01450
UTL 02900
PWM 02000
BUI 01300
PER 03120
PLZ 01800
HRS 05100
PLZ 01900
PLZ 02000
WST 01800
PWM 02100
PWM 02200
SOLID WASTE, GARBAGE, REFUSE AND RECYCLERS LICENSE/PERMIT PER 03200
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
SPECIAL ASSESSMENT PROJECT APPROVALS & SPECIAL BENEFIT
VALUATIONS
ASG 02900
SPECIAL ASSESSMENT RECEIPTS AND ROLLS ASG 03000
SPECIAL COMMITTEE REPORTS ADM 06000
SPECIAL EVENTS & PROGRAMS LIB 02000
SPECIAL USE PERMIT FILE PLZ 02100
STATEMENT OF ECONOMIC INTEREST ELE 02200
STATISTICAL REPORTS HEA 02500
STATISTICAL REPORTS / SUPPLEMENTAL REPORTS POL 01700
STORM SEWER LIFT STATIONS PUMP REPORTS PWM 02700
STORM WATER MANAGEMENT RECORDS PWE 01600
STREET COMPOSITION REPORTS PWM 02300
STREET INDEXES PWE 01650
STREET INVENTORY / CONDITION / RESURFACING RECORDS PWM 02400
STREET NAME CHANGE (APPROVED) ADM 06100
STREET NAME CHANGE (NOT APPROVED) ADM 06200
STREET PATCH REQUESTS PWM 02500
ST REET REGULAT IONS PWE 01700
ST REET REGULAT IONS PWE 01800
STREET USE PERMIT PER 03300
STREET UTILITY SERVICE LINES PWE 01000
STUDENT LOAN FORGIVENESS FORMS HR 03450
STUDIES & REPORTS LIB 02100
SUBSCRIPTIONS / SIGN-UPS ADM 06300
SUMMARY STATEMENT ELE 02300
SUPPLY EQUIPMENT LISTS P&R 02500
SURCHARGE REPORT BUI 01310
SURVEY / RESEARCH RAW DATA ADM 03650
SURVEY / RESEARCH RAW DATA ADM 06350
SURVEYS, PROPERTY PLZ 02200
TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS - DISTRICT
CRE AT ION RECORDS
FIN 04600
TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS - FINANCIAL
RECORDS
FIN 04650
TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS - FINANCIAL
RECORDS - AUDITED
FIN 04660
TAXI LICENSES PER 03400
TEST RESULTS WST 01900
T HE ATER LICENSE PER 03410
TICKET SALES REPORTS P&R 02600
TIME SHEETS PAY 01400
TITLES TO MUNICIPAL VEHICLES & EQUIPMENT ADM 06400
TRAFFIC COUNT MAP PWE 01860
TRAFFIC MONITORING DEVICES POL 04820
TRAFFIC REPORTS / STUDIES PWE 01850
T RAINING MATERIALS HRS 05300
TRAINING RECORDS - FOR EACH INDIVIDUAL HRS 05400
TRAINING RECORDS & REPORTS FOR OFFICERS POL 01750
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
T RAINING RE CORDS / INDIVIDUAL CERTIFICATIONS
FIR 01750
T RANSPORT INFORMAT ION WST 02000
TRANSPORTATION SERVICE P&R 02700
T RAVE L EXPENSE RECORDS FIN 04700
TREASURER'S REPORT - MONTHLY FIN 04710
TREE DISEASE CONTROL PWM 02800
T REE T RIMMING/REMOVAL LICENSE PER 03420
TUBERCULOSIS PREVENTION & CONTROL HEA 02600
TUBERCULOSIS PREVENTION & CONTROL HEA 02700
UNCLAIMED PROPERTY RECORDS (SENT TO STATE) FIN 04750
UNEMPLOYMENT CLAIMS/COMPENSATION HRS 04000
UNIFORM HAZARDOUS WASTE MANIFESTS WST 02100
UNMANNED AERIAL VEHICLE DATA (DRONE) POL 05925
USE OF FORCE POL 05930
UTILITY ACCOUNT CHANGE ORDERS UTL 03000
UTILITY PAYMENT STUB UTL 03050
VACAT ION & LE AVE RE QUE ST S PAY 01500
VACATION FILES PLZ 02300
VALIDATION REPORTS (from State) POL 04870
VALUATION CHANGE ORDER - PAPER ASG 03350
VALUATION LISTS ASG 03400
VALUE IN EXCESS OF PURCHASE PRICE (VIEPP) HRA 01600
VARIANCE FILES PLZ 02400
VEHICLE IMPOUNDS POL 04900
VEHICLE SAFETY INSPECTION REPORTS PWM 02900
VETERANS PREFERENCE ELECTION FORM HRS 04050
VIDEO TAPE OF BOOKING POL 05940
VOLUNTARY PERMISSION & CONSENT TO SEARCH AND SEIZE FIR 01900
VOLUNTEER GROUPS RECORDS LIB 02200
VOLUNTEER PERSONNEL RECORDS LIB 02300
VOLUNTEER RECORDS ADM 06500
VOLUNTEER RECORDS HEA 02800
VOTER RECEIPTS ELE 02400
W-2 STATEMENTS - EMPLOYERS COPY PAY 01600
W-3 STATEMENTS PAY 01700
W-4 FORM - ORIGINALS PAY 01800
W-9 REQUEST FOR TAXPAYER ID NUMBER AND CERTIFICATION FIN 04770
WAGE ASSIGNMENTS HRS 04100
WARRANT REQUESTS HRA 01700
WASTEWATER MANAGEMENT RECORDS UTL 03070
WATER AND SEWER ANALYSIS UTL 03100
WATER MAIN BREAK RECORDS UTL 03200
WATER METER REPLACEMENT SHEETS UTL 03300
WATERCRAFT INSPECTIONS PWM 02960
WATERSHED DISTRICT RECORDS PWE 02100
WEED COMPLAINT & REPORTS PWM 03000
WEIGHT TICKETS PWE 02200
WELL PERMITS UTL 03400
WETLAND RECORDS PER 03450
General Records Retention Schedule for Minnesota Cities Index
RECORD SERIES TITLE RECORD SERIES CODE
WOMEN, INFANTS & CHILDREN (WIC) HEALTH PROGRAM
WORK ORDERS
WORK SCHEDULE FILES
WORKERS COMP PROOF OF PAYMENT
WORKERS' COMPENSAT ION CLAIM REGISTER
WORKERS' COMPENSAT ION CLAIMS
WRECKING PERMIT
HEA 02900
FIN 05000
LIB 02400
PAY 01900
INS 01600
INS 01550
PER 03500
ZONING FILES PLZ 02500
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESADMINISTRATIONADM 00100ABSTRACT & CERTIFICATES OF TITLES:Length of Ownership PublicADMINISTRATIONADM 00200AFFIDAVIT OF MAILING6 PublicCertified list of property owners.ADMINISTRATIONADM 00300AFFIDAVITS OF PUBLICATIONS GENERAL NOTICES6 Publici.e. bonds, improvement projects, assessment hearings and liquor licenses.ADMINISTRATIONADM 00400AFFIDAVITS OF PUBLICATIONSPermanent PublicOrdinances and Resolutions.ADMINISTRATIONADM 00500AGENDA PACKETSPermanent Public/PrivateMS 13.601City Council and various Boards, Commissions, Committees and Councils that are Council approved or appointed.ADMINISTRATIONADM 00650AGENDA PACKETS - MISCELLANEOUS3 PublicVarious commissions, boards, and committees not council approved or appointed.ADMINISTRATIONADM 00700AGREEMENTS - TRUSTPermanent PublicDocuments relating to property the city has acquired through donations or wills.ADMINISTRATIONADM 00800AIRPORT DEVELOPMENT / PLANNINGPermanent PublicIncludes minutes of airport commission, committee and major reports, and planning documents.ADMINISTRATIONADM 00900AIRPORT OPERATIONS / MAINTENANCE6 PublicADMINISTRATIONADM 01000ANNUAL REPORTSPermanent PublicCity or departmental.ADMINISTRATIONADM 01100APPOINTMENT FILES2 after appointed period Public/PrivateMS 13.43, Subd. 3, MS 13.601Lists appointments of individuals by mayor and or board, or council to various boards, commissions and committees including application to commission.ADMINISTRATIONADM 01110APPOINTMENT FILES - NOT APPOINTED1 Public/PrivateMS 13.43, Subd. 3, MS 13.601Page 1 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESADMINISTRATIONADM 01200ARTICLES OF INCORPORATIONPermanent PublicADMINISTRATIONADM 01300ATTORNEY OPINIONS-OFFICIAL COPYPermanent Public/Private/Non-PublicMS 13.393, MS 13.39Official opinions of city attorney.ADMINISTRATIONADM 01400BIDS, QUOTATIONS, SPECIFICATIONS & RFP'S - ACCEPTED10 after completion of projectPublic/Non-PublicMS 13.37, Subd. 2, MS 13.591ADMINISTRATIONADM 01500BIDS, QUOTATIONS, SPECIFICATIONS & RFP'S & - NOT ACCEPTED6 Public/Protected Non-Public until all bids are opened.MS 13.37, MS 13.591ADMINISTRATIONADM 01800BUDGET - OFFICIAL COPYPermanent PublicIncludes city and/or departmental budgets.ADMINISTRATIONADM 01900BUDGET - SUPPORT / WORKING PAPERS2 PublicADMINISTRATIONADM 02000BYLAWS - COMMISSIONS AND BOARDSPermanent PublicADMINISTRATIONADM 02100CENSUS REPORTS - CITY GENERATEDPermanent PublicReports and any protests to census.ADMINISTRATIONADM 02200CHARTERPermanent PublicAttorney's opinions, petitions, correspondence, etc.ADMINISTRATIONADM 02300CITY CODE/CODE OF ORDINANCESPermanent PublicComplete list of ordinances.ADMINISTRATIONADM 02400CITY ORDINANCE VIOLATIONS5 PublicLetters stating violations, court actions, etc.ADMINISTRATIONADM 02500CITY SEALPermanent PublicADMINISTRATIONADM 02600COMPLAINTS - REAL PROPERTY7 Public/Private/ ConfidentialMS 13.44By citizens about the use of real property.Page 2 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESADMINISTRATIONADM 02700COMPLAINTS - GENERAL1 after action completed PublicGeneral city services, maintenance, repair, citizen complaints.ADMINISTRATIONADM 02800COPYRIGHTS & PATENTSUntil expired PublicADMINISTRATIONADM 02900CORRESPONDENCE - GENERAL3 PublicADMINISTRATIONADM 03000CORRESPONDENCE - HISTORICALPermanent Public/PrivateMS 13.601Correspondence to/from mayor, city manager, city administrator. Official correspondence that documents important events or major functions of the office. Usually deals with a specific topic, issue, organization, or individual.ADMINISTRATIONADM 03050CORRESPONDENCE - MESSAGESUntil read PublicTransitory messages, e-mail, social media, or phone messages of short-term interest which are considered incidental and non-vital correspondence. Note: Messages which relate to transactions of city business should be retained in accordance with applicable retention schedule. Data Practices classification for this is public.ADMINISTRATIONADM 03070DATA PRACTICES REQUEST3 Public/PrivateADMINISTRATIONADM 03100DEPARTMENTAL REPORTSPermanent Public Annual.ADMINISTRATIONADM 03200DEPARTMENTAL REPORTS1 PublicMonthly/ semi-annual.ADMINISTRATIONADM 03300GRANTSConsult issuing agency. Typically 3 after audit State CFR 24.42, 6 after audit Federal 28USC2415(b)Public, unless otherwise required by other governmental agency.MS 13.599Miscellaneous grant programs and stipulations.ADMINISTRATIONADM 03400INVENTORIESUntil Superseded PublicReports, equipment supplies, etc.ADMINISTRATIONADM 03650SURVEY / RESEARCH RAW DATAWhile activePage 3 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESADMINISTRATIONADM 03700LIENS10 PublicADMINISTRATIONADM 03800MAINTENANCE RECORDS - CITY PROPERTY3 PublicAll buildings.ADMINISTRATIONADM 03900MAINTENANCE RECORDS - CITY EQUIPMENTLength of ownership and after auditPublicVehicles, heavy equipment, office and telephone equipment. May include maintenance agreements, contracts, bids, correspondence, etc.ADMINISTRATIONADM 04000MANUALS - CITY EQUIPMENTUntil removed or supersededPublicInstructions or maintenance manuals of office equipment.ADMINISTRATIONADM 04300MINUTES - CITY COUNCILPermanent PublicADMINISTRATIONADM 04400MINUTES - VARIOUS BOARDS, COMMISSIONS, COMMITTEES & COUNCILSPermanent PublicIncluding Planning, HRA, EDA, Park & Recreation, Zoning, Traffic & Transportation, Charter Commission, Advisory Council, etc.ADMINISTRATIONADM 04500NEWSLETTERS - CITY GENERATEDPermanent PublicADMINISTRATIONADM 04600NEWSPAPER CLIPPINGS / SCRAPBOOKSDiscard when no longer neededPublicFor reference purposes only.ADMINISTRATIONADM 04700NOTICE OF MEETINGS - CITY COUNCIL & BOARDS & COMMISSIONS6 PublicCity-generated.ADMINISTRATIONADM 04800OATH OF OFFICE - ELECTED & APPOINTED OFFICIALS5 after service PublicSigned oaths by elected or appointed officials to various boards, commissions and committees.ADMINISTRATIONADM 04900OATH OF OFFICE - POLICE OFFICERS, COMMUNITY SERVICE OFFICERS, ANIMAL CONTROL OFFICERS, CITY STAFF WHO ISSUE CITATIONS5 after termination or retirementPublicADMINISTRATIONADM 05000ORDINANCES & RESOLUTIONS ADOPTEDPermanent PublicPage 4 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESADMINISTRATIONADM 05200ORGANIZATIONAL CHARTS - CITYUntil superseded PublicADMINISTRATIONADM 05300PETITIONS5 PublicADMINISTRATIONADM 05350PHOTOGRAPHS - CITY GENERATEDUntil no longer relevantADMINISTRATIONADM 05400POLICIES & PROCEDURESUntil superseded PublicDocuments the policies and procedures of the city.ADMINISTRATIONADM 05500PRESS RELEASES1 PublicADMINISTRATIONADM 05600PROCLAMATIONS1 after recorded or filing of actionPublicRelated to subject or action.ADMINISTRATIONADM 05700PROJECT CORRESPONDENCE6 or subject to state or federal requirementsPublicWith state and federal agencies, not including general correspondence.ADMINISTRATIONADM 05900PUBLICATIONS - CITY-GENERATEDUntil superseded PublicIncluding brochures, booklets, informational pamphlets, etc.ADMINISTRATIONADM 05950RECORDINGS - AUDIO/VIDEO3 months after minutes are approvedPublicFor non-closed meetings.ADMINISTRATIONADM 05960RECORDINGS - AUDIOLabor Negotiations 3 years; Security Information 4 years; Purchase or sale of real property 8 yearsNon-Public/PublicMS 13D.05, MS 13.37, MS 13D.03For closed meetings.ADMINISTRATIONADM 05970RECORDINGS - AUDIO/VIDEO - GENERALUntil superseded PublicIncluding entertainment, training, cable segments and other miscellaneous recordings.ADMINISTRATIONADM 05980RECORDINGS - AUDIO/VIDEO - HISTORICALPermanent PublicPage 5 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESADMINISTRATIONADM 05990RECORDINGS - AUDIO/VIDEO - PROJECTSFile with projects or keep as long as projects are retainedPublicADMINISTRATIONADM 06000SPECIAL COMMITTEE REPORTSPermanent PublicFinal reports.ADMINISTRATIONADM 06100STREET NAME CHANGE (APPROVED)Permanent PublicPetitions, studies, engineer's reports, etc.ADMINISTRATIONADM 06200STREET NAME CHANGE (NOT APPROVED)2 after recorded or filing of actionPublicPetitions, studies, engineer's reports, etc.ADMINISTRATIONADM 06300SUBSCRIPTIONS / SIGN-UPSUntil superseded Public/PrivateMS 13.356CitizenADMINISTRATIONADM 06350SURVEY / RESEARCH RAW DATAWhile active PublicADMINISTRATIONADM 06400TITLES TO MUNICIPAL VEHICLES & EQUIPMENTLength of ownership PublicADMINISTRATIONADM 06500VOLUNTEER RECORDS2 years after separationApplications, background checks, etcPage 6 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESASSESSINGASG 00050ABATEMENTS6 PublicAll documents to support a value or classification change for previous assessment year.ASSESSINGASG 00100APPLICATIONS FOR CLASSIFICATION2 PublicClass change for tax benefit.ASSESSINGASG 00200APPRAISALS - PROPERTY6 PublicTax Court.ASSESSINGASG 00300ASSESSMENT NOTIFICATION LETTERS6 PublicLetters sent out property owners regarding special assessments.ASSESSINGASG 00400CERTIFICATE OF REAL ESTATE VALUE (CRV)4 PublicElectronic Certificates of Real Estate Value are available at the MN Department of Revenue website.ASSESSINGASG 00500CLASSIFICATION LISTS1 PublicASSESSINGASG 00600DEFERMENT APPLICATIONRetain until removed or supersededPrivate/Non-PublicMS 13.51, subd. 2, MS 13.52Verifications of income, ownership, etc.ASSESSINGASG 00700DIVISIONS AND COMBINATIONS OF REAL PROPERTY5 PublicASSESSINGASG 00720EXCLUSION APPLICATIONSUntil removed or supersededPublicLegislated mandated programs administered by City.ASSESSINGASG 00750GREEN ACRE LAND & AGRICULTURE PRESERVE APPLICATIONSUntil removed or superseded.Public/PrivateMS 13.355Forms submitted by property owners to qualify for green acres and/or agriculture preserve classifications usually to obtain a tax break.ASSESSINGASG 00780HOME IMPROVEMENT VALUE EXCLUSION (THIS OLD HOUSE LAW)10 Public/PrivateMS 13.355Completed improvement application form by home owner used to defer improvement amount for a 10 year period from property taxes in whole or part on homes that are 35 years or older. (Expires 12/31/2002 - county should retain the original.)Page 7 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESASSESSINGASG 00800HOMESTEAD APPLICATION REQUESTS3 after property no longer qualifies as a homesteadPublic/PrivatePrivacy Act CFR. 405.42ASSESSINGASG 00900HOMESTEAD APPLICATIONS CARDSDestroy cards prior to 1993. Retain future cards 3 yrs. after property ceases homestead status or change of ownershipPublic/PrivatePrivacy Act CFR.405.42ASSESSINGASG 01000HOMESTEAD PRINT-OUT LIST2 PublicAnnual.ASSESSINGASG 01200INCOME INFORMATION - NON-COURT TAX DATA4 Non-Public/PrivateMS 13.51, subd.2Apartment, commercial and industrial.ASSESSINGASG 01400PARKLAND DEDICATION VALUATIONS6 PublicAppraiser's values, reports, etc.ASSESSINGASG 01500PETITIONS (COURT) - VALUATIONS6 from final resolution Public/PrivateMS 13.39Assessors reports, correspondence, etc.ASSESSINGASG 01600PROJECT FILES - SPECIAL ASSESSMENTSPermanent PublicPetitions, notifications to property owners, plans and specifications, improvement reports, and appraisals, assessment reports, etc.ASSESSINGASG 02200PROPERTY - RECORD CARDS/ASSESSMENTSPermanent PublicASSESSINGASG 02400REAL ESTATE DATA CARDS / FIELD CARDS2 PublicWorking copy.ASSESSINGASG 02800SEARCH COPIES1 PublicSpecial Assessments.ASSESSINGASG 02900SPECIAL ASSESSMENT PROJECT APPROVALS & SPECIAL BENEFIT VALUATIONSPermanent PublicASSESSINGASG 03000SPECIAL ASSESSMENT RECEIPTS AND ROLLS6 after final payment of assessment.PublicPage 8 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESASSESSINGASG 03350VALUATION CHANGE ORDER - PAPER3 PublicAfter assessment made.ASSESSINGASG 03400VALUATION LISTS2 PublicAssessment book.Page 9 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESATTORNEYATT 00200ATTORNEY OPINIONS10 Public/Private/Non-PublicMS 13.393, MS 13.39Official opinions regarding questions of legal rights or liabilities affecting operating departments.ATTORNEYATT 00300CIVIL LITIGATION FILES10 after last court activity Public/Private/ Confidential/Protected Non-PublicMS 13.39Judgements, settlements, releases, correspondence.ATTORNEYATT 00400CORRESPONDENCE - ATTORNEY6 PublicCorrespondence and reports related to the legal review of city functions such as bond issues, insurance, ordinances, contracts and grants, claims for damages.ATTORNEYATT 00500CRIMINAL LITIGATION FILES2 after last court activity Public/Private/ Confidential/Protected Non-PublicMS 13.393, MS 13.82Documents litigation involving the city. Work papers, copies of police records (originals filed with P.D.) briefs and pleadings, probation records and other court records (orig. filed with the court).ATTORNEYATT 00600INVESTIGATIVE FILES3 Public/Private/Confidential/Protected Non-PublicMS 13.39Includes requests for investigation, work papers, and final reports. Research conducted but no litigation takes place.ATTORNEYATT 00700PROPERTY FILES10 after either filing with County or last court activity or last file activityPublic/Private/ Confidential/Protected Non-PublicMS 13.39Files involving land acquisitions, condemnations, land sales, lawsuits related to property platting, registration, proceedings subsequent, title issues, assessments, land use issues, development agreements, etc. Files will include correspondence, deeds, titles, affidavits, death certificates, sale appraisals, court documents, research, attorney's opinions, abstracts, and pictures.ATTORNEYATT 00800PROSECUTION/LAW ENFORCEMENT FILESPermanent PublicReference sources and prosecution functions and techniques.Page 10 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESBONDSBON 00100APPEARANCE BONDS6 after completion of contractPublicBONDSBON 00150BONDS - CITY OFFICIALS6 after termination PublicBONDSBON 00200BOND & INTEREST COUPON REGISTER6 after payment Non-Public/PrivateMS 475.55BONDSBON 00300BOND SALE TRANSCRIPTSAfter maturity PublicResolutions, etc.BONDSBON 00400CANCELED/PAID BONDS, COUPONS & CERTIFICATES OF DESTRUCTION6 after paid/audit PublicMS 475.553BONDSBON 00500CONTRACTOR LICENSE BONDS6 after completion of contractPublicCertificate of insurance, application, etc.BONDSBON 00600FIDELITY BONDS6 after completion of contractPublicBONDSBON 00700INDEMNITY BONDS6 PublicLost stock certificates.BONDSBON 00800LICENSE BONDS6 after completion of contractPublicBONDSBON 00900PAYMENT BONDS6 after completion of contractPublicLetters of reduction, etc.BONDSBON 01000PERFORMANCE BONDS6 after completion of contractPublicLetters of reduction, etc.BONDSBON 01100PERMIT BONDS6 after completion of contractPublicLetters of reduction, etc.Page 11 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESBUILDING INSPECTIONSBUI 00100BUILDING INSPECTION RECORDS - NOT FINAL1 PublicIncludes grading, demolition.BUILDING INSPECTIONSBUI 00150BUILDING INSPECTION RECORDS - FINALLife of property PublicBUILDING INSPECTIONSBUI 00200BUILDING PLANS - COMMERCIAL, INDUSTRIAL15, or until superseded with complete set.Public/Private/Non-PublicMS 13.37, Subd. 1b, MS 541.051Includes architectural, design specifications, structural & utility plans.BUILDING INSPECTIONSBUI 00300BUILDING PLANS: RESIDENTIAL1 after completion of project.Public/Private/Non-PublicMS 13.37, Subd. 1bIncludes architectural, design specifications, structural & utility plans.BUILDING INSPECTIONSBUI 00400CERTIFICATE OF OCCUPANCYPermanent PublicBUILDING INSPECTIONSBUI 00410CERTIFICATE OF SURVEYPermanent PublicSurvey of property.BUILDING INSPECTIONSBUI 00500CODE COMPLIANCE INSPECTIONUntil new ownership PublicPoint of conveyance.BUILDING INSPECTIONSBUI 00600ELECTRICAL INSPECTION RECORDLife of Property PublicBUILDING INSPECTIONSBUI 00700FIRE INSPECTION RECORD - ANNUAL5 (Per MN State Fire Code 104.6)PublicMultiple dwelling/commercial.BUILDING INSPECTIONSBUI 00800HEATING / VENTILATION INSPECTION RECORDPermanent PublicIncludes heating, a/c, ventilating, fireplace.BUILDING INSPECTIONSBUI 00900HOUSING INSPECTION RECORD6 PublicChange of ownership, point of sale.BUILDING INSPECTIONSBUI 01000INSPECTION NOTICES TO HOMEOWNER, VIOLATOR, ETC.1 after correction unless unusual circumstances occur (i.e. environment)Public Includes inspection request correction notice, violation notice, referral form, grading site access, special inspections by third party, zoning complaints.BUILDING INSPECTIONSBUI 01100INSPECTOR REPORTS2 PublicDaily, monthly, quarterly.Page 12 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESBUILDING INSPECTIONSBUI 01200PLUMBING INSPECTION RECORDLife of Property PublicBUILDING INSPECTIONSBUI 01210RENTAL INSPECTION RECORDSUntil superseded PublicBUILDING INSPECTIONSBUI 01220SEWER AVAILABILITY REPORT2 PublicAnd supplemental documentation submitted to Met Council.BUILDING INSPECTIONSBUI 01300SIGN INSPECTION RECORDLife of Property PublicBUILDING INSPECTIONSBUI 01310SURCHARGE REPORT6 PublicSupporting documents - submitted to State.Page 13 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESCEMETERYCEM 00100AFFIDAVITS OF OWNERSHIPPermanent PublicCEMETERYCEM 00200BURIAL PERMITSPermanent PublicPermits to transfer or bury bodies.CEMETERYCEM 00300BURIAL PERMISSION FORMPermanent PublicOwner's written permission to non-owner, non-family member for burial.CEMETERYCEM 00400CORRESPONDENCE3 PublicGeneral.CEMETERYCEM 00500DEEDSPermanent PublicIncludes quit claim deeds.CEMETERYCEM 00600MINUTESPermanent PublicCemetery Board.CEMETERYCEM 00700OWNER INDEXUntil superseded PublicAlpha/Numeric Listing of lot owners.CEMETERYCEM 00800PERPETUAL CARE SERVICE LEDGERPermanent PublicCEMETERYCEM 00900PERPETUAL CARE FLOWER FUND CERTIFICATESPermanent PublicCEMETERYCEM 01000PLATPermanent PublicCemetery.CEMETERYCEM 01100RECORD OF BURIALS, TRANSFERS, ETCPermanent PublicPage 14 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESCONTRACTSCON 00050AGREEMENTS/CONTRACTS / LEASES / JOINT POWERS10 after paid and audited. PublicVarious associations doing business with the city.CONTRACTSCON 00100BIDS & SPECIFICATIONS FOR CAPITAL IMPROVEMENT - ACCEPTEDPermanent PublicBid documents, specifications, contracts, agreements & supporting papers.CONTRACTSCON 00200BIDS & SPECIFICATIONS FOR SERVICES & SUPPLIES - ACCEPTED10 after paid/audit PublicBid documents, specifications, contracts, agreements, & supporting papers.CONTRACTSCON 00400DEVELOPERS AGREEMENTS10 after release PublicCONTRACTSCON 00500EQUIPMENT CONTRACTSLength of ownership and after audit.PublicCONTRACTSCON 00600FRANCHISES GRANTED BY MUNICIPALITY5 after cancellation or expirationPublicAttorney's opinions, letters of explanation, correspondence, etc.CONTRACTSCON 00700LEASE OF REAL PROPERTY10 after expiration of lease PublicMS 13.51 subd 2fProperty leased or rented from city or by city. Copy of lease, payment record, etc.CONTRACTSCON 00800PROPERTY - MORTGAGES, OPTIONS, PURCHASE OF10 after recording or disposal of propertyPublicPage 15 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESCOURTSCTS 00000COURT RECORDSPLEASE NOTE - Except in Hennepin and Ramsey Counties, all municipal courts were abolished in 1972. Transfer municipal and justice of the peace dockets, minute books, and judgment books to the State Archives for selection and disposition.Page 16 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESELECTIONSELE 00100ABSENTEE BALLOT APPLICATION22 months. 42 USC 1974 Public/PrivateMS 203B.04, MS 203B.06, MS 203B12ELECTIONSELE 00200ABSTRACT OF ELECTION RETURNSPermanent PublicStatement of canvass.ELECTIONSELE 00300AFFIDAVITS OF CANDIDACYLength of term PublicApplication by candidates or voters to place the name of candidate on ballot.ELECTIONSELE 00400AFFIDAVITS OF PUBLICATION22 months. 42 USC 1974 PublicELECTIONSELE 00500BALLOTS22 months unless contested MS 204B.40Public/PrivateMS 13.37May include absentee, completed, voted, or rejected.ELECTIONSELE 00600BALLOTS - UNVOTEDDestroy after election is certifiedPublicELECTIONSELE 00700CAMPAIGN FINANCIAL REPORTS5 after filing date if not elected or 5 yrs/ after leaving officePublicMS 211A.02, subd. 6 for on-line posting requirementA statement or report that discloses contributions or expenditures for any candidate running for city office.ELECTIONSELE 00800CERTIFICATES OF ELECTION22 months. 42 USC 1974 PublicCertificate of election of city officers to be forwarded to the county auditor.ELECTIONSELE 00900ELECTION BOUNDARIES & PRECINCT MAPPermanent PublicResolutions, correspondence with the State, etc.ELECTIONSELE 01000ELECTION DAY FORMS22 months. 42 USC 1974 Public/PrivateMS 204B.40Various Election Day forms which may include tally sheets, election judge oaths of office, certification of election judges, flag certificates & reconciliation forms.ELECTIONSELE 01100ELECTION JUDGE WORKSHEET22 months. 42 USC 1974 PublicElection work history of each individual judge; does not include any personal information.ELECTIONSELE 01200INSTRUCTION MATERIALS FOR JUDGESUntil superseded PublicPage 17 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESELECTIONSELE 01300NOMINATING PETITIONS22 months. 42 USC 1974 Public A petition nominating a candidate for an office.ELECTIONSELE 01400OATH OF OFFICE5 after official leaves office PublicElected or appointed.ELECTIONSELE 01500OATH OF RESIDENCE / VOUCHER FORMS22 months. 42 USC 1974 PublicStatement to verify that a voter is an official resident of the precinct in which they are registering.ELECTIONSELE 01600POLLING PLACE AGREEMENTS2 after expiration PublicAn agreement with a facility to provide a location for a certain period of time.ELECTIONSELE 01700POLLING PLACE ROSTERS22 months. 42 USC 1974 Available to the public for limited purposes.MS 201.091Signatures of all voters.ELECTIONSELE 01800MASTER LISTUntil superseded Available to the public for limited purposes.MS 201.091List of all registered voters within the municipality.ELECTIONSELE 02200STATEMENT OF ECONOMIC INTEREST5 after filing date PublicPersonal financial information of candidates running for office to ensure there are no conflicts of interest.ELECTIONSELE 02300SUMMARY STATEMENT22 months. 42 USC 1974 PublicSummary statement of election results. Includes but not limited to the total number of persons registering on election day, number of signatures on voter list, &/or the total number of persons voting in the precinct.ELECTIONSELE 02400VOTER RECEIPTSDestroy after election is certifiedPublicReceipt used to obtain ballots when voting.Page 18 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESFINANCEFIN 00100ACCOUNT REPORTS - DELINQUENT & UNCOLLECTIBLE6 PublicRecord of all accounts of monies owed to the city that have not been paid or are uncollectible.FINANCEFIN 00200ACCOUNTS PAYABLE LEDGERS & JOURNALS6 PublicRecord of all accounts of monies owed to other parties by the city.FINANCEFIN 00300ACCOUNTS RECEIVABLE - LEDGERS & JOURNALS6 PublicRecord of all accounts of monies owed to the city.FINANCEFIN 00400ASSET RECORDS6 years after disposal PublicCapital, Fixed.FINANCEFIN 00800AUDIT REPORTS - EXTERNAL7 Non-PublicMS 13.37; MS 13.591Reports based on private companies for the review of tax payments.FINANCEFIN 00900AUDIT REPORTS - INTERNAL7 Public/Private/Non-PublicMS 13.392Reports based on the agencies' internal operations.FINANCEFIN 00950AUTOMATIC PAYMENT PLAN AUTHORIZATION FORM1 or until superseded Public/PrivateMS 13.37With supporting documentation.FINANCEFIN 01000BANK STATEMENTS6 PublicDeposit slips, deposit books & reconciliations.FINANCEFIN 01100BANKRUPTCY RECORDS6 PublicIndividual or vendor owing money to the city but was declared bankrupt.FINANCEFIN 01200BILLING STATEMENTS4 PublicFINANCEFIN 01310BUDGET - ANNUALPermanent PublicCity Operating Budget - General and Enterprises.FINANCEFIN 01320BUDGET REPORTS2 PublicMonthly reports, departmental breakdown of accounts.FINANCEFIN 01400BUDGET WORKPAPERS - DEPARTMENT2 PublicPage 19 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESFINANCEFIN 01500BUDGET WORKPAPERS - MASTER5 PublicFINANCEFIN 01900CAPITAL IMPROVEMENT PROGRAM10 PublicPlanned list of capital improvements.FINANCEFIN 02000CASH REGISTER TAPES1 after audit PublicItem by item list of daily transactions.FINANCEFIN 02006CHART OF ACCOUNTSUntil superseded PublicAccounting structures.FINANCEFIN 02010CHECK REGISTERPermanent PublicNumerical list of checks/vouchers issued.FINANCEFIN 02020CHECKS (CANCELED & VOIDED) ACCOUNTS PAYABLE6 Public Paid & returned checks.FINANCEFIN 02022CHECKS (ACCOUNTS RECEIVABLE)7 days Public/PrivateMS 13.37Checks received from customers submitted electronically to financial institution.FINANCEFIN 02040CHECKS (NSF) BAD CHECKS & BAD CHECKS LISTS6 PublicFINANCEFIN 02050CHECKS (DUPLICATE)4 PublicAlphabetical order of checks issued.FINANCEFIN 02060CREDIT CARD RECEIPTS - MERCHANT COPIES2 unless evidence in criminal or civil prosecutionPrivate/NonPublicMS 16A.626FINANCEFIN 02100DAILY CASH REPORTS2 PublicDaily report of routine receipts received by the city.FINANCEFIN 02200DISPOSAL OF PROPERTY6 after disposal PublicDocuments the disposal of city owned personal property.FINANCEFIN 02400ENCUMBRANCES/REVERSALS - ORDERS ISSUED4 PublicReport or document of purchase orders by number.Page 20 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESFINANCEFIN 02450EQUIPMENT INVENTORIESUntil superseded PublicList of all property owned by the city.FINANCEFIN 02500EXPENDITURE REPORTS - MONTHLY SUMMARIES2 PublicRecord of all city expenditures.FINANCEFIN 02600EXPENDITURE REPORTS - YEAR END SUMMARIESPermanent PublicRecord of all city expenditures.FINANCEFIN 02610FINANCIAL REPORTS2 PublicMonthly.FINANCEFIN 02620FINANCIAL REPORTS/STATEMENTS (ANNUAL)Permanent PublicAs audited. Comprehensive Annual Financial Report (CAFR.)FINANCEFIN 02800GAMBLING/LOTTERY MATERIAL4 Public Tickets, audit forms , reports etc.FINANCEFIN 02900GENERAL JOURNALPermanent PublicChronological listing of the city's financial transactions.FINANCEFIN 03000GENERAL LEDGERSPermanent PublicRecord of all city accounts.FINANCEFIN 03100INCOME SALES TAX RETURNS/RECEIPTS4 PublicUsed to verify & audit private companies to ensure payment of taxes.FINANCEFIN 03200INVESTMENT DOCUMENTS4 after maturity Public Record of investments made by city.FINANCEFIN 03300INVOICES - CLAIM VOUCHERS & VERIFIEDS (AR & AP)6 PublicRecord of payments & requests for payment of accounts paid by or to the city.FINANCEFIN 03400JOURNAL ENTRY SUPPORT6 PublicIncludes source documentation.FINANCEFIN 03800PURCHASE ORDERS6 PublicOfficial record documenting the purchase of goods & services.Page 21 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESFINANCEFIN 04000RECEIPTS & RECEIPT BOOKS6 PublicRecords documenting cash received by the city.FINANCEFIN 04300REQUISITIONS - DEPARTMENT COPY2 PublicOfficial record documenting the request for the purchase of goods & services.FINANCEFIN 04400REVENUE REPORTS - MONTHLY SUMMARIES2 PublicRecord of all city accounts revenue.FINANCEFIN 04500REVENUE REPORTS - YEAR END SUMMARIESPermanent PublicRecord of all city accounts revenue.FINANCEFIN 04550SALES TAX6 PublicCity sales tax collected above state tax for specific goods or services; ie lodging taxFINANCEFIN 04600TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS - DISTRICT CREATION RECORDS10 after expiration of districtPublicMS 469.1771Includes district qualification records (documentation and criteria to substantiate the eligibility and establishment of TIF district), resolutions, agreements, county certification documentsFINANCEFIN 04650TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS - FINANCIAL RECORDS10 PublicIncludes bills, invoices, receipts, vouchers, and cancelled checks. (See also FIN 04660)FINANCEFIN 04660TAX INCREMENT FINANCE (TIF) DISTRICT RECORDS - FINANCIAL RECORDS - AUDITED6 PublicMust meet certain criteria. Includes bills, invoices, receipts, vouchers, and cancelled checks if they have been part of the city's financial audit and if the following information for each TIF transaction is recorded in a ledger (electronic or paper) that is retained the life of the district plus 10 years: a) the TIF district from which the TIF revenues were generated; b) whether the expenditure was made to a parcel inside or outside the district; c) the name of the recipient of the TIF expenditure; d) detailed description of the development activity; e) the amount of the TIF expenditure; f) description of the invoices submitted for the expenditure, sufficient to tie the invoice to the qualifying activity; and g) the development purpose of the expenditure, tied to the budget of the TIF plan for the district.FINANCEFIN 04700TRAVEL EXPENSE RECORDS6 PublicDocumentation of travel cost & payments.Page 22 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESFINANCEFIN 04710TREASURER'S REPORT - MONTHLY2 PublicFINANCEFIN 04750UNCLAIMED PROPERTY RECORDS (SENT TO STATE)6 Public/PrivateMS 13.37Includes checks not cashed.FINANCEFIN 04770W-9 REQUEST FOR TAXPAYER ID NUMBER AND CERTIFICATION4 Need ClassificationNeed StatuteAccounts Payable requests this form from companies or individuals that provide a serviceFINANCEFIN 05000WORK ORDERS4 PublicUsed for job costing systems.Page 23 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESFIREFIR 00010AMBULANCE BILLING/HIPPA AUTHORIZATION FORM10Patient signs acknowledging they are financially responsible for the provided services and that they have received a copy of the Notice of Privacy Practices.FIREFIR 00020AMBULANCE EMERGENCY ROOM RECORDS10 PrivateAdmission date, patient name and address, insurance, emergency contact, doctor, birthdate.FIREFIR 00030AMBULANCE MASTER SCHEDULES6 PublicMonthly Calendar of call time - reviewed by EMSRB representative upon relicensing.FIREFIR 00040AMBULANCE PATIENT CARE REPORT - EMSRB/STATE FORM10 Public/PrivateMS 13.384, subd. 3Includes mileage, patient name and address, type of injury, incident address, destination information, vital signs, and narrative.FIREFIR 00050AMBULANCE PRE-HOSPITAL PROTOCOLSUntil supersededIncludes variances for licensing.FIREFIR 00100APPARATUS/EQUIPMENT MAINTENANCE & INSPECTION RECORDS:Life of equipment PublicFIREFIR 00200ARSON REPORTS/INVESTIGATIONSPermanent Public/ConfidentialMS 13.82, Subd. 7, MS 13.83FIREFIR 00350FA-1 FORM, APPLICATION OF STATE AID FIRE EQUIPMENT CERTIFICATE6 PublicFIREFIR 00400FIRE CODEPermanent PublicFIREFIR 00600FIRE INVESTIGATION REPORT6 unless arson, death, or hazardous materials then retain permanentlyPublic/Confidential until investigation is closed.MS 13.82, MS 13.83Used by investigators to document facts found regarding fires investigated by the FPB.FIREFIR 00700FIRE PREVENTION WEEK TOURS & DEMONSTRATION DATA1 PublicFIREFIR 01150FIRE TRUCK DAILY/WEEKLY INSPECTION SHEETS2 PublicPage 24 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESFIREFIR 01200HAZARDOUS MATERIAL ACCIDENT REPORTPermanent Public-FIREFIR 01250HAZARDOUS MATERIAL DOCUMENTS Includes Business Hazard Chemical Inventories / Tier II Reports / Hazmat Sara Title III ReportsUntil superseded PublicFIREFIR 01300INCIDENT FORM (STATE MFIRS -1)6 unless arson, death, or hazardous materials; then retain permanentlyPublicForm recording structure or vehicle incident.FIREFIR 01400INCIDENT REPORTS/FIRE RUNS10 PublicFIREFIR 01500911 RECORDINGSAt least 31 days MN Rules 7580.0600, subd. 5Public/Private/ ConfidentialMS 13.82FIREFIR 01600OCCUPANCY PERMITS/INSPECTION FILESPermanent PublicFIREFIR 01700RULES & REGULATIONS, FIRE DEPTUntil superseded PublicFIREFIR 01750TRAINING RECORDS / INDIVIDUAL CERTIFICATIONS5 after separation PublicFIREFIR 01900VOLUNTARY PERMISSION & CONSENT TO SEARCH AND SEIZEPermanent Confidential until investigation is closed; then publicMS 13.82Obtains permission to seize evidence for determining origin of fire.Page 25 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHEALTH SERVICESHEA 00100BLOOD PRESSURE PATIENT RECORDS3PrivateMS 13.384Blood pressure history of walk-in clients, or clients who have attended blood pressure clinics.HEALTH SERVICESHEA 00200CLIENT INCIDENT REPORTS7 for adults, 7 after majority for minorsPrivateMS 13.384, MS 13.46Agency reports of injuries involving clients.HEALTH SERVICESHEA 00300CLIENT INCIDENT REPORTS4 when no determination of maltreatment or need for protective custody. 10 when maltreatment or need for protective custody.PrivateMS 13.384, Subd. 5c, MS 13.82, Subd. 8, 9, MS 626.556Child abuse-investigative records and reports-investigative data maintained pursuant to MS 626.556.HEALTH SERVICESHEA 00400CLIENT INCIDENT REPORTSFALSE: 2 yrs after findings. INCONCLUSIVE :4. SUBSTANTIATED: 7 yrs after findings. NOT INVESTIGATED: 2.PrivateMS 13.384, MS 13.82, Subd. 10. MS 626.557Vulnerable adult abuse investigative records and reports-investigative data maintained pursuant to MS 626.557.HEALTH SERVICESHEA 00500CONSULTING SERVICES6 PublicInformation provided by the agency to assist in meeting health standards and licensing requirements (i.e. daycare services).HEALTH SERVICESHEA 00600CONTRACTED SERVICES6 PublicGeneral service statistics verifying the nature and scope of health services purchased by the city, including public health nursing, laboratory support, community clinics, food training, dental health.HEALTH SERVICESHEA 00700DEATH REGISTRYPermanent Public/PrivateMS 13.10Records death of patients who died on the premises.HEALTH SERVICESHEA 00800DIAGNOSTIC DISEASE INDEXPermanent PrivateMS 13.46, MS 13.384Report to the department of health.HEALTH SERVICESHEA 00900DIETARY RECORDS5 or until audited PublicHouse menu, statistics reports, modified menu, child nutrition/commodity reports, food service files, monthly usage of food and surveys.Page 26 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHEALTH SERVICESHEA 01000GRIEVANCE MECHANISM2 PublicDocuments procedure required by the department of health pursuant to MS .144.651.HEALTH SERVICESHEA 01100HEALTH FAIRS/WORKSHEET HEALTH PROGRAMS5 PublicHEALTH SERVICESHEA 01200HEALTH/MEDICAL PATIENT RECORDS7PrivateMS 13.384, MS 13.46All patient background information including, but not limited to; address, telephone, race, marital status, medical history, test results from laboratory, physical exams, medication information, doctor's notes and social service data, findings, referrals, treatments, sexually transmitted disease (STD) records, and patient contact information.HEALTH SERVICESHEA 01300HEALTH STAFF REPORTS6PrivateMS 13.384, MS 13.43Daily or monthly.HEALTH SERVICESHEA 01400HEARING SCREENING RECORDS7 after closed. If minor, then 7 after age of majorityPrivateMS 13.384, MS 13.46Records which identify the person screened along with referral information, release form, family roster, screening form and technician notes.HEALTH SERVICESHEA 01500HOME HEALTH CARE RECORDS7 after closed, if minor, then 7 after age of majorityPrivateMS 13.384, MS 13.46Records that may include name, address, family roster, referral source, nursing assessment, plan of case, medical orders, nursing notes, home health aide assignment sheets, home health aide notes of service, financial information billings.HEALTH SERVICESHEA 01600IMMUNIZATION RECORDS10 PrivateMS 13.384, MS 13.46Signed information statements, physician certification forms. Immunization history of clients, or clients who have attended preventive health clinics. Records of required immunizations.HEALTH SERVICESHEA 01700IN-SERVICE/IN-HOUSE SUMMARIES4 PublicDocuments contact and educational hours to maintain nurse's license.HEALTH SERVICESHEA 01800LABORATORY ACTIVITIES7 Public/PrivateMS 13.384, MS 13.46Summary of activity, quality control, EEG recordings and ECG recordings.Page 27 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHEALTH SERVICESHEA 01900LICENSING, CERTIFICATION AND ACCREDITATION5 Public/PrivateMS 13.384, MS 13.37, MS 13.46Accreditation materials; application; survey results; correspondence; citations, joint commission on accreditation of hospitals, Department of Health , Department of Human Services standards.HEALTH SERVICESHEA 02000PATIENT MASTER INDEXPermanent PrivateMS 13.384, MS 13.46File of clients by name - indicates birth date and other basic identifying data.HEALTH SERVICESHEA 02100PHARMACY DATA2 PublicRecords the destruction of obsolete unused drugs, manufacturing/bulk compound, after hours medication records, stock room transfers, patient medication profiles, unit medication room inspection, returns to vendors list, FDA recall records, biennial controlled substance inventory, controlled substance purchases, medication sign-out sheets, etc.HEALTH SERVICESHEA 02200PHARMACY INSPECTION REPORTS10 PublicAnnual inspection report by Board of Pharmacy.HEALTH SERVICESHEA 02300PROGRAM DESCRIPTIONS5 after program cancellationPublicDay activities, industrial therapy, recreational therapy, social planning and family programs, etc.HEALTH SERVICESHEA 02400RESEARCH DATA7 PublicAbstract sheet, research summary reports, findings, etc.HEALTH SERVICESHEA 02500STATISTICAL REPORTS10 PublicGeneral statistics on the nature and scope of services provided (admissions, surgery, etc.)HEALTH SERVICESHEA 02600TUBERCULOSIS PREVENTION & CONTROL7 after case closed. If minor, then 7 after age of majorityPrivateMS 13.384, MS 13.46Tuberculosis screening, contact investigation and home visit information: positive readings.HEALTH SERVICESHEA 02700TUBERCULOSIS PREVENTION & CONTROL2PrivateMS 13.384, MS 13.46Negative readings.HEALTH SERVICESHEA 02800VOLUNTEER RECORDS10 Public/PrivateMS 13.43Page 28 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHEALTH SERVICESHEA 02900WOMEN, INFANTS & CHILDREN (WIC) HEALTH PROGRAM6PrivateMS 13.46 Information pertaining to financial operations; voucher accountability controls and insurance; certification, fair hearing procedures.Page 29 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHRA/EDAHRA 00100ANNUAL REPORTSPermanent PublicHRA/EDAHRA 00200COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATIONS10 after federal audit Public/PrivateMS 13.462Annual breakdown of city applications and supporting materials or services.HRA/EDAHRA 00300COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)3 after loan is closed Public/PrivateMS 13.462Loans to assist low income families.HRA/EDAHRA 00400HOUSING PROGRAM GUIDELINESUntil superseded PublicSuch as HOME, CHAS, CHODO, etc.HRA/EDAHRA 00500HRA PROJECT MANAGEMENT & RENTAL AGREEMENTS6 after expiration Public/PrivateMS 13.462, MS 13.44Rent rolls, schedules, tenant income related to Title II.HRA/EDAHRA 00600HUD ADMINISTRATIVE DOCUMENTS6 PublicGrant/loan program information, correspondence, project tracking/evaluation data, program rules.HRA/EDAHRA 00700MINNESOTA HOUSING FINANCE AGENCY (MHFA HOME IMPROVEMENT LOANS3 after loan is closed Public/PrivateMS 13.462Loan data to individuals, program data, repayment schedule, reports and correspondence.HRA/EDAHRA 00800MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME PURCHASE LOANS3 after loan is closed Public/PrivateMS 13.462Participation & commitment agreements, program data, repayment schedules, reports and correspondence.HRA/EDAHRA 01100PROGRAM FILES10 after federal audit PublicCorrespondence, breakdown of projects, HUD regulations, and supporting files.HRA/EDAHRA 01200PROPERTY ACQUISITION10 after resale Public/Confidential/Protected Non-PublicMS 13.44, MS 13.585Deeds, contracts, correspondence, purchase valuation data, agreements, property data.HRA/EDAHRA 01300SECTION 8 CLIENTS3 after inactive Public/PrivateMS 13.462Subsidy data, eligibility information, application for benefits, program information and rules, reports and correspondence.HRA/EDAHRA 01400SECTION 8 REIMBURSEMENT REQUESTS6 Public/PrivateMS 13.462Page 30 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHRA/EDAHRA 01600VALUE IN EXCESS OF PURCHASE PRICE (VIEPP)2 after completion PublicHRA/EDAHRA 01700WARRANT REQUESTS10 PublicPage 31 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHUMAN RESOURCESHRS 00150AFFORDABLE CARE ACT REPORTING10 after expiration Public/PrivateMS 13.43HUMAN RESOURCESHRS 00200AFFIRMATIVE ACTION FILES7 after separation Public/Private/ ConfidentialMS 13.43, MS 13.39Sexual harassment & complaints of discrimination.HUMAN RESOURCESHRS 00300AFFIRMATIVE ACTION RECRUITMENT FORM2 Public/Private/ ConfidentialMS 13.43, MS 13.39Supplemental personnel data from job applications.HUMAN RESOURCESHRS 00400AFFIRMATIVE ACTION REPORTS5 Public/Private/ ConfidentialMS 13.43, MS 13.39Copies of reports sent to Human Rights Commission.HUMAN RESOURCESHRS 00500APPLICATIONS FOR EMPLOYMENT-NOT HIRED2 Public/PrivateMS 13.43, subd. 3HUMAN RESOURCESHRS 00600APPLICATIONS FOR PERSONS ON ELIGIBILITY LIST2 or length of eligibility if longerPublic/PrivateMS 13.43 Applications, resumes, letters of recommendation, police background investigations, etc. If hired, application etc becomes part of employee personnel file.HUMAN RESOURCESHRS 00700ARBITRATION DECISIONSPermanent Public/PrivateMS 13.43, subd. 2(b), if grievances sustained and discipline reversedHUMAN RESOURCESHRS 00750BENEFITS ENROLLMENT ELECTIONSuperseded or 5 after coverage lapses.PrivateMS 13.43Employees' medical, dental, deferred compensation, etc. election forms.HUMAN RESOURCESHRS 00800BENEFITS PLANUntil superseded or 5y after coverage lapsesPublicIncludes insurance, health care, deferred compensation, wellness plans, etc.HUMAN RESOURCESHRS 00900CERTIFICATION OF TEST/EXAMINATION RESULTS2 PublicFrom tests administered to applicants.HUMAN RESOURCESHRS 01100CLASSIFICATION STUDIES10 or until superseded whichever is laterPublicStudies which describe job duties and may rank individual city positions. See also: pay equity.HUMAN RESOURCESHRS 01150COMPENSATION PLANPermanent PublicPage 32 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHUMAN RESOURCESHRS 01200CONTRACTS/AGREEMENTS - LABOR UNIONS10 PublicContracts between city management & various labor unions including correspondence, salary schedule & personnel policies.HUMAN RESOURCESHRS 01500EMPLOYEE RECOGNITION & AWARDS PROGRAM2 PublicCorrespondence, working papers, nominations, etc.HUMAN RESOURCESHRS 01600EMPLOYEE SUGGESTION FORM1 Public/PrivateMS 13.43HUMAN RESOURCESHRS 01650DRUG AND ALCOHOL TESTING RESULTS1 for records of negative and canceled drug tests, records of alcohol tests with a result below .02 bac (49CFRss382.401). 5 for alcohol test results greater than .02 bac verified positive controlled substance test results, documentation of refusal to test, calibration documentation, driver evaluations and referrals.PrivateMS 13.43; MS 181.954Includes commercial drivers licenses (cdl's), controlled substance test results, drivers evaluations, etc. Pre-employment and on-going.HUMAN RESOURCESHRS 01660DRUG AND ALCOHOL TESTING RESULTS DOT RANDOM1 for negatives; 5 for positivesPrivateMS 13.43HUMAN RESOURCESHRS 01680EMPLOYEE SURVEYS1 PublicHUMAN RESOURCESHRS 01700EQUAL EMPLOYMENT OPPORTUNITY REPORTS/SUMMARY DATA3 Public29 CFR 1602.30(EEO REPORTS) Reports sent to Federal Government.HUMAN RESOURCESHRS 01800EXAMINATION FILE2 or length of eligibility PrivateMS 13.43Completed exams administered to applicants, & promotional exams administered to employees.HUMAN RESOURCESHRS 01850FAMILY MEDICAL LEAVE DOCUMENTS (FMLA)5 after separation (29 CFR ss825)PrivateMS 13.43Should be retained in the medical file rather than employee personnel file.Page 33 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHUMAN RESOURCESHRS 01900GRIEVANCE FILES5 after termination Public/PrivateMS 13.43Formal written employee grievance and/or complaint filed under a labor agreement or personnel rules, and received by city.HUMAN RESOURCESHRS 02000EMPLOYMENT ELIGIBILITY VERIFICATION / I-9 FORM3 after date of hire, or 1 after separation, whichever is laterPrivateMS 13.43Verifies status of citizenship or naturalization.HUMAN RESOURCESHRS 02200JOB / POSITION DESCRIPTIONSPermanent PublicPersonnel department retains a position description history on the various positions within the city.HUMAN RESOURCESHRS 02300LABOR UNION - DISPUTESPermanent PublicBetween union and city or government agency.HUMAN RESOURCESHRS 02400LABOR UNIONS - NEGOTIATING DATA10 Public/Private/Non-PublicMS 13.37HUMAN RESOURCESHRS 02700PAY EQUITY IMPLEMENTATION REPORT10 PublicState mandated report filed with Dept of Employee Relations consisting of pay and job class information.HUMAN RESOURCESHRS 02800PAY EQUITY PROFILESUntil superseded PublicHUMAN RESOURCESHRS 02900PAY EQUITY QUESTIONNAIRE BOOKS3 PublicQuestionnaires used to rank individual positions.HUMAN RESOURCESHRS 03000PAY EQUITY PLAN/SUMMARYPermanent PublicHUMAN RESOURCESHRS 03100PAY EQUITY WORKPAPERSUntil superseded PublicHUMAN RESOURCESHRS 03300PERSONNEL FILES5 after termination or separationPublic/PrivateMS 13.43Includes relevant records on each employee such as applications, references, performance evaluations, job performance appeals, job descriptions, reprimands, resignation letters, exit interviews, etc.Page 34 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHUMAN RESOURCESHRS 03400POLICIES & PROCEDURES/RULES & REGULATIONSPermanent PublicFor human resource function, includes annual leave program, hiring procedure file, etc.HUMAN RESOURCESHRS 03450STUDENT LOAN FORGIVENESS FORMS10 PrivateMS 13.43HUMAN RESOURCESHRS 03500RECRUITMENT FILES2 Public/PrivateMS 13.43Records that relate to posting, recruitment, selection & appointment to each city position. Includes Affidavit of Publications and eligibility reports.HUMAN RESOURCESHRS 03600REPRIMANDS/DISCIPLINARY ACTION5 after employee's termination.Public/PrivateMS 13.43HUMAN RESOURCESHRS 03700REQUISITIONS FOR PERSONNEL2 PublicHUMAN RESOURCESHRS 03750SALARY DETERMINATION FOR NON-UNION EMPLOYEES10 after superseded PublicAnnual salary schedule for all non-union employees.HUMAN RESOURCESHRS 04000UNEMPLOYMENT CLAIMS/COMPENSATION6 Public/PrivateMS 13.43HUMAN RESOURCESHRS 04050VETERANS PREFERENCE ELECTION FORM2 if not hired. 5 after separation if hired.PublicMS 13.43, Subd. 3Veterans Preference Act.HUMAN RESOURCESHRS 04100WAGE ASSIGNMENTS10 after superseded Public/PrivateMS 13.43Letters, correspondence, etc.HUMAN RESOURCESHRS 04200EMPLOYEE MEDICAL RECORDS5 years after separation from cityPrivateMS 13.43Any information concerning the health status of an employee which is made or maintained by a physician, nurse, or other health care personnel, or technician, including medical & employment questionnaires or histories, medical exams, medical opinions, descriptions of treatments and prescriptions, and employee medical complaints.HUMAN RESOURCESHRS 04400INFECTIOUS DISEASE & OCCUPATIONAL EXPOSURE FILES30 after separation Public/PrivateMS 13.43Files on each employee dealing with safety & training on diseases such as hepatitis & AIDS. Should not be kept in employee personnel file.Page 35 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESHUMAN RESOURCESHRS 04500OSHA - CITATIONS OF PENALTY2 after violation has been correctedPublicNotifications of Violations by the City.HUMAN RESOURCESHRS 04600OSHA REPORTS5 Public/PrivateMS 13.43Incident Reports and Annual SummaryHUMAN RESOURCESHRS 04700OSHA - EMPLOYEE EXPOSURE RECORDS30 after separation Public/PrivateMS 13.43Any information concerning employee exposure to toxic substances or harmful physical agents.HUMAN RESOURCESHRS 04800SAFETY COMMITTEE AGENDA & MINUTESPermanent PublicHUMAN RESOURCESHRS 04900SAFETY MANUALUntil superseded PublicHUMAN RESOURCESHRS 05100SIGN UP SHEETSMandatory - 5 Not Mandatory - as neededPublicList of employees participating in each training program.HUMAN RESOURCESHRS 05300TRAINING MATERIALSUntil superseded or 5 years after training program becomes obsolete.PublicReference & class material including articles, handouts, manuals used in each training session.HUMAN RESOURCESHRS 05400TRAINING RECORDS - FOR EACH INDIVIDUAL5 after separation PublicRecords on training that may be retained in employee personnel file. Includes Right-to-Know and Sexual Harassment.Page 36 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESINSURANCEINS 00100APPLICATIONS FOR INSURANCE3 PublicTo City's insurance provider.INSURANCEINS 00400CERTIFICATES OF INSURANCE6 after expiration PublicINSURANCEINS 00450CLAIMS6 after final settlement except those involving a minor, save until minor turns 19.Public/PrivateMS 13.43Claims filed by or against the city.INSURANCEINS 00500EMPLOYEE DISHONESTY/SURETY BONDS6 after expiration PublicCorporate or personal - to cover any officer or employee, also known as "Faithful Performance Bond."INSURANCEINS 00650FIRST REPORT OF INJURY6, MS 176.151; 20 if maintained with worker's compensation file.Public/PrivateMS 13.43INSURANCEINS 00700INSURANCE AGENTS' SERVICE AGREEMENT6 after expiration PublicINSURANCEINS 01100LONG TERM DISABILITY (LTD)6 after final settlement. PrivateMS 13.43Claims filed by employee for a long term disability insurance program.INSURANCEINS 01240POLICIES - ALL INSURANCE POLICIES6 after expiration PublicIncludes, but not limited to: auto, boiler & machinery, general liability, life, liquor liability, police professional liability, property, inland marine and workers' compensation.INSURANCEINS 01450SHORT TERM DISABILITY (STD)6PrivateMS 13.43Claims filed by employee for a short term disability insurance program.INSURANCEINS 01550WORKERS' COMPENSATION CLAIMS20 PrivateMS 176.231Injury reports and correspondence dealing with injuries, chemical or hazardous exposure. If infectious disease retain 30 years per HRS 04400.INSURANCEINS 01600WORKERS' COMPENSATION CLAIM REGISTERPermanent PublicMS 176.231Page 37 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESLIBRARYLIB 00100ANNUAL REPORT OF THE LIBRARY BOARDPermanent PublicLIBRARYLIB 00200AUDIO VISUAL / TECHNOLOGY EQUIPMENT CHECKOUT RECORDSWhile library card is active PrivateMS 13.40Records of technology equipment returned damaged or late.LIBRARYLIB 00300BOOKMOBILE RECORDSSchedules: Until superseded. Equipment records: Life of equipment plus audit. For circulation Records see "Circulation Records", LIB 00500, in Library retention schedule.Public/PrivateMS 13.40Schedules, circulation records, equipment, etc.LIBRARYLIB 00400CATALOGSUntil superseded PublicAuthors, title, subject.LIBRARYLIB 00500CIRCULATION RECORDSRetain cards & computer entries until superseded. retain annual stats permanently. Other stats 2 yrs.Public/PrivateMS 13.40Includes cards, computer entries, & statistical reports.LIBRARYLIB 00600COPYRIGHT COMPLIANCE RECORDS5 PublicLIBRARYLIB 00700DONOR RECORDSPermanent Public/Private or Non-PublicMS 13.792 Includes gifts.LIBRARYLIB 00800FINES & SERVICE CHARGE RECORDSUntil paid Public/PrivateMS 13.40LIBRARYLIB 00900LIBRARY CARDUntil superseded Public/PrivateMS 13.40LIBRARYLIB 01000LOANS-INTER LIBRARYUntil superseded Public/PrivateMS 13.40Loans of materials received to and from libraries.LIBRARYLIB 01100LOST ITEM REIMBURSEMENT RECORDS3 Public/PrivateMS 13.40Page 38 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESLIBRARYLIB 01200MEETING ROOM REQUEST2 PublicLIBRARYLIB 01500NEWSLETTERS2 PublicGenerated by library.LIBRARYLIB 01600OVERDUE & DAMAGED LIBRARY MATERIAL RECORDS2 or until paid Public/PrivateMS 13.40Material returned that was overdue or damaged if amount of damage or fine was not paid.LIBRARYLIB 01700PETTY CASH REPORTS6 Public/PrivateMS 13.37LIBRARYLIB 01800PUBLICITY2 PublicIncludes news releases & public service announcements generated by library.LIBRARYLIB 01900SHELF LIST / INVENTORYUntil superseded PublicLIBRARYLIB 02000SPECIAL EVENTS & PROGRAMS2 PublicLIBRARYLIB 02100STUDIES & REPORTSPermanent PublicIncludes surveys, statistical reports, consultant reports, etc.LIBRARYLIB 02200VOLUNTEER GROUPS RECORDSPermanent PublicMinutes, scrapbooks, & other records of Friends of the Library groups, etc.LIBRARYLIB 02300VOLUNTEER PERSONNEL RECORDS5 after volunteer period endsPublic/PrivateMS 13.43LIBRARYLIB 02400WORK SCHEDULE FILES2 Public/PrivateMS 13.43Hours worked, vacation, leaves taken.Page 39 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESLIQUOR STORELIQ 00100ADVERTISING FLYERS1 PublicAdvertising Flyers.LIQUOR STORELIQ 01000INVENTORY SHEETS2 PublicLIQUOR STORELIQ 01100PRICE LISTUntil superseded PublicLIQUOR STORELIQ 01400SALES REPORTS2 PublicDaily, Monthly.Page 40 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPARKS AND RECREATIONP&R 00100ACKNOWLEDGMENT & WAIVER OF LIABILITY7 PublicPARKS AND RECREATIONP&R 00200ACTIVITIES - BROCHURESRetain permanently PublicPARKS AND RECREATIONP&R 00300ACTIVITIES FLYERS1 PublicPARKS AND RECREATIONP&R 00400ANNUAL REPORTSPermanent PublicPARKS AND RECREATIONP&R 00700DAILY REPORTS (DEPARTMENT COPY)1 PublicPARKS AND RECREATIONP&R 00900DEPARTMENT RULES & REGULATIONSUntil superseded PublicIncludes parks, beaches, pools, skating rinks, & general use.PARKS AND RECREATIONP&R 01000FEE WAIVER SHEETS2PrivateMS 13.462For low income participants.PARKS AND RECREATIONP&R 01100MAILING LISTSUntil superseded PrivateMS 13.548Program participants.PARKS AND RECREATIONP&R 01400PARK ACQUISITIONSPermanent PublicThrough bonds or CDBG.PARKS AND RECREATIONP&R 01500PARK MASTER PLANPermanent PublicPARKS AND RECREATIONP&R 01600PARTICIPATION DATA2 PublicCount of participants using service/activity.PARKS AND RECREATIONP&R 01700PERMITS2 PublicFor use of school facilities, park use, equipment, picnic sites & ball fields by citizens.PARKS AND RECREATIONP&R 01800POOL/BEACH PASS FORMS1 PublicPage 41 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPARKS AND RECREATIONP&R 01950PROGRAM FILES3 PublicRecords relating to programs, events and activities.PARKS AND RECREATIONP&R 02000REGISTRATION FORMS2 unless subject to state or federal grant requirementsPublic/PrivateMS 13.548Includes participant information forms. If includes waiver of liability, see P&R 00100.PARKS AND RECREATIONP&R 02100RENTAL AGREEMENTS / CONTRACTS5 after expiration PublicFor park & recreation facilities usage.PARKS AND RECREATIONP&R 02200REPORTS OF INJURIES OF PARTICIPANTS6 Public/PrivateMS 13.37, MS 13.548Incident Reports.PARKS AND RECREATIONP&R 02300ROSTER2PrivateMS 13.548Names of participants.PARKS AND RECREATIONP&R 02400SCHEDULES1 PublicOf games.PARKS AND RECREATIONP&R 02450PARK & REC SECURITY TAPESUntil superseded (unless accident or injury)Public/PrviateMS 13.37, MS 13.548PARKS AND RECREATIONP&R 02500SUPPLY EQUIPMENT LISTSUntil superseded PublicPARKS AND RECREATIONP&R 02600TICKET SALES REPORTS6 PublicOriginals.PARKS AND RECREATIONP&R 02700TRANSPORTATION SERVICEUntil superseded Public/PrivateMS 13.548List of people who use the transportation service.Page 42 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPAYROLLPAY 00100AUTHORIZATION FORMS6 after inactive PrivateMS 13.43Voluntary (union dues, charitable contributions, employee club, credit union).PAYROLLPAY 00200BENEFIT / CAFETERIA PLAN RECORDS6PrivateMS 13.43Flex plans and section 125 reports, election forms, reimbursement forms etc.PAYROLLPAY 00300CANCELED & VOIDED PAYROLL CHECKS6 Public/PrivateMS 13.43Paid and returned checks.PAYROLLPAY 00400CHANGE FORM (PAYROLL COPY)1 Public/PrivateMS 13.43Original retained in personnel file: salary, position, grade level, address, leave of absence, etc.PAYROLLPAY 00420DIRECT DEPOSIT AUTHORIZATIONSUntil superseded Public/PrivateMS 13.37, MS 13.43PAYROLLPAY 00450EMPLOYERS QUARTERLY FEDERAL TAX RETURN6 Public (Federal Tax Form 941)PAYROLLPAY 00500GARNISHMENTS6PrivateMS 13.43Child support/spousal maintenance.PAYROLLPAY 00600INSURANCE PREMIUM REPORT6 PublicMonthly statement of employees' premiums.PAYROLLPAY 00800PAYROLL REPORTS6 Public/PrivateMS 13.43Detailed register of current & year-to-date salaries, gross to net, and benefit hours used.PAYROLLPAY 00900PAYROLL LEDGER / JOURNALPermanent Public/PrivateMS 13.43Payroll history, year-end reportPAYROLLPAY 01000PAYROLL REPORTS - STATE & FEDERAL10 Public/PrivateMS 13.43 State withholding, federal withholding, & FICA.PAYROLLPAY 01100PAYROLL WORKSHEETS6 Public/PrivateMS 13.43Page 43 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPAYROLLPAY 01200PENSION & RETIREMENT REPORTS10 Public/PrivateMS 13.43Deferred comp, etc.PAYROLLPAY 01300PERA REPORTS / PENSION FILESPermanent Public/PrivateMS 13.43Includes form letters and reports.PAYROLLPAY 01350QUARTERLY WITHHOLDING TAX RETURN6 Public State Form MW-1.PAYROLLPAY 01400TIME SHEETS6 Public/PrivateMS 13.43 Originals or electronic.PAYROLLPAY 01500VACATION & LEAVE REQUESTS3 Public/PrivateMS 13.43Reports/slips.PAYROLLPAY 01600W-2 STATEMENTS - EMPLOYERS COPY6 Public/PrivateMS 13.43PAYROLLPAY 01700W-3 STATEMENTS6 Public/PrivateMS 13.43PAYROLLPAY 01800W-4 FORM - ORIGINALS5 Public/PrivateMS 13.43PAYROLLPAY 01900WORKERS COMP PROOF OF PAYMENT6 PublicPAYROLLPAY 020001099 MISCELLANEOUS INCOME6 Public/PrivateMS 13.43Page 44 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPERMITS/ LICENSESPER 00100ANIMAL & PET LICENSE APPLICATIONS OR PERMITS2 after expiration PublicPERMITS/ LICENSESPER 00200APPLICATIONS - NOT APPROVED1 Public/Private/Non-PublicSee individual permit/licenseRefers to various applications in this section.PERMITS/ LICENSESPER 00300BICYCLE LICENSE OR PERMIT2 after expiration PublicCity copy.PERMITS/ LICENSESPER 00400BILLIARD (POOL HALL) LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 00500BOWLING ALLEY LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 00600BUILDING PERMITS - COMMERCIALPermanent Public/Non-PublicMS 13.37Applications, summary data etc.PERMITS/ LICENSESPER 00700BUILDING PERMITS - RESIDENTIAL5 after expiration Public/Non-PublicMS 13.37Applications, summary data etc.PERMITS/ LICENSESPER 00800BURNING PERMITS - RESIDENTIAL1 after expiration PublicPERMITS/ LICENSESPER 00900CARNIVAL LICENSE APPLICATIONS6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 01000CIGARETTE/TOBACCO/ETC. LICENSES & APPLICATIONS6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 01100CONTRACTOR REGISTRATIONS6 after expiration PublicLicense issued through MN Dept. of Labor & Industry.PERMITS/ LICENSESPER 01200DANCE/PARADE/PUBLIC GATHERING/SPECIAL EVENT PERMITS2 after expiration PublicPERMITS/ LICENSESPER 01300DOCK LICENSES2 after expiration Public/PrivateMS 270C.72, Subd. 4To use public parks, streams, etc.PERMITS/ LICENSESPER 01350DOMESTIC PARTNERSHIPS2 after termination PublicPage 45 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPERMITS/ LICENSESPER 01410ELECTRICAL PERMIT2 after expiration PublicPERMITS/ LICENSESPER 01600EXCAVATION/RIGHT-OF-WAY PERMITS2 after expiration PublicIncludes land alteration permits.PERMITS/ LICENSESPER 01700FIRE EXTINGUISHER SERVICE LICENSE2 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 01800FIREWORKS PERMIT & LICENSE2 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 01850FOOD ESTABLISHMENT LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 01900GAMBLING LICENSES & REPORTS4 after expiration Public/PrivateMS 349.19, Subd 6; MS 270C.72, Subd. 4PERMITS/ LICENSESPER 01920GAS FITTERS LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 01930HEATING, VENTILATION, AIR CONDITIONING PERMIT2 after expiration PublicMechancialPERMITS/ LICENSESPER 02000HOTEL & MOTEL LICENSES6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 02020HUNTING/SHOOTING PERMIT6 after expiration Public/PrivateMS 13.37PERMITS/ LICENSESPER 02050INSPECTION RECORDS OF LICENSED FACILITIES2 after expiration PublicRestaurants, public pools, etc.PERMITS/ LICENSESPER 02100LIQUOR LICENSE6 after expiration Public/PrivateMN Rules 7515.0440, Subd. 5; MS 270C.72, Subd. 4All types of licenses pertaining to alcohol, including required application data.Page 46 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPERMITS/ LICENSESPER 02200MASSAGE LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4; MS 270C.72, Subd. 4PERMITS/ LICENSESPER 02300MECHANICAL AMUSEMENT DEVICE LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4Video games, pinball machines, etc.PERMITS/ LICENSESPER 02400MOTOR VEHICLE LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4Sales and rental.PERMITS/ LICENSESPER 02500MOVING PERMIT2 after expiration PublicPERMITS/ LICENSESPER 02510PARKING METER REPORTS/RECORDS2 after expiration PublicPERMITS/ LICENSESPER 02520PARKING PERMIT2 after expiration PublicPERMITS/ LICENSESPER 02600PAWNBROKERS / PRECIOUS METAL / SECOND-HAND DEALER LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 02700PEDDLER'S, TRANSIENT MERCHANTS & SOLICITORS LICENSE2 after expiration Public/PrivateMS 270C.72, Subd. 4Includes mobile food units.PERMITS/ LICENSESPER 02800PLASTERING LICENSE2 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 02810PLUMBER'S REGISTRATION6 after expiration PublicAnnual license issued through MN Dept. of Labor & Industry.PERMITS/ LICENSESPER 02900PLUMBING PERMITS2 after expiration PublicPERMITS/ LICENSESPER 03000POOL LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 03010PUBLIC PROPERTY USE APPLICATIONS2 after expiration PublicPage 47 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPERMITS/ LICENSESPER 03020RENTAL APPLICATION/LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4Multiple dwelling.PERMITS/ LICENSESPER 03100SAUNA LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 03110SEXUALLY ORIENTED BUSINESS LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 03120SIGN PERMIT2 after expiration PublicPERMITS/ LICENSESPER 03200SOLID WASTE, GARBAGE, REFUSE AND RECYCLERS LICENSE/PERMIT6 after expiration Public/PrivateMS 270C.72, Subd. 4Bonds, certificate of insurance, etc.PERMITS/ LICENSESPER 03300STREET USE PERMIT2 after expiration PublicPERMITS/ LICENSESPER 03400TAXI LICENSES6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 03410THEATER LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 03420TREE TRIMMING/REMOVAL LICENSE6 after expiration Public/PrivateMS 270C.72, Subd. 4PERMITS/ LICENSESPER 03450WETLAND RECORDS10 after expiration PublicMN Rules 8420.0100; 0200. 2.GReplacement plan requirements, exemptions, certifications, permits, etc.PERMITS/ LICENSESPER 03500WRECKING PERMIT2 after expiration PublicPage 48 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPLANNINGPLZ 00100ANNEXATION RECORDSPermanent PublicPLANNINGPLZ 00200CERTIFICATE OF FILING LAND USE CONTROLPermanent PublicC.U.P. & variance. Document retained by counties.PLANNINGPLZ 00300COMPREHENSIVE PLANPermanent PublicLand use plan.PLANNINGPLZ 00400CONDITIONAL USE PERMIT FILEPermanent PublicApplication, planning report, Planning Commission and City Council action, copy of permit, resolutions, etc.PLANNINGPLZ 00500DEEDSPermanent PublicOriginals stored in clerks office.PLANNINGPLZ 00600EASEMENTSPermanent PublicGrant of Easements to city.PLANNINGPLZ 00700EASEMENTS - TEMPORARYRetain until project completion unless filed with project filePublicPLANNINGPLZ 00800MAPS & HALF SECTIONUntil superseded PublicPLANNINGPLZ 01100PETITIONS RELATING TO ZONING REQUESTS6 PublicPLANNINGPLZ 01200PLANNING CASE FILEPermanent PublicIncludes reports documenting the activity or development of a specific parcel of land.PLANNINGPLZ 01300PLAT FILES - FINAL PLATPermanent PublicIncludes subdivisions files, final plat, application, council review, planning commission review, studies, etc.PLANNINGPLZ 01400PLAT FILES - PRELIMINARY PLAT10 PublicPLANNINGPLZ 01500REAL PROPERTY APPRAISALSLength of ownership Public/ConfidentialMS 13.44Page 49 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPLANNINGPLZ 01600REAL PROPERTY - BIDS & ESTIMATES20 after disposal of propertyPublic/Non-PublicMS 13.44, subd. 3B, MS 13.37, MS 13.591Appraisal report, certificates, etc.PLANNINGPLZ 01700REZONING FILEPermanent PublicPLANNINGPLZ 01800SIGN PLAN VARIANCES / APPROVALS / INSPECTION RECORDSPermanent PublicPLANNINGPLZ 01900SITE PLAN FILE - APPROVEDPermanent PublicPLANNINGPLZ 02000SITE PLAN FILE - NOT APPROVED10 PublicPLANNINGPLZ 02100SPECIAL USE PERMIT FILEPermanent PublicPLANNINGPLZ 02200SURVEYS, PROPERTYPermanent PublicPLANNINGPLZ 02300VACATION FILESPermanent PublicPLANNINGPLZ 02400VARIANCE FILESPermanent PublicPLANNINGPLZ 02500ZONING FILESPermanent PublicPage 50 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPOLICEPOL 00100ANNUAL REPORTS - POLICE DEPARTMENTPermanent PublicPOLICEPOL 00200AUCTION3 PublicRecords or department copy of contracts.POLICEPOL 00240BACKGROUND CHECK30 days Non-PublicMS 299C.10Local records check on individual (i.e. employment, adoptions).POLICEPOL 00250BACKGROUND CHECK3 years PublicSecond party dissemination log.POLICEPOL 00300BUREAU OF CRIMINAL APPREHENSION REPORTS5 years Public/PrivateMS 13.82, MS 260B.171Annual reports of local law enforcement activities compiled by BCA and returned to local department. BCA does not maintain copies of these reports.POLICEPOL 00350CERTIFICATION FOR PEACE OFFICERS FOR STATE AID APPLICATION3 Public/PrivateMS 13.43State form PA-1.POLICEPOL 00400DEPARTMENT OF CORRECTIONS - ANNUAL REPORT5 Public/PrivateMS 13.82Report of all bookings for jurisdiction. Note: pertains to holding facilities.POLICEPOL 00410DIRECTED PATROLS1 PublicMS 13.82, Subd. 3Resident or community requests for patrolling specific areas.POLICEPOL 00450EMERGENCY PLAN / CIVIL DEFENSE FILESUntil superseded Public/PrivateMS 13.37POLICEPOL 00470EQUITABLE SHARING RECORDS5 Need ClassificationNeed StatutePOLICEPOL 00500FINGERPRINT RECORDS5 after separation PrivateMS 13.43Sworn officers and police personnel.POLICEPOL 00510FINGERPRINT RECORDS1 after separation Public/PrivateMS 13.43For janitors or persons accessing secured areas without supervision.Page 51 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPOLICEPOL 00600INTERNAL INVESTIGATION5 after separation Public/Private/ ConfidentialMS 13.39, MS 13.43, MS 13.82, MS 13.825Case files & reports.POLICEPOL 00700LIABILITY RELEASES1 PublicFor services rendered (I.e. lock outs, ride alongs, etc.)POLICEPOL 00800LOG SHEETS2 Public/Private/ ConfidentialMS 13.82Officers.POLICEPOL 00910PAWN SHOP RECORDSPublicRecords are kept by Pawn Shop store. The only records the Police Department may keep are the pawn shop requests to check whether an item is stolen, however, record is typically discarded after the check.POLICEPOL 01000POLICE CLEARANCE LETTERS / NOTARIZED NAME SEARCH3 Public/PrivateMS 13.87Criminal history on individual within jurisdiction.POLICEPOL 01500PUBLIC ASSISTANCE VOUCHER RECORDS1PrivateMS 13.462Copies.POLICEPOL 01600REQUEST TO INSPECT POLICE REPORT30 days PublicPOLICEPOL 01700STATISTICAL REPORTS / SUPPLEMENTAL REPORTS1 PublicPursuit, bias crime, officer killed or assaulted, supplemental homicide. Original filed with state.POLICEPOL 01750TRAINING RECORDS & REPORTS FOR OFFICERS5 after separation Public/PrivateMS 13.43Includes summary of officer's training history.POLICEPOL 01800ANIMAL CONTROL STATISTICAL REPORTS1 PublicPOLICEPOL 01900ANIMAL IMPOUND/RELEASE1 PublicPOLICEPOL 01950DANGEROUS DOG LICENSE2 after deceased Public/PrivateMS 13.37Page 52 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPOLICEPOL 02100BICYCLE SAFETY2 PublicBike patrol, rodeos, etc.POLICEPOL 02150COMMUNITY CRIME PREVENTION PROGRAMS1 after participation ceases Public/PrivateMS 13.37Neighborhood Crime Watch, D.A.R.E., etc.POLICEPOL 02600OPERATION I.D.Permanent Public/Private or Non-PublicMS 13.37POLICEPOL 02700911 RECORDINGS31 days per MN Rule 7580.0600 subd. 5Public/PrivateMS 13.82, Subd. 4POLICEPOL 02800RADIO LOGS / CAD7PrivateMS 13.82Dispatcher.POLICEPOL 02900ACCIDENT REPORTS3 Public/Private/ ConfidentialMS 13.82, Subd. 6, MS 169.09, Subd. 13Automobile (State Report) Includes date, time, place of action, vehicles involved, drivers of vehicles, a brief factual reconstruction of events associated with the action, names and addresses of witnesses names and addresses of any victims or casualties and response or report number. Damage greater than $1000.POLICEPOL 02950ACCIDENT - DRIVER EXCHANGE REPORT3 Public/Private/ ConfidentialMS 13.82, Subd. 6, MS 169.09, Subd. 13Damage under $1000.POLICEPOL 03000ARREST REPORTS7; if felony, permanent per MS 299C.12Public/PrivateMS 13.82, Subd. 2, MS 260B.171Adult/Juvenile: includes date, time, place of action, any resistance encountered, any pursuit engaged, whether any weapons were used, the charge, arrest or search warrants or legal basis for action, the identities of agencies, units within agencies and individual persons taking the action, whether and where the individual is being held in custody or is being incarcerated by the agency, the date, time and legal basis for any transfer of custody and identification of agency or person who received custody, the date, time and legal basis for any release from custody or incarceration, the name, age, sex and last known address of any adult person or the age and sex of any juvenile person cited arrested or incarcerated or otherwise substantially deprived of his liberty, whether the agency employed wiretaps or other eavesdropping techniques, the manner in which the agencies received the information that led to the arrest, and the response or report number.POLICEPOL 03100BAIL RECEIPTS7 Public/PrivateMS 13.82Page 53 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPOLICEPOL 03300CASE FILES/OFFENSE REPORTS - ADULT7; if death investigation, see POL 03700Public/PrivateMS 13.82Includes individual's name, date of birth, time of occurrence, date and place of action, description of what happened, location, whether any weapons were used, ICR's, statistical data, and other pertinent data.POLICEPOL 03400CASE FILES / OFFENSE REPORTS - JUVENILE7; if death investigation, see POL 03700Non-public/Private/ ConfidentialMS 13.82, MS 260B.171Includes individual's name, date of birth, time of occurrence, and place of action, description of what happened, location, whether any weapons were used, and other pertinent data.POLICEPOL 03500CITATION/TICKETS3 PublicPOLICEPOL 03600CRIMINAL RECORD CHECK / SECONDARY DISSEMINATION3 Public/Private/ ConfidentialMS 13.87Log recording criminal history queries via state computer sent to another agency.POLICEPOL 03700DEATH INVESTIGATIONPermanent PrivateMS 13.82Any case file or any investigation involving a death.POLICEPOL 03740EVIDENCE / PROPERTY LOGS1 year Public/PrivateMS 13.82POLICEPOL 03750EVIDENCE/PROPERTY INVENTORY REPORTS7Private MS 13.82Property which has been found, confiscated, seized, etc.POLICEPOL 03800FINGERPRINT RECORDS7 Confidential while investigation is active; after that Public; If junenile, not public.MS 13.82, subd 7Criminal.POLICEPOL 03820FORFEITURE FORMS3 Public/Private/Non-PublicMS 13.82, Subd. 20POLICEPOL 03900FIREARM APPLICATION / PERMIT / TRANSFER6Private MS 13.87Includes application to purchase.POLICEPOL 04100ICR's7 Public/PrivateMS 13.82Initial complaint reports.Page 54 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPOLICEPOL 04200INTOXILYZER TEST RESULTSPublic/Private/ ConfidentialMS 13.82, Subd. 2 and Subd. 7Original record maintained by the BCA. Department copy retained in accordance with the item they relate to (I.e. case file or arrest report.)POLICEPOL 04500MASTER NAME FILE7 after last contact Public/Private/ ConfidentialMS 13.82Adult.POLICEPOL 04600MASTER NAME FILE7 after last contact PrivateMS 260B.171Juvenile.POLICEPOL 04700MUG SHOTS-ADULT7 PublicPOLICEPOL 04720MUG SHOTS-JUVENILE7 or when child reaches 19 (MS 260B.171 subd.5c)PrivatePOLICEPOL 04820TRAFFIC MONITORING DEVICES2 PublicMS 13.82Log recording instrument used, locations, description of vehicle (license number, make & model). Logs and certificate of accuracy for devices used for vehicle speed control including but not limited to Radar, Laser or Stalker.POLICEPOL 04840REPOSSESSION LOGS30 days Private/Non-PublicMS 13.82, Subd. 20POLICEPOL 04870VALIDATION REPORTS (from State)1 Private/Non-PublicMS 13.82, Subd. 20For example, regarding stolen property.POLICEPOL 04900VEHICLE IMPOUNDS7 PublicAbandoned, seized, etc.POLICEPOL 05200ADMISSION RELEASE RECORDS2 after inmate is dischargedPublic/PrivateMS 13.82Booking records.POLICEPOL 05300FOOD SERVICE RECORDS1 PublicJail /lock-up.POLICEPOL 05350JAIL INSPECTION LOGS2 Public/ConfidentialMS 13.82Includes daily, annual and bi-annual logsPage 55 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPOLICEPOL 05400JAIL REGISTERPermanent Public/PrivateMS 260B.171Log of individuals held at facility.POLICEPOL 05500PRISONER PROPERTY RECEIPTS2 Public/PrivateMS 13.85POLICEPOL 05810AUDIO & VIDEO RECORDING INVENTORY LOGPermanent PublicAn inventory of evidentiary audio & video recordings.POLICEPOL 05820DICTATED & AUDIO RECORDED REPORTSUntil transcription is approvedPublic/Private/ ConfidentialMS 13.82Audio recordings of officers reports which are subsequently transcribed into written report.POLICEPOL 05830AUDIO & VIDEO RECORDINGS - EXTRANEOUSEnd of daily shift PublicMS 13.82Audio & video recordings including, but not limited to squad car camera recordings, which hold no value to the state, city, citizens, police department, officer(s), and/or any other party. This excludes portable recording systems/body worn camera data.POLICEPOL 05840ARREST & CHARGEFELONY: 90 days after sentencing or if appeals, after disposition. ALL OTHER: After final case disposition.Public/Private/ ConfidentialMS 13.82, MS 13.825, MS 260B.171Audio and video recordings including, but not limited to body worn cameras and squad car camera recordings, determined to have evidentiary value where suspects have been arrested, issued citations and/or a report has been forwarded to the prosecutor for a charging decision.POLICEPOL 05844AUDIT OF PORTABLE RECORDING SYSTEMS TECHNOLOGYPermanent Public/PrivateMS 13.824Independent biennial audit of data collected and the applicable classification of the data.POLICEPOL 05846AUDIT SUMMARY REPORT - PORTABLE RECORDING SYSTEMS7 Public/PrivateMS 13.824A biennial report summarizing the results of each audit must be provided to the city council and the Legislative Commission on Data Practices and Personal Data Privacy within 60 days following completion of the audit.POLICEPOL 05850AUTOMATIC LICENSE PLATE READER DATANo later than 60 days from date of collection unless related to active investigationPublic/Private/Non-publicMS 13.824, MS13.82POLICEPOL 05854AUTOMATIC LICENSE PLATE READER USE LOG & AUDIT DATA2 Public/Private/Non-publicMS 13.824, Subd. 5 & 6Page 56 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPOLICEPOL 05860CITIZEN CONTACTS - GENERALEnd of Daily Shift Public/Private/Non-publicMS 13.82Audio & video recordings including but not limited to squad car camera recordings, determined to contain information regarding non-evidentiary police and citizen interaction. This excludes portable recording systems/body worn camera data.POLICEPOL 05864CITIZEN CONTACTS - GENERAL/NON-ACTIVE OR INACTIVE CRIMINAL INVESTIGATIVE RECORDINGS90 days Public/Private/Non-publicMS 13.82; MS 13.825; MS 626.19Audio & video recordings from portable recording systems, including body worn cameras.POLICEPOL 05870DEATH INVESTIGATIONSPermanent Public/ConfidentialMS 13.82Audio & video recordings including, but not limited to body worn cameras and squad car camera recordings, containing information regarding any deaths.POLICEPOL 05874DISCHARGE OF A FIREARM BY PEACE OFFICE IN COURSE OF DUTY1 *If a subject of the data submits a written request to the law enforcement agency to retain the recording beyond the applicable retention period for possible evidentiary or exculpatory use related to the circumstances under which the data were collected, the law enforcement agency shall retain the recording for an additional time period requested by the subject of up to 180 days and notify the requester that the recording will then be destroyed unless a new request is made under this paragraph.Public/Private/Non-PublicMS 13.825Audio & video recordings of a peace officer discharging a firearm in the course of duty other than for training purposes or the killing of an animal that is sick, injured, or dangerous.Page 57 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPOLICEPOL 05876FORMAL COMPLAINT MADE AGAINST PEACE OFFICER1 *If a subject of the data submits a written request to the law enforcement agency to retain the recording beyond the applicable retention period for possible evidentiary or exculpatory use related to the circumstances under which the data were collected, the law enforcement agency shall retain the recording for an additional time period requested by the subject of up to 180 days and notify the requester that the recording will then be destroyed unless a new request is made under this paragraph.Public/Private/Non-PublicMS 13.825Audio & video recordings of an incident resulting in a formal complaint made against a peace officer related to the incident.POLICEPOL 05880INTERNAL INVESTIGATIONS5 after termination or separationPublic/PrivateMS 13.43Audio & video recording including, but not limited to body worn cameras and squad car camera recordings, determined to have evidentiary value in any internal investigations.POLICEPOL 05900INTERVIEWSStatute of limitations for corresponding crimePublic/ConfidentialMS 13.82 Audio & Video Recordings including, but not limited to body worn cameras and squad car camera recordings, determined to have evidentiary value. (All audio tapes will be transcribed and a copy of the transcription will be kept with the case file).POLICEPOL 05910INVENTORY OF PORTABLE RECORDING SYSTEMS TECHNOLOGYPermanent PublicMS 13.825, Subd. 5Total number of recording devices owned or maintained by the agency, daily record of the total number of recording devices annually deployed and used by officers and, if applicable the precincts in which they were used, policies and procedures for use, total amount of recorded audio and video data collected and maintained by the agency, the agency's retention schedule for the data, and the procedures for destruction of the data.Page 58 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPOLICEPOL 05920PHOTOGRAPHSSee note in description Public/PrivateMS 13.39, MS 13.82Pictures are retained in accordance with the item they relate to in the General Records Retention SchedulePOLICEPOL 05925UNMANNED AERIAL VEHICLE DATA (DRONE)Delete asap, no later than 7 days after collection unless data is part of active criminal investigation.Private/NonPublicMS 626.19, subd. 6 cPOLICEPOL 05930USE OF FORCE7 Public/Private/ ConfidentialMS 13.39, MS 13.43, MS 13.82Audio & video recordings including, but not limited to body worn cameras and squad car camera recordings, containing information of any incident where force was used and supervisory review is completed according to department policy.POLICEPOL 05940VIDEO TAPE OF BOOKING30 days PrivateMS 13.43This excludes portable recording systems / body worn cameras.Page 59 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPUBLIC WORKS - ENGINEERINGPWE 00100AERIAL PHOTOGRAPHSPermanent PublicPhotographs of city.PUBLIC WORKS - ENGINEERINGPWE 00200CONSTRUCTION DRAWINGS / AS BUILTSLife of property Public/Non-PublicMS 13.37For completed city buildings, streets, storm sewer, sidewalks, etc.PUBLIC WORKS - ENGINEERINGPWE 00300DEMOLITION RECORDS30 PublicPUBLIC WORKS - ENGINEERINGPWE 00400ENGINEERING DESIGN BOOKS, PRODUCT DEVELOPMENT STANDARDS, SPECIFICATION BOOKS, DRAWINGSPermanent PublicPUBLIC WORKS - ENGINEERINGPWE 00500FLOOD CONTROL RECORDSPermanent PublicIncludes history, federal disaster assistance info., reports, photos, dike level charts.PUBLIC WORKS - ENGINEERINGPWE 00600INSPECTION & TESTING RECORDS5 after transaction completePublicFor water mains, streets, storm sewers, sidewalks, etc.PUBLIC WORKS - ENGINEERINGPWE 00700MAPS, CONSTRUCTIONPermanent PublicPublic infrastructure.PUBLIC WORKS - ENGINEERINGPWE 00800MAPS - TOPOGRAPHICALPermanent PublicPUBLIC WORKS - ENGINEERINGPWE 00900PERMITS - STREET OPENING7 after completion PublicPUBLIC WORKS - ENGINEERINGPWE 01000STREET UTILITY SERVICE LINESPermanent PublicPUBLIC WORKS - ENGINEERINGPWE 01100PLANS & SPECIFICATIONS6 after receipt of as builts PublicConstructionPUBLIC WORKS - ENGINEERINGPWE 01200PROJECT RECORDSPermanent if project is historical or major; 5y if notPublicProjects such as street improvements. Should be retained permanently if project has historical value, or is a major capital improvement. Projects not having historical value such as striping, sealcoating, street lighting and maintenance projects need only be retained for 5 yrs after project completion.Page 60 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPUBLIC WORKS - ENGINEERINGPWE 01300PROJECT RECORDS3 PublicAbandoned.PUBLIC WORKS - ENGINEERINGPWE 01400PROJECT RECORDS6 PublicPreliminary.PUBLIC WORKS - ENGINEERINGPWE 01450REBATE PROGRAMS3 PublicPUBLIC WORKS - ENGINEERINGPWE 01500RIGHT-OF-WAY DOCUMENTSPermanent PublicPUBLIC WORKS - ENGINEERINGPWE 01600STORM WATER MANAGEMENT RECORDS10 after end of permit periodPublicPUBLIC WORKS - ENGINEERINGPWE 01650STREET INDEXESPermanent PublicPUBLIC WORKS - ENGINEERINGPWE 01700STREET REGULATIONS1 PublicNot passed.PUBLIC WORKS - ENGINEERINGPWE 01800STREET REGULATIONS1 after expiration PublicPassed.PUBLIC WORKS - ENGINEERINGPWE 01850TRAFFIC REPORTS / STUDIES3 PublicTraffic count data, etc.PUBLIC WORKS - ENGINEERINGPWE 01860TRAFFIC COUNT MAPPermanent PublicAnnual official map.PUBLIC WORKS - ENGINEERINGPWE 02100WATERSHED DISTRICT RECORDS10 PublicPUBLIC WORKS - ENGINEERINGPWE 02200WEIGHT TICKETS2 PublicPage 61 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPUBLIC WORKS - MAINTENANCE/OPSPWM 00100ARBORCULTUREReview annually PublicIncludes resource files, copies from outside sources.PUBLIC WORKS - MAINTENANCE/OPSPWM 00200ASPHALT MIXING LOG2 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 00300BRIDGE/CULVERT INVENTORYPermanent PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 00400BRIDGE/CULVERT MAINTENANCE REPORTS10 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 00500CLIMATOLOGICAL GRAPHS10 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 00600CURB STOP REQUESTS2 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 00700DAILY WORK SCHEDULES, CREW SCHEDULES1 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 00800DIKE MAINTENANCE RECORDSPermanent PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 00900DRIVEWAY GUTTER PATCHING RECORDS5 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 01000EMERGENCY STORM DAMAGE5 PublicIncludes request for pickup and hauling, reports, and documentation.PUBLIC WORKS - MAINTENANCE/OPSPWM 01100ENVIRONMENTAL COMPLAINTS REPORTSPermanent Public/Private/ConfidentialMS 13.44Includes disposition.PUBLIC WORKS - MAINTENANCE/OPSPWM 01200FILL MATERIAL REQUESTS10 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 01300FREEZING CONDITIONS EMERGENCY LOG2 PublicPage 62 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPUBLIC WORKS - MAINTENANCE/OPSPWM 01350MAINTENANCE/INSPECTION OF FACILITIES5 PublicIncluding picnic facilities, ball fields, play grounds, trails, bikeways etc. for maintenance purposes.PUBLIC WORKS - MAINTENANCE/OPSPWM 01400MANHOLE CONDITION FIELD REPORTS/SUMMARY SHEETS2 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 01500MANHOLE REPAIR REPORT5 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 01600MNDOT CORRESPONDENCE6 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 01700PROBLEM STREET AREA REPORTS10 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 01750RECONCILIATION REPORTS10 (MN Rules 7150.0450) PublicUnderground fuel tank testing results.PUBLIC WORKS - MAINTENANCE/OPSPWM 01800REFORESTATION PROGRAM5 PublicIncluding schedule, purchasing information, citizens' involvement.PUBLIC WORKS - MAINTENANCE/OPSPWM 02000SIDEWALK REPAIR RECORDS5 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 02100SNOW REMOVAL EMERGENCY PLANSUntil superseded PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 02200SNOW REMOVAL LOGS5 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 02300STREET COMPOSITION REPORTSPermanent PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 02400STREET INVENTORY / CONDITION / RESURFACING RECORDSUntil superseded PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 02500STREET PATCH REQUESTS2 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 02700STORM SEWER LIFT STATIONS PUMP REPORTSLife of equipment plus 2y PublicPage 63 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESPUBLIC WORKS - MAINTENANCE/OPSPWM 02800TREE DISEASE CONTROL5 PublicIncludes inspection reports, removal reports.PUBLIC WORKS - MAINTENANCE/OPSPWM 02900VEHICLE SAFETY INSPECTION REPORTS1 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 02960WATERCRAFT INSPECTIONS3 PublicPUBLIC WORKS - MAINTENANCE/OPSPWM 03000WEED COMPLAINT & REPORTS7 Public/Private/ConfidentialMS 13.44Includes disposition of complaint.Page 64 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESRECORDS MGMTRMG 00100AUTHORITY TO DISPOSE OF RECORDS STATE FORM (PR - 1)Permanent PublicUsed to approve destruction of records not on an approved retention schedule.RECORDS MGMTRMG 00200HISTORICAL DATA/PHOTOGRAPHSPermanent PublicRECORDS MGMTRMG 00300MICROFILM INDEXUntil superseded Public List of documents that have been microfilmed.RECORDS MGMTRMG 00400PROCEDURESUntil superseded PublicWritten procedures & policies relative to records management.RECORDS MGMTRMG 00500RECORDS INVENTORIESUntil superseded PublicList of specific types of records generated by the agencies' staff. Used for generating retention schedules.RECORDS MGMTRMG 00600RECORDS CHECKOUT REQUEST6 months PublicDocuments the access of records retrieved from Records Center or other facility.RECORDS MGMTRMG 00700RECORDS DISPOSITION AUTHORIZATIONPermanent PublicInternal list of records that have been authorized for destruction and are listed on a state approved retention schedule.RECORDS MGMTRMG 00800RECORDS INVENTORY REPORTUntil superseded PublicIndex of records stored by city and the records locations.RECORDS MGMTRMG 00900RECORDS MANAGEMENT MANUALUntil superseded PublicDocuments the policies and procedures of the different programs in records management. May include training materials, retention schedules, micrographic procedures, vital records protection procedures, file standards, and general records guidelines.RECORDS MGMTRMG 01000RECORDS RETENTION SCHEDULESUntil superseded PublicList of specific types of records maintained by an agency and the period of time that each type should be retained.RECORDS MGMTRMG 01100RECORDS TRANSFER/TRANSMITTAL LIST1 or until the records are removed/destroyedPublicDocumentation that tracks and verifies the transfer of records.Page 65 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESUTILITIESUTL 00100ABANDONED MAINS AND SERVICES AS BUILTPermanent PublicIncludes plans of private sewer and water systems.UTILITIESUTL 00200ADJUSTMENT REPORTS3 PublicUTILITIESUTL 00300AFFIDAVIT/CONTRACTORPermanent PublicUTILITIESUTL 00500BACTERIOLOGICAL TEST/ANALYSIS5 PublicUTILITIESUTL 00600BILLINGS (REGISTER)4 PublicUTILITIESUTL 00800CHEMICAL ANALYSIS10 PublicUTILITIESUTL 00850CUSTOMER DATA/MUNICIPAL UTILITIES6 Private if electric;Public if water or sewerMS 13.685UTILITIESUTL 00900DAILY TRANSACTION REPORTS5 PublicUTILITIESUTL 01000DELINQUENT REPORTS2 PublicUTILITIESUTL 01100DISTRIBUTION REPORTS6 PublicElectricUTILITIESUTL 01200EPA REPORTS10 Inactive: Public. Active: varies depending on nature and action of complaint. Private/Non-publicMS 13.39, MS 13.44Complaints, etc.UTILITIESUTL 01300EQUIPMENT REPORTSLife of equipment PublicMaintenance records, etc.Page 66 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESUTILITIESUTL 01400FIRE HYDRANT MAINTENANCE6 PublicUTILITIESUTL 01500FROZEN WATER LINES LISTPermanent PublicComplaints, etc.UTILITIESUTL 01600GOPHER STATE ONE RECORDS1 PublicCity's copy.UTILITIESUTL 01700HEALTH DEPARTMENT REPORTS12 Inactive: Public. Active: varies depending on nature and action of complaint. Private/Non-public.MS 13.39, MS 13.44Complaints, etc.UTILITIESUTL 01800INSPECTIONS-SERVICE NEW MAINSPermanent PublicUTILITIESUTL 01900MAINTENANCE PUMP STATIONS1 PublicUTILITIESUTL 02000METER READING CARDS/SHEETS3 PublicIncluding printouts from electronically read meters.UTILITIESUTL 02100METER RECORDSLife of equipment PublicUTILITIESUTL 02130PEAK DEMAND REPORTS3 PublicUTILITIESUTL 02160OUTAGE REPORTS3 PublicUTILITIESUTL 02200PUMPING REPORTSLife of pump PublicUTILITIESUTL 02400REPORTS AND STUDIES10 PublicComprehensive sewer plan data; includes maps, statistics, capacity, lift stations, future development, projects and layouts.Page 67 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESUTILITIESUTL 02500SERVICE LINE AND ADDRESS CARDSPermanent PublicTies to all sewer and water services.UTILITIESUTL 02600SERVICE REQUESTSAs long as customer is activePublicFor water lines, sewer lines, manhole repairs, curb box, valve box repairs, hydrant repairs and alterations and repair orders.UTILITIESUTL 02630SEWER BACKUP RECORDS15 PublicUTILITIESUTL 02700SEWER CLEANING REPORTS6 PublicUTILITIESUTL 02800SEWER DISCHARGE PERMITS5 after expiration PublicUTILITIESUTL 02830SEWER MAIN BREAK RECORDSPermanent PublicUTILITIESUTL 02850SEWER TELEVISING REPORT20 PublicUTILITIESUTL 02900SHUT OFF LIST2 PublicUTILITIESUTL 03000UTILITY ACCOUNT CHANGE ORDERS2 Private if electric; Public if water or sewer/Non-PublicMS 13.685UTILITIESUTL 03050UTILITY PAYMENT STUB7 days Private if electric; Public if water or sewer/Non-PublicMS 13.685UTILITIESUTL 03070WASTEWATER MANAGEMENT RECORDS10 PublicUTILITIESUTL 03100WATER AND SEWER ANALYSIS10 Public/Private/Non-PublicMS 13.3805, Subd. 4Page 68 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESUTILITIESUTL 03200WATER MAIN BREAK RECORDSPermanent PublicUTILITIESUTL 03300WATER METER REPLACEMENT SHEETSPermanent PublicUTILITIESUTL 03400WELL PERMITS5 after abandonment of wellPublicPage 69 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESVITAL STATISTICSVIT 00100BIRTH RECORDSPermanent Public/Private/ConfidentialMS 144.225, MS 144.218, MS 259.49VITAL STATISTICSVIT 00200DEATH RECORDSPermanent Public/PrivateMS 144.225VITAL STATISTICSVIT 00300HOSPITAL LISTS OF BIRTHS AND DEATHS1 PublicPage 70 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESWASTE MGMTWST 00100CLEAN-UP DAY INFO/PERMITS5 after event PublicAnnual city sponsored events allowing residents to dispose of items such as batteries, carpeting, tires, and major appliances.WASTE MGMTWST 00200COMPOSTING/YARDWASTE REGULATIONSUntil superseded PublicWASTE MGMTWST 00300CURBSIDE RECYCLING PROGRAM6 PublicWASTE MGMTWST 00400DROP OFF SITE/RECYCLING YARD WASTE5 PublicWASTE MGMTWST 00500ENVIRONMENTAL ASSESSMENT WORKSHEET30 Public(EAW): Environmental Impact Statements (EIS), evaluations of development or redevelopment sites, hearing documents, meeting minutes & resolution of findings.WASTE MGMTWST 00600EXCEPTION REPORTS30 PublicDocuments the non-receipt of the Uniform Hazardous Waste Manifest. Can be a copy of the manifest with a notation stating that the return copy was not received. The note should explain the efforts taken to locate the hazardous substance and the results of actions.WASTE MGMTWST 00700HOUSEHOLD HAZARDOUS WASTE COLLECTION CENTER30 PublicAccepts paints, corrosives, flammables, toxics, used motor oil, car/truck batteries.WASTE MGMTWST 00800IDENTIFICATION NUMBERSUntil superseded PublicVarious identification numbers assigned by institutions (i.e. Environmental Protection Agency Federal Regulators, State or County).WASTE MGMTWST 00900LANDFILL/GARBAGE DUMP SITES30 PublicLocation of any fill, records of materials deposited, cover materials used, reports of leachate and methane leakage and treatment, source of fill materials, (household, commercial) source of cover materials, inspection reports.WASTE MGMTWST 01100NOTICES OF COMMERCIAL HAZARDOUS SUBSTANCE30 PublicTypes of materials, chemicals, etc. stored and used by commercial and industrial users within municipality.Page 71 of 72Revised: March 2021
SECTIONCODETITLE & DESCRIPTIONRETENTION PERIODCLASSIFICATIONSTATUTEGENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIESWASTE MGMTWST 01200NOTICE OF SPILL(S)30 PublicMinnesota Pollution Control Agency reports on locations of spills, materials spilled, clean-up efforts employed, etc.WASTE MGMTWST 01300OPEN BURNING PERMITS30 PublicState and City permits for hazardous and solid waste burning.WASTE MGMTWST 01400RECLAMATION AGREEMENTS30 after termination or expiration (29 CFR 1910.20)PublicAgreement with company to transfer, dispose of or treat the substance.WASTE MGMTWST 01500RECYCLING BINS & ACCESSORIES PRICE SHEET3 PublicResale to residents.WASTE MGMTWST 01600RECYCLING BROCHURESUntil superseded PublicWASTE MGMTWST 01700REPORTS HAZARDOUS WASTE30 from date report was due (MN Rule 7045.0294)sPublicAll disclosure forms & annual reports.WASTE MGMTWST 01750SAFETY DATA SHEETS30 after discontinuation of usePublicChemical record inventory.WASTE MGMTWST 01800SLUDGE DISPOSAL5 PublicWASTE MGMTWST 01900TEST RESULTS30 from date sent to off-site facility (MN Rules 7045.0294)PublicResults of substance analysis or other determinations used to evaluate the substance.WASTE MGMTWST 02000TRANSPORT INFORMATION30 (40 CFR 263.20) PublicDocumentation concerning the company that transports the hazardous substances. Should include the name and EPA number of the company.WASTE MGMTWST 02100UNIFORM HAZARDOUS WASTE MANIFESTS30 from date of acceptance by transporter (40 CFR 263.20)PublicState required document for the identification of transported hazardous substances.Page 72 of 72Revised: March 2021