A RESOLUTION OF THE CITY COUNCIL OF HOMER, ALASKA REVISING THE OFFICIAL RECORDS RETENTION SCHEDULE FOR THE CITY OF HOMER.
WHEREAS, the Official Retention Schedule is reviewed annually and updated as needed pursuant to Homer City Code 2.08.010(g).; and
WHEREAS, a memo was sent to the Department Liaisons on December 15, 1999 regarding Office Inventories, Records to be inactivated, Records for Destruction and Retention Schedule Amendment Requests. During this annual review the Records Liaison from the Fire Department and Planning Department requested amendments to the schedule; and
WHEREAS, some changes were needed under personnel after reviewing the latest State Records Retention Schedule.
NOW, THEREFORE, BE IT RESOLVED by the Homer City Council that the City of Homer's Official Retention Schedule is revised as follows:
CORRESPONDENCE
| General Correspondence
letters, memoranda and miscellaneous information sent or received. Legislative Memos as long as included in Council Packet. |
off 3
vlt 0 csf 0 total 3 |
General to all Departments, Divisions and Offices within the City of Homer |
FIRE AND EMS
|
||
| Fire Department Training Files
Includes Fire, EMS, Rescue, Etc. |
off T
vlt 10 csf 0 totalT+10 |
T = termination of employment |
| Equipment Inspection Reports
hose testing, pump testing, SCBA, etc.
|
off 2
vlt 0 csf 0 total 2 |
Hydrant testing is the
responsibility of PWD.
|
| Fire/HazMat Inspection Reports
This includes hazardous air inspections (Carbon Monoxide, ammonia, etc.) |
off 3
vlt 7 csf 0 total 10 |
|
| Fire Investigation Reports, findings are reported to the State Fire Marshal's Office and are placed in a state./national statistical database. The Fire scene is photographed. | off 3
vlt 7 csf P total P |
Micromedia
Only those records pertaining to criminal action are permanent. |
| Alarm Test and Maintenance Records | off 3
vlt 0 csf 0 total |
SCBA need to be inspected and maintained for the life of the bottle, up to 15 years |
LAWS, RULES, REGULATIONS, POLICIES (Not mentioned elsewhere)
| Ordinances and Resolutions (Signed Original) Text of laws and regulations passed by the governing body. May include some Memoranda, if not included in Council's Packet | off 2
vlt 2 csf P total P |
City Clerk's Files.
Micromedia. |
PERSONNEL
| Health & Exposure Files
Hazardous Materials Exposures, Health Records, Workman's Comp. Claims, Inoculation Records, Health Exposure Records |
off T
vlt 0 csf 0 totalT+30 or 40 Workman's Comp 5 years. |
T = after no longer a
volunteer or employee
Workman's Comp keep 5 years pursuant to Public Law 91-596. Rest retain 40 years or Termination plus 30 years whichever is longer. |
PLANNING AND ZONING
| Conditional Use Permits (CUP)
Compilation Work File goes with the property and stays in the Street file. |
off T
vlt 0 csf 7 total T+7 |
T = discontinuance of use. |
|
||
| Street Address Files
These files contain |
off P
vlt 0 csf 0 total P |
micromedia |
|
|
PUBLIC WORKS
| Sewage Industrial Pretreatment and
Discharge.
Includes: Books, documents, memos, reports, correspondence, all summaries relating to discharge, monitoring, sampling and chemical analysis made by or on behalf of the user in connection with its discharge. All records pertaining to administrative adjustment, enforcement or litigation actions brought by the City. |
Off 3
vlt 0 csf 0 total 3 |
Each user required to
retain and preserve
pursuant to HCC 14.05.325
and
40 CRF §403.12 |
PASSED AND ADOPTED this 28th day of February, 2000 by the Homer City Council.
CITY OF HOMER
___________________________
JACK CUSHING, MAYOR
ATTEST:
____________________________________
MARY L. CALHOUN, CMC, CITY CLERK