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Home My WebLink About~Master - Revisions to Records Retention Schedule RESOLUTION NO. 12-115 RESOLUTION APPROVING REVISIONS TO RECORDS RETENTION SCHEDULE FOR THE CITY OF AMES, IOWA WHEREAS,the Records Retention Schedule,originally adopted in 1998,was revised in its entirety and adopted by Resolution No. 11-347 on July 12, 2011; and, WHEREAS,the purpose of mandatory compliance with the Records Retention Schedule is to enable Records Stewards to provide requested documents to the public and internal customers in the most accurate and cost-effective manner; and, WHEREAS,it is crucial that the Schedule be revised whenever records are added or deleted from a Department's/Division's inventory; and, WHEREAS, additions, deletions, and/or revisions are being presented to the Council for approval at this time (as attached hereto). NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that the amendments to the City's Records Retention Schedule are hereby approved as attached hereto and made a portion hereof by this reference. ADOPTED THIS 27' day of March, 2012. Avw c'ev. Diane R. Voss, City Clerk Ann H. Campbell, Mayor Introduced by: Goodman Seconded by: Wacha Voting aye: Davis, Goodman, Orazem, Szopinski, Wacha Voting nay: None Absent: Larson Resolution declared adopted and signed by the Mayor this 27" day of March, 2012. ADDITION/DELETION/ CATEGORY/RECORD DEPARTMENT/DIVISION REVISION TITLE CHANGE Table of Contents Addition None Add Fire -Inspections Addition None Add Public Works - Administration Addition None Add Public Works -Airport Addition None Add Public Works - Engineering Addition None Add Public Works - GIS Division Revision None Change WPC Plant to Water & Pollution Control/WPC Plant City Manager/City Clerk Revision Council Proceedings/Council Change Retention Period to Packets Permanent and indicate electronic Revision Zoning Board of Change Record Title to read Adjustment/Applications Case Files Deletion Zoning Board of Combined with Case Files Adjustment/Decisions and Orders Electric Revision Administration/EUORAB Change Electronic Copy to Yes 1 Electric (Continued) Addition Administration/MISO - Add MAPP Committee Dues MAPP and Assessments Revision Administration/MISO - Change Retention Period to 5 MAPP years for MAPP annual hourly load data- 10 year projection Revision Administration/MISO - Change Retention Period to 5 MAPP years for MAPP Form 3, load & generating capability data Revision Administration/MISO - Change Retention Period to 5 MAPP years for MAPP, Form 4, load & capability Revision Administration/MISO - Change Retention Period to 5 MAPP years for MAPP loss of load expectation Revision Administration/MISO - Change Retention Period to 5 MAPP years for MAPP RCO data request Revision Admimstration/MISO - Change Retention Period to 5 MAPP years for MAPP reserve capacity obligation study Revision Administration/MISO - Change Retention Period to 5 MAPP years for MAPP Schedule B 2 Electric (Continued) Revision Administration/MISO - Change Retention Period to 5 MAPP years for MISO GADS, GVTC report& supporting documents Revision Administration/NERC -MRO Add MRO and delete NERC before ERO funding allocation Revision Administration/NERC -MRO Delete report after NERC long term reliability assessment... Revision Administration/NERC -MRO Delete report after NERC winter assessment... Revision Administration/Production Change the retention period Statistics for laboratory analyses reports, coal Addition Administration/Production Add GADS XEFORd.xls Statistics Addition Administration/Production Add Tower water.xls Statistics Addition Administration/Production Add Laboratory analyses Statistics reports, fly ash Addition Administration/Production Add Laboratory analyses Statistics reports, bottom ash Addition Administration/Production Add Laboratory analyses Statistics reports, coal ash 3 Electric (Continued) Addition Administration/Production Add unit heat rates, Statistics operational.xls Addition Administration/Production Change unit capability Statistics tests.xls to unit capability tests & supporting documents.xls Revision Administration/Production Add physical and delete year- Statistics end before inventory report& supporting documents Revision Administration/Production Add GADS and delete Unit Statistics performance.xls Revision Administration/Production Delete Unit before GADS Statistics events.xls Revision Administration/Production Add"s" after unit capability Statistics test Revision Administration/Production Change retention period to Statistics July, 1994 & on Addition Administration/Radiation Add Radiation Safety before Safety&Reporting Officer activities Addition Administration/Radiation Add Radiation Safety before Safety& Reporting Officer certification Revision Administration/Radiation Add the word Safety after Safety&Reporting Procedures Revision Administration/Radiation Add the word Radiation before Safety&Reporting Safety Program Manual 4 Electric (Continued) Revision Administration/Utility Delete IDOR municipal Reports - State Gov transfer replacement tax returns & supporting documents Revision Administration/Utility Change AMES & ISU hourly Statistics load.xls to AMES & ISU hourly loads.xls Revision Administration/Utility Delete data, 2010 after AMES Statistics &ISU hourly load Fire Department Revision Building Change Retention Period from Inspection/Commercial Plans five years to 180 days from date of completion of permitted work Library Revision Administrative/Security Change to 14 days minimum Digital Video Recordings Parks &Recreation Addition Facilities Add Daily Attendance Log Addition Facilities Add Daily Schedule Book Addition Facilities Add Facility Pass Sales Planning& Housing Addition Rental Assistance Program Add Section 8 Fraud Files (No Money Owed) Public Works Addition Administration Add Payroll Timesheets/Leave Slips, and Meal Reimbursements 5 Public Works (Continued) Addition Administration Staff Correspondence, Miscellaneous (Not Project- Specific) Addition Administration Veterans' Memorial Brick Requests (Purchases and Donations) Addition Airport Add Grant Agreements Addition Airport Add Master Plan Addition Airport Add Service Contracts Addition Engineering/Miscellaneous Add Address Changes Addition Engineering/Miscellaneous Add Block Party Permits & Parking Waivers Addition Engineering/Miscellaneous Add Construction Project Files (DOT-Let Projects) Addition Engineering/Miscellaneous Add Construction Project Files (Non-DOT-Let Projects) Addition Engineering/Miscellaneous Add Daily Diaries or Logs Addition Engineering/Miscellaneous Add Driveway/Curb Cut Permits Addition Engineering/Miscellaneous Add MSDS Sheets Addition Engineering/Miscellaneous Add Oversize Load Permits 6 Public Works (Continued) Addition Engineering/Miscellaneous Add Reserved Parking Contracts & Meter Hood Rentals Addition Engineering/Miscellaneous Add RFPs and RFQs -Non- CIP-Related Addition Engineering/Miscellaneous Add Right-of-Way Permits Addition Engineering/Miscellaneous Add Stormwater Site Inspections Addition Engineering/Miscellaneous Add Studies/Surveys Addition Engineering/Miscellaneous Add Subdivision Plans Addition Engineering/Miscellaneous Add Subdivision Stormwater Calculations Addition Engineering/Miscellaneous Add Municipal Separate Storm Sewer Permit Addition Engineering/Miscellaneous Add National Pollution Discharge Elimination System (NPDES) General Permit#2 Inspections Addition Engineering/Miscellaneous Add MS4 Annual Report Addition Engineering/Miscellaneous Add COSESCO Addition Engineering/Miscellaneous Storm Water Pollution Prevention Plans (SWPPPs) for construction sites 7 Public Works (Continued) Addition GIS Add Aerial Photography Addition GIS Add As-Built and Recod Drawings to City Buildings Addition GIS Add Benchmark Books Addition GIS Add Plat books Addition GIS Add Plats of City-Owned Property Addition GIS Add Survey Notes Addition GIS Add Topography Maps and Data Sets Addition GIS Add Utility Location Data Sets Addition GIS Add Utility Strip Maps Water& Pollution Control Addition Laboratory Services/Quality New Category/Record Title Assurance/Method Renewal List Addition Safety/Material Safety Data New Category/Record Title Sheets, Current/Archived Addition Safety/Safety Programs - New Category/Record Title videos, chemical, hygiene plan 8 Water& Pollution Control Addition Standard Operating New Category/Record Title (Continued) Procedure/Department policies, analysis procedures, sampling procedures, miscellaneous Addition Equipment Manuals, EPA New Category/Record Title methods, Standard Methods, Hach procedures, organic & inorganic text books, math text books, computer manuals 9