Schedule No. 10 Cemetery Records

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Issued: July 2012

General Description: Records relating to the administration, management and operation of cemeteries.

No record may be destroyed under this General Retention Schedule without the approval from the Records Department and the City and County of Denver’s Records Manager. Additionally, no record may be destroyed if the record is subject to an active litigation hold (refer to Executive Order 143-C). For additional information about the records program or records retention refer to Executive Order 143-B. The Records Management Program Policies and Procedures Manual for instruction about records creation, management, and disposition of individual records. The minimum retention periods specified in this schedule apply to the information contained within the record, regardless of the format of the record (paper, microfilm, electronic, etc.). Each agency must decide on the format for retention of each type of record, ensuring authenticity, readability, and accessibility for the entire retention period. Duplicate copies are NOT records. Copies that are created for administrative, convenience, reference or other purpose are NOT records and should be retained only until no longer useful. Electronic Records and Data must remain accessible, authentic, reliable, and useable through any kind of system change, update, or system end of life for the entire period of its retention, which shall be defined by information-type, as presented in this General Retention Schedule. Provided the data is an accurate representation of the information contained in the source documents from which the data was derived, the source documents need not be retained unless they contain other record information not contained in the electronic repository.


Records documenting burials and inurnments, such as burial permits and stubs, burial permit register, death certificates, deceased persons book, final disposition records, physician's report, foundation order books and records of interment or inurnment.
Retention: Permanent


Records pertaining to the location, layout and ownership of the cemetery and individual cemetery lots or mausoleums, including abandonment records, block books, cemetery maps, indexes (alphabetical and location), plat books, and cemetery deeds and stubs.
Retention: Permanent


Records of financial transactions documenting perpetual care arrangements and lot ownership or burials, including financial records of the sale of cemetery lots, accounts receivable ledger, cashbook and receipts maintained by a self-sufficient cemetery separately from Denver's financial and accounting systems.
Retention: Permanent

Cross References

Agreements and contracts – 40.030*, Agreements and Contracts

Cemetery fee collection records – 30.020, Accounts Receivable (A/R) Records Policies and procedures – 40.220, Policies and Procedures

Documentation Reports – 40.290, Reports

Rules, regulations, and standards – 40.310, Rules, Regulations and Standards Vandalism – 95.050.C, Damage Records