Schedule No. 15 Office of the Clerk and Recorder Records

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Issued: July 2013
Updated: June 2022

General Description: Records relating to the administration of elections, foreclosures, and preservation of city and county records for public access.

Source: This chapter of the City and County of Denver general retention schedule is provided by the Office of the Clerk and Recorder.

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.

CITY CLERK

15.010 ORDINANCES

Ordinances approved by city council or vote of the people through initiated ordinance petitions
Retention: Permanent

15.011 RESOLUTIONS

Resolutions approved by city council
Retention: Permanent

15.012 PROCLAMTIONS

Proclamations approved by city council
Retention: Permanent

15.013 CHARTERS AND CODES

Records relating to municipal charters, codes, building codes, fire codes.
Retention: Permanent

15.014 COUNCIL MINUTES

City council meeting minutes
Retention: Permanent

15.015 COUNCIL MEETING RECORDINGS

Audio/Video recordings of city council meetings on Reels, Cassettes, VHS, CD, DVD, etc.
Retention: Permanent

15.016 COUNCIL DONATIONS

Annual filing of council member donations to organizations by Rules of Procedure City Council Rule 11.d
Retention: 3 years after term expiration

15.017 PUBLICATION MATERIALS

Newspaper publication proof from newspapers
Retention: Permanent

15.018 PUBLIC NOTICES

Public bulletin board notices, State posted permits, supporting documentation
Retention: 2 years

15.019 SPECIAL DISTRICT DOCUMENTS

Annual Reports, Audits (or exemptions), Boundary Maps and Service Plans not otherwise recorded
Retention: Permanent

15.020 Special District Notices

Notices of Meetings, Elections, Active or Inactive Status not otherwise recorded
Retention: 1 year

15.021 Special District Directors’ Oaths of Office

Oaths of Office not related to City and County of Denver officials
Retention: 5 years

15.022 ASSESSMENT ABSTRACTS

Official property assessment reports certified by the Denver Board of Equalization
Retention: Permanent

15.023 DECLARATIONS OF EMERGENCY

Official state of emergency declarations and supporting documents
Retention: Permanent

15.024 CITY CLERK FILES [see also #40.030*]

Documents assigned a City Clerk File Number including plans, bonds, contracts, agreements, between city and outside parties, miscellaneous documents including annual operating budgets, special district budgets.
Retention: Permanent

15.025 BIDDERS DISCLOSURES

Disclosures by companies bidding on city contracts. Originate from other agencies.
Retention: 4 years after the contract term expiration

15.026 FINANCIAL DISCLOSURE FOR ELECTED/APPOINTED OFFICIALS [see also #45.080*]

Financial disclosure forms
Retention: 2 years after leaving office

15.027 OATHS OF OFFICE

Oaths and appointments for elected and appointed officials of the City and County of Denver
Retention: Permanent

15.028 AGENCY GIFT REPORTS

Executive Order 134 disclosures for agency, $2500+ gifts
Retention: 2 years

15.029 LOBBYIST REPORTS

Lobbyist registrations, bi-monthly reports and related documents
Retention: 4 years

15.030 MARRIAGE/CIVIL UNION LICENSE APPLICATIONS

Applications for marriage license
Retention: Permanent

15.031 COMMITTED PARTNERSHIP

Registration and termination certificates, defined by ordinance DRMC 28-200
Retention: Permanent

RECORDING

15.040 RECORDINGS

Real property, marriage licenses, DD214, etc.
Retention: Permanent

15.041 REJECTED RECORDING SUBMISSIONS

Spurious recordings as determined by the city attorney’s office
Retention: 3 years

15.042 REDACTION RECORDS

Request for redaction of public records made under state law
Retention: Permanent

RECORDS MANAGEMENT

15.050 OPEN RECORDS REQUESTS (CORA) [see also #40.200]

Open records requests as defined by the Colorado Open Records Act
Retention: 1 year after request is closed

15.051 RECORDS RETENTION SCHEDULES [see also #40.280.C*]

Authorizations for the retention or disposition of records
Retention: Permanent

15.052 ROUTINE RECORDS REQUESTS

Routine requests for information or documents that are submitted by the public
Retention: 6 Months

PUBLIC TRUSTEE

15.060 FORECLOSURE FILES

Public Trustee’s Deeds, Deeds of Trust, Evidences of Debt, etc
Retention: Permanent

15.061 LOST INSTRUMENT BONDS

Indemnifications related to releases with no evidence of debt
Retention: Permanent

15.062 EXCESS PROCEEDS DOCUMENTATION

Documentation of excess proceeds from foreclosure sales
Retention: Permanent

15.063 ESCROW ASSIGNMENT DOCUMENTS

Documentation of third-party escrow agreements and assignments
Retention: 7 years following the termination of the agreement

15.064 ORIGINAL DEEDS OF TRUST/PROMISSORY NOTES

Original proof of debt submitted by lenders
Retention: Permanent, until requested by lender

ELECTIONS

15.070 CAMPAIGN FINANCE REPORTS AND STATEMENTS

Affidavits of familiarity with the Fair Campaign Practices Act candidate committee statements of organization and campaign contribution and expenditure reports
Retention: Permanent

15.071 INDEPENDENT EXPENDITURES

Statements required for persons making independent expenditures in support of or in opposition to a candidate or to convey a political message
Retention: Permanent

15.072 CAMPAIGN FINANCE

Committee statements of organization and campaign contribution and expenditure reports.
Retention: Permanent

15.073 HELP AMERICA VOTE ACT (HAVA) COMPLAINTS

(NOTE: These are duplicate copies that reside in the Clerk & Recorder Office)
Complaints filed under the Help America Vote Act
Retention: 6 months after election

15.074 VOTER REGISTRATION (SCANNED PAPER)

Voter registration documents scanned into voter registration system
Retention: 90 days

15.075 VOTER REGISTRATION (ACP)

Address confidentiality program voter registration
Retention: Permanent

15.076 VOTER REGISTRATION (ELECTRONIC)

voter registration system snapshots
Retention: Permanent

15.077 PETITIONS (OTHER)

Charter initiative, initiative, insufficient, nomination, recall, referendum
Retention: 3 years

15.078 NOMINATION PETITIONS

Elected and Unsuccessful candidate petitions
Retention: 2 years

15.079 PETITIONS (PERMANENT)

Representative pages of all petitions, Annexation election, certifications of petitions
Retention: Permanent

15.080 TRAINING MATERIALS

Policies and procedures presented to employees
Retention: 25 months

15.081 ABSTRACTS, CERTIFICATION, ELECTION HISTORY

Abstracts of votes cast, official voting summary, ballot certifications
Retention: Permanent

15.082 ELECTION MAPS

Precinct, ward, district designation and boundary maps
Retention: Permanent

15.083 EQUIPMENT DOCUMENTATION

Election equipment records, serial numbers, etc
Retention: Life of equipment +6 months

15.084 AMERICANS WITH DISABILITIES ACT (ADA) SURVEYS

Election site surveys or other documents relating to Americans with Disabilities Act compliance
Retention: 15 years after no longer used

15.085 JOB ADVERTISMENTS

Advertisements and job announcements
Retention: 1 year

15.086 EMPLOYMENT VERIFICATION FOR ELECTION JUDGES

External requests for verification of employment
Retention: 2 years

15.087 EMPLOYMENT APPLICATIONS FOR ELECTION JUDGES

Applications, resumes, supporting documentation
Retention: 2 years from application reception or personnel action, whichever is longer

15.088 EMPLOYMENT EXAMINATIONS

Tests to determine aptitude or skills
Retention: 2 years

15.089 EQUAL EMPLOYMENT OPPORTUNITY ACT (EEO-4)

EEO-4 forms submitted to Equal Employment Opportunity Commission (EEOC)
Retention: 3 years

15.090 EMPLOYEE ELIGIBILITY FORM (I-9)

I-9 Citizenship and eligibility forms
Retention: 3 years

15.091 EMPLOYEE RECORDS – TEMP AND SEASONAL

Employee records and documentation
Retention: 3 years

15.092 TIME SHEETS

(NOTE: These are duplicate copies that reside in the Clerk & Recorder Office)
Records of timecards/time sheets
Retention: Current year

15.093 FEDERAL WITHOLDING FORMS (W-4)

(NOTE: These are duplicate copies that reside in the Clerk & Recorder Office)
Withholding allowance certificates
Retention: Current year

15.094 PAYROLL REPORTS

(NOTE: These are duplicate copies that reside in the Clerk & Recorder Office)
End of pay period payroll reports
Retention: Current year

15.095 INTAKE PAPERWORK

City vehicle form, IT forms, etc.
Retention: Current year

15.096 JOB DESCRIPTIONS FOR ELECTION JUDGES

Description of duties, qualifications, requirements
Retention: Until superseded

15.097 PAY PLANS FOR ELECTION JUDGES

Written plans outlining job titles and pay scales
Retention: Permanent

15.098 OATHS OF OFFICE FOR ELECTION JUDGES

Acceptance of commitment to serve
Retention: 25 months

15.099 BALLOTS

Returned envelopes, rejected ballots, provisional envelopes, FPCA documents, ballots, ballot receipts, voter system files
Retention: 25 months

15.100 ELECTION SPECIFIC MATERIALS

Security video recordings
Retention: 25 months

ADMINISTRATION

15.110PROJECT FILES

Project related files, use case documents
Retention: 5 years after completion of project

15.120POLICIES AND PROCEDURES

Internal policies and procedures
Retention: Until Superseded + 5 Years

15.130DAILY STATISTICS REPORTS

Walk in, online, and other traffic reports
Retention: 2 Years

15.140 MANAGEMENT REPORTS

Internal management reports
Retention: 2 Years

LEGACY INVENTORY

15.150 AGREEMENTS – SHORT-TERM

Short-term rental agreements and supporting documentation
Retention: 2 years after event

15.151 REGULATIONS AND STANDARDS

Rules, regulations, standards for City Agencies and Departments
Retention: Permanent