Schedule No. 15 Office of the Clerk and Recorder Records

Print this records schedule

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

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

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

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

CAMPAIGN FINANCE

Committee statements of organization and campaign contribution and expenditure reports.

Retention: Permanent

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

VOTER REGISTRATION (SCANNED PAPER)

Voter registration documents scanned into SCORE

Retention: 90 days

VOTER REGISTRATION (ACP)

Address confidentiality program voter registration

Retention: Permanent

VOTER REGISTRATION (ELECTRONIC)

SCORE snapshots

Retention: Permanent

PETITIONS (OTHER)

Charter initiative, initiative, insufficient, nomination, recall, referendum

Retention: 3 years

NOMINATION PETITIONS

Elected and Unsuccessful candidate petitions

Retention: 2 years

PETITIONS (PERMANENT)

Representative pages of all petitions, Annexation election, certifications of petitions

Retention: Permanent

TRAINING MATERIALS

Policies and procedures presented to employees

Retention: 25 months

ABSTRACTS, CERTIFICATION, ELECTION HISTORY

Abstracts of votes cast, official voting summary, ballot certifications

Retention: Permanent

ELECTION MAPS

Precinct, ward, district designation and boundary maps

Retention: Permanent

EQUIPMENT DOCUMENTATION

Election equipment records, serial numbers, etc

Retention: Life of equipment +6 months

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

JOB ADVERTISMENTS

Advertisements and job announcements

Retention: 1 year

EMPLOYMENT VERIFICATION FOR ELECTION JUDGES

External requests for verification of employment

Retention: 2 years

EMPLOYMENT APPLICATIONS FOR ELECTION JUDGES

Applications, resumes, supporting documentation

Retention: 2 years from application reception or personnel action, whichever is later

EMPLOYMENT EXAMINATIONS

Tests to determine aptitude or skills

Retention: 2 years

EQUAL EMPLOYMENT OPPORTUNITY ACT (EEO-4)

EEO-4 forms submitted to Equal Employment Opportunity Commission (EEOC)

Retention: 3 years

EMPLOYEE ELIGIBILITY FORM (I-9)

I-9 Citizenship and eligibility forms

Retention: 3 years

EMPLOYEE RECORDS – TEMP AND SEASONAL

Employee records and documentation

Retention: 3 years

TIME SHEETS

(NOTE: These are duplicate copies that reside in the Clerk & Recorder Office)

Records of timecards/time sheets

Retention: Current year

FEDERAL WITHOLDING FORMS (W-4)

(NOTE: These are duplicate copies that reside in the Clerk & Recorder Office)

Withholding allowance certificates

Retention: Current year

PAYROLL REPORTS

(NOTE: These are duplicate copies that reside in the Clerk & Recorder Office)

End of pay period payroll reports

Retention: Current year

INTAKE PAPERWORK

City vehicle form, IT forms, etc.

Retention: Current year

JOB DESCRIPTIONS FOR ELECTION JUDGES

Description of duties, qualifications, requirements

Retention: Until superseded

PAY PLANS FOR ELECTION JUDGES

Written plans outlining job titles and pay scales

Retention: Permanent

OATHS OF OFFICE FOR ELECTION JUDGES

Acceptance of commitment to serve

Retention: 25 months

BALLOTS

Returned envelopes, rejected ballots, provisional envelopes, FPCA documents, ballots, ballot receipts, WinEDS files

Retention: 25 months

ELECTION SPECIFIC MATERIALS

Security video recordings

Retention: 25 months

ADMINISTRATION

PROJECT FILES

Project related files, use case documents

Retention: 5 years after completion of project

POLICIES AND PROCEDURES

Internal policies and procedures

Retention: Until Superseded + 5 Years

DAILY STATISTICS REPORTS

Walk in, online, and other traffic reports

Retention: 2 Years

15.133 MANAGEMENT REPORTS

Internal management reports

Retention: 2 Years

LEGACY INVENTORY

15.140 AGREEMENTS – SHORT-TERM

Short-term rental agreements and supporting documentation

Retention: 2 years after event

15.141 REGULATIONS AND STANDARDS

Rules, regulations, standards for City Agencies and Departments

Retention: Permanent