SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

LGPLN-001

ARTWORK FOR STUDIES

Plans for development projects.

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-002

AERIAL PHOTOGRAPHS

Aerial photographs and negatives of local governments and their environs.

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-003

MAPS/PLOTS/DRAWINGS

Include maps and other drawings concerning all facets of the area’s development including zoning, soil, land use, utilities, and water supplies.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-004

TECHNICAL REPORTS

Consist of published final project reports on studies on land use, housing market, mobile homes, analysis of governmental services, open space, tax, residential development, parking and traffic, water supply, population, transportation, etc.

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-005

REFERRED PROJECTS

Project plans and statements referred to the department from other agencies for evaluation.

Retain at agency 5 yrs; destroy.

LGPLN-006

LAND SURVEY RECORDS

Field notes, benchmark books, corner section monument logs, profile and grade books, and similar field data bearing directly on the surveying of land within the local government’s boundaries.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-007

HOUSING FILES

Project files regarding the identification and development of housing sites.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

LGPLN-008

PROJECT FILES

Records concerning the planning, design, and construction of local government-owned facilities, structures, and systems, including those involving water and wastewater services, solid waste management, streets and bridges, and all other public works and buildings. Include planning memoranda; feasibility, screening, and implementation studies; topographical and soil surveys and reports; architectural and engineering drawings, profiles, blueprints, and as-builts; inspection and investigative reports; laboratory test reports; environmental impact statements; cost estimates; correspondence; and similar documents not noted elsewhere in this manual.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-009

COMPREHENSIVE PLAN FILES

Plans for overall zoning and development within the local government. Contain statements of research findings, analyses and recommendations, correspondence, hearing transcripts, surveys, studies, reports, and related materials.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-010

QUESTIONNAIRES

Forms with sets of questions filled out by citizens, which are then analyzed as groups and designed to accurately reflect public opinion on various matters.

Retain at agency until information is abstracted or reported; destroy.

LGPLN-011

MASTER SUMMARY RECORD

Log or register documenting all activity of agency, covering housing rehabilitation, tenant relocation, economic development, property acquisition and resale, special projects and various contracts.

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-012

CASE FILES

A. Economic Development: including but not limited to application, copy of loan approved or denied, financial statements, progress reports, copies of plans and specifications, and correspondence.

B. Business or Resident Relocation: including but not limited to vacation notice, income and need determination records, field reports, estimates of expenditures, copies of property acquisition records, rent collection records, and correspondence.

Retain at agency 6 yrs after denial or invalidation of application or final payment on loan; successful audit; destroy.

Retain at agency 6 yrs after last entry in record; successful audit; destroy.

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

LGPLN-012

CASE FILES (cont.)

C. Housing Rehabilitation: including but not limited to application, notice of denial or approval, contract, grant or loan agreement, copies of real property records, building department records, rental assistance records, specifications, property description, certificate of completion, and correspondence.

D. Property Acquisition: including but not limited to maps, plans and specifications; rent collection records; demolition records; property improvements; advertisements of property for sale; bids and records of bid acceptance or refusal; property description; appraisal and eminent domain records, and correspondence.

E. Property Purchase and Resale (such as FHA or real property tax foreclosures): including but not limited to copies of real property records, foreclosure records, copies of building department records, property description, property improvements, advertisement of sale, bids and records of bid acceptance or refusal, copy of sale agreement, and correspondence.

F. Photographs, architects’ plans and sketches of buildings, streets and urban areas from all case files above.

Retain at agency 6 yrs after denial of application or completion of project or final payment on loan; successful audit; destroy.

Retain at agency 6 yrs after sale of property by local government; successful audit; destroy.

Retain at agency 6 yrs after sale of property by local government; successful audit; destroy.

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-013

MAJOR DEVELOPMENT FILES

The department and/or Planning Commission’s evaluation of major developments, including copies of permits issued, environmental impact statements, and complaints.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-014

SUBDIVISION ANNEXATIONS

Original file of signed subdivision agreements with local governments. Contain original agreements, subdivision plan, maps, correspondence, legal documents and notices, receipts for fees, recorded plans, indices, and other pertinent information.

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

LGPLN-015

BUILDING PERMIT CONTROL CARDS / INSPECTION LOGS OR REGISTERS

Master record in card or other form of each commercial, government, and/or residential structure detailing a history of permits issued for construction or alteration, inspections carried out, code violations found, and other information.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-016

INSPECTION REPORTS

Detailed reports of individual inspections carried out with reference to new construction; alterations to existing structures; code violations; and other projects, activities, or situations requiring inspection by ordinance. Information is abstracted/summarized in LGPLN-015.

Retain at agency 5 yrs; destroy.

LGPLN-017

BUILDING APPLICATIONS AND PERMITS

Applications from property owners or contractors to erect new structures or to make alterations to existing structures and records authorizing or denying such construction or modification.

A. Approved Building Applications/Permits

B. Uncompleted or Denied Projects

Retain at agency 5 yrs; transfer to State Records Center for 10 yrs; transfer to Archives for permanent preservation.

Retain at agency 5 yrs after denial or last action; destroy.

LGPLN-018

BUILDING PERMITS ISSUED

Monthly and annual reports prepared for the U.S. Bureau of Census on the number of commercial and residential building starts and local public construction.

A. Annual

B. Monthly

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

Retain at agency 3 yrs; destroy.

LGPLN-019

STREET NAMING/NUMBERING FILES

Identify addresses and/or locations of structures within the local government’s jurisdiction. May include plats with addresses for all parcels.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

LGPLN-020

TEMPORARY USE PERMITS

Authorizations for permits of a temporary nature: sign moving, hauling, razing, blasting, etc. Contain applicant’s identification, length of project, date, etc.

Retain at agency 2 yrs after expiration; destroy.

LGPLN-021

TRAFFIC PERMITS

Applications and permits for special parking, house moving and similar activities requiring permits and permissions concerning traffic engineering.

Retain at agency 2 yrs after expiration, cancellation, revocation, or denial of the permit; destroy.

LGPLN-022

DRAINAGE AND FLOOD PROBLEM FILES

Used to monitor and resolve drainage and flood problems, present and future. Consist of cost and damage estimates, plans, support material for reports, flood elevations, calculations, field notes, and worksheets.

VITAL

Retain at agency 10 yrs; destroy.

LGPLN-023

EASEMENTS

Provide legal documentation giving rights of access. Show date, grantor, location, and signatures of property owners and officials.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-024

CERTIFICATES OF OCCUPANCY

Copies of certificates issued declaring that a structure meets requirements of building code and is suitable for occupancy, or similar records that verify final approval of a building project.

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-025

BLUEPRINTS AND SPECIFICATIONS

Blueprints, specifications, and building plans submitted by building contractors or property owners when applying for building permits.

A. Government buildings, public buildings and commercial structures

B. Residential buildings

VITAL

Retain at agency 5 yrs; transfer to State Records Center for 10 yrs; transfer to Archives for permanent preservation.

Upon issuance of certificate of occupancy, destroy.

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

LGPLN-026

MOBILE HOME PLACEMENT PERMITS

A. Mobile Home Registrations: used for tax purposes and to permit electrical power and sewage hookups. Show owner’s name; permit number; location of mobile home; make, size, and year; if owner leases, rents or owns land mobile home rests upon; signature of applicant; expiration of permit; plus condition of plumbing, electricity, heating, and foundation.

B. Certificates of Compliance: indicate approval of placement permits. List owner, permit number, and location.

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-027

DEMOLITION RECORDS

Records relating to the demolition and clearance of buildings deemed unfit for occupancy and declared condemned. Include demolition orders, inspection reports, court documents, notices to property owners, and similar material.

Permanent unless information noted elsewhere. If permanent, retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPLN-028

NOTIFICATIONS OF VIOLATION

Copies of notifications sent to property owners for non-compliance with the building code, including documents verifying that the violation has been corrected.

Retain at agency 5 yrs after violation is corrected, provided there have been no subsequent violations involving the property within that period; destroy.

LGPLN-029

FIRE ALARM AND SPRINKLER PLANS

Schematic or hydraulic blueprints/drawings of alarm and/or sprinkler plans with related correspondence required for approval per fire safety code requirements.

Retain at agency 5 yrs; transfer to State Records Center for 10 yrs; transfer to Archives for permanent preservation.

LGPLN-030

USE PERMITS

A. Lodging

Show address and name of lodging unit; name and address of owner; and type of lodging house and fee.

B. Public Occupancy

Show address and name of building; name and address of owner; and type of public occupancy dwelling and fees.

C. Rental Dwelling

Show address of rental building; name and address of owner; name and address of agent; and type of rental dwelling and fee.

Maintain original applications at agency. Retain renewal applications at agency 1 yr after expiration; successful audit; destroy. If business use or ownership changes, retain at agency 1 yr after notice; destroy.

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

LGPLN-031

STREET FILES (MASTER FILES)

May contain inspections, violations, schematic drawings, photos, certificates of occupancy, alarm reports, evacuation plans, and correspondence with commercial, government and residential clients.

Retain at agency until no longer needed; transfer to State Records Center for 20 yrs; transfer to Archives for permanent preservation.