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Records Retention Schedule
RECORDS RETENTION SCHEDULE Box Description Location Destroy Date Daily Task 2004-2005 100 Fire Dept. - Run Reports-1998-2004 Fine Dept. 7 years Fire Dept. - Incident Reports-2001-2004 4 years 101 Fire Dept. - Insp. & Maint.-2000-2004 Fire Dept. 4 years Fire Dept. - Vehicle Maint.-2000-2004 3 years 102 Fire Dept. - Fire Hydrant-1998-2002 Fire Dept. Fire Dept. - Code Enforcement Corr.-2000 5 yrs after final disp. Fire Dept. - Fire Safety Insp/Permits-2002-04 3 years Fire Dept. - Absence Request - 2004 1 year 103 Fire Dept. - Daily Journal - 1979-1989 Fire Dept. 104 Fire Dept. - Daily Journal - 1990-2002 Fire Dept. 105 Fire Dept. - Code Enforcement Corr. - 2000-2003 Fire Dept. 5 yrs after final disp. 106 Fire Dept. - Fire Apparatus/Bids - 1996- Fire Dept. 107 Fire Dept. - Run Reports 2005 and 2006 Fire Dept. 236 Fire Dept. - Code Enforcement Corr. - 2004-2006 Fire Dept. 5 yrs after final disp. 1 Resolutions - 15-1 thru 58-9 Sharon Permanent 2 Resolutions - 58-10 thru 81-7 Fire Dept. Permanent Ordinances - 346 thru 438 Permanent 3 Ordinances - 1 thru 349 Fire Dept. Permanent 7a Accounts Payable - A thru K - 2000-2001 Melisa 3 years 7b Accounts Payable - L thru Z - 2000-2001 Melisa 3 years 8a Accounts Payable - A thru J - 2001-2002 Hall 3 years 8b Accounts Payable - K thru Z - 2001-2002 Hall 3 years 11 Land Plan Minutes/BOA/Task Force - 2001-2003 Melisa Permanent 12 Water & Sewer Revenue Bonds - 1983 (Drawer) Sharon Permanent 13 Bid Records - 1992-2001 Lane 5 -15 years 14 Expired Contracts and Agreements -1987-2003 Lane 5 -15 years 15 Legal Newspaper Ads - 2001-2003 Sharon 5 -15 years Vouchers (Office Supplies, Equip., Travel) - 2001-03 3 years 16 Payroll Posted to Emp. Retirement Plan - 1998-2000 Sharon 50 years 17a PRV's - Ck Reg. - Disb. Journal - Bk St. - 10/99-12/00 Melisa 3 - 5 years Payroll Posted to Emp. Retirement Plan - 10/00-9-03 50 years 17b Copies Payroll Checks - 1999 - 2000 Hall 4 years 18 PRV's - Ck Reg. - Disb. Journal- Bk St. - 1/01-9/02 Sharon 3 - 5 years Account Registers/Journals - 1998-2002 50 years 19 Accts. Receivable - Receipt Books - 1998-2001 Hall 4 years Payroll/Tax Info/Child Support - 1996-2002 19b Payroll/Tax Info/Child Support - 1995-2002 Sharon 20a Old Zoning Records Sharon Permanent 20b Receivable Records/Receipts - 2001-2002 Sharon 4 years 21 Election Files - 1984-1992 Lane 10 years 22a Detailed Budget Revenue - 1997-2003 Sharon 22b Code Enforcement Minutes - 1981-1983 Lane Permanent Corr. - Bulletin Bd Notices - News Articles PR's - Ads - POP's - Vouchers - 1999-2000 3 -15 years Box Description Location Destroy Date 23 Pension Files - Reports 1999-2003 - Corr/Memos _ Melisa 50 years after term. Mem Designation of Bene. - Mtgs 1970-1995 29 Gen. Emp - Fire/Police Pension Trust Fund - 1998-99 Fire Dept. Permanent 30 Gen. Emp. - Fire/Polce Investments - 1990-2002 Fire Dept. Permanent 31 Gen. Emp - Fire/Police Pension Fund - 2000-01 Fire Dept. Permanent 32 Gen. Emp - Fire/Police Pension Fund - 2001-02 Fire Dept. Permanent 33 Gen. Emp - Fire/Police Pension Financial - 2000-02 Fire Dept. Permanent 34 Gen. Emp - Fire/Police Pension Fund - 1992-94 Fire Dept. Permanent 35 DMS/lnvesco/Smith Barney - 1995 & 1996 Fire Dept. 10 years 36 Newspaper Ads - 1994-2003 Sharon 5 -15 years Corr/Memos - 2003-2004 3 years 37a Trust Fund Records - 1995-1997 Melisa 10 years 37b Trust Fund Records - 1995-1997 Lane 10 years 38 Gen/Police/Fire Ret. Bk Statements - 2003 Melisa 10 years 39 Corr Fire 94-96 - Gen 94 - OUA 96-98 Police 94-96 Sharon 3 years Ledgers Fire 80-87 - Gen 94-96 - Police 72-83 Permanent 40 Telephone Logs/Rewards - 1994-2002 Melisa 1 year 41 Emp Pension - Trust Fund - Annual Reports Fire Dept. 50 years Audits - 93-97 42 Pension Trust Fund Invest. Rev 1997-2000 Fire Dept. 10 years 43 Pension Trust Fund Consulting Group - 2002-03 Fire Dept. 50 years 44 Personnel Records - Retirement - Pension 1978-95 Fire Dept. 50 years 45 Personnel Records - Retirement - 1992-94 Fire Dept. 50 years 46a Grant Files Melisa 5 yr after completed 46b Grant Files Sharon 5 yr after completed 47 Pension Investment Records - 1972-92 Melisa 10 years 48 Pension Investment Records - Melisa 10 years 49 Pension Records - Disbursement - Deposits _ Melisa 50 years Refunds - Memo/Faxes - 2002-04 50 Water & Sewer Emp. Earnings 1974 - Social Sharon 50 years Security 1976-78 - FI Municipal Health Trust Fund 51 Bid Records Sharon 5 -15 years 52 Pension Bk Statement 1982-92 - Pension Books _ Sharon 50 years Actuarial Reports 53 Gen Services PO's - #2177-2315; 2002-03- Melisa 5 years #2316-2439; 2003-04 - #2440-2553; 2004-05 54 Inactive Personnel Files - 1978 to 12/31/86 Sharon 001 Cancelled Cks & Bk St. - 1995, 96, 98, 01,02,03 Sharon 002 Can. Payroll Cks & Bk St. - 1998 Sharon 003 Gen Fund Cancelled Cks - 1998-2003 Sharon 901 GRIT File Stuff Sharon Permanent 902 Public Risk Mgt 1999-2005 Sharon Permanent 903 Public Risk Mgt 1999-2005 Sharon Permanent 501 Accts. Payable - 03/04 - A-H Sharon 3 years 502 Accts. Payable - 03/04 - I-S Sharon 3 years 503 Accts. Payable - 03/04 - T-Z; Acct. Receivable -03/04 Sharon 3 years Receipt Book - 03/04 Box Description Location Destroy Date 504 Accts Payable - 02/03 - A-F Sharon 3 years 505 Accts Payable - 02/03 - G-R Sharon 3 years 506 Accts Payable - 02/03 - S-Z Sharon 3 years 507 Accts Receivable 02/03 Sharon 4 years 508 Copies Payroll Cks - Direct Dep. - 02/03 Sharon 4 years 509 Copies Payroll Cks - Direct Dep. - 03/04 Sharon 4 years 510 Copies Payroll Cks - Direct Dep. - 04/05 Sharon 4 years 511 Bk Stmts - 03/04; Payroll Rep - 02/03 Sharon 3 years 512 Gen Ledgers (All Funds) - 02/04; Payroll Sharon Permanent Reports -02/04 513 Public Facility -00/01; Payroll Rep - 02/04; Sharon Permanent Budget Rep - 02/04; Warrant Reg - 03/04; Mth Fuel - 03/04; Ins. Bill - 02/04; Kislak Nat'1 Bk - 00/04 514 Misc. Ins. - 97/03; Mth Fuel Tax - 00/03; Sharon Permanent Bill Veach Retirement - 01/02 1 Commercial Permits Fire Dept. Permanent 2 Commercial Permits Fire Dept. Permanent 1 Mixed Permits Fire Dept. Permanent 2 Permits - Commercial Fire Dept. Permanent 3 Permits - Commercial Fire Dept. Permanent 4 Permits - Commercial Fire Dept. Permanent 5 Permits - Commercial Fire Dep. Permanent 6 Permits Fire Dept. 7 Permits Fire Dept. 001 Commercial Permits Melisa Permanent 005 Commercial/Residential Permits Melisa Permt/15 years 001 Residential Permits Me,lisa 15 years 002 Residential Permits Melisa 15 years 003 Residential Permits Melisa 15 years 004 Residential Permits Melisa 15 years 006 Permits Melisa 15 years 007 Permits Melisa 15 years 008 Permits Melisa 15 years 9 Permits - 96/97 Sharon 15 years 10 Permits - 96/99 Sharon 15 years 009/010 Permits - 2 boxes Melisa 15 years 011 Residential Permits Melisa 15 years 012 Residential Permits Melisa 15 years 1 Permits - 2004 Commercial Melisa Permanent 2 Permits - 2004 Mixed Melisa 3 Permits - 2004 Mixed Melisa 4 Permits - 2004 Mixed Melisa 5 Permits - 2004 Mixed Melisa 6 Permits - 2004 Mixed Melisa 7 Permits - 2004 Mixed Melisa 8 Permits - 2004 Mixed Melisa 9 Permits - 2004 Mixed Melisa 10 Permits - 2004 Mixed Melisa