Public Records Policy
It is the policy of the City of Cleveland to adhere to the state’s Public Records Act.
Public Records
This office, in accordance with the Ohio Revised Code, defines records to include the following: any document – paper, electronic (including, but not limited to, email) or other format – that is created or received by, or comes under the jurisdiction of a public office that documents the organization, function, policies, decisions, procedures, operations, or other activities of the office. All records of the City of Cleveland are public unless they are exempt from disclosure under the ORC.
All exemptions are to be construed in favor of disclosure as required by law and any denial of public records in response to a valid request must be accompanied by an explanation, including legal authority, as outlined in the ORC. If the request is in writing, the explanation must also be in writing. If only a portion of a record is exempt, then only that portion may be withheld or redacted. Redactions must also be accompanied by an explanation. It is the policy of the City of Cleveland that, as required by Ohio law, records will be organized and maintained so that they are available for inspection and copying in accordance with the law. The City of Cleveland record retention schedule is available in the City of Cleveland’s Law Library; located in the Public Administration Branch of the Cleveland Public Library on the first floor of City Hall (an outline of the retention schedule is available below).
Record Requests
Requests for public records must clearly state the records and/or information being sought to allow the City of Cleveland to identify, retrieve and review the records. If a request is vague and overbroad, the City may deny the request, but must inform the requestor about the manner, in which records are kept and how the City accesses the records so that the requestor can revise the request. For management and efficiency, the City has a public record request form available. The requestor does not have to put a request in writing and does not have to provide his or her identity or the intended use of the requested public record. The City does not limit or condition the availability of public records based on whether a written form is used or whether a request identifies him or herself. However, the records custodian may ask for a written request and may ask for the requestor’s identity and/or intended use of the information requested if (1) it would benefit the requestor by helping the public office identify, locate or deliver the records being sought and (2) the requestor is informed that a written request and the requestor’s identify and intended use of the information are not required.
Public records are generally available for inspection during the normal operating hours of the department, division, or office location. Public records must be made available for inspection promptly and copies of public records must be made available within a reasonable period of time. “Prompt” and “reasonable” take into account the volume of records requested, the proximity of the location where the records are stored; and the necessity for any legal review of the records requested.
Each request should be evaluated for an estimated length of time required to gather the records. Most routine requests for records should be satisfied immediately if feasible to do so. Routine requests include, but are not limited to, meeting minutes, salary information, personnel rosters, police incident reports, building and violation notices and permits. If a limited number or copies are requested, or if the records are readily available in an electronic format that may be emailed or downloaded easily, these should be made as quickly as possible.
The City may charge for the actual cost of making copies of records. The City’s current costs are as follows:
- 5 cents per page of paper copy
- Prices for flash drives vary depending on size
- $1.00 per 5x7 photograph
- $2.50 per CD
- $2.00 per 8x10 photograph
- $3.50 per DVD
If an outside duplication service is requested, all charges from the service are passed on to the requestor.
City Wide Retention Schedule
The lists below show the City of Cleveland Document Retention Schedules.
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 95-1 | Accident Reports | 2 years, provided no claims pending | - |
| 95-2 | Accounts Receivable ledger and documents | 4 years after payment received provided audited | - |
| 95-3 | Administrative Memoranda | Until terminated and/or superseded then appraise for historical value | - |
| 95-4 | Annual Budgets | Permanent | - |
| 95-5 | Annual Reports | Permanent | - |
| 95-6 | Applications for Employment (unsuccessful - not hired) | 2 years after receipt | - |
| 95-7 | Audit Reports, Federal, State, County, or Internal | 5 years | - |
| 95-8 | Automatic data processing and electronic data processing media used for temporary storage of control | Erase when no longer of administrative value. Separately ADP or EDP Media maintained as files | - |
| 95-9 | Bids (unsuccessful) | 2 years after awarding contract | - |
| 95-10 | Bids (successful) | 15 years after termination and/or completion | - |
| 95-11 | Blank Forms (obsolete or superseded) | 30 days after obsolescence or superseded | - |
| 95-12 | Original Blueprints, Maps, Plans | Permanent | - |
| 95-13 | Cancelled checks | 4 years, provided audited | - |
| 95-14 | Cash Books and Journals | 4 years, provided audited | - |
| 95-15 | Check Registers | 4 years, provided audited | - |
| 95-16 | Claims and litigation records | 5 years after case closed and appeals exhausted | - |
| 95-17 | Complaints | 5 years | - |
| 95-18 | Complaint Reports | 5 years | - |
| 95-19 | Contracts and Agreements | 5 years after termination | - |
| 95-20 | Correspondence (Executive/Legislative) | 5 years, review by OHS for possible transfer. Destroy if no historical value | - |
| 95-21 | Correspondence (Administrative) | 2 years provided audited | - |
| 95-22 | Correspondence (Routine Standard Form Letters) | 1 year | - |
| 95-23 | Daily Work Logs | 3 years provided audited | - |
| 95-24 | Departmental Budgets | 5 years | - |
| 95-25 | Employee Activity Records | 3 years provided audited | - |
| 95-26 | Employee Time Records | 3 years provided audited | - |
| 95-27 | Equipment Maintenance Records | 3 years provided audited | - |
| 95-28 | Executive Orders | Until superseded then reviewed by OHS for historical value | - |
| 95-29 | Federal Project Files | 5 years after completion of project provided audited | - |
| 95-30 | Field Notes | 4 years | - |
| 95-31 | Grant files, and supporting documents and financial records | 5 years after any audits necessary have been conducted, audit reports released and all litigation, claims and audit findings involving the records have been resolved | - |
| 95-32 | Insurance Policies | 2 years after expiration | - |
| 95-33 | Inventories of Public Property | 3 years provided audited | - |
| 95-34 | Invoices (Paid) | 4 years provided audited | - |
| 96-35 | Job Descriptions | Until superseded or classification abolished | - |
| 95-36 | Labor Union Agreements | 3 years | - |
| 95-37 | Leases | 4 years after expiration, provided audited | - |
| 95-38 | Leave Requests (Sick/Vacation) | 4 years provided audited | - |
| 95-39 | Ledger Files | 3 years provided audited | - |
| 95-40 | Legal Opinions | Until superseded | - |
| 95-41 | Maintenance Orders | 2 years | - |
| 95-42 | Management Reports or Feasibility Studies | 5 years | - |
| 95-43 | Officials' Bonds | 10 years after expiration, provided audited | - |
| 95-44 | Office Manuals | Until superseded | - |
| 95-45 | Payroll records, held by appointing authority | 3 years then permanent in Personnel | - |
| 95-46 | Personnel Records | Permanent | - |
| 95-47 | Petty Cash Record | 2 years provided audited | - |
| 95-48 | Preliminary drafts of: letters, memoranda, worksheets, reports, and informal notes | Until no longer of administrative value | - |
| 95-49 | Professional Association Records | Until no longer of administrative value to the office | - |
| 95-50 | Policy Files | Until superseded | - |
| 95-51 | Project Files | 15 years after completion of project | - |
| 95-52 | Publications | 8 years, then OHS will evaluate for historical value | - |
| 95-53 | Publication Stock | 30 days after obsolescence | - |
| 95-54 | Purchase Orders | 4 years provided audited | - |
| 95-55 | Receipt Documents | 4 years provided audited | - |
| 95-56 | Requisitions | 3 years provided audited | - |
| 95-57 | Research Files | 7 years or until no longer of administrative value | - |
| 95-58 | Special Reports | 5 years then OHS will evaluate for historical value | - |
| 95-59 | Statement of Payment for professional services | 2 years provided audited | - |
| 95-60 | Subject Correspondence | As long as administrative value | - |
| 95-61 | Tape recordings (video and short-hand notes of meetings | 30 days after transcribed or minutes approved | - |
| 95-62 | Tape recordings of Statutory Boards and Commissions | 2 years | - |
| 95-63 | Telecommunications Service Requests | 2 years | - |
| 95-64 | Telephone Bills, Telephone Log Distance Logs | 2 years provided audited | - |
| 95-65 | Telephone messages | Until no longer of administrative value | - |
| 95-66 | Time Cards, Time and Sign- In Sheets | 3 years provided audited | - |
| 95-67 | Training Materials File | Until superseded | - |
| 95-68 | Travel Expense Reports | 4 years, provided audited | - |
| 95-69 | Voucher Registers or Journals | 4 years, provided audited | - |
| 95-70 | Employee Medical Records | 5 years after last day of employment | - |
| 95-71 | Employee Disciplinary Records | 5 years after last day of employment | - |
| 05-1 | Voicemail Messages, All Formats | Until no longer administratively necessary (No RC-3 Necessary) | Tape recording & electronic |
| 05-2 | Routine emails | Until no longer administratively necessary (No RC-3 Necessary) | Electronic |
| 05-3 | All other emails | One year | Electronic |
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 79-1 | Administrative Files | Annual Review | - |
| 79-2 | Airport Accident Reports | 3 years | - |
| 79-3 | Annual Reports | 5 years (copy in administrative library | - |
| 79-4 | Claims | - | - |
| 79-5 | Court Rules | 5 years | - |
| 79-6 | Employee Accident Reports | 3 years | - |
| 79-7 | Insurance Statements | 3 years, provided no unsettled claims | - |
| 79-8 | Litigation Files | Review 1 year after case is closed - if retained review again after 5 years | - |
| 79-9 | Opinions | Permanent | - |
| 79-10 | Payroll Journals | 1 year | - |
| 79-11 | Personnel Files (department only - copy in personnel) | 1 year after termination of employment | - |
| 79-12 | Police Reports (accidents with city property) | 3 years | - |
| 79-13 | Purchase Orders | 3 years provided audited | - |
| 79-14 | Recreation Accident Reports | 3 years | - |
| 79-15 | Requisitions | 3 years | - |
| 79-15 | Supplemental Reports on Fires | 5 years | - |
| 79-16 | Time Sheets | 1 year | - |
| 79-17 | Vouchers | 3 years if audited | - |
| 79-18 | Weather Reports | 4 years | - |
| 86-8 | Closed Litigation Files | 5 years after final court disposition | - |
| 86-9 | Closed claim files, except those involving minors and Statute of Limitations has not run | 4 years after date of closing | - |
| 86-17 | Traffic and Criminal Misdemeanor Files | 5 years | Written |
| 00-1 | Memoranda requests for legislation, including grant requests (non-financial) | 7 years | Written |
| 00-2 | Requests for legislation (financial) | 7 years | Written |
| 00-3 | Administrative review log book (legislation already introduced) | 7 years | Written |
| 00-4 | Request for legislation log book | 7 years | Written |
| 05-1 | Public Records Requests, correspondence, and responsive records | 4 years from the date of the request | Various |
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 85-1 | Cancelled Warrants (Checks) Paid to Vendors | 17 years after audit | - |
| 85-2 | Cancelled Warrants (Checks) Paid to Employees | 2 years after audit | - |
| 85-3 | Payroll "Time Transmittal Sheets" | After audit | - |
| 85-4 | Payroll deduction authorization forms | 3 years after audit | - |
| 85-5 | Receiving Warrants | 3 years after audit | - |
| 85-6 | Office Vouchers (CCA) | 3 years after audit | - |
| 85-7 | Expired contracts | 20 years after expiration | - |
| 85-8 | Purchase Orders | 3 years after audit and final payment | - |
| 86-3 | Income Tax Returns | 5 years after date of receipt | - |
| 86-4 | Computer Generated Transaction Registers - Daily, Monthly, and Annual (Date, Batch, Account, Taxable Income, Tax Due, Tax Withheld, Tax Paid) | 5 years from date of creation | - |
| 86-5 | Journal Transfers and Adjustments | 5 years from date created | - |
| 86-6 | Office Vouchers (CCA) | 5 years from the date issued | - |
| 87-14 | Financial Records (Internal Audit) | 3 years provided audited | - |
| 01-1 | Bank Confirmations | 3 years, provided audited | Paper |
| 01-2 | Bank Reconciliations | 3 years provided audited | Paper |
| 01-3 | Bank Statements | 3 years provided audited | Paper |
| 01-4 | EMS Run Reports/Private Pay | 7 years | Paper |
| 01-5 | FAMIS Daily Reports | 3 years | Fiche |
| 01-6 | FAMIS Daily Reports | 3 years | Paper |
| 01-7 | Interest Distribution Reports | 3 years | Paper |
| 01-8 | Internal Billings | 3 years | Paper |
| 01-9 | Investment Journals/Entries Portfolio/Market Value | 3 years | Paper |
| 01-10 | Receiving Warrants | 3 years | Paper |
| 01-11 | Reimbursement Reports | 6 years | Paper |
| 02-1 | Cancelled Checks | Until electronically recorded (NORC-3) | Paper |
| 02-3 | Payroll registers (1920-1973 | Permanent | Paper |
| 02-4 | Payroll registers 1974-2000) | 4 years after audit | Paper |
| 02-5 | electronic payroll registers | Permanent | Electronic |
| 02-6 | voided checks | 4 years after audit | Paper |
| 02-7 | Pension earnings information required by PERS and Ohio Police and Fire Pension Fund | Permanent | Electronic |
| 05-1 | Payroll Correction Forms | 4 years after audit | Paper |
| 05-2 | IRS W-2 Forms | Until electronically recorded (NORC-3) | Paper |
| 05-2 | Consultant Review Committee Items | 5 years after audit | Paper |
| 05-3 | Student Loans, Child Support, Garnishment Requests and releases | 7 years after audit | Paper |
| 05-7 | Audit Reports | Until electronically recorded (NORC-3) | Paper |
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 02-1 | Accounts Payable Record | 3 years | Paper |
| 02-5 | Daily Cash Received | 4 years | Paper |
| 02-6 | Overtime Records | Permanent | Paper |
| 02-7 | Payroll Sheets | Permanent | Paper |
| 02-9 | Sewer Stubs | 4 years | Paper |
| 02-10 | Time Sheets | Permanent | Paper |
| 02-11 | Water Stubs | 4 years | Paper |
| 02-12 | Bad Checks/Bad Debt Files | 2 years after settlement and audit | Paper |
| 02-13 | Billing Adjustments | 4 years after audit | Paper |
| 02-14 | Daily over/short report | 4 years | Paper |
| 02-16 | Deposit Refunds | 1 year after refunded | Paper |
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 87-1 | Street Index - sidewalk complaints received by address | 5 years | - |
| 87-2 | Complaint Card - sidewalk complaints, inspection, action and correspondence | 5 years | - |
| 87-3 | Copy of Permits issued for sidewalk repairs | 5 years | - |
| 87-4 | Inspection Reports - sidewalk inspections made, owner lot numbers and PPN | 15 years | - |
| 87-5 | Construction Reports - inspectors' report at time of construction by city Contractors, showing work completed | 15 years after project completion | - |
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 85-15 | Inactive Warrant Registry Cards | five years after cards becoming inactive | - |
| 86-16 | Recorded Request Forms | 2 years | - |
| 87-11 | Basic Incident Reports - Fire | Permanent | Microfiche |
| 87-12 | Basic Casualty Reports - Fire | Permanent | Microfiche |
| 93-1 | Radio/Phone Calls - EMS | 30 Days | Audio Recording Tapes |
| 93-2 | Daily Advanced Life Support - EMS Check Sheet | 3 years | - |
| 93-3 | Daily Vehicle Check Sheet - EMS | 3 years | - |
| 93-4 | Patient Care Documentation Form/Run Sheet | 3 years | - |
| 93-5 | Correspondence | Until no longer of administrative | - |
| 93-6 | Rules and Regulations | Until superseded | - |
| 93-7 | Patient Care Protocols | Until superseded | - |
| 93-8 | Subpoenas and Summonses | Until discharged | - |
| 93-1 | Investigation work files of the Organized Crime/Intelligence | 4 years unless misleading, | - |
| 93-2 | Radio/Phone Calls - Police | 30 Days | Audio Recording Tapes |
| 93-3 | Correspondence | Until no longer of administrative | - |
| 93-4 | Rules and Regulations - Police | Until superseded and audited | - |
| 93-5 | Subpoenas and Summonses Police | Until discharged | - |
| 98-1 | Vehicle Impound Unit Auto Releases | 3 years | - |
| 98-2 | Vehicle Tow Authorizations | 3 years | - |
| 98-3 | Duty Reports - Patrol Officers | 3 years | - |
| 98-4 | Supervisor Duty Reports | 3 years | - |
| 98-5 | Daily Duty Assignment Sheets | 3 years | - |
| 98-6 | Field Reports | 30 Days | - |
| 98-7 | Unit Activity Reports | 3 years | - |
| 98-8 | OH-1 Accident Reports | 5 years | - |
| 98-9 | Yellow Overtime Cards | 3 years | - |
| 98-10 | Blue Overtime Cards | 3 years | - |
| 98-11 | Blue Court Information Cards | 3 years | - |
| 98-12 | Court Sign-In Sheets | 3 years | - |
| 98-13 | Overtime Summary Reports | 3 years | - |
| 98-14 | Time Sheets | 5 years | - |
| 98-15 | Clothing Allowances | 3 years | - |
| 98-16 | Petty Cash Records | 3 years | - |
| 98-17 | Prisoner Property Log Books | 2 years | - |
| 98-18 | Special Operations - Misc. Reports | 3 years | - |
| 98-19 | Administrative Operations - Misc. | 3 years | - |
| 98-20 | Radio Log Sheets | 4 years | - |
| 98-21 | 911 Log Sheets | 4 years | - |
| 98-22 | Radio/Phone Requests | 2 years | - |
| 98-23 | Channel 9 Requests | 2 years | - |
| 98-24 | Locate Wanted Persons Form 1 | 2 years | - |
| 98-25 | Warrant Registry Cards | 2 years | - |
| 98-26 | Arrest Cards | Until 80 years of age or deceased | - |
| 98-27 | Request for Teletype Information | 1 year | - |
| 98-28 | Pawn Records | 7 years | - |
| 98-29 | Medical Records | 5 years after date of separation | - |
| 98-30 | Complaint Investigations | 5 years after disposition of complaint | - |
| 98-31 | Uniform Traffic Citations | 2 years | - |
| 98-32 | UTT Accountability Log | 1 year | - |
| 98-33 | Parking Infraction Accountability Log | - | |
| 98-34 | Juvenile Records | Until 18 | - |
| 98-35 | Criminal Case Files - Felonies (except homicides) | 12 years | - |
| 98-36 | Criminal Case Files - Misdemeanors | 2 years provided no action pending | - |
| 98-37 | Search warrant returns | 6 years provided no action pending | - |
| 00-1 | Court Documents - e.g. commitment papers/cards | 5 years | written |
| 00-2 | Intake Register - HOC business office | Permanent | written |
| 00-3 | Discharge Register - business office | Permanent | written |
| 00-4 | Mail Sheets | 5 years | written |
| 00-5 | Canteen Records | 5 years after audit | written |
| 00-6 | Petty cash receipts - HOC | 5 years after audit | written |
| 00-7 | Intake Sheet - I.D. & Clothing Room | 5 years | written |
| 00-8 | Fingerprint Cards w/picture | 5 years | written |
| 00-9 | Property Inventory Sheet | 5 years | written |
| 00-10 | Social Services Files - HOC | 5 years | written |
| 00-11 | Population Sheets - inmate housing/bed number | 5 years | written |
| 00-12 | Radio Log Sheet - HOC | 5 years | written |
| 00-13 | Log Book - inmate events and security checks | 5 years | written |
| 00-14 | Visiting passes - HOC | 5 years | written |
| 00-15 | Medical Records for inmates | 10 years | written |
| 00-16 | Work release receipts | 5 years | written |
| 00-17 | Master Control receipts - medication, clothing, other items from outside sources | 5 years | written |
| 00-18 | Incident Reports - HOC | 5 years | written |
| 00-19 | Guard Reports | 5 years | written |
| 00-20 | Desk Journals - HOC | 5 years | written |
| 00-21 | Duty Roster - HOC | 5 years | written |
| 00-22 | Accident Reports - HOC | 5 years | written |
| 01-1 | Internal Affairs Case Files | 5 years | - |
| 01-2 | Handgun Registrations | 10 years | - |
| 01-3 | RC-1 Reports - citizen reports | 20 years | - |
| 01-4 | Field Operations - Misc. Reports | 3 years | - |
| 01-5 | Hit-Skip Cards | 5 years | - |
| 01-6 | Prisoner Property Receipts | 2 years | - |
| 01-7 | Jail Patrol Log | 2 years | - |
| 01-8 | Prisoner Log | Permanent | - |
| 01-9 | Prisoner Telephone Call Log | 2 years | - |
| 01-10 | Visitor Log | 2 years | - |
| 01-11 | Prisoner Booking Cards | 5 years | - |
| 01-12 | Buck Slips | 2 years | - |
| 01-13 | Criminal Statements | Permanent | - |
| 01-14 | Outdoor Range Sign-In Log | 30 years | - |
| 01-15 | Range Proficiency Forms | 3 years | - |
| 01-16 | Fuel Records | 3 years, provided audited | - |
| 01-17 | Telephone Records | 2 years provided audited | - |
| 01-18 | Salvaged Police Vehicle Records | 5 years | - |
| 01-19 | BAC Test Report Forms | 3 years | - |
| 01-20 | Bonds | 2 years | - |
| 01-21 | Summons Receipts | 2 years | - |
| 01-22 | Booking Information Forms | 30 days | - |
| 01-23 | Canine Incident/Activity Report | 12 years | - |
| 01-24 | Citizen Drug Complaint Report Form | 2 years | - |
| 01-25 | Special Event Synopsis | 3 years | - |
| 01-26 | Mayor's Action Center Complaints | 5 years | - |
| 01-27 | Field Inspection Unit Investigations | 5 years | - |
| 01-28 | Driver's License Inspections | 2 years | - |
| 01-29 | Employee Disciplinary Records | 5 years after last day of employment | - |
| 01-30 | Command Evaluation Review Process Report | 10 years | - |
| 01-31 | Polygraph Test Results | 20 years | - |
| 01-32 | Maps | Until no longer current | - |
| 05-1 | Police car camera digital video records | 90 days | Electronic |
| 05-2 | Police car camera digital video disks or CDs w/ criminal evidentiary value | judicial order | Disk |
| 05-3 | Police car camera digital video with administrative value | no longer of value determined by Mobile Support Unit | Disk |
| 05-4 | Prisoner Property Bags [replacing 01-6] | 5 years | Plastic |
| 05-5 | Inspection Section IS/ISGJ Files | 5 years | Paper |
| 05-6 | Inspection Section Irregularity observed (IO) Files | 5 years | Paper |
| 05-7 | Inspection Section - I Files | 5 years | Paper |
| 05-8 | Inspection Section - IU Files | 5 years | Paper |
| 05-9 | Inspection Section - Call Up files | 10 years | Paper |
| 05-10 | White Overtime Cards [replaces 98-9 and 98-10] | 4 years after audit | Paper |
| 05-23 | Sick Call List - HOC | 7 years | written |
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 95-1 | Plans & Blueprints | 2 years | - |
| 01-1 | Mechanical Applications | 3 years | Paper |
| 01-1 | Demolition Contracts | Permanent | Paper |
| 01-1 | Electrical Permit Applications and Registrations including bond and insurance records | 3 years | Paper |
| 01-2 | Plumbing Permit Application and Registration | 3 years | Paper |
| 01-2 | Board-up Contracts | Permanent | Paper |
| 01-3 | HVAC Permit Applications and Registrations | 3 years | Paper |
| 01-3 | Condemnation Files of Demolished Buildings | Permanent | Paper |
| 01-4 | General Contractor Registrations | 3 years | Paper |
| 02-01 | Incomplete/abandoned permit applications and plans | 2 years | Paper |
| 05-01 | Special Inspection Reports | 2 years | Paper |
| 06-1 | Permit Applications for Private Demolitions | 10 Years | Paper |
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 01-1 | Certification Files | 5 years after certification has expired | Paper |
| 01-2 | Affirmative Action Evaluations | 3 years | Paper |
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 93-1 | Annual Reports | Permanent | - |
| 93-2 | Contracts | Until superseded, provided the original is on file in the Division of Accounts | - |
| 93-3 | Exam Forms | 1 year after list expires | - |
| 93-4A | Answer Sheets: Appointed - into Employee file | Permanent | - |
| 93-4B | Answer Sheets: Not Appointed | 1 year after list expires | - |
| 93-5 | Bulletins | Until superseded | - |
| 93-6 | Exams | Until superseded | - |
| 93-7 | Duty Statements | Until superseded | - |
| 93-8 | Eligible Lists | Permanent | - |
| 93-9 | Minutes | Permanent | - |
| 93-10 | Employee Letter Files | Permanent | - |
| 93-11 | Hearings Case Files | Permanent | - |
| 93-12 | Medical & Psychological Reports (including employee file) | Permanent | - |
| 93-13A | Applications - Appointed "Regular or Temporary | Permanent | - |
| 93-13B | Applications - Employee Applicant Not Appointed | 1 year after list expires | - |
| 93-13C | Applications - Seasonal Hire | 30 days after employment completed, provided hard copy file is maintained | - |
| 93-13D | Emergency Hire | 30 days after employment completed, provided hard copy file is maintained | - |
| 93-13E | Applicant not hired | 1 year after list expires | - |
| 93-14 | Payroll Journals | 2 years, provided on file in the Division of Accounts | - |
| 93-15 | Employee Payroll Records | Permanent | - |
| 93-16 | Purchase Requisitions | 3 years, provided original is kept on file in the Division of Accounts | - |
| 93-17 | Office Vouchers | 3 years, provided original is kept on file in the Division of Accounts | - |
| 93-18A | Correspondence: Employee- related | Permanent | - |
| 93-18B | Correspondence: Applicant-related | According to Schedule 93-13 A-E | - |
| 93-18C | General Correspondence | Until no longer of administrative value | - |
| 93-18D | Staff memos | Until superseded | - |
| 93-19A | Safety Forces: Applicant-related correspondence (not appointed) | 2 years after list expires | - |
| 93-19B | Safety Forces: Applicant-related correspondence (appointed) | Permanent | - |
| 93-19C | Safety Forces: Answer Sheets (not appointed) | 2 years after list expires | - |
| 93-19D | Safety Forces: Answer Sheets (appointed) | Permanent | - |
| 93-19E | Safety Forces: Applications - Entry Level (not appointed) | 2 years after list expires | - |
| 93-19F | Safety Forces: Promotional (Not appointed) | 2 years after list expires, provided employee hard copy is maintained | - |
| 93-20 | Employee Hard Copy File | Permanent | - |
| 93-20A | Applicant Hard Copy File | Permanent | - |
| 93-21A | Requests for Proposals (successful) | 5 years, provided original is on file in Division of Accounts; otherwise 15 years) | - |
| 93-21B | Requests for Proposals (unsuccessful) | 2 years after contract awarded | - |
| 93-22 | Audio tapes of Commission meetings | 60 days after transcription; if tape not transcribed, then one year after meeting date | - |
| Schedule No. | Record Title - Description | Retention Period | Media Type |
|---|---|---|---|
| 93-1 | Accounting System Notes | Until Superseded | - |
| 93-2 | Accounting System Programs | Until Superseded | - |
| 93-3 | Annual Budgets | Permanent | - |
| 93-4 | Annual Reports | Permanent | - |
| 93-5 | Accident Reports - Non- personnel | 3 years, provided no claims pending | - |
| 93-6 | Accounts Receivable ledger and documents | 4 years after payment received, provided audited | - |
| 93-7 | Arraignment Court Sheets | Until final disposition of case | - |
| 93-8 | Audit Reports | Permanent | - |
| 93-9 | Bank Statements | 4 years provided audited | - |
| 93-10 | Batch Files | 3 years provided audited | - |
| 93-11 | Bindovers - Record of cases & funds transferred when cases are | 3 years provided audited | - |
| 93-12 | Blank Forms (obsolete or superseded) | 30 days after obsolescence | - |
| 93-13 | Bail Bond Ledgers | 3 years, provided audited | - |
| 93-14 | Bail Bond Register | Until bonds discharged, provided audited | - |
| 93-15 | Bail Bondsman Billings | 3 years provided audited | - |
| 93-16 | Cancelled Bank Vouchers | 4 years provided audited | - |
| 93-17A | Successful Bids | 15 years | - |
| 93-17B | Unsuccessful Bids | 2 years after contract awarded | - |
| 93-18A | Successful Proposals | 15 years | - |
| 93-18B | Unsuccessful Proposals | 2 years after contract awarded | - |
| 93-19 | Cancelled Checks | 4 years, provided audited | - |
| 93-20 | Cash Bond Receipt Books | 3 years, provided audited | - |
| 93-21 | Cash Disbursement Journals | 10 years, provided audited | - |
| 93-22 | Cash Receipt Journal | 10 years, provided audited | - |
| 93-23 | Charity/Community Projects | Until no longer of administrative value | - |
| 93-24 | Check Stubs | 4 years, provided audited | - |
| 93-26A | Civil Dockets - not including cases involving real property | 25 years after last entry then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-26B | Criminal Dockets | 25 years after last entry then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-26C | Court Room Daily Dockets | 1 year | - |
| 93-26D | Traffic Dockets | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-26E | Witness Book (Dockets) | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-27A | Civil Journals | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-27B | Criminal Journals | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-27C | Traffic Journals | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-28A | Case information for cases involve the sale of real property | Permanent | - |
| 93-28B | Case information for cases involving actions to foreclose on a mortgage | Permanent | - |
| 93-28C | Case information for cases involving the determination of rights to a title of real property | Permanent | - |
| 93-29A | Civil Case Files - not including cases involving real property | 15 years after case closed | - |
| 93-29B | Criminal Case Files | 15 years after case closed | - |
| 93-29C | Rent Deposit Case Files | 15 years after case closed | - |
| 93-29D | Traffic Case Files | 5 years after case closed | - |
| 93-29E | Trusteeship Case Files | 15 years after account is dissolved | - |
| 93-30A | City Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-30B | State Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-30C | Criminal Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-30D | Rent Deposit Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-30E | Traffic Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-30F | Trusteeship Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-31A | City Ledgers | 3 years, provided audited | - |
| 93-31B | State Ledgers | 3 years, provided audited | - |
| 93-31C | Trustee Debt Ledger | 25 years after last entry | - |
| 93-33 | Correspondence, General - non-case related | 2 years | - |
| 93-34 | Court Order Journals | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-35 | Court Orders | 1 year after recorded in court order journal | - |
| 93-36 | Cash Books and Cash Journals | 25 years after last entry then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-37 | Check Registers | 4 years, provided audited | - |
| 93-38 | Criminal Dockets/Journals | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-39 | Criminal Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-40 | Criminal Case Files | 15 years after case closed | - |
| 93-41 | Deposit Slips | 4 years provided audited | - |
| 93-42 | Dismissed Citations and Court Sheets | 5 years | - |
| 93-43 | Divisional Statistic Reports | Until incorporated into Annual Report; otherwise permanent | - |
| 93-44 | Deposit Revenue Report | 3 years, provided audited | - |
| 93-45 | Disbursement Journals | 10 years, provided audited | - |
| 93-46 | Employee Manual | Until updated or superseded | - |
| 93-47A | Employment Applications - Hired | Permanent | - |
| 93-47B | Employment Applications - Not Hired | 2 years | - |
| 93-48 | Expungement Records | 15 years after sealed | - |
| 93-49 | Expired Warrants | 3 years | - |
| 93-50 | Insurance Policies | 2 years after expiration | - |
| 93-51 | Interest Maturity Files - Record of earned interest | 3 years, provided audited | - |
| 93-52 | Judgment Docket/Journal Books | 25 years after last entry then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-53 | Journal and Execution Ledger | 25 years after last entry then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-54 | Inventories (Annual of Public Property) | Until revised and audited | - |
| 93-55 | Invoices | 4 years, provided audited | - |
| 93-56 | Job Descriptions | Until superseded or classification abolished | - |
| 93-57A | Stenographic Recording of Court Proceedings | 3 years | - |
| 93-58B | Transcripts | according to Schedule 93-28 A through C and 93- 29 A through E | - |
| 93-59 | Oath of Office Journal | Permanent | - |
| 93-60 | Open Item Reconciliations - Monthly reconciliation of all open account balances | 3 years, provided audited | - |
| 93-61 | Paid Criminal Misdemeanor Payable Citations - no court appearance | 5 years after paid | - |
| 93-62 | Paid Traffic Citations - no court appearance | 5 years after paid | - |
| 93-63 | Payroll Records - Time, attendance reports and payroll changes submitted to city payroll | 3 years provided audited | - |
| 93-64 | Personnel Files | Permanent | - |
| 93-65 | Purchased Order Records | 4 years, provided audited | - |
| 93-66 | Purchase Encumbrance Records - Invoices and receipts for items costing less than $500.00 | 4 years provided audited | - |
| 93-67 | Purchase Ordinance Records - Items costing more than $10,000.00 | 4 years provided audited | - |
| 93-68 | Purged Case Index - Listing of all criminal and traffic cases ordered purged/expunged in alphabetical order by defendant | 25 years | - |
| 93-69 | Receipts - All receipts issued by the Clerk's Office | 3 years provided audited | - |
| 93-70 | Receipt Journal | 10 years provided audited | - |
| 93-71 | Rent Deposit Case Files | 15 years after case closed | - |
| 93-72 | Release, Assignments and Satisfactions Journal | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-73 | Research Materials | Until updated or no longer of Administrative value | - |
| 93-74 | Rent Deposit Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-75 | Search Warrant Log | 25 years after last entry then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-76 | Search Warrants | 15 years after case is closed | - |
| 93-77 | State Witness Fee Books | 3 years, provided audited | - |
| 93-78 | Supreme Court Reports | Permanent | - |
| 93-79 | Time Payment System Notes | Until Superseded | - |
| 93-80 | Time Payment System Program | Until Superseded | - |
| 93-81 | Traffic Case Files | 5 years after case closed | - |
| 93-84 | Traffic Docket | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-85 | Traffic Journal | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-86 | Traffic Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-87 | Traffic Tickets | 3 years provided audited | - |
| 93-88 | Trusteeship Debt Ledger | 25 years after last entry | - |
| 93-89 | Trusteeship Case Files | 15 years after account is dissolved | - |
| 93-90 | Trusteeship Index | 25 years then evaluated for historical value and transferred to archives. Destroy if of no further value | - |
| 93-91 | Trusteeship System Programs/notes | Until superseded | - |
| 93-92 | Tow Receipts | 3 years provided audited | - |
| 93-93 | Tow Waivers | 3 years provided audited | - |
| 93-94 | Tape Recordings, Video Recordings & Shorthand notes of staff meetings | 30 days | - |
| 93-95 | Telephone Bills, Telephone Log Distance Logs | 2 years provided audited | - |
| 93-96 | Telephone Messages | Until no longer of administrative value | - |
| 93-97 | Waiver Books | 4 years provided audited | - |
| 93-98 | Warrant Register Forms | 4 years provided audited | - |
| 93-99 | Witness Subpoenas | 3 years | - |
| 93-100 | Voucher Records | 3 years provided audited | - |
| 93-101 | Parking Tickets - after placed on microfilm | 18 months | - |
| 93-102 | Court Release Agreements (Bail Bonds) | 3 years provided audited | - |
| 93-103 | Affidavits | 3 years | - |
| 93-104 | Voucher Stubs | 4 years provided audited | - |