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| 95-3 | Administrative Memoranda | Until terminated and/or superseded then appraise for historical value | - |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| 95-11 | Blank Forms (obsolete or superseded) | 30 days after obsolescence or superseded | - |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| 95-28 | Executive Orders | Until superseded then reviewed by OHS for historical value | - |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 | - |