Schedule No. 20 Entities Appointed By The City and County of Denver
Print this records schedule
Issued: July 2012
General Description: Records regarding the composition, operation, proceedings and enactments of boards, commissions, committees, authorities, task forces and similar bodies appointed by the governing body or the City and County of Denver officials.
No record may be destroyed under this General Retention Schedule without the approval from the Records Department and the City and County of Denver’s Records Manager. Additionally, no record may be destroyed if the record is subject to an active litigation hold (refer to Executive Order 143-C). For additional information about the records program or records retention refer to Executive Order 143-B. The Records Management Program Policies and Procedures Manual for instruction about records creation, management, and disposition of individual records. The minimum retention periods specified in this schedule apply to the information contained within the record, regardless of the format of the record (paper, microfilm, electronic, etc.). Each agency must decide on the format for retention of each type of record, ensuring authenticity, readability, and accessibility for the entire retention period. Duplicate copies are NOT records. Copies that are created for administrative, convenience, reference or other purpose are NOT records and should be retained only until no longer useful. Electronic Records and Data must remain accessible, authentic, reliable, and useable through any kind of system change, update, or system end of life for the entire period of its retention, which shall be defined by information-type, as presented in this General Retention Schedule. Provided the data is an accurate representation of the information contained in the source documents from which the data was derived, the source documents need not be retained unless they contain other record information not contained in the electronic repository.
20.010 AGENDAS AND SUPPORTING DOCUMENTATION
See Schedule 45.010*
20.020 APPOINTMENTS AND RESIGNATIONS
Records of appointments and resignations, including applications, recruitment information, etc.
- Appointed Applicants
Retention: 2 years after end of service
- Unsuccessful Applicants
Retention: 2 years after conclusion of appointment process
20.030 BYLAWS
Documents adopted to set out rules and guidelines regarding how the entity operates. Retention: Permanent
20.040 GOALS AND WORK PLANS
Formally adopted strategic plans, work plans or policy agendas. Retention: Permanent
20.050 MEMBER LISTS
Retention: Permanent for cumulative lists; until superseded for lists of current members
20.060* MINUTES AND SUPPORTING DOCUMENTATION
See Schedule 45.090*
20.070 NOTICES – MEETINGS
Documentation of compliance with laws requiring posting and distribution of notices of public meetings.
Retention: 2 years
20.080 OATHS OF OFFICE
Oaths taken by appointed officials upon taking office. Retention: Term of office + 1 year
20.090 RECOMMENDATIONS, FINDINGS AND SUPPORTING DOCUMENTATION
Written findings or recommendations to Denver agencies rendered in an advisory or decision- making capacity; supporting documentation includes agenda item summaries and other documentation explaining the rationale for staff recommendations or presenting background information or the history of the recommendation.
Retention: 3 years, except retain those that have enduring historical or policy value permanently
20.100* RECORDINGS OF MEETINGS
Audio or video recordings of official meetings.
- Executive Sessions
Retention: 90 days after meeting [CRS 24-6-402(2)(d.5)(II)(E)]
- Open Meetings
Retention: 6 months after approval of minutes, except retain those that have enduring historical or policy value permanently
- Study Sessions
Retention: 6 months after meeting
Cross References
Building Board Case Files – 05.040*, Building Review Board Case Files Correspondence – Schedule 145*, Correspondence Records
Internal committees – 40.080, Committees – Internal
Policies and procedures – 40.220*, Policies and Procedures Documentation Reports – 40.290, Reports
Rules, regulations, and standards – 40.310, Rules, Regulations and Standards