Schedule No. 20 Entities Appointed By The City and County of Denver

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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.

  1. Appointed Applicants
    Retention: 2 years after end of service

  2. 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.

  1. Executive Sessions
    Retention: 90 days after meeting [CRS 24-6-402(2)(d.5)(II)(E)]

  2. Open Meetings
    Retention: 6 months after approval of minutes, except retain those that have enduring historical or policy value permanently

  3. 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