Building Inspector (8980-104)

2022 Annual Certification of Records Disposal (due: 5/31/2023)

City Building Inspector (8980-104)

Instructions: Add volumes for each record series (indicate 'N/A', 'dash(-)', or other indicator in volume column if nothing disposed) and certify at the bottom of
this report that disposals are/are not complete.

City of:

For more information,

see: https://apps.nd.gov/itd/recmgmt/rm/recSer/retention.pdf
City Paper
RCN Title Description Office Retention Disposition To Dispose Volume Electronic
(this month/ (in inches) (in MB)
year and
before)

This series contains proceedings of board of adjustment

220310 BOARD OF ADJUSTMENT MI meetings. Building In 5 years Landfill/Delete 2016
This series contains description of sign, sketch and checklist
300905 SIGN PERMITS fee, and name and address. Building In AE+6 - After Exp Landfill/Delete 2015 AE+6
This series contains hearing notices, copies of resolutions,
300906 SPECIAL USE PERMITS plans, etc. Building In ACM - After Con Landfill/Delete ACM

This series contains copies of licenses granted to electricians,

300907 LICENSES plumbers, contractors, bulk tank operators, etc. Building In 3 years Landfill/Delete 2018
This series contains permit number, location, valuation, fee,
300908 BUILDING PERMITS zoning, and use permitted. Building In LOB+3 - Life of B Landfill/Delete 2018 LOB+3
This series contains name of contractor, address, permit
300909 HEATING PERMITS number, date approved, fee, etc. Building In AE+6 - After Exp Landfill/Delete 2015 AE+6
This series contains permit number, street, block, lot and
300910 SEWER PERMIT addition, and plumber name and address. Building In AE+6 - After Exp Landfill/Delete 2015 AE+6
This series contains fee amount, address, description of
300911 PLUMBING PERMIT work, and name and address. Building In AE+6 - After Exp Landfill/Delete 2015 AE+6
This series contains reports recording vehicle number and
430302 FUEL USAGE REPORTS description, mileage, fuel gallons used, etc. 3 years Building In 3 years Landfill/Delete 2018
This series contains lists of licensed master heating
720301 LICENSED HEATING CONTRACcontractors and journeyman heating mechanics. Building In 3 years Landfill/Delete 2018
This series contains maps and plans unrelated to current
720407 MAPS AND PLANS projects. Building In UD - Updated/u Landfill/Delete UD

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 Building Inspector (8980-104)

This series contains drawings of sewer lines as they were

built to indicate exact locations of sewer lines and hook ups
720408 WYE PLATS in relation to the property. Building In UD - Updated/u Archives UD
This series contains architectural drawings of construction
720409 CONSTRUCTION PLANS-RESI proposals. Building In APC+5 - After Pr Landfill/Delete 2016 APC+5
This series contains architectural drawings of construction
720410 CONSTRUCTION PLANS-COM proposals. Building In UD - Updated/u Landfill/Delete UD
This series contains plats of subdivisions, zoning sections,
720411 PLAT BOOKS flood plains, evaluations, etc. Building In UD - Updated/u Archives UD

This series contains record of all types of permits granted at a

particular location including excavation, plumbing, electrical,
and fuel or gas plus bidding documents, copy of building
permit, drawings of proposed buildings, inspection reports,
800328 PROPERTY FILES etc. Building In APC+10 - After P Landfill/Delete 2011 APC+10
This series contains correspondence, inspection forms,
800329 BUILDING INSPECTIONS photographs, notes, etc. of public building inspections. Building In UD - Updated/u Landfill/Delete UD
This series contains inspections and activity by company with
information such as permit number, address, rough-in date,
800330 CONTRACTOR'S LOG services dates, etc. Building In APC+5 - After Pr Landfill/Delete 2016 APC+5
This series contains wiring certificates, daily log forms, self-
800331 ELECTRICAL INSPECTIONS wiring applications, monthly report forms, etc. Building In APC+5 - After Pr Landfill/Delete 2016 APC+5
This series contains plans, hearing notices, copies of
petitions, and any related resolutions, minutes, or
800332 PLANNED UNIT DEVELOPME ordinances. Building In APC+5 - After Pr Landfill/Delete 2016 APC+5

This series contains monthly and yearly reports of number of

800333 PERMIT REPORTS
800334 HOUSE NUMBERS
800335 BUILDING PERMIT LIST
permits issued, income generated, and copy of report sent to
United States Census Bureau, Department of Commerce. Building In 5 years Landfill/Delete 2016
This series contains forms, notices, etc. pertaining to change
and assignment of house numbers. Building In 10 years Landfill/Delete 2011
This series contains ongoing list of building permits issued
including date, address, permit number, type of building,
owner, and contractor. Building In 5 years Landfill/Delete 2016

This series contains copies of notices of permit violation to

business or individual and city attorney and copy of letters
from city attorney to business or individual in violation. Also
includes any correspondence directed toward the city that
800336 PERMIT VIOLATION NOTICES related to the violation. Building In AAT+5 - After Ac Landfill/Delete 2016 AAT+5

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 Building Inspector (8980-104)

This series contains inspection forms, notes, and industry

information on dairies, mosquitoes, pesticides, hazardous
800337 ENVIRONMENTAL INSPECTIOwaste, swimming pools, food service, etc. Building In UD - Updated/u Landfill/Delete UD
This series contains license application, letters of violation,
800338 MOBILE HOME REPORTS repair reports, and copy of annual license. Building In 5 years Landfill/Delete 2016
This series contains copies of certificates issued for buildings
800339 CERTIFICATE OF OCCUPANCYready for occupancy. Building In LOB - Life of Bri Landfill/Delete LOB

This record series includes the application, permit, and

supporting documentation used to approve installation of
the meter, pressure gauge, gas piping/lines, inspection
800512 APPLICATION FOR PERMIT T records, and issuance of the permit. Building In AE+6 - After Exp Landfill/Delete 2015 AE+6
This series contains information related to the preparation
010417 BUDGET and submission of the city budget. General Sc CFY+4 - CalendarLandfill/Delete DECEMBER 2017 CFY

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 Building Inspector (8980-104)

This series contains bank statements, deposit records, and

010610 BANK STATEMENTS/DEPOSITcanceled checks for accounts maintained by the office. General Sc 6 years Shredder 2015

This series contains reporting and supporting documentation

011004 TAX REPORTING DOCUMENT reports, abstract of tax levies, etc.).
011210 INVENTORY
011308 JOURNALS/LEDGERS
011519 PURCHASE ORDERS
011520 ACCOUNTS PAYABLE/VOUCHEpertaining to disbursement of funds for expenditures.
used for tax reporting purposes. This includes, but not
limited to: 1042s, 1098 series (interest earned), 1099 series
(for services rendered by independent contractors and non-
employees), etc. reported to the Internal Revenue Service
(IRS), and supporting documentation, such as: W-9s, W-8
series, and any related documentation. This also includes tax
information reported to the state or county (i.e. quarterly tax
General Sc 13 years Shredder 2008
This series contains an inventory of equipment, fixed assets,
etc. for the office. General Sc LOE+3 - Life of Landfill/Delete 2018 LOE+3
This series contains fund number and description, account
number and description, credit and debit amounts, and
account balance. General Sc CFY+4 - CalendarLandfill/Delete DECEMBER 2017 CFY
This series contains payment vouchers, travel expense
vouchers,
This seriesabstracts
contains for payment,
purchase claims
orders for by
issued payment, vendor General Sc CFY+4 - CalendarLandfill/Delete
the office. DECEMBER 2017 CFY
invoices, expense reports, and other supporting documents
General Sc CFY+4 - CalendarLandfill/Delete DECEMBER 2017 CFY

This series contains certificate of premium paid, rate change

statements, instructions, and application for worker
compensation insurance, and any other documentation or
reports associated with participation in the Worker
011521 WORKER COMPENSATION P Compensation program General Sc CFY+4 - CalendarLandfill/Delete DECEMBER 2017 CFY

This series contains reports and associated records that

011610 PAYROLL RECORDS
summarize payroll information for all city employees,
including, but not limited to: retirement contribution reports
(NDPERS and other provider reports), unemployment
compensation reports, social security reports, payroll/wage
reports (i.e. JSND's quarterly Employer Contribution and
Wage Reports), etc. General Sc 6 years Shredder 2015

This series contains records relating to payroll information of

an individual employee, for example, deduction forms,
insurance forms, benefit forms, tax forms (including W-2s,
011612 INDIVIDUAL EMPLOYEE PAYRO
etc. General Sc ALA+6 - After LasShredder 2015 ALA+6
This series contains monthly financials showing fund activity
011701 MONTHLY FINANCIAL STATE and balance information. General Sc CFY+4 - CalendarLandfill/Delete DECEMBER 2017 CFY

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 Building Inspector (8980-104)

This series contains accounts receivables that have been

turned over to collection bureaus, including debt collection
011808 COLLECTION BUREAU ACCO reports. General Sc CFY+4 - CalendarLandfill/Delete DECEMBER 2017 CFY
This series contains records related to the receipt or payment
011835 RECEIPTS/CASH BOOKS of cash. General Sc CFY+4 - CalendarLandfill/Delete DECEMBER 2017 CFY
This series contains a record of revenue generated for the
011836 ACCOUNTS RECEIVABLE office. General Sc CFY+4 - CalendarLandfill/Delete DECEMBER 2017 CFY
This series contains general correspondence and policy
050204 FEDERAL AGENCY CORRESP updates from federal agencies. General Sc CFY+3 - CalendarLandfill/Delete DECEMBER 2018 CFY
This series includes correspondence and memos to/from
100107 STATE AGENCY CORRESPON state agencies. 2 years General Sc 2 years Archives 2019

This series contains correspondence, surveys, forms, reports,

and informational material from forums and professional
140104 ASSOCIATIONS associations of which city employees are a member. General Sc 2 years Landfill/Delete 2019

This record series includes documents related to the city's

compliance with civil rights laws and regulations, including
the Civil Rights Act, Americans with Disabilities Act (ADA),
Equal Employment Opportunity (EEO) Commission,
Affirmative Action, etc. Records may include correspondence,
180401 CIVIL RIGHTS-ADA,EEO & AF reports, workplace analysis and reviews, and action plans. General Sc 6 years Landfill/Delete 2015

This series contains city governing board meeting

information not kept in the official files maintained by the
City office (i.e. copies of minutes, etc). Note: The City
220338 CITY GOVERNING BOARD MEAuditor's Office will transfer the records to the State Archives General Sc 5 years Archives 2016

This series contains general information from the city

planning and zoning meetings not kept in the official files
maintained by the Planning Division. Note: The City Planning
220339 CITY PLANNING AND ZONIN Office will transfer the records to the State Archives. General Sc 5 years Landfill/Delete 2016
This series contains copies of proceedings from the county
220340 COUNTY PLANNING AND ZO planning and zoning commission meetings. General Sc 5 years Landfill/Delete 2016

220341 AGENDAS This series contains agendas from various city meetings. General Sc 1 year Landfill/Delete 2020

This series includes all minutes and supporting

documentation created or received for meetings involving
committees formed at the direction of a city governing
220344 COMMITTEE MEETING MINUboard. General Sc 5 years Archives 2016

This series contains photographs and/or footage of historical

260201 HISTORICAL AUDIO VISUAL events, employees, or activities of the department. General Sc WA - While Acti Archives WA

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 Building Inspector (8980-104)

This series contains newsletters, brochures, or other

260405 PUBLICATIONS publications prepared for distribution by the office. General Sc UD - Updated/u Archives UD

This series contains official statements (affidavits) from

newspaper officials that a particular item was printed in the
260406 AFFIDAVITS OF PUBLICATIONnewspaper. The item is attached to the affidavit. General Sc CFY+3 - CalendarLandfill/Delete DECEMBER 2018 CFY
This series contains press releases created and distributed by
260601 PRESS RELEASES the city. General Sc CR+3 - Current PArchives 2018 CR+3

This series includes contracts, leases, agreements (including

300106 CONTRACTS, LEASES, AND
for property, products, services, etc.), such as: mutual aid
agreements, joint powers agreements, delegations of
authority, liability waivers, memorandum of
agreement/understanding (MOA/MOUs), and hold-harmless
agreements. General Sc LOC+6 - Life/Len Landfill/Delete 2015 LOC+6

This series contains contracts, leases, agreements, purchase

orders, and proposals, which are cancelled, or not executed,
prior to the letting of the contract, signing the lease or
300107 CONTRACTS, LEASES, AGRE agreement, or issuing the purchase order. General Sc 3 years Landfill/Delete 2018

This series contains specifications and awarded bids for

equipment, services, insurance, vehicles, consulting services,
etc. Files may include, but not limited to: requests for
bids/proposals/information (RFP/RFI), bid evaluation
300701 BIDS - AWARDED worksheets, and supporting documentation. General Sc LOC+6 - Life/Len Shredder 2015 LOC+6

This series contains specifications and bids for equipment,

services, insurance, vehicles, consulting services, etc. where
300702 BIDS (NOT EXECUTED) an award was not made to any vendor. General Sc 1 year Shredder 2020
This series contains test copies, answer books, list of those
350106 TESTS AND CERTIFICATIONS taking tests, and test General Sc CFY+3 - CalendarLandfill/Delete DECEMBER 2018 CFY

This series contains all information related to equipment

430107 EQUIPMENT FILES
430402 VEHICLE USAGE RECORDS
440109 FORMS
owned or leased by the office, including inspection reports,
maintenance records, etc. Note: Owner's manuals can be
disposed or transferred with the equipment. General Sc LOE+3 - Life of Landfill/Delete 2018 LOE+3
This series includes records to track vehicle and heavy
equipment usage, maintenance, expenses, mileage, and fuel
consumption. General Sc CFY+4 - CalendarLandfill/Delete DECEMBER 2017 CFY
This series contains the original forms created by/for the
office. General Sc UD - Updated/u Landfill/Delete UD

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 Building Inspector (8980-104)

This series contains correspondence received from outside

the office or created internally that does not relate to a
450105 GENERAL CORRESPONDENCEspecific program of the office or any federal or state agency. General Sc 1 year Archives 2020

This series contains e-mail messages, voicemail messages,

recorded telephone conversations, instant messages, etc.
450106 ELECTRONIC COMMUNICATI created or received by employees of the department. General Sc ACM - After Con Landfill/Delete ACM
This record series includes all requests for information
450107 INFORMATION REQUESTS (including open records requests, etc.) General Sc 2 years Landfill/Delete 2019
This series contains information relating to insurance carried
470101 INSURANCE POLICIES by the office. General Sc PERM - Permanent PERM
This series contains bids, correspondence, and any other
information related to obtaining and administering the
470204 INSURANCE POLICY BACKUP policy. General Sc LOP+6 - Life of Landfill/Delete 2015 LOP+6
This series contains information regarding claims filed on an
470304 INSURANCE POLICY CLAIMS insurance policy. General Sc ACM - After Con Landfill/Delete ACM
This series contains claim correspondence, forms required to
470305 WORKER COMPENSATION CLfile a claim, and supporting documentation General Sc ALA+6 - After LasShredder 2015 ALA+6
470403 EMPLOYEE BONDS This series includes bonds to cover employees. General Sc LB+3 - Life of Bo Landfill/Delete 2018 LB+3

This record series is the official file of litigation involving the

city and includes any orders, pleadings, correspondence, and
discovery related to litigation. Internal memos, notes,
research, and duplicate copies may also be a part of the
record series, but shall be disposed by landfill when the file is
closed. Note: NDCC sections 44-04-18(6) and 44-04-19.1
relate to confidential/exempt records when an attorney is
500403 HEARING/LITIGATION CASE Finvolved. General Sc ALA+6 - After LasShredder 2015 ALA+6

This series contains the job announcements, employment

applications, resumes, and other records related to the
selection/hiring/recruitment of employees. These records
600203 HIRING PROCESS/RECRUITM are for individuals that are not hired or selected. General Sc ACM+6 - After CoShredder 2015 ACM+6
This series contains all information related to individual
600614 EMPLOYEE FILES employees of the office. General Sc ALA+6 - After LasShredder 2015 ALA+6
This series contains all medical information related to an
employee of the office.Note: This record must be retained
600615 EMPLOYEE MEDICAL FILES separate from the employee file. General Sc ALA+6 - After LasShredder 2015 ALA+6

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 Building Inspector (8980-104)

This series contains time cards, requests for leave, leave

reports, schedules, daily logs or journals and work records
(hours worked on specific job/project/program, location,
600715 TIME AND WORK RECORDS project details, work orders, etc.). General Sc 6 years Landfill/Delete 2015
This series contains descriptions of jobs, including job duties,
responsibilities, and requirements for fulfilling the duties of a
600903 JOB DESCRIPTIONS position. General Sc UD+6 - Updated/Landfill/Delete 2015 UD+6

This series contains requests, correspondence and the results

of statewide and nationwide criminal history record checks
for those agencies authorized to conduct criminal history
601503 CRIMINAL HISTORY RECORD record checks under North Dakota Century Code General Sc 6 years Shredder 2015

This series contains a summary of employment history with

cities within the State of North Dakota, including dates of
employment, rate of pay changes, and other personnel
actions (used to refer to as Service Cards). This summarized
information is used to verify previous employment with
601504 EMPLOYMENT SUMMARY HIST
cities. General Sc ALA+50 - After LaArchives 1971 ALA+50
This series contains organizational flowcharts of the structure
650307 ORGANIZATION CHARTS of the city. General Sc UD+3 - Updated/Landfill/Delete 2018 UD+3
This series contains all information collected and used for
720127 REFERENCE MATERIAL reference purposes only. General Sc UD - Updated/u Landfill/Delete UD

This series contains information related to the safety and

750402 EMERGENCY PLANS security of personnel, buildings, and other resources. General Sc UD - Updated/u Landfill/Delete UD
This record series includes records related to city economic
800504 ECONOMIC DEVELOPMENT Rdevelopment programs and activities. General Sc APC+6 - After Pr Shredder 2015 APC+6
This series contains payroll, equipment, supplies, services,
maps, pictures, bid specifications, bid tabulations, and other
800901 GRANTS records related to grant projects. General Sc AGC+5 - After GrLandfill/Delete 2016 AGC+5

This series contains information related to medical

emergency records (including, but not limited to: ambulance
service records, billing information, medical insurance
coverage, records containing date of ambulance call, reason
for the call, log of what happened, medical condition of
801339 MEDICAL EMERGENCY RECO patient, etc.). General Sc 7 years Shredder 2014

This series contains financial, program and administrative

records relating to emergency and disaster events and
response including the Federal Emergency Management
801341 EMERGENCY/FEMA-ADMINISAgency (FEMA) records. General Sc AAFA+3 - After ALandfill/Delete 2018 AAFA+3

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 Building Inspector (8980-104)

This series contains the final reports sent to FEMA following

801342 EMERGENCY/FEMA-FINAL R emergency/disaster General Sc AAFA+3 - After AArchives 2018 AAFA+3
This series includes all staff meeting, any other supporting
documentation created or received for these meetings and
850101 STAFF MEETING RECORDS A minutes for these meetings. General Sc 2 years Landfill/Delete 2019

This record series includes correspondence/notices sent to

specific city offices with direction to take action (i.e. as a
result of a meeting, for example a City Governing Body
Meeting, summarizing actions/tasks each office is responsible
850501 ACTION MEMOS/DIRECTIVES for). General Sc 1 year Landfill/Delete 2020
This series contains employee calendars of meetings and
850601 EMPLOYEE CALENDARS appointments for their position. General Sc 13 months Shredder 13MO
This series contains survey results on things like wage and
salary, landfill fees, housing market prices, and utility rates,
900101 SURVEYS etc. that are not part of the project files. General Sc 5 years Landfill/Delete 2016
This series contains correspondence, brochures, and product
information from vendors for products not owned or leased
970103 VENDOR INFORMATION by the office. General Sc UD - Updated/u Landfill/Delete UD

City-Building Inspector (8980-104)

I certify that only those records approved on the City retention schedules have been transferred or diposed by the specified methods.

Name of Individual Authorizing Disposals Telephone Number Date

I certify that records have not been disposed as specified on the City retention schedules for the reason(s) indicated below.

Explain

Name of Individual Authorizing Disposals Telephone Number Date

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