HomeMy WebLinkAboutORDINANCES-1977-102-O-7712/14/77
10/21/77
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102-0-77
AN ORDINANCE
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Designating A Retention
Schedule For Records Of
Transactions Of The City
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK
COUNTY, ILLINOIS:
SECTION 1: That the Code of the City of Evanston, 1957, as amended,
be and is hereby further amended by adding thereto
Sections 2-260 through 2-265, which shall read as follows:
"ARTICLE XVIII
•
Records
• "2-260. Policy.
Pursuant to the powers delegated to home rule municipalities
by the Constitution of Illinois, 1970 the City of Evanston adopts
this policy for the efficient and economical management and dispo-
sition of municipal records.
"2-261. City Council Approval to Dispose of Records.
Except as may be provided in Section 2-265 hereof, no records
of the City shall be destroyed or disposed of without the express
approval of the City Council.
"2-262. Records Defined.
• For purposes of this Article, a record of the municipality
shall be defined as any book, paper, map, photograph, or other
documentary material required by law to be made, produced, or ex-
ecuted in connection with the transaction of business of the City
and preserved as evidence of the organization, policies, decisions
• or procedures thereof or because of the informational data con-
tained therein.
102-0-77
"2-263. City Manager - Report of Findings.
Prior to destruction or disposition of such records, except
as may be prescribed by Section 2-265, the City Manager shall
• determine that such material is without administrative, legal,
research, or historical value and shall report his findings to
the City Council. In the event the City Manager shall determine
that the documents may have historical value, such documents
shall be deposited with the Evanston Historical Society which
may preserve same or dispose of such items as it may deem to be
in the interest of the Society and the public.
112-264. Disposal Upon Microphotography.
In the event that certain records shall be reproduced by
photography, microphotography or other reproduction technology,
the original of such document may be disposed of by the City
Manager. Any person may obtain a copy of such document upon
payment of the required fee to the office having custody thereof.
The fee shall not exceed the actual cost of such copy, plus a
reasonable service charge.
0 "2-265. Schedule for Retention.
The schedule of disposition herein set forth sets minimum
dates for the retention of City records. Nothing contained here -
is in shall be construed to require the disposal of records which
have historic or administrative value.
CLASSIFICATION OF RECORDS LENGTH OF RETENTION
Audits - Annual 7 years
Bonds
Performance (construction) 2 years after com-
pletion of work
License 2 years
Certificates - Births and Deaths Permanent
Construction Permits, Applications, Life of structure
Drawings and Prints & 7 years
Property Standards Records Permanent
• Contracts, Leases, Successful Bids, 7 years
Specifications
Election Records 1 year (following
• the determination
of any contest
pertaining thereto)
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CLASSIFICATION OF RECORDS
Financial
,Annual Statements
Assessment Ledgers
Cancelled Checks & Statements
Cancelled Revenue Bonds & Coupons
(parking, water, etc.)
Cash Bonds
Cash Books
Cash Receipts (Audited)
Check Register (Audited)
Check Stubs
Duplicated Warrants
Ledgers
Paid Bills & Invoices/Vouchers
Release and Settlement of Claims
Revenue Receipts (parking, water,
etc.)
Tax Returns & Tax Return Reports
Fire Department
Action & Inspection Reports
Criminal Investigation Reports
General Correspondence
Insurance Policies (expired)
Liability Claim Files
Minutes and Hearings of Committees,
Commissions, -and Boards
Miscellaneous Permits & Licenses
Ordinances, Resolutions, Minutes of
City Council
Personnel
Applications & Examinations
Attendance
Employee Retirement
Files of Employees
Incomplete Applications &
Examinations
• Police
Criminal Case Reports
Investigation Reports
Traffic Citations
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102-0-77
LENGTH OF RETENTION
2 years
7 years after col-
lection of assess-
ment
7 years
2 years after
cancellation
1 year
7 years
2 years
1 year
2 years
2 years
7 years
7 years
Permanent
7 years
7 years
7 years
20 years
1 year
7 years
2 years after
disposition
Permanent
2 years
Permanent
3 years
2 years
1 year after termi-
nation of benefits
5 years after termi-
nation
1 year
20 years
7 years
1 year after dis-
position
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CLASSIFICATION OF RECORDS
Reports (Final Departmental)
Reports to Government Bodies
Retirement Funds - Payroll Summary
Transcripts of Hearings - Boards
and Commissions
Warrants Revenue
Water Meter Ledgers
102-0-77
LENGTH OF RETENTION
5 years
7 years
Permanent
Permanent
7 years
7 years"
SECTION 2: All ordinances or parts of ordinances in conflict here-
with are hereby repealed.
SECTION 3: This ordinance shall be in full force and effect from
and after its passage, approval, and publication in the
manner provided by law.
Introduced lza /Q, 1977
Adopted Z� 197f
ATTEST:
V, A-4�
f City Clerk
Approved as to form:
Approved Z % 1977
" `Mayor
` Corpor tion C uiSe
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