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Guide to Preservation and Destruction of
Local Government Public Records
[This guide was prepared by the staff of the Indiana State Archives. It is to help officials at
the local and county level of government in their records management duties.]
INTRODUCTION
On May 12, 1991, Indiana Governor Evan Bayh signed into law the revised Local Government Records
Law, IC 5q5-6. The revised law amends portions of the existing statute to allow local governments
greater ease in handling their public records. The law allows local governments to dispose of public
records by employing what are known as retention schedules. Retention schedules are tools used to
determine what records need to be kept, and what records can be destroyed or otherwise disposed of
after their immediate official usefulness has been exhausted. The use of retention schedules will greatly
enhance the local government official's ability to manage his or her important information resources to
save money, space, and time.
The revised law lays down specific duties and responsibilities for the participants in the local
government records disposal process. The participants are:
a) the local government official who is the records custodian;
b) the Commission of Public Records of the county in which the local government
official is located;
c) the Indiana State Archives, Indiana Commission on Public Records; and
d) a county historical or genealogical society.
Each participant has a specific role to play in the process to be presented in this guide.
The original version of today's IC 5-15-6 was enacted by the General Assembly in 1939. The law grew
out of the need, then as now, to get a handle on the overwhelming growth of records and government
documentation. Certain features of the law (such as the three year minimum retention for all records)
reflected the need to have time for state auditors to examine the books of local government officials. It
was also important to ensure that the records were not altered or destroyed unless authority to destroy
the records was granted. Many of these concerns are still cogent today. However, today's public records
include electronic and micrographic media, as well as paper and paper-based materials. The law was
changed in 1991 to.reflect this and several other developments.
This guide will outline the specific duties and responsibilities that all who handle, manage, or deal with
local government public records must fulfill under the law. The guide will present recommendations on
how best to meet those tasks and responsibilities. It will also give the local government official tips or
suggestions on ways to preserve, store, and reproduce their public records.
II
IC 5-15-6
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THE LOCAL GOVERNMENT PUBLIC RECORDS LAW
Sec. 1. (a) A commission is hereby created in each county of the state which shall be known as the
county commission of public records of county.
(b) The county commission shall consist, ex officio, of the judge of the circuit court, the president of the
board of county commissioners, the county auditor, the clerk of the circuit court, the county recorder,
the superintendent of schools of the school district in which the county seat is located and the city
controller of the county seat city, and if there is no city controller, then the clerk-treasurer of the county
seat city or town shall be a member of such commission.
(c) The commission shall elect one (1) of its members to be chairm~.n and the clerk of the circuit court
shall be secretary. The members of the county commission shall serve without compensation and shall
receive no disbursement for any expense.
(d) The county commission shall meet at least one (1) time in each calendar year.
Sec. 1.2. As used in this chapter, "county commission" or "commission" refers to the county
commission of public records created by section 1 of this chapter.
Sec. 1.3. As used in this chapter, "Indiana State Archives" has the meaning set forth in lC 5-15-5.1-1.
Sec. 1.4. As used in this chapter, "local government" means a political subdivision (as defined in IC 36-
I-2-13).
Sec. 1.5. As used hi this chapter, "public record" or "record" means a record (as defined in IC 5-15-5.1-
1) except that "public record" or "record" means local government rather than state government
documentation.
Sec. 1.6. As used in this chapter, "records management" means a program to apply management
techniques to the purchase, creation, utilization, maintenance, retention, preservation, and disposal of
records undertaken to improve efficiency and reduce costs of record keeping, including management of
the following:
0) Filing and microfilming equipment and supplies. , ,~,?
(2) Filing and information retrieval systems.
(3) Records ..... :~ ,
(4) Historical documentation.
(5) Micrographic retention programming. .....
(6) Critical records protection.
Sec. 1.7. As used in this chapterl "retention sche~i~le" has the'in;auin Set fo~ ih IC 5-15-5.1-1
Sec. 2. (a) It shall be the duty of the county commission to determine the following:
(1) Which public records, if any, are no longer of official or historical value.
(2) Which public records, are of current official value and should be retained in the office
where they are required to be filed.
(3) Which public records are of official value but are consulted and used so infrequently that they
are no longer of
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appreciable value to the officer with whom they are required to be fried.
(4) Which public records are of no apparent official value but which do have historical value.
(b) The county commission may request the assistance of the commission on public records established
under IC 5-15-5.1 in developing records management programs.
Sec. 2.5. (a) The county commission shall adopt and implement retention schedules for use by local
government officials as part of a records management program for local government public records at
the first meeting of the county commission after the commission receives a retention schedule for the
local government approved by the oversight committee on public records as established by IC 5-15-5.1-
18.
(b) Ail requests to destroy, transfer, or otherwise dispose of records that are not covered by an approved
retention schedule are to be submitted to the county commission according to the procedure established
under this chapter.
(c) Requests for exceptions to an approved retention schedule shall be submitted to the county
commission. The commission may not consider requests for retention of records that are shorter in
duration than the approved retention schedule.
(d) Local government officers shall submit documentation of destruction, transfer, or other disposal of
records according m an approved retention schedule to the county commission with a copy submitted to
the state archives.
(e) Whenever a local government includes parts of more than one (1) county, the commission of the
county that contains the greatest percentage of population' of the local government has jurisdiction over
the kecords of the local government for the purposes of this chapter.
Sec. 3. (a) All public records which, in the judgment of the commission, have no official or historical
value, and which occupy space m no purpose in the offices and storerooms of the local government of a
county, shall be destroyed or otherwise disposed of. Except as provided in subsection (b), such records
shall not be destroyed until a period of at least three (3) years shall have elapsed from the time when the
records were originally fi/ed, and no public records shall be destroyed within a period of three (3) years
if the law provides that they shall be kept for a longer period of time, or if the law prohibits their
destruction.
(b) Records may be destroyed before three (3) years elapse after the date when the records were
originally fried fi:
(1) the destruction is according to an approved retention schedule; and
(2) the requirements of subsection (c) are met.
(c) No financial records or records relating thereto shall be destroyed until the audit of the records by the
state board of accounts has been completed, report filed, and any exceptions set out in the report
satisfied.
Sec. 4. (a) Except as provided in subsection (b), no records shall be removed or transferred from any
office until a period of at least three (3) years shall have elapsed from the date on which the records
were fi/ed, nor even after that time if the records are in frequent use by the officer having charge of the
office.
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(b) Records may be removed or transferred from any office before three (3) years elapse after the date
on which the records were filed if the removal or transfer is according to an approved retention
schedule.
Sec. 5. Public records having an official value but which are used infrequently by the officer with whom
they are fried or maintained shall, on order of the commission, be removed and transferred to the Indiana
state archives.
Sec. 6. Public records having no apparent official value, but having a historical value shall be transferred
to and shall constitute a part of the Indiana state archives.
Sec. 7. (a) When any public records are ordered to be destroyed, removed, or transferred, the
commission shall enter an order to that effect on its minutes, stating the date on which the order is'
entered and a general description of the public records which the commission orders to be destroyed,
removed, or transferred.
(b) A copy of any order to destroy public records shall be delivered to:
date,
(1) the state archivist at the Indiana state archives;
(2) any active genealogical society of the county; and
(3) any active historical society of the county; not later than sixty (60) days before the destruction
accompanied by a written statement that the state archivist at the Indiana state archives or society
may procure
at its expense such records for its own purposes.
(c) The order delivered under subsection (b) must state that the records will be made available to the
state archivist at the Indiana state archives, the genealogical society, or the historical society subject to
the following provisions:
1) Genealogical or historical societies of the county which have an active organization
shall have priority in ~e procuring of the public records.
(2) If there i~ mbre than one (1) genealogical or historical society of the county with
an active organization, the earliest established genealogical or historical society shall have
priority in the procuring of the public records.
(3) In order to procure all or part of the public records included in the order, a
genealogical or historical society must offer to the Indiana state archives sufficient proof of
ability to properly preserve the records in question, or the state archives may deny the
records to the genealogical [or] historical society and give priority to another historical
society in the county or the state archivist at the Indiana state archives.
(4) If within thirty (30) days of the delivery of the destruction order to the
genealogical or historical society, the society has not notified the commission of an intent to
procure all or part of the records included in the order, the state archivist at the Indiana state
archives may upon request procure at the archive's expense the records for the archive's
own purposes within the remaining time in the sixty (60) day period.
(5) If a county historical society that has obtained records through the county
commission subsequently wishes to destroy, transfer, or otherwise dispose of these records,
the historical society shall submit a request to the county commission for authorization to
destroy the records according to the procedure set forth in this chapter.
(6) Records obtained by a historical society under chapter remain public records and
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are subject to all applicable public records laws.
Sec. 8. A public official or other person who recklessly, knowingly, or intentionally destroys or damages
any public record commits a Class D felony unless:
(1) the commission shall have given its approval in writing that the public records may be
destroyed;
(2) the commission shall have entered its approval for destruction of the public records on its own
munutes; or
(3) authority for destruction of the records is granted by an approved retention schedule
established under this chapter.
III
PROCEDURES
Under the revised lC 5-15-6, there are two legal methods to dispose of public records. The fu'st is that of
submitting requests to the county Commission of Public Records to authorize the destruction or transfer
of listed public records. A meeting of the Commission is called to authorize the destruction of the
records. This is the method created by the 1939 law. The second method is to use retention schedules
and to follow their directions regarding how to dispose of the records. This second method was added
by the General Assembly in 1991. Both methods are effective means to remove unneeded public records
from local government offices. NOTE: court or judicial records do not come under'the authority of a
county Commission of Public Records. Court records are to be handled according to the rules developed
and enforced by Supreme Court Administration, an ann of the State Supreme Court. IC 5-15-6 applies
only to nonjudicial public records.
1. HOW TO SUBMIT A REQUEST TO DESTROY PUBLIC RECORDS
If an official has identified public records that are no longer needed or required to be retained, and no
retention schedule exists that covers the record or records involved, that official should:
a) obtain a blank PR-I form ("Request to Destroy/Transfer Public Records") from the Clerk of the
Circuit Court of the county. The Clerk is the ex-officio Secreta~ of the county Commission of Public
Records;
b) fill out the form, listing the records to be disposed of;
c) submit the completed form to the Clerk of the Circuit Court (ie., Secretary of the Commission);
d) the Clerk will either call a meeting of the county Commission of Public Records, or add the request to
the agenda of the scheduled meeting. At the meeting, the Commission will vote to authorize the disposal
of the records;
e) if the Commission grants authority to dispose of the records, the requests are reviewed by the Indiana
State Archives and the designated historical or genealogical society of the county during the 60 day
remew period. If either the State Archives or the society wishes to obtain any of the records, those
records should be set aside to be picked up by the requestor. NOTE: HISTORICAL AND
GENEALOGICAL SOCI~;TIES MAY NOT OBTAIN CONFIDENTIAL PUBLIC RECORDS;
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f) if no request is made to obtain the public records within the review period, the records may be
destroyed or otherwise disposed of. NOTE: CONFIDENTIAL RECORDS MUST BE
DESTROYED IN A MANNER THAT PRESERVES TIlE CONFIDENTIALITY OF Tl~2,
INFORMATION (IE., SHREDDING, BURNING, ETC.).
2. HOW TO USE A RETENTION SCIql~DULE
A retention schedule will note the proper disposition of a specific type or group of records. It serves as a
maintenance manual for the different records used in an office. Each group or type of record is
identified, its retention requirements noted and cited, and the recommended retention- given. An example
is given below:
SCHOOL CORPORATION
RECORD
Extra Curricular Program
CITATION
IC 20-5-7-2
RETENTION
Destroy after 5
years
In the example, the record type is found in the left colmrm, any legal requirements for length of
retention are given in the "Citation" column, and the length of the retention is given in the right-hand
column.
Legal citations for retention schedules are based on the Indiana Code, the Indiana Administrative Code,
the United States Code, and the Code of Federal Regulations (CFR). The State Board of Accounts will
have been consulted regarding recordkeeping requirements for all retention schedules. As well,
. representative local government officers from the office in question (ie., Recorders, Trustees, Clerk~
Treasurers, etc.) will have been consulted and will review each retention schedule to ensure that each
retention fits the needs and requirements of the office.
When a record is disposed of according to a retention schedule, a Destruction/Disposition form should
be filled out. The form serves as documentation of destruction or other disposition to show that the
records were disposed of properly and according to an approved retention schedule. It is very important
to document proper destruction of public records, as it serves as protection from possible legal action or
accusation of improper destruction of records to cover up misdeeds. Copies of the form should be sent
to the Clerk of the Circuit Court (Secretary of the county Commission of Public Records) and the
Indiana State Archives.
3. INSTRUCTIONS FOR CLERKS OF THE CIRCUIT COURTS AND COUNTY
COMMISSIONS OF PUBLIC RECORDS
Prior to a planned meeting of the county Commission of Public Records, the Clerk (and/or another
designated member of the Commission) should:
a) assemble a list of the local g~¢~'rnmen~ Uhit~ in'~he county. It would include: county offices, cities and
towns, township offices, public utilities, public libraries, commissions, multi-county units, etc.
b) send a blank copy of the "PR-I" form to each unit, with a letter or memo inviting them to submit their
petitions for records to be destroyed to be authorized by the Commission at its next meeting. Establish a
deadline prior to the meeting for submissions;
c) announce meeting according to the reqmrements for a public meeting under the Open Door Law (IC
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5-14-1.5.1)i
When the meeting is held, the Commission should:
a) choose a chairperson m preside over the meeting;
b) adopt for use in the county any retention schedule approved by the Oversight Committee on Public
Records received by the Clerk since the last meeting;
c) discuss and decide on requests m destroy public records submitted by'local governments in the
county;
d) discuss any other official business related to public records and records preservation; and
e) determine the date of the next meeting of the Commission.
Once the meeting is adjourned, the Clerk as Secretary should:
a) send the approved requests to the designated historical or genealogical society in the county and the
Indiana State Archives for review to determine if they wish to obtain any of the records; and
b) on receipt of the responses from the designated society and the State Archives, notify the affected
local governments. The units should then dispose of the records according to the directions of the
Commission.
SUGGESTIONS FOR STORAGE/PRESERVATION OF PUBLIC RECORDS
There are a number of things that a pubtic records custodian can do to take command of the records in
his/her care. They invol~ve minimal expenditures of money and time. But they pay handsome dividends
down the road.
1. BOX STORAGE SHF~LVING
Erect shelving to organize, arrange, and store records storage boxes. Shelves should be tall and deep
(approximately 18" tall by 18" deep to accomodate standard sized records storage boxes, or depending
on the size of the boxes used). Metal shelving units are strong and sturdy, and can be easily erected and
later disassembled. Some prefer wooden shelves, though they are less than ideal for records storage.
Shelves allow more records to be stored In a given floor area, as they employ the room's height. Also,
boxes stored on shelves are easier to get to and retrieve than boxes that are merely stacked or piled on
the floor. Shelves save time, space, and back-aches.
2. STANDARD BOX SIZES
If possible, employ only one or two sizes of boxes in-which to store public records. Standardization
allows for easier storage and space allocation, especially in tandem with storage shelves. We
recommend the use of standard one cubic foot records storage boxes (10"x12"x15" inside). These records
storage boxes are available from numerous office supplies sources. They are capable of holding
approximately 50 pounds of records, and accommodate both letter and legal paper or file folders. Larger
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boxes, holding up to 100 pounds of records, can be difficult for many people to handle and move. Avoid
using boxes originally designed and used for other purposes (ie., computers, equipment, bananas, etc.)
to hold records. Such boxes are often not strong enough to hold paper records, which when densely
packed together are very heavy.
3. FILLING RECORDS STORAGE BOXES
Avoid at all co~tS filling a records storage box with more than one type of record (ie., checks with blue
prints, purchase orders with poor relief applications, etc.). When it comes time to dispose of records,
extra time and effort will have to be spent sorting through each box to separate the different records.
Keep discreet categories separate.
When filling a box with records for storage, always assume that sometime in the future someone
(perhaps you) will need to retrieve a record from that box. Keep the contents of the box in good order,
or in the order the records were originally. DO NOT dump or pile records or files into the box. Also, do
not over-fill a box.
4. LABELLING RECORDS STORAGE BOXES
Always label or mark clearly the contents of the records storage boxes at the time of filling the box.
Include the title of the records or their type; the range of dates of the records, and to whom the records
belong 0e., which office). It is a good idea as well to note the date that the records in the box can be
destroyed according to an approved retention schedule, or based on legal or administrative requirements.
An example of such a label could read:
OFFICE: COUNTY AUDITOR
RECORD: CANCELED CHECKS
DATE OF RECORDS: 1992
DESTROY: 2003
Label the records storage boxes so that the label or markings can be read easily when the boxes are
shelved. "~ ,
5. DESTROYING PUBLIC RECORDS
When boxed public records are ready to be disposed of according to an approved retention schedule or
after authority has been granted by the county Commission of Public Records, empty the records storage
boxes when disposing of the records and save ("recycle") them for future use. Recycling will save the
,e, xpense of p~,chasing new records storage boxes. Also, many records storage boxes can be easily
broken down or folded up for ~t0rage until they are needed again. Remember always to document
disposal of all public records when using a retention schedule.
MICROGRAPHICS AND ELECTRONIC RECORDS
The definition of "public record" for local government today encompasses all media that store
information. Among those storage media, microfilm and electronic media rank with paper as major
players in the information storage game. The allure of new and powerful technologies for storing and
managing records and information has lead to widespread use of these media. A few words on them
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.would be advantageous.
1. MICROGRAPHICS
Micrographics concerns photographically reducing an image and placing it on a durable medium for
storage and future use. There are three main types of micrographic media and technologies: microfilm,
microfiche, and Computer Output Microfiche, or COM. Many local government officials employ one or
more of these microfilm technologies. Microfilm can offer several advantages to local government:
reduce space required to store records;
b. security back-up copies of microfilm are easily made, and readily stored;
c. properly stored, microfilm can preserve records for a very long time;
d. microfilm that is properly documented and of high image quality can be used in court as evidence:
and
e. microfilm technology has been around for many years and is widely available. However, ill~
considered and poorly executed microfilming of public records can also be a tremendous waste of
taxpayers' money. No one should microfilm everything that comes into the office. Only certain records
merit being microfilmed. The criteria for deciding to microfilm public records should include:
i. importance of the records: if the record is vital to the smooth functioning of government
and the welfare of the citizenry, you may wish to make microfilm back- ups of it to ensure
its survival and preservation;
ii. length of retention of the records: if the records must be retained for many years, it may
be advisable to microfilm. Records required to be retained for a short period of time (ten
years or less) should not be microfilmed;
iii. bulk of records: if the amount of records is great and straining the storage capacity of the
office, microfilming the record to reduce storage may be advisable. This is especially true
of bulky records that must be retained for many years. Do not microfilm bulky records that
need not be retained long: the expense of microfilming will offset any advantage that
reducing the bulk of records may create; and
iv. frequency of use: if for reasons of legal necessity a record must be retained for a long
period but will rarely ff ever be consulted, microfilm may be advisable. Microfilm can be
cumbersome to use, and information difficult to find.
To make usable microfilm requires that the original records be in good order prior to filming. As well,
indexing of the contents of a roll of microfilm is key. Such documentation is essential to have microfilm
that can be consulted and relied on. To be admissible in court, proper documentation to show that the
microfilm is a complete, accurate, and legible reproduction of the original records is required. After the
microfilm has been created, it must be stored Lq an environment that will maintain and preserve the
images. Image degradation of original negative microfilm is rapid if it is stored in poor environmental
conditions.
Good microfilm requires careful planning and diligence throughout the process m ensure a quality
Guide to Preservation and Destruction of Local Government Public Records Page I0 of 14
product. Microfilming also requires an outlay of funds to purchase materials and services. Several
counties have established a microfilm department in their counties to serve the microfilm needs of the
various county and local government offices. That way, costs for equipment, materials, and services are
spread more widely, with the cost per roil of film reduced as a result. Other counties may wish to
investigate the formation of a cooperative microfilm effort for their microfilm needs.
2. ELECTRONIC RECORDS
A large number of electronic meant to create and store information have appeared on the scene in recent
years. Technologies such as optical disks, CD-ROM, GIS, and others have emerged to fuel the
proliferation of documentation in recent years as well as to solve the problems they created. Much of the
"take off' is attributable to the development of the personal computer, now a widely available
technology. Many local governments have already taken advantage of personal computer technology to
bring greater speed and efficiency to their official duties. The records created with computers and
computer-driven machines are public records just as much as the paper records of one hundred years
ago. However, the medium has changed, and as a result new problems and challenges have been
created.
Computers allow us to store huge amounts of information on small magnetic diskettes or plastic and
aluminum disks, and to transport that information easily from one machine to another. Massive amounts
of information can be sent over the telephone wires across oceans and continents; Information can be
shared simultaneously between many computers, allowing access to many users. However, how m
preserve that informatiori is another question. The simple fact is that magnetic tapes, disks, and diskettes
cannot store information for long periods of time. Constant backups every two or three years are
required to preserve the data. Even then, data can be quickly, easily, and irretrievably lost. Magnetic
media are not stable enough to preserve important information of permanent value.
Solutions must be found to the problems of longwtorm computer storage of important information.
Optical disks show promise, but currently do not address satisfactorily the questions of permanence and
technological standardization. Caution must be observed when permanent records or public records of
long-term importance are stored by computer or other electronic means.
VI
PRESERVATION OF RECORDS
Many public records must, by law or by administrative necessity, be kept by the records custodian for
many, many years. Indeed, some statutes require records to be maintained permanently in the office
where originated or where filed. The constant use of these important public records over the years exacts
a severe toll on the records themselves. Many paper records become tom, brittle, faded from exposure to
sunlight and artificial light in the office, and soiled from years of exposure to dust and smoke, dirty
fingerprints and oily hands. Probably the single most destructive force is the chemical composition of
much of the paper that we all use in our offices. Acids in the paper, present from the time of. ~
manufacture, work to break down the fibers of the paper, leading to holes, fading, and broWning.
Today's paper has a short life-span, due to the chemicals present in it. Air pollution also has a setious,
deleterious effect on our paper records. It is one of the supreme ironies of modem history that the paper
we have used for the last canmry is already disintegrating, while older paper, made without the
chemicals found in today's counterpart, is often in much better condition. Paper is not alone in the
inexorable deterioration spiral: magnetic tape, computer diskettes, and videotape, important media for
information storage today, will not outlive us. We face the horrible dilemma of losing the
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documentation for our era's history even before our generation has died off.
Decisions must be made concermng the way we store our information and how we take care of it.
Simple decisions, made today, will determine how well local government offices will function in the
future. Some require hardly more than switching m new paper stock for certain uses. Others will require
good foresight and planning. Here are some hints for taking care of local government public records:
1) PURCHASE ACIDzFREE PAPER for all uses that call for long-term retention 0f records. Use acid-
free file folders for records that are required and expected to be retained many years;
2) MICROFILM SELECTED TYPES of records that are important for the long-term well- being of the
community and the continuity of government. Preserve microfilm under proper conditions;
3) AVOID STORAGE OF BOTH paper and microfilm records in rooms where temperatures vary
greatly. Keep records out of especially hot rooms. Normal room temperatures are best;
4) DO NOT LAMINATE ANY RECORDS OR RECORD VOLUMES. Lamina~o.n s~!s~the, doom. o.f
the record. The process involves literally cooking the page in plastic. While the paper is encased in
plastic that protects it from dirty fingerprints and oily hands, it will nevertheless mm brown and become
unreadable because of the cooking it received;
5) DO NOT EXPOSE RECORDS to long periods of bright light. Sunlight and artificial light can
damage records and make them fade;
6) DO NOT TOLERATE ROUGH HANDLING of records in your custody by users or researchers.
Supervise the use of [ecords. Maintain a log of users;
7) AVOID USING RUBBER BANDS AND STAPLES to fasten records together. Remove paper-clips
when possible as records are filed; and
8) CONSULT THE STATE ARCHIVES for technical advice and assistance regarding preservation of
important public records.
DISASTER PLANNING/VITAL RECORDS
Natural disasters have historically been among the chief causes of loss of local government public
records. Courthouses, town halls, and other government buildings where public records are maintained
have been ravaged by fires, floods, tornadoes, and other disasters. Much of the early documentation of
some counties has been lost as a result. While the Indiana Code makes provision for the reconsauction
of public records in event of such a disaster, important records concerning property ownership and
personal rights were lost.
Coordinated planning for such a contingency could reduce the impact and disorder of a disaster should
one occur. Such actions as microfilming .the "vital'! public records of your office and storing the
originals offsite (away from the main storage area, or completely away from the general area) in a safe
but accessible place, establishing a procedure with local disaster officials to locate th~ mps[imp°rtant
records for emergency purposes, and others could reduce the chaos that a fire or flood would create for
proper functioning of local government. Such simple measures as removing public records from areas
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that would be most vulnerable in cases of fire and flood (ie., attics and basements) and making sure that
structures that house public records are not fire hazards will go a long way to save important records.
Coordinate your public records disaster planning with the local Civil Defense officials in your town or
county. Check with the State Emergency Management Agency (SEMA) about your vital public records.
Remember that the information in public records of local government may help to save lives and
livelihoods in the event of disaster.
VIH
CONFIDENTIALITY/PUBLIC ACCESS TO PUBLIC RECORDS
It is a cornerstone of democmlic government that the people be allowed to exam/ne their govemmenrs
public records. As the legal definition of "public record" in the Indiana Code makes clear, the people
hold title to the records produced by government officials in the normal course of their work. Public
records are not the personal property of the officeholder. State and federal law mandates that public
records must be made available to the citizenry. However, our laws also recognize that some public
records--lc., the records of the gnvemment of the people--contain sensitive information of or concerning
individuals who come into contact with government. That includes our tax returns and assessments,
medical information, personal financial information, and other types of information and records. State
and federal law mandates that certain public records must be maintained confidentially.
Confidential records should only be made available to:
1) bona-fide government employees engaged in the course of their official duties;
2) researchers who require special use of records for statistical, academic, or other legitimate study. In
such a case, the researcher should sign an agreement not to reveal the identities or identifying
information of individuals records in confidential materials;
3) individuals who supply to the record custodian a court order to examine specific public records; and
4) the subject of the records, or the subject's representative with written consent of the subject.
Indiana law and the Administrative Code list many public records that are to be maintained
confidentially. IC 5-14-3, the Access to Public Records law, notes rights and responsibilities of
individuals and officials concerning gaining access to public records. It is a good idea to become
familiar with the law conce~g access/confidentiality.
When ~t comes rune to destroy COnfidential pubhc records that no longer are of use to government, the
records should be destroyed i~ Shch'a ~ay that the inforination will not be r~co~/~i~ible. Methods exist
whereby confidential public records can be destroyed w~thout revealing the sensitive xnformatten
ontamed ~n them as well as the records subjects. These ~nclude shredding, burning, and recycling.
Many recyclers will guarantee Confidential destruction of paper records transfer/ed to/hem. Care should
be given to protect the rights of individuals whose personal informatio~ is found in public records.
Guide to Preservation and Destruction of Local Government Public Records Page 13 of 14
Sources for funds exist for local governments to pay for efforts to save, preserve, and make accessible
the public records of communities. These sources allow for funds to preserve the history and culture of a
community by preserving the important records of the community.
The Indiana Code states that units (except townships) of local government with taxing authority "may
establi§h, aid, maintain, and operate libraries and museums, cultural, historical, and scientific facilities
and programs, and community service facilities and programs" (IC 36-10-2-4). Thus, according to the
law, local government may contribute to historical societies or mtisenms, or other public and private
organizations for projects to contribute to the historical and cultural enrichment of the community.
Efforts to preserve and conserve the important public records may be supported by local government
funds. Some projects a local government could assist with its contributions are:
1) purchase of records conservation/preservation supplies (acid-free folders, paper, boxes, de-
acidification process materials, etc.);
2) upgrading storage facilities to meet proper environmental storage standards for preserving public
records and microfilm;
3) purchase of microfilm readers for patron use of microfilmed public records;
4) indexing important and frequently consulted public records; or
5) hire expert assistance to preserve deteriorating public records.
The law (part of the extensive "Home Rule" powers granted by the General Assembly) gives free rein ro
a wide variety of activities. The local government has the right to choose for itself the ways in which it
may support the cultural life of the community. Several county governments currently exercise this
power by assisting historical societies and museums with important projects to document Indiana
history.
The United States governmment also provides funds to support efforts to collect, document, publish, and
preserve the important records of our country. The National Historical Pubications and Records
Commission (NHPRC) provides grants tc both private and public groups to document our nation's
history. Significant grants have been made to state and local governments to establish records
management programs at the local government level. Archival and records management programs for.
cities and towns have been funded with NHPRC grants. With this money, local governments around the
country have proceeded to inventory records, develop retention schedules, and identify and preserve
archival records. Applications are made to the NHPRC through state coordinators, who review the
applications and proposals and pass them on to the national commission. Information on applying for
NHPRC grants may be obtained from the NHPRC or from the Indiana State Archives.
X
RESPONSIBILITIES OF HISTORICAL/GENEALOGICAL SOCIETIES
Since 1939, historical (and later genealogical) societies have participated in the public records disposal
process. The intention has been to preserve the important historical records that no longer are needed by
local government and for which there is no room to spare. In this way, many unportant public records
have been preserved for future use.
Guide to Preservation and Destruction of Local Government Public RecOrds Page 14 of 14
However, the process has not always worked smoothly or as the General Assembly intended. Many
public records have been obtained by private groups only to be subsequently abused in private hands.
Public records obtained over the years have been broken up to be sold for individual profit, have been
squirrelled away in private closets, attics, basements, and under beds, kept as personal property, and not
made available to those interested in consulting the records. Researchers have not been giyen proper
access to the public records in private hands.
In an effort to rectify this woeful situation, IC 5-15-6 was amended to establish parameters in which
historical and genealogical societies must operate to participate in the public records disposal process.
They are:
a) a county historical or genealogical society may obtain public records authorized to be destroyed under
the following conditions:
1. record is not of official value;
2. record does not contain confidential information;
3. county historical or genealogical society can demonstrate to the Indiana State Archives that it
can properly
preserve the record;
4. county historical or genealogical society may not subsequently destroy or transfer (including
sell) the record without
submission of PR-1 to the county Commission of Public Records and review by the Indiana State
Archives; and
5. the records remain public, and subject to the laws on public records, including:
-public access
-destruction/damage punitive sanctions
-theft.
b) a county historical or genealogical society must be active to receive a review copy of approved PR-1
requests that authorize destruction of public records;
c) a county historical or genealogical society has 30 days from date of the meeting that authorizes the
destruction of public records to request to obtain any of the records.
[[County Records HomepagellE-mail County Records i~anagementlllCPR Homepagel[
I Polioi s I ..... ' .....
REQUEST FOR PERMISSION TO DESTROY OR
TRANSFER CERTAIN PUBLIC RECORDS (PR-l)
State Form 30505 (R3/10-03)
Page __of
INSTRUCTIONS: 1. prepare in quintuplicate (five copies).
2. The original and three copies shall be filed with the County Commission of Public Records and a copy retained by the
originating agency.
3. Upon approval by the County Commission, the Secretary shall forward one copy to the Indiana Commission on Public
Records, 402 W Washington St. Rm W472, Indianapo s, N 46204; one copy to the county historical society if any);
and retain the or ginal and one copy for 60 days, during which time the records may be procured by an active historical
society of the county or by the Indiana Commission on Public Records, State Archives Division.
4. Upon the exp rat on of 60 days the copy retained shall be forwarded to the agency, as authority to dispose of the records
in accordance with the action thereon by the County Commission.
5. The odginal shall be preserved as a part of the minutes of the County Commission.
TO BE FILLED OUT BY ORIGINATING AGENCY OR OFFICE
Government agency Date (month, day, year)
&ddress of government agency Check proper box below:
[] Request to destroy
[] Request to destroy previously microfilmed originals
[] Request to microfilm and destroy
[] Request to transfer to:
RECORDS MEASUREMENT TABLE
TO: Secretary, Commission of Public Records, of I Archives box (10" X 12" X 15" inside) = 1 cu. ft. of records
1 Letter size flle drawer : 1 1/2 cu. ff. ofrecords
County, indiana 1 Legal size file drawer = 2 cu. ft. of records
I Number 1I record transfer' box (12" X 24" X 10!/2") = 2 cu. ft. of records
VOLUME OF RECORDS DAqlE OF RECORDS
NAME OR DESCRIPTION OF RECORD (see records measurement table)
All of the above records are more than three years old as of January 1, of the present year. All records requiring audit have been
audited by the State Board of Accounts for the period indicated; the report of the audit is on file and does not show any exceptions
taken or unsetfied charges.
Approved by: Requested by:
Title Signature / t~tle
Page of __
ACTION BY COMMISSION OF PUBLIC RECORDS
(To be filled out by the Couniy Commission of Public Records)
TO: (name of government agency)
YOU are hereby notified that your request to destroy or otherwise dispose of the public records listed thereon was approved
by the County Commission of Public Records at a meeting held this date, subject to the following limitations or exceptions,
In the event that neither an historical society in or of the county, nor the Indiana Commission on Public Records, State Archives
Division, procures all or part of these public records within the 60 day period required by lC 5-15-6-7, these public records may be
destroyed or otherwise disposed of by authority Of the County Commission of Public Records.
Signature of Chairman of County Commission of Public Records ~ Date signed (month, day, year)
(60 days after above date)
AT~EST: Signature ~f Secretary Date after which public records may be destroyed
NOTIFICATION BY HISTORICAL SOCIETY OR
INDIANA COMMfSSION ON PUBLIC RECORDS, STATE ARCHIVES DIVISION TO PROCURE RECORDS
You are further notified that:
[] 1. No written statement has been received from any historical society or the indiana Commission on Public
Records, State Archives Division, to procure any of such records.
[] 2. Awritten statement has been received from
of its intent to procure the following records.
Signature of Secretary Date signed (month, day, year)
NOTICE OF DESTRUCTION
(Local Government Public Records)
State Form 44905 (R2 / 6-04)
INSTRUCTIONS:
1. Complete form, listing all requested information.
2. Retafocepyforrecord$.
3. Send copy to Clerk of the Circuit Court of your county
4. Send copy to the: COMMISSION ON PUBLIC RECORDS
402 W. WASHINGTON ST., W472
INDIANAPOLIS, IN 46204
Name of office County
Address (number and street) City ZiP code
RECORD VOLUME
TITLE OF RECORDS DESTROYED DATES SERIES IN CU. FT.
AUTHORITY 1 ~hiv~s b~x (10" x 12' x 15") ir~de = 1 c~ ft of recoils
1 Letter size ~e drawer = 1 1/2 cu. ff. of records
1 Legal size file drawer = 1 1/2 cu. ff. of reCOrds
1 Number 11 record transfer box = 2 c~. fL of re~ords
Signature of official destroying records
Printed name of official destroying records
Position
3ate signed (month, day, year)
NOTICE OF DESTRUCTION
(Local Government Public Records)
State Form 44905 (R2 / 6-04)
INSTRUCTIONS:
1. Complete form, listfng all requested information.
2. Retain copy for records.
3. Send copy to Clerk of the Circuit Courl of your ceunty
4. Send copy to the: COMMISSION ON PUBLIC RECORDS
402 W. WASHINGTON ST., W472
INDIANAPOLIS, IN 46204
Name of office County
Address (number and street) City ZIP code
RECORD VOLUME
TITLE OF RECORDS DESTROYED DATES SERIES IN CU. FT.
1 Letter size tta drawer 1=5~ 1/2 cu. fL of re~ords
Signature of official destroying records
Printed name of official destroying records
Position
Date signed (month, day, year)
Year to Year Destruction Schedule for County and Local Records Page 1 of 2
Indiana Commission on PubliC Records
Year to Year Destruction Schedule for County and Local
Records
IC 5-15-5.1-14
"A public official or agency may not mutilate, destroy, sell, loan, or otherwise dispose of any
government record, except under a record retention schedule or with the written consent of the
commission." [on Public Records]
Destroy in JanuarY of year listed in chart!
Year
Records
Created
# of Years to Retain Based on
Appropriate Retention Schedule
3 4 5 6 10
1985 1989 1990 1991 1992 1996
1986 1990 199/ 1992 1993 1997
1987 1991 1992 1993 1994 1998
1988 1992 1993 1994 1995 1999
1989 1993 1994 1995 1996 2000
1990 1994 1995 1996 1997 2001
1991 1995 1996 1997 1998 2002
1992 1996 1997 1998 1999 2003
1993 1997 1998 1999 2000 2004
1994 1998 1999 2000 2001 2005
1995 1999 2000 2001 2002 2006
1996 2000 2001 2002 2003 2007
1997 2001 2002 2003 2004 2008
1998 2002 2003 2004 2005 2009
1999 2003 2004 2005 2006 2010
2000 2004 2005 2006 2007 2011
2001 2005 2006 2007 2008 2012
2002 2006 2007 2008 2009 2013
2003 2007 2008 2009 2010 2014
2004 2008 2009 2010 2011 2015
2005 2009 2010 2011 2012 2016
2006 2010 2011 2012 2013 2017
http://www.state.in.us/icpr/webfile/county/codestmction-html
INDIANA COMMISSION ON PUBLIC RECORDS
RECORDS DISASTER' PREVENTION
The Indiana Commission on, Public Records {ICPR) assists state and local
governments in the effective management of public records. Part of good reCords
management is understanding the importance of emer§ency preparedness.
Commission personnel are available to set up disaster prevention programs and to
coordinate disaster recovery plans for paper, film and electronic records in the
event of an emergency.
Thirteen Tips for Records Disaster Prevention
(1) Never store records in a basement or attic.
{2) Never store records near water pipes or air conditioning.
(3) Never store records near a heat source.
{4) Keep ambient temperature constant.
The ideal climate = 65 degrees - 70 degrees F. and 55% humidity.
(5) Store records away from direct light. Fluorescent light and sunlight will
fade and ~mage records.
{6) Wash hands before handling records. Natural oils from the slain
contaminate paper and film.
(7) Do not tape, paper clip, staple or fold records.
(8) Never use a b-llpoint or felt-tip pen to Label records.
(9) Always use a soft//2 pencil to Label the backs of photographs.
(10) PLace pLastic covers over computer equipment when not in use.
(11) Do not attempt to uso computer equipment or disks after a disaster.
Damage to equipment could cause further harm to records. Restoration of
equipment will require professional services.
{12) Remember to migrate electroulc records when new computer software is
inst-lled.
(13) Identify CRITICAL RECORDS and store them in a vault at a separate
location.
CITIES AND TOWNS ABOVE §,000 POPULATION GENERAL RETENTION
SCHEDULE (CTGRS)
INDIANA COMMISSION ON PUBLIC RECORDS
COUNTY RECORDS MANAGEMENT
State Form 49919 (10-00)
I Date approved by the Ovemlght Committee on Name of county adopting retention schedule Date adopted by the County Commission of Public
Public Records Records
.
Director, Indiana Commission on Public Records/State Archivist
Chairperson of the County Commisslon of Pub~io Records
Signature Pdnted name
Secretary of the County Commission of Public Records
Signature Printed name
THIS SCHEDULE MAY BE USED ONLY AFTER ADOPTION BY
THE COUNTY COMMISSION OF PUBLIC RECORDS.
INSTRUCTIONS:
I. Records listed on this schedule may be destroyed upon completion of a Notice of
Destruction, State Form 44905 and distribution of copies of the form to the Clerk of
the Circuit Court of the County and to the INDIANA COMMISSION ON F~UBLIC
RECORDS / STATE ARCHIVIST, 402 West Washington Street W472, Indianapolis, IN
46204.
2. Ail records NOT LISTED on this approved schedule can be destroyed or transferred
only by .completing a Request for Permission to Destroy or Transfer Certain Public
Records (PR-l), State Form 30505; and b~/ obtaining apprbval of the COUNTY
COMMISSION OF PUBLIC RECORDS' and the INDIANA COMMISSI.ON ON PUBLIC
RECORDS / STATE ARCHIVIST.
GUIDELINES:
Permanent' records may be maintained either in the original fo.rmat or on microfilm
that meets standards outlined in 60 lAC 2 or Administrative Rule 6 (Court Records).
Microfilmed records may be DEPOSITED OR TRANSFERRED according to the
retention period outtined for that record.
Electronic records and computer printouts t~at include data from more than one (1)
form must be retained for the longest re~:enti~n period for all included forms.
Any STATE BOARD OF ACCOUNTS ~orms approved for use in lieu of prescribed forms
are subject to the same retention requirements;
CITIES AND TOWNS ABOVE 5000 POPULATION GENERAL RETENTION SCHEDULE
INDIANA COMMISSION ON pUBLIC RECORDS
COUNTY RECORDS MANAGEMENT
State Form 49918 (10-00)
TABLE OF CONTENTS
TITLE/DESCRIPTION RECORD SERIES NUMBER PAGE
1. Bank Reconciliation and Reports ...... CTGRS 7 ..................... 7
2. Bank Statements/Deposit Tickets ...... CTGRS 6 ..................... 7
3. Barrett Law/Group A ................ CTGRS 13 .................... 8
4. Barrett Law/Group B ................ CTGRS 14 ......... ~ . . ~ . ...... 9
5. Bonds, Bids and Contracts ............ CTGRS 18 .................... 1 1
6. Cancelled Checks/Warrants ........... CTGRS 3 ..................... 4
7. Check Register/Warrant Register ....... CTGRS 4 ..................... 5
8. Fee and Cash Book ................. CTGRS 8 ..................... 7
9. Instructions / Guidelines .............. Cover Sheet .................... 1
10. Led~sters .................. CTGRS 16 .................... 10
1 1. PayrOll Records .................... CTGRS 9 ..................... 7
8
12. Payroll Vouchers .................. ~ CTGRS 10 ....................
13. Receipt Registers ................... CTGRS 12 ..................... 8
14. Recei tsl2~Q_uietus ................... CTGRS 1 .................... 2
15. State Board of Accounts Audit Reports.. CTGRS 15 .................... 9
16. Time Cards ....................... CTGRS 1 1 ..................... 8
17. Transmittals ...................... CTGRS 5 ..................... 6
18. _Vouchers/Claims ................... CTGRS 2 ..................... 3
· CITIES AND TOW'NS ABOVE 5,000 POPLrLATION GENERAL RETENTION
SCHEDULE (CTGRS)
(see page 1 for instructions and guldellnes)
RECORD SERIES NU1VIBER
TITLE/DESCRIPTION
CTGKS 1. RECEIPTS/QUIETUS
City Forms:
Form 203 --Treasurer's Receipt.
Form 203A --Clerk-Treasurer's Receipt.
Form 204 --Controller's or Clerk's Quietus and
Application to Pay.
Town Forms:
Form 217 --Clerk--Treasurer's Receipt.
City and Town Forms:
Form 214CT --City/Towu Court Receipt.
Form 224B --MVH Fund Receiving Receipt.
Form 233 --Receipt for Assessment.
Form 236 --Receipt for Fall Payment of
Assessment.
Utility Forms:
Form 310 --Guarantee Deposit Receipt.
Form 311 --Water and sewage Receipt.
Form 312 --Electric Receipt.
RETENTION PERIOD
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
(Same as above)
(Same as above)
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
(Same as above)
(Same as above)
(Same as above)
DESTROY after three (3) calendar yea'rs and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
(Same as above)
(Same as above)
THIS SCHEDULE MAY BE USED ONLY AFTER ADOPTION BY THE COUNTY COMMISSION OF PUBLIC RECORDS.
Approved 03/19/01 by OCPR/Indiana Commission on ~ubiic Records RePlaces CITOGRFIN 11/19/97
2
CITIES AND TOWNS ABOVE 5,000 POPUI~TION GENERAL RETENTION
SCHEDULE (CTGRS)
(see page 1 for instructions and guidelines)
RECORD SERIES NUMBER
TITLE/DESCRIPTION
CTGRS 1. RECEIPTS/QUIETUS
(Continued):
_General Forms:
Form 352 --General Receipt.
CTGRS 2. VOUCHERS/CLAIMS
RETENTION PERIOD
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
City Forms:
Form 201 --Accounts Payable
Voucher.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
Town Form:
Form 39 --Accounts Payable Voucher.
Utili~
Form 301 --Municipal Water Utility
Accounts Payable Voucher..
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
Form 301S --Municipal Sewage Utility Accounts
Payable Voucher.
(Same as above)
Form 305 --Municipal Electric Utility Accounts
Payable Voucher.
(Same as above)
Form 325 --Municipal Gas Utility Accounts
Payable Voucher.
(Same as above)
General Forms:
Form 98 --Purchase Order.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
Form 99P--Publisher's Claim.
(Same as above)
THIS SCHEDULE MAY BE USED ONLY AFTER ADOPTION BY THE COUNTY COMMISSION OF PUBLIC RECORDS.
Approved 03/19/0~ by °cPR/In~iana c~mmisSi0n 6~ Public' Re~rds ~i~ cITOGRFI~ll/ig/9
· CITIES AND TOINNS ABOVE 5;000 POPULATION GENERAL RETENTION
~ SCHEDULE (CTGRS)
(see page 1 for instructions and guidelines)
REcom) SEINES mmBER
EsCPa ON
RETENTION PERIOD
CTGRS 2. VOUCHERS/CLAIMS
(Continued):
General Forms (Continued):
Form 101 -- Mileage Claim.
(Same as above)
Form 354 --General Claim.
(Same as above)
CTGRS 3. CANCELI,F,I~ CHECI~ /
WARRANTS
City_ Forms:
Form 205 --Warrant.
DESTROY after six (6) calendar years and after
receipt of STATE BOARD OF ACOUNTS Aunt
Report and satisfaction of unsettled charges.
Form 205A--Warrant.
(Same as above)
Form 205PR --Payroll Warrant.
(Same as above)
Form 205A--PR --Payroll Warrant.
(Same as above)
Town Forms:
Form 219 -- Clerk--Treasurer's
Warrant.
Ci_ty and Town Forms:
DESTROY after six (6) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
Form 215CT (1987)--City/town Court Check.
DESTROY after six (6) calendar years and after
receipt of STATE BOARD OF ACC OUNTS Audit
Report and satisfaction of unsettled charges.
General Forms:
Form 353 -- General Warrant.
DESTROY after six (6) calendar years and after
receipt of STATE BOARD OF ACC OUNTS Audit
Report and satisfaction of unsettled charges.
Form 356 -- General Check.
(Same as above)
Form 357-- General Payroll Check. (Same as above)
THIS SCHEDULE MAY BE USED ONLY AFTER ADOPTION BY THE COUNTY COMMISSION OF PUBLIC RECORDS.
Approved 03/19/01 by OCPR/Indiana Commission on Public Records Replaces CITOGRFIN 11/19/97
4
CITIES AND TOWNS ABOVE 5,000 POPULATION GENERAL RETENTION
SCHEDUI J~. (CTGRS)
(see page 1 for instructions and guidelines)
RECORD SERIES NUMBER
TITLE/DESCRIPTION
CTGRS 4. CHECKREGISTERS/WARRANT
REGISTERS
City Forms:
Form 214 --Depository Record and
Warrant Register.
RETENTION PER[OD
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
General Forms:
Form 364 --Accounts Payable Voucher
Register.
Utility_ Forms:
DESTROY after th tee (3) calendar years and
after receipt of STATE BOARD OF ACCOUNTS
Audit Report and satisfaction of unsettled
charges.
Form 302 --Water Utility Voucher Register
(short form)--Class A and B.
Form 303 --Water Utility Voucher Register
(long form)--Class A and B.
PERMANENT. RETAIN in office or TRANSFER
after twelve (12) calendar years to the COUNTY
ARCHIVES or to the COMMISSION ON PUBLIC
RECORDS, STATE ARCHIVES DIVISION.
(Same as above)
Form 306 --Electric Utility Voucher Register
(short form)-- Class A and B.
(Same as above)
Form 307 --Electric Utility Voucher Register
(long form)-- Class A and B.
Form 319 - Simplified Cash Journal Water
Utility - Class C.
(Same as above)
(Same as above)
Form 323 - Simplified Cash Journal
Wastewater Utility - Class C.
(Same as above)
Form 326 - Gas Utility Cash Journal -
Class C.
Form 327 - Gas Utility Simplified Cash
Journal - Class D.
(Same as above)
(Same as above)
Form 329A--Municipal Sewage Utility VOucher (Same as above)
Register.
THIS SCHEDULE MAY BE USED ONLY AFTER ADOPTION BY THE COUNTY COMMISSION OF PUBLIC RECORDS.
Approved 03/19/01 by OCPR/Indiana Commission on Public Re6ords Replaces CITOGRFIN 11/19/97
5
CITIES AND TOW-NS ABOVE 5,000 POPUI~TION GENERAL RETENTION
SCHEDULE (CTGRS)
(see page 1 for instructions and guidelines)
RECORD SERIES NUMBER
TITLE/DESCRIPTION
RETENTION PERIOD
CTGRS 4. CHECK REGISTERS/WARRANT
REGISTERS(Continued):
Utility Forms (Continued):
Form 329B - Municipal Sewage Utility Voucher .
Register [long form with insert).
Form 330 - Revenue Register - Class A and B
Water and Wastewater.
Form 331 - Expense Register - Class A and B
Water and Wastewater.
(Same as above)
(Same as above)
(Same as above)
CTGRS 5~ TRANSMITTALS
City and Town Forms:,
Form 217CT --Report to County Auditor of Fines
a~d Fees Collected in City/Town Courts.
Form 218CT-City/Town Court Transmittal
Report to Fiscal Officer.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
(Same as above)
Form 220CT - Report to County Auditor of Court (Same as above)
Costs Collected in City/Town Courts.
General Fqrms:
Form 362 - Report of Collections.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
Form 363 - Report of In-kind Matching
Contributions.
(Same as above)
Form 366 - Quarterly Report of Handgun
Transfer Fees Due State.
(Same as above)
THIS SCHEDULE MAy BE USED ONLY AFTER ADOPTION BY THE cOUNTY COMMISSION OF pUBLIC RECORDS.
Approved 03/19/01 by OCPH/Indzana Commission on Public Records Replaces CITOGRFIN 11/I9/97
CITIES AND TO'W-NS ABOVE 5,000 POPULATION GENERAL RETENTION
SCHEDULE (CTGRS)
(see page 1 for instructions and guidelines)
RECO1LD SERIES NU1VIBER
TITLE/DESCRIPTION RETENTION PERIOD
CTGRS 6. BANK STATEMENTS/DEPOSIT
TICKETS
DESTROY after three (3) calendar years and after
receipt'of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
CT G RS 7. BANK RECONCILIATIONS AND
REPORTS
Cit~ and Town Forms:
Form 206 - Clerk-Treasurer's, City Controller's
and City Treasurer's Monthly Financial
Depository Statement and Cash Reconcilement.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
Form 212 - Treasurer's Daily Balance of Cash,
Depositories and Investments.
(Same as above)
General Forms:
Form 360 - Monthly Financial, Depository
Statement and Cash Reconcilement.
Form 361 - Treasurer's Daily Balance of Cash,
Depositories, and Investments.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
(Same as above)
CTGRS 8. FEE AND CASHBOOK
County_ Forms:
Form 41 - Fee Book.
CTGRS 9. PAYROLL RECORDS
DESTROY after three [3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
General Forms:
Form 99A - Employee's Service Record.
Form 99B '--Employee's Earnings
Record.
DESTROY after ten (10) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
PERMANENT. RETAIN in office or TRANSFER
after twelve (12) calendar years to the COUNTY
ARCHIVES or the COMMISSION ON PUBLIC
RECORDS, STATE ARCHIVES DIVISION.
THIS SCHEDULE MAY BE USED ONLY AFTER ADOPTION BY THE COUNTY COMMISSION OF PUBLIC RECORDS. 7
Approved 03/19/01 by 0CPR/Indiana Commission on Public Records Replaces CITOGRFIN 11/19/97
CITIES AND TO'W-NS ABOVE 5,000 POPULATION GENERAL RETENTION
SCHEDU~,I~, (CrGRS)
(see page 1 for instructions and guidelines)
RECORD SERIES AUTHORITY NU1VIBER
TITLE/DESCRIPTION
CTGRS 10. PAYROLL VOUCHERS
City and Town Forms:
Form 222 --MVH Fund Employee's
Time Record.
General Forms:.
Form 99 --Payroll Schedule and
Voucher.
Form 99C --Employee's Weekly (Work Period)
Earnings Record.
CTGRS 11. TIME CARDS
RETENTION PERIOD
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
(Same as above)
DESTROY after three [3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
CTGRS 12. R. ECE.[PT R. EGISTERS
Utilit-v Forms:
Form 313A (R 1966)--Register of Daily Cash
Receipts--Consumers (water or sewage utility).
Form 313B (1961)--Register of Daily Cash
Receipts--Consumers (electric or gas utility).
Form 313C (K 1966)--Register of Daily Cash
Receipts--Consumers (water and sewage utility
combined).
CTGRS 13. BARRE~W/GRO~A
Form 10 --Memo of Payments Available (use is
optional).
Form 233A --Barrett Law Receipt (Waivered
_~sessment)--Optional Form.
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
(Same as above)
(Same as above)
DESTROY after three (3) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
(Same as above)
THIS SCHEDULE MAY BE USED ONLY AFTER ADOPTION BY THE COUNTY COMMISSION OF PUBLIC RECORDS.
Approved 03/19/01 by 0CPR/Indiana Commission o~ Public ~ec0~ds Replaces CITOGRFIN 11/19/97
CITIES AND TOWNS ABOVE 5,000 POPULATION GENERAL RETENTION
SCHEDULE (CTGRS)
(see page 1 for instructions and guidelines)
RECORD SERIES NUI~BER
TITL F./DESCRIPTION
CTGRS 13. BARRE~W/GRO~A
(Continued)
Form 234 --Notice of Walvered Delinquency.
Form 236 - Receipt for full Payment of
Assessment.
Form 237 --Notice 0fAssessment
Form 240 --Notice of Delinquent Non-Waivered
Assessment.
RETENTION PERIOD
(Same as above)
(Same as above)
(Same as above)
(Same as above)
CTGRS 14. BARRETTLAW/GROUPB
Form 42 --Public Improvement Bond Register.
DESTROY after fifteen (15) calendar Years and
after receipt of STATE BOARD OF ACCOUNTS
Audit Report and satisfaction of unsettled
charges.
Form 43 --Primary Assessment Roll.
Form 44H --Ledger--Waivered Accounts.
Form 46 --Improvement Duplicate.
Form 232 --Journal of Barrett Law Funds.
Form 238H --Ledger of Non-Waivered Accounts.
Form 241 --Summary of Payments.
Form 242--Receipt for and Schedule of
Payments of Bonds and Coupons.
(Same as above)
(Same as above)
(Same as above)
(Same as above)
(Same as above)
(Same as above)
(Same as above)
CTGRS 15. STATE BOARD OF ACCOUNTS
AUDIT REPOR TS
PERMANENT. RETAIN in office or TRANSFER
after twelve (12) Calendar years to the COUNTY
ARCHIVES or the COMMISSION ON PUBLIC
RECORDS, STATE ARCHIVES DMSION.
TEIS SCI{EDULE PS~Y BE USED ONLY AFTER ADOPTION BY TEE COUNTY COMMISSION OF PUBLIC RECORDS.
Approved 03/19/01 by OCgR/Indiana Commission on Public Records Replaces CITOGRFIM
CITIES AND TOWNS ABOVE 5,000 POPULATION GENERAL RETENTION
SCHEDULE (CTGRS)
(see page I for instructions and guidelines)
RECORD SERIES IN-LrMBER
TITLE/DESCRIPTION
RETF_JVTION PERIOD
CTGRS 16. LEDGERS AND .REGISTERS
City and Town Forms:
Form 208 - Ledger of Receipts, Dis-
bursements and Balances.
Form 209 - Ledgers of Appropriation, En-
cumbrances, Disbursements and Balances.
PERMANENT. RETAIN in office or TRANSFER
after twelve (12) calendar years to the COUNTY
ARCHIVES or the COMMISSION ON PUBLIC
RECORDS, STATE ARCHIVES DMSION.,
(Same as above)
General Forms:
Form 350 - Register of Investments.
Form 351 - Register of Insurance.
PERMANENT. RETAIN in office or TRANSFER
after twelve (12) calendar years to the COUNTY
ARCHIVES or COMMISSION ON PUBLIC
RECORDS, STATE ARCHIVES DMSION.
(Same as above)
CTGRS 17. PUBLIC SAFETY PENSION
RECORDS
General Forms:
Form 355 - Schedule of Pension and Disability
Payments.
CTGRS 18. BONDS, BIDS.AND
CONTRACTS
General Forms:
Form 86 - Contractor's Combination Bid Bond
and Bond for Construction.
Form 86A - Contractor's Bond for Construction.
DESTROY after three (3) calendar years and
after receipt of STATE BOARD OF ACCOUNTS
Audit Report and satisfaction of unsettled
charges.
DESTROY six (6) calendar years after completion
of project and after receipt of STATE BOARD OF
ACCOUNTS Audit Report and satisfaction of
unsettled charges.
Same as above)
THIS SCEEDULE MAY BE USED ONLY AFTER ADOPTION BY T~LE COUNTY COMMISSION OF PUBLIC RECORDS.
Approved 03/19/01 by OCPR/Indiana Commission on Public Records Replaces CiTOGRFiN 11/19/97
CITIES AND TOWNS ABOVE 5,000 POPULATION GENERAL RETENTION
SCHEDULE (CTGRS)
(see page i for instructions and guldelines)
RECORD SERIES NUMBER
TITLE/DESCRiPTION
RETENTION PERIOD
CTGRS 18. BONDS, BIDS AND
CONTRACTS (Continued):
Form 95 - Bid, Offer or Proposal for Sale of
Lease of Materials (Obsolete).
Form 96 - Contractor's Bid for Public Work.
DESTROY after six (6) calendar years and after
receipt of STATE BOARD OF ACCOUNTS Audit
Report and satisfaction of unsettled charges.
DESTROY six (6) calendar years after completion
of project, and after receipt of STATE BOARD OF
ACCOUNTS Audit Report and satisfaction of
unsettled charges.
ONLY AFTER AI~OPTION BY THE COUNT~ COMMISSION OF pUBLIC RECORDS.
THIS S~EDULE MAy BE USED
Approved 03/19/0~ by OCPR/Ind~a~a Commi~sion On ~Public R~cords Replaces CITOGRFIN 1t/19/97
11